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Rotary International Program Evaluations
Becky Fontaine, Chair, District 5020 Youth Exchange Committee
Liisa Stjernberg, Chair, District 1420 Youth Exchange Committee
Thomas Woods, Senior Coordinator, Youth Exchange Section, RI Programs
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History
• 2008 – present• 20 district evaluations performed in 15
countries • Approximately 4-5 per year• Multidistrict involvement varies• Confidentiality• Developing self-evaluation and peer-to-peer
evaluation materials
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Purpose
• Ensure certification guidelines are met at all levels
• Learning opportunity • Unique aspects of each district’s program• Volunteer contributions/challenges• Student experiences
Our goal is that the experience be beneficial for all involved.
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District Selection
• Frequency based on regional participation• 1 evaluation/ year in Europe, North America and
South America• Rest of participating regions rotated
• District profile, size, make-up• Complaints involving district
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Evaluation Team
• RI staff member from Youth Exchange section or Programs Division
• Interpreter (if needed/available)• Rotarian
• Provide insight into culture/legal system• Encourage cooperation• Ensure objectivity/fairness• Provide feedback on evaluation process
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Timeline
4 months out – request for evaluation3 months out – guidelines sent to district2 weeks out – schedule confirmedEvaluation – usually completed in 2-3 days2 weeks after – Rotarian provides feedback3-4 months after – findings report
presented to district
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Logistics
•Location• Determined by district, as convenient• No-cost meeting place preferred, but
budget for conference room rental•Interpretation
• Available in RI standard languages•Local accommodation, travel, meals
• District not responsible – RI funds budgeted
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Document Review
• Usually 2-3 hours at start of evaluation• All documents to be left in district• All documents for current year• What are we looking for?
• How are they retained/secured?• How is access granted?• How is information (home visits, etc.)
documented?
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Required Documentation
• Certification documents• Training materials• Selection/screening documents
• Volunteers and host families• Inbound and outbound students
• Inbound student materials• Administrative materials• Promotional materials
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Interviews
• Scheduled by district• Duration varies, based on size of group• Only interviewees and evaluation team
present• OK if roles overlap or some roles don’t apply
in your district!
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Required Interviews
• District Youth Exchange chair (separately)• District Youth Exchange committee*• Multidistrict representative*• District youth protection officer/committee*• Club Youth Exchange officers*• Club counselors• Host families• Outbound students’ families• Current inbound long-term students• Current inbound short-term students• Recently-returned outbound long-term students
* If applicable/available
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Findings Report
• Comprehensive snapshot of your program• Highlight unique strengths of program• Communicate successes/challenges of students
and club-level volunteers• Share ideas learned from other districts• Clarify policy requirements
• Determine timeframe for district to address all policy concerns
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Rotarynuorisovaihto / Monipiiri VIII 2006
RYE RYE FINLANDFINLAND
Finland and Estonia –Finland and Estonia –
Certified youth exchange Certified youth exchange countriescountries
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Rotarynuorisovaihto / Monipiiri VIII 2006
EVALUATION STARTS WITH A EVALUATION STARTS WITH A
DISCUSSIONDISCUSSION
EVALUATION 2011EVALUATION 2011
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Rotarynuorisovaihto / Monipiiri VIII 2006
PreparationsPreparations
ALL FILES MUST BE IN ORDERALL FILES MUST BE IN ORDER MAKE “100 CALLS” AND TRY TO MAKE “100 CALLS” AND TRY TO
REACH ALL INVOLVEDREACH ALL INVOLVED ARRANGE MEETING PLACES, HOTELS ARRANGE MEETING PLACES, HOTELS
AND MEALSAND MEALS CANCEL YOUR DAILY WORKCANCEL YOUR DAILY WORK
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Rotarynuorisovaihto / Monipiiri VIII 2006
EVALUATIONEVALUATIONThe best part of itThe best part of it
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Rotarynuorisovaihto / Monipiiri VIII 2006
Impressions of the processImpressions of the process
HEAVY TIMETABLE (ESPECIALLY FOR HEAVY TIMETABLE (ESPECIALLY FOR SUPERVISOR KATE HOEPPEL) SUPERVISOR KATE HOEPPEL)
SUPERVISOR NOTICES EVERYTHINGSUPERVISOR NOTICES EVERYTHING RI STAFF HAS PRECISE RI STAFF HAS PRECISE
INSTRUCTIONSINSTRUCTIONS THRILLING EXPERIENCETHRILLING EXPERIENCE
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Rotarynuorisovaihto / Monipiiri VIII 2006
ROTEX - ADD VALUEROTEX - ADD VALUE
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Rotarynuorisovaihto / Monipiiri VIII 2006
CONCLUSIONSCONCLUSIONS
EVALUATION IS A GOOD WAY TO FIND OUT EVALUATION IS A GOOD WAY TO FIND OUT POSITIVE AND NEGATIVE SIDES OF YOUR RYE POSITIVE AND NEGATIVE SIDES OF YOUR RYE ORGANISATIONORGANISATION
- THE REPORT OF RI FINDINGS IS NOW OUR ”BIBLE”THE REPORT OF RI FINDINGS IS NOW OUR ”BIBLE” AFTER THE EVALUATION WE HAVE HAD AFTER THE EVALUATION WE HAVE HAD
PROBLEMS WITH SOME STUDENTS AND THE PROBLEMS WITH SOME STUDENTS AND THE COMMUNICATION WITH RI STAFF HAS BEEN COMMUNICATION WITH RI STAFF HAS BEEN EXCELLENTEXCELLENT
WE FEEL THAT SUPERVISOR KATE HOEPPEL WE FEEL THAT SUPERVISOR KATE HOEPPEL REALLY HELPS US IF NEEDED REALLY HELPS US IF NEEDED
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Rotarynuorisovaihto / Monipiiri VIII 2006
FINNISH STUDENTS FINNISH STUDENTS STARTING THEIR YEAR IN STARTING THEIR YEAR IN
N.Y.N.Y.
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Rotarynuorisovaihto / Monipiiri VIII 2006
THANK YOUTHANK YOU
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Questions?