Our Commitment to Best Practice

Pioneers UK and Ireland is committed to maintaining high standards in our short-term mission programmes. We commit to maintaining the standards that have been outlined by Global Connections in their Short-term Mission Commitment to Best Practice document. The following is a list of each commitment, with an explanation of how we are carrying them out.

To ensure:

• a biblically-based, long-term vision for all partners
• a purposeful project that has measurable goal 
   

1. All short-term mission programmes have clear aims and objectives. These are realistic, measurable and reflect the long-term objectives of all the partners.

We run a variety of different short-term programmes that each have their own distinct aims and objectives: practical training weekends to equip people for ministry in their own context, prayer and cultural learning trips, short-term mission teams to gain some initial experience of life and ministry overseas, and longer placements for people to gain a more realistic experience of what it’s like to serve overseas long-term. Our programmes are typically planned, hosted, and led by a combination of office staff and long-term mission workers, to fit with long-term mission objections – for example, by meeting a specific practical need, raising prayer support, or investing in potential future mission workers.
 

2. The aims of all projects clearly reflect that this is distinctive Christian mission.

Our short-term programmes are explicitly based around engaging with, learning about, praying for, and being equipped for Christian mission. They are designed and led by people serving in long-term cross-cultural mission, who ensure that the programme fits with their aims, vision, and values.
 

3. The benefits to and responsibilities of all the partners are clearly identified and stated in the programme outlines / summaries.

Ensuring that all participants have realistic expectations of the benefits and responsibilities of the programme is a priority to us throughout the entire process. Our materials and communication make it clear that, while participants can be a blessing and encouragement to the people that they spend time with during the programme, the purpose of the programme is primarily to learn, pray, be equipped and discipled, gain experience, and explore their sense of calling. We discuss participants’ expectations with them and address any that are unrealistic. We also ask participants to sign a Programme Agreement form, outlining the programme and services that we commit to providing, as well as the responsibilities and values that the participant is expected to maintain.
 

4. There is clear evidence of consultation between the senders and hosts in establishing the aims and objectives of all short-term programmes.

Extensive discussion takes place between the Pioneers sending office and field leadership in designing any short-term programme. If either side were not satisfied that the programme fits with their long-term objectives, we would not run the programme. All programmes aim to equip and disciple participants, as well as to bless and serve the long-term mission teams.
 

5. Projects will be sensitive to, and developed around, the context and environment into which participants will be received.

Our programmes are typically designed and led by long-term mission workers with years of experience of serving in their specific contexts and a deep understanding of the local culture. Cultural orientation is provided before and throughout all trips. It is made clear to all participants that they must maintain an attitude of respect and sensitivity to the host culture, and seek to follow all cultural orientation and guidelines that they are given.
 

6. The participant is developed and discipled throughout their experience.

The development of the participant is one of the core elements of all our short-term programmes. Participants undertake training and are encouraged to engage with learning resources as they prepare to go, they are asked to reflect on their learning and relationship with God throughout the trip, and are given further opportunities for reflection and planning future learning and development during their debrief and subsequent follow-up. We seek to equip all participants to engage in cross-cultural mission after their trip, whether through engaging with local ministry, considering overseas service, or prayer and helping send others.
 

7. Where a short-term mission programme is organised by a sender that is not the participant’s home church, appropriate support from the participant’s local Christian community is sought.

We ask all participants to pray with and seek support from their church and their trusted Christian friends and family, at every stage of their journey with mission: when they initially consider applying, as they prepare to go, during the trip, and after returning. When asking for references we also make contact with the participant’s church leader to encourage them to pray for and support the participant, and to offer a conversation or resources in how to do this well.

To ensure:

• clear communication of aims and objectives
• appropriate matching of people to projects
• adequate briefing and equipping of all partners
   

1. Publicity materials accurately describe the programmes without omission of what might be considered the ‘harsh reality’ of circumstances with the host, and are targeted appropriately, and used with integrity.

We aim to be accurate in how we describe our programmes in our publicity materials. We hope that participants will be challenged and stretched in healthy ways as they engage in our programmes, and we seek to set this expectation at every stage of the process. After a programme has ended we ask for feedback on how it fit with their expectations, and whether there was anything else they wish they had known before it started.
 

2. All forms of communication with participants will clearly represent the ethos and vision of the sender, and will define the purpose of the programme in terms of service, discipleship and vocation.

We aim to make the purpose and vision of our programmes clear at every step of the journey, including in publicity materials, conversations with enquirers, material on our website, and in orientation. We seek to address any misconceptions or unhelpful expectations about short-term mission trips. When applying, participants are required to sign in agreement with our core values, Statement of Faith, and short-term policies.
 

3. The application process is clearly communicated to the participant, and includes full disclosure of timescales, financial responsibilities, and time commitments.

We send prospective applicants a document outlining the full process of applying and preparing to go. Depending on the specific trip, this process includes things like criminal record and medical checks, safeguarding and security training, and orientation. For short-term mission teams, the full costs are outlined in the information document that we send to enquirers. For individual placements, the host missionary team will provide a rough estimate of costs when having an initial conversation with the enquirer, and then will work to produce a finalised budget as soon as they can after the placement is confirmed.
 

4. The selection process is based on clearly defined selection criteria and all screening is transparent and reflects the nature of the programme being applied for.

All participants must be able to sign to say that they are in agreement with our core values, Statement of Faith and short-term policies. Generally they must be aged 18+, though it may be possible to accept younger people on a case by case basis if extra support and precautions can be put in place. Information from application forms, references, and criminal record and medical checks will be used in the process of determining whether a particular trip is suitable for the applicant, or whether any accommodations or additional support may need to be put in place. We will discuss any potential concerns with the applicant. If the decision is made not to send an applicant on a particular trip, we will arrange a conversation to discuss the reasons for this and any alternatives that we may be able to offer.
 

5. Placement decisions are clear and transparent, will be made with integrity, and will be communicated to all involved (including when changes are made).

Placements are arranged through three-way discussion between the applicant, the prospective host team, and the sending office. In the early stages of the process a video call is arranged between the three parties, functioning as an informal interview to determine whether the applicant and team are a good fit for one another, and to give a rough outline of the potential placement. Decisions are made and clearly communicated soon after this conversation. If a placement is offered and the applicant chooses to accept, the host team will work to finalise the details as quickly as they can. Any changes to the programme are communicated quickly and clearly.
 

6. Those not selected, are given clear feedback on why their application was not approved and will be offered short-term pastoral support if needed.

If the decision is made not to send an applicant on a particular trip, we will arrange a conversation to discuss the reasons for this and any alternatives that we may be able to offer them.
 

7. The home church is involved in the selection process (as appropriate).

For most trips, we require three references for each applicant from: their current church leader, a spiritual mentor, and a Christian friend. Should any concerns be raised, we may arrange a conversation with the referee to discuss them further, and to consider whether any additional support may need to be put in place. When prospective applicants discuss a sense of calling to cross-cultural mission, we encourage them to discuss and pray about this with their church and trusted Christian friends, and to see discernment as a shared process.
 

8. There is clear evidence that all relevant preparatory information (between selection and formal orientation) is provided to the participant as early as possible.

Once we have received a candidates’ references, we give them access to a checklist that contains instructions for each step of the process of preparing to go (security and medical checks, safeguarding and security training, booking flights and insurance, etc), including a list of recommended learning resources. We also put them in touch with their team leaders and encourage them to ask any questions. It is the nature of some of the contexts that we send people to that some information may not be available until closer to the time of the trip, or some of the details may change at short notice – we let applicants know to expect this and seek to inform them of any changes as soon as possible.

To ensure:

• adequate briefing and equipping of all partners

1. 1. Orientation prior to the project and induction at the start of the project is given to all participants. This should include all procedures outlined in 5(e); for example:
      • Project brief, location and tasks
      • Structures and lines of accountability
      • Biblical mandate
      • Job descriptions
      • Child and vulnerable adult safeguarding measures
      • Health and safety, security and issues arising from the risk assessment
      • Team dynamics and conflict resolution
      • Finances, legal liability and insurance
      • Cultural considerations
      • Guidelines on behaviour and relationships
      • Communication policy with home
      • Expectations regarding debriefing

Short-term participants are required to work through a process of preparation for their trip, in which each of these points are covered. Depending on the specific trip this includes criminal record and medical checks, security training, safeguarding training, orientation prior to the trip and further orientation on arrival. Risk assessments are carried out for each trip, and contingency/evacuation plans are discussed with the host team.
 

1. 2. When a team is being placed, there are clear processes for the selection, screening, training, responsibilities and support for team leaders. This takes account of both the nature of the team and the type and location of the placement.

Team leaders and placement hosts are nearly always either long-term mission workers with Pioneers, or Pioneers office staff. Occasionally we run placements in partnerships with other organisations where no Pioneers team is present (e.g. mission hospitals hosting medical electives), in which case we will engage in discussions about who will be responsible for supporting the participants, and we will seek to ensure that a good level of support is in place. Pioneers field area leadership will be involved in these discussions, and will play a role in overseeing the placement throughout.
 

1. 3. Responsibilities of all partners regarding practicalities, job descriptions and supervision are made clear and agreed prior to placement.

Responsibilities, practicalities and arrangements for supervision and support are discussed and agreed upon prior to the start of the placement. Once the details have been confirmed, participants are required to sign a programme agreement document that outlines these things, including the budget. During the placement the office team will check in with the participant and the hosts to offer support and check that everyone is acting in accordance with their commitments, and to help address any issues that may arise.
 

To ensure:

• diligent handling of all legal issues relating to short-term programmes

1. 1. Where participants are working with vulnerable groups including children, ‘fit person’ checks are made: Enhanced DBS checks or another regional equivalent.

All short-term trips that involve working with vulnerable groups require criminal record checks as part of the application process.
 

1. 2. Any participant under 18 years of age, is required to provide documented parental consent.
      and
   3. Senders clearly define their lower age limit and who is responsible for underage participants. Specialist legal advice and insurance cover is sought for groups including participants under 18 year old.

We do not typically accept people under the age of 18 onto our trips, but on the rare occasion that we do, we require documented parental consent and they must be joined on the trip by someone who can act as their guardian.
 

1. 4. Waivers and disclaimers are not used, unless on the explicit direction of legal advice.

We do not currently ask short-term participants to sign any waivers or disclaimers. We do ask them to sign a statement acknowledging that they are choosing to participate in the programme in awareness of the fact that there are inherent risks associated with international travel and missionary work, particularly in contexts where Christians are persecuted, and that they understand that if they fail to comply with their security training and guidance from their leaders they could put themselves and others in danger.
 

1. 5. Compliance with the Package Travel Regulations, including promotional material, use of contracts / booking conditions and appropriate insurance cover is clearly demonstrated (if applicable).
      and
   6. Requirements of the ATOL regulations are implemented, if organising flights.

Participants are required to book their own flights and travel insurance. Pioneers has an insurance policy which participants can choose to make use of. All participants travelling overseas are required to have travel insurance, whether they use our policy or another company.

To ensure

• the aims and objectives are met for all partners
• the care and development of the participant is provided for

1. 1. Systems and processes are in place to review task aims and objectives with participants, and to emphasise the ongoing responsibilities and expectations.
      and
2. 2. Suitably skilled and experienced supervisors are in place to support participants and maintain clear lines of authority, supervision, communication, responsibility and accountability.
      and
3. 3. Pastoral care and support structures are established and implemented.

On a team trip, participants will be overseen by their team leaders – typically a long-term mission worker who is based in the area, and a member of the office team. On a placement, a member of the long-term Pioneers team that is hosting them will be designated to oversee the placement. This person will be responsible for checking in with the participant, offering support and pastoral care, and reviewing aims, responsibilities and expectations. This individual is accountable to their team leader, who in turn is accountable to their area leader, etc.

Additionally a member of the office team will be designated to oversee a particular short-term programme. All participants are made aware of this and given the person’s contact details prior to the start of the programme. Participants can contact this person any time for support or to discuss any issues that may arise. For placements, this person essentially functions as a designated member care person, and will offer pastoral check-ins with the participant, as well as checking in with the field leader. Should any issues arise between the participant and their field leader, this person can act as a go between and help bring a resolution. This individual is held accountable to the Mobilisation and HR Director. Participants are made aware of the complaints process prior to the start of the programme.
 

1. 4. Opportunities for personal and spiritual development of the participant are provided.

This is one of the key aims of the trip. Participants are encouraged to reflect on and discuss their learning, personal development and spiritual development throughout the programme, including at orientation and debrief.
 

1. 5. Appropriate policies and procedures are established, communicated and implemented. These would include:
      • Healthcare, medical contingencies, security and evacuation
      • Identifying and managing risks
      • Stress management and conflict resolution
      • Misconduct, discipline, and grievances

All participants in overseas programmes must have travel insurance in place. Security training is mandatory for many of our programmes. All long-term mission teams are required to prepare evacuation protocols, which are communicated to short-termers. A risk assessment is completed prior to all short-term programmes. Recognising and managing stress is discussed during orientation, and pastoral support is offered throughout our programmes. Our conflict resolution procedure is outlined in our short-term orientation handbook. Our complaints procedure is outlined in the programme agreement document that short-term participants are required to sign, as is the fact that participants may be required to leave the programme early in the case of serious misconduct or insubordination.
 

To ensure:

• the participant is supported post-assignment
• systems are in place to allow all partners to give feedback
• feedback received is assessed without prejudice and used proactively to enhance future programmes
   
  1. Debriefing and support for the participant is seen as an integral part of the short-term programme and the process involves all partners.

Debriefing is mandatory for participants in our short-term programmes. This is communicated several times throughout the entire process, and when the participant is invited to the debrief it is communicated how important it is to attend.
 

1. 2. Post-assignment preparation, including placement appraisal, begins before the end of the project.

Participants are encouraged to reflect on how they are finding the assignment, their learning, their spiritual life, and their plans for the future throughout the programme. They are encouraged to discuss these things in check-ins with their team leader and the member of office staff overseeing the placement. Participants will typically have a more informal debrief with their team leader towards the end of the programme to discuss how they have found everything, and then a formal debrief with a member of the office team once they have returned home.
 

1. 3. Debriefing and support of team leaders is seen as an integral part of the short-term programme.

The member of office staff overseeing the programme will check in with the short-term leaders as well as the participant throughout the placement. At the end of the placement, the member of office staff will ask the short-term leader how the placement was from their perspective, ask for feedback, and offer a conversation.
 

1. 4. Senders assist participants through post-assignment readjustment.

Culture shock and reverse culture shock are discussed in orientation. Signs of stress and trauma are also discussed, and the participant is encouraged to think and plan proactively in how they can prioritise self-care. The return home is discussed during the debrief, and further advice or support may be offered if the participant is struggling with readjustment.
 

1. 5. Advice and guidance are offered to participants to find the next step in their Christian life following the programme. Where appropriate, this is done in liaison with the participant’s home church.

Next steps are discussed during the debrief, and advice and recommendations are made. We explore how Pioneers might be able to continue to support them, as well as signposting them towards things like courses, resources and other organisations that they might find helpful. We also encourage participants to discuss their experiences and learning with their home church, and to involve them in their discernment process as they seek God’s will for the future.
 

1. 6. An evaluation of aims, responsibilities and procedures is undertaken, inviting comment from all partners. Culturally appropriate ways of providing feedback is sought from the host.
      and
   7. The results of evaluations are communicated to relevant managers, for the improvement of future projects.

We ask participants to fill in an evaluation form which goes into detail about many aspects of the programme. We also ask for feedback from the leader overseeing the programme on the field. This feedback is used to improve our programmes and processes, both for the sending office and the placement hosts, and may also be used to make recommendations for the short-term participant where appropriate. We take cultural communication styles into account as we consider how to share feedback most appropriately.
 

To ensure:

• The church or agency adopts a considered and responsible approach to climate change
• Participants are encouraged to consider UK based programmes
• Overseas programmes focus on ‘listening and learning’, over and above ‘showing and doing’
   

1. The reason(s) for continuing to run overseas / international short-term mission programmes are clearly communicated in all promotional material.

We believe that there is a clear biblical mandate to enable unreached people groups to have the opportunity to hear the gospel. We believe that running overseas short-term mission programmes helps participants to explore whether God might be calling them towards long-term mission, helps raise prayer and financial support for mission work, equips and encourages participants to engage with unreached people groups in their own contexts, and encourages and supports the ministry of long-term mission workers. This is clear in our promotional material.
 

2. The sender can demonstrate balance in their short-term programmes between overseas and UK based. If UK based programmes are not currently offered, the sender is able to articulate why.

As Pioneers UK and Ireland, we currently offer a range of short-term teams in the UK, Ireland, and overseas. We are able to organise placements anywhere in the world where a team is available to host, including in Ireland and the UK.
 

3. Where applicable, the sender is able to demonstrate an awareness of carbon offsetting, and can evidence the steps taken to offset international travel required as part of their programmes.

We highlight carbon offsetting in our checklist for short-term applicants and ask those who will be taking flights whether they would like to pay for carbon offsetting. The amount is worked out using Climate Stewards’ carbon calculator, and the money goes towards a Pioneers team involved in environmental work in a region of Kenya affected by climate change. It is possible for anyone to use this carbon offsetting scheme through our website, regardless of whether they are a participant in one of our programmes.
 

4. The sender can practically demonstrate that their programmes focus on ‘listening and learning’, over and above ‘showing and doing’.

This is made clear at every stage of our process, including in our promotional materials, the material about short-term mission on our website, and in orientation. We seek to ensure that all participants have healthy and realistic reasons for getting involved in short-term mission and expectations of what it will be like.