HOST FAMILY VETTING. 3. Host Family: Completes the Host Family application from the link and uploads pictures.

Transcription

1 HOST FAMILY VETTING 1. Counselor: Informally talk with potential host family and get their commitment to apply to be host parents. 2. Counselor: Either at the time of visiting the host family or soon after, send the host family a link to 3. Host Family: Completes the Host Family application from the link and uploads pictures. 4. Host Family: After completion, family members 18+ receive an with an attachment explaining how to complete the Criminal Background Check (CBC). Counselor is cc:d on this . Check in with family if you don t receive this within a few days. 5. Host Family: In addition, each host family member 18+ will receive an with a link to complete the Youth Protection Awareness (YPA) training. 6. References: Simultaneously, the host family references receive an with a link to the reference form requesting their input on the proposed family. 7. Counselor: Simultaneously, the counselor will receive an to complete the Initial Home Visit and Interview. The interviewer should use the Home Visit web form to report the results of the interview and verify the photos submitted by the host family. A direct link to the form can be found on the Host Family's record in the YEO Portal. 8. District: When the CBC, YPA training, References, and Home Visit report are complete, the District Compliance Officers will review the documents and approve the Host Family. 9. Counselor: Upon approval, the Club Counselor and YEO will receive an letting them know the Host Family is approved and a Host Family Orientation needs to be completed. The will contain the Host Family Orientation form as an attachment. 10. Counselor: Upon completion of the Host Family Orientation, the Club Counselor sends their District Club Coordinator (see chart below) a copy of the Host Family Orientation form. 11. District: The Club Coordinator reviews and approves. 12. All: It s time to celebrate. The family is ready to receive a student.

2 When the host family enters it will take them to this page. They will select Begin a new Host Family application which takes them to this next page

3 Host Family Application This is a 9 part application that may take about one hour. Don t worry if it can t be completed in one sitting. There is an option to save the entries and come back later using this button at the end of most pages.

4 This will will auofill autofill This will autofill

5

6

7 Note: Counselors should provide the school size and start date to the family.

8

9

10

11 Part 8 of 9 Photographs The family will be responsible for uploading the photos.

12 Part 9 of 9 Consent/ Release Agreement

13 Criminal Background Check Instructions Note: The host family will receive the following with two attachments. The first attachment contains a welcome letter from the Department of State. The second attachment contains instructions to initiate a criminal background check (see next page). Dear Host Family Name, Thank you for submitting your application to serve as a host family. To open up your home and your lives to a young person from another country is a truly selfless act that will make for a great experience both for the student and for your family. But it means a lot more than that as well, as together we are helping to accomplish Rotary International's goals of promoting international understanding and peace. The value in this is also recognized by our government, as expressed in the attached letter from the US Department of State. Please read this and keep it as a reference document for your family. IMPORTANT: In order to complete the application process, in accordance with US Department of State regulations, a confidential Criminal Background Check (CBC) will be conducted on all adult members of the host family household aged 18 or above. Please use the attached instructions to have each adult provide their information for the CBC. The results of the background checks, along with your application form and the responses of the personal references that you provided, will be reviewed by Rotary. Of course, you will be notified of the results of this process, which we all hope will lead to an enriching experience for your family and an exchange student. If you have any questions, as always, you may contact Rotary District 5130 Inbound Coordinator, Nancy Dean, at rotary.nancydean@gmail.com.

14

15 Note: While the Federal check takes a few minutes the county check may take 4-7 days.

16 Here are the 3 parts to the criminal background check form. Note: This information will auto populate the summary page. (See next page)

17 Click Edit if any changes are needed Note: If you Quit without clicking Save, the system will not save your information. Your background check will not run. You will need to start over from the beginning when you return. If you click Save before you Quit, you will be provided with a reference code to enter when you return to the site to pick up where you left off. You may need to enter a second address

18 Youth Protection Awareness Training Note: All persons living in the home 18 years or older will receive this . Dear Volunteer, Below is link to the Rotary District 5130 Youth Protection Awareness class. Please use this link to complete the training course: is volunteer specific This link allows you to enter the training site with an identification number. PLEASE save this before you begin the course. Whenever you wish to return to the site, you may do so using the saved . If for some reason you lose the , contact your district administrator (District Compliance Officer, District Chair, etc.) and they can send you another training invitation. When you finish the exam and click on "finish", your passing score will be automatically sent to your district administrator. Failed scores will not be recorded. You will then have to close the browser (leave the site). You can return and take the exam as many times as you like. You may also want to print your results after successfully completing the course, for your own records, but it is not required. Good luck. This training takes about 45 minutes.

19 Host Family References Note: These are the questions the two references will answer. 1. Are you a relative (parent, step-parent, cousin, aunt, uncle, etc.) of the applicant(s) named above? If Yes, please explain: 2. Are you a Youth Exchange Officer for a Rotary Club or District, or otherwise directly involved in Rotary Youth Exchange? If Yes, please explain: 3. How long have you known the applicant(s)? 4. How or in what context do you know the applicant(s)? 5. What about the applicant(s) best qualifies them to be a host family for a foreign exchange student? 6. Do you have any concerns about the applicant(s) interacting with youth? If Yes, please explain: 7. Do you know of anything that could prevent the applicant(s) from being effective in this role? If Yes, please explain: 8. Is there anything else you'd like to tell us about this potential host family?

20 How to complete the Host Visit/Interview Report Note: It is good to review this report when you make your initial visit to the home of the host family. It may save you an unnecessary trip to verify the information. You will do this step from the YEO Portal.

21 Host Family Name

22 Example of Complete Form

23 Larger view of form Note: These photos will have been uploaded by the family during the application process. Make sure to review the pictures

24

25 Host Family Orientation Note: You will receive the below with a copy of the Orientation Form. Use the District 5130 Inbound Host Parent Guide to assist with the orientation. This is an automated message to notify you that a Home Visit/Interview Report has been submitted for the following Host Family: Host Family Name Address City Club Group Coordinator: Open this host family's record in Rotary YEAH, and go to the Approval Process tab, where you will find an "Evaluate" button for this report. Please review this document to ensure that the family is considered appropriate for hosting, and that the report was properly submitted. If so, select "Approved". If not, take any necessary action to resolve the situation. Club YEO/Counselor: Once the family screening and vetting steps are completed and the family is approved by Rotary for hosting you can schedule your host family orientation. Please use the attached form to complete the orientation covering the items listed on the form. When completed, have the family sign the document (a digital signature is sufficient) and return to your Club Group Coordinator for upload. Once this final step is completed your host family will be ready to receive your student. Thank you for your prompt attention to this matter.

26

27 Resources for Completing the Host Family Orientation In Section 3, you see a number of items that are possibly received by the family: 1. Those items received by Host Family via through the vetting process. a. The Letter to the Host Family from the U.S. State Department and the b. Copy of the U.S. State Department Exchange Visitor Program Regulations 2. Available at the D5130 Youth Exchange webpage. a. The Host Family Handbook, b. Calendar of student activities c. Rotary District Rules and Conditions of Exchange d. Contact information for district youth exchange volunteers 3. Student application. a. Permission for medical care and does refer to travel rules. That section is signed by parents. Once you complete orientation form, send it to your group coordinator who will upload and approve it.

28 District 5130 Group Coordinators SOUTHERN PORTION OF DISTRICT 5130 Paulie Johns - paulie1512@gmail.com Healdsburg, Healdsburg Sunrise, Petaluma, Petaluma Sunrise, Petaluma Valley, Rancho Cotati, Rohnert Park-Cotati, Russian River (Guerneville), Santa Rosa, Santa Rosa East, Santa Rosa Sunrise, Santa Rosa West, Santa Rosa-Evening, Sebastopol, Sebastopol Sunrise, Valley of the Moon (Santa Rosa), Windsor CENTRAL PORTION OF DISTRICT 5130 Charlie Kelly - charliek@pacific.net Calistoga. Clear Lake, Cloverdale, Fort Bragg, Glen Ellen- Kenwood, Kelseyville Sunrise, Lakeport, Mendocino, Middletown, Napa, Napa Sunrise, North Napa, Saint Helena, South Ukiah, Ukiah, Willits NORTHERN PORTION OF DISTRICT 5130 Nancy Dean rotary.nancydean@gmail.com Arcata, Arcata Sunrise, Crescent City, Del Norte Sunrise, Eureka, Ferndale, Fortuna, Fortuna Sunrise, Garberville, Mad River (McKinleyville), Old Town Eureka, Southwest Eureka

29 Final Approval When all the forms are approved, the training documented and the background check passed, your host family will receive the following . The club counselor and district inbound coordinator will also be cc d. They will also receive the DoS regulations and the RI Guide for Host Family Dear Host parents, Rotary Youth Exchange greatly appreciates your interest in serving as a host family for our organization. We are pleased to tell you that processing of your application has been completed and that your family is now APPROVED. If you have any questions or suggestions, as always, you may contact Rotary District 5130 Youth Exchange Chairperson, Renee Hyde, at renee@reneehyde.com. Host Family Renewal If a family has hosted in the past, and their information is in YEAH, they must do the following to accept a new student: 1. Renew host family affidavit 2. Those 18 or over pass background check 3. Receive positive comments from two references. 4. Renew Orientation

30 YEAH Your Host Family is now ready to accept your student.