AYA Host Family Orientation

Academic Year in America

AIFS Foundation

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

Program OverviewAcademic 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 Americans 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

Key Players - Students• Outstanding students between 15 and 18 years

old• Minimum of three years of English language

study and passing score on English language test• GPA of C+ or better• Desire to improve English, curiosity about U.S.

culture, dream to be an American high school student

• Agree to adhere to all program rules

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

Key Players – High Schools• AYA 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

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

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

Key Players – AYA Staff• Regional Directors

– Work full time in national office– Administer program in specific states– Supervise Local Coordinators and communicate with

overseas partners– Support Local Coordinators with behavioral issues

• Student Support Staff– Provide outreach to students and additional outlet for

students– Conduct quarterly surveys

Responsibilities – Host Family• Provide student with his/her own bed and place to study

– Can share a room with same gender and close in age

• Provide student with all meals– Lunch bought at school is considered personal expense

• 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

Host Family Commitment

• Expectations• Hosting requirements• Communication requirements• Prohibitions

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

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• Provide emergency assistance• Inform national office of any concerns

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

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

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

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

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• 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

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

• Convalidation for certain countries

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

Things You Should Know – Religious Beliefs

• Students can be encouraged, but not required to participate in church and church activities

• Students must be provided transportation to/from religious services

Student Arrivals and Orientation

• Students receive a pre-departure orientation before they arrive in U.S.

• Students arrive throughout the month of August

• Attend AYA group orientation or fly directly to host family– LC conducts community orientation within 2

weeks of arrival

Student Travel• Travel is not allowed while school is in

session• Travel with host family or LC

– Notify office of whereabouts

• Travel with an adult other than host parents or LC (independent travel)– Written permission is required at least 2

weeks in advance

• Belo Tours

Student Travel - Abroad• Independent Travel Form• 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– Submit student’s original DS-2019 form to AYA via certified or traceable

mail– Make sure students has validated DS-2019 form and passport on day of

travel– Make copies of all students paperwork before turning them over or mailing

them

• Cruises• Semester students who extended cannot travel outside the U.S.

Visits from family and friends

• Natural family and friends are permitted to visit towards the end of program– Fall semester students: December 1st

– Full year or spring semester: April 15th

• Students and natural families should discuss potential visits with host family well in advance

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

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

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)

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

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

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

Insurance - Norway

• Students from Norway have their own medical insurance: Gouda Travel Insurance

• Coverage includes but is not limited to: medical treatment, repatriation, personal liability, accident, luggage damage or loss

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

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 for an extended amount of time, inform your Local Coordinator or AYA staff member immediately

Student Safety

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

What should you do?...if you are concerned about your student

• Contact your LC or AYA immediately• Use emergency answering service – 24/7

– 1-800-322-4678 or 1-800-926-2506

• Immediate danger – call 911• AYA will help student receive care and

support necessary to stay safe and healthy

Program Rules and Disciplinary Policies and Procedures

• Student Code of Conduct• Zero Tolerance Rules

– Drinking/Drug Use– Driving– Breaking a U.S. Law– Expulsion from school

Disciplinary Process - Mediation• First step in resolving most issues• Formal or informal meeting with students,

host family and Local Coordinator • Opportunity to discuss concerns openly • Effective way to resolve most problems• Critical step before moving forward with

any other disciplinary action

Disciplinary Process - Warning Letter• Letter issued by AYA Regional Director after breach of

conduct or program rules/guidelines• Letter is sent to students, Local Coordinator, host family,

overseas partner• Intent of warning letter:

– Formally advise all parties of unacceptable behavior or program violation

– Advise student that the national office is aware– Inform student that there should be no further infractions– Advise what specific steps must be taken to avoid further

disciplinary action– Formally define a timeframe for reviewing student’s performance

Disciplinary Process - Probation

• Major breach of program rules or HF guidelines OR• Not abiding by terms of a previously issued warning letter

OR• Conduct unbecoming to an exchange student that may

jeopardize reputation• Decided by disciplinary committee after all parties have

been spoken with• Intent of probation

– Clarify issues– Outline actions for improvement

• Student’s final opportunity to abide by all program rules and expectations prior to disqualification

Disciplinary Process - Disqualification

• Offense deemed serious enough to merit termination

• Step taken after all other corrective measures have failed or violation of major program rule

• Last resort and decided by AYA disciplinary committee

Host Family Changes

• Considered last resort• Temporary arrival families• Personal circumstances render a HF

unable to continue hosting• Local Coordinator will replace student in a

new host family in the same community

End-of-Year Preparations• Should return home within few days after school

ends• Student responsible for making flight

reservations• Call LC or RD for assistance• Program Year-End Release Form• Travel at end of program• Reverse Culture Shock

Important Contacts

• AYA National Office– 1-800-322-4678

• AYA Emergency Service– 1-800-926-2506

• Department of State– 1-866-283-9090

“Our students have brought so much joy to our lives – we have fun sharing daily activities and holidays with them. Every year I get Mother’s Day cards from my sons and daughters around the world” - Host Mom

THANK YOU!