Interview Board Committee

Toronto Conference of The United Church of Canada

Preparation for Ministry

INTERVIEW BOARD COMMITTEE
(Sub-committee of Ministry Personnel & Education)

MANDATE

This document has been prepared to help inform applicants, presbytery student convenors and interview board members.

The board has developed these procedures in an effort to ensure fairness and clarity and thus reduce unnecessary anxiety. The board is committed to playing its part in implementing the resolution passed by Toronto Conference at its 1997 annual general meeting.

All references are to The Manual (2001).

Throughout this document, the word “applicant” refers to a person being interviewed for one of the seven categories listed below.

Index

p.2 Mandate of interview board
p.5 Differences between the interview board and the presbytery
p. 6 Procedures and protocols followed during interview board meetings

Categories of people coming before the interview board:

p. 10 Inquirer (for candidacy or lay pastoral minister-in-training)
p. 12 A person requesting readmission from the discontinued
service list
p. 14 A person requesting admission from another denomination
p. 16 A person requesting approval for appointment as ordained/diaconal supply
p. 18 Staff associate
p. 20 Shorter course applicant

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MANDATE OF THE INTERVIEW BOARD

The mandate of the Conference interview board is established by The Manual (2001), section 455-458:

455 Appointment. The Conference or its education and students committee will appoint an interview board.

456 Membership. Where resources permit and other matters make it feasible, the membership of the interview board shall include:

(a) at least one (1) of each of a diaconal minister in the active pastorate, an ordained minister in the active pastorate, a lay pastoral minister and a staff associate;

(b) a person qualified in supervision;

(d) a professional counsellor or equivalent;

(e) at least four (4) lay persons who have had a significant experience of life and work in the church;

(f) such additional specifically qualified persons as the chairperson, in consultation, may seek to call on from time to time;

(g) a representative from the presbytery of the interviewee as a corresponding member at the point of final assessment; and

(h) A chairperson and a secretary appointed by the Conference or its education and students committee.

457 Purpose. The purpose of the interview board shall be:

(a) to assist inquirers and others referred to it in assessing their vocational goals and/or general suitability for membership in the order of ministry; and

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(b) to assist presbyteries or other referring bodies in determining the suitability of those referred to it to function as ministry personnel in the United Church.

458 Responsibilities. The responsibilities of the interview board shall be:

(a) to set up a standard procedure for assessment and supportive measures if required for those referred to it, who shall include:

i. inquirers who have made application to be received as a candidate, and potential shorter course applicants, should be seen before admission to theological school;

ii. those seeking admission or re-admission to the order of ministry;

iii lay persons applying to become a lay pastoral minister-in-training;

iv. lay persons applying for a position as a staff associate; and

v. persons recognized as eligible for initial appointment as ordained or diaconal supply;

(b) to gather in advance of the interview the packet of information used, including personal information form and two (2) reference letters;

(c) to interview each person referred, either by a team of no fewer than three (3) persons or, at the option of the board, by the board itself. Where the person being interviewed is an inquirer or candidate for diaconal ministry, every effort should be made to include a diaconal minister on the interview team. In each case where an interview team is used rather than the board, the team shall make a recommendation, with respect to the person interviewed, to the board and the board shall determine the report to be made to the referring committee or court with respect to the interviewee.

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(d) to be consistent in its use of assessment instruments, namely, if used with any interviewee, then with all;

(e) to report confidentially to the referring committee or court and to the interviewee at the same time, in person with the interviewee whenever possible, with one of the following: recommended, recommended with suggestions, recommended with conditions, or not recommended. Where specific suggestions or conditions are indicated, a second interview in a year’s time is advised; and

(f) to assure that the costs of the interviewee’s travel and assessment are paid with funds from the presbytery, the Conference, and the General Council Division of Ministry Personnel and Education on a pre-arranged basis. Expenses related to interviews of applicants for admission to the order of ministry and of prospective appointees as ordained/diaconal supply are the responsibility of the interviewee.

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DIFFERENCES BETWEEN THE INTERVIEW BOARD AND THE PRESBYTERY EDUCATION AND STUDENTS COMMITTEE

The interview board is primarily concerned with emotional and psychological and vocational suitability for ministry within The United Church of Canada.

The presbytery’s education and students (E&S) committee is primarily concerned with suitability for ministry within The United Church of Canada (including genuine call to ministry, personal character, motives, faith and general fitness), and oversees the journey of the applicant through the various stages of the process.

The role of the interview board is to be advisory to the presbytery E&S committee. The presbytery E&S committee decides how to respond to the advice of the interview board.

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PROCEDURES AND PROTOCOLS FOLLOWED DURING INTERVIEW BOARD MEETINGS

In order to honour its mandate, the interview board has adopted the following procedures:

1. Steps to be taken prior to coming before the interview board

Applicants come before the interview board to be assessed for candidacy (if inquirers) or suitability to become ministry personnel (if other categories of applicants). They come at the request of the presbytery E&S convenor who must forward the completed forms (207, 204, 205, 206). These forms should be received in the Conference office at least one month prior to the date of the meeting of the interview board for which an interview is being requested. Applicants are advised to be in regular contact with their discernment committee presbytery liaison and/or their presbytery convenor to ensure that the system works smoothly and without unnecessary delay. When the appropriate forms have been received from the presbytery E&S convenor, a personal information form and request for three letters of reference are sent to the applicant, to be completed and returned to the Conference office two weeks prior to the date of the interview. (New references and forms will be required for a second interview should such be necessary in a subsequent year). Copies of all information thus received (application {Form 205}, discernment committee report {Form 204}, session action {Form 206}) personal information form and letters of reference are then sent to board members who have been assigned to be on the interviewing team for the applicant in time for the material to be read prior to the meeting of the board.

The board reserves the right to refuse to interview an applicant who is not accompanied by his/her presbytery convenor or appointed substitute. The board also reserves the right not to interview an applicant whose letters of reference have not been received. Letters may be from the applicant’s current minister, current and/or recent field or CAPE supervisor (if applicable), a friend or colleague, and a lay person who has experienced the applicant in a ministry context. At least one of the references should be a United Church person. Letters of reference that show the interviewee’s weakness and strengths are far more helpful than ones which only name strengths.

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2. Interview Teams

An interview team will consist of at least three (3) people - maximum five (5). There will be four (4) interview teams, both afternoon and evening, if warranted by the number of applicants .

Teams are proposed by the chairperson of the board in consultation with the Conference personnel minister assigned to the board, and then confirmed with board members. Normally team members are not to be from the same presbytery as the applicant and should not have previous knowledge/experience of the applicant.

Last minute regrets are to be phoned to the Conference office (or to the chairperson) by noon of interview day. Last minute regrets are very costly and should be emergency only. It is very difficult on both interviewers and interviewees if last minute changes have to be made.

3. Role of presbytery Convenor

The role of the presbytery convenor is to:

(i) provide, in advance, (in written form) any concerns that the presbytery may have regarding the applicant;

(ii) appoint the person who will accompany the applicant to the meeting of the interview board (for inquirers, usually the presbytery member who has been liaison to the discernment committee.)

4. Role of the “Accompanier”

The person designated to accompany the applicant is to support the applicant by:

(i) attending the interview as a silent observer;

(ii) staying with the Interviewing Team for the post-interview discussion and then leave, prior to its final deliberation and formulation of the recommendation, at which time he/she will be asked to rejoin the interviewee to await the Board’s decision. The accompanying person will be with the interviewee when the Board’s decision is communicated

In cases where the accompanying person from the Pastoral Charge is not a member of the Presbytery, the Presbytery E&S Committee should send a representative to be a second accompanying person. This person should have met with the interviewee at least once and will stay with the interviewing team until the final deliberations on the recommendation begin. The accompanying person from the Pastoral Charge will leave with the interviewee to offer support while the post-interview discussion takes place.

(iii) supporting the applicant before and after the interview and when the interviewing team meets with the applicant to communicate the decision of the board.

5. Interview Procedure

(a) Sample time table

Afternoon Evening

1:30 - 2:00 board meets
2:00 - 2:30 teams meet 6:00 - 6:30 teams meet
2:30 - 3:30 interview 6:30 - 7:30 interview
3:30 - 4:00 decision making 7:30 - 8:00 decision making
4:00 - 4:30 board meets 8:00 - 8:30 board meets
4:30 - 5:00 report to applicants 8:30 - 9:00 report to applicants

(b) Applicants and their presbytery accompaniers are to be at the Conference office by at least 1/2 hour ahead of their scheduled interview time. Name tags will be provided for them and for members of the interviewing teams. Applicants and accompaniers will meet together with the board chaplain to review the procedures and the meaning of the process. The applicant’s interviewing team will meet briefly without the applicants to review together the submitted materials. One of the team members will then come and bring the applicant and his/her presbytery support person to the interview room.

(c) The interview is conducted on the basis of the written material submitted to the board. A board member with additional concerns may mention these to a team member prior to the interview.

The actual interview will try to create a relaxed and friendly atmosphere. Questions will be asked to discern fitness for ministry at the current stage in the student’s growth. These questions will be asked in a manner that is sensitive to the Human Rights Act in Ontario. Central issues which might be examined include:

1) the meaning of ministry to the applicant (e.g. How do you understand ministry in The United Church of Canada? What concerns do you have in deciding to become a minister?)
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2) the applicant’s self-awareness (e.g. Describe a situation which demonstrates your strengths in ministry.)

3) conflict and conflict resolution (e.g. Give examples of conflict in your life and how you have been able to deal with them.)

4) dealing with stress (e.g. How do you know when stress is getting the better of you and what do you do about it?)

Applicants may be given a time or may create a time within the interview in which to respond to the process of the interview.

The actual interview time is roughly an hour. At the end of the interview, the applicant will leave; the presbytery accompanier remains with the team as it deliberates. The team chair is responsible to ensure that the team business is concluded promptly in order not to delay the plenary meeting. At the plenary meeting the various teams present their written motions to the entire board. Applicants and their accompaniers are not present in the meeting of the board and wait together with the chaplain. Questions may be asked to clarify what happened in the interview process and further discussion may ensue. If the team is divided, a second interview will be mandatory. Following the voting on the motions of the teams, the applicant and accompanier will be informed of the decision of the board by their entire team.

Second interview

Normally an applicant will be interviewed only once in a Conference year. A second interview may be granted however in cases of a non-unanimous team recommendation. This interview will be by a different team. The second interview will take place at a future time negotiated with the applicant.

After the interview

The role of the board is to be advisory to the presbytery. The motions of the board are reported to the presbytery, which then determines action. In cases where an applicant is recommended with suggestions or conditions, the applicant will work these out with the presbytery. In cases where conditions are made, and where these involve some financial expense, the church courts usually will undertake to provide some assistance. In cases where an applicant is not recommended, the applicant and presbytery may decide whether to ask for another interview.

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INQUIRER (for candidacy or lay pastoral minister-in-training)

Definition

An inquirer means a person who has completed secondary school or is of mature years who has been recognized by a session or church board or church council and by the presbytery as such for the purpose of discerning appropriate fitness for and call to ministry. (Section 001)

Purpose of the interview

Assessing vocational goals and/or general suitability for membership in the order of ministry or as a lay pastoral minister-in-training.

Manual sections

Section 022 (inquirer); Section 343 (lay pastoral minister-in-training).

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery as a candidate for ordered ministry in The United Church of Canada.
OR
as a lay pastoral minister-in-training

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery as a candidate for ordered ministry in The United Church of Canada,
OR
as a lay pastoral minister-in-training, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or…)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery as a candidate for ordered ministry/LPMIT in The United Church of Canada,
OR
as a lay pastoral minister-in-training, after the following conditions have been met....

(Conditions might be that the applicant must take a CAPE unit, work with a therapist or theological reflector, undertake spiritual direction, take a course, seek secular employment for a couple of years, or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery as a candidate for ordered ministry/LPMIT at this time.

Summary of process

1. At the end of the inquirer year, the inquirer will submit an application to be a candidate through the session to the presbytery education and students committee, accompanied by the report of the session or church board or church council and the discernment committee.

2. The presbytery education and students committee, upon receiving an application shall arrange for the inquirer to meet with the Conference interview board.

3. The inquirer meets with the interview board.

4. The presbytery education and students committee, upon receiving the report of the Conference interview board, shall consider the application from the inquirer to be a candidate, along with the report from the discernment committee, the session or Church board or Church Council, and the Conference interview board, shall interview the applicant to determine suitability for ministry by considering the inquirer's genuine call to ministry, personal character, motives, faith, and general fitness for ministry in the United Church, and shall make its recommendation to the Presbytery. (Section 022 (j); 343 (c))

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A PERSON REQUESTING READMISSION FROM THE DISCONTINUED SERVICE LIST

Definition

A United Church of Canada ordered person whose name had been placed on the discontinued service list, either initiated by themselves or the presbytery.

Purpose of the interview

Assessing the applicant’s current personal, social and psychological suitability for ministry

Manual sections

Section 032
Section 361
Section 505 (f)

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery for readmission to the order of ministry of The United Church of Canada.

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery for readmission to the order of ministry of The United Church of Canada, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery for readmission to the order of ministry of The United Church of Canada, after the following conditions have been met....

(Conditions might be that the applicant must take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery for readmission to the order of ministry of The United Church of Canada at this time.

Summary of process

1. The person makes application for readmission through the presbytery of which they were formerly a member.

2. The presbytery consults with the General Council Division of Ministry Personnel and education and notifies the Conference of the application to be re-admitted.

3. The applicant’s name is circulated through the church.

4. The applicant meets with the Conference interview board.

5. The interview board reports to the presbytery its findings regarding the applicant’s personal, social and psychological suitability for ministry. (Section 032 (d))

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A PERSON REQUESTING ADMISSION FROM ANOTHER DENOMINATION

Definition

An ordained/diaconal minister from another denomination requesting admission to the order of ministry of The United Church of Canada. (Section 1)

Purpose of the interview

Assessing suitability for membership in the order of ministry of The United Church of Canada.

Manual sections

Section 031
360
424(d)

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery to be admitted to the order of ministry of The United Church of Canada.

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery to be admitted to the order of ministry of The United Church of Canada, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery to be admitted to the order of ministry of The United Church of Canada after the following conditions have been met....

(Conditions might be that the applicant must take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery to be admitted to the order of ministry of The United Church of Canada at this time.

Summary of process

1. The General Council Division of Ministry Personnel and Education approves the credentials of the applicant and grants permission to the applicant to approach a presbytery education and students committee. (For applicants from denominations outside Canada or the United States, DMPE will work with the Division of World Outreach to arrange for an initial interview. Interviews with a presbytery E&S committee and the Conference interview board will be delayed until the applicant has an appointment as ordained or diaconal supply within the Conference.)

2. The presbytery E&S committee receives all relevant information from DMPE and conducts an initial interview. If satisfactory, the presbytery E&S committee requests an interview with the Conference interview board. (This is the process now recommended by DMPE. The Manual states that the presbytery after receiving the information notifies the Conference and the Conference education and students committee requests an interview with the Conference interview board.)

3. The interview board reports its findings to the presbytery. If recommended, the name of the applicant is available for appointment as ordained or diaconal supply.

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A PERSON REQUESTING APPROVAL FOR APPOINTMENT AS ORDAINED/DIACONAL SUPPLY

Definition

An ordained/diaconal minister of another denomination whose credentials have been approved by the General Council Division of Ministry Personnel & Education and who is seeking approval for appointment by a presbytery to a pastoral charge, mission or outreach ministry, but is not currently applying for admission. (This may be for a period of one to three years.)

Purpose of the interview

Assessing the applicant’s suitability for ministry in The United Church of Canada,

Manual sections

Section 342

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery as suitable as ordained/diaconal supply within The United Church of Canada.

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery as suitable as ordained/ diaconal supply within The United Church of Canada, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery as suitable as ordained/ diaconal supply within The United Church of Canada after the following conditions have been met....

(Conditions might be that the applicant must take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery as suitable as ordained/diaconal supply within The United Church of Canada at this time.

Summary of process

Section 342

1. The General Council Division of Ministry Personnel and education approves the credentials of the applicant, but does not consider the issue of suitability.

2. The interview board meets the applicant at the request of the presbytery.

3. The interview board informs the presbytery of its recommendations.

4. Presbytery follows up after the conference interview board interview and makes an appointment (if available) to a pastoral charge, mission or outreach ministry.

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STAFF ASSOCIATE

Definition

A lay member serving by presbytery Appointment for a specified term in a pastoral Charge, Mission or Outreach Ministry in the area of education, service or pastoral care, who has the education, training, or life experience appropriate to that particular ministry. (Section 001)

Purpose of the interview

Assessing the applicant’s suitability for ministry within The United Church of Canada.

Manual sections

Section 345

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery as being suitable for ministry within The United Church of Canada as a staff associate.

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery as being suitable for ministry within The United Church of Canada as a staff associate, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery as being suitable for ministry within The United Church of Canada as a staff associate, when the following conditions have been met....

(Conditions might be that the applicant must take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery as being suitable for ministry within The United Church of Canada as a staff associate at this time.

Summary of process

1. The joint pastoral relations committee identifies a staff associate position.

2. The joint pastoral relations committee identifies an individual who could be named as a staff associate to the position.

3. The presbytery requests that the applicant meet the interview board.

4. The interview board makes its recommendation to the presbytery.

5. The applicant meets with the presbytery education and students committee to determine readiness for ministry and to make suggestions about further education, if appropriate.

6. The pastoral relations committee makes an appointment.

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SHORTER COURSE APPLICANT

Definition

a person (normally over the age of 35) with family responsibilities and previous academic experience whose course of study may consist of a) one year of academic work in Arts; and b) three years of theological studies and c) completion of the internship program (Section 723) instead of an undergraduate degree plus theological studies and the internship.

Purpose of the interview

a) to assist the applicant to clarify and assess his/her vocational goals; b) to assess the ability of the applicant to meet the educational requirements; and c) to determine suitability for ministry.

Manual sections

Section 723

Recommendations and motions that can be made

1. Recommended

Moved that _____ be recommended to _____ presbytery as a shorter course candidate for ordained ministry.

2. Recommended with suggestions(s)

Moved that _____ be recommended to _____ presbytery as a shorter course candidate for ordained ministry, with the following suggestions....

(Suggestions might be that the applicant take a CAPE unit or work with a therapist or undertake spiritual direction or take a course or....)

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3. Recommended with condition(s)

Moved that _____ be recommended to _____ presbytery as a shorter course candidate for ordained ministry when the following conditions have been met....

(Conditions might be that the applicant must take a CAPPE unit or work with a therapist or undertake spiritual direction or take a course or....)

4. Not recommended

Moved that _____ not be recommended to _____ presbytery as a shorter course candidate for ministry at this time.

Summary of process

For shorter course applicants, it is strongly recommended that an interview board report be sought before the applicants has “burned any bridges”.

The interview is the same as for other inquirers recommended for candidacy by the discernment committee and session, church board or church council, with the addition of consideration of the application for the shorter course. A recommendation concerning the shorter course is needed from both the Conference interview board and the presbytery before it is considered by the DMPE shorter course committee.

Membership: Where resources permit and other matters make it feasible, the membership of the interview board shall include:

(a) at least one (1) of each of a diaconal minister in the active pastorate, an ordained minister in the active pastorate, a lay pastoral minister and a staff associate;

(b) a person qualified in supervision;

(d) a professional counsellor or equivalent;

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(e) at least four (4) lay persons who have had a significant experience of
life and work in the church;

(f) such additional specifically qualified persons as the chairperson, in consultation, may seek to call on from time to time;

(g) a representative from the presbytery of the interviewee as a corresponding member at the point of final assessment; and

(h) a chairperson and a secretary appointed by the Conference or its education and students committee.