SiteTeam
Advisor’sHandbook
This manual was last updated in November of 2012. Site Team Advisor’s Checklist
PO = Partner Organization CM = Collaboratory Manager, LA = Logistics Advisor, LC = Leaders Committee
(J) = J-Term Trips, (S) = Spring Break or Summer Trips, Page #s = refer to corresponding pages of Advisor Handbook
Note for Spring Break trips: these trips leave two months prior to summer trips, so although you will follow the
summer timeline, many requirements must be fulfilled two months earlier for your trip.
Note: items highlighted in blue are now requirements that team members will complete and/or check off in Terra
Dotta, the Office of International Programs’ new study abroad software.
(J) Spring Semester / (S) Fall Semester
□ Notify the Collaboratory of your intent to travel by submitting the following information: Group
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Name, Team Advisor, Project, PO, Dates, and Locations.
Due: (J) one week before Spring Break, (S) one week before Fall Break.
Turn in site team proposal and budget to LC by: (J) Spring Break, (S) Fall Break (pg. 2)
Vet your PO (pg. 4)
Off-campus advisors: submit vetting forms to HR (pg. 5)
Prepare team training materials and schedule (pg. 12)
Collaboratory Application forms are due: (J) Spring Break, (S) Fall Break (pg. 6)
Encourage your team members to enter their contacts in Civi (pg. 18)
Communicate with your PO regarding travel details (pg. 5)
(J) September / (S) January
□ Complete the interview process in collaboration with CM (pg. 6)
□ Forward your final team roster, trip destination, and travel window to CM and LA
□ Write a team covenant
□ Schedule your first team meeting and reserve the room for that day/time throughout the
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semester. Begin your weekly meetings. (pg. 12)
Establish team member roles and distribute your team covenant (pg. 12)
Collect Funding Plans from students and forward to CM (pg. 15)
Do all of your team members have up-to-date passports? If not, apply! (pg. 22)
Request applications, forms, and letter of invitation from PO for visas, if applicable (pg. 5, 25)
Write and submit your support letter to the CM (pg. 19)
All contacts must be entered into Civi by: (J) Sep 15, (S) Jan 15 (pg. 18)
Meet with the Collaboratory Photographer for team photo by: (J) Sep 15, (S) Jan 15 (pg. 20)
(J) October / (S) February
□ Schedule a team meeting with the Engle Center (pg. 27)
□ Ensure that your team obtains their necessary immunizations and prescriptions
□ (If required for entry) the yellow fever certificate must submitted with the visa application
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(pg. 25)
Take visa photos at the EpiCenter and turn in to the Collaboratory (pg. 25)
□ Must print, fill out, and bring Visa Photo Form to the EpiCenter (Appendix IV, Form 1)
Collect your support packets from Logistics, compile and mail (pg. 20)
Schedule and prepare for a team retreat (pg. 12)
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Ensure that your team members’ deposits are in (pg. 14)
Passports must be turned in to the Collaboratory by: (J) Oct 17, (S) Feb 14 (pg. 22)
Work with LA to procure airfare after deposits are in (pg. 28)
Turn in visa application materials to the Collaboratory by: (J) Oct 24, (S) Feb 28 (pg. 24)
Contact the CM to reserve any necessary equipment (pg. 30)
(J) November / (S) March
□ Arrange for in-country accommodations, transportation, and translation assistance (if needed)
□ Confirm and communicate airline and luggage restrictions (pg. 29)
□ Arrange for airport transportation (pg. 28)
□ Forward in-country contact information and comprehensive itinerary to CM & LA (pg. 29)
□ J-term trips: turn in Messiah College required paperwork by November 15 (pg. 29)
(J) December / (S) April
□ Establish a method of communication for your time abroad (pg. 30)
□ Create team pre-departure work timeline, packing lists and shopping lists (pg. 31)
□ Shop and pack
□ Summer trips: turn in Messiah College required paperwork by April 15 (pg. 29)
□ Make housing arrangements for students returning to campus early or staying late
□ Notify Logistics if students need to park their cars on campus while on trip (pg. 29)
□ Notify the Purchasing Department if you plan to use your P-Card while traveling internationally
(J) January / (S) May
□ Meet with CM for cash advance, if necessary (pg. 30)
Post-Trip
□ Return borrowed items (pg. 35)
□ Complete all jobs (enter photos on Cumulus, complete any documentation required, etc.)
□ Apply for chapel exemption through MCSquare, if applicable
□ Meet with CM to close the trip account (pg. 35)
□ Summer teams: remind Agape Center grant recipients to attend re-entry retreat (pg. 35)
TableofContents
Site Team Proposal ...................................................................................................... 1 Application and Budget .................................................................................................................... 1 Furthering the Mission of the Collaboratory ....................................................................... 1 Group Sponsorship .............................................................................................................. 1 Writing the Proposal ........................................................................................................... 2 Planning and Preparing a Budget ....................................................................................... 2 Site Team Approval Process ................................................................................................ 3 Is Your Partner Organization Approved? ......................................................................................... 4 Advisor Approval (HR Vetting) ......................................................................................................... 5 Communicating with Your PO .......................................................................................................... 5 Forming a Team ........................................................................................................... 6 Collaboratory Application Form ....................................................................................................... 6 Interviewing Candidates .................................................................................................................. 6 Objectives of the Interviewing Process ............................................................................... 6 Interview Team ................................................................................................................... 6 Interview Guidelines ............................................................................................................ 7 Interview Questions ............................................................................................................ 7 Requirements for Participation ......................................................................................... 10 Selection Process ........................................................................................................................... 10 Qualifications of Candidates ............................................................................................. 10 Decision Criteria ................................................................................................................ 11 Secondary Criteria ............................................................................................................. 11 Non‐Collaboratory Member Policy ................................................................................... 11 Setting a Team Meeting Schedule and Location............................................................................ 12 Reserve Location ............................................................................................................... 12 First Meeting ..................................................................................................................... 12 Training Your Team ........................................................................................................... 12 Establishing Member Roles ............................................................................................................ 12 Raising Support .......................................................................................................... 13 Funding Sources ............................................................................................................................. 13 Site Team Support Raising Policy ................................................................................................... 13 Member Sponsorship ........................................................................................................ 13 Determining the Estimated Trip Cost ................................................................................ 14 Pre‐Trip Deposit ................................................................................................................ 14 Acceptance Letter ............................................................................................................. 15 Funding Plan ..................................................................................................................... 15 Support Letters .................................................................................................................. 15 End of Trip Funding Assessment ....................................................................................... 16 Closing the Trip Account ................................................................................................... 17 Support Letters .............................................................................................................................. 17 Assembling and Submitting a Mailing List (Civi) ............................................................... 18 Writing a Support Letter ................................................................................................... 19 Guidelines .......................................................................................................................... 19 Team Photo ....................................................................................................................... 20 Following Up on Support Letters ................................................................................................... 20 Fundraising Updates ...................................................................................................................... 21 Travel Details ............................................................................................................. 22 Documents ..................................................................................................................................... 22 Passports ........................................................................................................................... 22 Visas .................................................................................................................................. 24 Embassy Registration ..................................................................................................................... 26 Health ............................................................................................................................................. 27 Immunizations and Prescriptions ...................................................................................... 27 Travel Insurance ................................................................................................................ 27 First Aid Kit ........................................................................................................................ 27 Air Travel and Transportation ........................................................................................................ 28 Purchasing Airfare ............................................................................................................. 28 Securing Airport Transportation ....................................................................................... 28 Luggage Policies and Restrictions ..................................................................................... 29 On‐Campus Student Parking Policy ................................................................................... 29 Required Paperwork and Information ........................................................................................... 29 The International Travel Manual ...................................................................................... 29 In‐Country Contact Information and Itinerary .................................................................. 29 Pre‐Departure ................................................................................................................................ 30 Establishing a Method of Communication Abroad ........................................................... 30 Reserving Equipment ........................................................................................................ 30 In‐Country Expenses .......................................................................................................... 30 Pre‐Departure Work Timeline ........................................................................................... 31 Packing List ....................................................................................................................... 31 In‐Country ................................................................................................................. 32 Communication with Collaboratory and Supporters ..................................................................... 32 Blogging ............................................................................................................................ 32 Reporting and Documentation ...................................................................................................... 33 Photography ..................................................................................................................... 33 Videography ...................................................................................................................... 34 Debriefing Your Team ....................................................................................................... 34 Post‐Trip Tasks .......................................................................................................... 35 Returning Borrowed Items............................................................................................................. 35 Chapel Exemption .......................................................................................................................... 35 Closing the Trip Account ................................................................................................................ 35 Re‐Entry Retreat ............................................................................................................................ 35 Appendices Appendix I, Checklist 1 ........................................................... Partner Organization Vetting Process Appendix I, Form 1 .................................................................................. New Site Team Application Appendix I, Form 2 ........................................................................ Recurring Site Team Application Appendix I, Form 3 ............................................................................... Site Team Budget – Revenue Appendix I, Form 4 .............................................................................. Site Team Budget – Expenses Appendix I, Form 5 ................................................................................................. Site Team Budget Appendix I, Form 6 ................................................................................ Site Team Approval Process Appendix I, Form 7 .................................................................. Partner Organization Approval Form Appendix I, Form 8 ........................................................................................ Volunteer Profile Form Appendix I, Form 9 ................................. Consent for Volunteer Reference and Background Checks Appendix II, Form 1 ......................................................................... Collaboratory Application Form Appendix II, Guide 1 ..................................... Training Guide for New Advisors and Student Leaders Appendix III, Sample 1 ................................................................................... Sample Support Letter Appendix IV, Form 1 ................................................................................................. Visa Photo Form Appendix IV, Form 2 ........................................................................ First Aid Kit Inventory Form Appendix IV, Form 3 ............................................................................. Cash Advance Request Form Appendix IV, Form 4 .................................................................... Cash Advance Reconciliation Form Appendix IV, Form 5 ........................................................................................ Missing Receipt Form Appendix IV, Guide 1 ............................................................ Adult Routine Immunization Schedule Appendix IV, Guide 2 ........................................... Recommended Vaccines for International Travel Appendix IV, Guide 3 .................................................................. Cell Phone Policies and Guidelines Appendix IV, Guide 4 .................................................................... Cash Advance Expenditure Policy Appendix IV, Guide 5 ................................................................. Cash Advance Request Instructions Appendix IV, Guide 6 ............................................................................. P‐Card Emergency Protocol Appendix IV, Sample 1 ........................................................................................ Sample Packing List Appendix V, Guide 1 ............................................................. Photography for Collaboratory Teams Appendix V, Guide 2 .......................................................................Suggested Debriefing Questions I. Site Team Proposal Application and Budget Furthering the Mission of the Collaboratory Does the trip advance the mission of the Collaboratory by providing enough of the following benefits? 1. One or more project teams have demonstrated that their work has progressed to the point where they are prepared for initial implementation, to advance local sustainability, and/or to conduct research necessary to the continuation of their project 2. Provide critical exposure and training for the next generation of Collaboratory student leaders and/or for new faculty advisors 3. Provide opportunities for external project (advisory, project, funding) partners to visit the work and deepen their understanding and commitment Note that Collaboratory trip opportunities are prioritized as follows: • Ongoing partnerships: Does the trip advance current project goals and obligations to existing partner organizations and locations? We value long term partnership and relationship building with specific ministries, personnel, and locations. • New partnerships: Will the trip help the Collaboratory to develop an approved new partnership with an organization/location without jeopardizing purpose #1? • One time job: Will the trip advance the mission of the Collaboratory, both in the lives of students (e.g. developing student leaders) and for off‐campus service, without jeopardizing purposes #1 and #2? Group Sponsorship All Site Team participants must be sponsored by a Group in order to join a Site Team. • Site Team participant applicants are required to obtain the signature of a Group Advisor and Group Leader before submitting their application to the Manager of the Collaboratory for a Site Team trip. o The Group Advisor and Leader's signatures indicate that the Group is agreeing to sponsor the Collaboratory member, should the member be invited to join the Site Team. Sponsorship entails agreeing to fund up to 100% of the member's Site Team costs, should the member have a deficit after the Site Team has returned. While Site Team members agree to self‐fund any deficit remaining after they return from their trip, and students must sign a form releasing the Collaboratory to transfer any deficit remaining to their Messiah tuition account, the sponsoring Group assumes responsibility for their Advisor Handbook 1 sponsored member's remaining deficit if the Site Team member reneges on their commitment or if Messiah College is unable to secure payment from a student. Also, students are given a 60‐day grace period to pay off their deficit or to set up a payment plan; in the interim, student deficits are transferred to the sponsoring Group. Writing the Proposal If you are proposing a new site team, use this template: Wiki application template: http://www.thecollaboratoryonline.org/wiki/Template:Site_team_prop
osal_article Hard copy: Appendix I, Form 1 New Site Team Application If you are proposing a recurring site team, use this template: Wiki application template: http://www.thecollaboratoryonline.org/wiki/Template:Recurring_site_t
eam_proposal_article Hard copy: Appendix I, Form 2 Recurring Site Team Application For detailed information on how to set up and use your proposal, see the “Preparing a Proposal” section of the Collaboratory’s Wiki page. http://www.thecollaboratoryonline.org/wiki/Help:Site_team_proposal_article For information on how to Wiki, please see the “Learn to Wiki” section of the Collaboratory’s Wiki page: http://www.thecollaboratoryonline.org/wiki/Help:Site_team_proposal_article Planning and Preparing a Budget Please read the “Funding Sources” and “Site Team Support Raising Policy” portions of this manual’s section “III. Raising Support” prior to preparing a budget. The site team project budget worksheet can be found here: http://www.thecollaboratoryonline.org/wiki/Help:Site_team_budget_worksheet The spreadsheet has three sections: Site Team Revenue, Site Team Expenses, and Site Team Budget For examples of what these pages look like, see Appendix I, Forms 3‐5. Advisor Handbook 2 Site Team Revenue Instructions First, choose your Group name from the drop down list, and fill in the name of your project as well as the destination of the site team. Then fill in all budgeted site team revenue in the appropriate worksheet sections. Please include a detailed description and/or rationale for all revenue sources not already in hand. For example, instead of merely filling in “Group money ‐ $2,000” under account 5030 Transfer‐ Site Team Support from Group, be specific about the source of that money: “Biodiesel project budget surplus which has been allocated to this site team by the Energy Group.” The “Gifts Estimate” can be used to estimate how much revenue your team can expect to raise through the mailing list (revenue account 5050 Expected Gifts). Site Team Expenses Instructions Click on the “Site Team Expenses” tab to work on the expense portion of the budget. Please fill in all budgeted site team expenses in the proper worksheet sections. Be specific and itemize all major expenses with detailed descriptions. For example, instead of simply putting in “Trip/Food ‐ $700” under account 6112 Trip Food, include a calculation for that amount (e.g. 20 days * 5 people * $7/day). If you have any expenses which do not fit into any of the Site Team Expense Accounts, choose the proper account number and name from the drop down list under “Other Expenses.” As always, include a detailed description. Put your team name on the Site Team Budget tab Click on the Site Team Budget tab. Fill in the name of your team in the space marked “Site Team Name.” Follow the naming convention of the destination name followed by the trip’s term (“Su” for summer or “J” for January) and year (e.g. Burkina Faso Su08). Your itemized revenues and expenses should automatically import into the Site Team Budget tab. If you have any expenses that fell into the “Other” category, you will need to manually copy those over into the proper account spaces on the “Site Team Budget” tab. Submit Your Project Budget The Team Advisor emails the proposed budget to the Student Director of the Collaboratory for processing. By submitting the budget, the Team Advisor demonstrates that he/she has reviewed and approved it. Site Team Approval Process If a group wants to sponsor a Site Team for a January trip, the application must be received before the March spring break preceding the trip. If a group wants to sponsor a Advisor Handbook 3 Site Team for a summer trip, the application must be received before the fall break preceding the trip. For a diagram of the Collaboratory’s Site Team Approval Process, please see Appendix I, Form 6. All trips will be vetted by Messiah’s International Risk Management Committee. The International Risk Management Committee meets twice a year, in late September and in late January or early February, to review locations for the next academic year and to make sure that they are safe environments for student travel. Some trips will also need to be approved by Messiah’s Institutional Review Board (IRB). The following is the purpose of the IRB: Researchers who study social, behavioral, and physiological attributes of human beings are responsible for careful research design that values and respects their research participants. The role of the Institutional Review Board is to ensure protection of the rights, health, and privacy of individuals who participate in research that is conducted through Messiah College. Messiah is registered with and follows federal research guidelines from the Office of Human Research Protections (OHRP). It is concerned with minimizing risk for human subjects, adequate supervision of the research process, and informed consent. The IRB will not otherwise evaluate the research design or the importance of the research question. All research projects involving human subjects are to be vetted through Messiah College’s IRB process. All researchers listed on the research project must also complete and pass an IRB training module. Both of these requirements generally need to be satisfied at minimum, several months before the research takes place. For more information, and to learn whether or not your project needs to be reviewed by the IRB, please visit the corresponding link in the Employee and Student Quicklinks box on the MCSquare home page. Is Your Partner Organization Approved? Each Partner Organization must be approved by The Collaboratory and Messiah College before a site team trip can occur. For details on the Partner Organization Vetting Process, please see Appendix I, Checklist I. For the Partner Organization Approval Form, see Appendix I, Form 7. Advisor Handbook 4 Advisor Approval (HR Vetting) Any non‐employee accompanying Messiah students on international travel must complete the following steps at least six months prior to the site team’s departure. • Complete the following forms and submit the originals to the Office of Human Resources (Box 3015) and copies to the Collaboratory: o Volunteer Profile Form (Appendix I, Form 8) o Consent for Volunteer Reference and Background Checks (Appendix I, Form 9) • Messiah College will complete the necessary background checks or will accept background checks that have been completed within the past year • Program Coordinators and Educator Leaders may need to make alternate plans in the event that a background check comes back with concerning results. Please note that all new Collaboratory advisors (not only site team advisors) need to fill out the HR vetting forms. Communicating With Your PO It is important for the Site Team Advisor and Student Leader to keep active and professional communication with their team’s Partner Organization (PO). This is vital to maintaining good, sustainable relationships with our POs. Identify a primary contact person at the PO in order to streamline the communication process. Here are some issues that need to be discussed with your PO: • Travel window o When is the best time for the site team visit? Confirm the dates early. • Required applications, forms, or releases o Does the PO have any applications or forms that your team needs to fill out prior to travel? When are these due? • Visas o Will you need a letter of invitation from your PO for visas? • Airfare o Does your PO recommend or require that you fly a certain route to your site team destination? Do they require that you arrive/depart at certain hours? • Accommodations, transportation, and translation assistance o Will your PO be providing these on‐site? • Payment: o What is the cost per person and what does this include? o What is the best method of payment? When is payment due? • Does the PO need for you to carry any items for their missionaries? Advisor Handbook 5 II. Forming a team Collaboratory Application Form All candidates interested in joining a site team must submit a Collaboratory Application form (Appendix II, Form 1) and a scan (in color) or photocopy of the picture page of his/her passport by Spring Break for J‐term teams and Fall Break for Summer Teams. Any candidate who does not have a passport should immediately apply for one. In the latter case, a photocopy of the passport application materials should be turned in to the Collaboratory in lieu of a passport scan. Candidates who have passports that will expire within six months of their anticipated return date need to renew their passports and turn in a photocopy of their passport application materials along with a scan or photocopy of their old passport’s picture pages. Interviewing Candidates Objectives of the Interviewing Process •
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To ensure that the interviewing team has adequate knowledge of each candidate’s potential to serve the team. To enable the interviewing team to select team members based on established qualifications and selection criteria (see below). To identify red flags in motives or expectations. Some candidates may be disqualified based on these concerns; and team leaders will use this knowledge to develop a healthy team. To enable the interviewing team to mentor all candidates, whether selected or not, through the interview and selection process. To communicate in advance the obligations (time, money, etc.) expected of team members. Interview Team •
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An interview team will conduct interviews and select team members based on selection criteria and the interview. The base interview team is one student leader with international experience and the team’s advisor. The Manager of the Collaboratory assists with interviews and ensures that necessary information is communicated and that the difficult questions are asked. Interviews are conducted following guidelines developed for Collaboratory teams. Advisor Handbook 6 Interview Guidelines 1. 30 minutes is an ample time for an interview. 2. Hints for the interviewer(s): o Start out with “chit‐chat” to help everyone feel comfortable. o Ask open‐ended questions, such as those that begin with “describe” or “can you tell me more about”. 3. Avoid questions that can be answered yes or no. 4. When you hear a potential red flag pursue it; ask the candidate to say more about the area of your concern. Red Flags are: o A know‐it‐all. o Expects to accomplish service tasks more than to learn and grow. o Intolerance and/or disrespect for people who are different. o Going because someone else is going, particularly if a romantic relationship is in view. o In counseling or on medication for mental health. 5. What you are trying to get at in the interview. o Openness to learning from others and new experiences? o What does the candidate hope to learn from the experience? o How does the candidate relate to people who are different? o Is the candidate able to laugh at him or herself? o Is the candidate able to fail? o Emotional stability: what frustrates, angers, depresses? o What does the candidate hope to contribute to the team? Interview Questions The specific questions asked may vary from team‐to‐team and person‐to‐person. The following, however, represent fundamental issues that must be assessed for any candidate and any team. 1. Purpose o Why did you decide to get involved with your Collaboratory project? o What do you think are the primary purposes of this trip? o What do you hope to accomplish as a team member? o Would the participation or non‐participation of any other candidate be important to you? o Are you romantically involved with any of the candidates? 2. Christian Faith o How did you come to faith in Christ? o How do prayer and scripture help you to follow Jesus? Advisor Handbook 7 Where do you fellowship with other Christians? Talk about your ministry there. o How do you understand the great commission and how have you responded? o Are you comfortable talking about your faith and sharing the story of how you became a Christian? o Talk about someone who has influenced your faith and how? o How have your grown in your faith since becoming a Christian? o How is God challenging you today as a disciple of Jesus? 3. Emotional Maturity o Which of your personality traits will be an asset to the team? Liabilities? o Talk about a time when someone managed to irritate you, and what happened. o Describe a stressful or stretching situation and how you handled it? What did you learn? o How do you respond to difficult conditions and environments? (Describe the location: lack of privacy, hot/cold, dry/humid, dust/rain, bugs/snakes, etc.) o How do you respond when people you have to work with become annoying? o Do you have concerns about your relationships with other candidates for this team? 4. Expectations o Have you had any other international travel and/or missions experiences? o What are some potential responses that you anticipate from partners and other local people to our presence in their community? o Was there ever a time that you tried to help and those you served seem disinterested or ungrateful? How did you respond? o How would you feel if a local person befriends you during your visit and asks you for a gift when it is time for you to leave? o What would it mean to you if the team was unable to achieve its objectives? o Describe your language abilities, beyond English, and how you plan to deal with communications frustrations. 5. Authority o What needs for leadership and authority do you anticipate for the team? o Describe a time when someone asked you to do/not do something that you thought should be handled differently. What happened? Advisor Handbook 8 o
Would your response in the above situation have been different if the leader had been another student? Team Work o What work skills would you bring to the team (technological know‐how, administration, language skills…)? o Talk about a time when you had to do something important that went unrecognized. o Have you ever had to do something important because no one else would? What happened? o How will you feel when asked to do work that is not part of your project? What if it is part of another project? o What other extracurricular activities and commitments do you have now and through the summer? Places you must be on certain dates? Summer job? o What would you do if we come to the end of the semester and the project is not on schedule? Availability o How available will you be to work over the summer (for summer Site Team trips), either as a volunteer or a work‐study employee? o How long could you be away from home? What would be the ideal trip duration for you? o What activities are you involved in? Do you have any significant leadership roles, obligations, work study positions, etc.? General Are you on probation (disciplinary, academic or chapel)? o It is helpful to ask, "Do you have any concerns about any of the potential questions that you read that were listed on the wiki?" Health o Do you have any health challenges that we would need to consider in your team assignment? o What other preparations would we need to make or precautions would we need to take to care for you? o Are you taking any medications? ƒ Will you be able to bring an adequate supply with you on the trip? ƒ Are there any storage requirements (temperature, humidity, etc.) for the medication? o Are you in counseling and/or taking any medications for mental health? o
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Advisor Handbook 9 Requirements for Participation Review these matters as they apply to your team with each candidate: 1. Finances (see the Collaboratory's Site Team Support Raising Policy) o How much the trip will cost o How the team expenses be funded and what each member will be responsible to do to raise funds o The amount of the required deposit that will secure a spot on the team, and when this will be due o What will happen if a team member does not raise the full amount 2. Health o The requirements for the participant regarding immunizations and prescription medications ƒ Opportunities for receiving immunizations and prescription medications ƒ How will these be funded 3. How participants will prepare for cross‐cultural service o Frequency and duration of team meetings o Timing and duration of retreat(s) o Readings and other preparations required 4. Travel window and expectations for team members before and after the trip 5. Any closing questions or concerns about anything that has been discussed Selection Process Qualifications of Candidates •
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Knowledge and prayerful consideration of the attributes of an approved worker and accompanying scripture passages. A record of dedication to the project. Examples of dedication include: o Faithful participation in Group meetings o Good record of completing weekly assignments o Participation in opportunities for personal development, such as the new member orientation, a Collaboratory retreat, prayer meetings, the Leadership Class, and the Leaders Workshop. Testimony of others confirming: o Evidence of a maturing Christian faith o Positive and servant attitude o Enthusiasm for whatever tasks are necessary to complete the project o Relational maturity o Emotional stability Advisor Handbook 10 •
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Preparedness or readiness to develop a working understanding of service, culture, team dynamics, and mission sufficient to handle the stress of serving on a cross‐
cultural mission team. Note that anyone on probation (disciplinary, academic or chapel) cannot become a member of a Site Team. Decision Criteria •
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Christian maturity and personality suitable to team oriented cross‐cultural ministry. Scope, longevity and faithfulness of contribution to the project. Attributes, skills and knowledge that will assist the team’s missions in the field. Potential for growth that enables future service or leadership in the Collaboratory. Those who will not have a future opportunity and have not had a past experience on an implementation team. Secondary Criteria •
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Ability to commit to a minimum of 2 years of service, past and future, in the Collaboratory. Potential for growth that leads the candidate to lifelong work or support of work in the candidate's project area. Non‐Collaboratory member policy The following is the policy for sending non‐Collaboratory members on Site Teams: 1. In order to be considered for the trip, student non‐members must: o Be active in the Site Team’s project. o Be sponsored by the Group/Site Team. o Participate in the Site Team training. o Show that their inclusion adds necessary value to the work of the Site Team or the Collaboratory as a whole, value which cannot already be found within the Collaboratory. 2. The inclusion of non‐student non‐members will be considered on a case‐by‐case basis with recommendation from the team advisor (and student leader if applicable) 3. The LCM shall recommend the inclusion to the OCM. 4. The OCM shall have final approving responsibilities. When the team has been finalized, communicate the following to the Collaboratory Manager and the Logistics Advisor: • Team roster • Travel window • Trip destination Advisor Handbook 11 Setting a Team Meeting Schedule and Location Reserve Location Decide on a time and place to meet with your team each week. The Collaboratory’s Conference Room (Frey 351) may be available, but must be reserved in advance. Please contact the Collaboratory Manager or Logistics Advisor to reserve the conference room. First Meeting Invite the Collaboratory Manager and/or Logistics Advisor to attend your first team meeting. This will be a time for you to discuss the logistics of your site team trip. We are currently using Google Docs to track task completion. At the first meeting, the Collaboratory Manager or Logistics Advisor will provide you with the username and password to access your team’s spreadsheet. This is a place where you and the Logistics Advisor will initial and/or check off tasks as they are completed. At this meeting you should address the support raising policy with your team and ask them to work on their Funding Plans (see “Site Team Support Raising Policy”). You should also pass out your team covenant and any forms or applications required by your PO. Training your team It is important for your team to receive adequate logistical, cross‐cultural, and spiritual training prior to the Site Team trip. This takes the form of weekly meetings, assignments, and a team retreat. Please refer to Appendix II, Guide 1 Training Guide for New Advisors and Student Leaders for more details on this process. Corresponding readings and materials can be found on Sakai. Establishing Member Roles In order to ensure the active involvement of each team member and the collaborative efficiency of the team, it is important to assign roles to each team member. The following is a list of suggested roles to be assigned, but please feel free to adapt/create roles to suit the abilities and talents of your team members: • Accountant • Communications liaison • First aid liaison • IT equipment liaison • Luggage liaison • Meal planning • Team devotions/spiritual preparation • Team photographer (see page 33) • Team videographer (see page 34) Advisor Handbook 12 Job descriptions can be found on the Wiki. III. Raising Support Funding Sources There are a number of possible revenue streams: 1. Mailing letters to friends, family, church, and past Collaboratory members is one of our primary and most successful tools. We have a well‐developed process for creating a mailing that includes a letter personalized by the team member, team photo, response card, and pre‐paid return envelope, plus online giving opportunities. All gifts are tax deductible. 2. Many churches will support their people who do missions work. 3. Students can apply for scholarships from the Agape Center. 4. Sometimes there are funds in a Group’s account that may be used for Site Team expenses. 5. Lastly, site team members can self‐fund of portion of their expense. That can also be done as a gift to the Collaboratory, which then becomes a tax deductible receipt. Site Team Support Raising Policy Member Sponsorship 1. All Site Team participants must be sponsored by a Group in order to join a Site Team. 2. Site Team participant applicants are required to obtain the signature of a Group Advisor and Group Leader before submitting their application to the Manager of the Collaboratory for a Site Team trip. o The Group Advisor's and Leader's signatures indicate that the Group is agreeing to sponsor the Collaboratory member, should the member be invited to join the Site Team. 3. Sponsorship entails agreeing to fund up to 100% of the member's Site Team costs, should the member have a deficit after the Site Team has returned. While Site Team members agree to self‐fund any deficit remaining after they return from their trip, and students must sign a form releasing the Collaboratory to transfer any deficit remaining to their Messiah tuition account, the sponsoring Group assumes responsibility for their sponsored member's remaining deficit if the Site Team member reneges on their commitment or if Messiah College is unable to secure payment from a student. Also, students are given a 60‐day Advisor Handbook 13 grace period to pay off their deficit or to set up a payment plan; in the interim, student deficits are transferred to the sponsoring Group. Determining the Estimated Trip Cost 1. The Site Team Advisor and Leader set an estimated amount that each Site Team member will need to raise or self‐fund for their Site Team trip, based on previous Site Team trip costs and factoring in the Collaboratory's 7% overhead charge (7% of all external funds received by the Collaboratory are allocated towards the overhead costs of the organization). o Costs of attaining a passport should not be included in trip costs and should be self‐funded. This is due to the fact that passports can be used for personal travel over several years. o Costs of visas should be included in the site team budget. o Costs of vaccinations necessary for the trip should be included in the site team budget. Payment for these expenses can then be transferred directly from the team account with the Collaboratory to the Engle Center. o Costs of oral medications should also be included in the site team budget. Students choosing to purchase oral medications through the Engle Center may receive insurance credit, and any remaining expenses can be paid through the site team's account. Students not choosing to use the Engle Center's services will have to self‐fund medications. 2. The Manager approves all Site Team estimates and then increases the estimate by 5% to account for inflation and to create a buffer for the Site Team and the Collaboratory. 3. The Site Team Advisor communicates the final approved cost of the Site Team trip during interviews. The Manager of the Collaboratory reiterates the cost of the trip and fully explains the Site Team Support Raising Policy to all Site Team members at their first Site Team meeting. Pre‐Trip Deposit 1. The Site Team Advisor sets an amount for a required deposit, and determines the date by which the deposit is due to the Collaboratory (generally the deposit is due before plane tickets are purchased). The Manager approves the deposit amount and the due date. 2. The deposit secures an invited participant's place on the team. The deposit can be self‐funded or can be provided by others, or through the support raising process. The pre‐trip deposit is nonrefundable in the sense that you cannot (for Advisor Handbook 14 example) self‐fund $500 and then get that money back when more donations come in as a result of your support letters Acceptance Letter Every student participant who is being invited to join a Site Team receives an official Collaboratory Site Team Acceptance Notification Letter, including a portion that must be signed and returned to the Collaboratory. (Note that the Site Team Advisor has the authority to make exceptions for individual team members.) This letter communicates: 1. The amount of the deposit required by the student in order to secure a place on the Site Team trip, as well as the date by which the completed, signed letter and deposit are due. 2. The full cost of the Site Team trip. 3. That the full cost of the trip will be included as part of the student's regular Messiah tuition billing and will be assessed to their Messiah account if a balance remains upon completion of the Site Team trip. 4. That all donations and payments made to the Collaboratory for a Site Team trip are tax‐deductible and therefore non‐refundable. Funding Plan Site Teams raise funds based on a principle of equal effort. It is fine for some members to raise more and some less as long as the goal is reached and all contribute equal effort. 1. Every member of a Site Team must have a funding plan and communicate this funding plan in writing to the Site Team Advisor and the Manager by the second Site Team meeting. 2. Equal effort means that every team member has a plan acceptable to the Collaboratory for funding their trip. For example, the plan may include sending out a certain number of support letters, self‐funding a certain amount, and money from another source that will not go directly toward the trip (such as an Agape Center tuition scholarship) but will enable the participant to self‐fund a specific amount. 3. If a Site Team member has a funding plan that includes self‐funding a certain amount, this amount must be contributed before the team travels overseas. Support Letters When sending out support letters, Site Team members are required to follow the Collaboratory's procedure. 1. Support letters should be sent out approximately 4‐5 months prior to departure. This requires trip members to have their mailing lists entered into the database Advisor Handbook 15 2.
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promptly upon acceptance to the team. Receiving external funding early will minimize the amount of self‐funding necessary for the initial trip deposit. Site Teams raise money as a team; money is tracked and reported both for the team and for individual members. Every member is expected to send out support letters in accordance with their funding plan. Site Team Advisors and Leaders receive regular reports detailing the total amount the team has raised as well as how much each individual team member has raised. It is the responsibility of the Site Team Advisor or Leader to communicate to their team members how much each person has raised. Members receive regular reports from the Manager of the Collaboratory listing the names of donors tagged to them who have made a donation toward their Site Team. Note that the Manager is not able to specify how much an individual donor has given. Members receive regular reports from the Site Team Advisor or Leader specifying the total amount that they have individually raised and how much the team has raised as a whole. Sponsoring Group Advisors and Leaders will be notified by the Manager of the Collaboratory of the cost of the Site Team trip, and will receive regular reports detailing how much their sponsored team member(s) have raised. End of Trip Funding Assessment Within two weeks of the return of a Site Team, the Manager of the Collaboratory will review support totals for the team and contact the Site Team Advisor, Leader, and members. 1. If any individual team member raised more than the cost of the Site Team trip (as determined by the Site Team Advisor and Leader and approved by the Manager), these funds will be divided evenly among team members who have a deficit. 2. Deficits will be transferred to the members' sponsoring Groups. Deficits will be based on the estimated cost of the trip, as set by the Site Team Advisor and Leader and approved by the Manager. 3. Individual Site Team members will be notified of their personal deficit and will be told that they are responsible to provide the remaining deficit to the Collaboratory. 4. After a period of 60 additional days, if any student still has a deficit and has not set up a payment plan with the Manager of the Collaboratory, the Manager will contact Messiah's Business Office to transfer any remaining student deficits to their Messiah tuition accounts. Advisor Handbook 16 * Exception When the Director of the Collaboratory travels on a Site Team trip, the Manager and Director will work together to determine how the Director's excess funds raised will be used. The Director has many connections and is able to raise a significant amount more than the cost of a Site Team trip, and it is likely that the funds raised by the Director would have otherwise been donated toward the organization as a whole. The Director has the overarching purpose of keeping the Collaboratory sustainable and is always fundraising for the organization. The Director and Manager may decide that some of these excess funds will be contributed back toward the team. Closing the Trip Account Site Team "classes" will be zeroed out and closed by the Manager of the Collaboratory approximately 60 days after the Site Team has returned, unless extenuating circumstances prohibit this closure (e.g., if the partner organization has not yet submitted the final bill to the Site Team). 1. At this point, the total cost of the Site Team trip will be calculated, as well as each member's support total. 2. If a Site Team has an overage (based on the actual cost of the trip), per the Collaboratory's Scholarship Fund policy, 50% of the overage funds raised by the Site Team will be set aside for the Scholarship Fund. The remaining 50% of the overage funds will be used with the discretion of the advisor and student leader of the Site Team. If the Site Team had an existing balance at the beginning from an overage from a previous trip, this will be taken into account by the Manager (i.e., these funds will not be "taxed" twice). 3. If the Site Team Advisor underestimated the cost of the Site Team trip per participant, the Manager of the Collaboratory will first meet with the Site Team Advisor to determine how the deficit could be covered and where it should be housed. The Manager and the Director will make a final decision regarding how the deficit will be allocated. If the Collaboratory has sufficient funds and the Site Team demonstrated a good faith effort in fundraising, the Manager and Director may decide that the Collaboratory will absorb the deficit. If the Collaboratory does not have sufficient funds or the Site Team did not exhibit a good fundraising effort, the Site Team deficit will most likely be transferred to the primary sponsoring Group. If there is more than one sponsoring Group, the deficit may be divided fairly among the sponsoring Groups. Support Letters Support‐raising is a process of developing partners who can support and send those who are going on a Collaboratory Site Team trip and gives these partners the Advisor Handbook 17 opportunity to share and participate in the team’s ministry. Support letters inform potential supporters about the Site Team trip and provide information as to how they can be a part of the team's work through giving a donation and/or prayer. Those who raise support are often surprised by who gives (as well as who does not). Do not let the income level of a person determine whether or not you send them a support letter; remember that the goal is to create a team of supporters who will provide support in myriad ways, and that God will lay it on people’s hearts to give. Likewise, do not take it personally when people opt not to give. Assembling and Submitting a Mailing List (Civi) Each team member is responsible to submit a mailing list of 50 or more names and their contact information (including email addresses) for potential prayer and financial supporters. Each person who is tagged to a member of the Collaboratory who is going on a Site Team trip will receive a support letter for that trip. It is recommended that each site team member enters their 50 contacts into the Civi Database immediately upon acceptance to the team. All contacts for all site team members must be entered in Civi before the support letter can be printed. Please send an e‐mail to the Logistics Advisor notifying him/her when all contacts are in. It can take 2‐3 weeks (depending on the size of the team) for a team’s contacts to be approved and their support letter materials to be printed, after their contacts are entered. It is to the team’s benefit to enter their contacts in the Civi database as early on as possible. Suggestions for a Site Team member’s personal mailing list: • Family members. • Home church and Messiah College church. Set up a meeting with your pastor(s) and/or mission committee(s) in order to share about the trip and to find out your church’s process for giving toward a mission trip. • Individual church members from your home church as well as your church at Messiah College. Before you add church members to your list, be certain to ask your church if they have a policy regarding soliciting their members. Do not send a letter to everyone in your church directory or to people that you do not know. • Coaches, teachers, bosses, people that you babysat for, neighbors, etc. • Friends from home. • Recent Messiah College graduates. • Friends and co‐workers of your parents. Ask your parents for a list of the names of people who would be interested in supporting you. • Fellow Messiah College students. Students are welcome to hand a support letter to other students, but please do not add them to the Collaboratory mailing list. Advisor Handbook 18 •
DO NOT include Messiah College faculty or staff. Although students occasionally invite a Messiah College faculty or staff member to support their work, this should only be done if the relationship is very close. Such requests should be hand delivered. If a faculty or staff member wishes to be added to the Collaboratory’s mailing list, they should forward their name to the Manager of the Collaboratory. Writing a support letter It is the responsibility of the Site Team Leader to write a support letter for the team or to delegate this task to a team member. Each member of the Site Team will send out the same pre‐approved support letter. This letter will provide a general overview of the Collaboratory and the Site Team members, what the team hopes to accomplish, as well as the financial need and an appeal for support. Site Team members should write a personal note on the letters that they are sending out. The Manager of the Collaboratory will proofread, edit and approve all Collaboratory support letters before sending them to the Office of Public Relations for approval. The Manager of the Collaboratory and Logistics Advisor are the liaison to the Messiah College Office of Public Relations and Office of Development for all support letters, paper and electronic, sent via a mailing list. Guidelines Support letters should be no more than one page in length. Please model the sample support letter (Appendix III, Sample 1) unless permission to do otherwise has been granted by the Manager of the Collaboratory. Feel free to copy and paste portions from the sample letter, especially those that pertain to all Site Team trips. The first draft of the support letter should be submitted for proofreading to the Manager of the Collaboratory by the end of the summer (January Site Team trips) or by the end of Winter Break (summer Site Team trips). The final draft of the support letter should be submitted to the Manager of the Collaboratory by the last general Collaboratory meeting in September (January Site Team trips) or by the last general Collaboratory meeting in January (summer Site Team trips). Every Support Letter should include: • The month and year that the letter will be mailed (suggested date: October for a January Site Team Trip and February for a summer Site Team Trip) • A general opening and introductory paragraph, introducing the trip and mentioning Messiah College and the Collaboratory Advisor Handbook 19 •
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A brief description of the Site Team trip and the team’s goals for the trip, answering the questions: Who? Where? When? Why? How? Mention the long‐term scope of the project, work done on campus, and any partner organizations. An appeal for financial and prayer support, focusing on partnership. Provide the specific amount of money that the entire team needs to raise (technically, donors are helping to fund the trip and not the individual student; because donations are given to the entire team, they can qualify as IRS tax‐deductible gifts), as well as the date by which this amount needs to be raised (suggested date: by early December for a January Site Team Trip and by early April for a summer Site Team Trip). Explain how the recipient of the letter can get involved. Specify that they should follow the instructions on the enclosed Donor Response Card and that all checks should be made payable to “Messiah College” with “The Collaboratory” written in the memo line of the check. The donor should not write the name of the student on the check, as the IRS prohibits Messiah College from processing donations with a student’s name designated on the check. Note that the student’s name is already provided on the Donor Response Card. A general closing and room for the name of a member of the team, a signature, and a short note (at least five spaces) If you need help or have any questions regarding the support letter, please contact the Manager of the Collaboratory. The Logistics Team will print and compile the materials for each Site Team member’s mailing list. The envelopes will be pre‐addressed and the Donor Response Cards will contain the necessary information about the Site Team member and the person who is receiving the support letter. Members are responsible for writing a personal note on each letter that is going to someone on their mailing list. Members are also responsible for assembling their letters/packets and putting them in the mail. Team photo The Logistics Advisor will put you in touch with the Collaboratory Photographer. It is up to you and the photographer to negotiate a time to take your team photo. The photographer will e‐mail a formatted, digital copy of the photo to the Logistics Advisor. The Logistics Advisor will then print this photo to be included with the rest of your team’s materials. Following Up on Support Letters Personal contact is important. Encourage your students to set up meetings with people on their mailing lists during breaks at home, in order to tell them about the Site Team Advisor Handbook 20 trip. Encourage them to contact their home and Messiah College churches in order to share briefly about the trip before the congregation or, if possible, to give a presentation on the trip. The Collaboratory Student Administrative Assistant will email team members with the names of those who have given a donation. Each team member should send a personal Collaboratory "thank you" card to those who have responded to the mailing. Collaboratory thank you cards, envelopes, and stamps can be obtained from the Collaboratory Office (Frey 353). The stamps are housed in envelopes labeled with each Group’s name. Please note that each person should only take stamps from his/her Group’s supply. Notify the Collaboratory Manager or Logistics Advisor if/when your Group’s stamps are depleted. Note that the Office of Development sends a general thank you letter and tax‐deductible receipt within 72 hours of receipt of a donation. Each member should also send out a follow up newsletter after the trip, telling about the experience and thanking supporters. Encourage your students to give presentations for their home and/or Messiah College churches. Fundraising Updates The Finance Team Leader will send out updates to the site teams, notifying them how much money they have raised so far. Advisor Handbook 21 IV. Travel Details Documents Passports In order to travel on a site team trip, each site team member must have a current, signed passport which is valid for at least six months past the return date of the trip. They must also have a minimum of four blank visa pages in their passport. If they do not have a passport or if their passport is out of date, it is essential that they apply for a new passport as soon as possible. Passports can take 6‐8 weeks to process. Application and Renewal There are two ways of applying for a passport: in person or by mail. We recommend that students either: • Apply for a passport while at home over a school break • Utilize our on‐campus passport events, which occur once every semester o See the EpiCenter’s Event Calendar for details regarding when/where on campus these events occur: http://www.messiah.edu/academics/epicenter/events.html • Apply in person by visiting either the Prothonotary Office of the Cumberland County Court House or the Camp Hill Post office. Prothonotary Office of the Cumberland County Court House One Courthouse Square Carlisle, PA (888) 697‐0371 ext. 6195 M‐F 8:00 a.m. to 4:00 a.m. Camp Hill Post Office 1675 Camp Hill By‐Pass Camp Hill, PA (717) 737‐1461 M‐F 8:30 a.m. to 3:30 p.m. Things to bring with you to apply: • Proof of citizenship: a certified birth certificate. Pennsylvania certificates of birth can be obtained from the Bureau of Vital Statistics in Harrisburg. The Prothonotary Office can assist out‐of‐state students in obtaining a certificate of birth. 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Proof of identity: a driver’s license, a previous passport, military ID (the Prothonotary Office reluctantly accepts student identification cards; the post office will not). If you are from out of state, a secondary ID is required. (Acceptable ID documents are: school/college ID, work ID, health insurance card, social security card.) Copy of your driver’s license: a copy of both the front and back view of your driver’s license If you are from out of state: a copy of a secondary ID: a copy of both the front and back view of your secondary ID Two identical passport photographs: 2x2 inches; taken within the last six months; from the chin to the top of the head must be 1 to 1 3/8 inches. Photos can be purchased from the EpiCenter for $10. Deposit $10 in account 2512‐4609. Ask for two receipts; bring one to the EpiCenter when you are ready to have your photos taken. (See the posted hours.) Photos can also be taken at most camera shops or AAA offices. Tell the photographer that you need passport photos. There is a difference! Fees: For students 16 years of age or older the total fee is $135 (a $110 check or money order should be made out to the U.S. Department of State. A $25 check – made out to the place of application – or cash is also required. Application: available in the EpiCenter or can be downloaded from the Department of State Passport Services website at: http://www.travel.state.gov/passport/forms/ds11/ds11_842.html DO NOT SIGN THE APPLICATION UNTIL YOU ARE REQUESTED TO DO SO. If the following applies, you may be eligible to renew your passport by mail: • Your most recent U.S. Passport: o Is undamaged and can be submitted with your application o Was issued when you were age 16 or older o Was issued within the last 15 years o Was issued in your current name or you can legally document your name change In order to renew your passport by mail, you must submit the following: • Form DS‐82, Application for a U.S. Passport by Mail • Your most recent passport • (If your current name differs from the name on your passport) a marriage certificate or court order Advisor Handbook 23 •
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The current passport fee ($110) in the form of a money order or check made out to the Department of State. The full name and date of birth of the applicant must be printed on the front of the check. A 2x2 inch passport photo stapled to the application within the space provided using four vertical staples, one in each corner Mail the application materials to: (For routine service) National Passport Processing Center Post Office Box 90155 Philadelphia, PA 19190‐0155 (For expedited service – there is an additional fee) National Passport Processing Center Post Office Box 90955 Philadelphia, PA 19190‐0955 Please be sure to send the materials in a padded envelope large enough to fit the application without folding, and use a traceable delivery method. Visas It is your responsibility as an advisor to establish early on whether or not your site team members will need visas for their trip. Once established, please communicate your visa needs to the Logistics Advisor. If you need a letter of invitation from your PO to obtain visas, it is important that you request this as early as possible. Visas cannot be procured until all team members have passports and airfare has been purchased. Common Requirements The following lists some of the most common requirements for visa application (for each person). If you communicate your visa needs to the Logistics Advisor and if your site team members submit their passports in a timely fashion, the Logistics Advisor will compile the first six requirements. 1. Official cover letter 2. Passport 3. Photocopy of passport 4. Payment (included in your site team budget) 5. Flight itinerary or copy of ticket Advisor Handbook 24 6.
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A prepaid, insured, self‐addressed envelope. Two visa application forms o You will be provided with blank visa application forms for all of your site team members. It is your responsibility to provide your team with the correct information regarding dates, type of visa, and in‐country contact information. Once these forms are filled out, please return them to the Logistics Advisor. Note: do not write the travel dates on the application until your team’s airfare has been procured. Two visa photos o Visa photos can be obtained from the Passport Photo Studio at the EpiCenter. After learning of your visa needs and receiving your team roster, the Logistics Advisor will forward your team roster to the EpiCenter, notifying them that your team needs visa photos. ƒ Scheduling: Your team members may either go to the Passport Studio individually or you may schedule a time to have your team come in as a group. To schedule a time for your team, please contact the EpiCenter. ƒ Hours: The hours for the Passport Photo Studio vary by semester. Please visit the EpiCenter Events Calendar for details: http://www.messiah.edu/academics/epicenter/events.html ƒ Cost: The cost of visa photos ($10/person) is included in your site team budget. Please ask each team member to bring a filled out copy of the Collaboratory’s Visa Photo Form (Appendix IV, Form 1) when they go to have their photo taken. This notifies the EpiCenter that the team member is there to have their visa photo taken for their Collaboratory Site Team trip. The payment will be transferred directly from your team’s account to the EpiCenter. ƒ When your team members receive their visa photos, please ask them to turn them in to the Collaboratory as soon as possible so that they are not lost. Invitation letter from in‐country PO o Some countries require that you submit a letter of invitation from a host organization within the destination country, in order to procure a visa. Since you are the primarily liaison between the PO and Messiah College, it is your responsibility to secure this letter early on (if required). Proof of yellow fever vaccine (booklet) o Please visit the U.S. Department of State website to see whether or not this vaccine is required for entry to your destination country. http://travel.state.gov/travel/travel_1744.html Advisor Handbook 25 ƒ
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Please note that some countries require the yellow fever vaccine even if you are only transiting via countries where yellow fever is present. Please visit the CDC website to see whether or not this vaccine is recommended for travel to your destination country. http://wwwnc.cdc.gov/travel/yellowbook/2012/chapter‐3‐infectious‐
diseases‐related‐to‐travel/yellow‐fever.htm#2853 If your destination country requires proof of the yellow fever vaccine in order to procure a visa, encourage your team members to procure this vaccine early on. If they choose to obtain their vaccinations from the Engle Center, the cost will be covered in the site team’s budget. If your team members choose to obtain their vaccinations from their own family doctor or any other medical provider, they are responsible to self‐fund these costs. Please see the “Health” section below for more information. Application It is your responsibility to ensure that your team members turn in the following items in to the Collaboratory in a timely fashion: • Passport • Filled out visa application form(s) • Two visa photos • Invitation letter from PO (if required) • Proof of yellow fever vaccine (if required) Once these items have been received and airfare has been purchased, the Logistics Advisor will send your team’s application materials to the visa processing agency. Please keep in mind that visas sometimes are not received until 4‐6 weeks after application. It is to your benefit to apply for visas as early as possible. Embassy Registration The Logistics Advisor will register each team with their U.S. in‐country embassy. In order to do so, the team advisor must send him/her the following information: • Purpose of visit • Destination address and phone number International students will be required to register themselves with their home in‐
country embassies prior to departure. Advisor Handbook 26 Health Immunizations and Prescriptions Each team needs to meet with the Travel Nurse Educator at the Engle Center 2‐3 months prior to departure. Please call ext. 6035 to schedule a time for your group. Each site team member should bring a copy of his/her health insurance card to this meeting. After the team meeting, each person is responsible to set up an individual Travel Consult with the Nurse Practitioner. This meeting is a 30 – 45 minute review of the individual’s health history, all immunizations to date, travel advisories, new immunizations recommended by the CDC, and writing of prescriptions for prophylaxis for Malaria, Typhoid and other agents. The cost for the visit ($35 + the cost of immunizations and prescriptions) is included in your site team budget. The payment will be transferred directly from your team’s account to the Engle Center. If your team members choose to bypass the Engle Center and obtain their immunizations through their family doctors or other medical providers, they will be responsible to self‐fund these costs. For the Center of Disease Control’s (CDC) Recommended Adult Routine Immunization Schedule, please see Appendix IV, Guide 1. For recommended vaccines for some common site team travel destinations, please see Appendix IV, Guide 2. For the most up‐to‐date information and to reference other countries’ vaccine recommendations, please visit the CDC’s website: http://www.cdc.gov/ Travel Insurance The Collaboratory works with the Office of International Programs to procure travel insurance for each team approximately two weeks prior to the team’s departure. If your PO already provides travel insurance, please notify the Collaboratory Manager, so that the Office of International Programs can evaluate its provisions and avoid procuring duplicate insurance. First Aid Kit The Collaboratory will provide each team with a First Aid Kit to take on their site team trip. After your trip, please return the kit to the Collaboratory along with the First Aid Kit Inventory Form (Appendix IV, Form 2), detailing which items need to be replenished. We welcome suggestions for additional first aid items that may be useful on future trips. Advisor Handbook 27 Air Travel and Transportation Purchasing Airfare The Collaboratory purchases airfare 3‐4 months prior to a site team trip. The following are tasks that must be completed before the Logistics Advisor can work with you to purchase airfare: • Each site team member must have raised or self‐funded the initial deposit amount (this amount is set in advance by the Collaboratory Manager). • All team members must have turned their passports in to the Collaboratory. • You must send the Collaboratory Manager and Logistics Advisor the following information: o U.S. departure airport: first, second, and third choice o Arrival airport in destination country o Departure date from U.S. o Arrival time(s) in destination country: if your PO requires that you arrive at certain hours o Return date to U.S. o Number of passengers o Preferred route and airline(s) o Estimated airfare cost o Preferred seat location(s) on the plane(s) The Collaboratory prefers to procure airfare through one of our travel agency contacts. However, if the rates are significantly lowered by purchasing directly through an airline, this will be taken into consideration. The Logistics team will research different airfare options and communicate these to you. This process is greatly enhanced by your expertise and input. Although the Logistics team will work hard to find the best fares for your team, their search is not always exhaustive. Any complimentary searching you do is to your own benefit. Prior to purchasing, the airfare must be approved by both you and the Collaboratory Manager. Please note that some airlines (such as Delta) require that the credit cardholder be present at the time of check‐in. If this is the case for your airline of choice, we may need to use your Messiah College purchasing card to procure the airfare. Securing Airport Transportation It is to your benefit to secure airport transportation early. Logistics is available to help you with this, should you need it. Here are your transportation options: • A Messiah College fleet vehicle: Messiah prefers that you utilize their fleet vehicles rather than renting vehicles from an outside source. If you would like to reserve a vehicle for transportation to/from the airport, please notify the Logistics Advisor Advisor Handbook 28 •
early on as these vehicles are in high demand. The cost of a large van is $0.76/mile and will be charged to your site team account. You will need to recruit a driver, and if driving a van, the driver must have completed Messiah’s Safe Driving Program. Train or bus o Amtrak: visit http://www.amtrak.com for schedules and rates. Please take note of any luggage restrictions. o Greyhound Bus: visit http://www.greyhound.com/ for schedules and rates. Luggage Policies and Restrictions It is your responsibility to identify any airline or transportation luggage restrictions and communicate these to your team. This applies to both personal and site team equipment baggage. Logistics will provide your team with 4 luggage tags per person. On‐Campus Student Parking Policy If your students need to leave their cars parked on campus while away on a site team trip, please notify Logistics. Logistics will communicate with the Department of Safety to see which lot the student may park their cars in. Please note that cars left on campus must be registered. If they are not already registered, students must obtain temporary parking permits from Dispatch prior to departure. Required Paperwork and Information The International Travel Manual The Office of International Programs at Messiah College has put together a manual of policies and procedures relating to international travel with Messiah College. It is to your benefit to review this manual. The most up‐to‐date version can be found on the Office of International Programs’ website: http://www.messiah.edu/offices/intercultural/international‐programs/international‐
travel/ Logistics will provide you with the paperwork that Messiah College requires of each traveler. This paperwork is due in to the Collaboratory two weeks before the end of the spring semester for summer trips and two weeks before the end of the fall semester for J‐Term or spring break trips. In‐Country Contact Information and Itinerary Messiah College and the Collaboratory require that you submit your in‐country contact information and comprehensive travel itinerary prior to your trip. The following information must be included: Advisor Handbook 29 •
All dates, locations, and contact information for each location where the team will be traveling • The names, addresses, phone numbers, and e‐mail addresses of in‐country contacts at each location • Identify how your group might access health care while traveling This information is due two weeks before the end of the spring semester for summer trips and two weeks before the end of the fall semester for J‐Term or spring break trips. Please send this information to the Collaboratory Manager and the Logistics Advisor. Pre‐Departure Establishing a Method of Communication Abroad Prior to your trip, it is important that you establish a method for your team to communicate with the Collaboratory while away. The Collaboratory has a limited amount of international cell phones for site team use. These phones are charged by the minute, and the rate depends on the location. For cell phone policies and guidelines, please see Appendix IV, Guide 3. Contact the Manager of the Collaboratory for more information or to reserve a cell phone. Reserving Equipment The Collaboratory has an the following equipment available for check‐out: projector, netbook, laptop, camcorder, digital camera, audio recording devices, webcam, external hard drive, cell phones, and smart phones. Items should be checked out early enough so the team can test the equipment and have a plan B if it does not meet their site team needs. In‐Country Expenses Cash Advance If you are in need of a cash advance for your site team, please communicate this to the Collaboratory Manager. The Business Office usually allows $200 for every 5 days of travel. Messiah College employees can obtain this advance on their own, while site team advisors not employed by the college must accompany the Collaboratory Manager to the Business Office. The Collaboratory Manager will send you the digital version of the following: • The Cash Advance Expenditure Policy (Appendix IV, Guide 4) • The Cash Advance Request Instructions (Appendix IV, Guide 5) • The Cash Advance Request Form (Appendix IV, Form 3) • The Cash Advance Reconciliation Form (Appendix IV, Form 4) • The Missing Receipt Form (Appendix IV, Form 5) Advisor Handbook 30 Please note that a cash advance can be issued no more than 5 days in advance of the travel event. Also note that many of the site team destinations do not accept credit cards. If you do bring your Messiah College Purchasing Card with you, please take note of the college’s P‐Card Emergency Protocol (Appendix IV, Guide 6). Reimbursement for team expenses when a personal credit card or personal cash was used: • Cash: present the receipts to the Collaboratory Manager and he/she will reimburse the individual using petty cash. • Credit card: employees can be reimbursed by providing the Business Office with receipts and a reimbursement form. There will be some personal purchases like souvenirs for family, which will not be reimbursed. Pre‐Departure Work Timeline Please be sure to provide your team with a comprehensive timeline regarding the project work and site team training that needs to be accomplished prior to departure. This time line should include due dates and methods to track progress. Students should be advised well ahead of time that they need to participate in the pre‐
departure duties. The site team should be team members’ number one priority the week before and after the trip. Packing List Please provide your team with a comprehensive packing list. This list should include both personal items and team items (including hand sanitizer). Keep in mind that some students may never have traveled out of the country before, so detailed instructions are important. For an example of a comprehensive packing list, please see Appendix IV, Sample 1 Sample Packing List. Advisor Handbook 31 V. In‐Country Communication with Collaboratory and Supporters Blogging If a Site Team will have internet access while abroad, a blog provides an excellent way of keeping in touch with friends and family. Team members do not have to feel the pressure of sending out individual email updates when the entire team shares the load of participating in regularly posting updates on the blog. A blog serves as a wonderful online memento for the team after the members return to Messiah. Blogs also serve as a way for the Collaboratory to share its story. Blogs are posted on the Collaboratory's website. The team advisor should stress in advance what the purpose of the blog is and what the boundaries of appropriateness are. The role of the Communications Liaison is to set up and oversee a site team's blog. Instructions for setting up a blog The Communications Liaison should: • Set up a blog, in coordination with the Site Team Advisor and Leader, and the Manager of the Collaboratory. While the team is traveling, the Manager of the Collaboratory is available to upload entries and photos to the Site Team's blog. Size requirements for photos and posts, etc., should be communicated in advance. The communications liaison should pass this information along with administrative log‐
in and posting permissions for the blog to the Manager of the Collaboratory. • Assign blogging responsibilities to the team. Setting up a regular rotation, with one team member responsible for posting each day, is most effective, with the expectation that each team member will participate in posting entries on the blog. It may be helpful to assign specific topics for each day, to ensure that the entries are varied. Blog entry requirements: •
•
•
•
Entries should be regular; clean and appropriate; respectful of Messiah College, the Collaboratory, the host country, the partner organization, and all persons referenced in the blog. Please be careful not to give readers a cause for concern. Entries should be varied (e.g., project updates, spiritual insights, cultural information, personal experiences, team experiences). Ideally, the Site Team should begin blogging before the team departs, to become comfortable with the site and the process. The communications liaison should provide an email list to the Manager of the Collaboratory of those who prefer to be emailed blog entries, if applicable. Advisor Handbook 32 •
All Site Team members should notify their friends and family of the blog link before, and explain that they will have limited email contact while they are traveling on the Site Team trip. Expectations of communication The communications liaison should also ensure that the family and friends of Site Team participants understand that they should expect limited communication from the traveling team. Here is an example of an email sent out to the friends and family members of a team that traveled to Burkina Faso: Although the team will have email and internet throughout the trip, the communication infrastructure in Burkina Faso is rather unreliable. We hope to update the blog at least every other day. But parents and loved ones should not be concerned if there is no update for several days or if promised email/phone communication ceases for a time. Please ask family to refrain from calling the Collaboratory or Messiah College simply because of 'no news', since periods like this are to be expected. In fact, in the case of a serious problem, someone from SIM or the team will drive to a nearby town to get a message out to Tony, and he will contact family. So no news really is good news. Except for minor illnesses, all teams have been fine in the past, every day, and SIM has taken good care of us. This is what family should assume. Reporting and Documentation Reporting is an essential part of the site team process. You should encourage your team to complete the majority of their reporting prior to returning home. Encourage each site team member to keep a journal throughout the trip. Journaling can help individuals to process their experiences abroad. It can also help your team to remember details about the trip: the people they met, the tasks they achieved, the challenges they faced, etc. It can be helpful to come up with questions that people can respond to in their journals, as well. Photography Photography is an important method of documenting the work of the Collaboratory. The person primarily responsible for taking photos on the trip is the Team Photographer. This person is responsible for the following: • Taking the photos • Collecting the best photos from team members throughout or after the trip • Providing a CD of the best photos for all team members after the trip • Uploading the best photos onto Cumulus. Advisor Handbook 33 Teams should organize their photos prior to their return home, if possible. Teams should then upload approximately 25 of their best photos to Cumulus. These photos should be representative who we (the Collaboratory) are, what we do, and who we partner with. The photos should also be of good photographic quality (focused and well‐lit), aesthetically pleasing, and preferably candid. Other requirements: include team members, local friends/clients, and recognizable project equipment and activities (as applicable). Photos that capture both Collaboratory members (especially students) and clients working together are preferable. No full on face shots of children. Children in photographs should not be identifiable. If there are children, it is best if their faces are turned or somewhat obscured. For an informative guide on photography for Collaboratory teams, please see Appendix V, Guide 1. Videography Site team video footage is also an important visual testimony of the work of the Collaboratory. The person primarily responsible for taking video of the trip for the team is the Team Videographer. He/she will pass on the best footage to the Collaboratory Manager (after the trip), who will pass it on to the Marketing Team. Debriefing Your Team It is important to debrief your team prior to returning to the United States. Take time to discuss your team’s experiences, impressions, thoughts, and ideas. Keep in mind that for some of your students, this may be their first experience outside of the United States. Be open to your team’s cross‐cultural questions and impressions, spiritual concerns, and emotional needs. Prepare your students for the experience of journeying home, and any feelings or issues that may accompany this. One method of debriefing your team members is to give them the opportunity to respond to debriefing questions privately before discussing them with the rest of the team. We suggest handing out worksheets containing debriefing questions to each student and providing time to reflect and answer the questions privately. Afterwards, gather your team and discuss these questions in a group setting. This provides students with the opportunity to gather their thoughts and reflect on their own personal experiences, while also learning about the (often similar) thoughts and experiences of their teammates. For sample debriefing questions, please see Appendix V, Guide 2. Advisor Handbook 34 VI. Post‐Trip Tasks Returning Borrowed Items After your site team trip, the following must be returned to the Collaboratory: • All IT equipment that was checked out for the trip • Unused Collaboratory CDs, DVDs and DVRs • Luggage tags • Extra fund‐raising supplies: envelopes, donor response cards, stamps • Any Collaboratory library books • Collaboratory First Aid Kit and any travel supplies Designate team members who will be responsible for returning these items to the Collaboratory. If the students will not be on campus post‐trip, the responsibility falls on the advisor. The technology check out paperwork asks when the person expects to return the item. If the student checking out the item is not returning to campus after the trip, they are responsible for designating another person to return the item by the date they list on form. Chapel Exemption Remind students to apply for chapel exemption on mcsquare (if applicable). Closing the Trip Account Meet with the Collaboratory Manager 60 days after trip to close the trip account and communicate deficits to team members (if applicable). Re‐Entry Retreat Summer team advisors: remind students who received an Agape Center grant to attend the re‐entry retreat (1st Saturday after classes begin). Advisor Handbook 35 Appendices
PARTNER ORGANIZATION VETTING PROCESS
International Travel
All Messiah College students or groups traveling internationally require an approved partner organization.
The appropriate Messiah College Program Coordinator for an international opportunity must complete the
following steps to obtain approval for student or group involvement in a new partner organization
(hereafter “Partner Organization”):
… Vetting Process for New Partner Organizations
o The Program Coordinator will begin a Partner Organization Approval Form.
o The Program Coordinator will forward the list of Partner Organization Considerations
and Criteria to the Partner Organization for completion and return to the Program
Coordinator prior to student involvement with that organization.
ƒ The Program Coordinator will review the Partner Organization responses
with their program administrators to vet the educational aspects of the
organization.
o The Program Coordinator will then forward the completed Partner Organization
Considerations and Criteria to the Office of International Programs and the EpiCenter for
review and approval.
ƒ If any concerns are raised, the Office of International Programs and the
EpiCenter will communicate with the Program Coordinator any follow-up
questions for the Partner Organization.
ƒ If necessary, the Office of International Programs and the EpiCenter will bring
the Partner Organization approval request to the International Risk Management
Committee for final approval:
x The Chair of the International Risk Management Committee will
communicate the final decision to the Program Coordinator, who will
contact the Partner Organization.
x If the International Risk Management Committee rejects the Partner
Organization, it will be communicated in writing directly to the Partner
Organization by the Chair of the International Risk Management
Committee.
ƒ The Office of International Programs and the EpiCenter will keep an updated list
of approved international partner organizations.
o If approved, the Program Coordinator will work with the Partner Organization to collect
relevant information for student participation.
o The Program Coordinator will complete a Program Coordinator Checklist for each
individual or group and submit necessary information to the Office of International
Programs and the EpiCenter within established timeframes.
o The Program Coordinator will serve as the main College contact with the Partner
Organization throughout the duration of student involvement with that organization.
o Once a Partner Organization is approved, it will not be required to submit criteria for
approval each year, but are expected to alert the appropriate College Program
Coordinator of any changes to their organization that may affect or alter student
involvement. The Program Coordinator will keep the Office of International Programs
and the EpiCenter apprised of any relevant changes within the Partner Organization.
New Site Team Proposal Form
Introduction
Abstract:
Trip Details:
Project:
Client:
Destination:
Dates:
Applicants
Team Advisor:
Student Team Leader:
Additional Advisors:
Summary
Rationale:
Goals:
Training:
Team bonding training:
Cross-cultural training:
Spiritual training:
Preparatory Work:
Completed Work:
Remaining Work:
In-country Requirements:
Equipment:
Support:
Follow-up Work:
Resources
Participants
Budget
See attached
Housekeeping
Has your partner organization approved by Messiah College? No
Recurring Site Team Proposal Form
Introduction
Abstract:
Trip Details:
Project:
Client:
Destination:
Dates:
Applicants
Team Advisor:
Student Team Leader:
Additional Advisors:
Summary
Training:
Team bonding training:
Cross-cultural training:
Spiritual training:
In-country Requirements:
Equipment:
Support:
Resources
Participants
Budget
See attached
Housekeeping
Has your partner organization approved by Messiah College? No
Collaboratory Site Team Budget
Itemized Revenues
Group:
Project:
Destination:
Account #
Name
Description/Rationale
Amount
5100 Balance Forward
5020 Transfer - Internal
Grants (in hand)
5020 Transfer - Internal
Grants (requesting)
5030 Transfer - Site Team
Support from Group
5050 External Grants
(in hand)
$
-
$
-
Total Revenue $
-
$
-
5050 External Grants
(expected)
5050 Expected Gifts***
***
Gifts Estimate:
Number of Project Participants
Number of Individual Donors per Participant
Number of Institution Donors per Participant
Total Anticipated Gifts
Collaboratory Site Team Budget
Itemized Expenses
Group:
Project:
Destination:
Account #
Name
0
0
0
Description/Rationale
Amount
6060 Pre-Trip
6061 Food
6062
Lodgings
6063
Transportation
6065
Team Training
$
-
$
-
$
-
$
-
$
-
Total Expenses $
-
6010 Hospitality
6020 Support Letters
6090 Shipping
6110 Trip
6111 Airfare
6112
Food
6114
Insurance
6115
Lodging
6116
Medical
6117
6118
Passports
Transportation
6119
6120
6121
Visas
Fees
Supplies
Other Expenses
Collaboratory Site Team Budget
Site Team Name:
Account #
5100
5100
5020
5030
Account Name
Revenue:
Balance Forward
Internal Grants (in hand)
Internal Grants (requesting)
Site Team Support
Sub- Total Revenue
5050 External Grants (in hand)
5050 External Grants (expected)
5000 Gifts
Total Revenue
6200
6250
6000
6005
6006
6007
6008
6010
6020
6021
6022
6030
6040
6050
6060
6061
6062
6063
6065
6070
6075
6090
6100
6110
6111
6112
6114
6115
6116
6117
6118
6119
6120
6121
6140
6141
6142
6143
6144
6170
Expenses:
Overhead
Staff Overhead
Endowment Overhead
Total Collaboratory Overhead
Copying
Food
Training
Lodging
Transportation
Hospitality
Postage
Newsletters
Support Letters
Equipment
Office Supplies
Printing
Pre-Trip
Food
Lodgings
Transportation
Team Training
Project Supplies
Project Repairs
Shipping
T-Shirts
Trip
Airfare
Food
Insurance
Lodging
Medical
Passports
Transportation
Visas
Fees
Supplies
Salaries
Disability
Life Insurance
Social Security
Retirement
Memberships
Site Team Expenses
Total Expenses
Net Income
Comments
Site Team
0
0
0
0
0
0
0
-
-
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
-
Site Team Approval Process
Site team
proposal
Yes
Operations
Committee
Student Director:
Pre-approved in
project proposal?
No
Leaders
Committee
No
Conditional
Recommendation
Yes
Request for
Revision
Trip
Approved
Site team
proponents:
wish to appeal?
No
Yes
No
Trip Not
Approved
Approved by:
LCM: 8/26/2008
OCM: 1/8/2009
ECM: 3/12/2009
Operations
Committee
Executive
Committee
Yes
Trip
Approved
Conditional
Request for
Revision
PARTNER ORGANIZATION APPROVAL FORM
International Travel
All Messiah College students traveling individually or in groups without a Messiah College employee
require an approved partner organization. The appropriate Messiah College Program Coordinator for an
international opportunity must complete this Approval Form and following Partner Organization Vetting
Process to obtain approval for student or group involvement in a new partner organization* (see p. 13 and
p. 18 of International Student Travel Manual for deadlines):
Partner Organization
____________________________________________________________
Program Coordinator
____________________________________________________________
(See reverse for list)
Today’s Date
____________________________________________________________
Type of Organization
____________________________________________________________
Organization Contact
____________________________________________________________
(If applicable)
Organization Location(s)
__________________________________________________________
(List each city and country)
Signatures to be obtained by Program Coordinator:
ƒ
ƒ
Academic Department Chair or
Co-Curricular Unit Director
________________________ Date: _________
School Dean or Dean of Students
________________________ Date: _________
After the above signatures are obtained, submit this form, as well as the completed Partner
Organization Considerations and Criteria, to Wendy Lippert, Director of International Programs
and the EpiCenter, Eisenhower Campus Center, Room 166, Box 4514:
ƒ
Director of International Programs
________________________ Date: _________
ƒ Must be reviewed by International Risk Management Committee?
x Yes ______
No______
ƒ
Dean of Students/Vice Provost &
________________________ Date: _________
Chair, International Risk Management Committee
Once approved by all of the above individuals, final copies of this form will be sent to all of the above
individuals.
*Performing Arts groups and Cross-Cultural courses are exempt from this requirement.
Volunteer Profile Form
Salutation:
Ms.
Mrs.
Mr.
Dr.
Rev.
Social Security #
-
Last Name:
Sex:
Male
First Name:
Birthdate:
Middle Name:
Suffix:
Female
)
(Nickname or name you wished to be known by:
Address: Street1:
Street2:
State:
City:
Zip Code:
Phone:
Cell Phone:
Start Date:
Position:
How did you learn of this position?
Driver’s License #:
In Case of an Emergency Notify: (Please list contact numbers in priority order)
Name #1
Relationship
Phone
Phone Type
Home
Work
Cell
Phone
Phone Type
Home
Work
Cell
Phone
Phone Type
Home
Work
Cell
Name #2
Relationship
Phone
Phone Type
Home
Work
Cell
Phone
Phone Type
Home
Work
Cell
Phone
Phone Type
Home
Work
Cell
Phone
Physician
(Optional)
Signature
Volunteer Profile Form
Date Rev. 04/09
Consent for Volunteer Reference and Background Checks
I recognize that any offer of volunteer work made to me by Messiah College is conditional upon reference
and background checks which are acceptable to the College, and that information obtained during this
process may result in my not being able to volunteer for by Messiah College. I understand that Messiah
College and/or its designated representatives will conduct reference and background checks thoroughly
and within the confines of all applicable state and federal laws.
I understand that Messiah College will maintain any information obtained as a result of my signing this
Consent in a confidential file in the Human Resources Department.
I understand that a background check is being performed as part of the process to evaluate me prior to
commencing volunteer work, and is not conducted for any other purpose. I authorize Messiah College, or
its designated representative presenting this consent or a photocopy thereof, to obtain the following
records and information in connection with my application for volunteering with the College insofar as the
records and information are relevant to the volunteer position for which I am applying:
Criminal History and Convictions
Motor Vehicle Operation
Certification and Licensing
Educational History and Credentials
Employment Eligibility (Social Security Number Verification)
Prior Employment Information
Personal or Professional References
If the position for which I am applying specifically requires a personal credit history acceptable to Messiah
College, I understand that I will be required to sign a separate Fair Credit Reporting Act Consumer Report
Disclosure authorizing Messiah College to obtain the same. No personal credit history will be obtained by
Messiah College without this authorization.
I authorize all persons who are the custodians of these records, or who may have information relevant to
my application for volunteering, to provide records or disclose such information to Messiah College and/or
its designated representative.
I release Messiah College, its employees, designated representatives, agents, officers and trustees, as well as
all persons or entities who provide records or disclose information, from any and all claims of liability or
damage due to either the procurement or the true and accurate disclosure of such records or information.
Signature of Applicant_____________________________________________ Date_______________________
Printed Name (First, Middle, Last)____________________________________(Maiden)____________________
Driver’s License Number, State ______________________________________
Social Security Number ________________________
Home Telephone Number ______________________
Home Address (Street, City, State, Zip)
Last Prior Address (Street, City, State, Zip)
____________________________________________
___________________________________________
____________________________________________
___________________________________________
If any additional information relative to change of name or use of an assumed name or nickname is
necessary to enable a check on your background, please provide it here:
Site Team Participant Application
(CONFIDENTIAL WHEN COMPLETED)
Instructions: Please complete this application electronically. Print
the completed application and then sign it. This application, the
information release form, a copy of your insurance card and/or
information, and a copy of the photo page of your passport must be
returned in a sealed envelope to the Collaboratory Manager at Box
3034 or to the Collaboratory Office in Frey 353.
Name:
Team Name and Destination:
Today’s Date:
Team Travel Date:
J-Term, Year:
Group Membership:
MED
Energy
Water
Summer, Year:
Communications
Education
Other, Date:
Disability Resources
Transportation
Staff (Team:
Other (name:
)
)
TEAM MEMBER INFORMATION
Full Legal Name:
(as printed in your passport)
Major(s) and concentration(s) (if applicable):
Minor(s) (if applicable):
Name you go by:
Profession (if applicable):
Date of Birth:
Birthplace:
Gender:
Male
Female
Student ID:
Year at Messiah (if applicable):
First Year
Sophomore
Junior
Senior
Other (please specify):
Contact information:
School/Work
Address
School/Work
Phone
School/Work
Email
Cell Phone
Permanent Home
Address
Home Phone
Home Email
Name of parent(s)
(or spouse/closest
family member)
Passport Information (PLEASE ATTACH A PHOTCOPY)
NOTE: Your passport must be valid for at least 6 months after
anticipated return date AND must have a minimum of 4 open visa
pages. Please attach a photocopy of your passport’s vital pages. If
you do not have a passport, please include a copy of your passport
application to verify that your passport is in process.
US Citizen?
Yes
No
If no, please list country of citizenship:
Health Information:
It is important that we are made aware of medical conditions and allergies so that reasonable accommodations can be made, if necessary.
Allergies include but are not limited to: food, animals, and medicine. Please explain:
Emergency Contact information:
Name:
Please list two family members and one additional contact, each in separate households.
Relationship:
Address:
Communication:
Home Phone
Work Phone
Email
Name:
Other
Relationship:
Address:
Communication:
Home Phone
Work Phone
Email
Name:
Other
Relationship:
Address:
Communication:
Home Phone
Work Phone
Email
Other
Church Information:
Local Church Name:
Years attended:
Pastor’s name:
Phone:
Home Church Name:
Pastor’s name:
Years attended:
Phone (with area code):
Note that we may contact your Pastor as a reference.
Questionnaire: Please answer each of the following questions.
Team Expectations:
•
For the four months prior to the trip (while classes are in session) you will be committed to at least four hours per week consisting of
regular Collaboratory meetings, work sessions, support raising efforts, and trip team meetings. Are you prepared to make this
commitment? Do you have other commitments that may interfere with this?
•
All team members will be required to raise support by providing names and addresses of potential prayer and financial supporters.
The number of names provided must be sufficient to provide support equal to the expected cost of the trip (according to Collaboratory
guidelines), unless the team member decides to self fund the trip’s expenses. Do you have any difficulties with this expectation? Do
you have any special circumstances that will prevent you from fund-raising the full amount for this trip? Please explain.
•
Team members are required to self fund any personal deficit that remains after the team has returned from their trip. Do you have
any difficulties with this expectation? Do you have any special circumstances that will prevent you from self funding your deficit after
you return from this trip, if you should be unable to fund-raise the full amount? Please explain.
•
A team requirement is that you accrue a minimum total service to the Collaboratory of two years, which may be divided into portions
before and after the trip. Do you have any difficulties with this expectation? Please explain.
Cross-Cultural Experiences:
•
Describe any other cross-cultural experiences, if any (include where and when):
Personal Information:
Please answer the following questions in detail (at least one paragraph per question).
•
How long have you been a Christian? How did you come to know Christ as your Savior?
•
How are you involved in your local church?
•
Describe your practice of spiritual disciplines, such as prayer and scripture study:
•
How have you shared your faith in Christ so that others may come to know him?
•
Describe the talents, gifts, abilities, and interests that you would bring to this team:
•
Use this last space to write anything else about yourself that you would like to share:
Authorization for Release of Information (for student applicants):
I understand that facts relating to my disciplinary record, medical and/or psychological condition, or disability, if any, may be relevant to my
suitability for participation on this service and mission team. By signing this application, I consent to the release of the following information
to the Manager of the Collaboratory, the Team Advisor, and the Team Leader responsible for screening and approval of students for this
service team:
1. I authorize the Dean of Students, the Director of the Department of Safety, College Ministries, and the Office of the Registrar to release
information from my disciplinary and probation records. I understand that this information will relate to the nature and disposition of any
academic, disciplinary or probation infractions and/or violations of law by me, which may be reflected in the records of Messiah College.
2. I authorize the Collaboratory to contact my Academic Advisor, Collaboratory Advisors, and Messiah College faculty and staff in order to
request character references.
2. I authorize the Collaboratory to include my name in a list of prospective team members to be forwarded to the Director of Counseling and
Health Services. I understand that if the Director of Counseling and Health Services determines that a medical and/or psychological concern
may exist which could seriously affect my fitness to participate in this experience, s/he will notify me of the concern prior to disclosing that
concern to the Collaboratory. I understand that I will be told what information is forwarded to the Collaboratory.
3. I authorize the Collaboratory to include my name in a list of prospective team members to be forwarded to the Director of Disability
Services. I understand that if the Director of Disability Services determines that a disability-related concern may exist which could seriously
affect my fitness to participate in this experience, s/he will notify me of the concern prior to disclosing that concern to the Collaboratory. I
understand that I will be told what information is forwarded to the Collaboratory.
I understand that probation (academic, chapel, and/or disciplinary) disqualifies me from participation in a Collaboratory Site Team trip, and
that any infractions and/or violations on my record may disqualify me from participation.
I understand that any information released as described in this authorization will be kept confidential by the Collaboratory, the Team Advisor,
and the Team Leader, and will be used only to assess the suitability of my participation in this service and mission project.
Acknowledgment of Remaining Deficit Responsibility:
I acknowledge that the actual amount of this site team trip will be communicated to my advisor after the airfare has been purchased for my
team. If I have a support raising deficit following the trip and am a current student, the outstanding deficit will be charged to my student tuition
account two months following the trip’s return. If I am not currently a student or I have graduated by the end of the site team trip, I commit to
self-funding any remaining deficit. I am aware that all donations made to the Collaboratory are tax-deductible and therefore non-refundable.
I have answered all of the questions on this application fully and honestly, and agree to the “Authorization for Release of
information” and “Acknowledgment of Remaining Deficit Responsibility.” (Please print document before signing.)
Applicant Signature
Date
Sponsoring Group:
Sponsoring Group Advisor:
Sponsoring Group Advisor’s Signature
Date
Sponsoring Group Leader’s Signature
Date
Sponsoring Group Leader:
Training Guide for New Site Team Advisors and Student Leaders: Practical Things to Know: • You should plan on meeting with your team 6‐8 times for training, preparation, and logistical purposes during the semester prior to a site team trip o Sharing meals together will show advisors and student leaders how students work together (cooking & cleaning), which students are picky eaters, etc. Some orientation activities should be designed to break the ice and challenge students. • Your team members are required to attend the Agape Center/Collaboratory’s 3‐4 combined Mission Training Chapels • Most advisors and student leaders find an overnight retreat very helpful for spiritual preparation, team building, and focused communication about travel logistics. o Some utilize the Adelphoi cabin o Some advisors host the retreat at their homes o A new advisor and student leader can partner up with a more experienced advisor and student leader (if the more experienced are willing) for team retreats and meetings. ƒ This shared orientation can help different teams to support and pray for each other during their trips. • It is helpful if you come up with a brief “syllabus”/”curriculum” of sorts to hand out to students. This document should contain: meeting dates, topics to discuss, reading information, reading due dates, etc. o If students will receive course credit or a waiver for the site team experience, this document should make it clear what the expectations are for a grade and that a passing grade should not be assumed. Topics to Cover: Notes: • Required readings should be made available to students – whether by being accessible through the library, e‐mailed in PDF form, etc. o Many suggested readings and other useful materials can be found on Sakai • Applicable discussion topics and questions should be presented to the students prior to discussion, so that they can come to the meetings prepared (consider e‐mailing these to students and asking them to print and bring them to the meetings) • Consider purchasing journals (composition books) for team members for reflection & analysis • Discussions and readings should continue into trip. 1 Pre‐Trip: • Managing expectations and attitudes o What are your expectations going into the culture? o What happens when things don’t go the way you expect them to? ƒ What is your response? o What are your motivations going into this culture? o Determining and assigning team members’ roles and responsibilities ƒ Team dynamics • Issachar’s loft is a useful resource for coordinating team‐building activities. Wendell Witter is the contact person. o Suggested Readings: ƒ “Journaling” – Kohls and Knight ƒ Article & video: http://cure.org/blog/2010/12/we‐are‐working‐to‐
change‐the‐way‐disabilities‐are‐viewed‐in‐uganda/ • Poverty o Suggested Readings: ƒ “A Survey of Microfinance” – The Economist ƒ “The Mountain Man and the Surgeon: Reflections on Poverty in North America and Africa” – The Economist ƒ The Skeptics Guide to Global Poverty (chapter 2‐3) – Dale Hanson Bourke ƒ Walking with the Poor (select chapters) – Bryant L. Myers • Service o What is service? o How can we get it wrong? o Who is giving and who is receiving? o Cross‐cultural challenges to serving others o Suggested Readings: ƒ “The Christian Encounter with Culture” – Jacob Loewen ƒ When Helping Hurts: How to Alleviate Poverty Without Hurting the Poor and Yourself (pgs. 31‐49, 51‐71) – Steve Corbett and Bryan Fickert • Case Studies o Asking the tough questions o Showing how things can go wrong o Suggested Readings: ƒ “21st Century Slaves” – National Geographic – Andrew Cockburn ƒ “Africans to Bono: For God’s Sake Please Stop!” – Jennifer Brea Tuesday 2 ƒ
ƒ
ƒ
•
“Diamonds: The Real Story” – National Geographic – Andrew Cockburn Diffusion of Innovations (pgs. 1‐5, 48‐51, 101‐120, 112‐114, 347‐349, 406‐408) – Everett M. Rogers “Unanswered Prayers: In Swaziland, U.S. Preacher Sees His Dreams Vanish” – Michael M. Phillips “When the World Forgets” – Edward Girardet ƒ
Discipleship o Suggested Readings: ƒ The Cost of Discipleship (chapters 1‐2) – Dietrich Bonhoffer ƒ The Divine Conspiracy (chapter 8) – Dallas Willard Retreat/Pre‐Trip: • Cultural preparation o Country profile o Cultural preparation ƒ Examples: handshakes, money, gifts, dress, etc. o Suggested Readings ƒ African Friends and Money Matters (chapter s 1‐2) – David Maranz ƒ “Facts About the Region” – West Africa ƒ “Life Overseas: Culture Shock” – SIM Manual ƒ “Survey of sub‐Saharan Africa” (pgs. 3‐16) – The Economist ƒ The Dark Child – Camara Laye ƒ “Three Suitors: One Husband” – Faces of African Independence – Guillaume Oyono‐Mbia • Practical details o Packing instructions and list ƒ These should be extensive, including things such as: travel documents, currency, clothing, personal items, medications, team items, equipment, etc. o Itinerary ƒ International flight information, in‐country travel, accommodations, etc. o Travel information ƒ How to fill out Embarkation/Disembarkation cards Pre‐Trip or Post‐Trip: • Homecoming – looking at our culture o Remember that we live in a culture 3 o
o
o
o
o
Often cultures have different preferences Do cultural values have moral authority? What are the strengths of our culture? What are the weaknesses of our culture? Example: consumerism Suggested Readings: ƒ “Less With More” ƒ “Returning Home” ƒ “The Values Americans Live By” – Robert Kohls • “The Theology of Consumption and the Consumption of Theology” (pgs. 127‐219) – Border Crossings – Rodney Clapp ƒ “Vocation” – David Vader 4 February 2010
Dear friends and family,
Greetings! I am excited to share with you about an opportunity I have to join with a group of students
and faculty from Messiah College to serve in Mali, West Africa, this summer. Our team of five has begun
planning, praying, and preparing, in faith, to go to Mali for three weeks in June through a service
organization on campus called the Collaboratory.
The Mali Water and Disabilities Study project team, in partnership with World Vision Mali, seeks to
empower people with disabilities by improving water and sanitation access. Our trip in June will
conclude three years of work that our team has been doing on campus at Messiah College, punctuated
by periodic visits to Mali. During this time we have developed simple, appropriate technologies for
pumping water, using water in the home, and utilizing latrines. We have also been working to forge
relationships between development workers, local entrepreneurs, and disabled persons that will foster
future solutions long after our project concludes. Throughout the study, local craftsmen have been
involved and have contributed innovative solutions, creatively improving our ideas. These solutions will
have a long-term impact, because World Vision will continue to use our designs after the conclusion of
the study and will implement them in many other communities.
A key component to making this trip happen is your partnership with us. One of the most important
factors in this partnership is your prayer support. We want to create a team of prayer partners as we
prepare for our journey this semester and embark in the summer. We also need people who can
become partners with us by financially supporting the cost of this trip. The cost for our team of five to
travel to Mali will be $12,500 and we are working together to raise the funds needed for the entire
group to participate.
If you would like to support our team through prayer or financial giving, please follow the instructions
on the enclosed response card. We would like to reach our support-raising goal by April 1. If you would
like to support us financially, checks should be made payable to “Messiah College” with
“Collaboratory” written on the memo line. Per IRS regulations, please do not include any student's
name on the check, as your gift will assist the entire team. However, you will note that my name is
included on the response card to ensure that each team member receives credit for the amount that
they raise.
We greatly appreciate your willingness to consider being a part of our team. Thanks again for your
friendship, prayers, and support!
In His Service,
Collaboratory Site Team Visa Photos If you need visa photos for your upcoming Site Team trip, you can obtain these photos from the Intercultural Office’s Passport Photo Studio. Visit the Intercultural Office’s website for the Passport Studio’s current hours. Please print and fill out this form, and bring it with you to have your picture taken. Note: if you plan to take your visa photos as a team, please call the Intercultural Office (x2131) ahead of time to schedule an appointment for your group. Full Name: _____________________________ Site Team: _____________________________ Today’s Date: __________________________ The Collaboratory
First Aid Kit Inventory: Site Team: Kit # ______
Supplies: Alcohol Prep Pads
Antibiotic Ointment Cortisone Cream (itches, burns, stings)
Dusk Mask
First Aid Guide
Survival Blanket
Eye Pad
Gauze Pad(s)
Instant Cold Compress
Medical Tape
Mole Skin
Thermometer
Plastic Gloves
Scissors
Swabs (Q‐tips)
Tongue Press Towelettes Trauma Pad (large)
Visine
Tweezers
Band Aid Assortment ‐ Regular
Petite
Large
Butterfly
Amount Used: Medicine Bag: Alamag Plus (Tums)
Diamode (imodium)
Diotame (Peptobismol)
Amount Used: Diphen (Benadryl)
Ibuprophen (Advil/Motrin)
Medi ‐ meclizine (motion sickness) Non‐Pseudo Decongestant
Needs/Comments: (If you used the LAST of any supplies, please make note of that under the 'Needs/Comments' category!)
ATTENTION Site Teams: Please document which items you have used so that we can replenish them for the next site team. After your trip, please return this sheet to the Collaboratory! Print Form
Cash Advance Request Form
Use this form when requesting a Cash Advance from the Business Office. Do not use a purchase order to
obtain a cash advance. See the instructions on the previous page.
Employee Name
Dollar Amount
Employee ID Number
Org Code
Activity Code
Travel Dates
From
To
Purpose
Cross Cultural
Travel
Please select a purpose type.
Misc. Supplies
Other
WARNING: Do not sign as the employee until after you have received and verified the cash
amount. Your supervisor or VP must sign ahead of time to approve the cash advance.
I understand that this cash is being advanced to me as a personal loan to help accomplish Messiah College business.
I agree that Messiah College may deduct any unpaid or unreconciled balance from my pay if not paid or reconciled
within 15 days from completion of the travel or activity described above. I acknowledge that I have received the
correct amount requested above and am responsible for these funds, and any unpaid funds are required to be
returned to the Business Office when reconciling the expenses.
Employee/Cardholder
Printed Name
Signature
Date
I certify that I am the supervisor of this employee and approve this cash advance for the use of Messiah College business. I
understand that within 15 days upon completion of the trip or activity, it is my responsibility to review all receipts for proper
business use as outlined in the Expenditure Policy.
Supervisor / VP
Printed Name
Signature
Date
Business Office
Printed Name
Signature
Date
Print Form
Cash Advance Reconciliation Form
Use this form to reconcile a cash advance. To obtain a cash advance, use the Cash Advance Request form.
Fill out the first page, then begin entering expenses on page 2.
Employee Name
Submit Date
Employee ID Number
Supervisor Name
Destination
Organization Number
Depart Date
Activity Code (if applicable)
Return Date
Original Advance Amt.
The section below is automatically calculated. However, you may enter a description and account number for
up to 3 custom accounts to be used later in the form. The totals will still be calculated automatically.
Description
Org
Acct
Activity
Accounting Amt
Travel - Airfare
6 2 0 0
Travel - Vehicle
6 2 0 3
Travel - Conference Registration
6 2 0 4
Travel - Lodging
6 2 0 5
Parking/Toll/Gratuity/Misc
6 2 1 7
Travel Meals
6 2 2 4
Travel - Train
6 2 2 5
$0.00
Custom Account 1
Custom Account 2
Custom Account 3
Total Expenditures
$0.00
Original Cash Advance Amount
Cash due to Business Office
Drop-down List Car
Mileage Rate 0
.
5
3
$0.00
Redesign Annually. Last update 6/18/2012 SBeaver.
I certify that I have examined this request and that all expenses meet those outlined in Messiah College's expenditure policy and
purchasing policies. I also certify that any mileage expenses claimed are true and accurate to the best of my knowledge. All mileage
stated above is for college business purposes only and not for personal use.
Employee/Cardholder
Printed Name
Signature
Date
Printed Name
Signature
Date
Supervisor / VP
Print Form
Cash Advance Reconciliation Form
Employee Name
Employee ID Number
Travel Date
Cities Visited
Airfare (6200)
Parking/Tolls (6217)
Rental Car / Gas (6203)
Taxi/Bus (6203)
Train (6225)
Miles Driven
x Mileage Rate (6203)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Subtotal
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Hotel & Lodging (6205)
Breakfast (6224)
Lunch (6224)
Dinner (6224)
Subtotal
Conference Reg. (6204)
Gratuity / Misc (6217)
Custom Account 1()
Custom Account 2()
Custom Account 3()
Subtotal
Daily Totals
Page 2
Print Form
Missing Receipt Form
Use this form when a receipt has been lost or was never available. This form, when completed and signed,
functions as your receipt. Attach to other forms as needed. Last update 6/18/2012 SBeaver.
Employee or Cardholder Name
Purchase Type:
PO Number (if applicable)
Messiah Purchasing Card (M&T)
Organization (Org #)
Cash Advance
Requisition / Purchase Order
Account (Acct #)
Personal Cash / Personal Credit Card
Activity Code (if applicable)
Reason for Missing Receipt:
Purchase Amount
Receipt has been lost
Receipt was never provided
Purchase Date
Other (please provide explanation below)
Other Reason:
What was
purchased?
Where was the
purchase
made?
Why was the
purchase
made?
**Note: All expenditures must meet the criteria outlined in the Expenditure Policy in order to be paid using College funds.
I certify that I have examined this request and that all expenses meet those outlined in Messiah College's expenditure policy and
purchasing policies.
Employee/Cardholder
Printed Name
Signature
Date
Printed Name
Signature
Date
Supervisor / VP
Recommended Immunizations for Adults
If you are this age,
Then you should get
these vaccines:
19 - 21 years
22 - 26 years
Influenza (Flu)
27 - 49 years
60 - 64 years
Get a Tdap vaccine once, then a Td booster vaccine every 10 years
Varicella (Chickenpox)
2 doses
HPV Vaccine for Women
3 doses
3 doses
3 doses
Zoster (Shingles)
Measles, mumps, rubella (MMR)
65+ years
Get a flu vaccine every year
Tetanus, diphtheria, pertussis (Td/Tdap)
HPV Vaccine for Men
50 - 59 years
1 dose
1 or 2 doses
Pneumococcal (pneumonia)
1 or 2 doses
1 or 2 doses
Meningococcal
1 dose
1 or more doses
Hepatitis A
2 doses
Hepatitis B
3 doses
Boxes this color show
that the vaccine is
recommended for all adults
unless your doctor or nurse
tells you that you cannot safely
receive the vaccine.
Boxes this color show when
the vaccine is recommended
for adults with certain risks
related to their health, job or
lifestyle that put them at
higher risk for serious
diseases. Talk to your doctor
or nurse to see if you are at
higher risk.
No recommendation
FOOTNOTES:
¹
(Influenza vaccine) There are four different flu vaccines available—talk to your doctor or nurse about which flu vaccine is right for you.
²
(HPV vaccine for men) There are two different kinds of HPV vaccine but only one HPV vaccine (Gardasil®) can be given to men. Gay men or men who have sex with men who are 22 through 26 years old should get HPV
vaccine if they haven’t already started or completed the series.
³
(MMR vaccine) If you were born in 1957 or after, you should have already gotten MMR vaccine. Talk to your doctor or nurse about how many doses you may need.
If you are traveling outside of the United States, you may need additional vaccines. Ask your doctor or nurse which vaccines you may need.
For more information, call toll free 1-800-CDC-INFO (1-800-232-4636) or visit http://www.cdc.gov/vaccines
Vaccine-Preventable Diseases and
the Vaccines that Prevent Them
Diphtheria (Can be prevented by Tdap or Td vaccine)
Diphtheria is a very contagious bacterial disease that affects the
respiratory system, including the lungs. Diphtheria bacteria can be
passed from person to person by direct contact with droplets from
an infected person’s cough or sneeze. When people are infected,
the diptheria bacteria produce a toxin (poison) in the body that can
cause weakness, sore throat, low-grade fever, and swollen glands in
the neck. Effects from this toxin can also lead to swelling of the
heart muscle and, in some cases, heart failure. In severe cases, the
illness can cause coma, paralysis, and even death.
Hepatitis A (Can be prevented by HepA vaccine)
Hepatitis A is an infection in the liver caused by hepatitis A virus.
The virus is spread primarily person-to-person through the
fecal-oral route. In other words, the virus is taken in by mouth from
contact with objects, food, or drinks contaminated by the feces
(stool) of an infected person. Symptoms include fever, tiredness,
loss of appetite, nausea, abdominal discomfort, dark urine, and
jaundice (yellowing of the skin and eyes). An infected person may
have no symptoms, may have mild illness for a week or two, or may
have severe illness for several months that requires hospitalization.
In the U.S., about 100 people a year die from hepatitis A.
Hepatitis B (Can be prevented by HepB vaccine)
Hepatitis B is an infection of the liver caused by hepatitis B virus.
The virus spreads through exchange of blood or other body fluids,
for example, from sharing personal items, such as razors or during
sex. Hepatitis B causes a flu-like illness with loss of appetite, nausea,
vomiting, rashes, joint pain, and jaundice. The virus stays in the liver
of some people for the rest of their lives and can result in severe
liver diseases, including fatal cancer.
Human Papillomavirus (Can be prevented by HPV vaccine)
Human papillomavirus is a common virus. HPV is most common in
people in their teens and early 20s. It is the major cause of cervical
cancer in women, as well as anal cancer and genital warts in both
women and men. The strains of HPV that cause cervical cancer and
genital warts are spread during sex.
Influenza (Can be prevented by annual flu vaccine)
Influenza is a highly contagious viral infection of the nose, throat,
and lungs. the virus spreads easily through droplets when an
infected person coughs or sneezes and can cause mild to severe
illness. Typical symptoms include a sudden high fever, chills, a dry
cough, headache, runny nose, sore throat, and muscle and joint
pain. Extreme fatigue can last from several days to weeks. Influenza
may lead to hospitalization or even death, even among previously
healthy children.
Measles (Can be prevented by MMR vaccine)
Measles is one of the most contagious viral diseases. Measles virus
is spread by direct contact with the airborne respiratory droplets of
an infected person. Measles is so contagious that just being in the
same room after a person who has measles has already left can
result in infection. Symptoms usually include a rash, fever, cough,
and red, watery eyes. Fever can persist, rash can last for up to a
week, and coughing can last about 10 days. Measles can also cause
pneumonia, seizures, brain damage, or death.
Meningococcal Disease (Can be prevented by MCV vaccine)
Meningococcal disease is caused by bacteria and is a leading cause
of bacterial meningitis (infection around the brain and spinal cord)
in children. The bacteria are spread through the exchange of nose
and throat droplets, such as when coughing, sneezing or kissing.
Symptoms include nausea, vomiting, sensitivity to light, confusion
and sleepiness. Meningococcal disease also causes blood
infections. About one of every ten people who get the disease dies
from it. Survivors of meningococcal disease may lose their arms or
legs, become deaf, have problems with their nervous systems,
become developmentally disabled, or suffer seizures or strokes.
Mumps (Can be prevented by MMR vaccine)
Mumps is an infectious disease caused by the mumps virus, which
is spread in the air by a cough or sneeze from an infected person. A
child can also get infected with mumps by coming in contact with
a contaminated object, like a toy. The mumps virus causes fever,
headaches, painful swelling of the salivary glands under the jaw,
fever, muscle aches, tiredness, and loss of appetite. Severe
complications for children who get mumps are uncommon, but
can include meningitis (infection of the covering of the brain and
spinal cord), encephalitis (inflammation of the brain), permanent
hearing loss, or swelling of the testes, which rarely can lead to
sterility in men.
Pertussis (Whooping Cough) (Can be prevented by Tdap vaccine)
Pertussis is caused by bacteria spread through direct contact with
respiratory droplets when an infected person coughs or sneezes. In
the beginning, symptoms of pertussis are similar to the common
cold, including runny nose, sneezing, and cough. After 1-2 weeks,
pertussis can cause spells of violent coughing and choking, making
it hard to breathe, drink, or eat. This cough can last for weeks.
Pertussis is most serious for babies, who can get pneumonia, have
seizures, become brain damaged, or even die. About two-thirds of
children under 1 year of age who get pertussis must be
hospitalized.
Pneumococcal Disease (Can be prevented by
Pneumococcal vaccine)
Pneumonia is an infection of the lungs that can be caused by the
bacteria called pneumococcus. These bacteria can cause other types
of infections too, such as ear infections, sinus infections, meningitis
(infection of the covering around the brain and spinal cord),
bacteremia and sepsis (blood stream infection). Sinus and ear
infections are usually mild and are much more common than the
more severe forms of pneumococcal disease. However, in some
cases pneumococcal disease can be fatal or result in long-term
problems, like brain damage, hearing loss and limb loss.
Pneumococcal disease spreads when people cough or sneeze.
Many people have the bacteria in their nose or throat at one time
or another without being ill—this is known as being a carrier.
Rubella (German Measles) (Can be prevented by MMR vaccine)
Rubella is caused by a virus that is spread through coughing and
sneezing. In children rubella usually causes a mild illness with fever,
swollen glands, and a rash that lasts about 3 days. Rubella rarely
causes serious illness or complications in children, but can be very
serious to a baby in the womb . If a pregnant woman is infected, the
result to the baby can be devastating, including miscarriage,
serious heart defects, mental retardation and loss of hearing and
eye sight.
Tetanus (Lockjaw) (Can be prevented by Td or Tdap vaccine)
Tetanus is caused by bacteria found in soil. The bacteria enters the
body through a wound, such as a deep cut. When people are
infected, the bacteria produce a toxin (poison) in the body that
causes serious, painful spasms and stiffness of all muscles in the
body. This can lead to “locking” of the jaw so a person cannot open
his or her mouth, swallow, or breathe. Complete recovery from
tetanus can take months. Three of ten people who get tetanus die
from the disease.
Varicella (Chickenpox) (Can be prevented by varicella vaccine)
Chickenpox is caused by the varicella zoster virus. Chickenpox is
very contagious and spreads very easily from infected people. The
virus can spread from either a cough, sneeze. It can also spread
from the blisters on the skin, either by touching them or by
breathing in these viral particles. Typical symptoms of chickenpox
include an itchy rash with blisters, tiredness, headache and fever.
Chickenpox is usually mild, but it can lead to severe skin infections,
pneumonia, encephalitis (brain swelling), or even death.
Zoster (Shingles, Herpes Zoster) (Can be prevented by the zoster
vaccine)
Shingles is caused by the varicella zoster virus, the same virus that
causes chickenpox. After a person recovers from chickenpox, the
virus stays in the body in a dormant (inactive) state. For reasons
that are not fully known, the virus can reactivate years later,
causing shingles. Almost 1 out of every 3 people in the United
States will develop shingles, also known as zoster or herpes zoster.
About half of all cases occur among men and women 60 years old
or older. People who develop shingles typically have only one
episode in their lifetime. In rare cases, however, a person can have
a second or even a third episode. Herpes zoster is not caused by
the same virus that causes genital herpes, a sexually transmitted
disease.
If you have any questions about vaccines, talk to your
healthcare provider.
RECOMMENDED VACCINES FOR INTERNATIONAL TRAVEL:
Costa Rica:
Routine
Hepatitis A*
Hepatitis B
Typhoid
Rabies***
Honduras:
Routine
Hepatitis A*
Hepatitis B
Typhoid
Rabies
Burkina Faso:
Routine
Hepatitis A*
Hepatitis B
Typhoid
Polio**
Yellow fever
Meningococcal
Rabies
Mali
Routine
Hepatitis A*
Hepatitis B
Typhoid
Polio**
Yellow fever
Meningococcal
Rabies
Nicaragua:
Routine
Hepatitis A*
Hepatitis B
Typhoid
Rabies
Togo:
Routine
Hepatitis A*
Hepatitis B
Typhoid
Polio**
Yellow fever
Meningococcal
Rabies
Zambia
Routine
Hepatitis A*
Hepatitis B
Typhoid
Polio**
Rabies
Zimbabwe
Routine
Hepatitis A*
Hepatitis B
Typhoid
Rabies
Note: talk to your doctor about your need for malaria medicine.
Note: yellow fever vaccine may be required when transiting via a country where there is a risk of yellow fever transmission!
*Or immune globulin (IG)
**Recommended for adult travelers who have received a primary series with either inactivated poliovirus vaccine (IPV) or oral polio vaccine (OPV).
They should receive another dose of IPV before departure. For adults, available data do not indicate the need for more than a single lifetime booster dose with IPV.
***Only recommended for travelers involved in any activities that might bring them into direct contact with bats, carnivores, and other mammals
These travelers include wildlife professionals, researchers, veterinarians, or adventure travelers visiting areas where bats, carnivores, and other
mammals are commonly found.
Information above was obtained from the website of the Centers for Disease Control and Prevention: http://www.cdc.gov/ October 2012.
Cell Phone Policies and Guidelines
9 September 2010
Cell phones must be returned in the same condition as they were received, along
with ALL accessories. It is the user’s responsibility to remove any and all
personal data from the cell phone before the return date. The Collaboratory
cannot ensure the integrity of any data that remains on the cell phone after
return.
Guidelines
1. Keep the cell phone as clean and dry as possible.
2. Do not drop the cell phone.
3. The cell phone must be returned in the same condition as it was at
checkout.
4. It is the responsibility of the user to promptly report any damage to the
Collaboratory Manager, who will assess the damage and bill the user if
necessary. The decision to bill the user for any damages will be made at
the discretion of the Manager and Director of the Collaboratory.
5. The user is responsible for acquiring a SIM card to use in the cell phone
and for purchasing time through phone cards to allow the phone to be
used. These items may be reimbursed by the Collaboratory at the
discretion of the Manager and Director.
The undersigned agrees to…
1. keep the cell phone as clean and dry as possible.
2. return the cell phone in the same state as received.
3. return all accessories.
4. report any damage incurred.
5. return the cell phone on the date agreed upon during checkout.
Cell Phone Signoff and Checkout
With my signature, I certify that I have read and understand the Cell Phone checkout policies.
_____________________ _____________________ __________ ________
Name
Signature
ID #
Date
Reason for use:
Estimated Date of Return: ________
Collaboratory Manager
Cell phone #: ___
Condition:
_____________________
Manager Signature
Accessories Issued: __ Phone Charger
__ Battery
Upon Return, Collaboratory Manager
Condition:
Accessories Issued: __ Phone Charger
__ Battery
_____________________
Manager Signature
________
Date
5.2 Cash Advances:
A Cash Advance is money paid to an employee in advance of a College business trip that will be applied toward
actual travel expenses. Due to the availability of the Purchasing Card to employees, cash advances should only be:
•
•
•
•
used when necessary
used under special circumstances as approved by the employee’s supervisor
be issued no more than 5 days in advance of the travel event
limited to $200 for every 5 days of business travel
Note: The Assistant Director of International Programs may approve exceptions to the dollar limit for CrossCultural trips; other exceptions for unusual circumstances must be approved by the area Vice President or the
President.
A Cash Advance Request Form must be completed by the employee and signed by the employee’s supervisor
before funds are obtained at the Business Office Counter. Requests without a supervisor’s signature will be denied.
All Cash Advances will be recorded in the Accounts Receivable system and must be reconciled within 15 days of
the employee’s return from the business trip. Employees should complete a Cash Advance Reconciliation Form,
obtain their supervisor’s signature, and return the form with receipts and/or excess cash to the Business Office
counter. Employees who do not respond to notification of failure to report a Cash Advance on a timely basis will
have the advance deducted from their next pay check. New cash advances will not be issued to an employee with an
existing, outstanding cash advance. Any employee who fails to settle a cash advance will not receive any future
cash advances.
Print Form
Cash Advance Request Form
Use this form when requesting a Cash Advance from the Business Office. Do not use a purchase order to
obtain a cash advance. See the instructions below. The form is on page 2.
Obtaining the cash
The cash advance form is required to be used:
-only for employees and cash will only be given to the employee. No exceptions.
-when cash is needed in advance of travel or for an event for miscellaneous expenses where a purchasing
card cannot be used.
-when cash is needed in advance of travel for an employee that does not have a Purchasing Card.
This form requires the employee and supervisor's signature before payment is made or the cash advance is cleared.
The supervisor should sign the form prior to requesting the advance. The employee should sign the form at the
Business Office counter after cash has been received and verified. Please take this form to the Business Office
counter to obtain the cash.
Spending the funds
-All expenses must follow the expenditure policy for proper expenditures
-All expenses must be verified using original receipts with detailed descriptions. Copies are not acceptable.
In the event a receipt is not available, please use the Missing Receipt Form.
Reconciling the Cash Advance
No cash advance will be cleared from an employee's name until all accounting of funds has been completed
with the appropriate paperwork. As per the Expenditure Policy, this final reconciliation should be completed
within 15 days of the event or return date of travel.
-Use the Cash Advance Reconciliation Form to reconcile the cash advance.
-Take that form, original receipts and leftover cash (if any) to the Business Office counter. Do not forward this
form to Purchasing or Accounts Payable.
-All unspent funds are required to be turned in to the Business Office.
Expenditure Poiicy Subsection 5.2 - Cash Advances
A cash advance is money paid to an employee in advance of a College business trip that will be applied toward
actual travel expenses. Due to the availability of the Purchasing Card to employees, cash advances should only
be:
-used when necessary
-used under special circumstances as approved by the employee's supervisor
-be issued no more than 5 days in advance of a travel event
-limited to $200 per 5 days of travel
-Note: The Assistant Director of International Programs may approve exceptions to the dollar limit for CrossCultural trips; other exceptions for unusual circumstances must be approved by the area VP or the President.
A Cash Advance Request form must be completed by the employee and signed by the employee's supervisor before
funds are obtained at the Business Office counter. Request without a supervisor's signature will be denied. All cash
advances will be recorded in the Accounts Receivable system and must be reconciled within 15 days of the employee's
return from the business trip. Employees should complete a Cash Advance Reconciliation form, obtain their
supervisor's signature, and return the form with receipts and/or excess cash to the Business Office counter.
Employees who do not respond to notification of failure to report a Cash Advance on a timely basis will have the
advance deducted from their pay check. New cash advances will not be issued to an employee with an existing,
outstanding cash advance. Any employee who fails to settle a cash advance will not receive any future cash
advances.
Last Update 6/18/2012 SBeaver.
Department of Procurement
P-Card Travel Information
M&T Contact Information
M&T Bank Contact Numbers:
Within the US
Outside the US & Canada
1-800-443-8671
716-635-4152
Travelers can also call the operator and ask to be connected to M&T via a COLLECT CALL to the 716635-4152 number if necessary. These phone numbers are listed on the back of the P-Card.
M&T can provide account information, for example, the remaining balance. Remember, M&T will ask
for the first five digits of the cardholder’s “social security number” which is actually the employee ID
plus an additional zero (0) at the beginning.
Messiah P-Card Contact Information
Daisy Anderson (office)
Daisy Anderson (cell)
717-766-2511 extension 2211
717-451-4302
Please call any time of the day or night. Credit limit increases can be done quickly and take effect
immediately.
Cash Access
A PIN is necessary to access cash from an ATM while travelling. Card holders should have received
PINs under separate mailing from M&T Bank. Every traveler with a P-Card should have a PIN. If a
cardholder needs a new PIN, it can be reissued, but it will take 5-7 business days to arrive on campus.
Please plan ahead.
Prior to departure, please test the PIN by making a small withdrawal from an ATM. This will help
alleviate issues while travelling. The money can be used for trip related expenses, or taken directly to
the business office and deposited to the cross cultural org code, and account code 6320. When allocating
the cash transaction in IntelliLink, use the same cross cultural org code, and account code 6320. This
action will balance the transaction.
International P-Card Usage - Pin and Chip Technology
International Travelers should note that our M&T VISA P-Card may not work at all locations while
traveling abroad. Some countries have a technology built into their P-Cards called Pin and Chip
Technology. This allows certain readers to scan the card and access a pin that is built directly into the
card. If you are attempting to swipe your card at a “kiosk” type machine and it is not accepting your
payment, it could be because your issued P-Card does not have the chip and pin the reader is looking for
validation from. If you can locate a person to complete the transaction, they are able to swipe your card
and complete the transaction for you.
Please notify [email protected] of travel itinerary at least one week prior to departure. M&T will be
notified and the cardholder account will be noted. This reduces the likelihood of having charges
declined while traveling. Please contact extension 2211 or email [email protected] with any other
questions. Safe travels!
INTELLECT
· CHARACTER ·
CHRISTIAN FAITH
O n e C o l l e g e A v e n u e • M e c h a n i c s b u r g , P e n n sy l v a n i a 1 7 0 5 5 • 7 1 7 . 7 6 6 . 2 5 1 1 • w w w . m e s s i a h . e d u
Department of Procurement
P-Card Administration
Cash Access While Travelling
To access cash from an ATM:
• The four-digit PIN that was assigned by M&T Bank is required
• The maximum dollar amount per withdrawal varies by the ATM
• The maximum number of withdrawals from an ATM in one 24 hour day (Midnight – 11:59 PM) is five
To withdrawal cash from a bank (also known as a credit card cash advance):
• A valid photo ID is required
• The maximum dollar amount per withdrawal is limited to $1,000 per transaction
• There is not a maximum number of withdrawals set by M&T, but this can vary depending on the bank
o For example, if $5,000 cash is needed, it is possible to take five $1,000 cash advances one after
the other
Things to keep in mind while travelling:
• Different countries have very different rules and accessibility to cash
• P-Card Administration recommends researching this issue prior to departure
If a large sum of cash is needed:
• Use an ATM and take the maximum allowed amount up to a total of five withdrawals per day
• Go to a bank and withdraw money in $1,000 increments up to the maximum allowed by that bank
• Please note that when withdrawing more than $9,999, in the USA, there are special rules, regulations and
paper work that must be complied with; other countries may have similar rules
• If there are co-leaders on the trip, it is best to have one leader take half of the needed money and the other
leader take the other half
If the maximum number of withdrawals the bank allows has been reached before having enough cash:
• Use a combination of ATM withdrawals and bank withdrawals
• Go to a different bank to make more withdrawals
• Come back to the same bank later in the day or the next day to make additional withdrawals
M&T Bank Contact Numbers (Printed on the back of the P-Card)
Within the US
800-443-8671
Outside the US & Canada
716-635-4152
It is also possible to call the operator and ask to be connected to M&T via a COLLECT CALL
M&T can provide account information, for example, the remaining balance. Remember, M&T will ask for the first
five digits of the cardholder’s “social security number” which is actually the employee ID plus an additional zero
(0) at the beginning.
Messiah College Contact Information
P-Card Administration 717-766-2511 Ext. 2211 – Monday through Friday
Emergency Contact Information:
Daisy Anderson (Office) 717-766-2511 extension 2211 or (Cell) 717-451-4302
Please feel free to call any time of the day or night. We can assist with credit, single transaction or cash limit
increases, as well as, many other issues. Changes can be applied instantly and take effect immediately.
INTELLECT
· CHARACTER ·
CHRISTIAN FAITH
O n e C o l l e g e A v e n u e • M e c h a n i c s b u r g , P e n n sy l v a n i a 1 7 0 5 5 • 7 1 7 . 7 6 6 . 2 5 1 1 • w w w . m e s s i a h . e d u
The Collaboratory
Burkina Faso Packing List (Summer 2010)
Travel
PASSPORT/VISA and yellow WHO Card
The Collaboratory should have it long before the trip!
2 Photocopies of the Photo Page on your Passport, given to you by Logistics shortly before
departure. Pack one in your suitcase and keep one in your money belt. Your real
passport will be kept by one team member while we travel.
2 Passport Size Photos. (Distributed just prior to our departure.)
Emergency Evacuation Insurance Policy Number. (Distributed just prior to our departure.)
Money Belt (Passport copy, cash.)
Airline ticket. (Kept by logistics team member)
Lightweight Bible
Flash Light & Extra Batteries – Important for seeing snakes and other night time hazards.
Journal, Writing Instruments, Highlighter
Project Documentation and Information
Backpack or personal bag (please clean this out first if it will be your carry-on. Airport security
and the team do not want to wait while you search through 12 compartments for a fork or
other object that shows up on the x-ray.)
Clothing
(Light colors are cooler and will not show the dirt as quickly as dark colors.)
Women – 2 or 3 Long Skirts or Wrap-Arounds. Below-the-knee and modest.
Men – 2 or 3 Pairs of Lightweight Slacks.
1 Pair Shorts – Only for wear inside our guesthouse.
3 to 5 Shirts/Blouses – T-shirts are OK but not as comfortable as a button down shirt.
Men: Pack at least one with a collar for Church.
1 Lightweight Long-Sleeve Shirt or fleece for cooler nights and for air travel.
Men~5 Pairs of Socks. Women: 3 pairs, for hiking.
3 to 5 Changes of Undergarments.
Sleepwear.
Sturdy and Comfortable Work Shoes. Possibly hard soles recommended to resist thorns.
Sandals or Flip Flops (please bring one pair strictly for use in the house, other for outside)
Hat and/or Bandanna
Women: headcovering scarf for church (recommended, not required)
Sunglasses
Work Gloves (if appropriate for your Group objectives)
Personal
Toiletries
Cold medicine/treatment of your preference.
Asthma or allergy medication/inhaler if you have ever had problems with asthma/seasonal
allergies.
Anti-Malaria Prophylaxis: A showstopper. You must have this to go to Africa. Take the first
dose several days before departure (depending on dosing instructions), so that you can find
an alternative if your body cannot tolerate the drug.
Water Bottle (16+ oz., empty: remember that liquids cannot go through airport security)
Eye Glasses (If Worn) – Brought in addition to contact lenses, preferably two pairs.
Eyeglass repair kit (these are cheap, can usually be purchased at the grocery store)
Small Towel and Washcloth.
Personal Tissue Packs
Sunblock
Chapstick
Antibacterial Wipes
Personal Prescriptions. If these are critical to your health, bring twice what you expect to
need, in two separate containers, in case of travel delays, ‘it dropped into the pit toilet’, etc.
Anti-Diarrheal. Loperamide Hydrochloride (e.g. Imodium AD) is an effective active ingredient.
Anti Fungal cream - if you are susceptible to athlete’s foot.
Insect repellant containing DEET.
Cash for personal spending and/or emergency. You will want some cash for personal
spending at the market. Credit/calling cards and travelers checks will be of virtually no use.
SIM and others recommend carrying $100 US emergency money, even if you have no
intention of spending these dollars.
Optional Items
Pocket French Dictionary
Small Pocket Knife (packed in check-in luggage)
Camera & Film
Extra batteries for anything you bring that requires batteries.
Books/Magazines for travel reading (perfect items to leave behind at the SIM guesthouse
library when we return, to make room in luggage for souvenirs)
Business Cards – Giving one away indicates that you intend to correspond.
Vitamin Tablets
Salt Tablets
Zip Lock Bags. These are very useful for keeping things dry & clean in transit.
Travel pillow (small: for van travel or any outdoor sleeping)
Team Bag
Team Cash
Receipts & Letter for Customs
5 Water Bottles
3 Five Gallon Collapsible Water Tanks
Electrolyte Replenishing Drink Mix
1st Aid Kit
Antibacterial Gel
Collaboratory Burkina cell phones (can also serve as team alarm clocks)
Dry Laundry Detergent for team use
Additional Instructions
• Each team member should plan to pack one, soft-side carry-on that includes at least one
change of clothes. Pairs of team members may be asked to share a checked suitcase or
duffel bag.
• Do not pack hair dryers or other electrical appliances. Available electric power, which is
minimal, is 50 Hz 220 V.
• Pack light. You will almost certainly want to carry more home than you take. Missionaries may
ask you to carry something to the US, and you may make some purchases.
• Washing clothes in the sink is easy to do, although in the rainy season they may not dry
overnight. We will hire someone to do laundry from time to time, but be prepared to let your
cloths get more soiled than you would in America.
• Clean out your wallet. Leave unessential keys, documents and other items at home.
Photography for Collaboratory Teams
With the G5/G6 Canon Cameras
Stay out of Jail
1. Caution! Never take photos of near police or military personnel, government buildings or
airports unless you are absolutely sure it will not be a problem. Do not take them in government
buildings or airports. Such photos could easily land you in jail. If you do not know, assume it will
be a problem.
2. Generally speaking, you should ask permission before taking photos of a stranger. (Some may
ask you to pay them for the privilege.) You can also flip the LCD screen out so that it faces up,
allowing you to discretely compose and shoot. To most bystanders it will appear that you are
adjusting the setting. This works in public settings so long as you are not too close to any one
person in your composition.
Equipment Set Up
3. Use the “Superfine” exposure and “Large” storage format. Lower resolution photos will NOT be
useful for presentations, newsletters, etc. Although the resulting files are large, you will be able
to store about 100 shots on a 250 MB compact flash card.
4. Use the 50, 100 or 200 ISO equivalent film speed setting when there is plenty of light. Use the
400 ISO setting only when necessary since it produces grainy (electronic noise) photos and
sometimes a color shift toward purple.
5. Set the LCD display to the “bright” setting. This does use up the battery faster, but in bright
sunlight it is the only way you will see to set up your shots.
Shot Selection
6. The most important photos are ones that tell our story. They will include team members, local
friends/clients, and recognizable project equipment or activities. Also important are shots of
interaction with host friends, both local people and missionaries.
7. Don’t be afraid to set the camera on wide angle and move in close! The zoom is great for
photos of individual or groups of people, but tends to crop surroundings that tell the story. A
wide angle setting will capture the surroundings but make people unrecognizably small if you
are too far away. Whether you are using wide angle or telephoto, get close and fill the image
with the subject.
8. Use the rule of thirds to position the subject. Imagine two horizontal and two vertical lines that
divide the scene on the LCD display into thirds. Position the subject at one of the four
intersections of these lines. Usually is it best to not center the subject like a bulls-eye (but in art,
rules are made to be broken).
9. Position a moving subject so that it has some space to move into the frame of the photograph.
A subject moving from left to right, for example, is best placed at the top-left or bottom-left
markers from the rule of thirds.
10. This is digital photography. Take plenty of shots with different exposure, lighting and zoom
settings. You can always edit out the duds later.
Lighting
11. Use diffuse natural light whenever possible: early/late in the day, cloudy days, shade, window
light, etc. The absolute best light for photos is during the 1-2 hours after sunrise and before
sunset.
Pg. 1 of 2
12. When you must take photos under direct overhead sunlight, use a fill flash to eliminate the
heaviest shading on people’s faces. Set the flash, not the exposure, to -1 f-stop. (Each f-stop
doubles/halves the light exposure. If you don’t like the result at -1, experiment.) A full flash is
likely to wash out all the shadows leaving you with a flat and uninteresting result.
13. Learn to use the spot metering, especially to set exposure on people in hard, overhead sunlight.
The human eye can see variations in illumination of ± 6 f-stops, but the camera can only see ± 3
f-stops. This means that in hard overhead light, some regions of your image will be white and
others black. Spot metering allows you to fix the “center” of your exposure (on a face, for
example).
Focus/Exposure
14. Learn to use the focus lock. Aim the center of the viewfinder (assuming you have not set an offcenter frame for auto-focus) at the spot where you want optimum focus, depress the shutter half
way to lock in the focus, and then recompose before you depress the shutter the rest of the way
to complete the exposure.
15. Learn to use program auto exposure (P) to let the camera to choose a shutter speed and
aperture (you still control the flash); shutter priority (Tv) to set the shutter speed (for motion) and
let the camera choose the aperture; aperture priority (Av) to set the aperture (for large or small
depth of field) and let the camera choose the aperture.
• A large f-stop (small aperture) will give you a large depth of field, so things in front of and
behind the focal plan will be in focus.
• A small f-stop (large aperture) will give you small depth of field. This is good for portraits,
when you want an uninteresting or unwanted background to be out of focus.
• In low light, you can maximize the shutter speed by setting the smallest f-stop in Av mode.
16. The green “auto” setting and everything counterclockwise from there does all the thinking for
you. Use these settings only in emergencies, when you don’t have time to set up your own
exposure, flash, etc.
Camera Care
17. Use a clean soft cosmetic brush and use it to brush dust from the camera lens. (Do not use a
brush that has been used to apply cosmetics.)
18. Do not use cloths, tissues or fluids to clean the camera lens unless absolutely necessary. If
necessary, use only cloths, tissues and fluids made for cleaning camera lenses. Anything else
is likely to have some small particles on it that will scratch the lens.
Protecting Film
19. If you are also using a film camera, know that luggage is exposed to hard x-rays that will ruin
film. Place all film in a lead film bag, and make sure that it is hand inspected or exposed only to
the soft x-rays used in the belt type inspection machines that you pass your carry on luggage
through. If security agents take carry on items for inspection in a different machine, ask if you
may remove film. The lead foil bag will only protect film from soft x-rays.
Pg. 2 of 2
SUGGESTED DEBRIEFING QUESTIONS: 1. How was this culture different from your home culture? 2. What are the strengths and weaknesses of your home culture? 3. What were your expectations going into this trip? 4. How was the outcome of the trip similar or different from your original expectations? 5. What were some of the biggest challenges that you faced on this trip? 6. What experience of this trip left the strongest impression on you? 7. What have you learned from this trip? 8. What are your expectations of returning home? 9. How can you share your experiences and knowledge from this trip with people at home? 10. What can the Collaboratory do to improve site team trips in the future?