This document contains information from a Youth Exchange Officers preconvention on selecting and supporting host families. It discusses finding host families by promoting the cultural exchange experience and screening applicants through interviews, background checks, and training. The screening process and responsibilities of host families are outlined to ensure student safety and well-being. Tips for recruiting, supporting, and recognizing host families are provided to strengthen youth exchange programs.

1. 2019 YEO Preconvention
YOUTH
EXCHANGE
OFFICERS
PRECONVENTION

2. 2019 YEO Preconvention
HOW TO FIND THE
BEST HOST FAMILIES
GABRIEL NARANJO D-6380 USA
SOFIA SOTOMAYOR D-4100 MEXICO

3. 2019 YEO Preconvention
They fulfill the student’s dream to experience
another culture.
They give their communities the opportunity to
appreciate different cultures.
Most of all, they create lifetime family bonds and
contribute to achieve peace and understanding.
HOST FAMILIES GIVE AN
INCREDIBLE GIFT!

4. 2019 YEO Preconvention
 Love for young people.
 An adventurous spirit.
 A loving home.
 A desire to share their home, traditions and
culture.
HOW CAN WE FIND THEM?

5. 2019 YEO Preconvention
RI Code of Policy
Volunteer Selection and Screening
Careful selection of all individuals involved in Youth Exchange should be of
paramount concern and be done with the utmost care and consideration.
All adults (Rotarians and non-Rotarians) involved in the Youth Exchange
program, including but not limited to committee members, host families, club
counsellors, and others, must be interviewed to determine suitability to work with
youth, complete and sign a Youth Volunteer Agreement and agree to undergo
background checks, including law enforcement public record and a reference
check.
RI Code of Policies 41.060.16

6. 2019 YEO Preconvention
HOST FAMILIES SELECTION
The host club or district must conscientiously screen
and select host families on the basis of a written
application, background checks for all adults in the
home, including law enforcement public record checks
and reference checks, personal interview and home
visits.
RI Code of Policies 41.060.16

7. 2019 YEO Preconvention
TRAINING
All adults, Rotarian and non-Rotarians involved in
the program, including but not limited to committee
menbers, host families, club counsellors and
others, must receive training that includes
information on program administration and rules as
well as abuse and harrasment awareness and
prevention.
RI Code of Policies 41.060.17

8. 2019 YEO Preconvention
POINTS TO REVIEW
 Home Interview.
 Sworn Statement.
 Background and reference
check.
 Training.

9. 2019 YEO Preconvention
DURING THE INTERVIEW
 Screening must include a home visit, covering
the sleeping quarters for the student.
 All family members and adults living in the
household must be interviewed.
 Explain clearly the benefits and responsibilities.
 Make sure the family is ready to take the
challenge.

10. 2019 YEO Preconvention
SWORN STATEMENT
 Complete information of parents or head of
household.
 General information of all other members of
household.
 Sworn statement should be submitted for each
and all adult members of the household.
 Employment History.

11. 2019 YEO Preconvention
… Sworn Statement Continues
 Volunteer work in youth programs history.
 Authorization to run background and reference
check.
 Copy of official ID.
 Names and contact information for three (3)
personal references (no family members,
maximum 1 Rotarian)

12. 2019 YEO Preconvention
BACKGROUND CHECK
 All adult members of the household must have
a valid current Police Background Check for
working with youth, which also includes
Vulnerable Sector Screening.
 May vary between countries.

13. 2019 YEO Preconvention

14. 2019 YEO Preconvention
HOW?
 Develop standarized training modules.
 Make attendace a requisite
to participate.
 Organize in-person training sessions.
 Conduct webinars.
 Have your consulting team easily
available.

15. 2019 YEO Preconvention
TRAINING MODULES
 Basic information about the program.
 Program regulations.
 Cultural shock.
 Responsibilities.
 Youth Protection.

16. 2019 YEO Preconvention
SUPPORT NETWORK
Host
Family
Counselor
Club YEO
Club
President
RYE Zone
Coordinator
Inbound
Coordinator
RYE
District
Chair
District
Governor

17. 2019 YEO Preconvention
BECOMING A HOST FAMILY
FOR THE PARENTS OF AN
OUTBOUND STUDENT IS AN
OPTION NOT AN OBLIGATION!

18. 2019 YEO Preconvention
FINALLY!

19. 2019 YEO Preconvention
TIPS
 Introduce experienced host families to
new ones.
 Have a “bank” of seasoned first host
families to assure a strong beginning.
 Reach out to language schools,
religious centers or other
organizations.
 Recognize your Host Families.

20. 2019 YEO Preconvention
TIPS
 Talk to your former Inbound
students.
 Request referrals from your
Outbound candidates.
 Promote communication
between host families.

21. 2019 YEO Preconvention
TIPS FOR HOST FAMILIES
 Prepare the room in advance, include
study space.
 Complete the “First Day Questionaire”
upon arrival.
 Let the student know about the home
rules.
 Don’t plan any big activities the first or
second day.
 Be open to learning.

22. 2019 YEO Preconvention
MORE TIPS…
 Respect your Inbound’s traditions.
 Offer meals that represent your
culture.
 Bring the student along, even on
mundane errands
 Be aware of siblings “rivalry”

23. 2019 YEO Preconvention
MORE TIPS
 Involve the Inbound in extracurricular
activities.
 Show the student around in your
community.
 Make your self available for
questions.
 Don’t talk down to them.
 Make them part of the family.

24. 2019 YEO Preconvention
Mission of the Host Family
To provide a safe and welcoming environment,
as well as support and guidance to the student.

25. Don’t forget to rate
this session in the
Rotary Events app!

26. 2019 YEO Preconvention
Thank
you!
Muchas
Gracias!