On May 12, 2020, AFS launched a new host family application, Host Family Application 2.0. During the 2020-2021 school year there will be some families with the "Old" application and others with the 2.0 version - both are reflected below.
There are several tools available to help identify what parts of the Host Family Application are missing for a specific family or even for all the families in your Team:
1. The Hosting Checklist
2. The Check Mandatory Feature
3. The Missing Paperwork Report
1. Hosting Checklist
This Global Link feature lists all of the items that must be completed in order for a host family to be approved to host. It lists each form of the application as well as references, background checks, the host family interview form, and any special approvals needed for a non-traditional placement. To find this checklist, follow the View Host Family Applications instructions and look for the Hosting Checklist on the top of the page.
For the "Old" Host Family Application, it is here:
And for Host Family Application 2.0, the checklist is here:
A new window will open to show you the checklist.
For the "Old" version it will look like this:
And for Host Family Application 2.0 like this:
2. Check Mandatory Feature
The hosting checklist does not update information about the host family application until the family submits the application (the checklist WILL indicate if other forms are completed before the host family application is submitted). In order to see how much or how little of the application a family has completed at any point prior to submission, you can use the Check Mandatory feature on the host family application. This will tell you which questions on the application the family still needs to answer. If only a couple of questions remain, the family may have unintentionally missed them and will need a reminder to complete those questions and submit their application for review. To find the Check Mandatory feature, Find the Host Family Application, and look for the Check Mandatory option here:
In this example, the family is missing photos and some personal contact info, and they must provide information about one more reference:
This feature is ONLY available for the "Old" version of the application at this time. For Hosting App 2.0, use the instructions to View the Application, and use the left hand menu to note which sections have not been completed yet by the family.
3. Missing Paperwork Report
The previous two options allowed you to identify what is missing for specific families. In order to see a report of all the missing paperwork for all families in your team, look for the Reports section of Global Link and find the Host Family - Missing HFam Forms and BC and Host Family - Missing HFam Forms and BC 2.0 reports under Hosting Reports. These reports will show the hosting checklist details for each family with an open application in your team. For the 2020-2021 school year, you will need to use both reports to see ALL families. Moving forward only the 2.0 version will be needed.
In order to pull the report, you much select a school year, and you can choose any of the following hosting statuses:
- All Applicants - this will show EVERYONE with an open application
- Linked to Students - allows you to view only those who will have a specific student arriving to them
- Pre-Screen - to track families interested in being Pre-Screened to assist when students need to move
Once you pull the report, columns are color-coded to show whether forms are completed or missing:
Green = Complete
Yellow = Incomplete
Red = Missing
Volunteers can see comments from each applicant’s hosting checklist, the Online Application program name, and interview information (date and interviewer name).
Please note that several forms are not required for Event Family Applications (Form B, Form C, Photo, Form E, PAF, HFO), and they are marked NR (not required).
This paperwork report also includes a column in the exported Excel file which lists any compliance review comments to help you know why a particular family may be under additional review.
If you have any questions about this report or about what a host family might still need to complete, please don't hesitate to reach out to your Hosting Programs Specialist (HPS).