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The Importance of Careful Selection

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Organizational success depends on many factors, including choice of the right candidates. To achieve the highest quality, you must start with proper selection of not only students, but host families, club and district YEOs and committee members, and counselors. We will discuss the selection process holistically: its overall importance, timelines, and all of the people involved.

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The Importance of Careful Selection

  1. 1. SERDAR KELAHMET EEMA President 2016-2018 Asistant Governor for Central Asia Clubs District 2430 TurkeyIskenderun R.C. R.I. Convention/Atlanta 10.06.2017
  2. 2. Optional Head treatment EEMA COUNTRIES
  3. 3. Optional Head treatment EEMA 2017- WARSAW/POLAND
  4. 4. Optional Head treatment ...from the Rome 2013 | 61st EEMA Conference Consensus Conferences dedicated to Youth Exchange Program with SPECIFIC TOPIC every year
  5. 5. Optional Head treatment USEFUL SUGGESTIONS to facilitate and standardize Districts’ and Clubs’ preparatory work with outbound and inbound students
  6. 6. Optional Head treatment
  7. 7. Optional Head treatment
  8. 8. Optional Head treatment
  9. 9. Optional Head treatment
  10. 10. Optional Head treatment WORKING GROUP:At that time
  11. 11. Optional Head treatment GUIDELINES
  12. 12. Optional Head treatment GUIDELINES
  13. 13. Trainin g Quality Improvement
  14. 14. Optional Head treatment TRAINING As a matter of facts, to improve the quality, it is not necessary to reinvent the wheel or rediscover America. The answer is very simple; TRAINING TRAINING TRAINING
  15. 15. Optional Head treatment SELECTION However to achieve the quality you must start with proper selection. As the quality of the selection will lead to the quality of the program the proper selection is set as the primary rule.
  16. 16. Optional Head treatment SELECTION
  17. 17. Optional Head treatment SELECTION The selection process, therefore, might be regarded as a risk management procedure to help eliminate unsuitable applicants, and be an important way to ensure that selected individuals maintain the objectives of Rotary Youth Exchange.
  18. 18. Optional Head treatment THE PARTIES OF THE SELECTION Students Host Families Club- YEO/Counselors/Committees District YE Chair/Committees
  19. 19. Optional Head treatment SELECTION IN YOUTH EXCHANGE  WhatWhat  WhoWho  WhyWhy  WhenWhen  HowHow
  20. 20. Optional Head treatment YOUTH EXCHANGE HANDBOOK An excellent resource is theAn excellent resource is the Youth Exchange HandbookYouth Exchange Handbook SearchSearch ““Youth Exchange Handbook”Youth Exchange Handbook” atat www.rotary.orgwww.rotary.org
  21. 21. Optional Head treatment EEMA GUIDELINES
  22. 22. 32
  23. 23. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 33 STUDENT SELECTION
  24. 24. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 34 STUDENT SELECTION
  25. 25. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) ((False Negative)False Negative) Correct DecisionCorrect Decision 35 STUDENT SELECTION
  26. 26. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 36 STUDENT SELECTION
  27. 27. SuccessfulSuccessful StudentStudent AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student CorrectCorrect DecisionDecision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 37 STUDENT SELECTION
  28. 28. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision?? 38 STUDENT SELECTION
  29. 29. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 41
  30. 30. Successful FamilySuccessful Family AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful FamilyUnsuccessful Family Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 42 HOST FAMILY
  31. 31. Successful CounselorSuccessful Counselor AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful CounselorUnsuccessful Counselor Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 43 CLUB COUNSELOR
  32. 32. Successful YEOSuccessful YEO AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful YEOUnsuccessful YEO Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 44 DISTRICT YEO
  33. 33. Optional Head treatment HOW DID YOU CHOSEN AS DISTRICT CHAIR,ETC.? They didn’t tell me how much work itThey didn’t tell me how much work it would be, until after I accepted!would be, until after I accepted! I wasn’t at the meeting when they electedI wasn’t at the meeting when they elected me.me. No one else would do it.No one else would do it.
  34. 34. 46
  35. 35. Optional Head treatment THE BUSİNESS OFTHE BUSİNESS OF ROTARY YOUTH EXCHANGEROTARY YOUTH EXCHANGE AL KALTER, SCOTT WİSNERAL KALTER, SCOTT WİSNER IdeasIdeas InvestorsInvestors SuppliersSuppliers CustomersCustomers ProductsProducts MarketingMarketing
  36. 36. Optional Head treatment WHATWHAT IIS MS MIISSSSIING FROMNG FROM THISTHIS GLOBAL CORPORATGLOBAL CORPORATIION?ON? Employees!Employees!
  37. 37. Optional Head treatment ROTARY YOUTH EXCHANGE İS AROTARY YOUTH EXCHANGE İS A GLOBAL CORPORATİONGLOBAL CORPORATİON  Who are our employees? 1. Students 2. Host Families 3. District and Club YEOs  Our product is: “The advancement of international understanding, goodwill, and peace…” One exchange at a time.
  38. 38. Optional Head treatment WANT AD FOR A STUDENTWANT AD FOR A STUDENT “POS“POSIITTIION”:ON”: ““Global corporation (RI) with an internationalGlobal corporation (RI) with an international subsidiary (YE), specializing in the advancementsubsidiary (YE), specializing in the advancement of international understanding, goodwill, andof international understanding, goodwill, and peace, seeks temporary employees (ages 15-18)peace, seeks temporary employees (ages 15-18) for a one year assignment in one of our overseasfor a one year assignment in one of our overseas departments.departments. Only highly motivated individuals, in agreementOnly highly motivated individuals, in agreement with our mission statement, willing to representwith our mission statement, willing to represent one of our local departments somewhere else inone of our local departments somewhere else in the world need apply. Some travel required”.the world need apply. Some travel required”.
  39. 39. Optional Head treatment INTERVIEWS:INTERVIEWS: EMPLOYEES NEED TO BEEMPLOYEES NEED TO BE IINTERVNTERVIIEWEDEWED A typical YE Interview: Tell us something about yourself. Why do you want to be an exchange student? Where would you like to go? What kind of experience do you have living in another culture?
  40. 40. Optional Head treatment INTERVINTERVIIEWER BEWER BIIASESASES Stereotyping Inconsistency in questioning First impression error Negative emphasis Halo effect Nonverbal bias Similar-to-me error
  41. 41. Successful StudentSuccessful Student AA cc cc ee pp tt RR ee jj ee cc tt Unsuccessful StudentUnsuccessful Student Correct DecisionCorrect Decision (True Positive)(True Positive) Incorrect DecisionIncorrect Decision Incorrect DecisionIncorrect Decision (True Negative)(True Negative) (False Positive)(False Positive) (False Negative)(False Negative) Correct DecisionCorrect Decision 53
  42. 42. Optional Head treatment Some promising research being doneSome promising research being done in RYE Florida, Ohio-Eriein RYE Florida, Ohio-Erie The Resiliency Scales for Children and Adolescents All Outbounds are given the test early in the training year Has given us specific areas to assist students individually in preparing for the exchange
  43. 43. Optional Head treatment RESILIENCYRESILIENCY Resilience is the ability to adapt well and recover quickly after stress or adversity. If you have a resilient personality, you are better able to maintain poise and a healthy level of physical and psychological wellness in the face of life's challenges
  44. 44. Optional Head treatment SOME OF THE RESSOME OF THE RESIILLIIENCYENCY SCALES MEASURESCALES MEASURE • optimismoptimism • ability to set and achieve goalsability to set and achieve goals • adaptabilityadaptability • ability to develop trustability to develop trust • ability to seek and utilize supportability to seek and utilize support • general level of comfortgeneral level of comfort • tolerance of differencestolerance of differences • sensitivity to otherssensitivity to others • ability to recover from stressability to recover from stress
  45. 45. Optional Head treatment ASK INTERVASK INTERVIIEW QUESTEW QUESTIIONS FORONS FOR WHWHIICH STUDENTS CANNOTCH STUDENTS CANNOT PREPAREPREPARE IIN ADVANCE, ANDN ADVANCE, AND WHWHIICH RELATE TO SKCH RELATE TO SKIILLS THATLLS THAT SEEM TO BE RELATED TO SUCCESSSEEM TO BE RELATED TO SUCCESS AS AN EXCHANGE STUDENTAS AN EXCHANGE STUDENT
  46. 46. Optional Head treatment QUESTQUESTIIONS FROM THEONS FROM THE RESRESIILLIIENCY SCALESENCY SCALES  What has been the greatest challenge you have had to deal with in your life? Tell us how you have dealt with it.  Tell us about a problem you have had in your life and how you went about solving it.  Tell us about a time when you failed at some task but kept on working on it until you succeeded.  Tell us about some ways you have learned from your mistakes.  Tell us about a time when you have had to ask for help with a problem.  Tell us about a time when you have disagreed strongly with someone else that you had to interact with. How did you deal with it?
  47. 47. Optional Head treatment ALL EMPLOYEES NEED JOBALL EMPLOYEES NEED JOB DESCRDESCRIIPTPTIIONSONS Students Host Families Club- YEO/Counselors/Committees District YE Chair/Committees
  48. 48. Proposed by and led byProposed by and led by Erwin ZellerErwin Zeller 50% reported seeing50% reported seeing their club counselortheir club counselor less than 1/monthless than 1/month Student Post-Student Post- Exchange SurveyExchange Survey 60
  49. 49. Optional Head treatment The #1 problem, globally, is Club /YEO/ Counselor support The #1 problemThe #1 problem
  50. 50. Optional Head treatment CLUB YEO/COUNSELOR/CLUB COMMITTEE Counselor = student’s “best friend” Getting student involved early (Rotary club, school activities, community) Marketing program at schools … Student interviews
  51. 51. Optional Head treatment THE CLUB COUNSELOR SHOULDTHE CLUB COUNSELOR SHOULD Establish contact with the student before departure or after arrival, explaining the expectations of the club and the district and maintaining and documenting regular contact (at least once a month) Counsel the student in matters such as choosing classes, making friends, and participating in activities. Help the student adapt to the culture and language Work with the community and the student’s school to ensure that the student is involved in positive activities and community life
  52. 52. Optional Head treatment THE CLUB COUNSELOR SHOULDTHE CLUB COUNSELOR SHOULD Informs the student about abuse and harassment prevention and creating a supportive atmosphere in which the student feels comfortable discussing any concerns Serving as an advocate for the student in any matter The Rotarian counselor should be trained to respond to problems or concerns that may arise during the exchange, including allegations of abuse or harassment Etc.
  53. 53. Optional Head treatment STUDENT HINTS FOR THE BEST AND CAREFUL SELECTION Students should be asked if they really want to go abroad, if they are eager to learn new ways of life, if they know what Rotary is. They should be well behaved and have a good general knowledge of the country they will go to as well as the World and should relate well with others when in groups.
  54. 54. Optional Head treatment FOR EXAMPLE THERE ARE NO DESERT AND NO CAMELS IN TURKEY
  55. 55. Optional Head treatment HINTS FOR THE BEST AND CAREFUL SELECTION Assessments of individuals should include: Optimism, ability to set and archive goals, adaptability, ability to develop trust, ability to seek and utilize support, good level of self esteem, tolerance of differences, sensitivity to others, ability to recover from stress.
  56. 56. Optional Head treatment HINTS FOR THE BEST AND CAREFUL SELECTION Students selected should: a.Be aged 15-18 for the long-term exchange program. b.Have above-average academic ability c.Be able to express themselves clearly and effectively d.Demonstrate community leadership skills
  57. 57. Optional Head treatment HINTS FOR THE BEST AND CAREFUL SELECTION Additional criteria may include: a.Adaptability (outgoing, confident, and willing to adjust to changing surroundings) b. Potential for being an excellent Rotary ambassador c.Complete support of parents d.Proficiency in, or capacity to learn, the language of the host country
  58. 58. Optional Head treatment HINTS FOR THE BEST AND CAREFUL SELECTION Final selection may incorporate the following criteria: a.Level of maturity of the student b.Ability to exercise good judgment c.Compatibility with goals of Rotary d.Good health, both physical and mental e.The number of students that the district can support Interviews and other assessment tools
  59. 59. Optional Head treatment INTERWIEWS Every prospective exchange student must be interviewed by members of the district committee. It is recommended that the interview committee includes at least a.One rebound. b.One experienced Host Mother. c.Two members of YEP local committee.
  60. 60. Optional Head treatment INTERWIEWS First interview is at the club level. Second interview: the district chair and his/her team interview the candidate alone, his/her family alone and then all together.  An orientation weekend where careful observation of students is made is a good method of assessment of suitability.
  61. 61. Optional Head treatment INTERWIEWS Use of Rotaract and ROTEX with selection and orientation. Use of interview questions for which students cannot be prepared in advance. Accuracy of the application is essential to a successful selection.
  62. 62. Optional Head treatment SELECTION TIME Students should be selected and applications completed by December of the year before they are to go on exchange, but must be at least 6 months before the date of departure. This will allow time for the students to take part in orientation meetings, for their district or multi-district to make a placement in another country and for all parties to comply with all RI and government requirements.
  63. 63. Optional Head treatment WHO IS THE RESPONSIBLE FOR THE SELECTION The club has the first responsibility for selection of the student. a.It is closer to the applicant’s home and often a member knows the candidate and his/her family. b.The Club YE Committee identifies and interviews prospective exchange students. c.It ensures completion of the preliminary application, with appropriate student and parent signatures, and submits it to the district.
  64. 64. Optional Head treatment 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
  65. 65. Optional Head treatment HOST FAMILIES Host families with DYNAMIC MOTHERS
  66. 66. Optional Head treatment HOST FAMILIES RI recommends three host families during a long term exchange. Families do not have to be Rotarians and do not have to have school aged children.  It does helps the inbound student if in the first host family there are students of his/her age. According to the RI Code of Policies, parents of outbound long-term exchange students cannot be required to host as a condition of their child’s participation in the program. However, if willing, they may host inbound students or may be asked to assist in finding other suitable host families. The short-term exchange program often includes a “family to family” component. Districts can require reciprocal hosting for a student to participate.  Individual districts may establish guidelines that are more specific than those provided by RI
  67. 67. Optional Head treatment HOST FAMILIES The selection of host families is in almost all cases, a joint effort and responsibility shared by the local club and the district. The multi-district may be involved in a monitoring and compliance role. Host families are often found by the candidate’s family. The club meets with the host families before the candidate is interviewed at district level. The local club: a.checks host family application b.provides the necessary related documentation (for example Volunteer Agreement, background check form) and any other required information. The Club YE Committee interviews the prospective host families reviews all documentation and makes the final decision as to their suitability to host an inbound student.
  68. 68. Optional Head treatment CLUB YEO’S Club YEO’s should be: a.Club members who have been trained by experienced committee member. b. Determined Rotarians, willing to accept the task . c.Knowledgeable of the world of young people.
  69. 69. Optional Head treatment WHOM SHOULD WE TRAIN First of all we have to train the trainers. YEO’s YEO’s have been serving in different youth exchange committees for years but still they should be trained from time to time. If the YEO that will serve in Youth Exchange Committee is competent and trained, the program will start in the correct way and as a natural consequence the success will be very high .
  70. 70. Optional Head treatment WHOM SHOULD WE TRAIN ROTARIANS Training and encouraging the Rotary Club members.
  71. 71. Optional Head treatment WHOM SHOULD WE TRAIN HOST FAMILIES Most important part of the program. Host families that attend the training programs and interviews only can take part in the program.
  72. 72. Optional Head treatment WHOM SHOULD WE TRAIN STUDENTS Students pass through the following courses in order to join program. -"Rotary" -The rules they have to OBEY - Being an ambassador of their country. - 6 Be’s and +++++ -We put forward our expectations from them very clearly and neatly .
  73. 73. Optional Head treatment CONCLUSION The secret of success is the proper selection. Training improves the Quality. Rotex members are the bridges. We have many Rotarians in the Disrtrict Youth Exchange committee comes from Rotex. Once you breaks the rules you can never rebuild them .  Love people- Love what you do Love Rotary Youth Exchange
  74. 74. This presentation and others from throughout the convention are available through the convention mobile app and on SlideShare at www.SlideShare.net/Rotary_International.
  75. 75. Rate this session in the Rotary Events app, available in your Apple or Android app store.
  76. 76. SERDAR KELAHMET skahmet@superonline.com or serdar@kelahmet.com
  77. 77. Questions?
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