FAQ for Team Hosts
All individuals and teams who travel overseas and engage with an AGWM missionary, associate or other AGWM-related personnel for ministry must complete the registration process before arriving on the field. There are no exceptions to this policy! It is the missionary’s responsibility to ensure that this is done before hosting or engaging with ministry visitors on the field. Willfully failing to comply with this policy will result in disciplinary action up to and including termination of missionary appointment.
Q. When I invite a team to minister with me on the field, where do I direct them to register with AGWM?
Q. What does the registration process include?
A. The team coordinator registers the team online with the destination, dates, and host name for the trip. Each team member signs off on the Team Member Signature form that they agree to the Assumption of Risk and Code of Conduct. Parental consent forms are also completed by the parents for minors going to the field. The team pays for Chubb travel insurance (Mission Assure) online through AGWM.
The team application specialist runs a background check on the team leader, and receives email invitation confirmation from the missionary. Once this has been done, and the team coordinator completes all the registration steps, the team is considered approved. As soon as the team application specialist clicks the online “approved” button, the team coordinator and missionary receive an automated approval email letting them know the team has completed the registration process.
Q. How do I know I have a team that needs to process through PMC?
A. Any teams, or any individuals who will be on the field for up to one month, need to process through MAPS/Teams with PMC when they will be engaged with a missionary, career missionary associate, STMA, or other AG personnel with invitation/approval from the area director and/or regional director. Individuals staying on the field longer than one month follow a different processing path.
Q. Do I need to send a letter of invitation to the PMC team application specialist?
A. No. Part of the duties of the team application specialist is to email a verification of invitation request to the missionary when the team begins the registration process. The missionary only needs to reply and say they have invited the team for the dates specified. Due to the hundreds of teams who register each year, we ask missionaries not to send approval letters ahead of time as these letters would have to be matched to teams who may not have even started the registration process yet.
Q. How long does the registration process take?
A. The length of the registration process is dependent on the team coordinator. Some team coordinators can complete the registration process in less than a day if they have everyone’s adult registration forms (and Parental Consent forms, if applicable) signed. The team coordinator also must check each adult team member on the U.S. Department of Justice National Sex Offender Public Website. Only the first and last name is required for a search. This is a free service and results are immediate. Although the registration process can be done in less than a day, missionaries need to tell team coordinators to have this process completed one month before their day of departure. Because AGWM has hundreds of teams who are processed in a year, this time frame will help to ensure that teams have completed all registration steps, an invitation has been given by the missionary and needed approvals have been obtained.
Q. How do I know if a team has begun the registration process?
A. We suggest missionaries check back with the team coordinator approximately two weeks after they have directed them to begin the online registration process. It is the missionary’s responsibility to emphasize the requirement and importance of registration with AGWM.
Q. When does my team need to have the online registration process completed?
A. One month before departure.
Q. How do I know a team has completed the registration process?
A. After a team has completed the online registration process, which includes the purchase of Chubb insurance, the missionary is sent an automated email of team approval. This email signifies that a team has completed the registration process with AGWM. The automated approval email is sent to career missionaries and career missionary associates. The team coordinator also receives an automated final approval email. Currently, if the host is an STMA (Short-Term Minister Abroad), or other category of AGWM personnel, the PMC team application specialist will send a final approval email.
Q. What if my team’s departure date is one week away, and I still have not received the automated approval email?
A. The missionary should contact the PMC team application specialist two weeks before the team is scheduled to arrive for an update on the progress of the team’s registration.
Q. What do I do if a team or individual arrives on the field for ministry, and I did not know they were coming?
A. If you have a team or individual arrive and they did not process through AGWM, call the PMC application specialist immediately. The team application specialist will email the appropriate forms you will need to process the team from the field. NOTE: You may not host or engage with the visiting team or individual until the AGWM registration process is completed. To do otherwise may put your missionary appointment at risk!
Q. If I invite even one person to minister with me on the field, do they need to register with AGWM?
A. Yes, even one person needs to complete registration with AGWM. The online registration process is designed for teams of three or more members. If there is a team of one or two members hey will need to call the team application specialist to register. They are then processed in-house by the team application specialist. Minors (those under 18) cannot travel alone to the field.
Q. If I invite my family to minister with me on the field, do they also have to register with AGWM?
A. Yes. The family engaged in any ministry of any kind on the field will need to register with AGWM. They will need to call the team application specialist to register in-house as this registration process for families is similar to a team of one or two members. Even though a family may have three or more members, they will still need to be processed in-house because they are considered as one single unit.
Q. I asked my family/relatives to visit me on the field. Do they need to register?
A. It is best when your family/relatives come for a casual visit that they register with AGWM. Although we don’t anticipate any litigation from family, this will ensure we know the insurance purchased is adequate and potential liabilities are minimized. Please be reminded that any family visit exceeding eight weeks on the field requires AD and RD approval.
Q. Do I tell teams that it is ok to purchase their own insurance?
A. One of the requirements needed to complete the Team registration process with AGWM is to purchase the AGWM-approved Chubb insurance. The cost is $4.50 per person/per day including the days of travel. The AGWM Executive Committee, on recommendation of legal counsel, has made a decision that all teams are required to purchase Chubb insurance as part of the registration process. Teams may have another overseas insurance provider, but they need to know that the registration process will not be complete if they do not purchase Chubb insurance through AGWM.
Q. What if my team has already purchased or has insurance?
A. In order to complete the registration process with AGWM, a team must purchase AGWM-approved Chubb insurance.
Q. Are minors also covered by insurance?
A. Yes. Minors have the same insurance as adults through Chubb.
Q. Do I have a team that should be processed through AIM (Ambassadors in Mission) or PMC?
A. If you have invited a team comprised of more minors than adults, you have an AIM team. AIM teams are processed by Kim Johnson in the AIM department: firstname.lastname@example.org, 417-862-2781, Ext. 4039.
Q. Is there an age limit for minors?
A. No. There is no age limit for minors serving on the field. However, the expenses for minors 14 years old and younger cannot be counted toward missions giving credit. It is strongly recommended that any minors under 16 be accompanied by their parents or legal guardian. Guardianship agreements are available through PMC, and all minors must have a Parental Consent form on file prior to the trip unless their parent is accompanying them.