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STUDENT ORG Missions Trip Proposal Template to share with F/S leader for BearQuest

(Please use this form as an outline for your official proposal. To see a sample of what the Bearquest system looks like . Student leaders can fill out this proposal, but faculty/staff leader will have to submit the official proposal through BearQuest by September 26, 2017. Contact Holly_tate@baylor.edu if you have any questions along the way!

SECTION ONE: GENERAL TRIP INFORMATION

• Faculty Member(s) Making Proposal Lady Bear

• Involved Department(s)/Student Organization Name: Alpha Beta Gamma

• Name of Mission Team (Country + Student Org) India Alpha Beta Gamma Mission Team

• Course(s) Name N/A

Departmental Information

• Contact Phone: faculty leader’s office or cell

• Academic Chair/Dept. Manager (If applicable) MATT BURCHETT (all student org trips are routed through student activities for approval, not the department of the submitting faculty member)

• School/Division STUDENT LEARNING AND ENGAGEMENT (this is Jeff Doyle, Dean that oversees Student Activities who approves all student org mission trips after Matt)

• Will Academic Credit be earned during this trip? NO

SECTION TWO: GENERAL INFO CONTINUED

• I have read and agree with the Mission Trip Leader Manual and the Missions Covenant (pg.8) (Can be found here:

Faculty/Staff Trip Leader’s (digitally) initial here: ____sign here/click yes on BearQuest__________________

• F/S Trip Leader’s Contact Information (Name, Email, Phone number, and Department): Lady Bear, lady_bear@baylor.edu, 765-5555; Department of Baylor Pride

• Proposed Departure Travel Date: May 13, 2018 (Day you leave TX)

• Proposed Returning Travel Date: May 27, 2018 (date you return to TX, not necessarily the day you’ll leave host country)

• All Destination Cities and Countries: Hyderabad, India

• Distance (in miles) between Baylor and destination (find on ): 8301.45 miles

SECTION THREE: INTERNATIONAL TRIP RISK MANAGEMENT (international trips only!)

Is this an international mission trip? *Yes; if no, skip to section 4!

1. Select the Security Rating

Instructions: Go to “Location Intel” tab, Search by Country. When on country page, in the right column 1st box “Security Rating”, look at the overall Security Rating (should be 1-5 or NR) 3

2. Select the Medical (HSAR) Rating

from Go to “Location Intel” tab, Search by Country. When on country page, in left column 3rd box down “Destination Intelligence” under Health click “Health considerations for individuals in X country”. It will prompt a pop-up window. Look for: “Health Security Assessment Rating (HSAR)” Country name: HSAR # (1-5) 4

3. Is there a Department of State Warning for your Destination(s)?

Go to NO

RISK MANAGEMENT ATTACHMENTS (these will be documents that your leader will need to digitally attach to the proposal. I’d save each of them as their own document/pdf and maybe share a box file with your team leader or email them all to them.

4. Attach BU Missions Trip Risk Assessment Form *THIS TAKES THE LONGEST OF THIS SECTION!!

baylor.edu/missions/riskmanagement to see editable copy that you can work on and a sample!

5. Attach iJet/WorldCue Trip Brief

from Go to “Location Intel” tab, Search by Country. When on country page, in right column 2nd box “Location Reports”, select PDF of “Trip Brief” and attach.

6. Attach CDC Health Information for Travelers to X Country

all sections, Select Print/Save as PDF

7. Attach PDF of Travel Country Information Page

Go to: type in country. Expand all sections, Select Print/Save as PDF. Should be multiple pages long.

SECTION FOUR: LOGISTICS

• Proposed Number of Students: 15

• Proposed Number of Faculty: 1

• Proposed Number of Staff: 1

• Proposed Number of Guests (this includes alumni & other non-Baylor participants):

* ALL GUESTS MUST BE PRE-APPROVED BY BUMISSIONS 0

• Proposed Number of Dependents (participants under the age of 18): 0

*the next set of question may have budgetary questions attached to them. You may need to reach out to your global partner for an answer, or ask Baylor Missions if it’s someone we’ve worked with before!

-Select mode of transportation from Waco to Destination (ie. chartered bus, commercial air, etc.)

commercial air

• Will this require a contract? Contact vendor to answer this question OR ask BUMissions if it’s a site/vendor we’ve worked with in the past.

• How will you pay for this (credit card, cash, check, wire) Contact global partner/vendor to answer this question OR ask BUMissions if it’s a site/vendor we’ve worked with in the past.

• Will this fee be prepaid? If YES, need to make sure they are set up as a Baylor vendor to receive funds from the university.

o If yes, you far in advance If YES, we’ll need to know the DATES asap so we can make sure you have enough money to cover expenses at time due. Ex. 1 month out

• Will this require a deposit? Contact global partner/vendor to answer this question OR ask BUMissions if it’s a site/vendor we’ve worked with in the past. If YES, we’ll need to know the DATES asap so we can make sure you have enough money to cover expenses at time due.

-Select mode of transportation in destination countries/cities (i.e. commercial air, chartered bus, etc.)

charter bus/ van with hired driver

• Will this require a contract?

• How will you pay for this (credit card, cash, check, wire)?

• Will this fee be prepaid?

o If yes, how far in advance?

• Will they require a deposit?

-If you are working with another team/discipline/organization at Baylor please identify.

If just your organization, say NO.

-Please describe your planned in-country partnerships and projects: * (Ex: Students will be working with orphans, painting houses, running clinics, touring museums, etc.):

this can be pretty generic here (detailed itinerary later in process). teaching aids at elementary school, soccer camps, and tourism activities

• Will these require funding? *

• How will you pay for this (credit card, cash, check, wire)? *

• Will they require a contract? *

• Will they require a deposit? *

• Will this fee be prepaid? *

• If yes, how far in advance?

-Do you anticipate any long-term projects (beyond the time frame of your trip) that will require post-trip funding? (For example, construction or well project; note that this will require additional approval process).

NO

-What is your host organization? (Include address, phone, email): *

Name

Organization

Email

Website

Other contact info (phone, etc)

• Will they require a contract? *

• Will they charge a fee? *

• Will they require a deposit? *

• Will this fee be prepaid? *

• If yes, how far in advance?

• How will you pay for this (credit card, cash, check, wire)? *

-Describe your trip lodging: *

if you know the name of the hotel at this time, please list along with website or address. If not, ask global partner for sample hotels they’ve used in the past to reference.

• Will this require a contract? *

• How will you pay for this (credit card, cash, check, wire)? *

• Will this fee be prepaid? *

• If yes, how far in advance?

• Will they require a deposit? *

-Meal plans: * breakfast at hotel, sack lunches, dinner at hotel or local restaurants recommended by hosts.

-Proposed Itinerary (Places, Contacts, Duration of Stay): breakdown by day we understand things might change.

18 May – Depart USA

19 May – Traveling

20 May – Arrive in India

21 May – Ministry at madhira primary

22 May – Ministry at madhira primary

23 May – Ministry at madhira primary

24 May – Tourism (Vijayawada)

25 May – Church in Vijayawada, Culture Dance

26 May – Work with PDN in Madhira

27 May – Work with PDN in Madhira

28 May – Work with PDN in Madhira

29 May – Tourism (Hyderabad)

30 May – Depart India

31 May – Arrive in Waco

-Describe any group excursions (ie. safari, beach, ziplining)

Planning some fun activities for your team to debrief or relax PLAN AHEAD!

• Will this be an expense for your team: going to the beach may not cost anything, but other activities can be a pretty penny..make sure to budget for it

• How will you pay for this? can you pay ahead? Put it on a credit card?

• Will they require a contract? Contact vendor to answer this question OR ask BUMissions if it’s a site/vendor we’ve worked with in the past.

• Will they require a deposit? Contact global partner to answer this question OR ask BUMissions if it’s a partner we’ve worked with in the past. If YES, we’ll need to know the DATES asap so we can make sure you have enough money to cover expenses at time due

• Will this fee be prepaid? can you get an invoice from global partner to be able to pay these fees in advance through Baylor so you don’t have to carry the cash with you? Ask what they prefer. Baylor Missions prefers to prepay as much as possible! Less work on your TER ;)

o If yes, how far in advance?

-Describe structure of program leadership (to include primary and alternate leadership, and experience of leadership):

Mrs. Bear will serve as the primary leader for the trip; DelOso will provide secondary leadership. If Bear is unable to perform leadership duties, local contacts will assist DelOso in leadership of the Team

-Describe program funding (to include how the program is funded and who will be compensated): *

Students are responsible for fundraising & payments of their individual cost. Baylor Missions will cover the cost of team leader(s). We will primarily use support letters to family and alumni; fundraiser dinner; car wash; fro-yo non-profit night.

-Describe what you are hoping for your students to gain from this experience (You may also refer to Baylor Missions learning outcomes here ): examples:

o Create tangible opportunities for students to serve through their academic disciplines

o Allow students to reflect on how God might use their knowledge & skills to make a difference in the world

o Provide venues to experience & learn from another culture

o Connect students to what God is doing in & around the world

o “Educate men and women for worldwide leadership and service by integrating academic excellence and Christian commitment within a caring community”

-How will you be promoting and recruiting for this trip? announcements at chapter meetings; one-on-one recruitment

-What groups of students do you plan to target for participation? (ex. Spanish majors; students interested in hunger relief, etc.) current members of ABG with demonstrated passion for service.

-Is this a student organization trip? * YES

-What is the name of your organization? Alpha Beta Gamma

-Who is the faculty/staff advisor(s) for your organization? (name, title, email) Advisors of record, they may or may not be the one’s traveling with you. Make sure they know you’re planning this trip with us!

-Who are the student leaders and what is there contact information? Bruiser DelOso bruiser_deloso@baylor.edu, 254-555-1234; VP for Recruitment for Alpha Beta Gamma Fraternity

SECTION FIVE: FIRST TIME FACULTY/STAFF LEADERS

(Complete this portion if this is your a first time leading a Baylor mission trip as a F/S sponsor.)

Describe your philosophy of missions: not asking for a novel. Just a couple sentences about what you think missions or missions through Baylor is all about & why you want to be involved.

Please provide three references, including names, titles, e-mails, and phone numbers (Preferably people who are familiar with your work at Baylor):

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