Presentation on theme: "Ohio-Erie Rotary Youth Exchange, Inc. RO Report to Country Contacts To insert your company logo on this slide From the Insert Menu Select Picture Locate."— Presentation transcript:
Ohio-Erie Rotary Youth Exchange, Inc. RO Report to Country Contacts To insert your company logo on this slide From the Insert Menu Select Picture Locate your logo file Click OK To resize the logo Click anywhere inside the logo. The boxes that appear outside the logo are known as resize handles. Use these to resize the object. If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize.
Problem Areas in 2008 Some Inbound GFs Incomplete –Information on page 1 missing –Signatures missing on page 2 District & Club Profile Incomplete Items Sent Separately Data Entry into Database Incomplete –Dates & district numbers not entered –Information not entered in a timely manner Outbound GFs not Sent to RO
Procedure for 2009 RO Scans all Outbound Applications Country Contacts Scan all Inbound Applications Contacts Enter Inbound Information into the Database Contacts Scan Inbound GFs Contacts Check Database Entries RO Completes DS-2019 and Mails Contacts Scan Outbound GFs and Enter Information into Database
Application Scanning Order –Personal Information –Letters and Photos –Medical History and Examination –Dental Health and Examination –Guarantee Form and Visa Application –Rules and Conditions of Exchange –Secondary School Personal Reference –Passport copy LAST
Inbound Guarantee Form Scanning Order –Passport copy if not previously submitted –Both pages of the completed GF –District & Club Profile –Host Family application if available
Scanning Tips –Use the specific order –Do not scan blank pages, cover sheets, etc. –Do scan in color –Check to make sure pages arent skipped –Make sure all pages go the same way –Be sure the file size isnt too large (typical size is 3 Mb)
Sending Documents –Individual applications can be e-mailed –Only send ONE per e-mail –Groups of applications should be burned to a CD and mailed –GFs and District & Club Profiles should be e-mailed –Paper copies will not be returned –Send Outbound GFs as received Dont send additional paperwork from receiving country
Outbound Database Entries –Enter Outbound student information when received from RO Country Contact name and number Foreign contact Host country AND host school country Host district if known Date sent to foreign contact
Outbound Database Entries –Enter Outbound student information when received from foreign contact Host club and district information Host school information Host family information Date received from foreign contact Date sent to RO and Its Your World
Inbound Database Entries –Enter Inbound students when application received Full student information Country Contact name and number Foreign contact name Host district Host country (if known Host A state/province (if known)
Inbound Database Entries –Check Inbound student information when GF is received from the district Enter or correct as needed Remind district of their responsibility –Enter date received from district –Enter date DS received from RO –Enter date DS and GF sent to foreign contact
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