Task Directory
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| Category | Task | Staff Member | Upload Form |
|---|---|---|---|
| Area Representative | |||
| Area Representative | AR Bios | Megan | -- |
| Area Representative | Connecting new AR's in Sugar so they are visible in reporting | Megan | -- |
| Area Representative | Changes to AR information in Sugar (email, paypal, phone number, address) AR's enter this information on the toolkit link-no emails! | Katie | -- |
| Technology | |||
| Technology | Technical Computer Issues (non-database related) | Megan | -- |
| Technology | Onboarding/Tech Support | Megan | -- |
| Compliance | |||
| Compliance | Process incoming High School Permission Forms; update Sugar | Laura-Ann | -- |
| Compliance | Process incoming DP/SPP forms from agents; update Sugar | Katie | -- |
| Compliance | Process incoming FUVs; update Sugar with those that don’t auto-update | Katie | -- |
| Compliance | HFO: Your HF did the HFO but it's not showing in Sugar | Laura-Ann | -- |
| Compliance | General questions regarding how to use the compliance reports | Allison | -- |
| Compliance | Ensuring RD's are accessing/following up on missing items in compliance reports | Allison | -- |
| Compliance | Maintenance of compliance reports (dates/filters updated) | Laura | -- |
| Compliance | State Registrations to be allowed to place there (non-athletic) | Laura | -- |
| Compliance | Athletic Registration Requirements by state | RD | -- |
| Compliance | Prior Org Checks | Megan | -- |
| Compliance | AR CBC/DOS/Training document tracking and notification | Megan | -- |
| Database | |||
| Database | Assistance in report errors or in creating reports in Sugar | Laura | -- |
| Database | Assistance in Formsite filter or view errors or in creating filters or views in Formsite | Laura | -- |
| Database | Host Family Application Status by AR (by RD request) | Katie | -- |
| Database | Adding new schools to Formsite/duplicate clean up | Laura Ann | -- |
| Database | Troubleshooting Formsite issues | Laura | -- |
| Documents | |||
| Documents | Update Application Documents for Agents | Katie | -- |
| Documents | Update Student Handbooks (online) | Katie | -- |
| Finance | |||
| Finance | Placement and Vetting Payments (My AR hasn’t been paid this vetting/placement fee) | see partner list after checking for HSP and DP/SPP forms. If it is actually missing, then enter into "RD Request for Payment". | Open |
| Finance | Process RD expense reports | Laura (after Jacki approves them) | -- |
| Finance | Missing Payments - General | Laura (enter in "RD Request for Payment") | Open |
| Finance | Supervision Issues - Must report by end of day after reports are due to make the payment schedule. Do not enter into "RD Request for Payment" in Formsite until after payment has been missed, as you must attempt to resolve this by the deadline of the 16th or the 1st of the month. | Laura-Ann, after RD checking "RD Supervision Summary 2025". | Open |
| Finance | 1099's (AR Tax documents) | Laura | -- |
| Finance | All Grants related finance except FUV, Referral and Supervision | Cara | -- |
| Flights | |||
| Flights | Send flight emails | Katie | -- |
| Flights | Enter flights into Sugar/enter join date/update program start date based on flight | Katie | -- |
| Flights | Questions regarding student arrival flights (if flight not uploaded, we don’t have it) | If it's not uploaded we don’t have it, but you can ask partner account manager for specific students. | Open |
| Flights | Questions regarding student departure flights (if flight not uploaded, we don’t have it) | If it's not uploaded we don’t have it, but you can ask partner account manager for specific students. | Open |
| Flights | Questions regarding student flights that are not "do we have their flight" | See partner list. | -- |
| Uncategorized | |||
| Uncategorized | -- | ||
| Insurance | |||
| Insurance | Address any insurance cases that are uploaded to Formsite - Non Grants | Cara; Laura-Ann | Open |
| Insurance | Need access to insurance card | See welcome or placement email,or in Sugar under Student Interest Module/Placement Information/Visa ID Link. If not there, ask Laura Ann. | -- |
| Insurance | Address any GRANTS insurance cases that are uploaded to Formsite | Cara | Open |
| International Meeting | |||
| International Meeting | All questions regarding the international meeting including flights | Katie | -- |
| Orientation | |||
| Orientation | Questions regarding delivery of ICOs | Maxon | -- |
| Orientation | ICO and NYC Orientation content | Katie | -- |
| Orientation | Questions regarding NYC orientation capacity | Katie | -- |
| Orientation | NYC Orientation Volunteers | Katie | -- |
| Partner Incentive Trips | |||
| Partner Incentive Trips | Manage Partner Incentive Trips | Katie | -- |
| Placement | |||
| Placement | Placements Underway Spreadsheet non-technical errors such as wrong student uploaded | If possible check Formsite for who reviewed that app, as they have all of the docs on hand. If you are unable to do this at that moment for some reason, email Laura and she will get it fixed. | -- |
| Placement | Placements Underway Spreadsheet student missing links | Please be patient, but if you have a student going on hold you can reach out to Laura immediately. Otherwise, please give team time to get these created. | -- |
| Placement | Placements Underway Spreadsheet Hold issues | Jacki | -- |
| Placement | PNs for change of school, change of RD (non Grants) | Laura-Ann | -- |
| Placement | PNs for change of AR (non Grants) | Megan | -- |
| Placement | Processing Extensions | Laura | -- |
| Placement | End of Program extension requests | See partner list | -- |
| Placement | PNs for change of AR, change of school, change of RD (Grants) | Cara | -- |
| Placement | Welcome emails to host family (non Grants) | see partner list | -- |
| Placement | Welcome emails to host family (Grants) | Cara | -- |
| Placement | Have we heard back from the agent on this DP/SPP? | see partner list, after you have checked Sugar placement | -- |
| Placement | Host Family app reset (all, not just grants) | Cara, but email all of ops team as anyone can do this and it is whoever gets to it first, and default to Cara. | -- |
| Placement | Daily Update Reports (CBC Reports AR and HF, new AR, new HF) | Megan | -- |
| Placement | Checking on HFI and HF refs | If you are expecting this to be in that same day, you can check Formsite HFI or HF Refs forms. If HFI or Ref was entered more than 24 hours prior, check the HF app. If you need to make updates to the Refs or HFI , please email the person to whom that application is assigned (their initials can be found at the top of the application) | -- |
| Placement | What is my host family missing to be approved? | Check top of HF application to see who the app is assigned to. Check the admin notes to see what is still missing. If you still are unclear, ask the person to whom the app is assigned. | -- |
| Placement | HF is unable to access their application | Megan | -- |
| Social Media | |||
| Social Media | Cara/Laura Ann | -- | |
| Social Media | AR Community FB Page content | Jacki | -- |
| Social Media | AR Community FB Page approve and remove Ars | Megan | -- |
| Social Media | Public PAF page | Cara; Laura-Ann; Jacki | -- |
| Social Media | |||
| Social Media | Social Media Graphics Questions/Comments/Requests | Megan | -- |
| Student | |||
| Student | Student Application Content Questions | See partner list | -- |
| Student | Intake of additional documents from agent/update field with student vaccinations | See partner list | -- |
| Student | Request for specific student prior to release from Formsite. | Jacki (Jacki will make note in Formsite admin notes) | -- |
| Student | Early Return Coordination/Processing | Maxon | -- |
| Student | Support | Maxon CC to account manager (see partner list) | -- |
| Travel | |||
| Travel | DS-2019 form signing for international travel | Megan, after approval process complete. | Open |
| Travel | Travel approval - This is not looked at by ops unless travel is reviewed and approved by RD! | Megan, after approved by RD. | Open |
| Video Contest | |||
| Video Contest | Manage Video Contest | Cara | -- |
| Website | |||
| Website | Training content | Jacki | -- |
| Website | Student Resources content | Allison | -- |
| Website | Grants content | Cara | -- |
| Website | Insurance content | Cara | -- |
| Website | Bios/titles | Laura | -- |
| Website | Update website with any content changes provided by content owners | Katie | -- |
| FLEX & YES | |||
| FLEX & YES | All things FLEX and YES (for payments see "finance" for further direction) | Cara | -- |
| Outbound | |||
| Outbound | We are not actively promoting our outbound program, but it does exist to Mexico, Spain and Norway. | Laura;Vickie | -- |