Frequently Asked Questions for Parents

*Refer to the Parent Preparation Guide and the Volunteer Country Materials for additional information.

Health & Safety

How is my Volunteer’s safety and health monitored while he/she is in Latin America?

What happens if my Volunteer gets sick? How is this dealt with?

Will I hear from AMIGOS if my Volunteer gets sick?

My Volunteer was/is sick while in Latin America. Can I have a list of the medications he/she was prescribed?

 

Communication

When can I expect to hear from AMIGOS about my Volunteer’s project?

What is the On-Call System and how does it work?

When will I hear from my Volunteer?

How is my Volunteer doing? I haven’t heard from him/her in a while and I’m concerned.

My Volunteer contacted me from Latin America and told me that he/she is sick, homesick, etc. What can I do, who do I contact?

There has been a family emergency and I need to get in touch with my Volunteer. What do I do?

 

Travel & Logistics

What should my Volunteer pack?

My Volunteer’s flight is delayed; my Volunteer’s flight was canceled; my Volunteer is having travel issues. What do I do?

How can I get money to my Volunteer?

What are community assignments? What does all the information on that document mean?

Where is my Volunteer’s community? I can’t find it on a map.

 

Health & Safety

 

1)    How is my Volunteer’s safety and health monitored while he/she is in Latin America?

Our unique On-Call System, based at the AMIGOS International Office (IO) in Houston, TX, operates 24/7 during the time AMIGOS summer programs are active – from the date of the first Volunteer departure to Latin America (June), until the last Volunteers have returned home (August). The On-Call System is a direct communications link between Project Staff in Latin America, the AMIGOS International Office, U.S. health professionals, Chapter Emergency Contacts (CECs), and parents/guardians of Correspondent Volunteers (CVs).

While the On-Call System in Houston does not receive individual reports about how every Volunteer is doing, all Volunteers are visited overnight weekly by their Project Supervisor in their community. The Project Supervisor goes through a thorough feedback process with them to ensure that they are doing okay. Additionally, Volunteers complete a Weekly Health Log that includes a chronological listing of all illnesses or symptoms noted by the Volunteer during the summer. Any illnesses reported to the On-Call System during the summer are contained in the Volunteer database and are available as support documentation in the follow-up of any Volunteer’s care post summer.

*NOTE: All Volunteers are registered under the AMIGOS name with the U.S. consulate upon arrival in-country.

2)    What happens if my Volunteer gets sick? How is this dealt with?

All Volunteers receive an individualized emergency communications (CALM) plan for their community which contains contact names and phone numbers if there is an instance or occurrence that requires the immediate attention of the Project Staff. In emergency cases, a Project Staff member will either accompany a Volunteer to a medical facility or meet him/her there.

Medications prescribed to Volunteers at a medical facility are either on a pre-approved list (created by our AMIGOS Medical Advisory Committee) or are approved by an AMIGOS On-Call Physician in the U.S.

 

3)    Will I hear from AMIGOS if my Volunteer gets sick?

Minor episodes of diarrhea, colds, etc. will not

be relayed routinely to parents/guardians. Correspondent Volunteer parents/guardians and Chapter Emergency Contacts (who will then notify parents/guardians) will be contacted in the following medical circumstances:

• If a Volunteer must spend the night in a medical facility (you will also be notified upon Volunteer release from the inpatient setting).
• If a Volunteer receives an IV medication (you will NOT be notified if an IV is used solely for rehydration purposes).
• If a Volunteer requires extensive medical procedures or care (e.g. surgery, post-exposure rabies prophylaxis, etc.). Parents/guardians may be contacted directly in these cases, rather than contacting the CEC.
• If a Volunteer is manifesting concerning mental health issues.

 A Volunteer will be allowed to call home following an incident of illness if he/she requests. Some Volunteers choose to call home, while others refrain from talking to their family until they return from AMIGOS, as it can spur on homesickness.

 

4)    My Volunteer was/is sick while in Latin America. Can I have a list of the medications he/she was prescribed?

All Volunteers are sent home with a Medical Summary Form which includes a list of all major and minor medical conditions treated by a doctor as well as the medications prescribed during the summer.

 

Communication

 

1)    When can I expect to hear from AMIGOS about my Volunteer’s project?

If you are a Chapter Volunteer’s parent/guardian, you will hear from your chapter via email in the following instances: 1) when your Volunteer’s flight arrives in Latin America, 2) when community assignments and Volunteer partnerships have been announced and 3) when your Volunteer’s flight departs Latin America.

If you are a Correspondent Volunteer’s parent/guardian, you will receive the aforementioned emails directly from an AMIGOS IO staff representative.

During the summer, you can find project-specific updates (3 for each project) on the AMIGOS website.

 

2)    What is the On-Call System and how does it work?

The summer On-Call System (On-Call) is a communications mechanism operated and managed by select members of the AMIGOS staff at the International Office in Houston. It functions 24 hours a day, 7 days a week during the time when the AMIGOS summer programs are active – from the date of the first Volunteer departures to Latin America in June, until the last Volunteers have returned home in August. The On-Call System is a direct communications link between Project Staff in Latin America, the AMIGOS International Office, U.S. health professionals and Chapter Emergency Contacts.

The International Office On-Call System receives reports from the Project Staff in Latin America in the following circumstances:

• If a Volunteer medical issue arises that requires clinic/hospital visits and/or medication approvals not on the pre-approved list,
• If a Volunteer has violated one of the AMIGOS Standards of Conduct and Community Behavior,
• If a Volunteer is manifesting concerning mental health issues,
• Other miscellaneous pertinent project-related problems or issues.

The On-Call System will also be in contact with parents/guardians in a more limited capacity described in the following sections.

What Communication to Expect from the On-Call System

Confirmation of International Project Flight Arrivals & Departures

• Email sent to Chapter Emergency Contacts (CECs) and Correspondent Volunteer (CV) parents/guardians upon project arrival in Latin America and departure from Latin America. Please allow 1-2 hours after scheduled departure or arrival for the email; it may take several hours for all Volunteers to clear customs. If there are any delays with the flight arrival/departure, email notification will be sent. We encourage you to track the flight status on the airline’s website. 

Community Assignments & Volunteer Partnerships

• Email sent to CECs and CV parents/guardians approximately two weeks after Volunteer arrival in Latin America.
• Contains the name of your Volunteer’s community, partners’ name(s), their Chapter or CV affiliation, and Project Supervisor’s name.

Illness & Mental Health

• If a Volunteer must spend the night in a medical facility (you will also be notified upon Volunteer release from the inpatient setting).
• If a Volunteer receives an IV medication (you will NOT be notified if an IV is used solely for rehydration purposes).
• If a Volunteer requires extensive medical procedures or care (e.g. surgery, post-exposure rabies prophylaxis, etc.). Parents/guardians may be contacted directly in these cases, rather than contacting the CEC.
• If a Volunteer is manifesting concerning mental health issues.

Solo Community Placement for Volunteers under age 18

• CV parents/guardians and CECs will be contacted if a solo community placement is requested for a Volunteer under the age of 18. Parents/guardians may approve or disapprove a solo placement. This situation occurs if a Volunteer’s partner must depart from Latin America and the Volunteer wishes to remain in his/her community by him/herself.

Early Returns

• Parents/guardians will be notified if a Volunteer will be sent home due to a severe rule violation. If a Volunteer chooses to go home due to medical, mental health or homesickness issues, parents/guardians will be involved in this process.
• Note that parents/guardians will incur all costs in the event of any early returns.

Physical, sexual, or criminal assault (extremely rare within the AMIGOS context)

• Any incident is handled with the utmost confidentiality.  For Volunteers under 18, parents/guardians will receive direct notification of such occurrences prior to any chapter notification. For Volunteers 18 or over, the Volunteer will have control over who learns of the situation, but will be actively encouraged to seek support and guidance from their parents/guardians.

What Communication NOT to Expect from the On-Call System

• If a Volunteer has minor illnesses or other medical conditions that do not require: 1) an overnight stay in a clinic, 2) an invasive procedure such as surgery, or 3) the administration of medication through an IV.
• If a Volunteer receives IV rehydration therapy.
• If a Volunteer experiences homesickness or other cultural adjustment issues readily addressed by Project Staff.
• The exact dates of Volunteer arrivals in to host communities after the conclusion of project briefing.
• Progress reports or specific information on “how a Volunteer is doing” unless as a follow-up to a previously reported issue or problem.

 

3)    When will I hear from my Volunteer?

During midterm (about halfway through the project; dates vary per project and region), Volunteers will be given the opportunity to contact their families via phone or email, but will not be required to do so. Please do not be alarmed if you do not hear from your son/daughter at this time. Some Volunteers may decide not to contact home, while others may experience connection difficulty reaching their home phone numbers or do not leave voicemails if their families do not answer the phone. AMIGOS firmly believes in youth empowerment and leadership. While we do not by any means discourage Volunteers from contacting their families, many Volunteers feel that to fully become empowered during their AMIGOS experience, they must focus their attention on their community and project in Latin America.

 

4)    How is my Volunteer doing? I haven’t heard from him/her in a while and I’m concerned.

No news truly is good news! We understand that in the age of instant technology it is often times difficult to adjust to not hearing from your son/daughter. Rest assured that you will be informed immediately if our On-Call staff is made aware of the certain medical issues or in the case of other emergencies. Many Volunteers experience newfound independence and self-reliance during their AMIGOS summer.

Since Volunteers are sometimes placed in rural communities, they may not have easy access to phone or internet to contact their families. Additionally, mail often takes a considerable length of time (sometimes up to a month) in transit between the U.S. and Latin America.

The On-Call System in Houston does not receive individual reports about how every Volunteer is doing. Specific reports on Volunteers are only documented if a Volunteer is involved in a situation that requires the support of the International Office’s On-Call Team. Please keep in mind that the On-Call System is in place for urgent and emergency cases and our priority is to ensure the health and safety of all Volunteers. In Latin America, Volunteers’ well-being is closely tracked. Every week, Volunteers complete self assessments and review these documents during the weekly visits from their Project Supervisors. 

 

5)    My Volunteer contacted me from Latin America and told me that he/she is sick, homesick, etc. What can I do, who do I contact?

Please instruct your Volunteer to get in touch with his/her Project Supervisor and or the Project Staff immediately by using the CALM Plan. It is imperative that Volunteers inform our Project Staff in Latin America first of illnesses or other issues as they will be physically present and available to provide assistance, whereas parents/guardians in the U.S. will not be able to provide direct assistance.

If you remain concerned and wish to report the incident, contact your Chapter Emergency Contact (for Chapter parents/guardians) or contact the International Office (for Correspondent Volunteer parents/guardians). 

 

6)    There has been a family emergency and I need to get in touch with my Volunteer. What do I do?

If you are a Chapter parent/guardian, call your Chapter Emergency Contact. If you are a Correspondent Volunteer parent/guardian, call the International Office. An On-Call staff member will be able to get information to your Volunteer and/or coordinate a phone call between you and your Volunteer. 

 

Travel & Logistics

 

1)    What should my Volunteer pack?

What Volunteers pack depends on the project to which they are assigned. In April, after Volunteers have received their project assignment, they will be given Volunteer Country Materials (VCMs). The VCMs contain very important information and a project-specific packing list.  Also watch the Packing Video.

 

2)    My Volunteer’s flight is delayed; my Volunteer’s flight was cancelled; my Volunteer is having travel issues. What do I do?

Instruct your Volunteer to contact our Travel Coordinators at 1-888-AMIGOSL (1-888-264-4675). The AMIGOS Travel Coordinator phone line is available during the days when AMIGOS Volunteers are traveling to and from Latin America. Volunteers will be supported by our Travel Coordinators in the gateway city airports only (Miami or Houston).

 

3)    How can I get money to my Volunteer?

It is too difficult for our Project Staff in Latin America to accommodate money wiring or transfers. We do not suggest that you mail cash to your Volunteer as mailing time is typically lengthy and the money may be stolen while in transit. If your Volunteer needs extra money, we encourage him/her to borrow money from a friend and repay that person upon return to the U.S.

 

4)    What are community assignments? What does all the information on that document mean?

The community assignments document outlines which community Volunteers are assigned to, along with names of Volunteers’ partnerships, Project Supervisor, and region/municipality in which the community is located. Chapter codes are listed next to Volunteer names to indicate whether the Volunteer belongs to a particular Chapter or is a Correspondent Volunteer.

 

5)    Where is my Volunteer’s community? I can’t find it on a map.

For those trying to find a Volunteer’s community on Google Earth, please keep in mind that there are many communities with the same or similar names.  It is difficult to obtain exact locations of communities. The AMIGOS International Office will not provide maps with community locations. AMIGOS encourages Volunteers to share the exact location of their community with family and friends upon their return to the states.