Workshop Protocols and Schedules

Executive Director - Keith Thibodeaux

Office: 601-414-4681

Cell: 601-566-0002

SDI Administrator - Rachel Nel

Office: 601-414-4683

Cell: 785-819-2515

On Campus Administrator - Kathryn Paulos

Cell: 575-626-1424

Room Number:

Transportation - Allie Milkey

Office: 601-414-4685

Cell: 704-701-7990

Maintenance - Conrad Means

Cell: 352-209-0029

Executive Administrator | After Hours for Parents - Erin Beaver

Office: 601-414-4680

Cell: 601-946-8796

Belhaven Security & Maintenance

601-968-5900

After Hours Emergency - Brenda Holden

Cell: 601-720-6981

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

Head Counselors‍ ‍

Lakeview: Kathryn Paulos | L221

Caldwell: Aubree Recker | C114 |‍ ‍601-949-4235 ext. 5421

4 Week Counselors‍ ‍

Hannah Phail | L110 | 601-949-3773 ext. 5417

Isabel Harris | L114 | 601-949-3868 ext. 5377

Josie Hawkins | L220 | 601-949-3777 ext. 5082 (shared with 203)

Isabelle Jimenez | L310 | 601-949-3794 ext. 5392

Elianah Vanderschoot | L322 | 601-949-3855 ext. 5388

Arielle Smith | L403 | 601-973-7250 ext. 5199

Tanna Harrison | L 415 | 601-973-5150 ext. 5445

‍ ‍

Guys Counselors

Conrad Means (1st Session)/Colin Brown (2nd Session) | HW 205 | 601-949-3774 ext. 5361 (shares 207)

1st Session Counselors‍ ‍

Jennifer Carson | C104 | Shares 114 (Aubree’s number)

Lindsey Callister | C205 | 601-973-5105 ext. 5220

Kayla Rillo | C216 | 601-949-4219 ext. 5140

Brooke McKevitt | C305 | 601-973-5109 ext. 5266

Cassandra Davis | C316 | 601-973-7245 ext. 5123

2nd Session Counselors‍ ‍

Rachel Sullivan | C104 | Shares 114 (Aubree’s Number)

Melissa Howard | C210 | Shares with 205

Emma Grace Hyche | C205 | 601-973-5105 ext. 5220

Sophee Pladies | C216 | 601-949-4219 ext. 5140

Samantha Stokes | C305 | 601-973-5109 ext. 5266

‍Hayley Steele | C316 | 601-973-7245 ext. 5123

Lottie Ann Stokes | C310 | Shares with 305

Teacher's Counselor‍ ‍

Allie Milkey | 704-701-799

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

If you are helping someone through a panic attack:

• 5,4,3,2,1

• Body Awareness

• Mental Exercises

Click here for the counselor handbook.

Click here for the student handbook.

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

-Allie Milkey (704-701-7990)

Have your phone on with the ringer up 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 Creative Worship or other activities, they may not be able to take someone. In that case, 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 urgent/extremely necessary.

WHAT DO I DO?‍ ‍

• The counselor will introduce you to sick student at chapel

• They will give you both their phone number and parent’s phone number

• Note: You must have the doctor’s office settle payment over the phone with the parent as soon as you arrive at the doctor. This is very important. Never bill a student’s doctor visit to Ballet Magnificat!.

WHERE TO GO?

Sick:

• TrustCare Highland Colony Parkway - 1051 Highland Colony Pkwy Suite E, Ridgeland, MS 39157

• Phone Number: (601) 707-3737

• There is no appointment needed.

• Hours‍: ‍

  • Monday- Friday: 7am – 7pm

  • Saturday: 8am-5pm

  • Sunday: 8am-5pm

Emergency:

• River Oaks Hospital - 1030 River Oaks Dr. Flowood, MS 39232

• Phone Number: (601) 932-1030

• No appointment needed, open 24/7

• This ER is generally cleaner and faster than the ones closer to Belhaven. But if it is a huge emergency- go to Baptist or UMMC close to Belhaven

Injury:

• Capital Ortho Flowood - 104 Burney Dr, Flowood, MS 39232

• Phone Number: (601) 987-8200

• 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

• Phone Number: (601) 368-8907

• They have both pick up and delivery services

• Delivery Info:‍ ‍

  • They offer delivery Monday- Friday.

  • Orders for delivery to Belhaven must be placed by 1pm.

• Hours:‍ ‍

  • Mon-Fri: 9am-6pm

  • Saturday: 9am-12pm

  • Sunday: Closed

WHILE 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 so their parent can 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!

• 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:

• 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.

• Ask Parent About Prescriptions: 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.

• Figure Out 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.

  • If you opt for this, make sure you call Saver Express right away and tell them which dorm to bring the medicine to.

  • Ask Saver Express when they expect it to arrive on campus

  • 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)

  • 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).

• Head Back to Campus: Let the student’s counselor know when you are heading back to the dorm, and if the counselor is currently teaching, text them to let them know but also call the on-duty counselor and let them know you are heading back and when to expect you. 

PRESCRIPTIONS‍ ‍

• 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:

  • 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.

  • 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:

  • The counselor will call you (on your cell) and tell you where they are waiting (ie: waiting in Caldwell lobby, etc.). The counselor will stay with the student until you get there.

  • Pick up the student and follow the instructions above.

CHIROPRACTORS, MASSAGE AND PT‍ ‍

• Do not take students 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 needs constant PT, they need to go home, or their parent needs to come and take them to PT. It is not your job to relay this info, if you are asked to take them, you can refer to parent to Kathryn Paulos and have them communicate with her.

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 Brenda Holden’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 likely nervous and upset about being injured.

If you have any problems or questions, call Allie Milkey (704-701-7990).

Sick:

• TrustCare Highland Colony Parkway - 1051 Highland Colony Pkwy Suite E, Ridgeland, MS 39157

• Phone Number: (601) 707-3737

• There is no appointment needed.

• Hours‍: ‍

  • Monday- Friday: 7am – 7pm

  • Saturday: 8am-5pm

  • Sunday: 8am-5pm

Emergency:

• River Oaks Hospital - 1030 River Oaks Dr. Flowood, MS 39232

• Phone Number: (601) 932-1030

• No appointment needed, open 24/7

• This ER is generally cleaner and faster than the ones closer to Belhaven. But if it is a huge emergency- go to Baptist or UMMC close to Belhaven

Injury:

• Capital Ortho Flowood - 104 Burney Dr, Flowood, MS 39232

• Phone Number: (601) 987-8200

• 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

• Phone Number: (601) 368-8907

• They have both pick up and delivery services

• Delivery Info:‍ ‍

  • They offer delivery Monday- Friday.

  • Orders for delivery to Belhaven must be placed by 1pm.

• Hours:‍ ‍

  • Mon-Fri: 9am-6pm

  • Saturday: 9am-12pm

  • Sunday: Closed

Click here for the injury and illness form.

You have the very important job of being the first or last impression the students have of the Summer Dance Intensive! Please wear a Ballet Magnificat! shirt (preferably the SDI shirt) and hold up your Ballet Magnificat! 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, but please check the schedule for more details. 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 and Allie.

• 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. Send a text in the group chat whenever you send students down so the person stationed at baggage claim knows they are on the way.

• Should someone arrive whose name is not on the list, write it down and send them down to baggage claim. Don’t let on that their name was not on your list, and let Allie know IMEDIATELY. 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.

• Jeremy and/or Clara will be driving the vans, the driver to expect is listed on the schedule.

• Jeremy and/or Clara 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).

Jeremy: 806-252-6404

Clara: 843-303-2719

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: Conrad Means (352) 209-0029

2nd Session- Colin Brown (540) 998-4162

Reimbursement:

Please keep all your receipts from parking at the airport and return them to Ms. Brenda 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 Brenda’s box.

For each round trip to the airport in your car you will be reimbursed $5 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.

Belhaven Protocol Document

Posted Instructional Document

Bitsy Irby Shelter Video

Go downstairs, first area to fill is the art gallery, and if more space is needed you can use Room 119 (need a key) and Room 125 (keycard accessible).

Cafeteria Shelter Video

Go across the cafeteria to the exit by the bookstore, across the way to the next building (keycard accessible), turn left and go downstairs to fill the hallway.