Rotary District 5890 Youth Exchange D5890 Mar 2010 Page 1 Welcome Thank you for coming Orientation...

Rotary District 5890 Youth Exchange

D5890 Mar 2010

WelcomeWelcomeThank you for comingThank you for coming

Orientation Program for Host Families

and Club Volunteers


D5890 Mar 2010

You’re Expecting a New ArrivalYou’re Expecting a New Arrival

Congratulations!Congratulations!

Orientation Program for Host Families

and Club Youth Exchange Officers


D5890 Mar 2010

Orientation AgendaOrientation Agenda What is Rotary and its purpose?What is Rotary and its purpose? Who are Rotary exchange students?Who are Rotary exchange students? Expectations – families, students, clubsExpectations – families, students, clubs Arrival and settling inArrival and settling in Student transition throughout yearStudent transition throughout year Insurance, Finances, Travel, SchoolInsurance, Finances, Travel, School Rotary involvement & Support systemRotary involvement & Support system Activities and calendarActivities and calendar End of the yearEnd of the year Other topicsOther topics Student Protection Policy (video)Student Protection Policy (video)


D5890 Mar 2010

What is Rotary International?What is Rotary International?

World’s oldest and most international service World’s oldest and most international service organizationorganization• 1¼ million Rotarians, in 170+ countries1¼ million Rotarians, in 170+ countries• Celebrated 100Celebrated 100thth anniversary in 2005 anniversary in 2005• 32,000 clubs, in 520 districts32,000 clubs, in 520 districts

Rotary Motto: “Service Above Self”Rotary Motto: “Service Above Self” ““The Four Way Test”The Four Way Test”

• Is it the TRUTH?Is it the TRUTH?• Is it FAIR to all concerned?Is it FAIR to all concerned?• Will it build GOOD WILL and better friendships?Will it build GOOD WILL and better friendships?• Will it be BENEFICIAL to all concerned?Will it be BENEFICIAL to all concerned?

The Rotary FoundationThe Rotary Foundation• Polio PlusPolio Plus• NicaraguaNicaragua


D5890 Mar 2010

What is Rotary District 5890?What is Rotary District 5890?

In Houston area, Rotary is District In Houston area, Rotary is District 58905890• 10 counties10 counties

Austin, Brazoria, Chambers, Colorado, Austin, Brazoria, Chambers, Colorado, Harris, Matagorda, Washington, Wharton, Harris, Matagorda, Washington, Wharton, Fort Bend, MontgomeryFort Bend, Montgomery

From Weimer to Brenham, to Tomball, to From Weimer to Brenham, to Tomball, to Kingwood, to Clear Lake, to Lake Jackson, to Kingwood, to Clear Lake, to Lake Jackson, to El CampoEl Campo

• 60 Rotary Clubs60 Rotary Clubs• Approximately 1,700 RotariansApproximately 1,700 Rotarians


D5890 Mar 2010

District LeadershipDistrict Leadership

Co-Youth Exchange OfficersCo-Youth Exchange Officers• Tony SortinoTony Sortino

[email protected] 281-370-5162 (home)281-370-5162 (home) 281-351-4040 (work)281-351-4040 (work) 832-723-1302 (cell)832-723-1302 (cell)

• Mindi SnyderMindi Snyder [email protected] (until Sept 1) (until Sept 1) [email protected] (after Sept 1) (after Sept 1) 979-543-1822 (home)979-543-1822 (home) 832-595-3369832-595-3369 (work # until Sept 1) (work # until Sept 1) 979-541-5000 (work # after Sept 1)979-541-5000 (work # after Sept 1)


D5890 Mar 2010


Youth Protection OfficerYouth Protection Officer• Ted TurkTed Turk

[email protected] 713-957-9888 (home)713-957-9888 (home) 713-821-9335 (work)713-821-9335 (work) 713-305-3026 (Cell)713-305-3026 (Cell)


D5890 Mar 2010


District Insurance OfficerDistrict Insurance Officer• Carl LuckenbachCarl Luckenbach

[email protected]@sbcglobal.net 281-257-8564 (home)281-257-8564 (home) 281-651-0002 (work)281-651-0002 (work) 281-796-8151 (cell)281-796-8151 (cell)


D5890 Mar 2010


District Compliance Officer – Anais District Compliance Officer – Anais WatskyWatsky• Please send compliance paperwork and Please send compliance paperwork and

information to Beverly Galinski !!! information to Beverly Galinski !!! 281-937-0298 (home)281-937-0298 (home) 713-542-6704 (cell)713-542-6704 (cell)

[email protected] 7403 Orchard Hills Lane7403 Orchard Hills Lane Sugar Land, Tx 77479Sugar Land, Tx 77479


D5890 Mar 2010

Purpose of Long Term RYE Purpose of Long Term RYE ProgramProgram

Promote Rotary’s goal of world peace Promote Rotary’s goal of world peace and understanding, one person, one and understanding, one person, one exchange at a time exchange at a time


D5890 Mar 2010

Background InformationBackground Information

District-to-district programDistrict-to-district program 8,000 exchange students per year8,000 exchange students per year Open to children of Rotarians and non-Open to children of Rotarians and non-

Rotarians alikeRotarians alike Operated completely by volunteer Operated completely by volunteer

Rotarians as part of Rotary’s commitment Rotarians as part of Rotary’s commitment to international and community serviceto international and community service

In compliance with certification req’ments In compliance with certification req’ments of RI and US Department of Stateof RI and US Department of State


D5890 Mar 2010

Who are Our Inbound Exchange Who are Our Inbound Exchange Students?Students?

Outstanding young peopleOutstanding young people Age 16-18½ upon arrivalAge 16-18½ upon arrival Carefully selected and well preparedCarefully selected and well prepared MostMost speak English well speak English well Anxious and excited to:Anxious and excited to:

• Learn our languageLearn our language• Discover American cultureDiscover American culture• Represent their countriesRepresent their countries• Become part of your familyBecome part of your family


D5890 Mar 2010

Expectations of Club YEO Expectations of Club YEO

Ensure YE committee for clubEnsure YE committee for club Ensure club compliance with districtEnsure club compliance with district

• Forms required on district web siteForms required on district web site Provide counselor Provide counselor Lead effort to find host familiesLead effort to find host families Report changes of address to districtReport changes of address to district


D5890 Mar 2010

Expectations of CounselorExpectations of Counselor

Club representative for student and Club representative for student and host familieshost families

Beginning tasksBeginning tasks• Save important papersSave important papers

Return airline ticketReturn airline ticket Passport, Visa, DS 2019 form, I94Passport, Visa, DS 2019 form, I94

• Retain emergency fund ($400)Retain emergency fund ($400)• Register student at school Register student at school

Obtain Texas ID for student (using I94 form)Obtain Texas ID for student (using I94 form)


D5890 Mar 2010


Throughout yearThroughout year• Be an advocate for studentBe an advocate for student• Support host families & schoolsSupport host families & schools• Ensure help with transportationEnsure help with transportation• Invite to meetings/involve club membersInvite to meetings/involve club members• Arrange transition to new host familyArrange transition to new host family


D5890 Mar 2010


Ongoing tasksOngoing tasks• Maintain monthly contact (form enclosed)Maintain monthly contact (form enclosed)• Provide monthly allowanceProvide monthly allowance• Inform students and families of district Inform students and families of district

activitiesactivities TransitionTransition

• Orient new families about current situations Orient new families about current situations and upcoming activities and upcoming activities

Problem SolvingProblem Solving• Assist student and family with resolving Assist student and family with resolving

problems before problems get bigproblems before problems get big


D5890 Mar 2010

Expectations of Host FamiliesExpectations of Host Families

Provide a home away from homeProvide a home away from home Clearly communicate family Clearly communicate family

expectationsexpectations Treat student like your own child Treat student like your own child

• Love, support, encouragement, Love, support, encouragement, understanding, disciplineunderstanding, discipline

• Know their new friendsKnow their new friends• Be willing to say “No” when appropriateBe willing to say “No” when appropriate


D5890 Mar 2010

Expectations of Host FamiliesExpectations of Host Families

Help with challengesHelp with challenges• LanguageLanguage• SchoolSchool• Culture shockCulture shock• HomesicknessHomesickness

Provide an ear to listen, a shoulder to Provide an ear to listen, a shoulder to cry on, a hand to depend oncry on, a hand to depend on


D5890 Mar 2010

Expectations of StudentsExpectations of Students

Represent country and Rotary (be Represent country and Rotary (be ambassadors)ambassadors)

Adapt to host familyAdapt to host family Learn our language and learn our cultureLearn our language and learn our culture Perform well in schoolPerform well in school Communicate Communicate Participate in Rotary, school, and Participate in Rotary, school, and

community activitiescommunity activities Return home within 2 weeks of end of Return home within 2 weeks of end of

school, or 1 week after USA Tourschool, or 1 week after USA Tour


D5890 Mar 2010

Expectations of StudentsExpectations of Students

Program Rules & GuidanceProgram Rules & Guidance• No Driving, Drinking, Dating, and DrugsNo Driving, Drinking, Dating, and Drugs• No Downloading onto family computersNo Downloading onto family computers• Well Groomed (no tattoos, extra body rings)Well Groomed (no tattoos, extra body rings)• No Smoking (state law)No Smoking (state law)• Maintain Excellent School attendanceMaintain Excellent School attendance• Make Right Set of Friends Make Right Set of Friends • Participate in Community VolunteeringParticipate in Community Volunteering• No Working at a jobNo Working at a job• Restricted visits / communications from homeRestricted visits / communications from home


D5890 Mar 2010

Arrival and Settling InArrival and Settling In

Welcoming your studentWelcoming your student• Meet at airportMeet at airport

First Night Questions (enclosed)First Night Questions (enclosed) Introduce them to family & friendsIntroduce them to family & friends

• Have a welcome partyHave a welcome party Encourage family involvementEncourage family involvement

• Do not let them retreat to their roomDo not let them retreat to their room In-room tv, telephone, computer not goodIn-room tv, telephone, computer not good


D5890 Mar 2010

Being the 1Being the 1stst Host Family Host Family

Excitement – everything is newExcitement – everything is new Culture shock – major adaptationsCulture shock – major adaptations Language strugglesLanguage struggles School arrangementsSchool arrangements Often the closest bondsOften the closest bonds Set the standards for the year Set the standards for the year


D5890 Mar 2010

Sample Family RulesSample Family Rules

Be on time / let family know where Be on time / let family know where you are you are

CurfewCurfew Do school homework Do school homework No telephone after certain hourNo telephone after certain hour Help with chores (cleaning dishes, Help with chores (cleaning dishes,

mowing lawn, etc.)mowing lawn, etc.)


D5890 Mar 2010

Use of TelephoneUse of Telephone

Explain how it works; set rules for Explain how it works; set rules for use use

LimitLimit calls to country (family, friends) calls to country (family, friends)• Helps them to overcome homesicknessHelps them to overcome homesickness

Options for student calling homeOptions for student calling home• Telephone cardTelephone card• Call parents; ask them to call them backCall parents; ask them to call them back• Be aware: Large phone bills have Be aware: Large phone bills have

occurredoccurred


D5890 Mar 2010

Use of Family ComputerUse of Family Computer

Do not let student spend too much Do not let student spend too much time on computertime on computer

Limit / prohibit downloading Limit / prohibit downloading information information

Explain no visits to sites in poor tasteExplain no visits to sites in poor taste Ensure not too many emails to family Ensure not too many emails to family

and friends back homeand friends back home• Makes adapting to our culture more Makes adapting to our culture more

difficultdifficult


D5890 Mar 2010

Making Close FriendsMaking Close Friends

A major challenge to YE studentsA major challenge to YE students Help in finding clubs for student to Help in finding clubs for student to

join, even before student arrivesjoin, even before student arrives• Interact (in many of the schools)Interact (in many of the schools)• SportsSports• TheaterTheater• Band, orchestraBand, orchestra

Active participation is good cure for Active participation is good cure for homesicknesshomesickness


D5890 Mar 2010

Problem SolvingProblem Solving

Some problems will occurSome problems will occur Student must ask for help, in this Student must ask for help, in this

orderorder• Host familyHost family• Club counselorClub counselor• Club youth exchange officerClub youth exchange officer• District Youth exchange committee District Youth exchange committee

(inbound chair, YEO, committee)(inbound chair, YEO, committee) Do not let small problems become Do not let small problems become

big problemsbig problems


D5890 Mar 2010

Being the 2Being the 2ndnd/Last Host Family/Last Host Family

Second (or Third) Host FamilySecond (or Third) Host Family• Transition issuesTransition issues• New family practicesNew family practices• Language and culture begin to “click”Language and culture begin to “click”

Last Host FamilyLast Host Family• Comfortable with language and cultureComfortable with language and culture• Big events: prom, graduation, departureBig events: prom, graduation, departure• Preparing for separationPreparing for separation• Tearful goodbyesTearful goodbyes


D5890 Mar 2010

Sibling RelationshipsSibling Relationships

The GoodThe Good• Set the exampleSet the example• Be a protector and a listenerBe a protector and a listener• Introduce to friends & activitiesIntroduce to friends & activities

The Not-so-goodThe Not-so-good• JealousyJealousy• Withdraw from family & exchange Withdraw from family & exchange

studentstudent


D5890 Mar 2010

Medical Insurance & CareMedical Insurance & Care

All Inbounds Insured (keep cards on them All Inbounds Insured (keep cards on them at all times) at all times) • Plan B CISI/Bolduc policy normallyPlan B CISI/Bolduc policy normally• Plan A for Sweden, Belgium, Danish students Plan A for Sweden, Belgium, Danish students

who bring insurance from their countrywho bring insurance from their country CISI/Bolduc – Plan BCISI/Bolduc – Plan B

• Medical per Accident/Illness - $500KMedical per Accident/Illness - $500K• Repatriation - $10KRepatriation - $10K• Medical Evacuation - $50KMedical Evacuation - $50K• Deductible - $100 One timeDeductible - $100 One time

Web Site: www.cisi-Bolduc.comWeb Site: www.cisi-Bolduc.com


D5890 Mar 2010

Medical Insurance & CareMedical Insurance & Care

In the event of illness/accidentIn the event of illness/accident• Stabilize first Stabilize first • Call Rotary Contact in Club (counselor, YEO)Call Rotary Contact in Club (counselor, YEO)• Emergency medical release provided by familyEmergency medical release provided by family

Be sure each host family has copy of release formBe sure each host family has copy of release form Part of student’s applicationPart of student’s application

Use club member or host family doctors Use club member or host family doctors Notifying student’s familyNotifying student’s family

• Let Rotary do the contacting once details are Let Rotary do the contacting once details are knownknown


D5890 Mar 2010

Student FinancesStudent Finances

Emergency FundEmergency Fund• $400.00 from students maintained by Host Club$400.00 from students maintained by Host Club• True emergencies – medical, etc.True emergencies – medical, etc.

Monthly Stipend from RotaryMonthly Stipend from Rotary Student Bank AccountStudent Bank Account

• Rotarian normally co-signsRotarian normally co-signs Student may have home Credit/Debit CardStudent may have home Credit/Debit Card

• Student should not overspend Student should not overspend


D5890 Mar 2010

Host Family FinancesHost Family Finances

Support day to day routine expensesSupport day to day routine expenses• Room and boardRoom and board• Laundry detergent, toothpaste, soap etc.Laundry detergent, toothpaste, soap etc.• Regular family activities: movies, out to eat, Regular family activities: movies, out to eat,

family trips etc.family trips etc. Extra-ordinary expensesExtra-ordinary expenses

• Clothing and postage are student responsibilityClothing and postage are student responsibility• Telephone: Long distance costs are student Telephone: Long distance costs are student

responsibility responsibility • Family vacations: discuss expenses, establish Family vacations: discuss expenses, establish

share of cost long before departure share of cost long before departure


D5890 Mar 2010

Student TravelStudent Travel

Cultural & Educational Program Cultural & Educational Program • NOTNOT Travel program Travel program

District, clubs, families often provide District, clubs, families often provide opportunitiesopportunities

Students not allowed to travel alone or Students not allowed to travel alone or make own travel plans make own travel plans • Special requests must be pre-approved by YEOSpecial requests must be pre-approved by YEO• Approval from natural Parents RequiredApproval from natural Parents Required

Unauthorized Travel will result in student Unauthorized Travel will result in student being returned home (has happened)being returned home (has happened)


D5890 Mar 2010

SchoolSchool

Educational program - student visasEducational program - student visas• Class participation essentialClass participation essential

Rotary counselor to set scheduleRotary counselor to set schedule NO Driver EducationNO Driver Education Encourage participationEncourage participation

• Sports (not in varsity if has graduated)Sports (not in varsity if has graduated)• Music, Theater, etc.Music, Theater, etc.• InteractInteract

Help with HomeworkHelp with Homework• Suggest student get phone # for attentive Suggest student get phone # for attentive

classmate in each classclassmate in each class


D5890 Mar 2010

Support SystemSupport System

Club LevelClub Level• CounselorCounselor• Youth Exchange OfficerYouth Exchange Officer• PresidentPresident

District LevelDistrict Level• In-Bound Chairman In-Bound Chairman • Youth Exchange OfficerYouth Exchange Officer• Student Protection OfficerStudent Protection Officer

Dept of State requires students to know Dept of State requires students to know how to contact themhow to contact them

All information on club contact formAll information on club contact form


D5890 Mar 2010

Activities and CalendarActivities and Calendar

Mandatory EventsMandatory Events• Inbound Orientation – September 10-12Inbound Orientation – September 10-12

In New BraunfelsIn New Braunfels Depart Friday morning, 8:00 AMDepart Friday morning, 8:00 AM Transportation by Rotary Transportation by Rotary Return Sunday afternoon, 5:00 PMReturn Sunday afternoon, 5:00 PM

• District Conference – April 28-30District Conference – April 28-30 Hyatt Regency Resorts and Spa Hyatt Regency Resorts and Spa Lost Pines, Texas (Bastrop)Lost Pines, Texas (Bastrop)


D5890 Mar 2010

Activities and CalendarActivities and Calendar

Optional activitiesOptional activities• George Ranch Week-endGeorge Ranch Week-end Oct 16-17 Oct 16-17• Christmas partyChristmas party Dec Dec

4-54-5• Youth Exchange Conference Jan 28-30Youth Exchange Conference Jan 28-30• Host Family Appreciation BanquetHost Family Appreciation Banquet FebFeb• Interact District ConferenceInteract District Conference Mar 5-6 Mar 5-6• RI Convention New Orleans May 19-23RI Convention New Orleans May 19-23• Farewell partyFarewell party Jun 4 Jun 4


D5890 Mar 2010

SCRYE Spring Break TourSCRYE Spring Break Tour

Participation at student expense Participation at student expense Orlando / DisneyworldOrlando / Disneyworld March 13 – 19March 13 – 19

• Coincides with most spring breaksCoincides with most spring breaks Not to interfere with family plansNot to interfere with family plans Student Cost -- $795 + airfareStudent Cost -- $795 + airfare


D5890 Mar 2010

SCRYE Summer ToursSCRYE Summer Tours

2 weeks Tours in June2 weeks Tours in June• Western tour – Las Vegas, California, Western tour – Las Vegas, California,

Grand CanyonGrand Canyon• Eastern tour – Washington D.C., New Eastern tour – Washington D.C., New

York, Niagara Falls, BostonYork, Niagara Falls, Boston• Student cost $1,975 + airfare Student cost $1,975 + airfare

4 week Tour June / July4 week Tour June / July• All across US – cost $2,600 + airfareAll across US – cost $2,600 + airfare

Rotary will suggest flights so Rotary will suggest flights so students can purchase / fly togetherstudents can purchase / fly together


D5890 Mar 2010

The End of the YearThe End of the Year

Leaving for home will be hard for the Leaving for home will be hard for the student and the host familiesstudent and the host families

Reverse culture shockReverse culture shock ““The more successful the exchange, The more successful the exchange,

the harder the leaving & re-entry”the harder the leaving & re-entry” Maintain contactMaintain contact You WILL probably see them againYou WILL probably see them again


D5890 Mar 2010

District Student Protection PolicyDistrict Student Protection Policy

See VideoSee Video


D5890 Mar 2010

Student Protection PolicyStudent Protection Policy

Our Role:Our Role: Maintain safest possible environment Maintain safest possible environment

for all participantsfor all participants Safeguard welfare and prevent Safeguard welfare and prevent

physical, sexual, emotional or physical, sexual, emotional or financial abuse of exchange studentsfinancial abuse of exchange students

Provide means to address all Provide means to address all concerns and indications of concerns and indications of harassment or abuseharassment or abuse


D5890 Mar 2010

Student Protection CodeStudent Protection Code

DoDo• Treat students with respect - be aware of your Treat students with respect - be aware of your

tone of voice & manner and their reactionstone of voice & manner and their reactions• OK to touch and hug students in a way that is OK to touch and hug students in a way that is

not intrusive/disturbing to them or observersnot intrusive/disturbing to them or observers• Control who they hang around withControl who they hang around with• Communicate with Rotary D5890 Student Communicate with Rotary D5890 Student

Protection Officer if there are any allegations or Protection Officer if there are any allegations or suspicions or if you have questions suspicions or if you have questions


D5890 Mar 2010

Student Protection CodeStudent Protection Code

DO NOTDO NOT• Engage in rough physical games including Engage in rough physical games including

horseplayhorseplay• Use physical force in any way, especially as a Use physical force in any way, especially as a

form of punishmentform of punishment• Touch an exchange student in any way that Touch an exchange student in any way that

could be interpreted as intrusive or sexualcould be interpreted as intrusive or sexual• Make sexually suggestive comments, even as Make sexually suggestive comments, even as

jokejoke• Spend excessive time alone with a student, Spend excessive time alone with a student,

which may lead to misunderstandingwhich may lead to misunderstanding


D5890 Mar 2010

Student Protection GuidelinesStudent Protection Guidelines

What to do if your exchange student tells What to do if your exchange student tells you of Harassment and/or Abuse (video)you of Harassment and/or Abuse (video)• Listen attentively & let him/her know it was Listen attentively & let him/her know it was

right to tell youright to tell you• Assure him/her that they are not to blameAssure him/her that they are not to blame• Remain calm and make sure student feels safeRemain calm and make sure student feels safe• Encourage student to share with you what Encourage student to share with you what

happened and who was involvedhappened and who was involved• Make detailed notes including date & timeMake detailed notes including date & time• Don’t promise to keep secrets & explain the Don’t promise to keep secrets & explain the

necessity of informing Protection Officernecessity of informing Protection Officer


D5890 Mar 2010

Student Protection GuidelinesStudent Protection Guidelines

Keep Communications OpenKeep Communications Open• Assure student that you can jointly Assure student that you can jointly

address his/her concerns/problemaddress his/her concerns/problem

With all of us working together, we can With all of us working together, we can keep our exchange students safe and keep our exchange students safe and make this a meaningful and happy make this a meaningful and happy exchange experience for all of us.exchange experience for all of us.


D5890 Mar 2010

SummarySummary

We have assumed the legal and We have assumed the legal and moral responsibility for someone moral responsibility for someone else’s childrenelse’s children

We are here to help you and the We are here to help you and the student have a meaningful and safe student have a meaningful and safe year to learn and live our American year to learn and live our American cultureculture

We cannot help if we do not knowWe cannot help if we do not know


D5890 Mar 2010

Particulars for 2010 2011Particulars for 2010 2011


D5890 Mar 2010

District 5890 ExchangesDistrict 5890 Exchanges

• 23 Inbound exchange students (15 23 Inbound exchange students (15 countries) countries)

List of students / host clubs enclosedList of students / host clubs enclosed

• 23 Outbound exchange students23 Outbound exchange students• 16 Short-Term exchanges16 Short-Term exchanges• For 2011 – 2012 recruitingFor 2011 – 2012 recruiting

Will conduct information meetings in Will conduct information meetings in September / OctoberSeptember / October

• Presentation AvailablePresentation Available• Let us know if you wish for our help)Let us know if you wish for our help)

Club interviews October / NovemberClub interviews October / November District interviews December 4-5District interviews December 4-5


D5890 Mar 2010

QuestionsQuestions

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Rotary District 5890 Youth Exchange D5890 Mar 2010 Page 1 Welcome Thank you for coming Orientation...

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