A sample of the Vestry/Bishop's Committee letter of support for the nomination of a candidate for postulancy.

Quarterly letters written to the bishop which provide an opportunity for reflection about academic, personal, and spiritual experiences. They are required for all postulants and candidates.

WHO writes Ember Day Letters?
Postulants, candidates, transitional deacons and curates (Ember Day Letters are required for a year after ordination).

WHAT an Ember Letter SHOULD include:
A total of 1-2 pages in length:
1-2 paragraphs on what is happening in your life; what you are doing, learning. 1-2 paragraphs of reflections on what is going on within you --
How you are changing, growing, learning developing into a priestly/diaconal person.

WHAT an Ember Letter should NOT include: Questions or information that relate directly to the process. These should be directed to your liaison and/or the Secretary for Vocations.

WHEN Ember Letters are Due:
Four (4) times a year at the Ember seasons:
The Wednesday, Friday, or Saturday after St. Lucy's Day (Dec. 13), Ash Wednesday, the Day of Pentecost, and Holy Cross Day (Sept. 14).

WHERE Ember Letters can be sent:
These must be sent to emberletters@ecww.org. Emails should have your name and the season and year in the subject line (for example John Smith Pentecost 2010).

WHY write Ember Letters?
So that your Bishop can develop a deeper relationship with you and have a clearer sense of who you are and how your discernment and formation process is going.

Deadline for Submission of Completed Postulancy Application: Holy Cross Day, September 14

Aspirants Retreat: 2024 Dates TBD (usually November), Huston Camp & Conference Center, Gold Bar, WA.

Link to Full Application: https://dioceseofolympia1551.formstack.com/forms/application_for_postulancy

An application may be submitted after a discerner has:

•  completed the Diocesan Phase 2 discernment process,
• the discerner’s Vestry/Bishop’s Committee has nominated the discerner for postulancy, and
• the Vestry/Bishop’s Committee has submitted that form to the Office of the Bishop, the discerner becomes a Nominee for Postulancy.

The application deadline is September 14, Holy Cross Day. This application is based on Episcopal church canons and material developed by the Diocese of Olympia to give a clear sense of the Nominee, their work, and call to ministry.

It is only necessary to submit the applications, letters, and other material listed in the application. Please do not submit any other material. If you do it will not be part of your file and neither the Commission on Ministry nor the bishop will read it.

To apply for postulancy, the nominee submits an application online, including the documents listed below which should be uploaded with the online application.

It is the responsibility of the nominee to ensure that all materials are complete and arrive on or before the deadline for submitting completed applications. Incomplete or late submissions may not be considered. Neither the Secretary for Vocations nor the Commission on Ministry is responsible for application materials that are lost or arrive late. Therefore, we highly recommend that you submit the full application and supporting documents using the online application.

Some guidance for completing your Application to Postulancy:

• You should review the full application as early as possible to ensure you are able to request all of the necessary supporting documents before the application deadline. A PDF of the full application for viewing can be found here.
• You may work on your application in stages using the “Save and Resume” Formstack feature. You will be asked to create an account to access your application after saving.
• Some of the application questions have a word-limit. We recommend that you prepare your responses in a Word processing document, utilizing the word-count tool, and pasting those responses into your online application.
• All supporting documents must be uploaded as PDF documents.
• If you do not have access to a scanner at home or with your sponsoring congregation, a free mobile app called “Genius Scan” is available for assistance with scanning documents that need to be uploaded to your application. The Office of the Bishop also has a scanner available to you, and is open Monday-Friday, 9:00am – 5:00pm.
  • “Genius Scan” on Apple
  • “Genius Scan” on Google Pay
• All letters should be addressed to the Bishop.

SUPPORTING DOCUMENTS INCLUDED IN THE POSTULANCY APPLICATION (to be gathered by the Nominee and submitted with the application)

• Financial Assessment to be completed by your spouse/partner. A Financials Assessment and a Financial Information & Worksheet are included as part of the application. Spouse’s/Partner’s of the Nominee are additionally asked to complete a Financial Assessment using this link.

• A letter of acceptance of the vestry/bishop’s committee nomination to postulancy and a request to be admitted to postulancy. This letter should be addressed to the bishop, should include a brief statement of what leads you to respond to your congregation’s nomination to postulancy. It must conclude with the following sentence: “I, (your name), in accordance with Canon III.6.3or III.8.3b (choose the relevant one), accept my nomination to the (diaconate/priesthood) as put forth by (congregation/community of faith name) and humbly request to be admitted to postulancy.” This letter should be no more than one page in length.

• Official transcripts from your post-secondary education. This includes the Nominee’s undergraduate and graduate work regardless of whether or not you have completed your degree(s). Official transcripts are available from your college or university’s registrar’s office.

• A statement of financial support from your congregation. This indicates the financial support of the Nominee's congregation of the expenses associated with postulancy (seminary support, professional fees, etc). You should have your Rector/Vicar/Priest-in-Charge/Sr Warden complete the form linked below, and return to you in order to scan and upload with your application.
  • Congregational Statement of Financial Support

• Letter of support from the Nominee’s clergy/leader exercising oversight. Please note this is a separate letter from the vestry/bishop’s committee letter. There is no limit to the length of the letter.

• Letter of support from the nominee’s vestry/bishop’s committee. In accordance with Canon III.8.3a this must be signed be two-thirds of the vestry/bishop’s committee and signed by the clergy/leader exercising oversight.
  • Template for Vestry/Bishop's Committee Letter of Support

• The letter from the nominee’s Phase 2 discernment group that was sent to the Vestry or Bishop’s Committee. This letter should identify the members of the discernment group and be signed by them. There is no limit to the length of the letter.

Next Steps

When the application, materials, and letters have been received, the Secretary for Vocations will confirm with the Nominee that their application is complete. The Bishop will review completed applications submitted and will invite applicants that they feel are called to the Aspirants Retreat at Huston Camp & Conference Center, Gold Bar. The Aspirants Retreat will include group activities and a series of interviews with the Commission on Ministry (COM). After the nominees depart, the Commission on Ministry will meet and discern each nominee’s call based on the application, experiences, and the interview. The COM will then submit their recommendations regarding each Aspirant to the Bishop. Admission to postulancy is granted solely by the Bishop, and nominees will be notified formally in writing by Epiphany.

Additional Note

While this is rare, when the volume of postulancy applications increases significantly, the Bishop might decide to invite some Nominees to a Spring meeting of the Commission on Ministry for consideration of their postulancy application. When there is an opportunity for a Spring conversation, the deadline for submitting the completed postulancy application for the Spring meeting would be Ash Wednesday. The same details noted above apply for this cycle.

A sample of the vestry letter of support for the nomination of a candidate for postulancy

Statement of financial support for a postulant from the congregation

Financial information and worksheet for postulancy work.

Financial assessment form used for postulancy work.

The content and process of a postulant's discernment for holy orders

Deadline for Submission of Completed Candidacy Application: Early May 2025

Candidacy Day: TBD

Candidacy is the final canonical phase of formation before ordination. The time frame from nomination to postulancy to ordination must be at least 18 months.

This application is based on The Episcopal Church canons and material developed by the Diocese of Olympia.

The nominee notifies the Secretary for Vocations via email that they intend to apply for candidacy. The nominee gathers the following documents, listed below, and mails them together (that is, as a package) to Diocese of Olympia, Attn: Vocations, 1551 Tenth Ave E, Seattle, WA 98102. Materials may also be emailed to the Secretary for Vocations (tmay@ecww.org). If those writing letters of support prefer to send their documents directly, they may do so to the same address.

It is ultimately the responsibility of the nominee to ensure that all materials are complete and arrive on or before the deadline for submitting completed applications. Neither the Secretary for Vocations nor the Commission on Ministry is responsible for application materials that are lost or arrive late in the mail. Therefore, it is highly recommended that you submit this package of material through certified or registered mail, use “read receipts” and reach out for confirmation if sending via email.

All letters should be addressed to the Bishop.

Application for Candidacy.

• Application - Candidacy for the Vocational Diaconate
• Application - Candidacy for the Priesthood

Letter from applicant addressing issues raised at postulancy. Please refer to the letter from the Bishop admitting you to postulancy. This letter should address any issues or concerns that were raised in that letter or in subsequent communications with the Bishop.

A letter of support from the nominee’s vestry/bishop’s committee. In accordance with Title III, Canon 6, Sec. 4 (a) (2) /  Title III, Canon 8, Sec. 4 (a) (2), this must be signed be two-thirds of the vestry/bishop’s committee and signed by the clergy exercising oversight.

• Template - Vestry/Bishop's Committee Letter of Support

Report from seminary or similar program. The seminary should prepare an evaluative report of your progress and make a recommendation concerning your ordination.

CPE Supervisor’s Report.

CPE Personal Reflection. Please include the dates and location of your training at the top of your reflection.

Field Education Supervisor's Report.

Field Education Personal Reflection. Please include the dates and location of your training at the top of your reflection.

Ember Letters. Each Postulant or Candidate for ordination shall communicate with the Bishop by letter, four times a year, in the Ember Weeks, reflecting on their academic experience and personal and spiritual development. More information and submission instructions may be found here.

Background Checks, Exams, and Training (within 36-months prior to ordination):

• Oxford Background Check: Done by Office of the Bishop once made a candidate. Check with the Secretary for Vocations for status. (You are responsible for the full payment of your background check. Background checks typically cost between $300-$600 depending on your education and work history.) You can fill out the form here.

https://dioceseofolympia1551.formstack.com/forms/clergy_background_check_requesthttps://dioceseofolympia1551.formstack.com/forms/clergy_background_check_requesthttps://dioceseofolympia1551.formstack.com/forms/clergy_background_check_reques

• Medical Exam: This is simply a comprehensive physical exam that can be conducted by your primary care provider. The primary care provider of your choice should complete the Church Pension Fund (CPF) form and send it to the Secretary for Vocations.​ (You are responsible for the full payment of your medical exam. Your medical exam should, hopefully, be covered by your medical insurance.)
  • CPF Required Medical Examination Form

• Psychological Exam: After being named to postulancy, you will be asked to complete a comprehensive psychological examination. You will be asked to complete forms, the Behavioral History Questionnaire (BHQ), and the Life History Questionnaire (LHQ), provided by the CPF, undergo testing, and meet with a psychologist designated by the diocese. The results of this examination are confidential and are only read by the bishop. (For the initial psych exam, the diocese will pay for one-third of the cost. You and your congregation are responsible for the remaining two-thirds. The current average cost is estimated to be $1500-$1800.)
  • Contact Matthew S. Percy, Psy.D., Samaritan Center of Puget Sound,MPercy@samaritanps.org to schedule your exam.
  • Behavior Screening Questionnaire (BSQ)
  • Life History Questionnaire (LHQ): This questionnaire was designed by the Church Pension Fund, and asks a series of detailed questions about your personal life, including family history and relationships, alcohol and drug use, and sexual activity. This exam is confidential, and is seen only by the psychologist. It is not delivered, nor seen by anyone on diocesan staff.

• Canonical Competency: The exam process will depend on Order and prior training. You should be in touch with the Secretary for Vocations to complete Competency Exams.

• Financial Planning: Financial Planning appointments can be made by contacting Ardeth Hollo at ardeth@hollocoaching.com or 206-295-1202. (The diocese will pay for one-half of the cost and you are responsible for the remaining half. The cost for the review ranges from $250-$350.)

​

• Safe Church Training: Certificates of completion of Safe Church training are required for all being ordained in the Diocese of Olympia.  Alternatively, the trainings may be taken online here.

• Anti-Racism Training: The Rev. Canon Carla Robinson will be doing this training via Zoom. The date is TBD

• Title IV Training: Title IV training is offered just once in the spring. Postulants will be notified when that is scheduled. We have been doing this jointly with the Diocese of Spokane, Eastern Oregon, and Oregon.

Next Steps

When all materials, and letters have been received, the Secretary for Vocations will confirm with the applicant for candidacy that their application is complete. The Bishop will review completed applications submitted on or before the deadline and will invite the strongest applicants to the meet with the Commission on Ministry. The applicant for candidacy will engage a series of interviews with the Commission on Ministry (COM). After the applicant departs, the Commission on Ministry will meet and discern each applicant’s call based on the application, experiences, and the interview. The COM will then submit their recommendations regarding each applicant for candidacy to the Bishop. Admission to candidacy is granted solely by the Bishop, and all applicants will be notified formally in writing.

Life history questionnaire from Church Pension Fund for applicants for postulancy.

Behavior Screening Questionaire from the Church Pension Fund

Medical exam form for postulancy applicants from Church Pension Fund

A sample Vestry/Bishop’s Committee Letter of Support for Candidacy

This completed form for candidacy for the diaconate is submitted with a letter from the applicant addressing issues for discernment raised at the time of postulancy

This completed form for candidacy for the priesthood is submitted with a letter from the applicant addressing issues for discernment raised at the time of postulancy

A document that is filled out by congregations concerning financial support of their candidates for Holy Orders.

A checklist for financial assessment

The financial information and worksheet that is to be completed as part of the vocation process

A list of frequently asked questions concerning the process of discernment for vocation.

A collection of terms that are used to describe various parts of the discernment process for Holy Orders.