TRAVEL RULES FOR INBOUNDS Jayne Neu Sofia Sotomayor District 5020 Country Officer District 4100 Chair

Both District 4100 and District 5020 are International Districts. Because of this we must have requirements for both countries. Mexico/US and Canada/US Single Country Districts can have a more simplified policy Travel is a very complex issue and should never be taken lightly Travel is a PRIVILEGE, not a right!

The program rules of Rotary International leave space for individual rules set by the hosting District. RI’s rules only address specific travel, meetings or excursions WITHOUT the company of Rotarians or host parents. Both District 4100 and 5020 have taken this policy further and require a signed copy by the student and parent of their district’s travel policy and their Rules and Conditions prior to the students arrival..

These rules are discussed with the students during the Orientation Camp. The counselor or YEO is encouraged to go over these rules with the student upon arrival. Host families are also asked to become familiar with these rules (as they may be the first permission required)

Individual Travel District 4100 Permission to travel inside or outside District’s 4100 territory, is allowed if and when the following requirements are fulfilled: a.Student’s behavior will be taken in consideration to grant permissions. b.Written authorization from the physical parents.

c. Detailed itinerary including letter of invitation and complete contact information from host families. d. Traveling dates do not fall into the first semester of exchange or during school time. e. Written agreement from the host family and host club.

District 5020 Although District 5020’s requirements are somewhat different than District 4100 the main theme remains the same. All travel must have permission and all information must be completed according to the specific travel requested before permission is granted.

District 5020 has a detailed travel policy based on where and how long the travel is for. Simple travel requires only host family approval. More complex travel requires multiple approvals all the way up to the Chair. As security has increased over the years, so has our need to adjust our policy.

Visits from Family and Friends  Both District 4100 and District 5020, discourages such visits, feeling that the exchange year belongs to the student, and visits disturb the student’s integration and language learning process. If despite this, families do not refrain from visiting the student, they will have to request permission from the host club, taking in consideration that it will not be allowed during Christmas, New Year’s and Easter. And is generally preferred in the 4 th quarter of the exchange.

 Visits from friends, boyfriend or girlfriend from home are NOT allowed during the exchange.  Traveling within the district or outside of it, in the sole company of other exchange students is NOT allowed.

District Organized Trips  Are all allowed without any additional permissions required. These trips are stated within the travel policy that is presented to the student and family prior to arrival.

District 4100 Traveling to Border Countries  Same day trips with host family do not require special permit.  Traveling for two days or more with host family do not require written authorization from members of the YEP Committee, however written notification is required.

Continues…  It is the host parents responsibility to verify that the student has a valid tourist visa for the border country and his insurance includes the border country territory.  School organized trips will be allowed under the same policy as traveling without host families, and only when accompanied by responsible adults.  The District Committee will occasionally organize trips abroad, in which case no written permission is needed, however authorization from the physical parents is required.

SEVERE VIOLATIONS TO D-4100 POLICIES WILL MAKE THE STUDENT SUBJECT OF AN EARLY RETURN

District 5020 Travel Policies Permission always begins with the host family. Travel is not allowed when it interferes with the activities of the host school, the host family or the host Rotary Club. Severe violations to our policy can result in early termination of the exchange.

Quick Reference Card Each student and YEO is given this laminated pocket card for a quick check. As travel is specific to Countries they are provided Country Specific Cards. Policy covers travel with and without host families.

US QUICK REFERENCE GUIDE FOR TRAVEL Same Day Travel within WA/Portland OR Overnight Travel in WA District 5020 Host Parents + Same Day Travel to BC or overnight travel in Western WA or Portland, OR YEO + Overnight travel to Eastern Washington or British Columbia CCO + All Other Overnight Travel District Chair

CANADA QUICK REFERENCE GUIDE FOR TRAVEL Same Day Travel within BC or Overnight Travel on Vancouver Is Host Parents + Same Day Travel to WashingtonYEO + Overnight travel to Washington or BC Mainland CCO + All Other Overnight Travel DISTRICT CHAIR

WHAT WE NEED TO KNOW Where you are going - Who are you going with? How are you getting there? What are the planned activities? When will you leave and return? The names and phone numbers of the responsible adults. Who will be caring for you? How you can be contacted in case of an emergency? Do you have a list of emergency contacts phone numbers? That you have the necessary travel documents with you. That you have sufficient funds for the activities planned. Do you have your Rotary Health Insurance card?

“ IT IS YOUTH THAT HAS DISCOVERED LOVE AS A WEAPON” Peter Ustinov.