Step by Step Checklist for Moves
Note: The Pre-Screen Host Family process allows designated families the ability to be pre-screened by AFS staff before being linked to a student. This provides teams with a list of local host families that have volunteered to host in the event of an urgent student move, while also helping to increase the percentage of compliant moves. If you know of a family who would like to be designated as a Pre-Screened Host Family, please contact your Field Staff and let them know.
If you wish to download a copy of this checklist to print, click here.
Steps to follow for student moves:
- In the event of an unplanned after hours move that has not already been communicated to and approved by staff, please contact the AFS Duty Officer at 800-237-4636 (1-800-AFS-INFO) x 9 right away.
- Local Volunteer communicates the move (along with family contact info) to the Regional Field Specialist (RFS), Participant Support Specialist, and the Local Hosting Coordinator, Support Coordinator and Liaison Coordinator. If the family is not already pre-screened, this message will prompt the RFS to send the host family application and should include the projected move date. Please also note if this a Single Parent, Double Placement or Same Sex placement, if the student will be changing schools or out of school, and if the student will need a new liaison. The minimum amount of information staff needs is the first and last name of a host parent, email address, and the family’s ZIP code. Any additional information (the address, phone number, other family names), will save the host family from having to enter all the info into the application themselves. Alternatively, the Host Family Interest Form can be completed by the host family or a volunteer instead of sending the contact information to the RFS in an email.
- Local volunteers will work with the host family and student to get any consent for placements requiring supplementary paperwork, formerly known as "non-traditional placements,” that are required to be signed by the host family and/or student. Note: Hosting Operations staff requests forms from the sending family in the student’s home country.
- Local Hosting Volunteer* ensures that the Host Family submits their Reference contact info as soon as they get access to their Online Application (this allows AFS staff to trigger emails to their references and to call them.)
- If necessary, Local Hosting Volunteer* encourages the Host Family to complete the entire Online Application ASAP and click on the Submit button. How can I identify what’s missing in a host family application?
- Local Hosting Volunteer* schedules, and completes, and submits the In-Home Interview with all family members.
- Local Hosting Volunteer* notifies the host school of the move. If there is a school change, the volunteer will need to secure school approval and submit a new Placement Acceptance Form (PAF). Note: If the student moves permanently into the home of the AFS volunteer listed as the Local Contact on the PAF, the school must be notified in writing (email from volunteer or RFS is okay) of a new Local Contact, and AFS staff must receive a copy of the email or the details of how the school was informed (by whom and when).
- Once all screening (including Host Family Orientation) is complete, the Field Staff authorizes and confirms that the student can be moved to the new host
- Local Support Volunteer confirms move date and notifies Participant Support and Field staff so the placement record in Global Link can be accurately updated, the previous family’s file closed, and the sending partner can be notified of the move.
- The Support Volunteer should email the Participant Support staff within one business day of the move, to confirm that the move took place. If the move is cancelled or the move date changes, the RFS should also be copied on the email.
- Local Support Volunteer provides the student with a PDF copy of ID On MyAFS, find the student in the Team Directory to access the ID card.
* Local Hosting Volunteer and Local Support Volunteer would generally collaborate in this process and keep each other (and their respective staff contact) informed along the way. Hosting Volunteer would focus on moving the Host Family through the online application while the Support Volunteer focuses on counseling the student and facilitating the transition.