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Section 4: Table of Contents

Team Meetings.……………………………………………………..3 Paperwork/Communication.... ……………………….........3 Sharing in Cross-Cultural Settings……………………….. 4 Cultural Preparation..… ……………………….……………….5 Spiritual Preparation………………………..…………………..5 Journaling/Blogging………………………..……………………6 Making In Country Plans…………………………..………..7-8 Advanced Prep Checklist:o How to get a Passport……………………..……………….8-9o Visas…………………………………...………………..…………..10o Travelling with International Students .…………..10o Immunizations.. ……………………..………………………..11o Cell phone plan for international travel …….…….11

Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations pg. 2

Team MeetingsTeam 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 – paperwork, passports, shots, etc. Fundraising/Letter Writing time Project Planning Culture Education 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.

Be intentional about meeting regularly and having as many students and leaders present as possible.

Baylor Missions staff is available to come and talk with your team about any and all of the topics above and more! We’d love to come and talk with your team!

Paperwork, Communication, and Deadlines…Oh MyTeam meetings allow you, the student leader and faculty/staff leaders, to have a regular time for communicating valuable information to your students. While you may use this time to discuss ministry projects 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 BU 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 don’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.

Use Doodle to figure out times that your group can meet during the semester Give team at least a 2 week heads up about upcoming team meetings Update team members weekly about their financial status and deadlines. Don’t go too long without hearing from one of your team members—they

may be having a rough time fundraising or just in life—reach out to them


Sharing in Cross-Cultural SettingsIn many cross-cultural settings (even on our domestic teams!), it is not uncommon to be asked to share your story/”testimony”/a word of encouragement/etc. with organizational staff, congregations, etc. This may be a request that is even made in the moment. If it’s on the fly, then just roll with the punches and do the best you can. If you have a chance to prepare however, here are a few tips that may help you along the way:

- Write out your message/story. No matter how comfortable you are with public speaking, writing out your message or at least a few key phrases will help you to stay focused when communicating through a translator or to an unfamiliar crowd.

- Keep your comments brief! When using a translator, a message may take twice as long to give. Plan accordingly. If speaking through a translator, remember to still look at the group, not the translator, to show respect and interest in their responses to your message.

- If you are able, give the message (in part or in full) in the local language. Even if it’s just the beginning and the end (a greeting, a thank you), learning someone’s language reveals a deep love and respect for the culture and makes the message more translatable.

- Practice! Try it out on your team leader, or even better, a Baylor student who’s from that culture. They may be able to give you tips on how to better relate to that culture, terms that the local culture would use instead, etc. Example: telling someone you are a “sophomore in college” may not translate outside of the USA…try saying that you are “in your second year at university” instead!

- Music! Music is an important part of so many cultures, including ours. Make sure that your team knows a couple simple, happy chorus/songs that you could share and teach others easily! Many cultures will welcome you with song, be prepared to do the same in return! If you could learn a simple song in the host language…even better!!

- Remember to avoid the following: Long sentences – they are difficult to translate Christian clichés (!!!), slang, idioms, acronyms, or acrostics (ex. accepted

Jesus into your heart or walked the aisle doesn’t translate into some other cultures)

Jokes that your not sure of – check the content first! Comments on material success – You will likely not know the stories of

the people to whom you are speaking. Even if you do, remember that dreams plus hard work does not always result in material success.


Cultural PreparationThere is no time like the present to begin educating yourself about the country you’re visiting, its culture, and its people. Doing this as part of team meetings is also a great way to engage your students in learning more about the culture. The more you understand about the context before you go, the more effectively you can serve while you are there. Here are some suggestions on how to research and learn about the place to which you will be traveling:

- Google some of the following topics: Geographical locations, particularly where you will be serving Major historical figures (past and present) Cultural traditions and stories (local children’s literature can be really

helpful)- Check out books or articles – look for books and articles that were written by

individuals from that area- Seek out international student gatherings that may afford an opportunity to

meet someone from that country (first-hand accounts are always a good idea!)- Take a conversational language course (FREE apps like “duolingo” or podcast

series like “Coffee Break Spanish” or Google basic phrases (take these along with you as a reminder when you engage in conversations)

- Research the country/issue using BBC, the Guardian, etc. These will provide you with more current information on the topics.

- Watch movies or documentaries about that area of the world- Try the food! go to a restaurant from that country or try a recipe you find on the

internet. -

Spiritual PreparationWhen preparing for a trip such as this, it is easy to get distracted by the fundraising and planning process and to leave your spiritual preparation to the last minute (along with your packing). Remember, neither signing up for a trip nor getting on a plane will magically make you a more spiritual person. God has the power to transform you (and others!) through this experience, but YOU have to create space in your life for God to work, in and through you. Part of opening yourself up is spending time in prayer, with your family, your friends, your teammates, or simply by yourself.


Journaling/BloggingJournaling can be an incredibly useful tool when preparing, participating, and processing a trip such as this. The earlier you can start your journal or blog, the better. In the early stages of your journal, here are a few questions to think about:

- What lead me to be a part of this trip experience?- What do I anticipate happening on this trip?- What aspect of this trip makes me most anxious?- What aspect of this trip excites me the most?- How do I anticipate this trip changing me?

Not only will questions like this help to prepare you for the trip, but they will also serve as a reminder to you as to why you chose to go when you hit the inevitable bumps in the planning process. Allow these thoughts to encourage you and help keep you on track.

Sometimes the hardest part of the journaling process is actually journaling during the trip. You will see and experience things that are difficult to put words to and you will also find it hard to pull away from evening activities and hang out time in order to spend some time reflecting on the day. We highly encourage you to take the time and be disciplined in your journaling. If you find yourself struggling however, try just jotting down notes or brief thoughts from the day. Release yourself from the expectation that you must write a full-fledged reflection and focus on the events or people that meant the most. Jot down the names of the people you met, the organizations you visited, a few things you did, or things that were said that struck you. These can be bullet points in order to help you to capture the thought quickly but still allow that thought to form into memories as time passes.


Making In Country PlansYour primary role as team leader is to work alongside our staff in order to shape the overall trip experience for your students. Creating your in-country itinerary is the backbone of your trip experience. This is done in the following steps:

- Discuss the global partnerships that have been established by BU Missions within your destination country. Begin investigating potential projects with these global partners and then add any other possible contacts with whom you would like to work. Discuss specifically where these partners are located and what you would potentially be doing during your time with them. (Make no promises, approval must be gained first!)

- Obtain approval for work sites within your host country through BU Missions:o We work directly with Baylor General Counsel, Risk Management and the

Center for Global Engagement to insure 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 International SOS 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.

- 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.

- 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 in country organizations, obtain as much information as possible:

o Names of all organization contactso Land line and cell phone numberso E-mail addresses and Physical addresseso 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 donationso 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 an in country itinerary is an ongoing process. These are only the initial steps.

- Work closely with and listen to your global partner to identify the true needs of the communities you will be serving. Trust that they know what’s best for their communities and connect your team’s skills and talents with their greater vision and understanding of the culture.

- A finalized itinerary must be submitted to Baylor Missions no less than 35 days prior to departure.

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Advanced Prep Checklist:- Passport- Visas (if required)- Traveling with International Passport Holders- Immunizations (particularly if there are any

required for entry)- Cell phone plan for international travel

How To Get a PassportFor 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. Below you will find a few pointers/steps for preparing for the passport application process:

An individual must apply for a first-time passport in person if:- You are applying for your first U.S. passport or- You are under age 16 (requires special documentation) or- Your previous U.S. passport was issued when you were under age 16 or- Your previous U.S. passport was lost, stolen, or damaged or- Your previous U.S. passport was issued more than 15 years ago or- Your name has changed since your U.S. passport was issued and you are

unable to legally document your name change


http://travel.state.gov/passport

Steps for the First-Time Passport Applicant:1. Complete and Submit Form DS-11: Application for a U.S. Passport2. Submit Evidence of U.S. Citizenship:

a. Previously issued, undamaged U.S. Passportb. Certified birth certificate issued by the city, county, or statec. Consular Report of Birth Abroad or Certification of Birthd. Naturalization Certificatee. Certificate of Citizenship

3. Present Identification:a. Previously issued, undamaged U.S. passportb. Naturalization Certificatec. Valid Driver’s Licensed. Current Government ID (city, state or federal)e. Current Military ID (military and dependents)

4. Submit a Photocopy of the Identification Document Presented (Step 3)5. Pay the Applicable Fee6. Provide One Passport Photo (View Specifications Online)

An individual can renew by mail if all of the following are true about their most recent U.S. Passport:

- Is undamaged and can be submitted with your application- Was issued when you were age 16 or older- Was issued within the last 15 years- Was issued in your current name or you can legally document your name

changeIf the above statements do not apply to you, you must apply in person.

Steps for the Renewal Passport Applicant:1. Complete Form DS-82: Application for a U.S. Passport by Mail2. Sign and Date3. Submit Completed Form and Additional Documents:- Your most recent U.S. Passport (Book or Card)- One Passport Photo (View Specifications Online)- Current Passport Fees- A Marriage Certificate or Court Order (Only if your current name is

different from what was recorded in your most recent U.S. passport)

*Expedited delivery options are available upon request but there is an additional cost.

**If you are leading an international trip, BU Missions will likely ask you to produce two passport-sized/quality photos. These photos are NOT for your passport. They are used for visa applications (if applicable) and cannot be returned to you.


VisasIf the country you are visiting requires a visa for entry, Baylor Missions will help your team obtain a visa for every trip participant that requires it. The cost of the visa are included in the total trip cost paid by the student. A valid passport is required. The passport cannot have an expiration date the same year as travel! (must have at least 6 months validity past the dates of travel!) The visa process can take some time, so it is important for students to have a passport ASAP or apply for a passport before they apply for a mission trip. Most visas also require an additional passport photo in addition to passport and paperwork. We will send you all forms (and samples) along with other information needed to complete the visa process.

If you are traveling with International/US Perm.Resident Passport HoldersInternational students and students with permanent U.S. residence status also have special considerations for visas. Sometimes it can take up to six months to process a visa for international students from a particular country (based on their home country’s relationship with the country you are wanting to travel to. If you have an international student wanting to travel with your team, it is vital that you work with Baylor Missions to start researching visa needs with that international student and gather any needed paperwork to acquire a visa from the destination country’s embassy as early as possible. [email protected] can help you research this process! International students will be responsible for securing their own visas and paying additional fees, NOT Baylor Missions. If the visa cannot be secured prior to our deadline for dropping airline tickets, that student will lose their place on the team.

Here is what each international student needs to check prior to being accepted to the team:1. Make sure that your Passport is not expired and will not expire within the next

6 months. 2. Make sure that your U.S. Visa that is in their passport that they use to enter the

U.S. has not expired or will not expire on the trip.3. You need to come to the International Student Services (Hankamer 1st

floor) and get travel authorization on their I-20 – it’s just a signature that we put so that any US officials know that the student is current and we are aware that they are traveling. They can come during walk-in hours during the afternoon or make an appt with us to get the signature.

4. When you travel, you need to take that original signed I-20 Form (not a copy), and your passport with the valid U.S. Visa in it.

5. Lastly, you must be sure they know what you need to enter the country they plan to visit based on their country of citizenship not based on U.S. requirements. You could go to your home country’s embassy or consulate website for the country they plan to visit to see if they need anything special.


mailto:[email protected]

Immunizations The Website below includes information collected from the Center for Disease Control and Prevention on the recommended and required immunizations for your trip. Look up your country on the site to find out what kinds of vaccines or medications your team members might need to travel. http://wwwnc.cdc.gov/travel/destinations/list/

During the Spring semester, BUMissions or the Baylor Health Center will let you know about opportunities to get vaccinations ON/OFF CAMPUS and opportunities to get prescriptions for anti-malaria meds (if applicable).

To have the most benefit, see a health care provider at least4-6 weeks before your trip to allow time for your vaccines to take effect and to get a prescription for medicine to prevent malaria, if you need it.

Even if you have less than 4 weeks before you leave, you should still see ahealth care provider for needed vaccines, anti-malaria drugs and othermedications and information about how to protect yourself from illness andinjury while traveling

Cell Phone Policy for international travelEVERY Baylor trip participant must carry a cell phone that works in country. This cost is NOT included in your trip cost. Please provide the phone number prior for leaving on your trip OR within 24 hours of arriving at your destination.

You can contact your current provider to get an international plan set up on your phone OR get a “go phone” loaded with international coverage if you do not want to take your smart phone with you.

- ATandT: https://www.att.com/shop/wireless/international.html- Verizon: http://www.verizonwireless.com/landingpages/international-travel/- Sprint: https://support.sprint.com/support/international/roaming- Tmobile: http://www.t-mobile.com/optional-services/international.html

Please make participants aware that using a smart phone with Internet access overseas can be astronomically expensive if not used wisely (turn off your data when not using it!)

Please upload your international cell number to BearsAbroad prior to departure.Our staff will print you a list of all cell numbers for your team so you’ll have it for when you travel


http://wwwnc.cdc.gov/travel/destinations/list/