1. D6110 Youth Exchange Program
Orientation Program for Host Families, Counselors and Club Youth Volunteers
Welcome

2. Making World A Better Place Building peace, one student at a time.
First things First
The Goal
Making World A Better Place
Building peace, one student at a time.
Thank you for your participation !!!

3. Congratulations! You are Expecting a New Arrival
D6110 Youth Exchange Program
Orientation Program for Host Families, Counselors
and Club Youth Exchange Officers
Congratulations!
You are Expecting a New Arrival
And Starting a New Adventure

4. Purpose of Orientation
To become familiar with the goals of the Rotary Youth Exchange Program
To learn the Roles of those involved in the Youth Exchange Program
Learn procedures of the Program
Get the year off to a good start!

5. Orientation Topics Rotary International YE Experience
Expectations *** Roles *** Responsibilities
Families, students, clubs
III. Challenges for the Student
Arrival and settling in. Expectations of the student
Insurance, Finances, Travel, School
Rotary involvement –
Activities and calendar
IV. Problem Solving and Creating Success
Support system
Student Protection Policy
V. Other Policies / Calendar / Activities / Trips

6. Part 1. Rotary and the Rotary Youth Exchange Program

7. What is Rotary?
Rotary
Rotary International is a volunteer organization of business and professional leaders who provide humanitarian service, and help to build goodwill and peace in the world. There are approximately 1.2 million Rotary club members belonging to 33,000 Rotary clubs in more than 200 countries and geographical areas.
What is the purpose of Rotary?
Rotary clubs exist to improve communities through a range of humanitarian, intercultural and educational activities. Clubs advance international understanding by partnering with clubs in other countries. Rotary also encourages high ethical standards in all vocations.

8. What is Rotary? Motto: “Service Above Self”
World’s oldest and most international service organization
1.25million in 32,000 clubs, in 520 districts, in 170 countries
Motto: “Service Above Self”
Rotary Youth Exchange is but one program in the Rotary World

9. Rotary Youth Exchange Program
What is Rotary?
“The Four Way Test”
Is it the TRUTH?
Is it FAIR to all concerned?
Will it build GOOD WILL and better friendships?
Will it be BENEFICIAL to all concerned?
This is the Guiding Principle for all of the decisions and all activities of the
Rotary Youth Exchange Program

10. What is Rotary? Our District – 6110 Rotary South Central Region
36 Districts in 16 States
Our District – 6110
D6110 covers NW Arkansas, SW Missouri, NE Oklahoma, and SE Kansas.
77 Rotary Clubs
Approximately 5000 Rotarians
Average Youth Exchange Participation
+/- 10 inbound and outbound

11. Purpose of the RYE Program
Provide high school students an opportunity to spend a year studying in another country, learning the language, discovering the culture, developing skills and maturity
Bring the world into our local communities through new friendships
Promote Rotary’s goal of world peace and understanding, one person, one exchange at a time

12. The RYE Program 8,000 exchange students per year
Open to children of Rotarians and non-Rotarians alike
Operated completely by volunteer Rotarians
Operates under jurisdiction of the US State Department and Rotary International
Accredited by CSIET – Council on Standards for International Educational Travel

13. Who are Rotary Exchange Students?
Outstanding young people
Age 15-18½ upon arrival in August
Carefully selected and well prepared
Speak English
Anxious and excited to:
Learn our language
Discover American culture
Represent their countries
Become part of your family

14. Part 2. The RYE Experience: Expectations, Roles and Responsibilities

15. Keys to the YE Experience
Home Family
Friends
Club YEO
YE Counselor
Host Families

16. General Roles District and Region YE Team
Oversight of program; district and SCRYE activities; interventions
Club YEO, Local Coordinator and YE Committee
Select students
Select host families and counselors
Handle processes
Counselor
Advocate of the student
Host Family
Home away from home; the family away from family

17. Your District YE Inbound Team
Todd Jenkins and Danny Mitchell
District co-Youth Exchange Officers
Trisha Kerkstra , Marissa Byler-District Inbound Coordinator and Volunteer
Duff Weddle, Rodney Arnold
-District Outbound Coordinators
Vicki Lombari – District Administrator & Database Admin
Yume Rudzinski – STEP Coordinator
See website for contact info and other members
SCRYE CONTACT: Cindy Harrison ,

18. Expectations of the District Team
Roles
Support for the local clubs
District-wide and region-wide activities
Program accountability
To RI, DOS, SCRYE
Support for the Students

19. Expectations of Host Clubs
Communicate with and Support Host families
Communicate and be intermediaries to schools
Transportation for “special events”
District and regional YE activities (orientation, SCRYE, Ski Trip, etc.)
Club activities
Organize ways for club to be involved
Ensure participation in club activities
Remind student of district activities
Coordinate with host parents to reduce work and transportation load
Get student to Rotary Club once a month

20. Expectations of Host Clubs
Provide Counselor and Local Coordinator
Help with school issues during year
Find suitable host families
Counselor arranges transition to new host family
Greet student at aiport, ensure student has return ticket
Maintain student’s Emergency funds
Supply monthly allowance
Available 24/7/365 for support

21. Club Contact to Student & to Host Family
Club Counselor contact student and family at least once a month and log contact in database
Local Coordinator must visit host home in person within first 2 months and make monthly contact thereafter (with family and student)
2nd Visit to host family – someone other than local coordinator must contact host family once within first 60 days of student in home and log into database (HF-3)
Note: or phone contact will suffice for local coordinator after the first visit in person when contacting student or host family.
Note: Host families should notify the District YEO if they are not contacted by a club member at least once a month.
LC and Counselor once per month- student and family. See form IB3 for details on approved method of visits.

22. Volunteers in Youth Exchange
All volunteers* must be “certified**”
Requirement of Rotary International and US Dept of State
*YE Officers, Volunteers, Counselors, Host Families, etc.) that have extended contact with students
**Reference checks, background check, orientation
Local Coordinator takes DOS training/test. Local Coordinator cannot have position of trust/authority with student (i.e. also be teacher, principal, host parent)

23. The Host Family
The Core of the YE Experience

24. The Host Family ROLES More than Just a Place to Stay
The “home away from home”
The “family away from family”
Make the student feel safe and part of a family
Ensuring the safety of the student
Provide guidance and assistance
Clear and frequent communication
Showing what it is like to live as an American Family

25. Expectations of Host Families
ROLES
Provide room and board (more on this later)
Treat student like your own child
General Parental Supervision
Help with challenges (language, school, homesickness, culture shock, etc)
Provide an ear to listen, a shoulder to cry on, a hand to depend on
Help in teenage decision making
Delegate daily responsibilities for the home
Involve the student in daily household activities and chores
Assist student in finding the “right” friends
Be prepared to say “No” when appropriate
Ensure students dress / present themselves appropriately

26. Expectations of Host Families
Roles
Help the student achieve language mastery
Help student meet Rotary obligations, such as attending Rotary functions, including club and/or district meetings
Being tolerant of differences and willing to change your own ideas

27. Use “First Night” questions
Sample Family Rules
Be on time
Stay in touch (text msg, cell phone)
Curfew
Do school homework
No telephone after certain hour
Help with chores (dishes, mowing etc.)
Use “First Night” questions

28. Arrival and Settling In
Welcoming your student
Notify us of any flight changes
Photo at Airport
Assist with lost baggage reports
First Night Questions
A Welcome Party?
School arrangements
Introduce them to family & friends
Encourage their involvement
Do not let them retreat to their room

29. Being 1st/2nd/Last Host Family
First Host Family
Excitement – everything is new
Culture shock – major adaptations
Language struggles
School arrangements with counselor help
Vaccinations (counselor helps)
Often the closest bonds
Set the standards for the year

30. Being 1st/2nd/Last Host Family
Second (or Third) Host Family
Transition issues
New rules and family practices
Language and culture begin to “click”
Homesickness/Holidays
Last Host Family
Comfortable with language and culture
Big events: prom, graduation, departure
Discipline issues (act like teenagers)
Preparing for separation

31. Host Families Length of Stay Involvement of Counselor and YEO
Approximately 3-4 months
Aug – Nov; Nov – Mar; Mar – Jun
Involvement of Counselor and YEO
Ask us for help!
Keep Rotary informed
Changes in Schedules/family culture/diet/lifestyle

32. Transitions The Host Family Cycle for all Families
New Guest - and Excitement
Visitor – and homesickness
Family Member – and routine
Leaving “their family” - time to go
The goal is to move from Guest to Family Quickly and understand that there will be a “right time” for the student to leave

33. Sibling Relationships
The Good
Set the example
Be a protector and a listener
Introduce to friends & activities
The Not-so-good
Jealousy
Withdraw from family & exchange student
Anger to point of harassment or physical abuse
Relations can go beyond normal bounds of siblings

34. The YE Student in your Home
RYE is a cultural & educational exchange
Introduce, invite to faith based activities but cannot proselytize or make student attend services
The student is not
A babysitter -A housekeeper
A yard worker -A free employee

35. Host Family Finances Support day to day routine expenses
Room and board
Laundry detergent, toothpaste, soap etc.
Regular family activities: movies, out to eat, family trips etc.
Extra-ordinary expenses
Clothing, dates, social $$ - student responsibility
Telephone: up to Club/student
Family vacations: only invite student if you can pay

36. The Counselor Advocate and Confidant of the Student
A person on the “student’s side”
Connection to the Host Club
Interventions on behalf of the student
School
With host family
Help with arrivals and departures
Transitions between families
Should be same gender

37. Expectations of Counselors
Maintain contact with student and family
Showing continued interest / support
Resolving problems before problems get big
Work with Club to ensure student has ID Cards:
Insurance
Rotary I.D.(gets printed from database)
Assist with Registering student at school
Work with Host Family and Club YEO
Club Communicator
Monthly Stipend, RYLA application, Club events

38. The Counselor The Counselor is required to
Have at least monthly contact with the student
Have at least monthly contact with the host family
Upload visits on database
Bring student to Rotary at least once per month

39. The Counselor Must Ensure
The Student has a return airline ticket (check upon arrival)
Student has $500 emergency fund –put in safe deposit box upon arrival
Return $$ to student 2 days before they go home.

40. Items Rotary Counselor Should Hold for Student
Photocopy of student visa, airline ticket, passport
Photocopy of the insurance card
All should be on database

41. Club YEO & Local Coordinator
Maintain the integrity of the YE program for the Club
Communicate with the LC and District YE Team
Ensures database is maintained
Be support and advocate for Host Families and Counselors
Signs guarantee form
Local Coordinator
Communicate with the YEO and District YE Team
Signs home inspections
Monthly contact w/ host families, and student
In-person visit first 60 days each family

42. Club YEO & Local Coordinator & Counselor
LC & YEO can be same
LC & Counselor can be same
Too much to do all three

43. Part 3. Challenges for the RYE Student, and Considerations for the Host Family

44. YE Student Challenges Adapting to host families and new culture
Doing well in school
Homesickness
Making close friends
Speaking English
Following the rules of Rotary, the Host Country, and Host Family
Getting involved in Rotary club and community

45. Expectations of YE Students
Adapt to host family
Learn our language and culture
Perform well in school
Communicate with family, counselor, Club
Represent home country and Rotary (Youth Ambassador)
Participate with Rotary, school, and community
Return home at end of exchange year

46. Expectations of Students
General RYE Program Rules
Students have signed agreement:
No Driving
No Alcohol and Drugs
No Smoking
No serious dating (sex)
No piercings or tattoos
No downloading (illegal sites)
No Working at a job
Restricted visits from home
No independent travel
Care regarding phone calls, s, SKYPE, FB, IM, etc. with friends

47. Expectations of Students
General RYE Program Rules
Students signed a contract agreeing to the rules
Students were trained on the rules before they home country
and at the D6110 Inbound Orientation
Students must live by all rules, regulations, laws of the US and visa requirements
Failure to abide by the rules is a reason to return home

48. Other Rotary Expectations
Presentation to Rotary club toward end of year
Restrict travel to Rotary trips
RYE not a travel program
No personal trips to see family/friends in America
O.k. to go on trips with host family and vetted Rotarians
Take advantage of opportunities with Rotarians and families

49. Student’s Role as Ambassador
Students represent and portray their whole country
By their attitude
By their decisions
By their appearance
By their willingness to do for others
Reminders from counselor and host family are needed (gently)

50. Decision Making ? Rotary 4-Way Test Year-of-a-Lifetime
Which doorway you choose is up to you.
Rotary will help.
This is a role of the host family, the counselor, the Club
Year-of-a-Lifetime
So-So Year
Rotary 4-Way Test
Is it the truth?
Is it fair to all concerned?
Will it build good will and better friendships?
Will it be beneficial to all concerned?
Student Goes
Home Early

51. Issues that Arise

52. Speaking English
Ensure students actively work to improve their English and communication skills
Good computer programs available
Sometimes students speak own language
Forces others away; can be perceived as rude
Students may seek-out others of same language
Limits their opportunity to learn
You may want to speak in their language
Trade “lessons” as a means of exchange

53. Speaking English Working with your student to improve Foul Language
Be careful about demeaning corrections
Encourage good speaking skill and correct usage
Acknowledge good language skills
Foul Language
The *-Bombs
Discuss foul language with your student
Distinctly different cultural appropriateness of English foul language

54. The Telephone Each Host Family -- Set rules for use and be clear
Landlines / Cell Phones
Calls and SKYPE to home country (family, friends)
Limiting contact with home actually helps student overcome homesickness
Ensure no phone bills
Options for student calling home
SKYPE, What’s App

55. Cell Phones Good to give student basic cell phone
Upgrade up to them
The cost of a cell phone and plan is generally the responsibility of the student
However, many clubs subsidize.

56. Use of Family Computer Set rules for the family computer
Excessive time on the computer alienates student from the family and/or results in more homesickness
Makes adapting to our culture more difficult
Explain no visits to pornography sites, gaming, etc.
Protect personal information on home computers

57. Allowance Clubs provide students with a monthly Stipend
$100-$125 per month
For student’s expendables; entertainment, snacks, evenings out, etc.
Responsibility of Counselor or Club YEO to get this to the student
Cannot cut checks to family (only student)
Family Allowance- up to family

58. Student Finances Emergency Fund – Student brings $500 cash
Taken by Host Club upon arrival
True emergencies – medical, etc.
Must be re-funded if used; $500 balance maintained
Telephone bills assumed by student
Accountability (teen agers need advice)
Help them handle monthly budget

59. School** RYE is an Educational Program
Students are here on student visas
Club may share application/grades with the school
Club must send letter of introduction to school prior to student arrival
Visit ASAP with school to set schedule when student arrives
Select classes appropriate for the level/interest of student
NO Driver Education
Encourage participation in school Activities
Sports; be aware of AAA/state athletic rules
Music, Drama, Band, Foreign Language club, etc.
Interact, community clubs
Homework
Encourage good patterns of study

60. Expectations at School
Counselor and host families work together to:
Ensure clear understanding that school credits are not earned
Students not allowed to graduate but seniors participate for the cultural experience
Remind them to say thank you to school teachers
Ensure regular class attendance and proper attention to work
Rotary will take students out of school at times
They are expected to make up work
Students must follow dress codes and all school policies

61. Making Close Friends A major challenge to YE students
Help in finding clubs for student to join
Active participation is good cure for homesickness
Activities help build good friendships
Many students are not used to all of the activities of US schools
They will need your encouragement and direction
Who they pick as friends
Know your student’s friends

62. Student Getting Involved
Active involvement in Rotary and the community are essential to be a good ambassador
Rotary meetings
Club, District, Region
Orientations for American students
Programs to Rotary clubs
Programs to schools and clubs, community organizations
Help student to say “yes” and to be proud to be ambassador for their country and Rotary

63. Visits with Other Exchange Students
The tendency for YE students is to find other foreign students
Although often wonderful friends, may limit other friendships and limit an American experience
Pay attention to this and encourage your student to build friendships outside of foreign students
Rotary provides opportunities for exchange students to get together
Most often, their closest friends are their Rotary Friends
They often want to visit each other – remind them that Rotary provides the opportunities for this
Help them make American friends

64. Avoid and Prevent Isolation!
Student Isolation can be a Big Problem
Self-Isolation
They stay in their room
They spend too much time on computer
They don’t make friends
Social Isolation
Help create opportunities for social interaction through school, faith based orgs, sports, et

65. Church/Faith Activities
Requires discussion with your student
Attending church, temple, prayer groups, religious study groups may interest the student, but may not
Encourage participation if the student is interested
However, the RYE purpose is not a religious conversion experience
Be sensitive to and respectful of other religious and faith practices of your student
A great learning experience for families and friends to share these cultural elements but you cannot make the student attend services

66. Very Serious Rules of Rotary
Repeating ………..
No drinking
No driving
including no drivers’ education class
No serious dating & sexual relationships
The dating “rule of thumb”
Obeying the law
No smoking
No drugs
No shoplifting, etc.
QUICK WAYS FOR A STUDENT TO BE SENT HOME !!!

67. Medical Insurance & Care
All Inbounds Must be Insured
CISI/Bolduc policy – Plan B & Liability
Some countries have own; must be RI approved
CISI/Bolduc – Plan B
Medical per Accident/Illness - $500K
Repatriation - $10K
Medical Evacuation - $50K
Deductible - $100 One time

68. Medical Insurance & Care
In the event of illness/accident
Get care- there is medical release for Rotarians and host families on the students application.
Stabilize first
Call Rotary Contact: Club YEO
The Club YEO will know procedures for information dissemination
Use Host Family doctors or check with Club
Rotarian Physicians & Dentists may be option
CISI Bolduc Insurance- go to website and find docs that take this insurance
Insurance does not cover sports physicals! Find out price and get YEO to contact biological family to pay. Or, find Rotary doc to perform for free.
Notifying student’s family
Let Rotary do the contacting once details are known
Delay letting student contact family if serious injury or illness, let Rotary handle first
District has RYE Crisis and Emergency Management Action Plan and Director

69. Part 4. Problem Solving and Creating Success

70. Great Experience But…… Problems may occur
Critical to prevent and avoid problems when possible
If problems occur, diagnose, and use correct interventions quickly
Small problems become big if not addressed quickly and properly

71. Problem Solving Some problems may occur for Students
Student (or families) must ask for help, in this order
Host family
Club counselor
Club Youth Exchange Officer
Local Coordinator
District Youth Exchange Committee or Officer

72. Rotary Prepared to Help
Your
Community
Host
Families
School
Exchange
Student /
Counselor
Host
Rotary
Club
Friends in
High School
Host
Rotary
District

73. Support System Club Level District Level Student’s Counselor
Club Youth Exchange Officer
Local Coordinator
Club President
District Level
In-Bound Coordinator (Trisha Kerkstra)
Youth Exchange Officers (Todd Jenkins or Danny Mitchell)
Student Protection Officer (Kathy Hurley)

74. Student Protection Policy
Our Role:
Create and maintain the safest possible environment for all participants
Safeguard welfare and prevent physical, sexual, emotional or financial abuse of exchange students
Provide the means to address all concerns and indications of harassment or abuse

75. Student Protection CodeDo
Treat students with respect - be aware of your tone of voice & manner and their reactions
OK to touch and hug students in a way that is not intrusive/disturbing to them or observers
Ask student their comfort level with hugs- in some cultures this is not done
Control who they hang around with
Communicate (immediately) with Rotary D6110 YEO and Student Protection Officer if there are any allegations or suspicions or if you have questions

76. Student Protection Code
DO NOT
Engage in rough physical games including horseplay
Use physical force in any way, especially as a form of punishment
Touch an exchange student in any way that could be interpreted as intrusive or sexual
Make sexually suggestive comments, even as a joke
Spend excessive time alone with a student, this may lead to misunderstanding

77. Student Protection Guidelines
What to do if your exchange student tells you of Harassment and/or Abuse
Listen attentively & let him/her know it was right to tell you
Assure him/her that they are not to blame
Remain calm and make sure student feels safe
Encourage student to share with you what happened and who was involved
Make detailed notes including date & time
Don’t promise to keep secrets & explain the necessity of informing Protection Officer

78. Student Protection Guidelines
Keep Communications Open
Assure student that you can jointly address his/her concerns/problem
With all of us working together, we can keep our exchange students safe and make this a meaningful and happy exchange experience for all of us.

79. Part 5. Other Policies, and RYE Activities

80. Student Travel Form Written Approval from Biological Parents Required
For host family trips out of the district/state
For end-of-year East/West Tours
Not for Rotary SCRYE weekend, District Conference, Orientations
THE FORM IS ON OUR WEBSITE!

81. D6110 Activities and Calendar
Fall 2017 – RED is Required
Sept Inbound Orientation / Grove, OK
October 4- RYLA Applications Due to Tracy Dean
October 19-22, RYLA, Salvation Army Camp, Welling, OK
October District Conference- Rogers AR
Dec 1- usual deadline for summer tours (sign up sooner best)

82. D6110 Activities and Calendar
Spring 2018
Feb 1 – usual date Summer Tours final payment due (check websites)
Jan SCRYE Weekend – Tulsa, OK
March/April: Camp Enterprise
May: Date TBD, Return Orientation, Harrison, Arkansas (tentative)
June: East & West coast summer tours, USA Tour
If student is not going on one of the three tours, they go home within 2 weeks of school ending.

83. National RYE Tours Three tours available: Sign up as soon as possible
South Central Ambassador Tours – East Coast or West Coast
USA Tour/Mike Hamilton
Sign up as soon as possible
First come first served; these sell out!
Student pays
Prices do not include transportation to/from starting point

84. Important Request
Please inform Trisha Kerkstra when student moves families
-Club YEO submits new IB-2 form & update student i.d. card on database
(this keeps Student’s Name / Address / Telephone current in US SEVIS database)

85. The End of the Year
Leaving for home will be harder than leaving home was a year earlier
Reverse culture shock
“The more successful the exchange, the harder the re-entry”
You WILL see them again, and you will have travel opportunities unlike any you’ve experienced before.

86. Communication/Resources
Communicating within D6110
Facebook -rotary youth exchange 6110
– see website:
District committee and resources listed here
District YE Calendar is here
SCRYE website DOS info, SCRYE conference info, etc.
DATABASE – forms, documents – (file cabinet for your student)
DOS Office of Designation Contact: Erin Garcia
Responsible Officer (RO), South Central Rotary Youth Exchange
4111 Reynosa Dr., Austin, Texas 78739

87. Statement of Conduct for Working with Youth
Rotary International is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians’ spouses, partners, and other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact.
Adopted by the RI Board of Directors, November 2002
Adopted by SCRYE, 2004

88. Summary
We have assumed the legal and moral responsibility for someone else’s children
We are here to help you and the student have a meaningful and safe year to learn and live our American culture
We cannot help if we do not know

89. Summary THANK YOU !!!!!!!! We have a great year planned
Program will not work without dedicated counselors and host families
We are more than eager to help

90. Topics To Be Discussed with Students at Orientation
Review of signed rules
Tour plans
Ideas for Getting Involved
What is means to be an ambassador
Know counselor
Adapting to Host family
Understanding of travel rules
At end of this session, show the PP on abuse that students will see

91. That’s All Folks! NOW FOR A LITTLE PAPERWORK:
Provide on-line or hard copy:
HF-6 DOS Regulations
HF-7 Letter from Dos
Wilberforce Pamphlet of Rights and
Protections of Temporary Workers
Complete:
HF-4 Host Family Orientation
HF-5 Host Family Certification Or
V-2 Volunteer Orientation Attendance Report .
Revised June 2017 Trisha Kerkstra.