Submit DOC Ministerial Changes

This is the most common action that regional staff will request. Regions submit ministerial changes to maintain current data in the general database and the Minister Directory. CDM+ shows this change action when the minister PIN matches, the region has oversight of the minister’s standing, and the general database indicates that the minister currently has standing.

This action will compare data values between the regional and general databases. In addition to data from the DOC Minister tab, the program compares address, phone numbers, email addresses, genders, death date, and positions listed on the Church tab. The program then compiles the differences into a change set and presents it to the regional staff person for review.

The Submit DOC Ministerial Changes window reads as changes that will occur in the general minister database. That is, this field in the general database will be changed from this old value to this new value. For example, in the screen shot the Credential Region will change from Kentucky to Indiana. In the Change section, values in the general database (old values) are shown in blue, and the values from the regional database (new values) are shown in orange.

At this point, regional staff should review the changes included. They have the option to Cancel and make any needed changes to the minister’s information in the regional database before resubmitting. To submit the change set for processing by OCV staff, include Notes that explain the reason for the change, and click Submit.

This is the preferred method to report changes to the general minister database. Once received by OCV staff, they can review these changes before applying them to the minister’s information in the general database. This eliminates manual entry, reducing both the human intervention required and the potential for data errors.

Request Oversight Transfer

When a minister moves from one region to another or no longer qualifies for standing through GCOM, the minister needs to transfer their standing to the new region. The receiving region needs to create an Individual Record for the minister with the Minister PIN. At that point, the action button on the DOC Minister will read: Request Oversight Transfer.

When regional staff click Request Oversight Transfer, the change set will only include the change in Primary Region of Oversight. The submitting regional staff person will receive a confirmation email when OCV staff completes the transfer request. Then the region can submit a ministerial change to update contact and other information for the minister.

Submit Regional Directive

Regional staff submit a regional directive when a minister without standing needs access to search and call. If the minister already has a record with a PIN in the general database and the region has recorded PIN in the regional database, the action button will read: Submit Regional Directive.

Regional staff should set Order of Ministry to None and select the reason for search and call access from the drop-down list in Search and Call Access. Click Submit Regional Directive to submit the directive for processing by OCV staff.

Submit New Minister

When a region is introducing a new minister into the system, such as when a candidate comes under care of the regional Commission on Ministry, regional staff should check the Minister box on the Name tab and leave the Minister PIN blank on the DOC Minister tab. The action button will read: Submit New Minister. Clicking Submit New Minister will generate a PIN and create a change set with the new minister’s information.

Submit New Minister means creating a new Minister Record in the general minister database, not in the regional database.

Be careful when submitting a new minister! Before taking this action, check with OCV staff and make sure that the minister does not already have a Minister Record in the general database. Regional staff should have the full legal name for the minister. This helps to ensure that submitting a new minister will not create a Minister Record that duplicates an existing one. The region should have an address, phone numbers, and email addresses for the minister before submitting the request to add a new minister.

Regional Directive to Submit a New Minister

Regional staff can submit a new minister and request access to search and call for that minister at the same time. If regional staff set Order of Ministry to None and select the reason for access from the Search and Call Access drop-down list, the action button will read: Submit Regional Directive to create this minister. Regional staff can click this action to create a new minister with access to search and call.