Global Educators Program

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Final VTP Taskforce Report submitted to National Council, January 20, 2010:

Final_Report.pdf

Appendix to Final VTP Taskforce Report:

Final_Report_Appendices.pdf



Contents

Taskforce for Visiting Teacher Program

Taskforce Timeline

  • May 1, 10am-11am Conference call: Erin & Liz brainstorm focus & group
  • May 4, 11:15am-12:15am Conference call: Erin & Liz brainstorm focus & group
  • May 12, 10am-11am Conference call: Meeting #1
  • May 14, 10:30am-11:30am Goto meeting, AFS-Wiki tutorial
  • May 18, 10am-11am Conference call
  • May 26, 10am-11am Conference call
  • June 1, 10am-11am Conference call postponed
  • July 6, 10:30am-noon
  • July 13, 10:30am-noon go-to-meeting, Skype or Conference call, Final review School Survey Monkey pre-distribution [Ann & Erin Support Conf., Austin, TX]
  • July 15 10:30am-noon Conference call, distribute School Survey #1 (this is being moved back as of July 28, pending Marketing distribution list)
  • June 16, 7:30am-11:30am Face-to-face meeting at VTP-EOS, NYC [Ann not present]
  • July 20,10am-11:30am Conference call meeting
  • June 22, 10:30am-11:30am Conference call [Sue not present]
  • July 27,10am-11:30am Conference call meeting
  • June 30, 10:30am-noon Conference Call Review School Survey, Partner Survey
  • August 10, 10:30am-noon Conference call, re-send School Survey to distribute list (reminder 2)
  • August 17, 10:30am-noon Conference call, re-send School Survey to distribute list (reminder 3)
  • August 24, 10:30am-noon Conference call (cut-off date for School Survey collections)
  • August 31, 10:30am-noon Conference call
  • September 4, 10:30am-noon School survey results distributed to VTP Task Force for review
  • September 14, 10:30am-noon Conference call meeting
  • September 21, 10:30am-11:30 Conference call meeting
  • September 28, 10:30am-11:30 Conference call meeting
  • October 5, 10:30am-11:30 Conference call meeting
  • October 9-22, Short-Term Visiting Educator Program Thailand to USA [4 Principles & 9 teachers]
  • October 26, 10:30am-11:30 Conference call meeting
  • November 2, 10:30am-11:30 Conference call meeting
  • November 9, 10:30am-11:30 Conference call meeting
  • November 16, 10:30am-11:30 Conference call meeting
  • November 23, 10:30am-11:30 Conference call meeting
  • November 30, 10:30am-11:30 Conference call meeting
  • December 7, 10:30am-11:30 Conference call meeting
  • December 14, 10:30am-11:30 Conference call meeting
  • December 21, 10:30am-11:30 Conference call meeting
  • December 30, 10:30am-noon Conference call meeting
  • January 4, 10:00am-11:30 Conference call & goto meeting
  • January 11, 10:00am-11:30 Conference call & goto meeting
  • January 18, 10:00am-11:30 Conference call & goto meeting
  • January 25, 10:00am-11:30 Conference call meeting

Meeting Minutes for Monday, December 21, 2009 (10:30 am)

The Visiting Teacher Taskforce will be presenting recommendations for the Educator Program during the January 30, 2010 National Council meeting. Elizabeth would like to present the DVD to NC regarding the Short Term Thai program. First draft of report completed 12/29/09.

Proposed outline and tasks for the report is outlined below (should be as concise and reader friendly as possible):

1. Description of the year/semester program during J1 visa program prior to new Guidance (Erin will share description we have. There were many interpretations of how teams planned and hosted the program). Assigned to Larry.

2. U.S. State Department guidance requires changes in VT program. Assigned to Erin.

Due to changes in the office of designation, including new personnel and interpretation of the regulations governing AFS's designation in the teacher category of the J visa regime, the AFS Visiting Teacher program was suspended for the 09-10 academic year.

There is a new guidance for the J1 teacher category that requires that Visiting Teachers be provided with a salary that is equivalent to what their counterparts in their host schools receive. The AFS Program is designed as a cultural exchange; participants having understood that they do not receive salaries. Also, AFS has never asked host schools to provide a salary or the monetary equivalent of a salary for the teachers they have hosted. Although the State Department well understood the nature of the AFS Visiting Teacher program when we were granted the original designation, we --or any other organization-- cannot be exempted from this requirement.

As a result, AFS-USA was left with two choices to move forward. We could either continue with the program as it is now and face the distinct probability of having our designation revoked immediately; or, voluntarily suspend the program for the 2009-2010 until we have addressed the compliance issues. We took the decision to voluntarily withdraw from AFS-USA's teacher designation for the 2009-2010 academic year. Revocation would have meant that we would not be eligible to apply for a re-designation for a 5-year period. Withdrawing voluntarily allows us the possibility to restructure the program to meet the new guidance or to find a more suitable visa category.

Since that time, a Taskforce of volunteers and staff have been working on a set of recommendations on how the program should be moving forward, which is detailed in this report.

4. Description of the VT Work Group and what it has done to evaluate the situation. Assigned to Elizabeth (refer to October NC report and wiki minutes). The taskforce recommended the wiki can be added as part of the appendix.

5. Surveys: (Add survey’s in the appendix) Other organizations involved in teacher exchanges Schools (Ann and Stephanie) Partners (Stephanie) Volunteers (Larry) General conclusions for a future VT program (TBD)

6. Can the J-1 visa work for an AFS VT program? Yes, however, does it fit with AFS mission and the integrity of the Fulbright Hayes Act. (Abby will take the lead in this).

The J-1 visa is being used by other organizations for international teacher exchange. The Visiting Teacher Taskforce is of the opinion that complying with the State Department Guidelines would not be consistent with the mission of AFS for the following reasons:

International teachers * Would need to meet certification guidelines in the states in which they would be teaching

  • Would need to be paid compensation that is equivalent to the compensation received by a full-time teacher in a US school
  • Would teach full time (generally a language class)

A paid program under the J1 Visa

  • May limit the countries for an AFS program
  • May limit the variety of schools and grade levels which would have an interest in or benefit from the AFS program
  • May leave less time for cultural lessons for all students
  • May not be a program which reflects the spirit of the Fullbright- Hayes Act

6. What other visa categories could be used? What are the recommendations? Ann will take the lead on this organized into bulleted lists.

7. What benefits does a VT program provide to: (Larry and Sue will look at this based on feedback from the volunteer survey)

  • VT’s
  • AFS
  • Schools
  • Volunteers
  • Partners

8. What elements of an AFS VT program are: (based on last meetings notes, all should send something into Larry and Stephanie). See also notes from December 14th.

  • Advisable
  • Essential
  • Unacceptable

9. Recommendations of the VT Work Group (addressed during January 8th meeting).

Next Taskforce Meetings:

  • Wednesday, December 30 (5553 conference bridge)
  • Monday, January 4 (5552 conference bridge)


Meeting Minutes for Monday, December 14, 2009 (10:30 am)

The following items were reviewed:

  • Review surveys already shared via email
  • What we learned for program alternatives (based on the survey's. Low turnout so far for the US educator survey but of note:50% of 24 responders sighted that lack of financial funding prohibited them from hosting teachers.

Organizational Survey Summary

Received 5 useful responses to the survey. One from a public school system. Two from non-profits. Two from private international schools. All 5 use J-1 visa. One has some teachers on the H-1 visa.

Generally they:

  • Pay full salary
  • Do not appear to count in-kind benefits towards salary
  • Use teachers as foreign language teachers with a full-time schedule – French, Spanish and Chinese language (1 school had teachers from a lot of English speaking countries.)
  • Have teachers stay for 3 years
  • Do all grade levels
  • Have background checks
  • Do not use host families

Situations which were different

  • Amity has some teachers with partial salaries from their home country
  • Newton uses H-1 visa for some teachers
  • 1 use for teaching ESL
  • College Board uses some host families
  • Some become certified
  • College Board provides school lunches
  • Some did not check that they provide transportation to and from home country
  • Two had no programs less than 3 years.

Partner Survey Summary

Countries who have responded: 1. Argentina 2. Austria 3. Belgium French 4. BFL - Flemish 5. Bolivia 6. Brazil 7. Colombia 8. Denmark 9. Egypt 10. Ghana 11. Honduras 12. India 13. Italy 14. Panama 15. Paraguay 16. Philippines 17. Portugal 18. RSA 19. Russia 20. Spain 21. Thailand [3 replies]

Valid responses – 23 – others probably test results

Most countries liked semester programs (16 out of 23). All lengths popular 3 weeks 10 out of 16. Year 13 out of 16.

Number of teachers they can recruit:

  • 48% said 1-2: Colombia, Honduras, Spain, India, Bolivia, Panama, Belgium French
  • 40 % said 3-5: Portugal, Paraguay, Belgium Flemish, Austria, Italy, Denmark, Argentina (more for 3 wk program), Ghana, Egypt
  • 20% said 6-10: Brazil, Thailand, Philippines, RSA

Able to recruit:

  • Proficient in English – only no’s from Honduras, Parguay, Spain, Thailand,
  • 3 yrs teaching – No’s from Paraguay, Honduras, Thailand, Belgium FR and FL
  • Certified – NO’s from Colombia, Honduras, Thailand (1 of 3), Bolivia

Background Checks Yes – 9 out of 23 1. Belgium FL 2. Brazil 3. Denmark 4. Philippines 5. Thailand 6. Bolivia 7. Belgium FR 8. Argentina 9. Egypt

School salary while on leave for prof dev – YES – Thailand, Argentina, Ghana Unlikely to be able to fund: Portugal, Colombia, RSA, Russia, India, Philippines, Panama Very limited other funding

What in the current program we want to retain? What in the current program can be omitted? (The group will consider these points and email group no later than Friday, December 18, 2009)

Essential

  • Keeping in line with the mission of the Fulbright Hays Act: As the preamble of the Fulbright-Hays Act of 1961 states:

The purpose of this chapter is to enable the Government of the United States to increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchange; to strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations, and the contributions being made toward a peaceful and more fruitful life for people throughout the world; to promote international cooperation for educational and cultural advancement; and thus to assist in the development of friendly, sympathetic, and peaceful relations between the United States and the other countries of the world.

  • Long enough to enable teachers to learn about a new culture as well as share their culture (length should be longer than 10 days. 1-3 months is a realistic timeframe.).
  • Process of participant support (though should be modified somewhat based on feedback from Support Staff)

Undesirable

  • 1 year program will be eliminated for the time being but may be revisited with the next workgroup.

Advisable to add

  • Ask teachers what their focus is to help with placement and kinds of schools they will visit and work with.
  • More pre-planning after placement is made so the teacher and school/community and communicate and set objectives for the program.
  • Might add new components if necessary (using any regulations as a guidance)
  • Background check that is consistent across the board. For example, providing host schools with documentation from other countries to address the integrity of the teacher coming on the program. (next step)

Remaining questions:

  • What, if any, additional information do we need to bring our work group project to a conclusion?
  • What are the remaining steps (keeping in mind that the purpose of VT Taskforce is to make recommendations about whether under the current DOS guidance the group recommends using the J-1 visa for a program similar to the suspended program)

What we have we learned and what we will be recommending to National Council in regards to moving forward with the program:

  • Keeping alive the integrity of the Fulbright Hayes Act
  • Taskforce is recommending that we do not pursue the J1 visa as it veers away from the purpose of the program.
  • J1 Visa track would lose the mission of the program as it fits into the mission of AFS.
  • Taskforce, in our recommendations, should also include next steps and what is felt should be focused on in the next Taskforce.
  • Abby - Are current surveys enough to make recommendations? If not, why not?
  • Larry – Have learned that there are organizations with teacher programs using the J-1 visa which appear to be in compliance, but the organization appears to be more like a placement service.
  • Erin – Would we recommend going in that direction?
  • Susan – cultural part is the most important part of the program and it would be lost if program became a placement service.

Discussion generally focusing on length of program showed inclination to program longer than recent Thai pilot program.

  • Abby called attention to the 2 last question’s on Larry’s volunteer survey: What elements are essential? What elements are unacceptable?
  • Susan – program needs to be long enough to share culture, for host families and volunteers to learn about the other culture. The longer program gains momentum as it goes along. The short Thai program was an intense work effort. Susan suggested a program length of 30 to 90 days.
  • Abby – minimum length of 3 to 4 weeks. Anything shorter becomes a “tour and presentation” program.
  • Larry – it seemed that schools and volunteers in Maine got little out of the short
  • Members of current Advisory Group should be involved in the next group which would look at alternatives.
  • Abby – would hate to lose the experience with the program which current group has and also the learning and development which is a consequence of working together in this group.
  • Future VT Taskforce members should look into possibility of using background checks to screen educators for the program. May be useful information in our surveys. Elizabeth supported trying to have checks done in the home country. There is a question on the Partner Survey providing some information on availability in home country. Cost of different types of background checks? AFS needs to feel confident in teachers we are providing. Erin – If done in home country, there should be some AFS standard, perhaps part of a checklist for partners of information needed or processes to complete.

Short Program recommendations based on experience with the Thai program:

  • Thai teachers got surface observations.
  • Susan observed one class in short Thai program she felt generated enthusiasm and learning. It is possible.
  • Ann – If program is very short, need specific goals. What do teachers want to do, ex. what grade levels to observe or work with? Ann felt she jammed a lot in which was overwhelming as a way of trying to make sure teachers got something they wanted.
  • Abby – short-term programs are a possible alternative because other visa categories allow for shorter stays. Abby feels AFS has advantages over at least on other organization arranging short visits, because it already has a solid structure for its programs.

Other remaining Steps

  • Everyone submit suggested report outline to Elizabeth and Erin.
  • First drafts of survey descriptions: Partners – Erin, Organizations – Larry, Schools – Ann Susan happy to edit drafts.
  • Plan to submit report for National Council Meeting January 30, 2010
  • Need to produce a report. Discussed including steps for next group, including information from 3 completed surveys and from Larry’s volunteer survey. Conclusions about other visas. Suggested including something on alternatives
  • What to do about Larry’s volunteer survey? Larry needs to provide questions in appropriate form.
  • Group wants to expand the base of people answering the volunteer survey: Group should also contact teachers with the questions and let group know who is being contacted.

Action Items:

  • Erin will send Larry email addresses for VT volunteers
  • Discussion Larry will send his volunteer survey questions to those volunteers and compile the responses.
  • Erin send Ann the updated school survey

For next week:

  • Review Larry’s questionnaire (1-13)
  • Consider these points and email group no later than Friday, December 18, 2009: What is essential to the program, what elements are undesirable and which are advisable to add.
  • Organizational Survey asked question about. Stephanie and Larry will report on that information. Believe College Board teachers from China undergo background checks in the home country.


Meeting Minutes for Monday, November 23, 2009 (10:30 am) and final Revised Timeline

Due to winter arrivals, Global Link training and holiday season, realistically we’re looking at Jan for a final report.


Final steps to bring the Taskforce to a conclusion:

  • Finish gathering data from surveys, calls, and research and report it to the group.
  • Notify all members of the Taskforce that the next calls will produce the Group’s recommendations for the future of the AFS VT program.
  • Prepare a brief document discussing the following: Ability of AFS to comply with J-1 requirements and what we have learned about the ramifications or consequences of changes needed to comply; Other program opportunities or limits of alternative visas (possible visa alternatives, if any, will be vetted with Helen Lowman via email; Elements of existing AFS VT program we want to retain
  • Review final document with the group (final document will formulate recommendations to National Council)

Timeline and summary of agenda topics for remaining meetings:

December 7th

  • Review surveys already shared via email (come prepared) – the whole hour will most likely be needed. Please note that some survey’s are not yet completed.
  • What we learned for alternatives
  • What in the current program we want to retain? What in the current program can be omitted?
  • What, if any, additional information do we need to bring our work group project to a conclusion?
  • What are the remaining steps and the projected time to complete them

December 14th and 21st (schedule 2 hour meeting for the 14th if necessary)

  • What additional info if any do we need? What are the steps and is anything missing.
  • Get input from Helen Lowman regarding other visa options (if there are any that the taskforce is recommending).
  • Next step: what are the groups recommendations? Outline.

December 28th (no meeting)

  • The Taskforce will communicate via email as necessary

January 4th

  • Outline of recommendations to National Council complete
  • Designate sections for members to work on

January 5th – 11th

  • Communicate via email to complete final draft of report in preparation for final meeting on January 11th.

January 11th

  • Review final report and recommendations from Taskforce (present to National Council in January or February)


Meeting Minutes for Monday, November 2, 2009 (10:30 am)

VTP Short Term Program

  • Timeline for receipts including volunteer hours – please send them to me by Friday, November 6 if you’d like to be reimbursed by next week.
  • Post Survey to US schools: sent by lead volunteers in each team.
  • Larry has an email message to schools which he can share with the other teams.
  • Send each survey out by Tuesday November 3, 2009.
  • Deadline for completing is November 17, 2009.
  • Thai teachers are working on final reports about their experience. Ask Thailand if these reports can be translated and shared.

VTP Taskforce

Organizational Survey – Next Steps and timeline.

  • Larry will share the list of organizations with the group by today – Taskforce provides feedback regarding additional organizations we can reach out to by November 5th. If anyone has any direct contacts for organizations that host teachers, please share those by end of the day tomorrow. List will be finalized on Wednesday, November 4th.
  • Abby and Larry contact each organization directly to preface the survey (others will make calls if necessary). The survey link will be sent as a follow-up.
  • All calls will be completed by November 20th (detailed time line to be drawn after list of organizations in completed).
  • Erin will put survey into surveymonkey and distribute.

Survey going to US schools. ACTFL website had a low turn out. Moving forward:

  • Attached document will be included as a handout for the ACTFL conference at the end of November.
  • This will also be included in a hard copy mailing to ACTFL members that will be receiving sending scholarship materials.
  • The AFS Development Team will be pulling a list of educators from Raisers Edge so a message about the survey and scholarship opportunities can be sent out. Marlene Baker will be drafting this message.


Meeting Minutes for Monday, October 26, 2009 (10:30 am)

Thai Short Term Program Wrap up Send any reports I can share with Thailand:

  • Anecdotal stories and final calendars (to be shared with AFS Thailand for their report to the U.S. Embassy and as a template, add to the wiki)
  • Final draft of Survey to measure impact of Thai short term program
  • Expenses (attached)


Wrap up Task Force survey's


Partner surveys

  • Collect data and share on November 3rd (survey deadline to partners was November 2nd)


The following email was sent to AFS Partners announcing the survey on 9/30/09:

Dear friends,

Greetings from AFS-USA! I wanted to draw your attention to the below posting in the International In-box. You're feedback on this survey will be most appreciated as we move forward with redesigning the Visiting Teacher Program in order to give educators across the network international, professional development opportunities. The deadline for completing the survey is Monday. November 2, 2009.

Thanks in advance for your assistance!

AFS International Inbox Posting on 9/25/09...

USA - AFS USA Visiting Teacher Program Survey for Partners

AFS Intercultural Programs/USA received notification in February 2009 from the United States (U.S.) Department of State that we need to modify our Visiting Teacher program to meet visa requirements, including having teachers on our program who are certified to teach full time in the United States. AFS-USA has temporarily suspended the Teacher Program to bring it into compliance with the requirements of the J-1, or other visa category. AFS-USA is committed to finding solutions that will enable us to continue cultural exchange through the teacher program and is working to do so via a Task Force comprised of Volunteers and Staff.

Whether you've participated in sending teachers to the U.S. on this program in the past or not, we are asking all of you to please take the time to complete this short survey. The information you provide will help AFS-USA continue the Visiting Teacher Program and hopefully expand it to include many partner countries.

Your help is very much appreciated! This survey should take approximately 10 minutes to complete.

To access the survey, please click on the following link: http://www.surveymonkey.com/s.aspx?sm=YoouSqEzFe_2fbNuEQW8adOQ_3d_3d

With warm regards,



US Educator Survey

  • Will be distributed at ACTFL Conference November 20-22, 2009
  • Taskforce: Share with all local contacts
  • Share with NVA delegates (Elizabeth)
  • Share with Hosting managers to share with Hosting Chairs (Erin)


Next Meeting

  • Focus on Organizational Survey


Survey’s Posted on Survey Monkey


Meeting Minutes for Monday, September 28, 2009 (10:30 am)

Moving forward with survey distribution

Share survey link with National Council (to distribute via delegates)

  • Larry and Stephanie final review of organizational survey.
  • Erin: reminder to partner countries
  • Taskforce members will send survey link out to contacts. Link to the survey to schools: http://www.usa.afs.org/usa_en/view/6939

Thai Short program

  • Larry and Stephanie volunteered to draft a survey for the schools to complete at the end of the program.
  • Erin will share domestic itineraries for Thai teachers this week.


Meeting Minutes for Tuesday, July 27, 2009 (10:30 am)

Task Force members present: Erin Abrams, Elizabeth Leatham, Larry Ralph, Steph Ralph, Abby Munro-Proulx, Susan Thanas

July 20th – reviewed and updated action items

Ongoing: Educators Survey

  • Erin will set up Goto meeting with Ann to convert Educator's Survey word document to Survey Monkey format and distribute to Task Force by Wednesday, July 22, August 3 requesting the Task Force to review and return by Thursday August 4th Friday August 5th
  • Erin to confirm distribution list and date – continue to work with Marlene and Rick(Sending) to do week of July 20 27th, and budget allowing the number of people that can be included

Partner Survey

  • Erin will update Partner Survey and forward to Task Force for review and respond by Wednesday July 29th August 3rd

Done: Erin will ask Jim, Wendy, and Carolyn to also look at the survey for unbiased opinion

AFS-USA Educators Survey Discussion:

  • To be released soon
  • Survey Monkey home page shared with Task Force

Action:

  • Erin to incorporate Wendy’s comments and forward to Task Force Tuesday, July 28 and Task Force to reply via email with additional comments (done)
  • Marlene Baker to contribute add one or two global education or global learning questions to existing survey & Erin will share with the Task Force
  • Elizabeth will ask Kerry McCollum about available funds and guidance for VTP Task Force

AFS-USA Partner Survey Discussion

  • Reviewed and discussed survey incorporating Jorge’s and T.F.’s comments

Action

  • Erin will forward survey to Task Force Tuesday July 28th for final review with T.F. responses due by Wednesday the 29th
  • Erin will forward survey to partners for unbiased comments (e.g., Thai, Spain); as Erin will be chaperoning NSLI students the end of August, she will meet face-to-face with AFS-Turkey colleague to discuss survey

Next conference call meeting: August 10, 2009

Parking lot topics

  • Grants – research grant link for available grants at the Department of State, Fulbright-Hays Act
  • Visa possibilities
  • Short term programs (e.g., 11-day Thai program using Tourist Visa)

Meeting Minutes for Tuesday, July 20, 2009 (10:30 am)

Task Force members present: Erin Abrams, Elizabeth Leatham, Larry Ralph, Steph Ralph, Ann Ruhman

July 13th – reviewed and updated action items

July 20, 2009 meeting

Support Conference – Ann & Erin attended; Ann shared her conversation with Helen Lowman who agrees with the VTP Task Force that the conclusion will probably result in AFS not being able to run the VT program, although we can ask if to run under another visa, or ask the Department of State approaches that would work for AFS to run the program in the spirit of the Fulbright-Hays Act. Helen emphasized the need to address certification. Topics include: compensation, teach fulltime, and qualifications. [partner country staff represented at conference included: Dominican Republic, Japan, France, Italy]

AFS-USA Educators Survey Discussion:

  • Release next week

Action:

  • Erin will set up Goto meeting with Ann to convert Educator's Survey word document to Survey Monkey format and distribute to Task Force by Wednesday, July 22, requesting the Task Force to review and return by Thursday this week; she will also forward to the three Regional Trainers for unbiased input
  • Erin to confirm distribution list and date - to do week of July 20th
  • Erin will touch base with Marlene Baker regarding the distribution list, and budget allowing the number of people that can be included
  • Erin will ask Jim, Wendy, and Carolyn to also look at the survey for unbiased opinion

AFS-USA Organizations Survey Discussion:

  • release in September

Action:

  • email draft #2 to Task Force to review document and respond by July 25th
  • Erin will ask Jim, Wendy, and Carolyn to also look at the survey for unbiased opinion

AFS-USA Partner Survey Discussion

  • release in September

Action

  • Erin will forward Partner Survey draft 2 to Task Force for review
  • email draft #3 to Task Force for review to review document and respond by July 25th
  • Erin will ask Jim, Wendy, and Carolyn to also look at the survey for unbiased opinion
  • forward survey to partners for unbiased opinions (e.g., Thai, Spain)

Parking lot topics

  • Grants – research grant link for available grants at the Department of State, Fulbright-Hays Act
  • Visa possibilities

Meeting Minutes for Tuesday, June 16, 2009 (8:00 am)

Welcome new members to taskforce: Sabrina, Adele, Stephanie who bring varying experience and perspectives of the VTP program

Surveys – reviewed in detail the school and partner surveys agreeing that the overall goal of the survey needs to have a positive tone, that it take less than 20 minutes to complete, and that the results be available to survey participants. The committee members also agreed to work on draft #3 update the surveys once again, to include the perspectives of:

  • Part I – AFS-USA Visiting Teacher Program customer satisfaction
  • Part II – Department of State Compliance - questions around compliance
  • Part II – redesign the VTP to enhance service for both partner countries and schools; 5-year VTP wish list - think outside the box… are we satisfied with the program we offer now?

Members agreed that the School District Survey be the first to be distributed as the results would then direct the next steps.

School District Survey Committee action items – Ann, Joann

Review School District survey draft 3 and forward to Jim Laden and Joanne Yokoyama in the Portland Office:

  • for additional comments/suggestions
  • to identify who will post the survey questions to the instrument
  • timeline for posting survey onto Zoomerang survey instrument
  • Erin to obtain contact lists from Marketing/M.Baker
  • Elizabeth to submit to all relevant documents (email correspondence, survey) for School District Survey to National Council before distribution
  • Members agreed that once the 2009 participants have arrived, would be the time to distribute the Partner Countries, most likely September 2009.

ACTION ITEMS for June 20, 2009

  • Update Taskforce roster and distribute to members by Thursday, June 18
  • Update surveys and distribute to VTP Taskforce by Saturday 9am June 20

1. School Districts (Ann, Joann) – to send asap w/approval from National Council 2. Partner Countries (Erin, Sue) – send by September __, 2009

  • Next VTP TF meeting by Conference call, Monday, June 22
  • Sabrina will share with Principals/others to obtain outside perspective(s)
  • Liz to share National Council meeting dates with VTP Taskforce
  • Liz to talk with Mary Porterfield about her position on the VTP and whether she would support the VTP Taskforce as an ad hoc committee member
  • Liz to ask Keri Dooley about communication protocol with the AFS-USA Board
  • Next conference call June 20, 10:30am, 1-800-826-2376 7 5550 or 212-299-9000
  • School Survey

PARKING LOT:

  • Anecdotes/figures to follow-up w/partners to share with schools for their recruitment
  • Schools – ask if they are only able to host teachers on a volunteer based program
  • Research of VISA options



Meeting Minutes for Tuesday, June 1, 2009 (10:00 am)

Due to scheduling, Susan and Larry were not able to join

I. check-in/review action items from May 26th meeting

Waiting to hear back from the U.S. Department of State for clarification on what related professional experience means in the J1 visa teacher regulations.

II. Review survey questions draft #2

a) Competitors, Larry & Abby

  • Method for sending out survey. Call first, give background and follow up with survey.
  • Offer an incentive/reward to complete the survey: results of survey in the hope the outcomes would be helpful to their organization.
  • Rename the document (“competitor” sounds too harsh). Market survey: international programs for adult educators?
  • Calling first may also allow to inquire f there are other programs out there that we haven’t been aware of.

Bottom line: we do need to be consistent by using a written survey so our information is truly measurable. However, all agreed that calling first to give a background on the group’s work and give an introduction should take place first to provide context.

b) Partner Countries, Erin & Sue

The following question:

Are you interested and do you have the capacity to recruit teachers to participate in AFS-USA’s Visiting Teacher Program?

Was changed to:

Are you interested and do you have the capacity to recruit teachers to participate in a Visiting Teacher Program with AFS-USA?

c) School Districts, Ann & Joann

We agreed that school principals should be our target demographic for the survey

Include an introduction so the best person is answering the questions. For example: We want US students to have the opportunity to learn first hand other cultures. We hope that you would be able to assist us so we can help you meet (add a buzz word here) in your school district. Possible buzzwords include:

  • Global initiatives
  • Global Awareness
  • Intercultural Competence
  • Experiential Learning

Abby suggested looking at school website to find buzzwords.

III. Action plan(s) for survey monkey (need measurable results)

Jim Laden has offered to help with final drafts of surveys (final drafts will be sent to Erin on June 2, 2209). Feedback on the following will be helpful:

  • Are the questions biased?
  • Are we asking them right to get the outcome as well?

Suggestions for all survey’s sent:

  • Offer an incentive/reward to complete the survey
  • In front of each survey, say how long it will take. Halfway, a note saying “You’re almost done!”
  • Say "Thank You" at end of survey.
  • Would you be willing to be contacted at a later date? Include fields for contact information is the answer is yes.
  • Include a short introduction explaining rational for survey

We might have next week’s meeting later in the week so we can digest Jim’s comments and have one more round of review.

IV. Wrap-up

Elizabeth will be sending out an email soliciting agenda items for next meeting.

Joann suggested that we share each other’s. Send numbers to Elizabeth for our use not in the wiki).

Upcoming travels:

  • Abby: June 28-July 21
  • Erin: June 28-July 3 (in DC for Youth LEAD and YES/CB Orientations), July 10-13 (In Austin, TX for AFS Support Conference)
  • Joann: July 1-July 16
  • Ann: in Canada from July 13-August 2

Meeting Minutes for Tuesday, May 26, 2009 (10:30 am)

I. Check-in/review action items

Action Item: list serves Marlene Baker will be sharing list-serves that might be useful for the survey’s being sent to K-12 schools. The list serves suggested are: • National Association of Secondary School Principals • ACTFL • AFS Schools

Perhaps we should design two surveys: one for a national response and one for AFS related schools.

II. Review survey questions for partner countries - Erin & Sue

Action: Erin will follow up to understand what does related professional experience means in the regulations.

Erin and Sue are working on a second draft which will include/consider the following:

• Have a transparent opening. We can add a short description of why the program is not running this coming year and that we’re in the process of figuring out how we can meet new guidelines (basically give a reason why we are asking these questions and how they relate to the current guidance and regulations)). • If schools are able to provide funding, can you recruit the educators that meet the following qualifications • Include “Teacher Compensation” in beginning

III. Review survey questions for school districts - Ann & Joann

Ann and Joann are working on second draft which will include/consider the following:

• Look through for right terminology (take out AFS related lingo). • Some schools (teachers, principals) might not be aware of the visa regulations so the wording should be in more layman terms. • Who are we sending these questions to? Should this go to schools that never hosted a teacher? • Question to consider for survey: Global initiatives in curriculum? • Ask questions that relate to the regulations • Incorporate a multiple part question regarding their own state regulations. • What is the starting salary for teachers? Should we ask this? • Visa questions wouldn’t be necessary • Hosting questions can be taken out • What would your school require to host a teacher?

IV. Review survey questions for competitors - Larry & Abby

Larry and Abby are working on second draft. The competitor survey might be sent on a rolling basis if we get more names of organizations from schools and districts.

V. Action plan for survey monkey (need measurable results)

This will be included to next week’s agenda.

VI. Review action items & wrap-up

Erin will send group estimated cost of AFS hosting a teacher (sent to Helen). Also send SIT and Amy’s notes.

By Sunday evening at 5pm, all second drafts are submitted to group.


Agenda for June 1, 2009

10:00 - check-in/review agenda #3 action items

10:05 - review survey questions draft #2 Competitors, Larry & Abby

10:15 - review survey questions draft #2, Partner Countries, Erin & Sue

11:25 - review survey questions draft #2 School Districts, Ann & Joann

11:35 - action plan(s) for survey monkey (need measurable results)

? - other item(s)?

11:55 - review action items & wrap-up



Meeting Minutes for Monday, May 18, 2009 (10:00 am)

Holiday reschedule: Since Monday is a holiday, I’m proposing that we meet at 10:30 on Tuesday, May 26th. Does this work for everyone? Proposed additional norms for our group: -Until we know our voices identify ourselves before talking -Add time limits on all agenda items to ensure flow of meeting and that we’re getting what we need accomplished.

I. Continue introductions & check-in for those not present during last week’s meeting II. Review meeting #1 - action items: minutes, AFS-WIKI tutorial

ACTION: Erin to send the path where notes live via email. III. Homework discussion (regulation document(s))

Purpose of this work group is to get on the same page and see if the Visiting Teacher program can run under the new guidance and if so put forth a program proposal that will be presented to National Council. For the purpose of this group, we’ll be looking at how the program fits into the J1 regs. Ideas moving forward outside of these regulations and the guidance will be put into a parking lot to be vetted in a workgroup that will be formed once this one is concluded.

Questions arose about getting the program going on the J1 visa and that it won’t work on the national level due to, for example, district budget cuts. The outcomes of this group can help assess if this will be an issue or not.

ACTION: Send the group the position paper shared with national council (sent by Elizabeth) IV. Divvy up responsibilities (in order to meet our objectives and begin to set benchmark(s)

Elizabeth suggested forming sub-committees to address development of screening tools mentioned in point IV of May 12th meeting notes. The group will develop survey questions via the sub committees that are based on the visa regulations and guidance. It was suggested using Survey Monkey so results are uniform.

Sub-committees:

• Questions for AFS partner countries (Erin and Sue) • Questions for school districts: (Ann and Joann). What audience is most useful to receive this? Superintendents / principals? Look into listserve options. ACTION: Erin can check with Marlene Baker to see if any relevant existing listserves are used by AFS. • Questions for competitors: (Larry and Abby) Larry has offered to coordinate questions with other organizations

Goal of task: to come up with questions that are based on the regs/guidelines. For example, a question to partner countries may be: "Can you (the partner) recruit participants that meet the qualifications for teaching in primary or secondary schools in his or her country of nationality or last legal residence.”

First drafts of surveys shared with entire group during next scheduled meeting on May 26th.

Parking lot items

• Grant program options

• Immersion programs V. Wrap-up

• Elizabeth – wiki organization Erin posts, Elizabeth formats on the wiki


== Meeting Minutes for May 12, 2009 AGENDA ==


1st Conference Call: Tuesday, May 12, 10:30am; 1-800-876-2376, press 7, bridge line 5550. Moving forward, calls will take place weekly, every Monday at 10:00am. Calls will be rescheduled during when they fall on a National Holiday.


I. Introductions

Abby Munro-Proulx; started hosting in 1995; is currently the hosting and VT coordinator for NW CA.

Ann Ruhman; Michigan Team, moving into Chapter Coordinate position. Started hosted in 2005, volunteering since 2006. Wanted to tie in a sister city school program they have with GUA and tie it into the AFS program. This was not able to happen due to the new guidance since her teachers are not certified.

Elizabeth Leatham; volunteer in NE (Mass Bay). Been involved with AFS since 1996. Elizabeth is the liaison between this group and National Council.

Erin Abrams; Sponsored Programs Specialist since 2005.

Joann Halpern; Has been involved with the AFS Post-arrival and EOS orientations for the Visiting Teacher program for approximately 5 year. Has also been involved in several other AFS projects including the HOW Work Group.

Larry Ralph; VT Coordinator/Volunteer Coordinator in DE Maine. Hosting teachers since 1995.

Sue Thanas; AFS Educator returnee to Russia in 1988. Has been hosting since 2002.

Due to scheduling, Joann Halpern and Sue Thanas were not able to join the call.

General consensus of those on the call is that schools who have hosted teachers through the AFS Visiting Teacher Program seem to be disappointed in suspension of program. Principals have been very excited/surprised about the program having no charge to the school.

II. Group Objectives

-Work towards getting the program started for the short term (2010/11 year)

-Identity longer term options for a parking lot for a second work group objectives while perusing J1 visa route

III. Agreed upon group norms

The group will meet weekly via conference call.

Note taker(s): Erin will take notes during all meetings. If this is not possible, another group member will volunteer to do so.

Notes will be posted on the AFS wiki for accurate records (a wiki tutorial will take place off-line for those who need it). ACTION: Erin: send a tutorial invitation for the AFS Wiki; this will be outside the workgroup’s scheduled meeting time so the focus remains on the group’s objectives. This will be our central information meeting place. Anyone in the workgroup can add information (it will be password protected). Those not on the workgroup who would like to add feedback can do so by contacting someone in the work group to add information and share ideas. The page will be shared with the AFS community letting all know that input is appreciated. Shared through National Council and AFS In-box.

Agenda's from previous week gone over (did everything get done?). All action items are reviewed and if not, how do we move forward?

Trust that things are getting done (accountability): Who does what and in what timeframe? Delegating tasks and taking into account everyone’s comfort level. Elizabeth will ensure information is reported to the National Council.

When emailing, always include all group members with a copy to Keri Dooley and Patti Davis.

IV. Set work group benchmarks (will be discussed further in following meeting) Screening tool(s)

What's needed to pass compliance?

Design survey monkey for school districts nationwide, partners, competitors-how are they bringing in and paying teachers? Is there a program in compliance? If so, how do they do it? This can be asked in a general email (with leading questions so all the information is uniform). But don’t ask if the programs are in compliance, rather, we just want to get a sense of what might be out there. How are other folks doing this? Are they a non-profit or a for-profit?

V. Wrap-up

Next steps

ACTION: Erin: share new guidance and J1 regs with everyone (so everyone can read before Monday’s meeting. Erin will highlight where we are not in compliance). Please read in preparation for next meeting. Additional Notes Elizabeth will be at a National Council meeting June 12-15th and might be able to stay through the 16th. Possible face-to-face meeting during VT EOS (June 13-16). Most group members will be in NYC at this time. Is there a creative way to bring Ann in?

Meeting #2 Agenda: Monday May 18 10am, 1-800-876-2376- press 7- bridge line 5550

• Continue introductions & check-in

• Review meeting #1 - action items: minutes, AFS-WIKI tutorial

• Homework discussion (regulation document(s))

• Benchmark(s)

• Divvy up responsibilities – what kinds questions will we be asking and who will be asking - Elizabeth suggested sub-committees? Larry has offered to coordinate questions with other organizations

• Parking lot items

• Monday holidays

• Wrap-up

Taskforce Roster

  • ad hoc member - Sabrina Walters, Columbia Pacific/OR
  • ad hoc member - Mary Porterfield, AFS-USA Board, National Council, HeartlandT/KS
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