1. Orientation Program for Host Families and Club Youth Exchange Officers
Welcome
Thank you for coming

2. You’re Expecting a New Arrival
Orientation Program for Host Families
and Club Youth Exchange Officers
Congratulations!
You’re Expecting a New Arrival

3. Orientation Agenda What is Rotary and its purpose?
Who are Rotary exchange students?
Expectations – families, students, clubs
Arrival and settling in
Insurance, Finances, Travel, School
Student Protection Policy
Being the first, second, last host family School
Rotary involvement & Support system
Activities and calendar
End of the year
Other topics

4. What is Rotary International?
World’s oldest and most international service organization
1¼ million Rotarians, in 170+ countries
Celebrated 100th anniversary in 2005
32,000 clubs, in 520 districts
Rotary Motto: “Service Above Self”
“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?
The Rotary Foundation
Ambassadorial Scholarships
Polio Plus
Group Study Exchange

5. What is Rotary District 7170?
In Central NY, Rotary is District 7170
8 counties
Tompkins, Cortland, Broome, Chenango, Tioga, Otsego, Delaware and Schoharie
Includes major cities of Binghamton, Oneonta, Cortland and Ithaca
47 Rotary Clubs
Approximately 1,700 Rotarians
Size of Youth Exchange Program
47 inbound exchange students (from 20 countries)
47 outbound exchange students (to 20 countries)
36 Clubs participate

6. 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 friendship
Promote Rotary’s goal of world peace and understanding, one person, one exchange at a time

7. Purpose of the RYE Program
District-to-district program
8,000 exchange students per year
Open to children of Rotarians and non-Rotarians alike
Operated completely by volunteer Rotarians as part of Rotary’s commitment to international and community service
Certified by Rotary International

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

9. Expectations of Host Families
Provide room and board
Help with challenges
Language
School
Culture shock
Homesickness
Provide an ear to listen, a shoulder to cry on, a hand to depend on

10. Expectations of Host Families
Provide a home away from home
Be parents: love, support, encouragement, understanding, discipline
Treat student like your own child
Clearly communicate your family expectations to student

11. Expectations of Students
Program Rules & Guidance
Driving, Drinking and Drugs
No Smoking
School attendance
Friends
Community Volunteering
Working
Visits from home
Phone calls, s, Cell phones, Internet

12. Expectations of Students
Adapt to host family
Learn our language and learn our culture
Perform well in school
Communicate
Represent country and Rotary
Participate in Rotary, school, and community activities
Return home within 2 weeks of end of school, or 1 week after USA Tour

13. Arrival and Settling In
Welcoming your student
Notify us of any flight changes
Check-in by YE Committee member
Assist with lost baggage reports
First Night Questions
Introduce them to family & friends
Encourage their involvement
Do not let them retreat to their room

14. Medical Insurance & Care
All Inbounds Insured
CISI/Bolduc policy unless waived
Sweden, Belgium, Australia, Finland have own
CISI/Bolduc -#GLB
Medical per Accident/Illness - $500K
Repatriation - $10K
Medical Evacuation - $50K
Deductible - $100 One time

15. Medical Insurance & Care
In the event of illness/accident
Emergency medical release from Rotary Club
Stabilize first
Call Rotary Contact
Use Host Family doctors – check with club
Rotarian Physicians & Dentists
Notifying student’s family
Let Rotary do the contacting once details are known

16. Student Finances Emergency Fund Student Bank Account Credit/Debit Card
$ maintained by Host Club
True emergencies – medical, etc.
Student Bank Account
Credit/Debit Card
Telephone bills
Monthly Stipend from Rotary
Accountability

17. Host Family Finances Extra-ordinary expenses
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 and postage are student responsibility
Telephone: Long distance costs are student responsibility
Family vacations: discuss expenses, establish cost share long before departure

18. Student Travel Cultural & Educational Program
NOT Travel program
Written Approval from Parents Required
Students not allowed to make own travel plans – must be pre-approved by Country Contact and Club Chair person
Overnight travel, only with approved adult
Unauthorized Travel will result in student being returned home

19. School Educational program - student visas
Visit school ASAP to set schedule
NO Driver Education
Encourage participation
Sports
Music, Drama, etc.
Interact
Help with Homework

20. 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

21. 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

22. 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
Control who they hang around with
Communicate with Rotary D7170 Student Protection Officer (Michele Hughes Tel: ) if there are any allegations or suspicions or if you have questions

23. Awareness and Prevention
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 in contact. -

24. Definition of Abuse
Sexual abuse – Engaging in implicit or explicit sexual acts with a student or forcing or encouraging a student to engage in implicit or explicit sexual acts alone or with another person of any age, of the same sex or the opposite sex. Sexual abuse also includes non-touching offenses, such as indecent exposure and exposing a child to sexual or pornographic material.

25. Definition of Harassment
Sexual Harassment – Sexual advances, request for sexual favors or verbal or physical conduct of a sexual nature. In some cases, sexual harassment precedes sexual abuse and is used by sexual predators to desensitize or groom their victims.
Some examples of sexual harassment include;
Sexual epithets, jokes, written or spoken references to sexual conduct, speaking about one’s sex life in the presence of a young person, comments about an individual’s sexual activity, deficiencies, or prowess.
Verbal abuse of a sexual nature
Displaying sexually suggestive objects, pictures or drawings.
Sexual leering or whistling, any inappropriate physical contact such as brushing or touching, obscene language or gestures, and suggestive or insulting comments. -

26. Definitions of Abuse and Harassment
Is it Abuse or Harassment?
Whether the alleged conduct amounts to sexual abuse or sexual harassment is not to be determined by the adult to whom allegations are made. Treat all allegations seriously. -

27. True or False: Abuse and Harassment Facts
Most sexual abuse and harassment is committed by strangers
False. Most abuse is committed by someone the victim knows and trusts (approx. 90% of sex offenders were relatives or acquaintances of their victims).
Teenagers often make up charges of sexual abuse or harassment to get attention or to get what they want from adults.
False. Only 1% to 4% of sexual abuse reports are fabricated.
If a teacher brushes up against a student, only an oversensitive teenager will suffer significant emotional harm.
False. The possibility of significant emotional harm is present whether sexual abuse or harassment occurs. The level of trauma suffered depends on many factors, and “normal” teens can be affected to varying degrees (for example, feeling powerless to stop the situation or confused, ashamed, or isolated).
If an adult gets along well with young people, it’s very unlikely that he or she is a sexual offender.
False. Offenders often cultivate an image of being “good with young people” in order to gain trust from the community and victims.

28. True or False – Abuse and Harassment Facts Continued
A teenager who drinks alcohol, takes drugs, or stays out late at dance clubs is asking to be a victim of sexual abuse or harassment.
False. Poor judgment and inexperience do not mean that a student deserves to be abused.
Teenage victims of sexual abuse and harassment often try to keep it a secret because they may feel responsible for what’s happening.
True. Young people who are just growing into their sexuality are often unsure of appropriate behavior and, therefore, may not immediately object if they feel uncomfortable. As a result, teens often feel that they have participated in the activity or “led on” the offender. Social stigmas about sexuality also contribute to feelings of shame. This is especially likely in the Youth Exchange context, where inexperience with the host culture can add to the teen’s confusion.

29. True or False – Abuse and Harassment Facts Continued
A teenager who drinks alcohol, takes drugs, or stays out late at dance clubs is asking to be a victim of sexual abuse or harassment.
False. Poor judgment and inexperience do not mean that a student deserves to be abused.
Teenage victims of sexual abuse and harassment often try to keep it a secret because they may feel responsible for what’s happening.
True. Young people who are just growing into their sexuality are often unsure of appropriate behavior and, therefore, may not immediately object if they feel uncomfortable. As a result, teens often feel that they have participated in the activity or “led on” the offender. Social stigmas about sexuality also contribute to feelings of shame. This is especially likely in the Youth Exchange context, where inexperience with the host culture can add to the teen’s confusion.

30. True or False – Abuse and Harassment Facts Continued
An adult volunteer gossiping about a female student’s figure is sexual harassment.
True. Within Rotary’s definition, gossiping about and referring to a person’s sexual attractiveness or deficiency constitute harassment. The gender of the harasser is irrelevant.
Males can be sexually abused by females.
True. Males can be abused by females. Abuse is “engaging in implicit or explicit sexual acts with a student or forcing or encouraging a student to engage in implicit or explicit sexual acts alone or with another person of any age, of the same sex or the opposite sex.” Among reported cases of sexual abuse against boys, 14% were committed by females.
An adult host brother leaving pornographic magazines in an exchange student’s room is sexual abuse.
True. Exposing a child to sexual or pornographic material is sexual abuse. -

31. Role of the Host Family
Provide a safe, nonthreatening, respectful, and appropriate environment in which trust and friendship between you and the student can develop.
Support the student and make the student feel part of your family. Listen to the student.
Maintain close contact with the host Rotary club so that any problems can be addressed and resolved quickly.
Participate in training and orientation offered by the Rotary club or district for host families.
Be informed of any special needs your student may have, such as dietary restrictions or medical concerns.
Ensure the student knows how to contact the people in his or her support network, and do not feel threatened if the student feels unable to discuss problems with you.
Voice any questions or concerns you may have about your student – even seemingly insignificant ones – to the student’s counselor or host Rotary club chair or district Youth Exchange chair.

32. Role of the Host Family (Continued)
Know how to contact Rotary representatives and community services quickly in case of an emergency.
Establish communication with your student before he or she comes to live with your family; if possible, communicate with student’s family at home.
Provide room and board for your student. The student must have his or her own bed. If the student must share a room, it should be with a child of the same gender and similar age, if possible.
Celebrate your student’s birthday and other special occasions.
Exercise supervisory and parental responsibility to ensure your student’s well-being.
Strive to understand the challenges your student is facing as he or she experiences life in a new country.
Help your student become involved in community life by introducing him or her to neighbors, friends, and community groups.
Teach your student about your culture and learn about the culture in your student’s home country.
Understand the program rules applicable to the student and to your family.
Throughout the exchange, advise your student about matters such as school, family, community functions and choosing friends. -

33. Recognizing Problems and Reporting
Rotary International takes youth protection very seriously and has specific guidelines for handling allegations of sexual abuse and harassment.
Rotary’s abuse prevention system has many layers that work together, and each participant has a role to play. For example, district Youth Exchange committee creates a youth protection policy, and district or club officers carefully screen and select each adult involved in the Youth Exchange program
Every allegation of sexual abuse or harassment must be taken seriously. Criminal allegations must be reported to the appropriate authorities. -

34. Recognizing the Signs and Symptoms of Abuse and Harassment
Signs and symptoms of sexual abuse and harassment may include:
Extreme activity or withdrawal
Displays of low self-esteem
Expressing general feeling of shame
Fear, particularly toward certain individuals
Declining school performance
Eating disorder
Insomnia
Irritability or angry outbursts

35. Recognizing the Signs and Symptoms of Abuse and Harassment (Continued)
Difficulty concentrating
Avoidance of people, places, and things that might remind him or her of the incident
Anxiety or depression
Nightmares
Headache, gastrointestinal distress, or abdominal, back or pelvic pain
Suicidal thoughts
Involvement with drugs or alcohol
Aggressive/risk-taking behavior or antisocial behavior. -

36. Difficulty making friends
What challenges might your students experience in adjusting to their new environments?
Homesickness
Language difficulty
Difficulty making friends
Difficulty interpreting culture-specific social cues
Host family conflicts
Discipline or attitude problems
Other emotional difficulties -

37. How will you know when your student is facing these challenges?
The student –
Talks to counselor about academic struggles, homesickness, language difficulty, or related problems
Asks to move to a new host family
Doesn’t seem to be learning the language of the host country
Doesn’t talk about new friends or positive activities
Calls home frequently
Becomes irritable or has angry outbursts
The host family or school officials –
Complain of attitude problems
Notify you of poor academic performance
Share concerns about inadequate social adjustments. -

38. What should you do if you recognize any of these signs?
Talk to the student about the signs you are seeing.
Ask open-ended questions that get the student talking.
Help the student find activities to become involved in.
Offer or help arrange additional language assistance.
Encourage the student to speak with the host family or serve as a mediator between the student and the host family.
Speak with school or community members to arrange help for the student.
Seek support services such as medical assistance, counseling, or support hotlines.
Notify your district Youth Exchange chair if local action fails to resolve how-level challenges or if a serious problem occurs. -

39. What student actions or behaviors might lead you to suspect a student is being abused or harassed?
Expresses sudden, unexplained homesickness.
Becomes extremely active or withdrawn.
Displays low self-esteem.
Expresses general feelings of shame.
Begins performing badly in school.
Develops an eating disorder (especially common for girls).
Becomes aggressive or a “risk-taker” (especially common for boys).
Has trouble sleeping or has nightmares.
Becomes irritable or has angry outbursts.
Becomes anxious or depressed.
Displays symptoms of physical tension, such as headaches, stomach trouble, back pain.
Has suicidal thoughts or engages in self-destructive behavior.
Becomes involved with drugs or alcohol. -

40. Recognizing the Signs
The signs of abuse and harassment are often the same as other problems.
Watch for:
Sudden changes in behavior
Clusters of symptoms
Drop off in school performance -

41. Respond to an allegation non-judgmentally
What should you do if a student reports an incident of abuse or harassment or if you suspect an incident of abuse or harassment has occurred?
Act immediately to ensure the student’s safety. This may involve removing a student from an activity or host family.
Reassure the student that you believe his or her report and that the student was right to report.
Respond to an allegation non-judgmentally
Understand a student’s emotional and physical needs in the event of an incident.

42. What should you do if a student reports an incident of abuse or harassment or if you suspect an incident of abuse or harassment has occurred? (cont.)
Talk to the student about the signs you are seeing. If the student wishes not to speak with you or the counselor about the situation, strongly encourage the student to talk to someone else.
Report the allegation to the Youth Protection Officer and the District Chair
Seek support services for the student, such as medical assistance, hotlines and counseling. -

43. Key Points
Suspected abuse and harassment must be treated as serious safety concerns.
All allegations of sexual abuse or harassment must be taken seriously, though the appropriate response to suspicions of abuse or harassment can vary from country to country.
The first priority is to protect the student’s safety. Even a low level of suspicion should trigger an active response. -

44. Receiving a Report of an Allegation Reporting Procedures
Report from Student or other individual
Listen attentively & stay calm
Assure privacy but not confidentiality
Get facts but do not interrogate
Be non-judgmental and reassuring
Protect the student
Report to D7170 Youth Protection Officer and the district chair
Avoid gossip and blame
Do NOT challenge the alleged offender
Follow-up -

45. Follow-through Provide support services to the student.
Remove the alleged offender from contact with youth for the duration of the investigation.
Cooperate with law enforcement authorities.
Offer an independent, non-Rotarian counselor to the student.
Offer the student the option of staying in the host country or going home (with parents’ written approval).
Contact the student’s parents, usually through sponsor district chair.
Contact the district Youth Exchange chair in the partner district. -

46. 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

47. 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

48. 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.

49. Being the 1st Host Family
First Host Family
Excitement – everything is new
Culture shock – major adaptations
Language struggles
School arrangements
Often the closest bonds
Set the standards for the year

50. Being the 2nd/Last Host Family
Second (or Third) Host Family
Transition issues
New family practices
Language and culture begin to “click”
Last Host Family
Comfortable with language and culture
Big events: prom, graduation, departure
Preparing for separation
Tearful goodbyes

51. Responsibilities of Rotary
Select qualified host families
Provide counselor & monthly allowance
Help with school arrangements
Be an advocate for student
Counselor/YEO “supervise” student
Communicate & Support host families & schools
Help with transportation for “special events”

52. Responsibilities of Rotary
Counselor contacts once/month (min.)
Club meetings once/month (min.)
Encourage involvement by members
Help with school issues during year
Arrange transition to new host family
Maintain student’s Emergency funds
Available 24/7/365 for support

53. Support System Club & District Committee
List of contacts and Organizational Chart
Club Level
Counselor
Youth Exchange Officer
President
District Level
Country Contact
Chairperson
Student Protection Officer

54. District 7170 Flow Chart

55. Activities and Calendar
Mandatory Events
Inbound Orientation, Sept.
Transportation by host Rotary Club
Arrive Thursday evening 5 to 7 pm
Pick up Saturday afternoon, 3:00 PM
Foundation Dinner, Oct / Nov – week night
Inbound Orientation, Feb
District Conference, May / June
Transportation by Host Club
Arrive Friday evening 5 to 7 pm
Return Sunday afternoon, 4:00 PM

56. Activities and Calendar
Optional Activities
New York City Trip Oct / Nov
Christmas Party, Dec
Albany Trip, April – 1 day
Good Bye Picnic, June
USA Trip, July 30 days

57. Activities and Calendar
Tour of USA - 30 days in late Jun-July
9200 miles across USA & return
Chaperoned & stay in hotels
Pick-up & return in Syracuse
Est. cost $2,600.00
Visit major National Parks & cities
Depart for Home – July 15 or Aug 10

58. The End of the Year
Leaving for home will be hard for the student and the Host Families
Reverse culture shock
“The more successful the exchange, the harder the leaving & re-entry”
Maintain contact
You WILL probably see them again

59. Other Topics The Exchange Cycle – Dietary issues (religious or other)
Re: back cover of handbook
Dietary issues (religious or other)
Connecting with your student’s parents
Before arrival
During your hosting time period
After they leave

60. The Exchange Cycle 2 4 6 8 1 3 5 7 Application Anxiety
Application Anxiety
Selection/Arrival Fascination
Elation
Expectation
3. Initial Culture Shock: 1-6 Months
Novelty wears off
Characteristics:
Sleeping Habits
Disorientation
Language difficulties
Fatigue (Mental/Physical)
Eating
4. Surface Adjustments
After initial “down”
Settle in:
Language improves
Navigate culture
Friends
Social Life

61. The Exchange Cycle 2 4 6 8 1 3 5 7 5. Mental Isolation
5. Mental Isolation
Frustration increases
New sense of isolation
Boredom
Lack of motivation
Unresolved problems
Language problems
6. Integration/Acceptance
Begin to examine society
Accept surroundings/self

62. The Exchange Cycle
9. Reverse Culture Shock Reintegration
Contrast of old and new
Family/friends
Difficulty to accept change
Not the center of attention
Others not interested in experience details
Reorientation
Note: Upside comes after experiencing reverse culture shock and realizing to what extent they have become bicultural.
7. Return Anxiety
Preparation for departure,
Realize changes, Desire to stay
Results: Confusion/Pain
Breaking of bonds
No promise of renewal in future
8. Arrival at home
Eager to relate experiences
Looking forward to renewing
old relationships

63. 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

64. Questions ?