Foster Grandparent
Program
Station Handbook
Phone: (928) 523-3560
Toll Free: (928)856-3017
Web Site: www.nau.edu/sbs/csi
Prepared for Northern Arizona University, Civic Service Institute
Updated October 2010
Table of Contents
Contact Information ……………………………………………………………...4
Letter to the Supervisor…………………………………………………………...5
Working with Foster Grandparents…………….…………………………….....6
Are Foster Grandparents Volunteers or Employees?..…...……………….........8
Non-Stipend Volunteers…………………………………………………………...9
Timesheets……………………………………………………….………………....9
Supervision………………………………………………….………………..…....9
The Role of Foster Grandparent…..……………………….…………………….10
The Assigned Children………………………………….………………………....11
Station/Site Requirements………………………………………………………...12
Assignment Plans……………………………………………………………….....13
Appropriate/Inappropriate Activities……………………………………...........13
Evaluating Foster Grandparent Performance……….………………………....14
Statement of Confidentiality………………….……….………………………....16
Filling out Timesheets……..………………….……….………………………....17
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Contact Information
Toll Free:
(866) 856-3017
Coconino County:
(928) 523-1082
Hopi Reservation:
(928) 523-1082
Mohave County:
(928) 715-2200
Navajo/Apache Counties:
(928) 581-1872
Maricopa County:
(623) 776-0203
Pima County
(520) 305-2482
East Yavapai County:
(928) 202-8261
West Yavapai County:
(928) 713-4114
Yuma County
(928) 276-2891
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Dear Foster Grandparent Site Supervisor:
Welcome to the Foster Grandparent Program! We are very pleased that
you’ve assigned a Foster Grandparent to work with children with special
needs in your program.
Before the Foster Grandparent(s) is placed in your room, he/she will have
been checked by a physician and deemed capable to serving in our program.
The Foster Grandparent will begin on a thirty (30) day basis after which the
Foster Grandparent supervisor, site staff and grandparent will discuss the
placement. (The placement may be terminated earlier if necessary). At this
time, the placement will either become permanent, be terminated, or the trial
may be extended.
Please remember that the Foster Grandparent is not placed at your site to
take the place of regular staff and should not be included in child/staff ratio
counts. The Foster Grandparent may participate in group activities as long as
it is part of their assigned children’s plan. Foster Grandparents may help
with reading, feeding, games, etc. Any housework is strongly discouraged.
This Site Supervisor’s Handbook was developed to address any questions
that you may have about the Foster Grandparent Program and working with
your volunteer(s). It is important that you understand your role and
responsibilities as a Foster Grandparent Site Supervisor. If you have any
questions after reading the handbook, please call us at 928 523-3560. We
will be happy to talk with you and help in any way that we can.
Again, we look forward to working with you.
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WORKING WITH YOUR FOSTER GRANDPARENT
Although initially having a Foster Grandparent requires more work on the
part of the Site Supervisor (because the teachers have to train the
Grandparents as well as teach the children), we have found that, in general,
Foster Grandparents learn quickly and usually in the space of a couple of
months, are able to relieve the site supervisor of some of their work load. The
Foster Grandparents spend time assisting certain children, leaving the Site
Supervisors free to spend more time with others. In most cases, the Site
Supervisor has found that it is well worth the initial effort to have a welltrained Foster Grandparent in service at the site year after year.
Please remember to let your Foster Grandparent Program Supervisor
know about any problems or doubts you may have as soon as they occur.
The Supervisor cannot help you if you do not keep him/her informed. Most
problems can be solved if dealt with promptly.
The following are suggestions to assist you in making the most of your
Foster Grandparent’s services:
1. The relationship between the Foster Grandparent and the Site Supervisor
should be one of mutual respect and confidence. Both should begin the
relationship with a positive, professional attitude.
2. As soon as it is possible, a determination should be made as to which
children will benefit most from a relationship with a Foster Grandparent.
3. Each Foster Grandparent shall preferably, but not exclusively, be assigned
to two children, one at a time, or small groups of children.
4. Time should be taken to acquaint the foster Grandparents with records,
materials, classroom procedures, etc., in order to help them to successfully
serve their assigned children.
5. A position description will be written for Foster Grandparents to follow.
Experience has shown us that most Foster Grandparents respond best
when instructions are presented in specific written form.
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6. Weekly conferences between the Site Supervisor and Foster Grandparents
should be held (at least for the initial couple of months) for the purpose of
discussing the Foster Grandparents’ progress. Focus should be on
enhancing the Foster Grandparents’ understanding of the position
description, understanding of their assigned children, and an
understanding of the rules and procedures they are required to follow.
Encouragement and constructive criticism is essential, especially during
these first few months.
7. In general, discipline problems should not be made the responsibility of
the Foster Grandparents, although they should be taught how to handle
whatever problems may occur while working with the children. Unusual
discipline problems should be the responsibility of the classroom teacher.
8. Under ordinary circumstances, Foster Grandparents should not be left in
charge of a large group of children alone.
9. Foster Grandparents should not be asked to perform custodial duties for
example: cleaning, cooking, changing diapers, running dittos, sharpening
pencils. The specific aim of the program is for the Foster Grandparents to
work directly with the children.
10.Foster Grandparents should be included in as much volunteer station inservice training as possible, and, when possible, this should be built into
their schedules. Besides giving them a feeling of “belonging,” this should
also enhance the skills necessary to adequately serve their children.
11. Foster Grandparents have proved to be most dependable and successful
when they feel satisfaction with their accomplishments. In order for them
to feel this, they must receive positive support from volunteer station staff
as well as be able to observe their assigned children progressing. In some
cases, the child’s progress is subtle and not readily discernible to an
untrained person. In these cases, it is very important that the Site
Supervisor point out progress to the Foster Grandparent. This is one of
the best forms of encouragement.
12. It cannot be over-emphasized that support from volunteer station staff,
whether it be in the form of a daily “pat on the back,” or in the form of a
formal recognition ceremony, is essential to the successful performance of
a Foster Grandparent.
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ARE FOSTER GRANDPARENTS VOLUNTEERS OR EMPLOYEES?
They are professional volunteers. Foster Grandparents are recruited and
paid a stipend by the sponsor of the Foster Grandparent Program. In most
ways, the foster Grandparent is treated the same way as a part-time employee
of the volunteer station (the volunteer station is the place where the
grandparent works.)
The Grandparents have specific duties to perform with their assigned
children, and they work under the direct supervision of designated staff of the
volunteer station. They should participate in any training provided to the
personnel there and work together with regular staff in accordance with
existing rules, regulations, and procedures. The professional staff of the
volunteer station is asked to take the age and physical capabilities of the
Foster Grandparents into account when dealing with them. A Foster
Grandparent is not intended to be a replacement for regular staff, but rather is
intended to provide an added dimension to the volunteer station's services by
providing the children with the opportunity for more individual attention.
HOW CAN FOSTER GRANDPARENTS BE VOLUNTEERS AND BE PAID?
The Federal Government refers to money paid to a Foster Grandparent as
a “stipend,” rather than a salary or wage. This stipend is provided to offset
the cost of volunteering and to give recognition to the volunteers for their
services.
Stipends are not subject to federal, state, or local taxes or changes (Public
Law 93-113, Section 418), nor are they to be treated as compensation for
purposes unemployment, temporary disability, retirement, public assistance
or similar payments, or minimum wage laws.
Stipends do not affect the Foster Grandparent’s eligibility for social
security, Medicaid, housing, or other benefits. Foster Grandparents do not
have to file taxes on this stipend. If any questions arise about a Grandparents
tax or pension status, the Program Supervisors can help answer them, as well
as any other matters that may remain unclear about the Foster Grandparent
Program.
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NON-STIPENDED VOLUNTEER
Applicants who are over the federal income guidelines are still eligible for
volunteer placement as a non-stipended Foster Grandparent. These
volunteers do not receive the stipend but they do receive all other benefits of
the foster Grandparent Program. Non-stipended volunteers may choose a 1020 hour-a-week schedule.
TIMESHEETS
All volunteers and volunteer stations are provided with a schedule of pay
periods. Time sheets are submitted for payroll purposes every month. Hours
are recorded at the volunteer station and signed by the supervisor before
sending them into the Foster Grandparent Program Office.
Timesheets must include records of meals and transportation costs in
order to be reimbursed.
If timesheets are not submitted on time, the volunteer will not receive their
stipend check until the timesheet is submitted. The stipend check will then
be released in the next payroll. Volunteers assigned to homes will mail their
timesheets directly to the Foster Grandparent Office for their supervisor’s
signature.
Non-stipended volunteers are required to fill out time sheets and send
them to the Foster Grandparent Program office according to the payroll
schedule.
SUPERVISION
Supervision for the Grandparents will be provided by the Foster
Grandparent Program Coordinator in the form of periodic volunteer station
visits. A member of the volunteer station staff will be designated as Site
Supervisor and will be responsible for the supervision of the program’s
general operation in the absence of the Foster Grandparent Program
Coordinator. Specific daily supervision of the Foster Grandparents will be
the responsibility of the teacher or staff person to whom the Foster
Grandparent is specifically assigned.
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THE ROLE OF A FOSTER GRANDPARENT
ASSIGNMENTS FOR FOSTER GRANDPARENTS
The federal regulation requires Foster Grandparent assignments to be
made as follows:
1. Foster Grandparents shall serve children with special or exceptional
needs.
A. Priority consideration shall be given to placing Foster Grandparents in
assignments where: those assignments constitute early intervention;
there is a possibility for significant improvement in the quality of life
for the children served; and there is a probability of a long-term
relationship between the Foster Grandparent and the assigned
individual.
B. Priority consideration shall also be given to preventing or minimizing
institutionalization by placing Foster Grandparents with children in
home settings, in special education classes, in special training centers,
in developmental centers, in day care centers for children with
exceptional or special needs, in hospitals and in the juvenile justice
system.
Identification of individual children to receive supportive person-toperson services from a Foster grandparent is a responsibility of the
volunteer station professional staff and will be made in accordance
with criteria specified in the Section: Assigned Individuals (Children)
Served.
2. Foster Grandparent concurrence with the assigned individuals is required.
3. Each Foster Grandparent shall preferably, but not exclusively be assigned
to two individuals.
4. When a Foster Grandparent is assigned to an individual, that assignment
may continue beyond the individual’s 21st birthday, provided:
A. That such individual was receiving such services prior to attaining
chronological age of 21;
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B. That the public or private non-profit agency (volunteer station) is
responsible for providing services to the individual, and determines
that it is in the best interest of both the Foster Grandparent and the
individual; and
C. There is a mutual agreement by all parties with respect to provision of
services to the individual involved.
5. Activities of Foster Grandparents should serve the dual purpose of being
personally meaningful to the volunteers themselves and providing support
and companionship to the assigned individuals served.
6. The individualized care plan (assignment sheets) for a Foster Grandparent
to follow should include the roles and functions (duties) and must be
updated on a regular basis. The individualized care plans should be used
as a guide for evaluating the assigned individual’s development and the
Foster Grandparents role.
AND THE CHILDREN THEY WORK WITH
The definition of children who may be served by a Foster Grandparents as
defined by federal regulation is:
1. “Child” is any individual under 21 years of age. If over 21, the individual
must have had a Foster Grandparent prior to reaching the chronological
age of 21.
2. “Children having exceptional needs” are those who are have
developmental disabilities, autism, cerebral palsy, epilepsy, visual
impairments, speech impairments, language disorders, specific learning
disabilities or other significant health impairments.
3. Existence of a child’s exceptional need shall be verified by the volunteer
station’s professional staff before a Foster Grandparent is assigned to the
individual.
4. “Children with special needs” includes those who are: abused or
neglected; in need of foster care; status offenders and other children or
youth; certain teenage parents; and children in need of protective
intervention in their homes.
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VOLUNTEER STATION AND/OR SITE REQUIREMENTS
1. The Foster Grandparents are assigned to volunteer stations throughout
Apache, Coconino, Navajo, and Yavapai counties.
2. Volunteer Station means a public agency, private non-profit organization
or an organization that accepts the responsibility for assignment and
supervision of Foster Grandparents.
3. Each volunteer station must be licensed or otherwise certified, when
required, by the appropriate state of local government.
4. Private homes are not considered volunteer stations.
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ASSIGNMENT PLANS
A child care plan must be completed on each child receiving the services
of a Foster Grandparent volunteer. Ideally, the Foster Grandparent volunteer
is utilized in one-to-one situations with children who need extra attention.
Consequently, the station supervisor completes the care plans for those
particular children only and not every child in the class.
Please note that to ID a child we do not need the child’s name, but the first
three letters of the child’s last name followed by the first three letters of their
first name and the first three letters of the supervisor’s/teacher’s last name.
After page one is completed, the station supervisor retains the gold and
pink copies of the care plan. The yellow/canary copy should be given to the
Foster Grandparent volunteer. The green and white copies are then sent to
our office.
By April 30th of teach year, station supervisors’ must complete page two
of the care plan. The pink copy should then be sent to our office and the
station supervisor retains the gold copy.
This child care plan will enable both the Foster Grandparent Program and
your program to measure the impact that the volunteer has had on the
children.
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FOSTER GRANDPARENT VOLUNTEERS
APPROPRIATE AND INAPPROPRIATE
______________________________________________________
APPROPRIATE
INAPPROPRIATE
Some examples of appropriate Foster
Grandparent activities to assist children with
special or exceptional needs include:
Some examples of inappropriate Foster
Grandparent Activities include:
* Providing children in public/state/private
schools with emotional support, individual child
counseling, assistance in developing basic
learning skills and helping prevent or delay
their being placed in an institution.
* Serving in staff roles;
* Helping abused or neglected children regain
stability through contact with older adults and
providing these children with emotional support
empathy.
* Assisting institutionalized children in selfcare, motor skills, and in learning experiences
as well as helping these children achieve
independent living.
* Performing household or custodial
functions;
* Serving as babysitters;
*Acting as substitute teachers or and
teacher’s aides
* Providing respite care for
parents/guardians;
* Helping adolescents and youth in correctional * Supervising other Foster Grandfacilities to mitigate the effects of institutionaliparents
zation, acting as a community link, and helping
incarcerated youth prepare for independent
living.
* Assisting status offenders and delinquent
youth offenders to remain in the community as
an alternative to institutional commitment.
* Assisting in the prevention of juvenile
delinquency.
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Evaluating
Foster Grandparent Volunteers’ Performance
Dimensions to be evaluated:
1.

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Relationship with children
Don’t want the Foster Grandparent to raise voices to children
Appropriate language
Friendliness
Quality of Care-giving – appropriateness of care and creating a learning
environment
 Implementation of Arnett Scale of Positive Caregiver Behaviors
2. Appearance
 Role-model
3.
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Promptness & Attendance
Level of commitment
Loyalty to program
So they succeed
Cooperation with staff
Timesheets correct and on time
Attends In-service training sessions
4.
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Ability to follow direction and comply
Be able to be a team player
Ability to follow directions and instructions
Able to continue & able to work
Ability to comply with Foster Grandparent Program procedures
Ability to comply with station procedures and policies
5. Confidentiality
 Ability to maintain confidentiality
6. Working Within a Plan of Care
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7. Motivation
 Wants to learn new things
 Open to new ideas
8.
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Communication skills
Communication with child
Communication with peers (other Foster Grandparents)
Communication with staff
Ability to provide necessary feedback
Ability to accept feedback
Statement of Confidentiality
I fully understand that it is my responsibility to keep confidential any
personal, family, medical or financial information concerning any
child/children, program staff with whom I am in contact.
I will not discuss anything concerning the child/children with anyone other
than my supervisors. I will not divulge any information which may cause
embarrassment to him or her or to his or her family.
If necessary to speak of a child/children, I will use a first name only. I will
not give out a child’s or children’s name, address or phone number.
I UNDERSTAND THAT I CAN BE HELD LIABLE FOR WILLFULLY
AND KNOWINGLY RELEASING CONFIDENTIAL RECORDS OR
INFORMATION ABOUT A CHILD/CHILDREN.
VOLUNTEER SIGNATURE: ______________________________
DATE: ________________________________________________
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FILLING OUT TIMESHEETS
Timesheets and business postage prepaid envelopes are sent to volunteers at
the beginning of each month. The timesheets are from the first day of the
month to the last day of the month.
Timesheets are completed with the following information:
1. Volunteer Name and Station at the top of the timesheet
2. The dates is provided
3. “D” = the number of hours volunteered
4. “T” = the number of hours for training, in-service meetings,
workshops, conferences, etc.
5. ???? projects of events
6. “H” = the number of hours claimed for a holiday
7. “VL” = the number of hours claimed for vacation leave
8. “SL” = the number of hours claimed for sick leave
9. “CLIENTS” = SCP volunteers write the name of the client visited
“ACTIVITIES” = FGP Volunteers write the name of the client
visited
10.Number of miles driven round trip. If using VanGo or another type
of senior center van, please write the total amount paid round
trip, i.e. $4.00.
11. If brown bagging a meal write “1”. If purchasing a meal, write
$2.50
12.If the volunteer site donates a meal, indicate the number of meals
donated to them that day.
At the end of the month, the Station Supervisor and volunteer must
sign the timesheet and mail it in as soon as possible.
Paychecks are mailed out about 1 week after receiving the timesheet at
the office. Paychecks may be picked up at the office if arrangements
are made with office staff. NAU accounting generates the checks and
they have the NAU insignia on the check.
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Welcome to the Foster Grandparent Program!
We are delighted that you will be volunteering as a Foster
Grandparent to help children in our community. We hope that
your experience as a foster Grandparent will be ENJOYABLE
and REWARDING for you and the children you will work
with throughout your service as a volunteer.
Thank you!
This is your foster Grandparent Handbook. It contains information that you
will need as you participate in this program.
Northern Arizona University Civic Service Institute
Foster Grandparent Program
PO Box 5063
Flagstaff, AZ 86011-5063
Local: (928) 523-3560
Toll Free: (866) 856-3017
Fax: (928) 523-9189
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