Sandbox 4

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Chapter One Posted

Contents

Sending participant

Overview Service Stages and Online Application Statuses

Every sending participant goes through five different service stages throughout the admission process. Each service stage corresponds with one or multiple statuses of the student’s online application.


Service Stage
Possible Online Application Status
Inquiry Created
Application Created / Preparing / Submitted / Returned / Accepted
Admission Accepted or Transferred with selection status G/F/FF
Preparation Transferred
Participation Transferred


Inquiry

AFS-USA does not use the Inquiry stage in Global Link. Participant leads are generated through the web or school presentations and are entered into Salesforce. Volunteers are able to see leads in their area team in Global Link in the “Lead (Inquiry)” screen.

When a participant lead submits a preliminary application, the file is transferred from Salesforce to Global Link. At this point the participant will be in the ‘Application’ stage.


Adding family members

As part of the preliminary application a participant lead lists one family member. This family member’s record transfers automatically from Salesforce to Global Link together with the applicant’s record. A person record is created automatically for every family member that the applicant lists in their application.#

Duplicate check

To avoid having multiple person records for one person we need to do a duplicate check. When transferring a file from Salesforce to Global Link, the system will automatically prompt you to do a duplicate check. You can also do a manual duplicate check by hitting “Find Duplicate” in the person record.


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This will bring up this screen:

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Select the person you suspect to be a duplicate record and hit “Compare with Selected Person”. The screen below comes up. Select the values you would like to keep after merging the two person records, then hit “merge”.

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The system will now merge the two files into one and keep the selected values.#

Application

The pre-app box is automatically checked off and the date entered when a participant record is transferred from Salesforce to Global Link. The full app box is automatically checked off when an online application is accepted by a staff person.

There are no mandatory fields here. You can fill out all the information that is necessary for your operations.

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Sending the online application to a participant

In order to send an online application to a participant, go to service case and click on ‘Create/Request Application Form’.

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A box will show up and you will be asked to select the type of application you would like to send to the participant from a drop-down menu (‘Program Name’). Select ‘Request Full App’ and hit OK.


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An online application is created and an automated email is sent to the participant with their student account login information. The email can be viewed in the contact log in the person detail screen.

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The online application status is in ‘created’ status until the participant saves any form other than the cover page for the first time. At that point the application status will automatically change to ‘preparing’.

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Reviewing the submitted application

When reviewing an application, use the checklist to check off all forms as complete/incomplete. Forms that are marked as complete will be locked and the participant won’t be able to make any further changes to those forms.

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Checklist:[[Image:]]

To return an incomplete application to the participant, click the “Give Back” button (see above). This will open an email template to the participant that can be modified to list the incomplete items in the application.

If the application is complete, click the “Accept” button (see above). The system will go through another automated person and family member duplicate check and an automated email will get sent informing the participant that the application was accepted for further review.


How to add an interviewer

(not updated as process not finalized yet)


How to add a contact for sending

(not updated as process not finalized yet)


How to add interests?

This section allows you to view and edit the program choices of a participant. In order to do so, go to the Service case: Detail of the sending participant and click ‘Interest Info’.


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Click ‘New Interest’ to add a new interest.


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You then get this window, which allows you to fill in as much detail as you want:


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Note: none of the fields are mandatory.


By clicking “save”, the interest will get added to any already existing interest list of the participant. You can add as many interests as you want.


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Admission

Once the sending partner assigns a selection status to the participant (G, F, FF or WL), the service case moves from the Application stage to the Admission stage. The selection status gets assigned in the “Service Case: Detail” screen. The selection status date is filled in automatically once the selection status has been updated.

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Preparation

Once the hosting partner assigns a Placement Status (G, F, FF or WL) to the participant, the service stage changes from Admission to Preparation. The placement status can be found in the screen “Service Case: Detail” in the section “Placement Info”.


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Finance Info

To look up the tuition or scholarships for a participant, go to “Finance Info”.


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In the Finance Info screen you can view a participant’s tuition balance as well as any payments that have been made.


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By clicking on the Sponsor/Scholarship tab, you can see if the participant is applying for any scholarships and if any scholarships have been awarded to the participant.


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How to look-up Placement and Travel Information for a Participant

You can see if there is travel or placement information available for a participant by looking at the search result for the participant in the service case screen. The first number in parenthesis below indicates whether there is placement information available, the second number indicates whether there is host school information/community service project information available and the third number indicates whether there is travel information available. In the example below there is placement and school/community service project information available but no travel information. You can also see the placement status of the participant that was assigned by the hosting partner (in this case G).


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To see placement details, click on the “Placement Info” tab.

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Listed in the placement info screen is the host family’s head of household. It also lists the type of placement, whether the placement is active or inactive, the estimated start and end dates of the placement and the date that the placement was assigned to the student.


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To find out details about the host family, click on the host family member’s name. This brings you to the host family member’s hosting service record. There you have to click on Person Info to get to the host family member’s person record where you will be able to find the host family’s address, contact information and other details about the person. To see all other host family members, click on the “family” tab in the person record. This brings you to the host family’s family record. From there you can access all host family member’s person records.


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To find out details about the participant’s host school or community service organization, click on the Organization Name listed in the participant’s Placement Detail screen.

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To see a participant’s travel information, click on the “Travel Info” tab in the Service Case: Detail screen.

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It will open up the screen below including the participant’s travel itinerary. It also includes gateway orientation information and shows whether the participant has already been informed of their travel itinerary by the Travel department.

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Participation

On the date the participant arrives in the host country, the service record will automatically move from Preparation to Participation.


Moving/copying an application to a different service case

If a participant decides to rollover their application to a different cycle, their application needs to be moved or copied to a new service case.

In “Service Case: Detail”, click on “Move/Copy OA to another Service Case”.

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The window below comes up. Select either “Move OA” or “Copy OA”.

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You will then be prompted to select the service case that the OA should be moved or copied to.


The Student Account

Each participant has a student account that allows them to access their AFS application, see placement, travel and visa information, make tuition payments and more. Upon submitting a preliminary application, a participant receives an email with the login information to the student account. Upon logging into the site, the participant will see this screen. Has a participant multiple open service records, they are all listed here.

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By clicking on the “Program”, the participant accesses the application and information related to that program. Clicking on the individual application pages opens the individual application forms that the participant can then fill out and save. Once all application forms have been saved, the “Submit your complete application” button will become available. The participant can then submit the application for review.


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Input a host family

4 Service Stages

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Entering New Person w/o a hosting intereset form

  1. Click on the Person link from the search view options

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  1. In the bottom right hand corner, click New

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  1. Enter “English First Name” and “English Last Name”

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  1. Click “Search”

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  1. The system will search for the person to see if a record already exists.

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  1. If a person record already exists for the lead


  • From the duplicate check screen, select the corresponding person record from the list and click on ‘select existing person’

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  • Select any info that needs to be updated

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  • Click on ‘apply merging’

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  • If a service case already exists for the year/cycle the family is interested in hosting, select it from the list and click ‘select service’, otherwise click ‘new host family’

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  • Update the program code and select ‘finish’ at the bottom of the page

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  1. If a person record does NOT already exist
  • select ‘create new person’

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  • fill in the mandatory fields and click on ‘next’

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  • Click ‘create as head of family’ and ‘next’ (or as member of existing family)

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  • Enter any additional information in the person record and at the bottom select ‘save’

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  • Select ‘new host family’

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  • Update the program code and click on ‘finish’

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  1. Verify the family’s interest in hosting
  • If not interested or viable for that year/cycle:
  • Change ‘service status’ to ‘closed’ in the family’s corresponding service case

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  • Update ‘close reason’ to ‘not viable’ or ‘withdrawn’

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  • Click ‘save’ at the bottom of the page
  • If the family is interested/viable:
  • Update ‘selection status to ‘in progress’
  • Update ‘selection stage’ to ‘host family applicant’

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  • Initiate the online host family application


Add family members

  1. 1. Click on ‘Person” in the search field

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  1. 2. Enter the English First Name and English Last Name in the search fields, then click “Search”

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3. In the Records Found field, click on the hyperlink in the Name field

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4. Click on the ‘Family” tab

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5. Click on the “Add Member” button.

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  1. 6. Enter English First Name and English Last Name, then click “Search”

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  1. Global Link will now search for duplicates. If no duplicate record is found continue to step number 7. If a duplicate record is found, skip to step number 10.
  1. 7. If no duplicate is found, click on “Create New Person”

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  1. 8. Enter Title, Legal First Name, Legal Last Name, Family Member, Gender, and Date of Birth. .

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  1. 9. Click “Save”
  1. If a Duplicate Record is found:
  1. 10. If a duplicate record is found, click on the radio button to select the person.

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  1. 11. Click on “Select Existing Person”

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  1. The newly added family member will now appear in the “Family” tab

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Processing new leads

  1. Click on the Lead (Inquiry) link from the search view options

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  1. Enter the following search criteria:
  • Type: Hosting
  • Status: Submitted
  • Main Organization: region, area team, etc


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  1. Click ‘Search’
  2. Click ‘open’ for each inquiry record

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  1. Click ‘accept’ (unless it’s a duplicate record)

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  1. The system will search for the person to see if a record already exists.

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  1. If a person record already exists for the lead
  • From the duplicate check screen, select the corresponding person record from the list and click on ‘select existing person’

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    • Select any info that needs to be updated

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    • Click on ‘apply merging’

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  • If a service case already exists for the year/cycle the family is interested in hosting, select it from the list and click ‘select service’, otherwise click ‘new host family’

NOTE: if a service case exists from a previous year/cycle for which the family

applied, do NOT merge them, but rather create a new service case by selecting ‘new host family’


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  • In the newly created service case, update the program code and select ‘finish’ at the bottom of the page

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  1. If a person record does NOT already exist
  • select ‘create new person’

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  • fill in the mandatory fields and click on ‘next’

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  • Click ‘create as head of family’ and ‘next’

NOTE: after the family completes the application this will automatically update according to the identified head of household in the application


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  • Enter any additional information in the person record and at the bottom select ‘save’

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  • Select ‘new host family’

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  • Update the program code and click on ‘finish’

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  1. Verify the family’s interest in hosting
  • If not interested or viable for that year/cycle:
  • Update the contact log
  • Click on ‘Person Info’ from the service case screen

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  • Click on ‘Contact Log’

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  • Click on ‘create contact log’

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  • Comment on your communication with the family, and click ‘save’ at the bottom of the page
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  • Change ‘service status’ to ‘closed’ in the family’s corresponding service case

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  • Update ‘close reason’ to ‘not viable’ or ‘withdrawn’

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  • Click ‘save’ at the bottom of the page
  • If the family is interested/viable:
  • Update the contact log (each time you communicate with the family)
  • Click on ‘Person Info’ from the service case screen

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  • Click on ‘Contact Log’

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  • Click on ‘create contact log’

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        • Comment on your communication with the family, and click ‘save’ at the bottom of the page

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  • Initiate the online host family application
  • Click on ‘create/request application form’

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  • Select ‘host family – semester/year program’ next to ‘program name’, ‘request full app’ and ‘ok’

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  • Verify that the ‘selection stage’ has been updated to ‘host family applicant’ (and update if it has not)

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NOTE: you can view the email that was sent to the family in the

contact log.


Triggering the Online Application

  1. Click on “Service Case” in the Search field.

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  1. Click on “New”

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  1. Enter the “English First Name” and ‘English Last Name”.

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  1. Click “Search”

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  1. Click on the radio button to select the person.

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  1. Click “Select Existing Person”

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  1. Click “New Host Family”

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  1. Click “Program Code” and select the appropriate code from the drop down menu.

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  1. Scroll to the bottom of the page and click “Finish”

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  1. Scroll back up and click “Create/Request Application Form”.

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  1. Select “ Host Family – Semester/Year Program” from the Program Name drop down menu.

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  1. Select “Request Full App”

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  1. Click “OK”

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Processing the Online Application

Processing References

Note: emails will be sent to references automatically when the host family’s OA is accepted

  • To search for a reference for a specific host family:
  1. In the hostfam’s service case record, click on the ‘reference’ tab

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  1. Review submitted references by clicking on the ‘open’ hyperlink

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  1. Read the reference and select appropriate status from the drop down list, entering comments if necessary in the field provided, and select ‘save’:

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Note: the statuses are defined as follows:

  • Requested: email was sent to reference but hasn’t been returned
  • Submitted: reference was submitted but it hasn’t been reviewed
  • In-Review: additional follow up is required
  • Used: reference is approved and counted as one of the required references
  • Not-Used: if two references have already been submitted and the requirement is fulfilled, update the third reference to this status to stop sending the email to this person.
  • To search for all submitted references in a region/area team/unaffiliated chapter:
  1. Click on ‘reference forms’ from the search list

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  1. Select the reference status you would like to search for

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  1. Enter ‘host family’ under service type and choose the ‘main organization’

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  1. Click on ‘search’
  • To re-send an email to a reference
  1. From the reference tab open a requested reference and select ‘resend e-mail for reference’

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  1. Click on ‘save’

Taking a reference over the phone

  1. Open a reference
  2. Type in the answers directly into the fields and click ‘save’

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  1. Update the reference status to ‘used’ or ‘in review’ and ‘save’


Criminal Background Checks

You can initiate the BC emails at any time during the host family’s application process, however if not initiated before, they will automatically be initiated for all required household members when the OA is accepted in GLink.


If you initiate the BC emails at the same time you initiate the OA, once the OA is accepted the BC emails will automatically be sent to any added household members that require one.


If you add a family member after the OA has been accepted in GLink, the BC email will need to manually be triggered by clicking ‘background check’ from the ‘view application’ screen in the head of household’s service case record.


BC emails are sent to the head of household’s email address and cc’s the email addresses listed for other family members


  • To initiate the BC at any time:
  1. In the appropriate service case for the head of household, click on ‘view application’

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  1. Click on ‘Background Check’ at the top of the page

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  1. BC emails will be sent for all required household members listed
  • To view the BC statuses for all household members
  1. From the head of household’s service case, click on ‘background checks’

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  1. The household members for which BC’s have been requested and their statuses will appear

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  1. You can also see how many emails have been sent

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  1. You can restart the email count by clicking the ‘resend email’ tab

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Note: the email will request BC’s for only members that have not yet completed one


  1. To verify the email was sent, look in ‘email notification’ (this will eventually be stored in the contact log)

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Transferring Online Application to Partner Countries

In Global Link:

  1. Click on ‘host family application’ from the list on the left hand side
  1. Enter the family’s first and last name to retrieve their record
  1. Click on the ‘service ref’ hyperlink to access their service case
  1. Make sure the OA status is ‘accepted’ the app status is ‘G’:

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  1. Update the ‘selection status date’:

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  1. Update the ‘program’ field in the family’s Glink record.

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  1. Next to ‘full app’ enter ‘yes for completed

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  1. Click ‘Save’ at the bottom of the screen:

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  1. In the ‘placement info’ screen, verify the correct student is linked to the host family
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  1. Click the TRANSFER SERVICE/OA TO PARTNER button:
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  1. Select ‘Transfer service case and full application form’ and click on ‘transfer’:

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NOTE: You can look in a family's service case record to see what, if anything, has been transferred to the partner country. If the below field shows nothing, nothing has been transferred. If the field shows TRANSFER SERVICE, only the service case is viewable to the partner. If the below field shows TRANSFER SERVICE AND FULL APP, the partner can see both the service case and online application.


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  1. 12. In Search options, selecet ‘Hosted Participant”

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  1. 13. In the Search fields enter the student’s “English First Name” and “English Last Name”.

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  1. 14. Click ‘Search”

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  1. 15. Click on the Students Service Ref hyperlink

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  1. 16. Click on the ‘Placement Info” Tab

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  1. 17. In the Placement Progress section, click on the Placement Progress drop down screen and select fpm.

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  1. 18. Click “Save” in the right hand corner of the Placement Progress section.

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Host participant

Processing Student Applications

Receiving hosted stu apps:

  1. Receive an email with link to service case and OA on GLink from Partner
  2. Verify preferred gateway in service case view against the matrix, and in the placement info module update:
  • Participant app rec’d date

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  • Placement progress status (in progress)

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  • Main organization (region)

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Note: SP will have to manually change arrival airport to DC for YES students


  1. Review application for content and completeness
  • If incomplete:
  • Update placement progress status to ‘suspended’
  • Enter comments in ‘follow up needed’ or ‘placement status detail’ field
  • Send a separate email to the Partner describing what is missing

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  • If complete:
  • Update placement status to G or FF

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  • Update follow up needed and/or placement status detail fields with any missing information or questionable content
  • Send a separate email to the Partner requesting missing info/clarification

Note: an auto email is sent to the partner indicating the status has changed (viewable in ‘history log’ at the top of the ‘placement info’ screen)

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Note: you should manually assign a hosting staff contact person for susp apps

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  1. Update Bio Sheet:
  • Click on ‘bio page’ from placement info screen

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  • Fill in hobbies and interests according to standard list of search terms
  • Write bio?

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Distribution

In the service case search view, select ‘batch process’

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Retrieve a list of students to distribute by selecting:

  • Program code
  • Service type = hosted pax
  • Placement progress = in progress
  • Main organization = region

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  • Specify filters for:
  • Placement status (g and ff)
  • Host international airport (if distributing from more than one region): this would be used in place of selecting the main organization from above

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Note: you can sort by stu last name if selected from drop-down list in search view

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Assign distribution statuses:

  • Select students to be put assigned a specific status by clicking the checkbox next to their names and click ‘next’

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  • Select the action you’d like to take (set placement progress status) and click ‘ok’

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  • Select the placement progress status from the drop down list and click ‘apply’

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To assign ATA status:

  • use the back arrow to get back to the list with the same selected students, click ‘next,’ and from the list choose ‘set new organization’

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  • Select the main organization and click on ‘ok’

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  • Click ‘apply’


Submitting Placement Requests

  1. From the hosted student’s service case, click on the ‘placement info’ tab

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  1. Scroll down to the ‘application distribution’ section and select ‘new request’

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  1. Click on the magnifying glass next to ‘Request Organization’

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  1. From the options at the top of the next screen, select Area Team or Unaffiliated Chapter, highlight the appropriate name from the list, and select ‘OK’


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  1. Update ‘request type’ to ‘placed without papers’, enter the duration, and reason for request if appropriate

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  1. Assign the host family (with existing record)
  1. In the ‘family placement’ tab, enter the requested information, or to select from a list of existing family records in that AT/Unaffiliated Chapter click on the magnifying glass next to ‘Family Name’

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  1. Enter the requested information (last name, first name), or leave blank and select ‘search’ to bring up a list of all families in that AT/Unaffiliated Chapter

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  1. Highlight the name of the family you would like to assign stu to, and hit ‘selected host family’

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  1. The other fields will automatically fill with the corresponding information from the person’s existing record

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  1. Fill in the ‘family information’ with any additional info
  2. Click on the ‘school placement tab’ before selecting ‘save’

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  1. To add a new family


  1. If no families appear with the name you enter in the search screen, select ‘cancel’ to go back to the previous view

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  1. Enter all requested information
  2. Click on the ‘school placement tab’ before selecting ‘save’

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  1. Assign the host school


  1. Enter requested information, or to select from a list of existing school records, click on the magnifying glass next to ‘school name’

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  1. Enter ‘school name’ and hit search (or leave blank to retrieve a list of all schools)

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  1. Highlight the correct school and click on ‘selected school’
  1. The other fields will automatically fill with corresponding information from the school’s existing record

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  1. Click ‘save’ at the bottom of the screen

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  1. You will now see the request with a ‘new’ status under ‘application distribution’

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Processing requests

Placement requests

  1. Retrieve new requests from hosted participant search view
  1. Enter cycle, year
  2. Enter hosting region or main organization
  3. Filter: placement request status; is not blank OR equals ‘new’

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  1. A list of new requests for the specified region appears
  2. Click on the student’s service reference link

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  1. Click on the ‘Placement Information’ tab to view the request

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  1. Scroll down to ‘application distribution’ section

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  1. Click on ‘view detail’ (the unprocessed request status will appear as ‘new’)

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  1. Verify placement info tab includes all necessary information

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  1. Verify School Placement tab includes all required information

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  1. If complete information exists, select ‘accept’ from the options at the bottom

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  1. Verify that the placement progress status updated to ‘placed without papers’ and the date is correct

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  1. Next to ‘host family information’ click on ‘assign family’

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  1. Enter first and last name, and select ‘search’

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  1. Select correct family from the list and click on ‘selected host family’

If family record doesn’t exist:


  1. Create a Person Record for the listed family member
  • Select ‘new host family

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  • For the duplicate check, enter the first and last name and select ‘search’
  • If a name appears that is the correct family, highlight the name and click ‘select existing person’
  • If no name appears, select ‘create new person’

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  • Enter the required information in the native first/last name fields and select ‘next’

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  • Click on ‘create as head of family’ or as ‘member of existing family’ and ‘next’

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  • Enter requested info, including address, and click ‘save’

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  1. Create a Service Case for the new family
  • Click on ‘new host family’

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  • It will take you to the service case for the new family
  • Make sure the year/cycle are correct, and update and select ‘finish’

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  • Choose ‘tentative’ for placement type, estimated start and end dates, and ‘finish’.

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  • You will now be back in the student’s placement info record, and can view the family assignment:

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  1. Initiate the Hostfam OA (if needed)
  • Click on the name of the hostfam to return to the service case
  • The hostfam’s selection stage will automatically be changed to ‘hostfam pwp’

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  • Update the ‘selection status’ to ‘in progress’

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  • Click on ‘create/request application form’

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  • Select program name and ‘request full app’. Select ‘OK’.

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  1. Assign the School
  • In the student’s placement info record, click on ‘assign organization’ under ‘host organization information’

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  • Select ‘school’, ‘search option’, enter the name, and click on ‘search’

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  • Select from the list and click ‘next’

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  • Update ‘type’, enter start and end dates, and click ‘finish’

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  • You can now view it under placement details in the stu’s record

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Any other requests

  1. Retrieve new requests from hosted participant search view
  • Enter cycle, year
  • Enter hosting region or main organization
  • Filter: placement request status is equal to ‘new’

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  1. A list of new requests for the specified region appears
  2. Click on the student’s service reference link

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  1. Click on the ‘Placement Information’ tab to view the request

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  1. Scroll down to ‘application distribution’ section

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  1. Click on ‘view detail’
  2. Click accept, reject, etc to process the request

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  1. The status of the request will be changed accordingly

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  1. The placement progress status, placement progress date, and host area team will automatically update accordingly

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Linking Host families

Confirming Host Family Placements


  1. In the head of household’s appropriate service case, verify that the OA status is ‘Accepted’

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  1. Verify that the checklist is updated with received forms and background checks

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  1. Verify background checks are complete by looking in the ‘background checks’ tab

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  1. Update the head of household’s selection status to ‘G’

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  1. Verify the family’s selection stage is updated to ‘host family’

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  1. Verify the program year and cycle are accurate

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  1. Update the Placement Type:
  • Access the student’s placement record by clicking on the placement info tab

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  • Click on the student’s name hyperlink

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  • Scroll down to ‘host family information’ and click on ‘edit’

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  • Select the appropriate placement type from the drop down list

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  • Verify the start and end dates, and click ‘update’

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  1. Update the student’s placement progress status to ‘family papers mailed’ (if PAF has not yet been received) or ‘family placement confirmed’ (if PAF has been received) and ‘save’

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  1. Transfer the OA to the partner to share with the stu
  • Return to the host family’s service case by clicking on the hyperlink under ‘host family information’

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  • Click on ‘transfer OA/Service to Partner’

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  • Select ‘transfer service case and full application ‘ and ‘transfer’

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  • Click ‘ok’ when dialogue box appears asking ‘are you sure?’
  • Enter any additional email addresses you wish to include and/or information to the text when the email appears
  • Click ‘send’

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Linking Schools

First make sure that the school or CPO that you want to assign to the participant is inputted in the system (see 1.6.3 and 1.6.4 for how to input a school or CPO).


Go to the ‘Placement Detail’ section in the service case of the hosted participant and click on ‘Assign organisation’

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You then get a new window in which you can search for the organization

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First select if you want to search for a school or a community service project.

Secondly, select how you want to search for the school or CPO.

(You can also directly enter the Organization Ref. if you happen to know what it is.)


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Then type in the words that will help you to identify the school or CPO.

Click Search (1) and select the correct organization (2). Click next (3).


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Now choose the type (1), fill out the Start date (2) and the end date (3) and change the assigned date (4) if necessary. Automatically the date of assigning in GL will be filled out. Then click Finish (5).


The correct organization will now show up in the placement detail.

[[Image:]]


When a school/CPO stops hosting a host participant, go to the ‘Placement Information’ of the host participant.


When participant is already in the country: The moment you attach a new organization, the other organization will become inactive in this placement and the new one will become active.

When participant is not in the country yet: Hosting partner cannot delete the School/CPO placement assignments which are already transferred. To change the School/CPO name, hosting partner has to set the placement assignment status of the old one to 'Cancelled' and then add a new one instead.



Linking Liaisons

First of all it is important to attach the internal affiliation ‘contact person’ to the person that you want to make host contact person of a certain participant. (see1.7.1 ‘How to attach an internal affiliation’). It is not mandatory for the person to have the affiliation contact person, but there needs to be at least on active affiliation attached to the person.


You then go into the ‘Placement Detail’ of the hosted participant to whom you want to assign this host contact person. Click on the ‘search’ window next to ‘Host Contact Person’.


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You will get a pop up window in which you can search for the host contact person.

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Select the person and click OK. You will now see this person in the field ‘Host Contact Person’.

Click ‘Save’.

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Double Placements

Managed in the host family’s service case in ‘placement info’


  1. Assign second stu to the host family
  1. Update stu’s placement progress to pwp
  1. In the hostfam’s service case, click on ‘placement info’ tab
  1. Under ‘double placements’ click on ‘add double placement’

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  1. Enter the requested information and click ‘save’

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  1. Collect required DP consent forms and upload them to the hostfam OA under ‘double placement paperwork’

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  1. Once all consent forms and PAF’s are received, in the hostfam’s double placement record update paperwork status to ‘complete’

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Bio Sheets and Get To Know Emails

It is possible to use the Bio Sheet function in Service Case > Placement Information.

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You can easily get a .pdf file which you can print or attach to an email by clicking on ‘Print Form’.

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Click on ‘Save’ after which you can save the form on your server or computer and print it or use it as attachment in an email.

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You can also just open it without saving


Searching for students by Criteria

Host participant changes family

  1. When a host family stops hosting a host participant, go to the ‘Placement Information’ of the host participant.

When the participant is already in the country: The moment you attach a new family, the other family will become inactive in this placement and the new family will become active.


When participant is not in the country yet: Hosting partner cannot delete the Family placement assignments which are already transferred. To change the Family, hosting partner has to set the placement assignment status of the old one to 'Cancelled' and then add a new one instead.


  1. If the host family will not host anymore for this program, go to Service Case > Host family, search for the family and click ‘Close’.

This will prompt some new boxes to show up. Select the correct Close Reason from the drop down menu.
Scroll down and click ‘Save’.


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Print Placement Information

As Sending Partner you can easily print a summary of the placement information for your sending participant.


Go to Service Case > Placement Information and select ‘Print Placement Information’

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You can then open the document or save it to your server or hard disk.

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How to Search

In this menu you can search Person, Organization, and Service case from here. You will have access to different search options depending on your affiliations.

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Person

You can find all information related to person records from here.

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Organization

You can search for organization records, run a batch process, and merge organizations from this page.


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Service case

You can search for service cases, create new service case records, and run a batch process from this page.


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How to search Incoming Info From Customers

In this menu, you can work with information that comes from customers. Each item in this menu represents a different type of application.

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How to search Lead (Inquiry)

You can search for leads from different types of customers (host families and volunteers). There will be an additional blue button here that allows you to access Salesforce which is where our sending leads are housed.

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How to search Participant Application

You can find all participant applications using this option. You can also run a batch process from this page.


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How to search Host Family Application

You can find all host family applications using this menu.


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How to search Volunteer Application

You can find all volunteer registration applications using this menu. You can also run a batch process from this page.


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How to search Alumni Registration

You can find all alumni registration applications via this menu. AFS-USA is not currently using this part of Global Link


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How to search Incoming Info from Partners

Under this menu, you can find and work with information that comes from partners.

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How to search Hosted Participant

You can find all of the service cases for hosted participants that have been transferred from sending partners from this menu.

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How to search Placement of Sent Pax

You can search for the placement information that has been transferred by the hosting partner for participants that are going abroad with AFS-USA.

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Advanced Search

You can also search others fields. Select Add Filter, which allows you to search for records using a lot of different criteria.

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Select the Field you want to use to search. Then Select the Search Type. In the Value section enter the criteria you want to search by. This section is not case sensitive. If you choose a Search Type that allows you to enter multiple values in the Value section make sure you hit Enterr (Return) between each value entered.


You can create a search that contains multiple Filters. Please see below for an example:


This search includes two filters – Chapter and Owner. When you are creating filters keep in mind that the search is an ‘and’ search. What this means is when you search using this type of filter the system is looking for records that match your criteria based on ‘and’. In the example below the system is looking for records that are linked to the two chapters listed AND that have an Owner of RSC


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You can save the filters you create so you can use them later. Click on Save As Pre-defined Filters. You’ll see this box pop-up.

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Make sure you name your filter something that makes it clear what the filter should be used for. You will be the only person who can use this filter. The Overwrite option allows you to load an existing filter, modify it and then save it again with the same name you had before.


Once you have saved filters you will be able to select those saved filters by clicking on the Load Pre-defined filters button. You’ll see this box pop-up:

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Click on Load to load the filter on to your search screen.


Input Organization

Overview

‘Organization’ section provides functionality for users to look up information and manage information on organizations such as schools, CPOs, etc. In this section, we can also create the contact log related to specific organization(s) to track and maintain what contact has been completed or planned to be done with organizations.


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Contact Log

Within any organization, there is a section called ‘Contact log’ where user can record what has been done with the organization or what is planned to be done.

In order to record a Contact Log, simple search for the organization you would like to record a contact log for, go into the detail of this organization and click on the Contact Log button.


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Contact Log screen will appear showing the list of contact logs that have been recorded (in this screen capture, there is none for this organization).

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To enter the new contact log, simply click New Contact Log button  Contact Log: Detail screen will be displayed.


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Step 1.Select the ‘Type of contact’ from the drop down menu. (if you do not see the item you want to select, contact your local administrator in your office). This Type of contact drop down list will be to be defined and recorded in Administration section in order to them to be selectable here.

Step 2. Click the search button to search for the name of the person who made the contact, if the name can not be found, user can also directly enter the name in this field.

Step 3. Record the name of the person who was contacted in the similar manner as step 2.


Remark:

User can select the status of this contact, whether it’s pending, completed or cancelled.

Also you can record which person in your organization is responsible to follow up and also insert a follow up date. Once you you do that, and save a email composer will pop up to be sent to this person and this will also be recorded in contact log. You can also check the box Send also email reminder on the follow up date. If status is still pending on this date, a new email will be sent to remind this person about this contact.


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Keep on recording other necessary information in the fields provided and once done, click ‘Save’ to save the record.



Organization Search

Entering a School

To add a school in Global Link, click on ‘Organization’ from ‘Search’ section on the navigator pane on the left - then click ‘New’.


Input the organization name in the ‘Search Text’ field to perform the duplicate check  then click Search.

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Hint: You can enter part of the organization name and Global Link will search and look for all organization names which start with that.

If the organization with the same name is found, Global Link will list them as the search result, review and pick on of the organization  then click on ‘Selected Organization’ if you would like to pick that specific organization. But if you would like to add a brand new organization, simply click on ‘New Organization’.


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If no possible duplicate is found, simply click on ‘New Organization’ to start record information on that organization.

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Remark: It is quite crucial to make sure you check for duplicate carefully. Once the duplicate organization is entered into the system, it is very difficult to remove or clean up.


To enter new school, in ‘Organization New’ screen, enter the name of the organization and make sure you specify the ‘Type’ to be ‘School’  pick the chapter that this school is in (this is quite important piece of information for Volunteer Access Information Management)  pick the organization sub-type (if any). Contact your office administrator to add more choices in the organizational sub-type. Then fill in other necessary information and once done, click ‘Save’.

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Once saved, you will be in organization detail screen. There are 5 link buttons on the top of the screen that enable you to branch out to other related information for this school.


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  • Contact Log: This brings you into the contact log section of this school. The number between brackets indicates the number of contact log records for this school. Refer to Contact Log section for more information on how to record and work with Contact Logs.
  • Extra: This is where you record additional information that you have and need locally and there is no place in Global Link to store that information. For instance, if you want to record Registration number of the school, you will use Extra section to keep information. As information is only needed and used within your office.
  • Members: This will display the active member that have an affiliation with this organization. Numbers separated by slash in between brackets mean the number of active members and total members respectively.
  • Send Pax: displays the list of your sending participants who come from that school.
  • Hosted Pax: displays the list of hosted participants that have been placed in this school.
  • Hosting History: display the list of host families who are related to school (Global Link will search from the information of the head of the family that has school specified in the Person Detail).
  • School Description: this brings you into detail information and description of the school[[Image:]]
    Make sure accurate information is recorded here. This can be great PR tools for your office.
    Once information is enter, click ‘Save’ to save the information.


Entering a Community Based Organization

Chartering Information

Overview

Chartering Application

History Log

Quality Assessment

Affiliated Persons

Participants

Zip Code Assignments

Merge Organization

In case there two organizations got entered accidentally, you can merge the information in the record and attached to the record.

Write down the two organization ref’ numbers of the organizations you would like to merge.

Go to Organization section and click on ‘Merge Organization’.

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Input the two ref. numbers and click ‘Compare’

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Select the appropriate information and click OK.

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There will now only be one organization left.


Volunteer Application/Registration

Overview

Registration Process

Service Case Status & Stage (this would include inquiry/lead and breakout of all the status & stages, adding affiliations, contact log, login account)

Volunteer Registration Status

Online Application (OA) Status

Legal Review

BC Status

Reference Status

Close Reason

Orientation (TBA)

Batch Process

Your access to the Batch Process feature will vary depending on your staff and/or volunteer affiliations. To see your batch process options please select the Service Case search menu and select Batch Process, in the lower right hand corner of the search screen.


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With batch process instead of updating record by record, you can select and update a group of records. You will most likely have access to ‘Add a Contact Log’ and ‘Compose Email’:


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Enter your search criteria to pull up a group of records that you would like to run a batch process for and click Search

Select the records you want to run the batch process on

  • Select all records in your search by clicking on the check box next to No. in the search results
  • Select individual records by clicking the check boxes next to the individual records
  • Note: You will not be able to run a batch process if you have not selected any records

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Scroll to the bottom of your search results and click on the Next button. If the button is greyed out it means you haven’t selected any records.

Once you click on Next this box will pop-up

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Click on the drop down arrow to select the type of batch process you want to run.


Compose Email

Here you can send the same email to the group of person records you have selected.

  • The sender will also receive one email that contains a copy by default (the sender is automatically put in BCC: field).
  • The email addresses of recipients are listed (the persons who are marked as "Do Not Contact" will not be included in the list) but the mailing feature will split them into individual email address, replace the parameters in the email body and send each email one by one. So, each recipient will only see his/her email address in the email header.
  • If the recipient of the email has parent records that have email addresses those parents will be cc’d on the email.
  • You can attach up to 3 documents in the email and all of messages sent here will be stored in the contact log section (see section 1.7.4 Contact Log).

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Close services cases

After you select the group of records you want to close the service case for. Select ‘Close service cases’ from the process drop down list. It will pop up a window asking you to set the Close date, Close reason and Reason for closing. Once you define that, click Apply and all participants you have selected will have its service case closed.

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Set Selection Status

This is to update the field Selection Status in the service case screen. You can set the status for

for a group of records and the date the new status was set.


Set Host International Airport

This is to update the field Host International Airport in Placement Information for the hosting participants.


Set Travel Notified Date

This is to update the date participants were notified about the travel arrangements. This field is in Participation screen, under placement progress section.


Add a Contact Log

Here you can create a contact that is recorded in the Contact Log for each of the person records in the group of records you have selected. You’ll be able to specify the Contact Type, the Contact Sub-Type, the details of the contact, etc. (see section 1.7.4 Contact Log).


Administration

How to get access to Global Link

To access www.afsglobal.org, a login and password is needed. This is defined in ‘Administration - Login Account’, which only people who have the right to give or remove access for staff or volunteer can see in the menu bar of AFS Global.

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There are 3 types of access rights: Read, Create and Update, Delete. These can be defined for each section.


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How to change your password?

On the login page of AFS Global, click ‘CHANGE PASSWORD’ on the bottom of the page. You you will be prompted to this screen, where you can define the new password.


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How to work with ‘Lookup’

In ‘Look Up’ and ‘Extra’ there are a lot of fields that you can customize for your country, such as: ‘action taken’, ‘follow up’, ‘default country’, ‘inquiry source’, ‘contact type’ for contact log, ‘internal and external affiliation’, ‘occupation’ and many others.


If you want to define the options, just select the item on the left (1) and on the right click on ‘New’ (2). Define English values for this which will be shown as drop down lists in the related fields. You can edit any option and delete also. Once you have defined the English value, click on <Select> (2) and then click New (3) to start adding local language(s).


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The system supports multiple languages for one partner, simply select the needed language and then put in the native value.


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If you would like to have multiple language capability, please contact IT Team.


How to enter an ‘extra’ item

To add an ‘Extra Item’, choose ‘type’ first, depending on which section you will add this extra item to. Only authorized staff have access to do this.


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Type the Item hereThen add the extra item, select it and on the right side, click in new, as below: [[Image:]]


How to work with the support-section

Go to ‘Support’ Section and look for the participant you want to add or edit any support case for. Once you have found this participant, click ‘ADD Support’. Then choose the ‘Support type’, click Support Status ‘Open’ or ‘Closed’, if you want to transfer to partner and type the details you want. Then click ‘Save’.


Defining the right status can help to monitor any pending support issue for each participant which can be easily done with a (Crystal) Report.


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Participant support

Opening Service Cases

Activity and Travel Waiver

Liaison information and assignments

Updating Contact Information

Processing Early returns

Personal Early Returns

Processing Program Releases

Temporary Program Suspensions

Batch Processing

Trainings and orientations

Monthly Contact Reporting

Checking Volunteer Registration Status and Volunteer Affiliations

Support related reports

Finance section: what are the possibilities?

In this section you can monitor the participant’s and sponsor’s payments. You can add the Invoice Amount, number and details of the installments, dates, receipts numbers and even define something particularly to your organization with the Check Box available in Screening Information, which can be customized in the Look Up and Extra in Administration.


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The ‘Finance Screening Completed’, is where you can record if the participant has paid everything for that program. This field is also available in the Participation-Section of the ‘Service Case’-overview, which can help Program Department to know the finance situation of the participants more easily.


How to export data?

‘Export data’ is the feature in Global Link which allows you to extract needed information into a Microsoft Excel Sheet.

  • Click on Export Data on the left navigator pane.
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  • Select type of information you would like to extract:
    Choices are:
  • Service Case
  • Person
  • Organization
  • Affiliation Person
  • Placement Information
  • Placement Status Update
  • Alumni

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  • Once the information type has been identified, fill in search condition and click Search button to perform the search
    Please note that default number of maximum result is 50, if you want more records to be shown, click on the ‘Max. Results’ drop down menu and specify the number of records needed.

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  • Once the search condition(s) has been input, click ‘Export to Excel’ and Global Link will prompt you to name the file and specify where you want to have the file saved.

Remarks: If your browser has pop-up blocker on, you may encounter problems when trying to export the information to Excel, simply hold down <CTRL> key while click on Export to Excel button to ignore the pop-up blocker.
Here is the sample export result:
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May 22 2012
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