VIP, Enhanced, English Advantage and Homeschool Procedures IHVIP Supplemental Manual 2013
Table of Contents
VIP: Volunteer Participant Program Online Training Module: IHVIP Procedures - VIP
Enhanced Individual Homestay Procedures Online Training Module: IHVIP Procedures - Enhanced
English Advantage Individual Homestay Procedures Online Training Module: IHVIP Procedures - ESL
*Forms needed for VIP, ENH and ESL are available from your Supervisor
Section 1: Compass USA Special Programs In addition to our standard individual homestay program, Compass USA offers the following “special” programs for individual students. The procedures for facilitating the following programs for our host families and students are included in this IHVIP Manual supplement. Individual Homestay Programs: Offers several options that include homestay only, classes and lessons, and various activity homestays. Since there are no group activities, the individual is completely immersed in an American family. A local coordinator facilitates the homestay.
English Advantage: Private English tutor and conversation pals help individual students improve their English conversation skills during an individual homestay program.
Enhanced Individual Homestay: An Individual homestay which offers an additional learning opportunity in a specific area of interest in the company of American teens including sports, arts, academics, community service or other recreational pursuits.
VIP Participant Program: Participants learn about American business practice in professional settings by participating in volunteer programs while enjoying homestay experiences with American host families.
Homeschool Program: Individual students will participate in homeschool, taught by their host family and usually have their homestays during part of the school year.
Section 2--VIP: VOLUNTEER PARTICIPANT PROGRAM Compass USA offers young adults the opportunity to further their own career development through our VIP-Volunteer Participant Program. College students and recent graduates volunteer their services from one to three months in an American business. Participants expand their knowledge within their career field and learn about the American business culture. To further improve their understanding of American culture and to improve their English language skills, Compass USA interns live with American host families. Prior to the participant being accepted as an applicant, Denver office personnel will interview the individual applicants to assess their English skills and discuss their participant expectations via Skype. In addition to the interview, the application and qualifications of the applicant are carefully reviewed. Applicants who meet our criteria are then confirmed for a specific homestay community. If an applicant does not meet the criteria to participate in the VIP program, Compass USA notifies the sending organization that the applicant will be declined. Whenever possible, we attempt to offer an unqualified VIP applicant other IH program opportunities. Compass USA participants will be introduced to basic and practical tasks performed in a selected career field. The participant will enhance his or her professional skills, as well as, observe career professionals at work, and gain a global business perspective. Participants will select from a variety of career fields including the following: VIP Opportunities: Agriculture Community Service Education Historical Interpretation Law Office Management Travel & Tourism
Arts & Culture Business Computer Technology Design Farming & Ranching Forestry Information Media & Communication Library Marketing Parks & Recreation Translation
This program is designed for the serious individual homestay participant, with strong English conversation skills, to learn about the American business culture in a professional setting. ď‚ˇ Participants will volunteer their services in selected business interest categories. ď‚ˇ Compass USA arranges homestays and unpaid, volunteer work experiences for suitable participants, ages 18 years and over. These opportunities, although unpaid, are considered obligatory and participants agree to conduct themselves professionally. The local VIP coordinator will assist each participant with host family adjustments and guide the student through her/his volunteer position.
What Does the Participant Expect? The participant should expect to spend time performing a variety of duties, and learning from the internship experience in the following manner: Shadow: This is the participant's opportunity to observe the professional at work. It is important to be quiet, watch, and take notes. Oftentimes, the intern will have an opportunity to observe the professional at work with his or her colleagues. The participant is encouraged to write down questions that occur during these observation opportunities, so when the business professional has time to discuss the observations with the participant, s/he is adequately prepared. Shadow must be a maximum of one-third of the experience. Career Project: The participant will have an opportunity to actively participate in his or her chosen career. Working side by side with other career professionals, he or she will work on projects and tasks that are career specific, and become an active contributor within his or her chosen field. Please note that if the participantâ€™s work does not meet the sophisticated needs of the organization, it is fine to develop a career project with the supervisor that will still give the intern good experience, meet school requirements, and permit him/her to complete a professional product or service in a business atmosphere with the mentor. Brochures, websites, and other products may be developed, but it is not necessary for the business to actually use these products. The Career Project must be a MINIMUM of one-third of the experience. Administrative: The participant needs to be prepared to do some basic daily tasks that may include data entry, copying, filing, answering phones, and other general office tasks that are a part of every profession. Administrative must be a maximum of one-third of the experience.
General Facts About the VIP Participant Ages of Participants Most participants are 18 to 25 years old. Participants who are students, 24 years or younger, receive the student rate. Students over 24 and nonstudents, over 21years of age, pay the adult rate and their host families are paid a weekly stipend. Length of VIP Homestays: Participants select the dates of their choice. VIP homestays can be arranged from four to twelve weeks.
Visas: For most participants, standard tourist visas are adequate for this program. However, many participants request J-1 Visas for added security. Compass USA will verify this when confirming the booking. If a participant request s a J-1 visa it is critical to meet the one month matching deadline as it takes four to six weeks to process the visa application. Additional paperwork will also be required. Transportation: Participants are responsible for local transportation to and from the VIP business. It is the responsibility of the coordinator to arrange the transportation for the intern via public transportation or car pool. Flight Arrangements: The participant arranges his or her flight arrangements and then sends the information to the sending organization. Interns are asked to arrive in the United States 48 hours or more prior to the first day of their internship. Assistance: The VIP Coordinator conducts business orientations with the business supervisor and the participant. S/he accompanies each participant to the business site the first day and acquaints the participant with the business supervisor and the worksite. Then the VIP Coordinator continues to contact the intern and the business supervisor on a weekly basis thereafter.
Roles & Responsibilities of the VIP Team The VIP program requires the YPC to coordinate the VIP placement with the host family placement. VIP Coordinator: In addition to the homestay placements, the VIP Coordinator arranges the VIP placements for the VIP participants. S/he is responsible for interviewing potential cooperating organizations in the VIP community matching participants and businesses providing workplace supervisors and participants with thorough orientations supervising the quality of the VIP experience handling any problems that may arise accompanying the participant to the orientation on the first day coordinating transportation for the participant to and from the VIP workplace What Information Will the Coordinator Receive? After acceptance into the VIP program, which includes receipt of the complete application and a phone interview with the Denver office to confirm the applicant’s English conversation proficiency, coordinator will receive the original application no later than 60 days prior to arrival for non-visa applicants and no later than 90 days prior to arrival for visa applicants.
student application that includes: name, sex/age/date of birth, student or employment status, misc. history three photographs VIP application and resume letter to the host family
letter to the cooperative business outlining student's career interests, goals and purpose of this experience list of all allergies, medical conditions, and pet fears proof of insurance liability release form school requirements, in case the intern has to meet specific school requirements
What are the Matching Goals for a VIP Placement? The VIP coordinator has one month (four weeks) to complete the internship matching form. This gives us adequate time to process the necessary forms, should the intern request a J-1 Visa.
VIP Coordinator Responsibilities
Visit and recruit potential VIP businesses. Interview the potential VIP supervisor and other staff members at the VIP workplace. Conduct a VIP business orientation. Ask the supervisor to complete the VIP paperwork. Match the participant to a suitable VIP workplace per her/his request, when possible. Inform the VIP supervisor of the student's arrival date and arrange an orientation date and time for the participant, her or his supervisor and the VIP Coordinator. Share this information with the RS. Help with transportation arrangements to the VIP workplace for the participant, if necessary. Meet with the participant prior to her or his meeting with the VIP supervisor. Be certain that all transportation needs are met. Separately contact the participant and the VIP supervisor on a weekly basis. Monitor and report any potential problems, travel arrangements or changes. Contact your RS regarding any irregular behavior. Encourage your participants and VIP supervisors to complete their evaluation forms.
VIP Procedures – Program Coordinator (Forms needed are available from your Supervisor.) 1. Booking Confirmation: Confirm the booking request with your Supervisor within 24 hours after you receive the request. This does not mean that you already have the host family and/or the business matching, but simply that you agree to be responsible for the student. 2. Keep in touch with your Supervisor: Inform him or her of your host family and business recruiting progress. Refer to the Contacting American Organizations section for ideas for business contacts.
3. Internship Matching:
After identifying potential business locations that will meet your student’s learning needs, visit each site and interview the supervisor. Explain the three elements of the VIP experience and review the business guidelines.
After you determine the best placement for the participant, complete the business matching form and submit it to the Supervisor. Be sure that the business supervisor receives a complete copy of the business portion of the participant’s application form for his/her records.
Be certain that you follow the non-profit guidelines when contacting and interviewing potential business supervisors. It is important to adopt a professional demeanor when working with businesses. Dress appropriately and be sure to follow-up by email or a phone call to confirm appointments and to thank supervisors for their time.
The Internship matching deadline is four weeks after receipt of the student application or eight weeks (56 days) prior to the arrival date – whichever is sooner (when the original application or a legible faxed application is received by the Compass USA office 90 days or more before the arrival date.) The internship matching should be completed by this date. If you are having trouble – please let your Supervisor know so that you can work through the matching challenges together. Be certain to complete and type the business matching form.
If the original application is received by the Denver Office less than 60 days before the arrival date, the coordinator will make every effort to place the participant within four weeks after receipt of the complete application. Consult the contract for specific deadlines.
4. The Host Family matching deadline is four weeks after receipt of the complete application. The host family matching should be completed by this date and will be included on the IH Booking Confirmation. If you are having trouble – please let your Supervisor know so that you can work through the matching challenges together. Be certain to complete and type the host family matching form. The typed and complete matching form must be submitted to the Denver Office by 5 p.m. MST time. If this deadline date occurs on a Saturday or on a Sunday, the matching deadline will become the Friday before the weekend. *******Experienced VIP Coordinators say it is better to find the host family FIRST and then confirm the VIP experience to facilitate transportation needs.
5. Host Family Orientation and Interview: Prior to submitting the host family matching form to the Supervisor, make certain that you have met all host family members in person in their home and that you have conducted a host family orientation so that all members understand the philosophy and guidelines for the Compass USA individual homestay program. Be sure that you review all elements from the orientation agenda and refer the host family to the Compass USA web site, WWW.Compass-USA.net, for a copy of the Host Family Handbook for easy reference. The host family also receives the original copy (or emailed copy) of the student’s application with the pictures so they may contact the student by email or phone or regular mail if they choose. 6. Letter to the Participant: Personalize the standard Compass USA welcome letter and send this letter to the participant via email or regular mail about three days after you submit the host family matching form. 7. Flight Information: Make certain that you have the flight information at least two weeks prior to the student’s arrival. If the information has not yet arrived - request the information from your Supervisor every week until you receive it. 8. Airport Assistance: The program coordinator is requested to meet the student at the airport. If your schedule does not permit you to meet the student, make sure that the host family is available to meet the student. 9. Student Orientation: Conduct the student orientation in person with the student within 48 hours after arrival. Be certain to obtain a copy of the signed guidelines (both VIP and student guidelines) from the student. Email a copy to the Supervisor, or the Denver office, within 3 days of the student’s arrival. Be certain that the student has a copy. Retain a copy for yourself as well. 10. Internship Orientation: Accompany the student to the workplace the first day to be certain that the transportation that you arranged works for the student; attend the initial orientation with the business supervisor. Review with the student and the supervisor, the VIP Matching form ad have the student sign the form that it was reviewed and is acceptable. Be certain to obtain a copy of the signed guidelines (both VIP and host family guidelines) from the student. Email a copy to the Supervisor, or the Denver office, within 5 days of the orientation date. Be certain the student has a copy. Retain a copy for yourself as well.
11. Weekly Contact: Contact the participant and the host family on a weekly basis by phone or in person as well as email. Be sure to contact them on separate occasions and talk to each party. Also check in with the business supervisor the first week and every other week throughout the VIP experience. Send the IH Weekly Assessment Form to your Supervisor regarding the date and time that you spoke with the host family and the date and time that you spoke with the participant each week. Please include any details or notes that you think might be pertinent in your weekly update to the Supervisor regarding the participant and the host family. 12. Problem Solving and Warning Violation Forms: Be available to assist the host families with any special needs or concerns that may occur throughout the homestay. Contact the Supervisor immediately should any problem arise. If the Supervisor is not available contact staff in the Denver office. A warning violation should be filled out immediately if a student violates a student guideline. This form should be sent to our partner by the Denver office within 24 hours of the violation taking place. 13. Program Wrap-up: Five to seven days prior to departure, give evaluation forms to the student, host family, and the business supervisor. Be sure the student receives a copy of the participantâ€™s evaluation form and a VIP certificate of completion. Make certain the forms have been submitted two to three days prior to departure. If not, follow-up so you can complete the evaluation process. Ask them to return the evaluations to the Supervisor or to the Denver office PRIOR to the studentâ€™s departure via email or regular mail. The email to send the evaluations to in Denver is firstname.lastname@example.org. If they give the evaluations to you, please send a copy of the evaluation forms to the Supervisor within one week after departure.
Contacting American Organizations American organizations have the unique and rewarding opportunity to host Compass USA volunteer participants. The participants are eager to learn everything and anything the business has to offer. The participant is interested in advancing his or her future career by gaining experience in an American business. The participant hopes to gain practical information about his or her future profession by working as a volunteer at the business site. The participant brings enthusiasm, willingness to work, and a professional attitude and appearance to the American business. Business Contact Strategies 1. Look for job and transportation resources available in your region. Identify and select the job categories available. Look at the location of most available job sites. Find the public transportation facilities specific to the potential job sites.
Compass USA only places participants with nonprofit organization. An excellent resource to find nonprofit organizations looking for volunteers is the Internet. Local areas have local websites. A national website that allows you to target specific organizations in your community is www.idealist.org. Job Categories: Agriculture Community Service Education Historical Interpretation Law Office Management Travel & Tourism
Arts & Culture Business Computer Technology Design Farming & Ranching Forestry Information Media & Communication Library Marketing Parks & Recreation Translation
** Remember that many students are interested in businesses with international connections. 2. Determine which job sites are most accessible and match these sites to potential host family neighborhoods. 3. Contact businesses that meet your criteria for VIP experiences in your region. Most businesses have a Human Resources department or a volunteer coordinator. Send an email, or a letter on Compass USA stationery to this individual with a packet of information about the VIP program. Include your business card. Advise the recipient that you will be contacting her or him by phone the following week. 4. Follow up on your letter and schedule a meeting/interview to discuss the VIP program and to assess the job site. 5. Use the business information form at the initial interview. At the interview, explain that you are laying the groundwork for the program and you cannot guarantee a volunteer participant placement. Be certain to answer all of the business contact questions and, if possible, ask her/him to complete the VIP application at that time. Type the form for your files. It may be necessary to have several different forms specific to the various jobs available within the business. Review the program guidelines and supervisor responsibilities at this time. Leave a copy with the supervisor for her records. 6. Follow-up with a thank you letter to the supervisor. Type the completed applications for your files so they are available when you are ready to complete the VIP matching.
VIP: Participant Matching After you select the organization that you feel will best meet the needs of the participant and in turn will benefit most from hosting the student, contact the business supervisor that you interviewed originally. Request another meeting, or talk with the business supervisor on the phone, to complete the VIP Business Matching form and to review the guidelines with the business supervisor once again. If necessary, send a sample of a complete VIP matching form to the business supervisor as a template. Set up the participantâ€™s schedule and set the orientation date and time when you will return with the participant for the first day of the internship. Submit the completed matching form to the Supervisor. Pay attention to the three elements of the VIP Program and make sure the participant will benefit equally from these three elements. It is okay to work with the supervisor to create an educational learning experience in the workplace that will be career oriented, even though the business may not actually use the work. The participant will still benefit from the work setting and the mentoring that occurs during this key element. Pay attention to school requirements when matching the participant. REMEMBER that at least one-third of the VIP experience MUST BE career experience. *Letters and guidelines to follow for the business supervisor and the participant are available from your supervisor. When matching the host family pay attention to proximity to the business and public transportation availability and cost. The participant must be able to get to and from his/her place of business everyday without inconveniencing the host family.
VIP Participant – The Participant’s Perspective It is important to understand the purpose for the VIP program and the needs of the participant. The program is designed to be a mutually beneficial educational experience for the participant. It is the responsibility of the VIP coordinator to work closely with the participant and the supervisor to establish common expectations that are both reasonable and useful for both parties. Following is information that you will share with the participant at the orientation. The VIP program is designed to enable VIP participants to advance their future careers by volunteering their services to American businesses. This unique opportunity allows participants to experience firsthand American business culture in the career fields of their choice. American businesses receive volunteer assistance and gain a better understanding of other business cultures while sharing their professional expertise through the shadow portion of the VIP program. Both the participant and the business partner benefit from this rewarding business opportunity. The focus of the VIP Individual Homestay program is the participant's program and his or her homestay with the host family. The VIP orientation with the Compass USA business coordinator will occur prior to the first day at work. On the first day, the Compass USA coordinator will accompany the participant to work and introduce him or her to the business supervisor on site. The coordinator will also help the intern arrange transportation to and from the volunteer work site. In addition, the coordinator will maintain weekly contact with the participant and the business supervisor. The participant is welcome to contact the coordinator at any time. WHAT WILL YOUR BUSINESS SUPERVISOR BE LIKE? Compass USA business supervisors come from many different business cultures and personal circumstances. Just as all of our participants are different, so are all of our business supervisors. The one thing that they all have in common is their interest in other cultures and their willingness to work with volunteer participants! The American business sites are varied due to the variety of volunteer professional opportunities. Most of the organizations are small to medium size organizations in need of assistance and open to sharing their expertise with others. Compass USA also works with nonprofit organizations that share the common goal of helping others so they value the VIP program and the VIP participants.
The participant will be included in the daily activities of the department(s). It is up to the participant, to discuss the expectations of the assigned business supervisor in each department. Be willing to do just about anything! This is the participant’s opportunity to learn. The more the participant contributes, the more the participant will be trusted and allowed to participate in more interesting assignments.
The participant is expected to interact and talk with the other employees during breaks and other free time. However, it is important to learn when the participant is allowed to interact with the employees and when it is important to focus on the project at hand. The participant is expected to obey all business rules, such as break and lunch times, dress code and no smoking. The participant is expected to follow all Compass USA internship guidelines for the duration of the program. The participant is encouraged not to make personal calls from the volunteer workplace.
VIP Orientations VIP Coordinators will conduct an hour-long orientation for all participants before they begin their VIP program experiences. The coordinators will acquaint them with the program content, participant guidelines, and the cooperating business's expectations for VIP participant behavior. The orientation should include the following criteria:
Getting Acquainted: The business supervisor, the participant, the host family, and the program coordinator are afforded the opportunities to meet and get to know one another. Roles and Responsibilities: The program coordinator explains the responsibilities and roles of each party: the participant, the supervisor, the host family and the program coordinator. Safety and Assistance: All participants learn about emergency and safety procedures. Professionalism in the workplace: Discuss proper attire, attitude, and what the participant should expect to get out of the internship and what s/he should expect to put into the VIP program. Review of the VIP form with the student and the supervisor. The student will sign the form, acknowledging that the form was reviewed with them. Compass USA Rules and Procedures: All participants learn about standard Compass USA rules and procedures.
When are the orientation meetings conducted?
Business Supervisor: The business supervisor will meet with the program coordinator several weeks prior to the arrival of the intern to review procedures and program goals.
Participant: In addition to the homestay orientation, the participant will meet with the VIP coordinator for an orientation prior to the first day of work and then the VIPYPC will accompany the intern to work on his or her first day. The VIP-YPC will introduce the business supervisor and explain the transportation system for commuting to the site of the program.
All participants and business supervisors must receive orientations. It is very important that everyone have a complete understanding of the Compass USA guidelines for successful VIP programs.
Business Orientation: Supervisor & Participant Company Overview and General Information Supervisor/ participant Relationship The Participant as a Volunteer "Employee" Business Etiquette The Three Participant Elements: Shadow â€“ Assist - Administrative Duties A Typical Work Day Participant Expectations and Responsibilities Professional Demeanor Phone Calls, Lunches, Breaks, Dress Code Helping Free Time Business Supervisor Expectations and Responsibilities Shadow Assist Administrative Compass USA Support Medical/Insurance & Emergency Procedures The Business: What Do They Do? Facts About the Company Purpose Work Style Co-Workers Tour of VIP Site Please review the business guidelines prior to the orientations so you are adequately prepared to explain and discuss these with the VIP participant and supervisor.
Section 3--Enhanced Individual Homestay This program is offered in conjunction with Individual or Adult Individual Homestay Programs; this program arranges activities pursuant to participant requests. These may be classes in computer, English, sports, community service, etc. Participants may select group or individual learning options. The PC receives additional pay for arranging these lessons and activities. Compass USA is responsible for direct payment of the lessons, which will be invoiced to the client. Enhanced Programs include, but may not be limited to the following: ARTS including drama, dance & visual arts - DEN BASKETBALL —DEN, PDX, SLC MOUNTAIN BIKING—DEN, SLC CAMP—YMCA YOUTH—DEN* SPACE CAMP—DEN* FISHING —DEN, MSP, GEG, SLC GOLF—DEN, SLC GYMNASTICS – DEN, SLC HORSE RIDING—DEN, GEG, SLC ROCK CLIMBING—DEN, SLC SKIING, SNOWBOARDING—DEN, SLC SOCCER/FOOTBALL—SLC SURFING —PDX and PHF TENNIS —DEN, SLC Currently, we offer these programs in Denver, Portland, Salt Lake City, Spokane and Virginia.
Enhanced Individual Homestay Procedures Submit the completed Enhanced Booking Request Form within five days after the student applies for the program – this includes location, available classes, fees, and other information pertinent to the student’s particular interest. This information will be sent to the sponsoring organization for review so that we can confirm the enhanced placement and pay deposits, enrollment fees, etc. This is particularly important should participants be requesting summer camp placements as availability is often limited and enrollment dates are strictly enforced.
Enhancement Fees and Enrollment: Within one week after the PC submits the enhanced booking request form, s/he should receive confirmation that the participant agrees to accept one of the three options submitted. At this point, the YPC can finalize the enrollment of the participant and request through the RS that fees be paid from the Denver office.
Enhancement Activity: Accompany the participant to the enhancement activity the first day. Be certain that the program will meet his/her needs, that s/he has the necessary equipment and necessary protective gear. If not, please help the participant to purchase or rent the necessary gear. Be sure that the transportation is adequate and safe to meet the participantâ€™s needs and be sure that s/he understands how and where to access the transportation to and from the activity.
Once again, please note that it is not the responsibility of the host family or the coordinator to transport the student on a daily basis to the activity, but it is your responsibility to make viable arrangements and have these in place for the participant.
IH Enhanced Booking Request and Confirmation Participant Name: Tentative Arrival Date: Enhanced Request: Allergies or Pet Fears: Homestay Community: Experience with this area of None: Novice: interest (number of times you 5 or more have practiced) times Number of days per week you would like to participate:
Male or Female
Tentative Departure Date:
Beginner: 20 times or more
Intermediate: 50 times or more
Enhanced Options (to be completed by Compass USA staff) #1 Name of Program/Course: Days/Hours per Week:
Advanced: 100 times or more
Expert: 200 times or more
Course Description & Fee: (what will be included in the course)
Name of Program/Course:
Days/Hours per Week:
Course Description & Fee: (what will be included in the course)
Name of Program/Course:
Days/Hours per Week:
Course Description & Fee: (what will be included in the course)
Acceptance of Enhanced Program (to be completed by the sending organization) I/We acknowledge the acceptance of Enhanced Option #1 #2 or #3 (highlight one) Booking Confirmation (to be completed by Compass USA staff) Student Number: Homestay Community: Airport Code: Program Coordinator: Phone Number: Regional Supervisor: Phone Number: Program/Course Site Street Address: City: Start Date: End Date: Confirmed number of days per week for participation: Equipment needed/provided: Course Enrollment Fee: Additional Comments:
Email: Email: State:
Section 4 – English Advantage This program is offered in conjunction with Individual or Adult Individual Homestay Programs. In addition to the homestay, participants will receive ESL tutoring and practice with conversation pals. The ESL tutoring sessions will be arranged for two-hour sessions that meet once, twice or three times per week. In addition, the participant will meet with a conversation pal who is similar in age to practice conversational English three times a week for three hours per session. It is the responsibility of the YPC to hire the tutor and the conversation pal and if necessary to arrange transportation to and from the ESL sessions. However, many times, the tutor and conversation pal may meet the participant at the host family home. The PC will be responsible for monitoring the tutor and pal sessions to make sure they are completed as promised and that the content meets Compass USA criteria. The YPC receives additional pay for arranging the ESL tutoring and conversation pal sessions. Compass USA is responsible for direct payment of the lessons, which will be invoiced to the client.
Tutor and Conversation Pal Selection and Duties
English Tutor Selection: The English tutor must be ESL certified and be willing to work with the participant on the days and times specified in the host family home. If you find a good tutor who is unable to travel and the host family or the coordinator is willing to provide transportation this is a viable alternative. We cannot ask the participant to pay for transportation. It is critical that the participant receive the exact amount of tutoring sessions described in the booking confirmation. Compass USA will pay the tutor directly at the end of the student’s stay. It is the responsibility of the coordinator to submit the proper paperwork for the English tutor to the Supervisor two weeks prior to the participant’s arrival including a signed contract, I-9 and W-9.
Conversation Pal: The coordinator must also hire a conversation pal to work with the participant three times per week for three-hour sessions of English conversation practice. The conversation pal will work with the English tutor to determine the topics of discussion and the particular focus of each practice session. It is the responsibility of the coordinator to arrange a meeting between the English tutor and the conversation pal two weeks or more prior to the participant’s arrival so they can discuss and plan the conversation pal’s tasks. Compass USA will pay the conversation pal directly at the end of the students stay. It is the responsibility of the coordinator to submit the proper paperwork for the conversation pal to the Supervisor two weeks prior to the participant’s arrival, including a signed contract, I-9, and W-9.
Tutoring Sessions and Conversation Pal Sessions: Be present at the host family home on the first day of tutoring and introduce the tutor to the participant. Do the same for the first conversation pal meeting. Check in with the tutor, the conversation pal, and the participant weekly regarding the success of the tutoring sessions – is the tutor showing up on time, is the participant benefiting from the tutoring sessions, is the conversation pal arriving on time, what types of activities is the participant doing with the conversation pal, is the participant benefiting from the conversation pal sessions, etc. The tutor and conversation pal will submit a weekly detailed time sheet of the students’ activities and lessons to the PC. It will be your responsibility to review the form and then send it to your supervisor. The Supervisor will then submit the timesheet to the Denver office, at the end of each student’s homestay for purposes of payment to the conversation pal and tutor.
IH English Advantage Matching Participant Name: Arrival Date: Program Coordinator: Regional Coordinator: ESL Instructor: Conversation Pal: M or F Age:
Student # Departure Date: Phone: Phone: Phone:
Email: School: Interests:
Tentative Tutoring Schedule Start Date of Instruction: End Date of Instruction: Days of Week of Instruction: Instruction Times: Days of Week for conversation pal practice: Practice Times: Total Hours of ESL: Total Hours of Conversation Pal Practice: Location of ESL Tutor Sessions: Additional Comments:
Section 5 -- Homeschool This program is offered in conjunction with Individual Homestay Programs for Youth. In addition to the homestay, participants will participate in homeschooling activities and instruction with their host families. The homeschool program can be anywhere from 4-12 weeks long. Students usually participate in the homeschool program during the fall semester. However, the program is offered year round. The host family is responsible for including the student with their homeschool activities. The family receives a stipend for costs incurred. Expense funds are provided for teaching, materials and transportation costs for the homeschool experience.It is the responsibility of the YPC to recruit a family that provides homeschooling for their children and is able to include the student with their study and learning plans. The YPC will be responsible for monitoring the homeschool sessions to make sure they are completed as promised and that the content meets Compass USA criteria. The YPC receives additional pay for arranging the homeschool sessions. Compass USA is responsible for direct payment of the homeschool expenses.
Homeschool Selection and Duties
Homeschool Family Selection: It is important to make sure the host family and their homeschool community can provide age appropriate and content appropriate homeschool instruction and activities for the participant. We cannot ask the participant to pay for transportation. It is critical that the participant receive the exact amount of homeschool sessions described in the homeschool matching confirmation. Compass USA will pay the homeschool parent directly at the end of the student’s stay. It is the responsibility of the coordinator to submit the proper paperwork for the homeschool assisgnment and plans to the Supervisor two weeks prior to the participant’s arrival. Homeschool Sessions: Be present at the host family home on the first day of homeschooling. Check in with the homeschool provider (usually the host mom) and the participant weekly regarding the success of the homeschooling sessions – is the student actively participating and benefiting from the homeschool sessions, is the student receiving the number of sessions promised and the confirmed content, what types of activities is the participant doing with the homeschool family and the homeschool community, is the participant benefiting from the homeschool community sessions, etc. The homeschool family/teacher will submit a weekly detailed time sheet of the students’ activities and lessons to the PC. It will be your responsibility to review the form and then send it to your supervisor. YPC/RS receive their pay upon student departure. HF receives half of the pay at the middle of the homestay and the remaining half at the conclusion of the homestay upon receipt of the required documents.