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Youth Exchange Officer Manual 2020-2021

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Youth Exchange Officer Manual 2020-2021 YOUTH EXCHANGE OFFICER MANUAL 2020-2021 Authority 2 Support 2 Definitions 2 Abbreviations Used in This Manual 3 Rotary Youth Exchange Program 4 Purpose and Goals ....................................................................................................................... 4 History ......................................................................................................................................... 4 Objectives of the Program ........................................................................................................... 5 Eligibility ..................................................................................................................................... 5 Guidelines for Success ................................................................................................................ 6 District Youth Exchange Committee Function ........................................................................... 6 Web resources: ............................................................................................................................ 6 Three Ways to Participate ........................................................................................................... 7 District 5020 Youth Exchange Committee Structure .................................................................. 8 Typical Exchange Year Calendar for YEOs 9 Club Officer Guidelines – Long Term Exchange Program (LTEP) 13 YEO Guidelines for Inbound Students ...................................................................................... 13 Overview ................................................................................................................................... 13 Building a Club Youth Exchange Committee ........................................................................... 13 Reviewing Inbound Student Applications ................................................................................. 14 Host Families ............................................................................................................................. 14 Finding Host Families ............................................................................................................... 16 Involving Host Families ............................................................................................................ 16 Inbound Arrival ......................................................................................................................... 17 Vetting of volunteers and host families ..................................................................................... 17 Student welfare and problem solving ........................................................................................ 17 Travel while on Exchange ......................................................................................................... 18 Record Keeping and Regulations .............................................................................................. 19 Working with the District Committee ....................................................................................... 19 Youth Protection Guidelines ..................................................................................................... 20 Communication ......................................................................................................................... 20 Maintaining Regular Monthly Contact ...................................................................................... 20 Counseling Policies, Procedures and Guidelines ...................................................................... 20 Inbound Exchange Students ...................................................................................................... 20 Club Counselor Handling of Problems: .................................................................................... 21 Inbound Student Manual ........................................................................................................... 22 Rev. Oct 26, 2020 Rotary District 5020 Youth Exchange Officers Manual 2020-2021 Important Dates ......................................................................................................................... 22 Student Travel Policy ................................................................................................................ 22 Visa requirements for Inbound student cross-border travel after arrival................................... 22 Club YEO Guidelines for Outbound Students 23 Local Selection and Interview ................................................................................................... 23 Local Interview Organization .................................................................................................... 24 Characteristics Governing Selection ......................................................................................... 25 After the Interview .................................................................................................................... 26 District Level Interviews ........................................................................................................... 26 Student Country Assignment ..................................................................................................... 27 District Outbound Orientation ................................................................................................... 28 General Information ................................................................................................................ 29 Outbound Student Manual ......................................................................................................... 29 Club Officers Guide - Short Term Exchange Program (STEP) 30 Overview ................................................................................................................................... 30 Timetable: .................................................................................................................................. 30 Family/Student Responsibilities ................................................................................................ 31 Typical Minimum STEP Family Budget (In US Dollars) ......................................................... 32 Club YEO Responsibilities ........................................................................................................ 32 Typical Calendar For STEP ....................................................................................................... 33 Appendix 1- Inbound Student Travel Policy 34 Appendix 2 - Rules and Conditions of Exchange 35 Appendix 3 - Frequently Asked Questions 36 Appendix 4 – Early Return Policy 37 Appendix 5 - Sample LTEP Poster 41 Appendix 6 - Sample STEP Poster 42 Appendix 7 – Club Level Interviews 43 Appendix 8 – Crisis Management 46 Authority This Manual is incorporated by reference into the District 5020 Policy Manual. In case of a discrepancy between this Manual and the District Policy Manual, the District Policy Manual shall take precedence. Support Contact the District Youth Exchange Club Coordinator for support with this manual. Check the program website regularly for updates and current information. www.rye5020.org Definitions In this manual: ● The masculine shall include the feminine; ● The singular shall include the plural; and ● A reference to a parent shall include a person legally appointed as guardian in accordance with the laws of the domicile of the child. 2 Rotary District 5020 Youth Exchange Officers Manual 2020-2021 Abbreviations Used in This Manual AG Assistant Governor Council District Council DC District Council District Rotary International District 5020 (also: the District) DG Current serving District Governor DGE District Governor-Elect – the person elected by RI to serve as DG in the next Rotary year DLTA District Leadership Training Assembly DTvZ District Training via Zoom ESSEX Eastern States Student Exchange IB Inbound student IYWT It’s Your World, Travel – The travel agency used for all LTEP Outbound students LTEP Long Term Exchange Program – an exchange for one school year MOP Manual of Procedure – compilation of RI policies and procedures, revised following each Council on Legislation (meets every three years) NAYEN North American Youth Exchange Network – a non-profit organization encompassing all Rotary Youth Exchange Programs in the US, Canada, and Mexico OB Outbound student PDG Any previous District Governor PETS Presidents-Elect Training Seminar RB Rebound student RI Rotary International RC Rotary Club RCOP Rotary Code of Policies, subordinate to the Manual of Procedure ROTEX Rotex are students who have completed a Rotary youth exchange and wish to continue service with their local youth exchange program and clubs RYE/YE Rotary Youth Exchange RYLA Rotary Youth Leadership Award STEP Short Term Exchange Program – an exchange during the summer months TRF The Rotary Foundation VTT Vocational Training Team WCS World Community Service WESSEX Western States Student Exchange YEAH Youth Exchange Administrative Hub. YEO Youth Exchange Officer YPO Youth Protection Officer 3 Rotary District 5020 Youth Exchange Officers Manual 2020-2021 Rotary Youth Exchange Program Purpose and Goals The most powerful force in the promotion of international understanding and peace is exposure to different cultures. The world becomes a smaller, friendlier place when we learn that
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