District Record Keeping Or How to Keep the Department of State Happy and Ohio-Erie Exchanging Students

Background DoS and CSIET have imposed strict requirements on exchange programs –Record keeping requirements –Background checks –Compliance audits Ohio-Erie must have access to certain records and produce them when asked

Established Procedure Keep minimum records at Ohio-Erie level Keep most records at District level Keep duplicate records at Club level Maintain a record keeping standard for Ohio-Erie for the Districts and Clubs to follow

District Record Keeping Each student has a file File contents are standardized District decides who will maintain records Files are sent to Ohio-Erie when needed

Inbound Student File Student Application Host Family Applications Host Family Interview Checklist Club Certification Compliance Form Volunteer Applications Reference Checks All correspondence relating to the student Record of all training and background checks Counselor Monthly Log

Host Family Application Complete for each host family Student name & club name at top Copies are acceptable Accompanies completed GF from Club Additional host family applications are sent prior to the student moving

Host Family Interview Checklist Signed by both host parents and Club YEO Sent to district along with Host Family Application Provides evidence that we have followed procedures

Club Compliance Certification Form Completed each year for each hosting club Signed by YEO and Club president Required for RI certification

Volunteer Application One for each student a volunteer is in contact with Copies acceptable Same application can be used for up to five years

Reference Checks Must be done for all host families and volunteers All persons over 18 must be checked Should accompany the relevant application

Inbound Student Checklist Place at the front of the student file Keeps track of required file contents Confirms required orientation and training were conducted Indicates dates that background checks were done

Counselor Monthly Log Added at the end of the exchange Verifies required DOS contact with the student and host family

Letter to Club YEO Ties everything up Outlines what needs to be done Includes all the forms the YEO will need

Outbound Student File Student Application Interview Records & Evaluation Form(s) Completed Guarantee Form Flight Itinerary Documentation of Orientation Attendance Volunteer Application(s) & Reference Checks All correspondence relating to the student Record of all training and background checks

Getting Ready for the Audit Ohio-Erie Rotary Youth Exchange Program, Inc. Fall Meeting, Sutton/Flatwoods, WV October 2, 2010

Procedure RO will Send a list of all students to auditor Auditor will randomly select students RO will send list of students to each district District will send documents to RO RO will send documents to auditor Auditor will prepare report Auditor & RO will finalize report

Timelines Oct. 15: List sent to auditor Oct. 25: Selected students sent to RO Nov. 1: Lists sent to districts Nov. 15: Documents sent to RO Nov. 25: Documents sent to auditor Jan. 15: Final report issued by auditor Feb. 1: Report sent to DOS and CSIET

What You Will Need: Inbounds Host Family Application(s) Interview Check List Reference Checks Background Checks Orientation & Training sign-in sheet

What You Will Need: Inbounds Counselors, YEOs, Etc. Application(s) Reference Checks Background Checks Orientation & Training sign-in sheet

What You Will Need: Inbounds Inbound Student Counselor Log Pre-exchange correspondence with the student District Orientation sign-in sheet

What You Will Need: Outbounds District Interview Records District Orientation Sign-in Sheet Travel Itinerary

What You Wont Need Student Applications District & Club Profile Guarantee Forms

What You Need to Do Organize Paperwork by Student Scan or Copy all Documents Scan as Acrobat files Put each students records in a separate folder Use the EXACT file names specified by the RO DONT put each students record in a single document Burn scanned documents to CD Copies and CDs will NOT be returned Mail Package Promptly to RO Within two weeks

What You Need to Do Answer Subsequent Questions Promptly Respond within 5 days Make an effort to find/locate missing information

How Will We Be Evaluated We must score an overall average of 85% Each of the following items must be 85% or above High school enrollment (5 questions) Host family screening, application, interview, references (8 questions) Monthly contact (1 question) Volunteer screening (1 question) Each audit question must be 75% or above

High School Enrollment High School enrollment form Optional Supplemental Information: Verification from the school or its website regarding accreditation Student US-bound flight record, travel itinerary, or other indication of student arrival date Record of the student application or letter on this matter being sent to the school

Host Family Screening Sponsor uses a standard application A profile of the host family, their home environment, family composition and community environment In-person interview with all family members residing in the home References and interview evaluation Records of background checks Host family orientations may not be combined with the host family interview

Other Items Monthly Contact Counselor logs Volunteer Screening Volunteer applications Reference checks Volunteer background checks

Questions?