It is essential for the synod to maintain complete and
accurate records on every candidate for rostered ministry.
A. The Division for Ministry is to be notified of every
Entrance, Endorsement, and Approval Decision.
B. Files on applicants/candidates are the property of the candidacy
committee and should be maintained in a secure location and manner.
C. The Candidacy Committee in its discretion, may allow an
applicant/candidate access to the committee’s records concerning that
applicant/candidate. The committee, in its discretion, may choose not to
allow access to confidential communications, letters, or other information.
The applicant/candidate may read the contents of the file at a location and
under a procedure determined by the Candidacy Committee. When a candidate
reviews the file, someone from synod staff or the committee should be
present. Copies should be made only as authorized by the committee.
D. Committees should use care when duplicating file material
in preparation for meetings. Duplicated file material should be sent as
CONFIDENTIAL mail, and then such duplicates should be destroyed at the
conclusion of the meeting.
E. A candidacy file shall be maintained at the appropriate
administrative office of the candidate’s seminary in a secure location,
available to the faculty advisor and synod Candidacy Committee members, as
appropriate. (See below – Seminary Records)
F. A candidacy file transferred from another synod requires
a new congregation registration. Transfer of candidacy is made only when
there is agreement by the bishops and Candidacy Committees of both synods.
G. In the case of a candidate whose endorsement or approval
is denied or postponed with no further action or a candidate who withdraws
from the Candidacy Process, the file is to be retained by the synod for ten
years and then may be destroyed.
H. In the case of a candidate who is approved, the synod
file is retained for 50 years and then destroyed.
I. All relevant information on a candidate is shared with
the synod of assignment. The original contents of the candidate file remain
with the Candidacy Committee and are not forwarded to the synod of
assignment; the candidacy file is not intended for use as part of the call
process.
