Section 2: Planning

Japan Urban Food Projects 2019

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.

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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. We utilize the U.S. Department of State, the Center for Disease Control as well as WorldCue (a 3 rd 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 Baylor’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 Baylor’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 child’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 awareness among the student population: - Chapel programs - Print Articles - Alumni Events - Dr. Pepper Hour program in a variety of ways in order to raise Mission Fair General Interest Meetings International Education Week 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.

7.

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 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.

Sample Info Card:

Kenya 2019Ministry Team

Leader: Betty Baylor

Project: Ministry to school children and educational professionals at Naomi’s Village

Dates: May 15-29 th

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.edufor 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 University’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 Baylor’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.

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 year’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.

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 –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 President’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 leader’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.