The presentation will explain the process to find short term exchange partners, and provide tips on how to approach schools, promote your program, and teach prospective candidates about your application process. Youth Exchange Officers need to become familiar with the program details first, as the information will enable them to meet and interview, and inform the prospective families and their students.

1. Short Term
Exchange (FtF)
Claudia Sprakel
NGS Chair D1900 Germany

2. 4 Steps for STEP Exchange for YEOs
1. Acquiring and accept students and families through promoting STEP
- in schools
- with peers
- with social media (depends from country)
- student and family interviews, background check
2. Application process
- worldwide standard application forms
- depends on country
- Germany: Complete application process in a database
3. Preparing students and families
- orientations organized by the sending district
- counselling with other preparations
4. Counselling in-and outbound students during their exchange

3. Collecting:
Your Best Practices
How are your experiences? How did
you succeed?

4. Steps for STEP for country/district
roles
1. Acquiring partners (Country/district) for STEP
2. Country contracts (?)
3. Receiving applications from home country/district
4. Receiving applications from partner country/district
5. Matching partners
6. Forwarding applications to matched partners
7. Sending Guarantee Forms
8. Communicator between countries/districts

5. Collecting:
Your Best Practices
How is your district/country
organized?

6. Aufgaben und Verfahren in den Kurzaustausch Programmen
Stand:
27.04.2017
Database Germany – STEP (What it does)
Der Rotary Club legt ein Bewerberkonto an.
2

7. Aufgaben und Verfahren in den Kurzaustausch Programmen
Stand:
27.04.2017
Application steps in the database for the applicant
Family-Family Camps
STEP 1 General Info
STEP 2 Applicant Information
STEP 3 Parents/Legal Guardians
STEP 4 Siblings
STEP 5 Applicants Personal Background
STEP 6 Languages
STEP 7
Sponsor District and
Rotary Club Contacts –
Information Only
Applicants Personal
Background 2
STEP 8
Letters of Applicants and
Parents
Sponsor District and
Rotary Club Contacts –
Information Only
STEP 9 Country Priority
STEP 10 Photos
STEP 11 Extra Form
STEP 12
Print General Information
and Instructions
Legende zum Bearbeitungsstand
einer Bewerbung; Stufen:
1 2
3 4
5
1. Bewerbung wurde angelegt; Schüler hat
Zugang
2. Schüler hat sich eingeloggt, keine Daten
eingegeben
3. Dateneingabe; Club/Distrikt können
lesen/schreiben
4. Schüler schließt ab; Distrikt/Club können
weiterhin lesen/schreiben/hochladen
5. Distrikt schließt endgültig ab und weist
MD-Koordinator zu
5

8. Program Costs
1. Application fee for Rotary
- Depends on district and country
- Program expenses should kept low by Rotarians
- Program costs should kept low as possible
2. Round – trip airfare
3. Travel insurance (Requirements from host- country)
4. Travel Documents
5. Spending money, tours…..

9. Collecting:
Your Best Practices
What are your fees and why?

10. STEP as a growing program in Germany and worldwide, needs
more standards like the LTEP.
Open fields:
- how to find partners (districts/countries ) and STEP places
with ease
- different application and process standards
- different application times
- GF mandatory? !!!
- ?
Problems to be solved for the future

11. Further
Questions/Suggestions/Co
ntributions?

12. Thanks for your work in
building friendship and
understanding!