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The materials included in this packet may be used as is,
or modified to meet your community group‚s focus.
If modified, they should be personalized with your
group‚s name/logo.
Governing
Documents
There are a number of organizational documents that need to
be developed that will define the kind of organization you
wish to establish. Spending time at the beginning will
create fewer headaches and will make for a more effective
and efficient program. These documents include:
Articles of Incorporation, By-laws, Memorandum of
Understanding, Form 1023 Application for Recognition of
Exemption, political activity, etc.
These can be used as a
model in preparing ones for your group. Each state has its
own laws, so be sure to check out what is required for your
particular state.
Coordinator
Position Descriptions
This document contains a job description for several
coordinator positions (Host Family Coordinator, Fundraising
Coordinator, etc.) That you will find helpful in your
program. As your group develops, you will change these
descriptions and develop them to meet your particular
needs. You will soon find out that one person
can‚t do it all!
Fundraising
Handbook
This is a compilation of materials that have been put
together that you may find useful in establishing your
fundraising events. Several groups have described
their most effective fund raising ideas.
Host
Family Forms
These forms facilitate the host family selection
process.
- Host
Family Application
- Host
Family Commitment
- Reference
Check
- Home
Visit Interview
- Background
Check
Chernobyl
Children Documents
These documents are bi-lingual (English and Russian) for the
convenience of both the American host family and the
child‚s family. These papers need to be filled
out completely by the children‚s families and brought
with them when they arrive in the U.S. They include a
Medical Release Form without which medical treatment cannot
be provided in the U.S.
- Parent/Guardian
Consent for Health Care
- Description
of Family and Family Needs
- Medical
History
- Child‚s
Interests and Biographical Data
- Standards
of Conduct for International Program
Participants
- Visiting
in the U.S.
Medical
Forms
- Weigh-In/Out:
You may be interested in seeing how much weight the
children gain. One way to do this is to bring the
same scale to the airport for both the children‚s
arrival and for their departure. Or, have the host family
weigh the child at their home upon arrival and again on
day of departure.
- Medical
Follow-up Report: This bi-lingual form informs the
Chernobyl child‚s family on the results of dental,
medical and vision check-ups. Attach any medical
papers to this so the family has complete
records.
- Sample
Medicine Care Package: The most important gift that
can be sent back with the Chernobyl children is
over-the-counter medicines and multivitamins. The
amount will vary from group to group.
Insurances
- Health
insurance description: CofCUSA negotiates health
insurance coverage to secure the best policy for the
Chernobyl children‚s U.S. visit. Included is a
copy of last year‚s coverage.
- Why
should non-profits have insurance?: This WA State
document is provided because it addresses a lot of issues
that groups need to be knowledgeable about. Check
with your State Insurance Commissioner's office for a
similar document.
Sample
Letter of Invitation
Once you know how many children you will be bringing to the
U.S., your partner will give you their names (as they appear
on their passport) and their date of birth. This
information needs to go in the letter of invitation (on your
group‚s letterhead) to your partner. Check with
your partner to see how the letter is to be received: the
original copy sent over, or to send it by FAX. This
letter is required by the U.S. Embassy and will be given to
them when visas are applied for.
Chaperon
Packet
Each chaperon/interpreter should be given this set of
documents before arrival in the U.S. In this way, they
are better prepared for the role that is expected of
them.
- Expectations
of Chaperon/Interpreters for U.S.
Programs
- Standards
of Conduct for International Program
Participants
- Visiting
in the U.S.
Sample
letters sent home to parents
As a courtesy, a letter should go home with the children,
giving a recap of what was done during their
visit. It would be nice if a copy of any
newspaper article(s) about their visit could also be given
to them. These items should be translated into their
native language.
Miscellaneous:
- Estimated
Value of Donated Services -- This was put together
for PR purposes. It is helpful to know how much
people have contributed to the costs of supporting a
child.
- Estimated
Cost To Bring a Guest to the U.S. -- This is to
be used as a planning sheet. Each group‚s
costs will be different because of geographic location,
airline carriers used, ground transportation used,
etc.
- Sponsoring
Organization Directory -- Useful for all
concerned with the program
- Enrichment
Program -- A special program for the children
that provides a fun, meaningful and interactive
curriculum.
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