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table of contents 2 about ciee 2 history of ciee 2 ciee programs 3 who s who welcome dear local coordinator you have opened this manual because you have made the decision to join ciee s team of local coordinators thank you for making this decision that will impact the lives of many ciee s mission is to help people gain understanding acquire knowledge and develop skills for living in a globally interdependent and culturally diverse world as a local coordinator you play a crucial part in achieving this goal you have the opportunity to provide cross-cultural experiences not only to young adults from other countries but also to your own community schools and host families this is a position that provides opportunities to shape future leaders of america and other nations as well as to change local perceptions about the customs and beliefs of a person from a different part of the world you may also be providing an understanding of american policies that might otherwise not be understood ciee is committed to having the best exchange program part of this commitment is to ensure that you receive a thorough orientation to our organization and the needed information and training to be a successful local coordinator this personal training manual will provide you with a better understanding of how to recruit host families work with your local high schools and how to provide support to the students during their exchange thank you for your contribution to help change the world by empowering the successor generation and establishing long-lasting ties between the united states and other countries through international exchange this task is not always easy and as you will see in the following pages it requires your valuable time and energy we understand this and sincerely appreciate the commitment you are making to increase cultural awareness without you this program would not be possible welcome to the ciee high school team with thanks ciee hs team staff 5 getting started 5 6 6 7 7 program rules lc responsibilities regulating agencies online resources assignments 8 host family recruitment 8 networking 11 using the media 13 placements 13 13 14 14 16 host family requirements matching students screening and interviewing families making the placement welcome families and double placements 17 high schools 17 approaching schools 18 knowing and supporting schools 20 host family orientation 20 overview 20 preparation 21 agenda and guidelines 26 students 26 26 28 30 32 33 34 35 36 supervision logs culture shock lines of communication common supervision challenges student moves community service activities student departure sevis www.ciee.org 1

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about ciee history mission ciee council on international educational exchange is a non-profit non-governmental organization founded in 1947 ciee has developed a wide variety of programs and services primarily for students and teachers at secondary through university levels ciee has become one of the world s leading operators of international exchange programs and related services the name of the organization-council on international educational exchange-has changed over the years founded as the council on student travel in 1947 the organization in its early years was known as the council in 1967 the organization s name changed to the council on international educational exchange or ciee the organization was referred to as the council or the council on student travel cst until 1967 and thereafter as ciee ciee began operating the usa high school program in 1995 and the first students arrived in august 1996 previously ciee s exchange activities had focused on college students and short-term high school groups rather than on individual high school students in starting up the usa high school program ciee wanted to offer overseas partners the best quality program for students who could succeed in american high schools and contribute to their host family and host communities for the 1996-1997 school year ciee placed sixty brazilian and polish students the following year we were able to place almost 200 students from many countries including hong kong ghana and countries throughout europe and latin america from these small beginnings ciee has grown tremendously for the 2001-2002 school year ciee placed almost 1,000 students from over 30 different countries in addition we have been designated by the us congress and the german bundestag to represent a highly selective grant program for students from the united states and germany the congress bundestag youth scholarship program ciee also works with the us department of state to administer the future leaders exchange flex program to scholarship students from the former soviet republics in 2004 ciee began working with the youth exchange and study yes program that provides scholarships from the us department of state for high school students from countries with significant muslim populations to spend an academic year in the us 2 usa high school in 2006 ciee started working on the american serbia and montenegro youth leadership exchange program asmyle with this program ciee works with high school students from serbia and montenegro who have been selected by the us department of state to come to the us on a 10 month exchange program we presently have over 1300 high school students from 55 different countries and continue to strive for a quality program and making a difference in our world ciee s mission is to help individuals gain understanding acquire knowledge and develop skills for living in a globally interdependent and culturally diverse world ciee programs higher education programs study or teach abroad ciee administers 95 study abroad programs through universities in over 33 host countries and teaching programs in chile china spain and thailand educators can participate in 26 summer seminars in 29 countries international trainee ciee s trainee programs afford international students and young professionals from around the world the unique opportunity to gain valuable practical training experience in the us for up to 18 months by providing structured on-thejob training to qualified candidates the trainee program has proven time and again to be a mutually rewarding experience aiding trainees in their personal and professional development and helping those companies that host these individuals to create a more dynamic and international workplace work and travel the work travel program is designed so that overseas students can become more than tourists experiencing life in the us firsthand by working alongside us citizens in temporary employment not only does this unique opportunity allow for a genuine us experience it helps cover their expenses to travel within the us while they are here ciee brings approximately 35,000 work and travel students each year helping more than 5,000 employers with their seasonal hiring needs.

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about ciee secondary school programs usa high school program the usa high school program is the program you are primarily working with it is a year long or semester exchange in which teenagers between the ages of 15 and 18 come from around the world to live with volunteer host families and to attend public and sometimes private high schools they become sons and daughters in their us families and are fully participating members of their high school classes these young ambassadors learn what the usa is all about and teach their host families and us classmates about the customs and cultures of their various homelands american serbia montenegro youth leadership exchange a-smyle the a-smyle program was established in 2005 to reach out to youth and create stronger linkages between the united states and serbia and montenegro the program will reach out to the youth of serbia and montenegro on behalf of the american people by an offering scholarships to study in a us high school while living with american host family participants will learn about democracy as it is practiced in the united states and will develop leadership skills that will help them lead the transformation of their country in the 21st century students will have the opportunity to explore civic responsibility community activism democracy and american society as well as educate americans about their country and culture ciee places 35 a-smyle students congress bundestag youth exchange cbyx cbyx is a scholarship program funded by the us congress and the german parliament bundestag which brings german high school students to the united states and sends americans to germany for an academic year begun in 1983 as a way to help improve relations between the two countries the goals of the program are to promote cultural political understanding and foster leadership skills ciee traditionally places 60 german students in host families and high schools throughout the united states while selecting and sending 50 american scholarship recipients from the southeast region of the us to germany high school abroad program one of our newer programs allows american students to enjoy the same experiences as our usa high school participants americans can go abroad for 5 to 10 months they will live with a host family attend school and learn the culture of their host community we currently offer programs in brazil germany australia france and spain due to increased demand we anticipate expanding to other regions in upcoming years students in the brazil and germany programs are not required to speak the local language beforehand an intensive month-long summer language camp in the host country is offered the high school abroad program is a great way to offer more options to your community in addition families who send their child abroad often host a usa high school program student future leaders exchange flex the flex scholarship program provides opportunities for high school students from eurasia including the countries of russia ukraine belarus georgia armenia moldova azerbaijan uzbekistan kazakhstan tajikistan turkmenistan and kyrgyzstan to spend a year in the united states a program funded by congress and administered by the us state department flex was created in 1992 out of the conviction that the best way to ensure long-lasting peace and understanding between the us and the former soviet union is to enable young people to learn about democracy firsthand through experiencing it students are required to participate in enhancement activities that expose them to american democracy free enterprise volunteerism and diversity ciee traditionally places 75 flex students in host families and schools throughout the u.s gap year this program is for students that have graduated from high school and would like to defer their college entrance for a semester or a year participants must be 18 years old upon departure we have programs to china chile dominican republic france japan and spain students study the language of their host country and learn the culture by living with a local host family youth exchange and study yes administered by the us department of state the yes program provides scholarships for high school students from countries with significant muslim populations to spend an academic year in the us the program is vital to expanding communication between the people of the united states and the partner countries in the interest of promoting mutual understanding and respect the students live with host families attend school engage in activities to learn about american society and values acquire leadership skills and help educate americans about their countries and cultures ciee introduced this program in 2005 and places 40 students from algeria arab israel bangladesh gaza iraq jordan kuwait lebanon mali morocco oman pakistan qatar senegal syria tunisia west bank in host families and communities throughout the us who s who in the usa high school program students students are recruited by overseas partners who are responsible for the initial screening of applicants students must have at least 3 years of english and an overall gpa of c or better the majority of students pay a program fee all students are on j-1 visas rather than f-1 visas under the j-1 visa the students legal sponsor is ciee rather than the school or host family students receive orientation in their home country and then again at a us gateway city before arriving to their host families students do not always receive school credit for their time here and are not guaranteed diplomas you will be able to find profiles of available students on our lc extranet but should always contact your regional director to check availability or to put a student on hold www.ciee.org 3

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about ciee host families hf host families are volunteer families typically found by local coordinators host families welcome students into their homes as a member of the family they must provide a bed a place to study and two meals a day they also help the student integrate and adjust the local coordinator should be the first point of contact for host families whenever they have a question or problem grants team the grants team administers the future leaders exchange program flex the congress bundestag program cb the american serbia montenegro youth leadership exchange a-smyle and the youth exchange and study program yes these programs are grants awarded to ciee by the us department of state local coordinators working with grants programs are selected based on their interests in the program their experience as an lc and the need for grant lcs in their area high schools hs high schools accept our students as members of their student body many high schools have deadlines or limits on the number of exchange students they will accept though most of our students attend public schools we have some students in private schools that have agreed to waive tuition or where natural parents have agreed in advance to pay tuition the local coordinator is the school s main contact for any questions problems or paperwork outbound team the outbound team works to promote programs sending american students abroad there are often opportunities for local coordinators to work in coordination with the outbound team in their local high schools overseas agents the overseas agents s job is to recruit and screen exchange students orient them prior to arrival in the us and work with the natural parents while the students are in the us all communication with the overseas agents goes through the national office local coordinator lc local coordinators must fulfill the responsibilities outlined in the job description and as determined by the department of state and csiet they arrange placements and make themselves available to the students families and schools with whom they work during the year lcs will work with their regional director and the support team most communication will be by phone or email team leader tl a team leader is a local coordinator who has demonstrated management and leadership and has a proven track record of quality placements support and paperwork once an lc been recommended by their rd and has completed the application process they are responsible for recruiting training and managing two or more new local coordinators to work cooperatively in their area regional director rd most ciee regional directors are former lcs regional directors are responsible for administering the program in their designated region and managing the placement process of student participants the rds supervise field staff lcs and tls all communication regarding student availability placements and paperwork will go through your rd your rd is responsible for making sure you receive adequate training and mentoring support team each member of the support team works with a specific group of countries they are available to guide you through any difficult situation that may occur support staff communicates directly with the student school local coordinator and/or host family they also communicate directly with the overseas agents operations team the operations team works behind the scenes to make the program run smoothly they review applications implement student orientations and also enable paperwork to flow between our overseas partners and our american families it is rare that you would be corresponding directly with the operations team but it is important that you understand the crucial role they play 4 usa high school

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getting started program rules and student parent agreement 1 obey the regulations of the j-1 exchange visitor visa and the us state department 2 abide by the federal state and local laws of the united states and host town under these laws consumption of alcoholic beverages by anyone under the age of 21 and the use or possession of illegal drugs is prohibited these laws may also include local curfews be aware of these laws and be mindful that they may be different from laws in your home country and that violations may lead to serious punishment 3 attend the arrival orientation 4 accept placement with a family of any race creed or color live as a member of your host family respect the rules and customs of your host family and accept the responsibilities given to you 5 consider your personal health and safety needs when applying for or accepting a place in the program if you suffer from any health or other condition that would create a risk for you while abroad you should not apply 6 read and carefully consider all materials made available that relate to safety health legal environmental political cultural and religious conditions in your host town be aware of local conditions that may present health or safety risks when making daily choices and decisions 7 respect the host high school s guidelines and policies including those with regard to conduct delinquency grade levels participation in graduation ceremonies and issuance of a high school diploma 8 maintain a c average or higher in all courses at the host high school courses must include english other than english as a second language and an american history course and two other academic courses attend school everyday that it is in session and follow school policies with regards to absences 9 travel only with adult members of the host family the local coordinator official school or group organized trips students must obtain written permission from ciee s national office if traveling by air and/or if travel results in school absences travel with or visits from natural family members are not permitted before january of the ten month program and not at all during a five-month program travel to your home country is not permitted during the program year 10 driving or purchasing a motorized vehicle car motorcycle boat or any other vehicle requiring a driver s license is prohibited driving is permitted with the instructor of an official driver s education course and only during class hours this is solely for the purpose of obtaining a driving license and does not allow the student to drive after a license is obtained 11 have access to a minimum of $150 to $200 us dollars per month to cover personal expenses do not borrow money from your host family 12 students who indicate that they do not smoke on their application may not smoke during the program year students who indicate that they do smoke must follow any and all guidelines their family and community may have in regards to smoking in some states communities and schools it is against the law for students under a certain age to smoke or possess tobacco or tobacco related items 13 the program terminates within two weeks after the last day of school and arrangements must be made to return home within this time 14 acknowledge that ciee reserves the right to dismiss any student who fails to uphold any and all of the above rules in the event that a student is dismissed from the program the parent or natural guardians are responsible for all additional expenses incurred above those of the regular program costs in the case of early dismissal program fees will not be reimbursed 15 acknowledge that ciee is not acting in the capacity of in loco parentis with respect to you and that your natural parents still retain all of their rights and obligations and are expected to maintain regular and frequent once or twice per month contact with you via telephone electronically or in person if possible after five months of your program start date 16 student should not have previously participated on an academic year or semester high school program in the us in either the j-1 or f-1 category 17 participation in extra-curricular activities or athletics is not guaranteed 18 employment is not allowed on either a full or part-time basis while on the j-i visa high school program however students may accept sporadic or intermittent employment such as babysitting or yard work www.ciee.org 5

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getting started local coordinator responsibilities 1 the local coordinator will represent ciee s usa high school program within his/her community distributing information to the media community organizations volunteer and professional associations 2 the local coordinator will establish communication with local high schools sharing information about ciee and obtaining permission to place academic year students in these schools the local coordinator will also register and enroll ciee students in local high schools maintaining contact with high school representatives to monitor each student s progress a high school enrollment form will be completed for each student placed in a school and submitted to the regional director s office prior to placement approval under no circumstances shall a sponsor facilitate entry into the us ie place a student for a student whom a written school placement hse has not been secured 3 the local coordinator will recruit interview and select suitable host families in his/her area they must ensure to the best of their ability that the family has adequate financial resources to undertake hosting obligations for every family the local coordinator must visit the family in their home collect a completed host family application and check two personal references for that family submitting a record of the interview and reference checks on the host family interview form 4 the local coordinator must submit complete and accurate paperwork within 10 days of placement or replacement or prior to the student s departure from their home country whichever occurs first paperwork includes the host family application with photos and the previously mentioned host family interview form subject to change to once the application process is done electronically 5 the local coordinator will provide a host family orientation to confirmed host families to fully prepare them for their hosting experience prior to the student s arrival host family signature verification of orientation will be required for supervision payment 6 the local coordinator will meet their ciee student at the airport and introduce him/her to the host family if this is not possible it is the local coordinators responsibility to provide the host family with flight details and to confirm travel and pick-up arrangements the local coordinator must contact the student within 24 hours of the student s arrival to host community 7 the local coordinator will provide counseling support and supervision for students and families during the program year the local coordinator will have personal contact with each high school host family and student at least once every month personal contact may be in person or on the telephone documentation of monthly visits is required please see supervision process for further clarification of this point supervision includes but is not limited to answering a student s questions about the community counseling a student through the cultural adjustment process assisting a student in situations requiring conflict resolution techniques and monitoring a student s academic progress supervision may also include an arrival orientation and exit interview based on regulatory requirements 8 the local coordinator will inform ciee s usa high school office of any emergency situation and keep the office apprised of potential conflicts or problems as they develop the local coordinator in cooperation with the ciee office will resolve any problems that develop if a host family change is necessary the local coordinator will notify the ciee office find a replacement host family for the student and submit a new host family application host family interview form and high school enrollment form informing high school of host family change the first priority is a family within the same high school area and if not within the designated region it is a state department violation to move a student to a new home without prior consent from ciee ciee must be notified in order to verify criminal background and follow dos and csiet regulations local coordinators must not move a student without prior consent from a ciee representative 24 hour emergency staff is available in the event that a student must be moved during nonciee office hours 9 the local coordinator must adhere to any new regulations as determined by ciee csiet or department of state regulating agencies us department of state the us department of state designates ciee as an exchange visitor program this is the designation our organization needs in order to be able to bring exchange students into the united states the us department of state designation permits ciee to issue visas that enable the exchange students to live and study in the us for a semester or a year csiet ciee also operates the high school program in accordance with the csiet council on standards for international educational travel guidelines csiet is an independent body that evaluates international exchange programs to ensure that they provide meaningful and safe exchange experiences csiet monitors all exchange programs included on the csiet advisory list and reviews their operations annually through an evaluation process ciee must reapply annually for this accreditation and has been on the csiet advisory list since the beginning of the high school program as many high schools require csiet accreditation for exchange student enrollment it is imperative that we are operating in accordance to these standards the rules and regulations as they are relevant to you as a local coordinator are integrated throughout this manual in the sections that pertain to them 6 usa high school

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getting started online resources local coordinator extranet www.ciee-lc.net the most important tool you will use as a local coordinator is the lc extranet this site serves as a resource for you in your role you will find updated forms support information available student profiles resources for host family orientation annual and international meeting photos and much more you will also find resources that will better enable you to provide your students and host families with information and support after students arrive you should refer to this web site on a regular basis as things are continually updated you will need a username and password to access this site please contact your regional director for this information assignments what is an assignment an assignment is a commitment you make to place a specific student it occurs when you see a profile for a student who · has interests appropriate to your community for example student is a skier and your town has a ski slope · is from a country that is a common heritage in your area an italian for a community with many third-generation italians · you would love to have in your community you may eventually develop a sixth sense for this when you see this profile call your regional director right away there is often some friendly competition for these students host family website www.ciee.org/hostfamily this is a great tool and resource for your host families here they can find company and program information information for their own children to study abroad insurance information support information resources to help their students world information and more what does it mean to take an assignment · it is a firm commitment to place this student if you are having trouble finding a home the student will come to live in your home or that of a welcome family you ve found until a permanent placement can be found · you will receive not only the student profile but also two copies of the full application one for you and one for the school s records the full application offers student/family photos and more complete information you can get to know more about your student the host family will receive their copy with original photos directly from the main office upon placement · you will be permitted to contact your student he or she will know from the beginning that you are the local coordinator and you will get to know your student prior to arrival student website www.ciee.org/exchangestudent this website was developed as a resource for students students can find program regulations travel policies community service projects convalidation information and more why should i consider taking a student on assignment · you don t have to worry about someone else placing the student just as you ve found the perfect match as the placement season progresses there are sometimes several lcs looking at the same student · you can have the full application -photos grades and recommendations to show the family · you can contact the student and get to know him or her better you can find out about any other interests they haven t mentioned and you can get more of a feel of what sort of family situation would be a good fit · you will be contributing to the delivery of the legendary customer service we aim to provide the student will be very happy to learn of having a coordinator he or she will also have an idea where he or she is going and can start learning about the area · you can look specifically for host families who have common interests or matching personalities with your student this helps to focus your search see section under networking www.ciee.org 7

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host family recruitment networking finding host families summary networking means building on your current contacts to find leads that will take you to host families most families report that they heard about the exchange opportunity through friends associates and people they know around town networking tools materials and paperwork the materials you use will vary according to your needs but will likely include · flyers cards and posters · press releases letters to the editor · student profiles · more tools and resources will be updated routinely on the lc extranet getting organized create a system to keep track of each and every lead you get most people are not necessarily potential host families but they can provide you with leads to families remember that every call does not find a family if that were the case this manual would be much smaller the phone use the phone to call people on your list it s quick and efficient and you can keep notes in front of you try to get at least one name from each person you talk to that way you never hit a dead end a presentation highlight the places on your list of 100 where you would be comfortable making a 10 to 15 minute presentation about ciee such as at pta meetings school board meetings or church services organize materials ahead of time and speak with your regional director for additional needs you may have use the list of 100 form to list your contacts every call can help you reach people who might be interested begin with the easy calls to your friends soon you ll be networking professionally calling people you don t know personally what s involved · be comfortable talking about the program · complete your list of 100 a personal contact list is the basis for your network · talk to friends colleagues and others who might have an interest · tell everyone you know about the program · speak to community groups and/or religious groups · network through school contacts · use your creativity to come up with ideas specific to your community · post flyers and place press releases or announcements in local newsletters and bulletins · make a plan and stick to it · try to make networking part of your daily routine · talk to your regional director at least once every other week even if you think you ve tried everything the regional directors usually can pull tricks out of their sleeves · the yellow pages are a great way to discover different organizations in your community · google it example international clubs organizations and your city 8 usa high school announcements again using your list of 100 select groups with community bulletins or newsletters get the name of the person responsible for producing the bulletin and call him or her to see about getting a notice or press release included in future issues find out about format guidelines deadlines etc be professional and considerate of other people s time events mark each place on your list of 100 where you may be able to set up a table to present the program show profiles and answer questions be clever about the best times and places have a sign up sheet available request referrals from each person you speak with is the local elementary school sponsoring a play tonight if so show up and hand out flyers to parents as they take their seats you could do the same at a pta conference sporting event or recycling meeting.

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host family recruitment talking about the program talking to a friend people like to find out about what others are doing and they like to help you can make it easier for them to do so by being prepared and enthusiastic here s an example hi sarah it s jane have i told you about my work with ciee ciee is an international student exchange organization and i m the local coordinator for their high school program my job is to locate families who are interested in learning and sharing with a teenager from another culture by hosting them for a semester or school year the students are insured speak english and bring their own spending money families need only to provide a room two meals a day and a quiet place to study it s a terrific opportunity for people who are up for some fun and learning whether or not they have children at home would you by any chance be interested or can you help me think of other people i could mention this opportunity to turning no into yes here s your chance to fine-tune your questioning and listening skills to be frank most people do not instantly agree to the idea of hosting it is a big commitment and one that is new to many people this is why determination and persistence are so important for an lc even more important however is the ability to listen for possible objections and to be able to give positive answers in response some concerns are simply based on a lack of knowledge about the program for example i don t have an extra room · students can share a room with a family member of the same sex with no more than four years age difference it s too expensive · our students come with full insurance and personal spending money talking to people whom you don t know personally by being friendly prepared and worth listening to you ll find that even strangers are interested and willing to help to get a flyer placed on a bulletin board you might want to say hi my name is jane smith and i m the local coordinator for ciee s usa high school program we arrange home stays for foreign teenagers with local families for a school year i m trying to reach people who would be interested in learning and sharing with someone from another culture i d like to make this opportunity available to members of the ymca i brought along a flyer that i would like to post on your bulletin board we don t have enough time he/she would be bored in my home · students do not have to be constantly entertained and they are encouraged by our program to get involved in school and the community we don t do much in our family · students join this program because they want to become part of a regular american family and high school being willing to let them become a member of your family is all that s required we don t like the idea of a stranger in our home · after a few days your student will not be a stranger i know it sounds like a scary thing but i can put you in touch with some former host families so you can hear about their experiences sometimes you will find people who truly are unable to host for the 10-month program don t look at this as a failure but as an opportunity the following responses show how you can turn a no into another lead or possibility if someone says good to know more advantages for host families · we help match families with students · students write a personal letter to their prospective host family as part of their application · students are well screened for maturity and motivation and demonstrate an ability to read and write english at an intermediate level · students are fully insured and bring their own spending money for personal items · we maintain a 24-hour emergency service · all students and host families receive orientations and support materials · a host family website is available for all needs and resources our family really can t do it you might say i understand how this might not be right for your family but there are dozens of families who could enjoy hosting i remember you said you were involved with scouts can you give me the names of some of the other scout leaders in town i could contact if someone says my husband and i don t have time to host you might say i understand not having time to host but i know you ve www.ciee.org 9

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host family recruitment raised children of your own can you perhaps refer me to someone you know in the school system who might be able to help me reach potential families i m specifically trying to find a home for henryk stawicki a wonderful boy from poland who loves animals if someone says placements the junior salesperson one lc s young daughter noticed her mother s habit of speaking with everyone possible about hosting it got to the point where her mom would start a conversation and the daughter would inquire aren t you going to tell her about exchange students though unintentional it was cute and effective a ten-month commitment is too much for our family you might say we do have a semester program perhaps you d consider hosting for just five months we are also looking for potential temporary families to step in if a family is suddenly unable to host would you be interested if someone says the way to the heart is through the stomach one lc made friends with the proprietor of the local australian steakhouse after placing her first australian student the lc and the restaurateur decided to start international night a theme night where the current exchange students would be available to speak with patrons and hosting information was readily available this event generated some positive press coverage and the restaurateur is now looking forward to such events as german night and brazilian night we don t have any teenagers you might say you ve voiced a common reservation among host parents however we ve found placing foreign teenagers with younger siblings to be very successful think of how much fun it could be for your children to have an older brother or sister also there s less chance of competition and sibling rivalry it is a good idea as you are doing your recruiting to note families who may not be interested in hosting for the full year but would be interested in being a welcome or backup family more information about welcome families is found on page 16 at the post office an lc who was sending frequent mail to the boston office was asked about the sudden increase in post office visits she explained and the clerk was interested at the airport an lc and several of his host families were waiting for their new exchange students replete with balloons and flags when a passerby asked what all the hoopla was about the smart lc had his business card on hand and was able to keep in touch with this new family remember that crowds of exchange students attract attention your regional director can help · · · · · · brainstorm with you on your list of 100 help create fliers and cards suggest press releases and announcements provide an outline and encouragement for a presentation organize materials to use at a booth or information table work with you to find students who might share a host family s interests and for the daring one youthful lc gets permission from the principal of her local high school to visit with students at lunchtime in the cafeteria she sits down with groups of kids and tells them about hosting she brings along an information sheet and students profiles for the students to bring home to their parents she points out students interests and activities on student profiles she has been very successful with this method keep in mind that you may not use guilt to motivate anyone to host it is against csiet policies even if it weren t someone motivated by guilt would be hosting for the wrong reasons and you would run into problems later in the year creativity works here are some of the more unique methods that have worked to find families one family leads to another one lc placed a student in a family with very young children the lc asked the high school if she could ask some current students to write to the future exchange student so the student would get to know people her own age one of the students thought it was so cool to be friends with someone from overseas that she got the rest of her family interested 10 usa high school

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host family recruitment generating leads through publicity we will teach you some effective strategies to give people the opportunity to contact you about hosting you are free to use whatever local media outlets exist in your area newspapers radio and tv stations and the internet just as effective if not more are presentations to community or school groups these informal presentations will be covered at the end of this section traditional publicity includes press releases story ideas public service announcements psas and interviews you ll be surprised by how much advertising you can do for free what is news read your local paper what s in there when you see a story that appeals to you ask yourself why what was interesting about the story-a personality trend accomplishment event crisis announcement something else by looking at what s already there you ll start to develop a sense of what the paper publishes the best way for you to get coverage is to keep your ear to the door and gather information for worthwhile story ideas note many publicity stories are about current students if this is your first year call your rd you may be able to borrow the stories of some students close by develop a nose for news our program is news it s news because a different kind of learning is happening and because community residents readers and listeners are having a special experience by writing about our program reporters have a chance to present the community back to itself-this time through fresh eyes they ll appreciate a fresh perspective to get your news covered you just have to pick up the phone call an editor or producer and say i have a story for you what s involved · know the ins and outs of the usa high school program · know your media possibilities · develop a nose for news and realize that you have good stories to tell · understand how to approach the media · communicate an idea quickly and effectively · submit story ideas or press releases and psas · follow up and keep in touch experienced local coordinators report success with the following story angles · you and your role as an lc · a recent placement with a local family · holidays and how they are celebrated in different countries · before and after stories-what families and students expect and learn from the year · community service projects performed by the exchange students · a recent field trip done by local exchange students for example visiting the mayor s office · ethnic cooking recipes from our exchange students you might also consider writing a letter to the editor about your program getting organized refer to your list of 100 for the news outlets in your community start with the papers and programs that you and your friends read watch or listen to this includes the public access cable channels and community or college radio stations once you have established contacts keep track of their names what kinds of stories they are interested in deadlines special needs the best time to call etc remember that the internet can be very helpful in searching out good media outlets materials a ciee press kit includes · business card · fact sheet · outlines of your story idea or a written press release psa or letter to the editor · a note to your contact person becoming a reporter building your story and your relationships a good approach for those who want greater involvement with publicity is to generate the story ideas yourself you re there and you see the good news happening remember your best asset is that you are a local person not a pr professional you don t need to actually write a story although if you enjoy writing it s not a bad idea just have a press kit ready write down the elements of your story idea and give it to a reporter your regional director can help you out with ideas or give you copies of previous articles one of the best ideas we ve heard was of an lc who had just found her first host family she talked with her local newspaper about it and the paper agreed to do a story about the family and their decision the journalist actually became interested in doing a series of articles following the student and family throughout the year publicity opportunities what are the media outlets in your area your best bet is to take a look at what you and your friends read and watch what s popular in town who are the people you d like to have as host families and what do they read and watch some areas include · local daily newspapers · ethnic newspapers · local radio stations · regional magazines · local cable · · · · · weekly newspapers college newspapers specialized local magazines local television regional public radio www.ciee.org 11

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host family recruitment step one get your foot in the door · read the paper or listen to the radio show where you d like to place a story look for a byline or the name of the editor or radio producer then call with the story idea that fits the particular audience · when calling ask whether it is a good time to talk media people are busy and have to meet deadlines once you are speaking be able to communicate your idea quickly and concisely it s good to practice this conversation with a friend first that way you will have a chance to become comfortable with ciee vocabulary while making sure your message is clear · make your submissions as professional looking typed as possible selling keep in mind that you are not asking for a favor but offering a family the chance to change their life in a positive way · samples of press releases are found in your new hire packet and online don t · under no circumstances may you appeal to someone s sense of guilt not only is it unethical but also a violation under csiet guidelines and could jeopardize the future of ciee programs some examples of unacceptable phrases include if this student does not get a home he will not be able to come to america or this student is homeless and has nowhere to go there are more effective and ethical ways to present the program some positive catch phrases include a world of opportunity expand your family s horizons share your home with a new culture join the global society make your world smaller open your hearts and home stay general · another a violation under csiet would be to reference to a specific student who needs a home never christoph is 17 and loves photography soccer and eating cookies emma is 15 and loves horseback riding she d like to learn how to ski in america you may refer to students in more general terms we have teenagers from over 50 different countries many have interests in sports drama and other american high school activities they are eager to participate in american `school spirit note if you are speaking with a small private gathering such as a church group or a french class it is okay to speak about specific students the rule applies more to having student photographs and information in places where everyone might have access when in doubt call your rd step two following up · build relationships and think long term even if this story doesn t get printed perhaps your next one will · be ready to follow up your story with ciee materials or photos to make the story more reader friendly · be patient and persistent but never pressure an editor or producer to run your story step three it s showtime · if your story runs send a brief thank-you note to follow up · if your story doesn t run don t take it personally it is nothing more than a mismatch can you come up with a better angle or try your story with a different media source important please explain department of state and csiet guidelines to reporters many reporters rework stories to make them more appealing not aware that there are legal boundaries that must not be crossed for example a reporter might inadvertently advertise that you still have yet to place a 15-year-old brazilian girl named marcella this is a blatant csiet violation press release points to remember do s · keep it simple · stay upbeat and positive · refer to aspects of your community that would be new and exciting to a student for example a press release for minneapolis might mention many of our students have never even seen snow imagine introducing a teenager to our winter wonderland to skating to skiing it s a whole new way to appreciate your surroundings when you are sharing them with someone new · be inclusive be sure to acknowledge that the definition of host family is a wide-reaching one and not solely confined to couples with teenage children · remember to mention that hosting is a volunteer commitment · include the balance to that statement students come with their own health insurance and spending money · remember to include your contact information phone and e-mail · remember that above all you are offering people an opportunity even if you are in the unfamiliar position of 12 usa high school

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placements host family requirements who can host host families are as varied as the students who participate in the program and can include young couples single parents with children retirees empty nesters professionals and blue-collar workers although their backgrounds economic means and lifestyles differ host families all share an interest in young people and in learning about another culture · single parents may host as long as two people are living at home · couples without children may host · host parents must be 25 years of age or older · single people without children and same-sex couples with or without children may host only if special permission is obtained from the student and his or her natural parents it s a good idea to discuss this with the regional director before selling the potential family on the student your rd can help guide you to the right student or assist in contacting partners about potential good candidates for your specific family matching a student remember that there is no such thing as a perfect match chances of success may be greater with shared interests and common values but the main ingredients of a successful placement are open-mindedness flexibility a sense of adventure and a willingness to share and learn on the part of the family and student alike some of the basic things to look at before anything else are things like smoking and allergies is there anything on the student or host family application that would eliminate each other when selecting a student please consider the hard to place students first for example if there is a family that does not have pets try to place a student with pet allergies in their home if the family will accept a smoker try to place a smoking student there if possible assess the host family s lifestyle how do they spend their weekend how involved in activities are their children are they up and about or more likely to spend the day cooking together or watching videos a student from a close-knit family grouping might appreciate a more structured family environment but may be uncomfortable in a very active and independent environment while specific activities are important don t overlook the importance of family lifestyle many families might be nervous about hosting a student of the opposite sex of their own child although this is a normal concern it has not posed a problem for our host families in the past the exchange students quickly view themselves as a brother or sister and the normal brother sister fighting over the bathroom vying for the front seat of the car etc occurs we would be happy to connect a reluctant family with experienced host families who have had similar experiences what does it mean to host ciee requires that families · provide students with an individual bed and a quiet place to study students may however share a room with a host brother or sister who is of the same sex as the student but no more than four years age difference · provide at least two meals a day breakfast and dinner · support the costs associated with housing a teenager for a school year or semester students bring their own personal spending money · a host family is not the legal guardian of their student a host family is able to make emergency medical decisions on behalf of their student because of the medical release form in the student application · show the patience understanding and flexibility necessary to support a teenager from another culture www.ciee.org 13

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placements screening and interviewing host families pre-screen families over the telephone carefully pre-screen a family in your initial telephone call this way you can eliminate a family that is clearly inappropriate or has expectations that cannot be met by this program information to give · what does it means to host a student · briefly describe of the program · reference specific students to make the program come alive for them making a placement making a placement is one of the most rewarding parts of your job as an lc it is also a big responsibility and one we take very seriously we rely on your sound judgment to screen and select host families at no other point is it truer that you are our eyes and ears in the community we ask that you read this section carefully so that you may be able to adhere to each of the screening steps required not only by ciee but also by the department of state and csiet information to get · what attracts the family to the idea of hosting · can the family meet the basic requirements conducting a host family interview · arrange a time when all family members can be present it is important to be able to determine whether everyone in the family is excited about and supportive of the idea of hosting an exchange student make a point to ask any children in the home how they feel · allow at least an hour to conduct the home interview you ll want time to see the home and the student s bedroom speak with each family member review the program guidelines answer questions and explain your role as a local coordinator many local coordinators use this time as a valuable mini-orientation which supplements the more formal host family orientation later in the year · always leave yourself a way out in case you decide that the family is not appropriate for hosting for example you can let a family know that the national office must approve all paperwork prior to a decision even if a student is on assignment to you you may tell a family that you will need to check to see if that student is available it is better to reject a family than to put a student in an unsafe or inappropriate situation making a placement what s involved step 1 use the initial telephone call to pre-screen potential host families step 2 interview families in their home and have them fill out the host family application along with two personal references and a cbc criminal background check consent form see notes below about completing the host family application step 3 complete your host family interview form and check references thoroughly step 4 based on the reference check let your rd know if you have any reservations regarding this host family step 5 assist the host family in selecting their student we can help you find a suitable match in many cases the family may have selected a student before completing the application step 6 notify the local high school and secure a signed high school enrollment form notify your regional director submit the necessary paperwork to your regional director within 10 days be sure to always keep a copy for your records step 7 check the online status of the family to be sure the cbc has cleared step 8 notify the family if there is a problem with the cbc you or the host family will be contacted by your rd or the national office step 9 start preparing plan your host family orientation and other activities qualify or disqualify your family use your judgment in qualifying a host family make a decision based on your good judgment if you have questions or doubts discuss the placement with your regional director in the rare event that you must reject a host family your regional director will assist you please remember that a placement will not be final until the cbc is completed and has been approved 14 usa high school

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placements filling out the application every family must complete a host family application and sign the agreement page after reading and agreeing to work with our program regulations if possible have the family fill out an application prior to your visit explain to families that specific portions of their application go to the natural parents secured information such as social security numbers will be blocked and not forwarded to anyone else their applications are kept in our ciee database and they can go in at any time to update their application change information or attach additional photos encourage families to fill out the application completely and honestly use the golden rule again what would they want to see for their own child this will be their student s introduction to his or her host family please emphasize family photos as these are the objects of the most excitement to students and natural parents we encourage host families to gather any additional information such as a booklet from the high school photos from the community and information about what makes their community unique you can have fun with the family by helping to prepare this information we will be happy to forward that along to the student confirming a placement 1 when you have qualified the family and the family has selected a student call your regional director if the student is not on assignment to you please confirm that the student is available after confirming availability have the host family wait a minimum of 5 business days to contact the student however do encourage them to make contact after the waiting period the student will be anxious to get to know his or her new family 2 notify the local high school and have a school official sign the high school enrollment form 3 email or fax the placement report to your regional director within 24 hours of the placement being made please be sure the information is complete 4 the following forms are received by your rd within 10 days or prior to student arrival whichever is first · host family interview form · host family application and cbc · high school enrollment form your placement payment is paid after these forms are received if all the forms have not been submitted we are unable to pay you check references · you must check with at least two personal references who know the family and have been in their home questions to ask are outlined on the host family interview form references may not be relatives of the family · if you are having trouble reaching a reference ask the family for another one · if you receive any negative answers or sense any hesitation please consult your rd and you will work together to decide the next course of action placement notification when our office receives a host family application we send it along with the family photos to the overseas partner the partner forwards the application to the student and his or her family a thorough and detailed host family application will provide the student and his or her parent s greater excitement and more accurate expectations for the exchange experience when a placement is confirmed ciee sends the host family a welcome letter a culture gram describing the student s homeland the students original application and a host family handbook www.ciee.org 15

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