Host Family Pre-Arrival Orientation Tracking
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The following page is a work in progress based on the outcome of the 2009 Regional Travel and Logistics Coordination Conference which is taking place March 23-25 in Baltimore, MD.
Proposal for Tracking Host Family Pre-Arrival Orientations
RTLC Parking Lot
Questions for others
- Can we keep the RTLC name? (Robin will ask Helen)
- Can you export from a wiki? (Robin will ask wikisysadmin -NO, other than copy/paste)
- Can we add a field in AFS Online where vols would indicate where/when a HFO would take place before the status could change to FPM? If so, can we make this appear at the 3 weeks prior date - Jul 22? (Robin will ask Avi - No)
- Can the West send out a Support Scoop? (Sherie will ask Jackie?)
- What is the official word on who must attend HFO?
- From Stephanie:The guideline states. "the sponsor must advise all selected host families of strategies governing cross-cultural interaction and conduct workshops/orientations, which familiarize the host family with cultural differences and practices." I understand this to mean that all host family members must attend the orientation. However, the auditor accepted only one family member signature as proof of attendance but we still should require all family members to attend.
- Can we create a report in OPUS which displays who has not received orientation? (No have to wait until we convert to GL, already exists in EIS))
- Is there a way to log attendance on a conference call? (Robin will ask Daniel and Saji - Yes, Goto meeting does it)
- What does the letter to replacement hostfams contain? (Robin will ask Ann - revised letter submitted)
- Will the IP funds include any funds for orientations? (Robin will ask Helen - No, not directly)
- Could there be an Team/Chapter Compliance officer? (Robin will ask Stephanie, The idea has been raised before and she would like to pursue it in 2010)
- Can we add point re. HFO to late placement checklist? (Robin will ask Ann - There is no late placement checklist)
- Can student ID Cards have scannable bar code to record attendance at orientation events? (Sarah will look into cost)
- How "local" does Arrival orientation need to be? (Robin will ask Stephanie)
Questions for RTLCS
- Should we use the HFO Director designation in OPUS? If so, we need to communicate this to other stakeholders (Yes-need to former - Sarah will request, and RTLCs will communicate to Hosting staff)
- What should the process for tracking replacement hostfams be? (Robin will look into the process and get back to the group)
- How do we handle situation in which we are getting requests for both orientation and liaison training materials? (Will coordinate regionally)
Things to keep in mind/consider
- When using the EIS report will need to pull Host Family Applicant status and better
- TO include in the long-term part of the proposal? - Could we add a "compliance person" to each office who would track liaison training and orientations, assist with related work, and be available to help track down things during the audit?
