AYA Host Family Orientation Academic Year in America

  • Slides: 65
Download presentation
AYA Host Family Orientation Academic Year in America AIFS Foundation

AYA Host Family Orientation Academic Year in America AIFS Foundation

Orientation Agenda • AYA Program Overview • Key Players • Responsibilities – Host Family

Orientation Agenda • AYA Program Overview • Key Players • Responsibilities – Host Family – Student – Local Coordinator • • • Adaptation Process Things You Should Know Student Health, Safety & Emergency Procedures Disciplinary Process & Problem Solving End of Year

AYA Program Overview Academic Year in America – Founded in 1981 – Over 35,

AYA Program Overview Academic Year in America – Founded in 1981 – Over 35, 000 students placed – Nearly 1, 000 high school students live with host families across the U. S. each year Program Goals: – Increase understanding of U. S. and its people, culture and history – Encourage American to learn more about foreign countries, cultures and languages – Create opportunities for cross-cultural friendships – Provide a solid educational experience for all participants in the program – Make participants better citizens of their countries through exchange of ideas – Continue to offer programs that are superior from both experiential and administrative perspectives

Kennedy Lugar Youth Exchange and Study (YES) Program • YES Program – Established by

Kennedy Lugar Youth Exchange and Study (YES) Program • YES Program – Established by Congress after events of 9/11/01 – Public diplomacy initiative to encourage understanding between Americans and people in countries with significant Muslim populations

YES Program Goals • Expand communication in interest of promoting mutual understanding and respect

YES Program Goals • Expand communication in interest of promoting mutual understanding and respect • Promote international security and peace • Acquire understanding of American values, qualities of leadership and important elements of civil society • Interact with Americans and generate enduring ties • Share what they have learned and make a difference in their home countries

Future Leaders Exchange (FLEX) Programs • Senator Bill Bradley created program in 1993 •

Future Leaders Exchange (FLEX) Programs • Senator Bill Bradley created program in 1993 • Scholarships to students from countries of Eurasia to experience life in America

FLEX Program Goals • Acquire understanding of important elements of civil society • Show

FLEX Program Goals • Acquire understanding of important elements of civil society • Show willingness and a commitment to serve as agents for change in their home countries • Develop appreciation for American culture • Interact with Americans and generate enduring ties • Teach Americans about cultures of their home countries and teach citizens about the U. S.

YES & FLEX Students • Outstanding students between 15 and 18 years old •

YES & FLEX Students • Outstanding students between 15 and 18 years old • YES – Predominately Muslim population • FLEX – NIS (New Independent States) • Carefully selected and well prepared • Merit Based Scholarships • Students with disabilities

Program Differences • • • Grant students vs. Core students Orientations Program fees School

Program Differences • • • Grant students vs. Core students Orientations Program fees School lunch Visa Sponsor Arrival and Departure Travel Communication Channels Site Visits Student Responsibilities Funds Enhancement activities

Alumni Program • Well established Alumni Programs support and continue student experience • Activities

Alumni Program • Well established Alumni Programs support and continue student experience • Activities highlight ideas and concepts learned in America – Community service projects – Peer mediation workshops – Small student cooperatives • Connect and Join in! – Alumni. state. gov – Facebook groups – Twitter

Post Program Experience • Students become involved in wide variety of activities, such as

Post Program Experience • Students become involved in wide variety of activities, such as volunteering in their home communities. They also eventually become leaders in their professional fields and share their experience in the U. S. with their communities • 2 -Year Home Residency requirement

Key Program Components • Volunteerism/Community Service – Students must complete 50 hours – 5

Key Program Components • Volunteerism/Community Service – Students must complete 50 hours – 5 hours per month is recommended – Student service log – Host family should encourage student to volunteer and assist student with this endeavor

Key Program Components • Enhancement Activities – Must expose students to American society, volunteerism,

Key Program Components • Enhancement Activities – Must expose students to American society, volunteerism, leadership and diversity – Educational in nature – Allotted funds to cover the cost – Reflection form

Student Funds • Monthly Stipend – Monthly check used for social activities and personal

Student Funds • Monthly Stipend – Monthly check used for social activities and personal items – Not to be used for travel, electronics, clothing, school lunch, or sent home – Students should be given money immediately • Incidentals Allowance – – Program related expenses LC must reimburse HF or student in a prompt manner Tracking form May not reimburse for purchases of designer clothing or items that are inappropriate

Activities • International Education Week (IEW) • Better Understanding for a Better World conference

Activities • International Education Week (IEW) • Better Understanding for a Better World conference (BUBW) • Civic Education Week (CEW) • Social Media and English Teaching workshops • Global Youth Service Day (GYSD)

Monitoring & Evaluation • Monthly Surveys • Site Visits • Accomplishments and Achievements

Monitoring & Evaluation • Monthly Surveys • Site Visits • Accomplishments and Achievements

Chain of Communication AYA American Councils Regional Director Local Coordinator Host family School HUB

Chain of Communication AYA American Councils Regional Director Local Coordinator Host family School HUB Student Natural Parents

Key Players – Host Families • Provide student with a safe and suitable home

Key Players – Host Families • Provide student with a safe and suitable home for academic year or semester • Welcome student as member of their family and encourage him/her to participate in all aspects of family life • Encourage exchange of ideas and provide exposure to cultural and social environment of home/community • Provide love and understanding a young person needs in order to be successful

Key Players – High Schools • Students attend local public high school • Students

Key Players – High Schools • Students attend local public high school • Students enroll in full course loads and can participate in most activities • School administrators determine grade placements • Students must maintain a C+ GPA in all classes

Key Players – Local Coordinators • Community representatives of AYA program • Independent Contractors

Key Players – Local Coordinators • Community representatives of AYA program • Independent Contractors who share a belief in value of cross-cultural exchange • Support host families and students

Key Players – Second Visitors • Independent Local Coordinators or designated AYA Sponsor Representatives

Key Players – Second Visitors • Independent Local Coordinators or designated AYA Sponsor Representatives • Perform required second visit to home to verify suitability • Home visit within 30 -45 days of student’s arrival

Key Players – AYA Staff • Grant Regional Director – Work full time in

Key Players – AYA Staff • Grant Regional Director – Work full time in national office – Supervise Grant Local Coordinators – Support Local Coordinators with behavioral issues • Student Support Staff – Provide outreach to students and additional outlet for students – Conduct monthly surveys • Grants Manager – General oversight of Grant programs

Responsibilities – Host Family • Provide student with his/her own bed and place to

Responsibilities – Host Family • Provide student with his/her own bed and place to student – Can share a room with same gender and close in age • Provide student with all meals • Assist with school registration • Provide transportation to/from school and religious services • Notify LC or AYA Staff of any and all material changes to status of family and student, including but not limited to: changes in address, finances, employment and criminal arrests or if anyone joins your household • Understand rights of exchange students

Host Family Commitment • • Expectations Hosting requirements Communication requirements Prohibitions

Host Family Commitment • • Expectations Hosting requirements Communication requirements Prohibitions

Responsibilities - Students • Act in a manner that positively reflects AYA, their country

Responsibilities - Students • Act in a manner that positively reflects AYA, their country and themselves • Follow all AYA program rules • Maintain C+ average in all classes • Treat host family with respect and show appreciation • Be involved in host family activities • Personal expenses beyond student funds • Community Service • Enhancement Activities • IEW Presentations

Responsibilities – Local Coordinator • Screen, interview and select safe and suitable host families

Responsibilities – Local Coordinator • Screen, interview and select safe and suitable host families • Enroll students in local public or private high school • Provide host families with orientation • Supervise and counsel families and students • Maintain monthly contact with families and students • Meet with student in person every other month • Submit monthly reports • Plan enhancement activities • Ensure student participation • Provide emergency assistance • Inform national office of any concerns

Adaptation Process • Honeymoon High – Blissful period of time in first few days

Adaptation Process • Honeymoon High – Blissful period of time in first few days or weeks • Culture Shock – Emotional or physical upset that is experienced when settling into a new culture – Irritability, resentment, homesickness, anxiety, fatigue, upset stomach, headaches • Cultural Adaptation – Successfully adjusted to new culture

What can you do to help student adjust? • Recognize and accept that what

What can you do to help student adjust? • Recognize and accept that what he/she is feeling is culture shock • Suggest or plan activities to avoid too much downtime • Make it easy for your student to ask questions about the culture • Think about cultural differences and put yourself in your student’s place

Tips for a Successful Start • Plan a relaxed, casual day together and orient

Tips for a Successful Start • Plan a relaxed, casual day together and orient your student to their surroundings • Treat your student like one of your own family members and be consistent • Repeat things slowly and often • Understand student’s expectations may need to be adjusted • Be flexible with your own expectations • Ask open ended questions • Complete the Expectations Worksheet with your student

Things You Should Know – Adolescent Behavior • • Changing of appearance Reclusiveness Friends

Things You Should Know – Adolescent Behavior • • Changing of appearance Reclusiveness Friends are # 1 priority Peer pressure Challenging authority Pushing boundaries Frequent texting and social media use Self involvement

Things You Should Know - Food • The Host Family must provide an adequate,

Things You Should Know - Food • The Host Family must provide an adequate, balanced diet • Student may take time to adjust to your family’s diet and American foods • Be aware of dietary restrictions (halal meat, pork, etc. ) • Prepare your usual meals and encourage your student to try new things • Be aware that eating habits can change or fluctuate and some students may be concerned about gaining weight • If you are concerned about student’s eating habits, contact your Local Coordinator immediately

Things You Should Know – High School • Students are aware that AYA does

Things You Should Know – High School • Students are aware that AYA does not guarantee grade assignment, receipt of diploma, participation in graduation, or sports • If possible, spend a few hours visiting school before it opens • It may take time for students to adjust to American high school • If student struggles in school he/she should make a concerted effort to improve grades • Immunizations

Things You Should Know – Computer Usage and Social Media • Understand that email,

Things You Should Know – Computer Usage and Social Media • Understand that email, texting and social networking is a universal part of teen culture • Communications abroad should be limited to a reasonable amount • Pay attention to how your student is adjusting when setting limits • All students must have reasonable access at all times to phone and/or internet

Things You Should Know – Religious Beliefs • Students can be encouraged, but not

Things You Should Know – Religious Beliefs • Students can be encouraged, but not required to participate in church activities • Students must be provided transportation to/from religious services

Cultural Considerations - YES • • • Country Profiles Prayers Ablutions Ramandan Dogs/Pets Gender

Cultural Considerations - YES • • • Country Profiles Prayers Ablutions Ramandan Dogs/Pets Gender relationships

Cultural Considerations - FLEX • Country profiles • Values, beliefs and behaviors shaped by

Cultural Considerations - FLEX • Country profiles • Values, beliefs and behaviors shaped by political, economic and family structure – Persistence when told “no” – Reticence to doing chores – Pessimism – Dependence – Difficulty taking responsibility

Student Arrivals • FLEX Students – Select available travel dates – Overnight in Washington

Student Arrivals • FLEX Students – Select available travel dates – Overnight in Washington D. C. • YES Students – Arrive throughout month of August – Arrival dates are assigned and are not flexible – Attend 4 day orientation in Washington D. C.

Student Departures • FLEX Students – Mid May – Mid June – Return dates

Student Departures • FLEX Students – Mid May – Mid June – Return dates selected on first-come first served basis – End of year activities not taken into consideration • YES Students – Throughout June – Attend End of Stay Orientation in Washington D. C. – Return date based on country – End of year activities not taken into consideration

Student Travel • Travel is not allowed while school is in session • Travel

Student Travel • Travel is not allowed while school is in session • Travel with host family or LC – Written permission from AYA Office • Travel with an adult other than host parents or LC (independent travel) – Written permission is required at least 2 weeks in advance • Belo Tours

Student Travel - Abroad • • Independent Travel Form Request approval at least 2

Student Travel - Abroad • • Independent Travel Form Request approval at least 2 months in advance Obtain necessary information and documents Initial steps for host family and student to complete: – Check student’s J-1 visa in passport for an M (multiple entry) – Contact nearest consulate of country to which you are traveling to find out requirements – ECA must validate DS-2019 – Make sure students has validated DS-2019 form and passport on day of travel – Make copies of all students before turning them over or mailing them • Cruises

Visits from family and friends • Natural family and friends are permitted to visit

Visits from family and friends • Natural family and friends are permitted to visit towards the end of program – Full year or spring semester: April 15 th • Students and natural families should discuss potential visits with host family well in advance

Insurance • Care. Med insurance (majority of students) • Policy covers: required treatment by

Insurance • Care. Med insurance (majority of students) • Policy covers: required treatment by physician or surgeon, confinement in an infirmary or hospital, services of a registered nurse, x-rays, ambulance service, or any other services and supplies or medicines prescribed by a physician

Insurance – Coverage Contd. • Mental/Nervous disorders ($500 max) • Physiotherapy • Dental care

Insurance – Coverage Contd. • Mental/Nervous disorders ($500 max) • Physiotherapy • Dental care for the alleviation of pain and as the result of a covered accident • Family Reunion Benefit • Travel Luggage Insurance • Third Party Liability • Damage to host family property caused by the student

Insurance - Exclusions • Excluded Services: – – • Routine Physicals (including sports physicals)

Insurance - Exclusions • Excluded Services: – – • Routine Physicals (including sports physicals) or immunizations required by the school Pre-existing conditions of any kind (defined as an illness or injury which first manifested itself or the participant received treatment for, including medication, within 12 months prior to the effective date of coverage. Eye Exams unless there is an infection or injury to the eye Prescription of Contact lenses or eyeglasses. Extreme sports or activities that the plan does not cover: – – – – Boxing Combat sports Aerial sports Heli-skiing Mountaineering Rock Climbing (we are often asked about indoor rock climbing and this is covered- outdoor rock climbing where ropes and guides are used is excluded) Hang Gliding Parachuting Bungee jumping Horseracing Scuba diving White Water Rafting Jet skiing Water skiing – Flying on a non-commercial airline (private planes)

Insurance – What to do when it is needed? • Making an appointment –

Insurance – What to do when it is needed? • Making an appointment – Online directory at www. caremed-assistance. com – Insured should mention they are insured through Care. Med insurance, part of First Health Network • Visiting a doctor – Bring insurance document with a card to present to doctor – Nurse/Doctor can call 24 -hour Medical Emergency Number at Assistance Center • 1 -855 -657 -3434

Insurance – Emergency Room • Emergency rooms are for those with true emergencies •

Insurance – Emergency Room • Emergency rooms are for those with true emergencies • If medical care is sought for an illness that is not deemed to be an emergency, a $250 deductible will be charged • For colds, rash, flu, sinus infections, headaches, or other like illnesses use the following before going to ER: – – Urgent Care center Walk in Clinic CVS/Walgreens/Walmart/Target/Kroger Clinics Primary Care Physician

Insurance Claims • Student should provide natural family’s name and contact information on all

Insurance Claims • Student should provide natural family’s name and contact information on all claims • Care. Med Claims Department – Ph: 203 -399 -5130 or 1 -866 -404 -2062 (toll free) – Fax: 203 -399 -5596 – Email: claimhelp@culturalinsurance. com • More information online at www. caremed-assistance. com – How to submit a claim – Claim form – Contact information for Claims Office and Care. Med Assist

Health and Safety – Eating Habits • Common fear among foreign exchange students is

Health and Safety – Eating Habits • Common fear among foreign exchange students is gaining weight • Students may choose to diet or increase exercise to compensate for lifestyle changes • Eating disorders can begin as a health kick and progress into unhealthy and compulsive behaviors • If concerned about student’s weight or eating habits, speak with your Local Coordinator or any AYA staff member

Health and Safety – Mental Health • Adapting to new culture and being far

Health and Safety – Mental Health • Adapting to new culture and being far away from home will cause adjustment issues and a range of ups and downs • Some people choose to self-harm in order to cope with overwhelming feelings of sadness, anxiety or depression • Signs and symptoms of mental or nervous disorders may include: withdrawal from family and friends, increased school absences, excessive sleeping, loss of interest in regular activities • If student’s behavior changes or if he/she has pervasive feelings of sadness or anxiety, inform your Local Coordinator or AYA staff member immediately

Student Safety • Student Safety Video – Safety tips – Mental Health – Appropriate

Student Safety • Student Safety Video – Safety tips – Mental Health – Appropriate v. Inappropriate behavior – Reporting procedures

What should you do? . . . if you are concerned about your student

What should you do? . . . if you are concerned about your student • Contact your LC or AYA immediately • Use emergency answering service – 24/7 – 1 -800 -322 -4678 or 1 -800 -926 -2506 • Immediate danger – call 911 • AYA will help student receive care and support necessary to stay safe and healthy

Program Rules and Disciplinary Policies and Procedures • Student Code of Conduct • Zero

Program Rules and Disciplinary Policies and Procedures • Student Code of Conduct • Zero Tolerance Rules – Drinking/Drug Use – Driving – Breaking a U. S. Law – Expulsion from school

Disciplinary Process - Mediation • First step in resolving most issues • Formal or

Disciplinary Process - Mediation • First step in resolving most issues • Formal or informal meeting with students, host family and Local Coordinator • Opportunity to discuss concerns openly • Effective way to resolve most problems • Critical step before moving forward with any other disciplinary action

Disciplinary Process -Warning Letter • Letter issued by AYA Regional Director after breach of

Disciplinary Process -Warning Letter • Letter issued by AYA Regional Director after breach of conduct or program rules/guidelines • Letter is sent to students, Local Coordinator, host family, overseas partner • Intent of warning letter: – Formally advise all parties of unacceptable behavior or program violation – Inform student that there should be no further infractions – Advise student that the national office is aware – Advise what specific steps must be taken to avoid futher disciplinary action – Formally define a timeframe for reviewing student’s performance

Disciplinary Process - Probation • Major breach of program rules or HF guidelines OR

Disciplinary Process - Probation • Major breach of program rules or HF guidelines OR • Not abiding by terms of a previously issued warning letter OR • Conduct unbecoming to an exchange student that may jeopardize reputation • Decided by disciplinary committee after all parties have been spoken with • Intent of probation – Clarify issues – Outline actions for improvement • Student’s final opportunity to abide by all program rules and expectations prior to disqualification

Disciplinary Process - Disqualification • Offense deemed serious enough to merit termination • Step

Disciplinary Process - Disqualification • Offense deemed serious enough to merit termination • Step taken after all other corrective measures have failed or violation of major program rule • AYA submits request to ECA • Only ECA can make decision to disqualify student

Host Family Changes • Considered last resort • Temporary arrival families • Personal circumstances

Host Family Changes • Considered last resort • Temporary arrival families • Personal circumstances render a HF unable to continue hosting • Local Coordinator will replace student in a new host family in the same community

End-of-Year Preparations • End of Year Orientation • Reverse Culture Shock

End-of-Year Preparations • End of Year Orientation • Reverse Culture Shock

YES Abroad • Merit-based scholarships for U. S. secondary students to study abroad in

YES Abroad • Merit-based scholarships for U. S. secondary students to study abroad in select countries • www. yes-abroad. org

Important Contacts • AYA National Office – 1 -800 -322 -4678 • AYA Emergency

Important Contacts • AYA National Office – 1 -800 -322 -4678 • AYA Emergency Service – 1 -800 -926 -2506 • Department of State – 1 -866 -283 -9090

“Each student comes with unique qualities and so much to teach us of their

“Each student comes with unique qualities and so much to teach us of their culture. I am confident that my young children will grow to be better people because of their experience” – former host family

Wrap Up • Attendance sheet • Calendar of Events

Wrap Up • Attendance sheet • Calendar of Events

THANK YOU!

THANK YOU!