Global Mission Team Leader Manual by Baylor Spiritual Life

Guatemala Line Camp 2019

TEAM LEADERâ&#x20AC;&#x2122;S MANUAL Updated 08/06/2019

Rebecca A. Kennedy, Assistant Dean for Spiritual Life & Missions 254-710-3791 (work); 254-749-3807 (cell) Rebecca_a_kennedy@baylor.edu Jennifer Crosslin, Administrative Associate 254-710-3996 (work) Jennifer_crosslin@baylor.edu Polly Flippin, Budget Coordinator 254-710-7424 (work) polly_flippin@baylor.edu Jill Hatcher, Assistant Director for Global Missions â&#x20AC;&#x201C; Operations 254-710-4429 (work); 254-227-3840 (cell) Jill_hatcher@baylor.edu Codie Robinson, Project Coordinator 254-710-3595 (work) Codie_Robinson@baylor.edu

The content of the Baylor Missions Team Leader Manual is the result of over ten years of research, collaboration and input from key leadership and stakeholders who have invested their lifeâ&#x20AC;&#x2122;s work in the development of this project. Adaptation, reference, reproduction and/or distribution of this material is highly encouraged as faith-based higher education institutions learn from and are inspired by one another. We appreciate proper citation of our work. Please contact us for further dialogue and opportunities to partner.

Team Leaders, Thank you for your investment in the spiritual formation of our students. I do not take it for granted that you will sacrifice time, energy, and resources to take on this endeavor, and I will commit to do the same. In the weeks and months ahead, we will have many opportunities to plan, pray, and prepare together. I encourage you to take full advantage of these opportunities and all available resources. One valuable resource is this team leader’s manual. Our staff has spent many hours researching and creating this tool for you. We have combined our collective knowledge and experience with outside sources to provide you with a “go to” guide as you plan and implement your trip. For all questions, concerns, or ideas that are not included in this manual, please feel free to contact our staff. We are here to serve you as we all serve our students. Please know that I am praying for you and with you as you lead students on this life-changing adventure. Your partnership is invaluable and our vision could not be accomplished without your help. Blessings, Rebecca A. Kennedy Assistant Dean for Spiritual Life & Mission

OFFICE OF SPIRITUAL LIFE I Global Missions One Bear Place #97013 • Waco, TX 76798 • (254) 710- 3517

Table of Contents Section 1: Expectations ............................................................................................................... 5 Purpose ............................................................................................................................................... 6 Guiding Principles ................................................................................................................................ 7 Learning Goals and Outcomes.............................................................................................................. 8 The Role of a Team Leader ................................................................................................................... 9 Baylor Missions Team Leader Grant Covenant ................................................................................... 12 The Role of a Student Leader ............................................................................................................. 13 The Role of Baylor Missions ............................................................................................................... 14 The Non-Negotiables ......................................................................................................................... 15

Section 2: Planning ................................................................................................................... 17 Global Partner Development ............................................................................................................. 18 Student and Guest Policies ................................................................................................................ 19 Publicity and Recruitment Policies ..................................................................................................... 19 Travel Policies .................................................................................................................................... 23 Financial Policies................................................................................................................................ 26 Budget Policies .............................................................................................................................................26 Trip Payment Policies....................................................................................................................................26 Baylor Policy on Donations to Outside Organizations ....................................................................................27 Baylor Disallowed Purchases Policy...............................................................................................................27 Donations and Payments ..............................................................................................................................29

Section 3: Preparations ............................................................................................................ 31 Preparing to Go ................................................................................................................................. 32 Making Trip Plans .........................................................................................................................................32

Helping Students Prepare .................................................................................................................. 35 Support Raising 101 and Missions Summit ....................................................................................................35

Section 4: The Final Countdown ............................................................................................... 37 The Final Countdown ......................................................................................................................... 38 Finalizing the Itinerary ..................................................................................................................................38 Team Leader Trip Notebook..........................................................................................................................38 Tickets and Documents.................................................................................................................................38 Airport Procedures .......................................................................................................................................39

Section 5: Emergencies ............................................................................................................. 41 Section 6: Reflection and Debriefing ........................................................................................ 43 Debriefing.......................................................................................................................................... 44 Coming Home .................................................................................................................................... 44

Uganda Accounting and Business 2019

Section 1: Expectations

Purpose As part of the Office of Spiritual Life at Baylor University, our mission at Spiritual Life is to nurture theological depth, spiritual wholeness and missional living in the students, staff and faculty of Baylor University. We do this by offering integrated formational programming, transformative missional experiences, competent pastoral care and worship that is responsive to the Christian tradition and sensitive to the culture. The purpose of Baylor University Missions is to shape Baylorâ&#x20AC;&#x2122;s faithful engagement with Waco and the world by creating intentional opportunities to integrate faith, learning and practice within a broad Christian worldview. These missional experiences allow our students to reflect on how God might use the knowledge and skills they gain here at Baylor to make a difference in the world. It also provides incredible venues to experience and learn from a different culture and to be a part of what God is doing in and around the world.

Guiding Principles At Baylor Missions, we believe that we can participate in God’s Kingdom work through our work, by both finding situations that utilize our specific skills as well as living out the Christian life every day in the classroom, workplace and community, wherever that may be. As we consider mission projects, global partners, and team leaders, we use the following principles to guide our decisions: 1. Discipline-Specific Missions • We focus primarily on a discipline-specific approach to missions as it helps our students understand how they can use their specific strengths and passions in service of Christ and the world. 2. Global Partners • We work in relationship with global partners, those individuals or organizations that help lead the way to meet the needs of their community. 3. Long-Term Commitment • We will commit 3-5 years of working alongside global partners to address a particular issue or project (i.e. an engineering team that builds a solar grid for a hospital in Haiti or an interdisciplinary team that focuses on food security in Washington, D.C.). 4. Reciprocity • It is our goal to create a shared experience where everyone benefits. It is our intent to learn from other cultures and share with them our knowledge, resources and care. 5. Reflection/Integration • We believe it is our responsibility to ensure that all students have multiple outlets for reflection on their experience. It is our hope that through this reflection process, we are helping our students integrate this experience into their daily lives and future vocation.

Learning Goals and Outcomes Learning Goals Baylor Missions seeks to educate students about vocation as mission, Christian responsibility, and the practice of intentionality. We help students: 1. Practice intentionality within the context of their mission experiences. 2. Apply the practice of Christian responsibility to their mission experiences. 3. Discuss the concept of vocation as calling.

Learning Outcomes We want those who participate in Baylor Missionsâ&#x20AC;Ś 1. To understand the nature of the Missio Dei (the mission of God) and how they can participate in this through global mission projects. 2. To have a greater understanding of what it means to use oneâ&#x20AC;&#x2122;s vocation and calling to impact the world for Christ. 3. To understand that we have a responsibility to love and care for our global neighbors. 4. To gain a healthy respect for local ministers and their ability to enculturate the gospel and minister within their community. 5. To reflect and integrate their experience on the trip so that they can better understand the holistic nature of missions. 6. To share their story, both at Baylor and in the community, that others might learn and be transformed by this experience as well.

The Role of a Team Leader This manual will serve as a guide and resource for you, the team leader, as you plan and prepare to go on a discipline-specific mission trip. Our approach has been to provide as much detail as possible so that you can utilize what you need when you need it. Each of the following items is dealt with in detail in the subsequent chapters. This list is thorough, but certainly not exhaustive. Team Leaders and co-leaders are both committed to the purpose, guiding principles, learning goals and outcomes of Baylor Missions as described on the previous pages. They are especially attentive to the growth of the students and the global footprint left by the team. They work collaboratively with the global partner and Baylor Missions to develop a project in which the students and the community witness the love of God and the love for one another. The Team Leader is the primary lead for the team and is largely responsible for team recruitment, project management and reporting to Baylor Missions. Team Leaders must have experience as a leader on a previous Baylor mission trip and their academic discipline must connect to the trip purpose and project and/or to the student group. Student, peer and global partner evaluations will be considered for approval for future trips. Team co-leaders provide a vital supporting role to the team leader and to the team. Team coleaders may be a first-time international traveler. They may or may not intend to serve as the Team Leader in the future. Their academic discipline must connect to the trip purpose and project and/or to the student group. Student, peer and global partner evaluations will be considered for approval for future trips. Team Leader Criteria includes: - Academic discipline is connected to trip purpose and project, and/or student group - Full-Time, Exempt Status - Previously served as a co-leader - Personal travel abroad - Willing and able to: o understand and operate within financial budgets o facilitate reflection from both a spiritual and social integration standpoint o complete all the trainings o recruit students o organize and lead a minimum of five team meetings o cover personal passport fees, immunizations, and other personal expenses not included in the trip cost - Affirms: o commitment to Baylor Missionsâ&#x20AC;&#x2122; learning goals and outcomes and guiding principles o work with and listen to global partner

Co-Leader Criteria includes: - Academic discipline is connected to trip purpose and project, and/or student group - Willing and able to: o understand and operate within financial budgets o complete all the trainings o cover personal passport fees, immunizations, and other personal expenses not included in the trip cost - Affirms: o commitment to Baylor Missionsâ&#x20AC;&#x2122; learning goals and outcomes and guiding principles o work with and listen to global partner In General, Team Leaders: - Desire to see students discover a sense of vocation as mission - Are committed to the philosophy and vision of Baylor Missions as a part of the mission of Baylor - Are an integral part of the planning process - Complete BearsAbroad application, signature documents and medical forms Specifically, Team Leaders: - Work with Baylor Missions to determine the emphasis of their specific team - Are knowledgeable of the various policies and procedures for trip planning o All mission trip policies and procedures, as well as trip leader resources such as timelines, planning tools, and submission materials are available at www.baylor.edu/missions/leaders - Work with the Assistant Director of Operations to submit trip proposal - Recruit, interview and approve students - Hold regular team meetings and prayer times (recommended at least five meetings before departure) - Prepare students as a team for the mission experience - Ensure team members are keeping up with deadlines - Formulate an itinerary for the trip - Support and challenge students before, during, and after the trip - Develop debriefing activities for the students throughout the trip and upon return - Provide a trip summary to Baylor Missions Attend Required Workshops: - Baylor Missions Team Leader Orientation - Leadership Lab (required for leaders who have led 3 trips or less) - Missions Summit - Cash Advance Workshop

Important Things to Know: - Every team leader must be approved by the Assistant Dean of Spiritual Life and Missions. - A minimum of 12 students is required for each team. Exceptions must be approved by the Assistant Dean. - The trip cost for leaders is covered by a Baylor Missions Team Leadership Grant. Expenses to be covered by the leaders personally include: passport, personal items, souvenirs, immunizations and medical expenses. Things to Consider: - Have you spoken with your family and considered other personal commitments before deciding to go? - Have you spoken with your chair and/or dean to get approval? - Do you have time to plan a trip and attend all the required meetings? - Do you already have contacts and projects in mind for your trip? - Will students be able to receive course credit for the trip? If so, prior approval by the Assistant Dean and a separate approval process through CGE are required.

Baylor Missions Team Leader Grant Covenant Baylor Missions would not exist without you. We know that you lead mission trips with us because you feel called by God to engage, along with students, in transformational, faithinformed engagement around the world. We do, too. Just as you commit to excellence every day in your department, we commit to excellence in our program. We strive to be a community on campus that supports holistic kingdom engagement, provides resources to engage spiritual reflection, and empowers missional living. We commit to serve with you as we serve our students. By receiving the Baylor Missions Team Leadership Grant, we ask you to commit to completing the requirements of all Team Leaders (see below). Baylor Missions Team Leader Roles and Responsibilities • Work with Baylor Missions to determine the strategic direction of your trip • Adhere to all Baylor travel policies and procedures • Actively participate in Baylor Missions team leader workshops and online training courses • Submit trip proposal through BearQuest, including meeting with the Assistant Director of Emergency Management and Global Preparedness • Meet with Baylor Missions staff to approve budget prior to posting trip cost and stay within budget • Recruit, interview and approve team members • Hold regular team meetings and prayer times to prepare students as a team for the mission experience • Submit a final itinerary • Attend Baylor Missions Summit with your team • Ensure that all travelers comply with Baylor policies and procedures, including student code of conduct, during the trip • Be intentional with reflection and debriefing conversations during the trip and upon return • Complete a post-trip summary for Baylor Missions By agreeing to lead a Baylor Missions team, I commit to complete all roles and responsibilities of Missions Team Leaders. Should I be unable to fulfill these requirements, I understand that I will be responsible to repay Baylor University for expenses incurred.

________________________ Signature

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The Role of a Student Leader A Student Team Leader represents the student organization and serves as the logistical lead as needed in conjunction with the faculty/staff team leaders and the global partners. The student leader may take on the primary role for team recruitment, project management and reporting to Baylor Missions. The student leader also works alongside the faculty/staff team leaders who are the official representation for Baylor University and who are ultimately responsible for the team. Thus, student leaders and faculty/staff leaders should have a thorough discussion to define responsibilities for recruitment, project management, global partner communications, reporting to Baylor missions, team communications, team meetings, and other trip components, as needed. This following list of expectations for student leaders is thorough, but certainly not exhaustive. In General, Student Leaders: - Desire to discover a sense of vocation as mission and see their peers do the same - Are committed to the philosophy and vision of BU Missions as a part of the mission of Baylor - Actively collaborate with the faculty/staff leader and BU Missions in the planning process Specifically, Student Leaders: - Must attend required Student Org Leader Trainings - Regarding Faculty/Staff Leaders: o Work with Baylor Missions to recruit faculty/staff leader (2 for International, 1 for Domestic) o Include faculty/staff leaders in all team meetings and communications o Recognize faculty/staff leaders as the official representation of Baylor University for guidance in planning and carrying out projects in country o Work with faculty/staff leader to submit trip proposal through BearQuest o Formulate an itinerary with the faculty/staff leader for the mission experience - Regarding Student Team Members: o Prepare students as a team for the missions experience through planning, advertising, and attending regular team meetings and prayer times for trip participants o Ensure student team members are keeping up with deadlines set by BU Missions o Support and challenge students before, during, and after the trip o Plan and participate in debriefing activities with the team upon return - Will be knowledgeable of the various policies and procedures for trip planning - Will be knowledgeable of trip leader resources such as a team leader manual, timelines, planning tools, and submission materials are now available at www.baylor.edu/missions/leaders - Follow and enforce Baylor Code of Conduct and BU Missionsâ&#x20AC;&#x2122; expectations

The Role of Baylor Missions As you have read the list of expectations and responsibilities, please know that it is the desire of Baylor Missions to support, guide and serve you, the faculty, staff and student team leaders, as you undertake this monumental task. Baylor Missions will: -

Identify and approve all mission projects according to our guiding principles Obtain approval for trips according to Baylor travel policy Approve all team leaders, volunteers and guests Set up the BearsAbroad application site (Baylorâ&#x20AC;&#x2122;s travel database) Work with team leaders to plan positive mission experiences Publicize and provide general recruitment for all teams Be responsible for all financial decisions Assist team leader in planning logistics: travel, housing, food, transportation, etc. In some cases, the team leader, because of his/her experience in this location, may be more hands-on with planning logistics. Inform every student of Baylorâ&#x20AC;&#x2122;s cell phone policy for international travel Provide support and resources for team building, fundraising, itinerary planning, etc. Communicate all deadlines, policies and procedures as clearly as possible Provide cultural and spiritual orientation for all participants Provide information to students and leaders about required and recommended vaccines Offer help in planning debriefing activities upon return

This list is thorough, but certainly not exhaustive. Some items may not always be applicable based upon the needs and environment of any given leader, team or location.

The Non-Negotiables Baylor Missions collaborates with many constituencies in planning trips. It is necessary to establish policies and procedures that will streamline the process and allow us to use our resources and staff in the best and most efficient manner possible. Because of the desire to be good stewards of the resources available and to be consistent with every staff member, faculty and student involved, the following is a list of non-negotiables. In order to participate in a Baylor mission trip, you, the team leader, must be willing to comply with these items:

1. Baylor Missions works with each leader to determine the overall trip cost. Please do not

quote a cost to students unless it has been confirmed through our office. We cannot honor misquotes given by a team leader.

2. Our office assists with group travel arrangements. These include but are not limited to:

airline tickets, buses, cars, rail tickets, hotels, housing, and food. Our office is receptive to recommendations made by team leaders but we are fiscally responsible for all financial decisions. Thus, we cannot accommodate personal preferences. If approved, Team members requiring alternate travel dates must make their own arrangements. Baylor is not responsible for those traveling separate from the team.

3. Fundraising policies are set by Baylor University. Money paid by an individual traveler

is considered a payment. Payments are not tax-deductible. Money given to a team or program may be considered a donation. Donations are processed through the Baylor Gift Office. All donations received will be used at the discretion of the Assistant Dean. The donor may receive a receipt for tax credit. Leaders will receive financial updates regarding students that have not met payment deadlines.

4. Team meetings are a vital part of our missions program as they allow the team to bond.

Plan your project at meetings, but also form a plan to prepare your students intellectually, socially, emotionally, and spiritually for this venture. We encourage bimonthly meetings. During busy times that may not be feasible, so we encourage you to at least be in contact by email (and/or group chat) and to meet with them at least five times before departure.

5. Programming funds are built into individual trip costs. If your team requires more funds

than this allotment, it is up to the team to raise those funds. Baylor Missions Budget Coordinator must be contacted immediately of any financial needs outside of budgeted trip costs. If the expense is approved and time allows for a fundraising event, please note that the funds raised above the required amount will be at the discretion of the Assistant Dean of Spiritual Life. Contact the Assistant Director for Missions Operations for more information. (Ex: A pre-med team realizes that they did not budget for supplies the

partner expects the team to bring and contacts the Budget Coordinator to discuss their options.)

6. Attendance at the Cash Advance Workshop and Materials Pick Up is required for all team leaders. Attendance at Baylor Missions Leadership Lab is required for those who have led less than three trips.

7. All team leaders are required to review the video training session in order to learn how

to review student applications. Team Leaders must submit their team roster to Baylor Missions upon the due date so that students will receive timely notifications. (Video Tutorials are found at: https://www.baylor.edu/missions/index.php?id=868496)

8. Attendance at Missions Summit is required for team leaders and every trip participant. The dates are set at the beginning of the fall semester. Please ask your students to put this on their calendar.

9. All Baylor participants must abide by Baylor Campus Policies as the mission location and

activities are considered to be an extension of Baylorâ&#x20AC;&#x2122;s campus. This includes, but is not limited to, a zero-tolerance policy in regards to the consumption of alcohol by faculty, staff and students. Faculty and staff violations and/or failure to report student violations of the Student Code of Conduct may require follow-up with appropriate campus representatives.

Japan Urban Food Projects 2019

Section 2: Planning

Global Partner Development Baylor Missions will work with the team leader and Risk Management to fully vet the location and global partner(s) suggested by the team leader or student organization. Locations and global partners must be approved prior to submitting the Bear Quest trip proposal. o We work directly with Baylor General Counsel, Risk Management and the Center for Global Engagement to ensure every location is safe and appropriate for our students. o We utilize the U.S. Department of State, the Center for Disease Control as well as WorldCue (a 3rd party global risk management team) to research every location, and we are provided with a safety and security report that is in turn reviewed by the above offices. Trip approval is based upon this report and other factors. Should any significant changes be made after the trip proposal has been approved, it must be resubmitted for review and approval. https://secure.worldcue.com/UserManagement/plannerLogin/redirect.htm?username=baylorplnr Established partnerships may be fast-tracked to approval while new partners and locations need to complete a two-year evaluation process. In Year One, Baylor Missions and Risk Management will vet the location and partner in conjunction with the faculty team leader or student organization. Upon approval, the Bear Quest proposal may be submitted for the trip to be carried out in Year Two. A strategic plan to launch and promote the trip will be designed in collaboration with Baylor Missions. In Year Two, following a successful recruitment of a full team and completion of the trip, a full evaluation of the trip will determine next steps. Global partners and geographic locations will be evaluated according to the following measures: Global Partner (Lodging, Nonprofits, Project partners, etc.): - Long-term presence in the community - Collaboration with local community - Defined project and expectations - Capacity to meet Baylorâ&#x20AC;&#x2122;s safety and security requirements - References from Baylor connections and/or reviews by others - Ample space to house students and faculty in separate facilities - Adequate bathroom and shower facilities - Ability to complete Baylor Vendor Paperwork - Financial resources to support planning stages until funds are received from Baylor - Willingness to comply with any safety and security restrictions required by Baylor Geographic Location: - Location meets Baylorâ&#x20AC;&#x2122;s safety and security requirements - Clean water and safely prepared food available at all times - Adequate transportation routes - Approved Medical Resources reasonable accessible

Student and Guest Policies Baylor students are eligible to apply to a mission trip as long as they are actively enrolled as a full-time student at Baylor University and are in good standing. Baylor Missions will advise team leaders of any student applicant who is under the care of Student Conduct so that the best decision may be made. Graduating seniors may participate in the trip that takes place within the week of their graduation and submit the student trip cost. However, if the student has graduated more than a week prior to departure, they will be considered a guest of the team and will be responsible for the full cost of the trip. Non-Baylor participants or guests are sometimes necessary for the success of the specific project. For example, a pre-med or nursing trip might require certified medical professionals to join the team to staff a clinic. Team leaders may propose adult guests and/or minor children (between the ages of 14-17) for approval by submitting a Guest Request Form. Please note that Baylor may not approve minors to travel with the team based on the responsibilities of the childâ&#x20AC;&#x2122;s parents on the team and trip location. All guests and minor children must be vetted and approved by Baylor Missions before a formal invitation may be extended. This process must be completed before Payment #1 as our airfare reservations are connected to this due date. No guests may be added after Payment #1. All guests must pay the full cost of the trip. Trip costs cannot be broken down for partial travel or other specifications. The only exception would be if the flight plan is a great burden on the guest due to proximity to their home, then the guest may book their own flight and the cost of the trip will be reduced by the amount of the flight.

Publicity and Recruitment Policies Baylor Missions has a limited budget set aside for the general publicity of all mission trips. Thus, we will be marketing for all mission trips in the following ways:

General Program Awareness Baylor Missions will promote the missions program in a variety of ways in order to raise awareness among the student population: - Chapel programs - Mission Fair - Print Articles - General Interest Meetings - Alumni Events - International Education Week - Dr. Pepper Hour - Website and Social Media

General Interest Meetings -

Baylor Missions will conduct general interest meetings during the fall semester to recruit students for all teams. We will publicize this event throughout campus. We encourage individual teams to hold at least two interest meetings independently during the fall. Baylor Missions will help promote these events if you send us your information.

In addition to the publicity that Baylor Missions offers, we highly recommend that team leaders do their own recruitment within their department or area of influence. This is by far the best way to reach students. This can be done in several ways: 1. 2. 3. 4. 5. 6.

Individual relationships and conversations with students Make announcements in your classes Recruiting through clubs or student organizations related to their major or field Flyers and posters posted within the department Interest meetings within the department Asking colleagues to make announcements in their class on your behalf or to allow you to visit 7. Asking former trip participants to help with recruitment *if you need assistance designing flyers, our Baylor Missions staff is happy to provide you with promo material specific to your team. Please submit request at least two weeks prior to date needed to allow time for creation and printing.

Team Interest Meetings Interest meetings are a great way to recruit team members and get the word out about your trip. Here are some things that will help you plan an interest meeting for your trip. If you have already had a general interest meeting, consider having another meeting with those who have shown interest in order to cover more specific details. Things to do: -

Set a date, time and location Advertise: posters, department-wide e-mail, and call or talk with students you know will be interested Have past participants help you organize and present positive stories and experiences at the meeting Have snacks Prepare a brief info card or fact sheet about the trip, country, project, etc. Gather pictures and souvenirs to display. The more you can paint a picture of what the students will experience the better. Provide students with timeline and payment information so they can talk with their parents. 20

Sample Info Card:

Kenya 2019 Ministry Team Leader: Betty Baylor Project: Ministry to school children and educational professionals at Naomi’s Village Dates: May 15-29th Cost: $XXXX; Payments due on Dec 1, Jan 1 and Feb 1 Application Deadline: November 19th www.baylor.edu/missions/global(or specific site) Contact: Betty_Baylor@baylor.edu for more information

Sample Agenda (Feel Free to Be More Creative): Mix and Mingle – Students grab a snack, talk and look at pictures of the project Welcome and Introduction – Introduce yourself, any past participants, student leaders, etc. Introduce the WHY – Why missions and how does it relate to their vocation and calling. Feel free to utilize the information on our website at www.baylor.edu/missions. *there will be an individualized website for each team; ex. www.baylor.edu/missions/ghanaedu The Project – Talk about the ministry plan, what students will be able to contribute, and how it will benefit the overall project as well as impact the community The Commitment – Give the details: - Dates of trip, where will you stay, what will you do, what will you eat? - Total trip cost and what is included within that cost; Payment schedule - How to apply (give them your website info which will redirect them to BearsAbroad for the official application) - Passports and Visa Info (Encourage students to apply now for passports! Provide visa info, if needed.) - Fundraising Plan and Ideas (team and individual) – lots of info on missions website! Personal Stories –Have past participants and leaders share personal stories. After the shock of costs, fundraising, passports, etc., this will bring the meeting back to the point- the benefit both for students and for those the team will serve. Q and A – Allow students to ask you and past participants questions about the trip

Conclusion – Have a short time of prayer as students consider participating in this project FOLLOW UP! – Make sure to get contact info for any student who showed interest and actively follow up with them!

Participant Application Process and Policies

Team Leaders will use BearsAbroad to enter their own information into the system, as well as use it to review all student applications. All team members must complete an online application, including team leaders. These applications provide us with important contact and general information for each trip participant to register team members in the university’s travel system. The application form can be found by using the link on the team webpage or at http://BearsAbroad.baylor.edu. Team Leaders should be the first person to complete an online application so that they will be able to assist students. All team leaders should screen their own applicants. In addition to reviewing applications, it is also recommended to interview final candidates in order to select those best suited to be a part of your team.

Application Checklist -

Direct students to www.baylor.edu/missions in order to find the link for the online application on your team’s webpage (under International/Domestic Missions)

As a team leader, you will have access to your students’ online applications through BearsAbroad. BearsAbroad video trainings will provide information on how to access these applications. Trainings can be found at https://www.baylor.edu/missions/index.php?id=868496

Important dates for applications, financial deadlines, paperwork, etc. will be listed on each individual’s BearsAbroad account, as well as on the Missions website www.baylor.edu/missions/deadlines

In addition to the online application, many team leaders choose to interview (formally or informally) students that show interest. This is not a requirement, but a best practice. This can be done as individuals or groups. But don’t wait until the last day to do so!

Selections of team members should be made on or before the team selection deadline. Utilize the BearsAbroad system to access applications for review. Using a roster provided to you via email from Baylor Missions, note student status: approved, waitlist, or rejected. Then, email your finalized team roster to Baylor Missions according to the due date.

Travel Policies In addition to adhering to Baylor Universityâ&#x20AC;&#x2122;s travel procedures and policies, team leaders are expected to abide by the additional Baylor Missions Travel Policies. These have been designed to protect the financial investments of students, donors and the University from unnecessary financial liability. A copy of these policies will be provided to each participant via BearsAbroad and is available online at www.baylor.edu/missions.

Travel Policies -

Baylor Missions will assist in coordinating travel arrangements which may include flight, ground transportation, lodging, excursions, rail tickets and airport transfer. Our office is receptive to recommendations made by team leaders but we are fiscally responsible for all financial decisions. Thus, we cannot accommodate personal preferences.

Domestic Ground Transportation: Rental vehicles will be arranged by Baylor Missions. All drivers must be at least 21 years old and approved through Baylorâ&#x20AC;&#x2122;s Approved Driver Process.

Air Transportation: One flight itinerary will be established for each team. While Baylor Missions welcomes the input of team leaders, the final decision on flight arrangements will be at the discretion of Baylor Missions in consideration of safety, budget and University travel policies.

Student Separate Air Travel: Baylor Missions strongly advises against students traveling separate from the team. In some cases, a student drop from the airfare contact may jeopardize the entire reservation. Before Payment #1, students may request approval for separate travel. If the separate travel request is approved, the student must book and pay for their travel on their own. Baylor Missions will not book any travel outside of the single group itinerary established for the team. No alternate travel requests will be received after Payment #1. Team Leaders are not able to approve these changes. If you have a student who is requesting separate travel, please email the Assistant Director for Operations and the Budget Coordinator who will provide the student with a form that the team leader must sign and submit. This form must be submitted before Payment #1 to Baylor Missions Budget Coordinator and Assistant Director of Operations.

International Travel Extensions: Before Payment #1, requests to extend travel for international locations will only be considered with proof of internship or immediate family travel plans. If the extended travel request is approved, the student must book and pay for their travel on their own. Baylor Missions will not book any travel outside of the single group itinerary established for the team. No extended travel requests will be considered after Payment #1. Team Leaders are not able to approve these changes. If you have a student who is requesting separate travel, please email the Assistant Director for Operations and the Budget Coordinator who will provide the student with a form that the team leader must sign and submit. This form must be submitted before Payment #1 to Baylor Missions Budget Coordinator and Assistant Director of Operations.

Processing Fee for Student Individual Changes to Flight Itinerary: If a requested change is approved by Baylor Missions, students will incur a $75 Processing Fee which will be added to their trip cost. Additionally, they will incur any fees from the airline or other partners in connection to these changes. Team Leaders are not able to approve these changes.

Pre-payment: Baylor Missions prefers to pre-pay lodging, excursions, partner fees, transportation and any other costs. Team Leaders will be responsible to provide Baylor Missions with business contact information of vendors at least four months prior to payment due date. This is a lengthy process and needs a generous amount of time to gather all the necessary documentation. If the partner requests deposits or other funds earlier than two weeks of the trip, team leaders must make a request to the Budget Coordinator at least 6 weeks before the payment is expected. Depending on the student payment scheduled, these early payment requests may not be feasible and always require a conversation with Baylor Missions Budget Coordinator before promises are made to global partners.

Partner deposits: Please note that Baylor Missions is not able to put deposits on a credit card. We can process a wire transfer to approved vendors. This requires the partner apply to be a Baylor Approved Vendor which may take two to three months. If team leaders place deposits on personal credit cards, requests for reimbursement must be made through Baylor Missions within 30 days of the payment. If requested before student payments make those funds available, reimbursement will be delayed.

Partner Payments: It is important to keep in mind that it may take two to three months to set up a new partner for payment as a new Baylor Approved Vendor. Secondly, no payments or reimbursements may be made in advance of student payments which provide these funds. When discussing financial arrangements with partners, take care to make this clear.

Travel Guidelines -

Travel to the US airports: Spring Break team budgets will automatically include group transportation to/from the US airport. Thus, mileage and parking will not be available for any students or team leaders on the team unless explicitly requested, approved, and included in the budget. If the flight arrangements warrant carpooling or meeting at the airport, this will be addressed by Baylor Missions on a case-by-case basis.

TSA and International Immigration and Customs Entry: You will check in with the airline as a group and proceed through customs as a group. Team leaders are expected to assign one staff/faculty member to be at the front of the group and another staff/faculty member to be at the end of the group when navigating airport entry/exit processes. This ensures that the team leaders will be aware of a student who is having any entry problems. (i.e. lost luggage, lost passport, etc.)

Travel Disruptions: Team leaders are required to report air or ground travel changes in real time to Baylor Missions. Example: Excursion location closed unexpectedly and new plan is reported. 24

Team Leader Availability Expectations: Team leaders are expected to travel with the group of students. This includes availability while in airports. Please do not utilize areas that restrict admittance such as airport lounges. Team Leaders should stay with the group at the gate.

Group Travel Expectations: Unlike Study Abroad, Baylor Missions teams are expected to operate as a group at all times. For example, the team would have a set plan for a free day as opposed to a Study Abroad trip which only plans student activities during academic programming. Evening meals would be planned together as opposed to Study Abroad trips which do not necessarily share every meal.

Team Leader Conduct: Team Leaders are expected to adhere to Baylor Campus policies while traveling on behalf of and at the expense of Baylor Missions. This includes zerotolerance of alcoholic beverages consumed by staff, faculty or students at any time while on the mission trip which is considered to be an extension of the Baylor Campus.

Financial Policies Budget Policies - Team Leaders are responsible to complete the Travel Request for Flight Reservation and Budget Questionnaire prior to an in-person meeting with Missions Budget Coordinator and Assistant Director of Operations.

Confirmation of dates with partners is required before the trip cost will be finalized for publication.

Team Leaders should provide written (email) and current quotes from all partners for budgeting purposes. Do not use last yearâ&#x20AC;&#x2122;s information. Always confirm costs with your partners as many have increases each year.

All new partners who will submit an invoice and/or contract to Baylor must be properly vetted and approved. Team Leaders are responsible to submit the contact information and name of budget office personnel to Missions Budget Coordinator at the time of the budget meeting.

Any changes to the scope of the project including financial commitments must be discussed with the Budget Coordinator and Assistant Director of Operations prior to any agreements with partners.

All funds received through payments and donations are under the direction of the Assistant Dean of Spiritual Life.

Funds do not roll over from previous years.

Funds that exceed the actual costs of the trip can only be used as approved by the Assistant Dean of Spiritual Life.

Trip Payment Policies These policies have been designed to protect both the trip participants and the University from unnecessary financial liability. A copy of these policies will be provided to each participant via BearsAbroad and is available online at www.baylor.edu/missions/pay. -

A non-refundable deposit is required of every confirmed participant. No exceptions. A deposit must be paid by cash, credit card or check. Deposit checks cannot be postdated. 26

Neither team fundraising, trip supplements or scholarships can be applied as a deposit. It is necessary that students make a personal financial commitment to the trip. Payment #1 will cover airfare at a minimum. If Payment #1 is not received in a timely manner, the student will be removed from the team. In many cases, airfare is nonrefundable; therefore, if a student drops out of a trip after the purchase of airfare, Baylor Missions will not absorb the cost. Please refer to the online Baylor Missions Timeline document for specific due dates. (These dates are also listed in the description of each required item on BearsAbroad.) Payment #2 and Payment #3 will cover the remaining costs of the trip. Many items are pre-paid, for example lodging or project supplies. It is vital that payments are timely. Travel documents will be held until the trip is paid in full. In the event a student withdraws from the trip, they may submit a request form so that their account will be reviewed to determine if they are eligible to receive a refund minus any fares or fees incurred (from airline or other partners) and the non-refundable deposit. (Note: A student is only eligible for a refund if their account has been paid entirely through payments. Any account paid via both donations and payments is not eligible for a refund.)

Baylor Policy on Donations to Outside Organizations Since we are a 501(c)(3) tax-exempt institution, the IRS limits the entities that we may donate to and the purpose. Because of these IRS limits, we have to report all our contributions and purpose to them annually. Tax and Compliance Accounting department reviews all of the donation paperwork for this report â&#x20AC;&#x201C; that is why when a donation is made, the appropriate approvals and purpose must be attached to the back up. If a department wishes to make a donation or contribution to a partner organization, first level approval is required from the Vice President of Student Life. Tax and Compliance Accounting will then review if the organization is a qualified institution and the donation is aligned with the business purpose. Once verified, it must be approved by the Presidentâ&#x20AC;&#x2122;s Office.

Baylor Disallowed Purchases Policy For information on disallowed purchases, click here. https://www.baylor.edu/procurement/purchasing/index.php?id=45046

Fundraising and Support Raising Using a team approach to fundraising and support raising establishes community within teams as they prepare for their mission projects. Team fundraising also has practical benefits. Historically, the majority of students who have participated on our trips have raised more financial support through a combined approach of individual and team fundraising than they have fundraising entirely on their own. Additionally, teams have found ways to involve community members in providing support in other ways such as supply drives. The following are guidelines that will be used for applying fundraising monies to either team or individual accounts:

Baylor University and Baylor Missions is not able to provide IRS non-profit documentation for fundraisers to any entity. All group fundraising must be completed by Payment #2 deadline so that there is sufficient time for any entity to submit the funds raised to be applied to student accounts before Payment #3 is due. All individually raised donor funds must be received before Payment #3 so that the Baylor Missions is able to calculate the remaining balance accurately.

Group Fundraising: A Group Fundraising Window will provide parameters for the timing of fundraisers. This is to ensure that all funds from these events are received before the final student payment. Any fundraised funds received after these deadlines will be designated to Baylor Missions General fund. This applies to team fund raising activities. When planning team fundraising events be sure that the entity who will provide the donation to Baylor is informed of these dates. Also, provide our mailing address to them directly: Baylor Missions c/o Jennifer Crosslin, OBP# 97013, Waco, Texas 76798. Lastly, be certain to notify Jennifer_Crosslin@baylor.edu of each event so that your team receives their funds in a timely manner. We receive funds on behalf of many different teams and they are not always properly labeled. Support Raising 101: An online training for students will provide them with great strategies and approaches to raise support. The Support Raising Packet is available on the Missions website at https://www.baylor.edu/missions/supportraising. Please utilize this as a resource for your students. Feel free to make copies as needed and give to students for their own personal use. -

Students should review the advice provided in the packet.

Students should be encouraged to send letters and emails to friends, family and their home church.

Every support letter or fundraising request should include a donor card which can be found on our website, www.baylor.edu/missions/donorforms. Donor forms help our staff to know how to apply every donation or payment. Donations sent without the donor form will be designated to a general mission fund.

Monies raised through team fundraising events must be turned into Baylor Missions to be applied to the team. Team fundraising is utilized at the team leaderâ&#x20AC;&#x2122;s discretion. It can be allotted to individual student accounts or used for either project supplies or programming costs.

Regular fundraising reports will be provided to the team leader. It is the responsibility of the team leader to keep their students updated on their financial progress.

Team leaders must notify Baylor Missions of all fundraisers prior to the events. This ensures that when a fundraiser check is received it will be applied to the correct team. Please email Jennifer_Crosslin@baylor.edu with the Team Name, Date of Fundraiser, Business or Type of Fundraiser, Expected Date to Receive Fundraiser Check. Please note that any funds received after the fundraiser window closes will be designated to the General Mission Fund.

Donations and Payments What is a DONATION?

Donations are tax-deductible and the Baylor Gift Office will send a gift receipt. All donations received for Baylor Missions will be used according to the Assistant Dean’s discretion. - It may be designated for a particular team. - Donations are designated for a team fund and are allotted to team members according to Baylor Missions and/or the team leader’s discretion. - Donations are non-refundable. All monies raised through team fundraising events and turned into Baylor Missions are considered team funds and will be dispersed according to the discretion of Baylor Misions and/or the team leader. -

What is a PAYMENT? -

A payment is NOT tax-deductible. A payment is only applied to a student’s individual balance, not the team’s. Students can only submit payments, not donations, for their own trip cost. Payments are only refundable if the entire account has been paid through payments AND after all unrecoverable expenses are paid. Credit card payments can be refunded only to the original credit card used to make the payment. (For example, if a parent made a credit card payment on a student’s account, the refund would go to the parent, NOT the student.)

How Can People Give Online? If someone would like to give online, go to www.baylor.edu/missions/give.

How Can Students make PAYMENTS Online? • • • • • • •

Go to www.baylor.edu/missions/pay Click on credit card payment option. You will be redirected to the secure U-Pay site Enter your Bear ID (Baylor_bear) and password (same as your email password) Fill in all the required personal information Enter the dollar amount you would like to pay by credit card at this time. After you submit, it will take you to a summary page and asked to Make a Payment.

*Note: If using a debit card, the payment may not process due to the amount of the payment. Split the payment into two smaller amounts and try again. You may also find that calling your bank may be useful to either increase your daily limit or approve this particular item.

Kenya Music 2019

Section 3: Preparations

Preparing to Go Making Trip Plans Your primary role as team leader is to work alongside your global partner and the Baylor Missions staff in order to shape the overall trip experience for your students. Creating your trip itinerary is the backbone of your trip experience. This is done in the following steps: -

After approval of your location and global partner(s), begin developing your project and plans with your contacts.

Depending on the amount of preparation required prior to travel, encourage your team members to be an integral part of this planning process. Utilize team meetings to organize and plan your mission projects.

Provide guidance and training for students to build helpful skills for fieldwork so that they are prepared upon arrival. (i.e. basic medical skills, curriculum and classroom management techniques, etc.)

Many trips require flexibility. It is always better to over-plan, keeping in mind that in many other cultures, schedules and itineraries are not considered as important as they are here. Consider your itinerary a framework that is flexible and alterable.

When working with partner organizations, obtain as much information as possible: o Names of all organization contacts o Name of Business Office Contact o Land line and cell phone numbers o E-mail addresses o Physical addresses o Location details § How many people will be present? § Is there electricity? § Can a bus or van get to the location? § What kinds of toilet facilities are available? o Required fees or donations o Required project materials

Make a list of priorities – What projects, sites, etc. does your team absolutely want to see/do? What projects/sites are more flexible? Use sites that are less important to the overall team goal as back-ups after the main projects are scheduled or accomplished.

Remember that making a trip itinerary is an ongoing process. These are only the initial steps. A finalized itinerary must be submitted to the Center for Global Engagement (CGE) online approval

process thirty days prior to departure. You will receive a template via email or may download it at baylor.edu/missions/finalitinerary. Be sure to share your itinerary with your students as things begin to take final form. You will want to introduce a general itinerary to them at your very first meeting. At the latest, they should have a full itinerary thirty days prior to departure.

Team Meetings Team meetings are the most vital part of preparing to go on a trip. These meetings give your students an opportunity to get to know you, the team leader, as well as their teammates. These meetings are where the beginning of a group mindset is formed. Several things need to be accomplished at these meetings: - Spiritual Preparation - Housekeeping Items â&#x20AC;&#x201C; paperwork, passports, shots, fundraising, etc. - Project Planning and Skill Building - Team Building and Group Development Team meetings do not always have to include all these items however, these things do need to be covered at various points prior to the trip. The following are required conversations that do need to be covered before you travel. - Destination Orientation and Cultural Humility - Project Planning, Training, and Skill Building - Travel Visa Applications, if applicable - Logistics, Packing and what not to wear - Travel Safety and Security Team meetings allow you, the team leader, to have a regular time for communicating valuable information to your students. While you should use this time to discuss ministry projects, and skills training or fundraising efforts, we ask that you also utilize your team meetings to communicate with your students about upcoming deadlines and BearsAbroad items (i.e. paperwork, deposits, questionnaires, etc.). YOU are the direct link between Baylor Missions and your students! Please make sure that they are aware of the responsibilities they have taken on when signing up for this trip and take time to remind them of any necessary deadlines or paperwork that is required. We may also ask you to specifically communicate with students if they are missing items on BearsAbroad or have yet to meet a financial deadline.

Best Practices of Team Communication -

Students donâ&#x20AC;&#x2122;t always read emails. Create a Groupme or other type of group message (other than email!) to communicate with students quickly and get feedback about upcoming events. 33

Use Doodle.com to create a poll so that you can survey the team about meeting dates during the semester to increase attendance. Give your team at least a 2 week heads up about upcoming team meetings. Update team members weekly about their financial status and deadlines. Donâ&#x20AC;&#x2122;t go too long without hearing from one of your team membersâ&#x20AC;&#x201D;they may be having a rough time fundraising or just in lifeâ&#x20AC;&#x201D;reach out to them.

Passports All participants, including team leaders, are personally financially responsible to secure a valid passport. All passports should not expire within six months of travel. Be sure everyone checks their expiration dates! For all the latest information regarding applying for a new passport or renewing an already existing passport, go to http://travel.state.gov/passport or visit your local post office. This process takes six weeks on average. Keep in mind that passport copies will be due to the missions in the months before the trip. So, encourage everyone to take care of this immediately.

Travel Visas Baylor Missions will assist teams with obtaining a visa for every trip participant visiting countries that require travel visas. The cost of the visa may be included in the total trip cost paid by the student depending on the visa application process. Baylor Missions will discuss this with you in regards to your specific location. This process is usually completed 2-3 months before travel. A valid passport is required to obtain a visa. The passport cannot have an expiration date the same year as travel. The visa process can take some time, so it is important for students to have a passport or apply for a passport before they apply for a mission trip. International students also have special considerations. Sometimes it can take up to six months to process a visa for international students from a particular country. If you have an international student traveling with your team, we must be notified immediately so that this process can be started before it is too late. International students will be responsible for the cost and processing required for securing their own travel visas. Missions staff will be able to help them navigate this process. Exception: If a person is traveling separate from the group, they may be responsible for obtaining their visa. Also, transit visas are not included in the overall trip cost.

Helping Students Prepare Support Raising 101 and Missions Summit Baylor Missions will host two trainings during the academic school year for which student participation is required. 1. Support Raising 101, an online training: Students will learn how to navigate the payment system and explore avenues for fundraising and other means of support for their particular mission projects, and more. ALL students are required to complete Support Raising 101. 2. Missions Summit, a huge meeting with all the teams traveling: We will focus our time on missional theology and formation, cultural awareness, reflection, and general travel policies/advice. ALL students and team leaders are REQUIRED to attend Missions Summit. Please refer to the Baylor Missions Timeline Document for the specific dates, times, and locations.

Money and Travel Documents These are the most important items that any traveler carries. Students should not carry large amounts of cash. Bank ATM and credit cards can be used in almost every country to obtain local currency and to make purchases. In some cases, it may be wise to instruct students to carry their money, passports, international student I-20 form, and ticketing documents on their person in a money belt or travel pouch that is hidden beneath their clothing. Someone on your trip may misplace their passport or ticketing information. Make sure students never throw away a travel document thinking they wonâ&#x20AC;&#x2122;t need it any more (i.e. e-ticket confirmations, etc.). Passports and documents may be collected upon arrival by the team leader and kept in a hotel safe. Team Leader notebooks will also have copies of passports and flight reservations, if needed.

Packing List Below is a sample packing list which is on our website for you to download and edit as needed. You are welcome to amend it in order to fit it specifically for your projects and contacts. Please make sure that in doing so however, you are remaining culturally appropriate for the context into which you are entering. We recommend that you send out the packing list at least one month prior to the trip and again ten days out. Please consult your global partner who may have additional comments on appropriate clothing or supplies needed.

Sample Packing List Carry-On -

Passport International Passport Holders Only: I-20 form or green card Change of Clothes (x2 Socks and Undergarments) Glasses or Extra Contacts/Solution Toiletries in 3-ounce containers Prescription Medications (In Original Containers, Accompanied by a Physician’s Letter on Letterhead)

Shot Record Spending Money for Travel - $40-200 USD ATM Card Snacks Antibacterial Wipes Reading Material Baylor ID card RULE OF THUMB: Include items that you would want if your luggage was lost

Malaria Meds (If Needed) Sunblock Sunglasses

Anti-Bacterial Hand Sanitizer Allergy Medicine (Benadryl) Pain Reliever (Tylenol or Advil) Imodium Pepto-Bismol Laundry Detergent (Travel-Sized) Laundry Bag (Pillow Case or Trash Bag) Towel and Washcloth

Socks Shoes (Closed-Toe Shoes, Tennis Shoes, Chacos, Dress Shoes…Depends on Your Projects) Flip Flops (For Around the Hotel, etc.) Pajamas Fleece/Sweatshirt (For Mornings and Evenings) Windbreaker or Lightweight Waterproof Jacket

Essentials -

Flashlight or headlamp Bible, Pens, and Journal Bug Spray with Deet

Toiletries/Meds -

Toothbrush and Toothpaste Deodorant Hairbrush/Comb Shampoo Soap/Body Wash Toilet Paper (Travel-Sized Rolls or Travel-Sized Packages of Kleenex) Feminine Hygiene items

Clothing -

Modest dress is required out of respect to different cultures Skirts (Below Knees) Shirts (No Tank Tops or Spaghetti Straps or Anything That Reveals the Midriff) Pants, Jeans, or Capris (Lightweight) *Leggings are not appropriate in some communities Shorts (To Be Worn at the Hotel or For Specific Mission Projects…KEEP THEM MODESTLY LONG) Undergarments

Optional -

Umbrella Cheap Watch Power Converters Snacks (Bring Items That Won’t Melt)

Meal supplements for those with specific diet restrictions such as gluten-free; some cultures will not be able to accommodate all requests. Camera and Memory Cards

DO NOT BRING [RULE OF THUMB: If it will distract you or others, leave it behind!] -

Travelers’ Checks Regular-Size Pillows Large or Flashy Jewelry (rings, necklaces, watches, earrings, etc.) Laptops and Electronics

Kenya Education and Leadership 2019

Section 4: The Final Countdown

The Final Countdown Finalizing the Itinerary Your team’s in-country itinerary should be finalized and submitted no later than 30 days prior to departure. Please use the template emailed to you. It will include: - A day-by-day list of all planned projects - Location information as well as contact names and numbers - Transportation needs - Any special circumstances

Team Leader Trip Notebook Every team leader will be provided with a travel notebook that includes: - Flight itineraries - Hotel information and contacts - Transportation information - Other important contacts and information (including those for emergencies) - A copy of every team member’s passport and medical information - A copy of the Crisis Management Plan - Tools for keeping financial records and receipts

Tickets and Documents Baylor Missions will put together a travel packet for every individual traveling on your team. This packet will include: - A printed flight itinerary - Visa (if required - usually a stamp or sticker inside the passport) - Immunization Record (if collected) - Emergency Contact Sheet (with Baylor’s international insurance information, if needed) - Luggage Tags - Journal - Pen - Any other necessary documents Team leaders can pick up these packets for their team at a designated time prior to travel. It is up to the team leader as to when these should be distributed to students (typically the day of travel or at the earliest the night before). If a student is meeting the group at the airport, wait to deliver their packet at check-in.

Luggage Tags Traveling with large groups is no small logistical feat. Tagging luggage is one small part of making a trip go smoothly. Baylor Missions provides lime green luggage tags for all bags so that it can be easily identified on a luggage carousel. You will receive the luggage tags when you pick up your Team Leader Trip Notebook and other materials. Instruct students to tag all luggage with the lime green luggage tags prior to check-in.

Airport Procedures Baylor Missions will arrange transportation for the team to the airport. Airport transportation will leave from Baylor University; therefore, students that live in the departure city (Dallas or Houston) may want to simply meet the group at the airport. It is the team leaderâ&#x20AC;&#x2122;s responsibility to make sure that every student knows the correct time to meet for airport departure or to meet the group at the airport.

Checking In Once you enter the airport, you are at the mercy of the airlines. With larger groups, check-in can be quite a lengthy process. One Team Leader should check in first and stay at the counter while everyone gets checked in. Team Leaders should be very familiar with the itinerary in order to troubleshoot any problems at check-in. Once your group has passed through security together as a group, there will probably be time for students to grab a bite to eat, wander around the terminal, etc. Students should not wander alone; assign buddies or small groups of 3 or 4. Make sure students know what time (at least 20 minutes before boarding) to be in the boarding area and to check the monitors for any gate changes which can happen even twenty or thirty minutes before a flight departs. Also, be sure that the students have a way to contact you and know where to find you in the airport. Team Leaders are expected to remain in areas of the airport that are accessible to all trip participants. Please do not utilize airport lounges where students cannot enter.

In Transit The following are items that need to be communicated to your students. Even if it seems obvious, not everyone is a seasoned traveler and may need some instruction. Security Checkpoints: - Make sure students have correctly packed their carry-on luggage according to the provided instructions. This will be especially important in connecting airports. - The team leader should go through the checkpoint first and wait at the other side for every student to get through. The second team leader should be at the end of the line of students. - Guard your speech. Never make jokes about terrorists, guns, bombs, etc. This will only attract negative attention. - Donâ&#x20AC;&#x2122;t let other passengers rush you; make sure you have all of your belongings before leaving the checkpoint. In-Flight Reminders Some of your team may have never flown before while others are pros. Take some time to share these tips with them all so that no one feels singled out. - Always keep your passport (and, if applicable, international student I-20 form) with you when you leave your seat. - Be sure to get up, walk around, and stretch throughout the flight every 2-3 hours to prevent blood clots in your legs. This is especially important for any flight longer than 3 hours. - Be kind to the flight attendants and they will be kind to you. 39

If the fasten seatbelt is on, it sometimes means turbulence and other times it means the flight attendants are coming through with their carts and they need a clear aisle. Be sure to comply. Purchase a bottled water in the airport after passing through security to carry-on to the plane. Or, carry a refillable empty water bottle that you fill once you are through security. You may want it during the flight or while waiting on your baggage!

Travel Etiquette Mission groups and just Americans in general, have a reputation for being loud and/or obnoxious, particularly in international settings. We appreciate the energy and excitement that our students bring, but we would also like to be good representatives of Baylor and most importantly of Christ. Here are some tips for practicing appropriate travel etiquette: -

Always let your surroundings set the tone. For example, when traveling on the “Tube” in London, passengers are generally subdued, reading, napping, or just enjoying a bit of quiet. A loud group of tourists might be offensive in this setting.

Don’t push conversation with other passengers on flights. If a person obviously wants to read or sleep, then let them.

Be sensitive about what you share with other passengers. It is fine to share general information about a trip, just use caution and common sense.

Remember that not everyone defines missions the same way. If you are going to tell someone that you are going on a mission trip, be prepared to explain what that means to you.

Do your best not to be a problem passenger. Don’t ask the flight crew for special favors or get up and down while the crew is struggling with carts, etc.

Be gracious and friendly, but also exercise some wisdom and caution.

Immigration Forms On the plane, prior to arriving, the crew may pass out immigration forms. Here is the best way to deal with these forms and prevent mistakes: -

Let students know prior to travel that they may be given these forms and not to fill them out until you have given them instructions.

Fill your own form out first and then help others, using yours as an example.

Never write missionary or mission trip as the purpose of travel. This is not considered a valid reason for entry. Select tourism as your purpose of travel.

Students should keep these forms with their passport (and, if applicable, international student I-20 form) and flight documents in their carry-on or on their person, never in the seat pocket.

One team leader needs to be at the front of the line in immigration and the other at the end after all students have gone through successfully.

Sometimes it is worth being at the end of the immigration line to take the time to gather after exiting the plane and double check everyone’s forms. 40

Uganda Engineering 2019

Section 5: Emergencies

In Case of Emergency Team leaders MUST have some method of contact, either cell phone, satellite phone or land line. You may request a loaner phone from Baylor Missions at least 4 weeks before travel. **FIRST THING when you arrive in country, you need to CALL or TEXT Rebecca Kennedy and give her your name, local numbers and cell** The U.S. Embassy If traveling abroad, the team will be registered with the U.S. Embassy prior to travel. Information for the local embassy will be provided to the team leader. Location Partner Contacts Partner contacts are a great resource in an emergency situation. These numbers will also be provided for you in your team leader’s notebook. Emergency Phone Numbers (Call Collect If Necessary): •

Rebecca Kennedy (Associate Chaplain/Assistant Dean) o 254-710-3791 (work); 254-749-3807 (cell) o Rebecca_a_kennedy@baylor.edu

•

Jared Bickenbach (Assistant Director of Emergency Management and Global Preparedness) o 254-710-8210 (work); 254-644-1764 (cell) o Jared_Bickenbach@baylor.edu

•

Jill Hatcher (Assistant Director for Missions Operations) o 254-710-4429 (work); 254-227-3840 (cell) o Jill_hatcher@baylor.edu

•

Codie Robinson (Project Coordinator) o 254-710-3595 (work) o codie_robinson@baylor.edu

•

Polly Flippin (Budget Coordinator for Missions) o 254-710-7424 (work) o polly_flippin@baylor.edu

•

Jennifer Crosslin (Administrative Assistant for Missions) o 254-710-3996 (work) Jennifer_crosslin@baylor.edu

•

Burt Burleson (University Chaplain o 254-710-3517 (work); 254-644-0944 (cell) o burt_burleson@baylor.edu

In the event of a crisis: Each leader will be provided with a procedures guide in the Team Leader Trip Notebook and is required to follow protocol and correct procedures in the event of a crisis.

Dominican Republic First In Line 2019

Section 6: Reflection and Debriefing

Debriefing Many trips planned by Baylor Missions will include a day or two at the conclusion of the trip for reflection and debriefing. All will plan daily debriefing meetings. This is your opportunity, as a team leader, to help your students process the experience and plan for their return to “real life.” Take advantage of this time and the resources that follow.

Debriefing Questions Below you will find a series of questions that can be used during daily team debriefing times or that can be given to students in order to give them a jumping off point for their personal debriefing. You may also use them during the debriefing excursion. Additional questions and reflection guides (i.e. reflection inserts used in trip journals) may be found at baylor.edu/missions/leaders. -

Surprises…What surprised you about your teammates? The culture? The local believers? Values…How has the experience affected your relationship to your possessions, your friends, and God? How have your experiences shifted your priorities? Involvement…How has this experience affected future plans for involvement in your community using your major or discipline of study? God…In what ways did you see God move in the lives of others? In your own life? Disappointment…What was your greatest disappointment or challenging moment? Joy…What was your most enjoyable experience or most encouraging moment? Changes…What would you do differently on another trip? Return…Would you participate in another mission trip? If so, what would you hope it would look like?

Coming Home For Students The following “Reverse Culture Shock” material is provided to students. However, you may also want to address this during the trip. We have found that many students are surprised by this part of the mission experience.

Reverse Culture Shock Most of us expect to experience culture shock when entering a new context. We gear ourselves up for new sights, smells, tastes, and ideas. This is just part of the journey. What we rarely prepare for however, is reverse culture shock, that feeling of discomfort and discontinuity one experiences when returning home. During your travels, your senses were on “full open,” taking in every aspect of your new context. When you return home, they remain on full open for several days, weeks, or months depending on how long you were gone and how much discontinuity you experienced...routine, food, accommodations, transportation, climate, habits, conversations, worldviews…. 44

This discontinuity can create stress or fatigue…sometimes in the most unexpected circumstances. You may find yourself scrunching up your nose when someone complains about how the water tastes in Waco when your only thought is that it’s clean. You may find yourself standing awkwardly in the cereal aisle at the grocery store, overwhelmed by the number of choices before you. You may feel lonely in the midst of a fast-paced, project-centered culture or just entirely turned off by the overabundance of resources or the waste our culture creates. It is likely that you will waver somewhere between gratitude and resentment. Know that this is just part of the process of coming home. Do not ignore it. Embrace it. There is a reason you are experiencing discontinuity. If your schedule allows, take a couple of days to relax when you get home. Take it slow and let your body readjust to your home climate, food, etc. Take time to unwind with loved ones and make it a point to stay in contact with your team members; it will help you reintegrate if you are doing it alongside those who were with you when you traveled. Sharing your experience will be one of the most difficult parts of coming home. Just about everyone you know (or who follows you on Facebook), will ask you how your trip was. You may be tempted to tell the whole story, debriefing a week or two weeks in a matter of hours. The harsh reality is however, that you may have a handful of people in your life that will want to sit for that amount of time and hear about your trip. That’s okay. Learn to appreciate those people; they are rare. For everyone else, plan out a five-minute response, a ten-minute response, and even a thirty-minute response. You can tell pretty quickly what that person may be interested in hearing. If you have been asked by churches or organizations to share about your trip, wait a couple weeks after your return. It will allow you space and time to process the trip for yourself before choosing to process it with a larger group.

Post-Trip Follow-Up Baylor Missions assists in follow-up efforts with students and provides them with the opportunity to share their experiences in a variety of different venues. We ask that you, the team leader, also play an active role in the follow-up process. Many times, your trip partners and trip donors are very interested to hear about the trip once you return home.

Team Presentations During the fundraising process, your team may have been supported by a particular church or campus organization. Oftentimes, that church or organization will invite your team to share about the trip upon your return. While it can be difficult sometimes to get everyone back together after the trip is over, it is always a great idea to follow-up with these entities so they can know how they played a part in that trip and so that you may be able to return to them for support in later ventures. The following are some questions to help you begin thinking about what that presentation could look like: -

Determine your approach to the presentation itself: • Will you present it linearly? • Will you plan it around a theme? 45

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Will you present it using the 5 senses?

Determine your presentation style: • Will you put together a statement or have various people share a story from the trip? • Will you develop a PowerPoint presentation or video? • Will you utilize the interview format, using a leader to facilitate the conversation?

Determine what the before and after of the presentation will look like: • Will you set up a table with pictures and souvenirs from the trip? • Will you use music to set the tone of the room? • Will you set aside a specific time afterwards for questions?

Remember to stick with the facts, presenting as best as you can a fair and balanced view of the overall trip experience. Share what you learned on the trip, from God, the local people, as well as your teammates. Take the opportunity to thank those who helped to get you there and make sure that you consider the time, trimming the presentation where needed in order to stay within the allotted time frame. Those who are interested and would like to know more can follow up with you after the presentation is over. Also, remember that team presentations are just one avenue by which an individual can share about their trip experience.

Thank you and Sic â&#x20AC;&#x2DC;Em, Team Leaders!

Hunger in America 2019