AYA Host Family Orientation

1. AYA Host Family Orientation Academic Year in America AIFS Foundation

2. Orientation Agenda • AYA Program Overview • Key Players • Responsibilities • Host Family • Student • Local Coordinator • Adaptation Process • Things You Should Know • Student Health, Safety & Emergency Procedures • Disciplinary Process & Problem Solving • End of Year

3. AYA Program Overview Academic Year in America • Founded in 1981 • Over 35,000 students placed • Nearly 1,000 high school students live with host families across the U.S. each year Program Goals: • Increase understanding of U.S. and its people, culture and history • Encourage American to learn more about foreign countries, cultures and languages • Create opportunities for cross-cultural friendships • Provide a solid educational experience for all participants in the program • Make participants better citizens of their countries through exchange of ideas • Continue to offer programs that are superior from both experiential and administrative perspectives

4. Kennedy Lugar Youth Exchange and Study (YES) Program • YES Program • Established by Congress after events of 9/11/01 • Public diplomacy initiative to encourage understanding between Americans and people in countries with significant Muslim populations

5. YES Program Goals • Expand communication in interest of promoting mutual understanding and respect • Promote international security and peace • Acquire understanding of American values, qualities of leadership and important elements of civil society • Interact with Americans and generate enduring ties • Share what they have learned and make a difference in their home countries

6. Future Leaders Exchange (FLEX) Programs • Senator Bill Bradley created program in 1993 • Scholarships to students from countries of Eurasia to experience life in America

7. FLEX Program Goals • Acquire understanding of important elements of civil society • Show willingness and a commitment to serve as agents for change in their home countries • Develop appreciation for American culture • Interact with Americans and generate enduring ties • Teach Americans about cultures of their home countries and teach citizens about the U.S.

8. YES & FLEX Students • Outstanding students between 15 and 18 years old • YES – Predominately Muslim population • FLEX – NIS (New Independent States) • Carefully selected and well prepared • Merit Based Scholarships • Students with disabilities

9. Program DifferencesGrant students vs. Core students • Orientations • Program fees • School lunch • Visa Sponsor • Arrival and Departure Travel • Communication Channels • Site Visits • Student Responsibilities • Funds • Enhancement activities

10. Alumni Program • Well established Alumni Programs support and continue student experience • Activities highlight ideas and concepts learned in America • Community service projects • Peer mediation workshops • Small student cooperatives • Connect and Join in! • Alumni.state.gov • Facebook groups • Twitter

11. Post Program Experience • Students become involved in wide variety of activities, such as volunteering in their home communities. They also eventually become leaders in their professional fields and share their experience in the U.S. with their communities • 2-Year Home Residency requirement

12. Key Program Components • Volunteerism/Community Service • Students must complete 50 hours • 5 hours per month is recommended • Student service log • Host family should encourage student to volunteer and assist student with this endeavor

13. Key Program Components • Enhancement Activities • Must expose students to American society, volunteerism, leadership and diversity • Educational in nature • Allotted funds to cover the cost • Reflection form

14. Student Funds • Monthly Stipend • Monthly check used for social activities and personal items • Not to be used for travel, electronics, clothing, school lunch, or sent home • Students should be given money immediately • Incidentals Allowance • Program related expenses • LC must reimburse HF or student in a prompt manner • Tracking form • May not reimburse for purchases of designer clothing or items that are inappropriate

15. Activities • International Education Week (IEW) • Better Understanding for a Better World conference (BUBW) • Civic Education Week (CEW) • Social Media and English Teaching workshops • Global Youth Service Day (GYSD)

16. Monitoring & Evaluation • Monthly Surveys • Site Visits • Accomplishments and Achievements

17. Chain of Communication

18. Key Players – Host Families • Provide student with a safe and suitable home for academic year or semester • Welcome student as member of their family and encourage him/her to participate in all aspects of family life • Encourage exchange of ideas and provide exposure to cultural and social environment of home/community • Provide love and understanding a young person needs in order to be successful

19. Key Players – High Schools • Students attend local public high school • Students enroll in full course loads and can participate in most activities • School administrators determine grade placements • Students must maintain a C+ GPA in all classes

20. Key Players – Local Coordinators • Community representatives of AYA program • Independent Contractors who share a belief in value of cross-cultural exchange • Support host families and students

21. Key Players – Second Visitors • Independent Local Coordinators or designated AYA Sponsor Representatives • Perform required second visit to home to verify suitability • Home visit within 30-45 days of student’s arrival

22. Key Players – AYA Staff • Grant Regional Director • Work full time in national office • Supervise Grant Local Coordinators • Support Local Coordinators with behavioral issues • Student Support Staff • Provide outreach to students and additional outlet for students • Conduct monthly surveys • Grants Manager • General oversight of Grant programs

23. Responsibilities – Host Family • Provide student with his/her own bed and place to student • Can share a room with same gender and close in age • Provide student with all meals • Assist with school registration • Provide transportation to/from school and religious services • Notify LC or AYA Staff of any and all material changes to status of family and student, including but not limited to: changes in address, finances, employment and criminal arrests or if anyone joins your household • Understand rights of exchange students

24. Host Family Commitment • Expectations • Hosting requirements • Communication requirements • Prohibitions

25. Responsibilities - Students • Act in a manner that positively reflects AYA, their country and themselves • Follow all AYA program rules • Maintain C+ average in all classes • Treat host family with respect and show appreciation • Be involved in host family activities • Personal expenses beyond student funds • Community Service • Enhancement Activities • IEW Presentations

26. Responsibilities – Local Coordinator • Screen, interview and select safe and suitable host families • Enroll students in local public or private high school • Provide host families with orientation • Supervise and counsel families and students • Maintain monthly contact with families and students • Meet with student in person every other month • Submit monthly reports • Plan enhancement activities • Ensure student participation • Provide emergency assistance • Inform national office of any concerns

27. Adaptation Process • Honeymoon High • Blissful period of time in first few days or weeks • Culture Shock • Emotional or physical upset that is experienced when settling into a new culture • Irritability, resentment, homesickness, anxiety, fatigue, upset stomach, headaches • Cultural Adaptation • Successfully adjusted to new culture

28. What can you do to help student adjust? • Recognize and accept that what he/she is feeling is culture shock • Suggest or plan activities to avoid too much downtime • Make it easy for your student to ask questions about the culture • Think about cultural differences and put yourself in your student’s place

29. Tips for a Successful Start • Plan a relaxed, casual day together and orient your student to their surroundings • Treat your student like one of your own family members and be consistent • Repeat things slowly and often • Understand student’s expectations may need to be adjusted • Be flexible with your own expectations • Ask open ended questions • Complete the Expectations Worksheet with your student

30. Things You Should Know – Adolescent Behavior • Changing of appearance • Reclusiveness • Friends are # 1 priority • Peer pressure • Challenging authority • Pushing boundaries • Frequent texting and social media use • Self involvement

31. Things You Should Know - Food • The Host Family must provide an adequate, balanced diet • Student may take time to adjust to your family’s diet and American foods • Be aware of dietary restrictions (halal meat, pork, etc.) • Prepare your usual meals and encourage your student to try new things • Be aware that eating habits can change or fluctuate and some students may be concerned about gaining weight • If you are concerned about student’s eating habits, contact your Local Coordinator immediately

32. Things You Should Know – High School • Students are aware that AYA does not guarantee grade assignment, receipt of diploma, participation in graduation, or sports • If possible, spend a few hours visiting school before it opens • It may take time for students to adjust to American high school • If student struggles in school he/she should make a concerted effort to improve grades • Immunizations

33. Things You Should Know – Computer Usage and Social Media • Understand that email, texting and social networking is a universal part of teen culture • Communications abroad should be limited to a reasonable amount • Pay attention to how your student is adjusting when setting limits • All students must have reasonable access at all times to phone and/or internet

34. Things You Should Know – Religious Beliefs • Students can be encouraged, but not required to participate in church activities • Students must be provided transportation to/from religious services

35. Cultural Considerations - YES • Country Profiles • Prayers • Ablutions • Ramandan • Dogs/Pets • Gender relationships

36. Cultural Considerations - FLEX • Country profiles • Values, beliefs and behaviors shaped by political, economic and family structure • Persistence when told “no” • Reticence to doing chores • Pessimism • Dependence • Difficulty taking responsibility

37. Student Arrivals • FLEX Students • Select available travel dates • Overnight in Washington D.C. • YES Students • Arrive throughout month of August • Arrival dates are assigned and are not flexible • Attend 4 day orientation in Washington D.C.

38. Student Departures • FLEX Students • Mid May – Mid June • Return dates selected on first-come first served basis • End of year activities not taken into consideration • YES Students • Throughout June • Attend End of Stay Orientation in Washington D.C. • Return date based on country • End of year activities not taken into consideration

39. Student Travel • Travel is not allowed while school is in session • Travel with host family or LC • Written permission from AYA Office • Travel with an adult other than host parents or LC (independent travel) • Written permission is required at least 2 weeks in advance • Belo Tours

40. Student Travel - Abroad • Independent Travel Form • Request approval at least 2 months in advance • Obtain necessary information and documents • Initial steps for host family and student to complete: • Check student’s J-1 visa in passport for an M (multiple entry) • Contact nearest consulate of country to which you are traveling to find out requirements • ECA must validate DS-2019 • Make sure students has validated DS-2019 form and passport on day of travel • Make copies of all students before turning them over or mailing them • Cruises

41. Visits from family and friends • Natural family and friends are permitted to visit towards the end of program • Full year or spring semester: April 15th • Students and natural families should discuss potential visits with host family well in advance

42. Insurance • CareMed insurance (majority of students) • Policy covers: required treatment by physician or surgeon, confinement in an infirmary or hospital, services of a registered nurse, x-rays, ambulance service, or any other services and supplies or medicines prescribed by a physician

43. Insurance – Coverage Contd. • Mental/Nervous disorders ($500 max) • Physiotherapy • Dental care for the alleviation of pain and as the result of a covered accident • Family Reunion Benefit • Travel Luggage Insurance • Third Party Liability • Damage to host family property caused by the student

44. Insurance - Exclusions • Excluded Services: • Routine Physicals (including sports physicals) or immunizations required by the school • Pre-existing conditions of any kind (defined as an illness or injury which first manifested itself or the participant received treatment for, including medication, within 12 months prior to the effective date of coverage. • Eye Exams unless there is an infection or injury to the eye • Prescription of Contact lenses or eyeglasses. • Extreme sports or activities that the plan does not cover: • Boxing • Combat sports • Aerial sports • Heli-skiing • Mountaineering • Rock Climbing (we are often asked about indoor rock climbing and this is covered- outdoor rock climbing where ropes and guides are used is excluded) • Hang Gliding • Parachuting • Bungee jumping • Horseracing • Scuba diving • White Water Rafting • Jet skiing • Water skiing • Flying on a non-commercial airline (private planes)

45. Insurance – What to do when it is needed? • Making an appointment • Online directory at www.caremed-assistance.com • Insured should mention they are insured through CareMed insurance, part of First Health Network • Visiting a doctor • Bring insurance document with a card to present to doctor • Nurse/Doctor can call 24-hour Medical Emergency Number at Assistance Center • 1-855-657-3434

46. Insurance – Emergency Room • Emergency rooms are for those with true emergencies • If medical care is sought for an illness that is not deemed to be an emergency, a $250 deductible will be charged • For colds, rash, flu, sinus infections, headaches, or other like illnesses use the following before going to ER: • Urgent Care center • Walk in Clinic • CVS/Walgreens/Walmart/Target/Kroger Clinics • Primary Care Physician

47. Insurance Claims • Student should provide natural family’s name and contact information on all claims • CareMed Claims Department • Ph: 203-399-5130 or 1-866-404-2062 (toll free) • Fax: 203-399-5596 • Email: claimhelp@culturalinsurance.com • More information online at www.caremed-assistance.com • How to submit a claim • Claim form • Contact information for Claims Office and CareMed Assist

48. Health and Safety – Eating Habits • Common fear among foreign exchange students is gaining weight • Students may choose to diet or increase exercise to compensate for lifestyle changes • Eating disorders can begin as a health kick and progress into unhealthy and compulsive behaviors • If concerned about student’s weight or eating habits, speak with your Local Coordinator or any AYA staff member

49. Health and Safety – Mental Health • Adapting to new culture and being far away from home will cause adjustment issues and a range of ups and downs • Some people choose to self-harm in order to cope with overwhelming feelings of sadness, anxiety or depression • Signs and symptoms of mental or nervous disorders may include: withdrawal from family and friends, increased school absences, excessive sleeping, loss of interest in regular activities • If student’s behavior changes or if he/she has pervasive feelings of sadness or anxiety, inform your Local Coordinator or AYA staff member immediately

50. Student Safety • Student Safety Video • Safety tips • Mental Health • Appropriate v. Inappropriate behavior • Reporting procedures