Getting Ready for the Audit Ohio-Erie Rotary Youth Exchange Program, Inc. Spring Meeting, Pigeon Forge, TN October 4, 2008

Procedure RO will Send a list of all students to auditor Auditor will randomly select students RO will send list of students to each district District will send documents to RO RO will send documents to auditor Auditor will prepare report Auditor & RO will finalize report

Timelines Nov. 1: List sent to auditor Nov. 5: Selected students sent to RO Nov. 10: Lists sent to districts Nov. 24: Documents sent to RO Nov. 30: Documents sent to auditor Jan. 15: Final report issued by auditor Feb. 1: Report sent to DOS and CSIET

What You Will Need: Inbounds Host Family Application(s) Interview Check List Reference Checks Background Checks Orientation & Training sign-in sheet

What You Will Need: Inbounds Counselors, YEOs, Etc. Application(s) Reference Checks Background Checks Orientation & Training sign-in sheet

What You Will Need: Inbounds Inbound Student Counselor Log Pre-exchange correspondence with the student District Orientation sign-in sheet

What You Will Need: Outbounds District Interview Records District Orientation Sign-in Sheet Travel Itinerary

What You Wont Need Student Applications District & Club Profile Guarantee Forms

What You Need to Do Organize Paperwork by Student Scan or Copy all Documents Scan as Acrobat files Put each students record in a single document Burn scanned documents to CD Copies and CDs will NOT be returned Mail Package Promptly to RO Within two weeks Answer Subsequent Questions Promptly Respond within 5 days

What You Need to Do Answer Subsequent Questions Promptly Respond within 5 days Make an effort to find/locate missing information

How Will We Be Evaluated We must score an overall average of 85% Each of the following items must be 85% or above High school enrollment (5 questions) Host family screening, application, interview, references (8 questions) Monthly contact (1 question) Volunteer screening (1 question) Each audit question must be 75% or above

High School Enrollment High School enrollment form Optional Supplemental Information: Verification from the school or its website regarding accreditation Student US-bound flight record, travel itinerary, or other indication of student arrival date Record of the student application or letter on this matter being sent to the school

Host Family Screening Sponsor uses a standard application A profile of the host family, their home environment, family composition and community environment In-person interview with all family members residing in the home References and interview evaluation Records of background checks Host family orientations may not be combined with the host family interview

Other Items Monthly Contact Counselor logs Volunteer Screening Volunteer applications Reference checks Volunteer background checks

Questions?