Annual timeline for DCOM work

Annual Timeline for DCOM work

Starting

Ending

July

August

August

October

November

December

January

March

Floating deadlines for Interview Season

April

June

Holston Annual Conference

June

June

Getting organized DCOM Meeting New to status / District interviews Continuation interviews

Annual DCOM Tasks: Getting organized

 DS, DCOM Chair and DCOM registrar meet to review DCOM interview year o Set meeting dates, times and locations o Set dates for communication with Candidates (at least 60 days before paperwork deadline) o Set dates for paperwork deadline (at least 10 days before the DCOM interview) o Try to accommodate bi-vocational pastors and students attending schools outside of the Holston area when setting interview dates / times.

o Decide who is responsible for “floating deadline” tasks noted below o Discuss and update (as needed) DCOM membership  are there enough clergy or laity members; is there diversity of age, gender, race, etc.; are there enough people to complete the number of interviews needed

 Make sure at least one member of the Board or Ordained Ministry is on the DCOM o Discuss and decide on a meeting format o Review a list of all persons relating to DCOM; provide a copy of this list to the Annual Conference Director of Clergy Services  Are there any new persons who have moved to the district?  Are there any persons who have moved from the district?  Make arrangements to transfer / receive files (as needed) with other districts, the Annual Conference Director of Clergy Services or archives

 Make note of any persons who may need to be interviewed before the end of the calendar year (persons requesting associate membership or provisional membership)

 Confirm credentialing requests for all candidates  Make sure to review all persons in the candidacy process and to discuss anyone who the DS knows is interested in the candidacy process

Starting

Ending

July

August

Annual DCOM Tasks: DCOM Meeting

Starting

Ending

August

October

November

December

January

March

April

June

 Organizational DCOM meeting

o Training about DCOM procedure, interview tips, etc. to be provided for DCOM membership (resource person is Annual Conference Director of Clergy Services)

o Review types of interviews / status requests and general expectations (fitness, readiness, effectiveness) o Interview(s) may or may not happen at this meeting, but, if scheduled, should happen in the afternoon (after training) Interviews: New to status / District  Must interview those requesting:

o AM, PE, and PD o First year SYs o First year OFs  May interview those requesting:

o Certified Candidate / Approval for license as a local pastor o Recommendation for Provisional / Associate Membership (PAM) o New to District continued local pastors Continuation interviews (focus on continuation interviews)  Interview - Continued LM  Interview - Continued SY  Interview - Continued Certified Candidate  Interview - Continued PL and FL  Interview - Readmission Floating deadlines for Interview Season (Chairperson, registrar and / or DS)  New to status interviews (i.e. persons who attended the January Candidacy Summit)  Email ClergyServices@holston.org Certification of those candidates that attended the January Candidacy Summit  All other not previously interviewed

June 30

Annual DCOM Tasks:

Starting

 At least 60 days prior to an interview paperwork deadline, communicate in writing with those scheduled for an interview. Include:

Ending Interview date – 60 days

o Interview date and deadline for submission of all required materials (must be at least 10 days prior to interview date)

Interview date – 10 days

o Remind candidates of the requirement to upload all materials to UMCARESplus

Interview date – 10 days

 Two weeks prior to an interview

Interview date – 14 days

o Set interview teams (as needed in consultation with the DCOM chair)  One week prior to interview

Interview date – 7 days

o Use UMCARESplus to send electronic links of all submitted materials  Remember to set an expiration date for the links  Remind DCOM members to shred (printed) and / or delete (electronic) all materials following the interview

Interview date + 1 day

 Psychological assessment, background check and medical form will NOT be sent to interview team but WILL be available in

Interview date

hardcopy on the day of the interview (along with all current materials and materials from all previous years of relationship with the DCOM)

 Interview Day

Interview date

 Within ten days after an interview

Interview day +0-10 days

o Communicate in writing (email is allowed) with all persons interviewed to notify of DCOM action on the requested status. This must include any recommendations or requirements decided by the DCOM.

o Email ClergyServices@holston.org a copy of the minutes and Action Summary Report(s) Holston Annual Conference

Interview day + 10 days June

June