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.

1. Workshop for New Rotary Youth
Exchange Officers
Kate Hoeppel, Youth Exchange Senior Supervisor, RI
Alan Wylie, Chair , 2013-14 RI Youth Exchange Committee

2. Welcome!

3. Role of RI Staff
John Hewko, General Secretary
Michele Berg, Chief Officer, Programs and Member Services
Victor Barnes, Director, Programs & Grants
Sharon Cyr, Manager, Programs
Adam Doty, Manager, New Generations Programs
Kate Hoeppel, Senior Supervisor, Youth Exchange
Tom Woods, Senior Coordinator, Youth Exchange
Jessica Borrego, Compliance & Reporting Coordinator,
Youth Exchange
• Lauren Ribant, Service Coordinator, Youth Exchange
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youthexchange@rotary.org
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4. Youth Service – the Fifth Avenue of Service
New Generations Service  Youth Service
• New Generations Service was enacted in 2010
• Name was changed to Youth Service in 2013
• Includes any activity serving those under 30
• Encourages the promotion and cross-promotion of
programs
• Cultivation of program participants and their families
as future Rotary members
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5. Rotary Youth Exchange
An Opportunity of a Lifetime
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6. 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
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7. Short Term Program
• One on One exchange with another student
• Hosted by exchange student’s family
• Normally three to four weeks in each country
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8. 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
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9. Why Rotary Youth Exchange is #1 !
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Careful interviews
Thorough orientations
Local support group (Rotary club)
Activities provided by Rotary
Low cost
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10. Qualifications of Rotary Exchange Student
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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
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11. 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
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12. Schedule
• Long Term
• Short Term
– Club Interview - Oct
– Club Interview - Oct
– District Interview – Dec – District Interview - Dec
– 2 Sat Orientations with
– 1 Sat Orientation with
parents – Jan – Mar
parents – Mar or Apr
– Orientation camp for
– Exchange - Jun - Aug
Students - June
– Departure – late Jul –
Aug
Note: Some districts combine
– Return - following June /
Short Term and Long Term
processes
July
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13. For More Information
• Long Term
• Short Term
– Club Rotarians
– Club Rotarians
– Long term
– Short Term Outbound
Outbound
Coordinator
Coordinator
– District Youth
– District Youth
Exchange Officer
Exchange Officer
www.scrye.org
www.yeoresources.org
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14. Rotary Club Involvement
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15. 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
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16. 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)
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17. Club Structure for Youth Exchange
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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
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18. 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
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19. Rotary District Involvement
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20. District Committee Tasks
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Gain support of District Governor
Promote Rotary club involvement
Establish exchange agreements abroad
Oversee budget and calendar
Ensure compliance
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21. 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
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22. District Committee Basic Structure
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Youth Exchange Officer
Long term inbound chairman
Long term outbound chairman
Short term chairman
Treasurer
Youth Protection Officer
Compliance Officer
Insurance Officer
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23. Outbound Program
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24. Three Elements
• Recruiting
• Interviews
• Orientations
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25. Recruiting Outbound Students
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26. 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
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27. 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
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28. 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)
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29. 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
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30. Interviewing Outbound Student Applicants
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31. Club Interview
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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
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32. District Interview
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In Houston, all day Saturday session
For students and parents
Involve Rotarians and Rotex
Difficult often in making final decisions
Side comment – parents often join Rotary
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33. 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
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34. Outbound Student Orientation
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35. Schedule for Orientations
• Long Term Students
– With Parents (2) – January and March
– Student orientation camp in June
• Short Term students
– March
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36. Orientation Topics
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What is Rotary
Why does Rotary sponsor Youth Exchange
Preparation for departure
Helpful hints for time abroad
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37. Preparation for Departure
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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
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38. Helpful Hints for Year Abroad
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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
Making close friends, speaking language
Getting involved with club and community
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39. Inbound Program
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40. 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
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41. 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…
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42. 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
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43. 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
– Be known in the community
– Communicate to Rotary back home
Suggestion – involve Rotex
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44. Challenges for the Rotary Youth Exchange Student
Your
Community
Host
Families
School
Exchange
Student /
Counselor
Host
Rotary
Club
Friends in
High School
Host
Rotary
District
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45. Short Term Exchanges
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46. Two Categories
• Home stays
– Most of our experience
• Camps (can include college students)
– Conducted Europe, Turkey, California, …
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47. Home Stays
• 1 on 1 exchange with another student
• Hosted by exchange student’s family
• Normally 3 to 4 weeks in each country
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48. Camps
• Brings students together from several
countries
• Examples
– Wilderness camp in Canada
– Turkey
– California – Bill Sturgeon
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49. Budgets
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50. 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
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51. 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
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52. 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, …)
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53. Presentation Summary
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54. 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
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55. 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
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56. 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
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57. RI Policies
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58. Rotary Code of Policies (RCOP)
How is the RCOP is updated and revised?
• Recommendations by the Youth Exchange
Committee
• Memorials to the Board
Where can I find Youth Exchange RCOP sections?
• www.rotary.org or youthexchange@rotary.org
– 2.110 – Youth Protection
– 17.060 – District Finances
– 41.060 – Youth Exchange
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59. RI Certification
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60. History
• 2002-06, RI Board establishes policies for
effective operation of Youth Exchange
program
• Minimum standards for youth protection,
allows for variation in local legal
circumstances
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61. Key Components
General Liability Insurance
• Coverage and limits appropriate to geographic
region
Incorporation (Legal Entity)
• E.g. corporation, trust, foundation, etc.
Youth Protection Policy
• Abuse and Harassment Prevention Policy
• Abuse and Harassment Reporting Guidelines
• Youth Volunteer Agreement
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62. General Liability Insurance
• Covers Third Party Claims
– At minimum, covers bodily injury and property damage
– Occurrence rather than claims-based (recommended)
• Name of insured matches legal entity
• RI U.S. Club and District Liability Insurance
• Multi-national districts purchase insurance for all
jurisdictions participating in Youth Exchange
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63. Incorporation
• District or Youth Exchange program
– For district incorporation, contact Club and District Support
representative to ensure RI Board incorporation requirements
are met (RCOP, 17.020)
• Governor authority
• Indemnification of corporate members
• Multi-national districts
– If legal entity not recognized in all jurisdictions, may need to
register or incorporate in other countries
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64. Youth Protection Policy
Allegation Reporting Procedures
• Provides a framework for protecting Youth
Exchange students:
– District adopts Rotary’s Statement of Conduct for
Working with Youth (RCOP 2.110)
– All allegations of abuse or harassment must be
reported to and investigated by local law
enforcement
– All Rotary clubs and districts must comply with
local laws for youth protection
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65. Youth Protection Policy
Allegation Reporting Procedures
– Establish reporting hierarchy
– Procedure for contacting students parents
– Accused removed from contact with youth
– Procedure for moving student into temporary
housing
– Student provided with support services
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66. Youth Protection Policy
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Any individual who admits to, has been convicted
of, or otherwise found to engaged in sexual abuse or
harassment is prohibited from working with youth
in Rotary context. Rotarians who meet the above
criteria are terminated and prohibited from club
membership
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If investigation is inconclusive, additional
safeguards must be put in place to protect any youth
with whom the accused might have future contact
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67. Youth Protection Policy
District Governor Authority
– District governor has authority over the program
– Certification requirements must continue to be
met in order for district to participate in the
program
– District has a system to ensure club compliance
with district Youth Exchange policies
Records & Documents
– Document retention policy in accordance with
local laws
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68. Youth Protection Policy
Student Selection & Training
– Application
– Interview
– Parent Interview
– No “backdoor” exchanges
– Students have multiple host families (long-term)
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69. Youth Protection Policy
Volunteer Selection & Screening
– Application
– Interview
– Reference and Criminal Background Checks
– Host families – home visits
Rotarian Counselor
– Cannot be a host family member
– Receives specialized training in handling
problems, or allegations of abuse or harassment
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70. Youth Protection Policy
Volunteer Training
– All adults (Rotarian and non-Rotarians) involved
in the program receive training
– Program administration, rules, and abuse and
harassment awareness and prevention
Students Preparation and Training
– Orientation
– Emergency contacts
• Rotary club and district contacts
• Local resources
• Contact the district 24 hours per day
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71. Youth Protection Policy
• Student Travel Insurance
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24 hour, door-to-door
Valid in all countries during exchange
24 hour emergency assistance
US$100,000 – medical, dental
US$100,000 – accidental death, dismemberment, or disability
US$50,000 – transport or evacuation (medical emergency)
US$50,000 – repatriation of remains
US$50,000 – transport or evacuation (non-medical emergency)
US$500,000 – personal liability
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72. Annual Reporting to RI
– Annually submit inbound student data
– Complete annual survey
– All serious incidents (e.g. early return, accident,
crime, death, etc.) and all allegations of abuse or
harassment must be reported to RI within 72
hours
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73. District Recertification
• Districts recertify every 4-6 years
• Why recertification?
–District leadership turnover
–Keep apprised of local laws/regulations
–Learn about best practices and successes
• Review district youth protection policies, general
liability insurance, and incorporation
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74. Multidistrict Youth Exchange Organizations
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75. Multidistricts and RI
What RI policies are applicable to multidistricts?
• 41.060.21
• 2/3rds of all clubs in the district must approve
How often does RI communicate with
multidistricts?
• RI staff copy multidistrict chairs on all member
district certification matters
• Multidistrict involvement in student incidents vary
by organization
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76. District Certification and Incident-handling
• Districts may meet certification requirements by
virtue of their membership in a multidistrict
entity
• Districts must confirm how they meet the
requirements
• Each multidistrict will have different protocols
for incident-handling and how involved they are
in that process
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77. New Generations Service Exchange
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78. Transition to New Model  NGSE
New program model
• Transition began 1 July 2013
• Under oversight of district New Generations Service committees
• RCOP 8.060 New Generations Service Exchange
• Not subject to Youth Exchange certification requirements
• Funded locally
New Generations Service Exchange (NGSE)
• Participants must be above 18 and no older than 30
• Strong humanitarian or vocational service component
• Individuals or groups
• Up to 6 months in duration
• Host district will arrange for local transportation, housing and activities
• Participants must have sponsorship of local Rotary club, district New
Generations Service chair, and governor
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79. Turn New Generations into the Next Generation of Rotary
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80. NGSE Examples
Vocational tour (group)
• Group performing multiple activities surrounding a certain profession (law, tech, etc.)
• Group can stay in both host family homes and hotels/hostels
• Ensure time for fellowship and Rotary events
Unpaid internship/apprenticeship (individual)
• Focused on an individual’s profession or area of study
• Organize placement at corporation or organization for up to 6 months
• Home hosting is suitable
• Involve intern in local Rotaract/ROTEX activities
Service project teams (group or individual)
• Group of young adults interested in particular area of focus (water, education, etc.)
• Organize participation in Rotary service project abroad
• Give participants leadership opportunities!
• Ideal for Rotaractors and ROTEX
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81. Early Planning
Work with district New Generations Service chairs to:
• Obtain approval of District Governor/Governor elect
• Identify projects in your area through community/vocational service
chairs
• Develop NGSE partner relationships from:
 Current exchange partners
 Current international project partners
 Former GSE partners
• Develop partner agreements to set expectations, regardless of
whether or not exchange is reciprocal
• Consider appointing a responsible project-leader or projectcommittee
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82. Promote Program & Solicit Applications
Sponsor districts should promote NGSE to former Youth
Exchange students, Rotaractors, former Interactors, RYLA
participants
• No standard application form, but consider including modifying your
short-term exchange application form for adult participant.
Sponsor districts should select qualified participants that:
• Are over the age of majority in host country (typically 18)
• Understand Rotary and the value of service
• Are an outstanding ambassador of their district/country
• Have interest in service/vocational activities proposed for program
• Have working knowledge of local language
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83. Arrange Accommodations, Activities and Transportation
Host district should organize program schedule:
• Secure accommodations; Young adults may feel more comfortable in
hotels/hostels rather than home hosting
• Arrange for transportation; participants will likely not be able to
drive in host country
• Schedule activities including Rotary, Rotaract and ROTEX meetings
and events, cultural events, local sight-seeing, “down-time” is
important!
• Organize orientation programs to build camaraderie amongst groups
–they may have varying interests and maturity levels
• Provide counselors/mentors to assist with special needs or problems
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84. Frequently Asked Questions
Do NGSE activities need to be reciprocal?
 No, NGSE need not be reciprocal.
What visas should NGSE participants obtain?
 Typically, they will travel on tourist visas. Some countries may limit tourist visas
to less than 6 months in the country, so the duration of the NGSE will have to take
this into account.
What if internship programs require a special working visa in my
country and the intern must be paid?
 Not all districts or countries will be able to offer all types of NGSE – find what
works for you. Maybe a “new GSE” type program would be more suitable.
Can you arrange a NGSE between two districts in the same country?
 Yes!
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85. Frequently Asked Questions
Does the host district have to fund all accommodations and provide a
stipend or pocket money?
 No– but make sure your partner district is in agreement about what is funded and
what is not. The participants often receive a stipend from the host district and
home-hosting is a low-cost solution for accommodations.
Can Rotarians participate in NGSE programs?
 Yes. Rotarians over 30 should serve in a team leader role, but those under the age
of 30 can also be NGSE recipients. Rotarians’ dependents or children are also free
to participate.
Do we have to send a report to RI on our NGSE?
 There are no RI reporting requirements for NGSE, but we invite you to share your
experiences with us by sending any materials to programs@rotary.org. Also, make
sure both districts debrief NGSE participants to ensure they obtain feedback on
their own program experiences.
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86. Available Resources
• Youth Exchange Workgroup Site
– RI publications:
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Rotary Youth Exchange Handbook
Brochures
Student and host family guides
Abuse and Harassment Prevention Manual and Leaders’ Guide
– YEO Directory
• Youth Exchange Bi-monthly e-Newsletter
• www.rotary.org
• Other websites: www.scrye.org & www.yeoresources.org
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87. Contact
Rotary International (PD110)
1560 Sherman Avenue
Evanston, IL 60201 USA
+1 (847) 866-3421
youthexchange@rotary.org
www.rotary.org/youthexchange
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88. Questions?
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89. Accessing Presentation Materials
www.Slideshare.comt/RotaryInternational
Files will also be uploaded to Dropbox
Please leave your email addresses
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