This document discusses increasing support for students and counselors in Rotary Youth Exchange programs. It defines support and outlines prerequisites for an effective support program, including experience, knowledge, documentation, communication, education, and feedback. It then provides examples of processes at the district and club levels to support youth exchange, including officer training, documentation, selection and monitoring of students, counselors, and host families. Specific areas where problems sometimes originate, like personality clashes or homesickness, are examined. The presentation concludes by proposing a global youth exchange system with common guidelines and information to support districts and clubs.

1. 2016 ROTARY INTERNATIONAL CONVENTION
INCREASING CLUB SUPPORT FOR
STUDENTS AND COUNSELORS
Sandy McEachan.
D95550 YEP Chairman 2010-2015.
D9550 Country Coordinator Europe.

2. Support: What do we mean?
Verb
give assistance to
• synonyms: help, aid, assist, encourage, defend.
Noun
material assistance
• synonyms: maintenance, keep, substructure,
foundation
DEFINITION

3. • Early returns are currently 3%
• What is the benefit if we achieved 2% or
possibly 1% - and is that realistic?
• Improve the student experience
• Increase Club willingness to participate
• Help families agree to host
• Lessen the stress and work for YEO’s
• The time & financial costs
WHY?

4. PREREQUISTES
What is needed to provide good support?
• Experience
• Knowledge
• Document
• Communication
• Education
• Reporting / Feedback

5. EFFECTIVE SUPPORT PROGRAM
Experience
Knowledge
Document
Communication
Education
Feedback

6. District Level
• Certification Annual Renewal
• District Officers information session
• YEO Education and Assessment
• Operational Documentation
– YEP Policy & Procedures, Youth Protection
Policy
– District, Club, YEO, Counselor & Host Family
Guides
– Data records & Forms
PROCESSES

7. -20%
0%
20%
40%
60%
80%
Club Support Host Families School Experience
Results of Relationship with
Counselor
Poor Counselor Good Counselor

8. Club Level
• YEO & Counsellor selection
• Host Family interview and selection.
Information sessions, online education and
training of YEO, Counsellor & Host Families
• Documentation
PROCESSES

9. Students - Outbound
• Adequate Interview and Selection
• Preparation and Orientation program
• YEO / Counselor support when overseas
• Regular contact and monitoring
PROCESSES

10. Students - Inbound
• Review of student application
• Early contact with Counsellor, Club & Host
Family or Families
• Regular attendance at Club meetings
• Keep student informed of Club activities
• Meet with Counsellor regularly (weekly)
• Allow the student to speak freely
• Counsellor meets with host family monthly.
PROCESSES

11. WHERE DID THE PROBLEM ORIGINATE?

12. Host Family
• Personality clash
• Poor preparation of the student
• Student inflexible or intolerant
• Host family not committed to hosting
WHERE DID THE PROBLEM ORIGINATE?

13. Home Sickness
• Poor assessment during selection
• No specific preparation
• Counsellor unable to support
• Host family don’t relate or lack compassion
WHERE DID THE PROBLEM ORIGINATE?

14. WHO HELPED WITH THE PROBLEMS?

15. WHERE TO NOW
Global system with some variation to take
into account each Country’s laws and
customs under the guidance of R.I. YEP
• Common topics in YEP manuals.
• Information for District, Club, YEO
Counsellor and Families.
• Guidelines on areas of responsibility.

16. Rate this session! Your feedback is valuable so remember to
complete the brief session evaluation in the convention
mobile app. To download the app, search for “Rotary Events”
in your Apple or Android app store.
This presentation and others from throughout the convention
are available through the convention mobile app and on
SlideShare at www.SlideShare.net/Rotary_International.