Departure Day Volunteer Assignments

AFS Main Office

Answer incoming phone calls
Answer questions from students, volunteers, and direct them as necessary
Check all students reporting in as Program Releases against master list and have them sign ticket release
Keep AFS Main Office clear (no students to loiter!)

AFS Store

Airport Staff

Help students check in for their international flights
Make sure that students are checked in individually and that their luggage is accounted for
Guard their passports and tickets until it is time to pass through security
Stay at airport until flight has taken off and communicate problems with Paula.

Bus Greeter

Leaders (parking lot)
Leaders (gate)
Greet every incoming bus
Note number bus and arrival time
Notify AFS Main Office by walkie-talkie to inform them of the arrival of each bus
Board the buses to give instructions and make sure that each greeter gives the “welcome speech”
Instruct each bus driver about driving over to the Hillwood Commons parking lot
Bus riders ride to parking lot
Bus unloaders direct students to drop off bags by bus number

Bus Loader/Manifest Checker

Contact AFS Main Office to make an announcement preparing students to board the bus
Make sure that all students are ready to board the bus in a timely fashion
Make sure that all students are accounted for
Don’t let any students off once they are on the bus!
Make sure that the bus is ready to leave on time
Contact AFS Main Office to page any missing students
Contact AFS Main Office when the bus is ready to leave
Ensure that bus driver knows the exact destinations (airport/terminal) of the bus

Chaperone Lounge

Make sure that all chaperones receive their AFS t-shirts
Collect all extra supplies and sort into food/perishable items, stationery/orientation supplies and personal hygiene/medical supplies.
Food stuff can be saved for overnight students and stationery and medical supplies can be boxed up to be stored and/or moved
Collect evaluations. Place student evaluations into one box and chaperone evaluations into another
Make sure that coffee/tea service is replenished by Hillwood Commons as needed
Make sure that students are not loitering in Chaperone Lounge
Package up everything at the end of the day!

Information Desk

Answer questions from volunteers and students; direct people as appropriate
Maintain overall information for students and volunteers about daytime schedule
Provide updated travel information for students’ departure (directed to information desk by Welcome Speech staff)
Provide information about transportation (train schedules, shuttle bus departure times and taxi company phone numbers) to Volunteers, as needed
Provide cards to students as needed to update info or replace lost cards

Luggage Loaders

Medical Office

Provide place for students to rest
Provide basic medical services to students: aspirin, ice packs, adhesive bandages, sunscreen, etc.
Monitor any students with conditions requiring supervision: contact AFS Main Office personnel, if needed, to report any serious conditions that will affect the student’s ability to travel

Student Rest Area/ Showers

Make sure students who are sleeping are awakened in time for their bus loading and departure
Hand out towels and soaps to students who want to take showers
Make sure that students shower in an organized and timely fashion so that all students have the opportunity to shower

Voice of Departure Day

Night of Departure Day: Overnight Volunteers (with students)

Make sure all students’ luggage is transported between Departure Day site and hotel/dorms.
Make sure all students take their valuables or lock them in office/staff room and keep a list of these valuables
Post schedule in the dorm/office for students and volunteers
Assign students their rooms and inform them of the rules and the evening/morning schedule
Make sure that students do not leave the designated areas
Do a bed check between 11:30p.m. and midnight
Make sure that there is someone in charge of security/ hall monitoring at all times
Make sure that students are awake for their buses and that they get to breakfast