Volunteer training

Volunteer Training
Welcome to Project 143!
Volunteers… The Heart Of P143

MIKE & TAMMY CANNON
THE BIRTH OF PROJECT 143
Tammy and Mike Cannon Co-Founders of international orphan hosting
program, Project One Forty Three, have three children – two sons and a
daughter. All 3 children were “orphan host kids” before being adopted.
“Tears filled my eyes as we approached the ramshackle building; the
environment so gray and oppressive I could scarcely breathe. My child lives
here? My heart broke as I imagined all he had suffered in his young
life. Nothing prepared me for the children, their faces a mixture of longing,
sadness and hope. I wondered, who will give these children a second
chance?
“As we left the orphanage that last day, our six year old son, tears rolling down
his face, pressed against the rusty fence and cried, ‘You promised you would
never leave me!’ How many times had he asked that question only to be failed
by someone? How many times had the other children suffered this same loss,
torn from their parents but too old for a new family? I knew our lives were
forever changed.
“Our son was coming home, but who would open their home to the
others? How could we leave all of these children without a voice? That began
our journey to help forgotten orphans find their place in the world and in a real
family. We know we can’t help them all, but one by one, Project One Forty
Three is making a difference and saving lives.
-Tammy Cannon
FOUNDERS

Volunteers (like yourself) are considered the
key change agents that trigger
growth and take on key leadership roles within
the P143 organization.
THE ROLE OF VOLUNTEERS

Accessing Sales Force
ACCESSING SALES FORCE THE FIRST TIME.
Go to www.salesforce.com.
Attempt to log in with ID: volunteer@ project one forty three.com.
Password: __________ (please contact the program director for the
current password – which is case sensitive).
• This will generate a request for a verification code.
• You will need this code to continue.
• This code is only good for 24 hours.
• Please notify tammy@p143.org - immediately, once you have
generated this code.
• She will retrieve this code so you can continue accessing sales force.
• This may take several hours and/or several attempts.
WHAT TO DO FIRST

Setting Up Your P143 Email
You will be receiving a Project 143 email address once you have been fully
trained. This new email address as well as a password and instructions on how to
set up your new P143 email account will come to you via your original email in
which you have been communicating with Project 143.
1. Go to GOOGLE.com
2. Log out of any and all Google accounts that you may already have
3. Select “create a new account”
4. Enter your new P143 Email Address
5. Enter the specified password sent to you via P143 for your new P143 email
6. Continue setting up your new Gmail (P143 EMAIL ACCOUNT)
7. Once it is set up, please send your Regional Coordinator/Program Director an
email letting them know your new email address.
8. In the lower portion “CHAT SECTION” of your email account, you will
notice a green light (circle) next to your name when you are online. You will
also notice a green light or yellow light next to other P143 member names.
This is the P143 Office. When lights are green, this is how you know when
someone is in the office and can be contacted via chat quickly.

There are two types of people who match families for P143:
REGIONAL COORDINATORS & REGIONAL VOLUNTEERS
• Both are responsible for contacting families who sign up via the P143 web
site to indicate they are interested in hosting a child.
• The difference being that Regional Volunteers work under Regional
Coordinators.
Who Matches Families?

Regional Volunteer
A Regional Volunteer can expect to
spend approximately 10 hours per
week communicating with potential
host families.
The Regional Volunteers are strictly recruiting host families
in their region and then turning those families over to the Regional
Coordinator. The Volunteers also assist the Regional Coordinator with various
needs, such as emails, phone calls and such.
It is preferable for a Regional Volunteer to have experience as a host
parent to hold this position, although experience as an adoptive parent or
foster parent may be acceptable.

Regional Volunteer continued
You will be expected to spend a considerable amount
of time on the phone with host families and
responding to emails, at least 10 hours per week
(answering inquiries about the program, the photo
listing, particular host children, etc.) Phone hours
vary due to the diverse schedules of our callers.
Typically it is at least 2 hours throughout the day (not
simultaneously).
Due to the varying schedules of families, you must
be willing to spend some time on the phones during
non-business hours. Staying in close communication
with your Regional Coordinator Asking questions
and making sure you understand the policies. If you
don’t PLEASE DO NOT hesitate to ask. P143 is a
“hand holding agency”. Assisting host families from
beginning to end and supporting our families is what
we do!

Regional Coordinator
A Regional
Coordinator can
expect to spend
approximately
20 hours per
week
communicating
with potential
host families.
The Regional Coordinators manage and keep track of all the families that are in
their designated region via a Google doc. Regional Coordinators answer
volunteer questions and keep volunteers informed on any new procedures or
changes.
A Regional Coordinator must have experience as a host parent
to hold this position.

Regional Coordinator continued
You will be expected to spend a considerable
amount of time on the phone with host families and
responding to emails, at least 20 hours per week (4
hours per day answering inquiries about the
program, the photo listing, particular host children,
etc.) and assisting your Regional Volunteers with
answers to their questions. Phone hours vary due to
the diverse schedules of our callers. Typically it is
at least 4 hours throughout the day (not
simultaneously). Due to the varying schedules of
families, you must be willing to spend some time
on the phones during non-business hours. Reading
host family weekly reports. Addressing any issues
with the family. Staying in close communication
with your Program Director. Asking questions and
making sure you understand the policies. If you
don’t PLEASE DO NOT hesitate to ask.
Communicating with chaperones. Must be willing
to be a back-up family if necessary.
P143 is a “hand holding
agency”. Assisting host
families from beginning
to end and supporting our
families is what we do!

Types of Volunteers Needed
Personality & Skill Set
• Must be prepared mentally, emotionally and
spiritually to digest the heartbreak of the host
children and their particular life circumstances.
• Must also be able to work independently and
on schedule, meeting all deadlines.
• Must be able to type at a reasonably fast and
work with Microsoft products such as Word,
Excel and PowerPoint.
• Must be familiar with web-based email
applications and online document sharing
• Knowledge of photography, photo editing
software and online web albums preferred, but
not required.
• Any competencies and fluency of Latvian,
Russian or Ukrainian language a plus, but not
required.
• Must be very friendly, outgoing
and kind-hearted and have great
customer services skills.
• Must be organized, work well
under pressure and with a team.

VOLUNTEER PROCEDURES
All volunteers need to be ready to call leads and answer calls/emails.
All volunteers need to have access to the photo listing.
PART TWO

Step By Step
Hosting Procedures
1-Leads
Volunteers call leads from Sales Force. The leads are generated from the pre-
registration link on our website where families sign up. Record your phone
conversation by logging it in Sales Force.
2-Matching
• Volunteers help the families find the
right child.
• Ask questions about their family –
get to know their dynamic and what
they can, cannot handle from their
background (teacher, parents, youth
group leader - or single mom, no
children, never hosted/adopted etc.)

• Read the additional information in sales force on the child the family is
interested in and determine how well they match up. (Example, single mom
would not do well with older teen boy, Or older couple would not do well
with young sibling group of three. Or a difficult child may not do well with
parents who do not have children.)
• You may place a HOLD in Sales Force on a child ONLY for 24 hours.
• Once a family has decided on a child, take the time to go over the paperwork
listed online >>> “STEP ONE – Application” with the family. The
Application is viewable on our web site under the application
Hosting Procedures Continued – “Matching”

Hosting Procedures Continued –“Deposit Amount”
3-Deposit Required
To Secure Child For Hosting
• All fees are to be referred to as “donations”, not
payments or fees etc.
• Ask the family for a $250 deposit donation PER
CHILD to secure the child in their name. Their
first payment of $1000 is due in 7 days.
• Deposits MUST BE MADE BY PAYPAL because
of the urgency of securing the child for hosting.
Have the family send you the email immediately.
This is critical so you can mark the child as hosted in Sales Force as soon as
you receive the deposit donation. This removes the child from the photo
listing from other families and other programs.
• You must immediately forward that paypal receipt to:
aThe Program Director and aAshlyn Sargent Ashlyn@p143.org
• Forwarding this receipt is CRITICAL to initiate an account to be created for the
family. Forwarding this receipt also prompts the Program Director to notify the
foreign government that the child is now hosted and no other hosting agency
may host the child to another family.

Host Fees
You are responsible for reminding families in your Region to make their payments
on time. Please review the payment schedule so you will be knowledgeable as to
when each family’s payment is due. Also make sure your families have a copy of
this payment schedule (PRIVATE HOST FAMILY PAGE on the P143 website).
Your Regional Director has a Google Document that will be shared with you
which will have the date each of your families made their initial deposit. This will
help you determine when each consecutive payment is due.
HOST FEES COVER:
Child’s Flight, Chaperone escort &
guardianship, Chaperone
translations, Medical
Insurance, Visa’s, Passports,
Official Paperwork/Translations.

NON REFUNDABLE – NON TRANSFERABLE
Regional Coordinators are accountable for each family in their region.
Which means you will be responsible for working with the family in tracking
the progress of their paperwork and payments as well as supporting them by
answering their questions throughout the host season. (Paperwork Coordinators
are available to assist families in the completion of their paperwork.)
We must be diligent to adhere to the payment schedule because financial
commitment usually shows how committed a family is to the child. We don’t
want to count on a family, have them back out and then the child not hosted. If a
family backs out of hosting, we are typically responsible for finding another
family.
Money is NON-REFUNDABLE because P143 is a non-profit organization. To
refund monies would endanger the agency’s status as such as it goes against the
501c3 Certification held by P143 . Money is NON-TRANSFERABLE because
children are sometimes told they are coming and P143 is then responsible for
finding a new family. The money will stay with a child and be used as a grant
for the child. A family does not need to feel badly for switching, but they will
be required to leave their initial donated fees with the child to improve their
chances of finding a new host family in a shorter time frame.

PaymentSchedule TYPICAL HOST SEASON DONATION FEES:
$2,950
Families may pay in full, via check, for a $200 discount.
OR
They can follow our 4 Step Payment Plan.
If a host family signs up late, they must catch up on all donations as
scheduled. This means a family could be paying 2-3 payments at
once to get caught up. Should a family sign up in the 11th hour but
cannot pay the full host fee at once, please contact Tammy Cannon or
Angie Stolz. A shorter term payment plan may be possible under
certain circumstances.

PaymentSchedule SUMMER, REGULAR 5-6 WEEK: $2,950
Latvia, Ukraine, Kyrgyzstan, Mexico
If a host family signs up late, they must catch up on all donations as scheduled.
This means a family could be paying 2-3 payments at once to get caught up.
$250 DONATION DEPOSIT:
A non-refundable donation deposit is required to hold a child longer than 24 hours
and to secure the child in your name.
$1000 1ST DONATION DUE WITH 10 DAYS:
Due within 10 days of donation deposit.
$850 2ND DONATION DUE APRIL 15th:
Deposits made after this date include 1st and 2nd Donations = $2,100
$850 FINAL DONATION DUE MAY 15th:
$2,950 TOTAL PAID
Typical 5 week host season: $2,950
SUMMER: 5-6 Week

PaymentSchedule SUMMER, EXTENDED 8-10 WEEK: $3,250
Latvia, Ukraine
If you are signing up late, please plan to quickly to catch up on all
donations.
$250 DONATION DEPOSIT:
A non-refundable donation deposit is required to hold a child longer
than 24 hours and to secure the child in your name.
$1000 2ND DONATION DUE APRIL 15th:
Deposits made after this date include 1st and 2nd Donations = $2,250
$1000 FINAL PAYMENT DUE MAY 15th:
SUMMER: 8-9 Week

PaymentSchedule WINTER, REGULAR 5-6 WEEK: $2,950
Latvia, Ukraine, Kyrgyzstan, Mexico
If you are signing up late, please plan to quickly to catch up on all
donations.
$250 DEPOSIT:
A non-refundable donation deposit is required to hold a child longer than
24 hours and to secure the child in your name.
$850 2ND DONATION DUE OCTOBER 15th:
Deposits made after this date include 1st and 2nd Donations = ($2,100)
$850 FINAL DONATION DUE NOVEMBER 15th:
$2,950 TOTAL PAID.
WINTER: 5-6 Week

MAKING A HOST FEE DONATION:
ONLINE: www.p143.org All initial donation deposits must be made online via
our Web Site in order to secure hosting a child with P143.
BY CHECK: Please mail checks to: P143, Tammy Cannon, 10310 High Falls
Circle, Johns Creek, GA 30022
Making A Payment

PAY IN FULL DISCOUNT: -$200
TO RECEIVE DISCOUNT:
Must pay all host donations up front
Must pay by check
Must Fed-X overnight to: P143, Tammy Cannon,
10310 High Falls Circle, Johns Creek, GA 30022
ADDITIONAL EXPENSES:
HOME SAFETY VISIT ($150 - $350 estimate, varies per state)
BACKGROUND CHECK ONLINE (varies per state)
TRAVEL to and from ARRIVAL/DEPARTURE airport hubs from your home
CLOTHES for children (gently used are fine)
LIVING EXPENSES while child is in your home
CHAPERONE HOUSING if asked (food/entertainment) or provide a substitute
family to house a chaperone in your place
RECEIPTS: Receipts for tax purposes will be provided.
NON-REFUNDABLE DONATIONS:
Money donated to P143 is considered tax-deductible and CANNOT be
refunded/transferred due to the organization’s nonprofit status
Making A Payment Continued

Hosting Procedures Continued – “Deposit Instructions”
4-Deposit Instructions
DONATIONS VIA PAYPAL:
• Families MUST include:
 the family name
 the child’s name
 the child’s ID number and
 the country of origin
so accounting will log the
payment for the correct child.
Very Important!
• Please include this note during the
PayPal check out process.
DONATIONS VIA CHECK:
• Families MUST include:
 the family name
 the child’s name
 the child’s ID number and
 the country of origin
On the check so accounting will
log the payment for the correct
child and. Very Important!
• Please include this note in the
memo section of the check.

Deposits Via Paypal
Forwarding Receipt
The initial hosting
deposit donation must
be made online via the
P143 website,
www.p143.org under
the DONATE menu
tab (unless a family is
paying all host fees in
full, up front by check
via Federal Express
Overnight).
Once the family has made the deposit donation – ask them to immediately
forward the PayPal receipt instantly to the Regional Coordinator as proof of
payment. This way, P143 may secure the child for travel overseas and so no
other family can attempt to host the same child.

Hosting Procedures continued – “Next Steps Letter”
Once the deposit is made,
the child’s file will be
connected to the family’s
file in Sales Force via a
“Hosting Event”.
5-NextStepsLetter
This will initiate a NEXT
STEPS LETTER to be sent
to the family instructing the
family on:
• How to join ASK-A-
MENTOR
• How to access the
PRIVATE HOST FAMILY
ONLY page on the P143
web site.
• Where to locate the
Application and when their
paperwork and host
donations are due.
All interested families are listed in Sales Force
as a “CONTACT”.
When a deposit is paid, an additional file called a
“hosting event” is created connecting the Family to
the Child.

Hosting Procedures Continued –“Private Host Family Only Web Page”
6-Private: Host Families Only Web Page
This page is accessible only by current host parents of Project 143. A password
is needed which is sent to families in the NEXT STEPS LETTER after they
have paid the deposit on a host child. It contains private information pertaining
to Fee Schedule, Authorization Letters, Weekly Report Access, Training
Material… etc.
You may give this to your families once you have received their paid receipt
for their deposit.

THE PRIVATE FAMILIES ONLY PAGE INCLUDES:
INSURANCE
CARDS:
VOLUNTEER
APPLICATION:
BACK UP
FAMILIES:
A link to host children’s insurance cards will be posted on
the Private Host Family Web Page a week or two prior to
the children’s arrival. An announcement will be made on
ASK-A MENTOR FACEBOOK Page as well as the
YAHOO BOARD and via email when the cards are
accessible.
Please ask your host families – IF THEY HAVE HOSTED
BEFORE – would they be interested in volunteering for
Project 143. If so, please give them the link below to
complete the brief online Volunteer Application and we will
keep them in mind for areas in which they are interested in
helping. http://goo.gl/forms/UkXlod3n99
Always ask families if they are willing to be a back up host
family (if they decide they are unable to host a child).
There are no host fees to be a back up family. The same
requirements apply as being a host family – completed
application, background checks and home safety visit.

Hosting Procedures Continued – “Application & Paperwork”
7–Application & Paperwork
It is important for you to let your families know
there is a Paperwork Coordinator who will walk
them through the application. The Paperwork
Coordinators can be found on the contacts page of
our web site.
--They will also prompt the families to complete
their paperwork within 30 days of making the
deposit.
--They will also log the status of the families’
paperwork on the Program Directors “Host Family”
Google Doc that will be shared with you. This
document allows you easily see the documents your
families are still missing.
--The Google Doc will also show you all the
families that have hosted in your area. Please check
this often as occasionally Program Directors sign up
families or sign up re-host families of which you
may not be aware. If rehost families are in your
region you will also be responsible for supporting
them as well.

Paperwork Continued – “STEPS 1-10”
Sales Force
Required Paperwork:
Step One: Application
Step Two: Child Protective Services Release
Step Three: Part A: Criminal Check Acknowledgment
Part B: State Background Clearance
Step Four: Intent To Return
STEP FIVE: Request To Rehost (Latvia Only)
Step Six: References
Step Seven: Medical/Father, Medical/Mother
Step Eight: Home Safety Report
Step Nine: Host Family Profile
Step Ten: Child Welcome Letter
Re-host Families:
The Only Require Documents For Re-host Families As Long As Their Home Safety
Visit And State Criminal Background Checks Are Less Than A Year Old Are:
Step One: Application
Step Four: Intent To Return
STEP FIVE: REQUEST TO HOST (Latvia Only)
Step Nine: Host Family Profile
Step Ten: Child Welcome Letter

Paperwork Approval
Sales Force
Application & Required Paperwork
Governing Agencies:
Agencies handling paperwork for P143
families are:
--CCAI for Latvia and Ukraine families.
--ATWA for Kyrgyzstan families.
--CFI for Mexico families.
Application:
All volunteers should know the
application/paperwork very well. Many of the
questions from families will come from here.
The P143 website is also a good resource!
Adoption Home Study:
If a family has a current Home Study from an adoption or a Home Safety Visit from
a prior hosting with P143 that is less than a year that may be sufficient to replace
having a new Home Safety Visit. The Governing Agency has the final authority in
determining what paperwork the Home Study will replace.

Paperwork Assistance
Paperwork
Coordinator:
Each program has it’s own paperwork coordinator. Instruct your families to start
their paperwork. The Paperwork Coordinator will assist families with any
portion of the application and required paperwork. The contact information for
paperwork assistants is found on the P143 contacts web page. Please know who
your program’s paperwork contact is so you may refer your family to this
person as soon as they have made their deposit.

Authorization Letters
PARENTAL PERMISSION TO
TRAVEL: Used when flying
domestically upon boarding an
airplane. Host children is NOT
allowed to leave the country!
TREATMENT
AUTHORIZATION LETTER:
Used when the child needs medical
or dental treatment.
GOOD HEALTH LETTER: Used
for camps, participation in team
sports etc. to confirm the host child is
in good health and has received
appropriate vaccinations.
EYE EXAM LETTER: Used to
help obtain free eye exams and eye
glasses for the host child.
CARE AND CUSTODY LETTER:
Used to prove the host child is in
your care during the summer host
season… necessary for situations
such as camps, doctors visits etc.
Download letters
from the P143
Web Site via the
PRIVATE HOST
FAMILIES ONLY
PAGE.

Hosting Procedures Continued- “Family Support”
8- Family Support
Please support your families during the entire host season – beginning with
interested families until after their host child returns to their home country. You
will be the P143 contact who answers all their questions. If you do not know the
answer – ask your Regional Coordinator (RC). If RC’s don’t know the answer
they will communicate with the Program Director to find the answer for you.
All along – your phone conversations and emails should be logged in Sales
Force in the child’s file or the host family’s file – or both, whichever is
appropriate.
Log “calls” or “emails”
to/from families
in Sales Force

Hosting Procedures Continued – “Call Families”
9 - Call Families:
• Please check in with your families weekly.
Get to know them, give them your testimony or hosting/adoption/foster story.
• Be sure and log your call in SF.

Hosting Procedures Continued – ”Weekly Reports”
10 - Weekly Reports:
• Only RC’s (Regional Coordinators) will need to check the host families’
weekly reports every Monday. You will be given a link to this report.
• Find the families in your region.
• Read the report and highlight any “concerning issues” in red and notify your
Program Director. If this is an issue you can address yourself, please do so. If
there are no issues to address then simply highlight each report in your
designated region color (indicated at the top of the doc). This way the
Program Directors will know which reports have been reviewed.
• If you have a family who has not completed their weekly report on Monday
– please prompt them to do so.

Hosting Procedures Continued – ”Arrivals and Departures”
11 – Arrivals & Departures:
• If at all possible it is highly recommended to join P143 at the airport arrivals and
departures near you, sporting your P143 tee. It is a wonderful thing to see the
children arrive and meet their families and just as beautiful to watch them
embracing on departure! Come meet these families, your families... It is a great
feeling to see these children and families you have worked so hard to match, up
close and personal.
• Frequently used airport hubs are JFK, CHICAGO, ATLANTA, and sometimes
LAX, HOUSTON or DALLAS, DENVER, DULLES/DC, and CHARLOTTE.
• Do not promise a family an airport until you are certain we will be flying
children into that terminal

• AIRPORTS LOCATIONS: P143 commits to
flying children into the northeast, the south and
Chicago. If we have enough families to send to
multiple airports we will but we won’t know until
closer to hosting time. We need at least 10-12
children per new arrival area to add a chaperone
and flight to an additional airport.
• PARENT PICK UP: When picking up the
children from the airport, families must spend the
night near the airport if there is more than 4 hours
travel to get home.
• PARENT DROP OFF: If flying in to drop off
their child for the return to their country, a family
must arrive the night before the flight departs.
• RESPONSIBILITY: Host parents agree to pick
up and return host child at the closest arrival
airport/departure airport designated by P143. Host
families are responsible for any costs incurred
beyond the international flight terminal to and
from their host home.Airports

ONLINE
SIGN UP:
to create your own personal login password to our website.
REGISTER:
Gives you a preset password providing access to P143 Photo Listing.
PART THREE

Host Family Login
A TWO STEP PROCESS:
Families sign up and register on the P143 website to have access
to the Photo Listing of available children; a two step process.
P143 Web Site
PART THREE

Host Family LogIn Continued – “SIGN UP and REGISTER”
1-SIGN UP
LOGIN: Create a personal P143
Web Site LogIn.
1. Click “Sign Up” at the top right
corner once on the P143 web site.
www.P143.org
2. Enter your email.
3. Create a Password.
4. You can now login to the P143
Website.
2-REGISTER
REGISTER: to receive the preset Photo
Listing access password.
1. Once you have logged in to the P143
Web Site go to the PHOTOLISTING
menu tab.
2. You will now have access to the drop
down menu that includes the link to
REGISTER for access to the PHOTO
LISTING.
P143 Web Site

Photo Listing Password
REGISTRATION CONTINUED:
1. Click “PHOTO LISTING
REGISTRATION” from the drop
down list under the
PHOTOLISTING menu tab .
2. You will be taken to the
Registration Form.
3. Once you have completed the
registration form you will be
forwarded to a page where the
preset password (for photo listing
access) has been generated for you.
4. Under the PHOTO LISTING menu
tab, click the drop down link HOPE
PROGRAM PHOTO LISTING.
Families may also find Photo Listing
Access Instructions under the PHOTO
LISTING drop down menu.
REGISTRATION CONTINUED
P143 Web Site

Understanding Sales Force
Sales Force is the brain of P143. It holds
all the information pertaining to hosted
children and host families as well as
available children for hosting and potential
host families.
It also holds Host Family Final Reports
and any communication between P143
Representatives and Families.
www.SalesForce.com (P143 Data Tracking Software System)
Sales Force

Downloading Ebsta
DOWNLOAD EBSTA:
EBSTA is an email syncing program that
records email messages into a Sales Force
child or host families record. Each Volunteer
should down load the free version of EBSTA
and start utilizing this easy email tracking
system.
DOWNLOAD EBSTA
CLICK THE EBSTA ENVELOPE
DOWNLOAD FREE VERSION OF EBSTA click here
Sales Force

Ebsta Continued – “SAVING AN EMAIL”
SAVE AN EMAIL:
How to save an email to a child or family sales force file.
• Once inside your P143 email, simply click the EBSTA envelope that appears
at the top of your P143 Email page.
• You will receive the option to search for and choose the correct family’s
name or child’s name.
• Once selected, click SAVE to copy your email correspondence with that
family to Sales Force
EBSTA EMAIL TRACKING DEMO – click here
Sales Force
Using Ebsta

Locating Registered Families
Leads– “WHERE TO FIND”
LOCATING REGISTERED FAMILIES:
Interested families who have registered to
see the photo listing are accumulated in Sales
Force under the menu header “LEADS”.
Both Coordinators and Volunteers
search the LEADS LIST in Sales Force
for interested families in their region,
calling those leads.
1.
2.
Sales Force
<<Menu Bar

Adding LEADS Tab To Menu Bar
Leads
Converting Interested Family Inquiries (Leads) Into a Family Record in Sales
Force.
 Host family registration utilizes Sales Force (SF) to collect and manage all
family information.
 The information comes into SF as a LEAD for review and action by P143
Volunteers and Coordinators.
 Once reviewed and acted upon, the LEAD will be converted to a CONTACT; a
permanent part of the system.
ADD THE LEADS TAB SO IT APPEARS ON YOUR MENU BAR:
1. Login to SF
2. From the main screen, review your Menu Bar across the top.
3. If LEADS does not appear on the Menu Bar, you will need to add it.
4. At the end of the Menu Bar, on the far right, click the “+” sign.
Sales Force

Adding Leads To Menu Bar
Leads Continued – “ADD TO MENU BAR”
ADD THE LEADS TAB SO IT APPEARS ON YOUR MENU BAR:
5. You will then be presented with a list of “tabs” you may add to your Menu Bar.
6. On the far right, upper corner click the CUSTOMIZE MY TABS button.
7. Select LEADS from the list of options.
8. Click Save.
9. LEADS should now appear on your Menu Bar along with the other tab headers.
Sales Force

Viewing/Accessing Leads
1. Click the LEAD tab on the Menu Bar
2. Next to the section VIEW select “All Open Leads” from the choices.
3. Click “GO” to view all Leads.
4. Choose a LEAD from your area to view. Click to open.
LEADS CONTINUED

Converting Leads To Contacts
1. Identify the lead you are converting as your own by assigning your name
to the VOLUNTEER box.
Leads Continued – “CONVERTING LEADS”
Sales Force

 LEADS: families who have registered to see the photo Listing and are
interested in hosting a child.
 CONTACTS: families files in Sales Force who have either hosted prior or
have registered in the past to see the Photo Listing.
 CONVERTED: “Leads” that have been converted to a CONTACT and is
now accessible in Sales Force.
LEADS
Once a registered family in your area has been located and called… you then
CONVERT the lead to a CONTACT.
2.Click CONVERT to change the opened LEAD to a CONTACT.
Sales Force

Sales Force
3. Click ORGANIZATION NAME to see the drop down menu. The options
will be either:
• CREATE NEW ORGANIZATION
• or ATTACH TO EXISTING

Create New Organization
• This option should be used only when
there are no duplicate Contact Records
for the family name in Sales Force.
• Selecting this option will create a
“new” contact record. If a record
already exists – this will give the
family a 2nd record causing confusion.
Only use this option for NEW records
that do NOT have existing files.
Attach To Existing
• Select this option if the drop down
menu next to Organization Name
reveals the family already has an
existing record on file in Sales
Force.
• Be sure you are matching exact first
and last names as there are several
families with the same last name
Sales Force
SELECTING AN OPTION

• Don’t forget to record you phone conversation under LOG A
CALL in the ACTIVITY HISTORY section of the host
family’s Sales Force record.
• Or record your email correspondence via EBSTA or in the
NOTES section of the host family’s Sales Force record.
• Always check “DO NOT CREATE A NEW DONATION UPON CONVERSION”.
• Leave as default “CLOSED-CONVERTED” setting. Click “CONVERT”.
Sales Force

Attaching Documents
ATTACHING DOCUMENTS TO SALES FORCE:
1. Go to the child’s record in Sales Force.
2. Do Not Open.
3. Scroll down to the GOOGLE DOCS, NOTES, & ATTACHMENTS
section.
4. Select ATTACH FILE
5. Click BROWSE to find the file or photo you wish to upload on your
computer.
6. Select ATTACH FILE
7. Once the upload is complete click DONE.
Sales Force
Host Family Summary Reports • Child Photos

Child Status AVAILABLE • PENDING • HOST ONLY
Locate a child’s status in their Sales Force file
 AVAILABLE: the child is free for adoption,
 PENDING: ‘Care Rights’ have only been deprived, but the director/social worker
thinks that there is a good chance that she/he will become available for adoption,
 HOST ONLY: A child who may or may not become available for adoption but is
presently not available for adoption.
Sales Force

Placing A Child On Hold
HOLDS:
1. In the child’s record click the button next to HOSTING STATUS.
2. Change status from AVAILABLE to HOLD.
Sales Force

Hold Rules
HOLD RULES:
 Families may put a 24 HOUR HOLD (maximum) on a child without a
financial commitment.
 All holds must be place in the child’s file in Sales Force.
 Enter the date the HOST STATUS EXPIRES. (24 hours later)
 List the host family’s last name and your first initial of your first name and
first 4 initials of your last name. (Ex. Joe Smith = Jsmit)
 A HOLD will not drop off automatically. Volunteers must go back and
remove the hold when it expires, notifying the next volunteer in line-if any
and making the child free for other families to host.
Sales Force

Placing A 2nd Hold On A Child
SECOND HOLD RULES:
 In the child’s file, under HOLD STATUS COMMENTS add the 2nd
Host
Family’s name with the number 2 in front of it. Include your initials (Ex. Joe
Smith = Jsmit)
 If your family is in the FIRST HOLD position then you are responsible for
removing your hold ON TIME and notifying the P143 Volunteer of the 2nd
HOLD FAMILY so they may place a deposit on the child or begin a 24 Hour
Hold.
 No more than 4 HOLDS allowed on a child.
 Always check with your family before removing the hold to see if they want
to place a deposit on the child.
Sales Force

Marking A Child Hosted
HOSTED CHILDREN
• When a family wants to move forward
with HOSTING, they pay a $250 deposit and
begin the paperwork.
• “HOSTED” will then be listed under the
child’s picture on the Photo Listing by the
P143 Photo Listing Coordinator.
• The child’s photo and Sales Force Record
ARE NOT TO BE MARKED HOSTED
UNTIL THE DEPOSIT IS CONFIRMED
RECEIVED BY P143 FINANCE
COORDINATOR, Ashlyn Sargent (ashlyn@p143.org).
• Instruct the family on how to make the initial payment online including their
HOST CHILD’s NAME, PHOTO ID#, FAMILY NAME and HOST COUNTRY.
• Have the family forward their PayPal receipt to you immediately once they have
paid so you may change the child’s status to HOSTED in Sales Force and the
child’s orphan court notified. You then forward the receipt to the Finance
Coordinator and the Program Director.
Sales Force

Hosted Continued – CRITICAL NOTES
HOSTING CRITICAL TIPS:
• Once the orphan court has been
notified – P143 is obligated to
bring the child to the USA
regardless. Thus, it is important for
families to take the deposit
seriously.
• Always check Sales Force before
allowing a family to place a
deposit on a child to assure the
child is not on HOLD or already
HOSTED by another family.
• If Sales Force shows another
hosting agency has the child on
their photo listing also, please be
sure to check with your Program
Director to make certain the child
is not on hold or hosted already
(mostly pertains to Latvia).
Sales Force

Logging Phone Calls
1. Click on LOG A CALL under ACTIVITY HISTORY on the child’s Sales
Force Page.
2. Enter the topic of your conversation in the SUBJECT box. (This will show up
on the child’s page in list form, so be sure and give it a clear title).
3. Enter the deatails of your conversation in the COMMENTS box.
4. Scroll to bottom and turn off the REMINDER unless you want to be notified
of an item to follow up about concerning this call.
5. Click SAVE.
Sales Force

Logging Phone Calls Continued
Later you can go the FAMILY RECORD in Sales Force scroll down to
ACTIVITY HISTORY and review your call log entry by SUBJECT.
Sales Force

POLICIES & RULES
PART FOUR
• No single dads
• Preferences: older teens to older parents
• Razoo funds only apply to host fees, (no food, no clothing expenses etc.)
• Can't host two kids from two different host agencies (without prior approval)
• Can't host two from 2 different countries (without prior approval)
• Can't host two unrelated opposite sex children (without director approval)
• Volunteers are available throughout host season to support families (on-call
via email or phone, mainly Regional Coordinators)

Host Parent Training
Required To Host
Training is required online for each host
family (both host parents must attend).
Training is required once a year.
Training Certificates are available
which can be used toward Hague
Adoption Training Credit Hours.
*All volunteers must assist
with at least 1 host family
training session per season
as a chat supporter. Chat
supporters answer questions
from families via chat
during the host family
training sessions.
LIVE CHAT

CHILD PRIVACY
In order to protect the children’s privacy rights the following
rules MUST be adhered to:
• Absolutely no photographs of the children on social media
for the following Hague Treaty countries: Latvia,
Kyrgyzstan, Mexico..
• Do not share the names of the child’s orphanage
• Do not share the name of the child’s orphanage region or
city.
• Do not share the child’s last name until just prior to arrival
(for dental and doctor visits) and as early as those families
who need it to book connecting flights.
• Do not share the child’s birthdate until just prior to arrival
(for dental and doctor visits) and as early as those families
who need it to book connecting flights.
• Do not share the Photo Listing link with anyone who
contacts you directly. All families must LOGIN and
REGISTER each season on our website to view the photo
listing..
All volunteers should have access to the Photo Listing Link.
To do so, please register via the web site and indicate in the
comments section that you are a P143 volunteer so you will
not get a phone call from another volunteer… 
Child Privacy

Chaperone Housing
Families need to be prepared
to host a chaperone or to provide a substitute family (friend, extended family
member, church member, neighbor etc.) to host a chaperone in their place. Not all
families will be needed to host a chaperone, but we do require that all families be
prepared to host or provide a substitute host family in their place. A chaperone
guide booklet is available for families who are housing a chaperone. Please ask
your Program Director for this document if you cannot locate it on the P143
Private Volunteer Page.

Chaperone Housing Continued – THINGS TO KNOW
ACCOMMODATIONS: Chaperone
host homes must provide a chaperone
with their own bedroom. They need their
own space to retreat to in order to have
quiet time to themselves and feel as
though they have some privacy. We do
not place chaperones in empty homes or
apartments by themselves, it would not
be safe for them to be alone in a country
with different appliance types, different
emergency procedures, inability to drive
and limited ability to speak the language.
ENTERTAINMENT: Consider if you
have the time to entertain a few days
and/or ask local family, friends or church
members to join in and do the same to
see that this chaperone sees the beauty of
your local area and is introduced
properly to the sights, sounds and culture
of America!
CHAPERONE’S ROLE: The first
role of the chaperones is to escort the
children to and from America, to take
weekly calls from the children, and
offer translation when needed
between host families and host child.

Chaperone Housing Continued – THINGS TO KNOW
FEES : There are no fees due to P143 to
host a chaperone. Most chaperones
receive a stipend from P143 to pay for
their own basic needs while here.
DURATION: Chaperone host homes are
needed nationwide. We don’t like to move
chaperones more often than once a week,
it’s hard for them to move more
frequently than that. Families can host for
as little as 1 week or as long as 4 weeks.
AGES OF CHAPERONES: P143
chaperones are often college age in
their young twenties and others are
older and more experienced. This may
include an orphanage director,
assistant director, social worker or
general caregiver. Chaperones give up
time with their families for many
weeks in order to escort orphan
children to the USA.

Hosting Dates
Summer
Latvia: 5 Weeks – New Families
8 Weeks – Rehost Families
Ukraine: 6 weeks – New Families
10 Weeks – Rehost Families
Kyrgyzstan: 4-5 Weeks
Mexico: 4-5 Weeks
Winter
Latvia: 4-5 Weeks
Ukraine: 4-5 Weeks
Kyrgyzstan: 4-5 Weeks
Mexico: 4-5 Weeks

P143 Communication
WEEKLY REPORTS:
While the child is in the USA
family will have the child
contact the chaperone at least
once a week and have the child
contact their home country.
Families fill out an online report
once a week including photos.
WEEKLY FAMILY
UPDATE:
While the child is in the USA
P143 volunteers should contact
the host family weekly to see
how the child and host family
are bonding and whether they
have any needs or questions.

P143 Communication Continued
ASK-A-P143 MENTOR (FaceBook):
Please join the P143 ASK-A-MENTOR FACEBOOK Page and do feel free to
share your experiences. Please remember what you say reflects on P143 so
make sure what you say is accurate and is something that should be said. Please
do state “P143 Volunteer” after your name. Ask-A-P143 Mentor is a support
group so please keep your conversation encouraging and uplifting.
P143 BULLETIN (FaceBook):
Please, please, please join the P143 BULLETIN FACEBOOK Page. This page
is for all P143 volunteers. Announcements are made regularly from Tammy
Cannon, Angie Stolz and Host Program Directors on this site in order to reach
all volunteers at once.

Hosting Rules
OLDER HOST PARENTS:
If host parents are in their 60’s (and older) then a teenager
is a better match for the family to host. Older parents are
not forbidden but the reality is that foreign countries have
a bias against older parents adopting young children.
SITTERS & FAMILY MEMBERS
OVER 18 YEARS OLD:
All adults over the age of 18 in the household, or any
caregivers (such as a nanny or sitter) must obtain a State
Background Check prior to the arrival of host child in the
USA.
ONE HOST PARENT MUST REMAIN
WITH THE HOST CHILD AT ALL TIMES:
One host parent must remain with the host child at all times
and any approved sitter no more than 1 full week straight.
(Day camp leaders must also have a criminal background
check.) Overnight stays/camps are NOT permitted.)

Hosting Rules Continued
SLEEPING
ARRANGEMENTS:
Host children must be provided
with their own bed.
Opposite gender host children may
not share a room unless pre-
approved by the Program Director.
Unrelated host children may note
be hosted in the same family
unless pre-approved by the
Program Director.
No two children from different countries may be hosted in the same family unless
pre-approved by the Program Director.
DISCIPLINE POLICY:
P143’s policies prohibit the use of corporal or unusual punishment on a child in
the home. Host parents agree to refrain from the use of corporal or unusual
punishment on a child placed in their home during hosting. Spanking a child that
does not belong to you is illegal in many states and many countries.

Moving A Host Child
MOVING A HOST CHILD
Moving a host child to another
host home requires permission
from the program director. A
host family, chaperone, or P143
Area representative CANNOT
move a host child without prior
Authorization from the child’s
orphan court.
Most children begin “testing” their boundaries around 2 weeks.
Project 143 WILL NOT move a host child during the first 2 weeks of hosting.
We ask all host families to give their hosted children a minimum of two weeks to
adjust to the new time difference, their new cultural surroundings, and their Host
Family. The goal of our program is to give a child HOPE. Moving a child
reinforces that unwanted feeling they have already experienced many times
before. If a host family is having trouble with their host child please as them to
follow the P143 Conflict Resolution Plan below.
A FOUR STEP PROCESS

STEPONESTEP ONE
• Families should contact their child’s chaperone
and P143 Regional Coordinator immediately to express
their concern. The translator will intervene within 24
hours of the initial contact to resolve the issue.
Moving A Host Child Continued
P143 CONFLICT RESOLUTION PLAN:

STEPTWOSTEP TWO
• After the intervention,
we ask all host families
to please wait and give
the child ample time to
adjust (a few days – 1
week after the chaperone
intervention). The host
family must keep the
child’s chaperone and
143 Regional
Coordinator updated
on the progress of
the situation.

STEPTHREESTEP THREE
• If the issue does not improve, an alterative plan
will be put in place such as placing a chaperone
temporarily in the host family home to assist for
several days
to 1 week.

STEPFOURSTEP FOUR
• At this point, if the host family cannot come to a
resolution the P143 Program Director must be called
and further
plans will be made.
Host families will
NOT receive a refund
for host fees when
host child is removed
from their home and
placed with another
host family.

NOTE: If a host child must
be removed from the
original host home and
placed with another family
in another city, the original
host family is responsible for
the cost of airfare for the
host child and the escort for
relocation.
Project 143 does NOT take
this decision lightly or without
just cause. Otherwise, it goes
against our message of
showing unconditional love to
a host child.
MOVING A CHILD
SHOULD BE THE LAST RESORT.

PRIVATE VOLUNTEERS ONLY
This page is accessible only by current Project 143 volunteers. A password is
needed which will be given to you by your Program Director. It contains private
information pertaining this training material, passwords, links and family needs.

Volunteer Cheat Sheet
• Give your name, phone and email, let
the family know you are their Regional
Coordinator after confirming they live
in your region. tell them to call you for
any questions about a child.
• Do both parents work? (at least one
host parent must at home 24-7 with
host the child)
• Any children currently in the home?
• Any experience with hurt children?
• Any pets in the home? How many?
• Adoption oriented?
• Host fees non refundable
• Child must have own bed
• Must BE PREPARED to host a
chaperone or find substitute family
• chaperone must have own room
• Must pick child up and return to
airport at family expense (main hubs
JFK, CHICAGO, ATL) maybe LAX
• Must attend online host parent
training.
• Must complete a background check.
• Must receive an in-home safety visit.
• Grant money is applied as last/final
payment only after all other fees
have been paid
• Fundraising is highly recommended.
• Advise family to read over
application FIRST.
• Review the donation payment
schedule.
• Review tentative hosting dates.
Key points to cover with a Prospective Host Family.

Adoption
Project One Forty Three, Inc. is an
international host program and does NOT
facilitate adoptions. Should a family choose to
adopt a child or children they have hosted
through our organization, Project 143 will
recommend a qualified, accredited agency that
works in that host country.
We do not require families to use one of our
recommended agencies or facilitators, we do
require families to interview and consider them
in their overall evaluation. These agencies and
facilitators serve as our representatives in-
country and provide their services to our host
program on a volunteer basis, therefore we
require your consideration of their services.
**Please note: Adoption discussions with
your host child are NOT allowed.
LATVIA
CCAI, 5825 Glenridge Dr., Bldg. 1
Suite 126, Atlanta, GA 30328, Office: 404-
250-0055, Fax: 404-250-0099
Attn: Allison Miner
latvia@ccaifamily.org
UKRAINE
CCAI, 5825 Glenridge Dr., Bldg. 1
Suite 126, Atlanta, GA 30328, Office: 404-
250-0055, Fax: 404-250-0099
Attn: Allison Miner
ukraine@ccaifamily.org
KYRGYZSTAN
ATWA, 399 Taylor Blvd.,
Suite 102 Pleasant Hill, CA 94523, 925-356-
6260, Fax: (925) 827-9396
Attn: Cara Helberg
hosting@atwakids.org
MEXICO
CFI, 11449 N. Mandarin Lane,
Tucson, AZ 85737, 520-531-9931, 520-604-
6031
Attn: Ricardo Gallego
rgallego@childfound.org

THE END
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