Please note the Host Family Application 2.0 does not work well with Internet Explorer.
The host family application process is how we learn about host families and screen them to ensure they meet AFS standards and Department of State regulations. This article walks through the entire application process from start to finish, including:
- Starting a Host Family Application
- Completing and Submitting a Host Family Application
- Background Checks
- Reference Checks
- Host Family Interviews
- Linking Families & Students
- School Approval
- Consent for Placements Requiring Supplemental Paperwork (formerly known as "Non-Traditional")
- Host Family Orientation
- Connecting the Family and Hosted Student
If a host family is having trouble with their application, they are welcome to reach out to the Regional Field Specialist (RFS) or the Hosting Operations staff at any time. Hosting Operations can be reached at hostingpaperwork@afsusa.org or 1-800-AFS-INFO (press 2 and 2 again).
Starting a Host Family Application
Families interested in hosting an AFS student can start an application on their own at www.afsusa.org/host-family/. Volunteers should direct potential families to this page, though, if needed, your Regional Field Specialist (RFS) can also launch an application for a family if they have the following information:
- Host parent first name and last name
- Host parent email address
- Host parent zipcode
If a family has hosted with us previously, either method - going to our website or having staff launch the application - will carry over information from their most recent host family application (as long as it was completed after 2010).
Staff and Hosting Lead Recipient volunteers will get an email alert whenever a family starts an application online. The email will also include the school year of interest the applicant selected. These families will also show in the Hosting Lead Management section of Global Link for all Hosting Volunteers. Learn more here.
Host Family applicants are also asked early on if they are signing up as an Event family so that true event families can start the Event family application, which is shorter than the semester/year application. If you are directing host families to our website to sign up for a specific AFS Event, please be sure to have them indicate their Event Family status when they register.
If this question is answered wrong, staff can change their application type manually in Global Link - simply notify your Regional Field Staff member!
Of note, families applying for any special, short-term hosting programs will need to have their application sent in the traditional way in Global Link by staff.
Completing and Submitting a Host Family Application
Once the family has started the application process, volunteers can monitor the family's progress. Please see the View Host Family Applications and Identify What's Missing articles to learn more. The Field staff and Hosting Operations staff can help address any questions or concerns the family has. Hosting Operations can be reached at hostingpaperwork@afsusa.org or 1-800-AFS-INFO (press 2 and 2 again).
Once the host family has completed all of the required parts of the Host Family Application, the application is submitted for Hosting Operations staff to review. For a full list of Host Family OA Statuses, please see the View Host Family Applications article.
Background Checks
After the host family's submitted OA has been reviewed by Hosting Operations staff, the family is sent email instructions for completing the required background checks for host families. The background check email can be sent earlier in the case of an urgent student move or other time-sensitive situation as long as we have information about all people living in the household first. Families using Hosting Application 2.0 can also access the links to the background checks directly from their application.
While the ability to access the Background Checks directly from Application 2.0 is great, it also creates a new challenge because of the security features necessary for completing the background checks. In order to open the background check for each family member, the applicant must close and re-open their internet browser (not just the one tab they have open). That means they have to log in and out of the application to do each Background Check. For families needing to complete multiple background checks, it is easier to use the email that is sent to them.
If host families have questions or problems completing their background checks, they may contact cbc@afsusa.org or 646-751-2045. Because of the sensitive nature of background checks, very few AFS staff have access to host family background check information.
Note: Pennsylvania host families must complete three additional requirements, which are communicated to Pennsylvania host families during the application process.
Reference Checks
Once the host family's submitted OA has been reviewed by Hosting Operations staff, auto emails will go to the references the family provided asking them to complete and submit a hosting reference form. We ask host families to provide 4 or 5 references that know them well even though we only require two positive references to be submitted to us. This is to ensure that we have enough qualified respondents to move the host family's application forward in a timely manner. Likewise, if there are any host family red flags it gives more people an opportunity to weigh in on the family's suitability to host.
Host Family Interviews
The Host Family Interview can take place at any time during the application process. To learn more about conducting and submitting interviews, please visit the Interview Applicants section.
Linking Families & Students
A host family can pick out and be linked to a student at any time during the application process. In fact, if the family is committed to hosting a specific student, it is best to enter a Placed without Papers request to communicate to other volunteers that the student is no longer available. Please keep in mind that unscreened families can only look at limited information about a student. Check out the Share Student Information with Host Families section to learn more.
School Approval
Once a family has selected a student, the process of seeking school approval can begin. Please see Securing School Approval for details.
Consent for Placements Requiring Supplemental Paperwork (formerly known as "Non-Traditional")
There are some types of placements that require additional consent from the student, the student's family, or others. Please learn more at Get Consent for Placements Requiring Supplemental Paperwork (formerly known as "Non-Traditional")
Host Family Orientation
Once a family has successfully passed the Online Application (OA), background checks, references, and interview, the host family receives an email confirmation that they are approved to host. They are now considered a Screened Host Family. However, the family must complete the Online Host Family Orientation before the student arrives in their home, and they may be asked for additional information or clarification from our Compliance team before final approval is granted for the Host Family to have a student in their home.
Note: Families hosting YES or CB students must complete the Online Host Family Orientation as well as the Sponsored Programs online Host Family Orientation before hosting. While they receive an email to this effect, many families are still confused!
In addition, AFS volunteer teams are required to offer an in-person host family orientation before students arrive. Please see the Conduct Orientations section to learn more.
Hosting Application 2.0 also displays the link to the Host Family Orientation for easier access for families:
Host Family Approval
As the various components of the Host Family Application process are completed, Hosting Operations staff reviews them for completeness and to determine if a host family is qualified to host. They use the Hosting Checklist in Global Link to track completeness (see image below). Once every part of the application is complete and approved by the Hosting Operations team, Compliance staff begins a second review. State Department regulations regarding host family screening are so strict that AFS requires a second review to be sure that nothing was overlooked during the initial review. A family is fully ready to host once both the Hosting and Compliance checklists are complete. Hosting Volunteers can monitor completion using the Hosting and Compliance Checklists on the Host Family Service Case Detail page here:
You may also want to reference the Identify What's Missing article.
Connecting the Family and Hosted Student
Once a family has completed the OA, background checks, references, and interview, and school and special approvals have been received, the host family receives email confirmation that they are fully approved to host the student with whom they were matched. They are sent an email titled "Information about your AFS Hosted Student and Host Family Orientations!" The message encourages them to complete the Host Family Orientation if they haven't already, and it provides instructions for contacting their hosted student. If the family will be hosting a student who is already in the U.S., volunteers will need to put the family in touch with their student and secure a move-in date.
Note: Sometimes fully screened families are not allowed to reach out to their YES student immediately. Although we know host families are usually eager to get in touch with their students, due to the timing of the YES scholarship announcements it isn't always possible right away. Please be assured that our Sponsored Programs staff will alert host families as appropriate once their student has been made aware of their finalist status and placement.
The Hosting Application 2.0 will also display their hosted student's contact information when the family clicks on "Meet {Student's Name}" - the "Meet Valentino" button in the image below.
This page also provides the link to the Host Family Orientation should the family still need to complete it as well as a link to other Host Family Resources like the Host Family Handbook.