Rotary D7040 Youth Exchange LeadershipTraining For Club Committee, Counselors and Host Families

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Rotary D7040 Youth Exchange LeadershipTrainingF
or Club Committee, Counselors and Host Families
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Founding Principles of YE

• To build world peace, one person at a time and to
  increase international understanding through the
  promotion of cultural and educational
  opportunities for students around the world.

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Objectives of YE Program

• To further international goodwill and
  understanding by enabling youth to study
  firsthand some of the accomplishments and
  differences of people in other lands
• To enable youth to advance their education by
  studying for a year in an entirely different
  environment and take courses and subjects not
  normally available to them in their own country.
• To broaden their outlook by learning to live with
  and meet people of different cultures and by
  coping with day-to-day living.
• To provide an opportunity for youth to act as
  ambassadors for their own country and Rotary, by
  addressing Rotary clubs, schools, community
  organisations and youth groups in their host
  country and by imparting as much knowledge as
  they can of their own country and its culture to
  the people they meet during their time abroad.
• To study and observe life and culture in their
  host country so that they can pass on the
  understanding and knowledge they have gained, to
  Rotary clubs and the wider community in their
  home country, upon their return.

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Types of Exchange Programs

• Long Term Exchange Program (LTEP)
• Short Term Exchange Program (STEP)
• New Generations Exchange Program (NGE)

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Eligibility

• Age 15-18 for the long-term exchange program,
  depending on the laws of the countries involved.
  Within this age range, exchange candidates ages
  must be agreed upon by both sending and hosting
  districts before finalizing the exchange and in
  accordance with the laws and regulations of both
  countries.
• 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

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District YE Committee

• District Governor
• Chair
• Vice-Chair
• Program Coordinators (LTEP STEP)
• Correspondents
• Insurance Coordinator
• Event Coordinators/Chaperones
• Treasurer
• Youth Protection Officer
• Training Coordinator
• Legal Counsel
• SEVIS Coordinator for US

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District Event Calendar

• Inbound Orientation
• Rotex Activities
• Outbound Orientations
• Leadership Training
• Conferences

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Responsible Entities

• Rotary International
• District 7040 Youth Exchange Committee
• Clubs Sending and Hosting
• Club YE Committee
• Counselors
• Host Families
• Parents/Legal Guardians
• Students

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Rotary International

• President
• Youth Exchange Committee
• Certify and revoke certification of districts
• Establish guidelines
• Provide support and guidance
• Facilitate communications between Youth Exchange
  Chairs around the world
• YOUTH EXCHANGE IS A
• RI PROGRAM

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District YE Committee

• Train club YE Committees
• Coordinate youth protection efforts
• Manage Inbound Activities
• Manage Outbound Activities
• Plan and coordinate risk and crisis management
  activities
• Promote the program
• Maintain effective lines of communication between
  all program participants
• Report to RI on appropriate topics

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Clubs

• President
• Appoints YE Chair
• Oversees the selection of the club committee
• Supports the clubs YE Activities
• Club YE Chair
• Plans, implements and supports all activities
  involving sending and hosting long term and short
  term exchange students
• Club YE Committee
• Provides support as directed by the Chair
• Positions may include Host Family Coordinator,
  Inbound and Outbound Coordinator

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Club Chair Committee

• Meet maintain certification requirements
• Required to participate
• A signed compliance statement with annual update
  of signature page.
• Ensure students attend mandatory functions
• Notify District Chair of any student issues or
  concerns

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Club Chair Committee

• Outbound Students
• Promote program
• Interview and select candidates
• Provide student with a YE blazer
• Fund orientation for students and parents
• Correspond with student during the exchange
• Help students and their families adjust to life
  after the exchange

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Club Chair Committee

• Inbound Students
• Establish and maintain contact with student
• Meet student at airport and host them for a brief
  period prior to delivering them to their first
  host family
• Assign a Rotarian Counselor ( not part of
  committee or host family)
• Serve as Liaison between the Rotary club and
  school
• Signed guarantee form
• Letter for embassy

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Club Chair Committee

• Inbound Students Continued
• Solicit, screen and select host families
• Orientate and maintain contact with host families
• Provide transportation and funding for District
  YE activities
• Provide copies of students passports and return
• tickets to District YE Chair
• Provide Local orientation to all inbounds

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Club Counselor

• Establish maintain contact
• Explain expectations of Club and District
• Counsel student friends, school, community life
• Coordinate monthly allowance
• Assist student with set up of bank accounts
  personal emergency
• Create a supportive atmosphere
• Maintain important documentation for student
• Advocate for student

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Host Families

• Host Family Responsibility
• Parental responsibility supervision
• Room Board
• Aid in adjustment and learning new language
• Notify Rotarian Counselor of any issues
• Insurance (copy and become familiar)

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Host Families Continued

• Student Responsibility
• Adapt!
• Abide by all program and event rules
• Accept supervision of host district, host club
  and host families
• Act as an Ambassador (Club/Community)
• Attend school
• Integrate with host families, club and community

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Parents/Legal Guardians

• Agree in writing to all rules of program
• Transportation to and from host community
• Clothing
• Spending money and an emergency fund for student
• Health, travel and accident insurance acceptable
  to host club and district
• Travel documents such as passport and visas and
  proof of required immunizations for student

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Student

• Comply with the rules- program event
• Accept supervision of host district, host club
  and host families
• Ambassadorial responsibilities
• District / Club / Community Events
• Correspond with sending club and district during
  exchange
• Attend school
• Maximize Cultural Experience
• Limit computer / email / parental contact

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Governing Documents

• RI YE Materials
• Youth Exchange Handbook (on web)
• USA Department of State NYS Clubs
• 22 CFR Part 62.25 Secondary School Students
  (handout for US Clubs)
• D7040 YE Materials
• Club Certification Document (handout)
• YE Guidelines (handout)
• Club YE Materials if approved in certification

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Club certification

• Required to participate
• Annual attendance at District training
• Provide following to District YE Chair
• Copies of all locally developed materials
  (brochures / promotions / applications / policies
  / web site links, etc. Annual update.
• List of services in local area (rape, suicide
  crisis hotlines, alcohol and drug awareness, law
  enforcement agencies, community services, private
  services. Annual update.

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Club certification contd

• Districts abuse and harassment protocol
• In the D7040 YE Guidelines
• Train host families / parents / counselors that
  do not attend a District Training Session
• A signed compliance statement
• Updated annually or with any change in club
  president or youth exchange chair

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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
  into contact.

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Crisis Management

• District will convene crisis management team
• Gather all the facts
• Clubs/Rotarians refer all inquiries to the
  District spokesperson
• No cover up nothing but the truth
• Prepares press statement for Rotarys position

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Recurring Problems

• Travel
• District YE Event
• Travel pass all District events
• Outside district
• Cross boarder / Independent
• Extra parties
• Drinking
• No drinking in public or at Rotary events
• Permitted at family meal if practice of host
  family
• Dating
• Many friends, both sexes
• Monopolizing time

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QA - Thank you

• Committee is available to assist you
• Can visit your club to review your program, or to
  present a program to the membership or club
  directors.
• Telephone or e-mail
• Sharon Miller
• D7040 Youth Exchange Chair
• sharon7040yex_at_hotmail.com
• 613-937-4551