Bearquest Tutorial

Bearquest TutorialSubmitting a Baylor Missions Global/Domestic Trip ProposalStep-by-Step on BearQuest

contact missions@baylor.edu for specific questions or troubleshootingLAST UPDATED 7/20141GETTING STARTEDGo to https://bearquest.baylor.edu/ and log in with your Bear_ID & password pick a primary leader to submit the proposal (this document is unfortunately non-collaborative for making edits by mulitple users. If you are a student organization leader, your Faculty/Staff trip sponsor (that is traveling with you) is the one who needs to submit this form; students will not have access to the form. FYI: you can save your proposal drafts at any point before submission. This tutorial as a way to know what questions are asked of you on the actual BearQuest proposal, as well as a FAQ if you look at the Notes section for most slides.2

Getting startedFrom My Dashboard select: START A REQUESTINTERNATIONAL/DOMESTIC TRAVELMISSION TRIP PROPOSALFor future edits, your proposal will be located under My Tasks and can be edited by clicking the gear to the left of the text3

Getting startedShort Description = Team Name = Country/City + Discipline/OrgEx. Eagle Pass Urban Missions; Ghana Medical; Guatemala AMSA

4Getting started

Once youve started a proposal, you should receive an email confirmation. This link also has a direct link to your proposal for future reference. Youll also receive emails as your proposal makes it through the various channels for approval and for suggested edits fromBU Missions 5BASIC INFO (PART 1)

SIDE NOTES:*if more than 1 faculty/staff leader, put all leaders in this space*If you are teaching a course FOR CREDIT along with your trip, there is a specific Course Information Form http://www.baylor.edu/spirituallife/doc.php/229713.doc you will have to submit a syllabus & course description later on in the proposal process.

STUDENT ORGS:*this page is for info for your Faculty/Staff trip sponsor who is traveling with you. So if, for example, they work in Student Activities THAT is the Involved Department and the Departmental Info. HOWEVER, make sure that the Name of the Missions team looks like this COUNTRY+STUDENT ORG ie. Uganda Kappa Sigma/Guatemala AMSA*all student organization trips must be approved by Baylor Missions AND Student Activities. Baylor Missions will be responsible for forwarding your proposal to SA so that you will be an approved trip through their office..to be able to promote/host events and fundraisings on campus, make t-shirts, etc 6

BASIC INFO (PART 1) POP UP!The DEPARTMENTAL INFORMATION sectionIn years past, when there was a printed proposal, there would be physical signatures needed from:-Team Lead-Chair-Dean-Provost (If course credit is being given)-Director for Baylor Missions -VP for Global Engagement -University President (if High Risk Travel warning)WITH BEARQUEST, all of these signatures are DIGITAL! This section is very important because it tells BearQuest who needs to approve your Missions Proposal after you have submitted it.

When you click on School/Division you will get a Pop Up window with a list of all campus divisions (as found on BearQuest) This will direct the approval process through the appropriate channels.

STUDENT ORGS:*REMINDER: this section is for info for your Faculty/Staff trip sponsor who is traveling with you. So if, for example, they work in Student Activities THAT is the Departmental Info.*If you are a Student Org F/S trip sponsor, dont forget to make sure that you are pre-approved by your department/supervisor to take time-away (or if youre in student life, you have a temporary reassignment to BUMissions)

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BASIC INFO (PART 2)NOTES:

I have read and agree with the Mission Team Leader Manual and the Missions Covenant (Can be found here: http://www.baylor.edu/spirituallife/doc.php/229671.pdf)*-open the link, read it prayerfully, select YES if you agreewhich you should Faculty/Staff Team Leader's Contact Information (Name, Email, Phone number, and Department) *-If more than one team leader please put both leaders info here

Support Staff or Student Organization Leader Contact Information (Name, Email, Phone, Position)-if you have an admin who youd like to keep in the loop-IF A STUDENT ORG: this is where you put the info about the student leaderProposed Semester and Year: *-Spring = Spring BREAK or Jan Term-Summer Mini= May Mini-mester-Summer 1= June-Summer 2 = JulyProposed Departure Travel Date: MM/DD/YYYY *The date you will leave Waco.not necessarily arrive in countryProposed Returning Travel Date: *The date you will return to Waconot necessarily the day you will depart host countryDepartment/Organization Sponsoring Program *ie. Accounting; Sorority/Frat, etc. All Destination Cities and Countries *EVERY city and country you plan to visit while on a BU Missions trip. We ask this because the travel risk ratings may be different depending on the region of the country you depend on traveling. Ex. The border of X country may be unsafe; however, the capital may be safe and have adequate medical care available.

Distance (in miles) between Baylor and destination (find on a website like this: http://www.mapcrow.info ): * this is a risk management questionjust click on the link and itll give you the distance 8Risk management

NO MORE PRINTING of Risk Management Docs!SAVE EACH REPORT as a PDF and ATTACHIf youve been around BU Missions for a while, youll remember the crazy amount of print offs that once accompanied the print proposalswere ALL DIGITAL NOW!You still have to look up the same research, but instead, save everything as PDF documents and upload it to your proposal. *no trees were harmed in the making of this BU Missions Proposal

KEEP IN MINDthis section is going to take a while! Remember that you can always SAVE your draft and come back to MY TASKS later to finish it

Is this an international mission trip?*-if NO, you will not see the risk management info..yay one less step!-if YES, get ready for some RESEARCH and lots of PDF saving!

1 & 2 (see ISOS slide!)

3.YES OR NO Is there a Department of State Warning for your Destination(s)? Go tohttp://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

4. AttachBU Missions Trip Risk Assessment Form http://www.baylor.edu/spirituallife/doc.php/229685.docx-fill out this detailed document using the information found on ISOS, the CDC, and State Dept. info.

9International sos (what should i be looking for?)

International SOS Risk Rating for Destination(s) (Go to ISOS website,http://www.internationalsos.com/en, log in using Baylor's code 11ASGC000003. A new window will open (make sure your pop-up blocker is turned off!). Select the main destination country on the left side of the screen. The ratings will be located in Risk Ratings. If the new windows do not appear please check to see if your web browser is blocking the new windows from appearing or popping up.) BEFORE YOU CLOSE THIS SITE, Save ISOS risk ratings and documentation as a pdf and download to your computer/device (Instructions under #5 below!).1. Select the medical risk:2. Select the travel risk:*if travel risk is HIGH or EXTREME, there will be additional approval needed from University president and International Travel Committee.10International sos (part 2)

When you click Print/Email Report>Check all>Create ReportTHIS is what you save as a PDF to attach to proposal5. Attach ISOS Medical Risk RatingHOW TO:Go to ISOS website,http://www.internationalsos.com/en, log in using Baylor's code 11ASGC000003.Select Country & new pop up window will open upSelect Print/Email Report (in the Left-Hand column of the site) Select Check All then Create ReportSelect Print and then Save as a PDFUpload Report by clicking on BearQuest paperclip next to desired box to upload the PDF to your proposal

11CDC (what should i be looking for?)

Select Print & Save as PDF to attach to proposal 6. AttachCDC Health Information for Travelers to X Country HOW TO: Go to http://wwwnc.cdc.gov/travel/destinations/traveler/none/guatemala or the Travelers Health section for whatever country you are going to Save this section as a PDF to your computer (some computers you have to go to PRINT and then open in a PDF viewer, then SAVE from there)Upload Report by clicking on BearQuest paperclip next to desired box to upload the PDF to your proposal

12Travel.State.Gov (what should i be looking for?)

After, EXPANDING ALL SECTIONS BELOW, Select Print & Save as PDF to attach to proposal 7. Attach Travel State.Gov Country Information PageHOW TO: SAMPLE: http://travel.state.gov/content/passports/english/country/guatemala.html#Make sure to EXPAND ALL then save as PDF to your computer (some computers you have to go to PRINT and then open in a PDF viewer, then SAVE from there)Upload Report by clicking on BearQuest paperclip next to desired box to upload the PDF to your proposal

13RECAP: Did i attach everything?Risk Assessment Document?ISOS Report?CDC Travelers Health Report?Travel.State.Gov Country EXPANDED Report? Great! Now to the Good Stuff!14ITINERARY & LOGISTICS (PART 1)

NOTES

# of students: undergrad & grad. Its an ESTIMATE right now; helpful for planning flights and in country transportation needs

# of Faculty/Staff: leaders &/or participants (also an estimate, helps for budgeting process)

# of Guests: alumni/spouses/etc who will be traveling alongside the team (this is especially important if they are doing their logistics and transportation through BU Missions.

# of Dependents: Kiddos traveling with ya? We need to know! There are additional risk management forms specifically for minors. If you even THINK you MIGHT take them, let us know up front b/c the forms need to be created on the front end

Transportation Qs: list all. EX. Personal cars from Waco to DFW; DFW to Guatemala City via commercial air; Guatemala City to Antigua via approved transportation company (15 passenger buses); in city transportation by same bus company; Same transportation process for return of trip.

Working with Another Org? If you are a student org trip, make sure you put that here! If you are an discipline specific or interdisciplinary team (ex. Social Work + Texas Hunger Initiative; Engineering + Engineers with a Mission; Baylor Athletics, etc..) This helps us to coordinate marketing and logistics for your team.

Planned Partnerships, Projects: What are you going to do? Who are you working with? What are you thinking about for your Debriefing activity?

Long-Term Projects: The team will only be on site for 1-3 weeks, are there projects (that you are wanting to fund) that exceed the time that youll be on location? If yes, well follow up with you for the additional approval process.

Local Contacts: Who are you working with? How do you get ahold of them? Do they have a website?15ITINERARY & LOGISTICS (PART 2)

Lodging Information: Where are you staying? Swanky 5 star hotel?/church floors? What are your plans (will elaborate on Final Itinerary 30 days prior to travel)

Meal plans: Breakfast at the hotel, sack lunches, dinner at local establishments suggested by community partners, etc. Proposed Itinerary (Places, Contacts, Duration of Stay)::*break down your travel, project days, debriefing activities. Can be generalized for now, will give BUMissions detailed & updated schedule during Final Itinerary Phase (30days before you depart)

Ex. Day 1: Flights, arrival at Hotel, preparation for mission work; Day 2, 3, 4, & 5: Work at designated group organizations (9:00-4:00, lunch provided); Day 6: Hike Volcan de Pacaya (6:00-12:00), visit the Guatemalan Market in Antigua, work at Hermano Pedro Hospital (3:00-6:00); Day 7: Debriefing AM; Say goodbye to sites PM(9:00-12:00, 1:00-3:00)Day 8: Travel homeDescribe structure of program leadership (to include primary and alternate leadership, and experience of leadership)::ie. LEADER 1 will serve as team leader; L1 as served as a leader on the Uganda Business team in past. LEADER 2 will serve as trip administrator. L2 has traveled with Baylor Missions to 3+ global locations as a team leader and trip administratorDescribe program funding (to include how the program is funded and who will be compensated)::ie. Students will fundraise/make payments to cover the cost of their individual trips. Team Leader & Admin costs will be covered by Baylor Missions.

Describe what your are hoping for your students to gain from this experience (You may also refer to Baylor Missions learning outcomes here)::ie. Understand the unique challenges faced by developing communities in the areas of education, public health, and micro-economics Learn about practical sustainable development strategies and implementation Evaluate international development strategies via first-hand experience Integrate classroom knowledge to support real-world solutions Expand Spanish language fluency Gain experience teaching English in an international settingHow will you be promoting and recruiting for this trip?:ie. chapel table/slide, meetings in residence halls, announcements in related classes, interest meetings...

What groups of students do you plan to target for participation? (ex. Spanish majors; students interested in hunger relief, etc.) :education, social work, spanish majors; club sport athletes, ...

16THE FINAL SECTION!

If you are a first time leader, we would like for you to provide your philosophy of missions & references. If you have an academic course along with your trip, please fill outthe Course Information Sheet & AttachCourse Info Sheet http://www.baylor.edu/spirituallife/doc.php/229713.doc

17Did i do everything?!Its time to click SUBMIT!Make sure you arent missing any required blanksMake sure you attached your supporting risk management docs (4) Make sure you attached the Course info Sheet (if applicable)

Congrats! Your proposal is (almost) approved!18Next steps

Along the way, Reviewers can use your Discussion tab to write comments/questions/revisions for your proposal. You can also contact Baylor Missions staff by email at missions@baylor.edu or their direct emails.19Thank You for your commitment to serve alongside our studentson Baylor Missions projects around the globe. We look forward to dreaming & planning alongside you in the months to come.

contact missions@baylor.edu for specific questions/ troubleshootingLAST UPDATED 7/201420