MISSIONSTeam Manual

The Free Methodist Church in Canada4315 Village Centre Court

Mississauga ON L4Z 1S2905.848.2600/tel www.fmcic.ca

How, then, can they call on the one they have

not believed in? And how can they believe in

the one of whom they have not heard? And

how can they hear without someone

preaching to them? And how can they preach

unless they are sent? As it is written, "How

beautiful are the feet of those who bring good

news!" [Romans 10:14-15]

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So you're thinking about organizing a mission team for a cross-cultural assignment?! This manual is designed foryou - whether this is your first trip or your tenth.

We have tried to give enough information for first timers to get started in the right direction, but you may needmore help than you find here. Please call our office for whatever needs you have. If we can help, we will, or pointyou in the right direction.

For experienced team leaders - just skip over the stuff you don't need. There are some basics, however, and webelieve we've included the right checklists and template forms that will help your process.

We have a strong interest in seeing Canadian Free Methodist mission teams function with cultural sensitivity,Christian grace and humility, and wholehearted service. If you represent a Canadian Free Methodist church, orwhether working with another mission group or denomination, or a Free Methodist church in one of over 80countries, your impact will reflect positively or negatively on other Free Methodists.

Free Methodist churches in Canada are generally sending a mission team as part of a longer-term GlobalPartnership with a Free Methodist church in another country. This is a much-preferred approach over “once-off, here & gone again” short-term trips. In fact you will find us using the term Encounter Teams – meaningministry teams that go to explore what God is already doing in another country, to learn from national Christiansand understand their life and ministry situation, and to share knowledge, skills, or resources.

If you're asking yourself what are the most important things we've got to do to make this work, here are a couplethoughts:

l It's not too early to get started on planning! There are a lot of details…l Team members need to be in a right relationship with the Lord and one anotherl Take the time to learn about the country and the culture in advancel Plan to be flexible - plan to the nth degree, then don't get uptight when it doesn't work out the way you

thought it would!

Please feel free to contact our office for any questions or advice.

Rev. Dan Sheffield, DirectorGlobal and Intercultural MinistriesThe Free Methodist Church in Canada4315 Village Centre CourtMississauga, ON L4Z 1S2905.848.2600/telglobalministries@fmcic.cawww.fmcic.ca

R E A D T H I S F I R S T !

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PREFACE: GLOBAL PARTNERSHIPS AND ENCOUNTER TEAMS

� Why are we doing this? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4� Developing a Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4� Proper Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4� What about the Money? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5� A Final Thought . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

PART 1 : SPONSORING A MISSIONS TEAM

� Selecting Team Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6� Selecting A Team Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6� Preparing a Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6� Obtaining Official Board Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7� Providing a Thorough Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7� Minimizing Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

PART 2 : INFORMATION FOR TEAM LEADERS

� Mission Team Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10� What Does It Mean to be a Team Leader? . . . . . . . . . . . . . . . . . . . . . . . . . .11

PART 3 : TEAM ORIENTATION

� Training and Orientation Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 � Training and Orientation Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13� Topics the Receiving Host Should Discuss with the Team . . . . . . . . . . . . . . . .14� Team Covenant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15� Sample Team Covenants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16� Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17� Guidelines for a Positive Cross-Cultural Experience . . . . . . . . . . . . . . . . . . . .18

PART 4 : FORMS

� Short-Term Mission Policy [Sample] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18� Sample Questions for Screening Team Members . . . . . . . . . . . . . . . . . . . . . .20� Team Member Roster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21� Team Budget Proposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22� Health Insurance Confirmation Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 � Adult Waiver and Release of Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24� Minor Waiver and Release of Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Ta b l e o f C o n t e n t s

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In order to achieve maximum benefit forboth Canadian team members andnational Christians, as well as act withina “best practices” approach, there a fewthings to have in the back of your mind asyou consider organizing an EncounterTeam.

WHY ARE WE DOING THIS?An Encounter Team opportunity shouldbe developed as part of a long-term,empowering, developing, partnershipbetween your home church and aninternational, localized Free Methodistministry. The team members need tounderstand how their contribution fitswithin the overall vision and strategy ofthe local ministry – and that whatever theteam does will not undermine thatministry’s effectiveness. Your team willleave after two weeks; the local ministrywill live with the impact of your team,whether positive or negative, for years tocome.

By implication, your Encounter Team isonly going to work alongside the localministry if there has been a request for ateam with your gifts & skills. ThereforeWHAT should be done by the team, andHOW it should be done, should bedecided by the national leadership, indialogue with your partnership leaders.

We need to understand the role thatwealth, education and power play in anycross-cultural encounter. If our goal is to

learn from, encourage, and empower ournational partners, we will have to curbour natural inclination to share “our wayof doing things,” and listen for the voiceand wisdom of our national friends. Thisis their world, after all.

Team size is a factor in both the learningcomponent of an Encounter Team as wellas the ‘footprint’ we leave behind. Thesmaller the group the more significant thelearning encounter. A large group leavesquite an impact, but it may mean thenational leaders and their ministry look‘pitiful’ when the team is gone. Not tospeak of the economic, environmentaland green impact – the literal carbonfootprint. For the best learning andsharing experience, a recommendedgroup is 6-10 people.

If your Encounter Team plan calls for yourteam “to do” a bunch of things for a localchurch or ministry, without nationalbelievers working alongside you, it’s timeto reconsider the plan. The goals ofpartnership, encouragement andempowerment require “togetherness”and “alongside-ness.”

DEVELOPING A TEAMAs you start to develop a team for apartnering trip, be very clear about howyou communicate initial informationregarding the trip – expectations willinfluence who wants to join the team.

Stay away from the “go-help-and-save-these-poor-people” message and focuson the “go-as-a-learner” message. Donot advertise or create a trip that focuseson “adventure & fun” – this createsunrealistic expectations, attracts peopleto the team for wrong reasons,diminishes the interest of funders whowant to contribute to “the mission,” andcontributes to seeing the nationalChristians you will be working with, asjust part of the “tourist landscape.”

Encounter – to meet, especiallyunplanned, unexpected, or brief:“a chance encounter in the park.”– a challenge, a confrontation.

This is a helpful thought to have in mindwhen communicating what the missiontrip will be about. It is brief, it is a meetingof different people and different worlds,there will be unexpected aspects, and wewill be challenged in our walk with Godand our understanding of what He isdoing in the world through His people.

Make sure you give a clear andsubstantial presentation of the purposeand activities of the mission trip beforeparticipants commit to the team. Thismakes a big difference on “Day Six” ofthe trip when people start to wonder whythey ever came.

Consider having requirements for activeinvolvement in your local church as partof the screening process. Understandingministry challenges in our own churchsituation may be helpful as we encounterchallenges in another culture.

PROPER ORIENTATION“Experiential learning” is going tohappen on any mission trip. We aregoing to have an experience and we aregoing to learn something – the questionis what will we learn?! One of the bestways to help this experience to have long-

Global Partnerships and Encounter Teams

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term, positive impact for both teammembers and national partners is toprovide training. Before the trip, while onthe trip, and following the trip. We callthis briefing, coaching and de-briefing.

If you want to design your own trainingprogram, we highly recommend thecontent from two books as yourfoundation.

If designing your own program seems abit much, FMCiC can offer a 2 daymission team pre-trip orientation course.Just contact us!

Debriefing and follow-up discussion asteam members is also very significant.You will have had a profound learningencounter, and many friends and familywill not know what to make of yourexperience. God is wanting to use thistime to re-organize your ways of thinkingabout His world and how He does things.You will need others to talk with and to“help make sense of” your experience.

WHAT ABOUT THE MONEY?To travel and live for a couple weeks inanother country takes money. Wheredoes it come from? Who should pay?What’s most cost-effective? Is “cost-effective” really God’s bottom line?These are all good questions, and shouldbe answered adequately.

If this mission team is part of yourchurch’s longer-term partnership with aministry in another country, then there willbe a solid rationale for why this team, atthis time? It’s contributing to the bigger

goals of the partnership. If it’s not, if it’sjust “a once-off, we’d like to trysomething different kind of team,” thenit’s not too late to reconsider why you aredoing this in the first place.

If the team is part of your church’s longer-term partnership, then it will meet thegoals of being a properly organized,“charitable,” international extension ofyour local church’s ministry. This willsatisfy Canada Revenue. If your churchhas a budget line for your internationalpartnership, then all funds donated forthat budget line are governed by normalcharitable-giving procedures. Thismission team is one part of that budgetline. Anyone in the church can donate tothe mission team.

As “good practice,” many churches havefound that expecting team members tocontribute anywhere from 30-50% of thecost of the trip from their own pocket, ormore if they are able, makes good sense.If God is leading them to participate inthis mission team, He is probably goingto make the resources available to them.

On the other hand, if this team is anextension of the ministry life of your localchurch, then it makes sense that othermembers of the congregation viewthemselves as stakeholders and will wantto contribute, and should, even if theydon’t join the team.

Another “good practice” is to plan tocontribute a substantial amount to thepartner church’s ministry. Remember, theycan likely stretch those financial resourcesfurther than we could imagine from our10 day visit. A good starting measure isto think of contributing at least 50% ofthe overall cost of your trip toward theongoing ministry of your national partner.That might be at the time of your trip, andincluded in your budget, if building isinvolved. Or it may be over the course ofthe following year as a component ofyour partnership.

A FINAL THOUGHTA question that some team leaders have,is about “should we go to a relativelyclose location” like Mexico, Haiti, Cuba,Dominican Republic? “It will be a lotcheaper, cuz those are vacationdestinations, we can get good prices!”Well, you know what, there are literally1000s of evangelical churches acrossCanada and the United States wonderingthe same thing. And that means thatthose countries (some of the mostreached, evangelized, church-saturatedcountries in the world) are getting literally1000’s of teams visiting them each year.So is cost-effective, really gospel-effective? Something to think about.

Cross-CulturalConnections byDuane Elmer

When Helping Hurtsby Brian Fikkertand Steve Corbett

SELECTING TEAM MEMBERSThe wisest thing a sending church can dois to carefully select mission teammembers. Participants are agents of thesending church and the sending church isresponsible for their conduct. Churchesare urged to screen team members asthoroughly as if they were hiringinternational ambassadors for theircommunity. If things go sour, it'sembarrassing for the sending church, butthe damage done may take years for thenational church to overcome. Samplescreening questions can be found onpage 20.

The sending church needs to be veryclear about the purpose of the ministryteam, and thoroughly think throughqualifications necessary for participation.Team members need to exhibit a certainlevel of maturity if they are going toparticipate. A written record should bemade of the selection efforts so that if adispute ever arises the sending churchwill be in a position to demonstrate thesteps it took in the selection process.

If there are plans to include minors on ateam not specifically set up as a youthteam, you will need to proceed slowly. Insome cases, traveling with minors cancreate a huge ordeal, not so much whenentering a foreign country as when tryingto leave. It is also possible the nationalchurch and field mission may not beequipped to deal with minors. Factors toremember when considering takingminors include the type of ministry

project, tax and charitable contributionlaws, housing logistics, health and safetyissues, immigration regulations andinternational laws.

In situations where there has beendivorce or separation, written permissionfrom both parents of a minor is essentialalong with a copy of any separation ordivorce decree. If only one parent isaccompanying the child, we alsorecommend carrying written permissionfrom the absent parent.

The sending church is responsible for theconduct of its volunteers and shouldprovide adequate training andsupervision so that volunteers do notcause spiritual, physical or emotionalharm to each other or to those whomthey are serving.

"Increasingly, the courts are allowingclaims against churches on the basis ofnegligent selection, supervision, andretention as a basis for liability. Thismeans that even if the church would nototherwise have been liable for theillegal or harmful conduct of one of itsagents, negligence in its selection orsupervision of the person will make thechurch liable on that basis."

D. Kasper, "Legal and Liability Issues," TheShort-Term Missions Boom: A Guide ToInternational And Domestic Involvement.ed. Michael J. Anthony (Grand Rapids:Baker Books,1994).

SELECTING A TEAM LEADERThe selection of the team leader shouldalso be carefully considered. The teamleader should have strong christiancharacter and leadership ability, and becapable of giving sound guidance to allphases of the team endeavor. The teamleader should be well informed about thepossible risks associated with theprogram and capable of designing theprogram in a manner that minimizesthose risks.

PREPARING A BUDGETTeam members are responsible for theirportion of the ministry expenses. Thisincludes transportation, food, lodging,travel insurance, immunizations andtravel documents. In-country costs varyfrom $15 to $35 (U.S.) per daydepending on location.

Money for the necessary ministry

SPONSORING A MISSION TEAM

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materials is the responsibility of thesending church. Fundraising for a teamproject provides an opportunity for theentire sending church to get behind theproject and take ownership of it. Aconstruction project generally requires aminimum of $5,000 (U.S.) whichprovides for on-going work at the ministrysite. The cost of other projects variesgreatly depending on the ministry.

In order for a sending church to givecharitable contribution receipts, they mustapprove a budget reflecting the amountof money necessary for the team project.It is important to make the budget asaccurate as possible. Monies in excess ofthe approved budget can by law be usedat the discretion of the sending churchand cannot be refunded to individualcontributors. A sample budget form canbe found on page 22. Your field contactcan help you determine the amountsneeded to complete the budget.

Canada Revenue Agency will honourcharitable contributions and acceptcharitable receipts issued by a charity fortax purposes provided the donation ismade to a charity for its ministry and tobe used as it sees fit. The contributionmust not be directed to a specificindividual but may be directed for aspecific project such as a missions trip.(This is in the case where you participatein a program is required to raise funds aspart of their participation in the program.)

If a sending church has any questionsabout this, they should consult their taxadvisor to make sure they are properlyhandling team funds.

OBTAINING OFFICIAL BOARDAPPROVALWhen sending a mission team, it isimportant to follow the applicable lawsand standards defining a charitable work.Tax exempt status can be lost if the properprocedures are not followed, making itvital to include an item in official boardminutes reflecting formal approval of theteam project, naming the team membersand specifying the project budgetamount.

A sample motion reflecting the necessaryinformation for sponsoring a team:

"The (name of church/conference), aspart of its responsibility to fulfill thegreat commission of Christ, herebyapproves the team consisting of (name)as team leader and (names ofindividuals) to minister in (country) bydoing (type of ministry). We alsoapprove the establishment of a teamministry project fund which can befunded by voluntary gifts from donorsand applied to the team project budgetof $(amount of budget)."

Getting formal approval may not be aseasy as the above motion makes it seem.Sometimes the project is generallyaccepted before the team members areidentified or the budget is fullydetermined.

PROVIDING A THOROUGH ORIENTATIONIt takes a minimum of six to nine monthsto adequately train team members andorchestrate the details for overseasministry. The more informed your team is,the less likely they will be to encounterfrustration with travel delays, worksituations, living conditions and culturaldifferences. It is important thatexpectations be realistic. Each teammember needs to develop a servant'sheart and be open and prepared to learnfrom their experience abroad.

Training and orientation can begin assoon as team members are identified,screened and committed to the project.You will most likely begin withinformational and organizationalmeetings, but formalized team trainingand ministry-focused orientation shouldbe addressed weekly during the six weeksprior to departure. If you have teammembers scattered too far to logisticallymeet regularly, you'll need to think ofsome creative ways to train your team.Consider the possibility of having a oneor two-day training event.

See part 3 (pages 10-16) for moreinformation on team orientation.

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MINIMIZING LIABILITY

The sending church should be sensitive to its legalobligations to avoid reasonable risk of harm to any of itsemployees and the volunteers participating on a team. Thisapplies when choosing a country of ministry as well as theages of the participants and type of work involved.

The sending church should review their insurance policy as itrelates to their own liability. Their general liability policy maynot cover overseas events, but single-event coverage is oftenavailable with reasonable premiums.

Legal counsel advises that team members be informed of therisks associated with travel and participating on a team. Ingeneral, risks could include sickness, injury, robbery,kidnapping and accidental death. The type of work to bedone, general health of the individual and political stabilityof the country all need to be considered when assessing risks.

One of the simplest ways for the sending church to cover itsbases and document that team members are aware of therisks associated with international travel is to review traveladvisory reports from the US, Canada or Great Britain. Thesecan be accessed on the internet. Print out a copy and add thefollowing or a similar acknowledgement:

“I hereby acknowledge that I have reviewed andread the foregoing travel warning and consularinformation sheet and acknowledge that I amaccepting all risks associated with travel to andfrom (name of country).”

Have your team members review and sign this and keep acopy for official records. Make a few extra copies for teammembers to put in their own notebooks.

Check out several government reports to get a broaderpicture, including:Canadian Department of Foreign Affairs and International Trade Travel Advisory Reportshttp://www.dfait-maeci.gc.ca/travel/menu-e.asp

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P a r t 2Information for Team Leaders

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Entry Point 1: YOU DON'T HAVE A PROJECTAND ARE HOPING TO PUT TOGETHER A TEAM

� Read/skim through this manual. Share pages 4-5(Sponsoring A Team) with your pastor, missions committeeor missions coordinator. Seek their counsel as to how thingsshould unfold in your situation.

Consider these things: How to advertise the teamopportunity, team member selection, age consideration,deadlines, fund raising, safety concerns, liability, and typeand timing of ministry.

� Determine the team budget for your project. See page 22for reference.

� Once your official board has approved the team membersand budget, obtain a copy of this portion of the boardmeeting minutes

� Skip to Entry Point 3.

Entry Point 2: YOU'VE IDENTIFIED APROJECT AND HAVE YOUR TEAM

� Read/skim through this manual.

� Look over the check list for sponsoring a team on page 12.Sometimes Team Leaders surface before the sending churchis aware of what is developing. Review this list and makesure all the bases are covered.

� Work with the field mission to determine the team budgetfor your project. See page 22.

� Official board has to approved the team members andbudget. Obtain a copy of this portion of the board meetingminutes.

� Continue to Entry Point 3.

Entry Point 3: ORGANIZING THE TEAM

� Narrow down the available dates for your team ministryand confirm your plans with the field contact person.

� Help raise interest in the church for the team ministry.

� Begin team orientation (see Orientation Guidelines, pages11-16). Typically, a thorough orientation requires 8-12meetings before departure. Be sure to discuss expectationswith the team.

� Work with the field contact person to plan logistics.

� Work with the team to identify a team chaplain and developa plan of spiritual preparedness. Team members should beprepared to give their testimony or clearly share in 3minutes a relevant lesson the Lord has taught them.

� Work with your pastor(s) to schedule a commissioningservice for the team prior to departure. Order necessaryteam training materials. You can find a list of recommendedresources on page 15.

� Check with the Canadian Free Methodist Ministry Centre tosee if Team Leader Training is offered at a time you canattend.

� Determine what travel documents are necessary andprovide instruction for team members on where to get theforms, how to complete them and by when they need thisstep completed. A helpful website is www.traveldocs.com.Remember that permission to enter a country is the soleprerogative of that country.

� Collect two photocopies of the front page of each person'spassport. Keep one copy and leave the other copy with adesignated person not on the team (i.e. church officesecretary).

� Begin researching airline tickets. It pays to shop around.

� Make sure team members make arrangements to get thenecessary vaccinations. Some vaccinations require a seriesof injections over several months. Plan ahead.

� Have team members complete the Health InsuranceConfirmation Form (page 23) and keep these in a file totake with you.

� Have team members sign the Waiver of Liability Form foundon pages 24-25.

� Team members should be made aware of the risks of travel.Print off the government travel information posted on theinternet and have team members sign off that they areaware of these risks. Keep a copy for church records.

� Have team members write a Team Covenant and sign it.

� Send project money to the field if requested. Clarify whenthey need the money and how they want to receive it.

� Make sure a prayer support strategy for the team is in fullforce. Three to four weeks before departure verify with yourpastor the details related to the commissioning service.

� Go over packing lists with team members.

� Work out transportation details to and from the airport.

� Make sure that passports, visas, and airline tickets are all inorder and the documents are in your or the team memberspossession. Carry passports, tickets and money separately.

� Schedule a time of team debriefing on return, within twoweeks of return if possible.

THE CANADIAN OFFICE PROVIDES TEAM LEADERS WITH AS LITTLEOR AS MUCH GUIDANCE AS YOU NEED. IF WE CAN BE OF ANYFURTHER ASSISTANCE, DON'T HESITATE TO CALL (905.848.2600)OR EMAIL US <<globalministries@fmc-canada.org>>.

MISSION TEAM CHECKLIST

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We've all heard the old adage, "If it's worth doing, it's worthdoing right!" As a team leader there might be times you findyourself thinking, "If it's worth doing . . . it's worth doing. Right?"This will be especially true when you are trying to pull all theloose ends together. Getting quick and concrete answers toquestions may not happen. In fact, there are probably as manyvariables to your questions as there are miles to your missiondestination. The biggest thing to remember is that things willwork out! You're not in this alone. God knows your concernsand He still works miracles.

As a team leader it is vital to have the support and backing ofyour sending church. Don't take their financial backing andprayer support for granted. Keep them informed as prayerrequests arise and as God answers them.

As a team leader it is important to establish team "togetherness."This may not be easy if your team consists of people fromdistant churches or wide age ranges. Nevertheless an attitude ofunity and cohesiveness is essential and will leave a positiveimpression on the nationals with whom you're going to serve. Ifyour team members are from several churches, be sure to buildinto your budget an adequate amount of money for phone callsto keep the communication flowing.

Many books have been written on developing small groups andinclude team building games. These books are usually writtenfor those working with teens, but the concepts apply to all agesand should appeal to your group.

One way to develop interest within the sending church andamong the team is to have team members do research and usethe internet to gather information on your mission country.Common questions that concern team members may not havereadily available answers, but actively involving the team in thesearch will help satisfy their curiosity and promote unity.

Don't worry if you don't have the answers to all the questions.Some aspects of mission trips are a step of faith. For thequestions that really do need answers, either the Canadianoffice or the field mission contact person will be able to helpyou. When emailing missionaries, keep in mind that they haveother responsibilities besides coordinating your team and theymay not be able to answer your questions immediately. Allowsome time between emails and if you feel you're still not gettingthrough, let the Canadian office help.

As a team leader you don't have to do everything, you just needto pull it all together. A good team leader needs organizationalskills along with people skills. If organization isn't your forte,begin by making a list of everything that needs to get done andmark your calendar accordingly. The checklist on page 8 will beespecially helpful. If you have team members who are good atorganizing, delegate responsibilities and follow up as needed tomake sure details are being covered in a timely manner. Werecommend several helpful resources for team leaders on page15.

WHAT DOES IT MEAN TO BE A TEAM LEADER?

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P a r t 3Team Orientation

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To effectively train and organize a team you need to begin sixto nine months prior to departure. The purpose of team trainingand orientation is to prepare team members to ministereffectively and to think "other dimensionally." Good preparationwill be instrumental in making your trip a dynamic one. Ashearts are tender and minds are open, God can use the trainingand ministry time to transform team members’ lives.

Training and orientation can begin as soon as team membersare identified, screened and committed to the project. You'llmost likely begin with informational and organizationalmeetings, but formalized team training and ministry-focusedorientation should be addressed weekly during the six weeksprior to departure. Those last six weeks can be a stressful timefor team members, so keep the length of the training sessionslimited to two hours or less. If people stay for fellowshipfollowing the meetings, make sure they know it's not mandatory.

Have team members keep a folder of the handouts. Plan inadvance what needs to be discussed at team meetings andkeep on target. It's better for team members to leave wantingmore than to leave frustrated because their time was wasted. Besure to allow time for discussion, but don't allow any one personto monopolize it. If you delegate responsibilities, follow upaccordingly to make sure all details are coming together beforethe next meeting.

Generally, when you meet with the team you'll confront thefollowing questions right from the start: What are livingconditions like? What will we eat? Where will we stay? Whatshould we wear/pack? What will we do? Team members canbecome obsessed with these questions, especially concerningwhat to pack. Be careful not to let these questions monopolizevaluable meeting time, crowding out other issues related toteam orientation and prayer time.

If you've never led a team or haven't been out of the country,talking with people who have been to the host country beforecan go a long way in settling fears.

You may also want to see if there is anyone in your communityfrom the host country. A good starting point to is to check withlocal schools to see if they have international students willing tomeet with your team. Invite them to attend one of your teammeetings to talk about their country, its history, what life is likethere, and what it's been like for them to leave their homeland.Have them teach you some basic courtesy language. Mostimportantly, nurture this friendship after you get back. In all theenthusiasm of going overseas it would be a tragedy to lose sightof the people from other cultures whom God has placed in yourown backyard.

When you set up the training schedule, include a debriefingsession within two weeks of your team's return home. This couldbe combined with a reunion for members to share their photos,reminisce with people who shared their experiences, and sharewhat the Lord has taught them since returning home.

TRAINING AND ORIENTATION TOPICS

� Team purpose: become "World Christians," learn to view theworld as God sees it, develop a servant's heart, use thisexperience to grow

� Teamwork/unity: understanding the body of Christ,relationships, servant-learners

� Spiritual preparation: Bible study, devotions, prayer� Definitions: define the terms National, Cross-Cultural,

Missionary� Team expectations: discuss Personal Covenant Form or write

a Team Covenant� Information about the country and people: history, FM

ministry, cultural influences, cultural etiquette ("Do's andDon'ts," currency, photographs, shopping, giving to thepoor)

� Language lessons and songs: a few courtesy phrases will goa long way

� Team activities on the field: work/ministry site, devotions,church services

� Cost: team expense, project funds, personal expenses� Travel documents: passport, visa, immigration cards,

insurance, emergency phone numbers� Prescriptions & immunizations: requirements and

recommendations� Health & hygiene: food, water, personal sanitation, sun/heat

protection� Living accommodations: type, quality, location, sleeping

gear� Food: cook for yourselves or have it provided� Packing: verify with airline the checked luggage weight and

carry-on limit. Discuss necessities (flashlight, water bottle,work gloves, medications, soap, towel, TP), dress guidelinesfor men and women, make-up, jewelry, laundry availability

� Arrival: immigration, customs� Debriefing: discuss the events of the trip, how God worked

and what the next step might be in team members' lives

“The Essential Guide to the Short Term Mission Trip,” by DavidC. Forward will also provide a wealth of information related tothese topics. Another helpful resource is “Successful MissionTeams - A Guide for Volunteers,” by Martha VanCise. See theResource List on page 15 for more ideas.

TRAINING AND ORIENTATION GUIDELINES

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EVERY TEAM AND EVERY COUNTRY IS DIFFERENT, but thereare certain questions the team will want to know on arrival inthe host country that might not have been covered earlier. If leftunanswered, some of these questions may causemisunderstanding or frustration so it's a good idea to set peoplestraight from the start.

Plan a time with the national host or missionary as near toarrival as possible to discuss the following topics if they haven'talready been addressed. Keep in mind the team's attention spanand degree of tiredness.

� The missionary's or national's work and ministry

� Information about the project and the people involved

� Housing logistics

� Electricity - precautions or conservation guidelines

� Water - precautions or conservation guidelines

� Precautions on food and beverages

� Transportation logisticsAS A GENERAL RULE, TEAM MEMBERS SHOULD NOT DRIVE

� Security issues - for oneself and one's belongings, provisionsfor travel documents

� Tropical sun precautions - hats, long sleeves, sunscreen

� What to do if a team member gets lost or separated from thegroup

� Money exchange - when and where

� Sanitation issues - toilets, toilet paper

� Photography concerns

� Gestures or phrases to avoid

� Last minute precautions about dress

� Provisions for team meetings and/or team devotions

� Communication - calling or emailing home

� Shopping and sightseeing - when and where

TOPICS THE RECEIVING HOST SHOULD DISCUSS WITH THE TEAM

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Consider creating a Team Covenant as an alternative to thePersonal Covenant found on pages 14. It's an excellent way tobuild team unity and get people thinking about the significanceof their actions and ministry. On completion, each teammember signs the covenant.

Rationale� Creates a commitment by all members� Sets objectives and goals that the team hold in common� Establishes specific action steps to accomplish those

objectives� Clarifies expectations� Provides for evaluation and accountability

Contents� Typical covenants involve commitment to:� Personal devotions� Team meetings� Journal writing� Affirming one another� Holding each other accountable� Support-raising� Mission training� Prayer

Objectives� State what you intend to do� Provide points of accountability� Be specific enough that you can evaluate whether your team

is carrying them out

Components

1. Team relationship to senders, goers and receivers. How willwe relate to and represent…� God, the Free Methodist denomination, our local church,

and our home country?� each other?� the missionaries and nationals?

2. Team vision� Why does the team exist?� Why do you want to be part of this ministry?

3. Team goals� How do we function?� What traits characterize our team?

4. Team structure� How will we do our task?� How will we relate to each other?

5. Evaluation and accountability� How will we assess our work?� How will we correct our members?

Suggestions

� Do not copy another covenant. Go through the struggle ofwriting one that fits your group. The process is almost asimportant as the product in this kind of task.

� The covenant should be refined and upheld regularly so thateveryone knows what is expected. It could be read as part ofa commissioning service at your church.

� Bring the covenant on the trip and use it as a reminder tohelp reach your goals.

TEAM COVENANT

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SAMPLE TEAM COVENANTS

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RECOMMENDED RESOURCESMost of these resources can be ordered online.

The Essential Guide tothe Short Term MissionTrip. David C. Forward,1998, Moody Press,Chicago. We stronglyrecommend that eachteam leader purchase this

book. Even on a tight budget the wealthof information it offers is a goodinvestment.

Stepping Out: A Guideto Short Term Missions.Gibson, Hawthorne,Krekel, Moy, editors,1992, Youth With AMission (YWAM), Seattle,WA. Information is aimed

at Christians looking to go on a short-term missions trip and the church whichsupports them.

Survival of the Fittest:Keeping YourselfHealthy in Travel andService Overseas.Dr. Christine Aroney-Sine,1999, MARC, Monrovia,CA. Practical information

geared for teams dealing withemotional, spiritual and physical health.The information on how to treatcommon illnesses is very helpful.

Perspectives on theWorld ChristianMovement: A Reader.Ralph D. Winter andSteven C.Hawthorne,editors, 1999, WilliamCarey Library, Pasadena,

CA. This collection of 125 articles frommore than 90 mission experts exploresthe biblical, historical, cultural andstrategic dimensions of worldevangelization.

When Helping HurtsBy Steve Corbett andBrian Fikkert. Churchesand individual Christianstypically have faultyassumptions about thecauses of poverty,

resulting in the use of strategies that doconsiderable harm to poor people andthemselves. Don't let this happen to you,your ministry or ministries you help fund!A must read for "anyone" who works withthe poor or in missions.

Cross CulturalConnectionsDuane Elmer offers the

tools needed to reduceapprehension,communicate effectivelyand establish genuine trust

and acceptance between cultures whiledemonstrating how we can avoid beingcultural imperialists and instead becomeauthentic ambassadors for Christ.

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These guidelines are to helpensure that your missionexperience is beneficial to you andto the host country. Dedicatedmissionaries and Christiannationals have been working hardto spread the gospel long beforeyou stepped off the plane. Theywill remain there long after youleave. Following these tips willhelp ensure that careless actiondoes not jeopardize their ministry.

EMPATHIZE: Put yourself in the shoesof those you are visiting. Try to see thingsfrom their perspective.

DON'T EVALUATE: Try not to attach"good" or "bad" labels to the new thingsyou see. Most things are just differentfrom what you are used to.

ALLOW SOME GRACE: Be careful notto criticize the missionary or nationalleader, even if you think he is wrong.Defer complexities to those who knowand understand the culture, customs andhistory of the host country. Keep in mindthat what you see in two weeks is just aglimpse of the whole picture.

CLIQUES: Avoid standing and sittingwith only English-speaking people.Mingle with the people in your hostcountry.

FOOD: Eat what is put before youwithout negative comments. As ElizabethElliott once said, "Don't you dare sing,'Where He leads me I will follow' unlessyou are willing to say, 'What He feeds meI will swallow'." In many cultures food andsharing a meal are very significant socialactivities. Often your host will have goneto great lengths and expense to preparea meal for you, their guest. Do not rejectthem and their kindness by rejecting theirfood.

TRANSLATION: When using atranslator, remember that what you saywill become twice as long. Speak clearlyand say only a sentence or two at a time.Don't quote poetry or use puns. It doesn'ttranslate well and most humor gets lost.

TIME: Many cultures are more eventoriented than time oriented. Be preparedto "hurry up and wait." Pray, practicememory verses or read an article if youget delayed.

SPORTS: If you engage in unorganizedpick-up games, be sure to mix with bothteams. Never play an "us against them"game. Don't get too competitive.Maintain good sportsmanship.

PHOTOS: Be sensitive when takingpictures. Don't offend by taking picturesof what nationals might consider theirprivate space or a negative aspect oftheir country. Ask permission beforecapturing them on film.

MONEY: As in any large city, includingthose in North America and GreatBritain, you should take care to protectyour money and travel documents.

TALKING: Don't talk about the countryor its people assuming that those aroundyou don't know what you're saying. Youwould be surprised at how many peopleunderstand English. Be careful aboutjoking. Jokes and sarcasm are easilymisunderstood and the tone of your voiceis often interpreted as negative. Besensitive to your volume. Avoid beingconsidered loud and obnoxious.

DRESS: Be careful in the way you dress.Be considerate of the people you're goingto serve. Don't overdress or displayevidence of economic superiority, orunderdress giving them reason tomisunderstand your morals. Modesty isnot defined by your culture, but by theculture of the country in which you'reministering. Simple and unassumingclothes are best.

RESPECT: Your conduct should reflect ahigh level of Christian character andcommitment. Polite and courteousbehavior is expected at all times and is tobe extended to everyone. Avoid anywriting or speaking that would beoffensive to the government or to theestablished religions of your host country.

WEALTH: Be careful not to let yoursympathies run away with your judgment.You may feel like emptying your pocketsto help certain individuals, but yourpartiality could create problems. If youwant to leave a gift for someone or if youbrought things to give away, check withthe missionary and/or national leaderfirst. Usually they prefer you to leave theitems with them to distribute after you'veleft.

DEVOTIONS & PRAYER:Devotional time will be an important partof your daily scheduled activities. Yourspiritual growth is the most important partof your mission. Prayer is a necessity!

DAMAGE CONTROL: If there happento be problems on the field, keep them inconfidence. There are problems on everyfield including those in your own backyard. If you feel obliged to talk aboutthem, report to The Free MethodistChurch in Canada, but not elsewhere.

DO NOT LET THESE GUIDELINESSCARE YOU OFF. USE YOUR BESTJUDGMENT AND BE YOURSELF.

GUIDELINES FOR A POSITIVE CROSS-CULTURAL EXPERIENCE

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P a r t 4Team Member Forms

19

The Guiding Principles of our Short-Term Mission Endeavors

Aldersgate Free Methodist Church, Indianapolis, Indiana

1. We will give thorough thought to our ministry purpose and look beyond our

own objectives relating to why we are going and the benefits we hope to receive.

A. Our primary ministry focus will be on the people we're going to serve. Although using ministry for discipleship and as a way to provide an educational cross-cultural experience is important, we acknowledge we will have failed if we don't focus primarily on those who receive us.

Whatever we do we want it to be a collaborative effort benefiting the Kingdom of God. The supporters on the sidelines, the people on the team, the people facilitating the ministry as well the people on the receiving end of the ministry project all need to be a part of this.

We will design our short-term mission methods and activities so they will be wise, grounded in the Bible, culturally appropriate with the intent of bearing spiritual fruit.

Our administrative process will have integrity.

A. We will provide proper and orderly set-up and administration in order to glorify God and be good stewards of time, talents and funds.

B. We will remain receptive to the Holy Spirits direction and changing circumstances.

We will do everything reasonable to provide appropriate risk management and as much safety as possible for all participants.

We will evaluate risks based on vulnerability, impact and threat and work with the VISA Ministries office to keep risks at an acceptable level in light of our call to be instruments of God’s redemptive plan for the world. Our goal is to minister Christ’s love courageously, but wisely (Matt 10:16; 2 Tim 1:7).

Local

Church

Short-

Term

Missio

n

PolicySAMPLE

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Our teams will have qualified leadership. Team leaders will be people who demonstrate spiritual maturity, faith, giftedness, competence and diligence for servant leadership.

A. We will strive to prepare accountable leaders who possess proficient

cross-cultural and organizational abilities. We will make sure they get adequate training either by VISA Ministries or through another mission committee approved outlet. We will make sure team leaders stay current with their training in an effort to follow the highest standards of short-term missions.

B. We will only accept people into leadership roles who are willing to prepare themselves spiritually, physically, emotionally, and educationally.

Our team(s) will not serve without each participant receiving biblically appropriate and timely training. This will include instruction on crossing cultures, spiritual preparation, logistics, ministry instructions, etc.

A. Team members will be evaluated by the missions committee. B. Those assisting the team through prayer, finances, logistics, etc., will be

given clear information on how to intercede for the team or a specific team member during the time of preparation, time of ministry and time of reentry.

We will provide thorough follow up to team experiences while maintaining confidentiality, integrity and accuracy in the evaluation and record-keeping process.

A. On-field team debriefing will enable participants to better apply lessons

learned, nurture their continued growth and bear spiritual fruit. B. Re-entry will focus on preparing team members for adjustments and

challenges on return to the home culture. C. Post-ministry follow up will help cement life change and cultivate ongoing

growth and commitment to Christ and His world.

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1. Tell us about yourself, your family, your work, and your ministry in this church.

2. Share about your conversion. How did you become a Christian?

3. Describe a specific instance when you had to trust God to meet a critical need.

4. Why do you want to be part of our short-term mission team?

5. What do you believe you could contribute to this mission?

6. What do you hope to gain from going?

7. Are you financially able to pay at least part of your way?

8. How do you feel about raising support?

9. If accepted on the team, what difficulties do you anticipate?

10. What other concerns do you have?

11. If accepted, would your family be supportive? What concerns would they have?

12. Do you have any health problems that would be significance on overseas travel?

13. How does your body react under stress?

14. How much direction do you require to get things done?

15. How adventuresome are you in an unfamiliar environment?

16. What do you think about staying in someone’s home when you’re not able to communicatein English?

17. How do you react when you don’t get enough sleep?

18. Describe your personal devotional life. Indicate specific areas of recent growth and areaswhere you would like to grow.

19. Are you prepared to follow the guidance of the team leader, national leaders and FMmissionaries as necessary? Does this give you any cause for concern?

20. Do you have any reservations about getting vaccinations or taking medication for this trip?

21. Do you have any questions for us?

Sample Questions for Screening Team Members

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TEAM MEMBER ROSTER

Team Leader Travel Dates

Sending Body

Ministry Country Amount paid

Name

Birthday (month/day/year)

Address

Phone

E-Mail

Name of Health Insurance Company

Policy Number

Person to contact in case of an emergency

Relationship

Phone #

Day of Departure

Day of Return

Number of Travel Days

Amount owed

Team Member Info Personal Information Amount Due

Name

Birthday (month/day/year)

Address

Phone

E-Mail

Name of Health Insurance Company

Policy Number

Person to contact in case of an emergency

Relationship

Phone #

Day of Departure

Day of Return

Number of Travel Days

Amount owed

Name

Birthday (month/day/year)

Address

Phone

E-Mail

Name of Health Insurance Company

Policy Number

Person to contact in case of an emergency

Relationship

Phone #

Day of Departure

Day of Return

Number of Travel Days

Amount owed

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MISSION TEAM BUDGET PROPOSALChurch/Conference

Project Dates of Ministry

Possible Expenses Individual Team

Ministry Fund (Contribution to in-country costs) $ $

Set-up-trip Expenses (phone calls, postage) $ $

Orientation $ $

Airfare $ $

Lodging $ $

Food $ $

Gas $ $

Other Travel $ $

Rental Transportation $ $

Airport Exit Fees $ $

Immunizations $ $

Passports $ $

Visas $ $

Travel Insurance (this is mandatory) $ $

Leader's Costs $ $

T-shirts $ $

Water $ $

Bibles, Books $ $

Crafts, Drama Props $ $

Tools $ $

Excess Luggage $ $

Tips $ $

Miscellaneous $ $

The Unexpected $ $

Presentations After Returning $ $

Total $

Cost of each team member's share of the ministry project: $ _________________

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HEALTH INSURANCE CONFIRMATION

I understand the requirement to carry adequate health insurance during the term assignment.

In keeping with this, I am confirming that I have purchased emergency medical insurance /

covered by a group benefits plan which includes emergency medical evacuation and repa-

triation of remains.

________________________________Insurance company

________________________________Date (mm/dd/yy)

________________________________Name of Applicant

________________________________Signature

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WAIVER, RELEASE OF LIABILITY AND INDEMNITYI, the undersigned, am a person at least 18 years of age, and I have voluntarily agreed to participate in a programsponsored by The Free Methodist Church in Canada (FMCC), a Federal corporation. The program ("Program") involvestraveling to and within the country of _________________________________ during _____________________________ andparticipating in a cross cultural ministry experience which involves ______________________________________________.I recognize there are inherent risks associated with the Program including, but not limited to, travel risk, health and accidentrisk, risk related to political unrest and general risk related to being in a foreign country.

I agree to assume full responsibility for my participation in the Program including all financial contributions and expensesassociated therewith.

I assume all responsibility and risk for any sickness, accidents or other mishaps, including, but not limited to, illness, bodilyinjury, disability, and/or death, that I may sustain as a result of participation in the Program and any costs and/orconsequential damage I may incur by reason of same. In connection with my participation in the Program, I hereby waivemy rights to any claims, causes of action, damages, and/or rights to file any law suits against FMCC, any local FreeMethodist Church or against any such organizations' departments or entities, or against the representatives, directors,officers, sponsors, employees, agents, volunteers, successors and assigns of any such organizations involved directly orindirectly with the Program. I further release FMCC, any local Free Methodist Church or any such organizations' departmentsor entities, or the representatives, directors, officers, sponsors, employees, agents and volunteers of any such organizationsinvolved directly or indirectly with the Program and their respective successors and assigns from any and all responsibility orliability of any nature whatsoever for any loss or damage to my person or property by reason of my participation in theProgram, including, but not limited to, illness, personal injury and/or death sustained on the Program, unless such loss ordamage is due to the intentional or willfully negligent act of FMCC, any local Free Methodist Church or any suchorganizations' departments or entities, or the representatives, directors, officers, sponsors, employees, agents and volunteersof any such organizations.

I further agree to indemnify FMCC, its officers, directors, representatives, sponsors, employees, agents, volunteers and theirrespective successors and assigns against all actions, damages, claims and demands which may be brought against any ofthem by me or on my behalf in respect of or arising out of any accident, injury, damage or other claim during or as a resultof my participation in the Program and against any loss arising therefrom.

This Waiver, Release of Liability and Indemnity is binding upon my personal representatives, executors, administrators, heirs,persons, successors and assigns and shall enure to the benefit of all organizations named herein as well as any of suchrepresentatives, directors, officers, sponsors, employees, agents and volunteers and their respective successors and assigns.

I acknowledge having been given the opportunity to obtain Independent Legal Advice prior to signing this Waiver, Releaseof Liability and Indemnity and have either obtained such Independent Legal Advice or, having read and fully understood theterms thereof, have voluntarily chosen not to obtain such Independent Legal Advice. By my signature, I am stating that Iunderstand, agree to and accept all of the provisions of this Waiver, Release of Liability and Indemnity.

Name

Address

Telephone

Date of Birth (mm/dd/yy)

Applicant’s Signature

Date (mm/dd/yy)

Witness

Date (mm/dd/yy)

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WAIVER AND RELEASE OF LIABILITY AND INDEMNITY FOR A MINOR CHILD

We, the undersigned, being persons at least 18 years of age, are the parents or guardians of the minor child named below. The childhas voluntarily agreed to participate in a program sponsored by The Free Methodist Church in Canada (FMCC), a Federal corporation,and we consent to such participation. The program ("Program") involves travelling to and within the country of _______________________during ______________________ and participating in a cross cultural ministry experience which involves __________________________.We recognize there are inherent risks associated with this Program including, but not limited to, travel risk, health and accident risk, riskrelated to political unrest and general risk related to being in a foreign country.

We jointly and severally agree to assume full responsibility for the named minor child's participation in the Program including all financialcontributions and expenses associated therewith.

We agree to jointly and severally assume all responsibility and risk for any sickness, accidents or other mishaps, including, but not limitedto, illness, bodily injury, disability, and/or death, sustained by the named minor child as a result of participation in the Program and anycosts and/or consequential damage the named minor child may incur by reason of same. In connection with the named minor child'sparticipation in this Program, we hereby waive our rights to any and all claims, causes of action, damages, and/or rights to file any lawsuits against FMCC, any local Free Methodist Church or against any such organizations' departments or entities, or against therepresentatives, directors, officers, sponsors, employees, agents and volunteers of any such organizations involved directly or indirectlywith the Program and their respective successors and assigns. We further release FMCC, any local Free Methodist Church, any suchorganizations' departments or entities, the representatives, directors, officers, sponsors, employees, agents, volunteers and the successorsand assigns of any such organizations involved directly or indirectly with the Program from any and all responsibility or liability of anynature whatsoever for any loss or damage to the named minor child's person or property by reason of the named minor child'sparticipation in the Program, including but not limited to illness, personal injury and/or death sustained in the Program unless such lossor damage is due to the intentional or willfully negligent act of FMCC, any local Free Methodist Church, any such organizations'departments or entities, the representatives, directors, officers, sponsors, employees, agents and volunteers of any such organizationsinvolved directly or indirectly with the Program and their respective successors and assigns.

We further jointly and severally agree to indemnify FMCC, its officers, directors, representatives, sponsors, employees, agents, volunteersand their respective successors and assigns against all actions, damages, claims and demands which may be brought against any ofthem by or on behalf of the child in respect of or arising out of any accident, injury, damage or other claim during or as a result of thechild's participation in the Program and against any loss arising therefrom.

This Waiver, Release of Liability and Indemnity is binding upon the undersigned and our personal representatives, executors,administrators, heirs, successors or assigns and shall enure to the benefit of all organizations named herein as well as suchrepresentatives, directors, officers, sponsors, employees, agents and volunteers and their respective successors and assigns.

We acknowledge having been given the opportunity to obtain Independent Legal Advice prior to signing this Waiver, Release ofLiability and Indemnity and have either obtained such Independent Legal Advice or, having read and fully understood the termsthereof, have voluntarily chosen not to obtain such Independent Legal Advice. By our signatures, we are stating that we understand,agree to and accept all of the provisions of this Waiver, Release of Liability and Indemnity.

For (Minor Child):

Date of Birth (mm/dd/yy)

Address

Both parents/guardians should sign below, or if divorced or separated, the custodial parent.

Parent/Guardian Signature

Printed Name

Date (mm/dd/yy)

Witness

Parent/Guardian Signature

Printed Name

Date (mm/dd/yy)

Witness

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