TOE Timeline Chicago followup
From AFSWiki
Event Activities
In this time we promoted the handbook and prepared for its release.
We drafted announcements regarding the project and availability of the new handbook for the upcoming hosting cycle. In addition, a powerpoint was created to present the handbook at different AFS functions happening across the USA. Postings went on internal AFS websites to inform volunteers. In addition, any targeted parties were informed, such as the Sponsored Programs staff working with a specific German scholarship program.
We asked targeted people to help us with a final evaluation process to make any needed changes before the printing.
We drafted a cover letter to accompany the handbook, which was being mailed out to all host families committed to hosting a German student for the NH08 cycle. We also had to speak with the appropriate staff at AFS USA regarding the mailing of handbooks, ensuring that the host families received the product.
In addition, copies of the handbook were mailed out to appropriate volunteer leaders, who were asked to share the resource with their team.
One measure of evaluating the handbook was to create a survey for the American host families.
After the host families had received the handbook and their German student had been with them for at least a month, we asked the families to complete a survey regarding the usefulness and pertinence of the handbook.
Every group member had a part of the survey feedback to evaluate, and create a short report to share at the upcoming national meeting.
The national meeting was planned for October in Vermont and the following work would be completed:
We would review our posted activities to see if revisions were needed.
Each member posted on the wiki about their own cultural experience, moving through this project, to share later with the group.
The timeline of this project would be fleshed out into narrative with group input.
The group would explore how to make this 2-year project replicatable across other AFS USA exchange countries.
Evaluation
The initial announcement regarding a project for a German specific handbook received a negative response from an individual upset about the country choice - why had AFS singled out Germany? This was immediately addressed and resolved by revising the announcement to further clarifying how the project came to be and the initiation of the project etc. This negative feedback was clearly an incident of misunderstanding, and not a reflection on the overall value of the project.
In fact, the overall response from the released handbook was positive. It was noted that all the host families and liaisons wanted to have such 'culture-specific' materials for their own student’s countries as well. The handbooks were prized and coveted, a testimony that this type of timely, culture-specific detail has been long overdue. Although we operated this project via phone meetings (AFS bridge), emails google group postings and word documents, we finally landed on the wiki, as the best place to use as our work platform for this project. Group members had to learn some basic Wiki editing, which was definitely moving towards making our documentation stage of this project easier.
When planning the International meetings the jetlag factor should not be underestimated. Sensitivity that the host group should lead primarily in the first days, to allow for the guest group to be refreshed and better on task.
When conducting so many meetings via the phone, it is important to connect personally with each and every member - a sort of check-in about how that person is doing in their life and how the project work is impacting them at that time. This helps maintain a positive tone for the calls.
Resources
- Copy of announcement
- Copy of survey
- Meeting Notes
- Copy of powerpoint
