Starting a new programme.Starting a new programme.

Paul BeedhamPaul BeedhamDistrict 1060 YEODistrict 1060 YEO

Some general principlesSome general principles

““Common sense is genius in its working clothes.”Common sense is genius in its working clothes.”

Where to start?Where to start?

Targets / ObjectivesTargets / Objectives

Single Club or Group?Single Club or Group?

Roles & ResponsibilitiesRoles & Responsibilities

Source of Exchangees?Source of Exchangees?

Target areas for exchanges?Target areas for exchanges?

Long Term Exchange SpecificsLong Term Exchange Specifics

CommunicationCommunication

Targets / ObjectivesTargets / Objectives

Need to be clear from the outsetNeed to be clear from the outset– ““One long term each way per year”One long term each way per year”– Camps & Tours used, or not…Camps & Tours used, or not…– Short Term Exchanges – how many?Short Term Exchanges – how many?– New Generations Exchange?New Generations Exchange?

Focus is crucialFocus is crucial– Be selectiveBe selective– Achievable targetsAchievable targets

Single Club or Group?Single Club or Group?

Single Club YE committee will be Single Club YE committee will be easier to manage.easier to manage.

Group of Clubs can achieve more, Group of Clubs can achieve more, but needs good ‘team structure’.but needs good ‘team structure’.– Work as group for finance & Work as group for finance &

coordinationcoordination– Rest can be treated individuallyRest can be treated individually

RolesRoles & Responsibilities & ResponsibilitiesDivide up the work into rolesDivide up the work into roles– Financial planning / TreasurerFinancial planning / Treasurer– Chairman & SecretaryChairman & Secretary– Long Term / Short Term CoordinatorsLong Term / Short Term Coordinators– Geographic split?Geographic split?

Northern / Southern HemisphereNorthern / Southern HemisphereEuropean (local) / Rest of WorldEuropean (local) / Rest of World

– Camps & ToursCamps & Tours– Schools liaison?Schools liaison?– Hosting coordinator?Hosting coordinator?– Counsellor(s)Counsellor(s)

Roles & Roles & ResponsibilitiesResponsibilitiesMust be clear on responsibilitiesMust be clear on responsibilities– Who does what & whenWho does what & when– Who needs to be told what & whenWho needs to be told what & when

Make sure all roles coveredMake sure all roles coveredHow are ‘quick decisions’ made?How are ‘quick decisions’ made?– Needs to covered, especially if group of Needs to covered, especially if group of

ClubsClubs

Need to link in with District Need to link in with District CommitteeCommittee

Source of ExchangeesSource of ExchangeesAre there current links with schools?Are there current links with schools?– Youth Activities / Vocational ProjectsYouth Activities / Vocational Projects– Rotarians as Teachers / Local Education Rotarians as Teachers / Local Education

Authority / GovernorsAuthority / Governors– Interact Clubs?Interact Clubs?

Link with single school?Link with single school?Approach Local Education AuthorityApproach Local Education Authority– Ask to speak at “area meeting”Ask to speak at “area meeting”– Link with curriculum?Link with curriculum?

Partnership with schoolPartnership with school– Inbounder as “teaching assistant”?Inbounder as “teaching assistant”?

Target areas for Exchanges?Target areas for Exchanges?Build up network of contactsBuild up network of contacts– Take advantage of District contacts or Take advantage of District contacts or

experience of other Clubs / Groupsexperience of other Clubs / Groups

Exchange with your ‘friends’ not strangersExchange with your ‘friends’ not strangers– Easier to resolve problemsEasier to resolve problems– More likely to get “quality” students and send More likely to get “quality” students and send

to “quality programme”to “quality programme”

Northern / Southern HemisphereNorthern / Southern Hemisphere– Timing of school yearTiming of school year– Neither fits Rotary “year”!Neither fits Rotary “year”!

Long Term - HostingLong Term - Hosting

Good sources for host familiesGood sources for host families– Short Term Exchange “alumni”Short Term Exchange “alumni”– Rotarians?Rotarians?– Contacts with schoolContacts with school

TeachersTeachers

Family of potential outbounderFamily of potential outbounder

– Family of past outboundersFamily of past outbounders– Need to build up a list if possibleNeed to build up a list if possible

Long Term - FinancesLong Term - Finances

Be very clear who pays for what…Be very clear who pays for what…– Student’s familyStudent’s family– Rotary Club(s)Rotary Club(s)– Rotary DistrictRotary District– Host FamilyHost Family

Be clear on what student’s allowance Be clear on what student’s allowance covers – and explain to host family!covers – and explain to host family!

Budget & PlanBudget & Plan

CommunicationCommunicationCommunicate withCommunicate with– Schools – keep informedSchools – keep informed– Rotarians – Newsletters, “update talks”Rotarians – Newsletters, “update talks”– Students - Orientation, reports, etc.Students - Orientation, reports, etc.– Network of YEOs – Conferences & ongoingNetwork of YEOs – Conferences & ongoingEmail / Website?Email / Website?Mailing listMailing list– Discussion / Interested partiesDiscussion / Interested parties– Share ideas & ExperiencesShare ideas & ExperiencesDiary Dates!Diary Dates!– District, RIBI, Club, Host family & SchoolDistrict, RIBI, Club, Host family & School

SummarySummary

Plan (Diary, Budget)Plan (Diary, Budget)

Set clear Targets & ResponsibilitiesSet clear Targets & Responsibilities

Forge links (schools, YEOs)Forge links (schools, YEOs)

Communicate – NetworkingCommunicate – Networking

Enjoy!Enjoy!

Internet resourcesInternet resourcesWebsitesWebsites– youthribi.orgyouthribi.org– www.rotary.orgwww.rotary.org -> downloads -> downloads

EmailEmail– youthribi@yahoogroups.comyouthribi@yahoogroups.com