AFS-USA

U.S. Department of State

Sponsored Programs

Cluster Coordinator Manual

Congress-Bundestag Program (CBYX)

Kennedy-Lugar Youth Exchange and Study Program (YES)

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Table of Contents

History of AFS and State Department Sponsored Programs ...................................... 4

Sponsored Programs Comparison .............................................................................. 6

Cluster Coordinator Job Description ........................................................................... 8 Reporting ..................................................................................................................................................... 8 Awareness Raising ..................................................................................................................................... 8 Program and Cultural Resource ............................................................................................................. 8

Enrichment Activities .................................................................................................. 10

Content ................................................................................................................................ 10

Working with Others ........................................................................................................... 11

Identifying Students’ Interests ............................................................................................ 11

Scheduling .......................................................................................................................... 11

Implementation .................................................................................................................. 11

Activity Preparation ............................................................................................................ 11

Reporting ............................................................................................................................. 11

Enrichment Activities Budget: Questions and Answers ................................................... 12

Monthly Cluster Coordinator Calls ……………………………………………………….13

Ideas for Enrichment Cluster Activities ..................................................................... 14

Integrating Leadership into Enrichment Cluster Activities ...................................... 17

Instructions for Completing the Sponsored Program Cluster Expense Report ...... 19

Enrichment Cluster Activity Expense Report Form ..................................................... 21

Mileage Expense Report Form ................................................................................... 22

How to Report Enrichment Cluster Activities ............................................................ 23

Raising Public Awareness........................................................................................... 23

Handling Media Inquiries and Interviews, AFS Spokespersons .............................. 32

Money Matters ............................................................................................................ 33 “Incidentals” Allowance ........................................................................................................................ 33 Monthly Student Stipends ...................................................................................................................... 33 Incidentals Allowance Reimbursement Guidelines .......................................................................... 34

Incidentals Expense Report ....................................................................................... 35

Insurance Questions ................................................................................................... 36

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Medical and Immunization Expenses .................................................................................................. 36 Dental Expenses ....................................................................................................................................... 36

Travel ............................................................................................................................ 37

YES Travel ............................................................................................................................ 37

Return Travel........................................................................................................................ 37

CBYX Travel ......................................................................................................................... 37

Visas ............................................................................................................................. 37

Clarification – J-1 Visa “Two-Year Home Residency Requirement” ............................... 37

Traveling to Canada and Mexico ............................................................................. 38

YES Programs Website ................................................................................................ 39

AFS USA Key Sponsored Programs Contacts ......................................................... 401

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History of AFS and State Department Sponsored Programs

AFS’ origins as a student exchange organization began with the idea that sending high school students abroad to live as the “children” of foreign host families and communities would foster an international culture of peace and understanding among the people of the world. The founders of AFS, volunteer ambulance drivers who witnessed the battlefields of the First and Second World Wars, reasoned that by fostering lasting relationships based on trust and understanding among individuals, families and communities of different nations, it would be impossible for the people of these nations to regard one another as “the enemy.” In its initial year, AFS scholarships enabled 52 students from 10 countries that had been at war with each other to spend a year living in the United States as members of their American families. In many ways, AFS’s sponsored programs today echo the call made by the AFS Ambulance Drivers to heal the world’s wounds after the First and Second World Wars. The Congress-Bundestag Youth Exchange Initiative (CBYX) and Kennedy-Lugar Youth Exchange and Study Program (YES), two of the programs sponsored by the Educational and Cultural Affairs Bureau of the United States Department of State aim to cultivate and preserve enduring ties between the people of cooperating nations. In 1983, the U.S. Congress and the German Bundestag passed legislation authorizing the Congress-Bundestag Youth Exchange Initiative (CBYX), known in Germany as the Parlamentarisches Patenschafts-Programm (PPP). At the outset, the program was part of the President's International Youth Exchange Initiative and celebrated the 300th anniversary of German settlements in the U.S. The goal was to continue to foster what was seen as a valuable “Transatlantic Bridge” between the U.S. and Germany. AFS was selected to implement the program in its inaugural year, in part due to the long-standing partnership between AFS-USA and AFS Interkulturelle Begegnungen (AFS-Germany). Many remember that in 1947 AFS hosted its first group of German students in the United States only three years after the end of the Second World War. The September 11th terrorist attacks of 2001 and the apparent negative view of Americans held in some regions, as well as the anti-Islamic or anti-Arab sentiment that gripped some places in the United States, brought renewed focus to the need for improved understanding across our cultures. Having long known that the benefits of high school exchange programs extend beyond the student into the community at large, the international education community responded to this call with an initiative to increase exchanges between the United States and countries with significant Muslim populations. 2003-2004 marked the inaugural year of the Kennedy-Lugar Youth Exchange and Study (YES) Program. While these two scholarship programs were created with their own aims at different points in history, they are both similar in that they originated as bills passed by Congress, representing the will of the public to support intercultural learning as an important aspect of U.S. public diplomacy. Many communities that have hosted exchange students or that have sent their own children on exchanges overseas know that the benefits of exchange programs spread far beyond the individual participants. Families who host, teachers and friends in schools, volunteers, and others in the community who interact with the student all benefit from getting to know a young person from a different culture. Belief in the goodwill and personal skills fostered through exchange programs is what fuels the continued commitment of resources to programs like the CBYX and YES Programs.

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At the community level, the sponsored students’ experience is much like that of any other AFS student. The goals of their programs are primarily met by living with their host family and attending school. They participate in local orientations, meet with their liaisons once a month, and their support issues go through the same local channels. However, sponsored students are also responsible for participating in a number of educational activities designed to enhance their insights into how the U.S. functions, provide impetus for a broader view of the U.S. than they might find in their immediate surroundings, and assist them in gaining an understanding of how positive leadership can be exercised. For this reason, our sponsored students are placed in groups or “clusters” within Area Teams in geographic proximity such that they can gather six or more times a year, guided by volunteers who help them to fulfill these learning objectives. These volunteers, who have come to be known as “Cluster Coordinators,” lend their skills and experience to help achieve the cross-cultural understanding envisioned by the AFS Ambulance Drivers. This manual is designed to equip Cluster Coordinators and Area Team Leaders with information and tools that may help them to successfully implement CBYX and Kennedy-Lugar YES programs in their areas.

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Sponsored Programs Comparison

CBYX YES

Students’ Countries

of Origin

Germany Albania, Bahrain, Bangladesh, Bosnia and Herzegovina, Bulgaria, Cameroon,

Egypt, Gaza, Ghana, India, Indonesia, Israel (Arab Communities), Jordan, Kenya,

Kosovo, Kuwait, Lebanon, Liberia, Libya, Macedonia, Malaysia (Spring semester

only), Mali, Morocco, Mozambique, Nigeria, Pakistan, Philippines, Saudi Arabia,

Senegal, Sierra Leone, South Africa, Suriname, Tanzania, Thailand, Tunisia, Turkey,

and West Bank.

Organization

Responsible For

Participant

Recruitment,

Selection and Pre-

Departure

Orientation

AFS Interkulturelle Begegnungen (AFS

Germany).

AFS: Egypt, Ghana, India, Indonesia, Kenya, Malaysia, Mozambique, Philippines,

Saudi Arabia, South Africa, Thailand, Turkey

American Councils: Albania, Bosnia-Herzegovina, Bulgaria, Kosovo, Macedonia,

Senegal

AMIDEAST: Bahrain, Gaza, Jordan, Kuwait, Lebanon, Libya, Morocco, Tunisia,

West Bank.

iEarn: Bangladesh, Cameroon, Israel (Arab Communities), Liberia, Mali, Pakistan, ,

Sierra Leone, Suriname

IRIS: Nigeria, Tanzania

Travel Admin. AFS Germany AFS-USA (all 12 AFS countries listed above)

American Councils (all other countries)

Arrival Travel

Window

August (aligned with core arrivals) Arrivals are staggered throughout August depending on country.

Arrival Orientation Normally scheduled Area Team welcome

orientation.

YES-led Arrival briefing in DC, prior to participating in normally scheduled AT

welcome orientations within regularly-scheduled arrival window, depending on

arrival dates. Note: AFS recruited students attend a different orientation than the

non-AFS recruited students.

Mid-year

Orientation

Normally scheduled AT orientation. Normally scheduled AT orientation.

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CBYX YES

End of Stay

Orientation

After D-day, a debriefing may take place

in Washington, DC. (funding permitting)

Depending on dates of departure, YES students may participate in normally

scheduled local End Of Stay (EOS) Orientation. A YES (EOS) orientation will be

conducted in Washington, DC immediately before international travel. Note: AFS

recruited students attend a different orientation than the non-AFS recruited

students.

Departure Travel

Window

Departure from Gateways on D-day (with

core students)

YES participants typically depart host communities in the first or second week of

June. Please see MyAFS for more information on departure dates.

Min # of Enrichment

Cluster Activities

3

6 (3 for semester participants from Malaysia)

Enrichment Cluster

Activities Budget

$150 per student per academic year (min

3 activities)

$300 per student per academic year (min 6 activities)

$150 per student for academic semester participants from Malaysia (min 3

activities)

Participant

Stipend

CBYX students do not receive stipends $125/month

Host Family

Incidentals

Allowance

CBYX host families do not receive an

incidentals allowance

$300 per student per academic year ($150 for academic semester participants

from Malaysia)

Medical Coverage AFS Medical Program. AFS Medical Program.

Immunization

needed for school

entrance

Not Covered. Submit receipts to AFS.

Dental See insurance details for all AFS

participants regarding limited

reimbursement for pain alleviation. Other

or remaining bills sent to natural families –

seek prior authorization.

See insurance details for all AFS participants regarding limited reimbursement for

pain alleviation. Only for pain alleviation, submit other/remaining bills to AFS. For

all other procedures, please seek prior authorization.

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Cluster Coordinator Job Description As an AFS-USA volunteer, the Cluster Coordinator is responsible for:

Program Enrichment Cluster Activities

• Using the guidelines and leadership curriculum (https://afsusa.zendesk.com/knowledge/signin/?return_to=%2Fknowledge%2Farticles%2F115012709608%2Fen-

us%3Fbrand_id%3D2955487&theme=hc) plan a program of enrichment cluster activities over the course of the school year. Coordinate activity dates with Area Team volunteers, students and their host families, as well as others who may be included in an activity (i.e. activity leaders, guest resources, speakers, etc.). Work with students to identify any specific interests they might have that could be explored and that fit within the educational framework of these activities.

• Identify and work with local resources including businesses, government institutions, community service organizations, civic and youth groups. Whenever possible, arrange for meetings with individuals at these places who can provide students with special insight into their field.

• As a coordinator, you don’t have to do it all! You can coordinate activities and delegate in order to involve others! When it is not possible for you to lead an activity, identify Activity Leaders, such as other volunteers or host parents, to lead and report on the activity. Whenever possible, work with Area Team volunteers to include the wider community of AFS students in the area.

Reporting

• Use the Enrichment Cluster Activity Report (information on page 19) provided to give a summary of each activity to Area Team and Sponsored Programs Team in the AFS-USA National Office (this can be done in the Global Link Sponsored Programs Module). If desired, coordinate with students to assign a student “reporter” who would be responsible for recording the activity (the responsibility could rotate amongst the students).

• Provide Area Team and Sponsored Programs Team with updates on special awards, achievements, interesting activities of the Sponsored Programs students and host families in your area.

• Provide a preliminary and mid-year schedule of planned events to share with your Area Team and the Sponsored Programs Team, including amendments to the schedule as necessary. (Please include orientation dates in the calendar/schedule).

Awareness Raising

• For publicity and host family recruitment purposes, keep Public Relations, Hosting Coordinators and appropriate volunteers in your area informed of your activities so that you can work together to secure coverage for special events or noteworthy projects, using the tools and guidelines referred to in the Awareness Raising Section of this Handbook. Please be sure to send a copy of any resulting media coverage to the appropriate Sponsored Programs Hosting Coordinator (see page 41 for staff contact information).

• Encourage students to write Letters to the Editor at some point during their academic year and to make school and other community presentations for International Education Week and at other opportune points during the school year.

• Include one meeting at the home office of the U.S. Congressional Representative for your district, allowing the students the opportunity to thank the Congressional Representative for their scholarship.

Program and Cultural Resource

• Serve as a local source of program, logistical, and culture-specific information for fellow volunteers and host families.

• Collaborate with the Area Team Hosting Chair to assist with host family finding to ensure that the cluster is in close proximity.

• Share program and culture-specific information and materials with appropriate Area Team volunteers to supplement or enhance host family orientation and support. Work through existing support systems if counseling need arises, offering culture- or program-specific information and insights where appropriate.

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• Coordinate with Area Team Volunteers and the Sponsored Programs Team to ensure Sponsored students’ attendance and participation in arrival, mid-year and end-of-stay orientations as possible. Work with Area Team volunteers and the Sponsored Programs Team to provide program-specific content.

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Enrichment Cluster Activities All of our sponsored students are called upon to complete a series of enrichment cluster activities as a requirement of the programs. These activities are meant to provide students with first-hand insight into American political and social infrastructure, our cultural heritage and values, as well as the concept of “civil society.” Learning through interaction with local leaders in a variety of different fields helps students to develop their own interests and leadership abilities. The activities should be looked upon as an opportunity to enjoy creative and positive contact with sponsored students in your area on a semi-regular basis. Have fun with them! Some activities might not turn out exactly as you would have liked, but each is sure to be a positive experience from which some important information will be gained. On the following pages, you will find some guidelines and ideas regarding the enrichment cluster activities, gleaned from the experience of past Cluster Coordinators. While much of what is planned depends upon the resources available in your area, the ideas listed should get the creative juices flowing. Content The three required enrichment cluster activity topics for all sponsored students are:

• Government

• Cultural Diversity/Native Peoples

• Community Service/Volunteerism Kennedy-Lugar YES students should participate in a minimum of six activities (three for those arriving in January). CBYX students should participate in a minimum of three activities. While the required topics must be covered during the course of the academic year, other foci may be included as well. Many Cluster Coordinators have found activities in areas such as the press and media, organization and funding of cultural institutions, juvenile adjudication, health care, etc., to be informative and enjoyable. Each enrichment cluster activity should have defined learning objectives. Learning objectives are tangible goals that will help Cluster Coordinators and students focus on a specific area within the theme of the activity. Some good examples of learning objectives in the example of a visit to a local newspaper might be:

1) To learn the methods and technology used in publishing a newspaper

2) To learn about the roles and responsibilities of writers and editors in reporting the news

3) To learn about ideas such as the accountability of the press versus freedom of expression

While enrichment cluster activities should be fun, they should also have educational content. A trip to see a concert or play might be acceptable if it includes a discussion of how these productions are organized and a discussion of the funding of the production, whether for-profit or not-for-profit. In the case of a for-profit operation, a discussion with the producer of whether some of the profit is returned to the community through fundraising and grant-making for philanthropic purposes, such as Broadway Cares/ Equity Fights AIDS, would tie in a community-service aspect. Aside from the fact that cluster activities should engage, not merely expose students to American culture, enrichment cluster activities that do not have articulated educational content cannot be reimbursed through the U.S. Department of State funding. If there is ever any question about whether a planned activity qualifies, please check with the Sponsored Programs Team first (page 41 for contact info). This will help us to avoid any problems reporting to the U.S. Department of State and processing reimbursement requests.

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Working with Others The Cluster Coordinator should ensure that fellow volunteers are aware of his/her role as Cluster Coordinator and keep the Area Team leaders informed of activity plans and ideas. Area Team Leaders may be able to help the Cluster Coordinator by facilitating connections with other volunteers or resource-persons in the area, leading an enrichment cluster activity, helping to chaperone an activity, carpooling, helping to raise community awareness of the activity, or recommending other good resources in your community. You can also work with fellow volunteers to include other AFS students in enrichment cluster activities when possible. Working with the Area Team Hosting Coordinator to match students with appropriate host families in your area can also be a very successful partnership. Getting to know the profiles of incoming Sponsored Program students and assisting in potential host family interviews can effectively utilize your trained Cluster Coordinator skills. Your cultural knowledge of the SP students can have a great impact on successful student and host family matches! Identifying Students’ Interests Once the students have arrived, you may wish to incorporate a brief feedback session (perhaps as part of one of the initial enrichment cluster activities) to gain an understanding of the students’ interests and see if these might be explored through the slate of activities (economics, conservation, working with children, etc.). Finding out special interests may make activities more exciting and more informative for students. Scheduling It is highly recommended that you set dates for activities at the start of the academic year to help ensure that students, host families and volunteers mark cluster events on their calendars and give them priority in setting other dates (even if content of specific activities may change later on). This keeps people aware of the events and helps to generate feedback about the dates and content well ahead of time. It is also recommended that Cluster Coordinators look into getting enrichment cluster activities on an Area Team calendar to keep them in the minds of fellow volunteers. Keeping host families and volunteers aware of enrichment cluster activities and informed of the dates can also yield some offers to help implement the activity (i.e. offers to drive students to the event, or help secure media coverage) and will result in better attendance. You can also pose the question asking if anyone is interested in leading or helping to lead any of the activities! Implementation Each enrichment cluster activities should be led by an adult leader and include all of the students in the cluster. When it is not possible for the Cluster Coordinator to lead an activity, another local volunteer or a host parent can be designated to be a backup activity leader. Activity Preparation Some Cluster Coordinators find it useful to give students a few questions before an activity, to help them start thinking about the topic and generate good discussion. In order to get the reporting started, you can share the learning objectives with each student and ask them to record the following (to be handed in at the end of the activity): [1] What did you learn from this experience? [2] Have you ever done anything similar? Is this activity relatable to anything you’ve done previously? [3] What skills did you learn and how might you use them in the future as program alumni? Reporting Reporting activities is vital for the continuity of sponsored programs. Receiving enrichment cluster activity reports helps the Sponsored Programs Team submit regular reports to the U.S. Department of State. Each activity should be followed with a report (this is done in the Global Link Sponsored Programs module), posted within two weeks even if you are not submitting any expenses for reimbursement. Many Cluster Coordinators find that the best time for reporting is within a week of activity, while it is still fresh. Some Cluster Coordinators have been successful in having a “student reporter” report on the activity. This also gives students additional leadership skills and can be extremely empowering. Activity reports should be

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submitted electronically in the Sponsored Programs Module in Global Link. Expense reports should be printed, signed and sent in accompanied by original receipts. Please keep your own photocopy of receipts for your records. Information about reporting can be found on page 19. Enrichment Activities Budget: Questions and Answers What level of funding is available for carrying out these enrichment activities? The enrichment cluster activity budget is composed of $150 for each CBYX student and $300 for every Kennedy-Lugar YES student*, to carry out a minimum of six enrichment cluster activities (three for CBYX students). Thus, for example, a cluster of 5 Kennedy-Lugar YES students and one CBYX student would have a budget of $1650 for the entire year. Does this mean that that the budget for each activity is fixed at $50 per student? No, activity funds may be pooled together and used over the entire year. Some clusters choose to do a few costly activities such as an overnight trip to the state capitol, and make up for the high cost by complementing it with less expensive activities. The activity budget is best seen as a budget for the whole cluster. It does not need to be broken down by each individual student. Can CBYX students be included in all six activities? Yes. While not mandatory, this could be encouraged. Can enrichment activity funds be used to include non-sponsored AFS students? Only in the instance that including the non-sponsored students in the activity would not result in additional costs. For example, if enrichment cluster activity funds are being used to rent a van to transport the cluster on to a soup kitchen where the group will be volunteering and lunch will be provided, other non-sponsored AFSers could fill any extra seats in the van. However, enrichment activity funds should not be used to purchase a museum ticket for a non-sponsored student, for instance. What can the funds be used for? The funds should be used to cover the expenses of the students to participate in the activity, as well as the volunteer(s) chaperoning the activity. The expenses may include transportation, entrance fees, meals, lodging and communication expenses in connection with planning or implementing the activity, copying or materials for the activity, etc. How will I be reimbursed for the costs of enrichment cluster activities? You will find a Cluster Coordinator Expense Report and a Cluster Activity Report Form in this manual. For each activity reimbursement, you must supply a detailed expense report, original receipts and an activity report (In the Global Link Sponsored Programs Module). These should be sent to the SP Grant Finance Administrator in the AFS-USA National Office for processing. In addition, a Mileage Reimbursement Form has been included in this manual, for your use to get reimbursements for fuel costs while incurred when driving. In order to ensure the smoothest possible processing and quick reimbursement, it is essential to fill out the expense and activity reports carefully and clearly, including all the necessary documentation, original receipts, etc. Please also remember to keep a copy of your expense reports, just in case of any mishap, and mail them in promptly after each activity. Please do not “save-up” expense reports. For any questions about how to fill out forms for reimbursement, please contact the SP Grant Administrator (see page 13 for staff information). Can I receive an advance? Yes, for one activity at a time. Should you need to request an advance, you should present a project outline and estimated budget to the Sponsored Programs Grant Administrator, in the AFS-USA National Office. The Sponsored Programs Grant Administrator will work with you directly to arrange the advance. Please allow for a three week processing time when requesting an advance. It is important that you provide the

*Kennedy-Lugar YES students arriving in January for a semester program have $150 available for enrichment activities.

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expense report and documentation immediately after the activity is completed in order to avoid confusion. If there is money left over, please include a check made payable to AFS for the amount left over. Should the advance not cover all of the expenses, you will be reimbursed for the difference. Why not just give us the money all at once? In working with U.S. Department of State-sponsored programs, AFS must provide extensive documentation of activities and expenses on a quarterly basis, which is one of the reasons it is important to submit reports as soon as possible. There are strict reporting requirements for all grant-funded expenditures. Is it possible to request additional enrichment cluster activity funds? In April, the Sponsored Programs Team in the AFS-USA National Office will begin to release additional funds to clusters that have depleted their funds, as some clusters traditionally assess by that time that they will be able to organize all of the required activities at less than the full budget. Clusters which have depleted their resources may request additional funds for enrichment cluster activities at this time. Requests for additional funding prior to April will be considered on a case-by-case basis.

Monthly Cluster Coordinator Calls Every month, a conference call will be held to discuss pertinent cluster topics. These calls will take place on two different days, and you will have the option of which one to attend. These calls are designed to meet a requirement in the Sponsored Programs grants, and as such, attendance on the calls is mandatory for cluster coordinators. The calls can act as a forum to discuss any issues that you would like to share with the group, and to address timely subjects in the hosting year. The calls will be moderated by Sponsored Programs Hosing Coordinator (SPHC) staff. These calls last for about an hour each month, and staff do their best to select times that work to accommodate people in multiple time zones. The days and times of these calls will be emailed to cluster coordinators in advance by the Sponsored Programs Hosting Coordinators. If the Cluster Coordinator cannot make a call, please do your best to ensure that another volunteer in the team can attend.

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Ideas for Enrichment Cluster Activities The three required topics are Diversity/Native Peoples, Community Service/Volunteerism, and Government.

Cultural Diversity/Native Peoples For centuries, diverse populations have been interweaving to create the rich cultural fabric of the United States. European settlements, the African slave trade and continuing immigration have contributed in part to our diverse population. While the American people have not always enjoyed equal rights and liberties, we have come a long way from the days of slavery and racial segregation. This is due in no small part to the work of leaders who united people across cultures to work towards tolerance and respect for our diverse cultures, ethnicities, and religions. Here are some organizations that might lead to good ideas on this topic as well as community service/volunteerism: Special Olympics: An international organization dedicated to empowering individuals with mental retardation to become physically fit, productive and respected members of society through sports training and competition. Contact your local program office to find out about opportunities to volunteer.

NAACP: For almost a century, the National Association for the Advancement of Colored People has played a vital role in America’s struggle for racial equality. Contact your local NAACP branch to find out more about volunteer and learning opportunities programs in your area. http://www.naacp.org/pages/find-your-local-unit/

Urban League: The nation’s oldest and largest community-based movement devoted to empowering African Americans to enter the economic and social mainstream. Contact Affiliate Offices at http://nul.iamempowered.com/in-your-area/affiliate-list or call (212) 558-5300 Boys and Girls Clubs of America: Its mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible and caring citizens. To find a club near you, please call 1-800-854-CLUB or visit http://www.bgca.org/whoweare/Pages/FindaClub.aspx National Association for the Deaf: The mission of the National Association of the Deaf is to promote, protect, and preserve the rights and quality of life of deaf and hard of hearing individuals in the United States of America. http://www.nad.org/affiliates Other ideas for exploring cultural diversity in your community may include:

• Historically Black colleges and universities

• College diversity student associations and clubs

• Mosques, churches and synagogues

• Native American reservations, gatherings, or festivals

• Cultural festivals celebrating a particular group’s cultural heritage

• Visit to the office of a civil rights attorney

• Representatives of various cultural organizations

Community Service/ Volunteerism Civil society is a valuable concept in any society. It refers to the set of institutions, organizations and behavior situated between the state, the business world, and the family. Specifically, this includes voluntary and non-profit organizations of many different kinds, philanthropic institutions, social and political

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movements, other forms of social participation and engagement and the values and cultural patterns associated with them. Community service begins at the local level with individuals who work (often volunteering) to make positive contributions to their communities and/or contribute to wider causes or movements that are important to them. Their efforts can gain popularity and spread to other communities, their positive effects reaching far and wide, sometimes even affecting legislation – like promoting peace through citizen exchange. What better way to learn about volunteer community service than by doing it? All Sponsored Programs participants currently hosted in the United States are required to participate in community service activities. There are opportunities to volunteer in all sorts of communities across the country. Organizing a modest volunteer or community-service project is one of the culminating activities we hope each cluster will bring to fruition by the end of the academic year. Global Youth Service Day is a global event organized by Youth Service America (YSA). YSA has many useful community service tools available on their website, http://ysa.org/act/programs/gysd/ Here are a few ideas:

• Tutoring and mentoring children

• Reading to the elderly

• Environmental protection and preservation

• Organizing a fundraiser for a particular cause

• Community renewal projects, such as clean-up, or painting a school

• Serving meals for the homeless

• Building low-cost housing (check to see if an activity waiver is needed for this)

• Teaching English to immigrants There are other ways that students can learn about the work that volunteers do. These might include:

• Visiting a volunteer fire department

• Contacting your local Returned Peace Corps Association

• Learning about organizations such as: - The Red Cross - Americorps - Doctors Without Borders

• Professionals such as lawyers, doctors and business people who donate their services

• Working with animal shelters

• VolunteerMatch (https://www.volunteermatch.org/) to locate volunteer opportunities in your community Students can also learn about social services instituted by the local government. Many services such as these began with work and advocacy done by volunteers. A quick google search is a good place to start to resources on:

• Child welfare

• Women’s shelters

• Homeless shelters

• Welfare

• Supplemental Nutrition Assistance Program (SNAP)

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Government

One of the distinctive and fundamental characteristics of U.S. society is the structure and organization of our government. Think about including activities that could reinforce and expand an understanding of how people in the U.S. govern themselves. Here are some suggestions:

• Visit state capitol and legislative sessions

• Participate in a school board or city council meeting with a discussion of educational systems, local vs. national control of education, comparison with home countries’ systems

• Visit the local office of your federal U.S. Congressional Representative or U.S. Senator.

• Lobbying groups: set up visits to offices of lobbyists. Discuss the role of lobbyists in government/elections, discuss issues concerning campaign financing

• Have the students set up a lobbying or advocacy group.

• Visit with League of Women Voters

• Participate in a local election: visit a local campaign headquarters, meet with a candidate's PR or campaign director, role of volunteers in election/campaign process, role of media in election campaigns by meeting with reporters covering the elections

• Courts and legal system: sit in on a trial, visit a jail, talk with lawyers, judges, probation officers or social workers; participate in a mock trial

• Visit with local police; perhaps spend the day with police “on the job” To help facilitate meetings with local government officials, please feel free to contact IGA (Intergovernmental Affairs) to discuss meetings with officials:

United States Department of the Interior 1849 C Street NW

Washington, DC 20240

Phone (with employee directory): (202) 208-3100

https://www.doi.gov/contact-us/ Ideas for Other Themes

• Visits to newspapers that incorporate a discussion on first amendment rights

• Job shadowing days that give students an insight into small businesses

• Visit to public TV and/or radio stations--discussion of funding and role of public television and radio

• Visits to museums, art galleries, theater, and orchestra--discussion of how arts are funded in the U.S. and why it has at times been a controversial subject (National Endowment for the Arts), speak with museum curators, community theater groups or art associations

• Participation in region-specific historical days

• Visits to a military base or speak with military personnel, discuss how the military is organized in the U.S., its roles in a democracy

• Fund-raisers to raise money to include all area AFSers in enrichment cluster activities , holding a discussion of the local fund-raising tradition in the U.S

• Architecture in the U.S. and American contributions to art

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Integrating Leadership into Enrichment Cluster Activities The full leadership curriculum is located on MyAFS at:

https://myafshelp.afsusa.org/hc/en-us/articles/115012709608-Leadership-Curriculum-for-YES-and-CBYX-

Cluster-Coordinators The goals of youth leadership are to…

• Introduce a relational model of leadership

• Identify personal capacities and opportunities for exercising leadership

• Provide opportunities to observe and practice principles of leadership (both collective and individual)

Through leadership activities students will gain…

• Knowledge of alternative leadership styles

• Inventory of leadership skills and attitudes to build on and/or develop

• Practical experience of leadership as a behavior/action

• Experience in establishing common goals among peers and community members through a collaborative service project

• Increased self-confidence as leaders Overview The goal of the leadership focus is to develop the skills and attitudes necessary to work effectively with others in order to meet common goals through experiential learning (learning follows a sequence of experience, reflection, generalization, and application). Experiential Learning:

• Experience: Students experience an event or activity.

• Reflection: They then share what they saw, heard, felt, etc. In this process, some students will likely see things others missed (students can also keep a journal to facilitate the reflection stage; facilitators can also work with students to encourage dialogue about a particular experience).

• Generalization: Students are asked if they have ever experienced something like this before or if it relates to other experiences they have had. By doing this, the experience becomes broader and more applicable than it initially appeared.

• Application: Students are asked how they can apply what they have learned from this experience. This model is also reflective of the established AFS Learning Objectives: Personal Values and Skills: At the core of all AFS experiences is the removal of people from their familiar environment and their placement in a new environment. In such unusual circumstances participants are confronted repeatedly with crises of varying dimensions and thus learn to analyze situations, make informed judgments and act without familiar cues. Interpersonal Relationship-Building: Every AFS participant becomes fully involved in daily living and working arrangements with a variety of people in the new environment. This requires developing and maintaining relationships with others from

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varying backgrounds. The interpersonal skills thus developed are transferable to many other settings during the participant’s lifetime.

Intercultural Knowledge and Sensitivity During the course of their immersion in the host culture, AFS participants are exposed to innumerable dimensions of that culture, ranging from the simple acquisition of daily necessities to the complex and subtle distinctions made by hosts among alternative values, social norms and patterns of thought. Involvement in so many dimensions of life deepens participants’ insights into their home culture as well as their knowledge of their host culture from the perspective of an outsider. Awareness of Global Issues Living in a place other than one’s home community often helps one recognize that the world is one large community, a global island, in which certain concerns are shared by everyone everywhere. AFS participants learn to empathize with their hosts’ perspectives, and thus appreciate that workable solutions to global concerns must be culturally sensitive, not merely technologically feasible. While much of the skill and attitude acquisition that will help students become effective leaders will take place in any case during the course of their sojourn, we would like to enhance the opportunity of our Sponsored Program participants to acquire these skills. What can you do to implement the leadership focus? Introduce mentors and role models:

• This begins with you!

• Opportunities through educationally-focused enrichment cluster activities to observe how leadership is exercised and to interact with leaders in various walks of life, who may serve as leadership role models.

• Facilitation and guidance in finding individual mentors.

• Introduction to concepts and vocabulary useful in understanding the skills important to exercising effective leadership.

• Encouragement and facilitation in finding opportunities to take on leadership roles or practice skills important to exercising leadership (through participation in school or community groups, opportunities for making presentations or ongoing community service participation, for instance).

• Guidance and encouragement in the planning and implementation of a community enhancement or service project.

Leadership is a relational process An important premise of Kennedy-Lugar YES and CBYX is that leadership involves relationships. Students will have a chance to work in a small group, as a team, to identify a service or other community enhancement project in their school or local area that could have a positive impact on the community. For the purposes of these programs, the emphasis of the collaborative community enhancement or service project is primarily on process rather than outcome. The student group will be asked to invite other community members or students to take part in the proposed initiative, and learn about collaborative leadership processes based on that experience.

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Reporting Enrichment Cluster Activities and Expenses

Instructions for Completing the Sponsored Program Cluster Expense Report

• Name, Address, City, State, Zip - Enter this information at top left corner. This will be the data that appears on the reimbursement check used for mailing purposes.

• I.D. No. - Leave blank.

• From (mm/dd/yy) and To (mm/dd/yy) - In the FROM box enter the first date for which the expenses are to be reimbursed. In the TO box enter the last date for which the expense are to be reimbursed. The dates should be written in the following format: 9/29/10 or 9/30/10. Note that dates should match the activity date on the corresponding Enrichment Activity Report

• Type - You will notice in the upper right corner VOLUNTEER has been checked for you.

• Date/s - Enter the date for each expense.

• Type and Purpose of Trip or Expenditure - In this column enter data which explains why the expense was incurred: “Mileage to,” “Meals for,” “Entrance fee to,” “Lodging at,” “Telephone calls to,” “Postage to,” etc.

• Auto Miles – The total number of miles traveled should be entered in this box if wishing to claim mileage for reimbursement (current rate is 45 cents per mile). In order to receive reimbursement for mileage traveled to and from an enrichment cluster activity, one must submit a map/mileage calculation, commonly found on internet sites such as Google Maps and/or MapQuest. These maps/directions detail the route traveled and show distances traveled between locations, providing an accurate backup for all mileage claimed for reimbursement. Alternatively, instead of Claiming Mileage, one can submit for Gas reimbursement, by submitting any/all receipts for Gas during their trip – Gas or Mileage may be claimed, but not both.

• Amount - In this column enter the amount of the expense. Each item posted in this column must be supported by an original receipt, unless it is an expense for mileage being reimbursed at $.45/mile. If reimbursement is to be made for telephone expenses, a copy of the bill must be attached with all charges identified.

• Object - Project codes are used to identify the type of expense (orientations, travel, administrative expense, etc.). We have simplified the coding process by assigning one project code to several expenses related to enrichment cluster activities. The project code 9164 includes travel, meals, lodging, mileage, gas, admission fees, tickets, snacks, food, beverages, etc.

• ID, Cost Center, Product/Program – leave blank

• AMOUNT TO BE BILLED TO CBYX/YES GRANTS – Should be left blank

• Total Expenditures - The total sum of the AMOUNT column should be entered here.

• Total of Advances – This section is only to be completes if you requested an advance and are now reconciling the advance. If the expense report has been filled out for an advance for a cluster activity, the total sum of the advance requested should be entered in the TOTAL OF ADVANCES.

• Amount Due To AFS - If you receive an advance of funds to pay for the listed expenses and it is to be applied to the expense report being prepared, the amount of the advance should be placed on the TOTAL OF ADVANCES, then calculate any amount due in AMOUNT DUE TO AFS or in AMOUNT DUE FROM AFS.

• Amount Due From AFS - Enter the sum of total expenditures for reimbursement due to you from AFS in AMOUNT DUE FROM AFS.

• Name, Signature, Date - In the lower right corner please print your name, sign it, and enter the date. After you have finished the expense report please send it to the attn: Grant Finance Administrator in the AFS-USA National Office in New York.

• Approved, Signature, Date – Director of Sponsored Programs’ printed name, signature, and date approved. Please leave this space blank. The Director of Sponsored Programs will sign here after reviewing the expense report.

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All expenses must be submitted with ORIGINAL Receipts or a Missing Receipt Form (which can only be used for expenses of $25.00 or less). Copies of receipts are not considered original receipts, and will need to be accompanied with a Missing Receipt Form. Copies of cancelled checks from the bank showing the front/back of the cancelled check will suffice as a receipt. The same goes for copies of credit card statements. These do not need to be accompanied with a Missing Receipt Form. Missing Receipt Forms can be located on the AFS MyHelpandLearning:

https://myafshelp.afsusa.org/hc/en-us/articles/115006665268-Sponsored-Programs-Cluster-Activity-Forms

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Cl ster

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How to Report Enrichment Cluster Activities in the Global Link Sponsored Programs Module

1. Begin by Logging into Global Link 2. Select the Sponsored Programs Module title from the left hand menu: (You must have the Cluster Coordinator or Cluster Volunteer affiliation in order to see this selection in the menu)

3. You will see the home page of the SP module. To start a new activity report, click the blue “New” button on the right. (In the future, after you have submitted a few reports, you will automatically see these past reports each time you come into this module, enabling you to track your year’s enrichment cluster activity progress.) 4. You will then see a new page for your activity report. Fill out the required boxes as noted by the red *

5. Select from drop down menu for the School Year and Activity Theme. The Activity Ref will auto fill.

• Write in the Activity Name - whatever you decide. Choose your Start Date, and End Date.

• Your Main Organization should be your Area Team name, unless you are an Unaffiliated Chapter

• Write in Total Volunteer hours spent on planning and executing this activity.

• Describe the event in the Activity Description box. This is also a required box.

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• Fill in each remaining box with feedback from vols and students in attendance of the activity.

See sample below

6. Once completed, click the blue Save button at the right.

As soon as you click save, an Add Attendee(s) button will appear above the Volunteer(s) bar 7. Click this Add Attendee(s) button.

You will see an Add Attendee(s) screen. There will be a Record(s) found bar containing your Cluster member information according to your Area Team (Main Organization). 8. Click on the blue SELECT word on the right end of that info bar.

You will then see the Select Person From Cluster screen. All Cluster Coordinators, Cluster Volunteers and Sponsored Program Students placed in your Area Team (Main Organization) will appear. If the names

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of your cluster volunteers do not appear, contact your Sponsored Programs Hosting Coordinator for your regions to request that volunteers be added. 9. Select the volunteers and students who participated in your reported activity by clicking on the box to the left of each name. 10. Click the blue Add Selection button at the lower right.

The system will refresh, and take you back to the Enrichment Activity: Detail screen. You are done!

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*Should you want to make changes or additions to your report at a future time, simply click on the SP Module. When your Sponsored Program Module home page appears, you will see all of your reported activities listed. Click on the blue Activity Ref number to open the report you want to work on. You can add / make changes and save as you like.

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Raising Public Awareness

The enrichment cluster activities organized by Cluster Coordinators provide wonderful opportunities to highlight the great work being done locally by hosted students, host families and volunteers. Engaging the press for maximum exposure can benefit AFS in the long term by raising visibility for AFS in the community. Check with Sponsored Programs that the students have signed the media consent form in their original application. When talking with reporters or drafting a press release or Letter to the Editor, please remember to include that the programs (CBYX, and/or YES ) are sponsored by the US Department of State and differentiate the program sponsor (State Department) from AFS-USA (hosting organization and program administrator). Here are also some suggestions to raise awareness in the community: 1. Develop a press list to send your release to editors and writers who might pick up your stories.

Developing a list is an easy task for a returnee or volunteer who wants a defined task rather than an open-ended volunteer role. Some tips on going about developing a press list:

• Visit the local newsstand or library and pick up the daily and local newspapers in your area. Make a list of editors and writers who write on education articles, human interest stories, personality profiles, youth and volunteer-oriented articles and calendar listings. Call the publications and determine the individual’s name if you are not sure. Most likely, you will also need to call to determine the individual’s direct phone line or extension and fax number.

• Visit the library to see if they carry any media directories like Burrell’s, Bacon’s or another guide. These directories are published periodically with updated press lists that include sections of publications and stations, addresses and contact information.

• Developing a radio and local/cable television press list is done in the same way. Listen to your local radio stations and watch the local news and specialist shows. Take down the call letters (for example WABC) and contact the stations. You will want to know who reports on local news, education news, feature news and calendar listings.

• The key to success in developing a press list is to keep it updated with current contacts. Once a press list is created, you can use it for community calendar listings, press releases, letters to the editor, and to pitch stories to media people who may cover events.

2. Distribute press releases in advance of enrichment cluster activities to the media and/or public. Examples

of these activities might include volunteer and community service events that are open to the public, such as a beach clean-up, a fundraising event such as a car-wash or bake sale, or international fairs that might feature a performance by the students.

Press releases for public events in which the students are involved call upon community members to take part in the students’ experience. If you would like to invite press to the event, include a cover letter specifically inviting them.

3. Enrichment cluster activities that are not open to the public, but that still may be of public interest, might be featured in a news publication after it takes place in the form of a good photo with a strong caption. Remember that news publications generally prefer action shots over “posed” shots. The caption’s

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opening sentence should describe what is taking place in the photo. The next sentence(s) should describe the Who, What, When, Where and Why.

4. Encourage students to participate in International Education Week (Usually in mid- November, google

“International Education Week” for exact dates each year) by making school or community presentations or taking part in other suggested IEW activities. Encourage students to write an article about their intercultural experience for their school newspapers. The students shouldn’t limit themselves to only this one week of the year. They can make presentations in November and all throughout the school year. AFS holds a presentation contest for Sponsored Programs students, information about which you will receive in the early fall.

Some other suggestions for International Education Week include:

• Adopting a school in a developing country and donating supplies, reference materials and other items.

• Exploring international aspects of the arts-music, film, theater, visual arts, literature, dance-by creating, performing, or studying artworks with an international component.

• Organizing an international potluck.

• Asking students to write letters to the editor about their international experience.

Visit the International Education Week website where you can also download promotional materials: http://iew.state.gov/

5. Global Youth Service Day (GYSD) is another great opportunity for getting stories into local papers. Global

Youth Service day is an annual event falling in mid to late April. Find out more on the GYSD website http://www.gysd.org/about

6. Encourage students to write letters to the editor about their cross-cultural holiday experiences (some

ideas may include Thanksgiving, Ramadan, winter holidays, Mother’s Day and Father’s Day, etc.) 7. Arrange for one government activity that includes a meeting with a U.S. Congressional Representative

in his/her district office. Note that local government officials (members of in-state legislature) are great resources, but the Senators and Representatives who represent the state/district in Washington DC have more of a role in appropriating funds to the Department of State and therefore these programs; meeting with them locally can be extremely advantageous!

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Additional Resources for Cluster Coordinators CBYX and YES Program Opportunities Below is an overview of the certificates, events, and leadership opportunities available to Sponsored Programs students that are hosted by AFS-USA. Some of these are available to all CBYX and YES students, and others are for specific programs.

OPPORTUNITY KEY: Ⓒ = CBYX Ⓨ = YES

If you are interested in participating or applying to the following workshops, please read the next pages for details about these certificates, events and opportunities, and look at your emails frequently to check for updates and reminders.

International Education Week (IEW): NovemberⒸ Ⓨ

• AFS-hosted students are required to participate in IEW activities, by delivering one or more presentations.

AFS will hold a contest during IEW to determine who will be selected to attend the BUBW conference.

- For IEW contest details, please check your email soon! Winners will receive an invitation to attend

the BUBW conference, with all expenses paid for by AFS.

• Better Understanding for a Better World (BUBW): Fall/Winter Ⓒ Ⓨ

- This conference brings together US high school students of diverse backgrounds and international

exchange students currently studying in the US. Students selected to attend will receive a

scholarship which pays for the full conference fee and transportation to conference at Disneyworld in

Orlando, FL.

Global Youth Service Day (GYSD): April Ⓒ Ⓨ

• For one day, AFS volunteers, host families and students will gather forces across the country and celebrate

AFS intercultural exchange through organized volunteer projects nationwide. Global Youth Service Day is

part of the largest service event in the world.

Leadership Workshops for YES students: Winter/Spring Ⓨ

• Interested students will compete for slots in the workshops described below. Students may apply for more than one of the workshops, but if selected, may only participate in one.

• Online student application will begin in late September; students will be able to begin applications for CEW and WYLET

• Civic Education Week: November through February (will receive individual communications) Ⓒ Late

February/Early March Ⓨ

- A one-week program, implemented by American Councils and the American Civics Center in

Washington, D.C., for YES and CBYX students. Participants will gain a better understanding of

some of the key concepts and values integral to U.S. society and culture. During CEW, they will

learn firsthand about the U.S. federal system of government and other important concepts of civil

society through seminar discussions, briefings, and Capitol Hill meetings.

• English Language Teaching Workshop: Late March/Early April Ⓨ

- A one-week program conducted by American Councils in Washington, D.C. for 28 students. The workshop develops participants’ abilities to teach English when they return home to other youth to help them qualify for ECA and Embassy supported programs. Activities include extensive online pre-program engagement, and follow-on support and interaction after the students return home. During the workshop participants take part in interactive and reflective sessions on teaching English, a teaching practicum, site visits to local schools and education organizations, and cultural activities designed to support gains in mutual understanding and global citizenship.

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Certificates Participant Program Completion: You will receive this in late May or early June, just prior to program completion.

Ⓒ Ⓨ

100+ Volunteer Service Hours: End of year Ⓒ Ⓨ • ECA will provide Volunteer Service Certificates to students who complete 100+ hours of community service.

• See the next page for what does and does not qualify for volunteer service.

• Keep track of your volunteer hours! In the spring we will ask you to submit your tracking sheet to your local

volunteers, and they will send it to AFS.

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Handling Media Inquiries and Interviews & AFS Spokespersons

No individual can make ‘official’ statements on behalf of AFS. These must be fielded through Marlene Baker, Chief External Relations and Communications Officer, and given to an appropriate spokesperson that Marlene will appoint. This includes topics that cover AFS programs, the position of AFS on a particular topic, or AFS as an organization. Direct inquiries for these statements through mbaker@afsusa.org. If stories are on deadline, call Marlene at 646-751-2006

Handling Media Regarding Youth Exchange and Study (YES) Students All local and national publicity materials, marketing materials and marketing and promotion ideas regarding incoming or outgoing Kennedy- Lugar YES students and the YES program must be channeled through the Marketing and Corporate Communications Departments. Marketing will work with the Sponsored Program staff to approve materials and ideas, and to coordinate publicity efforts with AFS-USA Staff and Volunteers. This includes:

• Press releases, public service announcements, letters to the editor, ideas/angles that we feel may interest media (local or national)

• Any external materials we use for outreach (flyers, videos, info sheets, pitch letters, emails) that promote YES to external organizations/sites/media.

• All materials and ideas should be sent in advance to Marlene Baker at mbaker@afsusa.org and cc the Sponsored Programs Project Manager (Nancy Levine nlevine@afsusa.org)

No one can predict the future or where the current course of world events will take us. Our highest operating value is the welfare, safety, and security of our student participants. Therefore, we are encouraging that hosted students and our Americans abroad not be the subjects of media interviews about current events, military conflicts in which America is involved, and other related topics at this time and until further notice. Our advice to students worldwide is to try to avoid drawing attention to themselves at this time. Doing such interviews would not be in keeping with the low profile they should maintain in their communities, and it might cause them to become the target of threats or abuse. Adults, however, be they volunteers, host families, or natural families, can choose to help to make their neighbors aware of the need for international and intercultural bridge-building during the times in which we are living at the moment. Careful selection of subjects and thoughtful preparation for interviews could result in AFS being able to convey these important messages.

Thank you for helping to ensure the appropriate handling of media requests for opinions.

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Money Matters Kennedy-Lugar YES students receive a monthly stipend and an “incidentals allowance” as part of their scholarship. Kennedy-Lugar YES students and their host families receive information about these allowances directly from AFS-USA. CBYX students do not receive a stipend or an incidentals allowance. Host Family Incidental Allowance What is the “Incidentals” allowance? The incidentals allowance ($300) is a lump sum amount held for each YES student by the placement organization (AFS-USA). It is intended to offset school-related expenses such as yearbook fees, school activity fees, or extra-curricular activity equipment. The incidentals allowance is not intended for the purchase of electronics, cell phones or for travel. Furthermore, host families are not required to provide these items for their host students. CBYX students do not receive an incidentals allowance. Examples of appropriate incidentals allowance expenditures include winter clothing, clothes for physical education class, a lock for a school locker and sports or music class fees. Discussions on how to use the incidentals allowance should be made jointly by the student and the host family. How does it work? The “Incidentals” allowance is administered through the host family. That is to say, the host family makes purchases on the student’s behalf and submits an expense report with receipts to the AFS-USA National Office in order to be reimbursed. Host families will receive a check by mail made out to them. Reimbursement typically takes about 2-3 weeks. The purpose in involving the host parents is so that they might help students to spend the money wisely. Host parents play an important role in helping students to understand all of the possible choices they may have, including budgeting the money to save for certain school activities that may come up later in the year, rather than spending the money all at once directly upon arrival. Most students are unfamiliar with making choices about money and thus often need a helping hand in learning about budgeting.

Occasionally a student may claim that the incidentals allowance is supposed to be spent at the student’s sole discretion. If this happens you can remind your student that the incidentals allowance was discussed at the pre-departure orientation (PDO) and is described in the written materials they received (and are supposed to bring with them to the United States.)

Monthly Student Stipends How much do students receive? Kennedy-Lugar YES students receive $125 per month. CBYX students do not receive a stipend.

How and when is it disbursed? The stipend is sent to students, in care of their host families, about the first week of each month, upon completion of an online monthly survey. Students will receive their first stipend in the month that they arrive in the U.S. on program. How should it be used? The stipend should be used as personal spending money. Students may use to cover expenses related to socializing with American friends and to pay for personal items such as toiletries. The stipend is not intended for travel, electronics, school lunches or to be sent home. Host families must provide three meals a day;

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lunch on school days must be provided and can be either a packed lunch or host families may choose to give their student money to purchase lunch at the school’s cafeteria.

Interaction with American friends is essential in enabling students to carry out the most important goals of the program while in the United States. Students should be encouraged to spend the stipend in this way and should be discouraged from saving it with the intention of taking it back home. Hosts and volunteers are encouraged to talk to their AFS Participant Support Specialist if this becomes a problem.

Note that J-1 regulations prohibit students from holding jobs (such as at a local fast food restaurant or retail store); however students can do odd jobs like baby-sitting, yard work or washing cars to earn extra money.

Incidentals Allowance Reimbursement Guidelines

Steps to follow:

• Host family should fill out the Incidental Expense Report on student’s behalf, leaving gray areas blank.

• For each expense, an original receipt must be attached to the Incidental expense report form.

• Send the completed Incidental expense report and original receipts to the AFS-USA National Office in NY to the attention of Sheron Lewis. Please retain copies of the receipts and the Incidental expense report. The AFS-USA Accounting Department will send a check payable to the person specified on the Incidental expense report. Expense forms can be found on: https://myafshelp.afsusa.org/hc/en-us/articles/115006665268-Sponsored-

Programs-Cluster-Activity-Forms (scroll down to Finances, Expenses, Forms, etc.)

AFS NEW YORK OFFICE AFS – USA, Inc. ATTN: Sponsored Programs Grant Administrator Sheron Lewis 120 Wall Street, 4th Floor New York, NY 10005

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Incid

Insurance Questions

Medical and Immunization Expenses The AFS medical program, as described in the “Host Family Handbook,” covers all AFS students, including State Department Sponsored students. Bills for medical expenses should be sent to Global Benefits per the instructions included with the “Host Family Handbook.” Generally, students arrive with all necessary immunizations; however, a few students may require other immunizations to enter school. Bills for immunizations should be sent to the Sponsored Programs Grant Administrator in the AFS-USA National Office for reimbursement. Dental Expenses State Department Sponsored students, like all AFS students, are not insured for routine dental care. Dental expenses incurred by AFS students are the responsibility of the students’ natural families. In the case of some sponsored students, their natural families are not able to pay these costs and it is important to gain prior authorization before any dental work is done. Natural families should always be consulted before proceeding with any dental exams or procedures, as is the case for all non-emergency medical treatment.

Federal funding for all of the sponsored programs does not cover the cost of dental care. For this reason, the ECA Youth Programs Division at the U.S. Department of State only allows reimbursement for the minimum amount of work required to alleviate pain to allow the student to stay on the program. Except in the case of an emergency, either because of injury to the teeth and mouth resulting from an accident or for emergency relief of pain, no extensive dental work (root canals, crowns, and so forth) can be paid for by the program.

Some areas have found that dentists were willing to donate their services, while others found less expensive alternatives through dental schools. We would like to encourage you to utilize these resources, wherever possible. Some host families and volunteers have found it possible to raise funds from local community sources, such as churches, youth groups and local businesses.

In some instances, AFS can request additional funds from the State Department for a Kennedy-Lugar YES student’s dental treatment. In doing so, it helps if we can show that part of the treatment is either donated by a dentist or paid for by the money raised in the community.

If a participant in your Cluster is in need of emergency dental work, notify your team’s Support Coordinator or reach out to you Participant Support Specialist.

To request authorization for reimbursement for a sponsored program student’s dental work, please submit the following information to Sponsored Programs Grant Finance Administrator in the AFS-USA National Office:

• Your name, address, telephone number and email address.

• The student’s name.

• A description of the dental work requested from the dentist, including why it must be done for the student to remain on the program.

• An estimate of the total cost of the dental work.

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Travel YES Travel Travel for YES students is organized by AFS for students coming from Egypt, Ghana, India, Indonesia, Kenya, Malaysia, Mozambique, Philippines, Saudi Arabia, South Africa, Thailand and Turkey. Travel for all other YES students is organized by American Councils. All YES students have an arrival orientation and a departure orientation in Washington D.C. prior to heading to host communities and upon departing. Arrival Travel YES students arrive throughout August. AFS-recruited YES students arrive in one large group in early August, aligned as closely as possible to Core arrivals. YES students from all other countries arrive on a rolling basis through the month of August. Return Travel: YES Students depart on one of two dates in June (usually first two weeks). The dates are usually announced in Fall of each program year and posted on MyAFS, broken down by country. Once the travel dates have been confirmed, SP staff will notify Cluster Coordinators and update MyAFS. CBYX Travel CBYX students have a final debriefing in Washington DC, provided there is funding available. This takes place after the normally scheduled AFS end of stay activities and Departure Day (D-Day) in late June.

Visas Visa A visa is the written permission granted by a consular officer at an American Embassy or consulate overseas and stamped in the applicant’s passport for a foreign citizen to seek admission to the U.S, at a port of entry. It is the responsibility of the Bureau of Immigration and Customs Enforcement (BICE – formerly INS) to interview the arriving foreign visitor and approve or reject his/her admission to the country. Normally, for J visa holders, their visa is valid for the entire time that the visa holder is a legitimate participant of the program, and indicated on the DS2019† form. Visas can be issued for single or multiple entries. Once a visitor is admitted to the U.S., it is irrelevant if the visa expires – so long as the visitor is still a participant in good standing on the program the visitor is still legitimately in the country and carries a valid DS-2019 form. The BICE official may require a visitor to register at a regional BICE office within a period of time following arrival.

Clarification – J-1 Visa “Two-Year Home Residency Requirement” J-1 exchange visitors who participate in programs that are financed in whole or in part by an agency of the U.S. Government must return to their home countries after completing their program in the United States and are subject to a two-year home residency requirement. Under the terms of this requirement, they must reside there physically for two years – cumulative, not successive – before they may become eligible to apply for an immigrant or work visa. It is possible for an alumnus to gain permission from a U.S. consular officer to defer the fulfillment of this two-year requirement if s/he is granted an F-1 (student), B-1 (tourist) or other type of non-immigrant visa by the U.S. Embassy or consulate in his/ her home country. But s/he still remains under an obligation to fulfill the two-year requirement and must return home to do so when the

† The DS-2019 form is a standard-sized page that all students were required to present upon arrival in the US. They should keep it with their passport at all times. Along the top of the page, the title reads “Certificate of Eligibility for Exchange Visitor (J-1) Status”.

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period of deferment ends. There is no guarantee that a student will be granted a deferment. In fact, s/he may be required to fulfill the two-year requirement immediately after completion of his/her program. The Department of State will not facilitate any scholarship student’s efforts to remain in the US and change visa status. Simply stated, the policy of the Youth Programs Division of the Educational and Cultural Affairs Bureau of the U.S. Department of State is to require students to return to their home countries upon completion of their grant-funded program. What they do after that is up to them. Traveling to Canada and Mexico Any travel outside of the US must get pre-approval by contacting the Regional Travel and Logistics Coordinator (RTLC) in the AFS-USA National Office. RTLC’s can be reached at 1-800-237-2636 (ext. 1962 or 1967) . CBYX and Kennedy-Lugar YES students traveling outside the U.S. and Canada or Mexico with their host families must have their international travel approved by the Youth Programs Division official of the U.S. Department of State. YES students must have their DS-2019 signed by a Program Officer at American Councils; CBYX students must have their DS-2019 form signed by a Program Officer from the Bureau of Educational and Cultural Affairs (ECA) of the U.S. Department of State Youth Programs Division. AFS staff will provide mailing instructions for each individual request once travel is approved. Students and host families are responsible for obtaining a tourist visa to visit these countries (not AFS staff). It should also be verified that the student’s U.S. visa is a multiple-entry (M) otherwise the student will not be allowed back into the US. Please be sure the student has an “M” on their visa next to “entry” and not an “S” for Single entry. Students are responsible for contacting the appropriate consulate and verifying the necessary procedures for obtaining a visa. The student must send the DS-2019 form directly to American Councils; once permission is given, the RTLC will work closely with Sponsored Programs and provide the correct address in which to send the DS2019 form. This document should be mailed via certified or some other form of traceable mail service along with a prepaid and preaddressed envelope with the address of where the form should be returned to. Once the student receives the signed DS-2019 form, s/he can apply for the visa to Canada or Mexico. Since getting visas can be a complicated procedure, it is a best practice to plan many weeks in advance and research the requirements for each specific case. We recommend that a student begin this process at least four (4) weeks prior to the anticipated travel date.

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YES Program Website The online home of the Kennedy-Lugar YES Program and is: http://www.yesprograms.org The site includes individual pages for each YES country, general background information on both YES and YES Abroad, News and Events.

• We encourage all cluster coordinators, hosted students and their host families to visit the site and submit articles, personal updates or reflections, activity reports, or other items along with photos. These can be submitted directly to the web-site (no password necessary) here: http://www.yesprograms.org/submit-story OR sent to the Sponsored Programs Project Manager (Nancy Levine Nlevine@afsusa.org)

• Sponsored Programs regularly submits stories, successes and highlights to our funder, the Bureau of Educational and Cultural Affairs at the U.S. Department of State. Besides being a requirement of the grant, this is also a way to get some great recognition for AFS and the work of our volunteers.

• Please send all great stories, especially ones that appear or will be appearing in any local or national media, to the Sponsored Programs Project Manager (Nancy Levine Nlevine@afsusa.org)

• Please inform students and their host families about the web site as early in the year as possible so they can develop a habit of visiting regularly and posting updates. Perhaps think about appointing one or 2 students as “student reporters” for the year (or rotate amongst the group), especially if there are students who have a special interest in journalism, creative writing or photography.

• If sending stories directly to Sponsored Programs Staff, it’s most helpful if they can be sent in the following format: - photos should be sent as attached files rather than being embedded in the body of an e-mail or

document. - If sending photos only, please do include a brief description of the action and people present in

the photo - event/activity descriptions should include at least the Who, What, When, Where Why.

Information about YES Abroad can be found at the following website: http://www.yes-abroad.org/

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Key AFS-USA Sponsored Programs Contacts: Carly Wonder 1 (800) 237-4636 ext. 2205 cwonder@afsusa.org Sponsored Programs Hosting Coordinator Mennah Elsarrag 1 (800) 237-4636, ext. 3357 melsarrag@afsusa.org Sponsored Programs Hosting Coordinator Sheron Lewis 1 (800) 237-4636 ext. 1862 slewis@afsusa.org Sponsored Programs Grants Finance Administrator Nancy Levine 1 (800) 876-2376 ext. 2209 nlevine@afsusa.org Sponsored Programs Project Manager

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Notes: Area Team Key Contacts: Please use this space to keep handy the names and contact information for volunteers in your area with whom you should coordinate and who can help you with cluster projects.

Student and Host Family Contact Information: Please use this space to fill in the names and contact information for your sponsored students and host families.