This document provides information for Rotary clubs and districts about organizing and operating Rotary Youth Exchange programs. It discusses the key elements of short-term and long-term exchange programs, including recruiting students, interviewing applicants, orienting students and families, and the roles and budgets of clubs and districts. The goal is to provide students opportunities to experience new cultures while acting as ambassadors, and to ensure local support through the involvement of Rotary clubs, counselors, host families and districts.
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A preconference session for new district Youth Exchange chairs, district governors, and governor-elects, designed to provide an orientation to the different exchange types and the RI certification program.
Students have the opportunity of a lifetime to engage in new cultures, see the world, and shift their perspective through Rotary Youth Exchange. As administrators, we must prepare them for their upcoming year. Learn from experienced YEOs and share your stories as we consider the best methods to equip our students for their best year yet.
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This program will outline the responsibilities for all Rotary Youth Exchange volunteers. Discussions
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El propósito de este seminario es proporcionar información sobre el programa piloto recién lanzado por Rotary Internacional. Se explicará la visión general y expectativas del Desafío junto con su marco de trabajo y el proceso de reconocimiento.
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Vous êtes-vous déjà demandé comment fonctionne la Fondation Rotary, ce qu'elle fait et pourquoi il est important de la soutenir ?
Joignez-vous aux employés du Rotary et à Bernard Bonnes, conseiller Fonds de dotation/Dons majeurs et membre du Rotary club de Narbonne, en France, pour découvrir comment la Fondation Rotary aide les Rotary clubs à améliorer les conditions de vie au niveau local et dans le monde entier.
Ce webinaire est principalement destiné à un public européen, mais tous les Rotariens francophones sont les bienvenus.
A preconference session for new district Youth Exchange chairs, district governors, and governor-elects, designed to provide an orientation to the different exchange types and the RI certification program.
Students have the opportunity of a lifetime to engage in new cultures, see the world, and shift their perspective through Rotary Youth Exchange. As administrators, we must prepare them for their upcoming year. Learn from experienced YEOs and share your stories as we consider the best methods to equip our students for their best year yet.
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Join us as we discuss the results of the Post Exchange Student Survey and consider practical applications of the lessons we’ve learned. Using this data, we can foster the growth of the Youth Exchange Program by increasing club support for both students and counselors.
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D9550, Australia
This program will outline the responsibilities for all Rotary Youth Exchange volunteers. Discussions
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For those Rotary volunteer attendees, including Club level Youth Exchange Officer’s and Club Counselors, this session will meet necessary DOS and RI certification requirements.
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We will also touch base on the following subjects: Peacebuilder districts, Rotary Peace Center Major Gifts Initiative, and the Rotarian Action Group for Peace.
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Recordings are on YouTube and the company website.
https://www.youtube.com/@jenniferschaus/videos
4. TITLE | 4
Youth Exchange Program Summary
• Two Programs
– Short Term Program
– Long Term Program
• Both provide opportunities
– Be the ambassador
– Experience new culture
– Make friends for a lifetime
5. TITLE | 5
Short Term Program
• One on One exchange with another student
• Hosted by exchange student’s family
• Normally three to four weeks in each country
6. TITLE | 6
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
7. TITLE | 7
Why Rotary Youth Exchange is #1 !
• Careful interviews
• Thorough orientations
• Local support group (Rotary club)
• Activities provided by Rotary
• Low cost
8. TITLE | 8
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 others
THE TRAITS FOR BEING AN AMBASSADOR
9. TITLE | 9
Approximate Costs of the RYE Programs
• Short Term -- $1800
– Air fare
– Insurance
– Incidental costs
abroad
– Costs for hosting
• Long Term --$6,000
– Air Fare
– Insurance
– Orientations
– Language camp
– Monthly allowance
– Blazer, pins, slides
Host club provides
allowance
10. TITLE | 1 0
Schedule
• Short Term
– Club Interview - Oct
– District Interview – Dec
– 1 Sat Orientation with
parents – Mar or Apr
– Exchange - Jun - Aug
• Long Term
– Club Interview - Oct
– District Interview - Dec
– 2 Sat Orientations with
parents – Jan – Mar
– Orientation camp for
Students - June
– Departure – late Jul –
Aug
– Return - following June /
July
Note: Some districts combine
Short Term and Long Term
processes
11. TITLE | 1 1
For More Information
• Short Term
– Club Rotarians
– Short Term Outbound
Coordinator
– District Youth
Exchange Officer
• Long Term
– Club Rotarians
– Long term
Outbound
Coordinator
– District Youth
Exchange Officer
www.scrye.org
www.yeoresources.org
13. TITLE | 1 3
Club Involvement is Critical
• No club involvement ==> no program
• Some districts host & send 40+ students
– Belgium, Mexico, …
– Alaska, Ohio, Michigan, Washington, NY
• Many districts do not promote program
– Very few number of student exchanges
• Improvement certainly possible
– A culture change
14. TITLE | 1 4
Challenges to Club
• For hosting students (long term)
– Budget ($1,500 to $2,500)
– Host Families (perhaps biggest challenge)
• For sending student (short term / long term)
– Little cost unless providing scholarship
– Provide banners
• For both
– Having committee to lead effort (more later)
15. TITLE | 1 5
Club Structure for Youth Exchange
• 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)
Consider every new member for committee
16. TITLE | 1 6
Tasks for Club Youth Exchange Committee
• Inbound Program (for long term students)
– Find host families (look for dynamic Moms)
– Appointing counselor (student’s “best friend”)
– Getting student involved early (Rotary club, school
activities, community)
• Outbound program
– Marketing program at schools …
– Student interviews
See RI Youth Exchange Handbook
18. TITLE | 1 8
District Committee Tasks
• Gain support of District Governor
• Promote Rotary club involvement
• Establish exchange agreements abroad
• Oversee budget and calendar
• Ensure compliance
19. TITLE | 1 9
District Activities
• Outbound Program
– District student interviews
– Family and student orientations
– Rebound orientation
• Inbound Program
– Counselor and host family orientation
– Student orientation after arrival
– Socials (Christmas party, Interact District Conference,
Farewell Party, …)
• District Conference
20. TITLE | 2 0
District Committee Basic Structure
• Youth Exchange Officer
• Long term inbound chairman
• Long term outbound chairman
• Short term chairman
• Treasurer
• Youth Protection Officer
• Compliance Officer
• Insurance Officer
24. TITLE | 2 4
Visits to Schools
• How many clubs make visits to schools
– 5 or more clubs
– 10 or more clubs
– 25 or more clubs
• Rotarian does not have to be expert
– Sample presentations are available
• D5890 …
– Experienced people will help
25. TITLE | 2 5
Message at School
• Looking for 20 (or 30 / 40) students from 150
schools in district
• Fantastic opportunity for those wishing to be
ambassador
• Evening information meeting to be held for
interested students and parents
26. TITLE | 2 6
Evening Information Meeting
• For Students and Parents
• Those supporting
– Rotarians
– Inbounds and former outbound students (Rotexes)
– Rotex parents
• Tools
– Presentation (slides 4 to 13 in this presentation)
– Videos
– Speeches (Rotex, Rotex parents, Rotarians)
27. TITLE | 2 7
Approaching Schools Does Work
• One Rotary club in Houston district visited 3 or 4
schools, each for a day.
• Result for 2009 2010
– Long term outbounds – 13
– Short term outbounds – 10
• Result for 2010 2011
– Long term outbounds – 16
– Short term outbounds – 10
28. TITLE | 2 8
Interviewing Outbound Student Applicants
29. TITLE | 2 9
Club Interview
• First interview
• Conduct in Rotarian’s home -- 30 min
• Interview parents separately
• Determine if student committed
• Review recommendation of school
• Recommend student for district interview only if would
be excited to host student in own home
30. TITLE | 3 0
District Interview
• In Houston, all day Saturday session
• For students and parents
• Involve Rotarians and Rotex
• Difficult often in making final decisions
31. TITLE | 3 1
Decision Making
• Factors to consider
– How many students can accept (based on expected
number of 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
33. TITLE | 3 3
Schedule for Orientations
• Long Term Students
– With Parents (2) – January and March
– Student orientation camp in June
• Short Term students
– March
34. TITLE | 3 4
Orientation Topics
• What is Rotary
• Why does Rotary sponsor Youth Exchange
• Preparation for departure
• Helpful hints for time abroad
35. TITLE | 3 5
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, speeches
• Slides for Rotary club presentation
36. TITLE | 3 6
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 / Getting Involved
• Limited communications home
• Making close friends, speaking language
38. TITLE | 3 8
Two Orientations
• Counselor and Host Family Orientation in July (prior to
student arrival)
• Student orientation 1 to 2 weeks after arrival
• Ohio Erie Multi District video used to address abuse /
harassment
39. TITLE | 3 9
Basic Rule for Host Families
• TREAT STUDENT AS YOUR OWN!
– Responsibilities
– Rules (Curfew, …)
– Freedoms
Students are here to learn and understand our
way of life and are instructed to adapt, adapt,
adapt…
40. TITLE | 4 0
Rotary Counselor Is Key to Success
• Year-around Rotary contact for student and host families
• Best friend to help solve problems for student and host
families
• Important to prepare -- stay ahead of the challenges that
will face student
• Good idea -- counselor-in-training for following year
41. TITLE | 4 1
Student Orientation
• Stress high expectations for being ambassador
• Orientation topics
– Adapt to host family
– Applying oneself at school
– Make right set of friends
– Become involved in Rotary club and at school
– Be known in the community
– Communicate to Rotary back home
Suggestion – involve Rotex
42. TITLE | 4 2
Host
Rotary
Club
Host
Families
Exchange
Student /
Counselor
Your
Community
School
Friends in
High School
Host
Rotary
District
Challenges for the Rotary Youth Exchange Student
44. TITLE | 4 4
Two Categories
• Home stays
– Most of our experience
• Camps (can include college students)
– Conducted Europe, Turkey, California, …
45. TITLE | 4 5
Home Stays
• 1 on 1 exchange with another student
• Hosted by exchange student’s family
• Normally 3 to 4 weeks in each country
46. TITLE | 4 6
Camps
• Brings students together from several
countries
• Examples
– Wilderness camp in Canada
– Bicycle camp in Taiwan
– Turkey
– California – Bill Sturgeon
48. TITLE | 4 8
Rotary Youth Exchange District Budget
• Source
– District
• Potential supplementary source
– Outbound Students (Flat Fee System)
• Everyone wins with Flat Fee System
– Student fees help district to finance program
– Student cost is half the cost of other major exchange
programs
49. TITLE | 4 9
Outbound Student (Flat Fee System)
• Student Fees to district cover the following:
– Airfare
– Insurance
– Orientation Camp
– Business Cards
– Blazer
– Trading Pins, shirts
– Orientations
• Balance used to help run program
50. TITLE | 5 0
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, …)
52. TITLE | 5 2
Paybacks on Outbound Side
• Student
– Year of a lifetime
• Natural Parents
– Proud to see son or daughter grow
– Often become Rotarians
• Sponsor District and Rotary Club
– Contributing to Rotary 5th avenue of service
– Potential new Rotarians
– Potential new host families
53. TITLE | 5 3
Paybacks on Inbound Side
• Host Families
– New son or daughter
– Become more familiar with world
• Host District and Rotary Club
– Actively promoting peace in the world
55. TITLE | 5 5
Summary of Long- and Short-term Programs
• Overview
– Good summary for presenting to outbound applicants
and parents
• Rotary Club Involvement
– Club committee is essential for program to be
successful year after year
• Rotary District Involvement
– Important to spread responsibilities amongst
committee members
56. TITLE | 5 6
Summary of Long- and Short-term Programs (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
57. TITLE | 5 7
Summary of Long- and Short-term Programs (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 studen
• Short Term Exchanges
– Valuable introduction to new culture
58. TITLE | 5 8
Summary of Long- and Short-term Programs (continued)
• Paybacks
– Student, parents, sponsor Rotary, host Rotary,
and host family
• All have their individual rewards of the heart
• All play their part to making the world a better place