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AYA Host Family Orientation AYA Host Family Orientation

AYA Host Family Orientation - PowerPoint Presentation

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AYA Host Family Orientation - PPT Presentation

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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Slide1

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 MomSlide46
Slide47
Slide48

THANK YOU!