0
Workshop for New Rotary Youth
Exchange Officers
Kate Hoeppel, Youth Exchange Senior Supervisor, RI
Alan Wylie, Chair , 201...
Welcome!
Role of RI Staff
John Hewko, General Secretary
Michele Berg, Chief Officer, Programs and Member Services
Victor Barnes, Di...
Youth Service – the Fifth Avenue of Service
New Generations Service  Youth Service
• New Generations Service was enacted ...
Rotary Youth Exchange
An Opportunity of a Lifetime
TITLE | 5
Youth Exchange Program Summary
• Two Programs
– Short Term Program
– Long Term Program
• Both provide opportunities
– Be t...
Short Term Program
• One on One exchange with another student
• Hosted by exchange student’s family
• Normally three to fo...
Long Term Program
• For one school year
• Total immersion in the culture
– Will become fluent in the language
• Hosted by ...
Why Rotary Youth Exchange is #1 !
•
•
•
•
•

Careful interviews
Thorough orientations
Local support group (Rotary club)
Ac...
Qualifications of Rotary Exchange Student
•
•
•
•
•

Good student (upper half of class)
Willingness to adapt to new situat...
Approximate Costs of the RYE Programs
• Short Term -- $1800
– Air fare
– Insurance
– Incidental costs
abroad
– Costs for h...
Schedule
• Long Term
• Short Term
– Club Interview - Oct
– Club Interview - Oct
– District Interview – Dec – District Inte...
For More Information
• Long Term
• Short Term
– Club Rotarians
– Club Rotarians
– Long term
– Short Term Outbound
Outbound...
Rotary Club Involvement
TITLE | 1 4
Club Involvement is Critical
• No club involvement ==> no program
• Some districts host & send 40+ students
– Belgium, Mex...
Challenges to Club
• For hosting students (long term)
– Budget ($1,500 to $2,500)
– Host Families (perhaps biggest challen...
Club Structure for Youth Exchange
•
•
•
•

President
Board of Directors
International Director
YOUTH EXCHANGE COMMITTEE
– ...
Tasks for Club Youth Exchange Committee
• Inbound Program (for long term students)
– Find host families (look for dynamic ...
Rotary District Involvement
TITLE | 1 9
District Committee Tasks
•
•
•
•
•

Gain support of District Governor
Promote Rotary club involvement
Establish exchange a...
District Activities
• Outbound Program
– District student interviews
– Family and student orientations
– Rebound orientati...
District Committee Basic Structure
•
•
•
•
•
•
•
•

Youth Exchange Officer
Long term inbound chairman
Long term outbound c...
Outbound Program
TITLE | 2 3
Three Elements
• Recruiting
• Interviews
• Orientations

TITLE | 2 4
Recruiting Outbound Students
TITLE | 2 5
Visits to Schools
• How many clubs make visits to schools
– 5 or more clubs
– 10 or more clubs
– 25 or more clubs
• Rotari...
Message at School
• Looking for 20 (or 30 / 40) students from 150
schools in district
• Fantastic opportunity for those wi...
Evening Information Meeting
• For Students and Parents
• Those supporting
– Rotarians
– Inbounds and former outbound stude...
Approaching Schools Does Work
• One Rotary club in Houston district visited 3 or 4
schools, each for a day.
• Result for 2...
Interviewing Outbound Student Applicants
TITLE | 3 0
Club Interview
•
•
•
•
•
•

First interview
Conduct in Rotarian’s home -- 30 min
Interview parents separately
Determine if...
District Interview
•
•
•
•
•

In Houston, all day Saturday session
For students and parents
Involve Rotarians and Rotex
Di...
Decision Making
• Factors to consider
– How many students can accept (based on expected
number of host clubs)
– Likelihood...
Outbound Student Orientation
TITLE | 3 4
Schedule for Orientations
• Long Term Students
– With Parents (2) – January and March
– Student orientation camp in June
•...
Orientation Topics
•
•
•
•

What is Rotary
Why does Rotary sponsor Youth Exchange
Preparation for departure
Helpful hints ...
Preparation for Departure
•
•
•
•
•
•
•
•

Importance for learning the language
Knowing the country culture
Passport, VISA...
Helpful Hints for Year Abroad
•
•
•
•
•
•
•
•
•

Rules and expectations of Rotary
Being the ambassador
Adapt to Host Famil...
Inbound Program
TITLE | 3 9
Two Orientations
• Counselor and Host Family Orientation in July (prior to
student arrival)
• Student orientation 1 to 2 w...
Basic Rule for Host Families
• TREAT STUDENT AS YOUR OWN!
– Responsibilities
– Rules (Curfew, …)
– Freedoms
Students are h...
Rotary Counselor Is Key to Success
• Year-around Rotary contact for student and host families
• Best friend to help solve ...
Student Orientation
• Stress high expectations for being ambassador
• Orientation topics
– Adapt to host family
– Applying...
Challenges for the Rotary Youth Exchange Student

Your
Community

Host
Families

School

Exchange
Student /
Counselor

Hos...
Short Term Exchanges
TITLE | 4 5
Two Categories
• Home stays
– Most of our experience
• Camps (can include college students)
– Conducted Europe, Turkey, Ca...
Home Stays
• 1 on 1 exchange with another student
• Hosted by exchange student’s family
• Normally 3 to 4 weeks in each co...
Camps

• Brings students together from several
countries
• Examples
– Wilderness camp in Canada
– Turkey
– California – Bi...
Budgets
TITLE | 4 9
Rotary Youth Exchange District Budget
• Source
– District
• Potential supplementary source
– Outbound Students (Flat Fee S...
Outbound Student (Flat Fee System)
• Student Fees to district cover the following:
– Airfare
– Insurance
– Orientation Cam...
Club Budget
• Student allowance
• District activities for students
– Orientation Week-end
– Youth Exchange Conference in T...
Presentation Summary
TITLE | 5 3
Summary of Long- and Short-term Programs
• Overview
– Good summary for presenting to outbound applicants
and parents
• Rot...
Summary of Long- and Short-term Programs (continued)
• Recruiting Outbound Applicants
– Conduct numerous information meeti...
Summary of Long- and Short-term Programs (continued)
• Student Orientations
– Emphasize expectations are high for being
am...
RI Policies
TITLE | 5 7
Rotary Code of Policies (RCOP)
How is the RCOP is updated and revised?
• Recommendations by the Youth Exchange
Committee
•...
RI Certification
TITLE | 5 9
History

• 2002-06, RI Board establishes policies for
effective operation of Youth Exchange
program
• Minimum standards fo...
Key Components
General Liability Insurance
• Coverage and limits appropriate to geographic
region
Incorporation (Legal Ent...
General Liability Insurance
• Covers Third Party Claims
– At minimum, covers bodily injury and property damage
– Occurrenc...
Incorporation
• District or Youth Exchange program
– For district incorporation, contact Club and District Support
represe...
Youth Protection Policy
Allegation Reporting Procedures
• Provides a framework for protecting Youth
Exchange students:
– D...
Youth Protection Policy
Allegation Reporting Procedures
– Establish reporting hierarchy
– Procedure for contacting student...
Youth Protection Policy
–

Any individual who admits to, has been convicted
of, or otherwise found to engaged in sexual ab...
Youth Protection Policy
District Governor Authority
– District governor has authority over the program
– Certification req...
Youth Protection Policy
Student Selection & Training
– Application
– Interview
– Parent Interview

– No “backdoor” exchang...
Youth Protection Policy
Volunteer Selection & Screening
– Application
– Interview
– Reference and Criminal Background Chec...
Youth Protection Policy
Volunteer Training
– All adults (Rotarian and non-Rotarians) involved
in the program receive train...
Youth Protection Policy
• Student Travel Insurance
–
–
–
–
–
–
–
–
–

24 hour, door-to-door
Valid in all countries during ...
Annual Reporting to RI
– Annually submit inbound student data
– Complete annual survey
– All serious incidents (e.g. early...
District Recertification
• Districts recertify every 4-6 years

• Why recertification?
–District leadership turnover
–Keep...
Multidistrict Youth Exchange Organizations
TITLE | 7 4
Multidistricts and RI
What RI policies are applicable to multidistricts?
• 41.060.21
• 2/3rds of all clubs in the district...
District Certification and Incident-handling
• Districts may meet certification requirements by
virtue of their membership...
New Generations Service Exchange
TITLE | 7 7
Transition to New Model  NGSE
New program model
• Transition began 1 July 2013
• Under oversight of district New Generati...
Turn New Generations into the Next Generation of Rotary

TITLE | 7 9
NGSE Examples
Vocational tour (group)
• Group performing multiple activities surrounding a certain profession (law, tech, ...
Early Planning
Work with district New Generations Service chairs to:

• Obtain approval of District Governor/Governor elec...
Promote Program & Solicit Applications
Sponsor districts should promote NGSE to former Youth
Exchange students, Rotaractor...
Arrange Accommodations, Activities and Transportation
Host district should organize program schedule:

• Secure accommodat...
Frequently Asked Questions
Do NGSE activities need to be reciprocal?

 No, NGSE need not be reciprocal.
What visas should...
Frequently Asked Questions
Does the host district have to fund all accommodations and provide a
stipend or pocket money?

...
Available Resources
• Youth Exchange Workgroup Site
– RI publications:
•
•
•
•

Rotary Youth Exchange Handbook
Brochures
S...
Contact

Rotary International (PD110)
1560 Sherman Avenue
Evanston, IL 60201 USA
+1 (847) 866-3421
youthexchange@rotary.or...
Questions?

TITLE | 8 8
Accessing Presentation Materials

www.Slideshare.comt/RotaryInternational
Files will also be uploaded to Dropbox
Please le...
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2014 NAYEN Preconference for New Youth Exchange Chairs

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A preconference session for new district Youth Exchange chairs, district governors, and governor-elects, designed to provide an orientation to the different exchange types and the RI certification program.

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  • Role of SecretariatImplement Board policy under the direction of GS Provide resources and support to Rotarians Serve as a general program contactReview RI staff contacts
  • Certification RequirementsYouth ProtectionKey Points:Districts should have a reporting hierarchy and policy established to protect the privacy of the accusedThe district must have a procedure for notifying their partner district and the student’s natural parentsThe accused must be removed from contact with the accuser and all youth in a Rotary context until the matter has been resolved. This is both to protect the accused from further allegations, and to protect any youth with whom they might come in contactShould the allegation be against a host family member, procedures for moving the student into temporary housing should be in placeThe district must offer the student support services and an independent lawyer or counselor to act in the student’s interest
  • Certification RequirementsYouth ProtectionKey Points:RI prohibits those who have admitted to, have been accused, or otherwise have found to have engaged in sexual abuse or harassment. A club must terminate the membership of any Rotarian who has admitted to, been accused of, or otherwise found to have engaged in sexual abuse or harassment. If an investigation into a claim of abuse or harassment is inconclusive, then for the safety of any youth with whom the individual may have future contact additional safeguards will be put in place. Should subsequent claims of abuse or harassment be made, the individual will be prohibited from working with youth in a Rotary context. A person later cleared of charges may be reinstated to their original position, but reinstatement is not a right, and there is no guarantee that an individual will be reinstated to their former position.
  • Student Selection & TrainingKey Points:All students interested in participating in the Youth Exchange program must be interviewed with an application, interview and parent interview. Only certified districts may arrange student exchanges, and they must be organized under the district structure. So-called “back-door” exchanges are prohibited.Long-term students must be provided with more than one host family during their exchange.
  • Student Travel InsuranceKey Points:Districts must confirm and approve of minimum levels of student travel and medical insurance. Where it is statutory or legal requirements for insurance to be purchased in the host country, such insurance must meet these minimum limits, otherwise dual coverage must be avoided unless agreed upon by the partner districts.
  • Membership in multidistricts (KH) Many districts band together to jointly perform certain services or activities related to Youth Exchange, and these organizations are referred to as multidistricts.Wide range of activities and involvement in exchange – every multidistrict is a little differentWhat are the benefits?Multidistrict information is listed in the directory
  • Establishing a new multidistrictSubmit a copy of the constitutional documents to RI for review to ensure they dot conflict with the RCOP or MOP/BylawsEach member district’s governor must confirm that 2/3rds of the clubs in the district approve of the action to join the multidistrictElectronic ballotVote at district conference where a representative from each club is presentSubmit this information to RI and we will process your request on behalf of the RI BoardJoining/Leaving an existing multidistrictEach member district’s governor must confirm that 2/3rds of the clubs in the district approve of the action to leave the multidistrictSubmit this information to RI and we will process your request on behalf of the RI BoardCommunications:Multidistricts are copied on all district certification matters, however their involvement in student incidents vary based on how involved they are in administering the student exchanges.
  • Multidistrict MembershipSome districts may meet certification requirements such as youth protection policy documents, as well as incorporation or general liability insurance documents by virtue of their membership in a multidistrict entity.Since the RI Board views the Youth Exchange program as a district program, each district must individually confirm how they meet certification requirements.
  • Membership in multidistricts (KH) Many districts band together to jointly perform certain services or activities related to Youth Exchange, and these organizations are referred to as multidistricts.Wide range of activities and involvement in exchange – every multidistrict is a little differentWhat are the benefits?Multidistrict information is listed in the directory
  • The RI Board approved a plan to transition these exchanges to a new service model, beginning 1 July 2013. To accommodate already planned New Generations Exchanges, it is understood that these exchanges administered under the Rotary Youth Exchange program may continue through 30 June 2014. New Generations Service Exchange (NGSE):will be under the oversight of district New Generations Service committees; these exchanges will no longer be administered by district Youth Exchange committees, and districts will not be subject to Youth Exchange certification requirements for New Generations Service Exchange activitywill be open to young adults 18-30, but over the age of majority in the host countrymust include a strong humanitarian or vocational service component, such as participating in a service project, an internship, or vocational trainingare flexible and may be organized for individuals or groups, be reciprocal or one-way, and last as long as six monthsand must be funded locally; like Rotary Youth Exchange, no funding mechanism is available through RI or The Rotary Foundation
  • Young adults crave service opportunities! These are just a few of the media pieces we have that exemplify this. Think about what unique opportunities Rotary can offer to young adults: both in service projects and the international network to make those projects possible.
  • These are just a few of the different ways NGSE can be implemented.
  • How many of your districts have New Generations Servicechairs? Do you know them? Invite them to your next committee meeting!Take a few minutes and write down a few of the local service projects your club or district has performed in recent years.Now write down any of the corporations or industries with which your club/district has a relationship, either through past project sponsorship or Rotary connections.These can all be a part of your district’s NGSE!
  • Think about your former YEX students --- who would be suitable? These individuals are your audience.
  • A note on duration of NGSE: young professionals make have less flexibility with their schedules than university students. Typically, NGSE for young professionals with full-time jobs will be less than 4 weeks.
  • YEO Directory Youth Exchange Workgroup site via Member AccessResources available on siteAccess is currently only available to district and MD chairsYouth Exchange E-newsletter: bi-monthly, subscribe on www.rotary.org or Member AccessRI Publications: Brochures, handbooks, student/host family guides, posters available at the website or shop.rotary.org Applications are no longer owned by RI – we encourage all districts to use the application forms developed by EEMA and NAYEN, which are available on the YEO Resources site
  • Transcript of "2014 NAYEN Preconference for New Youth Exchange Chairs"

    1. 1. Workshop for New Rotary Youth Exchange Officers Kate Hoeppel, Youth Exchange Senior Supervisor, RI Alan Wylie, Chair , 2013-14 RI Youth Exchange Committee
    2. 2. Welcome!
    3. 3. Role of RI Staff John Hewko, General Secretary Michele Berg, Chief Officer, Programs and Member Services Victor Barnes, Director, Programs & Grants Sharon Cyr, Manager, Programs Adam Doty, Manager, New Generations Programs Kate Hoeppel, Senior Supervisor, Youth Exchange Tom Woods, Senior Coordinator, Youth Exchange Jessica Borrego, Compliance & Reporting Coordinator, Youth Exchange • Lauren Ribant, Service Coordinator, Youth Exchange • • • • • • • • youthexchange@rotary.org TITLE | 3
    4. 4. Youth Service – the Fifth Avenue of Service New Generations Service  Youth Service • New Generations Service was enacted in 2010 • Name was changed to Youth Service in 2013 • Includes any activity serving those under 30 • Encourages the promotion and cross-promotion of programs • Cultivation of program participants and their families as future Rotary members TITLE | 4
    5. 5. Rotary Youth Exchange An Opportunity of a Lifetime TITLE | 5
    6. 6. Youth Exchange Program Summary • Two Programs – Short Term Program – Long Term Program • Both provide opportunities – Be the ambassador – Experience new culture – Make friends for a lifetime TITLE | 6
    7. 7. Short Term Program • One on One exchange with another student • Hosted by exchange student’s family • Normally three to four weeks in each country TITLE | 7
    8. 8. 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 TITLE | 8
    9. 9. Why Rotary Youth Exchange is #1 ! • • • • • Careful interviews Thorough orientations Local support group (Rotary club) Activities provided by Rotary Low cost TITLE | 9
    10. 10. 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 TITLE | 1 0
    11. 11. Approximate Costs of the RYE Programs • Short Term -- $1800 – Air fare – Insurance – Incidental costs abroad – Costs for hosting • Long Term --$6,000 – Air Fare – Insurance – Orientations – Language camp – Monthly allowance – Blazer, pins, slides Host club provides allowance TITLE | 1 1
    12. 12. Schedule • Long Term • Short Term – Club Interview - Oct – Club Interview - Oct – District Interview – Dec – District Interview - Dec – 2 Sat Orientations with – 1 Sat Orientation with parents – Jan – Mar parents – Mar or Apr – Orientation camp for – Exchange - Jun - Aug Students - June – Departure – late Jul – Aug Note: Some districts combine – Return - following June / Short Term and Long Term processes July TITLE | 1 2
    13. 13. For More Information • Long Term • Short Term – Club Rotarians – Club Rotarians – Long term – Short Term Outbound Outbound Coordinator Coordinator – District Youth – District Youth Exchange Officer Exchange Officer www.scrye.org www.yeoresources.org TITLE | 1 3
    14. 14. Rotary Club Involvement TITLE | 1 4
    15. 15. Club Involvement is Critical • No club involvement ==> no program • Some districts host & send 40+ students – Belgium, Mexico, … – Alaska, Ohio, Michigan, Washington, NY • Many districts do not promote program – Very few number of student exchanges • Improvement certainly possible – A culture change TITLE | 1 5
    16. 16. Challenges to Club • For hosting students (long term) – Budget ($1,500 to $2,500) – Host Families (perhaps biggest challenge) • For sending student (short term / long term) – Little cost unless providing scholarship – Provide banners • For both – Having committee to lead effort (more later) TITLE | 1 6
    17. 17. Club Structure for Youth Exchange • • • • 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) Consider every new member for committee TITLE | 1 7
    18. 18. Tasks for Club Youth Exchange Committee • Inbound Program (for long term students) – Find host families (look for dynamic Moms) – Appointing counselor (student’s “best friend”) – Getting student involved early (Rotary club, school activities, community) • Outbound program – Marketing program at schools … – Student interviews See RI Youth Exchange Handbook TITLE | 1 8
    19. 19. Rotary District Involvement TITLE | 1 9
    20. 20. District Committee Tasks • • • • • Gain support of District Governor Promote Rotary club involvement Establish exchange agreements abroad Oversee budget and calendar Ensure compliance TITLE | 2 0
    21. 21. District Activities • Outbound Program – District student interviews – Family and student orientations – Rebound orientation • Inbound Program – Counselor and host family orientation – Student orientation after arrival – Socials (Christmas party, Interact District Conference, Farewell Party, …) • District Conference TITLE | 2 1
    22. 22. District Committee Basic Structure • • • • • • • • Youth Exchange Officer Long term inbound chairman Long term outbound chairman Short term chairman Treasurer Youth Protection Officer Compliance Officer Insurance Officer TITLE | 2 2
    23. 23. Outbound Program TITLE | 2 3
    24. 24. Three Elements • Recruiting • Interviews • Orientations TITLE | 2 4
    25. 25. Recruiting Outbound Students TITLE | 2 5
    26. 26. Visits to Schools • How many clubs make visits to schools – 5 or more clubs – 10 or more clubs – 25 or more clubs • Rotarian does not have to be expert – Sample presentations are available • D5890 … – Experienced people will help TITLE | 2 6
    27. 27. Message at School • Looking for 20 (or 30 / 40) students from 150 schools in district • Fantastic opportunity for those wishing to be ambassador • Evening information meeting to be held for interested students and parents TITLE | 2 7
    28. 28. Evening Information Meeting • For Students and Parents • Those supporting – Rotarians – Inbounds and former outbound students (Rotexes) – Rotex parents • Tools – Presentation (slides 4 to 13 in this presentation) – Videos – Speeches (Rotex, Rotex parents, Rotarians) TITLE | 2 8
    29. 29. Approaching Schools Does Work • One Rotary club in Houston district visited 3 or 4 schools, each for a day. • Result for 2009 2010 – Long term outbounds – 13 – Short term outbounds – 10 • Result for 2010 2011 – Long term outbounds – 16 – Short term outbounds – 10 TITLE | 2 9
    30. 30. Interviewing Outbound Student Applicants TITLE | 3 0
    31. 31. Club Interview • • • • • • First interview Conduct in Rotarian’s home -- 30 min Interview parents separately Determine if student committed Review recommendation of school Recommend student for district interview only if would be excited to host student in own home TITLE | 3 1
    32. 32. District Interview • • • • • In Houston, all day Saturday session For students and parents Involve Rotarians and Rotex Difficult often in making final decisions Side comment – parents often join Rotary TITLE | 3 2
    33. 33. Decision Making • Factors to consider – How many students can accept (based on expected number of 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 TITLE | 3 3
    34. 34. Outbound Student Orientation TITLE | 3 4
    35. 35. Schedule for Orientations • Long Term Students – With Parents (2) – January and March – Student orientation camp in June • Short Term students – March TITLE | 3 5
    36. 36. Orientation Topics • • • • What is Rotary Why does Rotary sponsor Youth Exchange Preparation for departure Helpful hints for time abroad TITLE | 3 6
    37. 37. 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, speeches Slides for Rotary club presentation TITLE | 3 7
    38. 38. 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 Making close friends, speaking language Getting involved with club and community TITLE | 3 8
    39. 39. Inbound Program TITLE | 3 9
    40. 40. Two Orientations • Counselor and Host Family Orientation in July (prior to student arrival) • Student orientation 1 to 2 weeks after arrival • Ohio Erie Multi District video used to address abuse / harassment TITLE | 4 0
    41. 41. Basic Rule for Host Families • TREAT STUDENT AS YOUR OWN! – Responsibilities – Rules (Curfew, …) – Freedoms Students are here to learn and understand our way of life and are instructed to adapt, adapt, adapt… TITLE | 4 1
    42. 42. Rotary Counselor Is Key to Success • Year-around Rotary contact for student and host families • Best friend to help solve problems for student and host families • Important to prepare -- stay ahead of the challenges that will face student • Good idea -- counselor-in-training for following year TITLE | 4 2
    43. 43. Student Orientation • Stress high expectations for being ambassador • Orientation topics – Adapt to host family – Applying oneself at school – Make right set of friends – Become involved in Rotary club – Be known in the community – Communicate to Rotary back home Suggestion – involve Rotex TITLE | 4 3
    44. 44. Challenges for the Rotary Youth Exchange Student Your Community Host Families School Exchange Student / Counselor Host Rotary Club Friends in High School Host Rotary District TITLE | 4 4
    45. 45. Short Term Exchanges TITLE | 4 5
    46. 46. Two Categories • Home stays – Most of our experience • Camps (can include college students) – Conducted Europe, Turkey, California, … TITLE | 4 6
    47. 47. Home Stays • 1 on 1 exchange with another student • Hosted by exchange student’s family • Normally 3 to 4 weeks in each country TITLE | 4 7
    48. 48. Camps • Brings students together from several countries • Examples – Wilderness camp in Canada – Turkey – California – Bill Sturgeon TITLE | 4 8
    49. 49. Budgets TITLE | 4 9
    50. 50. Rotary Youth Exchange District Budget • Source – District • Potential supplementary source – Outbound Students (Flat Fee System) • Everyone wins with Flat Fee System – Student fees help district to finance program – Student cost is half the cost of other major exchange programs TITLE | 5 0
    51. 51. Outbound Student (Flat Fee System) • Student Fees to district cover the following: – Airfare – Insurance – Orientation Camp – Business Cards – Blazer – Trading Pins, shirts – Orientations • Balance used to help run program TITLE | 5 1
    52. 52. 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, …) TITLE | 5 2
    53. 53. Presentation Summary TITLE | 5 3
    54. 54. Summary of Long- and Short-term Programs • Overview – Good summary for presenting to outbound applicants and parents • Rotary Club Involvement – Club committee is essential for program to be successful year after year • Rotary District Involvement – Important to spread responsibilities amongst committee members TITLE | 5 4
    55. 55. Summary of Long- and Short-term Programs (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 TITLE | 5 5
    56. 56. Summary of Long- and Short-term Programs (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 studen • Short Term Exchanges – Valuable introduction to new culture TITLE | 5 6
    57. 57. RI Policies TITLE | 5 7
    58. 58. Rotary Code of Policies (RCOP) How is the RCOP is updated and revised? • Recommendations by the Youth Exchange Committee • Memorials to the Board Where can I find Youth Exchange RCOP sections? • www.rotary.org or youthexchange@rotary.org – 2.110 – Youth Protection – 17.060 – District Finances – 41.060 – Youth Exchange TITLE | 5 8
    59. 59. RI Certification TITLE | 5 9
    60. 60. History • 2002-06, RI Board establishes policies for effective operation of Youth Exchange program • Minimum standards for youth protection, allows for variation in local legal circumstances TITLE | 6 0
    61. 61. Key Components General Liability Insurance • Coverage and limits appropriate to geographic region Incorporation (Legal Entity) • E.g. corporation, trust, foundation, etc. Youth Protection Policy • Abuse and Harassment Prevention Policy • Abuse and Harassment Reporting Guidelines • Youth Volunteer Agreement TITLE | 6 1
    62. 62. General Liability Insurance • Covers Third Party Claims – At minimum, covers bodily injury and property damage – Occurrence rather than claims-based (recommended) • Name of insured matches legal entity • RI U.S. Club and District Liability Insurance • Multi-national districts purchase insurance for all jurisdictions participating in Youth Exchange TITLE | 6 2
    63. 63. Incorporation • District or Youth Exchange program – For district incorporation, contact Club and District Support representative to ensure RI Board incorporation requirements are met (RCOP, 17.020) • Governor authority • Indemnification of corporate members • Multi-national districts – If legal entity not recognized in all jurisdictions, may need to register or incorporate in other countries TITLE | 6 3
    64. 64. Youth Protection Policy Allegation Reporting Procedures • Provides a framework for protecting Youth Exchange students: – District adopts Rotary’s Statement of Conduct for Working with Youth (RCOP 2.110) – All allegations of abuse or harassment must be reported to and investigated by local law enforcement – All Rotary clubs and districts must comply with local laws for youth protection TITLE | 6 4
    65. 65. Youth Protection Policy Allegation Reporting Procedures – Establish reporting hierarchy – Procedure for contacting students parents – Accused removed from contact with youth – Procedure for moving student into temporary housing – Student provided with support services TITLE | 6 5
    66. 66. Youth Protection Policy – Any individual who admits to, has been convicted of, or otherwise found to engaged in sexual abuse or harassment is prohibited from working with youth in Rotary context. Rotarians who meet the above criteria are terminated and prohibited from club membership – If investigation is inconclusive, additional safeguards must be put in place to protect any youth with whom the accused might have future contact TITLE | 6 6
    67. 67. Youth Protection Policy District Governor Authority – District governor has authority over the program – Certification requirements must continue to be met in order for district to participate in the program – District has a system to ensure club compliance with district Youth Exchange policies Records & Documents – Document retention policy in accordance with local laws TITLE | 6 7
    68. 68. Youth Protection Policy Student Selection & Training – Application – Interview – Parent Interview – No “backdoor” exchanges – Students have multiple host families (long-term) TITLE | 6 8
    69. 69. Youth Protection Policy Volunteer Selection & Screening – Application – Interview – Reference and Criminal Background Checks – Host families – home visits Rotarian Counselor – Cannot be a host family member – Receives specialized training in handling problems, or allegations of abuse or harassment TITLE | 6 9
    70. 70. Youth Protection Policy Volunteer Training – All adults (Rotarian and non-Rotarians) involved in the program receive training – Program administration, rules, and abuse and harassment awareness and prevention Students Preparation and Training – Orientation – Emergency contacts • Rotary club and district contacts • Local resources • Contact the district 24 hours per day TITLE | 7 0
    71. 71. Youth Protection Policy • Student Travel Insurance – – – – – – – – – 24 hour, door-to-door Valid in all countries during exchange 24 hour emergency assistance US$100,000 – medical, dental US$100,000 – accidental death, dismemberment, or disability US$50,000 – transport or evacuation (medical emergency) US$50,000 – repatriation of remains US$50,000 – transport or evacuation (non-medical emergency) US$500,000 – personal liability TITLE | 7 1
    72. 72. Annual Reporting to RI – Annually submit inbound student data – Complete annual survey – All serious incidents (e.g. early return, accident, crime, death, etc.) and all allegations of abuse or harassment must be reported to RI within 72 hours TITLE | 7 2
    73. 73. District Recertification • Districts recertify every 4-6 years • Why recertification? –District leadership turnover –Keep apprised of local laws/regulations –Learn about best practices and successes • Review district youth protection policies, general liability insurance, and incorporation TITLE | 7 3
    74. 74. Multidistrict Youth Exchange Organizations TITLE | 7 4
    75. 75. Multidistricts and RI What RI policies are applicable to multidistricts? • 41.060.21 • 2/3rds of all clubs in the district must approve How often does RI communicate with multidistricts? • RI staff copy multidistrict chairs on all member district certification matters • Multidistrict involvement in student incidents vary by organization TITLE | 7 5
    76. 76. District Certification and Incident-handling • Districts may meet certification requirements by virtue of their membership in a multidistrict entity • Districts must confirm how they meet the requirements • Each multidistrict will have different protocols for incident-handling and how involved they are in that process TITLE | 7 6
    77. 77. New Generations Service Exchange TITLE | 7 7
    78. 78. Transition to New Model  NGSE New program model • Transition began 1 July 2013 • Under oversight of district New Generations Service committees • RCOP 8.060 New Generations Service Exchange • Not subject to Youth Exchange certification requirements • Funded locally New Generations Service Exchange (NGSE) • Participants must be above 18 and no older than 30 • Strong humanitarian or vocational service component • Individuals or groups • Up to 6 months in duration • Host district will arrange for local transportation, housing and activities • Participants must have sponsorship of local Rotary club, district New Generations Service chair, and governor TITLE | 7 8
    79. 79. Turn New Generations into the Next Generation of Rotary TITLE | 7 9
    80. 80. NGSE Examples Vocational tour (group) • Group performing multiple activities surrounding a certain profession (law, tech, etc.) • Group can stay in both host family homes and hotels/hostels • Ensure time for fellowship and Rotary events Unpaid internship/apprenticeship (individual) • Focused on an individual’s profession or area of study • Organize placement at corporation or organization for up to 6 months • Home hosting is suitable • Involve intern in local Rotaract/ROTEX activities Service project teams (group or individual) • Group of young adults interested in particular area of focus (water, education, etc.) • Organize participation in Rotary service project abroad • Give participants leadership opportunities! • Ideal for Rotaractors and ROTEX TITLE | 8 0
    81. 81. Early Planning Work with district New Generations Service chairs to: • Obtain approval of District Governor/Governor elect • Identify projects in your area through community/vocational service chairs • Develop NGSE partner relationships from:  Current exchange partners  Current international project partners  Former GSE partners • Develop partner agreements to set expectations, regardless of whether or not exchange is reciprocal • Consider appointing a responsible project-leader or projectcommittee TITLE | 8 1
    82. 82. Promote Program & Solicit Applications Sponsor districts should promote NGSE to former Youth Exchange students, Rotaractors, former Interactors, RYLA participants • No standard application form, but consider including modifying your short-term exchange application form for adult participant. Sponsor districts should select qualified participants that: • Are over the age of majority in host country (typically 18) • Understand Rotary and the value of service • Are an outstanding ambassador of their district/country • Have interest in service/vocational activities proposed for program • Have working knowledge of local language TITLE | 8 2
    83. 83. Arrange Accommodations, Activities and Transportation Host district should organize program schedule: • Secure accommodations; Young adults may feel more comfortable in hotels/hostels rather than home hosting • Arrange for transportation; participants will likely not be able to drive in host country • Schedule activities including Rotary, Rotaract and ROTEX meetings and events, cultural events, local sight-seeing, “down-time” is important! • Organize orientation programs to build camaraderie amongst groups –they may have varying interests and maturity levels • Provide counselors/mentors to assist with special needs or problems TITLE | 8 3
    84. 84. Frequently Asked Questions Do NGSE activities need to be reciprocal?  No, NGSE need not be reciprocal. What visas should NGSE participants obtain?  Typically, they will travel on tourist visas. Some countries may limit tourist visas to less than 6 months in the country, so the duration of the NGSE will have to take this into account. What if internship programs require a special working visa in my country and the intern must be paid?  Not all districts or countries will be able to offer all types of NGSE – find what works for you. Maybe a “new GSE” type program would be more suitable. Can you arrange a NGSE between two districts in the same country?  Yes! TITLE | 8 4
    85. 85. Frequently Asked Questions Does the host district have to fund all accommodations and provide a stipend or pocket money?  No– but make sure your partner district is in agreement about what is funded and what is not. The participants often receive a stipend from the host district and home-hosting is a low-cost solution for accommodations. Can Rotarians participate in NGSE programs?  Yes. Rotarians over 30 should serve in a team leader role, but those under the age of 30 can also be NGSE recipients. Rotarians’ dependents or children are also free to participate. Do we have to send a report to RI on our NGSE?  There are no RI reporting requirements for NGSE, but we invite you to share your experiences with us by sending any materials to programs@rotary.org. Also, make sure both districts debrief NGSE participants to ensure they obtain feedback on their own program experiences. TITLE | 8 5
    86. 86. Available Resources • Youth Exchange Workgroup Site – RI publications: • • • • Rotary Youth Exchange Handbook Brochures Student and host family guides Abuse and Harassment Prevention Manual and Leaders’ Guide – YEO Directory • Youth Exchange Bi-monthly e-Newsletter • www.rotary.org • Other websites: www.scrye.org & www.yeoresources.org TITLE | 8 6
    87. 87. Contact Rotary International (PD110) 1560 Sherman Avenue Evanston, IL 60201 USA +1 (847) 866-3421 youthexchange@rotary.org www.rotary.org/youthexchange TITLE | 8 7
    88. 88. Questions? TITLE | 8 8
    89. 89. Accessing Presentation Materials www.Slideshare.comt/RotaryInternational Files will also be uploaded to Dropbox Please leave your email addresses TITLE | 8 9
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