Diocesan Youth Conference Registration Information Register @ https://charlottediocese.org/ev/youth/events/diocesan-youthconference/ Timeline for DYC Preparation FIRST STEPS: Read through Registration Packet Advertise in Bulletin and within Youth Ministry Programs Fill in Parish Information in the Participant Packet and Distribute Forms Begin Fundraising Efforts cost is $125 per participant (plus your own transportation costs) Watch for publicity materials to come in the mail (USPS) FEBRUARY: Begin taking Registrations Decide if your group will do a skit or rap at DYC Discern Youth, Adults, or Priests to be considered for Diocesan Awards Gather Photos from this year s activities for slideshow MARCH: DEADLINES Submit Award Nominations (forms can be found at: ) Encourage youth to Consider filling out a DYAC application Submit Photos for Slideshow (include parish name!) Adult Youth Minister Years of Service Awards - submit to Diocesan Office APRIL: FINAL DEADLINE April Register by April 8 th for Early-Bird Rate! (you can always add or change names later) Finalize Registration numbers Collect all forms with parent and teen signatures Help youth prepare DYAC applications and acquire reference letters from Pastor, YM, & others Applications DUE at DYC, youth should be prepared to interview on Saturday afternoon Attend DYC! May: Help youth prepare DYAC applications and acquire reference letters from Pastor, YM, & others Have follow-up meetings with youth Encourage new youth to become involved Get Psyched Up for Next Year s Conference! Mark Your Calendar!!! April 27-29, 2018

ADULT CHAPERONE GUIDELINES A Mandatory Adult Meeting will be held on Friday evening (approximately 7:30pm) that will provide information regarding schedules, Ridgecrest Rules, Conference extras, etc Plan for ALL of your adults to attend this gathering Chaperones MUST be 21 and over. Your ADULT to YOUTH ratio must be at least 1 adult per 1-10 youth! Registration begins at 5pm in the ARC at Ridgecrest on Friday, April 28th Programming begins at 7pm on Friday, April 28th TO REGISTER YOUTH & ADULTS follow these guidelines: 1 ALL Youth should submit the entire registration form. Bring 2 copies of these forms with you to the Conference - one to turn into the Office for Youth Ministry and the other for you to have one hand during the entire weekend. 2 REGISTRATION COST Schedule: (for both Youth and Adults) a BEFORE April 8th - Early Bird: $120 b Deadline of April 15th: $125 c LATE Registration Fee: $135 3 A $50 non-refundable deposit is required per space reserved. You can swap youth of the same gender, but not a male student for a female student. 4 When registering use the attached forms to make room assignments (no changes will be permitted once you arrive on Friday evening). Submissions are most easily received by email (pjkym@yamil.com). 5 The earlier you register the more likely you are to get the rooms you need for the number of youth you have per gender. 6 The rooms will be assigned on a first come, first served basis, by the Office for Youth Ministry until all rooms have been booked. Once your registration is received, we cannot guarantee to be able to change your gender numbers. Late fees may apply based on when request is made. Room changes are not allowed after registration deadline. The Diocese reserves the right to modify rooming requests based on group size, and rooming availability and other logistics. 7 How can you register? Submit Room Assignment Forms with all youth information (see EXCEL file) a Email: Paul Kotlowski: paulk@charlottediocese.org b If you ABSOLUTELY CANNOT, use the following forms of communication: i Fax: ATTN: OYM - (704) 370-3291 ii Mail: Office for Youth Ministry ATTN: DYC Registration Diocese of Charlotte 1123 South Church Street Charlotte, NC 28203 c Checks should be made out to Diocese of Charlotte d ABSOLUTELY NO PHONE-IN Registrations 8 Registration Packet for Youth & Adults is on pages... of this packet - copy & distribute to all interested youth. Remember to bring 2 copies with you to the Conference (one for Diocesan Office & one for Parish Youth Ministry Contact).

Please Distribute to ALL Adult Chaperones who will attend the Diocesan Youth Conference! Dear Adult Chaperone & Youth Ministry Leader: Many Blessings for your service to the youth of the Diocese of Charlotte! Read through the following guidelines. Contact your Parish Youth Ministry contact with any questions or concerns. Every parish is expected to send 1 adult (21 years +) to DYC for every 1 10 youth. As an adult chaperone, we ask that you remain with your youth during the Conference with the exception of the workshops. You are responsible for their whereabouts at all times of the Conference. Youth may not leave DYC unless they are accompanied by a parish chaperone, with the knowledge and consent of the Diocesan Director of Youth Ministry/agent. No Youth may be left unaccompanied in the sleeping rooms. If a child is ill arrangements should be made for him/her to go home. No child should stay in the room because they are tired or don t feel like participating in an event. Remember that YOU are responsible for the actions and the care of your youth. These teenagers represent their families, your parish and the Diocese of Charlotte to those who are unfamiliar with the Catholic Church. Adult chaperones, as well as participants, are expected to follow ALL rules of Conference and attend all Conference Activities. If problems or questions arise, contact a DYC staff member. These staff members are absolutely essential to the successful operation of DYC. Your respect and cooperation with them is expected. The Guidelines of Behavior are important for a safe and problem-free event. Please review it with your youth and help us to enforce it. A copy is provided in the youth registration packet and should be signed before you leave your parish by both youth and parents. In conjunction with these guidelines, we require that you do bed checks and the wake ups for your group. We need the adults to participate in the events of the day. Youth often find it more difficult to participate if the adults are not participating. Mingle with the youth and your youth group during the large group gatherings. Please ensure that all MP3 Players, CD PLAYERS, RADIOS, PAGERS, CELL PHONES, VIDEO, GAMES OR OTHER ELECTRONIC EQUIPMENT are left in your vehicle, sleeping rooms or at home. First aid personnel will be identified and made known at the Adult Meeting on Friday Night or by inquiry. If you are a member of the medical professional and would like to help during Convention, please complete the medical volunteer form enclosed in the packet and submit it to your Parish Youth Ministry contact by April 9th.

DIOCESE OF CHARLOTTE DIOCESAN YOUTH CONFERENCE GUIDELINES OF BEHAVIOR (Please copy and distribute to all youth and parent/guardian) Welcome to the Diocese of Charlotte Diocesan Youth Conference! We are excited that you chose to attend. In order to provide a safe environment for all, the Diocese of Charlotte has established the following guidelines. These GUIDELINES OF BEHAVIOR are to be READ AND SIGNED by youth and parents or guardian. We have read and agree to follow, uphold and promote these guidelines. We accept that any teenager who chooses to break these rules may be asked to return home, and it is the parent s responsibility to pick up the youth or arrange for their return. Parent Signature: Date: Youth Signature: Date: RULES TO FOLLOW: 1. There will be respect for property. Property of Ridgecrest, and all others be damaged, or vandalized in any way. Personal property should not be damaged or borrowed without permission. 2. There will be respect for the law. There will be no non-prescription drugs or alcohol consumed or in any participant s possession. There will be no smoking. There will be no physical abuse of self or others or foul language. Weapons and fireworks of any sort (including pocketknives) will not be permitted. Fighting of any kind will not be permitted. No one is allowed to leave the designated Conference sites. 3. There will be the wearing of name badges at all times. In order to gain admission to all Conference events, and meals, your name badge must be worn in a visible location. All curfews must be observed. 4. There will be NO VISITING permitted in any room occupied by members of the opposite gender. This weekend is an opportunity for friendship and lively youth celebrations and community building, not a long date for individual couples. Inappropriate Public Displays of Affection (PDA) will not be tolerated. 5. There will be NO ROOM CHANGES ONCE YOU ARRIVE. 6. There is an expectation of participation and cooperation. Attending DYC is a special privilege. We expect all participants to participate fully and be ON TIME for all sessions, workshops and meals. We expect all participants to cooperate with the directions of ALL DYC volunteers, chaperone, security and the staff to promote a safe and enjoyable weekend. 7. There will be no CD players, radios, mp3 players, cell phones, or other electronic equipment allowed during DYC activities. For your involvement, safety and security please leave these items in you room, at home, secured in the vehicles, (at your own risk).

Diocesan Youth Conference (DYC) Permission Slip Dear Parent or Legal Guardian: Your son/daughter, guardianship is eligible to participate in a diocesan-sponsored activity that requires personal transportation to locations away from your home site. This activity will take place under the guidance and supervision of adult chaperones. A brief description of the activity follows: ACTIVITY: 40th Annual Diocesan Youth Conference, April 28th 30; Ridgecrest Conference, Black Mountain, NC DESIGNATED SUPERVISOR OR ACTIVITY: Paul Kotlowski, Parish Youth Minister, & other chaperones TEEN S FULL NAME: GENDER: MALE FEMALE GRADE: ADDRESS (w/ City & Zip): PARENT NAMES: PHONE # (during wknd): EMERGENCY CONTACT: PHONE # (during wknd): CURRENT MED INFORMATION: Please describe any current conditions NOT outlined on your HEALTH FORM. In the Event of an illness, I grant permission for a staff member to administer the following OTC drugs (initial all that apply): Ibuprofen (Advil) Acetaminophen (Tylenol) Anti-Biotic Ointment (Neosporin) Anti-Histamine (Benadryl) Antacids (Rolaids/Tums) Other: Accident/Hospitalization Policy Name: Policy Number: As parent, or legal guardian, you remain fully responsible for any legal responsibility which may result from any personal actions taken by the child. If you would like your child to participate in this event, please complete, sign and return the following statement of consent and release of liability. As parent, or legal guardian, you remain fully responsible for any legal responsibility, which may result from any personal actions taken by the named child. I hereby consent to participation by my child in the event described above. I understand that this event will take place away from parish grounds and that my child will be under the supervision of the designated supervisor on the stated dates. I further consent to the conditions stated above on participation in this event, including the method of transportation. I give my permission for my child, in case of an emergency, to be taken to a physician or hospital by either the supervisor in charge or by an adult chaperone. I understand that every effort will be made to contact me. If I cannot be reached, however, I hereby give permission to the physician selected by the supervisor in charge or adult chaperone(s) to hospitalize and secure proper treatment (including surgery) for my son/daughter. The cost of any necessary medical care or treatment for my son/daughter will be my expense. If your youth brings or uses any drugs, alcohol, weapons, or tobacco products or engages in reckless or violent behavior, you will be expected to retrieve your son/daughter from the trip immediately. Authorities may be notified. Photographs or videotape of participants may be used in publications, websites, or other materials produced from the Office of Youth Ministry, Diocese of Charlotte, or St. Thomas Aquinas. By checking this box, I/We notify the Diocese of Charlotte that our child(ren) is not to attend any presentation, workshop or talk involving the topic of human se[x]uality. Parent's or Legal Guardian's Signature Date

Health Form 2017-2018 (Completion required for final registration) PLEASE RETURN FORM AT REGISTRATION: NAME ADDRESS DATE OF BIRTH FEMALE MALE DIOCESE of CHARLOTTE Is this participant in general good health and able to participate in all normal activities? YES NO (If not, please submit a statement indicating limitations.) Please give date of most recent physical examination. DATE: FAMILY PHYSICIAN(S) OR CLINIC: ADDRESS PHONE * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Immunization History GIVE DATES PLEASE: DPT DPT BOOSTER TETANUS BOOSTER POLIO SERIES POLIO BOOSTER Allergies (Please write yes or no next to each) HAY FEVER ASTHMA SULFA FAINTING POISON IVY CONVULSIONS PENICILLIN BEE STING FOOD ALLERGIES OTHER List Current Medications being taken and Current Medical Condition: If any of the above are yes, please submit a statement of how the child has been treated and with what medication. Submit a statement of any other medications currently in use and what for. This and any other medication will be dispensed by the Director of the program. Operations or Serious Injury w/ Dates: Please notify the office if this child is exposed to any communicable disease during the three weeks prior to program attendance. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * In signing this application, I hereby certify that the above information is correct and give permission for my child to be transported in privately owned vehicles to and from public transportation or for approved out-of-program activities; and for the release of medical records to an attending physician in case of illness. In case of medical emergency, I understand that every effort will be made to contact parents or guardian of participants. In the event that I cannot be reached, I hereby give permission to the physician selected by the Program Director to hospitalize, secure proper treatment for and to order injection, anesthesia or surgery for my child, as named herein. SIGNATURE OF PARENT/GUARDIAN: DATE Telephone During Program: Alternate Phone # Family Health Insurance Co.: Policy #

Diocesan Youth Advisory Council (DYAC) JOB DESCRIPTION (2 pages) GENERAL DESCRIPTION: This organization is an advisory body to the Office for Youth Ministry. It is made up of young people who represent their respective parishes and vicariates in the Diocese. The members of this body advise the office in two ways. First, they act as spokespersons, for the needs of the youth of their parishes and vicariates, when the office staff consults with them periodically concerning decisions of programming or policy. Second, they assist the office in planning and staffing of the annual conference for the youth of the Diocese. Further, due to their position in the church, they are expected to be committed Catholic Christians who strive to support one another. They are also expected to be dedicated to leadership in Christian service and to live their lives of witness to the Gospel of Jesus Christ. They are expected to promote ministry to, with, by and for youth on the parish, and vicariate levels and serve as liaisons between the diocesan and parish and vicariate structures. QUALIFICATIONS: Diocesan Youth Council members should be: Catholic youth of high school age Representatives of their local parish and vicariate Active and supportive members of their parish youth ministry effort Someone who possesses leadership skills Someone who is pursuing a growing relationship with Jesus Christ A supporter of the Office for Youth Ministry and the Catholic Church Willing and able to meet once a month for the purposes of planning Committed to the purpose and goals of the council A person of strong faith commitment and Christian motivation Be available to serve a one year term of office RESPONSIBILITIES: Assist the Office for Youth Ministry in planning the Annual Youth Conference and other Diocesan Youth events. Regularly assess the needs of their peers in the parishes and vicariates through formal and informal discussions. Serve as a key communicator for the office in spreading information about the various programs throughout the year. Coordinate and encourage cooperative efforts to expand youth ministry on the vicariate level. Assist the office in beginning youth ministry programs in parishes that do not have them at present. Be present at diocesan programs and vicariate or parish visits whenever possible. ACCOUNTABILITY: Each member of the Diocesan Youth Council will be directly responsible to the Diocesan Director of Youth Ministry and the Diocesan Youth Council Coordinators. SELECTION PROCESS:

The selection process starts when a person who meets the qualifications listed above fills out the application and sends it in to the office. The application to be completed must include at least two accompanying recommendations of personal reference. At least one reference should be from the parish youth minister or priest. The office after reviewing them will then bring all eligible applications to the current Council who will interview the applicants and make their recommendations. The Office will make the final decision and notify the applicant of this decision. SUPERVISION AND SUPPORT: This will be provided formally with a mid-year supervision process during which each member will be able to bring up any questions or concerns that they may have with your participation on the council. Informally each member will have the opportunity to check in with the director at each meeting. TRAINING: Is provided in the following ways: Faithful Servant Institute (2014 program June 15 th -20 th at Short Journey Center near Raleigh, NC) In house updating sessions led by the director BENEFITS: Participation on the Diocesan Youth Council gives several benefits which include: Continued leadership training Christian fellowship, prayer and fun Personal support and growth Opportunity to minister in the Church A voice in Youth Ministry of the Diocese of Charlotte Free attendance at the annual Diocesan Youth Conference Scholarship opportunities for either the Christian Leadership Institute or the bi-annual National Catholic Youth Conference TERM OF SERVICE: Youth Council persons are asked to serve a one or two year term. It is possible to serve a maximum of three years with the approval of the Office and the parish or vicariate youth minister. EVALUATION: Each council member is re-appoint able for a second year by the Office after consultation with the youth minister in their respective parish or vicariate. Three meetings missed is grounds for a re-evaluation of the member s commitment. Any and all absences must be explained to the Office before the scheduled meeting.

Diocesan Youth Advisory Council (DYAC) APPLICATION (3 pages) Please complete this application by PRINTING CLEARLY or Typing and return it to the Office for Youth Ministry no later than May 18th, 2017. If you have any questions, please contact our Office at (704)370-3359 or ask your parish s DYAC member. NAME AGE PHONE ADDRESS CITY STATE ZIP EMAIL ADDRESS DATE OF BIRTH GRADE 13/14 PARISH Fill in the Following questions in sentence form to the best of your ability: 1. What is your relationship to God and the Church? SCHOOL What activities are you involved with in school? Will these activities prevent you from attending the monthly weekend meetings for DYAC? Estimate your academic performance next year (w/ one less wknd per month for homework) A B C D DIOCESAN YOUTH COUNCIL

Why do you want to serve on the Diocesan Youth Advisory Council? What is the purpose of the Diocesan Youth Advistory Council, as you see it? PARENTAL INVOLVEMENT Have you spoken with your parents about serving on DYAC? YES or NO Do your parents know about the one weekend per month commitment? YES or NO Do you have transportation to the various areas of the Diocese for the monthly meeting? YES or NO If not, will your parents allow you to carpool with other DYAC members? YES or NO Describe how much parental support you have for participation on the DYAC? If you have not attended already, will you be able to attend the Faithful Servant Leadership Institute June 15 th thru 20th, 2014 in the Diocese of Raleigh? CHURCH INVOLVEMENT Describe how involved you are in your Parish Youth Ministry Program. Do you have any other Church activities (altar server, EM, Lector, Squires, etc...) PERSONAL SKILLS What are some STRENGTHS that you would bring to the Council?

What are some WEAKNESSES that you would bring to the Council? Generally speaking, how do you act in a group? (ie: shy, loud, organizer, leader, sensitive to others, etc...) What kind of leadership training have you had either through school, Church, or community activities? ALSO INCLUDE: Two Letters of Recommendation, one of which should be from your Parish Youth Minister or Priest, with a phone number where they can be reached most readily. A Picture of Yourself (these will not be returned) Email pictures to pjkym@ymail.com with your name Signature: Date: Mail To: Office of Youth Ministry ATTN: DYAC Application Process 1123 South Church Street Charlotte, NC 28203-4003