Compliance/Government Relations
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Overall Objectives
The AFS-USA Compliance Advisory Group will develop recommendations and provide input on ways to ensure that AFS-USA moves into full compliance with all existing and new regulations and standards of CSIET, the US Department of State, and the AFS Partner network.
• Review & make recommendations on new compliance requirements (DoS & CSIET)
• Determine & make recommendations on how to share best practices between the successful AT (over 85% compliant) & those needing assistance to become compliant
• Make recommendations for the improvement of monthly liaison contacts
• Make recommendations for the improvement of on-time placement
• Make recommendations for the improvement of required orientations
• Create & help implement Compliance Volunteer position
• Conduct ongoing documentation review (position descriptions, handbooks, etc.)
Specific Objectives
The Compliance Advisory Group will meet once a month (or as necessary) to discuss and make recommendations on a variety of issues affecting compliance. The Advisory group will target several key areas in phases:
1. Improve on-time placement. Host family screening and collection of paperwork by volunteers (including double placements, welcome, temporary and replacement families) to be complete and on file prior to participant departure from home country. Trained and registered liaisons assigned to participants, families and schools before participant arrival. Written school approval for participants on file prior to participant departure from home country.
2. Ensuring attendance and tracking of required orientations and trainings for all host families, participants, and volunteers, including any individual orientations conducted for participants who are unable to physically attend an orientation.
3. Documented monthly contact with host families and participants, including three "in home" contacts for year program participants and two "in home" contacts for semester participants. Document school contacts three times for year program participants and two times or more for semester participants.
4. Review AFS materials (including host family applications, training materials, website, etc) to ensure that we are meeting the compliance regulations.
5. Create a plan to monitor and evaluate the recommendations of this work group.
Composition
The committee will be composed of six volunteers and the Manager of Government and Legal Affairs. The staff and the volunteers who are currently members of this group are as follows:
• Stephanie Cashmore, Co-Chair - Government and Legal Affairs Manager
• Matt Closter – Compliance Coordinator, New York
. Midge Englund - Support Coordinator Finger Lakes, New York
• Anne Herendeen – Steinbeck Coast AT / National Council Representative
. Ann Jackson - Texas Gulf Coast
• Emily Kimler – Compliance Coordinator, New York
• Deb Maly – Co-Chair Milwaukee AT
• Kelly Vetter – Compliance Coordinator, St. Paul
. Robin Weber - Director Risk Management and Quality Assurance, New York
Method of Election/Appointment
• Volunteers signed up to participate in the advisory group at the NVA in Denver April 2009. Replacement members will be chosen by the group.
• The chairperson will be chosen by the group.
Committee Term
Members will be asked to commit to being active and responsible members of the group for a minimum term of one year and a maximum of three years.
Methodology
• The committee will meet by phone conference monthly or as needed.
• There will be regular email correspondence.
• Additional meetings may be called as necessary.
• The Advisory group's activities and progress will be reported regularly to the National Council and President of AFS-USA.
Accountability
- The advisory group will be accountable to the Director of Risk Management & Quality Assurance.
- Any work done by advisory group which leads to changes, additions or revisions to policies, procedures, or structure which would fall under the National Council’s decision making authority would be presented to the National Council for input and final approval before moving forward.
