Orientation Advisory Group Call Agenda and Notes - Sept 23, 2010

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Call bridge: 5552

• Note taker
• Wiki tutorials AFS Wiki Reference
• Action Items from last time
  • Robin will follow up with EOS Coordinators after second arrivals. (In progress)
  • All submit norms on discussion tab of the call from previous agenda. Orientation Advisory Group Call Agenda and Notes - Aug 25, 2010
  • Consider which category (AFS and You, Culture Learning, etc.) you might like to work on for Mid-stay revision
  • Full notes from last call. OA Call Notes 8.25‎
• Time line and action steps for implementing mid-stay survey and summarizing results:
  • Announce the survey in the October issue of Coming Together (Would someone draft an announcement by Monday the 27th?)
  • Email sent out soon after
  • Expect to get responses within 2 weeks
  • Robin may be able to send out a reminder
  • We are expected to have the revision of the mid-year orientation completed by Thanksgiving, 2010
• Timeline for mid-stay project going forward
• Discuss Chair position
• IEQ position- Intercultural Education and Quality
• From Esra - Would your group have any input or agenda items to bring into the attention of VSC, for its in-person meeting in November? Since orientations are large part of co-support payment expenses and volunteer activities, would you and Robin have any input or requirements that need brought to our attention and agenda? 230 YP, 180 SM. Outbound all 75.
• RTLC and Logistics side of orientations - What do you think?

• Next Call

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Notes Present: Lynn, Floyd, Linda, Nina, Christine, Risa and Nancy. Robin will join late.

• Robin suggested everyone do the tutorials AFS WIKI Reference before the next call.
• Norms on discussion tab reviewed - no additions to norms at this time.

Mid-Stay Orientation category revisions

Lynn - Personal Safety and Well-being 

Risa - Cultural Adjustment and Coping 

Nina - Cultural Learning 

Christine and Nancy - Personal Goals and Expectations 

Linda - AFS & You 

• Goals for revisions - review current materials, re-write with new materials if applicable. Timeline is to complete by Thanksgiving.
  • Review current mid-stay materials by next call on October 14th,
  • re-write, revisions to be forwarded to other group members by November 1st.
  • Review all sections for call on November 4th at which time group will review and discuss all sections, combine, proofread and final review on November 18th.
• Discuss Chair position - Robin will be moving to a different position and will be replaced on the advisory group with a new staff person. Lynn will serve as chair of the advisory group.
• Esra has requested input or any agenda items for the volunteer steering meeting in November, especially pertaining to co-support payments. An item discussed is the need for a state tax exempt number for each team across the country. Travel and logistics were changed for welcome orientation in some areas, instead of flights everyone was bused to location, which resulted in having orientation one more day and increased costs. Discussion acknowledged most teams spend much of the co-support payment on welcome and post arrival orientations. Due to costs, a growing number of teams hosting small numbers of students have welcome orientation in homes rather than facilities. Food is a huge expense at facilities. Suggested a survey of expenses associated with each orientation be done to include housing, food, transportation, supplies, entertainment, etc. Information to include description of facility. Some teams use sending funds to pay for hosting.
• Next call scheduled for October 14, 2010 at 8:30 PM EST Orientation Advisory Group Call Agenda and Notes - Oct 14, 2010
• Submitted by Nancy Buss

Action Items