Responsible Officer Report to Ohio-Erie April 5, 2008

Database Do s & Don ts Enter Outbound student information early –Abbreviate address items such as Street (St), Avenue (Ave) –Give the COMPLETE address for BOTH parents eg John Doe, 1 Smith Pl, Anytown OH 45455

Database Do s & Don ts Enter Outbound student information early –Enter dates where appropriate but DON T enter the first host family date until the student has actually arrived –Put - in phone numbers, e.g

Database Do s & Don ts Keep the Responsible Officer (RO) informed of changes –Notify the RO when the student arrives enter the date in the database and update all the information if different be sure to change the host family to the proper letter, e.g A or B

Database Do s & Don ts Notify the RO when the student arrives Send the RO an in the following format 1. District number 2. Full student name 3. Student s country 4. Student host family information both parent names, e.g. Roger & Joan Smith full address, NOT a P.O. box abbreviate, e.g. St for Street, OH for Ohio

Database Do s & Don ts Notify the RO when the student arrives Send the RO an in the following format 5.Host family phone number 6.Host family address 7.Your name 8.Title the Student Arrival: [the full name of the student] You will get an auto-reply from my saying that the message was received

Database Do s & Don ts Notify the RO when the student moves to a new host family –Enter the date and the new host family information in the database –Be sure to change the host family to the proper letter, e.g B or C

Database Do s & Don ts Notify the RO when the student moves to a new host family Send the RO an in the following format 1.District number 2.Full student name 3.Student country 4.Student host family information both parent names, e.g. Roger & Joan Smith full address, NOT a P.O. box abbreviate, e.g. St for Street, OH for Ohio

Database Do s & Don ts Notify the RO when the student moves to a new host family Send the RO an in the following format 5.Host family phone number 6.Host family address 7.Your name 8.Subject line Student Move: [the full name of the student] You will get an auto-reply from my saying that the message was received

Database Do s & Don ts Keep the RO informed of changes Notify the RO of an early return by an Inbound Notify the RO of a regular return by an Inbound Notify the RO when an Outbound student withdraws from the program

Database Do s & Don ts Don t call the RO with database problems: Dan Zimolzak is in charge –Contact Dan for password or access problems –Contact Dan if you need to delete a student that has been entered twice –Contact Dan with changes in District leadership

Ohio-Erie Audit Update Districts were sent copies of the audit and management letter There are a number of systemic errors that need to be corrected for Districts need to keep more complete records

Ohio-Erie Audit Update Districts need to keep more complete records Counselor logs Correspondence with the student prior to arrival Documentation of orientation for both Inbound and Outbound students Documentation of training for host families, counselors and YEO s

Ohio-Erie Audit Update Districts need to keep more complete records Documentation of criminal background checks –Copies can be either paper or electronic –Must be run prior to the student leaving for their exchange for the first host family (Inbounds) –Must contain the date they were run, the district number, the club and the student name More timely response on requests for documents

Ohio-Erie Audit Update Country Contacts need to be more pro-active Communication needs to be in writing Ohio-Erie is taking steps to make the exchange process more systemic –Standardized Country Contact letter –Standardized District letter to send to student –Scanning all student applications both Inbound and Outbound

Ohio-Erie Audit Update A few words on scanning –Please dont staple applications –Remove any staples that are there –Make sure the application is in the proper order –Remove excess pages such as the cover page –Make sure the application is COMPLETE and on the proper forms

Where We Go From Here Use the paperwork system outlined at last year s spring meeting Follow-up with clubs on orienting host families and be sure it is done Use the Ohio-Erie DVD and the Host Family Orientation PowerPoint presentation on the web site

Where We Go From Here Have a single person do the background checks and keep the files Buy a scanner – the ScanSnap S510 is an excellent choice for $400 –Comes with a full version of Acrobat Professional (normally costs $400) –Scans both sides of a sheet of paper at once and discards the blanks –Scans in color –Puts the entire file into a single Acrobat document

Questions? ?