This program will outline the responsibilities for all Rotary Youth Exchange volunteers. Discussions will review both Rotary International, as well as Department of State rules and regulations needed for a Rotary Club to host international students. For those Rotary volunteer attendees, including Club level Youth Exchange Officer’s and Club Counselors, this session will meet necessary DOS and RI certification requirements.

1. RYE Compliance
Training
Youth Exchange-Club
Officers and Leaders

2. Outline:
• Authorities
• Certification
• Structure
• Club responsibilities
• Budget and other finances
• Keys to success

3. Organization
“We answer to a higher authority!”

4. Rotary International
Certification Program
• Developed by RI over the past few years
• In response to concerns about sexual abuse and
harassment
• Implemented worldwide
• Annual filling by YE Chair and DG
• No YE program without certification

5. RI Certification Requirements
• Incorporation of YE program
• Adoption of abuse/harassment prevention policy based on RI
model
• Exchanges on district or multi-district level only
• Thorough student selection process (LTEP & STEP)
• Screening of host families and YE volunteers
• Orientations for students and host families
• Training for YE volunteers, district officers
• Counselors for all students
• Emergency procedures
• All RYE-Florida districts are fully certified by Rotary
International

6. U.S. Department of State
• Exchange programs governed by US State Dept. under
Federal Register, 22 CFR Part 62
• Inbounds admitted with J-1 student visas
• Guarantee Form completed by host club
• New rules require criminal background checks, visits,
training, record keeping
• Annual program performance audits
• Rotary Youth Exchange Florida, Inc., is a State
Department designated program, authorized to issue
visa documents (DS-2019).

7. Council on Standards for
International Educational Travel
• Mission to identify reputable international youth exchange programs
• Published standards of operation for all aspects.
• Comprehensive annual application process.
• Questionnaires sent to inbound and outbound students, host families,
schools
• CSIET “Advisory List” sent to all US schools.
• In some states, athletic participation requires CSIET listing.
• In some school districts, exchange student placement requires CSIET
listing.
• RYE-Florida and District 6970 RYE is accepted for listing by CSIET for
2015-16

8. Structure: Rotary International
Rotary International
Partner District or Multi-
District
RYE Florida
(Multi-District)
7 other FL DistrictsD6970
Your Rotary Club
60+ other clubs

9. Governor
Officers Committees
Area
Governors
Youth Exchange
Vice Chair: Inbounds
Vice Chair: Outbounds
Vice Chair: Short Term
Executive
Treasurer
Counselors
Structure: Rotary International

10. President
Club Officers
(elected)
Committees
(appointed)
RYE Chair
YEO
Counselor(s)
Other committee chairs
Executive
Typical Club Structure

11. Club Requirements
• Hosting a student
• Sponsoring a student

12. Hosting an Inbound Student
• Club Commitment
• Recruit and screen 2-4 host families
• Help with school arrangements
• Budget expenses
• Bring student to meetings regularly
• Involve in club activities & members’ lives
• Support host families
• Help with transportation for “special events”

13. • The Club Counselor
• First layer of Rotary support for student, family and club
• NOT a host parent
• Meet at least once/month; call/e-mail often
• Know what’s going on with
• Relationships
• Activities
• Emotional state
• Travel
• School
• Communicate with club and district as needed
• Complete and submit Monthly Counselor Report
• Application, background-check, training completed ANNUALLY
Hosting an Inbound Student

14. • The Club Youth Exchange Officer (YEO)
• Can also serve as Counselor
• Second layer of support
• Work with counselor to bring student to meetings and
involve student in club activities
• Coordinate activities of club YE committee
• Oversee host family selections
• Find temporary housing if necessary
• Communicate with district as needed
Hosting an Inbound Student

15. Hosting an Inbound Student
• Working with host families
• Selection
• Rotary membership not required
• With or without teenage children
• Single-parent families are OK
• Word of mouth – no commercial advertising
• Screening
• Visit home, to inform, interview, and inspect
• Host Family Application form
• YEO follows up on references, provides Club Endorsement
• Host Family Orientation Training
• Submit forms to RYE-Florida for background check

16. • Working with host families
• Invite to club meetings – show appreciation
• Help with misunderstandings
• Arrange transition to new host family
• Keep district informed
Hosting an Inbound Student

17. • How to find host families
• Involve entire club in search
• Interact
• Rotaract
• Referrals from outbounds
• Referrals from prior host families
• Sell the benefits, not the obligations!
Hosting an Inbound Student

18. • Working with the local school
• Laying the groundwork
• Copy of application
• Rotary Guarantee Form
• Interact contact
Hosting an Inbound Student

19. • Working with the local school
• On arrival – getting your student registered (ASAP!)
• Bring transcript, discuss preferences
• Bring medical record (physical may be required)
• Counselor should offer to go with host parent(s)
• School requirements, limitations
• No guarantee of HS Diploma (Registered- Junior)
• NO ESOL, NO Drive Education
Hosting an Inbound Student

20. • Working with the local school
• Once school starts…
• Encourage participation
• Sports, Music, Drama, etc.
• Interact
• Homework
• Ask (but don’t obsess) about grades
Hosting an Inbound Student

21. • Club Involvement:
• Correspond with student before arrival
• Communicate with host family about flight details and any
changes
• Encourage club members to go to the airport
• Counselor should visit first few days
• Bring to a club meeting in first or second week
• Arrange language tutor, if necessary
Hosting an Inbound Student

22. • Club involvement, continued…
• Ideas
• Weekly sponsor sign-up sheet
• Transportation committee
• Every club activity
• Remember student’s birthday and Christmas
• Student expects to provide a club program
• Second half of year
• Don’t forget rebounds
• Promote student/program in schools and community
• Support host family
Hosting an Inbound Student

23. • Summary of Inbound Student Process
• Complete and return Guarantee Forms
• Identify host family or families
• Host Family Application
• Home Visit
• Reference Checks
• Counselor visits student 1-2 days later
• Welcome visit at host club
• Inbound Orientation – August 12-14, 2016 at Lake Yale
• Monthly visits/contact by counselor
Hosting an Inbound Student

24. • US State Department
• Student Letter
• Host Family Letter
• Document receipt of
letters for audit
Hosting an Inbound Student

25. • US State Department
• Volunteer Certification
(online)
• Family income
• Five photos of home
• Multiple visits by Rotary
• Documentation
Hosting an Inbound Student

26. Expectation of Inbound Students
• Respect the Program Rules
• No Driving motorized vehicles
• No Alcohol and No (illegal) Drugs
• No Smoking *Unless noted on application
• Must Attend School (J1 visa)
• No Serious Relationships
• No Working
• Traveling (pre-approval for overnights)
• Visits from home
• Phone calls, e-mails, IM

27. Expectation of Inbound Students
• Adapt to host family
• Learn our language and culture
• Perform well in school
• Communicate
• Represent country and Rotary
• Participate with Rotary, school, and community
• Return home within 8 days of end of school, or 8 days after
year-end trip
• Make us all proud of them, so we are driven to participate
year after year

28. Expectations of Host Families
• Provide safe and welcoming environment
• Treat student like their own child
• Help with challenges
• Language
• School
• Culture shock
• Homesickness
• Provide an ear to listen, a shoulder to cry on, a
hand to depend on
• Work with Rotary if issues arise

29. Possible Personal Issues
• The Exchange Cycle
• Initial excitement
• Special becomes routine
• Homesickness symptoms
• Holiday blues
• Adaptation
• The end is near
• Religion
• Dietary restrictions
• Sibling relationships
• “Other” relationships

30. Medical and Legal Issues
• Seeking Medical Care
• All students have insurance (CISI, Other)
• LTEP Application contains Medical Release
• Insurance
• Coverage
• Claims procedure
• Different for Belgium, Denmark, & Sweden
• Use RYE-Florida resources to follow-up

31. Medical and Legal Issues
• Abuse and Harassment Prevention
• Statement of Conduct for Working with Youth:
• “Rotary International and Rotary Youth Exchange Florida 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 any 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.”

32. Medical and Legal Issues
• Abuse and Harassment Prevention
• Screening of host families and other volunteers
• Host Family Application
• Youth Volunteer Application
• References and Background Checks
• Allegation Reporting and Investigation Guidelines
• Remove student from threatening situation
• Contact District YE Committee immediately

33. Student Support System
• Host Family
• Club Level
• Counselor
• Youth Exchange Officer
• Club President
• District Level
• District Counselor
• Inbound/Outbound Vice-Chairperson
• Chairperson
• District Governor
• RYE-Florida Emergency Line: 1-888-RYE-FLOR

34. Sponsoring an Outbound Student
• High School Recruiting
• September-October time frame
• Work with District YE Committee
• Good candidates in every school
• Contact Foreign Language Department Chair
• Looking for very special students
• Outgoing, adventurous, confident
• Solid academically
• Supported by school and family
• No club monetary contribution required
• District Informational Meetings in October
• Final Interviews at SJRSC in St. Augustine

35. Sponsoring an Outbound Student
• Other Recruiting options
• Rotarians’ children, grandchildren
• Neighborhood
• Word-of-mouth
• Referrals from RYE-Florida web

36. Sponsoring an Outbound Student
• Interview and Selection Process
• RYE Application Deadline: October 31, 2016
• Home visits in October
• Final Interviews on Nov.12-13, 2016 at SJRSC
• Preparation of Outbound Students
• Orientation Curriculum
• Orientation Weekend #1: Jan. 8-10, 2016
• District Language Camp: April 16, 2016
• Orientation Weekend #2: June 10-12, 2016
• Meetings/mentoring with Inbounds and Rotex

37. Sponsoring an Outbound Student
• Club Involvement
• Club visits, students and parents, prior to departure
• Provide (3) club banners
• Contact during year
• Remember special events (Christmas, birthday)
• Keep in touch with parents (membership?)
• Club program upon return

38. Expectations of Outbound Student
• Respect the Program Rules
• No Driving
• No Alcohol and No (illegal) Drugs
• No Smoking
• Must Attend School (J1 visa)
• No Serious Relationships
• No Working (Can not hold a full time job)
• Visits from home ( Recommend March & April)
• Phone calls, e-mails, Skype
• Complete (1) Journal per month for the RYE website
• Maintain/Enhance RYE-Florida’s Standard of Excellence

39. Short Term Exchange Program
• Similarities
• Open to Rotary and non-Rotary families
• Exchanges with partner districts
• Application process and home visit
• References and background checks required
• Requires RI certification
• Differences
• Family-to-family exchange
• No school required (no student visas)
• 3-4 weeks instead of 10-12 months
• Less demanding on students
• Can be good introduction for younger student

40. Host Family Training
• Document attendance, including:
• Names
• Dates, Location of training
• Who conducted the training
• Forward documentation to District (PDF preferred,
scan, fax, or original hard-copy acceptable)

41. Host Family Training
• Host Family Handbook
• Follows the student from family to family
• Along with ORIGINAL application (medical
release)
• Electronic (PDF) copy on RYE Florida website
• DVD
• Club retains the disc

42. Host Family Training
• Discuss:
• Club support for family as well as student
• Counselor
• YEO
• Club President
• Allowance, Banking
• Meetings (student, hosts should not pay for
meal)
• Transportation

43. Host Family Training
• Discuss:
• District support
• District Counselor
• Chair and Vice-Chair for Inbounds
• Multi-District support
• Questions & Answers

44. Host Family Training
• Closing
• Application status
• State Department Letter and Receipt

45. Club YE Budget
Hosting an Inbound
Student
Allowance $75/month for 10
months
$750
Student activity fees See following slide $1,000
Incidentals Banners, meeting
meals
~$100
Total $1,850

46. Student Activity
• Administration and Audit expenses
• Inbound Orientation – meals, lodging, materials,
incidentals
• Scheduled events:
• Fall Weekend October 14-16, 2016
• Disney World December 8-11,2016
• New Years Service December 31, 2016
Project & Party Canned Food Drive
• Sea Camp Jan. 28-31, 2016
• Spring Weekend April 1-3, 2016
• District Conference May 13-15, 2016
& Assembly

47. Club YE Budget
Sponsoring an
Outbound Student
Incidentals Banners, meeting
meals
~$100
Total $100

48. Outbound Student Fees
• Program Costs paid by student and parents
• $150 Application Fee & $5,200 Program Fee
• For a total of $5,350
• Includes round trip airfare, room & board, medical
insurance, orientations here and abroad, supplies and
materials, etc.

49. Keys to Success
• Engage Club members to support the program
• Year-round program
• Invest time and money: What’s it worth?

50. What’s it worth?
• Extending your Club’s reach to another continent…
or two
PRICELESS!

51. What’s it worth?
• Building or strengthening your connections with
area schools: PRICELESS

52. What’s it worth?
• Recruiting outbounds’ parents or host parents as
new members:
• PRICELESS

53. What’s it worth?
• Rotary Youth Exchange is an investment in the
future of Rotary and of your club
• Sponsoring and hosting exchange students
requires work, but that’s what Rotary is all about:
Service Above Self.

54. Thank you!
Gracias
Danke schön
Obrigado
Merci
Dhanyavaad
Tak
Grazie
Hvala
teşekkür ederim
Xiè Xiè
Arigatō
спасибо
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