1. District 6630 RYE Volunteer Training July 24, 2018
Note: More detailed information regarding the topics covered in this presentation can be found in the RYE District Training Manual located on the Rotary District 6630 website:
Rotary District 6630 Youth Exchange Resources

2. WELCOME and THANK YOU!
Without your time, passion and commitment, there could be no Youth Exchange Program!

3. Agenda Introductions Preparing for the Student’s Arrival
The Exchange Year
Required Reporting & Timeframes
Prepping the Next Host Family
Travel Rules
Student’s Document Safekeeping
Student Insurance
Exchange Termination
RYE Volunteer Responsibilities
NEW Required Online Training
Rebounder Advice
High School Foreign Study Program
Short Term Program (STEP)
Resources
Questions

4. District RYE General Chair: Bob Heydorn
District Committee
District RYE General Chair: Bob Heydorn
District RYE Outbound Chair: Patrick Kelley
District RYE Inbound Chair: Shelia Hedrick
District RYE STEP Co-Chairs: Bob Huge & Judy Stull /
District RYE Trainer: Susan Colville-Hall

5. Students RYE Structure Ohio-Erie District 6630 Committee
Sponsoring District
Ohio-Erie
Host Club
YEO
Counselor
Host Family

6. The Student Arrives
Contact must be made with the Student before arrival
Confirm Flight Information
Share with those impacted (YEO, Counselor, Host Family and District)
Meet Student at the Airport; “First Night Questions”
Advise the natural parents of Student’s arrival
Enroll Student in school - choose courses wisely
Extra Curricular Activities

7. The Exchange Year Student’s attendance at Rotary Club Meetings
Student’s Mandatory events
RYE Calendar of Events
Student’s Funds
Emergency Fund & Spending Account
Stipend
Student is to speak English at all times

8. Required Reporting & Timeframes
Reports and Information will be Submitted using the “Portal” (the “Portal” will be discussed later in the presentation)
Host Family Follow-Up Report
Due 60 days after Student Arrives
Counselor’s Monthly Report - must be completed and submitted during each calendar month
Arrival and Departure Dates

9. Preparing for the Next Host Family
Host Family must be qualified and trained before they may host - YEO
Host Family change must be reported on the “Portal”
Host Family First Visit
Host Family Follow-Up Report
Due 60 days after Student moves

10. Travel Rules NO Independent Travel by Student
ANY Out of District Travel:
MUST HAVE PRIOR DISTRICT APPROVAL
MUST be with Host Family, Vetted Rotarian or School
MUST obtain Natural Parents approval
MUST provide full trip details to District
ONLY exception – Official Inbound Trips
East or West Trip
Disney Trip

11. Student’s Document Safekeeping
Documents Include:
Passport
VISA
insurance card
return airline ticket
Should be kept by Counselor or YEO

12. Student’s Insurance Students should arrive with paid health insurance
Students should have insurance card
Handling claims

13. Exchange Termination Early exchange termination is an extreme measure
CANNOT be determined at the club level
District Chair should be contacted to oversee process to ensure proper protocol is followed

14. RYE Volunteer Responsibilities
YEO
Counselor
Student
Host Family
Rotary Club
District Committee
Using the “Portal” (links provided in Resource section)

15. NEW Online Required Training
Course Title
YEO
Counselor
Host Family
DOS Local Coordinator Training X
Youth Protection Awareness
US Volunteer Training
Counselor Training
Host Family Training

16. Rebound Advice Thoughts to consider during Rebounder’s presentation:
How was the Rebounder’s exchange experience?
Did the YEO, Counselor and Rotarian contacts have a positive impact on the exchange?
What, in the Rebounder’s opinion, do they need from their host family in order to have a successful exchange?
What can you do to ensure your student’s exchange is successful?

17. Outbound – High School Foreign Study Program
Foreign Rotary Club Scholarship in 33 Countries
No monetary commitment for sponsoring Rotary Club
Great way to promote your club
Students must be between 15 and 181/2 before 9/7/19
Visit District 6630 website for more details:

18. Outbound - Short Term Exchange Program
Direct exchange
Two Students with each other’s family
Exchange lasts about eight weeks
Fours weeks in each country
No monetary commitment for sponsoring Rotary Club
Great way to generate interest in Long-Term Program
Visit District 6630 website for more details:

19. RYE Resources
RYE Calendar of Events
RYE District 6630 Training Manual
Host Family Application
Link to the Portal

20. Thank you for Attending!
Questions???
Thank you for Attending!