District Record KeepingOr How to Keep the Department of

State Happy and Ohio-Erie Exchanging Students

Background• DOS has imposed new requirements on

exchange programs– Record keeping requirements– Background checks– Compliance audits

• Ohio-Erie must have access to certain records and produce them when asked

Possible Solutions• Send all record to Ohio-Erie

Responsible Officer (RO)

• Maintain records at the District level

• Maintain records at the Club level

• Do things as we always have

Ohio-Erie Maintains Records

• Districts send all paperwork to RO

• RO maintains files for each student

• RO doesn’t issue DS-2019 until all paperwork is complete

• Large volume of files requires storage

• RO may need to receive a stipend

• Students may not get visas in time

District Maintain Records• RO must trust each district to have

proper files• Time lag in getting files for audit or DOS• Files can be lost or not properly

maintained• Ohio-Erie can be sanctioned by DOS

for not following CFR 22 Part 62• No or reduced Inbound students

Club Maintains Records• District has to trust clubs to have proper

records

• Longer delays for record requests

• Greater possibility of improperly maintained records

• Again, DOS sanctions and possible loss of Inbound students

Do Things as We Always Have

• Records won’t be kept

• Ohio-Erie won’t get a clean audit

• DOS will sanction Ohio-Erie

• Ohio-Erie will lose ability to issue DS-2019’s

• No Ohio-Erie

• No Inbound or Outbound students

Recommendations• Keep minimum records at Ohio-Erie

level

• Keep most records at District level

• Keep duplicate records at Club level

• Establish a record keeping standard for Ohio-Erie for the Districts and Clubs to follow

District Record Keeping• Each student has a file

• File contents to be standardized

• District decides who will maintain records

• Files are sent to Ohio-Erie when needed

Inbound Student File• Student Application• Host Family Applications• Host Family Interview Checklist• Club Certification Compliance Form• Volunteer Applications• Reference Checks• All correspondence relating to the student• Record of all training and background checks• Counselor Monthly Log

Host Family Application• Complete for each host

family• Student name & club

name at top• Copies are acceptable• Accompanies completed

GF from Club• Additional host family

applications are sent prior to the student moving

Host Family Interview Checklist

• Signed by both host parents and Club YEO

• Sent to district along with Host Family Application

• Provides evidence that we have followed procedures

Club Compliance Certification Form

• Completed each year for each hosting club

• Signed by YEO and Club president

• Required for RI certification

Volunteer Application• One for each

student volunteer is in contact with

• Copies acceptable• Same application

can be used for up to five years

Reference Checks• Must be done for all

host families and volunteers

• All persons over 18 must be checked

• Should accompany the relevant application

Inbound Student Checklist• Place at the front of the

student file• Keeps track of required

file contents• Confirms required

orientation and training were conducted

• Indicates dates that background checks were done

Counselor Monthly Log• Added at the end of

the exchange• Verifies required

DOS contact with the student and host family

Letter to Club YEO• Ties everything up• Outlines what needs

to be done• Includes all the

forms the YE O will need