Searching in the Spirit 2015 Information & Registration Guidelines

Searching in the Spirit 2015
Youth and Young Adult Ministry Office
Information & Registration Guidelines
for Group Contact Person
What is Searching in the Spirit?
Searching in the Spirit is a fun and faith-filled experience of Christian community that helps the newly
confirmed young people to understanding of the special gifts that the Holy Spirit has given them. The weeklong program includes community and social activities, prayer experiences, Mass and the Sacrament of
Reconciliation, as well as camp activities such as swimming, kayaking, archery, low ropes and canoeing.
Young people are accompanied by adults from their parish or school who will act as mentors and guides during
the program.
When and where will it take place?
Searching in the Spirit will take place at Camp Jubilee in North Vancouver from August 24-28, 2015 (Depart on
Monday, return on Friday).
What is the cost?
The cost for each youth and adult leader will be $375 for registrations received by July 27, 2015. After July
27, the cost will be $400 per person.
Who can attend?
Youth ages 12 & 13 who have recently received the Sacrament of Confirmation (2015), and their adult leaders
(age 19 and older).
Youth must be accompanied by an adult leader who is 19 years old or older. The ratio of youth to adult
leaders must be 8 youth to 1 adult leader at the minimum.
Adult leaders must be screened in accordance with archdiocesan policy (e.g. Safe Environment Policy, CISVA
Policy Manual, etc).
Large groups (9 or more youth) should include at least one male and one female leader.
Group registrations will NOT be accepted without the required number of adult leaders.
Promotional Tools
Reasons to promote Searching in the Spirit:
1) It will help your youth grow closer to God and help them learn that Confirmation is not the end, but just
the beginning and cultivation of their faith journey.
2) It’s a summer event already planned out for your youth.
3) Past participants have been known to be more active in their homes, parishes, schools, and
communities.
Ways to promote Searching in the Spirit at your parish/school:
1) Promote through the grade 7 classes in your local Catholic school or PREP classes before and after
their Confirmation. Present the fun and exciting times at camp by showing the promotional video for
Searching in the Spirit. Give each student a camp brochure. Post the poster in your grade 7
classrooms. Video available at www.oyyam.com
2) Mail out a letter and a brochure to parents informing them of this event. (see Appendix B – Sample
Letter)
3) Make sure there are bulletin announcements from April to July. (see below)
4) Talk to youth at your next youth ministry event and encourage them to invite any siblings they may
have who are being confirmed.
5) If you have a parish, school, or youth ministry website, include the camp information there and link to
www.oyyam.com
6) Send out emails with the Searching in the Spirit information.
7) Prepare a bulletin board about the program with the poster and brochures from the Youth and Young
Adult Ministry Office.
Sample Parish/School announcement:
Searching in the Spirit
The annual post-Confirmation leadership camp will take place from August 24-28, 2015 at Camp Jubilee in
North Vancouver. This event is for youth ages 12 & 13 who will have been confirmed by this summer.
Searching in the Spirit provides youth and adults with formation in discipleship and challenges participants to
be active leaders in their homes, parishes, schools and communities. For more info visit www.oyyam.com
Please photocopy the brochure included in the package for distribution to the Grade 7 students. The brochure
can also be found online at:
http://www.rcav.org/youth-training/
Fill in your internal registration deadline and contact person information on the poster and the brochure (before
you make copies) to state when YOU would like forms and fees returned to you so that you can compile all the
information in a timely manner. We recommend that you set an earlier date (e.g. 1 week before the early
registration deadline) so that you have enough time to compile and send in all the required information.
You will need to obtain the following information from each participant in order to complete the online Group
Registration Form:





Participant’s role (Youth or Adult Leader)
First name and last name
Confirmation year (for youth participants)
Age
Gender
Please note that cheques from individual participants should be made out to the school or parish; the school or
parish will then issue ONE cheque for your group, made payable to the Archdiocese of Vancouver.
Searching in the Spirit 2015 – Youth and Young Adult Ministry Office
4885 John Paul II Way, Vancouver, BC V5Z 0G3 Phone: 604.683.0281 Email: [email protected], Web: www.oyyam.com
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How do I register my group?
PLEASE SEE REGISTRATION PROCEDURE IN APPENDIX A
Please be aware that all personal information indicated on the Group Registration Forms will be protected by
the Youth and Young Adult Ministry Office in accordance with the Personal Information Protection Act, and will
only be used for Searching in the Spirit 2015 registration and program statistics.
What happens after my group has been registered?
You will receive an email containing the Adult Resource Guide which will give you additional information
regarding the program.
Some of the items contained in the Adult Resource Guide include:
 parent resources
 a program for a pre-event gathering
 medical permission forms
 Camp Jubilee waiver forms
 a sample schedule
 an adult leader job description
All forms from the Parent Resource and Adult Leader Guides are due into the Youth and
Young Adult Ministry Office by Monday, August 10, 2015.
Registration Add-Ons
You are able to add participants to a previously-submitted online Group Registration Form provided you have
room under the chaperone ratio of at least one chaperone for every 8 youth and there is still space available in
the event.
Complete the online Group Registration Form with the registration information of the additional participant(s).
Then, send the Group Registration Form(s) and additional payment to the Youth and Young Adult Ministry
Office.
Contact Information/Questions
If you have any questions or need more information, please contact the Youth and Young Adult Ministry Office:
Erwin Fung
Consultant for Youth Ministry
Program Enquiries
P: 604.683.0281 (ext. 50226)
Email: [email protected]
Faye McCreedy
Administrative Assistant
Registration Enquiries
P: 604.683.0281 (ext. 50228)
Email: [email protected]
Searching in the Spirit 2015 – Youth and Young Adult Ministry Office
4885 John Paul II Way, Vancouver, BC V5Z 0G3 Phone: 604.683.0281 Email: [email protected], Web: www.oyyam.com
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APPENDIX A
SEARCHING IN THE SPIRIT 2015
REGISTRATION PROCEDURES FOR GROUP CONTACT PERSON
1. Browse the Searching in the Spirit 2015 information online at http://www.rcav.org/youth-training/
2. Promote the event to the Grade 7 students in both the parish and school.
 Fill in the contact person’s name, contact information and registration deadline on the Event
Brochure and Poster
 Make copies of the Event brochure and distribute them to the Grade 7 students
 Display the colour poster (optional: make smaller posters too!) where the Grade 7 students will see
it
 Direct students to the Youth and Young Adult Ministry Office (“OYYAM”) website at
www.oyyam.com for photos and videos from the previous programs.
3. Collect the participants’ information and fill out the Online Group Registration Form found at
http://rcav.org/youth-training/
4. Submit your completed form (using the “Submit” button online) to the Youth and Young Adult Ministry
Office:
 The OYYAM will acknowledge receipt of your registration (including number of participants) within 3
business days as part of the first phase of the registration process.
5. Receive Registration Acknowledgement Email from the OYYAM which includes:
 A brief summary of your group (group name, # of Adult Leaders, # of Youth)
 Invoice reflecting the fees you owe
 Deadline for submission of fees (remember, your spots are not guaranteed until the OYYAM
receives your fees)
Please contact Faye McCreedy at [email protected] if you do not receive the Registration
Acknowledgement Email within 2 working days of submission.
6. Send us your fees (within 7 business days of the receipt of the Registration Acknowledgement Email).
 You will only send us one cheque for your group made payable to the ARCHDIOCESE OF
VANCOUVER.
 We cannot guarantee your group’s spots until we receive full payment. (Priority is given to groups
who have completed the registration form and have submitted the form and payment to the
OYYAM.)
7. Receive Registration Confirmation Email once the OYYAM receives your fees which includes:
 Your Complete Group summary (list of all your participants)
 Receipt for fees paid
 Searching in the Spirit 2015 Adult Resource Guide and Parent Resource
EARLY REGISTRATION DEADLINE:
Monday, July 27, 2015 @ 4:30pm
All Participant forms (once registration is confirmed) are due on
Monday, August 10, 2015 @ 4:30pm
Searching in the Spirit 2015 – Youth and Young Adult Ministry Office
4885 John Paul II Way, Vancouver, BC V5Z 0G3 Phone: 604.683.0281 Email: [email protected], Web: www.oyyam.com
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Appendix B – Sample Letter
(Parish/School letterhead)
Date
Dear parent,
Your child has just received the sacrament of confirmation and has taken on a great responsibility of embracing
their Catholic faith. What an exciting time in the life of your child and for your family! We, at (parish/school), through the
efforts of youth ministry, would like to continue to support your efforts in raising your child in the faith. We understand how
difficult this may sometimes be, but rest assured that through your own efforts in the faith, you have already been a great
model for your child.
I would like to bring to your attention a summer program that may interest you regarding a post-confirmation
leadership camp. This post-confirmation camp called “Searching in the Spirit” is offered by the Archdiocesan Youth and
th
Young Adult Ministry Office and is entering its 17 year. Much like a summer camp, the program is filled with swimming,
canoeing, hiking and craft-making, however, in addition, the camp challenges young people to live out their Catholic faith
in a much more profound way. Many past “searching” participants have gone on to become very active members in their
homes, family, church, school and civic communities. Last year, we had young people from this parish attend and they
have gone on to become youth leaders in our church community. This camp takes place at Camp Jubilee in North
Vancouver from August 24 to 28, 2015. Capacity is limited as this camp is open to the entire Archdiocese. I encourage
you to discuss this camp with your child and highlight the fun and exciting times that can be had this summer. Please
read the enclosed brochure for more details.
If you and your child decide that they are ready to attend this camp, please contact (contact name) at
(parish/school) by (date). If you register after (date), we will add them to our group, but the individual fee will increase by
$25.
For any inquiries about the camp, please feel free to contact me at the parish.
God Bless,
(Contact Person)
(title)
Searching in the Spirit 2015 – Youth and Young Adult Ministry Office
4885 John Paul II Way, Vancouver, BC V5Z 0G3 Phone: 604.683.0281 Email: [email protected], Web: www.oyyam.com
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