Orientation Coordinator Training June 2015 Open my.yfu to show group how to find different materials on website If you have this available, open excel (or other) document to show orientation dates already set iin your district. Please share your name, city, state and field director name.

Objectives for Training YFU Orientation Overview Common Thread Tools Orientation Goals Coordinating Process Orientation Team 7. Wrap Up & Follow Up 5 Orientations. Pre-Arrival, Post-Arrival, Mid-Year, Re-Entry and PDO.

1. YFU Orientation Overview YFU Orientations are designed to be guide posts for students and families as they travel through the exchange experience. Each orientation is connected to form a cohesive whole that meet the overarching goals of the whole orientation cycle. Be creative! Orientations are also part of the DOS and CSIET reqs. All orientation objectives are connected to our YFU Internationa LOOP- Learning Outcomes of Orientation Programs expectations Build the orientation around the talent of your local group. If your orientation team wants to have an overnight orientation for the students, that could happen, let us know!

2. A Common Thread You, Family, Understanding. Start with You as individuals. The student and family look at the experience from their point of views. Why am I doing this? How will I be successful? Family: Post-arrival, the stds and HF are now a “team.” Now focus on not just being a stranger to each other, but focus on adjusting to be more of a family. Understanding: By mid-year, the Family is well on its way to being stable. There is now a deeper understanding of the exchange experience. Re-entry: Usually about a month before the students go home. The Re-entry is a chance to see how much the students and families have grown and learned in this experience.

3. TOOLS 3-5-8: Choice The Iceberg Analogy Communication! Found in OCH- p. 2-4 3-5-8 Choice is a tool used to help sts and fams understand that they must take responsibility for their exchange experience and show this through the choices they make. The Iceberg is used to show the impact of cultural influences on behaviors. These choices can become clearer based on a greater understanding. Communication or lack there of can be the root of major support issues or help save them. Effective communication is essential for a successful exchange.

4. Overarching Orientation Goals verarching Orientation Goals Objectives YFU Orientation Overview Common Thread Tools Orientation Goals Coordinating Process Orientation Team 7. Wrap Up & Follow Up Found in OCH – p.5

5. Coordinating Process Orientation Goals Scheduling – avoid major holidays Site Selection - Free sites are the best! Staffing – Divide and conquer Supplies - These will differ depending on the orientation Planning – A well planned orientation means a successful orientation. Found in OCH- p. 13 Give yourself at least two months to plan a good orientation. The budget for all orientations is $10 per student. This amount must cover venue rental, food and supplies. Budgets are really tight. In extreme circumstances , if additional funding is needed, call or email the YFU Director of Education & Training - Sandra Holmberg at sholmberg @yfu.org. Set all your dates in April – June, for the following placement year. Once your dates/ cities, but not venues yet, are scheduled, enter your information on the home page of my.yfu under Events. To find venues at little or no cost, be sure to use the people in your YFU network, even HP can help. Familiarize yourself with the materials.

6. Orientation Team It takes a village to raise a child… Planning Coordinator - PC Site Coordinator - SC Primary Facilitator - PF Facilitators - F Food Coordinator - FC Overnight Volunteer - OV Set up/Clean up – SU/CU Found in OCH- p. 16 Creating your team—All of these jobs need to be completed, but one person can do more than one job. PC- Responsible for planning details that must take place before the orientation For example: sending out invitations, takings RSVPS, creating and printing sign in sheets using the ones posted on the my.yfu orientation pages, requesting copies from E & T, stuffing folders, etc. Be sure to include all volunteers in your area initially, and then narrow down your emails once your team is formed. SC- Oversees the event space/maybe finds the space—try libraries, churches, workplaces, schools, peoples’ home PF- Using the curriculum found on my.yfu/ Orientation link (screen shot on next slide)- Responsible for ensuring all sessions run smoothly. Obtain list of all current volunteers from E & T, VPC or FD and communicate with all volunteers to find volunteers to join orientation team, works with PC to assign sessions to facilitators and holds face to face meeting or conference call at least one week prior to meeting date. Fac- Lead the sessions. FC- Coordinate the lunch for all involved. This can be anything from organizing a potluck or ordering pizzas. Many restaurants will even donate food! OV- Helps chaperone any overnight meetings, and possibly help facilitate. Set up/Clean up – Vols who help with arranging the orientation set up.

See arrows for locations of orientation materials on my See arrows for locations of orientation materials on my.yfu website—either in the Volunteer lounge or the orientation materials page

OCH- p. 29 Example of checklist from OCH---please refer to this, since following the items on this will ensure a wonderful orientation experience for all!

7. Wrap Up & Follow Upventa Review and share! Catch those who missed the event! Scan/email to sholmberg@yfu.org or mail documents to Education & Training Office ASAP- address on next slide! OCH- p. 25 Found in OCH- p. 25 For any costs incurred, save receipts, complete expense report and send in for reimbursement within a week or sooner. The sign in sheet is VERY important and may be included in this mailing, or may be scanned/ emailed or faxed. Review completed evaluation forms, tabulate, and share results with the team during a debriefing session within a few weeks after the actual event. Review attendance lists and contact those students and families who did not attend in order to make plans for a make-up orientation. Ask if any of the orientation facilitators would be available to conduct a make up meeting. Email ( scan/email) all documentation to Education & Training Orientations email at Orientations@yfu.org within a few days. Sign in sheets are crucial items YFU needs to stay in compliance with the Department of State Write a thank you note to your facilitators the next week! Thank you for all you do!

Mail documents to: YFU-USA National Office 641 S Street, NW Suite 200 Washington, DC 20001 +1.202.774.5200

Questions?