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 Weekend October St. Croix Falls/Taylors Falls
Country Fair Roseville Middle School
Inbounds at Outbound Orientation February December Roseville Middle School Winter Weekend Overnight
5950 & 5960 District Conferences May YE participation
Inbound Special Weekend April/
Eastern States Bus Tour June ---Ju
ly For specific dates see the North Star Youth Exchange website or the HUB Document Library for a current Calendar.
Club budget for Inbound Student: Approximately $3,000 5
Outbound Program Highlights
$6,000 Program Fee, paid by outbound student. $150 fee charged to club or club groups for each of the first two outbound students. Additional students are free.
October Date for Online Outbound Applications October to November Local Rotarians interview candidates November Additional Outbound Application documents due November District Interviews/Country Fair at Roseville Area Middle School
Mandatory Outbound Orientations:
January, #1 Roseville Area Middle School February, #2 Roseville Area Middle School April, #3 Roseville Area Middle School 6 NORTH STAR YOUTH EXCHANGE STAFF INFORMATION DISTRICTS 5950 & 5960 ⦁ NorthStarYouthExchange.com See current list o
n HUB under "Contacts" 7 8 NORTH STAR YOUTH EXCHANGE COUNTRY OFFICERS See current list on HUB in the Document Library (Contacts tab) 10
General Information
• North Star Rotary Youth Exchange is regulated by Rotary International (RI), United States Department of State (DOS), and Council on Standards for International Educational Travel (CSIET) • Rotary International has established regulations that all Rotary districts must follow. We are not allowed to exchange with districts not adhering to these policies. • The US Department of State has the power of control in the number of students we can host each year. Therefore, through an annual audit by the DOS we are obligated to closely follow all of their regulations. • CSIET is an organization consisting of approximately 70 International Educational Travel and Exchange Programs and High Schools in the United States.
Council on Standards for International Educational Travel (CSIET)
The Council on Standards for International Educational Travel (CSIET) is a governing organization that has established various standards that all youth exchange programs must meet to rate a listing in a publication supplied to all secondary schools. School officials can then determine the legitimacy of youth exchange programs attempting to place exchange students in their schools.
It is important that exchange programs such as Rotary have a good rating at all times with CSIET. It is imperative that North Star Rotary clubs closely follow these regulations by attending annual trainings. Highlights of the United States Department of State Regulations
1. Youth Exchange Officers must participate in annual training sessions. 2. Youth Exchange Officers must submit a Volunteer application. 3. Youth Exchange Officers must submit a Background Check each year: https://northstaryouthexchange.candidatedirect.net/ Password is NorthStar 4. Youth Exchange Officers must take the Department of State test each year. (see study guide at the end of this document) Test site: http://dos.gyrus.com/GyrusAim/Auth/Login a. Your username and password is the DOS Person ID on the HUB, lower right corner. You would have been sent this number in your ‘Thank you for applying’ email after completing your Volunteer application. Keep this number in a safe spot in case you get locked out of the HUB. 11
Youth Exchange Officers must complete the above four regulations prior to placing or interacting with the student.
The first host family must be designated and fully Vetted (Approved status) via the HUB prior to arrival of student. A family name can be on the Guarantee Form without vetting completed. If the family has hosted before and has an electronic application already registered on the HUB, then they simply need to renew their application. • If they have never done an online application then they need to ‘begin a new host family application’. • Host family applications are only valid for one year. Repeat host families need to renew their application as well as re---do the Background Check and refresh their reference reports. • Criminal and sexual background checks are needed for all host family members living at home who are 18 years of age or more each year they host. If a host family member is only there for short periods of time (such as a college student) they should also do a Background check. • The Host Family will need to provide two names and contact information for references. o The references cannot be a relative or someone on the Rotary Youth Exchange committee.
Things to discuss during the in---home interview:
The roles What The Communic--- Remind the of the Club happens student's ation about children of Counselor when allowance: student, the home Short Rules, family, and that they and YEO Upcoming there is a •What rotary Travelling overview pays for and curfews, rotary do not •CC is the events medical notebook what the host expectations of rotary student's officals need to be need? family is advocate •60 day DOS the best •All bills must expected to •YEO oversees pay for check friend of the entire go to the YEO program or CC the student
Inbound students must be provided with a profile of the host family, school and community prior to arrival. (copies of this email should be uploaded to the HUB on the student’s Documents tab, file as an ‘other’ document and put in the ‘comment’ box that it is a Welcome letter to (your club name))
In---home interviews of all host family members in their home, each time they host. (See side notes above of items to cover during the interview)
A second in---home visit is required within 60 days of the student’s placement, conducted by a Rotarian that did not do the initial interview. This should be a scheduled visit. • This person is required to be someone other than the two people who did the initial In--- 12
home interview. They need to check in with the family to see if everything is ok and the student is well cared for. They also need to check the student’s bedroom and bathroom. Once done, a report needs to be filed.
The Counselor or the YEO is required to submit a monthly report via the Web Portal or the HUB on the status of their Inbound student. • This report is viewed by the Country Officer, District Officers and your Club’s YE committee that has access to the HUB. It is not viewed by the Host Family or the student. • This is the time to report highlights and challenges. Report the challenges while small and the team can work to avoid their becoming large issues.
Make no monetary payments or other incentives to host families. • Small gifts are allowed
Do not take the student’s passport or other government documents from the student unless the student requests your assistance for safe storage of these documents. These documents must be in their possession or accessible to the student at all times.
Provide the hosting High School with the student’s translated graded transcripts in English. The entire student application can be given to the High School. Ask your school if they want this electronically or in paper form. • The school nurse will want to see the immunization record. Country Officers will communicate with the student that these need to be updated prior to arrival. Any boosters needed, once in the country, will be at the cost of the student. The status of these immunizations will be noted on the HUB under the ‘Documents’ tab.
At the first Inbound Orientation in September, the student will receive the first of three ID cards. The card will have information about the student, their SEVIS number, Insurance information, information about their 1st Host family. Every time thereafter that a student moves it is the responsibility of the Club Counselor or the YEO to update their student’s ID card via the HUB to reflect the new Host Family information.
Organizing Your Club's Youth Exchange Committee
The following is a suggestion for possible committee membership which may be helpful as you implement the exchange program in your club. We suggest a minimum of 3 people on your committee. A YEO should never work alone. 13
Possible Committee Members: • Youth Exchange Officer (YEO) • Club Counselor (CC) • Events Chair • Outbound Student Coordinator • Host Family Support Committee
Club Youth Exchange Officer (YEO) Overview The club YEO is responsible for the overall smooth operation of the club’s youth exchange program. For full description, see here.
Outbound Student Coordinator The Outbound committee leader is responsible for recruiting and screening potential North Star Rotary Youth Exchange Students. They can oversee the designated Correspondent of the outbound student. For more details on this role, see Outbound section.
The Correspondent is the one who develops a relationship with the outbound student before departure and corresponds with the student as much as the student wants. The Correspondent can make brief announcements or updates on the student to the Club.
Inbound Student Counselor Overview The counselor is the student’s advocate and is responsible for the general well---being of the exchange student and is to serve as a guide and mentor for the student. For more details on this role, see Inbound section.
Host Family Support Committee Overview The host family support committee is responsible for the selection, vetting and support of host families throughout the exchange year. For more details on this role, see Host Family section.
Note: Those committee members that need access to the HUB or the Web Portal need to go through the same vetting as the YEO or the CC.
Club Youth Exchange Officer Overview • Coordinate the Youth Exchange Program at the club level. • Keep informed of inbound exchange student’s progress and adjustment. • Oversee the information on the HUB o Make sure all of the Club’s YE Committee is up to date and all indicator lights are green.
o Make sure all Host Families are current and also have all green lights o Follow up with any indicator lights that are anything but green. • Maintain file (paper or electronic) of Youth Exchange procedures and correspondence for a minimum of three years. • Maintain an up to date Club Youth Exchange Officer Vetting. 14
• At least one member from your club’s Youth Exchange Committee attends the Inbound Orientation Session with your inbound student. o Club Counselor and YEO are both encouraged to attend the Inbound Orientation, September o Encourage all of your designated Host Families to attend the September training, or another future training that is offered if they have not already attended. • Communicate with your Inbound student’s Country Officer if any issues arise; best to bring to attention small issues early before they become big issues. • Submit the Inbound Student Request Form when requested, indicating from which country your club would like to host a student, and the number of students your club is willing to host and send (if known). Also submit the Club Certificate of Intent for Hosting an Inbound Student Form when requested.
Annual Training Requirements
For Youth Exchange Officer and all Committee Members 1. Department of State online training: This will be sent to the committee member via automated email from the North Star HUB. An advance email will come, stating that the volunteer is nearing renewal. A follow up email will come alerting the volunteer to take the test soon. One’s ability to use the HUB will be curtailed until all of the vetting is up to date. 2. The North Star Rotary Youth Exchange Program Training: Four short modules describing North Star procedures are available online: http://tom.intratrain.com/rotaryexchange/ Go to Youth Exchange Officer tab on the website: www.NorthStarYouthExchange.com 3. Periodically, we will offer face---to---face trainings that focus on particular topics. You are encouraged to attend these. The first for this year will be September, Inbound Orientation.
For Host Parents 1. Attend one of the Host Family Trainings. They will be offered at the Inbound Orientation (first Saturday after Labor Day), and January Outbound Orientation. 2. Read the Host Parent Handbook.
US Department of State Annual Training The US Department of State provides an online training program. Review the material in “Government Regulations” found in this manual (refer to Table of Contents) before you begin this training. 15
Rules and Conditions of Exchange for Long---Term Exchange Program
Who makes the final decision if a rule has been broken? A brief description of who should make the final decision is explained below. All reasonable steps should be taken to protect the privacy of those involved. All incidents/issue must be documents by the club and the district.
1. You must obey the laws of the host country. If found guilty of violating any law, you can expect no assistance from your sponsors or native country. You must return home at your own expense as soon as released by authorities. (If any alleged violation of local law occurs, the Youth Exchange Officer immediately contacts the Country Officer who immediately contacts the Vice Chair of Legal and Compliance). 2. Possession or use of illegal drugs is expressly prohibited. Medicine prescribed to you by a physician is allowed as prescribed. (If student is found to possess or has used illegal drugs, or is using prescription not as prescribed, the Youth Exchange Officer immediately calls the Country Officer who immediately contacts the Vice Chair of Legal and Compliance). 3. Consumption of alcoholic beverages is expressly prohibited. (If a student is found to have consumed alcohol, the Youth Exchange Officer immediately calls the Country Officer who immediately contacts the Vice Chair of Legal and Compliance). 4. You may not operate a motorized vehicle or participate in driver education programs. (The CISI---Bolduc insurance will not cover any medical expenses due to injury if an exchange student is hurt while driving a motorized vehicle of any kind, including all two, three and four wheeled means of transportation. This includes, but is not limited to, automobiles, motor cycles, motorized dirt bikes of any kind all---terrain vehicles, snowmobiles and watercraft. This exclusion shall be waived in relation to amusement park rides, lawn mowers or operating a golf cart, while on a golf course. Host family should be warned that if a student is injured while driving a motorized vehicle, the person who allowed an exchange student to drive the motorized vehicle will be personally financially responsible for any damage or injury resulting from this action. If a student is found to have operated a motorized vehicle or participated in driver’s education program, the Youth Exchange Officer immediately calls the Country Officer who immediately contacts the Vice Chair of Legal and Compliance). 5. You will be under the host district’s authority while you are an exchange student and must abide by the rules and conditions of exchange provided by the host district. Parents or legal guardians must not authorize any extra activities directly to you. Any relatives you may have in the host country will have no authority over you while you are in the program. (Youth Exchange Officer calls the Country Officer who makes the final decision). 6. You must attend school regularly and make an honest attempt to succeed. (Club counselor can talk candidly with the student and the student’s school counselor to make a plan for improvement. If attendance and grade issues continue, the YE Officer immediately calls the Country Officer who immediately contacts the Vice Chair of Legal and Compliance). 7. You must have travel insurance that provides medical and dental coverage for accidental injury and illness, death benefits (including repatriation of remains), disability/dismemberment benefits, emergency medical evacuation, emergency visitation expenses, 24---hour emergency assistance services, and legal services, in amounts satisfactory to the host Rotary club or district in consultation with the sponsor Rotary club or district, with coverage from the time of your departure from your home country until 16
your return. (Country Officer makes sure this is purchased before a DS---2019 is issued.) 8. You must have sufficient financial support to assure your well---being during your exchange. North Star Youth Exchange Districts require a contingency fund for emergency situations of US $400.00. Unused funds will be returned to your parents or legal guardians following the end of your exchange. (Country Officer reminds student of this procedure at the Inbound Orientation. Youth Exchange Officer ensures the money is collected and kept in a safe place during the exchange year. Youth Exchange Officer returns the extra funds to the parents/legal guardians after all bills have been paid and student has returned home.) 9. You must follow the travel rules of your host district. Travel is permitted with host parents or for Rotary club or district functions authorized by the host Rotary club or district with proper adult chaperons. The host district and club, host family, and your parents or legal guardians must approve any other travel in writing, thus exempting Rotary of responsibility and liability. (In cases of obtaining permission to travel alone, the student contacts his/her parents or legal guardian for written authorization. The Youth Exchange Officer contacts the Country Officer and the Chair for their written authorization. Authorization must be in writing from all parties. An emailed letter of authorization is acceptable. Please use the Unaccompanied Travel Permission Form found in the Youth Exchange Manual.) 10. You must return home directly by a route mutually agreeable to your host district and your parents or legal guardians. (Country Officer can resolve any issues.) 11. Any costs related to an early return home or any other unusual costs (language tutoring, tours, etc.) are the responsibility of you and your parents or legal guardians. (Country Officer will manage this) 12. You should communicate with your first host family prior to leaving your home country. The family’s information must be provided to you by your host club or district prior to your departure. (Youth Exchange Officer must provide details of the host family and community before the student departs from home country.) 13. Visits by your parents or legal guardians, siblings, or friends while you are on exchange are strongly discouraged. Such visits may only take place with the host club’s and district’s consent and within their guidelines. Typically, visits may be arranged only in the last quarter of the exchange or during school breaks and are not allowed during major holidays. (Youth Exchange Officer can handle this.) 14. Talk with your host club counselor, host parents, or other trusted adult if you encounter any form of abuse or harassment. (The first person to know about an alleged incident of abuse or harassment immediately contacts the Youth Exchange Officer who contacts the Vice Chair Legal and Compliance. Appropriate notifications to Rotary International will be made within 72 hours of notification. Youth Exchange Supplies Order Form Requested by Rotary Club of Address
Telephone E---Mail 17
The following items are available from the North Star Youth Exchange Office. Please indicate quantities when ordering:
North Star Youth Exchange Post Cards North Star Youth Exchange Poster North Star Youth Exchange Outbound Promotional Brochure North Star Youth Exchange Program Host Parent Handbook Guidelines for Host Families Brochure North Star Youth Exchange Host Family Promotional Brochure
Send request to: Colleen Reistad Phone: 612---799---6913 E---mail: [email protected]
North Star Youth Exchange Office
2233 Hamline Ave. N., Suite 620 Additional items are available from R.I. Headquarters: Roseville, MN 55113 Rotary International, 1560 Sherman Avenue, Evanston, IL 60201 Phone: 847---866---4600 Fax: 847---866---3276 Visit the website at www.rotary.org.
Outbound Program
Calendar for Outbound Program (for exact dates see current Calendar in the HUB under , ). Officers tab InformationTimetable and Procedures for Officers
March or September--- Rotary clubs schedule promotion programs in high schools and the community April – October --- Youth Exchange promotion is conducted in schools, youth groups, newspapers, direct mail, etc. Contact the Rotex president to schedule a speaker for your Rotary club or high school (see Committee stationery in this manual for speaker ideas). October – Last day for Online Outbound Applications: http://northstaryouthexchange.com/prospective/apply/ October --- Local Rotary club interviews outbound candidates. Suggestions on successful interviewing, questions, etc. (See sample interview questions in this manual.) November – Additional Outbound Application documents due. November - District appointments are made for final interviews with outbound candidates. Saturday, November--- District interviews are held. Final selection will be determined at a subsequent meeting of the District Youth Exchange Committee (DYEC). The DYEC has final approval of any and all youths selected for this program. December --- All applicants and their sponsor Youth Exchange Officer are notified by mail of the results of District interviews. 18
• Rule: A club may host a youth without sending a youth. A club is required to host at least one inbound student when sponsoring one or more outbound students. • The applicant may be, but is not required to be, a son or daughter of a Rotarian.
Outbound Orientations Sessions for Candidates Accepted into Program
Sessions must be attended by outbound candidate and parents --- Roseville Area Middle School. • Saturday, January --- First orientation session • Saturday, February --- Second orientation session • Saturday, April ---Third orientation session
First Weekend in August ~ Welcome Home Celebration! Rebound Orientation for returning outbound students and their parents – first Saturday/Sunday in August.
Outbound Youth Exchange Program Costs
Cost to Sponsor Club: $150/per student* Orientation fee per outbound student *Cost to sponsor clubs or club groups for sending an outbound is $150 per student for one or two outbounds; free after that.
Cost to Student: $6,000* Participation fee *the fee is subject to change if there is a significant change in airfare price Includes: round trip transportation, orientation sessions, Rotary blazer, basic insurance, pins for exchanging, business cards, orientation materials, name badge Does not include: costs of passport, visa, visits to consulate, residency permit, language instruction, inoculations, gifts, local travel and personal items
Financial Assistance A program has been established by the RYE Committee to help pay part of the YE Program fee for those students who demonstrate financial need. Students may apply for financial assistance after they have been accepted into the North Star YE program. A grant application form will be included with the acceptance packet that will be mailed to outbound candidates in early January. 19
Cost of Participation Rotary year (for exchange year) see the current document on the North Star website (http://northstaryouthexchange.com/wp-content/uploads/2016/06/OB-Cost-of- Participation-2017-2018-5.pdf) or on the HUB in the Document Library) 20
Outbound Student Committee Responsibilities
1. Create interest within the community in the Rotary Youth Exchange Program. Rotex are available to assist in this area. Go here for names and phone numbers of available presenters. 2. Have candidates complete Outbound Application online. 3. Interview applicants (see sample questions). *more suggestions on how to structure the interview time, who talks to the parents, etc. 4. Completed Application and any additional application documents are in November (see current document on exact date). 5. Verify that the grade transcript and the Secondary School Recommendation form have been entered into the student’s record on The HUB. 6. Verify that the student(s) and parents will attend the district interview on November, the day of North Star Interviews. 7. Verify that outbound candidates and their parents will attend the three mandatory Outbound Orientation Sessions and the Welcome Home Weekend. 8. Keep in contact with your student throughout his/her year abroad, via a designated Club Correspondent. Assign someone in your club to correspond with your outbound student and --- when given permission by the student --- report news back to the club.
IMPORTANT, PLEASE NOTE: • A club may host a student without sending a student. A club is required to host at least one inbound student when sponsoring one or more outbound students. • Children of Rotarians and non---Rotarians are eligible to be Youth Exchange candidates.
Tips for the Club Youth Exchange Officer
Steps to Follow with an Outbound Student Candidate
• Give the student the link to the online application. Final application must be completed online: http://northstaryouthexchange.com. Click on “Prospective Students,” then click on “Application.” Completed forms should be available to your club’s Youth Exchange Committee in time for the local interview. • Interview the students with a team of Rotarians. Interview all candidates by the end of October.
When Student is Uploading Application Documents to The HUB for District Interviews:
• Stress the importance of accuracy, legibility, and positioning of documents when uploading to The HUB (e.g. ascertain that documents are right---side---up and all pages aligned properly). The application should convey a favorable first impression. • Verify that appropriate photos are uploaded. • Be sure to complete the sponsoring Rotary Club endorsement of the application. The Club 21
President and the Club Youth Exchange Officer or Club Secretary must sign. • Inform applicants of the District Interview Day. • Verify that the grade transcript, Medical History and Examination form, Dental Health and Examination form, and the Secondary School Report and Reference have been submitted to the uploaded into the student’s record on The HUB. • Please inform applicants of the orientation dates (see Outbound Program Timetable in this manual). Attendance is mandatory for all candidates and both parents. (In one---parent families, only the parent with whom the student lives is required to attend.) If the candidate or parent has a conflict with this schedule, he or she must notify the North Star Office in writing, prior to the interview.
General Information
North Star Rotary Youth Exchange Program North Star Rotary Youth Exchange welcomes applications from youths who may be qualified for an opportunity to participate in one year of international living in another country. Countries with which we currently exchange are listed on a following page. Administered by the host and sponsor Rotary clubs and districts, the experience will include one academic year of study in a high school. Rotary International is a world---wide organization comprised of more than 34,000 Rotary clubs with 1.2 million members. Participants must be between the ages of 15 years and 19 years at the time of departure. A Youth Exchange applicant who is endorsed by the Rotary club, and who is selected by the North Star Youth Exchange Program, will have the opportunity for this experience. There is no requirement that the applicant be from a Rotary family. Students applying should be prepared to tell about their participation in school and other activities. During their interview, applicants will discuss their knowledge of their community, state and nation, world problems and affairs, and their spirit of helpfulness in the community and home. Both parents must be present at each interview session and, if selected, subsequent orientation sessions. (In one---parent families, only the parent with whom the candidate lives is required to attend.)
Rules and Regulations for Rotary Youth Exchange Candidates Objectives of the Program: • Further international understanding and goodwill. • Learn and adapt to another culture, while sharing your own.
Qualifications of Applicants: • At least 15 years of age, but cannot have turned 19 years of age at the time of departure. Student must be a freshman, sophomore, junior, or senior in high school at time of application. • Student should be in the top ½ of their class, demonstrate scholastic competence, and be involved in extra---curricular activities.
The Selected Student Will: • Attend high school in their host country. 22
• Act as a student ambassador, sharing customs and adapting to the host country’s culture. • Demonstrate a willingness to be flexible throughout the exchange process. • Follow the rules, regulations and counseling of the sponsoring and host Rotary clubs and Rotary districts. Rules will be discussed at orientation sessions.
The Parents of the Selected Student Will: • Pay cost of participation fee (which includes transportation, orientation materials, basic insurance, blazer, etc.) • Pay costs of passport, visa or residency permit and related costs, inoculations, in---country language instruction, gifts, local travel, personal items. • Abide by the rules and decisions as set forth by the Rotary International Youth Exchange Committee here and in the host country.
Sponsor Rotary Club (sending student) Will: • Interview and recommend applicants for the Youth Exchange Program.
Rotary Club in Host Country Will: • Correspond with student prior to arrival, giving pertinent data of the host city and family. • Meet and transport the student from point of arrival to host family. • Furnish one year’s education in a high school. • Be responsible for the physical well---being of the student. • Supervise the student’s activities, opportunities and experiences.
Listed below are the countries (subject to change) with which we anticipate exchanging during. These countries and ages are always subject to change. Following the country is the maximum age that a candidate may be as of departure, expressed in years/months. No candidate who will become 19 years of age on or prior to a country’s anticipated departure date will be considered. (Note: the receiving country has the option to determine the approximate departure date. Most students depart in July or August.)
Argentina 18/3 Italy 19/0 Australia 17/0 Japan 19/0 Austria 18/0 Mexico 19/0 Belgium 18/6 New Zealand 17/0 Brazil 19/0 Norway 18/0 Chile 18/3 Paraguay 18/3 Colombia 18/3 Slovakia 19/0 Croatia 18/0 South Africa 18/6 Czech Republic 19/0 South Korea 19 Denmark 17/11 Spain 18/6 Faroe Islands 17/11 Sweden 17/11 Finland 17/6 Switzerland 18/0 France 18/3 Germany 18/0 Taiwan 19/0 Greenland 17/11 Thailand 18/11 India 19/0 Zimbabwe 19/0 Indonesia 19/0 IMPORTANT: Students who have, practice, are being treated or have been treated for the 23 following may qualify for the program, but may have limited choices, depending on the host country’s requirements: • Vegetarians may choose India, • Age restrictions (See above) Indonesia, Japan, South Korea, • Medical / psychological Taiwan, and Thailand only. Our conditions exchange countries will not • Tattoos / piercings accommodate vegan requirements.
Austria, Denmark, Finland, Norway, Japan and Switzerland may require language instruction upon arrival in host country (student’s expense). List and requirements may be subject to change. Sample News Releases for Seeking Outbound Youth Exchange Candidates
Sample News Release #1
Are you intrigued by the idea of spending one year residing in another country? Are you fascinated by the prospect of living with another family, and learning about a new culture? Do you enjoy meeting new friends with diverse backgrounds, sampling unique foods, and experiencing adventures and numerous opportunities for growth?
If so, you may be interested in the Rotary International Youth Exchange Program. Rotary is an organization of business and professional women and men united worldwide, who provide humanitarian service, encourage high ethical standards in all vocations, and help build goodwill and peace in the world. There are more than 34,000 Rotary clubs, with approximately 1.2 million members.
Candidates for Rotary Youth Exchange must be at least 15 years old, and cannot have turned 19 at the time departure (summer, year 20------), and must be a freshman, sophomore, junior, or senior in high school at the time of application. Students can NOT have turned 19 prior to the time of exchange. Note: Some countries have age restrictions and may not accept older students. Older students (18 and older) will have limited country choices.
Student must be in the top ½ of their class, and be involved in extracurricular activities.
If you would like more information, contact: (Rotarian) (Contact information) (Rotary club name), or learn more at www.northstaryouthexchange.com. Applications are due (date).
Sample News Release #2
(Name) Rotary Club to Host Youth Exchange Informational Meetings
Each year the Rotary Club of sends students to foreign countries for the life changing experience of spending a year attending high school and living with families in another culture. 24
They also host students coming to our community – most recently from . Rotary sponsors the most US students going abroad of all exchange programs and is the most affordable due to the tremendous support of Rotarians around the world.
An informational meeting is planned for students and parents to learn more about this wonderful opportunity to become a Rotary Exchange Student for next year! It will be held (date, time, location). Representatives from the Rotary Club will be there to answer questions.
Applications are due for students leaving for their exchange year in July or August of 20_ _. Questions? Contact Rotary Club Youth Exchange Officer or learn more at www.northstaryouthexchange.com.
Club Interview Rating Sheet
Student’s Name: Age: Sex: Present school: Grade: Average: Languages studied, and number of years:
Rating scale: 5 = Outstanding 4 = Very Good 3 = Good 2 = Average 1= Poor 1. First impression (your reaction up to introduction) 2. General appearance (neatness, poise, posture, etc.) 3. Appeal (attractiveness of personality, manners, etc.) 4. General attitude (enthusiasm, willingness, interest, etc.) 5. Ability to express her/himself and think clearly (diction, vocabulary). Does the student blurt out answers or give thoughtful ones? 6. Knowledge of local, national and international affairs 7. Ability to adapt and adjust (to others, to surroundings, etc.) 8. Leadership potential (participation in school, church, and community activities) 9. Ambassadorship (will she/he be a good representative of her/ his country, community, Rotary, etc.?) 10. Reaction of parents (supportive, keen on exchange program, etc.)
Total points
Overall rating: Outstanding Acceptable Very good Not acceptable Good 25
Average Ranking with Poor other applicants
Date: Interview Committee member: Special notes (if any):
Sample Questions for Outbound Candidate at the Club Interview
1. Why do you want to live in another country for a year? 2. What are your future plans and ambitions? 3. What are your most important personal accomplishments? 4. How do you spend your spare time? 5. Have you done any public speaking? 6. Does criticism bother you? How do you respond to it? 7. What would you do if you were hosted by people with opposite views to yours? 8. What are your views on the use of liquor and drugs? 9. Do you lose your temper easily? What happens when you do lose your temper? 10. How would you describe your community to someone unfamiliar with it? 11. Who is the current Mayor of your city or town council? 12. What are the names of the last 3 US Presidents prior to the current one? 13. Have you been away from home before? For how long? 14. Did you get homesick? What did you do about it? 15. How do you feel about being away from home for a full year? 16. What do you consider to be your greatest strength? 17. What do you consider to be your greatest weakness? 18. If selected, what country would you most like to go to, and why? 19. Are there countries that you would not want to go to and, if so, why? 20. If asked to prepare a typical American meal, what would it be?
Sample Questions for Parents at the Club Interview
1. How did your family first learn about the Rotary Youth Exchange Program? 2. What is your understanding of your financial obligation under this program? (Refer to applicable Youth Exchange Participation Fee letter.) 3. Can your family afford this cost? 4. Do you anticipate any major lifestyle changes while your daughter/son would be away? (e.g. job change, move to another city or country, etc.) 5. Is any member of your family seriously ill now? (e.g. aunts, uncles, grandparents, etc.) Would you expect your daughter/son to return home for the funeral of a family member if a death occurred? 6. Whose idea was it initially, that your daughter/son apply to become a North Star Rotary Youth Exchange student? 26
7. Are you 100% committed to your daughter/son going on exchange if selected? If not, what concerns or reservations do you have? 8. Would you intend to visit your daughter/son while she/he is on exchange? If so, are you aware that you would require the permission of both the sponsor and host Rotary Clubs to visit? 9. Has your daughter/son provided our Rotary club with the names of two potential host families for our inbound students? If so, is your family one of the two? 10. Do you have ANY reservations or questions about the North Star Rotary Youth Exchange Program? If so, please tell us about them NOW! Inbound Program Calendar for Inbound Program (see exact dates at northstaryouthexchnage.com or the HUB Document Library, under the Utilities tab)
September Inbound Student, Host Family, Youth Exchange Officer Orientation (1/2 day)
October Halloween Weekend for inbound students. (Sat., Sun.)
November Country Fair ~ Inbound students promote the Youth Exchange Program at Outbound Interview Session. Students are to wear national costume or Rotary blazer, and be prepared to promote their home country. No overnight.
January or February Inbound Orientation Session (1/2 day) for all January arrivals and all of their host parents and host club exchange officers. Exact date, time and location to be determined.
February Inbound students assist with Outbound Orientation session at Roseville Area Middle School AND Inbound Overnight. Location to be determined
May Districts 5950 & 5960 Conference – All District 5950 and 5960 inbounds participate --- attendance of inbound students is required. (Exact date/time of inbounds’ participation to be determined)
June Inbound Special Weekend, with overnight
June Summer Eastern States Rotary Trip for inbound students
Inbound Student Committee Responsibilities
1. Obtain school signature/stamp or seal on Guarantee Form (part of student’s application 27
packet). 2. As required by the US Department of State, clubs must send the following information to their inbound student, so it is received prior to the student’s departure from their home country: a. A detailed profile of the first host family, stating whether the host family is a permanent placement or a temporary arrival family. (Upload this email to the HUB under the Student’s Document file.) b. A detailed profile of the host school and community. Provide website addresses of the host community and the local school. c. The first ID card will be generated by the North Star Office, updated ID cards will be generated by each Club after each host family change. Send a digital copy to the student before they arrive, to have on them while travelling here. HUB generated. 3. Prior to the student’s departure from his/her home country, obtain from the student a complete travel itinerary; this must include the Travel Locator ID. The students are asked to enter this data, but the YEO should enter this on the Information page on the HUB for each of their Inbound students, if the student or the Country Officer has not yet done so. This must also be done once the return ticket is finalized as well. 4. Provide a Travelling Notebook to the First Host Family. The Notebook moves with the student to the subsequent families, each adding more information as needed (friends phone numbers, dates of events, HS login information, etc). a. A copy of the student’s insurance policy, Certificate of Eligibility form (DS---2019 visa document), return travel documents, and passport are all on The HUB, but a paper copy in the Traveling Notebook is advised. 5. Provide a copy of the complete inbound student application to each vetted host family (minus the school report, this should remain confidential) and the high school. (some High Schools prefer to receive this electronically) 6. Be sure someone from your committee meets the student at the airport. It is recommended that as many as possible meet the student…all host families, counselors, committee members, others. It is fun to carry a flag from the student’s home country. www.lifeinflyingcolor.com has inexpensive flags. Perhaps meeting at a restaurant for all to spend a little time with the student before settling into the Host Families home. 7. Select a Rotary Counselor for each inbound student. The Counselor cannot be the Club Youth Exchange Chair, or a member of the current host family. A close relationship to the YEO (spouse) to be the Club Counselor is not advised. The student must see the Counselor as their own special advocate and confidant. 8. Make arrangements for the student’s needs: a. $80.00/month allowance. b. The Hosting Rotary Club pays for school lunches and school fees. i. Year books, prom fees, etc are optional and are determined by individual Club Committees. c. Transportation to Rotary events, inbound student programs (see Calendar for Inbound Program Events) and club events and meetings. d. Assist student in setting up a bank account i. It is recommended that the student’s Club Counselor have a joint checking account with the student. This allows the Club Counselor to oversee expenses and to be able to close the account once the student returns home and the balance of the $400 has been taken by the student from the account. 28
e. Do not take the student’s passport or other government documents from the student unless the student requests your assistance for safe storage of these documents. These documents must be in their possession or accessible to the student at all times. 9. Register student in local high school 10. Help student, along with their Country Officer and after consulting with third Host Family, arrange for their return ticket to home their country, about 6 months before departure.
High School Registration of Inbound Exchange Students
1. Prior to the inbound student’s arrival, the host club youth exchange officer must complete Sections F of the student’s Guarantee Form. Upon completion, the Guarantee Form is to be uploaded to the HUB under the student’s Documents tab on their file page. Keep the original copy in your files or return to the student’s Country Officer. 2. To comply with state regulations, the local high school must be contacted prior to the exchange student’s arrival. a. Provide the school with a complete application, including an English translation of the grade transcript. Ask the school if they want the application in paper or electronic form. b. Provide the school with the name and contact information for each host family, when known, along with the full contact information for the YEO of the Club and the Club Counselor. 3. The student is to attend the same high school throughout his/her stay. Only under very special conditions is there to be a change in schools, and that must first be approved by the North Star committee. 4. The North Star Rotary Youth Exchange Program is in compliance with the standards of CSIET (Council on Standards for International Educational Travel). The inbound students may or may not be eligible to participate in school extra---curricular activities. This is at the discretion of the school and/or the State High School Athletic Association. a. If the student is interested in participating in the schools activities, be sure and make contact with the Athletic Director and understand all of your States’ rules. 5. No more than 5 Rotary exchange students may be enrolled at the same time in one school, unless the school has agreed, in writing, to the placement of more than 5 students.
Inbound Student Club Counselor Overview
1. The student’s Club Counselor should be the same gender as the student. 2. Counselor must be someone other than the Club Youth Exchange Officer or a relative of the YEO and may not be a member of the current host family. 3. Responsibilities include: a. Be an advocate for student. b. Support the student and make him/her feel a part of the Rotary family. c. Be the liaison between the student and Rotary club, host family, school, and community at large. 29
d. Provide guidance and counseling to the student in matters such as choosing classes, friends, and activities. e. Assist the student in adapting to the culture and language. f. Contact the student monthly, as required by the U.S. Department of State via The Web Portal or the HUB and file a monthly report on how you perceive the student is doing. i. Only your committee members that are fully vetted have access to the HUB; the Country Officer for your student and District authorized Committee members will also have access to this report. Your student will not have access to what you report. g. Listen attentively to the student’s comments and concerns. h. Prior to the student’s arrival, the Country Officer should forward the Welcome Manual. Provide the student with general information about the host club and area, including a list of contact information for people and organizations the student can contact if he or she needs help, as mandated by the US Department of State. i. Work with community and student’s school to ensure that student is involved in positive activities and community life, throughout the school year. j. Inform student about sexual abuse and harassment and create a supportive atmosphere in which the student feels comfortable to discuss his or her concerns. k. Be aware of signs and symptoms of sexual abuse and harassment, and know what appropriate actions to take. l. Annual Training: i. Know the RI and district policy on abuse and harassment prevention. Download the Training Manual and Leader’s Guide: www.rotary.org. Host Family Traveling Notebook
This binder should move with the student each time they move. The student and the family members should always know where the notebook is kept for all to access.
First Page: Inbound Calendar from the YEO handbook
Tab 1: Inbound Student’s Application with the exclusion of the Reference letter and report, this is confidential information.
Tab 2: Paperwork from the inbound student • Insurance Information with policy number and 800---number • Copy of travel documents • Copy of passport and DS---2019
Tab 3: Contact Information • Local contact information sheet (key Rotarians, school) • District contact information sheet (use the letterhead found in the YEO handbook) • Add numbers as time passes with friend’s phone numbers, other Inbounds, etc. 30
Tab 4: Rules • Host Family brochure (order from North Star office or pick up at Sept Orientation) • Host Family Handbook (order from North Star office or pick up at Sept Orientation) • Travel rules from YEO handbook
Tab 5: School/Bank • Passwords to monitor school work on the High School website • Password for bank account • Phone numbers for school, report absences, school nurse or office.
Tab 6: Foods • What student likes, wants to try, allergies to food
Tab 7: Activities • Things---to---do---sheet from YEO Handbook • Families can record things they have done with the student • Student can include a wish list of things to do
In a separate envelope keep information in case there is a medical emergency or medical appointment. Include: • Who to mail the bill to: Name and contact information for the YEO or Club Counselor NOT the Host Family • Medical card and information for filing a claim • First page of student’s application with name and contact information of parent’s in home country. • Copies of the Medical and Dental pages from the application.
Assignments of Inbound Exchange Students to Host Clubs
The North Star committee desires input from each club regarding exchange students they prefer to host. We hope to be able to accommodate your first, second, third or fourth choice. Kindly return the Inbound Student Request Form when it is requested, sometime in the Fall. Inbound Orientation
We provide this mandatory orientation and training for inbound students and their host families. It is recommended that at least one member of the club Youth Exchange Committee also attend (more are welcome). The sessions will be held at Roseville Area Middle School, Roseville, Minnesota in September.
Address Changes
The U.S. Department of State mandates that each time an inbound student changes host families, they must be notified within 10 days. To file this report, access the student’s information via the Webportal or the HUB. 31
Driver Training
In compliance with the Rotary International Program Rules and Conditions of Exchange, inbound students may not take the Driver Education course offered in their high schools or through a driver’s school. Employment
US Department of State states, “Students may not be employed on either a full or part---time basis but may accept sporadic or intermittent employment such as babysitting or yard work.”
Tax Information for Host Families
QUESTION: How much may a host family deduct from their taxes for hosting an exchange youth, and under what circumstances? (federal and state) ANSWER: $50 for each month that the family hosts the exchange youth and the youth is a full---time student. Hosting for 15 days or more in a month is considered as hosting for a full month. Families may deduct $50 for each summer month when there is no school provided that they hosted the exchange youth during at least one school month. Families that host exchange youths only during the summer months when there is no school may not claim the $50 deduction for such hosting. There should be a written agreement between the host family and the host Rotary club for the hosting of the exchange youth. SOURCE: IRS Publication 526 and IRS Income Tax Regulations 1.170A---2. Rotary Sponsored Trip: Summer Eastern States June
A summer tour via bus is planned for inbound students. The trip includes a number of stays en route to New York, Disney World, and Washington, D.C., including a visit to our nation’s capital and the White House. A brochure will be sent to students and exchange officers in November. Please encourage the inbound students to make their reservations early to ensure accommodations. This cost is to be paid by the inbound student, though your Rotary club may choose to assist financially.
Travel with Host Families and Rotary Families
Travel with host families and Rotary families are permitted. However, telephone numbers and destination location must be provided to the host Rotary club representative in case of emergency.
Prior to any travel outside the United States, the requirements in the “Travel to Another Country” section (below) must be met.
Travel to Another Country
Travel that includes leaving the United States requires the signature of the District Responsible 32
Officer for the Department of State on the Certificate of Eligibility for Exchange Visitor (J---1) Status form (DS---2019), which is part of the student’s visa. (see sample in Appendix).
The original DS---2019 should be presented to the Responsible Officer for his signature at least two weeks prior to the beginning of travel. Mail or hand---deliver to: Karna Halverson, Responsible Officer, 1314 Mayflower Court, Northfield, MN 55057, [email protected]
Additional Visa May Be Required to Travel Outside of USA
Inbound students traveling with host families to Canada or Mexico may need a visa to enter these countries. Refer to the following websites for information pertaining to these countries: Mexico: www.inm.gob.mx/index.php/page/paises_visa/en Canada: www.cic.gc.ca/english/visit/visas.asp Host families planning to take their inbound students to a country outside of the USA should check with the respective embassies for status changes in visa regulations. Rules for Unaccompanied Travel 1. The student must demonstrate that he/she is reliable, trustworthy and doing well in school before any consideration will be given to independent travel arrangements. Students are required to attend school, so travel is to be limited to school vacations, unless permission has been given by the Youth Exchange Chair. 2. Travel may be granted to visit adult relatives only. 3. The completed “Unaccompanied Travel Permission Form” must be submitted by the host Club Youth Exchange Officer to: North Star Office, 105 E. 4th Street, Suite 217, Northfield, MN 55057 (Email: [email protected]) (Upload completed and signed forms to The HUB – Under the “Documents” tab.) 4. Permission will be granted only if all required signatures are obtained: a. Natural parents b. District Country Exchange Officer c. Host parents d. District Youth Exchange Chair e. Host Rotary Club Representative 5. Travel must be by the most direct route possible. 6. Student must be met at the terminal in the city to which he/she is traveling. 7. Student must abide by North Star Rotary Exchange rules at all times. Unaccompanied Travel Permission Form
1. Youth Exchange Officer must complete this form and obtain all signatures before uploading the form to the HUB under the Document section of the student’s file. 2. Permission to travel is granted when all signatures have been obtained. Final authority rests with the District Youth Exchange Chair. 3. If permission to travel is denied and a non---refundable travel ticket was purchased, the purchaser will sustain the financial loss. 4. All signatures do not have to be on one sheet. To expedite the process, duplicate this form and send copies to all persons whose signatures are required. A signed letter from student’s natural parents may be substituted for their signature on this form. 33
Student’s name: Phone #: Host family name: Host family address: Host Rotary Club: Person(s) to be visited: Relationship to student: Complete address: Phone # day: eve: Purpose of visit: Provide complete itinerary; Use additional sheet if necessary:
Flight information --- indicate plane changes, if any, and city:
Departure: City Date Time Airline Flight # Arrive at Time
Return:
The undersigned hereby grant permission for unaccompanied travel:
Natural parent(s)
Host Parent Host Club Representative
North Star Rotary YE Country Officer North Star Rotary YE Chair Upload form(s) on The HUB ONLY after all signatures have been obtained.
Inbound Student Costs to Host Club
The host club’s share of costs for each inbound student’s Youth Exchange Program activities is $400. This includes the student’s participation in the Inbound overnight weekend events, Inbound Orientation, Country Fair, and District Conference, a share of the cost of conducting required host family background checks.
Total cost billed by district: $400 An invoice will be sent after the student’s arrival.
Additional costs to club for each inbound student: Monthly allowance ($80.00/month – paid directly to student) $960
School lunch $100/month estimate 34
The Rotary club should budget for all host family members to attend the Youth Exchange banquet at the District Conference. $30---$50 per person estimate
Other possible costs for Inbound Students, at host club discretion: Christmas gift Yearbook pictures Birthday gift Yearbook purchase Graduation gift School athletic jacket Prom expense and/or assistance Eastern States Trip expense assistance (e.g. borrow formalwear, etc.) Gift at departure
Monthly Financial Support
The host club is to provide each of its inbound students their school lunch, plus $80.00 per month for spending money. It is important that all students receive the same amount for their monthly allowance ($80). Your club is encouraged to give your inbound student special gifts for birthday, holiday, graduation, and departure.
NOTE: Clubs are not allowed to make monetary payments or other incentives to host families.
Host Family Section
Host Family Committee Responsibilities
The goal of this committee is to find, vet and prepare families to host an inbound student during a one---year exchange.
The first step is to find good families. Please read Tips on Finding Host Families. Once you have an interested family, it’s time to vet them.
Prior to vetting what can you give a potential host family? A potential host family can receive a copy of the inbound student’s letter and the parent’s letter. All identifying information must be blacked out. You may provide: gender, first name, country, interests, age, dietary restrictions, and special medical needs.
Vetting a Potential Host Family
The First step to Vetting a Host Family is to share the online link to the Host Family Application. Ask the Host Family to complete this application, initiate the Background check process, and notify 35 references that an email will be coming from North Star.
Each person 18 and older living in the house during the exchange student’s stay with the family must complete the North Star online Back Ground check.
An automated email will go to the club YEO and Counselor when the first step of vetting is complete and it is time to do a scheduled in home interview.
The in---home family interview must be conducted by two Rotarians, at least one of whom must have completed the Department of State training (see page 8). After all questions are answered, a report must be filed by the interviewers via the HUB or the Webportal.
A family is officially vetted after the in home interview is complete and report filed. Encourage the host family to contact their student via email.
Invite the family to be at the airport for their student’s arrival.
Note: After reviewing the application, a vetted host family may decide that they don’t want to host this student. If this occurs, let them know that they may apply to host another student in the future.
Things to Do While the Student Is Living with a Host Family
Contact must occur between the Rotary club and the host family on a monthly basis.
There must be one in---person contact with each host family.
An additional visit to the host family home is required. Within the 60 days of placement into a home, a Rotarian other than the two that interviewed the family must stop by the home to make sure all is well.
All other monthly contacts with the host family may be via phone, email or in---person.
Tips on Finding Host Families
Finding host family happens all year long…not just when you receive the application. Keep notes of who you contact to, who expresses a possible interest so that you can refer back to them once the student’s application arrives.
Once you receive the application of your new inbound student, you will want to share more information about her or him, but with the strict guidelines from the Department of State, you cannot give an entire student application to a potential host family until they have been vetted. Therefore, make many copies of the inbound student’s letter and the natural parents’ letter, blackout the family’s last name and any other contact information, and make this your handout. This cannot contain any photos or contact information of the student. 36
Your goal is to find three host families (each would host four months) and have a fourth family ready---to---go for any temporary placement that may be needed.
Sources of potential host families include: • High school counselors and language teachers • High school international clubs • Friends of your outbound student • Past outbound students’ families • Past host families • Friends like to share the experience, ask a host family if they have friends that want to do this with them • Never overlook families who have no children or small children or retired people, these make great host families too • Ask your current inbound student if they know of someone who would be a good host family for next year’s inbound student • Current or future outbound student’s families • Talk about your program all of the time, get people to think about it and always remember to write down potential prospects, some people need time to think about it. • Always keep a good attitude: There ARE families waiting to be asked, you have just not talked to them YET!
Personality Traits of a Host Family • Active • Social • Outgoing • Friendly • Curious about the world • Caring
Who Can Host • A couple with or without children. • A single parent with children in the home. • A single adult without children in the home can host if a Rotarian other than the one that recruited and selected the applicant conducts a secondary review of the application to ensure an adequate support network exists, and both the exchange student and his/her natural parents agree in writing in advance to the placement.
Who Cannot Host • The club Youth Exchange Counselor cannot host the inbound student he/she is mentoring. If they should desire to host, another person in the Rotary club must be appointed to assume the duties of Counselor to the inbound student. • Any family receiving financial needs---based government subsidies for food or housing 37
which are necessary to meet basic are living needs cannot host a student. • A relative of the inbound student cannot host this student.
Benefits of Hosting an Exchange Student Don’t forget to mention the benefits of hosting a student while you are looking for families: • Family will learn about a new culture. • Family will learn new words and phrases in a different language. • The family will develop a lasting friendship with this student and his/her family. • The host family may visit sights and events with the student that they may have overlooked if the exchange student hadn’t been in the family home. • Hosting a student may provide incentive to the children living in the host family to learn a new language or consider being an exchange student themselves. • Family will have the support and appreciation of the host Rotary club and district.
Nice Things to Do for a Host Family • Your club will be asked to pay for each host family’s meal at the District Conference. Information will be sent to you about this. • Invite the host family to your meeting when their inbound student is making their presentation. • Invite all host families to one of your meetings when it is time to bid farewell to your student. Be sure to recognize and thank your families in front of your fellow Rotarians.
Post---Exchange Evaluation Forms
The Council on Standards for International Educational Travel (CSIET) requires that post--- exchange evaluation forms be given to students, parents, and host families. These forms follow in this manual. They may also be downloaded from the Youth Exchange website: www.northstaryouthexchange.com.
A post hosting survey will be automatically sent to each host family when the student moves out. A fully vetted YE committee member for your club will have access to these on The HUB. 38
Sample Inbound Student ID Card 39 40
Sample Email Communication to Incoming Inbound Student
Dear (student’s name) and (name of student’s family),
I am the Youth Exchange Officer for the Rotary Club of Mankato, Minnesota (http://www.mankatorotary.org/). In case you have not learned already, you will be living here beginning in August. WELCOME!!
Mankato is a community of about 50,000 (http://www.mankato---mn.gov/) people located about 80 miles (130 km) southwest of Minneapolis---St. Paul, a very cosmopolitan city of several million. We are indeed very far north, 40 degrees north, and winter is very, very cold relative to what you are used to. We have all four seasons of the year. You will arrive in mid---August and summer will be wonderful. During the fall you can buy or borrow clothing items here to keep you warm in the winter… you might even take up skiing or ice skating! There are many, many community events (http://www.greatermankatoevents.com/) so there’s never a shortage of things to do. Mankato is home to is a medium sized state university, where I am a professor of geography, that has many cultural events that you might enjoy (http://www.mnsu.edu/).
Our plan is for you to live with three different families for 3.5 months each during the 10 months or so that you are here. We are still working on exactly which families, so I am not able to tell you who they are yet as they have not yet been confirmed.
There are two public high schools in town, not so creatively named Mankato West and Mankato East. You will attend whichever school your first family lives closest to. For the past two years our students have attended West (http://www.mankatowest.org/se3bin/clientschool.cgi?schoolname=school309). Each school has about 300 students per grade, grades 9---12, that’s 1,200 or so on campus. Classes begin September 9th. The school day starts about 8:00 AM and ends about 3:00 PM but you may choose to participate in activities after school such as band, tennis or something else. Please plan to arrive in Minnesota at least two weeks in advance of school beginning, three would be better, so that you have time to learn a bit of the culture, the place and your host family. So, please make arrangements to arrive August 20th… two or three days before or after is OK given air fares and your own family logistics. You want to fly to Minneapolis/St. Paul (MSP) international airport and we’ll come and meet you.
I can tell you a bit about our Club, its Youth Exchange Committee members and Rotary Counselors. Our club has about 90 members, we meet Wednesdays at noon for lunch and our Youth Exchange Committee includes myself and a woman named Patty Christiansen ([email protected]). We also have two Rotary “Counselors” who are not members of the Club, Ron & Lisa Browne ([email protected]). My job, with the help and advice of Patty, Ron & Lisa is to do most of the organizing, logistics and paperwork related to your stay. Patty fills in when I’m not available and is very good at being a resource for you as well. Ron and Lisa’s job as counselors is to provide a safe place for you at any time in case there are difficulties or uncomfortable situations with school, host family or anyone or anyplace else… something like a really trusted aunt and uncle that you can share anything with and visit with every week or two, even if just a phone call. Recently we’ve had boys as exchange students and Ron has taken a lead role. He will take less of a 41 role and Lisa will step up so that you have a woman as your main counseling contact.
The Rotary District (http://www.rotary5960.org/) has an officer who works with all students from Columbia, (name), (e---mail), you may have already corresponded with (name), I’m not sure. Her job is to make sure I have all information from the district regarding activities for all students. I’m sure Rotary is beginning to work with you and your family regarding medical insurance and all such logistics… all that will work out, just follow the procedures and directions.
Myth Busting! By Vicki Dilley, Rotary Club of Northfield, MN
Myth: Clubs can’t afford to do Youth Exchange Club membership increases because of Youth Exchange new energy comes into the club bringing new ideas, new areas of expertise which brings financial growth. Without, the club can stagnate.
Myth: Clubs can’t find host families This is absolute fact when you believe it. Your attitude, your communication, your ability to “see” host families will insure that there are no host families available. Host families are all over and when you start seeing them, you will be amazed at how easy it is to get them involved. Check your attitude and the way you communicate… Sub---Myth: Host families have to be Rotarians: No way, this is the beauty of it all; anyone qualified can be a host family whether they are a Rotarian or not. It is a great way to recruit future Rotarians!
Myth: The schools don’t want to be involved in Youth Exchange Not everyone’s experience…have your school principal or superintendent talk to another towns school leaders that embraces this as a wonderful part of their education program. They will tell you that they are disappointed that each school is capped at 5 Rotary students per year.
Myth: Students are not interested in Youth Exchange Get a Rotex student to come to talk to your schools student body…share the success stories. Don’t get stuck on the 1% that did not work out perfectly. We have a gold mine of stories with our Rotex and we should be sharing their stories…talk about changed lives, Minnesota/ Wisconsin students that became world citizens and are intensely interested in World Peace and Understanding!
Myth: Families can’t afford to do Rotary Youth Exchange, we are in a tough economy How much does it cost to keep your student at home? Gas, car insurance, food, entertainment, education, etc…I would suggest that you will save money sending a student abroad. How do measure what they gain from the experience? Perhaps because of their year abroad they will test out of a language, receive college credit for their time, receive a scholarship or grant because of their uniqueness to the institution or even be lead into a job or passion because of this year’s development in their life. Price---less.
There are other myths beyond just the ones listed above; these are just the ones we hear most often. 42
It is time to do some myth busting and really get behind this worthwhile program!
Why Do Youth Exchange North Star Inbound Student’s Speech to Attendees at the 2011 District Conference
522. This must be the approximate number of times I started this speech over. I’ve got to admit it; when I sat in front of this white paper, I had no idea where to start. Where should I start when speaking about the most amazing year of my life? Where should I start when I have so many people to thank? And where should I start to get 35 exchange students’ attention for more than 2 minutes?
The best answer I found was starting at the beginning. I’m pretty sure that during the last 8 months, all the exchange students around the world felt like they were pregnant. Going from laugh to tears, from being motivated to being ready to give up, from thinking about taking the next plane home to hopping that this year will never end. However, even after all that, I can remember the most difficult day, and it happened to be the first one. On August 24th, when I was finally ready to get in the plane that would take me to the other side of the world, my phone rang. I answered it, and what I heard made the last few steps to get into the plane the most difficult I’ve ever have to take; my 10 year old brother had unintentionally called me while playing on my mum’s phone. He didn’t say much, neither did I, but it’s what we couldn’t say that was so strong. These steps that I had to take became the analogy of my year abroad; if I could walk in that plane, I knew I would be able to do everything. And here I am!
See, that’s the difference between everything we’ve ever known, and what the Rotary provides us. Our parents since our youngest age told us how to act, to be polite, and say please and thank you. Schools taught us how to learn, what to learn, how to fit in the society. The Rotary? They asked us. The asked us “where do you want to go?” send us there, and told us “Do whatever you want, experience by yourself, make your decisions, find your own way! And follow the 4 D’s…”. The first thing I learned from them was that seeing things differently, from another angle may be the answer. Since then, I celebrate differences and that’s what I want to share with you today. It doesn’t matter who you are, where you are or what you’re doing, our differences are what we must be most proud of. Do not try to fit in a society, create your own. Create your society were skin color, religion, sexuality, gender, look, IQ are differences that would be celebrated and not be falsely unseen. Only then would we become a beautiful mosaic: different people, different beliefs, different yearnings, different hopes, and different dreams. Too often did I see awesome people with awesome accents trying to get rid of them to sound like everyone one else. Don’t do that… Your accent is part of you, you are carrying your country with you when you speak, and I believe that it is worth those few words you will never be able to pronounce…
(Thank you) for giving me the opportunity to travel the world; and…I would like to thank Rotary International, and more precisely, every single club that opens their doors to exchange students, every club counselor, every host family. Thank you to all the country officers here, and everyone who is involved in making this year the most memorable year of my life. I would also like to thank Rotex, you guys have been really patient with us and have done an awesome job with everything.
43
Thank you to my wonderful exchange students, you changed my life forever. We still have to adventure through the East Coast together and I’m really looking forward to be stuck in a bus for 17 days with all of you. Last but not least, I would like to say happy birthday to my host dad. I think he’s turning 22 today, so have a wonderful day!! Thank you.
Government Regulations (HINT: Review this before taking the annual DOS Online, open---book test) § 62.25 Secondary school students. ---
(a) Purpose. This section governs Department of State designated exchange visitor programs under which foreign secondary school students are afforded the opportunity to study in the United States at accredited public or private secondary schools for an academic semester or an academic year, while living with American host families or residing at accredited U.S. boarding schools.
(b) Program sponsor eligibility. Eligibility for designation as a secondary school student exchange visitor program sponsor is limited to organizations:
(1) With tax---exempt status as conferred by the Internal Revenue Service pursuant to section 501(c)(3) of the Internal Revenue Code; and
(2) Which are United States citizens as such term is defined in §62.2.
(c) Program eligibility. Secondary school student exchange visitor programs designated by the Department of State must:
(1) Require all exchange students to be enrolled and participating in a full course of study at an accredited academic institution;
(2) Allow entry of exchange students for not less than one academic semester (or quarter equivalency) and not more than two academic semesters (or quarter equivalency) duration; and
(3) Ensure that the program is conducted on a U.S. academic calendar year basis, except for students from countries whose academic year is opposite that of the United States. Exchange students may begin an exchange program in the second semester of a U.S. academic year only if specifically permitted to do so, in writing, by the school in which the exchange student is enrolled. In all cases, sponsors must notify both the host family and school prior to the exchange student's arrival in the United States whether the placement is for an academic semester, an academic year, or a calendar year.
(d) Program administration. Sponsors must ensure that all organizational officers, employees, representatives, agents, and volunteers acting on their behalf:
(1) Are adequately trained. Sponsors must administer training for local coordinators that specifically includes, at a minimum, instruction in: Conflict resolution; procedures for handling and reporting emergency situations; awareness or knowledge of child safety standards; information on sexual conduct codes; procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect; and the criteria to be used to screen potential host families and exercise good judgment when identifying what constitutes suitable host family placements. In addition to their own training, sponsors must ensure that all local coordinators complete the Department of State mandated training module prior to their appointment as a local coordinator or assumption of duties. The Department of State training module will include instruction designed to provide a comprehensive understanding of the Exchange Visitor Program; its public diplomacy objectives; and the Secondary School Student category rules and regulations. Sponsors must demonstrate the individual's successful completion of all initial training requirements and that annual refresher training is also successfully completed.
(2) Are adequately supervised. Sponsors must create and implement organization---specific standard operating procedures for the supervision of local coordinators designed to prevent or deter fraud, abuse, or misconduct in the performance of the duties of these employees/agents/volunteers. They must also have sufficient internal controls to ensure that such employees/agents/volunteers comply with such standard operating procedures.
(3) Have been vetted annually through a criminal background check (which must include a search of the Department of Justice's National Sex Offender Public Registry);
44
(4) Place no exchange student with his or her relatives;
(5) Make no exchange student placement beyond 120 miles of the home of the local coordinator authorized to act on the sponsor's behalf in both routine and emergency matters arising from that exchange student's participation in the Exchange Visitor Program
(6) Make no monetary payments or other incentives to host families;
(7) Provide exchange students with reasonable access to their natural parents and family by telephone and e---mail;
(8) Make certain that the exchange student's government issued documents ( i.e. , passports, Forms DS–2019) are not removed from his/her possession;
(9) Conduct the host family orientation after the host family has been fully vetted and accepted;
(10) Refrain, without exception, from acting as:
(i) Both a host family and a local coordinator or area supervisor for an exchange student;
(ii) A host family for one sponsor and a local coordinator for another sponsor; or
(iii) A local coordinator for any exchange student over whom he/she has a position of trust or authority such as the student's teacher or principal. This requirement is not applicable to a boarding school placement.
(11) Maintain, at minimum, a monthly schedule of personal contact with the exchange student. The first monthly contact between the local coordinator and the exchange student must be in person. All other contacts may take place in---person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring that issues raised through such contacts are promptly and appropriately addressed.
(12) That a sponsor representative other than the local coordinator who recruited, screened and selected the host family visit the exchange student/host family home within the first or second month following the student's placement in the home.
(13) Maintain, at a minimum, a monthly schedule of personal contact with the host family. At least once during the fall semester and at least once during the spring semester, ( i.e. , twice during the academic year) the contact by the local coordinator with the host family must be in person. All other contacts may take place in person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring the issues raised through such contacts are promptly and appropriately addressed.
(14) That host schools are provided contact information for the local organizational representative (including name, direct phone number, and e--- mail address), the program sponsor, and the Department's Office of Designation; and
(15) Adhere to all regulatory provisions set forth in this Part and all additional terms and conditions governing program administration that the Department may impose.
(e) Student selection. In addition to satisfying the requirements of §62.10(a), sponsors must ensure that all participants in a designated secondary school student exchange visitor program:
(1) Are secondary school students in their home countries who have not completed more than 11 years of primary and secondary study, exclusive of kindergarten; or are at least 15 years of age, but not more than 18 years and six months of age as of the program start date;
(2) Demonstrate maturity, good character, and scholastic aptitude; and
(3) Have not previously participated in an academic year or semester secondary school student exchange program in the United States or attended school in the United States in either F–1 or J–1 visa status.
(f) Student enrollment. (1) Sponsors must secure prior written acceptance for the enrollment of any exchange student in a United States public or private secondary school. Such prior acceptance must:
45
(i) Be secured from the school principal or other authorized school administrator of the school or school system that the exchange student will attend; and
(ii) Include written arrangements concerning the payment of tuition or waiver thereof if applicable.
(2) Under no circumstance may a sponsor facilitate the entry into the United States of an exchange student for whom a written school placement has not been secured.
(3) Under no circumstance may a sponsor charge a student private school tuition if such arrangements are not finalized in writing prior to the issuance of Form DS–2019.
(4) Sponsors must maintain copies of all written acceptances for a minimum of three years and make such documents available for Department of State inspection upon request.
(5) Sponsors must provide the school with a translated “written English language summary” of the exchange student's complete academic course work prior to commencement of school, in addition to any additional documents the school may require. Sponsors must inform the prospective host school of any student who has completed secondary school in his/her home country.
(6) Sponsors may not facilitate the enrollment of more than five exchange students in one school unless the school itself has requested, in writing, the placement of more than five students from the sponsor.
(7) Upon issuance of a Form DS–2019 to a prospective participant, the sponsor accepts full responsibility for securing a school and host family placement for the student, except in cases of voluntary student withdrawal or visa denial.
(g) Student orientation. In addition to the orientation requirements set forth at §62.10, all sponsors must provide exchange students, prior to their departure from their home countries, with the following information:
(1) A summary of all operating procedures, rules, and regulations governing student participation in the exchange visitor program along with a detailed summary of travel arrangements;
(2) A copy of the Department's welcome letter to exchange students;
(3) Age and language appropriate information on how to identify and report sexual abuse or exploitation;
(4) A detailed profile of the host family with whom the exchange student will be placed. The profile must state whether the host family is either a permanent placement or a temporary---arrival family;
(5) A detailed profile of the school and community in which the exchange student will be placed. The profile must state whether the student will pay tuition; and
(6) An identification card, that lists the exchange student's name, United States host family placement address and telephone numbers (landline and cellular), sponsor name and main office and emergency telephone numbers, name and telephone numbers (landline and cellular) of the local coordinator and area representative, the telephone number of Department's Office of Designation, and the Secondary School Student program toll free emergency telephone number. The identification card must also contain the name of the health insurance provider and policy number. Such cards must be corrected, reprinted, and reissued to the student if changes in contact information occur due to a change in the student's placement.
(h) Student extra---curricular activities. Exchange students may participate in school sanctioned and sponsored extra---curricular activities, including athletics, if such participation is:
(1) Authorized by the local school district in which the student is enrolled; and
(2) Authorized by the state authority responsible for determination of athletic eligibility, if applicable. Sponsors shall not knowingly be party to a placement (inclusive of direct placements) based on athletic abilities, whether initiated by a student, a natural or host family, a school, or any other interested party.
46
(3) Any placement in which either the student or the sending organization in the foreign country is party to an arrangement with any other party, including receiving school personnel, whereby the student will attend a particular school or live with a particular host family must be reported to the particular school and the National Federation of State High School Associations prior to the first day of classes.
(i) Student employment. Exchange students may not be employed on either a full or part---time basis but may accept sporadic or intermittent employment such as babysitting or yard work.
(j) Host family application and selection. Sponsors must adequately screen and select all potential host families and at a minimum must:
(1) Provide potential host families with a detailed summary of the Exchange Visitor Program and of their requirements, obligations and commitment to host;
(2) Utilize a standard application form developed by the sponsor that includes, at a minimum, all data fields provided in Appendix F, “Information to be Collected on Secondary School Student Host Family Applications”. The form must include a statement stating that: “The income data collected will be used solely for the purposes of determining that the basic needs of the exchange student can be met, including three quality meals and transportation to and from school activities.” Such application form must be signed and dated at the time of application by all potential host family applicants. The host family application must be designed to provide a detailed summary and profile of the host family, the physical home environment (to include photographs of the host family home's exterior and grounds, kitchen, student's bedroom, bathroom, and family or living room), family composition, and community environment. Exchange students are not permitted to reside with their relatives.
(3) Conduct an in---person interview with all family members residing in the home where the student will be living;
(4) Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student's bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex.
(5) Ensure that the host family has a good reputation and character by securing two personal references from within the community from individuals who are not relatives of the potential host family or representatives of the sponsor ( i.e. , field staff or volunteers), attesting to the host family's good reputation and character;
(6) Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs---based government subsidies for food or housing;
(7) Verify that each member of the host family household 18 years of age and older, as well as any new adult member added to the household, or any member of the host family household who will turn eighteen years of age during the exchange student's stay in that household, has undergone a criminal background check (which must include a search of the Department of Justice's National Sex Offender Public Registry);
(8) Maintain a record of all documentation on a student's exchange program, including but not limited to application forms, background checks, evaluations, and interviews, for all selected host families for a period of three years following program completion; and
(9) Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual's friends or family who can provide an additional support network for the exchange student and evidence of the individual's ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student's placement with a single adult host parent without a child in the home.
(k) Host family orientation. In addition to the orientation requirements set forth in §62.10, sponsors must:
(1) Inform all host families of the philosophy, rules, and regulations governing the sponsor's exchange visitor program, including examples of “best practices” developed by the exchange community;
(2) Provide all selected host families with a copy of the Department's letter of appreciation to host families;
(3) Provide all selected host families with a copy of Department of State---promulgated Exchange Visitor Program regulations;
47
(4) Advise all selected host families of strategies for cross---cultural interaction and conduct workshops to familiarize host families with cultural differences and practices; and
(5) Advise host families of their responsibility to inform the sponsor of any and all material changes in the status of the host family or student, including, but not limited to, changes in address, finances, employment and criminal arrests.
(l) Host family placement. (1) Sponsors must secure, prior to the student's departure from his or her home country, a permanent or arrival host family placement for each exchange student participant. Sponsors may not:
(i) Facilitate the entry into the United States of an exchange student for whom a host family placement has not been secured;
(ii) Place more than one exchange student with a host family without the express prior written consent of the host family, the natural parents, and the students being placed. Under no circumstance may more than two exchange students be placed with a host family, or in the home of a local coordinator, regional coordinator, or volunteer. Sponsors may not place students from the same countries or with the same native languages in a single home.
(2) Prior to the student's departure from his or her home country, sponsors must advise both the exchange student and host family, in writing, of the respective family compositions and backgrounds of each, whether the host family placement is a permanent or arrival placement, and facilitate and encourage the exchange of correspondence between the two.
(3) In the event of unforeseen circumstances that necessitate a change of host family placement, the sponsor must document the reason(s) necessitating such change and provide the Department of State with an annual statistical summary reflecting the number and reason(s) for such change in host family placement in the program's annual report.
(m) Advertising and marketing for the recruitment of host families. In addition to the requirements set forth in §62.9 in advertising and promoting for host family recruiting, sponsors must:
(1) Utilize only promotional materials that professionally, ethically, and accurately reflect the sponsor's purposes, activities, and sponsorship;
(2) Not publicize the need for host families via any public media with announcements, notices, advertisements, etc. that are not sufficiently in advance of the exchange student's arrival, appeal to public pity or guilt, imply in any way that an exchange student will be denied participation if a host family is not found immediately, or identify photos of individual exchange students and include an appeal for an immediate family;
(3) Not promote or recruit for their programs in any way that compromises the privacy, safety or security of participants, families, or schools. Specifically, sponsors shall not include personal student data or contact information (including addresses, phone numbers or email addresses) or photographs of the student on Web sites or in other promotional materials; and
(4) Ensure that access to exchange student photographs and personally identifying information, either online or in print form, is only made available to potential host families who have been fully vetted and selected for program participation. Such information, if available online, must also be password protected.
(n) Reporting requirements. Along with the annual report required by regulations set forth at §62.15, sponsors must file with the Department of State the following information:
(1) Sponsors must immediately report to the Department any incident or allegation involving the actual or alleged sexual exploitation or any other allegations of abuse or neglect of an exchange student. Sponsors must also report such allegations as required by local or state statute or regulation. Failure to report such incidents to the Department and, as required by state law or regulation, to local law enforcement authorities shall be grounds for the suspension and revocation of the sponsor's Exchange Visitor Program designation;
(2) A report of all final academic year and semester program participant placements by August 31 for the upcoming academic year or January 15 for the Spring semester and calendar year. The report must be in the format directed by the Department and must include at a minimum, the exchange student's full name, Form DS–2019 number (SEVIS ID #), host family placement (current U.S. address), school (site of activity) address, the local coordinator's name and zip code, and other information the Department may request; and
(3) A report of all situations which resulted in the placement of an exchange student with more than one host family or in more than one school. The report must be in a format directed by the Department and include, at a minimum, the exchange student's full name, Form DS–019 number
48
(SEVIS ID #), host family placements (current U.S. address), schools (site of activity address), the reason for the change in placement, and the date of the move. This report is due by July 31 for the previous academic school year.
[75 FR 65981, Oct. 27, 2010]
Forms Club Certificate of Intent for Hosting an Inbound Student North Star Rotary Youth Exchange Program For Exchange Year
Please complete and return form via email to [email protected], when requested.
Our Rotary Club is 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/young people with whom they come into contact.
The Club certifies that it will comply with all rules and procedures outlined in the Youth Exchange Abuse & Harassment Prevention & Protection Policy as well as following the procedures and practices, listed below: Pre---Arrival: • Recruit potential host families; complete vetting of Host Family on the HUB, complete online background check. Ideally 3 families and one emergency placement host family should be selected based on successful clearance of background checks. • Sign and return Guarantee Form to applicable North Star Youth Exchange Country Officer (necessary for inbound student to receive visa). Provide a complete application to the school’s guidance office. • Ensure that background checks and in---home interviews are completed prior to placing a student in the home. • Provide and review the Host Parent Handbook prior to the student’s arrival. Inform host parents of the next scheduled District Inbound Student Orientation Session. • Ensure that contacts are made with student and his or her family prior to arrival. • Assign Rotarian of same gender as counselor for the student, and ensure their regular, documented contact with student. • Email to student: school, community, and host family information; upload a copy of the email to the Document section of the Student’s file on the HUB. 1st Week: • Ensure the student is welcomed upon arrival at the airport. • Provide contact information to student, including: o Host club Rotary counselor o Host club Youth Exchange chairperson o Host club president o U.S. Department of State Emergency Hotline, available 24/7: 866---283---9090 o District hotline for inbound students: [email protected] o Ensure that student has a round---trip ticket. • Assist student in securing a safe place for storage of passport, visa, and other documents. • Collect and secure the student’s emergency fund ($400 US). • Open a bank account for the student. • Insure that a copy of the student’s insurance card and claims information are uploaded to the HUB • Update student’s ID card every time they move. • Arrange for school enrollment. Ongoing: • Ensure that student attends mandatory functions of District for exchange students, such as Orientation, Inbound Student Weekends and District Conference. • Stay in touch with host families and inbound student monthly to identify and respond to issues and problems as rapidly as possible. Record on contact schedule.
49
• Ensure careful coordination for transitions between host families. • Ensure that student attends and participates in local Rotary meetings and activities regularly. • Ensure counselor meets monthly with student and maintains monthly reports via the Web Portal.
Post Exchange: • Review Post Exchange reports. Make changes as necessary. Signature: I, the Youth Exchange Officer for the Rotary Club of , being the person responsible for Youth Exchange activities in our club, certify that each of the above marked statements is true and correct.
YE Officer _ Print Name Type initials and Birthdate for Signature Date Maintain copy in club file.
Inbound Student Request Form Please return this form when requested
Rotary clubs have the opportunity to request a student(s) from a particular country, to be hosted the following year. Following are the countries with which we anticipate exchanging during the 2016---2017 exchange year.
Please indicate your first four choices (1, 2, 3, and 4). We will honor a club's request on a first come first served basis. Please return your request as soon as possible.
The Rotary Club of would like to host inbound student(s) during the 2016---2017 exchange year.
Club Youth Exchange Officer (Signature, type name and Birthdate)
Club President---elect (serve as Club President 2016---2017) (Signature, type name and Birthdate)
Please indicate your first four choices (1, 2, 3, and 4):
Choice # Country Arrival Argentina August 2016 Australia January 2017 Austria August 2016 Belgium August 2016 Brazil August 2016 Chile August 2016 Colombia August 2016 Croatia August 2016 Czech Republic August 2016 Denmark August 2016 Faroe Islands August 2016
50
Finland August 2016 France August 2016 Germany August 2016 Greenland August 2016 India August 2016 Indonesia August 2016 Italy August 2016 Japan August 2016 New Zealand January 2017 Norway August 2016 Paraguay August 2016 Slovakia August 2016 South Africa January 2017 South Korea August 2016 Spain August 2016 Sweden August 2016 Switzerland August 2016 Taiwan August 2016 Thailand August 2016 Zimbabwe January 2017
We welcome a student from any country. We prefer a student to arrive in: ( ) August 2016 or ( ) January 2017 or ( ) Either
Rotary Club of Club Exchange Officer (Signature, type name and Birthdate)