Section 4: Table of Contents
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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……………………..……………….8-9
o Visas…………………………………...………………..…………..10
o Travelling with International Students .…………..10
o Immunizations.. ……………………..………………………..11
o Cell phone plan for international travel …….…….11
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 2
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 – 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 My
Team 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
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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 
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 3
Sharing in Cross-Cultural Settings
In 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:
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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.
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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.
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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.
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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!
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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!!
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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.
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 4
Cultural Preparation
There 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:
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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.
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Spiritual Preparation
When 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.
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 5
Journaling/Blogging
Journaling 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:
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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.
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 6
Making In Country Plans
Your 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:
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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!)
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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.
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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.
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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.
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When working with in country organizations, obtain as much information as
possible:
o Names of all organization contacts
o Land line and cell phone numbers
o E-mail addresses and 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
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 7
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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.
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Remember that making an in country itinerary is an ongoing process. These are
only the initial steps.
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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.
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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 Passport
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. 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
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 8
Steps for the First-Time Passport Applicant:
1. Complete and Submit Form DS-11: Application for a U.S. Passport
2. Submit Evidence of U.S. Citizenship:
a. Previously issued, undamaged U.S. Passport
b. Certified birth certificate issued by the city, county, or state
c. Consular Report of Birth Abroad or Certification of Birth
d. Naturalization Certificate
e. Certificate of Citizenship
3. Present Identification:
a. Previously issued, undamaged U.S. passport
b. Naturalization Certificate
c. Valid Driver’s License
d. 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 Fee
6. 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
change
If 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 Mail
2. Sign and Date
3. 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.
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 9
Visas
If 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 Holders
International 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.
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 10
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 least
4-6 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 a
health care provider for needed vaccines, anti-malaria drugs and other
medications and information about how to protect yourself from illness and
injury while traveling
Cell Phone Policy for international travel
EVERY 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.
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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
Baylor Missions + Student Organizations Leader Handbook: Section FOUR: Preparations
pg. 11