New Volunteer Training

Welcome & Introductions• Please share:

– Your name– Your town and state– When did you join YFU? – How are you involved with YFU?

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Training Goals

At the end of our training today, we will have shared with you:•An overview of YFU •Your YFU support resources •Identifying and interviewing potential families•How to support your students & families •Some areas of your volunteer responsibilities•How to submit expense reports •Suggestions for Promoting Inbound Students

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Introduction to YFU

• YFU History – Rachel Andresen

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Mission of YFU

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Youth for Understanding “prepares young people for

their responsibilities and opportunities in a changing,

interdependent world.”

Thanks to you and because of you…

Volunteers are the Face of YFU

• We are given the opportunity to change the world – to impact the future – to enrich lives.

• With this privilege comes responsibility – our integrity as an organization depends on following policies and guidelines.

• Hence knowing policy and a willingness to implement are of paramount importance.

• We want you to have the tools you need and to feel confident as well as supported.

Vols Need to Know

• Your vol number and password → access to website and volunteer lounge; all forms

• Reimbursement for specific expenses• Liability coverage (scope of duties)• Responsibilities:

– ARs support students, HFs, schools– All vols are knowledgeable ambassadors for YFU– All vols promote awareness of YFU programs

US State Department Standards

• HF selection

• HF, student, school contacts

• Volunteer recruitment, training & management

• Participant orientations (HF & Student)

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Americans Overseas

• American students who go abroad on YFU programs (AOs) are a vital part of our program

• Volunteers may be asked to interview American students for AO programs.

• Training module available before interviewing• Best training: Shadow a seasoned volunteer

during an interview before going solo

Support for Volunteers

Chain of Command

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Communication Structure

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Communication Structure of YFU

Area Coordinator

Name: _____________________

City: ____________________

Email: _____________________

Phone: _____________________

Area Representative

Name: _____________________

City: ____________________

Email: _____________________

Phone: _____________________

District Office

Name: _____________________

City: ____________________

Email: _____________________

Phone: 817-444-7382

Natural Parents

Local Committee/ Area Rep

or Volunteer

Overseas National Office

YFU USA National Office

6400 Goldsboro Road Suite 100

Bethesda, MD 20817 (800) 424-3691

Student and/or

Host Family

Area Rep

and/or Area

Coordinator

District Office

Field

Director

Field Director

Name: _____________________

City: ____________________

Email: _____________________

Phone:_____________________

Support for Volunteers

Chain of Command

Volunteer Handbook

Monthly Support Tips

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Support for Volunteers

Chain of Command - handout

Volunteer Handbook

Monthly Support Tips – on line

Network of Support – Look around + DD, FD, SSM, DOC

Training Opportunities15

Skill-building/Training Opps

• New vol training• Annual district volunteer workshops• On-going skill training for specific tasks

– Mentors– Shadowing– Local training– Conference call training

Who are YFU Host Families?couples with young childrensingle parent with children

committed partners*couples with teenschildless couplesworking parentsempty nesters

single adults*Nontraditional families / placements need screening

and special permission

Successful HFs Are:

• interested in teenagers• curious about other cultures• willing to share their family experiences• eager to connect their family to the world • ready to make a friend from another country• committed to promoting international understanding• eager to teach about US & learn about another

country

How Does One Find a Host Family?• Use your personal network; Share Your Enthusiasm!

• Increase community awareness: post materials, PSAs

• Ask your school: coaches, language teachers, club advisors, YFU students’ favorite teachers

• Encourage students and current HFs: students present to their classes – parents host a gathering of friends

• Use HFs to refer potential families and to become volunteers• Always follow up if someone seems interested!• WE ARE ALL RECRUITERS ALL OF THE TIME!

Lead Management

• Keep a yearly list of potential families • When do they think they will be ready to

host? • If the DO sends you a lead, follow up asap.

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Tools to Promote Students

Website Profiles & Bubble Sheets

School Relationships

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Profiles & Bubble Sheets

Host Families: YFU Expectations

• Complete paperwork including CBC (age 18 & up), three references, and an in-home interview

• A stable unit that can provide emotional support

• Financially able – 3 meals a day

• Willing to help student participate in the community

• Interested in teenagers & international students

• Willing to follow YFU guidelines, including contact with Area Rep

Interviewing Potential HFs

• Must be done in-home; see bedroom• Follow YFU interview questions• Collect all documents: CBC, refs, HF

Agreement; all must be signed• Write your interview report• Clear the school; SEF• Send all the documents to Joe ASAP; keep

copies for your record, except of the CBC

Interviewing HFs: Tips• I am a volunteer I believe in YFU

• Where is the family in the process; address their needs(repeat HF? chosen a student?)

• Use interview as a mini-orientation - discuss YFU expectations• Be alert to “pink flags”: no family meals, no experience with teens,

independence/dependence, reluctance to transport• Distinguish between requirements and preferences: gender, country

of origin, interests, church attendance• Mention that school is gatekeeper / enrollment form• Be sure HF understands what happens next (leave yourself an out) • As ALWAYS, communication is important: DON’T LEAVE HF

DANGLING

Matching Student with Family

• Placement is not an exact science, but careful interviewing/listening to HF and careful reading of student profile helps; student letter is often telling; read between the lines!

• Learn as much as you can about the family by asking: religion/attendance; academics; sports; family/friend-oriented – independence/dependence

• Ask for assistance from a seasoned AR!• “Holds” are temporary – may help spur decision

Schools

• The local high school MUST have approved the student and family BEFORE the family is told they are going to host a student.

• If at all possible, visit the school yourself and speak with the person responsible for exchange students.

• Failing that, call the principal.• With verbal approval, ask the FD to send the SEF

immediately (before the school forgets!)• Follow up with the DO to ascertain that the SEF was

received signed and dated.

Building School Relationships

• We are totally dependent on our schools’ generosity and cooperation.

• Thus, building a good relationship with school personnel is critical. To that end:

• Always clear potential families • Keep school informed; make all required contacts• Express appreciation - send thank you notes• Attend student activities• Cookies at Christmas, etc.

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Clyde High SchoolThank you for your support of Miyu Kobuchi (Japan), Alma Sterrmann (Germany),

Michelle Jess (Denmark) & Roman Pogrebitskiy (Kazakhstan) this year, and ALL of your support throughout the years.

These exchange experiences could not have been made possible without the

administration providing Youth For Understanding USA students

the opportunity to be part of your school and our community.

Sincerely,Jeff MacFarland

Area RepresentativeYouth for Understanding USA

Orientations

• Pre-arrival: host families• Post-arrival: host families, siblings, student• Mid-year orientation: students• Re-entry orientation: students; maybe HPs• Are required!• All documentation recorded in DO• Volunteers urged to learn and assist• Tell HFs during interview that these orientations are

part of the expectations per US State Dept guidelines

Before The Student Arrives

• Make a good match!• Write your letter to your student• Encourage the host family to be in contact• Encourage an enthusiastic airport welcome• Familiarize yourself with YFU policies,

especially Travel Policy, Dangerous Activity Policy, and Cell Phone & Computer Usage (see handouts)

After the Student Arrives

• Meet him/her at the airport together with HF if possible

• Make first visit* at home within 48 hours – see handout

• Try to get to know the student as soon as possible

• Give info about the year as language permits• Explain “communicate” – when, how, to/with

whom, what

After Arrival, Continued

• Keep everyone fully informed • Anticipate problems – get “upstream”• Monthly contacts at a MINIMUM• Expect attendance at orientations• Explain and give contact info for layers of support• Keep good records of contacts for yourself – or print

your on-line contact reports• Be accessible; let HF and std know if you will be away

and whom they should contact if necessary

Eight Simple Rules for Repping Your Students

• Communicate• Be impartial / objective • Be accurate • Observe confidentiality • Be culturally sensitive • Follow policies and procedures• Submit paperwork • DOCUMENT, DOCUMENT, DOCUMENT

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This is their only year…

• We have a responsibility to help them make it the best. Put in effort upstream to help them make a smooth entry into host family and school.

Problem Solving

Problem solving:• First step: work with std and HF• Involve SSM immediately• Student safety is primary concern• Consider mediation in serious situations; you

must be trained beforehand• Replacement after efforts• Moving a student • Keep in same school if at all possible

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Documentation of Student & Family Issues

• Difference between monthly contact reports and “documentation.”

• Not reported = Didn’t happen• DOCUMENT, DOCUMENT, DOCUMENT• See Case Documentation Handout

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What to Document?

• ALWAYS notify your SSM about:– School issues – Any safety issue– Change in host family situation – YFU policy violations– Student move request – Unidentifiable concerns – If you can’t remain objective

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Using the YFU Volunteer Website for Contact Reports

http://my.yfu.org

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Drop Down Options

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March Student Contact for Christina Irgens Asmussen2009-137-00-3-9518

Data entered by: Withem, JamiePrint this page.Date survey information was actually gathered: _______________

Based upon your most recent contact with the student, please rate the adjustment of the student in the following areas:

1 Method of contact Personal Visit Telephone

2 Name of person who contacted student

3Student’s relationship with host family Poor Needs Improvement Satisfactory Very Good Excellent Comments:

4Student’s adjustment to school and school performance Poor Needs Improvement Satisfactory Very Good Excellent Comments:

5Student’s language adjustment Poor Needs Improvement Satisfactory Very Good Excellent Comments:

6Student’s social adjustment (participation in school, community or family activities) Poor Needs Improvement Satisfactory Very Good Excellent Comments:

7Student’s participation in YFU USA orientations and activities Poor Needs Improvement Satisfactory Very Good Excellent Comments:

8Student’s adherence to family and YFU rules Poor Needs Improvement Satisfactory Very Good Excellent Comments:

9Overall assessment of student adjustment to date Poor Needs Improvement Satisfactory Very Good Excellent Comments:

10Additional commentsMon

thly

Stu

dent

Con

tact

Rep

ort

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March Host Family Contact for Christina Irgens Asmussen2009-137-00-3-9518

Data entered by:Withem, JamiePrint this page.Date survey information was actually gathered:

1 Method of Contact Personal Visit Telephone

2 Name of person who made contact

3 Name of family member contacted

4Family’s relationship with student Poor Needs Improvement Satisfactory Very Good Excellent Comments:

5Host parent’s assessment of student’s adjustment to school and school performancePoor Needs Improvement Satisfactory Very Good Excellent Comments:

6Host parent’s assessment of student’s language adjustment Poor Needs Improvement Satisfactory Very Good Excellent Comments:

7Host parent’s assessment of student’s social adjustment (participation in school, community or family activities)Poor Needs Improvement Satisfactory Very Good Excellent Comments:

8Host family cooperation with YFU USA policies and procedures Poor Needs Improvement Satisfactory Very Good Excellent Comments:

9Host parent’s assessment of student’s adherence to family and YFU rules Poor Needs Improvement Satisfactory Very Good Excellent Comments:

10Overall assessment of host family adjustment to date Poor Needs Improvement Satisfactory Very Good Excellent Comments:

11Additional Comments

Mon

thly

Hos

t Fam

ily C

onta

ct R

epor

t

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April School Contact for Christina Irgens Asmussen2009-137-00-3-9518

Data entered by:Withem, JamiePrint this page.Date survey information was actually gathered:

1 Method of Contact Personal Visit Telephone

2 How often does the school want to be contacted?

3 Student’s current grade average Poor Needs Improvement Satisfactory Very Good Excellent Comments:

4 Assessment of student’s language adjustment Poor Needs Improvement Satisfactory Very Good Excellent Comments:

5 Assessment of student’s social adjustment (participation in school or classroom activities)Poor Needs Improvement Satisfactory Very Good Excellent Comments:

6 Assessment of student’s adherence to school rules Poor Needs Improvement Satisfactory Very Good Excellent Comments:

7 School assessment of student/host family relationshipNot Applicable Poor Needs Improvement Satisfactory Very Good Excellent Comments:

8 Assessment of student’s adjustment to school Poor Needs Improvement Satisfactory Very Good Excellent Comments:

9 Name of school contact

10 Title of school contact:

11Additional Comments

Oct

, Jan

, Apr

Sch

ool C

onta

ct R

epor

t

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Expense Reports• Submit within 30 days of incurring expenses.• Attach Original Receipts – No receipt, no reimbursement.• Attach mileage log to the expense report

(Cannot submit just a mileage log, must have the expense report).

• Mileage is currently reimbursed at .20 per mile• Don’t scan or fax expense reports to the District Office. Can

only process Original Copies.• Cannot send expense report directly to the National Office.

Must be approved by the District Office first.

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Excel Expense Report

Follow Up

• Build Notes – Memories Fail!

• Keep Commitments – Strong Support

• Show Interest – Ask all folks involved with a student during the year how things turned out.

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Thanks for All You Do!

Fala ljepo(Croatian )

Dankeschön(German)

谢谢

Doh je

(Chinese)

Kiitos(Finnish)

Merci Beaucoup(French)Ďakujem

(Slovakian)

Dekuju(Czechoslovakian)

박현희Kamsahamnida

(Korean)Gracias

(Spanish)

Dankjewel(Dutch)

Спасибо

(Russian)

Cheers(Scottish)

Acknowledgement

• Thanks to Madeleine Henderson, Philadelphia, PA, who constructed the majority of the slides for this program. ~ Kathy Ulm, ed