Information for Rotary Clubs

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Information for Rotary Clubs

1. What is the club's role in the long-term program?

Rotary clubs that participate in the long-term Youth Exchange program are demonstrating their commitment to International Service in one of the best, most direct, most meaningful, and most fun ways possible. Clubs will seek out and sponsor local (outbound) students to spend a year overseas in a remarkable, life-changing experience, and will host one or more foreign (inbound) students for a year in your community.

The club Youth Exchange Officer, meet with interested students and their parents, and interview the students to determine their suitability for the program. Clubs are urged to invite their outbound candidates to one or more Rotary meetings before the student leaves, to help them learn more about Rotary and the sponsoring club. Outbound students should be given a few club banners to exchange overseas.

For the inbound students, the club is responsible for finding host families and arranging for schooling, in addition to providing the student with a monthly allowance (see below). Ideally, there should be two to four different host families through the year, so the student gets to enjoy a variety of experiences, several families get to enjoy the student, and no one family is over-burdened. The club must get approval from a local high school for the student to be enrolled, and that information, along with the identity of the first host family, must be submitted to the District Youth Exchange Committee at least three months before the student's arrival.

The club must ensure that Criminal Record Checks, or relevant Working with Children Checks, are undertaken for all its officers, host family and any member over the age of 18 residing with host parents, and volunteers in direct personal contact with students or with access to students’ personal records or information.

The host club must also designate one of its members to serve as the inbound student's Counsellor, to meet with the student on a regular basis, keep on top of the student's progress through the year, help resolve problems, and provide a direct link to the Rotary club. The Counsellor can be the Youth Exchange Officer or a different member, but the Counsellor cannot be the current host parent.

Host clubs should try to bring their inbounds to at least one Rotary meeting each month, so as many members as possible can meet the student. It's also a great idea to involve the student in club activities, including community and social events.

You need to ensure that inbound student departs to the destination country when the Study Exchange Program is completed

2. What will it cost the club to sponsor an outbound student?

Not very much at all. A few club banners and one or two meals as guests of the club is all that's required.

3. What will it cost the club to host an inbound student?

As part of the Youth Exchange program, Rotary Clubs are required to provide a monthly allowance (AUS$125-AUS$135) to exchange students. This is specified on the Guarantee Form (part of the student's application). This money is paid directly to the students, to help offset the cost of school lunches and other regular expenses.

The cost of providing a Rotary meal to an exchange student who visits the club regularly, district conference attendance, as well as appropriate club socials, should also be considered an expense of the program.

4. An exchange student candidate just called us. What do we do now?

A good first step is to refer them to this website (www.rotaryyouthexchange9600.com.au), where they can find plenty of information - just like you're doing right now. It's important for the club Youth Exchange Officer to meet with the student and his/her family to get a handle on their qualifications and motivation, and to answer the many questions they may have. If the YEO is new to the position, or would like some help, just contact the District YE Committee - they should be happy to make someone available to assist.

Once you've met the student and decided that your club will sponsor him/her, then work with the candidate to complete the application form and make sure it is forwarded on to the District YE Committee in advance of the annual deadline.

5. Our club got a call/e-mail from a Rotarian overseas, looking for a place for his child. What should we do about this?

Unfortunately, some of our Rotary colleagues overseas will take unfair advantage of their membership and try to open up an opportunity for their own children. As a matter of policy, any such requests should be immediately forwarded on to the District YE Committee. But Rotary International regulations prohibit private exchanges, or even club-level exchanges. All YE arrangements must be made at the district or multi-district level.

Our exchanges are established based on years of experience, with districts whose programs we know we can rely on, both for selection of inbounds as well as hosting of our outbounds. It is almost always true that attempts to arrange private exchanges are a result of a student's not meeting the criteria of the local district, or the parents' trying to push the student into something they really don't want. Without the proper selection and orientation process, the chances of a student's exchange being successful are dramatically reduced. Therefore, it is rarely a good idea to endorse an independent request for an exchange, because it really puts the reputation of our entire program at risk.

6. Can our children and grandchildren participate in Rotary Youth Exchange?

YES! The Rotary Youth Exchange program is open to children of Rotarians and non-Rotarians alike. Because this is not a program of the Rotary Foundation, there is no restriction on who may participate, and we can certainly send your club members' children and grandchildren, if they would like to go. At the same time, though, be careful not to restrict participation to offspring of your fellow Rotarians. And keep in mind that parents of exchange students can also be potential new members of your club!

7. Do host families have to be Rotarians?

Absolutely not. Though some clubs prefer the first family be a Rotary family, perhaps to cement the relationship with the club, there is no requirement that all or any of the host families be Rotary members. In fact, host families, like families of outbounds, often discover Rotary because of this program, and ultimately join Rotary Clubs.

But the important thing to remember is that any reputable family in your community is eligible to host a Rotary exchange student.

8. So how do we get started?

It's easy! Contact the Youth Exchange District 9600 Chair (Who is that?).

Schedule one of the Youth Exchange committee members as a speaker for your club and start talking about hosting an inbound student next year (those arrangements need to be made several months in advance, so it's never too early). Make plans to talk to your area high school students early in the fall, for the long-term program the following year. Invite an inbound student or former outbound student to speak at your club to help inspire the membership. And get ready for one of the most rewarding, most wonderful programs that Rotary has to offer.

Welcome to Rotary Youth Exchange!

9. We have a suitable candidtate, how do we proceed?

Direct the student to our website "www.rotaryyouthexchange9600.com.au"
The student needs to download the initial application, and have the club endorse their application (the current president and president elect signature are required) and email to the District 9600 Chair (chairyep@rotary9600.org)
After receiving the endorsed application from the club, the District Chair will email the student the link for the full application, of which the student needs to complete online.
The student then will print the application and attach the following documents and post it to the District Chair (4 original copies)

10. The timing of Club's applications
*Inbound Students*
Club certification
Submit the Club application to host an inbound student to the District Youth Exchange Committee	For July inbound student End of March
Club Counsellor
Select and brief a counsellor	For July inbound student End of March
Obtain a Police Check, “Blue Card” or optimum alternate legal certification	For July inbound student Mid May
Host Families
Select, interview and brief the first host family	For July inbound student End of March
Obtain a Police Check, “Blue Card” or optimum alternate legal certification	For July inbound student End of May
Select, interview and brief subsequent host families (if not done at the same time as the first)	6 weeks before the student joins them
Commence the process to obtain a Police Check, “Blue Card” or optimum alternate legal certification	6 weeks before the student joins them
Outbound Students
Club
Submitting the Club application for certification by the District Youth Exchange Committee to sponsor an outbound student	End of April
Club Counsellor
Selecting and briefing a counsellor(s) for the Club’s outbound student	4 weeks before the official Club interview date
Obtain a Police Check, “Blue Card” or optimum alternate legal certification	4 weeks before the official Club interview date
Interviewing and briefing the student’s parents	By the official Club interview date

11.Club Compliance

All Clubs that wish to apply to the District for certification must provide the District with a signed YESP CL 5 and or YESP CL 6 form(s).

All Australian Districts will monitor and ensure that all certified Clubs within the District comply with RI guidelines for abuse and harassment prevention as set out in this policy and in further detail in document YESP CL 1 “Rotary Youth Exchange Club Certification Criteria”
All Australian Districts will verify that all Rotary Club Protection Officers complete return to the District Chairman completed copies of the YESP CL 7 form as confirmation that all the requirements of YESP CL 1 have been complied with and that everything has been done within the required time frame.
All Rotary Clubs are required to be certified for involvement in Youth Exchange on an annual basis.

Selection of host families must not involve payment of board or a subsidy to the host family, or to any other party, as a condition of the student’s placement

Must adequately screen and select host families and as a minimum must: conduct an in-person interview with all host family members over 18 residing in the home;

· ensure that the host family is capable of providing a safe, comfortable and nurturing home environment;
· ensure that the host family understands and agrees to meet the financial obligations of hosting; and
· verify that each member of the host family has undergone a Criminal Record Check in accordance with the relevant national, state or territory requirements.

If you intend to place more than one student simultaneously with the same host family, the exchange organisation must ensure all parties agree to the double placement prior to the second student being accommodated with that host family.