What to Expect for Volunteers
From AFSWiki
Volunteers - What to Expect During an AFS Site Visit
- What is the purpose of the site visit?
The purpose of a 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 may also 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. AFS staff began making site visits during the 2010-11 program year, traveling to over 20 Teams, and found them to be very insightful. Staff is continuing to make site visits throughout the country this year.
- Who are the site visitors?
The site visitors are trained AFS staff, comprised of the Quality Assurance and Compliance Coordinators and Sponsored Program staff. As a local volunteer, you may be invited to accompany staff when they visit the students and families in their homes.
- How does AFS choose which areas to visit?
AFS must visit 20% of the students within each Sponsored Programs focus (CB, FLEX, and YES) in order to meet grant requirements, so staff focuses on areas that have Sponsored Programs Clusters. Additionally, staff considers the overall “health” of a Team, as related to compliance, when deciding where to visit. The Department of State’s Educational and Cultural Affairs Youth Programs Division also makes site visits. While they operate independent of AFS, we do let them know which areas we plan on visiting in the given year in hopes that we can avoid having an area visited by both AFS and the ECA in the same year.
- How will the scheduling of the visit be determined?
AFS staff will try to be as flexible as possible with their schedules, and we kindly request that you also find some time in your busy schedule to meet with the staff. The staff will not expect anyone to take time off of work or school for their visit and will work with you and/or the host families to set up a schedule that works best for everyone.
- 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 host families may offer to provide any of these services, but they are not expected to do so. The staff may or may not be in a position to accept such offers, depending upon their work load and schedules.
- How does AFS choose which homes to visit?
The staff may ask you to assist them in identifying host families and students that would represent a good cross-section of participants. Factors staff consider when identifying placements to visit include: Sponsored Programs students, students who do not have documented monthly contacts, and the location and availability of the host families. 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 host families yourself and arranging the times for the staff to visit, you may do so. If you would like the staff to prepare the logistics, he/she can do so. Whoever makes the contact is encouraged to send the “Host Families – What to Expect During an AFS Site Visit” document to host families in advance of the visit.
- Who needs to be present when staff visits the home?
The visit must take place in the host 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 on these visits.
- How long will the visit take?
The AFS staff will spend approximately 45 minutes to 1 hour in the host family’s home. During this time, the staff will meet with everyone as a group, meet alone with the student, and meet alone with the host family. This will enable everyone to speak openly about their experience.
- What kinds of questions will the visitor ask?
The AFS staff will have a list of interview questions for both the host family and the student regarding their AFS experience thus far. The questions will ensure that AFS is meeting quality and compliance standards and will cover such topics as the home environment, daily routine, and the student’s accommodations. Therefore, the staff will request to take a tour of the home and student’s bedroom 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 site visitor. As trained AFS staff, they will surely listen and record the conversation. However, the AFS Support Chain of Communication will remain in effect. If issues or concerns are raised during the visit, the site visitor 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 host family regarding the concern.
If you have any questions or concerns before the site visit, please feel free to contact your respective Quality Assurance and Compliance Coordinator:
Thank you,
The AFS Risk Management, Complinace, and Quality Assurance Department
