Workshop for New Rotary Youth Exchange Officers

Alan Wylie, Chair , 2013-14 RI Youth Exchange Committee

Welcome!

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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

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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 / Getting Involved• Limited communications home• Making close friends, speaking language

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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 and at school– 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– Bicycle camp in Taiwan– 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, …)

Paybacks

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Paybacks on Outbound Side

• Student– Year of a lifetime

• Natural Parents– Proud to see son or daughter grow– Often become Rotarians

• Sponsor District and Rotary Club– Contributing to Rotary 5th avenue of

service– Potential new Rotarians– Potential new host families

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Paybacks on Inbound Side

• Host Families– New son or daughter– Become more familiar with world

• Host District and Rotary Club– Actively promoting peace in the world

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

• Paybacks– Student, parents, sponsor Rotary, host

Rotary, and host family • All have their individual rewards of the heart• All play their part to making the world a better

place

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Questions?

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