rotary district 7170 youth exchange, inc. d7170 7/06 welcome thank you for coming orientation...

Rotary District 7170 Youth Exchange, Inc.

D7170 7/06

WelcomeWelcomeThank you for comingThank you for coming

Orientation Program for Host Families

and Club Youth Exchange Officers


D7170 7/06

You’re Expecting a New ArrivalYou’re Expecting a New Arrival

Congratulations!Congratulations!

Orientation Program for Host Families

and Club Youth Exchange Officers


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Orientation AgendaOrientation Agenda

What is Rotary and its purpose?What is Rotary and its purpose? Who are Rotary exchange students?Who are Rotary exchange students? Expectations – families, students, clubsExpectations – families, students, clubs Arrival and settling inArrival and settling in Insurance, Finances, Travel, SchoolInsurance, Finances, Travel, School Student Protection PolicyStudent Protection Policy Being the first, second, last host family SchoolBeing the first, second, last host family School Rotary involvement & Support systemRotary involvement & Support system Activities and calendarActivities and calendar End of the yearEnd of the year Exchange Student Cycle including homesicknessExchange Student Cycle including homesickness


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What is Rotary International?What is Rotary International?

World’s oldest and most international service World’s oldest and most international service organizationorganization• 1¼ million Rotarians, in 170+ countries1¼ million Rotarians, in 170+ countries• Celebrated 100Celebrated 100thth anniversary in 2005 anniversary in 2005• 32,000 clubs, in 520 districts32,000 clubs, in 520 districts

Rotary Motto: “Service Above Self”Rotary Motto: “Service Above Self” ““The Four Way Test”The Four Way Test”

• Is it the TRUTH?Is it the TRUTH?• Is it FAIR to all concerned?Is it FAIR to all concerned?• Will it build GOOD WILL and better friendships?Will it build GOOD WILL and better friendships?• Will it be BENEFICIAL to all concerned?Will it be BENEFICIAL to all concerned?

The Rotary FoundationThe Rotary Foundation• Ambassadorial ScholarshipsAmbassadorial Scholarships• Polio PlusPolio Plus• Group Study ExchangeGroup Study Exchange


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What is Rotary District 7170?What is Rotary District 7170?

In Central NY, Rotary is District 7170In Central NY, Rotary is District 7170• 8 counties8 counties

Tompkins, Cortland, Broome, Chenango, Tioga, Tompkins, Cortland, Broome, Chenango, Tioga, Otsego, Delaware and SchoharieOtsego, Delaware and Schoharie

Includes major cities of Binghamton, Oneonta, Includes major cities of Binghamton, Oneonta, Cortland and IthacaCortland and Ithaca

• 47 Rotary Clubs47 Rotary Clubs• Approximately 1,700 RotariansApproximately 1,700 Rotarians• Size of Youth Exchange ProgramSize of Youth Exchange Program

47 inbound exchange students (from 20 countries)47 inbound exchange students (from 20 countries) 47 outbound exchange students (to 20 countries)47 outbound exchange students (to 20 countries) 36 Clubs participate36 Clubs participate


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Purpose of the RYE ProgramPurpose of the RYE Program

Provide high school students an Provide high school students an opportunity to spend a year studying opportunity to spend a year studying in another country, learning the in another country, learning the language, discovering the culture, language, discovering the culture, developing skills and maturitydeveloping skills and maturity

Bring the world into our local Bring the world into our local communities through friendshipcommunities through friendship

Promote Rotary’s goal of world peace Promote Rotary’s goal of world peace and understanding, one person, one and understanding, one person, one exchange at a timeexchange at a time


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Purpose of the RYE ProgramPurpose of the RYE Program

District-to-district programDistrict-to-district program 8,000 exchange students per year8,000 exchange students per year Open to children of Rotarians and Open to children of Rotarians and

non-Rotarians alikenon-Rotarians alike Operated completely by volunteer Operated completely by volunteer

Rotarians as part of Rotary’s Rotarians as part of Rotary’s commitment to international and commitment to international and community servicecommunity service

Certified by Rotary InternationalCertified by Rotary International


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Who are Exchange Students?Who are Exchange Students?

Outstanding young peopleOutstanding young people Age 15-18½ upon arrivalAge 15-18½ upon arrival Carefully selected and well preparedCarefully selected and well prepared MostMost speak English well speak English well Anxious and excited to:Anxious and excited to:

• Learn our languageLearn our language• Discover American cultureDiscover American culture• Represent their countriesRepresent their countries• Become part of your familyBecome part of your family


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Expectations of Host FamiliesExpectations of Host Families

Provide a home away from homeProvide a home away from home Be parents: love, support, Be parents: love, support,

encouragement, understanding, encouragement, understanding, disciplinediscipline

Treat student like your own childTreat student like your own child Clearly communicate your family Clearly communicate your family

expectations to studentexpectations to student


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Expectations of Host FamiliesExpectations of Host Families

Provide room and boardProvide room and board Help with challengesHelp with challenges

• LanguageLanguage• SchoolSchool• Culture shockCulture shock• HomesicknessHomesickness

Provide an ear to listen, a shoulder to Provide an ear to listen, a shoulder to cry on, a hand to depend oncry on, a hand to depend on


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Expectations of StudentsExpectations of Students

Adapt to host familyAdapt to host family Learn our language and learn our cultureLearn our language and learn our culture Perform well in schoolPerform well in school Communicate Communicate Represent country and RotaryRepresent country and Rotary Participate in Rotary, school, and Participate in Rotary, school, and

community activitiescommunity activities Return home within 2 weeks of end of Return home within 2 weeks of end of

school, or 1 week after USA Tourschool, or 1 week after USA Tour


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Expectations of StudentsExpectations of Students

Program Rules & GuidanceProgram Rules & Guidance• Driving, Drinking and DrugsDriving, Drinking and Drugs• No SmokingNo Smoking• School attendanceSchool attendance• FriendsFriends• Community VolunteeringCommunity Volunteering• WorkingWorking• Visits from homeVisits from home• Phone calls, e-mails, Cell phones, Phone calls, e-mails, Cell phones,

InternetInternet


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Arrival and Settling InArrival and Settling In

Welcoming your studentWelcoming your student• Notify us of any flight changesNotify us of any flight changes• Check-in by YE Committee memberCheck-in by YE Committee member• Assist with lost baggage reportsAssist with lost baggage reports

First Night QuestionsFirst Night Questions Introduce them to family & friendsIntroduce them to family & friends Encourage their involvementEncourage their involvement

• Do not let them retreat to their roomDo not let them retreat to their room


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Medical Insurance & CareMedical Insurance & Care

All Inbounds InsuredAll Inbounds Insured• CISI/Bolduc policy unless waivedCISI/Bolduc policy unless waived• Sweden, Australia, Finland have ownSweden, Australia, Finland have own

CISI/Bolduc -#GLB 0009024420CISI/Bolduc -#GLB 0009024420• Medical per Accident/Illness - $500KMedical per Accident/Illness - $500K• Repatriation - $10KRepatriation - $10K• Medical Evacuation - $50KMedical Evacuation - $50K• Deductible - $100 One timeDeductible - $100 One time


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Medical Insurance & CareMedical Insurance & Care

In the event of illness/accidentIn the event of illness/accident• Emergency medical release from Rotary ClubEmergency medical release from Rotary Club• Stabilize first Stabilize first • Call Rotary ContactCall Rotary Contact

Use Host Family doctors – check with clubUse Host Family doctors – check with club Rotarian Physicians & DentistsRotarian Physicians & Dentists Notifying student’s familyNotifying student’s family

• Let Rotary do the contacting once details are Let Rotary do the contacting once details are knownknown


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Student FinancesStudent Finances

Emergency FundEmergency Fund• $200.00 maintained by Host Club$200.00 maintained by Host Club• True emergencies – medical, etc.True emergencies – medical, etc.

Student Bank AccountStudent Bank Account Credit/Debit CardCredit/Debit Card Telephone billsTelephone bills Monthly Stipend from RotaryMonthly Stipend from Rotary AccountabilityAccountability


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Host Family FinancesHost Family Finances

Support day to day routine expensesSupport day to day routine expenses• Room and boardRoom and board• Laundry detergent, toothpaste, soap etc.Laundry detergent, toothpaste, soap etc.• Regular family activities: movies, out to eat, Regular family activities: movies, out to eat,

family trips etc.family trips etc. Extra-ordinary expensesExtra-ordinary expenses

• Clothing and postage are student responsibilityClothing and postage are student responsibility• Telephone: Long distance costs are student Telephone: Long distance costs are student

responsibility responsibility • Family vacations: discuss expenses, establish Family vacations: discuss expenses, establish

cost share long before departure cost share long before departure


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Student TravelStudent Travel

Cultural & Educational Program Cultural & Educational Program • NOTNOT Travel program Travel program

Written Approval from Parents RequiredWritten Approval from Parents Required Students not allowed to make own travel Students not allowed to make own travel

plans – must be pre-approved by Country plans – must be pre-approved by Country Contact and Club Chair personContact and Club Chair person

Overnight travel, only with approved adultOvernight travel, only with approved adult Unauthorized Travel will result in student Unauthorized Travel will result in student

being returned homebeing returned home


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SchoolSchool

Educational program - student visasEducational program - student visas Visit school ASAP to set scheduleVisit school ASAP to set schedule NO Driver EducationNO Driver Education Encourage participationEncourage participation

• SportsSports• Music, Drama, etc.Music, Drama, etc.• InteractInteract

Help with HomeworkHelp with Homework


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Sibling RelationshipsSibling Relationships

The GoodThe Good• Set the exampleSet the example• Be a protector and a listenerBe a protector and a listener• Introduce to friends & activitiesIntroduce to friends & activities

The Not-So-GoodThe Not-So-Good• Jealousy - extra attentionJealousy - extra attention• Withdraw from family during Withdraw from family during

“homesickness”“homesickness”• Extra “friend” to considerExtra “friend” to consider


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Student Protection PolicyStudent Protection Policy

Our Role:Our Role: Create and maintain the safest Create and maintain the safest

possible environment for all possible environment for all participantsparticipants

Safeguard welfare and prevent Safeguard welfare and prevent physical, sexual, emotional or physical, sexual, emotional or financial abuse of exchange studentsfinancial abuse of exchange students

Provide the means to address all Provide the means to address all concerns and indications of concerns and indications of harassment or abuseharassment or abuse


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Student Protection CodeStudent Protection Code

DoDo• Treat students with respect - be aware of your Treat students with respect - be aware of your

tone of voice & manner and their reactionstone of voice & manner and their reactions• OK to touch and hug students in a way that is OK to touch and hug students in a way that is

not intrusive/disturbing to them or observersnot intrusive/disturbing to them or observers• Control who they hang around withControl who they hang around with• Communicate with Rotary D7170 Student Communicate with Rotary D7170 Student

Protection Officer (Michele Hughes Tel: 607-Protection Officer (Michele Hughes Tel: 607-756-4739) if there are any allegations or 756-4739) if there are any allegations or suspicions or if you have questions suspicions or if you have questions


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Student Protection CodeStudent Protection Code

DO NOTDO NOT• Engage in rough physical games including Engage in rough physical games including

horseplayhorseplay• Use physical force in any way, especially as a Use physical force in any way, especially as a

form of punishmentform of punishment• Touch an exchange student in any way that Touch an exchange student in any way that

could be interpreted as intrusive or sexualcould be interpreted as intrusive or sexual• Make sexually suggestive comments, even as a Make sexually suggestive comments, even as a

jokejoke• Spend excessive time alone with a student, Spend excessive time alone with a student,

this may lead to misunderstandingthis may lead to misunderstanding


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Student Protection GuidelinesStudent Protection Guidelines

What to do if your exchange student tells What to do if your exchange student tells you of Harassment and/or Abuseyou of Harassment and/or Abuse• Listen attentively & let him/her know it was Listen attentively & let him/her know it was

right to tell youright to tell you• Assure him/her that they are not to blameAssure him/her that they are not to blame• Remain calm and make sure student feels safeRemain calm and make sure student feels safe• Encourage student to share with you what Encourage student to share with you what

happened and who was involvedhappened and who was involved• Make detailed notes including date & timeMake detailed notes including date & time• Don’t promise to keep secrets & explain the Don’t promise to keep secrets & explain the

necessity of informing Protection Officernecessity of informing Protection Officer


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Student Protection GuidelinesStudent Protection Guidelines

Keep Communications OpenKeep Communications Open• Assure student that you can jointly Assure student that you can jointly

address his/her concerns/problemaddress his/her concerns/problem

With all of us working together, we can With all of us working together, we can keep our exchange students safe and keep our exchange students safe and make this a meaningful and happy make this a meaningful and happy exchange experience for all of us.exchange experience for all of us.


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Being the 1Being the 1stst Host Family Host Family

First Host FamilyFirst Host Family• Excitement – everything is newExcitement – everything is new• Culture shock – major adaptationsCulture shock – major adaptations• Language strugglesLanguage struggles• School arrangementsSchool arrangements• Often the closest bondsOften the closest bonds• Set the standards for the yearSet the standards for the year


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Being the 2Being the 2ndnd/Last Host Family/Last Host Family

Second (or Third) Host FamilySecond (or Third) Host Family• Transition issuesTransition issues• New family practicesNew family practices• Language and culture begin to “click”Language and culture begin to “click”

Last Host FamilyLast Host Family• Comfortable with language and cultureComfortable with language and culture• Big events: prom, graduation, departureBig events: prom, graduation, departure• Preparing for separationPreparing for separation• Tearful goodbyesTearful goodbyes


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Responsibilities of RotaryResponsibilities of Rotary

Select qualified host familiesSelect qualified host families Provide counselor & monthly allowanceProvide counselor & monthly allowance Help with school arrangementsHelp with school arrangements Be an advocate for studentBe an advocate for student Counselor/YEO “supervise” student Counselor/YEO “supervise” student Communicate & Support host families & Communicate & Support host families &

schoolsschools Help with transportation for “special Help with transportation for “special

events”events”


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Responsibilities of RotaryResponsibilities of Rotary

Counselor contacts once/month Counselor contacts once/month (min.)(min.)

Club meetings once/month (min.)Club meetings once/month (min.) Encourage involvement by membersEncourage involvement by members Help with school issues during yearHelp with school issues during year Arrange transition to new host familyArrange transition to new host family Maintain student’s Emergency fundsMaintain student’s Emergency funds Available 24/7/365 for supportAvailable 24/7/365 for support


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Support SystemSupport System

Club & District CommitteeClub & District Committee List of contacts and Organizational ChartList of contacts and Organizational Chart

• Club LevelClub Level CounselorCounselor Youth Exchange OfficerYouth Exchange Officer PresidentPresident

• District LevelDistrict Level Country ContactCountry Contact ChairpersonChairperson Student Protection OfficerStudent Protection Officer


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Activities and CalendarActivities and Calendar

Mandatory EventsMandatory Events Inbound Orientation, Sept. Inbound Orientation, Sept.

• Transportation by host Rotary ClubTransportation by host Rotary Club• Arrive Thursday evening 5 to 7 pmArrive Thursday evening 5 to 7 pm• Pick up Saturday afternoon, 3:00 PMPick up Saturday afternoon, 3:00 PM

Foundation Dinner, Oct / Nov – week nightFoundation Dinner, Oct / Nov – week night• Transportation by host Rotary ClubTransportation by host Rotary Club

Inbound Orientation, Jan - AprilInbound Orientation, Jan - April• Transportation by host Rotary ClubTransportation by host Rotary Club• Arrive Thursday evening 5 to 7 pmArrive Thursday evening 5 to 7 pm• Pick up Saturday afternoon, 3:00 PMPick up Saturday afternoon, 3:00 PM

District Conference, May / JuneDistrict Conference, May / June• Transportation by Host ClubTransportation by Host Club• Arrive Friday evening 5 to 7 pmArrive Friday evening 5 to 7 pm• Return Sunday afternoon, 4:00 PMReturn Sunday afternoon, 4:00 PM


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Optional ActivitiesOptional Activities New York City Trip Oct / NovNew York City Trip Oct / Nov Christmas Party, DecChristmas Party, Dec Albany Trip, April – 1 dayAlbany Trip, April – 1 day Good Bye Picnic, JuneGood Bye Picnic, June USA Trip, July 30 daysUSA Trip, July 30 days


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Tour of USA - 30 days in late Jun-JulyTour of USA - 30 days in late Jun-July• 9200 miles across USA & return9200 miles across USA & return• Chaperoned & stay in hotelsChaperoned & stay in hotels• Pick-up & return in SyracusePick-up & return in Syracuse• Est. cost $2,600.00Est. cost $2,600.00• Visit major National Parks & citiesVisit major National Parks & cities

Depart for Home – July 15 or Aug 10Depart for Home – July 15 or Aug 10


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The End of the YearThe End of the Year

Leaving for home will be hard for the Leaving for home will be hard for the student and the Host Familiesstudent and the Host Families

Reverse culture shockReverse culture shock ““The more successful the exchange, The more successful the exchange,

the harder the leaving & re-entry”the harder the leaving & re-entry” Maintain contactMaintain contact You WILL probably see them againYou WILL probably see them again


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Other TopicsOther Topics

Dietary issues (religious or other)Dietary issues (religious or other) Connecting with your student’s parentsConnecting with your student’s parents

• Before arrivalBefore arrival• During your hosting time periodDuring your hosting time period• After they leaveAfter they leave

The Exchange Cycle – Stages of The Exchange Cycle – Stages of developmentdevelopment


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The Exchange CycleThe Exchange Cycle

1. Application Anxiety2. Selection/Arrival Fascination

ElationExpectation

3. Initial Culture Shock: 1-6 MonthsNovelty wears offCharacteristics:

Sleeping HabitsDisorientationLanguage difficultiesFatigue (Mental/Physical)Eating

4. Surface AdjustmentsAfter initial “down”Settle in:

Language improvesNavigate cultureFriendsSocial Life

2 4 6 8

1 3 5 7


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5. Mental Isolation5. Mental Isolation Frustration increasesFrustration increases

New sense of isolationNew sense of isolationBoredomBoredomLack of motivationLack of motivationUnresolved problemsUnresolved problemsLanguage problemsLanguage problems

6. Integration/Acceptance6. Integration/AcceptanceBegin to examine societyBegin to examine societyAccept surroundings/selfAccept surroundings/self

2 4 6 8

1 3 5 7


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7. Return Anxiety7. Return Anxiety

Preparation for departure,Preparation for departure,

Realize changes, Desire to stayRealize changes, Desire to stay

Results: Confusion/Pain Results: Confusion/Pain

Breaking of bondsBreaking of bonds

No promise of renewal in futureNo promise of renewal in future8. Arrival at home8. Arrival at home

Eager to relate experiencesEager to relate experiencesLooking forward to renewingLooking forward to renewing old relationships old relationships

9. Reverse Culture Shock 9. Reverse Culture Shock ReintegrationReintegrationContrast of old and newContrast of old and newFamily/friendsFamily/friends Difficulty to accept changeDifficulty to accept change Not the center of attentionNot the center of attention Others not interested in experience Others not interested in experience detailsdetailsReorientationReorientation

Note: Upside comes after experiencing Note: Upside comes after experiencing reverse culture shock and realizing to reverse culture shock and realizing to what extent they have become what extent they have become bicultural.bicultural.

2 4 6 8

1 3 5 7


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SummarySummary

We (Rotary) have assumed the legal We (Rotary) have assumed the legal and moral responsibility for someone and moral responsibility for someone else’s childrenelse’s children

We are here to help you and the We are here to help you and the student have a meaningful and safe student have a meaningful and safe year to learn and live our American year to learn and live our American cultureculture

We cannot help if we do not knowWe cannot help if we do not know


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QuestionsQuestions

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rotary district 7170 youth exchange, inc. d7170 7/06 welcome thank you for coming orientation...

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