Because of the circumstances surrounding COVID-19, and changes to AFS-USA’s approach to return travel as outlined in the 2021 End-of-Stay Guidelines, the 2021 EOS will be unlike in years past. The role of the End of Stay (EOS) Orientation Coordinator, however remains the same in that they are responsible for ensuring all of the Area Team’s hosted students participate in an EOS, less those who Program Release prior to the End-of-Stay event, for recording their attendance in Global Link, and for coordinating the logistics of getting students to the airport. In 2021 they will do so in collaboration with the Area Team Travel Representative (if applicable) and/or other local volunteers.
For June 2021 departures, any local EOS in-person events must be virtual or take place two weekends prior to departure due to the requirement of a COVID test within 72 hours prior to departure for all students, and in order to minimize exposure to illness immediately prior to departure, which could prevent on-time travel.
All students will be invited to attend an optional EOS Student “Hang Out” in addition to any local in-person or virtual EOS events that may take place.
- Consult CDC, state and local guidelines to determine whether an in-person event two weeks prior to departure is permissible. If not, a virtual orientation will need to take place at time and date of the Team’s choosing. Communicate the details of the scheduled event to students and host families well in advance of the event.
- Work with the Area Team to ensure that all the End-of-Stay Guidelines are followed and all related tasks completed in a timely manner.
- Complete the End-of-Stay Orientation activity “shell” in Global Link, created by AFS Travel and Logistics Coordination staff, and link all participants to the activity.
- Compile all student travel through AFS-USA Global reports/My AFS and contact AFS Travel and Logistics Coordination Staff and/or the Area Team Travel Representative with any related questions, including determining if any students are Program Releases.
- Coordinate with the Area Team Travel Representative to ensure that all host families and students are informed of student travel, orientation, and departure plans.
- Coordinate with the Area Team Travel Representative to create the schedule of volunteers who will check in each student at the airport.
- Familiarize yourself and any group leaders/facilitators with the most up to date AFS End- of-Stay Orientation content.
Quality Assurance and Compliance
J-1 Secondary School exchange program sponsors such as AFS are required by federal regulations to convey certain information to participants (host families, and volunteers) and to document evidence of having done so. In addition, AFS orientation materials are based on the AFS Student Learning Journey and have been designed to complement the online learning module that the students complete before, during and after the program. For these and other reasons, it is important that Teams use orientation materials provided by AFS as the basis for their orientation and for Teams to accomplish the following tasks in a timely manner.
- Ensure that the date each student participated in the End-of-Stay Orientation is recorded in the relevant Activity, regardless of the timing of the event and whether it was in-person or virtual. Click here for instructions.
Information You Need to Know
Here are the links to the categories and sections in Help & Learning that the volunteer should be familiar with in this role.
Skills/attributes/experiences helpful to volunteers in this role
- Prior experience as Hosting or Support Volunteer
- Well organized and detail oriented
- Comfortable with computer-based work and electronic communications such as tracking information in a spreadsheet, sending emails, and texting
- Effective communicator; verbally and in writing
- Able to navigate changing circumstances with patience and good humor
Skills/attributes/experiences volunteers may gain through this role:
- Fun, heart-warming times with AFS Volunteers, participants, host families and staff
- Event planning skills
- “Behind the scenes” knowledge of exchange program management and logistics
- Satisfaction from a job well done
- DoS (Dept. of State) Certification Training (annually)
- HSA (Hosting & Support Affiliation) Training (annually)
- Participation in national or regional conferences or training event (in person or virtual)
- Attend the AFS “Training of Trainers”