Promoting Understanding Between Exchange Partners Exchange agreements Promoting Understanding Between Exchange Partners Al Kalter, Chairman Rotary Youth Exchange Florida www.ryeflorida.org al@ryeflorida.org 10th Annual Conference Montreal, Quebec, Canada Feb. 26 – Mar. 1, 2009

exchange agreements provide answers Who will we exchange with? How many exchanges will we have? Who will provide insurance? What deadlines will apply? What age limits are in place? When should the students arrive? Any language requirements? Other restrictions? Who will I be dealing with?

Exchange agreements pay dividends Exchanges are “locked in” Confidence in available countries and number of slots in each Less likely to lose exchanges Expresses your professionalism Reduces surprises Honest response to new invitations

Exchange agreements content Introduction General Terms of Agreement Deadlines for Paperwork Requirements for Inbounds Requirements for Outbounds Contact Information

Exchange agreements content Introduction About Rotary Youth Exchange Florida   RYE-Florida is a multi-district organization, officially recognized by Rotary International, and consists of seven active districts: 6930, 6940, 6950, 6960, 6970, 6980, and 6990. Our geographic territory includes the entire state of Florida, except for a small area near Tampa (District 6890) that has chosen not to participate in Youth Exchange. RYE-Florida also manages exchanges for Grand Bahama Island, as that is part of District 6990. All participating districts are certified by Rotary International.

Exchange agreements content Introduction About Rotary Youth Exchange Florida, continued   RYE-Florida coordinates all long-term exchanges for its member districts, assigns inbound students to the host districts, and designates outbound students to be hosted by our partners abroad. The multi-district conducts a weekend orientation for all newly-arrived inbound students, and will organize special trips during the year for inbound students, including one to Disney World. The inbound orientation and special trips are provided to all inbound students at no cost to them. RYE-Florida assigns the destination country for all selected outbound students, and organizes and conducts at least two full weekends of orientation for the outbounds.

Exchange agreements content General Terms of Agreement a. Rotary Youth Exchange Florida agrees to host two (2) students from Alphatoria District 8888 in 2009-10, and Alphatoria District 8888 agrees to host two (2) students from RYE-Florida in 2009-10. b. Both partners agree that the districts involved in this exchange are properly certified by Rotary International, and that the exchange partner will be informed immediately of any change in certification status. c. Both partners agree to carefully select and adequately prepare all students who are sponsored for exchange, a process to include personal interviews by Rotary Youth Exchange representatives of applicants and their parents, and orientation programs that include but are not limited to discussion of program rules, expectations of students, support systems, intercultural adaptation, and sexual abuse and harassment.

Exchange agreements content General Terms of Agreement d. Both partners agree to make every effort to provide at least two host families for all exchange students, to appropriately select, screen, and prepare those host families, and to ensure that the families provide an appropriate and welcoming environment for the student. No family may host more than one student simultaneously, except for brief visits or emergencies. e. Both partners agree to provide to each hosted student, in advance of the student’s arrival, the name and contact information of at least one Rotarian counselor, who may not simultaneously be a host parent. f. In case of serious disciplinary or other problems concerning an exchange student, both parties agree to immediately contact the student’s home district to discuss the problem before taking action to terminate an exchange.

Exchange agreements content Deadlines for Paperwork a. Application forms must be received by the host district/multi-district no later than March 15, 2009. b. All documents necessary for obtaining a student visa, including completed Guarantee Forms, must be returned to the sponsor district/multi-district no later than May 31, 2009. c. These deadlines may be extended by agreement of both partners, in cases where last-minute additions or replacements are involved.

Exchange agreements content Requirements for Inbounds a. Age: Exchange students coming to Florida must be between the ages of 16 and 18½ upon arrival. That is, they must be born between February 15, 1991 and August 15, 1993. b. Language: Fluency in English is not required for students hosted by RYE-Florida. However, all inbound students should do their best to learn as much English as possible before arrival. Should private tutoring be necessary after arrival, the cost may be assigned to the student. c. Insurance: Students hosted by RYE-Florida must purchase the medical and liability insurance policy specified by RYE- Florida, and a student's visa documents will not be issued until such enrollment and payment are made. The insurance policies will meet the requirements of Rotary International and the US Department of State, and will cover the student from time of departure from home country until return.

Exchange agreements content Requirements for Inbounds d. Transportation: All students must have a complete round-trip ticket to the destination specified by the host district. The ticket must have an OPEN return, or allow for a change of return date with minimal or no charges. Any students arriving without a complete round-trip ticket will be expected to provide an additional $300 in emergency funds, over and above that specified below. e. Arrival: Exchange students hosted by RYE-Florida must arrive between August 7 and August 14, 2009. f. Duration of Exchange: The exchange shall extend through the end of the school year, for a minimum of 10 months.

Exchange agreements content Requirements for Inbounds g. Costs: Exchange students will not be charged any costs for inbound orientation or other mandatory Rotary functions, or for school tuition or transportation. Students may be responsible for the cost of some school supplies, or for extra- curricular activities in which they participate. h. Emergency Fund: All students hosted by RYE-Florida must bring with them an emergency fund of US $300, which will be collected and kept by the host district. The emergency fund, if not used, will be returned to the student at the conclusion of the exchange. If it is needed to be used during the year, the student’s natural parents will be required to replenish the amount spent, to restore the balance to the $300 level. i. Allowance: All RYE-Florida inbound students will receive a monthly allowance from their host Rotary Club, in the amount of US $75, for a minimum of ten months.

Exchange agreements content Requirements for Outbounds Age: (Please specify any requirements or preferences) Language: (Please specify any requirements or preferences) Insurance: (Please check appropriate option) Transportation (…) Arrival Date (…) Duration of Exchange (…) Costs (…) Emergency Fund (…) Other (…)

Exchange agreements content Contact Information Primary Contacts (name, e-mail, phone numbers) Address to send applications, Guarantee Forms, etc. Request for same information from partner.

Exchange agreements communication Issued by e-mail in September Requires commitment/“guesstimate” Follow-up as necessary At least one third need 2nd e-mail Responses expected by Dec. 1 For assignment of outbounds E-mail response is sufficient No legal expenses incurred

Exchange agreements the results … Confidence that our exchanges are solidly in place No “Help! Placement Wanted” ads on YEOtalk. Honor via Plagiarism (in both directions) Al Kalter, Chairman Rotary Youth Exchange Florida www.ryeflorida.org al@ryeflorida.org