1. Rotary D7040 YE Training Session, Ogdensburg, NY
9/11/05
Rotary D Youth Exchange LeadershipTraining For Club Committee, Counselors and Host Families
Kevin

2. 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.

3. 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.

4. Types of Exchange Programs
Long Term Exchange Program (LTEP)
Short Term Exchange Program (STEP)
New Generations Exchange Program (NGE)

5. Eligibility
Age 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

6. 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

7. District Event Calendar
Inbound Orientation
Rotex Activities
Outbound Orientations
Leadership Training
Conferences

8. Responsible Entities Rotary International
District 7040 Youth Exchange Committee
Clubs – Sending and Hosting
Club YE Committee
Counselors
Host Families
Parents/Legal Guardians
Students

9. 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

10. 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

11. Clubs President Club YE Chair Club YE Committee Appoints YE Chair
Oversees the selection of the club committee
Supports the club’s 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

12. 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

13. 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

14. 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

15. 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 student’s passports and return
tickets to District YE Chair
Provide Local orientation to all inbounds

16. Rotary D7040 YE Training Session, Ogdensburg, NY
9/11/05
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
KATHY - More on communications and harassment / abuse later. Only the District Chair terminates an exchange. Early identification of potential problems with appropriate counseling can defuse many issues.

17. 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)

18. 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

19. 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

20. 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 / / parental contact

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

22. Rotary D7040 YE Training Session, Ogdensburg, NY
9/11/05
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.
KEVIN - CHECKLIST IN PACKET

23. Club certification – cont’d
District’s 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

24. 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.
Slide 1

25. Rotary D7040 YE Training Session, Ogdensburg, NY
9/11/05
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 Rotary’s position
Kathy

26. Recurring Problems Travel Drinking Dating 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

27. Rotary D7040 YE Training Session, Ogdensburg, NY
9/11/05
Q&A - 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
Sharon Miller
D7040 Youth Exchange Chair
KEVIN Ensure signed the attendance sheet as training participation will be required to continue in the program. Additional training will be offered at the District Conference and in Ottawa at the Winterlude weekend. Hopefully, we will be able to add 1 more sessions for club chairs, counselors and host families during the year. Keep me up to date with your addresses.