Site team support raising policy

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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.
    • 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, the sponsoring Group assumes responsibility for their sponsored member's remaining deficit if the Site Team member reneges on their commitment or if The Collaboratory 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.

Determining 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).
    • 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.
    • Costs of visas should be included in the site team budget.
    • 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.
    • 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 budget estimates and then increases the estimate by 5% to account for inflation and to create a buffer for the Site Team and the Collaboratory. The per person trip estimated cost may be amended up until the trip leaves by the Manager in coordination with the site team advisor. The final estimate is the actual amount each person is bound to pay (this will not change after the trip leaves). The actual cost of the trip after all of the expenses are accounted for is not what we base individual payment responsibility on. The actual trip cost may be higher or lower than the budget estimate but we hope it is close.
  3. The Site Team Advisor communicates the final approved cost of the Site Team trip to trip members. The Manager explains the Site Team Support Raising Policy to all Site Team members at their first Site Team meeting.

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 Manager of 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 (pending estimate changes up until the trip leaves).
  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 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 as early as possible. This requires trip members to have their mailing lists entered into the database promptly upon acceptance to the team. Receiving external funding early will minimize the amount of self-funding necessary for the initial trip deposit.
  2. 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.
  3. 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.
  4. Members receive regular reports from the AA or student AA listing the names of donors tagged to them who have made a donation toward their Site Team. Note that we are not able to specify how much an individual donor has given but instead us one, two, or three asterisks (*) to signify the size of the gift.
  5. 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.
  6. 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 members 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 days following the return of the trip, 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.

* 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.

Approved on 2011 04-19

Leaders Committee: 2011 04-19

Future Suggestions

  1. Is funding available to aid advisers who travel often? Consistent criteria should be determined to guide any dispersion of funds that may occur.
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