How can I access MyAFS on a mobile phone so that I can enter contact more easily?
Select “Adding MyAFS to your iPhone” or “Adding MyAFS to your Android Device.The links provide step-by-step instructions for getting MyAFS on the Home screen of any mobile phone; this mobile MyAFS access allows for easier contact entry.
Is there a way to change a monthly contact report that has already been made?
Yes, the volunteer who logged the contact, or their Support Coordinator, can change a report that they have already logged. To do so, select the student from the Contacts & Visits widget on MyAFs and on the student’s C&V’s timeline locate the contact you would like to edit. From here, click on the underlined word Completed—see below—this will open the contact that was submitted so that any necessary edits can be made. Remember to click the SAVE button located at the end of the contact sheet to save your edits.
Once saved, the Last Update field (located on the lower left-hand corner of the same page) will auto-populate the date and name of the individual that made the change. Alternatively, you can contact the Quality Compliance Coordinator (QCC) for your team via phone or email and they can edit a contact on your behalf. Volunteers can locate their QCC through MyAFS via the Team section: select Team > Volunteers & Staff > AFS Staff
Can I log a contact from the previous month?
Yes, you can backdate a contact that was made but not recorded during the month the visit was made, however we urge liaisons to enter their contacts as soon as possible after the contact has been made so that any issues or concerns can be addressed in a timely manner.
To enter a contact made in the previous month, log into the Contacts and Visits Widget and when asked When was the contact made? click on the calendar icon and from there toggle back to the correct month and select the day the contact was conducted—then proceed to log as usual. Alternatively, you can click on the contact you would like to enter via the timeline.
What is the purpose of the Missed Contact function in the Monthly Contacts and Visits widget on MyAFS?
The Missed Contact function enables liaisons to note in the system those rare occasions when they fail to complete a required monthly contact due to unexpected circumstances. Doing so alerts other team members who may have been in contact with the student of the need to enter a contact for the student. Click here to view a short video tutorial on how to access and use the Missed Contact function.
Do staff read all contacts and visits?
No, only contacts that contain ratings of fair (?) and poor are automatically forwarded to staff and team leadership for follow-up. Please note, if a serious issue arises that impacts the safety and well-being of a student (e.g., an emergency move, a student involved in a car accident, a student the victim or perpetrator of an alleged crime, etc.) please notify your support leadership by phone immediately, in addition to entering the contact. If you are unable to reach a member of your Support leadership immediately, please call the AFS-USA 24-Hour Duty Officer at 1-800-876-2376, ext. 9.
I am having trouble logging into MyAFS . What should I do?
Please refer to this article as a first step in troubleshooting the login issue. If the issue persists, sending an email to email@example.com will alert the appropriate staff that you need assistance.
I am having trouble entering a contact. What should I do?
For assistance with entering a monthly contact or 30/60 Day In-home Visit, please contact your Quality Compliance Coordinator (QCC). You can locate your QCC through MyAFS via the Team section: select Team > Volunteers & Staff > AFS Staff.
Can I Delete an Incorrect Monthly Contact?
Sometimes a MC is recorded for the incorrect student. Volunteers do not have the ability to delete contacts, so if an error has occurred, please contact your QCC per the above to make the needed changes.
Monthly Contacts Best Practices
- Ensure that each student has a one-on-one with a hosting or support volunteer during orientations and have the volunteer record a monthly contact based on their chat shortly thereafter.
- Set the expectation with the student and family that you will make contact by the middle of the month. That way, if there is an unexpected delay, you will have more time to make the contact prior to the end of the month.
- Click here for best practices related to conducting school contacts.
- Make sure to select 30/60 In-Home contact when doing an in-home visit and assessment, as opposed to an in-person, in-home contact. Please make sure to select the correct host family for the 30/60 contact.
- Utilize the 1=4 contact method. If you visit your student in person in the host family home within the month of their arrival, this one visit can fulfill 4 contact and visit requirements. Please see this article for more information.
- Arrival month contacts are due within the month the student arrived, even if the student arrived on the last day of the month.
- Has your student changed bedrooms? If so, note this within the contact and if permissible please take a photo of the new bedroom to share with AFS.
- Has a host family moved? Or are they planning to move? If so, please make sure you are noting this within the contact and alerting your RFS. Please see this article for additional information.