Summer Training Programs
STP Director's Hub
This page provides an administrative resource for STP Directors and Collegiate staff who are planning Summer Training Programs.
Selecting a Fundraising/Onboarding Option
There are 2 options for onboarding students to your program. Which option you choose will affect how you gather forms and information from students and how they fundraise or pay program costs. Check out the overview below to learn about the pros and cons of each and which might be the best fit for your program. Please email collegiate@navigators.org by January 31st with your selection, and feel free to email as early as you know!
Onboarding Options
Option 1: Regfox Registration and Payment
Student Fundraising: Not Available
Onboarding Program: RegFox – This is where you can collect important info like emergency contacts and liability/media releases if you haven’t already, as well as collect a one-time payment for the program fee.
Stipends: Not Available
Per Diems: Only available to a Nav staff member
Per Diem Method: Cash advance to a Nav staff member. Best for one-off situations.
Pros:
Simplest Option
Program fee collected as a simple payment
Ideal for programs with low participation fees
Cons:
- No attendee fundraising option
Option 2: Regfox Registration and Pooled Fundraising
Student Fundraising: Attendees fundraise into one or a small group of shared cost centers. Individual donations are linked to attendees by Events Team on the backend.
Onboarding Program: RegFox – This is where you can collect important info like emergency contacts and liability/media releases if you haven’t already.
Stipends: Available*
Per Diems: Available
Per Diem Method: Cash advance to a Nav staff member. Best for one-off situations.
Pros:
- Easy onboarding through Regfox while allowing students to fundraise.
- Can require more explanation to donors to ensure gifts end up with the right student.
- Will require some time-consuming, manual tracking of gifts if they are given to the wrong place.
- Fundraised donations are liable to 14% organizational charges (CFC, Kairos, etc.)
*Stipends are limited to a minimum of $250 and maximum of $2,500 and should be rounded to nearest $10. Note that only student team leaders and program assistants are eligible. Stipends must be requested 2 weeks prior to end of program and issued after the program is complete. W9s and direct deposit info are required to issue payment.
Suggested Planning Timelines by Option
Select your chosen option to see what steps we recommend!
September – October
- Identify program location and what meeting spaces, resources, etc. are needed to operate the program. Examples include conference centers, churches, local business partnerships, etc.
- Find housing for attendees and staff.
- Every year, it’s a good idea to review your program’s website and update the information and pictures for accuracy.
- If you create a new webpage for your program and would like it highlighted on the Navigator’s Collegiate STP Page, please send the link to collegiate@navigators.org
- Typical Location Costs – Housing, food, cost of using event spaces, activity fees, and cost of supplies for the program (shirts, Bible studies, etc.)
- Extra Fees to Factor In
- 3% credit card fee for payment
- $1.50 per registration on Regfox
- Optional Registration Fee- This is not a requirement, but if you anticipate having some “front-end” costs, add this to the price after calculating the total cost per student.
November-February
- Many STPs have one form (Regfox, Google form, etc.) for an initial application and then later send out an additional Regfox to accepted participants to collect payments and any additional important info that they didn’t include on the initial application.
- A RegFox template is coming January of 2026 that you’ll be welcome to use for an initial application.
Please email collegiate@navigators.org by the end of January with your onboarding/fundraising option selection and points of contact for the program.
- After you start formally accepting program attendees, you can send them your final Regfox to collect program fees, fill out forms, etc.
- A RegFox template will available in January 2026 that you’re welcome to use!
- Please include the following if you didn’t include them on your initial application. These will all be included in the available template, so no need to reinvent the wheel!
- Cancellation Policy – Be sure to update the standard Navigator cancellation policy with the dates and refund amount that applies to your program. You can make any exceptions to this policy that you’d like, but we encourage you to at least put it in writing. This protects you from having to give someone a full refund if they cancel the day before your event.
- Liability Release/Consent to Medical Treatment
- Media Release
- Emergency Contact and their contact info
- Dietary Restrictions
- Ethnicity
- Year in School
- Needed ADA Accommodations
- Driver Authorization and Driver Training for anyone bringing a car to the program
- Any additional info you’d like to collect: shirt sizes, venue-specific liability forms, travel itinerary, roommate request, etc.
- For any questions about setting up or managing your RegFox, please reach out to navevents@navigators.org
- All contracts that need to be signed with a vendor or facility must be approved by CARM (Corporate Affairs and Risk Management). To do so, send CARM a draft of the contract (prior to being signed) to carmsupport@navigators.org
- Contracts should be submitted no later than 3 months prior to the start of the program.
March-May
- Prior to the start of your STP, you must get Meeting and Activity Insurance through the Navigator’s CARM Department. To do so, click here and complete all sections. Log in with SSO by using your login credentials that you use for NavOffice.
- For questions related to Meeting and Activity Insurance, please contact Cindy Caruso at carmsupport@navigators.org
Submit contract deposits or invoices to FSC Finance for payment at FSC.finance@navigators.org
If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org
- Email FSC.finance@navigators.org for a cash advance and provide the following information:
- Amount of cash advance
- Specific STP cost center to withdraw the money from (title and cost center number)
- Note:
- Submit request 2 weeks prior to the need.
- Only a salaried employee of the Navigators may request a cash advance.
- You must report all approved cash advance requests through a Workday expense report in a timely manner
During STP
- Honorariums to staff may be paid either to their bank account with their paycheck or transferred to their cost center – Be specific when you request
- Honorariums to non-staff will be paid by check or direct deposit (ask for form if desired) · Submit all honorarium requests to FSC.finance@navigators.org at least 2 weeks before the end of STP.
- Note that honorariums are subject to federal and state income taxes, which can affect your STP budget. If you want recipients to net the full amount of the honorarium, you should budget for covering the taxes, which is often 20-30%, depending on their income. For example, if you want staff to net $500 for an honorarium, you should budget $625 to account for approximately 25% taxes. To ask for staff to net the honorarium amount, you would ask Finance for a “gross up” bonus of the amount staff should net.
Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org
September – October
- Identify program location and what meeting spaces, resources, etc. are needed to operate the program. Examples include conference centers, churches, local business partnerships, etc.
- Find housing for attendees and staff.
- Every year, it’s a good idea to review your program’s website and update the information and pictures for accuracy.
- If you create a new webpage for your program and would like it highlighted on the Navigator’s Collegiate STP Page, please send the link to collegiate@navigators.org
- Typical Location Costs – Housing, food, cost of using event spaces, activity fees, and cost of supplies for the program (shirts, Bible studies, etc.)
- Factor in Student Pay – If students are working jobs during STP, consider:
- Are you expecting students to use money they make for food or play?
- What’s your expectation of how fundraised money is used compared to “take-home” money?
- Extra Fees to Factor In
- 13% “Nav Charge”
- 1% Kairos Fund
- 3% credit card fee on donations or payments (donors can choose to cover this when donating)
- Optional Registration Fee- This is not a requirement, but if you anticipate having some “front-end” costs, add this to the price after calculating the total cost per student.
November-February
- Many STPs have one form (Regfox, Google form, etc.) for an initial application and then later send out an additional Regfox with important forms/waivers and any additional info that they didn’t include on the initial application.
- A RegFox template is coming January of 2026 that you’ll be welcome to use for an initial application.
Please email collegiate@navigators.org by the end of January with your onboarding/fundraising option selection and point of contact for the program.
- After you start formally accepting program attendees, you can send them your final RegFox to collect liability waivers, fill out forms, etc.
- A RegFox template will available in January 2026 that you’re welcome to use!
- Please include the following if you didn’t include them on your initial application. These will all be included in the available template, so no need to reinvent the wheel!
- Cancellation Policy – Be sure to update the standard Navigator cancellation policy with the dates and refund amount that applies to your program. You can make any exceptions to this policy that you’d like, but we encourage you to at least put it in writing. This protects you from having to give someone a full refund if they cancel the day before your event.
- Liability Release/Consent to Medical Treatment
- Media Release
- Emergency Contact and their contact info
- Dietary Restrictions
- Ethnicity
- Year in School
- Needed ADA Accommodations
- Driver Authorization and Driver Training for anyone bringing a car to the program
- Any additional info you’d like to collect: shirt sizes, venue-specific liability forms, travel itinerary, roommate request, etc.
- For any questions about setting up or managing your RegFox, please reach out to navevents@navigators.org
- All contracts that need to be signed with a vendor or facility must be approved by CARM (Corporate Affairs and Risk Management). To do so, send CARM a draft of the contract (prior to being signed) to carmsupport@navigators.org
- Contracts should be submitted no later than 3 months prior to the start of the program.
Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org
- To be able to start the fundraising process, the Collegiate Office will need the following info to create donation pages.
- Cost Center(s) number(s) that donations will come into
- Estimated number of attendees
- Donation page description
- Donation page picture
- NOTE: Extensive info and video overviews about the fundraising process are available in this document from Michael in Advancement. Please read for more details!
March-May
Students complete final RegFox registration (e.g. sign media release/liability waiver, complete driver authorization, etc.)
STP Director/Admin will notify accepted students how to start fundraising. NOTE that extensive details on this process and video overviews are in this document from Michael in Advancement. Please read!
- The STP Director/Admin monitors the STP Cost Center(s) to:
- Monitor progress on funding
- Notify students which donors gave so that thank-you notes can be written.
- Since students fundraise into one or a small group of cost centers, donations must be tracked and linked to the correct students. This can be done in two ways:
- Automated Tracking with Appeal Codes: The STP can work with the Collegiate Office/Advancement to set up a process that uses appeal codes to automatically track donations. In this process, each student is assigned a unique code to use in their fundraising that will be attached to a weekly report sent to STP staff that shows all gifts given to each student via their code. More details about this process can be found in this doc, as well as video overviews. Due to coordination needed with Advancement, the Collegiate Office must be notified of your decision to use appeal codes by January 31st.
- Manual Tracking by STP Staff: If you don’t want to use the automatic appeal code process, STP staff can create a master spreadsheet of all student fundraising newsletter recipients, watch incoming donations in SFC, and manually track which donations go to each student.
Per Diems for Option 2 are paid by Cash Advances to Navigator Staff and are appropriate for one-off needs e.g. a special dinner out for team leaders etc. A Cash Advance allows Navigator staff to give cash to STP attendees to purchase a meal.
- Email FSC Finance at fsc.finance@navigators.org for a cash advance and provide the following information:
- Amount of cash advance
- Specific STP cost center to withdraw the the money from (Title and cost center number)
- Submit request 2 weeks prior to the need
- Note:
- Only a salaried employee of the Navigators may request a cash advance.
- You must report all approved cash advance requests through a Workday expense report in a timely manner
If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org
- Prior to the start of your STP, you must get Meeting and Activity Insurance through the Navigator’s CARM Department. To do so, click here and complete all sections. Log in with SSO by using your login credentials that you use for NavOffice.
- For questions related to Meeting and Activity Insurance, please contact Cindy Caruso at carmsupport@navigators.org
- STPs can set up their RegFox page to allow students to make payments for their program fees either instead of fundraising or to cover any remaining amount that they weren’t able to fundraise. A non-receiptable payment means that the funds will not be viewed as a donation and can only be paid by the student themselves.
- The RegFox template coming in early 2026 will include options for these payments depending on the needs of your STP.
- STPs will be responsible for tracking student payments and ensuring the appropriate funds are collected from attendees.
- If you need help setting up a non-receiptable payment option on your RegFox, email navevents@navigators.org
- Other Situations You Might Encounter:
- Friends or family may want to make the non-receiptable payment – Direct them to pay the student directly who will make the single payment on RegFox themself.
- Student has cash or check – Submit a check or money order using the Non-Receiptable Income Form found in NavCentral and mail it to HQ.
During STP
- Student Team Leaders and Program Assistants are the only individuals eligible to receive stipends.
- Stipends must be a minimum of $250 and max of $2500, rounded to the nearest $10.
- All stipends must be requested no later than 2 weeks prior to the end of the STP.
- To submit a stipend request:
- Have the recipient complete the online W9 submission form.
- Then have the recipient complete the ACH form and send a scan of it with your request to FSC.finance@navigators.org.
- Honorariums to staff may be paid either to their bank account with their paycheck or transferred to their cost center – be specific when you request.
- Honorariums to non-staff will be paid by check or direct deposit (ask for form if desired).
- Submit all honorarium requests to FSC.finance@navigators.org at least 2 weeks before the end of STP.
- Note that honorariums are subject to federal and state income taxes, which can affect your STP budget. If you want recipients to net the full amount of the honorarium, you should budget for covering the taxes, which is often 20-30%, depending on their income. For example, if you want staff to net $500 for an honorarium, you could budget $625 to account for approximately 25% taxes. To ask for staff to net the honorarium amount, you would ask Finance for a “gross up” bonus of the amount staff should net.
Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org
Contact List
Your main contacts for all questions related to STPs are Brittany and Elise in the National Collegiate Office. Email them at collegiate@navigators.org and they can either answer your question or find someone who can!
Other Contacts
RegFox Troubleshooting – navevents@navigators.org
Contracts, Insurance, Driver Authorization, Vehicle Accidents, Injuries – carmsupport@navigators.org