TEAM MEMBER FORM and DOCUMENT PACKET

This packet contains the individual member forms needed to send a team from the California-Nevada Annual Conference.  Not all forms are required for each mission type; see the list below for each type’s requirements.

In-State/In-Conference Mission

  1. Medical and Emergency Information Form with an attached copy of team member’s Medical Insurance Card+
  2. Liability and Photo Release
  3. Mission Covenant Form and Safe Sanctuaries Agreement
  4. Parental Consent Form* (members under 18)

 

Out-of-State/National Mission

  1. Medical and Emergency Information Form with an attached copy of team member’s Medical Insurance Card and Driver’s License
  2. Liability and Photo Release
  3. Mission Covenant Form and Safe Sanctuaries Agreement
  4. Parental Consent Form* (members under 18)

 

International Mission

  1. Medical and Emergency Information Form with an attached copy of team member’s Medical Insurance Card and Passport
  2. Liability and Photo Release
  3. Mission Covenant Form and Safe Sanctuaries Agreement
  4. Notification of Death
  5. Parental Consent Form* (members under 18)

 

Optional Forms – to be used at Team Leader’s discretion and depending on mission site

  1. Team Member Application
  2. Healthcare Professional’s Information and Team Member Certification

*For out of state and/or out of country trips, the Parental Consent form must be signed and notarized by both parents or legal guardians for each minor on the team, even if one or both parents (guardians) are part of the team.  If one parent is deceased, attach a copy of the death certificate; if one parent has sole legal custody due to divorce, attach a copy of the divorce decree.   For in state trips, a signature by one parent or guardian is sufficient.  State and country are defined by the youth’s primary residence.

+ In-Conference mission participants without medical insurance should purchase accident insurance as for National missions.  See below under #6 Insurance.
 

Form Distribution/Disposition:

  • The Team Leader carries the signed originals of the Medical Information and Consent, and as appropriate, Notification of Death and Parental Consent, forms on the mission trip itself. It is recommended that the medical forms be placed in a sealed envelope to be is opened only in an emergency. Any youth travel consent forms should be packaged separately from the medical forms as they may need to be more readily available.The Team Leader should ensure that several trusted adults know the location of these forms in event of an emergency.At the completion of the mission, all originals are to be shredded.
  • Electronic or paper copies of the Medical and Emergency Information Form, and as appropriate, Notification of Death and Parental Consent, forms must be sent to the Annual Conference UMVIM Coordinator or other readily contactable person (e.g. team’s pastor at home) for backup use during the team’s mission trip.This copy of the forms, electronic or paper, is to be shredded or deleted on the team’s return.

Team Leader Checklist 

  1. TEAM LEADER: Apply to be a Team Leader! First-time team leaders need to fill out and submit the Team Leader Application form.

  2. TRAINING: Get trained.  All first time team leaders must take a one- day training class. Repeat leaders are encouraged to take a refresher course every three years. Click here to see current class offerings.
     
  3. REGISTER YOUR TRIP: Once you've decided to lead a team and have chosen your destination, register your trip by filling out the registration portion of the online UMVIM Trip Registration.  After your return, please fill out the UMVIM Post Trip form, by clicking on the link, or it will be sent via email. Please complete and submit it to the VIM office within 30 days of your return. The information in these forms is relayed to the Western Jurisdictional Office and eventually to General Board of Global Ministries for budgeting purposes towards the UMVIM Program in the future.
     
  4. BACKGROUND CHECKS: Make sure all of your team members are current and cleared. Click here to read about and understand UMC policies regarding our responsibilities to protect children, youth, and vulnerable adults. 
     
  5. NOTARIZING YOUR FORMS: Make sure all Release Liability forms are notarized.  Release and Liability form.  You will retain these forms so that you may act on behalf of your team member(s) in case of an accident. Copies of these forms should also be held in a secure location at your church while the team is traveling. These forms do not need to be sent to the UMVIM office. If a team member already has a current, up-to-date notarized form from a previous VIM trip on file with your church, ask them to fill out and submit the Affirmation Form.
     
  6. INSURANCE: Make sure you and all of your team members are properly insured. One of the “best practices” for all UMVIM team leaders and members is to secure accident insurance. Mission Volunteers/Global Ministries strongly urges that no UMVIM group of individual, regardless of the type of volunteer work they do, engage in any domestic or international mission volunteer work without securing insurance coverage. Several “hosting partners,” international and local, are being directed to require that each UMVIM team or individual obtain insurance prior to beginning a mission experience. Both receiving and sending partners are being responsible by ensuring that adequate insurance is available in case of accidents or other medical issues. Medical Insurance Policy
     
    1. For Domestic travel within the United States, use the Volunteer Accident Insurance. Click here to read about the coverage and click here to access the application form.
       
    2. For International travel outside of the United States, we are utilizing insurance coverage through the Northeastern Jurisdiction of the United Methodist Church. Please click here for insurance application and information.
       
  7. TEAM ROSTER TEMPLATE: UMVIM Team Roster Template: This is an Excel template that team leaders are welcome to use to keep track of their team's contact info. Also, if you'd like to send it along to the VIM office, we'll update our database of VIM volunteers. 

 

Team Member Checklist 

  1. BACKGROUND CHECKS: Make sure all you are current and cleared. Click here to read about and understand UMC policies regarding our responsibilities to protect children, youth, and vulnerable adults. 
     
  2. NOTORIZING YOUR FORMS: Make sure you notarize and return to the Team Leader. Release and Liability Forms, these forms are retained by the team leader so they may act on your behalf in the event of an accident. They do not need to be sent to the UMVIM office. However, if you have completed a notarized form from a previous UMVIM trip, you may submit an Affirmation Form.
     
  3. INSURANCE: Coordinate with your team leader to get accident insurance.
    1. For Domestic travel within the United States, your team leader will register you for accident insurance. You can read about the coverage here
       
    2. For International travel outside of the United States, you will need to fill out and submit an individual application. We are utilizing insurance coverage through the Northeast Jurisdiction of the United Methodist Church. Please click here to access the application form. In addition, here is more Information about the policy coverage for international trips.  

4. TRIP EVALUATION: Team Member Trip Evaluation: Optional--Provides the Cal-Nev Office with useful feedback about your experience,
    allowing us to further improve the UMVIM program.