1. Workshop for New Rotary Youth Exchange Officers Kate Hoeppel, Youth Exchange Senior Supervisor, RI Alan Wylie, Chair, 2013-14 RI Youth Exchange Committee

2. Welcome!

3. TITLE | 3 Role of RI Staff John Hewko, General Secretary Michele Berg, Chief Officer, Programs and Member Services Victor Barnes, Director, Programs & Grants Sharon Cyr, Manager, Programs Adam Doty, Manager, New Generations Programs Kate Hoeppel, Senior Supervisor, Youth Exchange Tom Woods, Senior Coordinator, Youth Exchange Jessica Borrego, Compliance & Reporting Coordinator, Youth Exchange Lauren Ribant, Service Coordinator, Youth Exchange youthexchange@rotary.org

4. TITLE | 4 Youth Service – the Fifth Avenue of Service New Generations Service  Youth Service New Generations Service was enacted in 2010 Name was changed to Youth Service in 2013 Includes any activity serving those under 30 Encourages the promotion and cross-promotion of programs Cultivation of program participants and their families as future Rotary members

5. TITLE | 5 Rotary Youth Exchange An Opportunity of a Lifetime

6. TITLE | 6 Youth Exchange Program Summary Two Programs – Short Term Program – Long Term Program Both provide opportunities – Be the ambassador – Experience new culture – Make friends for a lifetime

7. TITLE | 7 Short Term Program One on One exchange with another student Hosted by exchange student’s family Normally three to four weeks in each country

8. TITLE | 8 Long Term Program For one school year Total immersion in the culture – Will become fluent in the language Hosted by 3 families (on the average) Supported by Rotary club and Rotary counselor

9. TITLE | 9 Why Rotary Youth Exchange is #1 ! Careful interviews Thorough orientations Local support group (Rotary club) Activities provided by Rotary Low cost

10. TITLE | 10 Qualifications of Rotary Exchange Student Good student (upper half of class) Willingness to adapt to new situations Initiative to get involved in activities Willingness to speak to groups Attitude for giving to others THE TRAITS FOR BEING AN AMBASSADOR

11. TITLE | 11 Approximate Costs of the RYE Programs Short Term -- $1800 – Air fare – Insurance – Incidental costs abroad – Costs for hosting Long Term --$6,000 – Air Fare – Insurance – Orientations – Language camp – Monthly allowance – Blazer, pins, slides Host club provides allowance

12. TITLE | 12 Schedule Short Term – Club Interview - Oct – District Interview – Dec – 1 Sat Orientation with parents – Mar or Apr – Exchange - Jun - Aug Long Term – Club Interview - Oct – District Interview - Dec – 2 Sat Orientations with parents – Jan – Mar – Orientation camp for Students - June – Departure – late Jul – Aug – Return - following June / July Note: Some districts combine Short Term and Long Term processes

13. TITLE | 13 For More Information Short Term – Club Rotarians – Short Term Outbound Coordinator – District Youth Exchange Officer Long Term – Club Rotarians – Long term Outbound Coordinator – District Youth Exchange Officer www.scrye.org www.yeoresources.org

14. TITLE | 14 Rotary Club Involvement

15. TITLE | 15 Club Involvement is Critical No club involvement ==> no program Some districts host & send 40+ students – Belgium, Mexico, … – Alaska, Ohio, Michigan, Washington, NY Many districts do not promote program – Very few number of student exchanges Improvement certainly possible – A culture change

16. TITLE | 16 Challenges to Club For hosting students (long term) – Budget ($1,500 to $2,500) – Host Families (perhaps biggest challenge) For sending student (short term / long term) – Little cost unless providing scholarship – Provide banners For both – Having committee to lead effort (more later)

17. TITLE | 17 Club Structure for Youth Exchange President Board of Directors International Director YOUTH EXCHANGE COMMITTEE – Club YEO (2-3 year term) – Counselor(s) for Student(s) – 3 to 10 members (2 to 3 year terms) Consider every new member for committee

18. TITLE | 18 Tasks for Club Youth Exchange Committee Inbound Program (for long term students) – Find host families (look for dynamic Moms) – Appointing counselor (student’s “best friend”) – Getting student involved early (Rotary club, school activities, community) Outbound program – Marketing program at schools … – Student interviews See RI Youth Exchange Handbook

19. TITLE | 19 Rotary District Involvement

20. TITLE | 20 District Committee Tasks Gain support of District Governor Promote Rotary club involvement Establish exchange agreements abroad Oversee budget and calendar Ensure compliance

21. TITLE | 21 District Activities Outbound Program – District student interviews – Family and student orientations – Rebound orientation Inbound Program – Counselor and host family orientation – Student orientation after arrival – Socials (Christmas party, Interact District Conference, Farewell Party, …) District Conference

22. TITLE | 22 District Committee Basic Structure Youth Exchange Officer Long term inbound chairman Long term outbound chairman Short term chairman Treasurer Youth Protection Officer Compliance Officer Insurance Officer

23. TITLE | 23 Outbound Program

24. TITLE | 24 Three Elements Recruiting Interviews Orientations

25. TITLE | 25 Recruiting Outbound Students

26. TITLE | 26 Visits to Schools How many clubs make visits to schools – 5 or more clubs – 10 or more clubs – 25 or more clubs Rotarian does not have to be expert – Sample presentations are available D5890 … – Experienced people will help

27. TITLE | 27 Message at School Looking for 20 (or 30 / 40) students from 150 schools in district Fantastic opportunity for those wishing to be ambassador Evening information meeting to be held for interested students and parents

28. TITLE | 28 Evening Information Meeting For Students and Parents Those supporting – Rotarians – Inbounds and former outbound students (Rotexes) – Rotex parents Tools – Presentation (slides 4 to 13 in this presentation) – Videos – Speeches (Rotex, Rotex parents, Rotarians)

29. TITLE | 29 Approaching Schools Does Work One Rotary club in Houston district visited 3 or 4 schools, each for a day. Result for 2009 2010 – Long term outbounds – 13 – Short term outbounds – 10 Result for 2010 2011 – Long term outbounds – 16 – Short term outbounds – 10

30. TITLE | 30 Interviewing Outbound Student Applicants

31. TITLE | 31 Club Interview First interview Conduct in Rotarian’s home -- 30 min Interview parents separately Determine if student committed Review recommendation of school Recommend student for district interview only if would be excited to host student in own home

32. TITLE | 32 District Interview In Houston, all day Saturday session For students and parents Involve Rotarians and Rotex Difficult often in making final decisions Side comment – parents often join Rotary

33. TITLE | 33 Decision Making Factors to consider – How many students can accept (based on expected number of host clubs) – Likelihood that student will succeed in new culture / language environment – Would interviewer be willing to host student in own home? Better to say no than to have student fail

34. TITLE | 34 Outbound Student Orientation

35. TITLE | 35 Schedule for Orientations Long Term Students – With Parents (2) – January and March – Student orientation camp in June Short Term students – March

36. TITLE | 36 Orientation Topics What is Rotary Why does Rotary sponsor Youth Exchange Preparation for departure Helpful hints for time abroad

37. TITLE | 37 Preparation for Departure Importance for learning the language Knowing the country culture Passport, VISA, Insurance, Airline tickets Immunizations Gifts, Photography, Luggage, Packing Making good first impressions Blazers, trading pins, speeches Slides for Rotary club presentation

38. TITLE | 38 Helpful Hints for Year Abroad Rules and expectations of Rotary Being the ambassador Adapt to Host Family, 1 st night questions Importance of Rotary counselor Participation in School Homesickness, Limited communications home Making close friends, speaking language Getting involved with club and community

39. TITLE | 39 Inbound Program

40. TITLE | 40 Two Orientations Counselor and Host Family Orientation in July (prior to student arrival) Student orientation 1 to 2 weeks after arrival Ohio Erie Multi District video used to address abuse / harassment

41. TITLE | 41 Basic Rule for Host Families TREAT STUDENT AS YOUR OWN! – Responsibilities – Rules (Curfew, …) – Freedoms Students are here to learn and understand our way of life and are instructed to adapt, adapt, adapt…

42. TITLE | 42 Rotary Counselor Is Key to Success Year-around Rotary contact for student and host families Best friend to help solve problems for student and host families Important to prepare -- stay ahead of the challenges that will face student Good idea -- counselor-in-training for following year

43. TITLE | 43 Student Orientation Stress high expectations for being ambassador Orientation topics – Adapt to host family – Applying oneself at school – Make right set of friends – Become involved in Rotary club – Be known in the community – Communicate to Rotary back home Suggestion – involve Rotex

44. TITLE | 44 Host Rotary Club Host Families Exchange Student / Counselor Your Community School Friends in High School Host Rotary District Challenges for the Rotary Youth Exchange Student

45. TITLE | 45 Short Term Exchanges

46. TITLE | 46 Two Categories Home stays – Most of our experience Camps (can include college students) – Conducted Europe, Turkey, California, …

47. TITLE | 47 Home Stays 1 on 1 exchange with another student Hosted by exchange student’s family Normally 3 to 4 weeks in each country

48. TITLE | 48 Camps Brings students together from several countries Examples – Wilderness camp in Canada – Turkey – California – Bill Sturgeon

49. TITLE | 49 Budgets

50. TITLE | 50 Rotary Youth Exchange District Budget Source – District Potential supplementary source – Outbound Students (Flat Fee System) Everyone wins with Flat Fee System – Student fees help district to finance program – Student cost is half the cost of other major exchange programs

51. TITLE | 51 Outbound Student (Flat Fee System) Student Fees to district cover the following: – Airfare – Insurance – Orientation Camp – Business Cards – Blazer – Trading Pins, shirts – Orientations Balance used to help run program

52. TITLE | 52 Club Budget Student allowance District activities for students – Orientation Week-end – Youth Exchange Conference in Tulsa – Rotary District Conference T-shirt and Sweatshirt Other (Rotary lunches, Xmas present, …)

53. TITLE | 53 Presentation Summary

54. TITLE | 54 Summary of Long- and Short-term Programs Overview – Good summary for presenting to outbound applicants and parents Rotary Club Involvement – Club committee is essential for program to be successful year after year Rotary District Involvement – Important to spread responsibilities amongst committee members

55. TITLE | 55 Summary of Long- and Short-term Programs (continued) Recruiting Outbound Applicants – Conduct numerous information meetings across district to promote program, utilizing Rotex – Repeat year after year, so students know you are coming Interviewing Applicants – Insist on quality – better to say no than to have student fail

56. TITLE | 56 Summary of Long- and Short-term Programs (continued) Student Orientations – Emphasize expectations are high for being ambassador for Rotary Counselor / Host Family Orientation – Treat students as your own – Importance of preparation – staying ahead of the challenges that will face studen Short Term Exchanges – Valuable introduction to new culture

57. TITLE | 57 RI Policies

58. TITLE | 58 Rotary Code of Policies (RCOP) How is the RCOP is updated and revised? Recommendations by the Youth Exchange Committee Memorials to the Board Where can I find Youth Exchange RCOP sections? www.rotary.org or youthexchange@rotary.org www.rotary.orgyouthexchange@rotary.org – 2.110 – Youth Protection – 17.060 – District Finances – 41.060 – Youth Exchange

59. TITLE | 59 RI Certification

60. TITLE | 60 History 2002-06, RI Board establishes policies for effective operation of Youth Exchange program Minimum standards for youth protection, allows for variation in local legal circumstances

61. TITLE | 61 Key Components General Liability Insurance Coverage and limits appropriate to geographic region Incorporation (Legal Entity) E.g. corporation, trust, foundation, etc. Youth Protection Policy Abuse and Harassment Prevention Policy Abuse and Harassment Reporting Guidelines Youth Volunteer Agreement

62. TITLE | 62 General Liability Insurance Covers Third Party Claims –At minimum, covers bodily injury and property damage –Occurrence rather than claims-based (recommended) Name of insured matches legal entity RI U.S. Club and District Liability Insurance Multi-national districts purchase insurance for all jurisdictions participating in Youth Exchange

63. TITLE | 63 Incorporation District or Youth Exchange program – For district incorporation, contact Club and District Support representative to ensure RI Board incorporation requirements are met (RCOP, 17.020) Governor authority Indemnification of corporate members Multi-national districts – If legal entity not recognized in all jurisdictions, may need to register or incorporate in other countries

64. TITLE | 64 Youth Protection Policy Allegation Reporting Procedures Provides a framework for protecting Youth Exchange students: – District adopts Rotary’s Statement of Conduct for Working with Youth (RCOP 2.110) – All allegations of abuse or harassment must be reported to and investigated by local law enforcement – All Rotary clubs and districts must comply with local laws for youth protection

65. TITLE | 65 Youth Protection Policy Allegation Reporting Procedures – Establish reporting hierarchy – Procedure for contacting students parents – Accused removed from contact with youth – Procedure for moving student into temporary housing – Student provided with support services

66. TITLE | 66 Youth Protection Policy – Any individual who admits to, has been convicted of, or otherwise found to engaged in sexual abuse or harassment is prohibited from working with youth in Rotary context. Rotarians who meet the above criteria are terminated and prohibited from club membership – If investigation is inconclusive, additional safeguards must be put in place to protect any youth with whom the accused might have future contact

67. TITLE | 67 Youth Protection Policy District Governor Authority – District governor has authority over the program – Certification requirements must continue to be met in order for district to participate in the program – District has a system to ensure club compliance with district Youth Exchange policies Records & Documents – Document retention policy in accordance with local laws

68. TITLE | 68 Youth Protection Policy Student Selection & Training – Application – Interview – Parent Interview – No “backdoor” exchanges – Students have multiple host families (long-term)

69. TITLE | 69 Youth Protection Policy Volunteer Selection & Screening – Application – Interview – Reference and Criminal Background Checks – Host families – home visits Rotarian Counselor – Cannot be a host family member – Receives specialized training in handling problems, or allegations of abuse or harassment

70. TITLE | 70 Youth Protection Policy Volunteer Training – All adults (Rotarian and non-Rotarians) involved in the program receive training – Program administration, rules, and abuse and harassment awareness and prevention Students Preparation and Training – Orientation – Emergency contacts Rotary club and district contacts Local resources Contact the district 24 hours per day

71. TITLE | 71 Youth Protection Policy Student Travel Insurance – 24 hour, door-to-door – Valid in all countries during exchange – 24 hour emergency assistance – US$100,000 – medical, dental – US$100,000 – accidental death, dismemberment, or disability – US$50,000 – transport or evacuation (medical emergency) – US$50,000 – repatriation of remains – US$50,000 – transport or evacuation (non-medical emergency) – US$500,000 – personal liability

72. TITLE | 72 Annual Reporting to RI – Annually submit inbound student data – Complete annual survey – All serious incidents (e.g. early return, accident, crime, death, etc.) and all allegations of abuse or harassment must be reported to RI within 72 hours

73. TITLE | 73 District Recertification Districts recertify every 4-6 years Why recertification? – District leadership turnover – Keep apprised of local laws/regulations – Learn about best practices and successes Review district youth protection policies, general liability insurance, and incorporation

74. TITLE | 74 Multidistrict Youth Exchange Organizations

75. TITLE | 75 Multidistricts and RI What RI policies are applicable to multidistricts? 41.060.21 2/3rds of all clubs in the district must approve How often does RI communicate with multidistricts? RI staff copy multidistrict chairs on all member district certification matters Multidistrict involvement in student incidents vary by organization

76. TITLE | 76 District Certification and Incident-handling Districts may meet certification requirements by virtue of their membership in a multidistrict entity Districts must confirm how they meet the requirements Each multidistrict will have different protocols for incident-handling and how involved they are in that process

77. TITLE | 77 New Generations Service Exchange

78. TITLE | 78 Transition to New Model  NGSE New program model Transition began 1 July 2013 Under oversight of district New Generations Service committees RCOP 8.060 New Generations Service Exchange Not subject to Youth Exchange certification requirements Funded locally New Generations Service Exchange (NGSE) Participants must be above 18 and no older than 30 Strong humanitarian or vocational service component Individuals or groups Up to 6 months in duration Host district will arrange for local transportation, housing and activities Participants must have sponsorship of local Rotary club, district New Generations Service chair, and governor

79. TITLE | 79 Turn New Generations into the Next Generation of Rotary

80. TITLE | 80 NGSE Examples Vocational tour (group) Group performing multiple activities surrounding a certain profession (law, tech, etc.) Group can stay in both host family homes and hotels/hostels Ensure time for fellowship and Rotary events Unpaid internship/apprenticeship (individual) Focused on an individual’s profession or area of study Organize placement at corporation or organization for up to 6 months Home hosting is suitable Involve intern in local Rotaract/ROTEX activities Service project teams (group or individual) Group of young adults interested in particular area of focus (water, education, etc.) Organize participation in Rotary service project abroad Give participants leadership opportunities! Ideal for Rotaractors and ROTEX

81. TITLE | 81 Early Planning Work with district New Generations Service chairs to: Obtain approval of District Governor/Governor elect Identify projects in your area through community/vocational service chairs Develop NGSE partner relationships from:  Current exchange partners  Current international project partners  Former GSE partners Develop partner agreements to set expectations, regardless of whether or not exchange is reciprocal Consider appointing a responsible project-leader or project- committee

82. TITLE | 82 Promote Program & Solicit Applications Sponsor districts should promote NGSE to former Youth Exchange students, Rotaractors, former Interactors, RYLA participants No standard application form, but consider including modifying your short-term exchange application form for adult participant. Sponsor districts should select qualified participants that: Are over the age of majority in host country (typically 18) Understand Rotary and the value of service Are an outstanding ambassador of their district/country Have interest in service/vocational activities proposed for program Have working knowledge of local language

83. TITLE | 83 Arrange Accommodations, Activities and Transportation Host district should organize program schedule: Secure accommodations; Young adults may feel more comfortable in hotels/hostels rather than home hosting Arrange for transportation; participants will likely not be able to drive in host country Schedule activities including Rotary, Rotaract and ROTEX meetings and events, cultural events, local sight-seeing, “down-time” is important! Organize orientation programs to build camaraderie amongst groups –they may have varying interests and maturity levels Provide counselors/mentors to assist with special needs or problems

84. TITLE | 84 Frequently Asked Questions Do NGSE activities need to be reciprocal?  No, NGSE need not be reciprocal. What visas should NGSE participants obtain?  Typically, they will travel on tourist visas. Some countries may limit tourist visas to less than 6 months in the country, so the duration of the NGSE will have to take this into account. What if internship programs require a special working visa in my country and the intern must be paid?  Not all districts or countries will be able to offer all types of NGSE – find what works for you. Maybe a “new GSE” type program would be more suitable. Can you arrange a NGSE between two districts in the same country?  Yes!

85. TITLE | 85 Frequently Asked Questions Does the host district have to fund all accommodations and provide a stipend or pocket money?  No– but make sure your partner district is in agreement about what is funded and what is not. The participants often receive a stipend from the host district and home-hosting is a low-cost solution for accommodations. Can Rotarians participate in NGSE programs?  Yes. Rotarians over 30 should serve in a team leader role, but those under the age of 30 can also be NGSE recipients. Rotarians’ dependents or children are also free to participate. Do we have to send a report to RI on our NGSE?  There are no RI reporting requirements for NGSE, but we invite you to share your experiences with us by sending any materials to programs@rotary.org. Also, make sure both districts debrief NGSE participants to ensure they obtain feedback on their own program experiences.programs@rotary.org

86. TITLE | 86 Available Resources Youth Exchange Workgroup Site – RI publications: Rotary Youth Exchange Handbook Brochures Student and host family guides Abuse and Harassment Prevention Manual and Leaders’ Guide – YEO Directory Youth Exchange Bi-monthly e-Newsletter www.rotary.org Other websites: www.scrye.org & www.yeoresources.orgwww.scrye.orgwww.yeoresources.org

87. TITLE | 87 Contact Rotary International (PD110) 1560 Sherman Avenue Evanston, IL 60201 USA +1 (847) 866-3421 youthexchange@rotary.org www.rotary.org/youthexchange

88. TITLE | 88 Questions?

89. TITLE | 89 Accessing Presentation Materials www.Slideshare.comt/RotaryInternational Files will also be uploaded to Dropbox Please leave your email addresses