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Dove FAQ's

What is a system of record?

A system of record is the permanent record that is kept for all records related to those in the system.  The Dove System is the system of record for all ministerial records and candidacy records in Texas Annual Conference. The information in this system will be the information that is used for all official records. 

Why was the Dove System created by the B.O.M.?

Your Board of Ordained Ministry believes that the Annual Conference has a pastoral and fiduciary responsibility for keeping accurate ministerial records.  Christian stewardship requires that all clergypersons and their records be accorded the respect and support of accurate, up-to-date, and complete records.  All candidates for ministry should be afforded the same respect and provided with the same consistent processing of their work and records of progress.  Only a system as sophisticated as the Dove System can provide that level of support, accuracy and interaction with every individual file holder. 

If I am a full member of the Conference how often should I check my file in the Dove System?

Any time you want, but always when your basic information changes (email address, phone number, appointment, status, etc.)  A minimum of once a year…at Annual Conference time.  You may check it any time by simply going to dove.ytscorp.com and logging in.  You may add information such as awards you receive, continuing education credits, certificates of achievements, family information at any time during the year.  However, you must login at least annually because your password will expire periodically and need to be renewed. 

If I am a candidate for ministry how often should I check my file?

As often as necessary to complete the required steps for certification, licensing, and probationary membership.  You will see clearly marked the steps you have completed and the steps you will need to complete.  Also, you will receive alerts of your "to do" list for the next step in your candidacy process.  All non-system documents will need to be scanned into the system at your district office.  All forms and system documents can be completed on line by following the link in the step.  Because the Dove System is a single entry system, once required information is entered into the system, it will always be there and in the right places whenever required. 

If I am a Candidacy Mentor, how will I use the system to support my candidate(s)?

With regular log-ins to the Dove System you will be constantly updated on your responsibilities by reviewing your "to do" list and you will be able to track the progress of each candidate as they complete steps toward candidacy.  Your approval requirements will be clearly communicated and completed with a click of your computer mouse .

Also, you will receive email alerts of your "to do" list for the next step in your candidate's process.  All non-system documents will need to be scanned into the system at your district office.  All forms and system documents can be completed on line or printed and uploaded.  Because the Dove System is a single entry system, once required information is entered into the system, it will always be there and in the right places whenever required and the Dove System to keep all the records accurate, up-to-date, and ready for your use at any time.

 Who can access my information?

You are the only person to know your login and password.  Do not share this information to protect access to your file.[Note: IT IS YOUR RESPONSIBILITY TO KEEP YOUR DEMOGRAPHIC INFORMATION UP-TO-DATE AND COMPLETE.  If there are changes in your family, in your community responsibilities, phones, addresses, emails…you are expected to make this changes in your Dove System file.] 

Will my candidacy, commissioning and ordination information be kept confidential?

YES!  Every member's file in the system is password protected.  All confidential and non-public information is un-accessible to all persons except those persons with an office requiring access to your information.  For instance, all psychological testing reports can only be accessed by the Chairperson of Psychological Testing for the B.O.M…. just as they are now.  The Dove System has been built with confidentiality and security as a hallmark.  

Will my records be safe if a natural disaster hits our area?

YES!  The information is stored in servers in several different national locations to insure that no information is lost during a natural disaster.  Once your file is correct and complete, the information will be there correctly in perpetuity.