Published by The Church of Jesus Christ of Latter-day Saints Salt Lake City, Utah
by Intellectual Reserve, Inc. All rights reserved. English approval: 4/15. PD10053998
Table of Contents Page I. Introduction 1 II. 2016 Coordination Calendar 5 III. Guidance for Area Seventies and Stake Presidents 6 IV. Fulfillment of Assignments 9
I. Introduction What is the annual coordination process for Church-service missionaries? The annual coordination process is the first process for maintaining the Church-service missionary (CSM) program. During the coordination process, participants identify requirements for staffing Church and approved non-church operations at a level sufficient to meet their stewardship responsibilities, and staffing assignments are made for stakes. The end of the coordination process begins the fulfillment process, a year-round effort. During the fulfillment process, stakes work with their local members to fill their staffing assignments for CSMs and long-term volunteers (LTVs). The CSMs and LTVs are called to replace existing CSMs and LTVs when they are released or to fill a new CSM or LTV staffing assignment received that year. What changes are being made for the 2016 coordination process? The annual process for Church-service missionaries will continue to have both the coordination process and fulfillment process. However, under the direction and with the approval of the Seventy, some changes to the process for 2016 will simplify the CSM program and increase its effectiveness in providing adequate staffing for operations. The following table compares CSM procedures in the past and the new procedures being implemented for 2016. Prior Procedure Staffing is coordinated only for positions that have a stake assigned to provide a replacement for a person currently serving in the position or to fill a new position. Stakes receive assignments only for replacements or new positions that will occur in the next year. Department and ecclesiastical approval is obtained only for replacements or new positions in the next year. Stake assignments are adjusted each time a release occurs or a new position is filled. Dates for future stake actions are fixed, frequently resulting in gaps, overlaps, or duplications in stake assignments. New 2016 Procedure Staffing is coordinated for all positions at an operation, whether or not a stake is assigned to fill the position. Stakes receive assignments for all positions, regardless of when releases occur or new positions need to be filled. Department and ecclesiastical approval is obtained for all positions that need to be filled in the next year by the operation. Except for a few exceptions, stake assignments will be permanent from year to year until the assignment to the stake is changed. The CSM System will adjust the date for future stake actions on an ongoing basis, resulting in a continuous fulfillment schedule. The changes outlined above will have the following benefits for the CSM program: All positions needed at each operation (CSMs, LTVs, and shift labor) will be reviewed and approved, rather than just those that have a stake assigned or those needed for the next year. CSM assignments and reports will account for all members from a stake serving as CSMs or LTVs. 1
Stake assignments that continue from year to year will enable stake leadership to develop a meaningful working relationship with the operation and take stronger stewardship responsibility for making sure the operation is adequately staffed. The ongoing adjustment of action dates for stakes to provide replacements or fill new positions will eliminate the problem of gaps, overlaps, or duplications of stake assignments. Why is the Church-service missionary program coordinated? The Presidency of the Seventy has directed the preparation of this annual coordination process to enable operations and stakes to plan their CSM, LTV, and volunteer shift labor needs for 2016. The Presidency of the Seventy intends that each stake will receive one coordinated request to fill assignments through one source, one time per year, as the following graphic represents: CSM Group Coordinator Each Church operation helps to accomplish the work of the Church in one or more of the Church s four divinely appointed responsibilities: (1) care for the poor and needy, (2) enable the salvation of the dead, (3) help members live the gospel of Jesus Christ, and (4) gather Israel through missionary work. These responsibilities are fulfilled in part by Church members who donate their work by serving as CSMs, LTVs, and volunteer shift laborers. How do we coordinate? Coordination is a collaborative effort among priesthood leaders and operation managers, facilitated by local CSM group coordinators. The process begins with identifying and approving operations staffing needs. It ends with the distribution of stake assignments to fill operational staffing needs after the member of the Presidency of the Seventy over that area has approved them. This document contains specific guidance for participants (most specifically, Area Seventies, stake presidents, and operation managers) in this process and a calendar of key dates. 2
CSM Roles Many parties participate in the CSM coordination process: 1. Local operation managers: Determine the operation s need for CSMs, LTVs, and volunteer shift laborers. Request CSMs, LTVs, and volunteer shift laborers for their operational units in the upcoming calendar year (the coordination year ). Input and submit requests in the Church-Service Missionary and Volunteer Management System (CSM System) after the operation department heads and directors review and approve these requests. 2. Local CSM group coordinators: Serve under the direction of the CSM Area Seventy (an Area Seventy who is also assigned to oversee the CSM program) and the CSM agent stake president (a stake president who is also assigned to oversee the CSM program). Collaborate with operation managers and stake leaders to identify operational needs and propose stake assignments to fill those needs. May help operation managers input and submit requests for CSMs, LTVs, and shift volunteers in the CSM System. Support operation agent stake presidents (a stake president assigned to oversee the operation), where applicable, to ensure the needs of their assigned operations are addressed in the coordination process. 3. CSM Area Seventies and CSM agent stake presidents: Review proposed stake assignments to provide CSMs, LTVs, and shift volunteers to requesting operations. Ensure that the assignments are reasonable and achievable. Delegate much of the administrative work of the coordination process to the CSM group coordinators who serve under their direction. 4. Area Seventies and stake presidents: Review and concur with, or recommend changes to, the proposed assignments of stakes to fill CSM and LTV positions and shift volunteer assignments. May delegate some administrative tasks to others, such as their CSM specialists or their executive secretaries. May also enlist the help of their local CSM group coordinators. 5. Operation agent stake presidents, where they exist: Direct the manager of their assigned operation in identifying operational staffing needs consistent with overall direction and approvals from operation department heads and directors. Work with stake presidents to review and approve stake assignments to meet the needs of their assigned operation. May ask local CSM group coordinators to assist in this effort. 6. The CSM director at Church headquarters works with the CSM Area Seventy for each area to present recommended assignments for stakes for final review and approval by the member of the Presidency of the Seventy over that area. 7. The CSM Headquarters Office, including the CSM operations manager, provides guidance, assistance, information, and feedback throughout the coordination process. 8. The member of the Presidency of the Seventy who presides over the area: Approves the distribution of the annual coordination guidance and calendar to ecclesiastical leaders. Reviews and approves final recommended stake assignments to fill identified operational needs for the upcoming year. The Area President communicates the resulting assignments to stakes and operations. 3
II. 2016 Coordination Calendar The important phases of the 2016 coordination process need to be completed by the corresponding dates. This 2016 annual coordination calendar provides important completion dates and detailed assignments for each participant in the coordination process. April 24, May 15, June 15, July 15, August 15, August 31, September 30, October 1, GUIDANCE AND CALENDAR ISSUED The CSM Headquarters Office will distribute the 2016 coordination guidance and calendar to all participants. The annual coordination process begins. OPERATION NEEDS IDENTIFIED Local operation managers enter and save requests into the CSM system for positions and shift labor and then send the requests to operation department heads and directors for approval. APPROVED NEEDS SUBMITTED INTO CSM SYSTEM After operation department heads and directors review and approve requests, local operation managers submit approved requests for positions and shift labor into the CSM System. PROPOSED STAKE ASSIGNMENTS REVIEWED AND REVISED (By the CSM Area Seventy and CSM agent stake president) Local CSM group coordinators prepare the preliminary assignments for stakes to fill their identified needs. CSM group coordinators review them with the CSM office and make needed adjustments. Then they review them with the CSM agent stake president and CSM Area Seventy (and any operation agent stake president) and receive their permission to seek approval or feedback from stake presidents and Area Seventies. If CSM group coordinators need to collaborate for crossover operation assignments, they do so in this time frame. PROPOSED ASSIGNMENTS REVIEWED AND APPROVED (By each Area Seventy and stake president) Area Seventies and their stake presidents review and concur with, or request changes to, proposed assignments for their stakes. FINAL RECOMMENDED ASSIGNMENTS SUBMITTED CSM group coordinators submit revised or accepted stake assignments into the CSM System. AREA REVIEW AND FINAL APPROVAL The member of the Presidency of the Seventy over the area reviews and approves final assignments and the overall load on stakes in the area. FINAL APPROVED ASSIGNMENTS SENT 2016 FULFILLMENT BEGINS Final approved assignments are sent to Area Seventies, stakes, operations, and CSM group coordinators. Additional guidance and policies are provided below. You can access instructional aids for using the CSM System from csm.ldschurch.org or your local CSM group coordinator. 4
III. Guidance for Area Seventies and Stake Presidents Thank you for your participation in the 2016 CSM coordination process. It is by priesthood call and assignment that members serve as CSMs, LTVs, and short-term volunteers in Church and approved non-church operations. Both those who receive goods and services delivered by these operations and those who serve are greatly blessed and brought closer to Christ. Here are a few suggestions that will allow this program bless you and other Church members: 1. Assign someone to assist you: Consider assigning a counselor, high councilor, executive secretary, or stake clerk to be the CSM specialist or CSM primary contact for your stake. Under your direction, he will work with your CSM group coordinators during the coordination process and with Church operation managers during the fulfillment process. He can brief you on any issues he encounters in the coordination process or the fulfillment process as he implements your guidance. 2. Follow the calendar: Following the calendar will make it possible for you to fulfill one of the primary goals of the coordination process providing stakes with sufficient time to fill assigned positions so operations can complete their assigned work. The coordination calendar is designed so stakes can receive their approved assignments by October 1. This timing allows stakes to fill any beginning-of-the-year assignments on time. Here are the key dates for you to complete your part in this process: 2016 Coordination Process Key dates for stake presidents and Area Seventy GUIDANCE AND CALENDAR ISSUED April 24, The 2016 coordination guidance and calendar will be distributed to all participants. The annual coordination process begins. July 15 to August 15, October 1, PROPOSED ASSIGNMENTS REVIEWED (By each Area Seventy and stake president) Area seventies and their stake presidents review and concur with, or request changes to, proposed assignments for their stakes. (By July 15, local CSM group coordinators will have prepared the preliminary assignments to stakes to fill identified needs, and CSM agent stake presidents and CSM Area Seventies will have reviewed and concurred with stake assignments proposed by CSM group coordinators to present to the Area Seventies who serve over local coordinating councils and stake presidents.) FINAL APPROVED ASSIGNMENTS SENT 2016 FULFILLMENT BEGINS Area Seventies, stakes, operations, and CSM group coordinators will receive final approved assignments. 3. Ask your executive secretary and CSM group coordinators to facilitate collaboration: Ask your local CSM group coordinators to facilitate collaboration during the coordination process. Local CSM group coordinators serve under the direction of the CSM agent stake president and the CSM Area Seventy assigned by the member of the Presidency of the Seventy over the area. Local CSM Group coordinators also receive guidance and support from the CSM headquarters office. They can be assigned to: a. Facilitate the collaboration needed to complete the coordination process: Help operations identify their CSM, LTV, and shift-labor staffing needs and input them into the CSM System. 5
Prepare proposed assignments to stakes to fill operations identified staffing needs for CSMs, LTVs, and shift volunteers. Facilitate review by and concurrence with these assignments from stake presidents and Area Seventies. Ensure that you approve and properly enter requested changes to assignments resulting from these reviews into the CSM System. (For CSM Area Seventies and CSM agent stake presidents): Distribute final reports of approved assignments to operations, stakes, and Area Seventies. CSM Area Seventies and CSM agent stake presidents should inform others in the process that the CSM group coordinators are acting under their direction. b. Train and orient stake leaders and their CSM specialists. c. Answer questions, resolve concerns, and help with necessary computer work, upon request. Your local CSM group coordinators are listed in the Church Directory of Organizations and Leaders (cdol.lds.org). To access the Church directory: Sign in with your LDS account username and password. Go to your stake page. Look under the Associated Organizations section. Click the link labeled Church-Service Support Provided By to find their names and contact information. You may also call the CSM Office at 801-240-4914. 4. Provide candid and timely feedback on proposed assignments to CSM group coordinators: Please let your CSM group coordinators know if any of the proposed CSM coordination assignments cannot be filled by your stake; the coordination process functions correctly when the resulting assignments are not an undue burden on stakes and wards. Your CSM group coordinators will refer to your feedback as they revise proposed assignments for final approval by area priesthood leaders. 5. Wait for final assignments to begin filling them: The member of the Presidency of the Seventy will send a letter to you indicating his approval of the assignments when you receive the final approved list. The list and letter will be available at lds.org/csmresources or from your CSM group coordinators by October 1,. Caution: While you may receive a list of preliminary assignments for the upcoming coordination year for your review and approval or comment in mid-july or August, please do not use those preliminary assignments to begin calling members to be CSMs or LTVs or seeking volunteers to fill shift assignments. Adjustments to assignments for the upcoming coordination year may be made in the final area review in September. For CSM Area Seventies and CSM stake presidents: 6. Involve yourself: Your early endorsement of and consistent involvement throughout the CSM coordination process is essential to its success. Please become familiar with the annual coordination guidance and calendar. 6
7. Encourage participation and support by key priesthood leaders: Please encourage stake presidents and Area Seventies in your area to read and follow the guidance earlier in this section and to meet the deadlines outlined previously. Where appropriate, headquarters staff assistants and CSM group coordinators can provide administrative support. 8. Guide and support CSM group coordinators: Please maintain contact with your CSM group coordinators throughout the process. Your guidance and support are essential to their success. 9. Participate in the final approval process: In September collaborate with Scott Rowley, CSM program director, to review final proposals prior to presenting the coordination results for final approval from the member of the Presidency of the Seventy over the area. As the CSM Area Seventy, you will be the principal presenter in this meeting. 10. Use online resources and reports: A copy of this guidance document and other information is available on the CSM system at csm.ldschurch.org or lds.org/csmresources. 7
IV. Fulfillment of Assignments The purpose of the coordination process is to facilitate the matching of Church-service missionaries, long-term volunteers, and volunteer shift labor to the resource needs of Church departments and operations, thus blessing the lives of both those who serve and those who are served. This program helps souls come closer to Christ while supporting the continued growth and progress of the Church. A. Key Objectives: The key objectives of the fulfillment process include: 100 percent of assigned operations adequately staffed. 100 percent of current assigned positions filled. Timely processing of online recommendations. Timely approval of requested extensions and early releases. Effective collaboration among all participants in the CSM program can achieve these key objectives. We can do this by building and strengthening relationships, increasing awareness of CSM opportunities to serve, meeting service needs, fostering great mission experiences, and providing and using available tools and resources. Collaborating will make the CSM program positive and rewarding for everyone. It is crucial to fill the assignments with the right people when needed. Assignments that are not filled on time may cause operations to be understaffed and unable to fulfill their divinely appointed stewardship. Understaffing may lead to undue pressure on existing staff or cause new CSMs or LTVs to miss out on adequate training time with their predecessors. B. Online Opportunity Site: Individuals seeking an opportunity to serve at an operation may use the CSM Online Opportunity site to look for opportunities and to submit their selected recommendation for approval to serve at an operation. Further updates will be provided in as the Online Opportunity site expands across the United States and Canada. C. Stakes Filling or Providing Replacements for Assigned Positions: In general, most assignments to stakes continue year after year. This means that once a position is assigned to a stake, that stake will continue to fill that position until the assignment is changed. While members may volunteer for and serve in positions for which their stake does not have assignments, a stake is expected to fill assignments to provide CSMs, LTVs, and shift labor only if the stake receives the request through the coordination process. D. Assigning CSMs or LTVs to Positions at an Operation: Assignments that require replacing a person who will be released may be fulfilled either by calling a new person to serve or by extending the term of service of the incumbent. The operation and stake should agree upon extensions before asking the person to extend. Extension may be granted in varying increments up to 30 months in total service. Extensions are recorded in the CSM System by the operation or stake proposing them and the stake and operation approving them. If an individual desires to serve at an operation and there are no open assigned positions from his or her stake, he or she may be assigned to fill an open position assigned to another stake, provided the coordinator 8
contacts the assigned stake and that stake approves, knowing that when that individual is released, the responsibility to replace or fill is still the responsibility of the stake whose assignment the position was originally. E. CSM Management System and Dashboard: The home page for the CSM Management System contains a dashboard, which provides accurate information on action items and status of positions. Stakes and operations are encouraged to use this tool to fill positions by the requested fill or replacement date. The dates for many of the actions that need to be taken are likely to change over time. Stakes, operation managers, and group coordinators should frequently access the CSM management system so that positions are filled on time for each operation. Before you call a person to a position or release a missionary, look at the dashboard on the CSM Management System. The dashboard will help you to know what is happening and what needs your attention. It is also important to carefully enter information into the CSM System, so the system is accurate and the correct report is used when accessing information on assignments and action items. Instructional aids and other helpful information is available through links provided on the Dashboard. Other Helpful Notes and Suggestions: When stakes and operations communicate regularly regarding assignments to fill positions, they can avoid or resolve problems on a timely basis and everything works better. Stake CSM specialists and operation managers should consult prior to the stake beginning efforts to fill assignments to ensure that the operation s needs or timing have not changed and that the stake can fill the assignment by the date needed. The CSM Office can agree to changes in start dates and reductions in requirements and record those changes in the CSM System. However, adding to stake coordination assignments during the year requires local and area priesthood leader approval. CSM Area Seventies or CSM agent stake presidents may be consulted to coordinate the needed approvals for such additions. 9