Long-term Youth Exchange from A - Z

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Presentation given by Jany Hide Okubo Hatanaka and Alan Wylie at the 2013 Youth Exchange Officers Preconvention Meeting in Lisbon, Portugal.

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Long-term Youth Exchange from A - Z

  1. 1. 1 ROTARY YOUTH EXCHANGE A to Z For Those New to Rotary Youth Exchange Program
  2. 2. 2 Table of Contents • Rotary Club Involvement 3 • Rotary District Involvement 9 • Recruiting Outbound Students 16 • Interviewing Outbound Students 23 • Outbound Student Orientation 30 • Inbound Program 36 • Importance of Rotary Counselor 39 • Host Family Preparation 47 • Inbound Student Orientation 51 • Summary 60 • Available Resources 63
  3. 3. 3 ROTARY CLUB INVOLVEMENT
  4. 4. 4 Club Involvement is Critical • No club involvement ==> no program • Some districts host & send 40+ students – Belgium, Mexico, Brazil, … – Alaska, Ohio, Michigan, Washington, NY • Many districts do not promote program – Very few if any exchanges • Improvement certainly possible – A culture change
  5. 5. 5 Challenges to Club • For hosting students (long term) – Budget (fee to district, student allowance, …) – 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)
  6. 6. 6 Paybacks Are Big • Students – Become much more mature – Memorable experience of lifetime • Rotary members – Become better Rotarians – Have new friends from around the world • Rotary clubs – Supporting RI’s 5th Avenue of Service (Youth are Rotary’s future) – Involved in making world a better place
  7. 7. 7 Club Structure for YE • President • Board of Directors • International Director • YOUTH EXCHANGE COMMITTEE – Club YEO – Counselor(s) for Student(s) – 3 to 10 members
  8. 8. 8 Tasks for YE Committee • Inbound Program – Find host families (look for dynamic Moms) – Appoint counselor – Get student involved early (Rotary club, school activities, community) • Outbound program – Advertise short term / long term programs – Interviews / orientations (club and dist levels)
  9. 9. 9 Rotary District Involvement
  10. 10. 10 District Committee Tasks • Gain support of District Governor • Promote club involvement • Establish exchange agreements abroad • Oversee budget and calendar • Ensure compliance • Lead activities during year • Support clubs as needed – Give programs at Rotary meetings – Help clubs to solve problems
  11. 11. 11 District Activities • Outbound Program – Promote RYE program at schools – Student interviews – Host family and student orientations – Rebound orientation • Inbound Program – Counselor and host family orientation – Student orientation – Socials (Christmas party, Youth Exchange Conference, …) • District Conference
  12. 12. 12 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
  13. 13. 13 Numerous Resources to Help • RI (handbook, other materials) • Multi District Meetings – Take District Gov Elect and Nominee • Regional Meetings (TRYEX, NAYEN, Brazil, EEMA, …)
  14. 14. 14 Outbound Program
  15. 15. 15 Three Elements • Recruiting • Interviews • Orientations
  16. 16. 16 Recruiting Outbound Students
  17. 17. 17 What Will Intrigue Student? • Former exchange students (Rotex) • Web Sites, Facebook, … • Videos • Inbound Exchange Students • Enlightening Message from Rotarians
  18. 18. 18 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
  19. 19. 19 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
  20. 20. 20 Message at School • RYE program is special • 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
  21. 21. 21 Evening Information Meeting • For Interested Students and Parents • Those supporting – Rotarians – Inbounds and Rotexes – Rotex parents • Tools – Presentation – Videos – Speeches (Rotex, Rotex parents, Rotarians)
  22. 22. 22 Keys to Success • Numerous Rotarians working across district – 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 as you go
  23. 23. 23 Interviewing Outbound Students
  24. 24. 24 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
  25. 25. 25 Club Interview • First interview • Conduct in Rotarian’s home -- 30 min • Interview parents separately • Determine if student committed (be sure not parents’ idea only) • Review recommendation from school • Accept student for district interview if would be excited to host student in own home
  26. 26. 26 District Interview • Interviewers – Rotarians – Students – Rotexes, inbound students – Previous host parents – Rotex parents
  27. 27. 27 Interview Forum Idea • Suggest interviewing long term and short term students at same meeting – Students may change minds on which program they want to apply for – Short term students will gain insight into long term program and may later apply for long term
  28. 28. 28 Houston Interview Process • Four interview stations – Adapting to Host family – School – Being an ambassador – Speech (Why Wish to be Exchange Student) • Students rotate to each station • Compile scores / discuss • Independent assessment by Rotex • Further assessment over week-end (Christmas party with inbounds)
  29. 29. 29 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 • Short term exchange may be alternative for students who have good attitudes but are less mature
  30. 30. 30 Outbound Student Orientation
  31. 31. 31 Outbound Orientation Topics • What is Rotary • Why does Rotary sponsor Youth Exchange • Preparation for departure • Helpful hints for time abroad
  32. 32. 32 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
  33. 33. 33 Helpful Hints for Year Abroad • Rotary rules and expectations • 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 / community
  34. 34. 34 Schedule for Outbound Orientations • Long Term Students – With Parents (2) – January and March – Student orientation camp in June • Short Term students – March
  35. 35. 35 Useful Hints in Orientations • Use of Rotex students *** • Rotary videos, materials • Preach little as possible – Use role play – Have small group discussions • Provide orientation manual (their Bible) • Provide directory of participants – They do become close friends
  36. 36. 36 Inbound Program
  37. 37. 37 Two Orientations • Counselor and Host Family Orientation (2 months prior to student arrival) • Student orientation (1 to 2 weeks after arrival)
  38. 38. 38 Counselor / Host Family Orientation Tidbits • Address calendar / budget • Former host family/counselor speak • Stress “treating student as your own” • Emphasize Rotary club involvement • Prepare, prepare, prepare – Be Proactive, not reactive to stay ahead – Example: investigate potential school activities for student prior to arrival
  39. 39. 39 Importance of Rotary Counselor
  40. 40. 40 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 – Students 16 to 18 years old and need help – Important small problems get resolved before they become big problems !!! • Rotary counselor must be able and want to devote time
  41. 41. 41 Tasks Begin Before Student Arrives (Being Proactive) • Welcome letter to student with pictures • Ensure contact from host families • Ensure immunizations meet school requirements • Insert articles in Rotary club bulletin • Plan options for school (classes, clubs, activities) • Look for initial set of friends (Interact, neighbors, clubs, …)
  42. 42. 42 Tasks on Student’s Arrival • Build rapport (host in home for 2-3 days) • Check return airline ticket • Verify student has insurance card • Open bank account • Discuss end-of-year tour options • Arrange with families for welcome party • Write thank you letter to all teachers
  43. 43. 43 • Assist student with challenges – Adapt to host family – Apply self at school; establish rapport with teachers – Make right set of friends – Become involved in Rotary club – Be known in the community – Communicate to Rotary back home Ongoing Ways to Help
  44. 44. 44 CHALLENGES FOR THE ROTARY EXCHANGE STUDENT Host Rotary Club Host Families Exchange Student / Counselor Your Community School Friends in High School Host Rotary District
  45. 45. 45 Problem Solving • Students need help – New culture, language, friends, families – 16 to 18 years old • They need the best friend • Numerous examples have occurred where student has problem and counselor not supportive • Small problem became big problem – Potential situation to be sent home
  46. 46. 46 Summary • Active counselor is vital to student • Ensure orientations are held for counselor • Good idea -- counselor-in-training for following year See counselor checklist for more details!
  47. 47. 47 Host Family Preparation
  48. 48. 48 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
  49. 49. 49 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”
  50. 50. 50 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
  51. 51. 51 Inbound Student Orientation
  52. 52. 52 Key Factors • Utilize Rotex • Get students to participate • Stress maintaining calendar • Emphasize good decision making, being the ambassador • Have separate meeting with each student at end of orientation
  53. 53. 53 Sample Family Rules • No smoking • Be on time (call if going to be late) • Curfew • They need to know your friends • Keep up with homework from school • Limit time on telephone, computer See list of questions to ask each new host family.
  54. 54. 54 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 do work
  55. 55. 55 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
  56. 56. 56 Speaking Language of Host Country • At times students speak own language – Considered quite rude – Forces others away from you • This can be major problem
  57. 57. 57 Following Rules of Rotary • No drinking • No driving (including no drivers’ education class) • No drugs • No serious dating • No downloading on family computer • No tattoos, no extra rings on body Quick ways to go home!
  58. 58. 58 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
  59. 59. 59 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
  60. 60. 60 Presentation Summary • Rotary Club Involvement – Committee is essential for program to be successful year after year
  61. 61. 61 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
  62. 62. 62 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
  63. 63. 63 Resources • RI Rotary Youth Exchange Handbook • Web Sites – yeoresources.org – Scrye.org – Other multi district web sites • Jany Hide Okubo Hatanaka (janyhide@uol.com.br) • Alan Wylie (alanwylie4@gmail.com)

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