Asian Access: Summer Teams FAQ

Asian Access is building on over 36 years in Asia as Asian Access and is now expanding into several other Asian countries. In Japan, we've sent over 3,000 short and long term missionaries which have assisted Japanese churches in doing the work of evangelism and church planting. To read the informative one-page press release, go here. Go to Top

What do Summer Teams do?

Your team will focus its efforts on assisting one Japanese church. Asian Access' summer teams help to start or strengthen churches. Evangelism is a hallmark of what you’ll be doing, as you seek to build friendships and share the gospel. By using your gifts, abilities and interests in your setting, you’ll generate new contacts from the community for the church members to follow up.

Regarding more specifics about what Summer Teams do, you can think of it as 4 C’s. These four broad categories are not necessarily required activities, but include the majority of the activities used in recent years:

Classes - English classes, cooking classes, craft classes, etc.
Children’s outreach - VBS-type activities, for example
Camp - 1 to 3 days in a camp-like setting that encourages building relationships
Coffee Houses and other fun social events at the church

Teams will be encouraged to spend about 50% of their time teaching conversational English. (Don’t worry, Asian Access will train your team members how to do this, as well as provide you with the curriculum for your classes.) Another important ministry is giving your testimony. Beyond teaching English and giving your testimony, your team will fill in the schedule with activities that use your gifts and abilities to help raise public awareness of the church and reach out into their community. In addition to the four C’s listed above, some additional activities may include: sports and recreation, music, drama & skits, homestays, sightseeing and advertising your activities. In the last few years, we’ve had teamers lead a wide array of activities -- country-line dancing, swing dancing, American meal etiquette, and golf -- so it really depends on what your team members like to do! Once you get to Japan, you’ll probably pass out flyers and do other things to help advertise the activities that you and your host church have planned ahead of time. Go to Top

What services does Asian Access provide?

First, Asian Access screens the Team Leader application and gives helpful assistance in screening your team members. Our application forms and screening system can be used if your sending organization does not have a similar system in place. Second, Asian Access provides all of the materials necessary for training and sending a team. We have an excellent training manual, as well as a Leader’s guide. This includes working as a team in cross-cultural exercises; preparing for Japan; some language learning (basic); and raising support. In addition, Team Leaders will be trained at our special Team Leader Retreat in Los Angeles. Our training materials, retreat, and knowledgeable staff will equip your Team Leader for successfully leading your team. Third, Asian Access handles the logistical details for getting your team to Japan! We have 36 years of experience sending missionaries to Japan and we can make your job much easier getting through the paperwork. From insurance to flight arrangements, we’ll take care of these tedious details. This may include receipting your financial gifts. Finally, Asian Access prepares your Japanese pastor and congregation before your team arrives. Go to Top

Qualifications Questions

What are the qualifications for being a Team Leader?

Team Leader Qualifications

Love Jesus Christ & have been a Christian for at least 1 year by the time of application.
19 years old and completed one year of college.
U.S. or Canadian citizen.
Native or fluent English speaker.
Active member of a local church.
Your organization must endorse your team’s participation and agree with Asian Access' statement of faith.
Your team must have a staff sponsor at your sending organization.
Commits to find team members from sending organization and lead them through all of Asian Access' training materials.
Attends Team Leader Retreat (in 2005, the dates are March 11-13).
Commits to raise funds for trip.
Baptized before departure to Japan.

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What are the qualifications for being a Team Member?

Team Member Qualifications

Love Jesus Christ & have been a Christian for at least 1 year by arrival in Japan.
18 years of age by arrival in Japan.
U.S. or Canadian citizen.
Native or fluent English speaker.
Active member in a local church.
Your organization must endorse your team’s participation and agree with Asian Access' statement of faith.
Commits to complete all training materials and sessions.
Commits to raise funds for trip.
Baptized before departure to Japan.

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What are the age requirements? Can High Schoolers be on a Summer Team? Is there an upper age limit?

The lower age requirement to be on a summer team is 18 years of age. However, high school students under 18 have gone on previous summer teams. This exception is allowed if there are two members of the same team who are 21+ years of age, one of whom must be the team leader. There is no upper age limit, though the candidate must be in good health. In fact, the oldest person ever to serve on a summer team was 85. Go to Top

Screening & Team Size Questions

What sort of screening is done?

Asian Access must receive all Team Leader applications by January 31st. Screening for team members can either be done by a selected "screening committee" at your school/church, or by a small screening committee here at Asian Access. If you choose to screen applicants, which is preferred, we have written guidelines to assist you. We also have application forms and reference forms that you may use for screening your team members. Whether you screen team members or we do, team member applications must be sent to Asian Access by February 28th. Go to Top

I’m personally interested, but how do I find team members to join me?

If you want to go on Summer Teams project, but are an individual who needs a team, Asian Access can help you recruit those individuals from your church, school, or group. Read our article: How to Recruit a Team for Asian Access' Summer Teams Program ... and feel free to call us at 1-800-543-3678 for more coaching, if needed. Go to Top

Why are Summer Teams supposed to have between 3 to 5 members?

Japanese churches prefer this range of individuals on a team and have found that teams of this size tend to have more successful experiences. There is a special dynamic when you have more than two people together. Community and teamwork effectively begin with three people. So three is the minimum recommended number of persons. On the other end of the spectrum, most Japanese congregations are typically small (avg. size = 35 members). They can host up to 4 or 5 persons, but often have difficulty making housing arrangements for larger groups (6 or more team members). So experience tells us that 3-5 is the ideal range. Go to Top

What if we accept and confirm more than 5 team members?

Each summer team of 3-5 members is placed at one Japanese church to work for the entire ministry assignment. However, if you have more than 5 team members, we can discuss the possibilities of multiplying your team into two sub-teams. You would need two sub-teams working in separate churches primarily because of the limitations that Japanese churches have in hosting large teams. In this scenario, you would need to screen two Team Leaders, and we would make every effort to place both sub-teams in two churches somewhat close in proximity. Ideally, some activities would be separate and some may be joint activities in which both churches and sub-teams collaborate. Go to Top

Preparation Questions

What about insurance?

Each team member must be insured through the private company chosen by Asian Access. Asian Access will make the group plan arrangements for every member of every team, the cost of which is included in your support costs. There will be no exceptions, even if a team member is already previously covered under a different plan. Download insurance information (Microsoft Word doc). Go to Top

Do we need to get visas to go to Japan on a summer team?

No, you won’t need a visa since you’ll be in Japan less than three months. Your passport will serve as a tourist visa for up to 90 days. This applies to U.S. and Canadian citizens. Obviously, Japanese citizens would use their Japanese passports to enter the country, and would need to show a valid visa to return to the U.S. or Canada. If a team member is not a citizen of one of these three countries, please notify the U.S. office as soon as possible to get more information. Go to Top

What sort of language and culture preparation should be done before we go?

As much language preparation as team members want to do is great! The rest is provided by Asian Access in the training manuals. If you want to check out Asian Access' website, there’s some good cultural information as well as links to other sites providing good resources for language, kids/teens, web cameras, newspapers, and Christian tools. Go to Top

Will there be intensive language training for us?

No, there will be some language training, but not intensive. It helps to have the team members work on some basics before coming! We will send materials to you for that. Go to Top

Do we make the travel arrangements?

Asian Access' travel agent is available to make all the arrangements for each of your team members. He can often save money on your domestic flights to Los Angeles because it's connected to your international flights. However, you are free to make your own arrangements if that is cheaper. Go to Top

When will international tickets be purchased?

Asian Access buys international tickets in late spring, once all of the teams and members are confirmed. We buy them all together -- it is much cheaper for the teams that way -- and it simplifies the process for picking teams up once they arrive in Japan. All the teams will first fly through L.A. for an overnight orientation session here. The next morning they will fly together to Japan. Go to Top

Travel Schedule Questions

What day will our team actually leave for the trip?

You will leave your home for Los Angeles on the official start date of the trip. In 2005, the start date for 6-week teams is June 27. The start date for 4-week teams is July 11. You will fly to Japan the next day. Go to Top

Do we stop in California on our way to Japan? If so, for how long?

Yes, you’ll stop in southern California for one night. We’ll have a few sessions then you’ll leave for Japan early the next morning. Go to Top

What day will our team leave Japan for home?

You will leave Japan on the official end date of your given trip, and actually arrive back home on that same day. (It’s a long day.) In 2005, the end date is August 10. Go to Top

Do we stop in California on our return from Japan?

On your way home from Japan, you will stop in Los Angeles at LAX Airport to enter U.S. Customs. Unless you live in the Southern California area, you will then catch your connecting flight back home. There’s no official Asian Access meeting in Los Angeles (e.g., re-entry debriefing) that you are required to attend. A team meeting in August is encouraged as a closure to your summer mission. You will complete your official team responsibilities once you finish reentry in Japan. You (or any of your team members) may choose to stay in the L.A. area afterwards. Just let us know ahead of time so our travel agent can book your domestic flight(s). Go to Top

Can we stay in Japan a few days after ministry, if desired?

Yes, after attending the re-entry debriefing in Tokyo, you (or any of your team members) may stay in Japan for awhile. You may stay in Japan beyond August 6 at your own added expense and risk:

US$50 extra for departing Sunday, August 13, 2005 (additional flight cost for not coming back with large group, depending on travel agent).
US$100 extra (including additional flight cost) for departing any day other than August 10 or 13, 2005.
plus a slight extra charge (i.e., US$1-2 per day) for required insurance for each additional day.

Unfortunately, Asian Access will not be responsible for anyone who remains in Japan after the end of the ministry assignment (August 10). Asian Access will actually require each person who wants to remain in Japan to sign a waiver, releasing Asian Access of all responsibility (e.g., for items such as the travel plans, transportation, lodging, meals, sightseeing, passport/visa issues, translation, and so on). Go to Top

Financial Questions

What expenses does the required program cost actually cover?

The required amount per person covers all training, including the team leader retreat (March 11-13, 2005), food, lodging, ministry expenses, short-term traveler’s insurance, round trip international airfare and in-country transportation. There may be some extra costs involved above this amount. Go to Top

How much do I have to raise?

You must raise at least $2900 for 4-week teams and $3150 for 6-week teams, however you can help your team by raising additional funds, if possible.

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What are the possible extra costs beyond the required program amounts?

A. Possible Pre-Field Costs:

Passports ($50-70 per person if not already obtained)
Domestic airfare (our travel agent can make these arrangements and can often get a good price since he connects it to the international ticket)

B. Possible On-Field Costs

Personal spending money for things such as souvenirs, film, unexpected emergencies, etc. -- though this varies greatly from person to person, we recommend that each team member bring between $150 - 300 for spending money.
Any costs incurred while staying on in Japan after ministry/re-entry is completed. The amount needed would depend upon length of stay, housing arrangements and activities planned.
Some ministry expenses. Though the budget covers most ministry expenses, some may require supplemental monies. It may depend on what items you need to purchase for the activities you have planned. Go to Top

Do you want the support money collected at our church or school and forwarded to Asian Access or have donors send the money to Asian Access directly?

You have a choice:

1. All you need to do is inform your donors to send a check payable to Asian Access, with your team name on the memo line. There is no administration fee. Donors should send their checks to:

Asian Access
PO Box 200
San Dimas, CA 91773

2. Your non-profit sending organization (church or school) can handle this function and issue tax-deductible receipts for each donation. Then send three (3) payments to Asian Access at the designated times prior to departure (i.e., April 27, May 25 and June 15) as indicated in the MAP: Ministry Agreement Pact form your Team Leader or staff member should have received upon being accepted. Go to Top

When do total funds need to be raised?

We hope to have all of the total funds needed in by June 15th. Of course, the sooner the better! We have sample letters and suggestions on how to do this. Go to Top

Can we pool our money to help support those in need on the team if some get excess?

This is, in fact, how Asian Access views support for summer teams. We do not track how much each team member raises. Asian Access has partnered with your sending organization. As the MAP: Ministry Agreement Pact form indicates, your church or school is contracting with Asian Access to provide X team members as well as all the money required for a team of X members. Asian Access only tracks how much each team as a whole has raised. Go to Top

What should be done if donations come in and a member drops?

If donations come in and a member drops, we give that member the option of either returning the funds to each supporting individual, or else putting those funds into the "team fund." Any money that has already been spent on that individual (i.e. if their plane ticket has been purchased and part of the ticket is not refundable) will not be returned. Go to Top

And what if we cannot meet our obligation completely despite fundraising efforts?

In essence, we ask the team, or the college or church, to accept responsibility for raising the funds. If it begins to look completely impossible for your team to raise their funds, we will talk about the best way to proceed. In the past, there have been a few exceptions where individuals on a team began to realize that God perhaps was not calling them to Japan because they were unable to raise the money. Usually, teams work together on this, and are amazed at how God supplies all the needs they have! Go to Top

Do we spend our own money on ministry materials purchased before Japan?

Ministry materials purchased before Japan will come out of your pocket initially, but keep your receipts. If your team raises over 100%, members can be reimbursed for their ministry material purchases from this excess, but only after Asian Access has received 100% of the funds. Go to Top

On-Field Questions

Where will we stay in Japan? Do we all have homestays?

Housing arrangements really depend on the placement and are affected by factors such as team size, gender, and marital status. Some teams have homestays, some stay in the church, some have the same arrangement for the entire time, others move once or twice throughout their ministry assignment. In the case of a larger team (5 members), all members will not likely be at the same place. For example, one place for the single women and a different place for the single men. If members are married, every attempt will be made to keep them together. Often churches want to be careful not to mix single men and women together in the same house. You will likely find out more about your housing arrangements before you leave for Japan. Go to Top

Where will we eat?

Meals depend upon housing arrangements. However, the typical arrangement is for a team to do a little grocery shopping and prepare their own breakfasts and lunches, and then go out to eat for dinner. The food budget is arranged under this plan: breakfast and lunch at home, dinner at a restaurant. Of course, if you’re in a homestay, the family may prepare most or all of your meals. Other meals may be provided by the church or church member. It is likely that you’d be invited out to people’s homes for meals, too. So it really varies, but it’s good to have one or two good cooks on your team, just in case you’ll need to prepare 2 meals a day!! Go to Top

How is placement determined?

Our staff in Japan make placement decisions by prayerfully taking into account several factors which impact where your team will be placed. We strive to find the best possible fit between North American teams and Japanese churches. First we want to select visionary congregations in Japan. Japanese churches involved in Asian Access' regional training networks may be given a higher priority if they are more strategic in how they utilize teams. Here are some of the other variables influencing your specific placement (not listed in any particular order):

The needs of the Japanese host church and the type of team they want. This may be anything from team size to the particular expertise of the team members in certain ministry areas.
Similar ministry interests and outreach activities
Team members’ gifts, skills, abilities and hobbies
Theological compatibility
Existing relationship between a given sending organization and a host church
The dates and length of team and the scheduling preference of the Japanese host church
Any other items the sending organization or team members consider important (like a regional preference, denominational affiliation, etc.). Go to Top

Is the location for our ministry set yet?

Your ministry placement will be made after all of the summer teams have been accepted and confirmed. Placement will be made shortly after the team leader retreat. Be in prayer for those making placement decisions in Japan. Asian Access is working hard to line up the best churches for this kind of team ministry. Go to Top

What should we do in case of an emergency?

Asian Access will purchase a short-term traveler’s insurance policy for each team member, which is included in the cost of the program. Your Japanese pastor and congregation can help you, if the need arises. Also, Asian Access has staff in Japan who are available for any emergency. Prior to departing for Japan, we have each team member fill out emergency information. Our U.S. office staff can contact your family in case of emergencies. Japan tends to be a very safe country -- the main emergencies we have had to face are appendicitis and other illnesses; or sickness of a family member back home, etc. We are always ready to work with individuals in emergency situations. Go to Top

Contact Questions

How do we contact you if we have more questions?

If your question was not addressed, or if it was not answered sufficiently, please contact us at or call us at 1-800-543-3678. We’ll be happy to answer all your questions as you seek to prepare for Summer Teams ministry in Japan. Go to Top

How does my family contact me if there is an emergency while I am in Japan?

In your training manual, you will be asked to photocopy a page of emergency contact numbers for your family. They will also be given the phone number of the office/pastor of the Japanese church you will be serving at, for emergencies only. Go to Top

How do I get an application for Summer Teams?

Go to our Forms Depot. Be sure to read the instructions on page one. Or call us at 1-800-543-3678. Go to Top

Interested in assembling a team from your church or school? Request more information by filling in this online web form.

Asian Access - U.S.
PO Box 200
San Dimas CA 91773-0200 USA
1-800-543-3678
fax (626) 914-9572

info

asianaccess.org

Asian Access - Canada
Nordel Postal Outlet
PO Box 33016
Delta, B.C. V4C 8E6 Canada
phone (604) 596-8002

Asian Access - Japan
6-16 Enoki-cho
Tokorozawa-shi
Saitama-ken, Japan 359-1141
phone 011-81-429-25-4101
fax 011-81-429-24-7231

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