CCI Short Term Homestay Programs 2012

Transcription

1 CCI Short Term Homestay Programs 2012 Local Coordinator Agreement between Center for Cultural Interchange (CCI) And Jacquelyn Morgan 2326 Landings Court Norcross, GA Home Phone: Cell Phone: CCI will enlist the services of Jacquelyn Morgan as an independent contractor to act as Local Coordinator (LC) to provide the following program during the summer of 2012: Community Name: Norcross, GA Group Name: ATL 3 EDI Origin of Group: France Durations: 3 weeks Program Dates: July 6 th July 26 th, 2012 *Dates are approximate and subject to slight change pending receipt of flight information. Group Size: 10 participants + one leader Age of Participants: years old Program will include: Individual Student Placements with *volunteer* host families (Two French together in a home not allowed); Host Family Orientation Meeting to be held no later than one week before group arrival; Student Orientation Meeting within first 2 days of arrival (can be combined with welcome party); One full-day excursion per week (3 total): Day in Atlanta, Stone Mountain Park, Six Flags Over Georgia Amusement park; Four Half-Day Greenheart Volunteer Activities; A welcome and a farewell party; Airport transfers to/from Atlanta Airport (ATL); Local Coordinator supervision; Payments for Program Compensation: $625 per participant $300 per leader 1 conference point per participant The LC will pay all activity and transportation expenses, all administrative expenses, all program compensation to teachers, and all other program expenditures from this amount. *$50 will be deducted from the per student payment for each student not matched with a host family within two weeks of arrival, unless student application is received less than 4 weeks before arrival. 1 P a g e

2 Greenheart Gift Cards CCI will provide to the LC Greenheart Gift Cards to give to host families at the end of the program, as a thank you gift. The LC will receive no more gift cards than there are students on the program. (In cases where two families host a students the LC should decide to whom to give the card.) Responsibilities of the Local Coordinator The LC will ensure location of a volunteer host family (HF) for each of the students and the adult leader(s) in the group, and will supervise the students in the community for the duration of the program, which includes attendance of all activities, excursions, parties and orientations (class attendance is not required unless the LC is also teaching). If the LC is unable to attend any part of the program he/she must identify a responsible adult, preferably the ESL teacher or a host parent, to serve in his/her place and notify the CCI Program Coordinator of these arrangements in advance, as well as the host families and group leader. This person would have to receive a background check as well before being allowed to lead the group. The LC will maintain regular contact with students and hosts via phone calls and/or personal visits at least once per week during the program. LCs must avoid planning vacations or other travel during the program dates. Any extended absence during the program (i.e., of longer than 12 hours or one day) must be approved by CCI in advance. The LC will make arrangements for the orientation of the host families and the students, the rental of buses and/or vans (if used) and/or purchase of train or bus tickets, and for planning and attending the half-day activities, full-day excursions, orientations, and parties. The coordinator will pay for all transportation, classes, and activities utilizing money from the compensation above. The LC agrees to work by and phone in cooperation with CCI to report any problems that may arise as they occur. Any host family changes that occur for any reason must be reported to the CCI Group Program Coordinator within 12 hours of making a decision to move a student. (This includes overnight stays of a student with another family.) The LC agrees to follow the time line given below for completion of paperwork and recruitment of host families, and to submit evaluation forms for each of the students, the host families and her/himself to CCI at the close of the program. Host Families: A host family (HF) is defined as two or more people related by blood or marriage living under one roof. All students must receive single or double placements with a native English-speaking family and must be placed a minimum of two weeks prior to the group s arrival. Prior to a host family s acceptance, the LC must conduct a HF interview in the home with all family members present and have the host parents complete a host family application, including the permission for background check form. The LC is responsible for checking the references listed on the application form. CCI s Chicago Office Staff will conduct background checks for each member of the host family who is 18 years of age or older using information obtained by the LC with the host family application. The host family home must be reasonably neat and clean. The student may share a bedroom with another child of the same sex, provided that the host brother or sister is at least 8 years old. The exchange student must have his/her own bed (a futon or sofa bed is not acceptable.) Occasionally, CCI accepts host families who may be gone during some portion of the program. Such alternate arrangements must be reported to CCI before student arrival. In these cases, the student may be invited to go with the host family or the LC will arrange for the student to stay with another host 2 P a g e

3 family during their absence. In cases where a family trip will cause a student to miss classes or activities, CCI must confirm with our partner office that the student s natural parents authorize the student going on the trip. If a trip has extra costs associated with it CCI must also be informed of that in advance. At least 1 host family parent must be home every night that the participant is staying with them. Participants absolutely may not be left without host parent supervision overnight, even if their host siblings are there. If a host parent cannot be in their home overnight, the LC must temporarily place the student with another family and inform the national office. The host family must agree to provide the student with three meals per day. The student may be expected to make his/her own sack lunch with food provided by the host family. Generally host families are responsible for dropping students off and picking students up from a central meeting point and/or classroom site on days when there are classes or activities. (They may also volunteer to pick their student up and drop their student off from the airport on arrival and departure days, if feasible.) It is the responsibility of the Local Coordinator to assess a host family s capacity to provide transportation throughout the program and in cases where host families are not able to provide transport, arrange for either the LC or another family to assist. For full day excursions and afternoon activities the LC generally will provide transport for the group to/from the meeting point using rented vehicles, buses, and/or public transportation. (See transportation section below.) NOTE: Host families for CCI programs are volunteers. Local coordinators are encouraged to use a portion of their stipend to pay for a gasoline card for families for transportation support provided. LCs may also offer for host family members to join on activities at reduced rates, if feasible. CCI will provide the LC with a $25 Greenheart Gift Card per student to give to host families. These are all ways of saying thank you but are not considered payment. In cases where it is evident that a host family is facing financial hardships and taking on a student would be burdensome for them, they should not be asked to host. Promotional Materials: LCs are welcome to use brochures, flyers, or templates that have been sent to them from the National Office. LCs are also encouraged to develop their own promotional items, but must have these approved by the National Office before distributing. Please note that the following CSIET guidelines must be followed: The organization shall not publicize the need for host families via any public media with announcements, notices, advertisements, etc., that: a. are not sufficiently in advance of the student s arrival b. appeal to public pity or guilt c. imply in any way that a student will be denied participation if a host family is not found immediately d. identify photos of individual students and include an appeal for an immediate family. Following are guidelines for public media advertisements: CSIET has found the following words or phrases to be unacceptable: Urgently Needed, Don t let me be homeless, This is an emergency CSIET has found the following words or phrases to be acceptable: Open your hearts and homes, Host a foreign Exchange Student It is permissible to use a picture of a student, a first name, age, country of origin, and a composite or generic listing of interests in an advertisement in order to demonstrate the personal nature of the program and the types of interests that students have. It is not permissible to identify that specific 3 P a g e

4 student as needing a home, nor is it permissible to refer to a student s athletic ability or accomplishments. Host Family Orientation: A host family orientation for all host families will be held no later than one week prior to student arrival. The orientation must include information about student health insurance, transportation, meals, emergency procedures and contact information and information about the student s country and culture. The program schedule should be explained and host families should be provided with contact information for the LC. Each host family should receive a copy of the CCI Short-Term Host Family Handbook as well a copy of the student s insurance pamphlet, available from the Group Programs Director. Host families who are unable to attend a group orientation must receive a separate orientation in person prior to student arrival. Host Family Directory: The LC will be required to submit the completed Host Family Directory in the provide CCI format no later than one week prior to student arrival Student Applications: The Local Coordinator should give the original application to the assigned host family and keep a copy of each application with her/him at all times in the event of an emergency for which the signed medical release is needed. Student applications will be received between three months and three weeks prior to the group s arrival. Thus, it is imperative that host families be located prior to receipt of the applications. Student Orientation: Each participant must receive an orientation within a few days after their arrival in the U.S. The orientation must include a thorough review of CCI s program rules and expectations as well as a review of the Participant Handbook and insurance information, along with information about the program schedule, classes, Greenheart project, the local community and American culture, and emergency and contact information for the LC, Group Leader and teacher(s). Note: The orientation can be incorporated into the first ESL class. (See the LC handbook for a sample orientation.) Greenheart Community Service Project: There will be 1 Greenheart community service project during the group s stay, in which the LC arranges for the group to volunteer to help a community organization. Projects could include a tree planting, trail restoration, volunteering at a soup kitchen, homeless shelter, nursing home, a carwash fundraiser, etc. The project should be confirmed with CCI at least 2 months before group arrival and again explained to participants beforehand (during an ESL class or orientation.). LCs are encouraged to take pictures of the participants/hosts doing the Greenheart project and those to CCI s Chicago Office! Full Day Excursions: Excursions must be those listed on page one of the contract. All admission fees must be provided by the Local Coordinator. Students are expected to bring a sack lunch from home on excursion days. If it is not possible for students to bring a lunch on an excursion (or if the meal is considered part of the activity or excursion), the lunch should be provided for by the LC out of the budget. Transportation: LCs may hire buses for airport transfers and/or activities or the LC may rent passenger vans utilizing him/herself, host parents and/or other responsible adults as drivers. If vans are rented for the program, the LC is responsible for obtaining the appropriate accident and liability insurance necessary in the state in which s/he lives. Additionally, all drivers of the vans must have their licenses registered with the rental agency. Coordinators are encouraged to establish a carpooling system so that host families can drop off and pick students up at a central meeting point. Students should not be expected to use public transportation as a means of getting to and from class each day, however the group may travel together by train or bus for an activity or excursion, provided that the LC purchases tickets for all group participants. Generally the group leaders who accompany the groups are 4 P a g e

5 not allowed to drive due to insurance and liability concerns. Insurance and Medical Emergencies: In the case where medical attention is needed for a student, the LC must make sure that the host family or LC presents the student insurance card to the office, an insurance claim is filled out immediately, and the insurance provider contacted at their toll free number listed on the card. The LC must also notify the group leader and CCI Program Coordinator of medical attention within 24 hours of the incident by either phone or . Additional Supervisory Expectations: In cases where CCI receives a complaint or concern from our partner office regarding the host family placement (for issues including but not limited to: cleanliness of home, adequacy of food, supervision in host family home, and general conduct/behavior of host family members) CCI will inform the LC. In this case, the LC is expected to visit the student in the host family home within 48 hours in order to assess the situation in person, and to speak to the participant confidentially. The LC should bring the group leader along as well, if there is one. The LC should do this in a diplomatic way so as not offend the host, but nonetheless assess the situation, and then provide a report to the Chicago office. Note that in a case where a student claims to have been abused in any way the LC should remove the student from the home and inform CCI immediately. Paperwork: The LC will be provided with Host Family Application Forms, Background Check Instruction sheets, and a Host Family Directory, which should be typed and turned in to the national office as outlined below, via (preferred), mail or fax. Timeline for LC Activities By Monday, February 6, 2012: Complete a Preliminary Calendar and Recruit two host families and submit completed HF applications to the program manager and confirm the background check results with the program manager; $250 will be mailed from CCI By Tuesday, March 6, 2012: Recruit two more host families (4 total) and submit completed HF applications to the program manager and confirm the background check results with the program manager; Submit program budget to the program coordinator; $1,000 will be mailed from CCI Bonus Opportunity: $100 will be paid upon group arrival if this deadline is met. By Friday, April 6, 2012: Recruit three more host families (7 total) and submit completed HF applications to the program manager and confirm the background check results with the program manager; $1,000 will be mailed from CCI Bonus Opportunity: $100 will be paid upon group arrival if this deadline is met. By Sunday, May 6, 2012: Recruit three more host families (10 total) and submit completed HF applications to the program manager and confirm the background check results with the program manager; Submit Detailed Greenheart Activity Description $1,000 will be mailed from CCI Bonus Opportunity: $100 will be paid upon group arrival if this deadline is met. 5 P a g e

6 By Wednesday, June 6, 2012: Submit completed HF applications and confirm the background check results with the program manager for ALL remaining host families required; Match all student applications to host families; Submit time and date for Host Family Orientation Meeting; Submit Final Calendar and Host Family Directory to the national office; Remaining program balance less $1500 will be mailed from CCI, along with Greenheart Gift Cards Bonus Opportunity: $250 will be paid upon group arrival if this deadline is met. Note: ALL HOST FAMILY APPLICATIONS MUST BE RECEIVED IN THE CCI OFFICE NO LATER THAN TWO WEEKS PRIOR TO GROUP ARRIVAL. $50 WILL BE DEDUCTED FROM THE PER STUDENT PAYMENT FOR EACH STUDENT NOT MATCHED BY THIS DATE, UNLESS STUDENT APPLICATION IS RECEIVED LESS THAN 4 WEEKS BEFORE ARRIVAL. By Sunday, August 26, 2012: Submit LC, HF and student evaluations to national office Remaining program balance will be mailed from CCI Cancellation Policy 60+ days before arrival * The Local Coordinator will receive up to $200 for expenses that are accounted for with receipts, in addition to any bonus payments that have been earned. Less than 60 days before arrival * $50 per host family recruited. The Host Family Application must be mailed to the CCI national office with a postmark no later than 2 days following the cancellation. * Expenses incurred up to $200 which are accompanied by receipts, as well as $300 for work compensation, and any bonus payments that have been earned. Individual Student Cancellation * $150 for each student canceling two weeks or less before the group s arrival. Notification of cancellation of a group should take place no later than one month before arrival. Dealing with Problem Students It is only in rare cases that students are sent home before the termination of the program, and then, only after every effort has been made to resolve the problem amicably between the parties concerned. If a conflict arises, it must be reported to CCI Chicago s office and documented accurately in order to demonstrate to the sending partner and the natural parents that every effort has been made to correct the problem at hand. Please utilize the Probation Notice in the LC handbook, in consultation with the CCI Chicago Office. Major Offenses - The following behavior would be grounds for expulsion from the program: * Causing deliberate physical harm to another person or oneself; * Deliberate destruction of personal or private property; * Violation of state or federal laws involving illegal purchase and/or abuse alcoholic beverages, drugs or weapons. * Driving or renting a car. 6 P a g e

7 Minor Offenses - Repeated minor offenses could result in expulsion from the program if a student does not change his/her behavior after being warned that the behavior is unacceptable. A student must first be given a verbal and then written warning and an opportunity to improve before CCI will consider allowing a student to be repatriated. CCI will make the decision based on the circumstances. Minor offenses include: * Showing lack of respect for the host family, their home or their time schedule; * Showing lack of respect for CCI s staff, Local Coordinator or teachers; * Repeated absence from class and/or scheduled activities without permission; * Smoking in the classroom or private homes where smoking is prohibited. Conditions of this Agreement CCI recognizes the Local Coordinator as an independent contractor. As an independent contractor, the Local Coordinator, by signing below, acknowledges that he or she is not an employee of CCI, but rather an independent agent providing necessary services to conduct a successful homestay program for both participants and hosts. The Local Coordinator is solely responsible for paying his or her expenses in carrying out the assigned responsibilities, as well as for social security, self-employment and income taxes. Services provided to CCI by the Local Coordinator do not quality him or her for unemployment insurance. As an Independent Contractor contracting with CCI as a Local Coordinator for a Short Term Homestay Program, I agree to treat all information regarding the international students, agencies, adult leaders and all names and addresses associated with the program in the strictest confidence. I will not solicit or accept an offer to work directly with CCI s partner organizations. I acknowledge that such information is the property of CCI, and agree to reimburse CCI for any legal costs or fees incurred by CCI in protecting its interests to the extent that they have been infringed upon or violated by me. I furthermore acknowledge that by signing below, I recognize that I am not acting as an employee of CCI, but rather as an independent contractor who is solely responsible for any expenses in excess of the budget in carrying out the assigned responsibilities of the program, as well as for social security, self-employment and income taxes. Jacquelyn Morgan, Independent Contractor Date Glenn Morgan, Area Coordinator Date Audra Arnold, CCI Group Programs Manager December 27, 2011 Date Center for Cultural Interchange Chicago, 712 N. Wells Street, Chicago, IL fax: 312/ P a g e