OUTREACH CHECKLIST

Determine and submit outreach locations to the Training Department
Be in touch with your outreach contacts.
Research visa requirements and limitations for the nationality of students in your school. Reference the Embassy or Consulate for the most accurate information. Gather information on visa applications, print forms, and apply as soon as teams are completed. (Paperwork needs to be sent NO LATER THAN WEEK 5!)
Research vaccinations for outreach locations.
Assign roles and responsibilities as team leaders. Who is doing what?
Work on outreach budgets as locations are finalized. (budget makers are created per-team and hosted on our corporate Google Drive once locations are solidified. Your budget can be found HERE)
Get daily cost info from the contact as early as possible.

Continue communication with outreach contacts – communicate expectations of ministry and DTS requirements.
Continue working on budgets – get cost ideas from your location contacts for daily rates and familiarize yourselves with the "expense sheet" used to record Outreach expenditures. Our goal is to keep budgets under R35,000!
Submit travel dates to your school leader who will contact travel agents regarding flights. All flights should be booked through our campus travel agent. Give them your school/team location/dates and approximate team numbers.
Check passport expiration dates for all your students! All passports must be valid 6 months after you return from outreach.
Make 3 copies of each passport, one for the student, one for the outreach team leader, and one for the school leader. This will be important in case of a missing or stolen passport. (Also copy any South African visas).
Track with your students regarding outreach finances.

Connect with the school leader regarding your finances.
Start brainstorming/prepping for ministry activities (songs, skits, dramas, games, etc).
Work on finalizing team outreach budgets.

The first installment of outreach fees (R20,000) is due by Thursday of this week.
The outreach budget should be finalized this week. (Final review in week 6).
Have visa applications sent off, if not done already.
Book airline tickets when possible.
Purchase travel insurance, if needed.
Check airline limitations for luggage and communicate them to your team.
Identify team gifts: assign team roles to students (ask the school leader for resources if needed).

Outreach budget review: Submit to the school leader & Finance Department (both have access to your budgets via Google Drive)
Once approved, announce team budgets to the school.
Look into the required forms for any minors (students under the age of 18) on your team to travel.
Check-in with your students regarding outreach finances.
Continue to dialog with Outreach Contacts.

Arrange for needed vaccinations through - the Muizenberg Travel Clinic or Tokai Travel Clinic.
Make arrangements for your team credit card. Contact Finance Office.

Finish booking airline tickets.
Check-in with your students regarding their finances and report to school leader. (Final outreach payment due by week 10.)
Outreach Finance Training will take place this week. All Outreach Staff and one Student Rep per team must attend (Location and date TBA).

Arrange transportation for team departures. Contact your school leader for information.
Purchase finance pouches and money belts -
Zippered pouch
15 large white envelopes
Small blank notepads and/or receipt books
Pens, pencils
Money belts if you are taking cash
Shop for the team bag (eg. First aid supplies, ministry supplies, etc) as needed.
Pick up a team credit card from the Finance Office.
Arrange for on-the-ground and transit funds to have on hand from the outreach budget (cash).

Students and staff are to complete the All-In-One Emergency Contact form. You will take the original on outreach. Copy should be stored in the DTS office safe, one per school. Make sure you are informed about emergency protocol on outreach.
All Outreach fees are due!
Make a detailed plan for your first week of outreach!
Get in touch with contacts for a detailed breakdown of what to expect upon arrival (airport pick up, meals, etc.)
Staff/students planning to use their bank debit/credit cards overseas should notify their banks of the countries they will be traveling to, and dates of travel, to prevent their cards from being blocked.

Label and store luggage in the attic - Bags need a name, phone #, email, and date of return to Muizenberg.
Arrange for room checks with Campus Life
Make sure airport transport is arranged.
Ensure you have the necessary information to take on outreach for each team: Original Emergency Contact forms, copies of travel itinerary, passport copies, proof of travel insurance, and copies of return tickets back to home location.

Budget (start Wk 1 – due Wk 5, review in week 6 with school leader)
Emergency Contact Forms (Due Wk 10)
Outreach Instance online form (C2) (due completed on return to Muizenberg for debrief.)

Email the school leader and emergency contacts to inform them of your safe arrival.
Begin filling in your Teams C2 form (fill in weekly ... it's due completed by the time you arrive back to Muizenberg)
Begin recording your expenses on your team’s outreach budget (update weekly).

Continue working on the Outreach Instance online form (C2) & Budget Expenses.

Complete Outreach Feedback Form.
Finish C2 Forms & make sure your budget expenses are recorded properly and physical receipts are well organized. You can not print Graduation Certificates until all C1 & C2 Forms are finished in the system.

Submit all your feedback forms to your School Leader.
Recruit, recruit, recruit!
Review your team finances with your School Leader and ensure everything is in order. Then return Campus Cards and turn in receipts to the Finance Office.
Submit a Staff Outreach Location Feedback form for the Training Department.