1

ROTARY YOUTH EXCHANGE

A to ZFor Those New to Rotary Youth Exchange Program

2

Table of Contents

• Rotary Club Involvement 3• Rotary District Involvement 9• Recruiting Outbound Students 16• Interviewing Outbound Students 23• Outbound Student Orientation 30• Inbound Program 36• Importance of Rotary Counselor 39• Host Family Preparation 47• Inbound Student Orientation 51• Summary 60• Available Resources 63

3

ROTARY CLUB INVOLVEMENT

4

Club Involvement is Critical

• No club involvement ==> no program

• Some districts host & send 40+ students– Belgium, Mexico, Brazil, …– Alaska, Ohio, Michigan, Washington, NY

• Many districts do not promote program– Very few if any exchanges

• Improvement certainly possible– A culture change

5

Challenges to Club

• For hosting students (long term)– Budget (fee to district, student allowance, …)– 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)

6

Paybacks Are Big

• Students– Become much more mature

– Memorable experience of lifetime

• Rotary members – Become better Rotarians

– Have new friends from around the world

• Rotary clubs– Supporting RI’s 5th Avenue of Service (Youth are

Rotary’s future)

– Involved in making world a better place

7

Club Structure for YE

• President

• Board of Directors

• International Director

• YOUTH EXCHANGE COMMITTEE – Club YEO– Counselor(s) for Student(s)– 3 to 10 members

8

Tasks for YE Committee

• Inbound Program – Find host families (look for dynamic Moms)– Appoint counselor – Get student involved early (Rotary club,

school activities, community)

• Outbound program– Advertise short term / long term programs– Interviews / orientations (club and dist levels)

9

Rotary District Involvement

10

District Committee Tasks

• Gain support of District Governor• Promote club involvement• Establish exchange agreements abroad• Oversee budget and calendar• Ensure compliance• Lead activities during year• Support clubs as needed

– Give programs at Rotary meetings– Help clubs to solve problems

11

District Activities

• Outbound Program– Promote RYE program at schools– Student interviews– Host family and student orientations– Rebound orientation

• Inbound Program– Counselor and host family orientation– Student orientation– Socials (Christmas party, Youth Exchange

Conference, …)

• District Conference

12

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

13

Numerous Resources to Help

• RI (handbook, other materials)

• Multi District Meetings – Take District Gov Elect and Nominee

• Regional Meetings (TRYEX, NAYEN, Brazil, EEMA, …)

14

Outbound Program

15

Three Elements

• Recruiting

• Interviews

• Orientations

16

Recruiting Outbound Students

17

What Will Intrigue Student?

• Former exchange students (Rotex)

• Web Sites, Facebook, …

• Videos

• Inbound Exchange Students

• Enlightening Message from Rotarians

18

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

19

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

20

Message at School

• RYE program is special

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

• Not right for all students

• Fantastic opportunity for those wishing to be ambassador

21

Evening Information Meeting

• For Interested Students and Parents• Those supporting

– Rotarians

– Inbounds and Rotexes

– Rotex parents

• Tools – Presentation

– Videos

– Speeches (Rotex, Rotex parents, Rotarians)

22

Keys to Success

• Numerous Rotarians working across district– Pro-Active approach, not waiting for

students to magically appear

• Repetition of process year to year– Schools will expect you and advertise – Learn from experience– Improve as you go

23

Interviewing Outbound Students

24

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

25

Club Interview

• First interview• Conduct in Rotarian’s home -- 30 min• Interview parents separately• Determine if student committed (be

sure not parents’ idea only)• Review recommendation from school • Accept student for district interview if

would be excited to host student in own home

26

District Interview

• Interviewers – Rotarians– Students – Rotexes, inbound students– Previous host parents– Rotex parents

27

Interview Forum Idea

• Suggest interviewing long term and short term students at same meeting– Students may change minds on which

program they want to apply for– Short term students will gain insight into

long term program and may later apply for long term

28

Houston Interview Process

• Four interview stations– Adapting to Host family– School– Being an ambassador– Speech (Why Wish to be Exchange Student)

• Students rotate to each station• Compile scores / discuss• Independent assessment by Rotex• Further assessment over week-end (Christmas

party with inbounds)

29

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• Short term exchange may be alternative for

students who have good attitudes but are less mature

30

Outbound Student Orientation

31

Outbound Orientation Topics

• What is Rotary

• Why does Rotary sponsor Youth Exchange

• Preparation for departure

• Helpful hints for time abroad

32

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

33

Helpful Hints for Year Abroad

• Rotary rules and expectations• 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 / community

34

Schedule for Outbound Orientations

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

• Short Term students

– March

35

Useful Hints in Orientations

• Use of Rotex students ***

• Rotary videos, materials

• Preach little as possible– Use role play– Have small group discussions

• Provide orientation manual (their Bible)

• Provide directory of participants– They do become close friends

36

Inbound Program

37

Two Orientations

• Counselor and Host Family Orientation (2 months prior to student arrival)

• Student orientation (1 to 2 weeks after arrival)

38

Counselor / Host Family Orientation Tidbits

• Address calendar / budget

• Former host family/counselor speak

• Stress “treating student as your own”

• Emphasize Rotary club involvement

• Prepare, prepare, prepare– Be Proactive, not reactive to stay ahead– Example: investigate potential school

activities for student prior to arrival

39

Importance of Rotary Counselor

40

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– Students 16 to 18 years old and need help– Important small problems get resolved before

they become big problems !!!

• Rotary counselor must be able and want to devote time

41

Tasks Begin Before Student Arrives (Being Proactive)

• Welcome letter to student with pictures• Ensure contact from host families• Ensure immunizations meet school

requirements• Insert articles in Rotary club bulletin• Plan options for school (classes, clubs,

activities)• Look for initial set of friends

(Interact, neighbors, clubs, …)

42

Tasks on Student’s Arrival

• Build rapport (host in home for 2-3 days)

• Check return airline ticket

• Verify student has insurance card

• Open bank account

• Discuss end-of-year tour options

• Arrange with families for welcome party

• Write thank you letter to all teachers

43

• Assist student with challenges – Adapt to host family– Apply self at school; establish rapport with

teachers– Make right set of friends– Become involved in Rotary club– Be known in the community– Communicate to Rotary back home

Ongoing Ways to Help

44

CHALLENGES FOR THE ROTARY EXCHANGE STUDENT

Host Rotary

Club

Host Families

ExchangeStudent /

Counselor

Your Community

School

Friends in High School

Host RotaryDistrict

45

Problem Solving

• Students need help– New culture, language, friends, families– 16 to 18 years old

• They need the best friend• Numerous examples have occurred where

student has problem and counselor not supportive

• Small problem became big problem– Potential situation to be sent home

46

Summary

• Active counselor is vital to student

• Ensure orientations are held for counselor

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

See counselor checklist for more details!

47

Host Family Preparation

48

Basic Rule for Host Families

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

Note: Students are here to learn and understand our way of life and are instructed to adapt, adapt, adapt

49

Expectation of Student Toward Family

• Be considerate, ask permission

• Allow host family to know your friends

• Understand parent position – Sometimes they will have to say “no”

50

Suggestion

• Students and host families review list of questions provided by Rotary– What do I call you?– Should I wash my clothes?– Does Dad have a favorite chair?

• Proven effective technique for heading off problems / awkward situations before they occur

51

Inbound Student Orientation

52

Key Factors

• Utilize Rotex

• Get students to participate

• Stress maintaining calendar

• Emphasize good decision making, being the ambassador

• Have separate meeting with each student at end of orientation

53

Sample Family Rules

• No smoking

• Be on time (call if going to be late)

• Curfew

• They need to know your friends

• Keep up with homework from school

• Limit time on telephone, computer

See list of questions to ask each new host family.

54

Rotary Expectations toward School

• School requires you to attend classes regularly and be a good student

• Have clear understanding of school credits you wish to transfer home

• Say thank you to school teachers

• Sometimes Rotary will take you out of school; you are expected to do work

55

Making Close Friends

• A major challenge to YE students

• Be careful to choose right set of friends

• Join clubs; actively participate– Interact (in many of the schools)– Sports– Theater– Band, orchestra

56

Speaking Language of Host Country

• At times students speak own language – Considered quite rude – Forces others away from you

• This can be major problem

57

Following Rules of Rotary

• No drinking

• No driving (including no drivers’ education class)

• No drugs

• No serious dating

• No downloading on family computer

• No tattoos, no extra rings on bodyQuick ways to go home!

58

Other Rotary Expectations

• Follow rules signed in application

• Make every effort to adapt to family

• Seek Rotary help (counselor, others)

• Remember -- RYE not a travel program

• Be prepared to give presentation to Rotary club during year

59

Getting Involved in Community

• Rotarians will encourage your involvement in Rotary and community– Rotary meetings– Orientations for American students– Programs to Rotary clubs– Programs to schools and clubs

• Be prepared to say “yes” and be proud to be ambassador for your country and for Rotary

60

Presentation Summary

• Rotary Club Involvement– Committee is essential for program to be

successful year after year

61

Summary, 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

62

Summary, 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 student

63

Resources

• RI Rotary Youth Exchange Handbook

• Web Sites– yeoresources.org – Scrye.org– Other multi district web sites

• Jany Hide Okubo Hatanaka (janyhide@uol.com.br)

• Alan Wylie (alanwylie4@gmail.com)