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New Vol Training Guide
- 5. Mission of YFU Youth for Understanding “prepares young people for their responsibilities and opportunities in a changing, interdependent world.” Thanks to you and because of you…
- 22. Profiles & Bubble Sheets
- 29. Clyde High School Thank you for your support of Miyu Kobuchi (Japan), Alma Sterrmann (Germany), Michelle Jess (Denmark) & Roman Pogrebitskiy (Kazakhstan) this year, and ALL of your support throughout the years. These exchange experiences could not have been made possible without the administration providing Youth For Understanding USA students the opportunity to be part of your school and our community. Sincerely, Jeff MacFarland Area Representative Youth for Understanding USA
- 39. Using the YFU Volunteer Website for Contact Reports http://my.yfu.org
- 49. Thanks for All You Do! Fala ljepo (Croatian ) Dankeschön (German) 谢谢 Doh je (Chinese) Kiitos (Finnish) Merci Beaucoup (French) Ďakujem (Slovakian) Dekuju (Czechoslovakian) 박현희 Kamsahamnida (Korean) Gracias (Spanish) Dankjewel (Dutch) Спасибо (Russian) Cheers (Scottish)
Editor's Notes
- Need training evaluation forms & ink pens. Take extra Volunteer Handbooks When everyone is seated, welcome them all and introduce ourselves. Share:
- Nancy Go around the group for introductions.
- Nancy
- Maya
- Maya We are part of that mission and YFU is thankful for our interest, our involvement, and our support.
- Nancy
- Nancy
- Jackie: Our integrity as an organization depends on following designated guidelines. Things that we must do as an organization include: Host Family Selection: Sponsors shall adequately screen all potential host families and at a minimum shall: (1) Provide potential host families with a detailed summary of the exchange program and the parameters of their participation, duties, and obligations; (2) Utilize a standard application form for all host family applicants which provides a detailed summary and profile of the host family, the physical home environment, family composition, and community environment; (3) Conduct an in-person interview with all family members residing in the home; (4) Ensure that the host family is capable of providing a comfortable and nurturing home environment; (5) Ensure that the host family is of a good reputation and character by securing two personal references for each host family from the school or community, attesting to the host family's good reputation and character; (6) Ensure that the host family has adequate financial resources to undertake hosting obligations; and (7) Maintain a record of application forms, evaluations, and interviews for all selected host families for a period of three years. HF & School Contacts: Sponsors shall ensure that all officers, employees, agents, and volunteers acting on their behalf: (3) Ensure that no organizational rep act as both host family and area supervisor for any student participant whom that organizational rep may host; (4) Maintain a regular schedule of personal contact with the student and host family, and ensure that the school has contact information for the local organizational rep and U.S. offices of the sponsor; Volunteer Recruitment, Training & Management: Sponsors shall ensure that all officers, employees, agents, and volunteers acting on their behalf: (1) Are adequately trained and supervised; (2) Make no student placement outside a 150 mile radius of the home of an organizational rep authorized to act on the sponsor's behalf in both routine and emergency matters arising from a student's participation in their exchange program; (3) Ensure that no organizational rep act as both host family and area supervisor for any student participant whom that organizational rep may host; Participant Orientations: Sponsors shall offer appropriate orientation for all exchange visitors. Orientation shall include, but not be limited to, information concerning: (1) Life and customs in the United States; (2) Local community resources (e.g., public transportation, medical centers, schools, libraries, recreation centers, and banks), to the extent possible; (3) Available health care, emergency assistance, and insurance coverage; (4) A description of the program in which the exchange visitor is participating; (5) Rules that the exchange visitors are required to follow under the sponsor's program; (6) Address of the sponsor and the name and telephone number of the responsible officer; and (7) Address and telephone number of the Exchange Visitor Program Services of the Department of State and a copy of the Exchange Visitor Program brochure outlining the regulations relevant to the exchange visitors.
- Jackie
- Jackie
- Jackie Need to follow this format as a standard. Keeps records clearer for documentation, addresses issues at the proper level of escalation, and lessens potential misunderstandings.
- Jackie START with #2
- Daren Don’t read through each item. Highlight the Monthly Support Tips first. CLICK to see that page.
- Daren Just point out that these tips are provided to help us better support the students, the HF and the schools.
- Lee: START at #4 Network of Support: Look around Training Opportunities: Skill Building A and B, Monthly Support Forum with SSM (Marilyn & Heidi)
- Lee
- Nancy
- Nancy
- Maya
- Lee Share Your Enthusiasm! – When others are exposed to your positive energy, it helps to build their interest. Tell the difference in how you found the Ellis family and how someone who knew another volunteer for years didn’t know that they were even involved with exchange. (Karen McTague & Joy) Ask Your Schools – If you have a good relationship with your school, ask them for good families. May be willing to send mass emails for you. Contact Band director, Sports coaches & Language advisors – They may host, or they can share info with their parents. Ask Your Students & Host Families – They know what it takes to host. Ask if they can recommend one family that they think would enjoy this too. Keep a Yearly List of Potential Families – If you forget someone, you just lost a family lead. Keep a list by school year with name, school, phone, email and contact notes.
- Maya
- Maya: You can create a single student profile or a multiple student bubble sheet to share out with the general public. These do have limitations which we’ll talk about after I show them to you. Go to the listing of unplaced students. Refine your query to show boys only, girls only or anything else if you are looking for someone specific. Click on the link for Printable Profiles. From here you can either make one page profiles for each student, or a bubble sheet with 3 students per sheet. Problem is that the system will make a sheet for every student listed on the Unplaced Students list. This will include those on hold, direct placement and kids that you weren’t meaning to create a sheet for. The bubble sheet does the same thing, and the paragraph of student information may be cut off it is too long. So click to create one page profiles. The system will take a moment to generate the page. Then you will get a pop up to either open the PDF file or save it. Then you have your public profile. Or you could make 3 student bubble sheets, again keeping in mind that it will add ALL the kids currently unplaced. If you want something different, contact your FD and they can work with your intern in the district office to make something more specific for you.
- Nancy
- Nancy
- Nancy
- Lee
- Nancy
- Nancy
- Nancy Simple to do. Add the flags of the countries at that school. Can print on plain paper. Package with cookies. Personal, specific to your group, and schools really like the presentation. If you need help doing something like this, ask your FD.
- Jackie
- Lee
- Nancy
- Nancy
- Nancy Communicate – establish a relationship & keep in touch Be impartial / objective - get all perspectives Be accurate – get the whole picture Observe confidentiality - regarding all participants Be culturally sensitive Follow policies and procedures Submit paperwork – make it accurate and timely DOCUMENT, DOCUMENT, DOCUMENT Your communication about a student may be reported to YFU in the home county and read by someone who is not a native English speaker. So it needs to be clear, concise, and factual . A good communication is: Impartial/objective – omit value-loaded words - report, not judge Accurate - separate facts from hearsay Timely Supported by examples
- Maya
- Nancy First Step – Equip & encourage HFs & ISs to solve problems within the family (as families do with their own children) but let them know support is there for them. Be aware that even when we try our best, there is a 25% average of students moved from their first HF. Can’t be certain of compatibility until they are living together. Can’t always satisfy everyone. But replacement is NOT the first step. Need to first make your AC or FD aware of any problems. Documentation will be key in making a move. (We’ll discuss documentation in a moment) Volunteers DO NOT have the authority to take a student out of a school unless the school demands it.
- Jackie: Information is from Marilyn Burgess, our Support Services Manager. Difference between Monthly Contact Reports and Documentation – Monthly contact is regular contact. Documentation is for issues or concerns. Copy Field Director & Marilyn both on documentation emails. Not reporting means it didn’t happen. Example: Student gets caught drinking, or is suspected of drinking. Not reported. Student gets caught drinking again. Since it was not reported, this is the first time. DOCUMENT, DOCUMENT, DOCUMENT – Can phone reports in, email is preferred. Can tell a little about Katherina or Niklas as examples of good documentation.
- Jackie Please keep SSM informed about small issues & concerns as a way of forestalling bigger problems. When there is a problem or a concern, contact one or more of your resources: Field Director (Jamie Withem) jwithem@yfu.org Support Service Manager (Marilyn Burgess) [email_address] District Director (Alka Bhaskar) [email_address] ALWAYS notify SSM about: School Issues - poor grades or not following rules Change in Host Family Situation - illness or divorce YFU Policy Violations - including drinking, shoplifting, breaking rules Student Move Request – from either side Unidentifiable Concerns If You Can’t Remain Objective
- Daren This site is different from our Host Family login website. How many of you have already used this site? If you haven’t filled out a volunteer application or if you haven’t completed your YFU volunteer orientation then you don’t yet have a login. Let your FD know that you need login information. Login is your email address. Then your selected password. CLICK to move to next slide.
- Daren: Things about your home page: Note that the Everyone Ready program is no longer available. At the top of the page are the Reminder & Events tabs. The Share your time, change the world video is 17 minutes long. Rachel Andresen’s Story is about 8 minutes long. Be prepared to get teary eyed! The Volunteer Lounge is an easy link to lots of volunteer support materials, including HF recruitment materials & ideas, HF applications forms, information for AO volunteers, insurance information link for a list of international student insurance forms available to download, orientation materials if you are putting on or supporting one of the annual orientations, YFU publications & resources to download & travel FAQs from the YFU Travel Department. The Host Family Lounge has all the forms you need for a HF to apply and to interview them. Also has many good reference pages to share with families such as: how to view available students from their HF login, cell phone & computer guidelines, updated dangerous activities list & form, HF handbook, student passport to the USA handbook, permission to travel info & form, tax form, and general Q&A. YES Lounge has lots of good information on the Arab & Muslim countries that some YFU students are from. Click to bring up the circle around the Drop Down section. Say “This is where many of the student information options are.” Then click again to change to next slide.
- Daren These are the drop down options. AO – If you are involved with supporting any AO students IS – Where your current students’ information is. Other – MY FIELD: Contact info for our district office, field director, support services manager & AO admissions counselor. ASSIGNED INQUIRIES: If you have been assigned a website contact or national / district lead to follow up with. MEMBERSHIPS: Any YFU groups that you have been added to (Rick & I are in the “Volunteer Trainers” group MY FOLDERS: Only if someone has built a folder for you. Have had one with Tuition Students. CLICK for next screen. Now we’ll go to the IS tab and see how to put a student on hold. Point and click on Unplaced Students
- Jackie From your volunteer page, point to the IS section for the dropdown list. Click “My Contact Reports”. Your on program students will be listed showing the current month’s report if it is due and not completed. Student & HF contact reports are required monthly and school reports are required 3 times during each cycle. Tell that they should print a copy of each report for their files. Sometimes the system looses the information. No way for you to see the report again once it is submitted. 1 st Screen: Click on My Contact Reports 2 nd Screen: Click on Christina’s Student Report. Click to go to that report.
- Explain what to fill out. When finished entering the information, must hit PREVIEW. This takes you to a copy of your inputted data. Here is where you can print a copy of the report. Then you have to hit SAVE in order for the information to be uploaded. Click again to go to next screen.
- Jackie This is Christina’s HF Report. Explain what to fill out. When finished entering the information, must hit PREVIEW. This takes you to a copy of your inputted data. This is when you can print a copy of the report. Then you have to hit SAVE in order for the information to be uploaded. Click again to go to next screen.
- Jackie This is Christina’s School Contact Report. Explain what to fill out. When finished entering the information, must hit PREVIEW. This takes you to a copy of your inputted data. This is when you can print a copy of the report. Then you have to hit SAVE in order for the information to be uploaded. Click to go to Expense Reports.
- Nancy This info was supplied by Joe Banda, our District Office Manager. Stress the difference between a mileage log and the Expense Report. Mail expenses in to Joe’s attention at the district office. Find the address from the “Other” dropdown section on the home page. When the hyperlink appears (box that says Excel Expense Report), CLICK on it to switch to an example of an expense report. Explain how to plug in information. Close Excel box. Say No to “save changes?”. Then CLICK to change to next slide.
- Jackie These are very simple things to do that often make all the difference.
- All
- Maya
- Maya