Mailing Address: P O Box 1986, Indianapolis, IN 46206 Phone Number: 317.713.2664 Search and Call Office 317.713.2652 Minister s Directory Office Web Site: www.discipleshomemissions.org Staff: The Rev. Warren Lynn, Director Anne Marie Moyars, Ministry Associate Search and Call Brenda Tyler, Ministry Associate Minister s Directory Search & Call and Clergy Credentialing How To Guide For Regional Staff in the Christian Church (Disciples of Christ) 2012 Disciples Home Missions of the Christian Church (Disciples of Christ) 12
A. Resources Available: (These resources are available for free download online* at www.discipleshomemissions.org/pages/cv- Downloads) Beginning a Pastoral Ministry Clergy Background Checks: A how to read Guide Clergy Compensation Planning Guide Clergy Parsonage Allowance Guide Clergy Retirement Planning Guide Closing a Pastoral Ministry Commissioning service for Phoebes & Timothys Congregational Discernment Survey Congregational Profile Form (Spanish & English) Ethical Guidelines for Congregational Conduct (Study Guide) Ethical Guidelines for Congregational Conduct (Certificate) Indiana Clergy Salary Survey Letter of Call (Spanish & English) Minister s Calling & Agreement Annual Update Form Ministerial Code of Ethics (Certificate) Moving Company Information (preferred providers) Ordination Service and Guidelines Pastoral Relations Committee Guidelines Policies & Criteria for the Order of Ministry (previous & 2011 versions) Sabbatical Leave Guidelines Sample Letter of Resignation/Retirement Search and Call Posters including stickers $10/each set (if order is larger than 10 copies, please add $2.50 for shipping) * Except where noted bold items listed above are only available in hard copy for a cost of $1.00/each; price includes shipping. B. Completed Ministerial Profile: 1. A Minister s file is not considered complete until the following steps are completed: i. Profile has been submitted; ii. Four letters of reference have been received; iii. Circulation Preference completed; iv. Disclosure form completed; v. Criminal Background Check has been initiated, reviewed and released; and vi. Permission to Release is checked. 2 11
Ethnic Classification Codes for Ministers Directory 2. Policy states that no ministerial profile will be released for circulation purposes until file is complete and then the profile will only be available to those regions/offices noted in the minister s circulation preferences. Code AA As E Ha Hi M N O P Description African American Asian European Descent Haitian Hispanic Middle Eastern Native American/First Nations Other Pacific Islander C. Why Search and Call?: The Office of Search and Call strongly suggests that a region encourage their ministers to use the Search and Call system. Using the Search and Call system provides protection to regions, the ministers, congregations and the entire church. Some benefits of using the Search and Call system are: 1. Ensuring the minister being considered for a ministry position has standing within a Region of the Christian Church (Disciples of Christ); 2. Affirmation regarding whether a minister is Commissioned or Ordained by the Christian Church (Disciples of Christ); 3. The opportunity to see how the minister is viewed not only in their region but also by their peers; 4. Information regarding the potential history of removal of Standing for cause; 5. A complete Criminal Background Check, reviewing any previous crimi nal records, national sexual offenders database and more; and 6. Standardized profile forms helping Search Committees to compare apples to apples with regard to clergy qualifications, skills and abilities. This standardization also helps ensure that clergy files are not eliminated from consideration simply because they look different. If a minister is not currently in Search and Call circulation, but you are interested in sharing the minister s name with a congregation, ask that minister to obtain a password and to complete the process before their name is shared. The process normally takes less than three weeks to complete from start to finish, including the criminal background check. It is important that every Search Committee confirm each candidate is in the Search and Call system, and that each minister s profile has come from the regional office, rather than directly from the minister. Search Committees for Regional positions of ministry can get profiles directly from the Search and Call office. If someone would like to be a candidate for a position of ministry, but isn t currently in the Search and Call system, and doesn t have access to Search and Call due to not having Standing, a Regional Directive can be completed so the person can have the opportunity to complete the process as well, and provide 10 3
a Search Committee with a profile. It is the region s authority to decide whether to provide a Regional Directive. In order to most fully empower the ministerial well-being of each region, congregation and our ministers, it is vital that all clergy interested in seeking a new call follow proper procedures and enter the Search and Call system. D. Ministerial Profile Preference Codes: (can be found on the Summary of Preferences page of the minister s published profile. These are codes used in the MinPro System and are NOT the codes used in the Ministers Directory) 1. The codes allow the minister to list their preference(s) on the type of ministry they are interested in. Code P CP IM A GR EM MS CE MM YM CM CH M C PC Description Pastor Co Pastor Interim Ministry Associate Minister General/Regional Ministry Ecumenical Ministry Spiritual Direction Christian Education Music Ministry Youth Ministry Campus Ministry Children & Family Ministry Missionary Chaplaincy Pastoral Counseling E. Credentialing Forms: Each regional staff person who needs to use these forms will be required to create a guest account. Please remember that non-regional staff and local ministers should NOT be given access to these forms. Please complete the following process for this access: 1. Visit http://dhm.temp-website.com/pages/cv- RegionStaffAuthorizationForm to complete the authorization form. You will be redirected to a page called Login or Register. Follow the instructions. Upon logging in or registering, the system will take you to the Authorization Form. Complete this form. Please allow up to one business day for your access to be verified. Be sure to write down your username and password for your records. 4 Professional Classification Codes for Ministers Directory A Associate Minister (local congregational position) C Armed Services Chaplain (standing would come through GCOM)*# CE Christian Educator (local congregational position) CM Campus Minister # D Disciples minister serving a non Disciples congregation DU Disciples minister with UCC standing serving a UCC congregation EM Minister employed by a national ecumenical organization ER Minister employed by a regional ecumenical organization G Minister employed by a general manifestation (standing would come through GCOM)* GR Minister employed by a region HE Minister in higher education IC Institutional chaplain (Federal Institution) (standing would come through GCOM)* # IR Institutional chaplain (NON-Federal Institution) (standing would come through the region in which the chaplain is employed) # M global (non-north American) Missionary (standing would come through GCOM)* MC Minister of Counseling # MM Minister of Music (local congregational position) NE Non-Disciples Minister serving a local (DOC) church (indicates person is serving in local congregational position without Standing) NP Non-parish minister OP Other employment but preaching P Pastor of a recognized congregation (local congregational position) R Retired minister or missionary (including those who are retired for Pension Fund purposes but still serving in position of ministry) SA Student Associate minister (local congregational position) SC Student chaplain # SP student pastor (local congregational position) SZ Ordained minister returning to school for a limited time or Ordained student not presently employed in ministry UD Qualified UCC Ordained Ministerial Partner with Disciples standing serving a Disciples congregation (local congregational position) # Standing does not necessarily include ecclesiastical endorsement, but ecclesiastical endorsement requires initial and ongoing Standing. *GCOM = General Commission on Ministry, as different from a Regional Commission on Ministry. 9
The reports are sent in Excel and.pdf files. You may either download and print the.pdf file, make corrections (IN RED) on that and return via snail mail or you can make your corrections (IN RED) in the Excel file and return via e-mail. Sample copies of acceptable formats (Excel &.pdf) are also sent along with the reports. On the.pdf samples one is handwritten and the other is typed. If you have the Adobe Acrobat Professional program you can make changes on your computer, otherwise you'll have to print and make handwritten changes. These formats make it possible for the person in the Ministers Directory office to work more quickly and efficiently. If your report is not returned in one of those formats, changes that have been submitted will not be made. Only correct and mark the portion of each record that has changed, and not the entire record. However, you can make changes throughout the year, as they arise, via the online Ministry Change Form. Are there specific criteria for being listed in the yearbook? (must be Ordained or Commissioned (Commissioning is based on call) & have standing within the region in which they work, are living, or through GCOM) I. Removing a Minister s Standing When a minister s Standing is removed and reported to the Ministers Directory office, a reason must be given. If Standing is removed For Cause that should be reported in letter format and then will be sent by the Office of Search and Call to all regions, General Minister and President, Pension Fund, and DHM President. Responsibility of Standing falls to the Region for the geographical area in which a minister is employed, even if it is an interim position. Regions should notify the region where a minister most recently held Standing that a minister began a new ministry position in their region and is being granted Standing in this new region; this region should also submit a Change of Ministry form to tell the Ministers Directory office that this new region is now granting Standing. 8 2. After we verify your access, you will receive an e-mail note from Anne Marie Moyars indicating that you now have access to the Credentialing Forms. 3. If your access to the Disciples Home Missions Website as a Regional Staff person has been previously verified, you can Login through the following address to gain access to the Credentialing forms: http://dhm.temp-website.com/pages/cv-relocatecredentialforms F. Guidelines for submitting forms to the Ministers Directory & Search and Call Offices 1. Regional Directive: (this form is completed by the region allowing NON Standing persons access to the Search and Call System) 1. This form can be accessed through the Disciples Home Missions website at http://www.discipleshomemissions.org/ministers/login.asp. 2. You will need to login using your username and password. 3. Completing the entire form is very important. 4. Please remind your clergy that we should be allowed three days to process this form, however, the password is generally sent to them within 24 hours of receiving a Regional Directive. 5. Once a Regional Directive has been received by the Search and Call Office, the minister will receive an e-mail from the Office of Search and Call. This e-mail will contain: i. Link to the MinPro System ii. Login e-mail address iii. Temporary password 2. Online change forms (for providing the Ministers Directory Office with changes regarding credentialing information of clergy with Standing) Please provide as much information as possible. Providing full legal name, previous address, former place of employment, etc. This enables the correct record to be quickly identified or to know that it is a new record, thus preventing duplication. 5
Professional Classification Codes for Ministers Directory Forms are used for changes or additions to a minister s current information only. Do not submit a change form for something that will occur at a future time or date. Please use the comments section to give a brief description of the action you are submitting for change (i.e. address change only, professional code change, newly commissioned, removal of Standing, etc.) This form may be used throughout the year, as changes arise. 3. Standing in the Christian Church (Disciples of Christ) The credential, known as, Standing, affirms that an ordained or commissioned minister is presently engaged in the practice of ministry, whether on an occasional part-time or full-time basis, with continuous accountability maintained with a congregation, organization, or related institution, and a regional or general ministry of the Christian Church (Disciples of Christ). The responsibility for providing up to date lists of clergy with Standing is lodged in the regional offices or, in the case of non-regionally-based ministries (i.e., missionaries, military chaplains), with the General Commission on Ministry. Individual ministers are responsible for keeping the regional office and DHM advised of changes of address. Please see a complete list of Professional Classifications codes on the final page of this document. G. Transfer of Standing from one Region to another Region When a minister moves from one Region (the prior region) to another Region (the current region), while in Good Standing, it is the moving minister s responsibility to promptly contact all regional jurisdictions involved to make sure the minister s Standing is transferred correctly. If the minister is in Search and Call circulation, the minister should also quickly remove their forms from circulation, if the move is due to accepting a new position of ministry. In such a circumstance, the prior region should notify the Minister s Directory office at DHM, via the online Ministry Change form, regarding the minister s new status. Using the online Ministry Change form, the prior region removes the Standing of such a minister in their region, for the reason that the minister has moved out of this region. The prior region should also contact the current region in writing to convey the care of the minister in the new setting, and status of the minister immediately before the move (was the minister in Good Standing and/or are there other factors pertinent to the minister s situation?). 6 As soon as the current region is made aware of the minister s move into their region, the current region should act promptly to determine the appropriateness of extending Standing to the minister. If the minister moved from another region while in Good Standing in that prior region, into a new position of ministry in the current region, Standing should be quickly bestowed upon the minister. The current region also needs to expeditiously complete the online Ministry Change form to notify the Minister s Directory office that the minister is now being given Standing in the current region. If there are reasons why the current region will not be extending Standing to the minister at the current time, it would be very helpful for this region to notify the Minister s Directory office in writing (an email note will do) as to such reasons; this communication can be very helpful as we work to support regional decisions, and help clergy to understand and meet regional requirements. For newly ordained clergy, it is appropriate for the ordaining Region to file an initial online Ministry Change form to notify the Ministers Directory office of the new ordination, and to bestow initial Standing upon that minister. If the newly ordained minister is not working or living in the ordaining Region, this Region should also contact the current Region wherein the newly ordained is employed in ministry, or if not employed, where they are living. This current region should then quickly work via the online Ministry Change form, to have the newly ordained person s Standing transferred to their region, if appropriate. It is of utmost importance that ordaining Regions and Regions of a minister s employment/residence carefully and proactively coordinate such efforts, for the purpose of extending proper care to the new Disciples minister. H. Annual Ministers Reports to Regions and GCOM Reports are sent out in late December to solicit any needed changes for printing information about ministers in the Yearbook for the following year. Deadline for the report is an absolute must. Not adhering to the deadline causes extra work and stress on the person in the Ministers Directory office, who also has a deadline. It also is unfair to the ministers in the regions, since it s possible they will not be listed in the directory or could be listed incorrectly. 7