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Short Term
Exchange (FtF)
Claudia Sprakel
NGS Chair D1900 Germany
4 Steps for STEP Exchange for YEOs
1. Acquiring and accept students and families through promoting STEP
- in schools
- with peers
- with social media (depends from country)
- student and family interviews, background check
2. Application process
- worldwide standard application forms
- depends on country
- Germany: Complete application process in a database
3. Preparing students and families
- orientations organized by the sending district
- counselling with other preparations
4. Counselling in-and outbound students during their exchange
Collecting:
Your Best Practices
How are your experiences? How did
you succeed?
Steps for STEP for country/district
roles
1. Acquiring partners (Country/district) for STEP
2. Country contracts (?)
3. Receiving applications from home country/district
4. Receiving applications from partner country/district
5. Matching partners
6. Forwarding applications to matched partners
7. Sending Guarantee Forms
8. Communicator between countries/districts
Collecting:
Your Best Practices
How is your district/country
organized?
Aufgaben und Verfahren in den Kurzaustausch Programmen
Stand:
27.04.2017
Database Germany – STEP (What it does)
Der Rotary Club legt ein Bewerberkonto an.
2
Aufgaben und Verfahren in den Kurzaustausch Programmen
Stand:
27.04.2017
Application steps in the database for the applicant
Family-Family Camps
STEP 1 General Info
STEP 2 Applicant Information
STEP 3 Parents/Legal Guardians
STEP 4 Siblings
STEP 5 Applicants Personal Background
STEP 6 Languages
STEP 7
Sponsor District and
Rotary Club Contacts –
Information Only
Applicants Personal
Background 2
STEP 8
Letters of Applicants and
Parents
Sponsor District and
Rotary Club Contacts –
Information Only
STEP 9 Country Priority
STEP 10 Photos
STEP 11 Extra Form
STEP 12
Print General Information
and Instructions
Legende zum Bearbeitungsstand
einer Bewerbung; Stufen:
1 2
3 4
5
1. Bewerbung wurde angelegt; Schüler hat
Zugang
2. Schüler hat sich eingeloggt, keine Daten
eingegeben
3. Dateneingabe; Club/Distrikt können
lesen/schreiben
4. Schüler schließt ab; Distrikt/Club können
weiterhin lesen/schreiben/hochladen
5. Distrikt schließt endgültig ab und weist
MD-Koordinator zu
5
Program Costs
1. Application fee for Rotary
- Depends on district and country
- Program expenses should kept low by Rotarians
- Program costs should kept low as possible
2. Round – trip airfare
3. Travel insurance (Requirements from host- country)
4. Travel Documents
5. Spending money, tours…..
Collecting:
Your Best Practices
What are your fees and why?
STEP as a growing program in Germany and worldwide, needs
more standards like the LTEP.
Open fields:
- how to find partners (districts/countries ) and STEP places
with ease
- different application and process standards
- different application times
- GF mandatory? !!!
- ?
Problems to be solved for the future
Further
Questions/Suggestions/Co
ntributions?
Thanks for your work in
building friendship and
understanding!

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Short-term Exchange Programs: What to Expect

  • 1. Short Term Exchange (FtF) Claudia Sprakel NGS Chair D1900 Germany
  • 2. 4 Steps for STEP Exchange for YEOs 1. Acquiring and accept students and families through promoting STEP - in schools - with peers - with social media (depends from country) - student and family interviews, background check 2. Application process - worldwide standard application forms - depends on country - Germany: Complete application process in a database 3. Preparing students and families - orientations organized by the sending district - counselling with other preparations 4. Counselling in-and outbound students during their exchange
  • 3. Collecting: Your Best Practices How are your experiences? How did you succeed?
  • 4. Steps for STEP for country/district roles 1. Acquiring partners (Country/district) for STEP 2. Country contracts (?) 3. Receiving applications from home country/district 4. Receiving applications from partner country/district 5. Matching partners 6. Forwarding applications to matched partners 7. Sending Guarantee Forms 8. Communicator between countries/districts
  • 5. Collecting: Your Best Practices How is your district/country organized?
  • 6. Aufgaben und Verfahren in den Kurzaustausch Programmen Stand: 27.04.2017 Database Germany – STEP (What it does) Der Rotary Club legt ein Bewerberkonto an. 2
  • 7. Aufgaben und Verfahren in den Kurzaustausch Programmen Stand: 27.04.2017 Application steps in the database for the applicant Family-Family Camps STEP 1 General Info STEP 2 Applicant Information STEP 3 Parents/Legal Guardians STEP 4 Siblings STEP 5 Applicants Personal Background STEP 6 Languages STEP 7 Sponsor District and Rotary Club Contacts – Information Only Applicants Personal Background 2 STEP 8 Letters of Applicants and Parents Sponsor District and Rotary Club Contacts – Information Only STEP 9 Country Priority STEP 10 Photos STEP 11 Extra Form STEP 12 Print General Information and Instructions Legende zum Bearbeitungsstand einer Bewerbung; Stufen: 1 2 3 4 5 1. Bewerbung wurde angelegt; Schüler hat Zugang 2. Schüler hat sich eingeloggt, keine Daten eingegeben 3. Dateneingabe; Club/Distrikt können lesen/schreiben 4. Schüler schließt ab; Distrikt/Club können weiterhin lesen/schreiben/hochladen 5. Distrikt schließt endgültig ab und weist MD-Koordinator zu 5
  • 8. Program Costs 1. Application fee for Rotary - Depends on district and country - Program expenses should kept low by Rotarians - Program costs should kept low as possible 2. Round – trip airfare 3. Travel insurance (Requirements from host- country) 4. Travel Documents 5. Spending money, tours…..
  • 9. Collecting: Your Best Practices What are your fees and why?
  • 10. STEP as a growing program in Germany and worldwide, needs more standards like the LTEP. Open fields: - how to find partners (districts/countries ) and STEP places with ease - different application and process standards - different application times - GF mandatory? !!! - ? Problems to be solved for the future
  • 12. Thanks for your work in building friendship and understanding!