Inbound Coordinator Procedure Notes

Pre-work with club YEOs to ensure they are prepared for assignment:

• Ensure Host family #1 is good to go

  • Family applies 

  • Background Check is done quickly (Help YEO know they may need to coach them

  • References are completed quickly (Help YEO know they may need to help families tell references where to look for emails, Updates folder, etc)

  • Host family does training

• Help club YEOs and YECs ensure their volunteer applications  and training are complete

CSRYE sends an assignment to a district (sometime March-May)

• Arrange a Zoom meeting with the student, family, and chair, IB coordinator (within 3 days)

  • Make a summary sheet of appropriate information about the student for clubs to help with family recruitment (so it is ready if they need it)

• Assign to the appropriate club (within first 7 days of assignment, so 4 days or so after Zoom meeting)

• Review filled in paperwork before it is signed (no wet ink!  All typed)

YEO - Confirm host families (HF) are committed and determine which will go first, second, and third

YEO - Inform Inbound Coordinator (Roger) of the name of your Host Family #1. 

YEO - Have the Host Family #1 apply via www.csrye.org.  When they complete and submit, it will show up on the YEAH Hub and the IBC will know you’re ready to begin processing

Coach Host Families to respond to and complete Background Check (electronically)

Help ensure that References are responding to e-mailed requests promptly

Ensure that Youth Exchange Counselor(YEC)is identified and completes an on-line volunteer application

When ALL of above are done, Conducts INITIAL HOME VISIT/INTERVIEW.  YEO visits family to verify application details.  Report Home Visit/Interview results via YEO Portal [See the Host Family Guide for additional actions for the Host Family including electronic Orientation and Youth Protection training].