This document outlines the process and requirements for participating in a Rotary Youth Exchange short-term reciprocal program. It discusses promoting the program to students, conducting interviews and background checks for host families, matching students through an application process, making travel arrangements, costs, and concluding with a pre-departure orientation. The goal is to provide youth and families a cultural experience through homestays in partner countries lasting a few weeks without major time commitments.

1. Short Term Reciprocal
Exchange
How to Conduct a Successful
Program

2. Youth and families enjoy opportunity to
become exposed to other cultures around the
world.

3. In a reciprocal exchange
both, youth and their host
families enjoy a lifetime
experience that can
continue for the rest of
their lives.

4. A short term echange
opportunity allows
students and families
to get a taste of a rich
and cultural
experience without a
major time
commitment in their
lives, academic plans
or careers.

5. • Open to Rotary and non-
Rotary families
• Exchanges with parner Rotary
Districts
• Offered to youth 15.5 years to
18.5 years of age

6. Short-term exchanges vary
from a few weeks to a
month at each end, typically
with stays back to back.
Young adults do not attend
school on a short-term
exchange, but most likely
live with a reciprocal host
family.

7. Minimal Requirements
• Application Process
and Home Visit
• References and
background checks
• No Lengthy Student
Visa Requirements
• Attendance to
Orientation Sessions

8. Program Timetable
Establish YE Partnerships
Prepare Promotional
Material
Prepare Presentations

9. YEOs coordinate with
school administrators to
prepare for Rotarians
visits to foreign
language classes
(June thru August in North America &
Europe)
Presentations at Schools

10. Students should
become excited with
the potential
opportunities about
traveling to a foreign
country of their
choosing.
(first two months of the school year).
Create Excitement

11. Create Excitement
Youth
Exchange
Students
become part of
the larger
Rotary Family

12. A Unique
Opportunity

13. • Short term exchange
program opportunities
can be introduced to
students at the
beginning of the school
year.
• A preliminary student
application is distributed
to interested students.
Program Timetable

14. Arrange a followup
meeting with parents
and interested
students soon after
class visit.
Meet the Parents

15. Meetings and
informational
presentations
are important to
meet
expectations
and improve
reassurance.
Meeting the Parents & Students

16. • Arrange to meet parents and
students interested in the exchange
for an interview in their home.
Gives you an opportunity to ensure
the home is appropriate to host an
international student
• Appropriate sleeping
accommodations for inbound
student
• Home suitable for inbound
student.
Home Interviews

17. Students and parents
complete home hosting
application which is used for
district background checks.
Background check is
completed for every person
living in the house 18 years
and above. (R.I.
Requirement)
Background checks

18. Following a successful inhome
qualification, student and
parent(s) are directed to
complete the Rotary Youth
Exchange Short-Term Program
Application found on the
district website.
(Deadline for the completed computer generated
form is Nov 30th.)
Rotary Exchange Applications

19. Proof of passport,
copy of insurance
and copy of school
transcript obtained
Documentation Requirements

20. • Application is sent to
preferred reciprocal
countries for matching.
• Matched student
applications are sent to
YEO by Feb 28th.
Rotary Exchange Approvals

21. YEO presents the
applicant to the family for
acceptance.
If accepted, contact with
the YEO from reciprocal
country is made to ensure
mutual acceptance.
Communication between
matched students and
families can then begin.
Youth Exchange Matching

22. Travel
arrangements,
length of stays,
time of visits is
mutually arranged
by matched
families.
A minimum three
week stay by each
student.
Travel Arrangements

23. • $70 non-refundable
application fee payable to
the YEO in care of STEP
(Short Term Exchange
Program)
• Premium for Rotary
sanctioned insurance
($50 - $75)
• Airfare to and from
destination country.
• Cost for hosting: Inbound
student visiting your home
and special events.
Program Costs

24. A mandatory
orientation
meeting with
parents and
students for
last minute
instructions/
questions, is
held in the
last week of
April.
Orientation Meeting

25. • A brief overview on
the customs of the
exchange country
is recommended.
• Etiquette and
Language tips
• Culture Shock
Potential
Brief Cultural Orientation

26. Let the Fun Begin ...