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Placement Paperwork and Documentation Terra Jackson and Andria Zielinski Friday, March 22, 2007

Who cares about paperwork?. Why should we care?. Identify quality placementsPromote and monitor well-being of studentsEnsure successful program for Students, Host Families, Schools and Ourselves!Adhere to Department of State (DoS) Regulations and CSIET Standards. DoS Regulations Host Family Sele

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Placement Paperwork and Documentation Terra Jackson and Andria Zielinski Friday, March 22, 2007

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    1. Placement Paperwork and Documentation Terra Jackson and Andria Zielinski Friday, March 22, 2007

    2. Who cares about paperwork?

    3. Why should we care? Identify quality placements Promote and monitor well-being of students Ensure successful program for Students, Host Families, Schools and Ourselves! Adhere to Department of State (DoS) Regulations and CSIET Standards Placement paperwork is first step to identifying quality placements. Identifying a quality placement will help promote the students well-being, and ongoing paperwork helps to monitor students well-being. First two steps lay the foundation for a successful program for all parties involved. Because our industry is regulated by the DoS, we must comply with the published regs. Our ability to do business is tied to a full CSIET Listing, so it behooves us to adhere to standards. We must have paperwork to demonstrate compliance. I will repeat this throughout. We can say we did it, and we probably did do it, but we must have proof, and our proof is documentation. Placement paperwork is first step to identifying quality placements. Identifying a quality placement will help promote the students well-being, and ongoing paperwork helps to monitor students well-being. First two steps lay the foundation for a successful program for all parties involved. Because our industry is regulated by the DoS, we must comply with the published regs. Our ability to do business is tied to a full CSIET Listing, so it behooves us to adhere to standards. We must have paperwork to demonstrate compliance. I will repeat this throughout. We can say we did it, and we probably did do it, but we must have proof, and our proof is documentation.

    4. DoS Regulations Host Family Selection Standard Application In-person Interview (CSIET states In-home Interview) Recommendations Criminal Background Checks

    5. DoS Regulations Host Family Selection Standard Application - Objectives Detailed profile of Host Family Summary of physical home environment, family composition, and community environment Host family information needs to be available to student before they depart their home country Students fill out a very detailed application to come on program, so the least we can do is provide them some tidbits about their new home for a semester or ykear.Students fill out a very detailed application to come on program, so the least we can do is provide them some tidbits about their new home for a semester or ykear.

    6. DoS Regulations Host Family Selection In-Person Interview Objectives Ensure it is a comfortable and nurturing home Determine whether financial resources are sufficient to undertake hosting responsibilities Many other things can be accomplished during the in-person interview as well, but these are DOS objectives.Many other things can be accomplished during the in-person interview as well, but these are DOS objectives.

    7. DoS Regulations Host Family Selection Recommendations - Objectives Further means of ensuring safety, security, and well-being of students Determine potential hosts are of good reputation and character Solicit recommendations from school when possible

    8. DoS Regulations Host Family Selection Criminal Background Checks - Objectives New DoS regulation for 2006 placement cycle Verify criminal history for charges that may preclude hosting Background check must be re-run annually Working to get portal set up, still determining how annual checks will be handled. (New forms vs. a form that is reusable for multiple years.Working to get portal set up, still determining how annual checks will be handled. (New forms vs. a form that is reusable for multiple years.

    9. DoS Regulations School Acceptance School Acceptance requires: Written acceptance from appropriate school official Must be received prior to students arrival in US Each organization limited to 5 students per school, unless school requests more

    10. DoS Regulations Double Placements To approve a Double Placement: Written approval from DoS required BEFORE student moves into the home Additional documentation requirements: Agreement forms SEVIS ID numbers for the students complete contact information for host families (address and telephone number) contact information for the local coordinator Transition to NOD paperwork: I mentioned that documentation demonstrates compliance, so next well talk about the NOD documents that help us to meet the DOS Regs and CSIET standards. Transition to NOD paperwork: I mentioned that documentation demonstrates compliance, so next well talk about the NOD documents that help us to meet the DOS Regs and CSIET standards.

    11. Nacel Open Door Placement Paperwork Placement Form School Acceptance Form Host Family Application Host Family Visit Form Host Family Recommendations (3 Total) Background Check Authorization Form(s) Host Family Photos When we refer to complete paperwork, this group of documents is what we mean. Submit complete paperwork in this order, and you will make Andrias day.When we refer to complete paperwork, this group of documents is what we mean. Submit complete paperwork in this order, and you will make Andrias day.

    12. Nacel Open Door Placement Paperwork Placement Form Purpose: Serves as cover sheet for complete paperwork Overview of key placement details which facilitates data entry REFER THEM TO FORM IN BINDER. The placement form is extremely useful when we enter placement information. Due to the way we link data within filemaker, this form allows us to create all the initial links between Student, Host Family, School, Coord and Rep, and also allows for entry of critical details like Airport Code and Family Type. Tell Airport Code stories about PTI (Piedmont Triad International) is actually Port Douglas, Australia. Harrisburg Skyport MDT, but host family gave HAR a grass landing strip replaced by townhomes and single family homes in the 70s. REFER THEM TO FORM IN BINDER. The placement form is extremely useful when we enter placement information. Due to the way we link data within filemaker, this form allows us to create all the initial links between Student, Host Family, School, Coord and Rep, and also allows for entry of critical details like Airport Code and Family Type. Tell Airport Code stories about PTI (Piedmont Triad International) is actually Port Douglas, Australia. Harrisburg Skyport MDT, but host family gave HAR a grass landing strip replaced by townhomes and single family homes in the 70s.

    13. Nacel Open Door Placement Paperwork School Acceptance Form Purpose: Fulfills DoS regulation Needed for each student Must be signed and dated by principal or other school-designated official Fill out completely! REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated and must be before student arrives. REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated and must be before student arrives.

    14. Nacel Open Door Placement Paperwork Host Family Application Purpose: Fulfills DoS regulation for profile and summary of family Fill out neatly and completely or submit online Must be signed and dated Some information is used for Match Abroad REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated. Note others staying in home to assess total number of people and who else needs CBC run. Please be sure it is legible, or better yet, submit online. Make sure references provided. REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated. Note others staying in home to assess total number of people and who else needs CBC run. Please be sure it is legible, or better yet, submit online. Make sure references provided.

    15. Nacel Open Door Placement Paperwork Host Family Visit Form Purpose: Fulfills DoS regulation for in-person interview/CSIET in-home visit Part 1 (2 pages) completed with family Part 2 (1 page) completed by coordinator or representative Must be signed and dated REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated. Date and forms demonstrate compliance. REFER THEM TO FORM IN BINDER. Please be sure to fill out completely. Must be signed and dated. Date and forms demonstrate compliance.

    16. Nacel Open Door Placement Paperwork Host Family Visit cont. Ask yourself: **Would I be comfortable in this home, or would I be comfortable with my child in this home?** During visit inform host family of program rules and parameters, obligations, expectations, and success strategies. Talk about host family orientation being separate from home visit. Orient them as to preparation before student arrives and conduct post arrival orientation with students and HFs. Be sure to see the students bedroom, ensuring they have their own bed, a door on the room, access to a bathroom. Talk about host family orientation being separate from home visit. Orient them as to preparation before student arrives and conduct post arrival orientation with students and HFs. Be sure to see the students bedroom, ensuring they have their own bed, a door on the room, access to a bathroom.

    17. Nacel Open Door Placement Paperwork Host Family Recommendations Purpose: Fulfills DoS regulation Submit 3 total Cannot be from relatives of host family or from spouse of coordinator or local representative Must be signed and dated **If conducted over the phone, note this explicitly in writing on the form, and list date of phone conversation with signature of person who completed the reference form. REFER THEM TO FORM IN BINDER. REFER THEM TO FORM IN BINDER.

    18. Nacel Open Door Placement Paperwork Criminal Background Check Forms Purpose: Fulfills DoS regulation Authorizes NOD to run a background check (Must include full name, SSN, and Date of Birth) Run on all NOD staff and field representatives in direct contact with students CBC must be run on all individuals over age 18 in home for 15 consecutive days or more during students stay CBC must be completed BEFORE student moves to the home Having pre-screened emergency families essential when immediate moves required REFER THEM TO FORM IN BINDER. Portal Renew annually Working on form to use for multiple years. If HF will not give to representative, just let them fax separately If they wont write down SSN, we can call them to get that data. However, if they simply will not provide SSN, we cannot run background check and they cannot host. Direct them to explanatory form behind CBCREFER THEM TO FORM IN BINDER. Portal Renew annually Working on form to use for multiple years. If HF will not give to representative, just let them fax separately If they wont write down SSN, we can call them to get that data. However, if they simply will not provide SSN, we cannot run background check and they cannot host. Direct them to explanatory form behind CBC

    19. Nacel Open Door Placement Paperwork Host family Photos: Minimum of three photos required Inside of students bedroom Exterior of house Host family (all family members) **When submitting photos, email as .jpg files and label with student and host family name in Subject line of email Email to photos@nacelopendoor.org Photos are further substantiation that it is a safe and comfortable home. Inside of student bedroom is intended to ensure student has their own bed (not a futon, couch, mattress on the floor, or toddler bed.) Photo of host family shows composition of family. Emailing with name of HF and stu ensures timely processing and avoids errors. We get hundreds of photos and if HF app isnt processed yet, we have no where to log it. Names in emails EXTREMELY helpful.Photos are further substantiation that it is a safe and comfortable home. Inside of student bedroom is intended to ensure student has their own bed (not a futon, couch, mattress on the floor, or toddler bed.) Photo of host family shows composition of family. Emailing with name of HF and stu ensures timely processing and avoids errors. We get hundreds of photos and if HF app isnt processed yet, we have no where to log it. Names in emails EXTREMELY helpful.

    20. Nacel Open Door Placement Paperwork Change of Placement: Change of Placement Form School Acceptance Form Host Family Application Host Family Visit Form Host Family Recommendations (3 Total) Background Check Authorization Form(s) Host Family Photos

    21. Nacel Open Door Placement Paperwork Change of Placement cont. Change of Placement Form replaces Placement Form as cover sheet for complete paperwork Submit PRIOR to the students move ***If move is an emergency, submit Change of Placement form immediately at time of move and follow up with complete paperwork ASAP*** Provide exact date and reason for move CBCs need to be run before student moves to home, and DP approval needed from DoS before student moves to a DP home. Email to moves@nacelopendoor.org

    22. Nacel Open Door Placement Paperwork Double Placement Paperwork: Agreement Forms: Student and Natural Parent form (office) OR Student form (coordinator or rep) Used if student is already in the US Natural Parent Form (office) Host Family form (coordinator or rep) School form (coordinator or rep) Must be on school letterhead Other Organization form (office) Must be on organization letter head US DoS Approval (office) Parenthesis indicates who acquired signed, completed form. Lef the slide busy and confusing since this is an insanely time consuming tasknot just getting paperwork, but updating both students files and filing paperwork in both students files. Make sure HF form has legitimate reason not We were begged to take two students. Stu/NP form varies depending on whether stu is in US or not. MUST have lead time to get all of this in hand and allow for DoS turnaround of approval. MUST have DoS approval before student arrives or moves into home. DoS has expanded data we must provide making lead time essential for us to be in compliance. They could very well check with HF to see if stu is already in the home.Parenthesis indicates who acquired signed, completed form. Lef the slide busy and confusing since this is an insanely time consuming tasknot just getting paperwork, but updating both students files and filing paperwork in both students files. Make sure HF form has legitimate reason not We were begged to take two students. Stu/NP form varies depending on whether stu is in US or not. MUST have lead time to get all of this in hand and allow for DoS turnaround of approval. MUST have DoS approval before student arrives or moves into home. DoS has expanded data we must provide making lead time essential for us to be in compliance. They could very well check with HF to see if stu is already in the home.

    23. Nacel Open Door Ongoing Documentation Arrival Orientation Sign-In Sheet Monthly Contact Reports Counseling/Issue Resolution Documentation Parenthesis indicates who acquired signed, completed form. Lef the slide busy and confusing since this is an insanely time consuming tasknot just getting paperwork, but updating both students files and filing paperwork in both students files. Make sure HF form has legitimate reason not We were begged to take two students. Stu/NP form varies depending on whether stu is in US or not. MUST have lead time to get all of this in hand and allow for DoS turnaround of approval. MUST have DoS approval before student arrives or moves into home. DoS has expanded data we must provide making lead time essential for us to be in compliance. They could very well check with HF to see if stu is already in the home.Parenthesis indicates who acquired signed, completed form. Lef the slide busy and confusing since this is an insanely time consuming tasknot just getting paperwork, but updating both students files and filing paperwork in both students files. Make sure HF form has legitimate reason not We were begged to take two students. Stu/NP form varies depending on whether stu is in US or not. MUST have lead time to get all of this in hand and allow for DoS turnaround of approval. MUST have DoS approval before student arrives or moves into home. DoS has expanded data we must provide making lead time essential for us to be in compliance. They could very well check with HF to see if stu is already in the home.

    24. Nacel Open Door Ongoing Documentation Arrival Orientation Sign-In Sheet DoS and CSIET require arrival orientation. Our proof it was conducted is Orientation Sign-In Sheet We must have these on file in our office Direct them to sign in sheet in binder.Direct them to sign in sheet in binder.

    25. Nacel Open Door Ongoing Documentation Monthly Contact Reports DoS requires regular schedule of contact, CSIET specifies at least monthly Our proof monthly contact is maintained is the Monthly Contact Report We must have these on file in each students file. Direct them to MCR form in binder. Online form preferred. Direct them to MCR form in binder. Online form preferred.

    26. Nacel Open Door Ongoing Documentation Monthly Contact Reports cont. If not using online form, write legibly and darkly (we must fax or scan and email to overseas partners) Overseas partners review and send to natural parents Often submitted to CSIET to prove monthly contact maintained tell HF and student that you are conducting monthly contact report for that month at the start of call/conversation Use online form whenever possible facilitates forwarding to partners Watch what you write! FPs send to NPs. Think about you reading about your own kid. Stus and HFs often dont realize this is their official monthly contact. Tell them! Use online form whenever possible facilitates forwarding to partners Watch what you write! FPs send to NPs. Think about you reading about your own kid. Stus and HFs often dont realize this is their official monthly contact. Tell them!

    27. Nacel Open Door Ongoing Documentation Monthly Contact Reports cont. Submit forms by the 25th of each month Provide quality content this is one of the main tools for keeping national office and overseas partners informed Follow up on questions and concerns and contact coordinator or national office if you need help with a situation If student leaves early, final monthly contact required for the month they leave Partners often call students when ratings hit a particular threshold. We read all forms, but if there is a travel question, follow up with office, dont just put on form. Partners often call students when ratings hit a particular threshold. We read all forms, but if there is a travel question, follow up with office, dont just put on form.

    28. Nacel Open Door Ongoing Documentation Counseling Report and document concerns both large and small Send issues to counseling@nacelopendoor.org Try to nip problems in the bud and help students to have a successful exchange Often try to resolve things in the field, but without early documentation, makes it difficult to present to partner when situation escalates. Often try to resolve things in the field, but without early documentation, makes it difficult to present to partner when situation escalates.

    29. Important Tidbits to remember: Documentation demonstrates compliance Required paperwork helps to ensure good fit for host family and students Fill out forms completely dates and signatures are a must! Submit complete and timely paperwork

    30. Nacel Open Door QUESTIONS?

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