Youth Exchange A-Z for New Officers
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Youth Exchange A-Z for New Officers

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Presentation given by 2013-14 Youth Exchange Committee Chair, Alan Wylie from District 5890, USA.

Presentation given by 2013-14 Youth Exchange Committee Chair, Alan Wylie from District 5890, USA.

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  • 1. Workshop for New Rotary Youth Exchange Officers Alan Wylie, Chair , 2013-14 RI Youth Exchange Committee
  • 2. Welcome!
  • 3. TITLE | 3 Rotary Youth Exchange An Opportunity of a Lifetime
  • 4. TITLE | 4 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
  • 5. TITLE | 5 Short Term Program • One on One exchange with another student • Hosted by exchange student’s family • Normally three to four weeks in each country
  • 6. TITLE | 6 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
  • 7. TITLE | 7 Why Rotary Youth Exchange is #1 ! • Careful interviews • Thorough orientations • Local support group (Rotary club) • Activities provided by Rotary • Low cost
  • 8. TITLE | 8 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
  • 9. TITLE | 9 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
  • 10. TITLE | 1 0 Schedule • Short Term – Club Interview - Oct – District Interview – Dec – 1 Sat Orientation with parents – Mar or Apr – Exchange - Jun - Aug • Long Term – Club Interview - Oct – District Interview - Dec – 2 Sat Orientations with parents – Jan – Mar – Orientation camp for Students - June – Departure – late Jul – Aug – Return - following June / July Note: Some districts combine Short Term and Long Term processes
  • 11. TITLE | 1 1 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 www.scrye.org www.yeoresources.org
  • 12. TITLE | 1 2 Rotary Club Involvement
  • 13. TITLE | 1 3 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
  • 14. TITLE | 1 4 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)
  • 15. TITLE | 1 5 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
  • 16. TITLE | 1 6 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
  • 17. TITLE | 1 7 Rotary District Involvement
  • 18. TITLE | 1 8 District Committee Tasks • Gain support of District Governor • Promote Rotary club involvement • Establish exchange agreements abroad • Oversee budget and calendar • Ensure compliance
  • 19. TITLE | 1 9 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
  • 20. TITLE | 2 0 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
  • 21. TITLE | 2 1 Outbound Program
  • 22. TITLE | 2 2 Three Elements • Recruiting • Interviews • Orientations
  • 23. TITLE | 2 3 Recruiting Outbound Students
  • 24. TITLE | 2 4 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
  • 25. TITLE | 2 5 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
  • 26. TITLE | 2 6 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)
  • 27. TITLE | 2 7 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
  • 28. TITLE | 2 8 Interviewing Outbound Student Applicants
  • 29. TITLE | 2 9 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
  • 30. TITLE | 3 0 District Interview • In Houston, all day Saturday session • For students and parents • Involve Rotarians and Rotex • Difficult often in making final decisions
  • 31. TITLE | 3 1 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
  • 32. TITLE | 3 2 Outbound Student Orientation
  • 33. TITLE | 3 3 Schedule for Orientations • Long Term Students – With Parents (2) – January and March – Student orientation camp in June • Short Term students – March
  • 34. TITLE | 3 4 Orientation Topics • What is Rotary • Why does Rotary sponsor Youth Exchange • Preparation for departure • Helpful hints for time abroad
  • 35. TITLE | 3 5 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
  • 36. TITLE | 3 6 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 / Getting Involved • Limited communications home • Making close friends, speaking language
  • 37. TITLE | 3 7 Inbound Program
  • 38. TITLE | 3 8 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
  • 39. TITLE | 3 9 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…
  • 40. TITLE | 4 0 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
  • 41. TITLE | 4 1 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 and at school – Be known in the community – Communicate to Rotary back home Suggestion – involve Rotex
  • 42. TITLE | 4 2 Host Rotary Club Host Families Exchange Student / Counselor Your Community School Friends in High School Host Rotary District Challenges for the Rotary Youth Exchange Student
  • 43. TITLE | 4 3 Short Term Exchanges
  • 44. TITLE | 4 4 Two Categories • Home stays – Most of our experience • Camps (can include college students) – Conducted Europe, Turkey, California, …
  • 45. TITLE | 4 5 Home Stays • 1 on 1 exchange with another student • Hosted by exchange student’s family • Normally 3 to 4 weeks in each country
  • 46. TITLE | 4 6 Camps • Brings students together from several countries • Examples – Wilderness camp in Canada – Bicycle camp in Taiwan – Turkey – California – Bill Sturgeon
  • 47. TITLE | 4 7 Budgets
  • 48. TITLE | 4 8 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
  • 49. TITLE | 4 9 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
  • 50. TITLE | 5 0 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, …)
  • 51. Paybacks
  • 52. TITLE | 5 2 Paybacks on Outbound Side • Student – Year of a lifetime • Natural Parents – Proud to see son or daughter grow – Often become Rotarians • Sponsor District and Rotary Club – Contributing to Rotary 5th avenue of service – Potential new Rotarians – Potential new host families
  • 53. TITLE | 5 3 Paybacks on Inbound Side • Host Families – New son or daughter – Become more familiar with world • Host District and Rotary Club – Actively promoting peace in the world
  • 54. TITLE | 5 4 Presentation Summary
  • 55. TITLE | 5 5 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
  • 56. TITLE | 5 6 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
  • 57. TITLE | 5 7 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
  • 58. TITLE | 5 8 Summary of Long- and Short-term Programs (continued) • Paybacks – Student, parents, sponsor Rotary, host Rotary, and host family • All have their individual rewards of the heart • All play their part to making the world a better place
  • 59. TITLE | 5 9 Questions?
  • 60. TITLE | 6 0 Accessing Presentation Materials Files will also be uploaded to Dropbox Please leave your email addresses