2 Overview of 201State Department regulations – What are they and how do they impact RYE & the YEOProcess of applying for the DS2019Outbound VisasRYE Budget
3 In the RYE World: Terms and Definitions Fully Vetted: A volunteer has different requirements than a host family to be considered, fully vetted.A fully vetted volunteer has submitted and has had approved a V-1 application, a HFV-1 (reference check) and satisfactorily accomplished all the requirements for that position. A CBC must be conducted annually (the CBC includes a search of the Department of Justice’s National Sex Offender Public Registry)A fully vetted host family has submitted the HF-1 (host family application form), a HFV-1 form (reference check) has been completed, a CBC conducted, the assigned fully vetted Local Area Coordinator has completed the host family inspection (HF-2), Host family orientation has occurred (HF-4) and lastly the host family certification documentation (HF-5) submitted.Host families must be supplied with the DOS regulations (HF-6) and a letter from the DOS (HF-7)To maintain vetting, the host family must have a home visit conducted by another volunteer (other than the LAC) and the HF-3 within the first two months the student resides in each home.
4 RYE Terms & Definitions of Fully Vetted Volunteers Local Area Coordinator: Department of State (DOS) title for person who interfaces with inbound students and host families. Number of LACs determined by district.Certified Volunteer: A volunteer for youth exchange service and programs that has been fully vetted before beginning service.Certified Rotary Counselor: A Certified Volunteer who has satisfactorily completed training for service as a Rotary Counselor.Certified Local Area Coordinator: A Certified Volunteer who has satisfactorily completed training for service as a Local Area Coordinator and who has completed and passed the DOS online training module.
5 EXCHANGE STUDENTStudent must be a secondary school student in their home country and has not completed more than 11 years of primary and secondary study, exclusive of Kindergarten; or at least 15 years of age, but not more than 18 years and six months of age as of the program start date.Student is not eligible if they have previously participated in an academic year or semester secondary school exchange program in the U.S. or attended school in the U.S. in either F-1 or J-1 visa status.Student is allowed to attend a private school but may not be charged tuition unless arrangements are finalized in writing prior to the issuance of the DS-2019.Exchange students are not permitted to reside with their relatives.Program cannot place more than 5 students in a school without prior written consent.
6 EXCHANGE STUDENT (cont.) Students are allowed to participate in school sanctioned activities including athletics. However, student may NOT be placed based on his/her athletic abilities no matter who initiates it.Students may not be employed on either full or part-time basis but may accept sporadic or intermittent employment such as babysitting or yard work.* These last two requirements must be part of the info provided to students prior to their arrival in the U.S.
7 EXCHANGE STUDENT (CONT) Material provided exchange student prior to arrival.DOS welcome letterID card that includes contact information for:Host familySponsor’s main officeLocal coordinatorDOS Office of DesignationDOS emergency number for exchange studentsName and policy number for insurance providerNote: ID card must be corrected, reprinted, and reissued to reflect any changes to the included information i.e., when the student moves to a new family
8 CONTACT CARD: Provided to student prior to entry Student’s nameHost family name, address and phone numberName, telephone numbers for:Rotary CounselorLocal CoordinatorClub YEOClub PresidentDistrict YEODistrict Youth Protection OfficerDistrict GovernorNon-Rotarian male and female resourcesLocal doctor, dentist and mental care professionals (names and phone numbers)Law enforcement agency telephone numbersLocal social service resources, where available, including suicide prevention hotline, rape crisis hotline and local child protection agenciesSCRYE mail office and emergency numberDOS Office of Designation numberDOS toll free emergency numberName of health insurance provider and policy number
9 HOST FAMILY CERTIFICATION Potential host family submits application (HF-1) applicationLocal Coordinator conducts the following vetting process:Arranges background checksArranges or conducts reference checks (HFV-1)Conducts host family interview & accommodations inspection (HF-2)Takes or receives photographs of home’s exterior and grounds, kitchen, student’s bathroom and bedroom and family or living roomIf potential host family is a single adult w/o child in the home, then:Application must be reviewed by a person other than who recruited and selected applicantObtain written agreement from student and natural parents for placementVetted host family receives copy of entire student applicationRemember, host family may NOT view complete application until fully vetted as a host family. What we can provide is general information about the student that does not include any identifying data such as name, city, school etc. This is a DOS rule and is for the safety of the student.
10 HOST FAMILY REGULATIONS Host family may not receive monetary payments or other financial incentives to host a studentMust provide exchange student with reasonable access to natural parents and family by telephone andMay not remove government issued documents (i.e. passports, Visas, DS-2019) from student’s possessionMay not act as Host Family and Local Coordinator for the same studentMay not act as a Host Family for one program and a Local Coordinator for another programStudent’s bedroom must contain a separate bed for the student that is neither convertible nor inflatable in nature
11 HOST FAMILY GUIDELINES (cont.) Student must have adequate storage space for clothes and personal belongings and reasonable access to bathroom facilities, study space, if not otherwise available in the house and reasonable and unimpeded access to the outside of the houseStudent may share a bedroom, but with no more than one other individual of the same sex
12 PROGRAM ELIGIBILITYMust be enrolled and participating in a full course of study at an accredited academic institution.Entry is for “not less than one academic semester or quarter equivalency) and not more than two academic semesters (or quarter equivalency)Ensure that the program is conducted on a U.S. academic calendar year basis, except for students from countries whose academic year is opposite that of the U.S. (must have permission in writing from the school)
13 LOCAL AREA COORDINATOR Responsible for visiting, interviewing and qualifying (vetting) host families.Responsible for orientation of host families. (Could be done at district level as well)Must contact both inbound students and host families monthly. First monthly contact with student must be done in personOne in-person contact with host family during fall semester and one in-person contact in spring. Other contact may be in person, phone or and must be documentedLC training must include, at a minimum: Conflict Resolution, procedures in handling and reporting emergency situations, awareness or knowledge of child safety standards, information on sexual conduct codes, procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect, and the criteria to be used to screen potential host families.
14 LOCAL COORDINATOR (CONT.) A Certified Volunteer who has been trained in program basics and has completed the DOS online training module with an exam score of at least 90%YEO must submit name to SCRYE for permission to take testMay not be a LC for a student over whom he/she has a position of trust or authority such as the student’s teacher or principal (not applicable to a boarding school placement), or host family.120 mile rule: Coordinator must be within 120 miles of where the student is livingApproval is for 12 months
15 STUDENT IDENTITY PROTECTION New DOS rules are specific about protecting the privacy of inbound studentsInbound student applications may NOT be shared with any person who has not been fully vettedHost family must additionally complete application (HF-1) and have their home inspection before viewingCan share student application with non-vetted persons providing identity information is redacted. (redacted to remove identifying items such as last name, birth date, address, home city, address, school name)No unprotected Facebook Page until they leave the program. (return home)
16 RECORD RETENTIONThe following documentation must be retained for a minimum of three years following program completion:Student’s acceptance into school (guarantee form)Volunteer application, cbc, reference checksMonthy contact log by counselor and LAC (this will document host family and student contact)Host familyApplication formBackground checksEvaluationsInterviews
17 ADVERTISING & MARKETING Program and volunteers must utilize promotional materials that professionally, ethically, and accurately reflect the sponsor’s purposes, activities and sponsorshipProgram cannot publicize the need for host families using public media close to student’s arrival (No plea for a host family two weeks from arrival)Program may not appeal to, guilt, or imply that a student will be denied placement if a host family is not found immediatelyProgram may not identify photos of student(s), nor personal information or identifying information
18 DOS Placement ProcessAll exchange visitor applicants must have a SEVIS generated DS-2019 issued by a DOS designated sponsor, which the student will need to apply for a visaWhen you submit a DS-2019 request, you will need to include the first page of the application, completed guarantee form, proof of insurance, and copy of passport or birth certificate as well as data regarding dates of host family cbc, reference check and in-home interview, and similar info on the LAC.
19 DS-2019 Info Cont.Submit to ARO (assigned by SCRYE for each of our districts), the ARO will send you back the DS-2019Send DS-2019 to sponsor YEO with Welcome PackageStudent should arrive with passport, DS-2019, I-94 and visa (make copies of all)Must use IB-2 to report arrival and change of address within 5 days. The IB-2 is sent to the ARO
20 VISA for Outbounds Every country varies Some require a visa up front and you must visit the nearest consulate to get itSome allow student to get their visa once they arrive in countryConsider company like T-Zell, STA, It’s Your World Travel, Bokoff Kaplan Tours that takes care of this planning (network with other districts to determine who they recommend)
21 KNOWING THE LANGUAGEMost countries do not require the student to know the language (in the contract they should indicate if they do require language skills prior to arrival)Some have mandatory language camps that may be an extra cost to your studentRYE Committee and Student need to weigh the cost / benefitGermany, France, Italy very popular – How do we arrange for other countries then?
22 CSIETMust annually provide results of audit by CPA regarding regulatory compliance to DOS and CSIET regulationsMaterials for inbound students selected at random is typically requested by Oct 1. Response must be provided to auditor by Dec 1Audit results are for SCRYE in total, i.e., not on an individual basis => all districts are affected by the audit results
23 Finances and BudgetsIt is the responsibility of every YEP to create a budget and submit it to their district prior to July 1.Contact your DGE to find out deadlines.RI requires the following: “Where funds are raised for a specific purpose, such as for Rotary Youth Exchange, a budget of expenditure must be prepared and submitted to the governor and the finance committee for approval. This will be included as a separate item in the statement submitted to the district assembly or conference by the finance committee. It is essential to maintain a separate bank account within the district fund for such funds and have the chair of the district Youth Exchange committee, or such other committee as may be involved, as one of the signatories. The district Youth Exchange committee shall prepare and distribute a report semiannually to the district governor, the district finance committee, and all clubs” MOP
24 Biggest debate is Flat Fee or Not SAMPLE BUDGETINCOMEBUDGETEXPENSESDISTRICT FUNDING$ 5,000.00ADMINISTRATIVE$APPAREL$TRIP TO STATE CAPITOL$ 1,000.00BANK CHARGES$CLUB CONTRIBUTIONSCRIMINAL BACKGROUND CH.CLUB 1$DISTRICT CONFERENCECLUB 2HOST FAMILY ORIENTATIONS$CLUB 3COLLEGE FOOTBALL GAME TRIPCLUB 4ORIENTATION$ 2,500.00CLUB 5OUTBOUND CAMPOTHEROUTBOUND INTERVIEWSSPONSORSHIPS$ 4,000.00PETS$POSTAGE & DELIVERYTOTAL INCOME$ 13,000.00TRIP TO STATE FAIRSKI TRIP$ 1,500.00RYLA CAMP$SCRYE DUES$SCRYE SUMMERSCRYE WINTER0.00TOTAL EXPENSES$ 13,000.00Biggest debate is Flat Fee or Not