The logins for the resource wiki have been changed, please contact your campus staff or helpdesk@c4c.ca for the new login data.

From C4C Resource Wiki

The goal of this page is to have all end-users collaborate in documenting the system. If your question isn't answered here, when you do find the answer please help us out by putting it here so that others can benefit.

Applicant/Participant Functions

How do I reset my password?

GCX Accounts

1. Go to https://signin.mygcx.org/sso/selfservice/resetPassword.jsp
2. If you cannot remember your secret question, you must call the ITG Helpdesk at 1-888-222-5462 (8-5 Eastern time). They are the only ones who can reset GCX passwords.

How do I apply for a project?

Detailed Instructions:

1. Go to the login page https://pat.powertochange.org. Bookmark this page for future use.
2. Click on 'Create an Account' and fill in all the info to create an account for yourself. Record your Username and Password and keep for future use. If you are a student and have signed up for a retreat, conference, or previous project you probably already have a username, please use that one.
3. Once logged in, click on the appropriate event group based on the project you want to apply for.
4. On the next page that pops up, click on the link 'Project Application'. You will then be at the Home Page. Please read all the info outlined on this page.
5. On the left side of the Home Page there is a side bar which contains all of the different pieces that we will need you to complete. Simply click on the top one 'Personal Information', fill in and work your way down. Please note that if you need to log out before you have finished one or any of the pieces, click 'Save' at the bottom and it will save the info you have entered to that point for the next time that you log in.
6. The last form you will complete is 'Submit Application'. Please note that once you have submitted your application, you will be able to change your personal information and reference information as necessary, but you will NOT be able to edit your answers.

How do I update my Profile Information?

1. Click on the "Profiles" tab
2. Click on the "Personal Info and Crisis Info" sub tab
3. Update the relevant information
4. Be sure to hit the "save" button (it's way down at the bottom of the page).

How do I pay the Registration Deposit Fee?

Detailed instructions are on the Registration Deposit page in the application. Please follow them carefully.

You can only pay using a credit card. So if you don't have one, then find a friend who does and ask them to pay for you as you give them some cash.

Before an applicant can submit their application they will need to paste in their confirmation number that is obtained by paying.

How do I resend or change my reference requests?

• Log in the the project application tool
• Find your application
• Navigate to the "References" Section
• Click on the "Re-send Email Invitation" link
  • If you have made an error in one of your references or need to change your reference to a new person and have already submitted your application you will need to follow these steps to change the reference:
    • Follow the same first three steps as above to navigate to the "References" Section
    • Click "Delete Reference" for the reference you need to change
    • When asked if you are sure, answer "Yes"
    • Enter in your new reference information
    • Navigate to the "Submit Application" section, and hit "Submit Application"
• If you are having difficulty please email pat.help@powertochange.org

How do I track my project finances?

How do I update my support claimed?

• Click on the "Profiles" tab
• Click on the link for the application for your project
• Click on the "misc" tab
• Update your support accordingly

How do I update my emergency contact and passport information?

1. Click on the "Profiles" tab
2. Click on the "Personal Info and Crisis Info" sub-tab
3. Update your information
4. Be sure to hit the "Save" button at the bottom of the page

How do I find my project code?

If you log on and view a profile it is listed in the following sentence:

• Please enter the following project code at the top of Record of Funds form you send to Power To Change headquarters: ##### - ABCD-1234. Please send all donations to 20385 64th Avenue, Langley, BC V2Y 1N5
  • ##### refers to an account number
  • ABCD-1234 refers to a motivation code (the numbers and letters can be mixed)

How do I print my travel itinerary?

How do I withdraw from a project?

• Choose 'Profiles'
• Choose your application
• Chose "Edit personal information fields in your application" under the "misc" tab
• On the "Home" page of your application, just below the "application status" look for the line that says, "If you are no longer planning on going on a 2008 summer project you can withdraw your application by clicking here."

How do I see my application from a previous year project?

Log onto the Project Tool where you did your application last year.

You then need to choose the event group that your application would be in (ie the year and group). Event groups can be changed either from the main screen or by changing event group in the top right corner under your name.

You will then be taken to your previous application. You will need to choose "Edit personal information fields in your application" and it will take you into your application. And voila, you can read and cut/paste answers/info to your new application.

• Please note that if you want to view a previous application at the same time as a current one (ie. applications in different event groups) you will need to use two browsers. (ex: Firefox and IE, or Firefox and Safari).
  • Another option (using only one browser) is to view one application and hit "Printer View". You can then copy that information to a temporary location, and then cut and past it into your current application.

What are the different states of my application?

• Started -
• Submitted - you have completed the application and submitted it. You must wait for your references to be completed, moving you to the completed status before you can have your application processed.
• Completed - all of your references have been completed and your application package (including references) are now ready for processing.
• Accepted -
• Confirmed -
• Withdrawn -

TODO - put the state machine diagram here...

Staff Motivation Codes

This page contains detailed information about staff motivation codes.

Staff Emergency/Crisis Info

Here's how staff can enter their emergency and crisis info.

• Go to https://intranet.campusforchrist.org and login using the same login as they do for the PAT.
• Once logged in, choose 'Modules'->'HRDB'
• On the right-hand side you should click a link that says "Edit Emergency Info"
• Fill in your emergency/crisis info and click 'Update'.

Note: It is not necessary to have staff fill out an application in the PAT, they simply need to follow these steps. Any information entered into the emergency section of the HRDB in the campus intranet will be reflected for staff of projects in the PAT.

Staff and System Administration

For information on how to administrate the Project Application tool go here

Programming

Want to help?

Are you a Ruby on Rails programmer who wants to help develop the Project Application Tool? If so, please contact russ.martin@c4c.ca.

Specs

• Ruby on Rails
• MySQL database

Legal

Q: How long is an applicant's personal information stored on the PAT?

A: Forever, essentially until we delete the database. Note that regular backups are also performed.

^^Note:^^ The Canadian government requires organizations who hire staff working directly with children and other vulnerable persons to keep their application information forever (references, criminal record checks, etc...). This is due to situations where a person was sexually and/or physical abused when they were children and then pressed charges 50 years later.

Staff Info

1. Applications

These are processed once a student has submitted their application and all the references have been submitted. Sometimes a student submits and then the references take a while. The system date stamps when the last piece is submitted and it is that date stamp that I work from to prioritize processing.

2. Processing

An application without any hiccups (ie needing to contact a staff or student for clarification) is processed in a relatively short amount of time. However, more often than not we are contacting someone and that slows things down. You, as staff, can help by attentively responding to emails from me or another processor.

3. System Acceptance

the system sends an emailed acceptance to the student when I tell it to accept someone to a project. This email goes to the applicant only. While we have heard the request to have an email go to the Project Directors we have been unable to create that due to a lack of computer programmers for this program at the present time.

4. Acceptance Steps on the Project Director side of things by Project Director or designate:

a. Routinely check the Project Tool and see who has been accepted. This is done by logging in and the Accepted Pile is at the top of the page for your project; and those newly accepted usually come at the bottom of that section/pile. If the designate does not have access to see this, let Susan know and we’ll make that happen.

b. Assign Support Coach to each student (and indicate who on the Project Tool).

c. Email the Project Acceptance Package to the student.

d. Communicate with Support Coaches to ensure they start coaching the students in a timely fashion.

More Issues

Supporting Raising and Donations

Intern - salary options/how the process

Answer:... - do we want this on wiki??

Why in the past or even now are there instructions for students not to put have their names written on the memo of a donation cheque?

Answer:

How long will it take for my support to be processed?

Answers... Scenario.. If your envelope with support arrives in our mailbag on Monday afternoon, then it will be opened in the donations department on Tuesday. Assuming that there are no confusions with your cheques the 'bank processing' of your donations will be done Tuesday afternoon. Wednesday the data entry will be done for each of your donations. The Project Tool updates each night at midnight so the data entry from Wed will show up on the Project Tool on Thursday. This is a 'perfect case scenario'.

Credit card donations - if the donation is made on line on Monday, then the donations clerks will receive and process the donations on Tuesday. Data Entry will be done on Wednesday and the Project Tool will update on Wednesday night. You will see your donations on Thursday on the Project Tool.

Note: If any of the cheques or online donations do not clearly indicate for whom the donation is (you) or there are problems (such as unsigned cheques, incomplete cheques, inaccurate credit card numbers) then there will be an additional delay while the problem is resolved.

Please do not call the donations department at headquarters and ask them to 'look to see if a donation was made'. This takes them away from their regular work and slows the process down for all of us.

If after reasonable time a donation you are certain you sent in has not appeared on the project tool, then email the projects@campusforchrist.org <mailto:projects@campusforchrist.org> email and provide us with specific info - full name of donor (if a married couple we need both first names as it could be under the other person), city, amount, date you sent. We will then research and get back to you.

If a donation cheque is postdated, it will not show up on the project tool until it is physically cashed. If a donation is a US$ donation, there may be an additional delay before it shows up on the project tool. If a donation is a transfer from a staff or campus account sent in by a staff - the staff need to remember to send it to the projects office first and not finance in order for it to be properly entered so that it shows up on the project tool. If a donation is a transfer from a us staff account, please email projects@campusforchrist.org <mailto:projects@campusforchrist.org> with the specifics (name of us staff, their account number, date they were doing the paperwork and amount) then we can track it as it comes up to Canada. There is a 2 month delay on seeing these actually come up to Canada and they do not show on the project tool until the money has come to Canada.

Why is it important to record the support I have?

This is because your project director wants to see how your support raising is going before the funds are received and processed in HQ.

Donation of stocks?

Answer:

Support raising questions - being asked before they get an acceptance package and other needing clarification on the support info in the acceptance package ; specifci qu' sabout ouverseas support coming in

Answer:

project director is hounding me to have my support in.. I have mailed it.. But it doesn't show on the project too. What do I do?

See answer re processing time...enter the amount you have raised in the area to record your support

Ihad a student ask me if they raise $2900 for Scotland, and then they decide not to go to Winter Conference, what will happen with the extra support? (ie. the 300 for WC).

Answer: Please advise. Thanks!

Can a supporter give on line?

In answer to your question, your supporter can give online to the project. In the project name, they can fill out Campus UK Project (64201), and then in the gift description, they can say it's designated for Joyce Hoogenboom. Hope that helps. I've cc'ed this email to Susan Dos Santos in the Projects office and she can correct me if I'm wrong

Can a student raise for only summit?

Yes...

What if my family wants to pay the whole cost?

Regarding the student whose whole family covered the $2500. I think that is fine. You're right in that he didn't have perhaps much of a faith-building experience, but the Lord provided through those family members, and they are still considered donors, since he didn't pay for the project himself so those funds should still be treated as donations.

Will my donors get tax receipts? And other support FAQ.

Answer:

What is the international support process?

With international support we ask do they need/want a tax receipt in their country (Sweden) - yes or no. i. If the answer is no, then we tell the student to collect the cash and send it to Canada for processing as anonymous b/c we don't receipt it (in this case she could convert it to Euros and take to the project in an envelope for someone to bring back to Canada for her) ii. If the answer is yes they need a receipt Ð then we have to set things up in the ccc international money channels so that when the donors give to ccc Sweden, then they process it and send it along internally (it actually passes thru Orlando before it gets to us).

I was wondering, if my supporters wrote cheques in NT dollars, when they send it to me, where should I send it (assuming they don't want a tax receipt..which if they did, I'd have to set up the international money channel that you were talking about before they sent the cheque)? I think some of them might also have US bank accounts so if they wrote a cheque from that, how would I go about handling them?

Answer:

If students want to raise for their flight do we need to add 13% to the amount of their flight?

YES!! And it's in the handbook to that effect I believe.

What address do I send support to? there seems to be 2 for head office

Please use our street address at:

Power to Change Ministries 20385 64 Avenue, Langley, BC, Canada V2Y 1N5,

What if I sent my support to Box 300, Vancouver will you get it?

Yes we will. But mail is preferably sent to the street address in Langley BC

Changing Information

How to change a student's name in the system? ie on the reg side and on the pat side

Answer:

confusion re project info seeming to be conflicing - think we have solved this

Answer:

Reference Issues

continued ref issues. Not able to open the ref need it resent. What to do?

Answer:

questions about who can do pastor ref if they don't know the pastor well

Answer:

questions about who can do the staff ref if no staff on their campus?

Answer:

questions about what if the staff dont know them well, who should do the staff ref?

Answer:

staff email to explain why they did a pastoral ref for someone - no info for wiki

Answer:

reference link not working any longer for a ref - from a ref sent to me

Answer:

How does a student know that the ref e-mails were sent out?

Answer:

Can I use last year's refs or do I have to do them again?

Answer:

Can my refs do their refs by paper and mail?

Answer:

I am having trouble deleting and changing a ref

Answer:

Application and Acceptance Information

How do I check the status of my application?

Go online to the Project Tool and it will tell you. Once you are accepted you will receive an email informing you.

Returning Students - How much do they need to fill out in the application? what references? How bypass other refs

Answer:

If a student applied last year and didn't get accepted but wants to apply again--do they have to fill out the full application again?

Answer:

When will I get my acceptance package?

Answer:

Staff emailing asking about student status of their application

Answer:

Staff emailing to w/d someone already accepted

Answer:

Students email to w/d - after accepted

Answer:

What if I want my SB application to stand for summer projects too? Do I have to do a 2nd application? How do I know if I am accepted to both?

Answer:

What if I was accepted to SB and was told that my application for summer would be reevaluated after the SB? How will that happen? When know?

- Note need a way to register these for the 2nd project on the PAT without accepting them yet. Answer:

Can I use last year's application or do I do it again?

Answer:

Why does the application process still ask for passport information when I am not asking to go out of the country?

Answer:

I would like to pay the project registration fee by cheque and am wondering how I would submit my online application if I were to do that?

Answer:

Can a WC scholarship cover the Project Reg?

NO

I want to see all info given on application so can be reminded of goals and / or use for staff application - this is on wiki. .but not working? ? Fixed??

Answer:

Cost Information

Cost breakdown for my project?

Answer:... - do we want this on wiki or perhaps something generic?

If I live in the national project city, what is my project cost? Do I have to live on the project site?

Answer:

Other Project Information

Is it possible that I can transfer credits from the University of Calgary and participate in the Calgary project?

Answer:

What kinds of jobs do people get in Halifax on this project?

Answer:

Can I go to a national project at different dates?

Answer:

What if my exams end in May after the start of the project?

Answer:

How can I get to the national project?=

Answer:...Put in envoy info here.

Gifts in kind for Airmiles to national projects?

I found out that yes you can get your mother a tax receipt for a gift in kind. Here is what needs to happen: Your mom books your tickets on the airpoints. She gives you a copy of the receipt showing how many airpoints were used. You go on line and see what the airfare was on say air Canada to book that same route at that date. You print off that as if it were airfare proof. You send me all the above documents and we get your mom a tax receipt for gift in kind for the value of the airfare proof.

Single moms on projects?

Answer:... - not necessary for the wiki

Refunds and Reimbursements

Reimbursements -how work? What can I do? What form? Timeline? Deadline?

And just to clarify about reimbursing phone bills/postage. This would just be for the purpose of support raising. I don't think we would reimburse them for postage, say for postcards from Scotland to send to their supporters/friends, or phone calls home to family while on project. Is this right, Susan? What would be other legitimate reimbursable items? Shots required for travel by the travel clinic, postage/phone bills (need orig receipt and itemized calls with names) or photocopies of letters etc re support raising, travel to the airport (within reason and gas only), airport improvement fees. Things not covered include Ð passport related expenses (it is a legal document they will own so not reimburseable), suitcases, normal house medicine cabinet type contents that they say they purchase just for the project . ie bandaids, polysporin (etc), etc.

What if my visa card went through twice? how do I get a refund?

Answer:

Students e-mailng to respond to q's asked of them by processor

Answer:...- can't put on wiki

Deviation requests

Answer:...- not sure we want this on wiki ..?

Insurance

Medical Insurance?

I'm in the process of applying for the East Asia 2008 project. I'm also in the process of obtaining Alberta Health Care insurance because I am no longer covered under my parent's. I just need to know...if I get provincial health care insurance will Campus for Christ provide international coverage if I end up going on the project? Or, should I obtain international health coverage for myself as well? I realize the project application states that Campus for Christ will provide international health coverage, but I would just like someone to confirm that.

Flight Insurance?

Answer:

Information to Give to Parents

My parents have q's - where do I get them some more details?

Answer:

Where will we be staying in country and what contact info can I give my parents?

Answer:

Other Issues

Question re waiver.. Pretty specific..on wiki??

1. I hereby release and forever discharge Campus Crusade and its affiliates, members, directors, officers, leaders, agents, volunteers and/or employees from any and all actions, causes of actions, suits, claims, demands, liabilities and expenses that I now have or may have in the future in connection with, arising from or related to, my traveling to or from the location of Special Project or my involvement in or participation in the Special Project;

Does this mean that, hypothetically and God forbid, if I was assaulted by any of the "affiliates, members, directors, officers, leaders, agents, volunteers and/or employees" that I would not be able to sue? Clarification would be greatly appreciated.

E-mailed questions about the dates/specfic questions

Answer... - can't answer these on wiki