This article outlines the process if a host family is planning to move to a home different than the one in which they are living when screened by AFS and accepted to host. To ensure that a host family relocation occurs compliantly, the following process has been put in place for staff and volunteers to manage a host family move while ensuring minimal disruption to the student’s program. Host families are permitted to continue hosting if they move but should any concerns for a negative impact on the student arise, AFS staff and/or volunteers may feel that it is in the best interest to identify a new placement for the student and act accordingly.
Host families should disclose in the Host Family application if they plan to move while hosting:
If a host family indicates an upcoming move in their application*, Hosting Operations (HOps) staff will notify the family, prior to their acceptance, of which sections in the application will need to be updated either prior to or after the move. HOps staff will also alert RMCQA (Compliance), Support and field staff of the move. The Regional Field Staff (RFS) will notify the local volunteers of the host family’s plans to relocate during program to ensure that both the host family and volunteers are aware of what will be required and when for the relocation. Volunteers can monitor completion of the Relocation process using the Hosting and Compliance Checklists on the Host Family Service Case Detail page. HOps staff will continue following up as needed with the host family leading up to the move and will alert other departments if any concerns arise. The family must provide the required information in order for the student to be approved to move with them.
What sections within the application will need to be updated?
- Home section: photos of the new home, updated descriptions of the new home/student bedroom, and the new home address. Photos should be sent directly to the hosting paperwork inbox email@example.com. Real estate photos are not acceptable.
- Community section (if moving to a different community)
- A volunteer will need to conduct an in-home visit once convenient for the family post-move. This visit should take place no more than two weeks after the move. Please note that while a volunteer must visit the home, the volunteer does NOT need to complete a new Host Family Interview form. A recorded 30/60 in-home visit will suffice.
When do the identified sections need to be updated?
- All application updates should be made no later than 4 weeks prior to the move. If not completed by that time, HOps staff should alert appropriate staff to determine if the student will be permitted to move with the family.
- If not possible for the family to provide new photos prior to the move, they should do so within 2 weeks of moving. The volunteer conducting the in-home visit may take photos (with the host family’s permission) and submit them to firstname.lastname@example.org on their behalf.
Please note that if the host family/student will be relocating to a new Team, then the RFS and Volunteers from both the original and new team will be included in the timeline email and additional steps will need to be taken:
- Confirm whether a school placement is available and when the student will begin school after the relocation.
- A new liaison will need to be identified in the new team for the student and both the new liaison and original team liaison should be in touch leading up to and after the relocation.
- A volunteer on the new team should be assigned as the in-home visitor and that volunteer can begin communication with the family to ensure the new team is performing an in-home visit within 2 weeks of the relocation.
NOTE: Families cannot update their app once it has been Transferred, so the photos and updates will be made by staff on Global Link but provided by either the host family directly or the local team via the host family.
* There are times when a host family relocation is disclosed after a family has completed the application either via a Monthly Contact or the host family contacting volunteers/staff directly. In these situations, the process remains the same, though the timeline may be accelerated based on the anticipated move date. Host families should notify AFS immediately, via their liaison, if they decide to move once already hosting. The liaison in turns should notify staff as soon as possible.