Academic Year in America AIFS Foundation Orientation Agenda AYA Program Overview Key Players Responsibilities Host Family Student Local Coordinator Adaptation Process Things You Should Know ID: 544295
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AYA Host Family Orientation
Academic Year in America
AIFS FoundationSlide2
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 YearSlide3
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 Americans 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 Slide4
Key Players - Students
Outstanding students between 15 and 18 years old
Minimum of three years of English language study and passing score on English language test
GPA of C+ or better
Desire to improve English, curiosity about U.S. culture, dream to be an American high school student
Agree to adhere to all program rulesSlide5
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 Slide6
Key Players – High SchoolsAYA 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 classesSlide7
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 studentsSlide8
Key Players – Second VisitorsIndependent 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 arrivalSlide9
Key Players – AYA Staff
Regional Directors
Work full time in national office
Administer program in specific states
Supervise Local Coordinators and communicate with overseas partners
Support Local Coordinators with behavioral issues
Student Support Staff
Provide outreach to students and additional outlet for students
Conduct quarterly surveysSlide10
Responsibilities – Host Family
Provide student with his/her own bed and place to study
Can
s
hare a room with same gender and close in age
Provide student with all meals
Lunch bought at school is considered personal expense
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 householdSlide11
Host Family Commitment ExpectationsHosting requirements
Communication requirements
ProhibitionsSlide12
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 expensesSlide13
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
Provide emergency assistance
Inform national office of any concerns Slide14
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 cultureSlide15
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 placeSlide16
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 studentSlide17
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 Slide18
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
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 immediatelySlide19
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
Convalidation
for certain countriesSlide20
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 Slide21
Things You Should Know – Religious Beliefs
Students can be encouraged, but not required to participate in church and church activities
Students must be provided transportation to/from religious servicesSlide22
Student Arrivals and Orientation
Students receive a pre-departure orientation before they arrive in U.S.
Students arrive throughout the month of August
Attend AYA group orientation or fly directly to host family
LC conducts community orientation within 2 weeks of arrivalSlide23
Student Travel
Travel is not allowed while school is in session
Travel with host family or LC
Notify office of whereabouts
Travel with an adult other than host parents or LC (independent travel)
Written permission is required at least 2 weeks in advance
Belo ToursSlide24
Student Travel - Abroad
Independent Travel Form
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
Submit student’s original DS-2019 form to AYA via certified or traceable mail
Make sure students has validated DS-2019 form and passport on day of travel
Make copies of all students paperwork before turning them over or mailing them
Cruises
Semester students who extended cannot travel outside the U.S.Slide25
Visits from family and friendsNatural family and friends are permitted to visit towards the end of program
Fall semester students:
December 1
st
Full year or spring semester:
April 15
th
Students and natural families should discuss potential visits with host family well in advanceSlide26
Insurance
CareMed
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 physicianSlide27
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 studentSlide28
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)Slide29
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
CareMed
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
1-855-657-3434Slide30
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 Slide31
Insurance Claims
Student should provide natural family’s name and contact information on all claims
CareMed
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
CareMed
Assist Slide32
Insurance - NorwayStudents from Norway have their own medical insurance: Gouda Travel Insurance
Coverage includes but is not limited to: medical treatment, repatriation, personal liability, accident, luggage damage or lossSlide33
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 Slide34
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 for an extended amount of time, inform your Local Coordinator or AYA staff member immediatelySlide35
Student SafetyStudent Safety Video
Safety tips
Mental Health
Appropriate v. Inappropriate behavior
Reporting proceduresSlide36
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 healthySlide37
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 Slide38
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 Slide39
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
Advise student that the national office is aware
Inform student that there should be no further infractions
Advise what specific steps must be taken to avoid further disciplinary action
Formally define a timeframe for reviewing student’s performanceSlide40
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 Slide41
Disciplinary Process - DisqualificationOffense deemed serious enough to merit termination
Step taken after all other corrective measures have failed or violation of major program rule
Last resort and decided by AYA disciplinary committeeSlide42
Host Family ChangesConsidered last resortTemporary 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 Slide43
End-of-Year Preparations
Should return home within few days after school ends
Student responsible for making flight reservations
Call LC or RD for assistance
Program Year-End Release Form
Travel at end of program
Reverse Culture Shock Slide44
Important ContactsAYA National Office
1-800-322-4678
AYA Emergency Service
1-800-926-2506
Department of State
1-866-283-9090Slide45
“Our students have brought so much joy to our lives – we have fun sharing daily activities and holidays with them. Every year I get Mother’s Day cards from my sons and daughters around the world” - Host MomSlide46Slide47Slide48
THANK YOU!