This quarterly publication for volunteers that work with AFS Orientations is intended for all volunteers with an orientation affiliation and a copy is posted on this page in MyAFS Help & Learning.
Orientation Volunteer National Call
September 22nd, 8 pm ET
Register Here!
With NH26 Arrivals ongoing and planning for Post Arrival Orientations starting for many teams, this special edition will focus on some reminders and best practices for both Arrival and Post Arrival Orientations and some helpful tips for onboarding new/replacement host families who may have joined late and not attended an in-person host family orientation.
Hosting
Arrival Orientations for Late Arrivals
With students arriving through August and into early September, we wanted to make sure you were aware of the Arrival Orientation Worksheets.
These may be administered by a volunteer at the airport or first liaison contact if the student cannot attend the regular arrival orientation. Review the Arrival Orientation Help & Learning page for additional resources that can accompany this quick orientation. Be sure to follow up at Post Arrival Orientation and early check-ins to help students feel welcomed, acclimated, and settled at school.
Onboarding New, Move and Replacement Host Families
You may have some new host families that come aboard after your team’s Host Family Orientation (HFO). Please use the following guide to onboard new or replacement host families whether they just joined us or are a replacement family hosting a student in need of a move. This guide reviews information found in the HFO so families can feel supported and prepared for a successful hosting experience.
Post Arrival Orientation
Post Arrival Orientation (PAO) is such an important event for students. Especially if your team has scattered arrivals, this may be the first time the group is coming together to discuss their experience. Here are some reminders as you plan:
- Start planning early and recruit a group of volunteers to help at the orientation.
- Plan to have the orientation 6-8 weeks after the main group of arrivals but if you have late arrivals consider having it later to make sure they have had a chance to acclimate, AFS suggests early October as an ideal time for PAO.
- Consider having a support volunteer available to chat with students who may be struggling.
- If you can, have an overnight event with some fun activities along with the orientation content.
Volunteer Guides and Supplements for Orientations
We would like to draw your attention to some supplemental volunteer guides designed to complement and enhance your orientation content, in this section of Help & Learning. Feel free to use these in addition to the main Orientation Leader Guides.
Volunteers & Event Hosting
Volunteers hosting students overnight for orientations or team events must be screened as an Event Family or Host Family; these stays cannot be considered prudent parent stays. Please complete the Event Family screening process well in advance. See the Event Family Stays page in Help & Learning for details.
Study Abroad
Pre-Departure Orientation
SH27 applications have started being approved, keep an eye on your team’s Study Abroad section in MyAFS to see student status and start thinking about a date for your local Pre-Departure Orientation (PDO) based on their departure dates. To review materials and plan your orientation click here.
Welcome your Alumni Home
Students are continuing to return home through the fall. Check the ‘Recent Returnees’ section of MyAFS. Consider planning a welcome home event, encourage alumni to register as volunteers and invite them to get involved in your arrival and post arrival orientations. They are often eager to connect, share their stories, and contribute as exchange experts!
General Reminders
Orientation Attendance
Thanks to all teams who have been using the QR code check-in for Orientation Attendance. It can be used for all orientations: Hosting, Study Abroad and Host Family, just have attendees select the correct orientation from the drop down. It is important for Arrival Orientation that we have 100% student attendance recorded, we may reach out for confirmation if we see a student missing attendance. Refer to this article for more information.
Orientation Volunteer Affiliations
We are continuing to update affiliations so that all volunteers involved in orientations have the correct role reflected and can receive the right correspondence from us. Please look out for an email asking for updates or feel free to email directly if you have a change in orientation volunteer roles in your team.
Sharing Your Team Calendar
You can share your team calendar on your area team’s MyAFS homepage. Check out this article on how to create and upload a team calendar. Having it available for your team to see on their dashboard may increase opportunities for volunteer participation at orientations.
Thank you for all you do to provide meaningful orientation experiences for AFS students and host families.
Martha Friend – mfriend@afsusa.org
Orientations/ICL Department
AFS-USA