1. What is Rotary Youth Exchange?
4/25/2019
What is Rotary Youth Exchange?
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2. Agenda History Types of Exchange Rotary Family Program Management
Roles and Responsibilities
Student Selection
Orientation
Farewell
District 9680

3. History
1920’s
Began in Europe between a handful of Clubs
1930’s
Continued in Europe up until the outbreak of World War 11
1946
Exchange Program resumes
1972
Becomes an official program of RI
Today over 8,000 students participate in the program each year.
District 9680

4. (Australia – New Zealand)
Types of Exchange
Long Term
(12 Months)
Short Term
(3 Months)
New Generations
(3-6 weeks)
Vocational
Twin
(Australia – New Zealand)
District 9680

5. International Service
The Rotary Family
Rotary Club
Avenues of Service
Club Service
Vocational Service
Community Service
Youth Service
International Service
District 9680

6. Program Management District / Multi-District Chairman Committee
3 year Term
Committee Structure
Treasurer
Placement Officers
Inbound/Outbound Counsellors
District 9680

7. Responsibilities of the District Committee
Work with Clubs
Train Club Youth Committee on Youth Exchange
Establish Expectations
Provide Information
Encourage Alumni/ ROTEX
Co-ordinate Youth Protection
Screen all Volunteers
Ensure Child Protections Forms are Signed
Develop Support Systems
Manage Outbound activities
Establish International Contacts
Help Clubs select students
Manage Orientation Program
Co Ordinate Travel
Review Student Reporting
Manage Inbound Activities
District/Club Liaison
Manage arrival orientation
Assist Host Parent training
Airport Duties
Risk Management
Incident Management
Guidelines for Student/Adult Volunteer removal
Crisis Management Procedures
Back-up Host Families
Insurance
District 9680

8. Responsibilities of the District Committee
Student Compliance
RI Guidelines
District Guidelines
Club Guidelines
Promote Program
Club & District Websites
Facebook
Local Newspaper Articles
Effective Communication
Students
Clubs
District Officers
District Reporting
Serious Incidents
Harassment
Early Returns
Deaths
Program Evaluation
Prohibition of Club to Club exchange
All Exchanges must go via District structure
District 9680

9. Responsibilities of the Rotary Club (General)
Co-Ordinate Club Youth Exchange Activities
District Programs
RI Policies
District Policies
Attending District YE Meetings
Establish Club expectations with Student
Ensure Students attends mandatory Functions
District Conference
Orientation Briefings
Notify District Chair of any issues or concerns
District 9680

10. Responsibilities of the Rotary Club (Outbound Student)
Promote Youth Exchange Program
To Students in Community
Distribute Application Forms
Interview candidate Students
Recommend successful students to District
Assign Club Counsellor to successful Student
Maintain contact with student and district co-ordinator
District 9680

11. Responsibilities of the Rotary Club (inbound Student)
Establish contact before arrival
Meet student at airport
Assign a Rotarian counsellor
Interview and screen potential host families
Arrange following:
Monthly Allowance
Bank account
School enrolment
District 9680

12. Responsibilities of the Rotary Club (Counsellor)
Establish contact before arrival
Club Expectations
District Expectations
Documentation issues
Counsel Student
Class choice
Making friends
General activities
Assist with:
Culture
Language
Ensure Student is involved in school and community activities
Be an advocate for the student in any matter
District 9680

13. Responsibilities of Rotary International
Forward Student inquiries to District Chairs
Provide up to date list of District Chairs
Facilitate Communication between District Chairs
Develop promotional material for the program
Work with other exchange programs and regulatory authorities
Assist in planning annual meeting of Youth Exchange chairs at annual RI Conference
District 9680

14. Student Selection Age 15-17 (must not be 18 on day of departure)
Age for the New Generations exchange program
Above-average academic performance
Ability to express oneself clearly and effectively
Demonstrated community leadership skills
Residency (within the sending district)
Adaptability (outgoing, confident, and willing to adjust to changing
surroundings)
Potential for being an excellent Rotary ambassador
Complete and unqualified support of parents
Proficiency in or capacity to learn the language of the host country
District 9680

15. Information for Parents
Outbound Orientation
Program Information
Expectations
Cultural Preparation
Safety
Travel Information
Information for Parents
District 9680

16. Outbound Orientation Program Information Rules and regulations
Travel restrictions
Finances
Roles and responsibilities of participants
Basic Rotary information
Budgeting (allowance/stipend and costs)
Contact information for the sending district chair, district governor, club president, and Rotarian counsellor
Program Information
District 9680

17. Outbound Orientation Expectations Suggestions for speaking at Rotary
Meetings (e.g., bring USB with a PowerPoint presentation, pictures, maps from home)
Communications with home
Role as a Rotary ambassador
Expectations
District 9680

18. Outbound Orientation Cultural Preparation
Role of the host club and counsellor
Homesickness
Adaptability and cultural tolerance
Language training
Host families and sample questions
Cross-cultural preparation and research on host country
Gift Giving
Cultural Preparation
District 9680

19. Safety Outbound Orientation
Abuse and harassment prevention and awareness training, including reporting (required)
Gender-specific breakout session to discuss sensitive issues (eating disorders, sexual harassment, etc.).
Within rooms, it’s a good idea to separate students by native language or according to countries/regions they are visiting.
District 24-hour contact number and contact information for two non- Rotarian resource persons, one male and one female
Safety
District 9680

20. Outbound Orientation Travel Information Passport and visa information
Finances/money
Insurance, health care discussions
Luggage, packing suggestions, etc.
Youth Exchange Blazers
Travel Information
District 9680

21. Information for Parents
Outbound Orientation
Parents-only meeting to discuss the challenges of being a parent of an exchange student, visiting the student abroad, and what the parent can expect when their child comes home
Information for Parents
District 9680

22. Working with Parents Preparing for the return Financial Obligations
Rules for Students
Parental Visits
Correspondence
Preparing for the return
District 9680

23. The most effective host families are
Inbound Hosting
Caring and respectful with each other
Curious about different activities and places outside the home and interested in a variety of topics
Flexible (able to adapt to having someone new in the home)
Good humoured and able to put a problem or situation into perspective
Patient and willing to work through common misunderstandings
Have children of a similar age
The most effective host families are
District 9680

24. Inbound Orientation Program Information Expectations Cultural Concerns
Health
&
Safety
District 9680

25. Saying Goodbye Farewell
During the final weeks of an exchange, many students struggle with conflicting emotions about leaving the new friends they’ve made and returning home.
Involve host families
Finalize travel arrangements.
Invite students to participate in outbound orientation.
Conduct evaluations.
Saying Goodbye
District 9680