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YEO Handbook

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YEO Handbook 1 Table of Contents Success Factors for a Strong Rotary Youth Exchange Program ................................................. 3 YEOHighlights from this Manual Handbook ................................- ............................................................................. 4 Inbound Program Highlights ...................................................................................................... 4 Outbound Program Highlights .................................................................................................... 5 NORTH STAR YOUTH EXCHANGE STAFF INFORMATION ........................................................... 6 NORTH STAR YOUTH EXCHANGE COUNTRY OFFICERS ........................................................ 8 General Information ....................................................................................................................... 10 Council on Standards for International Educational Travel (CSIET) ..................................... 10 Highlights of the United States Department of State Regulations ......................................... 10 Organizing Your Club's Youth Exchange Committee ................................................................ 12 Club Youth Exchange Officer (YEO) Overview ........................................................................ 13 Outbound Student Coordinator ................................................................................................ 13 Inbound Student Counselor Overview ..................................................................................... 13 Host Family Support Committee Overview ............................................................................. 13 Club Youth Exchange Officer Overview ....................................................................................... 13 Annual Training Requirements .................................................................................................... 14 Rules and Conditions of Exchange for Long---Term Exchange Program ................................ 15 Outbound Program .......................................................................................................................... 17 Calendar for Outbound Program ............................................................................................ 17 Outbound Youth Exchange Program Costs .............................................................................. 18 Outbound Student Committee Responsibilities ...................................................................... 20 Tips for the Club Youth Exchange Officer ................................................................................ 20 General Information .................................................................................................................. 21 Sample News Releases for Seeking Outbound Youth Exchange Candidates ........................ 23 Club Interview Rating Sheet ...................................................................................................... 24 Sample Questions for Outbound Candidate at the Club Interview ........................................ 25 Sample Questions for Parents at the Club Interview .............................................................. 25 Inbound Program ............................................................................................................................ 26 Calendar for Inbound Program ............................................................................................... 26 Inbound Student Committee Responsibilities ......................................................................... 26 High School Registration of Inbound Exchange Students ...................................................... 28 Inbound Student Club Counselor Overview ............................................................................ 28 2 Host Family Traveling Notebook .............................................................................................. 29 Assignments of Inbound Exchange Students to Host Clubs ................................................... 30 Inbound Orientation .................................................................................................................. 30 Address Changes ........................................................................................................................ 30 Driver Training ........................................................................................................................... 31 Employment ............................................................................................................................... 31 Tax Information for Host Families ........................................................................................... 31 Rotary Sponsored Trip: Summer Eastern States .................................................................... 31 Travel with Host Families and Rotary Families ...................................................................... 31 Travel to Another Country ........................................................................................................ 31 Additional Visa May Be Required to Travel Outside of USA ................................................... 32 Rules for Unaccompanied Travel .............................................................................................. 32 Unaccompanied Travel Permission Form ................................................................................ 32 Inbound Student Costs to Host Club ......................................................................................... 33 Monthly Financial Support ........................................................................................................ 34 Host Family Section ......................................................................................................................... 34 Host Family Committee Responsibilities ................................................................................. 34 Tips on Finding Host Families .................................................................................................. 35 Sample Inbound Student ID Card ................................................................................................. 38 Sample Outbound Student ID Card ............................................................................................... 39 Sample Email Communication to Incoming Inbound Student ................................................ 40 Myth Busting! .................................................................................................................................... 41 Why Do Youth Exchange ................................................................................................................. 42 Government Regulations ................................................................................................................ 43 Forms ................................................................................................................................................. 48 Club Certificate of Intent for Hosting an Inbound ................................................................... 48 Inbound Student Request Form ................................................................................................ 49 3 Success Factors for a Strong Rotary Youth Exchange Program • The leadership has a positive and committed attitude and knows why this is an important program. • There is a Rotary Youth Exchange (RYE) committee of at least three o Having someone else know what the Youth Exchange Officer (YEO) does is important for succession or emergency. • The Hosting Club gives strong and unwavering support to the RYE Committee and the Club Board receives monthly updates about the status of the program o The Club President is notified immediately if a major issue arises. o The Club is provided with news about the Outbound student and information about the Inbound student. • The $400 security deposit is not used for anything except to pay debts after the student has returned home. (never dispersed for the East Coast Trip, etc.) o If there is an expense before the student leaves, payment needs to come from some other source, not earmarked from the security deposit. We never know when another expense may come up at the last minute. • The YEO and the Club Counselor are not related. • The YEO and the Club Counselor are never the Host Family, except in circumstances when it is for a very short period of time (one week or less) • The Club Counselor has a strong relationship with the Inbound Student • The Student has three Host Families • The RYE Committee has information on the Club website. o Link to www.northstaryouthexchange.com o Contact information to the YEO • The Club is always looking for potential Host Families. Host Families should always be looked for outside of the Club first. o Remember to invite Host Families to join Rotary. • Develop and maintain a good relationship with the High School. • The RYE committee and club are willing to learn from the bumps and celebrate the peaks. 4 Highlights from this Manual IN the Fall, these two documents will be sent to the YEO to be filled out soon after receiving: Inbound Student Request Form and Club Certificate of Intent for Hosting an Inbound Student Form Inbound Program Highlights Inbound Orientation Session September Roseville Middle School and Volunteer Training Halloween
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