Make a start in Sending

The following toolkit outlines the different steps in sending a global project. Every project, country and process will look different depending on the group size, the culture and the circumstances. Please feel free to take what is helpful to you and contextualise it. If you are a sending nation and have resources to share please do contact the Sending & Receiving Network.

Administration

• Talk with local partner. Ask "What is your vision and how can we help?" Agree together how the project will serve, the ideal number of students and staff and confirm the dates

• Keep organisied. Create a folder to keep all documents related to the project such as budget, invoices, participant information, etc.

• Budget. Create a budget and estimate a cost for each participant

• Timeline. Decide deadlines and add them to a calendar for things like application deadline, support raising deadlines, purchasing airline tickets, etc.

Team Formation

• Leaders. Appoint a leader to lead the team and any other staff or volunteers who will lead the project

• Finance owner. From the staff, appoint a finance owner who will track the expenses during the trip. This could be the leader or just another staff member.

• Communicate. Think about how you will communicate the details to students, either an email or a meeting together so you can confirm the vision for the project, dates of travel or other important events, location & contact information of where they are staying, packing list, etc. However you decide to do it, make sure this information is very clear to all the staff and students.

Application Process

• Have students apply. Create an application for students to participate in the project. This is especially important if the students aren't known to you, but can also be helpful if they're Student Leaders! Here's an example from the UK.

• Evaluate. Decide who will be responsible for evaluating the student applications. Sometimes it's best for this person to not be the staff member most connected with the student to help spot potential issues or areas which may need support. Here are some example evaluation criterial from the UK.

• Welcome your students! When the participant is accepted, send them the welcome email or text to let them know!

Ministry Partner Development Process

• If you're funding centrally, decide how you will process or which account you will run the MPD through and how you will track it.

• Send an email to student participants outlining the process and giving them examples to follow.

• Follow up with participants when they need to have their support raised to be able to go on the project.

• Here is a document the UK supplies to students who are raising support for a project.

Project Preparation

• Collect all the information. Send email to participants collecting required information. This should include: copy of passports, emergency contact & medical information, date of birth

• Book flights. If you're arranging the travel, book the flights

Communication with partner

• Discuss & create project plan with partner

• Confirm accommodation has been booked

• Review budget and make any necessary changes

• Plan any briefing or preparations with partner that need to happen before departure.

During Project

• Here's some things to think about when planning your project schedule

• Project Leader tracks ministry statistics

• Finance owner tracks spending and receipts 

After the Project

• Debrief with partner. What went well? What would need to change next time

• Debrief with staff & volunteers. Have a meeting with staff participants to debrief the trip

• Get feedback. Send evaluation to student participants