Workshop Protocols and Schedules

Essential Information

Staff Phone Numbers

Executive Director - Keith Thibodeaux

Office: 601-414-4681
Cell: 601-566-0002

Director of Personnel and Operations | After Hours for Parents - Erin Beaver

Office: 601-414-4680
Cell: 601-946-8796

SDI Administrator - Rachel Nel

Office: 601-414-4683
Cell: 785-819-2515

Transportation - Allie Milkey

Office: 601-414-4685
Cell: 704-701-7990

Maintenance - Elisha Smith

Office: 601-414-4687
Cell: 937-926-6700

Belhaven Security & Maintenance (also after hours emergency)

601-968-5900

Company, Staff, & Counselor Phone Numbers

Click here for a list of all Company, Staff, and Counselor phone numbers.

Counselor Rooms and Room Phone Numbers

Head Counselors

Lakeview: Kathryn Paulos L221 Caldwell: Aubree Recker C111

4 Week Counselors

Guys Counselors

Isaac Brackett (1st Session)/Silas Fennema (2nd Session) HW 205 | 601-949-3774 ext. 5361

1st Session Counselors
Elianah Vandershoot C 110 5421 601-949-4235
Teka Wade C 104 | Shares 114 (above number)
Amy Duerr C 205 | 601-973-5105 ext. 5220
Kayla Rillo C 210 | Shares 205
Rebekah Stepanian C 216 | 601-949-4219 ext. 5140
Madelyn Norman C 305 | 601-973-5109 ext. 5266
Arielle Smith C 310 | Shares 305
Elizabeth Reinhard C 316 | 601-973-7245 ext. 5123

2nd Session Counselors
Unoccupied room C 114 5421 601-949-4235
Jennifer Carson C 104 | Shares 114
Stefany Kitchen C 205 | 601-973-5105 ext. 5220
Laney Walters C 210 | Shares 205
Rachel Mullen C 216 | 601-949-4219 ext. 5140
Samantha Stokes C 305 | 601-973-5109 ext. 5266
Rachel Roussel C 316 | 601-973-7245 ext. 5123

Teacher's Counselor
Melanie Plassmann
Cell phone: +55 (41)9203-1981- Use WhatsApp to contact

Location Addresses

Ballet Magnificat!
5406 I-55 N Jackson, MS 39211

Belhaven University
1500 Peachtree St. Jackson MS 39202

Jackson Prep
3100 Lakeland Dr, Flowood, MS 39232

Immediate Help with an Anxiety Attack

If you are helping someone through a panic attack:

Schedules

SDI Schedule

Click here for the current SDI schedule.

Job List

Click here for the current job list.

Photo Schedule

Click here for the picture taking schedule.

Airport Schedule

Click here for the airport schedules.

Chapel Music Schedule

Click here for the chapel music schedule.

Protocol Documents

Handbooks

Click here for the Counselor Handbook.

Click here for the Student Handbook.

Medical Runner Protocol

During workshop you will be one of the medical runners to take students to the doctor if they are sick or injured. This sheet equips you with all the information you will need to know about this job! Please make sure to read it carefully and look at the calendar to see when you are “on call.” Please let me know if you have any questions or scheduling conflicts as soon as possible. Thanks!

-Allie Milkey (704-701-7990)

Have your phone on during the days you are on Medical Duty - it’s important you don’t miss a call. You are not allowed to take class while on duty.

WHEN?
• You are “on call” 8:30am – 5:00pm.
• When on duty: you must attend morning chapel 8:30-9:30am at Belhaven.
• Head Counselors are “on call” nights and weekends. If a Head Counselor leading Purity Talk, Creative Worship, etc… they may not be able to take someone. So it is possible that they may need to call you to cover for them on a night or weekend. We will only do doctors runs “after hours” if it is extremely necessary.

WHAT DO I DO?
• The counselor will introduce you to sick student at chapel
• They will give you:
o Counselor’s phone number
o Parent’s phone number

WHERE TO GO? • Sickness: TrustCare Highland Colony Parkway
1051 Highland Colony Pkwy Suite E, Ridgeland, MS 39157
(601) 707-3737
No appointment needed
Hours:
o Monday- Friday: 7am – 7pm
o Saturday: 8am-5pm
o Sunday: 8am-5pm

• Emergency: River Oaks Hospital
1030 River Oaks Dr. Flowood, MS 39232
(601) 932-1030
This ER is cleaner and faster than the ones closer to Belhaven. But if it is a huge emergency- go to Baptist or University close to Belhaven

• Injury: Capital Ortho (Flowood location has the walk-in clinic) 104 Burney Dr, Flowood, MS 39232 (601) 803-7933
No appointment needed
Hours:
Mon-Thurs: 8am-5pm
Friday: 8am-4pm
Saturday/Sunday: Closed

• Prescriptions: Saver Express Pharmacy
1051 Highland Colony Parkway Suite C Ridgeland MS 39157
(601) 368-8907
Walk-in, and Delivery
Delivery Info:
• They offer delivery Monday- Friday.
• Orders for delivery must be placed by 1pm
• They can deliver to Belhaven
Hours:
o Mon-Fri: 9am-6pm
o Saturday: 9am-12pm
o Sunday: Closed

AT THE DOCTOR
• Help them check in. Remember the student is a minor and may need more help than you think. Be encouraging, helpful and caring. (This is a great ministry opportunity!)
• Have the doctor’s office call the parent during check-in to give them the student’s insurance information and credit card information for any co-pay. They will also need to give their consent for their child to be treated. It is VERY IMPORTANT to make sure that the parent and doctor’s office have been connected before you leave the office to make sure that billing has been sorted out!
o If you are at TrustCare, you can put the parent cell on the form at check in, and the office will send a link to the parent’s phone number to fill out all forms and paperwork from their cell. They can also just give it over the phone.
• Sit with student and talk with them.
• After the doctor diagnoses them:
a. Call Parent: (IMPORTANT): Call the parent and tell them what the doctor said. Or BE SURE the student calls the parent and correctly relays ALL info to them concerning the diagnosis.
b. Ask Parent: If the doctor prescribed any medication, inform the parent and ask them if they want you to fill the prescription. They will need to call Saver Express Pharmacy to pay for the prescription over the phone and supply insurance information.
c. Delivery of Prescriptions: If it is before 1pm, you can get the doctor to call Saver Express directly and have them deliver directly to Belhaven.
i. If you opt for this, make sure you call Saver Express right away and tell them which dorm to bring the medicine to.
ii. Ask Saver Express when they expect it to arrive on campus
iii. Then call the Counselor or On-Duty Counselor and have them meet the delivery guy at that dorm to pick up the medicine and take it to the student (tell On Duty Counselor the student’s room number)
iv. If it is after 1pm, have the doctor call the prescription in to Saver Express and go pick it up on your way back to campus. (They will not deliver after 1pm).

PRESCRIPTIONS
o **You may need to tell Saver Express that you are a chaperone for Ballet Magnificat’s Summer Camp, and that is why the parent is not with the student when you are filling a prescription. **

COMING BACK TO CAMPUS
• If it was an injury or if they are well enough to sit and observe class: they need to watch their level do class. You will need to walk in with them and make sure they get to their class. Call the counselor and let them know they are watching class.
• If they are too sick to watch class:
o Call Counselor: Call the student’s counselor and let them know the approximate time you are dropping the student off at the dorm. The counselor should meet you there and stay with the student.
o Or Call On Duty Counselor: If the student’s counselor is a Ballet Magnificat! dancer who is teaching, or you cannot reach the student’s counselor, call the On Duty Counselor of the day. The On Duty Counselor will meet you at the dorm and stay with the student.

NOTE
• It is possible that not everyone will get sick before chapel and you will have to take someone during the middle of the day. If this happens:
a. The counselor will call you (on your cell) and tell you where they are waiting (ie: waiting in Caldwell lobby, etc.). Counselor will stay with the student until you get there.
b. Pick up the student and follow the instructions above

CHIROPRACTORS, MASSAGE AND PT
• Do not take them to chiropractors or massage therapists
• If student needs to go to PT, you may take them one time only if it is necessary. But you are not to take them multiple times. If a student has an ongoing condition that they need constant PT, they need to go home, or their parent needs to come and take them to constant PT. It is not your job to relay this info, if you are asked to take them, you can refer to parent to Erin Beaver and have her communicate with them.

REIMBURSEMENT NOTES
• You will be reimbursed $5 for each round-trip to the doctor. This covers gas and mileage for the trip.
• To be reimbursed you must turn in a reimbursement form (located in the company mailboxes near Keith’s office- you can ask someone if you don’t know where the forms are).
• Fill out the form and include how many trips you made. Put the form in Erin Beaver’s box.

RANDOM NOTES
• If you are sitting at the doctor’s office with a student, and you get another phone call about another sick student, you cannot leave one student and go get another - the other counselor will need to wait until you are finished with your current med run.
• If you ever have a bad experience with a clinic or doctor, please let Allie know so we can make sure that it is not a trend with a particular clinic. We want students to have a positive experience at the doctor, especially since they are already probably nervous and upset about being injured.
If you have any problems or questions, call Allie Milkey (704-701-7990).

Medical Facilities

MEDICAL FACILITIES

• Sickness:
TrustCare Highland Colony Parkway
1051 Highland Colony Pkwy Suite E, Ridgeland, MS 39157
601-707-3737
No appointment needed
Hours:
o Monday- Friday: 7am – 7pm
o Saturday: 8am-5pm
o Sunday: 8am-5pm

• Emergency:
River Oaks Hospital
1030 River Oaks Dr. Flowood, MS 39232
601-932-1030
This ER is cleaner and faster than the ones closer to Belhaven. But if it is a huge emergency- go to Baptist or University close to Belhaven

• Injury:
Capital Ortho (Flowood location has the walk-in clinic)
104 Burney Dr, Flowood, MS 39232
(601) 803-7933
No appointment needed
Hours:
o Mon-Thurs: 8am-5pm
o Friday: 8am-4pm
o Saturday/Sunday: Closed

• Prescriptions:
Saver Express Pharmacy
1051 Highland Colony Parkway Suite C
Ridgeland MS 39157
Call: 601-368-8907 / Cell (601) 368-8585
Walk-in, and Delivery
Delivery Info:
• They offer delivery Monday- Friday.
• Orders for delivery must be place by 1pm
• They can deliver to Belhaven
Hours:
o Mon-Fri: 9am-6pm
o Saturday: 9am-12pm
o Sunday: Closed

Injury and Illness Form

Click here for the injury and illness form.

Airport Information

Airport Pickup Helpers

You have the very important job of being the first or last impression the students have of the intensive! Please wear a Ballet Mag shirt/apparel (preferably the SDI shirt) and hold up your Ballet Mag sign so students can easily recognize you.

• The name of the shift captain is written in bold on the airport schedule. Captains are responsible for assigning jobs at the airport, keeping track of flights, and informing the vans of changes.
• The typical shift is 8-12/12:30 for the morning team and 12/12:30-4:30 for the afternoon team. Please bring a phone charger and some snacks/water, we almost always experience delays and weird flight things where you might need to stay longer than expected. I would not schedule work before/after the shift in case of changes. • Make sure if you are picking up an unaccompanied minor you go through security in time to get them from the gate.
• Please keep an eye on the boards for updates on arrivals/departures/delays/cancellations. Believe it or not, the boards in Jackson are not always the first to have this information. Putting the flight numbers into Google often gives you the most up to date information.
• If a flight has been delayed/cancelled, write it on your schedule and inform your captain. Captains are responsible for keeping track and informing the drivers.
• Have at least one person stationed at both concourses to welcome the students when they first arrive (even if you don't think students are coming in from that direction). Once the students have arrived, cross their names off the list and send them downstairs to wait for their bags with the designated baggage claim helper.
• Should someone arrive whose name is not on the list, write it and send them down to baggage claim. Don’t let on that their name was not on your list. We want them to feel safe and welcome as soon as they arrive!
• There must be at least one person stationed at baggage claim no matter how many students are waiting for the van. Keep an eye on all the students who are waiting. Students are to remain in the baggage claim area with supervision until the van arrives. This is a great time to get to know them a little!
• Meet the van on the lower level in the taxicab/bus pick up area.
• Elisha and Tim will be driving the vans, the driver to expect is listed on the schedule.
• Elisha and Tim will come into the building to check off students before walking them out to the vans.
• On departure days, meet the van outside on the upper level and walk the students inside.
• Have one person at each check in desk to help the students with their flight check in.
• Don’t leave the airport until the next shift has arrived (for the final shift, don’t leave until every student is accounted for).

Elisha: 937-926-6700
Tim: 907-315-2342
Allie: 704-701-7990

Lost Baggage:

Sometimes a bag will come on the next flight. If someone from Ballet Mag will still be there when that flight arrives, communicate with the next shift’s captain and Allie to make sure the bag gets picked up. However, if the bag will not come in while we are at the airport, it will be sent via taxi. Please give the airline Belhaven's address:

Belhaven University
1500 Peachtree St.
Jackson, MS 39202

Also give them the cell phone number of the student's head counselor:

Caldwell – Aubree Recker (513-612-0182)
Lakeview – Kathryn Paulos (575-626-1424)
Helen White- 1st Session: Issac Brackett (706-766-4610)
2nd Session- Silas Fennema (616-820-9686)

Reimbursement:

Please keep all your receipts from parking at the airport and return them to Erin for reimbursement. You must fill out a reimbursement sheet, located in the mailboxes next to Keith and Kathy’s office. Place the sheet and receipt in Erin’s box.

For each round trip to the airport in your car you will be reimbursed $5.00 for gas and mileage. These trips must be assigned as part of the transportation schedule. You must fill out a reimbursement sheet and write the date of the trip and ‘airport duty’ under ‘purpose’.

Unaccompanied Minors:

If you are scheduled to pick up an incoming unaccompanied minor, you will need to go to the ticket counter for the airline they are arriving on and let them know you are picking an unaccompanied minor on an incoming flight. They will ask for your driver’s license and print out a temporary ticket so you can go through security and wait for the student at the gate. Make sure you do this in enough time to be at the gate before the plane lands!

If you are dropping off an unaccompanied minor, you will have to go up to the ticket counter and get a ticket to walk through security. Walk through with the student and sit with them until they board the plane, and the plane takes off.