Sending Volunteer Activity List
From AFSWiki
Contents |
Critical Sending Tasks for Teams
What are the tasks done by a successful AFS Sending team? Please read on to get some ideas about what you can do in your area to contribute to your sending volunteer team! It is recommended that each Team review this list on a yearly basis to make sure that the different tasks are taking place.
Printable Critical and Beneficial Volunteer Activities Agreement
Interviews (Critical)
• Interview Coordination (Year round- Peak times Feb-May)
- Frequency: Depends on the number of participants in Team
- Coordinate the scheduling of interviews
- Provide new interviewers with information about trainings on how to interview sending student and parents
- Full Description of the Sending Interview Coordinator Position
• Interview Sending Candidates (Year round- Peak times Feb-May)
- Frequency: 1-10 interviews per year
- If you've never done an interview, take the Introduction to AFS Interviews Online Training (30 min)
- If you've done interviews, but want further training and details, take the Beyond the Basics of AFS Sending Interviews Online Training (30 min)
- Familiarize yourself with Sending Interviews Wiki page
- Arrange interview with student and family
- Conduct interview
- Complete the Sending Interview Form (Form 8 – Confidential Form)
- Send the Sending Interview Form to sendinginterviews@afs.org
- Full Description of the Sending Interviewer Position
• Interview NSLI-Y Scholarship Candidates (Jan-Feb)
- Frequency: 1-5 interviews
- Through conference call trainings that take place in January and February, learn about differences between interviewing NSLI-Y scholarship applicants and regular AFS applicants
- Help to set up an NSLI event for your Team
- Interview individual NSLI-Y scholarship applicants
- Complete the NSLI for Youth Interview Form
- Send the NSLI-Y Sending Interview Form to NSLIYinterviews@afs.org
- See details about NSLI-Y and specific "how to" instructions on setting up an event by visiting the NSLI-Y wiki page
• Congress Bundestag (CB) Selection Committee Chair (only in Northeastern region- Jan)
- Frequency: 1-5 interviews, usually done in one day
- Set up a CB event for your Team (January or February)
- Conduct a CB Selection Committee Event where scholarship applicants will be judged
- Collect and submit the completed CB Sending Interview Forms
- For more info about CB, visit the Congress Bundestag wiki page
Team Relations (Critical)
• Communication with Team (Year round)
- Frequency: Once a month, a few hours each time
- Prepare and send team or chapter sending email update once or twice a month. Can be based off of the Biweekly Sending Updates
- Give an update about sending opportunities and promotions at hosting events or Team or chapter meetings
Student Support (Critical)
• Ensure follow up with students in new applicant status occurs, either personally or through local volunteers (Year round- Peak times Nov-March)
- Frequency: Once a month
- Monitor new applicants through pulling a report for your Team in Global Link, or email sendingteam@afs.org to have new applicant notifications sent directly to you
- Encourage students to complete the online application and arrange their interviews
- Make students and families aware of the many opportunities to go abroad with AFS and the scholarships and fundraising support that AFS offers
- Visit the New Applicants Wiki Page for more details on how to follow up with students
• Provide Sending Information to prospective AFS participants and families (Year round)
- Frequency: Varies- Happens when you meet students and families
- Encourage students to attend the "Online Info Sessions"
- Know how to give an elevator speech on how to go to the "Connect with AFS" section of the AFS website
• Coordinate Sending Orientations for your Team (Jan and June)
- Frequency: Twice a year, one day each time
- Coordinate a sending student Pre-Departure Orientation (required orientation)
- Coordinate a sending student Re-entry orientation
• Help Conduct Sending Orientations for your Team (Jan and June)
- Frequency: Twice a year, one day each time
- Help facilitate and deliver Pre-Departure Orientation with other volunteers (required orientation)
- Help facilitate and deliver Re-entry orientation with other volunteers
Any questions? Contact your Sending Team Manager or Sending Coordinator (see How to Find Volunteers in your Team) .
Beneficial Sending Tasks
Student Support (Beneficial)
• Create an AFS Connection for natural parents
- Ensure natural parents receive Team/chapter calendar so they can join local events
- Include and invite natural parents to relevant or appropriate local events
- Organize get-togethers for natural parents- have parents of students who are currently abroad meet with parents of students who have already gone abroad
• Facilitate Fundraising for Students
- Direct students to the AFS Fundraising Wiki (on the www.afsusa.org homepage) and the Fundraising Workshops (found on www.afsusa.org)
- Help students implement the ideas in the AFS Fundraising Wiki
- Help organize fundraisers that assist all Team/Chapter sending students
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Student Recruitment (Beneficial)
• Conduct an AFS Information Event
- Post event on afsusa.org
- Staff event with returnees, hosted students, and sending parents
- Book a space
- Send out invites and put a posting online
- For more details visit Information Event
• Distribute Sending Marketing Materials
- Order catalogs, posters, postcards, scholarship materials, and flyers for your area by emailing sendingmaterials@afs.org
- Distribute materials to:
- Other volunteers
- Local schools (guidance counselors, teachers, principals)
- Hosted students and host Families at Post Arrival and Mid-Year Orientations
- Friends, family, colleagues and businesses
• Do an AFS School Presentation
- Contact your Sending Team Manager about doing presentations in your area. They can also give you guidance on presentation content.
- Find and schedule presentations at schools or community organizations
- Community organizations; Key Club, Model UN, High School Clubs
- Schools (ex: language or social studies classes)
- Conduct presentation- can be done on your own, or with hosted students or returnees
• Coordinate Information Booth/Tabling Opportunities
- Find and register for information booths/tabling opportunities
- College nights
- Related festivals (International, Intercultural Exchange, etc)
- School functions – (Back to School Night, Plays, Recitals, sporting events)
- Set up Info Booth
- Staff the Info Booth (depending on hours, take a shift)
- Tear down Info Booth
- Make copies of leads gathered
- Send leads to Sending Team Manager for Salesforce entry
• Lead Management
- Call student leads in your area
- Enter all contacts into Salesforce
Any questions? Contact your Sending Team Manager or Sending Coordinator
(see How to Find Volunteers in your Team)
