WelcomeMike Cloutier – Responsible Officer

Western States Student Exchange

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• Organization and Governance

• Program Overview

• Inbound Program

• Club Members

• Students

• Host Families

• Outbound Program

Agenda

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Organization

• “We answer to a higher authority!”

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Carl-Wilhelm StenhammarR.I. President 2004-05

Rotary International on Youth Exchange• Why do you feel the Rotary Youth

Exchange program is so important?

• “One of our goals is to create peace and better understanding between people. I think Rotary’s Youth Exchange program is the best way of doing that. My dream is for every 17-year-old to become a Youth Exchange student. If we could achieve this, there would be no more wars. I encourage every club to participate in the program and promote awareness of it in the schools.”

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Rotary International Certification Program•Developed by RI over the past six

years

• In response to concerns about sexual abuse/harassment/Student Protection

• Implemented worldwide

•Annual filing by YE Chair and DG

•No YE program without certification

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RI Certification Requirements

• Incorporation of YE program

• Adoption of abuse/harassment prevention policy based on RI model

• Exchanges on district or multi-district level only

• Thorough student selection process (LTEP & STEP)

• Screening of host families and YE volunteers

• Orientations for students and host families

• Training for YE volunteers, district officers

• Counselors for all Inbound and Outbound students

• Emergency procedures

• Provide copies of Guarantee Forms and notification of moves to RI

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U.S. Department of State• Exchange programs governed by US Department of State, under guidelines in the Federal Register, 22 CFR Part 62

• Inbounds admitted with J-1 student visas

• DS-2019 generated through SEVIS

• Guarantee Form completed by host club

•New rules as of January, 2011require criminal background checks, record keeping, etc. every year.

• Annual program performance audits

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Council on Standards for International Educational Travel• Mission is to identify reputable international youth exchange

programs.

• Published standards of operation for all aspects.

• Annual Performance Audits by independent CPA firm

• CSIET “Advisory List” sent to all US schools.

• In some states and districts, athletic participation requires CSIET listing.

• In some school districts, exchange student placement requires CSIET listing.

WESSEX is …• Fully certified by Rotary International for 2011-12

• Officially designated by the US Department of State as an Exchange Student Visitor program, No. P-3-04065

• Applied for full listing in 2010-11 by the Council on Standards for International Educational Travel

• A not-for-profit California corporation, with 501(c)(3) tax-exempt charitable status granted by the IRS

The WESSEX District

Terminology• Sponsor

(district, club)

• Host (district, club, family)

• Youth Exchange Officer

• Counselor (district, club)

• Short-Term Exchange Program

• Long-Term Exchange Program

• Inbounds

• Outbounds

• Rebounds / Rotex

Club Commitment• Select and screen 2-4 host families

• Designate counselor

• Assist Host family with school enrollment arrangements

• Provide monthly allowance {varies between district and club from $75 - $200 per month}

• Bring student to meetings regularly

• Involve in ALL club activities & members’ lives

• Support host families

• Help with transportation for “special events”

Club Counselor Responsibilities • First source of support

• Liaison between student and club

• Cannot be CURRENT host parent

• Contact with Student AND Host Family at least twice per month, document all contact in WESSEX data base. Any problems/issues?

• Communicate with club and district REGULARLY

• Complete and submit Youth Volunteer Application, including interview, reference checks and background check

• Safe keep student Passport (if student agrees) Visa, Return Airline ticket and Insurance coverage documents

• Know what’s going on

•Relationships

•Activities

•Emotional state

•Travel

•School grades and regular attendance

•Finances

Club Youth Exchange Officer (YEO)

Responsibilities • Can also serve as Counselor or Host Family, but not at the same time

• Second source of support

• Work with counselor to bring student to meetings and involve student in club activities

• Coordinate activities of club YE committee

• Oversee host family selections

• Find temporary housing if necessary

• Promote club member involvement

• Help with transportation needs

• Communicate with district as needed

• Complete and submit Youth Volunteer Application

• Responsible for ensuring all committee members, volunteers, host families and counselors have received all proper training and completed background checks prior to serving

• Know all District-specific rules regarding Travel and Family Visits; ensure they are enforced

Documents Processing — YE Applications

• Biographical Info

• School Report

• Medical Report

• Letters

• Pictures

• Rules & Regulations

• Medical Release

Documents Processing - Guarantee Forms• Club Endorsement

• Pres. Signature

• Sec’y or YEO Signature

• Allowance amount

• Arrival airport

• School Endorsement

• Stamp or seal

• Starting date

• Host Family Info

• Counselor Info

Documents Processing - Guarantee Forms

• Club and District Endorsement

• Pres. Signature

• Sec’y or YEO Signature

• District YE Chair Signature

• Allowance amount

• Arrival airport

• Counselor Info

• School Endorsement

• Stamp or seal

• Starting date

• Host Family Info

Documents Processing - Guarantee Forms• Guarantee Forms

• Critical Part of Student Visa Process

• Due back to District YEO by May 1st at latest

• Must be complete

• Must be correct

• Must have first host family information

Finding Host Families• Involve entire club in search

• Interact

• Rotaract?

• Referrals from outbounds

• Referrals from prior host families

• Sell the benefits, not the obligations!

Working with Host Families

• Selection

• Rotary membership not required

• With or without teenage children

• Single-parent families are OK (same sex as student)

• Word of mouth – no commercial advertising

• Screening

• Visit home to interview and inform

• Must do two home inspections; one before student arrival and another “surprise visit”

• Host Family Application form

• YEO follows up on references, provides Club Endorsement

• Host Family Orientation and Training

• Submit forms to District Protection Officer for background check

• Invite to club meetings – show appreciation

• Help with misunderstandings

• Arrange transition to new host family

• Keep District informed

Working with the Local School• After laying the groundwork Counselor to work with Host Family

• Copy of application

• Rotary Guarantee Form

• Interact contact

• On arrival - getting your student registered (ASAP)

• Bring transcript, discuss preferences

• Bring medical record (physical may be required)

• Counselor should go with host parent(s)

• School requirements, limitations

• No guarantee of HS Diploma

• NO ESOL, NO Driver Education

• Help student and Counselor select classes that are appropriate based on English skills and age

• Once school starts …

• Encourage participation

•Sports, Music, Drama, etc.

•Interact!• Homework

• Monitor grades and attendance

Club Involvement• Correspond with student before arrival. Make them feel welcome,

answer questions about weather, school, neighborhood, clothing needs, siblings and pets, etc.

• Communicate with host family about flight details and any changes

• Encourage club members to go to the airport

•YEO, Counselor, President, others

•Help with check-in by District YE Committee member

• After arrival, submit Student Arrival Confirmation form to District YEO and Responsible Officer within 36 hours

• Counselor MUST visit student in first few days

• Bring to a club meeting in first or second week

• Arrange language tutoring, if necessary

Club Involvement (Cont)

• Ideas:

• Weekly sponsor sign-up sheet

• Transportation committee

• Every club activity, ESPECIALLY charitable activities and fund raisers

• Promote student/program in schools and community

• Support host family (not financially)

• If student’s family is planning visit, it MUST be approved in advance by the current Host Family, Counselor, Club YEO and the District Youth Exchange Officer.”

• Remember student’s birthday and Christmas

• Student provides club program

• Shortly after arrival

• Second half of year. Help them to make it a good presentation. Speak from the heart, don’t just show pictures!

• Don’t forget to invite Rebounds!

Summary of Inbound Student Process

• Complete and return Guarantee Forms

• Identify host family or families, Interview, References and Background Check

• Host Family Application

• Home Visit

• Reference Checks

• Big welcome at the airport

• Counselor visits student 1-2 days later

• Coordinate with Host Family and Counselor to register student at school

Summary of Inbound Student Process (Cont)

•Regular attendance at Host Club meetings

•Open bank account(s) for student and arrange for monthly deposit of allowance

•Collect Emergency Fund and deposit into bank account or safe deposit box

•Verify student has Insurance coverage. Make copies of card/contact info

•Collect passport and return airline ticket information for safekeeping

•Arrange for school physical, if required

• Welcome visit at host club

• Inbound Orientation – Differs by District. Within 2-3 weeks of students arrival

• Bi-monthly visits by Counselor and documented in WESSEX database

Expectations of Students• Respect the Program Rules

• Driving

• Alcohol and Drugs

• Smoking

• Regular, consistent school attendance

• Relationships

• Working

• Traveling (must have approvals based on District rules from Host Family, Counselor and possibly District YEO)

• Visits from home MUST be approved by DISTRICT YEO IN ADVANCE

• Phone calls, e-mails, IM

Expectations of Students (Cont)• Adapt to host family

• Learn our language and culture

• Perform well in school, attend regularly and participate!

• Communicate

• Represent country and Rotary

• Participate with Rotary, school, and community

• Submit regular reports back to SPONSOR district and HOST district as required

• Determine return trip home with Host Family, YEO and Counselor

• Make us all proud of them, so we are driven to participate year after year

Student Support System• Host Family

• Club Level

• Counselor

• Youth Exchange Officer

• Club President

• District Level

• District Counselor / Area Representative

• Inbound/Outbound Vice-Chairperson

• Chairperson

• District Governor

Expectations of Host Families• Provide room and board

• Treat as their own child and part of the family, NOT A GUEST!

• Help with challenges

• Language

• School

• Culture shock

• Homesickness

• Provide an ear to listen, a shoulder to cry on, a hand to depend on

• Work with Rotary if issues arise

Possible Personal Issues• The Exchange Cycle

• Initial excitement

• Special becomes routine

• Homesickness symptoms

• Holiday blues

• Adaptation

• The end is near

• Religion

• Dietary restrictions

• Sibling relationships

• “Other” relationships

Medical and Legal Issues

• Seeking Medical Care

• Confirm all students have medical insurance and an Emergency Fund

• LTEP Application contains Medical Release

• Insurance

• Coverage

• Claims procedure

• Claims procedures vary by country. Check insurance documents.

• Use District resources for follow-up

Medical and Legal Issues• Abuse and Harassment Prevention

• Statement of Conduct for Working with Youth:

• “Rotary International and WESSEX are committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians’ spouses, partners, and any other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact.”

Medical and Legal Issues• Abuse and Harassment Prevention

• Screening of host families and other volunteers

• Host Family Application

• Youth Volunteer Application

• References and Background Checks

• Allegation Reporting and Investigation Guidelines

• Remove student from threatening situation

• Contact District YE Committee immediately

Sponsoring an Outbound Student• High School Recruiting

• September-October time frame

• Work with District YE Committee

• Good candidates in every school

• Pay courtesy call to principal to ask help with contacting;

•Foreign Language teachers

•Interact Club advisor

•Other campus organizations (ASB, Key Club, etc.)

• Attend R.Y.L.A. camps / club meetings

• Looking for very special students

•Outgoing, adventurous, confident

•Solid academically

•Supported by school and family• No club monetary contribution required

•Scholarships encouraged as appropriate

• District Interviews and Meetings vary. Check with District YEO or committee member

Sponsoring an Outbound Student• Interview and Selection Process

• Club and District Selection Procedures up to you

• District Deadline is December 1st or sooner. Set by individual District

• Entire Preparation of students section edited by individual District. Make sure this section is easily “edit-able” but leave the “suggested” wording in there

• Preparation of Outbound Students

• Orientation Curriculum

• Orientation Weekend #1 (January)

• Regional Orientation Workshop (~March)

• Orientation Weekend #2 (June)

• Meetings/mentoring with inbounds and Rotex

Outbound Program - Club Involvement

• Club visit, student and parents, prior to departure

• Provide club banners

• Offer scholarships, at club’s discretion

• Monthly contact by Counselor

• Remember special events (Christmas, birthday)

• Keep in touch with parents (membership?)

• Club program upon return

Expectations of Students

• Respect the Program Rules

• Driving

• Alcohol and Drugs

• Smoking

• School attendance

•Relationships

• Working

• Visits from home

• Phone calls, e-mails, IM

• Journals and updates vary by district

• Maintain/Enhance WESSEX Standard of Excellence

Short Term Exchange Program• Similarities

• Open to Rotary and non-Rotary families

• Exchanges with partner districts

• Application process and home visit

• References and background checks required

• Requires RI certification

• Differences

• Family-to-family exchange

• No school required (no student visas)

• 3-4 weeks instead of 10-12 months

• Less demanding on students

• Can be good introduction for younger student

Calendar of Events, 2011 - 2012 EXAMPLE

• August 7-14 Inbound Student Arrival Week

• August 20-22 Inbound Orientation

• September/October: High School Recruiting

• October/November: Info meetings for LTEP candidates and parents

• November: District interviews

• December 1: Outbound candidate applications due to District

• December 9-12: Inbound Trip

• January 7-9: Outbound Orientation Weekend #1

• February 3-6: Inbound Trip

• March: Regional Outbound Workshops

• June 14-27: YE Trip

• June 24-26: Outbound Orientation Weekend #2

Other Topics• The Emergency Fund. What is it for? What is it

NOT for?

• Our website: rotarywessex.org

• Our District website: www.enteryourdistricthere.org

• Rotary International website: www.rotary.org

• Training and promotional materials available from RI

• Primer for Exchange Students

• Primer for Host Families

• Youth Exchange Handbook

• Promotional brochure, poster, post card, video

rotarywessex.org

Matt Hagler | Outbound to Russia, 2004-05 | Sponsor: San Jose Rotary

The Youth Exchange Experience EXAMPLE• “The raw horse didn’t taste so strange anymore. It

wasn’t much different than reaching into a bag of potato chips or popcorn; doubts only arose in me after seeing the occasional purple vein emerging from a chunk of the frozen meat.”

• “I whipped the leaves up and down his body trying not to notice what was really going on but I couldn’t help but think that I was naked with another man in a sauna, and I was whipping him with eucalyptus leaves.”

• “After the play ended our group of five went to a nearby café. We were constantly being watched since we also represented five different countries. After all, one foreigner in Yakutsk is unreal enough but five means we must have been banished here.”

Hannah Klein | Outbound to Japan, 2006-07 | Sponsor: Southpoint Jacksonville Rotary

The Youth Exchange Experience EXAMPLE• “There are no thanks great enough to give Rotary for

what you’ve given me. Thank you Rotary, for making me a citizen of the world. You’ve helped to provide me with the confidence, knowledge, and love that I know now will last a lifetime. If there’s one thing I aspire to be, it’s a Rotarian; so that I can make this experience possible for other kids like me looking for a home in a country where they don’t belong.”

• “I’ve been having amazing, out of this world experiences in my beloved Japan. I might say out of this world, but in this period of time, Japan has become nothing but my world. It’s the only place I can picture myself in. Being with my friends, forgetting my English, chatting under the sakura, representing my school in Kyudo competitions, reading Harry Potter and understanding some of the kanji ... It’s everything I’ve waited my whole life to find.”

Mike Williams | Outbound to Italy, 2005-06 | Sponsor: Ocala Rotary

The Youth Exchange Experience EXAMPLE• “I get it now... I understand what this program

is all about... understanding... An exchange never ends, it continues forever, because the only thing guaranteed in life is change, the only thing to satisfy change is understanding, and the only way to truly achieve understanding is adaptation. Rotary gives you an opportunity to WITNESS change in understanding through adaptation, first hand. And that is truly a miracle. That is how and why world peace can be achieved... We are all so different, yet so alike, that it is actually possible to change the world, one person at a time, one year at a time... So... who's turn is it next?”

Lorenafrom Brazil

Necdetfrom Turkey

Kirstinefrom Denmark

Mikfrom Thailand

Exchange Students Year-Year EXAMPLE