Workshop for New Rotary Youth Exchange Officers Kate Hoeppel, Youth Exchange Senior Supervisor, RI Alan Wylie, Chair, 2013-14 RI Youth Exchange Committee

Workshop for New Rotary Youth Exchange Officers

Workshop for New Rotary Youth Exchange Officers

Kate Hoeppel, Youth Exchange Senior Supervisor, RIAlan Wylie, Chair , 2013-14 RI Youth Exchange Committee

Welcome!Welcome!

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Role of RI Staff

• John Hewko, General Secretary• Michele Berg, Chief Officer, Programs and Member

Services• Victor Barnes, Director, Programs & Grants• Sharon Cyr, Manager, Programs• Adam Doty, Manager, New Generations Programs• Kate Hoeppel, Senior Supervisor, Youth Exchange • Tom Woods, Senior Coordinator, Youth Exchange • Jessica Borrego, Compliance & Reporting

Coordinator, Youth Exchange • Lauren Ribant, Service Coordinator, Youth Exchange

[email protected]

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Youth Service – the Fifth Avenue of Service

New Generations Service Youth Service•New Generations Service was enacted in 2010•Name was changed to Youth Service in 2013•Includes any activity serving those under 30•Encourages the promotion and cross-promotion of programs •Cultivation of program participants and their families as future Rotary members

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Rotary Youth ExchangeAn Opportunity of a Lifetime

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Youth Exchange Program Summary

• Two Programs– Short Term Program– Long Term Program

• Both provide opportunities– Be the ambassador – Experience new culture– Make friends for a lifetime

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Short Term Program

• One on One exchange with another student• Hosted by exchange student’s family• Normally three to four weeks in each country

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Long Term Program

• For one school year• Total immersion in the culture– Will become fluent in the language

• Hosted by 3 families (on the average)• Supported by Rotary club and Rotary counselor

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Why Rotary Youth Exchange is #1 !

• Careful interviews• Thorough orientations• Local support group (Rotary club) • Activities provided by Rotary• Low cost

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Qualifications of Rotary Exchange Student

• Good student (upper half of class)• Willingness to adapt to new situations• Initiative to get involved in activities• Willingness to speak to groups• Attitude for giving to others

THE TRAITS FOR BEING AN AMBASSADOR

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Approximate Costs of the RYE Programs

• Short Term -- $1800– Air fare– Insurance– Incidental costs

abroad– Costs for hosting

• Long Term --$6,000– Air Fare– Insurance– Orientations– Language camp– Monthly allowance– Blazer, pins, slides

Host club provides allowance

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Schedule

• Short Term– Club Interview - Oct– District Interview –

Dec– 1 Sat Orientation

with parents – Mar or Apr

– Exchange - Jun - Aug

• Long Term– Club Interview - Oct– District Interview -

Dec– 2 Sat Orientations

with parents – Jan – Mar

– Orientation camp for Students - June

– Departure – late Jul – Aug

– Return - following June / July

Note: Some districts combine Short Term and Long Term processes

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For More Information

• Short Term– Club Rotarians– Short Term

Outbound Coordinator

– District Youth Exchange Officer

• Long Term– Club Rotarians– Long term

Outbound Coordinator

– District Youth Exchange Officer

www.scrye.org

www.yeoresources.org

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Rotary Club Involvement

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Club Involvement is Critical

• No club involvement ==> no program• Some districts host & send 40+ students– Belgium, Mexico, …– Alaska, Ohio, Michigan, Washington, NY

• Many districts do not promote program– Very few number of student exchanges

• Improvement certainly possible– A culture change

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Challenges to Club

• For hosting students (long term)– Budget ($1,500 to $2,500)– Host Families (perhaps biggest challenge)

• For sending student (short term / long term)– Little cost unless providing scholarship– Provide banners

• For both– Having committee to lead effort (more later)

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Club Structure for Youth Exchange

• President• Board of Directors• International Director• YOUTH EXCHANGE COMMITTEE – Club YEO (2-3 year term)– Counselor(s) for Student(s)– 3 to 10 members (2 to 3 year terms)

Consider every new member for committee

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Tasks for Club Youth Exchange Committee

• Inbound Program (for long term students)– Find host families (look for dynamic Moms)– Appointing counselor (student’s “best friend”)– Getting student involved early (Rotary club,

school activities, community) • Outbound program– Marketing program at schools …– Student interviews

See RI Youth Exchange Handbook

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Rotary District Involvement

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District Committee Tasks

• Gain support of District Governor• Promote Rotary club involvement• Establish exchange agreements abroad• Oversee budget and calendar• Ensure compliance

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District Activities

• Outbound Program– District student interviews– Family and student orientations– Rebound orientation

• Inbound Program– Counselor and host family orientation– Student orientation after arrival– Socials (Christmas party, Interact District

Conference, Farewell Party, …)• District Conference

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District Committee Basic Structure

• Youth Exchange Officer• Long term inbound chairman• Long term outbound chairman• Short term chairman• Treasurer• Youth Protection Officer• Compliance Officer• Insurance Officer

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Outbound Program

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Three Elements

• Recruiting• Interviews• Orientations

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Recruiting Outbound Students

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Visits to Schools

• How many clubs make visits to schools– 5 or more clubs– 10 or more clubs– 25 or more clubs

• Rotarian does not have to be expert– Sample presentations are available • D5890 …

– Experienced people will help

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Message at School

• Looking for 20 (or 30 / 40) students from 150 schools in district

• Fantastic opportunity for those wishing to be ambassador

• Evening information meeting to be held for interested students and parents

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Evening Information Meeting

• For Students and Parents• Those supporting

– Rotarians– Inbounds and former outbound students

(Rotexes)– Rotex parents

• Tools – Presentation (slides 4 to 13 in this

presentation)– Videos– Speeches (Rotex, Rotex parents, Rotarians)

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Approaching Schools Does Work

• One Rotary club in Houston district visited 3 or 4 schools, each for a day.

• Result for 2009 2010– Long term outbounds – 13– Short term outbounds – 10

• Result for 2010 2011– Long term outbounds – 16– Short term outbounds – 10

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Interviewing Outbound Student Applicants

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Club Interview

• First interview• Conduct in Rotarian’s home -- 30 min• Interview parents separately• Determine if student committed • Review recommendation of school • Recommend student for district interview only if

would be excited to host student in own home

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District Interview

• In Houston, all day Saturday session• For students and parents• Involve Rotarians and Rotex• Difficult often in making final decisions• Side comment – parents often join Rotary

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Decision Making

• Factors to consider– How many students can accept (based on

expected number of host clubs)– Likelihood that student will succeed in new

culture / language environment– Would interviewer be willing to host student in

own home?• Better to say no than to have student fail

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Outbound Student Orientation

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Schedule for Orientations

• Long Term Students – With Parents (2) – January and March– Student orientation camp in June

• Short Term students – March

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Orientation Topics

• What is Rotary• Why does Rotary sponsor Youth Exchange• Preparation for departure • Helpful hints for time abroad

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Preparation for Departure

• Importance for learning the language• Knowing the country culture• Passport, VISA, Insurance, Airline tickets• Immunizations• Gifts, Photography, Luggage, Packing• Making good first impressions• Blazers, trading pins, speeches• Slides for Rotary club presentation

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Helpful Hints for Year Abroad

• Rules and expectations of Rotary • Being the ambassador• Adapt to Host Family, 1st night questions • Importance of Rotary counselor• Participation in School• Homesickness, • Limited communications home• Making close friends, speaking language• Getting involved with club and community

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Inbound Program

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Two Orientations

• Counselor and Host Family Orientation in July (prior to student arrival)

• Student orientation 1 to 2 weeks after arrival• Ohio Erie Multi District video used to address

abuse / harassment

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Basic Rule for Host Families

• TREAT STUDENT AS YOUR OWN!– Responsibilities– Rules (Curfew, …)– Freedoms

Students are here to learn and understand our way of life and are instructed to

adapt, adapt, adapt…

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Rotary Counselor Is Key to Success

• Year-around Rotary contact for student and host families

• Best friend to help solve problems for student and host families

• Important to prepare -- stay ahead of the challenges that will face student

• Good idea -- counselor-in-training for following year

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Student Orientation

• Stress high expectations for being ambassador• Orientation topics– Adapt to host family– Applying oneself at school– Make right set of friends– Become involved in Rotary club– Be known in the community– Communicate to Rotary back home

Suggestion – involve Rotex

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Host Rotary

Club

Host Families

ExchangeStudent /

Counselor

Your Community

School

Friends in High School

Host RotaryDistrict

Challenges for the Rotary Youth Exchange Student

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Short Term Exchanges

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Two Categories

• Home stays– Most of our experience

• Camps (can include college students)– Conducted Europe, Turkey, California, …

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Home Stays

• 1 on 1 exchange with another student• Hosted by exchange student’s family• Normally 3 to 4 weeks in each country

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Camps

• Brings students together from several countries

• Examples– Wilderness camp in Canada– Turkey– California – Bill Sturgeon

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Budgets

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Rotary Youth Exchange District Budget

• Source – District

• Potential supplementary source– Outbound Students (Flat Fee System)

• Everyone wins with Flat Fee System– Student fees help district to finance program– Student cost is half the cost of other major

exchange programs

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Outbound Student (Flat Fee System)

• Student Fees to district cover the following:– Airfare– Insurance– Orientation Camp– Business Cards– Blazer– Trading Pins, shirts– Orientations

• Balance used to help run program

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Club Budget

• Student allowance• District activities for students– Orientation Week-end– Youth Exchange Conference in Tulsa– Rotary District Conference

• T-shirt and Sweatshirt• Other (Rotary lunches, Xmas present, …)

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Presentation Summary

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Summary of Long- and Short-term Programs

• Overview– Good summary for presenting to outbound

applicants and parents• Rotary Club Involvement– Club committee is essential for program to be

successful year after year• Rotary District Involvement– Important to spread responsibilities amongst

committee members

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Summary of Long- and Short-term Programs (continued)

• Recruiting Outbound Applicants– Conduct numerous information meetings

across district to promote program, utilizing Rotex

– Repeat year after year, so students know you are coming

• Interviewing Applicants– Insist on quality – better to say no than to have

student fail

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Summary of Long- and Short-term Programs (continued)

• Student Orientations– Emphasize expectations are high for being

ambassador for Rotary• Counselor / Host Family Orientation– Treat students as your own– Importance of preparation – staying ahead of

the challenges that will face studen• Short Term Exchanges– Valuable introduction to new culture

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RI Policies

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Rotary Code of Policies (RCOP)

How is the RCOP is updated and revised?• Recommendations by the Youth Exchange

Committee• Memorials to the Board

Where can I find Youth Exchange RCOP sections?

• www.rotary.org or [email protected] – 2.110 – Youth Protection– 17.060 – District Finances– 41.060 – Youth Exchange

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RI Certification

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History

• 2002-06, RI Board establishes policies for effective operation of Youth Exchange program

• Minimum standards for youth protection, allows for variation in local legal circumstances

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Key Components

General Liability Insurance• Coverage and limits appropriate to

geographic region

Incorporation (Legal Entity)• E.g. corporation, trust, foundation, etc.

Youth Protection Policy• Abuse and Harassment Prevention Policy• Abuse and Harassment Reporting

Guidelines• Youth Volunteer Agreement

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General Liability Insurance

• Covers Third Party Claims – At minimum, covers bodily injury and property

damage– Occurrence rather than claims-based (recommended)

• Name of insured matches legal entity• RI U.S. Club and District Liability Insurance• Multi-national districts purchase insurance for

all jurisdictions participating in Youth Exchange

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Incorporation

• District or Youth Exchange program– For district incorporation, contact Club and District

Support representative to ensure RI Board incorporation requirements are met (RCOP, 17.020)

• Governor authority• Indemnification of corporate members• Multi-national districts

– If legal entity not recognized in all jurisdictions, may need to register or incorporate in other countries

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Youth Protection Policy

Allegation Reporting Procedures•Provides a framework for protecting Youth Exchange students:– District adopts Rotary’s Statement of

Conduct for Working with Youth (RCOP 2.110)

– All allegations of abuse or harassment must be reported to and investigated by local law enforcement

– All Rotary clubs and districts must comply with local laws for youth protection

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Allegation Reporting Procedures– Establish reporting hierarchy– Procedure for contacting students

parents– Accused removed from contact with

youth– Procedure for moving student into

temporary housing– Student provided with support services

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– Any individual who admits to, has been convicted of, or otherwise found to engaged in sexual abuse or harassment is prohibited from working with youth in Rotary context. Rotarians who meet the above criteria are terminated and prohibited from club membership

– If investigation is inconclusive, additional safeguards must be put in place to protect any youth with whom the accused might have future contact

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District Governor Authority– District governor has authority over the

program– Certification requirements must continue to be

met in order for district to participate in the program

– District has a system to ensure club compliance with district Youth Exchange policies

Records & Documents– Document retention policy in accordance with

local laws

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Student Selection & Training– Application– Interview– Parent Interview

– No “backdoor” exchanges– Students have multiple host families (long-

term)

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Volunteer Selection & Screening– Application– Interview– Reference and Criminal Background Checks– Host families – home visits

Rotarian Counselor– Cannot be a host family member– Receives specialized training in handling

problems, or allegations of abuse or harassment

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Volunteer Training– All adults (Rotarian and non-Rotarians)

involved in the program receive training– Program administration, rules, and abuse and

harassment awareness and prevention

Students Preparation and Training– Orientation– Emergency contacts

• Rotary club and district contacts• Local resources • Contact the district 24 hours per day

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• Student Travel Insurance– 24 hour, door-to-door– Valid in all countries during exchange– 24 hour emergency assistance– US$100,000 – medical, dental– US$100,000 – accidental death, dismemberment, or

disability– US$50,000 – transport or evacuation (medical

emergency)– US$50,000 – repatriation of remains– US$50,000 – transport or evacuation (non-medical

emergency)– US$500,000 – personal liability

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Annual Reporting to RI

– Annually submit inbound student data– Complete annual survey– All serious incidents (e.g. early return,

accident, crime, death, etc.) and all allegations of abuse or harassment must be reported to RI within 72 hours

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District Recertification

• Districts recertify every 4-6 years

• Why recertification?–District leadership turnover–Keep apprised of local laws/regulations–Learn about best practices and successes

• Review district youth protection policies, general liability insurance, and incorporation

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Multidistrict Youth Exchange Organizations

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Multidistricts and RI

What RI policies are applicable to multidistricts?

• 41.060.21• 2/3rds of all clubs in the district must approve

How often does RI communicate with multidistricts?

• RI staff copy multidistrict chairs on all member district certification matters

• Multidistrict involvement in student incidents vary by organization

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District Certification and Incident-handling

• Districts may meet certification requirements by virtue of their membership in a multidistrict entity

• Districts must confirm how they meet the requirements

• Each multidistrict will have different protocols for incident-handling and how involved they are in that process

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New Generations Service Exchange

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Transition to New Model NGSE

New program model•Transition began 1 July 2013•Under oversight of district New Generations Service committees • RCOP 8.060 New Generations Service Exchange•Not subject to Youth Exchange certification requirements•Funded locally

New Generations Service Exchange (NGSE)•Participants must be above 18 and no older than 30•Strong humanitarian or vocational service component•Individuals or groups•Up to 6 months in duration•Host district will arrange for local transportation, housing and activities •Participants must have sponsorship of local Rotary club, district New Generations Service chair, and governor

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Turn New Generations into the Next Generation of Rotary

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NGSE Examples

Vocational tour (group)

• Group performing multiple activities surrounding a certain profession (law, tech, etc.)

• Group can stay in both host family homes and hotels/hostels

• Ensure time for fellowship and Rotary events

Unpaid internship/apprenticeship (individual)

• Focused on an individual’s profession or area of study

• Organize placement at corporation or organization for up to 6 months

• Home hosting is suitable

• Involve intern in local Rotaract/ROTEX activities

Service project teams (group or individual)

• Group of young adults interested in particular area of focus (water, education, etc.)

• Organize participation in Rotary service project abroad

• Give participants leadership opportunities!

• Ideal for Rotaractors and ROTEX

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Early Planning

Work with district New Generations Service chairs to:

• Obtain approval of District Governor/Governor elect

• Identify projects in your area through community/vocational service chairs

• Develop NGSE partner relationships from:

Current exchange partners

Current international project partners

Former GSE partners

• Develop partner agreements to set expectations, regardless of whether or not exchange is reciprocal

• Consider appointing a responsible project-leader or project-committee

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Promote Program & Solicit Applications

Sponsor districts should promote NGSE to former Youth Exchange students, Rotaractors, former Interactors, RYLA participants

•No standard application form, but consider including modifying your short-term exchange application form for adult participant.

Sponsor districts should select qualified participants that:

•Are over the age of majority in host country (typically 18)

•Understand Rotary and the value of service

•Are an outstanding ambassador of their district/country

•Have interest in service/vocational activities proposed for program

•Have working knowledge of local language

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Arrange Accommodations, Activities and Transportation

Host district should organize program schedule:

• Secure accommodations; Young adults may feel more comfortable in hotels/hostels rather than home hosting

• Arrange for transportation; participants will likely not be able to drive in host country

• Schedule activities including Rotary, Rotaract and ROTEX meetings and events, cultural events, local sight-seeing, “down-time” is important!

• Organize orientation programs to build camaraderie amongst groups –they may have varying interests and maturity levels

• Provide counselors/mentors to assist with special needs or problems

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Frequently Asked Questions

Do NGSE activities need to be reciprocal?

No, NGSE need not be reciprocal.

What visas should NGSE participants obtain?

Typically, they will travel on tourist visas. Some countries may limit tourist visas to less than 6 months in the country, so the duration of the NGSE will have to take this into account.

What if internship programs require a special working visa in my country and the intern must be paid?

Not all districts or countries will be able to offer all types of NGSE – find what works for you. Maybe a “new GSE” type program would be more suitable.

Can you arrange a NGSE between two districts in the same country?

Yes!

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Frequently Asked Questions

Does the host district have to fund all accommodations and provide a stipend or pocket money?

No– but make sure your partner district is in agreement about what is funded and what is not. The participants often receive a stipend from the host district and home-hosting is a low-cost solution for accommodations.

Can Rotarians participate in NGSE programs?

Yes. Rotarians over 30 should serve in a team leader role, but those under the age of 30 can also be NGSE recipients. Rotarians’ dependents or children are also free to participate.

Do we have to send a report to RI on our NGSE?

There are no RI reporting requirements for NGSE, but we invite you to share your experiences with us by sending any materials to [email protected]. Also, make sure both districts debrief NGSE participants to ensure they obtain feedback on their own program experiences.

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Available Resources

• Youth Exchange Workgroup Site– RI publications:

• Rotary Youth Exchange Handbook• Brochures• Student and host family guides• Abuse and Harassment Prevention Manual and Leaders’ Guide

– YEO Directory

• Youth Exchange Bi-monthly e-Newsletter• www.rotary.org• Other websites: www.scrye.org &

www.yeoresources.org

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Contact

Rotary International (PD110)1560 Sherman Avenue

Evanston, IL 60201 USA

+1 (847) 866-3421

[email protected] www.rotary.org/youthexchange

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Questions?

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