yeo 2012_youth exchange_rye, a to z

1

Main Topics for Today

• Magic of Rotary Youth Exchange

• Ideas for conducting program (RYE A to Z)

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MAGIC OF

ROTARY YOUTH EXCHANGE

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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

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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

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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

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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

7

Students Grow from Year

• Fluent in new language

• Have loving host parents

• Hearts 10 times bigger

• Now citizens of the world

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At End of Exchange Year

• Emotional farewells

• Combination of– Students’ growth– Students’ impacts on families, Rotary,

community

• “The Magic of Rotary Youth Exchange”

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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

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ROTARY YOUTH EXCHANGE

A to Z

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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

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Table of Contents

• Administrative Topics 96

• Initiate Exchanges with Countries 100

• Compliance 107

• Summary 110

• Available Resources 116

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ROTARY YOUTH EXCHANGE

“An Opportunity of a Lifetime”

Quick Summary for Potential Outbound Students and Parents

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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

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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

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Short Term Program

• One on One exchange with another student

• Hosted by exchange student’s family

• Normally three to four weeks in each country

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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

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WHY ROTARY YOUTH EXCHANGE IS #1 !

• Careful interviews

• Thorough orientations

• Local support group (Rotary club)

• Activities provided by Rotary

• Low cost

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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

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Approximate Costs of the RYE Programs

• Short Term -- $1800– Air fare

– Insurance

– Incidental costs abroad

– Costs for hosting

• Long Term-- $5,000– Air Fare

– Insurance

– Orientations

– Language camp

– Monthly allowance

– Blazer, pins, slides

Host club provides allowance

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Schedule

• Short Term– Club Interview - Oct– Dist Interview – Dec– 1 Sat Orientation with

parents – March– Exchange -- Jun - Aug

• Long Term– Club Interview - Oct– Dist Interview -- Dec– 2 Sat Orientations with

parents – Jan and Mar– Orientation camp for

Students - June– Departure – late Jul –

Aug – Return -- following

June / July

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For More Information

• Short Term– Club Rotarians

– Short Term Outbound Coordinator

– District Youth Exchange Officer

• Long Term– Club Rotarians

– Long term Outbound Coordinator

– District Youth Exchange Officer

Web Sites: scrye.org

yeoresources.org

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ROTARY CLUB INVOLVEMENT

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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

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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)

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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

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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)

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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

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Sources for Help

• District Committee

• RI resources (next page)

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RI Resources

• Rotary Youth Exchange Handbook

• Rotary Youth Exchange newsletter

• Guide for Host Families

• Guide for Exchange Students

• Marketing materials

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Rotary District Involvement

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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

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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

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District Committee Basic Structure

• Youth Exchange Officer

• Long term inbound chairman

• Long term outbound chairman

• Short term chairman

• Treasurer

• Compliance Officer

• Insurance Officer

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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– …

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OUTBOUND PROGRAM

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Three Elements

• Recruiting

• Interviews

• Orientations

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Recruiting Outbound Students

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What Will Intrigue Student?

• Former exchange students (Rotex)

• Web Sites, Facebook, …

• Videos

• Inbound Exchange Students

• Enlightening Message from Rotarians

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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

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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

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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

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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

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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

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Interviewing Outbound Student Applicants

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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

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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

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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

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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

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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

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Outbound Student Orientation

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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

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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 (Rotary magazine)

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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

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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

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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)

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INBOUND PROGRAM

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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

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Host Family Orientation

• What is Rotary

• Expectations of host families

• Rotary support – by counselor and club – by counselor and club

• Student Protection (video)Student Protection (video)

• Insurance, Finances, Travel, SchoolInsurance, Finances, Travel, School

• Calendar

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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

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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”

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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

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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

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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, …)

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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)

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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

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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

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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

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Inbound Student Orientation

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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

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Year-of-a-Lifetime

So-So Year

Student GoesHome Early

Decision Making ?

Which doorway you choose is up to you.Rotary will help.

Rotary 4-Way Test1) Is it the truth?2) Is it fair to all concerned?3) Will it build good will and better friendships?4) Will it be beneficial to all concerned?

Maturity

Good Judgment

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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

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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

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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

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Speaking Native Language

• At times students speak own language – Considered quite rude – Forces others away from you

• This can be major problem

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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 tattoosQuick ways to go home!

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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

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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

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Short Term Exchanges

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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

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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

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Budgets

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RYE District Budget

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

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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, …)

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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

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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, …)

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VISA Process

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US VISA Process

Nine step process must be completed for student to obtain Visa:

1. Inbound Student– Includes passport page or birth certificate (legal

name) with application

– Forwards applications to sponsor district

– Purchases insurance

2. Sponsor district– Assures applications are complete

– Forwards applications to host Rotary district

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VISA Process, Continued

3. Host Rotary District– Verifies applications are complete– Forwards applications to host club

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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

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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

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

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Administrative Topics

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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

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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

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Initiating Exchange Agreements with Other

Countries

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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

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Rotary Perspective on Assigning Student to Country

• Rotary would like to take advantage of student’s knowledge of other language

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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

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Timetable

• Club Interviews October

• District Interviews Nov / Dec

• Establish exchange Oct - Dec

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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

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Compliance

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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

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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

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SUMMARY

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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

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

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

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

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

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

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Accessing Presentation

• Presentation will be sent by email to those who request