AFS-USA Volunteer Policies & Agreement

Effective June 2017

Volunteer policies ensure that AFS-USA provides all AFS-USA volunteers with a reasonable and uniform system of administration. They reflect the core values of AFS-USA, as well as the importance of the volunteer-staff partnership. Volunteer policies help to inform AFS-USA volunteers on how they should perform their duties in their volunteering role. They provide a shared understanding of relationships between AFS-USA and its volunteers and assist with meeting volunteer expectations. AFS-USA volunteer policies apply to all registered AFS-USA volunteers. 

1. What Volunteers Can Expect

I understand that volunteers are central to the mission and values of AFS-USA.  I also understand that in order to enhance my volunteering experience, meet regulatory requirements and to discharge its duty of care for volunteers, AFS-USA, Inc. will:

  • Recruit, screen and register volunteers in accordance with AFS-USA standards and with the AFS-USA Equity and Inclusion statement and equal opportunity and non-discrimination laws and regulations
  • Acknowledge the rights of volunteers and comply with all volunteer policies
  • Define volunteer roles and develop clear role position descriptions
  • Provide appropriate levels of support and management for volunteers
  • Provide volunteers with required orientation and training, as well as development opportunities
  • Provide adequate insurance coverage: AFS Insurance
  • Ensure that volunteers have access to information on policies relating to grievance and disciplinary policies and procedures
  • Encourage volunteers to participate in organizational decision making through the appropriate channels
  • Treat volunteers at all times with respect and recognize and acknowledge their many contributions to the organization and its mission 

* Checking this box indicates my agreement with the above information  

2. Compliance with all policies, procedures, regulations and standards

As a volunteer I understand and agree to comply with all AFS-USA and AFS-International quality standards, policies and procedures and with all regulations and standards established by the U.S. Department of State and the Council on Standards for International Educational Travel (CSIET).  I understand that AFS-USA operates in a highly regulated environment and that volunteers who choose to apply their own interpretation of quality standards, rules or regulations undermine the management of AFS-USA and put AFS-USA’s reputation and ability to operate and the safety and wellbeing of participants at risk. I understand that failure to adhere to all policies and regulations can result in the termination of my volunteer association with AFS-USA. For a full listing of CSIET standards and US Department of State regulations, please see the following Links:

CSIET Standards
Department of State Regulations

* Checking this box indicates my agreement with the above information  

3. Code of Conduct

I understand that AFS-USA’s highest value is its commitment to the safety, welfare, and well-being of all people participating in its programs and that as an organization AFS-USA will act without hesitation to promote a safe environment at all times for its participants.  In volunteering for AFS-USA, I understand that I must at all times demonstrate appropriate behavior and understand what is considered to be inappropriate behavior.

As an AFS-USA volunteer, I will:

  • Conduct myself in a manner consistent with my volunteer role and as a representative of AFS-USA
  • Follow AFS-USA policies and guidelines for the safety of program participants
  • Ensure that my family is fully vetted as a current host family prior to overnighting an AFS participant in our home.
  • When dealing with issues of potential risk, ensure that another volunteer or a staff member is involved.
  • Treat all program participants, families, fellow volunteers and staff with respect.
  • Raise any concerns or issues with the appropriate volunteers or staff.
  • Immediately report to the appropriate AFS-USA Support staff when any allegation is made or suspicion of any type of abuse of a participant (this includes verbal, emotional, physical, or sexual) is present.

Furthermore, I agree as an AFS-USA volunteer, to never:

  • Force participants into any activity which makes them feel significantly uncomfortable.
  • Hold or touch a participant in a manner that is inappropriate or perceived as inappropriate by the other person.
  • Make lewd, racist, ethnic or sexually suggestive comments, even as a joke.
  • Discriminate based on issues related to gender, ability, race, religion, class, age, national origin, marital status, ethnicity, or sexual orientation.

As an AFS-USA volunteer I understand that while touching can be appropriate or essential for a minor’s self-esteem, it should be:

  • In response to an appropriate need of the minor and not a need or want of the adult.
  • Done with the minor’s permission – resistance should be respected.
  • Respectful, avoiding breasts, buttocks, or groin.
  • Open and non-secretive.

I understand that any touching or physical contact should be governed by the age of the minor. For example, sitting in an adult’s lap may be appropriate for a 3 year-old but is not appropriate for a 16 year-old.

AFS-USA supports the rights and well-being of our host families, natural families, volunteers, and staff and encourages their active participation in building and maintaining a secure environment for all participants.

* Checking this box indicates my agreement with the above information  

4. Notification Policy

As an AFS-USA volunteer I understand that I am required to report any concerns about the health and well-being of AFS participants to the appropriate support contact person for my volunteer team and, where appropriate or required, as outlined below, to AFS-USA staff. 

I understand that AFS-USA is required by law to promptly notify the US State Department of any unusual or exceptional incidents that may bring the Department or AFS-USA into notoriety or disrepute. Further, AFS-USA must report all incidents involving alleged sexual misconduct. 

Additional situations that must be reported include, but are not limited to,

  • Life Threatening Health Condition (traumatic brain injury, severe burn, debilitating heart condition, major surgery, seizure disorder, etc.)
  • Allegations that the host family has taken or misappropriated the student’s money or credit cards
  • Incident involving the criminal justice system (police, child protective services, law enforcement, etc.)
  • Patterns of behavior problems (substance abuse, aggressive physical contact, severe bullying, etc.)
  • Mental health issues (eating disorder, cutting, suicidal ideation, suicide attempt, etc.)
  • Host parent substance abuse
  • Threat of negative press, foreign government or embassy involvement (incident expected to bring DOS or the exchange visitor program into notoriety or disrepute)
  • Events, alleged or actual, where the student is the victim or perpetrator of sexual assault
  • Public events or natural disasters directly involving student safety (school shooting/violence, earthquake, tornado, flood, etc.)
  • Missing/runaway students longer than 24 hours

I understand that when AFS-USA is informed of any incident or allegation involving the actual or alleged sexual exploitation or abuse of a participant, the Manager of Government and Legal Affairs will review state statutes regarding mandatory reporting and consult with AFS legal counsel to determine the appropriate course of action.

* Checking this box indicates my agreement with the above information  

5. Confidentiality

As a volunteer of AFS-USA, I understand that I am duty-bound not to reveal "Confidential or Proprietary Information" or "Private Information" to anyone not authorized to receive it in the course of fulfilling my volunteer role.  I understand that no AFS-USA records or related information including without limitation, paper or electronic documents, notes, files, records, or similar materials (except in the ordinary course of performing duties on behalf of AFS-USA) may be removed from AFS-USA premises or shared without permission from AFS-USA.

 "Confidential or Proprietary Information" is defined as any information that (a) is discovered or developed by you, your fellow volunteers or by staff that specifically relates to the manner in which AFS-USA and its affiliates conducts its business, and (b) is information that has been created, discovered or developed by, or is known by AFS USA to have value. For example, Confidential or Proprietary Information includes but is not limited to private donor lists and related information, host family or volunteer lists, all donor or sponsored program proposals, all manuals and any materials developed and written for the use of AFS-USA.

 "Private Information" is defined as any information that is personal and/or secret in nature and relates to AFS-USA employees, participants, sending and hosting families, volunteers or any person or entity with which AFS-USA conducts business. For example private information includes all participant, volunteer, host family, and natural family personal information.

In addition, I understand that if I have a role which leads me to receive information concerned with issues of participant support, I will not divulge that information except to appropriate volunteer leaders or staff in accordance with the AFS-USA Notification Policy and as needed to ensure the safety and well-being of our participants.

I understand that if I am unsure about the confidential or personal nature of specific information, I should ask my immediate volunteer or staff manager for clarification before disclosing that information.  I understand that inappropriately sharing or disclosing any “confidential or proprietary” or “private” information can result in termination of my volunteer association with AFS-USA and may also result in legal proceedings.

* Checking this box indicates my agreement with the above information  

6. Conflict of Interest

I understand that AFS-USA expects its volunteers to hold themselves to the highest ethical standards of conduct and devote their best efforts to the interests of the organization and its mission. While AFS-USA recognizes the right of volunteers to engage in activities outside of AFS- USA which are of a private nature and unrelated to the AFS-USA business, business dealings or any actions that appear to create a conflict between the interests of the organization, its mission, and a volunteer are unacceptable.  Although it is not possible to specify every action or inaction that might create a conflict of interest, this policy sets forth the ones which most frequently present problems. 

I understand that an actual or apparent conflict of interest may arise if myself or an immediate family member:

  • Competes, directly or indirectly, with the interests or services of AFS-USA
  • Has, directly or indirectly, a financial interest or any position in any concern with which AFS-USA does business or which provides services in competition with AFS-USA
  • Provides services to any outside concern that does business or competes with AFS-USA
  • Accepts gifts, entertainment, or other favors from any person or entity that does, or seeks to do, business with, or is in competition with AFS-USA
  • Uses to advantage information gained in the course of performing AFS-USA duties
  • Discloses, or uses to advantage, confidential or proprietary information relating to AFS-USA’s business.

Furthermore, I understand that the U.S. Department of State places certain restrictions on the actions of volunteers involved in the recruitment, screening, selection, orientation or support of AFS participants or host families, in order to avoid a conflict of interest and protect the safety and well-being of the participants.  I understand that these regulations require that as a volunteer, I cannot be:

  • A host family for one sponsor (exchange organization such as AFS hosting students on J-1 visas) and a local coordinator for another sponsor;
  • A local coordinator (specifically a liaison) for any exchange student over whom I have a position of trust or authority such as the student’s teacher, principal or coach. (This requirement is not applicable to a boarding school placement.)

If as a volunteer I suspect or believe that I may have a conflict of interest, I understand that I am required to disclose the conflict to AFS-USA in writing to the Senior Director of Volunteer Development and Participant Support at [email protected]. I also understand that failure to avoid and/or disclose conflicts of interest may result in the termination of my volunteer association with AFS-USA.

Suspected violations of the conflict of interest policy should be reported to a member of the AFS-USA management team per the Financial, Accounting and Business Integrity Policy.

* Checking this box indicates my agreement with the above information  

7. Driving

I understand that any volunteer who will be transporting participants or people involved in AFS-USA activities in their motor vehicles must meet the following qualifications at the time of application:

  • Be 21 years of age.
  • Possess a valid driver’s license appropriate to the vehicle.
  • Possess automobile insurance which satisfies the requirements of their state.
  • Have no more than two moving violations within three years.
  • Have no more than one at fault accident within three years.
  • Have no drunk driving convictions within five years at the time of application.*
  • Require use of seat belts for all passengers.

*Depending on your volunteer role and responsibilities, a DUI conviction within 5 years could result in suspension of your current role, such as liaison, for a period of 5 years from the conviction date.

* Checking this box indicates my agreement with the above information  

8. Volunteer Performance Management

As an AFS-USA volunteer, I agree to perform my duties to the best of my ability and in accordance with the position description for my role(s).  I understand that as a volunteer, I will report to and be accountable either to a fellow volunteer in a leadership role or to a staff member. I also understand that I should expect my manager (the volunteer or staff person to whom I report) to provide me with clear expectations for my role, as well as the knowledge, training, and materials I will need to effectively perform my responsibilities.  In addition, my manager should also provide me with constructive feedback, as needed regarding, and recognition for my efforts.

In cases where I may not be fulfilling my role adequately, am exhibiting inappropriate behavior, or am failing to adhere to standards, policies and procedures, I understand that it is my manager’s responsibility to ensure I receive appropriate feedback and support in order to make improvements.  I also understand that if, after receiving feedback and support, I continue to be unable or unwilling to fulfill a specific role adequately, I may be reassigned to a different role by the volunteer leadership in my team or by a staff person. 

In more serious cases, if my performance or behavior fails to improve, or if I continue to fail to adhere to standards, policies and procedures, the Senior Director of Volunteer Development and Participant Support may be asked to consider terminating my volunteer association with the organization. Any appeal to such a termination must be submitted in writing to Senior Director or Volunteer Development within 30 days of a volunteer’s notification of any decision regarding his or her volunteer status or role. The Senior Director of Volunteer Development will convene an Appeals Committee consisting of two National Council volunteers and one National Council staff. The Appeals Committee will present its findings to the President of AFS-USA who will in turn make a final determination regarding the appeal and will notify the volunteer of the decision in writing within 30 days of receipt of the appeal request. 

I further understand that:

  • When a volunteer fails to adhere to any Department of State regulations and CSIET Standards, the issue must be referred to and reviewed by the Senior Director of Risk Management, Compliance and Quality Assurance (RMCQA). An example might be evidence that a volunteer has moved a student into a non-compliant home without the approval of staff.
  • Any failure by a volunteer to adhere to Department of State regulations and/or CSIET Standards may result in reprimand and/or termination.
  • In situations involving alleged inappropriate conduct towards a participant or any actions that endanger a participant, the Senior Director of Risk Management, Compliance and Quality Assurance (RMCQA) may immediately suspend or terminate the volunteer’s involvement with the organization. A volunteer may appeal decisions made about his or her volunteer status or request a review of actions taken by any AFS administrative bodies, staff or volunteers in regard to his or her performance. 

The President of AFS-USA has sole authority for appeals in cases of alleged inappropriate conduct or endangering a participant. Any written appeal for cases of alleged inappropriate conduct or endangering a participant must be sent directly to the President of AFS-USA in writing within 30 days of being notified of any decision. The President will notify the volunteer of the final decision in writing within 30 days of receipt of the appeal request.

* Checking this box indicates my agreement with the above information  

9. Volunteer Training

I understand that as an AFS-USA volunteer, I must successfully complete any trainings required for specific volunteer role(s) and complete any refresher courses required to continue in those roles on an annual basis.

The content of these trainings may include but is not limited to:

  • History, Mission, and Structure of AFS-USA
  • Conflict resolution;
  • Procedures for handling and reporting emergency situations;
  • Awareness or knowledge of child safety standards;
  • Information on sexual conduct codes;
  • Procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect;
  • The criteria to be used to screen potential host families and exercise good judgment when identifying what constitutes suitable host family placements.

I also understand that In addition to training required by AFS-USA, volunteers involved in the recruitment, screening, selection, orientation or support of participants or host families, must also successfully complete the Department of State mandated certification training prior to assumption of their duties and must renew their State Department certification on an annual basis. 

* Checking this box indicates my agreement with the above information  

AFS-USA VOLUNTEER AGREEEMENT

I agree to uphold all AFS-USA policies and procedures in my volunteer work, both those outlined above as well as all other AFS-USA volunteer and organizational policies and procedures. If I am unable to fulfill my agreed upon AFS-USA volunteer roles(s), I will make every effort to inform my volunteer team leaders or appropriate staff right away, so as to ensure a different volunteer is identified to take on my role(s).

In signing this agreement I confirm that all information and statements given in the Online Volunteer Application are completely accurate and true to the best of my knowledge. Furthermore, I understand that I may be disqualified from becoming or remaining an AFS-USA volunteer if I conceal, falsify or fail to disclose or update any material information during or after the application process including, but not limited to changes in address and criminal charges or arrests.

I also understand that the execution of this agreement does not result in, either implicitly or explicitly, an employment contract and I agree that my participation in AFS-USA is strictly as a volunteer under this agreement.

NOTE ABOUT ELECTRONIC SIGNATURE
I agree, and it is my intent, to sign the VOLUNTEER AGREEMENT by typing my full legal name in the below box and by electronically submitting this VOLUNTEER AGREEMENT to AFS-USA, Inc. I understand that my signing and submitting VOLUNTEER AGREEMENT in this fashion is the legal equivalent of having placed my handwritten signature on the submitted the VOLUNTEER AGREEMENT and this affirmation. I understand and agree that by electronically signing and submitting this VOLUNTEER AGREEMENT in this fashion I am affirming to the truth of the information contained therein.