1. Orientation Program for Youth Exchange Officers
Welcome
Thank you for agreeing to volunteer for the Rotary Exchange Student Program

2. We’re Expecting a New Arrival
Orientation Program for Youth Exchange Officers
Congratulations!
We’re Expecting a New Arrival

3. Orientation Agenda Part I Part II Part III Part IV
What is Rotary and its purpose?
Rotary involvement & Support system
Who are Rotary exchange students?
Part II
Expectations – families, students, clubs
Arrival and settling in
Insurance, Finances, Travel, School, Other
Part III
Student Protection
Part IV
Being the first, second, last host family
Activities and calendar
End of the year

4. Part I – About Rotary Upon completion you should:
Have a basic understanding of Rotary, its goals and objectives
Know what you can expect from Rotary
Know the purpose of the YE Program
Know where you can get support
Have a basic definition of an exchange student

5. What is Rotary International?
World’s oldest and most international service organization
1.2 million Rotarians, in 200 countries
Celebrated 100th anniversary in 2005
32,000 clubs, in 520 districts
Rotary Motto: “Service Above Self”
“The Four Way Test” - Rotarians ask:
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 provides funds for
Ambassadorial Scholarships & Group Study Exchange
Alleviate Polio Plus other diseases worldwide
Other International need for help

6. What is Rotary District 7170?
Our District is 7170,
Our District includes the Binghamton and Cortland area, and stretches from Trumansburg to Waverly, to Hancock, to Stamford.
Includes major cities of Ithaca, Binghamton, Oneonta, and Owego
45 Rotary Clubs
Approximately 1,400 Rotarians
Youth Exchange: annually
30 clubs participate in our district’s program
40 inbound exchange students (from 24 countries)
40 outbound exchange students (to 24 countries)

7. Purpose of the RYE 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 Rotary’s goal of world peace and understanding, one person, one exchange at a time

8. Purpose of the RYE Program
International District-to-district program
8,000 exchange students per year worldwide
Open to children of Rotarians and non-Rotarians alike
Operated completely by volunteer Rotarians as part of Rotary’s commitment to international and community service
Accreditation and Approvals:
Rotary International
US Department of State

9. Responsibilities of Rotary
Select qualified host families
Provide a counselor & monthly allowance
Help with school arrangements
Be an advocate for the student
Counselor/YEO “supervise” student
Communicate & Support host families & schools
Help with transportation for “special events”

10. Responsibilities of Counselor
Counselor should:
Maintain contact once/month (min.)
Assure student attends Club meetings once/month (min.)
Encourage involvement by Club members
Help with school issues during year
Arrange transition to each new host family
Maintain student’s Emergency funds
Available 24/7/365 for support

11. Support System
We are here to support host families and students; and help assure a meaningful exchange for the students
Club Level
Counselor
Youth Exchange Officer
President
District Level
Country Counselor
In-Bound Vice-Chair
Chairperson
Student Protection Officer

12. Who are Exchange Students?
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

13. Part 1 - Review
As a counselor, you may be asked to answer questions about Rotary. What could you say about Rotary, its goals and objectives?
What is the purpose of the Youth Exchange program?
As a Rotary YE Volunteer, you are taking on a great responsibility in caring for a student, in return, what should you expect from Rotary?
What types of communications will you be receiving?

14. Part II - Expectations Completion of this part should:
Provide you insight into our expectations of you
What you can expect from your exchange student
Information on adjusting to a new exchange student
Specifics on various aspects of the program

15. Expectations of Counselors
Be an Aunt or Uncle: Give love, support, encouragement, understanding, and guidance
Treat student like your own relative child
Clearly communicate program expectations to your student
Monthly announced and unannounced visits with student and the host family
Be established connection between the host family and the club

16. Expectations of Counselors
Provide opportunities to participate in Rotary, school & community activities
Help the student and host families with challenges
Language
School (Homework, Activities)
Culture shock (try to understand theirs & help them adjust to ours)
Homesickness (Keep them busy)
Provide an ear to listen, a shoulder to cry on, a hand to depend on

17. Expectations of Students
Adapt to host family
Learn our language and learn our culture
Perform well in school – they must attend
Communicate (do not withdraw)
Represent country and Rotary
Participate in Rotary, school, and community activities
Return home within 2 weeks of end of school, or 1 week after USA Tour

18. Expectations of Students
Accept Program Rules & Guidance
No Driving, Drinking and Drugs
No Smoking
School attendance and participation required
Choose friends carefully
Do some Community Volunteering
Can not get a paying job – Work as babysitter, around house encouraged
Visits from home only at end of exchange year
Limit phone calls, s, Cell phones, Internet. Here to learn culture

19. Arrival and Settling In
Welcoming your Student with Host Family
Notify us of any flight changes
YE Committee member will Check-in at airport
Assist with lost baggage reports
Let their parents know they arrived
“First Night” Questions in Handbook
Introduce them to family & friends
Encourage their involvement
Do not let them retreat to their room

20. Medical Insurance & Care
All Inbound students are Insured
CISI/Bolduc policy unless waived
Check with country contact to verify
Belgium, Australia, and others have own
CISI/Bolduc -#GLB
Medical per Accident/Illness - $500K
Repatriation - $50K
Medical Evacuation - $100K
Deductible - $100 One time
Liability - $100K - $250 deductible

21. Medical Insurance & Care
There should an Emergency medical release from the Host Rotary Club before they move in
In the event of illness/accident
Host Family Stabilize student first
Host Family will notify YEO as soon as possible
Use Family doctors –
Check with club they may know of Rotarian Physicians & Dentists
Notifying student’s family
Let Rotary do the contacting once details are known

22. Student Finances Emergency Fund Most have a Credit/Debit Card
$ maintained by Host Club
For true emergencies – medical, etc.
Most have a Credit/Debit Card
Telephone bills: set home rules
Students in D7170 receive a minimum monthly stipend from Rotary of $70.00
Host Families and Counselors help them to be Accountable

23. Host Family Finances Extra-ordinary expenses
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

24. Student Travel This is a Cultural & Educational Program
NOT a Travel program
Written Approval from Parents Required
Students not allowed to make own travel plans – must be pre-approved by Rotary
Refer to Handbook for details
Unauthorized Travel will result in student being returned home

25. School Educational program - student visas require attendance
Visit school with Host Family ASAP to set schedule – must be a full academic course load
English Language Proficiency Evaluations may be required by the school district. Check with your District for their policy.
NO Driver Education allowed
Encourage participation
Sports
Music, Drama, etc.
Interact
YEO or Counselor shall be listed as contact

26. Other Topics Dietary Issues The Exchange Cycle Get Connected
May be religious based or other - ask
Many variations – discuss with the student
Try to accommodate but student ultimately responsible for good nutrition
The Exchange Cycle
Exchange students have varying mood swings – recognize them
Refer to back cover of handbook
Get Connected
Establish contact with student’s parents
Send them newsy letters/ s about their son/daughter

27. Part II - Review
Describe the “typical” exchange student and what his role should be – as a family member, as an ambassador, as a student, as a member of his new community.
What are your responsibilities as the Counselor?
Rotary has certain expectations in relation to the student that we ask you to support. What are those expectations?
When the student arrives, what should be among your first tasks?
If there is any medical emergency, what should be done?
What are the host family’s financial responsibilities? What are the student’s financial responsibilities? What is Rotary’s financial responsibility?
What is your and the student’s school responsibilities?
Explain Rotary’s policy relating to the student’s travel.

28. Part III – Student Protection
This part will provide you:
Rotary and our District’s policy
Definitions of the types of abuse that may be encountered
How to identify an abusive situation
The Do’s and Do Not’s
What to do if a concern arises
What you can expect Rotary to do
Who to contact

29. Statement of Conduct
Rotary International and District 7170 are 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 in contact.”
Adopted by RI Board of Directors, November 2003

30. Definitions Sexual Abuse Physical Abuse Neglect
Intercourse, Masturbation, Oral sex, Fondling
Viewing pornographic materials
Taking part in making pornographic materials
Physical Abuse
Hitting, shaking, squeezing, biting or burning
Excessive training
Neglect
Failure to meet basic physical needs
Constantly leave alone or unsupervised
Failure or refusal to give affection or attention
Left in an unsafe “at risk” environment

31. Definitions Emotional Abuse Financial Abuse
Persistent lack of love and affection
Frequent shouting
Taunting
Over-protection
Constant criticism, bullying or unrealistic pressure to perform to higher expectations
Financial Abuse
Misappropriation of student’s funds
Overt illegal use of funds by other than student

32. Key Points Abuse & Harassment
Can occur without physical contact
Word, gestures, actions, images
In the event of an Allegation - Determination of Abuse or Harassment must be left to local authorities

33. Cultural Differences Need to think Internationally – Not USA
Be aware of cultural differences – refer to:
State Dept country descriptions
ProQuest CultureGrams
Touching/Hugging is perceived by different cultures in different ways
Body language means different things
Be aware of your students culture and make sure family members and others are sensitive to potential pitfalls

34. Sibling Relationships
The Good – Family members should:
Set the example
Be a protector and a listener
Introduce student to friends & activities
The Not-so-good – Family members may:
Develop jealousy
Withdraw from family & exchange student
Become angry to point of harassment or physical abuse
Relations can go beyond normal bounds of siblings

35. Abuse
Experts report that sexual abuse/harassment should be considered as a possibility when a student is seen as “difficult” or “does not get along with the host family”.
A student who exhibits this behavior may, in fact, have been abused by an adult or sibling or could be struggling with sexual advances by peers in the community.
RI Abuse/Harassment Manual – June 2006

36. Student Protection Policy
Rotary’s 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

37. Student Protection CodeDo
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 D7170 Student Protection Officer (Michele Hughes, h , w , c ) if there are any allegations or suspicions or if you have questions

38. Student Protection Code
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

39. Student Protection Guidelines
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
Don’t promise to keep secrets & explain the necessity of informing Protection Officer

40. Student Protection Guidelines
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.

41. Protection Officer Functions
Student Protection Officer
Must be a NYS “Mandated Reporter”
Perform background check on chairperson
Provide training to Inbound & Outbound students, Host Families and YE volunteers
When an allegation of abuse is reported
Gather facts on allegation
Contact appropriate authorities
Contact YE Chairperson immediately
Serve as point of contact for all agencies involved
Advocate for the victim to assure help is provided
Act as link to the professional care agencies
Document all details

42. D7170 Student Protection Officer
Name: Michele Hughes              
Address: 3 Copeland Street            Cortland, NY 13045
Telephone Numbers
  – home              – work              – cell

43. Part III - Review
One of the most important responsibilities relating to the student is to keep him/her safe from ALL danger. What is Rotary’s policy on student protection?
Abuse can happen at home, at school, with friends. Explain abuse and its signs.
Should you see irregular behavior, what is your responsibility as host parent?
What is Rotary’s responsibility should abuse be suspected?
What are some issues that could arise in the family setting?
What are some cultural differences that you should be sensitive to?
What are some behaviors that you should avoid as host parent, host brother/sister?
If your student tells you of harassment/abuse, what should you do?
Who is the Student Protection Officer? What does she do?

44. Part IV – The Host Family
Part IV should
Give you insight into being the the first, second or last Host Family
Provide you the calendar of scheduled events as we currently know them
Help to prepare your student to depart
Some concluding comments

45. Being the 1st Host Family
First Host Family
Expect excitement – everything is new
Deal with their and your Culture shock
There may be major adaptations
Read and discuss the Culture-gram with them
Help them deal with Language struggles
Oversee School arrangements
Read and react to school progress reports
First families are often the closest bonds
You set the standards for the year

46. Being the 2nd/Last Host Family
Second Host Family
Transition issues may arise – address them early
Establish New family practices & rules
Language and culture begin to “click”
Last Host Family
Comfortable with language and culture
Big events: prom, graduation, departure events
Help them decide about going on the end of exchange “Tour of the USA”

47. The End of the Year
Leaving for home will be hard for the student and the Host Families
Help them to pack and check on return plans & tickets
Help prepare them for Reverse culture shock
“The more successful the exchange, the harder the leaving & re-entry”
Maintain contact after they leave
You WILL probably see them again

48. Activities and Calendar
Host Family Applications must be arranged 30 days before student arrives
Students arrive - Date and airport designated by the host Rotary Club
Inbound Orientation Day, - Mandatory
Arrive Friday or Saturday (varies year to year)
Transportation by host Rotary Club
Pick up day and time (varies year to year)
District Conference, - Mandatory
Transportation by Host Club

49. Activities and Calendar
September First day of School
September Inbound Orientation 
October Foundation Dinner 
November New York City Bus Trip
December Holiday Party 
February   Inbound Orientation
March 1st Deadline - USA Bus Trip   
Application & Deposit needs to be sent to Mike Wilcox
April Albany Bus trip
April Talent Show Rehearsal                 
April District Conference 
May Rotary International Youth Exchange Conference
June Good Bye Picnic
July 1 – 30 USA Bus Trip

50. Activities and Calendar
Tour of USA - 30 days in July - Optional
9200 miles across USA & return
Chaperoned & stay in hotels
Est. cost $
Visit major National Parks & cities
Depart for Home – July 15 or Aug 5 depending on tour participation

51. Contacts for ?? Or Concerns
Rotary Club Level -
Youth Exchange Officer or President in your local Rotary Club
District Level –
Chair – Tom Overbaugh– H B C
Student Protection Officer – Michelle Hughes
Country Contacts
Zoren Bullock – Brazil – W C
Tom Overbaugh – Australia, Hungary– H B C
Jo Ellen Hedlund –Taiwan – H C
Mike Wilcox –Argentina, Thailand – H B C
Sarah Patterson – France, Italy– H B
Richard Matsushima – Japan – H B
Jake Maijala – Denmark, Netherlands – H B C
Terry Donlick – Poland – H/B H/B C
Sandy Dain - Chile, India– H B C
Dick Breuninger – Germany, Slovakia/Czech Republic – H C
Fritz Becker – Mexico – H B C
Margaret Schwarzhans – Belgium - H C

52. Part IV - Review
What should you expect to experience as the first, second or third host family?
Responsibilities change as the student moves from one family to another. Looking at your role as the first, second or last, what do you perceive as your challenge to address?
What are the two mandatory activities your student must attend? (Mark your calendar with critical dates)
Do you know who to contact when you have questions or concerns?

53. Applications due to District – mid-October
Help us identify a student to be a Exchange Student Go to:
Applications due to District – mid-October
District Interviews – mid-Nov
Selections & Placements – late Nov
Placement letters out – Dec
Acceptances Due back – Dec
Orientation 1 – January
Orientation 2 – March
Orientation 3 – April
Departure July and August

54. Summary
We have assumed the legal and moral responsibility for someone else’s children
We are here to help the host family and the student; have a meaningful and safe year to learn and live our American culture
We cannot help if we do not know

55. Summary Tried to provide the tools for success
Rotary has zero tolerance policy on implementing and adhering to YE and Student Protection Policies
State Dept. Regulations are US Law
Rotary International policy applies worldwide
Our District has agreed to enforce adherence.

56. Conclusion
We hope we have given you the basics to be a volunteer for the Rotary Youth Exchange Program
We encourage you to read the material you will receive regarding the program and ask the Club or District Youth Exchange Chairs if you have questions

57. Questions ?
? Questions