What to Expect
From AFSWiki
Host Families - What to Expect During an AFS Site Visit
- What is the purpose of the site visit?
The purpose of the site visit is to elicit feedback from host families and participants about the services and support provided to them by AFS-USA. It also provides the opportunity to ensure that AFS is meeting our Quality and Compliance standards with regard to our hosting program. Whenever possible, site visitors will also meet with local volunteers and school officials to share best practices and training resources, and to learn how AFS can better support them in their respective roles.
- How did AFS choose my family for a site visit?
AFS staff identified areas to visit using predetermined selection criteria. Staff then selected which host families to visit within each area based on proximity, timing, availability and recommendations from the local volunteers.
- Who are the site visitors?
The site visitors are trained AFS staff, comprised of the Quality and Compliance Coordinators and Sponsored Program staff. Staff will begin site visits in October 2010. In the future, additional AFS staff and volunteers may be trained to conduct these visits. A local AFS volunteer may accompany the site visitor during the visit to your home.
- How will the time and date of the visit be determined?
AFS staff members will try and be as flexible as possible with their schedules, but kindly request that your family also make time in your busy schedule for this visit. Staff does not expect anyone to take time off of work or school for this visit. Staff members will work with your family and/or the local volunteers to set up a schedule which will work best for everyone.
- Who needs to be present during the visit?
The visit must take place in your home with the student and at least one host parent present.
- How long will the visit take?
The AFS staff person will spend approximately 45 minutes to 1 hour in your home. During this time, the AFS staff person will request to meet alone with your student, alone with you, and together as a group. This will enable everyone to speak openly about their experience.
- What kinds of questions will the visitor ask us?
The AFS staff person will have a list of interview questions for both you and your student regarding your AFS experience thus far. The questions have been formulated to ensure that AFS is meeting our Quality and Compliance standards and will cover such topics as the home environment, daily routine, and the student’s accommodations Therefore, the staff person may request to take a tour of your home to verify that related standards have been met.
- Will the site visitor help us if we are having a problem or concern with the program?
We understand that host families and students may want to discuss issues or concerns with the AFS staff person. As AFS trained staff, the visitors will surely listen and record the conversation. However, the AFS Support Chain of Communication will still remain in effect. If issues or concerns are raised during the visit, the staff person will pass along the information to the local volunteers and the AFS Regional Participant Support Staff. The volunteer and/or Participant Support Staff will follow up with the student and/or family regarding the concern.
Please see the link below for more information on the AFS Support Chain of Communication:
If you have any questions or concerns before the site visit, please feel free to call your respective Quality and Compliance Coordinator:
The AFS Quality Assurance and Compliance Department
Volunteers - What to Expect During an AFS Site Visit
- What is the purpose of the site visit?
The purpose of the site visit is to elicit feedback from students and host families about the services and support provided to them by AFS-USA. It also provides the opportunity to ensure that AFS is meeting our Quality and Compliance standards with regard to our hosting program. Site visitors will also try to meet with volunteers and school officials to share best practices and training resources, and to learn how AFS can better support them in their respective roles.
- Who are the site visitors?
The site visitors are trained AFS staff, comprised of the Quality and Compliance Coordinators and Sponsored Program staff. Staff will begin site visits in October 2010. In the future, additional AFS staff and volunteers may be trained to conduct these visits. As a local volunteer, you may be invited to accompany the staff when they visit the participants in their homes.
- How does AFS choose our area to visit?
AFS staff identifies areas to visit using predetermined selection criteria, such as:
- The average student and/or host family monthly contact percentage is lower than 90%.
- The student move rate is higher than 35% (excludes moves from Welcome to Permanent families).
- The team has more than 10% of the placements missing critical pieces of screening/paperwork (Form Ds, PAFs).
- The team has been given provisional status based on the Quality Assessment Tool.
- Compliance, Hosting, Support, and/or Volunteer Development staff has identified your team/chapter as a focal area due to participant volume or otherwise."
- How will the time and date of the visit be determined?
AFS staff members will try and be as flexible as possible with their schedules, but kindly request that you also find some time in your busy schedule to meet with the staff. Staff does not expect anyone to take time off of work or school for this visit. Staff members will work with you and/or the families to set up a schedule which will work best for everyone.
- How does AFS choose the families to visit?
Staff members may ask you to assist them in identifying families and students that would represent a good cross-section of participants. Among the factors in identifying families and students include: students who do not have documented monthly contacts, families that have not completed all aspects of the application, and the location and availability of the families. AFS site visits are not meant to include students involved in an active support case. Please see the last question for more information.
- What is my role in scheduling the visits?
You may decide how involved you would like to be in scheduling the visits. If you would feel more comfortable contacting the families and arranging the times yourself, you may do so. If you would like the staff member to prepare the logistics, he/she will do so.
- What will the logistical aspects (meals, lodging, and transportation) of the site visit entail?
AFS staff will arrange and pay for their own meals, lodging and transportation. Volunteers and/or families may offer to provide any of these services, but they are not expected to do so. Staff members may or may not be in a position to accept such offers, depending upon their work load and schedules.
- Who needs to be present during the visit?
The visit must take place in the family’s homes with the student and at least one host parent present. As mentioned above, you are welcome but not obligated to join the staff member on these visits.
- How long will the visit take?
The AFS staff person will spend approximately 45 minutes to 1 hour in a family’s home. During this time, the AFS staff person will request to meet alone with the student, alone with the family, and together as a group. This will enable everyone to speak openly about their experience.
- What kinds of questions will the visitor ask?
The AFS staff person will have a list of interview questions for both the family and the student regarding their AFS experience thus far. The questions have been formulated to ensure that AFS is meeting our Quality and Compliance standards and will cover such topics as the home environment, daily routine, and the student’s accommodations. Therefore, the staff person may request to take a tour of the home to verify that related standards have been met.
- Will the site visitor help if there is a problem or concern with the program?
We understand that host families and students may want to discuss issues or concerns with the AFS staff person. As AFS trained staff, the visitors will surely listen and record the conversation. However, the AFS Support Chain of Communication will still remain in effect. If issues or concerns are raised during the visit, the staff person will pass along the information to the local volunteers and the AFS Regional Participant Support Staff. The volunteer and/or Participant Support Staff will follow up with the student and/or family regarding the concern.
If you have any questions or concerns before the site visit, please feel free to call your respective Quality and Compliance Coordinator:
Thank you,
The AFS Quality Assurance and Compliance Department
