National Council Communication - June 2011
From AFSWiki
Compliance in Context
Are you DOS certified?
On April 1, 2011, just a week before the NVA, a series of Training Modules were launched to help us all become more knowledgeable about the rules, regulations, and best practices of hosting and supporting our students. There are 4 hosting and support modules designed by AFS-USA, as well as the online, Local Coordinator Training designed and administered by the US Department of State. NVA attendees received big blue buttons to signify verified completion of the requirements… and a chance to win gift certificates to the AFS store. The deadline for completion of the training by all hosting volunteers and staff and all team and chapter chairs was May 1, 2011, while orientation and support volunteers have until August 1, 2011. If you have not yet completed the training modules, please make time today.
Why is this important?
The short answer is because it is a Department of State mandate, though it is helpful to look at compliance in the context of our responsibilities for children who have been entrusted to our care. Our focus on compliance at AFS-USA parallels what is happening in other child serving organizations, both public and private. Coaches, scout leaders, mentors all are screened and have training requirements. When someone wishes to become a foster or adoptive parent, there are also requirements for screening and training. When a child is placed in their home, there are monthly contacts with the caregiver and the child, as well as requirements for collateral contacts (which often mean school). In order to be in compliance with regulations, these screenings, trainings, and contacts must all be documented. If it isn’t written down, it didn’t happen!
We are caring for someone else’s children. We are responsible for insuring the safety and wellbeing of the youth entrusted to us. Parents from around the world are asking us to provide the best possible care of their children. As a sending parent years ago, I wanted to know that my child was safe and happy. As a hosting parent, I realize my responsibility to the parents of my hosted student. By carefully screening, we can identify those individuals who should not be volunteering or hosting for our organization.
Training is the second major component of compliance. There are federal regulations that require core training for all child welfare workers and foster parents. Student exchange is no different. It is important that we all know the rules, that we know what to expect in a variety of situations and are given training and guidance in how to approach situations that come up. If something bad happens, one of the first questions asked in a review is "did you know the rules/regulations?", followed closely by, "did you follow them?". AFS-USA has developed a number of on-line modules to make it easy to get the training you need.
The final major component is documentation that is timely, accurate, and complete. Documentation means that we can prove that we did what we were required to do or said we were going to do. It includes the documentation of our screening and training processes, the securing of required forms, and the recording of our contacts with the student, host family, and school. Contacts are critical in insuring that issues are identified and addressed early on so that both the student and the host family have the best possible experience. They feel supported by the organization, and lifelong friendships can be established. Trust builds in those contacts, so that if something is not going well, the student or family will reach out for help. When we document contacts, we provide the verification that the requirement was completed. It also gives us a chance to reflect on that student and family and how the year is going for them both.
We constantly strive for a perfect, wonderful experience for each student. When something unfortunate happens, good documentation can protect the organization in what has become a very litigious environment. The question will be “did we do everything we could?” Documentation that demonstrates compliance is our best defense.
If you want to learn more, check out the Compliance pages on AFS-Wiki.
Anne Herendeen, National Council and Compliance Advisory Group Member.
