This document provides guidance for initiating and sustaining a school-based international exchange program. It outlines strategies for hosting international students, sending local students abroad through partner organizations, fundraising and obtaining scholarships. Key recommendations include starting small, developing community relationships, designating a coordinator, and considering teacher exchanges to gain support and involvement.

1. Initiating and Sustaining a School-based International Exchange Program Caryn Stedman July 11, 2008

2. Today… INDIVIDUAL Summer, semester, academic-year SCHOOL SPONSORED TRAVEL TEACHER EXCHANGE FUNDING

3. Hosting Easy way to get started Makes it possible for every student in your school to have an authentic international experience Exchange organizations more willing to help with scholarships and financial aid if school hosts Some scholarships are reserved for students whose families have hosted Tax credit for families who host students U.S. Department of State (Bureau of Educational and Cultural Affairs, Citizen Exchanges, Youth Programs Division) h ttp://exchanges.state.gov/education/citizens/students/

4. Develop Relationships Contact local representatives Invite them to your school Identify group of families as likely hosts and put them in contact with local representatives Work closely with representative and families Welcome and celebrate international students

5. Getting Students Abroad Review/ develop policies Start small, identify students Hold meeting with representative & students Have a person who is responsible for helping students through application process Advocate for your students with organization(s) Celebrate students going abroad and returning

6. Scholarships YFU – many scholarships for under-represented groups, esp. Japan & Germany ( www.yfu-usa.org ) AFS – Awards for Excellence, Congress Bundestag ( www.afs.org ) CIEE (High School Abroad in Spain Teaching award) http://www.ciee.org/hsabroad/apply/index.html AYUSA (Intrax) (Youth Leader Scholarship) http://www.intraxstudyabroad.com/scholarships Rotary International

7. Hold or Join an International Exchange Fair Invite local/regional representatives of CSIET listed exchange organizations Consider other specialty exchange organizations (Laurasian Institute, Experiment in International Living, People-to-People, iEARN) Invite parents, students, teachers, exchange students

8. Arrangements for standardized tests (AP, SAT, etc)? Questions for a School to Consider* * From “Administering Youth Exchange” (CSIET, 2007)

9. School Sponsored Exchange Group travel arranged and run by intermediary organizations School-arranged group travel

10. Intermediary Organizations PROS handle all logistics have experience handle emergency contacts, contracts, liability, etc. cover travel expenses for chaperones price is inclusive CONS expensive less control over the itinerary may combine your group with other groups may be more “touristy” no control over accommodations

11. Working with Tour Organizations Ask for contacts in local schools that have used the organization’s services recently Start early so students have time to fundraise Make sure all students have legal travel documents

12. Work with your representative (negotiate) Pay attention to “fine print” re: pricing and refunds Plan a series of meetings for students and parents School should have clear policy on participation Working with Tour Organizations

13. School-arranged group travel PROS less expensive control over your own itinerary can be less “touristy” and more educational control over airports and accommodations CONS you must make all arrangements you handle emergency contacts, contracts, liability, etc. chaperones may have to pay Usually no payment plan – all funds are due up front

14. Arranging your own program Application, waiver forms, statements of expectations should be cleared by legal staff Require all students and chaperones to purchase evacuation and repatriation insurance & to carry proof of international health insurance Contacts “on the ground” essential

15. Arranging your own program Start early so students have time to fundraise Make sure all students have legal travel documents Plan a series of meetings for students and parents

16. Teacher Exchange Consider a policy for teacher exchange – individual or as chaperones – to get as many teachers involved as possible Consider teacher exchange a contribution to school Have exchange coordinator contact organizations on list to receive email updates and to forward notices to teachers

17. Teacher Exchange Have international exchange coordinator subscribe to such e-letters as Global TeachNet and the Yale-PIER mailing lists Hold a professional development program on teacher educational travel & exchange

18. Funding Scholarships: full and partial scholarships (student contribution of $75 - $500) CSIET-listed organizations help students accepted into programs to fundraise; some even have “how-to” guides The average academic-year program for a student abroad costs $8000. The average cost of keeping a teenager at home for a year is $10,000 - $12,000. Most teacher exchange opportunities are partially or fully funded .

19. Funding Very few foundations or organizations will fund travel. Use the term “field study”. Encourage students to organize and run fundraising activities – this empowers them and makes them appreciate the experience more. Consider establishing an independent foundation for student exchange. Many individuals and organizations will make small contributions to such a targeted fund, which can be used to give the needy students the extra assistance they need to participate .