Presentation by Rotarian Alan Wylie from the 2012 Youth Exchange Officers Preconvention Meeting, 4-5 May in Bangkok, Thailand.

1. Main Topics for Today
• Magic of Rotary Youth Exchange
• Ideas for conducting program (RYE A to
Z)
1

2. MAGIC OF
ROTARY YOUTH EXCHANGE
2

3. Students On Arrival
• 8,000 RYE students travel each year
• 16, 17 years old
• New world / not knowing language
• Wanting to be ambassador
• Deserve Rotary’s support
3

4. Students Trained to be
Ambassador
• Orientation camps conducted before
departure and after arrival
• Themes
– Think of others
– Do for others
– “Service Above Self”
• Impacts can really be significant
4

5. Student Impact on Host
Families
• Rotarian Donald Nino and wife Martha
– Hosted Taiwanese daughter Tina Wang
– Attended “daughter’s” college graduation
half way around the world -- in Taiwan
5

6. Student Impact on School and
Rotary Club
• Alexandre Pires from Brazil hosted by
Humble Intercontinental Rotary Club
• Every student in school knew Alex
• Every Rotarian in club hugged by Alex
• Club always wants to host students
6

7. Students Grow from Year
• Fluent in new language
• Have loving host parents
• Hearts 10 times bigger
• Now citizens of the world
7

8. At End of Exchange Year
• Emotional farewells
• Combination of
– Students’ growth
– Students’ impacts on families, Rotary,
community
• “The Magic of Rotary Youth Exchange”
8

9. Esteban Castano
• Went to Thailand
• Totally immersed himself in culture
• Following his RYE year, motivated 13
students to apply for RYE program
• Now helps train future exchange
students
• Created outstanding video I wish to
share 9

10. ROTARY YOUTH
EXCHANGE
A to Z
10

11. Table of Contents
• Overview 15
• Rotary Club Involvement 25
• Rotary District Involvement 34
• Outbound Programs 39
• Long Term Inbound Program 60
• Short Term Exchange 82
• Budgets 85
• VISA Process 90
11

12. Table of Contents
• Administrative Topics 96
• Initiate Exchanges with Countries 100
• Compliance 107
• Summary 110
• Available Resources 116
12

13. ROTARY YOUTH
EXCHANGE
“An Opportunity of a Lifetime”
Quick Summary for
Potential Outbound Students and Parents
13

14. What Is Rotary!
• International service organization
• Overall Goal – making community,
world a better place
• One major goal – Polio Plus
– $240 million and counting has been raised
to immunize children of the world
• Key program – Rotary Youth Exchange
– Providing ambassadors through our youth
14

15. Youth Exchange Program
Summary
• Two Programs
– Short Term Program
– Long Term Program
• Opportunity to experience new culture
• Opportunity to be the ambassador
• Opportunity to make friends for a
lifetime
15

16. Short Term Program
• One on One exchange with another
student
• Hosted by exchange student’s family
• Normally three to four weeks in each
country
16

17. Long Term Program
• For one school year
• Total immersion in the culture
– Will become fluent in the language
• Hosted by 3 families (on the average)
• Supported by Rotary club and Rotary
counselor
17

18. WHY ROTARY YOUTH
EXCHANGE IS #1 !
• Careful interviews
• Thorough orientations
• Local support group (Rotary club)
• Activities provided by Rotary
• Low cost
18

19. Qualifications of Rotary
Exchange Student
• Good student (upper half of class)
• Willingness to adapt to new situations
• Initiative to get involved in activities
• Willingness to speak to groups
• Attitude for giving to others
THE TRAITS FOR BEING AN AMBASSADOR
19

20. Approximate Costs of the
RYE Programs
• Short Term -- $1800 • Long Term-- $5,000
– Air fare – Air Fare
– Insurance – Insurance
– Incidental costs – Orientations
abroad – Language camp
– Costs for hosting – Monthly allowance
– Blazer, pins, slides
Host club provides
allowance
20

21. Schedule
• Short Term • Long Term
– Club Interview - Oct – Club Interview - Oct
– Dist Interview – Dec – Dist Interview -- Dec
– 1 Sat Orientation with – 2 Sat Orientations with
parents – March parents – Jan and Mar
– Exchange -- Jun - Aug – Orientation camp for
Students - June
– Departure – late Jul –
Aug
– Return -- following
June / July
21

22. For More Information
• Short Term • Long Term
– Club Rotarians – Club Rotarians
– Short Term – Long term
Outbound Outbound
Coordinator Coordinator
– District Youth – District Youth
Exchange Officer Exchange Officer
Web Sites: scrye.org
yeoresources.org
22

23. ROTARY CLUB
INVOLVEMENT
23

24. Club Involvement is Critical
• No club involvement ==> no program
• Some districts host & send 40+ students
– Belgium, Mexico, …
– In US -- Alaska, Ohio, Michigan, Washington
• Many districts do not promote program
– Very few student exchanges
• Improvement needed to advertise program
24

25. Challenges to Club
• For hosting students (long term)
– Budget ($1,500 to $2,500)
– Host Families (biggest challenge)
• For sending student (short term / long term)
– Little cost unless providing scholarship
– Provide Rotary club banners
• For both hosting and sending students
– Having committee to lead effort (more later)
25

26. Paybacks Can Be Enormous
• Inbound / outbound students
– Fluent in new language
– Memories for a lifetime (Nino)
• Rotary members
– Heart felt memories (Alan Derby)
• Rotary clubs
– Experience international part of Rotary
26

27. Club Structure for YE
• President
• Board of Directors
• International Director
• YOUTH EXCHANGE COMMITTEE
– Club YEO (2-3 year term)
– Counselor(s) for Student(s)
– 3 to 10 members (2 to 3 year terms)
27

28. Tasks for Club YE Committee
• Inbound Program
– Find host families (look for dynamic Moms)
– Appoint counselor (student’s “best friend”)
– Get student involved early (Rotary club,
school activities, community)
• Outbound program
– Advertise short term / long term programs
– Interview students and parents
28

29. Sources for Help
• District Committee
• RI resources (next page)
29

30. RI Resources
• Rotary Youth Exchange Handbook
• Rotary Youth Exchange newsletter
• Guide for Host Families
• Guide for Exchange Students
• Marketing materials
30

31. Rotary District Involvement
31

32. Tasks
• Gain support of District Governor
• Promote club involvement
• Establish exchange agreements abroad
• Oversee budget and calendar
• Manage club compliance with RI regulations
• Organize student activities during year
• Support clubs as needed
32

33. District Activities
• Outbound Program
– Promoting RYE program at schools
– Student interviews
– Student and parent orientations
• Inbound Program
– Counselor and host family orientation
– Student orientation upon arrival
– Socials (Christmas party, Youth Exchange
Conference, …)
• District Conference
33

34. District Committee Basic
Structure
• Youth Exchange Officer
• Long term inbound chairman
• Long term outbound chairman
• Short term chairman
• Treasurer
• Compliance Officer
• Insurance Officer
34

35. Numerous Resources to Help
• RI (handbook, other materials)
• Multi District Meetings
– South Central Rotary Youth Exchange
• Take DGE, DGN when possible
• Regional Meetings
– NAYEN
– EEMA
–…
35

36. OUTBOUND PROGRAM
36

37. Three Elements
• Recruiting
• Interviews
• Orientations
37

38. Recruiting Outbound Students
38

39. What Will Intrigue Student?
• Former exchange students (Rotex)
• Web Sites, Facebook, …
• Videos
• Inbound Exchange Students
• Enlightening Message from Rotarians
39

40. Rotary Visits to Schools
• It is estimated that 1 outstanding
student will be found for every 100
students visited
• How many clubs in district visit schools
– 5 or more clubs ?
– 10 or more clubs ?
• Rotarian does not have to be expert
– Sample presentations are available
• Experienced people will help
40

41. Approaching Schools Can Work
• One Rotary club in Houston district
visited 3 or 4 schools, each for a day.
• Club result for 2009 2010
– Long term outbound students – 13
– Short term outbound students – 10
• Result for 2010 2011
– Long term outbounds – 16
– Short term outbounds – 10
41

42. Message at School
• RYE program number 1
• Looking for 20 (or 30 / 40) students
from 150 schools in district
• Not right for all students
• Fantastic opportunity for those wishing
to be ambassador
• Invite student to bring parents to
evening information meeting
42

43. Information Meeting
• Those supporting
– Rotarians
– Inbounds and Rotexes (former exchange students)
– Rotex parents
• Tools
– Presentation (slides 13 to 22 in this presentation)
– Videos
– Speeches (Rotex, Rotex parents, Rotarians)
• Students and parents leave meeting impressed
with Rotary
43

44. Keys to Success
• Numerous Rotarians working across
district to market program to students
– Pro-Active approach, not waiting for
students to magically appear
• Repetition of process year to year
– Schools will expect you and advertise
– Learn from experience
– Improve each year
44

45. Interviewing Outbound
Student Applicants
45

46. Qualifications of Rotary
Exchange Student
• Good student (upper half of class)
• Willingness to adapt to new situations
• Initiative to get involved in activities
• Willingness to speak to groups
• Attitude for giving to others
THE TRAITS FOR BEING AN AMBASSADOR
46

47. Club Interview
• First interview
• Conduct in Rotarian’s home -- 30 min
• Interview parents separately
• Determine if student committed (be
sure not only the parents’ idea)
• Seek recommendation of school
• Recommend student for district
interview if would be excited to host
student in own home
47

48. District Interview in Houston
• Same interviews for both short term and long
term applicants
• Conducted on Saturday, followed by
overnight Christmas party with inbound
students
• Interviewers
– Rotarians
– Students – Rotexes, inbound students
– Previous host parents
– Rotex parents
48

49. Houston Interview Process
• Four interview stations (questions available)
– Adapting to Host family
– Participation in School
– Being an ambassador
– Speech – “Why Wish to Be RYE Student”
• Students rotate to each station
• Compile scores / discuss
• Independent assessment by Rotex
• Further Assessment over week-end at
Christmas party with inbound students
49

50. District Interview Results
• Factors to consider
– Number of exchanges (host clubs)
– Likelihood that student will succeed in new
culture / language environment
– Would interviewer be willing to host student
in own home?
• Better to say no than to have student fail
50

51. Outbound Student Orientation
51

52. Objective
• “To prepare student as well as one can
be prepared to spend their time abroad”
• Three sessions
– Saturday in January – students and parents
– Saturday in March – students and parents
– 4 day camp in June – students only
52

53. January, March Orientation
Topics
• What is Rotary
• Why does Rotary sponsor Youth
Exchange
• Preparation for departure, including
checklist of items to do each month
• Helpful hints for time abroad
• Speeches
– January – on new country
– March – on Rotary 53
(Rotary magazine)

54. Preparation for Departure
• Importance for learning the language
• Knowing the country culture
• Passport, VISA, Insurance, Airline tickets
• Immunizations
• Gifts, Photography, Luggage, Packing
• Making good first impressions
• Blazers, trading pins
• Slides for Rotary club presentation
54

55. Helpful Hints for Year
Abroad
• Rules and expectations of Rotary
• Being the ambassador
• Adapt to Host Family (1st night questions)
• Importance of Rotary counselor
• Participation in School
• Homesickness
• Limited communications home
• Speaking language, making close friends
• Getting involved with club and
community 55

56. Orientation Camp
• Rotex students are essential ***
• Rotary videos, materials
• Preach little as possible
– Use role plays conducted by Rotex
– Have small group discussions
• Friday night student talent show
• Saturday night camp fire
– Students discuss what will miss while
abroad (to help later homesickness)
56

57. INBOUND PROGRAM
57

58. Two Orientations
• Counselor and Host Family Orientation
in July (prior to student arrival)
– Using Powerpoint Presentation (available)
• Student orientation 1 week after arrival
– Manual provided
• Ohio Erie Multi District video used to
address abuse / harassment at both
orientations
58

59. Host Family Orientation
• What is Rotary
• Expectations of host families
• Rotary support – by counselor and club
• Student Protection (video)
• Insurance, Finances, Travel, School
• Calendar
59

60. Basic Rule for Host Families
• TREAT STUDENT AS YOUR OWN!
– Responsibilities
– Rules (Curfew, …)
– Freedoms
Note: Students are here to learn and
understand our way of life and are
instructed to adapt, adapt, adapt
60

61. Expectation of Student
Toward Family
• Be considerate, ask permission
• Allow host family to know your friends
• Understand parent position
– Sometimes they will have to say “no”
61

62. Suggestion
• Students and host families review list of
questions provided by Rotary
– What do I call you?
– Should I wash my clothes?
– Does Dad have a favorite chair?
• Proven effective technique for heading
off problems / awkward situations
before they occur
62

63. Rotary Counselor
• Year-around Rotary contact for student
and host families
• Best friend to help solve problems for
student and host families
– Students 16 to 18 years old and need help
– Important small problems get resolved
before they become big problems !!!
• Counselor checklist is available
63

64. Counselor Tasks Before
Student Arrives
• Welcome letter to student with pictures
• Ensure contact from host families
• Insert articles in Rotary club bulletin
• Plan options for school (classes, clubs,
activities)
• Look for potential friends
(Interact, neighbors, clubs, …)
64

65. Counselor Tasks on Student’s
Arrival
• Build rapport (host in home for first 3-4 days)
• Verify round trip airline ticket
• Ensure student has insurance papers
• Open bank account
• Discuss end-of-year tour with student
• Arrange with host families for welcome party
• Write thank you letter to all teachers (available)
65

66. Some Counselor
Responsibilities
• Support student
• Support host families
• Help to get club involved with student
• Transition students to next family
• Good idea – have counselor-in-training
for following year
66

67. Problem Solving
• Student has many options for seeking help
– Host family
– Counselor / club RYE committee
– Club president
– District committee
• If student breaks major rule (4 D’s) or
repeatedly is not being good student, either
– Send student home
– Put student on 2-to-4 week probation
67

68. Probation Process
• Problem and Rotary expectations
documented
• Document signed by student and Rotary
• Copies distributed to sponsor district,
parents, host district governor
• Meet at end of probation period, to
determine if student is allowed to stay or
must go home
68

69. Inbound Student Orientation
69

70. Key Factors
• Use Rotex
• Force 2-way communication
• Stress maintaining calendar
• Emphasize good decision making,
being the ambassador
• Have individual meeting at the end with
each student
70

71. Decision Making ? Year-of-a-Lifetime
Which doorway you choose is up to you.
Rotary will help.
Maturity
So-So Year
Good Judgment
Rotary 4-Way Test
2) Is it the truth?
3) Is it fair to all concerned? Student Goes
71
4) Will it build good will and better friendships? Home Early
5) Will it be beneficial to all concerned?

72. Sample Family Rules
• No smoking (against the law in Texas)
• Be on time (call if going to be late)
• Curfew
• They need to know your friends
• Complete homework from school
• Follow rules using telephone, computer
72

73. Rotary Expectations toward
School
• School requires you to attend classes
regularly and be a good student
• Have clear understanding of school
credits you wish to transfer home
• Say thank you to school teachers
• Sometimes Rotary will take you out of
school; you are expected to complete
work that was missed
73

74. Making Close Friends
• A major challenge to YE students
• Be careful to choose right set of friends
• Join clubs; actively participate
– Interact (in many of the schools)
– Sports
– Theater
– Band, orchestra
74

75. Speaking Native Language
• At times students speak own language
– Considered quite rude
– Forces others away from you
• This can be major problem
75

76. Following Rules of Rotary
• No drinking
• No driving (including no drivers’
education class)
• No drugs
• No serious dating
• No downloading on family computer
• No body piercing or tattoos
Quick ways to go home!
76

77. Other Rotary Expectations
• Follow rules signed in application
• Make every effort to adapt to family
• Seek Rotary help (counselor, others)
• Remember -- RYE not a travel program
• Be prepared to give presentation to
Rotary club during year
77

78. Getting Involved in
Community
• Rotarians will encourage your
involvement in Rotary and community
– Rotary meetings
– Orientations for American students
– Programs to Rotary clubs
– Programs to schools and clubs
• Be prepared to say “yes” and be proud
to be ambassador for your country and
for Rotary
78

79. Short Term
Exchanges
79

80. Summary
• Ages 15 to 18 (high school)
• 1 on 1 exchange with another student
• Hosted by exchange student’s family
• Normally 3 to 4 weeks in each country
• In home interviews and criminal
background checks required
80

81. Summary (Continued)
• Provides introduction to new culture
• Requires student interviews
– Suggest doing jointly with long term
interviews
• Requires student orientation
• Provide opportunities to be ambassador
• Cost – mostly driven by airfare
81

82. Budgets
82

83. RYE District Budget
• Potential sources of income
– Support from Rotary District
– Outbound Students (Flat Fee System)
83

84. Candidate Items for District
to Cover for RYE
• Multi district membership fee (SCRYE)
• SCRYE meetings – travel, hotel,
registration
– for Dist Governor, YEO, committee chairs
• Sending representatives to regional
conference (NAYEN, EEMA, …)
84

85. Outbound Student (Flat Fee
System)
• Student Fees to district cover the following:
– Airfare and Insurance
– Orientation Camp
– Slides or CD, Business Cards
– Blazer
– Trading Pins, shirts
– Orientations
– Reunion
• Extra money in student fees help to cover
district committee administrative costs
85

86. Club Budget
• Student allowance
• District activities for students
– Orientation Week-end
– Youth Exchange Conference in Tulsa
– Rotary District Conference
• T-shirt and Sweatshirt
• Other (Rotary lunches, Xmas present,
…)
86

87. VISA Process
87

88. US VISA Process
Nine step process must be completed for student
to obtain Visa:
2. Inbound Student
– Includes passport page or birth certificate (legal
name) with application
– Forwards applications to sponsor district
– Purchases insurance
3. Sponsor district
– Assures applications are complete
– Forwards applications to host Rotary district
88

89. VISA Process, Continued
3. Host Rotary District
– Verifies applications are complete
– Forwards applications to host club
89

90. VISA Process, Continued
4. Host Rotary Club (where process often
slows down)
– Finds host families; conducts in-home
interviews;
– Signs guarantee form (4 copies)
– Gets school signature / stamp on 4 copies
– Mails 4 guarantee forms, copy of first page
of application, signed host family #1
application to district representative
90

91. VISA Process, Continued
5. Rotary District
– Forwards papers to SCRYE Responsible
Officer (RO)
6. Responsible officer
– Registers student into US govt web site
(SEVIS)
– Generates DS 2019 form
– Forwards DS 2019 form to District
91

92. VISA Process, Concluded
7. Host Rotary District
– Sends to Sponsor Rotary District
• DS 2019 form with Visa instructions
• Completed guarantee form (2 copies)
8. Sponsor Rotary District
– Forwards papers to student
9. Student
– Requests VISA from US consulate
92

93. Administrative Topics
93

94. SEVIS REPORTING
• On Student’s Arrival
– YEO reports name, date of arrival, and host
family address (no P. O. Box) to
• Responsible Officer (RO)
• CISI-Bolduc Insurance
• When student changes addresses
– YEO reports name, new address, and date of
move to RO
ALL NEW ADDRESSES MUST BE
REPORTED WITHIN 5 DAYS OF MOVE
94

95. Audits
• Annual audits required (RI, DOS, or
CSIET)
• Paperwork submitted to auditor
– for Inbound Students
– for Outbound Students
– For District processes
• Vital to collect paperwork in one place
to track material as it comes in and be
prepared for audit
95

96. Initiating Exchange
Agreements with Other
Countries
96

97. Student Preference for Country
• Student lists top 5 preferences for
countries
• Basis for student input
– Knowledge of language (deserves
consideration)
– Student familiarity with country
– “Popularity” of country
97

98. Rotary Perspective on Assigning
Student to Country
• Rotary would like to take advantage of
student’s knowledge of other language
98

99. Establishing Exchange
Agreement with Other District
• Some countries easy to get contract
• Other countries / districts normally full
• Others not qualified / certified
• RI directory has contact information for
certified districts
• Multi district members willing to help
99

100. Timetable
• Club Interviews October
• District Interviews Nov / Dec
• Establish exchange Oct - Dec
100

101. Exchange Agreement
• Several items need to be agreed upon
– Insurance
– Student restrictions
• Age / grade in school
• Vegetarians (many countries will not accept)
– Timetable for completing guarantee forms
– Dates and airports of Arrival
• Sample contracts are available
101

102. Compliance
102

103. Items to Collect from Host
Clubs Are Numerous
• Club compliance
• Orientation, Criminal Background Check
– Club YEO
– Club counselor (4)
– Host family 1 (5)
– Host family 2 (5)
– Host family 3 (5)
• And other info
103

104. Collection and Tracking
Process
• Important to have Compliance Officer,
who collects items at district level
– Provides insight into what is missing
– Host clubs can be “reminded” to provide
– Material can easily be provided for audit
• District 5890 has developed Excel
scorecard for tracking items
• Hoping to transition soon to database
104

105. SUMMARY
105

106. Summary
• Overview
– Good summary for presenting to outbound
applicants and parents
• Rotary Club Involvement
– Committee is essential for program to be
successful year after year
106

107. Summary, Continued
• Recruiting Outbound Applicants
– Conduct numerous information meetings
across district to promote program,
utilizing Rotex
– Repeat year after year, so students know
you are coming
• Interviewing Applicants
– Insist on quality – better to say no than to
have student fail 107

108. Summary, Continued
• Student Orientations
– Emphasize expectations are high for being
ambassador for Rotary
• Counselor / Host Family Orientation
– Treat students as your own
– Importance of preparation – staying ahead
of the challenges that will face student
108

109. Summary, Continued
• Short Term Exchanges
– Valuable introduction to new culture
– Family criminal background check and in
home interview are required
• Visa Paperwork Process, Long Term
Inbounds
– Host club timeliness critical to ensure
student arrives on time
109

110. Summary, Continued
• Exchange Agreements
– Country not nearly as important as level of
involvement by partnering district
• Compliance
– Vital to collect club paperwork at district
level, in one place
– Scorecard most helpful
110

111. Resources
• RI Rotary Youth Exchange Handbook
• Finding host families (Lloyd Morris)
• First night questions (yeoresources.org)
• District 5890 Scorecard
• Web Sites
– scrye.org
– yeoresources.org
111

112. Accessing Presentation
• Presentation will be sent by email to
those who request
112