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YEO 2012_Youth Exchange_RYE, A to Z


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YEO 2012_Youth Exchange_RYE, A to Z

  1. 1. Main Topics for Today• Magic of Rotary Youth Exchange• Ideas for conducting program (RYE A to Z) 1
  3. 3. Students On Arrival• 8,000 RYE students travel each year• 16, 17 years old• New world / not knowing language• Wanting to be ambassador• Deserve Rotary’s support 3
  4. 4. Students Trained to be Ambassador• Orientation camps conducted before departure and after arrival• Themes – Think of others – Do for others – “Service Above Self”• Impacts can really be significant 4
  5. 5. Student Impact on Host Families• Rotarian Donald Nino and wife Martha – Hosted Taiwanese daughter Tina Wang – Attended “daughter’s” college graduation half way around the world -- in Taiwan 5
  6. 6. Student Impact on School and Rotary Club• Alexandre Pires from Brazil hosted by Humble Intercontinental Rotary Club• Every student in school knew Alex• Every Rotarian in club hugged by Alex• Club always wants to host students 6
  7. 7. Students Grow from Year• Fluent in new language• Have loving host parents• Hearts 10 times bigger• Now citizens of the world 7
  8. 8. At End of Exchange Year• Emotional farewells• Combination of – Students’ growth – Students’ impacts on families, Rotary, community• “The Magic of Rotary Youth Exchange” 8
  9. 9. Esteban Castano• Went to Thailand• Totally immersed himself in culture• Following his RYE year, motivated 13 students to apply for RYE program• Now helps train future exchange students• Created outstanding video I wish to share 9
  11. 11. Table of Contents• Overview 15• Rotary Club Involvement 25• Rotary District Involvement 34• Outbound Programs 39• Long Term Inbound Program 60• Short Term Exchange 82• Budgets 85• VISA Process 90 11
  12. 12. Table of Contents• Administrative Topics 96• Initiate Exchanges with Countries 100• Compliance 107• Summary 110• Available Resources 116 12
  13. 13. ROTARY YOUTH EXCHANGE “An Opportunity of a Lifetime” Quick Summary forPotential Outbound Students and Parents 13
  14. 14. What Is Rotary!• International service organization• Overall Goal – making community, world a better place• One major goal – Polio Plus – $240 million and counting has been raised to immunize children of the world• Key program – Rotary Youth Exchange – Providing ambassadors through our youth 14
  15. 15. Youth Exchange Program Summary• Two Programs – Short Term Program – Long Term Program• Opportunity to experience new culture• Opportunity to be the ambassador• Opportunity to make friends for a lifetime 15
  16. 16. Short Term Program• One on One exchange with another student• Hosted by exchange student’s family• Normally three to four weeks in each country 16
  17. 17. 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 17
  18. 18. WHY ROTARY YOUTH EXCHANGE IS #1 !• Careful interviews• Thorough orientations• Local support group (Rotary club)• Activities provided by Rotary• Low cost 18
  19. 19. 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 othersTHE TRAITS FOR BEING AN AMBASSADOR 19
  20. 20. Approximate Costs of the RYE Programs• Short Term -- $1800 • Long Term-- $5,000 – Air fare – Air Fare – Insurance – Insurance – Incidental costs – Orientations abroad – Language camp – Costs for hosting – Monthly allowance – Blazer, pins, slides Host club provides allowance 20
  21. 21. Schedule• Short Term • Long Term – Club Interview - Oct – Club Interview - Oct – Dist Interview – Dec – Dist Interview -- Dec – 1 Sat Orientation with – 2 Sat Orientations with parents – March parents – Jan and Mar – Exchange -- Jun - Aug – Orientation camp for Students - June – Departure – late Jul – Aug – Return -- following June / July 21
  22. 22. For More Information• Short Term • Long Term – Club Rotarians – Club Rotarians – Short Term – Long term Outbound Outbound Coordinator Coordinator – District Youth – District Youth Exchange Officer Exchange Officer Web Sites: 22
  24. 24. Club Involvement is Critical• No club involvement ==> no program• Some districts host & send 40+ students – Belgium, Mexico, … – In US -- Alaska, Ohio, Michigan, Washington• Many districts do not promote program – Very few student exchanges• Improvement needed to advertise program 24
  25. 25. Challenges to Club• For hosting students (long term) – Budget ($1,500 to $2,500) – Host Families (biggest challenge)• For sending student (short term / long term) – Little cost unless providing scholarship – Provide Rotary club banners• For both hosting and sending students – Having committee to lead effort (more later) 25
  26. 26. Paybacks Can Be Enormous• Inbound / outbound students – Fluent in new language – Memories for a lifetime (Nino)• Rotary members – Heart felt memories (Alan Derby)• Rotary clubs – Experience international part of Rotary 26
  27. 27. Club Structure for YE• 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) 27
  28. 28. Tasks for Club YE Committee• Inbound Program – Find host families (look for dynamic Moms) – Appoint counselor (student’s “best friend”) – Get student involved early (Rotary club, school activities, community)• Outbound program – Advertise short term / long term programs – Interview students and parents 28
  29. 29. Sources for Help• District Committee• RI resources (next page) 29
  30. 30. RI Resources• Rotary Youth Exchange Handbook• Rotary Youth Exchange newsletter• Guide for Host Families• Guide for Exchange Students• Marketing materials 30
  31. 31. Rotary District Involvement 31
  32. 32. Tasks• Gain support of District Governor• Promote club involvement• Establish exchange agreements abroad• Oversee budget and calendar• Manage club compliance with RI regulations• Organize student activities during year• Support clubs as needed 32
  33. 33. District Activities• Outbound Program – Promoting RYE program at schools – Student interviews – Student and parent orientations• Inbound Program – Counselor and host family orientation – Student orientation upon arrival – Socials (Christmas party, Youth Exchange Conference, …)• District Conference 33
  34. 34. District Committee Basic Structure• Youth Exchange Officer• Long term inbound chairman• Long term outbound chairman• Short term chairman• Treasurer• Compliance Officer• Insurance Officer 34
  35. 35. Numerous Resources to Help• RI (handbook, other materials)• Multi District Meetings – South Central Rotary Youth Exchange • Take DGE, DGN when possible• Regional Meetings – NAYEN – EEMA –… 35
  37. 37. Three Elements• Recruiting• Interviews• Orientations 37
  38. 38. Recruiting Outbound Students 38
  39. 39. What Will Intrigue Student?• Former exchange students (Rotex)• Web Sites, Facebook, …• Videos• Inbound Exchange Students• Enlightening Message from Rotarians 39
  40. 40. Rotary Visits to Schools• It is estimated that 1 outstanding student will be found for every 100 students visited• How many clubs in district visit schools – 5 or more clubs ? – 10 or more clubs ?• Rotarian does not have to be expert – Sample presentations are available• Experienced people will help 40
  41. 41. Approaching Schools Can Work• One Rotary club in Houston district visited 3 or 4 schools, each for a day.• Club result for 2009 2010 – Long term outbound students – 13 – Short term outbound students – 10• Result for 2010 2011 – Long term outbounds – 16 – Short term outbounds – 10 41
  42. 42. Message at School• RYE program number 1• 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• Invite student to bring parents to evening information meeting 42
  43. 43. Information Meeting• Those supporting – Rotarians – Inbounds and Rotexes (former exchange students) – Rotex parents• Tools – Presentation (slides 13 to 22 in this presentation) – Videos – Speeches (Rotex, Rotex parents, Rotarians)• Students and parents leave meeting impressed with Rotary 43
  44. 44. Keys to Success• Numerous Rotarians working across district to market program to students – 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 each year 44
  45. 45. Interviewing Outbound Student Applicants 45
  46. 46. 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 othersTHE TRAITS FOR BEING AN AMBASSADOR 46
  47. 47. Club Interview• First interview• Conduct in Rotarian’s home -- 30 min• Interview parents separately• Determine if student committed (be sure not only the parents’ idea)• Seek recommendation of school• Recommend student for district interview if would be excited to host student in own home 47
  48. 48. District Interview in Houston• Same interviews for both short term and long term applicants• Conducted on Saturday, followed by overnight Christmas party with inbound students• Interviewers – Rotarians – Students – Rotexes, inbound students – Previous host parents – Rotex parents 48
  49. 49. Houston Interview Process• Four interview stations (questions available) – Adapting to Host family – Participation in School – Being an ambassador – Speech – “Why Wish to Be RYE Student”• Students rotate to each station• Compile scores / discuss• Independent assessment by Rotex• Further Assessment over week-end at Christmas party with inbound students 49
  50. 50. District Interview Results• Factors to consider – Number of exchanges (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 50
  51. 51. Outbound Student Orientation 51
  52. 52. Objective• “To prepare student as well as one can be prepared to spend their time abroad”• Three sessions – Saturday in January – students and parents – Saturday in March – students and parents – 4 day camp in June – students only 52
  53. 53. January, March Orientation Topics• What is Rotary• Why does Rotary sponsor Youth Exchange• Preparation for departure, including checklist of items to do each month• Helpful hints for time abroad• Speeches – January – on new country – March – on Rotary 53 (Rotary magazine)
  54. 54. 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• Slides for Rotary club presentation 54
  55. 55. 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• Speaking language, making close friends• Getting involved with club and community 55
  56. 56. Orientation Camp• Rotex students are essential ***• Rotary videos, materials• Preach little as possible – Use role plays conducted by Rotex – Have small group discussions• Friday night student talent show• Saturday night camp fire – Students discuss what will miss while abroad (to help later homesickness) 56
  57. 57. INBOUND PROGRAM 57
  58. 58. Two Orientations• Counselor and Host Family Orientation in July (prior to student arrival) – Using Powerpoint Presentation (available)• Student orientation 1 week after arrival – Manual provided• Ohio Erie Multi District video used to address abuse / harassment at both orientations 58
  59. 59. Host Family Orientation• What is Rotary• Expectations of host families• Rotary support – by counselor and club• Student Protection (video)• Insurance, Finances, Travel, School• Calendar 59
  60. 60. 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 60
  61. 61. 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” 61
  62. 62. 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 62
  63. 63. Rotary Counselor• 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 !!!• Counselor checklist is available 63
  64. 64. Counselor Tasks Before Student Arrives• Welcome letter to student with pictures• Ensure contact from host families• Insert articles in Rotary club bulletin• Plan options for school (classes, clubs, activities)• Look for potential friends (Interact, neighbors, clubs, …) 64
  65. 65. Counselor Tasks on Student’s Arrival• Build rapport (host in home for first 3-4 days)• Verify round trip airline ticket• Ensure student has insurance papers• Open bank account• Discuss end-of-year tour with student• Arrange with host families for welcome party• Write thank you letter to all teachers (available) 65
  66. 66. Some Counselor Responsibilities• Support student• Support host families• Help to get club involved with student• Transition students to next family• Good idea – have counselor-in-training for following year 66
  67. 67. Problem Solving• Student has many options for seeking help – Host family – Counselor / club RYE committee – Club president – District committee• If student breaks major rule (4 D’s) or repeatedly is not being good student, either – Send student home – Put student on 2-to-4 week probation 67
  68. 68. Probation Process• Problem and Rotary expectations documented• Document signed by student and Rotary• Copies distributed to sponsor district, parents, host district governor• Meet at end of probation period, to determine if student is allowed to stay or must go home 68
  69. 69. Inbound Student Orientation 69
  70. 70. Key Factors• Use Rotex• Force 2-way communication• Stress maintaining calendar• Emphasize good decision making, being the ambassador• Have individual meeting at the end with each student 70
  71. 71. Decision Making ? Year-of-a-Lifetime Which doorway you choose is up to you. Rotary will help. Maturity So-So Year Good JudgmentRotary 4-Way Test2) Is it the truth?3) Is it fair to all concerned? Student Goes 714) Will it build good will and better friendships? Home Early5) Will it be beneficial to all concerned?
  72. 72. Sample Family Rules• No smoking (against the law in Texas)• Be on time (call if going to be late)• Curfew• They need to know your friends• Complete homework from school• Follow rules using telephone, computer 72
  73. 73. 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 complete work that was missed 73
  74. 74. 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 74
  75. 75. Speaking Native Language• At times students speak own language – Considered quite rude – Forces others away from you• This can be major problem 75
  76. 76. Following Rules of Rotary• No drinking• No driving (including no drivers’ education class)• No drugs• No serious dating• No downloading on family computer• No body piercing or tattoos Quick ways to go home! 76
  77. 77. 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 77
  78. 78. 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 78
  79. 79. Short Term Exchanges 79
  80. 80. Summary• Ages 15 to 18 (high school)• 1 on 1 exchange with another student• Hosted by exchange student’s family• Normally 3 to 4 weeks in each country• In home interviews and criminal background checks required 80
  81. 81. Summary (Continued)• Provides introduction to new culture• Requires student interviews – Suggest doing jointly with long term interviews• Requires student orientation• Provide opportunities to be ambassador• Cost – mostly driven by airfare 81
  82. 82. Budgets 82
  83. 83. RYE District Budget• Potential sources of income – Support from Rotary District – Outbound Students (Flat Fee System) 83
  84. 84. Candidate Items for District to Cover for RYE• Multi district membership fee (SCRYE)• SCRYE meetings – travel, hotel, registration – for Dist Governor, YEO, committee chairs• Sending representatives to regional conference (NAYEN, EEMA, …) 84
  85. 85. Outbound Student (Flat Fee System)• Student Fees to district cover the following: – Airfare and Insurance – Orientation Camp – Slides or CD, Business Cards – Blazer – Trading Pins, shirts – Orientations – Reunion• Extra money in student fees help to cover district committee administrative costs 85
  86. 86. 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, …) 86
  87. 87. VISA Process 87
  88. 88. US VISA ProcessNine step process must be completed for student to obtain Visa:2. Inbound Student – Includes passport page or birth certificate (legal name) with application – Forwards applications to sponsor district – Purchases insurance3. Sponsor district – Assures applications are complete – Forwards applications to host Rotary district 88
  89. 89. VISA Process, Continued3. Host Rotary District – Verifies applications are complete – Forwards applications to host club 89
  90. 90. VISA Process, Continued4. Host Rotary Club (where process often slows down) – Finds host families; conducts in-home interviews; – Signs guarantee form (4 copies) – Gets school signature / stamp on 4 copies – Mails 4 guarantee forms, copy of first page of application, signed host family #1 application to district representative 90
  91. 91. VISA Process, Continued5. Rotary District – Forwards papers to SCRYE Responsible Officer (RO)6. Responsible officer – Registers student into US govt web site (SEVIS) – Generates DS 2019 form – Forwards DS 2019 form to District 91
  92. 92. VISA Process, Concluded7. Host Rotary District – Sends to Sponsor Rotary District • DS 2019 form with Visa instructions • Completed guarantee form (2 copies)8. Sponsor Rotary District – Forwards papers to student9. Student – Requests VISA from US consulate 92
  93. 93. Administrative Topics 93
  94. 94. SEVIS REPORTING• On Student’s Arrival – YEO reports name, date of arrival, and host family address (no P. O. Box) to • Responsible Officer (RO) • CISI-Bolduc Insurance• When student changes addresses – YEO reports name, new address, and date of move to ROALL NEW ADDRESSES MUST BE REPORTED WITHIN 5 DAYS OF MOVE 94
  95. 95. Audits• Annual audits required (RI, DOS, or CSIET)• Paperwork submitted to auditor – for Inbound Students – for Outbound Students – For District processes• Vital to collect paperwork in one place to track material as it comes in and be prepared for audit 95
  96. 96. Initiating ExchangeAgreements with Other Countries 96
  97. 97. Student Preference for Country• Student lists top 5 preferences for countries• Basis for student input – Knowledge of language (deserves consideration) – Student familiarity with country – “Popularity” of country 97
  98. 98. Rotary Perspective on Assigning Student to Country• Rotary would like to take advantage of student’s knowledge of other language 98
  99. 99. Establishing Exchange Agreement with Other District• Some countries easy to get contract• Other countries / districts normally full• Others not qualified / certified• RI directory has contact information for certified districts• Multi district members willing to help 99
  100. 100. Timetable• Club Interviews October• District Interviews Nov / Dec• Establish exchange Oct - Dec 100
  101. 101. Exchange Agreement• Several items need to be agreed upon – Insurance – Student restrictions • Age / grade in school • Vegetarians (many countries will not accept) – Timetable for completing guarantee forms – Dates and airports of Arrival• Sample contracts are available 101
  102. 102. Compliance 102
  103. 103. Items to Collect from Host Clubs Are Numerous• Club compliance• Orientation, Criminal Background Check – Club YEO – Club counselor (4) – Host family 1 (5) – Host family 2 (5) – Host family 3 (5)• And other info 103
  104. 104. Collection and Tracking Process• Important to have Compliance Officer, who collects items at district level – Provides insight into what is missing – Host clubs can be “reminded” to provide – Material can easily be provided for audit• District 5890 has developed Excel scorecard for tracking items• Hoping to transition soon to database 104
  105. 105. SUMMARY 105
  106. 106. Summary• Overview – Good summary for presenting to outbound applicants and parents• Rotary Club Involvement – Committee is essential for program to be successful year after year 106
  107. 107. 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 107
  108. 108. 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 108
  109. 109. Summary, Continued• Short Term Exchanges – Valuable introduction to new culture – Family criminal background check and in home interview are required• Visa Paperwork Process, Long Term Inbounds – Host club timeliness critical to ensure student arrives on time 109
  110. 110. Summary, Continued• Exchange Agreements – Country not nearly as important as level of involvement by partnering district• Compliance – Vital to collect club paperwork at district level, in one place – Scorecard most helpful 110
  111. 111. Resources• RI Rotary Youth Exchange Handbook• Finding host families (Lloyd Morris)• First night questions (• District 5890 Scorecard• Web Sites – – 111
  112. 112. Accessing Presentation• Presentation will be sent by email to those who request 112