Orientation Program for Host Families, Counselors and Club Youth Volunteers

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

• Our goal Making World A Better Place
• Thank you for your participation !!!

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D6110 Youth Exchange Program
Orientation Program for Host Families and Club
Youth Exchange Officers
Congratulations!

• Youre Expecting a New Arrival

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D6110 Youth Exchange Program
Orientation Agenda
What You Will Learn Today

• What is Rotary its purpose?
• Closeness of new friends (family of Rotary)
• Who are Rotary exchange students?
• Rotary Expectations families, students, clubs
• Arrival and settling in
• Insurance, Finances, Travel, School
• Student Protection Policy
• Rotary involvement
• Activities and calendar
• Support system
• Being the first, second, last host family
• Activities Calendar
• End of the year
• Other topics

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What is Rotary?
D6110 Youth Exchange Program

• Worlds 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

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What is Rotary?
D6110 Youth Exchange Program

• D6110 covers NW Arkansas, SW Missouri, NE
  Oklahoma, and SE Kansas.
• 77 Rotary Clubs
• Approximately 5000 Rotarians
• In 2008-09
• 15 inbound students (from 10 countries)
• 10 outbound exchange students (to 8 countries)
• In 2009-10
• 11 inbound students
• 12 outbound exchange students

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Purpose of the RYE Program
D6110 Youth Exchange 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 Rotarys goal of world peace and
  understanding, one person, one exchange at a time

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Purpose of the RYE Program
D6110 Youth Exchange 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 Rotarys commitment to international and
  community service
• CSIET Council on Standards for International
  Educational Travel
• Accredited for listing

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Rotary YE is about
D6110 Youth Exchange Program

• SERVICE to OTHERS

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Who are Rotary Exchange Students?
D6110 Youth Exchange Program

• 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

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Host Family Interviews
D6110 Youth Exchange Program

• New Reqment from Rotary International
• interviews be conducted for all host families
• background checks for all host families,
  counselors, and volunteers
• Application is available electronically
• D6110 YEO is Peggy George

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Expectations of Host Families
D6110 Youth Exchange Program

• Provide room and board
• Treat student like your own child
• Help with challenges (language, school,
  homesickness, culture shock, etc)
• Provide an ear to listen, a shoulder to cry on, a
  hand to depend on
• Delegate daily responsibilities for the home
• Assist student in finding right friends
• Be prepared to say No when appropriate
• Ensure students dress / present themselves
  appropriately

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Sample Family Rules
D6110 Youth Exchange Program

• Be on time
• Curfew
• Do school homework
• No telephone after certain hour
• Help with chores (cleaning dishes, mowing lawn,
  etc.)

See list of questions to ask each new host family.
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Expectations of Counselors
D6110 Youth Exchange Program

• Maintain contact with student and family
• Showing continued interest / support
• Resolving problems before problems get big
• Ensure insurance in place, student has card
• Obtain State ID for student
• Register student at school
• Provide monthly allowance
• Keep club YE committee informed get Rotary club
  membership involved

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Items Rotary Counselor Must Hold for Student
D6110 Youth Exchange Program

• Paid for return airline ticket
• Emergency fund (500)
• Passport, VISA and DS-2019

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CHALLENGES FOR THE ROTARY EXCHANGE STUDENT ARE
MANY
Your Community
Host Families
School
Exchange Student / Rotary Counselor
Host Rotary Club
Friends in High School
Host Rotary District
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Student Challenges
D6110 Youth Exchange Program

• Adapting to host families and new culture
• Doing well in school
• Homesickness / making close friends
• Speaking English
• Following the rules of Rotary
• Getting involved in Rotary club and community

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Expectations of Students
D6110 Youth Exchange Program

• Adapt to host family
• Learn our language and culture
• Perform well in school
• Communicate
• Represent country and Rotary (Youth Ambassador)
• Participate with Rotary, school, and community
• D6110 Students - Submit journals on-line at
  blogspot.com
• Return home at end of exchange year

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Expectations of Students
D6110 Youth Exchange Program

• Program Rules
• No Driving
• No Alcohol and Drugs
• No Smoking
• No serious dating (sex)
• No piercings or tattoos
• Maintain Excellent School attendance
  Relationships
• Make right set of Friends
• Participate in Community Volunteering
• No Working at a job
• Traveling
• Restricted visits from home
• Limited Phone calls and e-mails, IM

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Use of Telephone
D6110 Youth Exchange Program

• Each Host Family -- Explain how it works set
  rules for use
• Limit calls to country (family, friends)
• Helps them to overcome homesickness
• Ensure no phone bills (100, 500, 1,000)
• Options for student calling home
• Telephone card
• Call parents ask them to call them back

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Use of Family Computer
D6110 Youth Exchange Program

• Attention Each host family
• Do not let student spend too much time on
  computer
• Limit / prohibit downloading information
• Explain no visits to pornography sites, etc.
• Ensure not too many emails to family and friends
  back home
• Makes adapting to our culture more difficult

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School
D6110 Youth Exchange Program

• Educational program, student visas
• Visit ASAP with Rotary counselor to set schedule
• NO Driver Education
• Encourage participation
• Sports
• Music, Drama, etc.
• Interact
• Homework

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Expectations at School
D6110 Youth Exchange Program

• Counselor and host families work together to
• Ensure clear understanding of school credits
  while they are here (often answer is None)
• Usually not allowed to graduate
• Remind them to say thank you to school teachers
• Write letter introducing student RYE to
  teachers
• Ensure regular class attendance and proper
  attention to work
• Assure school missed work will be completed
• Rotary will take students out of school at times
• They are expected to make up work

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Sibling Relationships
D6110 Youth Exchange Program

• 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

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Making Close Friends
D6110 Youth Exchange Program

• A major challenge to YE students
• Help in finding clubs for student to join
• Interact (in many of the schools)
• Sports
• Theater
• Band, orchestra
• Active participation is good cure for
  homesickness

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Limit Visits with Other Exchange Students
D6110 Youth Exchange Program

• Rotary provides many opportunities for exchange
  students to get together
• Their initiative -- to make American friends
• Limit birthday party invitations to American
  students and exchange students close by
• Transportation can be difficult
• Can cause family frustration

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Speaking English
D6110 Youth Exchange Program

• Sometimes students speak own language
• Considered quite rude
• Forces others away from you
• This can be major problem
• Ensure students actively work to improve
• Good computer programs available

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Very Serious Rules of Rotary
D6110 Youth Exchange Program

• No drinking
• No driving
• including no drivers education class
• No serious dating sexual relationships
• Obeying the law
• No smoking
• No drugs
• No shoplifting, etc.

QUICK WAYS FOR STUDENT TO BE SENT HOME !!!
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Other Rotary Expectations
D6110 Youth Exchange Program

• Presentation to Rotary club during year
• Follow rules signed in application
• Includes NO SMOKING
• Make every effort to adapt to family
• Seek Rotary help (counselor, others)
• Travel is restricted
• RYE not a travel program
• Opportunities will exist with Rotarians and
  families

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Problem Solving
D6110 Youth Exchange Program

• Some problems will occur
• Student must ask for help, in this order
• Host family
• Club counselor
• Club youth exchange officer
• District Youth exchange committee
• Do not let small problems become big problems

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Student Getting Involved
D6110 Youth Exchange Program

• Active involvement in Rotary and community
  essential to be good ambassador
• Rotary meetings
• Orientations for American students
• Programs to Rotary clubs
• Programs to schools and clubs
• Help student to say yes and to be proud to be
  ambassador for their country and Rotary

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Activities
D6110 Youth Exchange Program

• Sharing family activities (even if not favorite
  thing to do)
• Rotary Club
• Meetings and socials
• Fund Raisers
• Other activities
• District

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Students Role as Ambassador
D6110 Youth Exchange Program

• Students portray their whole country
• By their attitude
• By their decisions
• By their appearance
• By their willingness to do for others
• Students make a difference so much depends on
  their desire to be ambassador
• Reminders from counselor and host family needed

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Decision Making ?
Year-of-a-Lifetime
Which doorway you choose is up to you. Rotary
will help.
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
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Expectations of Host Clubs
D6110 Youth Exchange Program

• Select suitable host families
• Provide counselor
• Consider a backup also (counselor in training)
• Counselor/YEO supervise student
• Help with school arrangements
• Supply monthly allowance Bring to meetings
  regularly

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Expectations of Host Clubs
D6110 Youth Exchange Program

• Communicate Support host families schools
• Help with transportation for special events
• Organize ways for club to be involved
• Ensure participation in club activities
• Remind student of district activities
• Form transportation committee to offload host
  parents

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Expectations of Host Clubs
D6110 Youth Exchange Program

• 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 students Emergency funds
• Available 24/7/365 for support

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Keys to Rotary Club Success
D6110 Youth Exchange Program

• Forming a Youth Exchange Committee
• Chairman
• 2 to 4 members (depending on size of club)
• Getting the membership involved with student
• Getting the student involved in club functions

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Club Contact to Student to Host Family
D6110 Youth Exchange Program

• SCRYE is enforcing a NEW Requirement
• Club Contact (other than Counselor) to contact
  student at least once a month, log-it, and send
  notification to District YEO
• Club Contact (other than Counselor) to contact
  host family at least once a month, log it, and
  send notification to District YEO
• Note E-mail contact will not suffice.
  Contact can be by phone, in-person, at
• Rotary events, etc.
• Note In the Host Family Interview Form,
  host families promise to notify the
• District YEO right away if they
  are not contacted by a club member (not
• the counselor) at least once a
  month.

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Arrival and Settling In
D6110 Youth Exchange Program

• Welcoming your student
• Notify us of any flight changes
• Check-in by YE Committee member
• 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

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Rotary Prepared to Help
Your Community
Host Families
School
Exchange Student / Counselor
Host Rotary Club
Friends in High School
Host Rotary District
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Support System
D6110 Youth Exchange Program

• Club District Committee
• List of contacts and Organizational Chart
• Club Level
• Counselor
• Youth Exchange Officer
• President
• District Level
• In-Bound Chairman
• Youth Exchange Officers
• Student Protection Officer

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Rotary Involvement
D6110 Youth Exchange Program

• Counselor visits once/month (min.)
• Club meetings once/month (min.)
• Club contact student once/month (min.)
• Club contact host family once/month (min.)
• Encourage involvement by members
• Help with school issues
• Support host family
• Arrange transition to new host family
• Monthly allowance

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Medical Insurance Care
D6110 Youth Exchange Program

• All Inbounds Insured
• CISI/Bolduc policy Plan B Liability
• Sweden, Denmark have own Bolduc low option
  backup
• CISI/Bolduc Plan B
• Medical per Accident/Illness - 500K
• Repatriation - 10K
• Medical Evacuation - 50K
• Deductible - 100 One time

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Medical Insurance Care
D6110 Youth Exchange Program

• 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 may be option
• Notifying students family
• Let Rotary do the contacting once details are
  known

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Student Protection Policy
D6110 Youth Exchange Program

• 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

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Student Protection Code
D6110 Youth Exchange Program

• Do
• 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 D6110 Student Protection
  Officer Monika Fischer-Massey if there are any
  allegations or suspicions or if you have
  questions

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Student Protection Code
D6110 Youth Exchange Program

• 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

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Student Protection Guidelines
D6110 Youth Exchange Program

• 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
• Dont promise to keep secrets explain the
  necessity of informing Protection Officer

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Student Protection Guidelines
D6110 Youth Exchange Program

• 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.

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Student Finances
D6110 Youth Exchange Program

• Emergency Fund
• 500.00 maintained by Host Club
• True emergencies medical, etc.
• Must be re-funded if used
• Student Bank Account
• SSN not required
• Credit/Debit Card are good option
• Telephone bills assumed by student
• Monthly Stipend from Rotary
• Accountability

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Host Family Finances
D6110 Youth Exchange Program

• 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

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Student Travel
D6110 Youth Exchange Program

• Cultural Educational Program
• NOT Travel program
• Written Approval from Parents Required
• Students not allowed to make own travel plans
  must be pre-approved
• Unauthorized Travel will result in student being
  returned home

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Ski Trip Summary
D6110 Youth Exchange Program

• Ski trip information www.rotary5770.org
• Select Youth Exchange
• Sign up as soon as possible
• First to register will go last may not
• Form 1 payment must be submitted by Nov 1
• Forms 2 and 3 are due prior to departure
• Price to/from starting point (OKC) not included
  in trip fee

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Tour Summary
D6110 Youth Exchange Program

• Two tours available www.youthexchangetours.com/
• Western California, Grand Canyon,
• Eastern Washington D. C., New York
• Sign up as soon as possible
• First to register will go last may not
• Package must be complete when student submits
• Price of airplane tickets to tour starting point
  not included in tour fee

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Tour Package
D6110 Youth Exchange Program

• Application www.scattours.com/
• Information on website after September 2009
• Rules agreement (back side of application)
• Parental consent form on same website
• Picture
• Business card
• Copy of insurance card
• Personal email address
• 750 deposit (balance due Feb 1, 2010)

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One Last Request
D6110 Youth Exchange Program

• Students Name / Address / Telephone must be
  kept current in US SEVIS database
• Please inform Lee Griffin when student moves
  families and provide the needed information

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D6110 Activities and Calendar
http//www.ri6110.org/rye/calendar.htm

• Aug 21-23 Orientation for Inbound Students,
  Joplin, MO (Mandatory for Inbound Students)
• Oct 23-24 District Conference, Rogers, AR
• Oct 30/Nov 1 Halloween Weekend Fayetteville,
  AR
• Nov 1 Deadline for Ski Trip registration
  payment
• Dec 10-14 Ski Trip
• Feb 1 Summer Tour final payment due
• Jan 29-31 SCRYE Weekend Tulsa, OK (Mandatory
  for Inbound Students)
• March 1 Deadline for RYLA applications
• March ? YE students at PETS Conference
• March/April ? RYLA
• March/April ? Deadline for Camp Enterprise
  applications
• April ? Camp Enterprise
• June 1-3 Farewell Get-Together Return
  Orientation (Mandatory for Inbound Students)
• June ? East west coast summer tours Dates
  TBA

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Support System
D6110 Youth Exchange Program

• Club Level
• Club Counselor
• Club Youth Exchange Chairperson
• Club President
• District Level
• District YE Committee Liaison to Club
• Long-Term Inbound Coordinator
• District Youth Exchange Officer / Chairperson

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Being 1st/2nd/Last Host Family
D6110 Youth Exchange Program

• 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

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Being 1st/2nd/Last Host Family
D6110 Youth Exchange Program

• Second (or Third) Host Family
• Transition issues
• New rules and 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

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The End of the Year
D6110 Youth Exchange Program

• 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 youve experienced
  before.

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Other Topics
D6110 Youth Exchange Program

• The Exchange Cycle
• Medical insurance and care
• Dietary issues (religious or other)
• Sibling relationships
• Choosing friends
• The Emergency Fund and its purpose
• Connecting with your students parents
• Before arrival
• During your hosting time period
• After they leave

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Statement of Conduct for Working with Youth
D6110 Youth Exchange Program

• 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

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Questions
D6110 Youth Exchange Program

• ?
• ?
• ?

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Summary
D6110 Youth Exchange Program

• We have assumed the legal and moral
  responsibility for someone elses 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

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Summary
D6110 Youth Exchange Program

• 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

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Where to get more information
D6110 Youth Exchange Program

• District committee
• D6110 YE Website www.ri6110.org/rye
• SCRYE website www.scrye.org

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Topics To Be Discussed with Students at
Orientation
D6110 Youth Exchange Program

• Review of signed rules
• Ensure no smoking
• Tour plans
• Ideas for Getting Involved
• Know counselor
• Adapting to Host family
• Understanding of travel rules

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Individual Topics, Concluded
D6110 Youth Exchange Program

• Interact
• Papers to Rotary counselor
• School Credit
• Insurance
• Any Medical Concerns

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Thats All Folks!
Thanks to D5890, D6080, D6040, and D6060 for
sharing host family counselor power point
talks. Thanks to D6150 for its input as we
compiled this presentation.