In-bounds, out-bounds, orientation — oh my! This presentation for new district chairs and club officers serves as a great introduction and overview of administering Rotary Youth Exchange programs. Rick Istead D5360, Canada

1. Rotary Youth Exchange A-Z
For New Rotary YEO’s
Rick Istead D5360, Canada

2. Crash Course on What You
Should Know About
Rotary Youth Exchange!

3.  An overview of the program
 Some key success factors
 Resources available to help you
What I want to share with you today!

4. Program Overview

5. 84%
2%
3%
12%
Fully certified
Outbound-only certified
Custom certified
Non-certified
Certification (Year 10 Snapshot)

6. Type of
Exchange
Exchanges
Reported
% of Total
Exchanges
Long-term 6,087 69%
Short-term 2,609 31%
TOTAL 8,777 100%
Short Term,
31%
Long Term,
69%
2014 – 2015 Overall Program Participation

7. Two Exchange Programs
1. Long Term
2. Short Term

8.  Exchange to last entire school year
 Must attend school - typically due to visa requirements
 Allows for total immersion in the culture
 Good possibility to become fluent in the language
 On average hosted by 3 families
 Supported by the local Rotary club and the Rotary IB
counselor
 Student is expected to participate in Rotary functions
Long Term Exchange

9. Africa
1%
Oceania
5%
Asia
8%
Europe
38%
North America
28%
South America
20%
2014 – 2015 Long Term Exchanges by Geographical Region

10. Country
Inbound
LT
Exchanges
United
States
1027
Brazil 587
Germany 538
Mexico 481
France 371
Denmark 216
Belgium 214
Australia 206
Taiwan 172
Canada 160
Other 2070
Total 6087
United States
17%
Brazil
10%
Germany
9%
Mexico
8%
France
6%
Denmark
4%
Belgium
3%
Australia
3%
Taiwan
3%
Canada
3%
Other Countries
34%
2014 – 2015 Long Term Exchanges by Country

11.  Family to family
 One on One exchange with another student
 Hosted by exchange student’s family
 Normally three to four weeks in each country
 Usually during school vacations months: July-Aug or Dec-Jan.
 Student does not have to attend school
 Camps
 Mostly European Countries, Taiwan and USA/Canada
 Brings students together from several countries
Short Term Exchange

12. Asia
6%
Europe
69%
North America
14%
South America
7%
Africa
3%
Oceania
1%
2014 – 2015 Short Term Exchanges by Geographical Region

13. Country
Inbound
ST
Exchanges
Germany 372
United
States
268
Turkey 180
Spain 156
France 150
South
Africa
134
Italy 133
Finland 129
Brazil 118
Denmark 115
Other 935
Total 2,690
Germany
14%
United States
10%
Turkey
7%
Spain
6%
France
5%
South Africa
5%
Italy
5%
Finland
5%
Brazil
4%
Denmark
4%
Other
Countries
35%
2014 – 2015 Short Term Exchanges by Country

14. Key Success Factors

15. District Leadership Support
 Meet with the DG at least annually
 Share program updates (issues & opportunities, priorities)
 Invite DG to participate in YE program activities
 Encourage student participation in District activities
Key Success Factors

16. A Strong District Team
 The Enabler’s
 Transparent structure
 Well defined roles and responsibilities
 Policies and procedures in place
 Teamwork and continuous improvement attitude
 Succession plan in place
Key Success Factors

17. Club Engagement
 The Doer’s
 Dedicated and knowledgeable Rotarians
 Can-do attitude
 Sees the District Youth Exchange Committee as their
partners
 Knowledgeable and engaged Counsellors are critical
Key Success Factors

18. Good Relationship with your District Partners
 Connect with and get to know your partners
 Pre-Convention
 Regional meetings (NAYEN, EEMA, ABIJ, etc.)
 Social media (Facebook)
 Skype, Email
 In-country visits
 Build respect for and trust in your partners
Key Success Factors

19. District to District Exchange Agreements
 Set expectations up front
 Arrival and departure dates
 Allowance, additional costs
 Travel and family visitation policies
 Work together to address problems
 Student engagement, student/host family incompatibility
 Minimize early returns
Key Success Factors

20. Student Recruitment and Selection Process
 Promote the program
 Reach out to schools and other youth organizations
 Clubs interview students and parents and select
candidate(s)
 District interviews/evaluates/affirms student
selection
Key Success Factors

21. Student Orientation
 Preparation
 Language, culture shock, cultural norms, engagement
 Set expectations
 Ambassadors
 “BE” students
Key Success Factors

22. Finding Good Host Families
 A worldwide challenge
 Parents who understand their roles and responsibilities
 Parents who are willing and able to host a student
Key Success Factors

23. Training
 Develop/deliver training programs for;
 District YE Committee
 Club YE Committee
Counselor
 Host Family
 Youth Protection
 District, Club, Youth Exchange Students
Key Success Factors

24. Stay Connected
 Upon successful completion of their exchange
 Re-entry debrief
 Testimonials
 Club and District presentations
 Exchange student orientation/mentoring
 Rotex/Rotaract/Rotary Alumni
Key Success Factors

25. Measurement
 “Nothing improves that doesn’t get measured”
 Orientation feedback surveys
 Event surveys
 Post exchange survey
Key Success Factors

26. Q9 Value to the student Q10 Club Support Q13-16 All Host Families Q17 School Experience Q18 Student, Natural Parents,
Sponsoring District
Global Results from 2600 Surveys
Hosted by 363 Districts in 50
Countries
Sponsored by 380 Districts in 51
Countries

27. 0%
20%
40%
60%
80%
100%
Club Support Host Families School Experience
Results of Language Preparation
Poor Prep Good Prep
Global Results from 2600 Surveys

28. YEO Resources

29. YEO Resources - Publications

30. YEO Resources - Publications

31. YEO Resources – Workgroup Site
 YEO Directory
 RI Code of Policies
 Forms
 Newsletters

32. YEO Resources – People
 RI Staff
 Kate Hoeppel, Senior Supervisor, Youth Exchange
 Lindsay Griswold, Senior Specialist, Youth Exchange
 Jessica Borrego, Compliance & Reporting Specialist, Youth Exchange
 Courtney Drew, Programs and Preconvention Specialist
 Carissa Coons, Specialist, Youth Exchange
youthexchange@rotary.org
 Regional Organizations (NAYEN, EEMA, ABIJ)
 Youth Exchange Districts

33. “Ordinary people working together can achieve extra-
ordinary things”
“Helping to build goodwill and world peace, one student at
a time”