General. LC Portal Points of Contact. Payments and Financials: Patricia Stack LC Paperwork: Sarah Evans

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2 General The new release f the LC prtal will be cmpatible with the fllwing brwser: Ggle Chrme Fire Fx Internet Explrer (versin 9 r higher) Safari This prtal is als cmpatible with smart phnes & tablets. LC lg in infrmatin will be the same as previus prtal. Last name and last 4 digits f yur scial security number Fr any paperwrk submissins and cntact infrmatin updates, please allw 24 hurs fr ur system t update. LC Prtal Pints f Cntact Payments and Financials: Patricia Stack pstack@aifs.rg LC Paperwrk: Sarah Evans sevans@aifs.rg 2 nd Visits: Carline Kwalczyk ckwalczyk@aifs.rg Supervisin Reprts: Ashleigh Caws acaws@aifs.rg Technical Assistance: Ashleigh Caws acaws@aifs.rg General Placement Updates/Requests/submissins: ayacmpliance@aifs.rg

3 Hme Page Yur RD Yur Reginal Directr can be fund in the right side f the screen. Yu can als find their and phne number. AYA Natinal Meeting Facebk Fr mre infrmatin abut ur Annual Cnference, visit ur natinal meeting website! The lcatin and dates f the meeting can be fund here alng with ur natinal meeting website. Our public Facebk site! Stamfrd Cntacts Messages T D List Our full staff list cmplete with cntact infrmatin, title, and jb descriptin Lk in the messages sectin fr updates and messages frm AYA See a list f all utstanding and future supervisin reprts, 2 nd visit reprts, 2 nd visit cnfirmatins, and set activities. Yu can cmplete each item frm the T-D list.

4 My Territry Hst Families Use this page t view all types f hst families: Chse Hst family Status t filter Leads, Current Hst Families, Previus Hst Families, r All All clumns in this table are srtable: click the header t srt by ascending r descending value. Hst Family Name: Hst Family Accunt Name Last Hsted: The last time this family hsted an AYA student Lead Date: The date this family riginally expressed interest Last Cntact Date: The last time this family received cntact (phne, r mail) frm an AYA representative. City: Where the family lives Rating: What the family is rated in ur system Rating A B C U D X Definitin Very Interested in Hsting Gd chance may hst General Interest Unqualified Lead Bad Lead Frmer Hst Family that is unsuitable

5 Hst Family Applicatin PDF Hst Family Accunt Page UPDATE FAMILY INFORMATION UPDATE INTEREST DATE AND RATING By clicking n a hst family Accunt Name, yu will find yurself in the abve screen t manage yur hst family lead infrmatin. Prfile, Address & Cntact View the mst recent hst family applicatin alng with their lead date and cntact infrmatin. Yu can update this infrmatin at any time with the Update Family feature.

6 Use the Update Interest field t track the last time a family expressed interest. Als, update their rating in this field. Add a histry abut any hst family t help yu manage yur crrespndence with them. Als, any histry made here will appear the AYA database. We will nt fllw up with a lead that yu are in cntact with. It is imprtant t leave clear messages fr all staff t see.

7 Use activities t remind yu t fllw up with a family, r schedule a call in advance. Any activity scheduled will appear n yur T-D list.

8 My Territry - Schls Use this schl search t identify schls by state, city, cunty and zip cde. Click the green Filter buttn t filter. If n search results appear, try t make the search less narrw.

9 My Territry - My Placements This sectin f the prtal will shw all placements that are Placed and Pending Paperwrk. Select placement status and year t rganize yur placements. PLC- student is apprved and placed PPP- placement is still pending paperwrk. Items pending are listed Placing Lcal Crdinatr: LC wh received placement credit fr this placement Supervising Lcal Crdinatr: LC wh is respnsible fr checking in with the student mnthly and filling ut required reprts. Frm these student placement screens several features can be accessed: Link t the student s full applicatin (PDF) Reprint r the student s ID Card View their arrival flight infrmatin View their prfile details Link t Hst Family Accunt Page

10 Flight Feature: Click Flight Inf t view flight itinerary ID Card Feature: Click Insurance Card and select the print r ptin.

11 Reprts Supprting Dcuments fr Supervisin and 2 nd visit Reprts can be fund in this sectin under Frequently Asked Questins Srt and view all 2 nd Visit reprts in this reprts sectin. On the left side f the screen, yu can filter Outstanding, Apprved, Submitted and Paid reprts per placement year. T submit a new reprt, filter Outstanding reprts and select View Reprt T view am already filled ut reprt, select View Reprt in Apprved, Submitted r Paid status T Accept/Decline a 2 nd Visit Request, g that tab f the Reprts sectin and cnfirm. Accept/Decline Sectin

12 Resurces Link t previus Resurces page, all placement, supervisin and LC dcuments can be fund here.

13 - Lcal Crdinatr Training vides. Training

14 Available The available student page has mre features than ever befre! Sme f these include: - Enhanced filter and keywrd search - My Favrites - View yur assignments - Prpse a student - View/print student lead applicatin T filter fr students, select the chices yu wuld like t filter. Yu will need t press the green Filter buttn t filter. If yu yield few r n results, reduce sme f yur filter ptins. T view assignments, select Assignments. The assignment Expiratin date will be displayed

15 Click the student name t view mre infrmatin abut the student, their backgrund, and select as a favrite. - - Select Prpse n the left hand side t prpse a student t a hst family via . The lead prfile will attach t the .

16 T bkmark a student as a Favrite- select Favrite, and write a nte fr later. The student will be marked and filtered fr later.

17 My Accunt The My Accunt sectin f the prtal is where all LCs can manage their accunt infrmatin, check their payments, and ensure they are in cmpliance with AYA. If an range bar appears at the tp f yur screen, yu have items that currently ut f date. It is imperative yu cntact ur field staff team if yu have any items utstanding. If any f these items are utstanding r ut f date, yur payments will be withheld. The annual paperwrk items are: Cntract: Must be valid fr the placement year. Eg: t place in 2014, yu must have a 2014 cntract submitted t be paid and participate. We need a new cntract every year. Hst Family Applicatin & Hst Family Phts: Bth f these items must als be valid fr the placement year. We need a new applicatin and phts every year. DOS Certificatin: This exam must be cmpleted within 365 days since the last time yu tk it. If yu have nt passed the certificatin each year, yu are ut f cmpliance with the Department f State and with AYA. Yu are nt permitted t place r supervise any students withut this exam.

18 If yu wuld like t update yur cntact infrmatin, please send a frmal request thrugh the My Accunt Page. Yu can als view payments n this page. All clumns are srtable by clicking n the header. Payments are prcessed nce a week by AYA, and the date belw is the prcessing date. All payments will hit yur bank by Friday f that week. -

19 New Lead Add a new lead at any time frm the blue bar! Add a hst family lead r LC lead right int yur prtal and int ur system. Be sure t include all cntact infrmatin!