Rotary International District 6970 - Microsoft
Rotary International
District 5650
Youth Exchange
Program
[pic]
Information Book For
Host Clubs
(Revised July 2, 2012)
Department of State Toll Free Number (866) 283-9090
Table of Contents
Part I. Preliminary Information 4
List of Forms in Appendix 5
Assembling Your Host Club Toolkit 7
Objectives Of The Program 8
Part II: The Rotary Support System 9
The Sponsoring Rotary Club’s Role 9
Sponsoring District’s Role 9
The Host Rotary Club’s Role 10
District 5650’s Role 10
The Inbound Student’s Role 11
The Host Family’s Role 12
Rotarian Roles and Responsibilities 13
Part II: The Inbound Student Process 15
A. Overview of Rotary Youth Exchange Responsibilities for Inbound Students 16
B. Rotary International Uniform Program Rules and Conditions of Exchange 18
C. Additional Program Rules and Conditions for Inbound Students to District 5650 19
D. Travel for Inbound Exchange Students 20
Frequently Asked Questions About District 5650 Inbound Travel 20
Rotary Bus Tours 23
E. Host Families 24
Questions for “First Week” with Host Family 25
F. Host School 27
G. Rotarian Counselor 28
H. Club Youth Exchange Officer (YEO) 29
I. How to Cope with Culture Shock 30
The Exchange Cycle 33
J. Insurance Claims 34
K. District Disciplinary Process: Yellow Card & Red Card 35
Part III. Outbound Student Process 36
A. Additional Program Rules and Conditions for Outbound Students from District 5650 37
B. Rotary Counselor Role for Outbound Student 38
C. Interviewing Prospective Outbound Students 39
Part IV. Rotary International and District 5650Youth Protection 40
A. Rotary International Statement of Conduct for Working with Youth 40
B. Rotary International Youth Protection Policy 40
C. Rotary International District 5650 Abuse and Harassment Prevention Policy 41
D. District 5650 Youth Exchange Sexual Abuse & Harassment Allegation Reporting Guidelines 45
Part V. Other Rotary District 5650 Youth Exchange Policies 54
A. Rotary District 5650 Youth Exchange Policies 54
B. Rotary International District 5650, Inc. Policy on Use and Disclosure of Confidential Information Obtained in Connection with the Rotary Youth Exchange Program 57
Part VI. Additional Rotary International Rules and Guidelines 59
A. Code of Policies 59
B. Youth Exchange Program Guidelines 69
C. Guidelines for Youth Exchange Emergencies 73
D. District Crisis Management Plan 75
Part VII. Department of State Regulations on Youth Exchange 76
Part I. Preliminary Information
List of Forms in Appendix
A. Club
• Club Compliance Checklist
• Incident Report (Use of inbound and outbound students)
• V-1 Volunteer Application
• V-2 Volunteer Attendance Orientation Form
• V-3 Volunteer Certification Record
• HFV-1 Reference Report
• HFV-2 Incident Report
B. Host Family
• Club Letter to Host Parent
• Department of State Letter of Appreciation to Host Family
• V-1 Volunteer Application
• HF-1 Host Family Application and Affidavit
• HF-2 Host Family Interview & In-Home Inspection
• HF-3 Follow-Up Visit
• HF-4 Host Family Orientation
• HF-5 Host Family Certification
• HF-6 DOS Regulations
• HF-7 DOS Letter to Host Family
• HF-8 Role of Host Family
• HF-9 Host Family Post Exchange Evaluation
• HFV-1 Reference Report
• HFV-2 Incident Report
C. Host School
• Club letter to Host School
D. Inbound Student
• Department of State Letter to Exchange Visitor
• Department of State Welcome Brochure
• Department of State Welcome Brochure Receipt
• IB-0 DS-2019 Request Form (used at District Level)
• IB-1 Club Compliance Certification
• IB-2 Student Location Status
• IB-3 Log of Program Contacts
• IB-4 DOS Letter to Student
• IB-5 Visa Application Instructions (used at District Level)
• IB-6 Request for Visit by Family
• IB-7 Inbound Post Exchange Evaluation
• IB-8 Inbound Student Monthly Report
• IB-9 Inbound Student Self-Reflection Inbound
• IB-10 Medical Inbound Release
• IB-11 Natural Parent Permission to Travel
• IB-12 Host Parent, Club, District Permission to Travel
• IB-13 IB-6 Inbound Student Agreement
• Nebraska Immunization
E. Insurance
• Benefits
• Claim Form
F. Outbound Student
• Applications
o Long Term Application
o Short Term Application
o Preliminary Application
• Interviews
o District Interview Rating
o District Interview Questions
o Interview Questions
• OB-1 Log of Monthly Outbound Contacts
• OB-2 Parent Post Long Term Evaluation
• OB-3 Student Post Long Term Evaluation
• OB-4 Outbound Student Agreement
• OB-5 Outbound Student Monthly Report
• OB-6 Outbound Student Self-Reflection
• OB-7 Early Return Agreement
Assembling Your Host Club Toolkit
Most of the information that you need is in the Host Club Manual or its forms appendix. Listed below is additional information available that you should keep handy. Much of this information is found on the CD in folders labeled “Presentations” and “Resources.”
A. Club
Youth Exchange Handbook 746 (This is an RI publication that is different from this manual.)
Youth Protection Manual 775 (another RI publication)
Rotary District Youth Exchange Contacts
Monthly Contact Log (Counselor and YEO should keep on inbound and outbound students)
Club Compliance Checklist
B. Host Family and Host School
Role of Host Family (handout to help with recruiting)
C. Applications for Outbound Students
Preliminary Application
Long-Term Application
Short-Term Application
D. PowerPoint Presentations
Youth Exchange Recruiting (for use in schools and with students)
Host Family Recruiting
Host Family Orientation
YP1 Awareness and Prevention
YP2B Recognizing Problems and Reporting
YP3 Support System
E. Ohio-Erie DVD
F. DVD of 2009 Club Orientation
G. DVD Student Recruitment Video “A World Of Oportunity”
H. DVD of Host Family Recruitment Video “Becoming a Host Family”
I. DVD of Denis White’s Presentation on “Understanding Cultural Differences”
J. Copy of completed application for all current inbound and outbound students.
You will also want to have copies of the Host Family and Host School Books. You are required to give each host family a copy of the Host Family Manual; you are required to give each Host School a copy of the Host School Manual.
You also may want to be familiar with the Inbound and Outbound Books. The District provides these books to the inbound and outbound students.
Objectives Of The Program
To further international goodwill and understanding by enabling students to study first hand some of the problems and accomplishments of people in lands other than their own.
To enable students to advance their education by studying for a year in an environment entirely different from their own, and undertaking the study of courses and subjects not normally available to them in their own country.
To give students opportunities to broaden their outlook by learning to live with and meet people of different cultures, creeds, and colors and by having to cope with day-to-day problems in an environment completely different from the one they have experienced at home.
To have students act as ambassadors for their own country by addressing Rotary Clubs, community organizations and youth groups in their host country; by imparting as much knowledge as they can of their own country, its attributes and its problems to the people they meet during their year abroad.
To provide sufficient time to study and observe another country's culture so that upon returning home students can pass on the knowledge they have gained by addressing Rotary clubs and other organizations and assimilate the positive aspects into their everyday living.
Part II: The Rotary Support System
What is Youth Exchange?
Rotary Youth Exchange is a country-to-country exchange of high-school age young people, between the ages of 15 to 18½ years old at the time of arrival in the hosting country, for a cultural and educational experience for both the student and those serving as hosts. The duration of the exchange is 10-12 months, and generally follows the school year as defined by the Exchange student’s home country.
Role of the Rotary District and Youth Exchange Committee
Rotary Youth Exchange is, more specifically, an exchange of students between two Rotary Districts in different countries. Conduct and administration of the Exchange program is the responsibility of each participating Rotary district under the authority of their respective District Governors. All Rotary districts participating in the Youth Exchange Program agree to comply with Rotary International guidelines, but retain autonomy in conduct of the program. This responsibility is delegated in District 5650 to the District Youth Exchange Committee.
To assure a complete understanding of these exchanges, the District 5650 Committee provides a comprehensive orientation for clubs during the summer shortly before the arrival of inbound students in the United States. Even before the students arrival, the Youth Exchange Committee established and maintained communications with its counterparts in the sponsoring districts.
The District 5650 Youth Exchange Committee is a valuable resource for your club. Its members are familiar with the conduct of the Exchange Program both here and in the countries where American students are headed. Feel welcome to contact any member of the District 5650 Youth Exchange Committee anytime you have a question or need help with a problem.
The Sponsoring Rotary Club’s Role
A local Rotary club has been involved from the start of all exchanges. Members of the club interviewed the prospective student and his or her parents in order to get to know them and to make an independent determination of whether the student had the maturity and background necessary to succeed as an exchange student and to be a good representative of the community, the local Rotary club, and the country.
Each local Rotary club has a Youth Exchange Officer and a Rotarian Counselor. These people are expected to communicate regular with each outbound student that the club sponsors and each inbound student that the club hosts.
When a student returns to his or her country, the student is expected to visit the sponsoring Rotary Club to give a short presentation about the exchange.
Sponsoring District’s Role
The sponsoring District became involved in an exchange after a local Rotary Club agreed to sponsor a student and recommended that the District select this student as one of its exchange students.
Once a student has been notified of his or her selection, the student participates in a day of orientation about the Rotary Youth Exchange Program put on by the sponsoring Rotary District. People who the student meets at the orientation will continue to play a vital part in making the exchange successful. The Youth Exchange Committee members and in particular its co-chairpersons are resources who are available to help students if they encounter problems.
Students are expected to keep in touch with the sponsoring District Co-Chairpersons and District Counselor by email. It is important that students let these people know about any problems or difficulties that the student is having on the exchange. They are very willing to help but can do so only if they are told very early about emerging problems. Students are strongly urged to seek their involvement before problems become too large for simple solutions.
The Host Rotary Club’s Role
The Host Rotary club provides another level of support for the exchange student and the Exchange Program. Each local Rotary Club identifies an individual Rotarian who serves as the Youth Exchange Officer (or YEO) to administer the club’s Exchange program, including recruiting Host families. Another member of the Rotary Club has been designated as the Rotarian Counselor for the duration of an exchange. The Rotarian Counselor serves primarily as an advisor and advocate for the exchange student, should be in contact with the host family on a regular basis, and should be available to answer questions or direct host parents to the appropriate resource when needed.
The Host Rotary club makes the arrangements for the student to enroll in a high school in its community. The YEO or Rotarian Counselor may assist the student in selecting a course of study that should be neither overly-challenging nor boring for you.
The Host Rotary Club provides another form of support to the exchange student in the form of a spending allowance. Each month for a maximum of ten months, the Rotary club will provide $100 directly to the exchange student to be used for incidental personal expenses, entertainment, school supplies, etc. Through the Rotary-provided allowance and parental resources, the exchange student is expected to be financially self-supporting in terms of personal expenses, clothing, entertainment, and travel when not part of a host family event. In addition, District 5650 requires the exchange student to deposit with the Host Rotary Club an emergency fund of $400. A similar arrangement is in place for the District hosting your outbound student to collect an emergency fund from your outbound student. This fund is used by the club to pay for unexpected expenses when the exchange student is not able to do so.
The Host Club should regularly invite the exchange student to attend Rotary meetings and other Rotary events. Students hosted by District 5650 are required to attend the following Rotary events:
1) One local Rotary meeting per month;
2) Get Acquainted Weekend in August or September;
3) Outbound Student Interviews in November;
4) South Central Rotary Youth Exchange Weekend in early February;
5) Outbound Orientation in February; and
6) District 5650 Conference.
Exchange students are encouraged to attend other Rotary meetings and events as often as possible.
Interference with Host Family activities from Rotary events should not impose a burden on the Host Family, and the YEO and Rotarian Counselor are responsible for seeing that this does not occur. Rotary Club members are responsible for providing transportation for the student to these events and activities.
Rotary Support = District + Club
This Team of the District Youth Exchange Committee, the local Rotary club Youth Exchange Officer and Rotarian Counselor are here to help the exchange student and the Host Family have a successful exchange experience. They should be available 24 hours a day, to provide exchange students assistance on any matters of concern.
District 5650’s Role
District 5650 has a Rotary Youth Exchange District Chairperson or Youth Exchange Officer (YEO). The District Chairperson is responsible for the overall organization of the Youth Exchange Program in District 5650 including orientation of inbound and outbound students and group activities for the Rotary Youth Exchange students in District 5650.
The specific job of the District Counselor is to help exchange students who have problems with their exchange including problems with the Rotary Host Club, Host Family, or Host School.
The District Co-Chairpersons and the District Counselor are there to help the students. Students should not hesitate to contact them when they need help. If they are not able to help the student, there is yet another person the student can contact--the District Governor. Sometimes it takes the political influence of the District Governor to resolve a problem. Do not hesitate to have a student contact the District Governor if other Rotary officials don’t get the job done.
The Inbound Student’s Role
Above all else, we expect exchange students to be involved: involved in their family; involved in school; involved in the community in which they live; and involved in Rotary. To do this successfully, most Exchange students must do two things: learn to communicate in a new language; and learn to adapt.
Learning English
All students arrive with some understanding of the English language, and most can speak and understand our language well, having studied English for several years in school. But for most, considerable effort will be needed on their part to understand the English we speak, which is often different than the English they were taught in school. Students should practice by engaging in real conversation, reading, and writing our language. These steps are necessary to develop true proficiency. Students can help by asking questions that require more than “yes” or “no” answers, having patience when communications are not clear, and consciously speaking slowly and clearly, with frequent checks for understanding.
Learning to Adapt
Learning to adapt means, for most students, being willing to try new things, do things differently, recognize the cultural basis for the environment they are used to, and accepting that our cultural differences are neither “better or worse”, simply “different”.
Comply with Rotary and District 5650 Rules
All exchange students, and their parents, agreed to comply with the rules, regulations, and guidelines that are part of the Rotary Youth Exchange application. These are common sense conditions that are intended to insure their safety, comply with the standards of the international organizations monitoring exchange programs, and assure that their conduct does not impose a burden on the families who open their homes to these students -- you Host Parents. A summary of the more important rules are:
1. Driving: Exchange students are not permitted to operate motor vehicles, including motorcycles, boats, or any other powered device requiring an operators license as a condition of the medical and accident insurance.
2. Drinking and Drugs: Exchange students must comply with the laws of their host country, including those applying to possession and consumption of alcoholic beverages and controlled substances. If allowed by the laws of the student’s new country and the rules of the student’s Host District, the student may, with the approval of the host parents, accept an alcoholic beverage offered by them in their home.
3. Smoking: Applicants are asked to indicate if they smoke on the application, and this information is often the basis for the decision by the host family to host the student. Students who do smoke must comply with the conditions and restrictions imposed by the host family. Smoking is never permitted in the bedroom. If the student stated on the application that the student did not smoke, the student may not smoke anytime or anyplace on the exchange.
4. School Attendance: This is an educational exchange, and students are required to attend school regularly, and maintain satisfactory class work. On the other hand, the program’s objective is not to provide a high school diploma, and each school agreeing to enroll exchange students will determine what, if any, certification will be provided for classes taken.
5. Travel: Travel for the exchange student as part of the host family, or with school or church groups, is highly encouraged and will provide the student with opportunities to learn about the host country. However, independent travel, or travel without adult supervision will be given at least the same level of parental control as would be expected for parents to impose on students in their home country. Additionally, Rotarians at both the host club and district committee need to know where Exchange students are in the event of an emergency. District 5650 will support host parents when they say NO to travel by an exchange student.
6. Visits by the parents, family, and friends: Most District’s rules prohibit any visitors from a student’s home country during the first eight to nine months of the exchange year, and specifically at any time that will interfere with school, or that will cause an inconvenience to your host family. Visits by family or friends during the traditional Christmas, New Year, and Easter holiday periods are generally forbidden. On the other hand, parental visits near the conclusion of the exchange year are great opportunities for the student to share mastery of a new language and knowledge of a new culture, and introduce parents to all of the host families with whom the student has lived. Any visits planned by family members or friends must be fully acceptable to the then current host parents, and should be discussed with the appropriate Rotarians before being finalized.
7. Use of telephone and Internet: Students who frequently communicate with family and friends “back home” by telephone or e-mail often delay their own adjustments and adaptation to the exchange, and extend, rather than reduce, feelings of homesickness. In addition, students may not recognize the cost of lengthy, international telephone calls until the phone bill arrives. Occasional (perhaps every 3-4 weeks) telephone calls to or from home, plus calls on special occasions, should be sufficient voice contact when combined with “newsy” letters the student mails home that will likely be cherished and reread by parents long after they arrive. Constant e-mail or instant messaging also prevents students from becoming part of the host family and community. Students should limit this kind of electronic communication with home to about twice per week. Students are also prohibited from visiting inappropriate web sites, such as pornography or hate sites. Students are responsible for any costs incurred for telephone or Internet charges. Students and their host parents should decide, in advance, how the student pays for such usage when it is permitted. Additionally, District 5650 advises against a student having a cell phone in his or her new country, as those bills can get very high very quickly. If the student and the host family agree that it is advisable or necessary for the student to have a cell phone, only prepaid plans should be accepted.
The Host Family’s Role
The operative word here is Family. The host family is asked to help the student become a part of its family during the period when the student lives with it. The host family should treat the student as it would its own son or daughter, not as a guest. The host family is expected to exercise all of the parental responsibilities and authorities that it would for its own child. Here are some guidelines to help students get along well with their host families:
• Get a clear understanding of the expectations of the host family. Appendix D is a listing of First Night Questions that we provide to you and your host parents that cover most of the topics that will help define those expectations. Cultural differences as well as personality differences often lead to misunderstandings unless these topics are discussed and clarified. Many students will use the questions as a “check-off list” to make sure nothing has been overlooked during the first few days; we suggest that host parents also review this list for any topics that are important to them.
• Be prepared for homesickness. This can take many forms, from simply general sadness to wishing to stay in your room alone. It is perfectly normal for you to have bad days and experience homesickness. Keep busy and involved. These feelings will pass. If the student has poured out frustration in a letter or email home (eg., saying that the student wants to return home immediately), the student should delay sending the letter or message for a couple days, re-read it, and then mail it only if it still applies. Most students end up not sending the letter.
• Get involved. School extracurricular activities, sports, community activities, church groups, and family activities may be new and unfamiliar, and will likely be very “different” from those activities the student was involved in back home. If student senses that he or she is bored or reluctant to participate in available activities, the student should try a new activity even if no one has yet asked the student to join in.
• Understand “culture shock” and ask the host family’s help in learning its culture. Appendix E provides the article How To Cope With Culture Shock, which may help the student understand some of the feelings the student may experience as a result of the differences between the student’s culture and his or her new culture.
Rotarian Roles and Responsibilities
District Governor
• Ultimately responsible for oversight of Youth Exchange Program
• Appoints Youth Exchange Chairperson (aka Youth Exchange Officer).
• Appoints Youth Exchange Compliance Officer.
• When appropriate, appoints District Response Team or District Investigator.
• Knows District and Rotary International policy on abuse and harassment prevention.
District Youth Exchange Officer
• Communicates regularly with international contacts when placing or receiving students and throughout every exchange.
• Serves as liaison between foreign districts and clubs within District.
• Keeps District Governor in the loop.
• Develops effective support system for students.
• Knows and complies with District and RI policies on Youth Protection and administration of the Youth Exchange Program.
• Coordinates participation in Youth Exchange and works closely with club Youth Exchange Officers to complete club and District Youth Exchange responsibilities.
• Carefully screens, interviews, and selects students that the District sponsors.
• Carefully screens, interviews, and selects District level volunteers.
• Ensures that participants understand expectations and responsibilities.
• Communicates regularly with inbound and outbound students and maintains current contact information on them.
• Approves or disapproves travel plans of inbound students.
• With help of Youth Exchange Committee, creates and reviews District youth exchange policies.
• Responds immediately and thoroughly to any allegation.
Inbound Coordinator
• Serves as a resource for inbound students before they arrive.
• Helps coordinate inbound application processing of information from foreign host district
• Helps clubs with Guarantee Form process
• Maintains regular communication with assigned inbound students.
• Monitors timely receipt of monthly reports
• Handles situations with inbound student that cannot be handled at the club level.
• Knows District and Rotary International policy on abuse and harassment prevention.
• Is aware of signs and symptoms of sexual abuse and harassment and appropriate actions to take.
• Responds immediately and thoroughly to any allegation.
Outbound Coordinator
• Serves as a resource for outbound students before they leave.
• Helps coordinate outbound application process including processing of information from foreign host district
• Maintains regular communication with assigned outbound students.
• Monitors timely receipt of monthly reports
• Handles situations with outbound student that cannot be handled at the club level..
District Youth Protection Compliance Officer
• Monitors District Youth Exchange Committee and District’s clubs to ensure their compliance with Rotary Youth Protection policies.
• Maintains records documenting this compliance.
Club President
• Supports club participation and appoints club Youth Exchange Officer.
• Appoints club Youth Exchange Officer and Rotarian Counselor.
Club Youth Exchange Officer
• Recruits and screens host families including obtaining application, host family profile, personally interviewing all family members, inspecting the home, and taking photos of home.
• Obtains clubs signatures on the club portion of the Guarantee Forms (both inbound and outbound)
• Corresponds with outbound student before arrival.
• Meets inbound student at airport on arrival and sees student off on departure.
• Sees outbound student off at the airport and greets student upon return.
• Arranges for club to pay monthly stipend to inbound student on time.
• Ensures that host families, parents, students, and counselors are trained in abuse and harassment prevention.
• Keeps club President in the loop.
• Coordinates student’s placement with host families and schools.
• Develops effective club and community support system for exchange students.
• Coordinates participation in Youth Exchange and works closely with District Youth Exchange Officer to complete club responsibilities.
• Knows and complies with District and RI policies on Youth Protection and administration of the youth exchange program.
• Carefully screens, interviews, and selects students that the club sponsors.
• Carefully screens and interviews host families and adult volunteers (including Rotarians).
• Ensures that participants understand expectations and responsibilities.
• Communicates regularly with inbound and outbound students and maintains current contact information on them.
• Approves or disapproves travel plans of inbound students.
• Creates and reviews club Youth Exchange policies.
• Responds immediately and thoroughly to any allegation.
Club Rotarian Counselor
• Obtains signature of school official on inbound student Guarantee Form and gives school Host School Book and gives school letter that confirms whether the student has graduated and that school is waiving tuition.
• Corresponds with outbound student before arrival.
• Reviews the inbound student’s immunization record with the school nurse and gives information about needed shots to student and host family.
• Meets inbound student at airport on arrival and sees student off on departure.
• Sees outbound student off at the airport and greets student upon return.
• Orients host families and gives host them the Host Family Book, which includes local contact information, Department of State welcome letter, and Department of State regulations.
• Advocates for the student.
• Supports student and makes student feel a part of the Rotary family.
• Serves as the liaison between student and the Rotary club, host family, school, and community at large.
• Assists student in adapting to culture and language.
• Contacts students before arrival to explain expectations of District and club.
• Meets student in person at least monthly.
• Listens carefully to the student’s comments and concerns.
• Visits host families regularly to monitor host family dynamics.
• Helps with any school issues.
• Provides student with general information about the host club, community, and persons the student can contact when help is needed.
• Works with the community and the school to ensure that student is involved in positive activities and community life.
• Informs student about sexual abuse and harassment.
• Creates a supportive environment in which student feels comfortable to discuss concerns.
• Knows District and Rotary International policy on abuse and harassment prevention.
• Is aware of signs and symptoms of sexual abuse and harassment and appropriate actions to take.
Part II: The Inbound Student Process
A. Overview of Rotary Youth Exchange Responsibilities for Inbound Students
1. Host Family Responsibilities
• Provide room and board (including the cost of lunch at school unless the Club agrees to cover this cost).
• Provide a nurturing home environment.
• Exercise appropriate parental supervision.
• Communicate family rules.
• Explain school rules and attendance requirements and see that the school handbook is followed.
• Establish weekday and weekend curfew times.
• Get to know the student’s American friends.
• Reinforce Rotary’s Five “Ds”
o No Driving.
o No Drugs.
o No Drinking (no alcohol consumption outside the family home).
o No Dating (no serious romantic involvement).
o No Defacing the body (no new body piercing or tattoos).
• Transportation
o Provide necessary transportation.
o No Driving by student.
o Establish rules for persons with whom exchange student may accept a ride.
• Reach understanding about phone usage and about calling home. (Student pays for long distance calls.)
• Regulate suitable usage of Internet.
• Clear rules about expectation that student join family for meals.
• Student’s table manners should be role model for younger children.
• Assign appropriate household chores, which can include doing own laundry and keeping room straight.
• Available as emergency contact for student.
• Share cultural norms with student.
• Be alert for any emerging problems.
• Helps student register for classes.
• Signs travel permission forms (but only when the trip appears to be reasonably safe and is otherwise appropriate).
• In consultation with club, help set up checking account.
2. Student Responsibilities
• Follows the Rotary rules.
• Follows the Host Family rules.
• Be on time.
• Follows the Host School rules and completes homework.
• Gives host family and Rotarian counselor a copy of the student’s school schedule.
• Tells his Host Club about any problems with his Host Family.
• Tells his Host Club about any problems with school.
• Shares his culture with his Host Family and Host Club.
• Attends Rotary meetings at least once a month.
• Pays for personal items, clothing, mementos, entertainment, and recreational expenses.
• Follows the District travel policy that:
o Requires permission for trips outside of Nebraska and Iowa; and
o Generally limits travel to Rotary approved tours, trips to close family members living in the United States, and trips with host family members or Rotarians.
• If travel is authorized, pays the cost of the travel unless another person offers to cover the student’s expenses. (The student should not ask the host family or club to cover these expenses.)
3. Host Club Responsibilities
• Provides a Youth Exchange Officer who oversees the exchange.
• Provides a counselor who maintains personal contact with student and host family on at least a once a month basis.
• Provides the Host School with a copy of the student’s application and the Host School Handbook
• Recruits and screens host families.
• After selecting and vetting a host family, provides it with an orientation, the Host Family Book, and the student’s application.
• Reinforces the need of the student to follow all Rotary rules.
• Reinforces the need of the student to follow all school rules.
• Reinforces the need of the student to follow all family rules.
• Makes sure that the student gets to at least one Rotary meeting each month.
• Provides monthly stipend of $100 for a maximum of ten months.
• Pays any school activity fee and cover the cost of any school uniform.
• Keeps the student’s emergency fund.
• Pays for the student’s lunch at school if the host family does not. (Normally the host family covers this expense.)
• Provides the student with a list of emergency contacts.
• Keeps the student’s paper airline ticket. (If the student has an electronic ticket, there is not ticket to keep. Instead the club should get the electronic confirmation number so that the club has access to the student’s return flight information from the airlines.)
• Signs travel permission forms (but only when the trip appears to be reasonably safe and is otherwise appropriate).
• Ensure that the Club YEO and Rotarian Counselor have received Youth Protection Training.
• Complete the Club Compliance Statement.
B. Rotary International Uniform Program Rules and Conditions of Exchange
The following two pages contain the Program Rules and Conditions, which all exchange students and their parents agreed to follow as part of the Application to the Exchange Program. These are the “universal” set of common sense rules that all Rotary District Youth Exchange Programs expect the student to comply with as a condition of the Exchange. A Rotary Youth Exchange Student must agree to the following rules and conditions of exchange.
Strict Rules and Condition of Exchange—Violation will result in student’s immediate return home.
|You must obey the laws of the host country. If found guilty of violating |You should have sufficient financial support to assure your well-being |
|any law, you can expect no assistance from your sponsors or native country.|during your exchange. Your host district may require a contingency fund for |
|You must return home at your own expense as soon as released by |emergency situations. Unused funds will be returned to your parents or legal|
|authorities. |guardians at the end of your exchange. |
|You are not allowed to possess or use illegal drugs. Medicine prescribed to|You must follow the travel rules of your host district. Travel is permitted |
|you by a physician is allowed. |with host parents or for Rotary club or district functions authorized by the|
|The illegal drinking of alcoholic beverages is expressly forbidden. |host Rotary club or district with proper adult chaperones. The host district|
|Students who are of legal age should refrain. If your host family offers |and club, host family, and your parents or legal guardians must approve any |
|you an alcoholic drink, it is permissible to accept it under their |other travel in writing, thus exempting Rotary of responsibility and |
|supervision in the home. |liability. |
|You may not operate a motorized vehicle or participate in driver education |You must return home directly by a route mutually agreeable to your host |
|programs. |district and your parents or legal guardians. |
|You will be under the host district’s authority while you are an exchange |Any costs related to an early return home or any other unusual costs |
|student and must abide by the rules and conditions of exchange provided by |(language tutoring, tours, etc.) are the responsibility of you and your |
|the host district. Parents or legal guardians must not authorize any extra |parents or legal guardians. |
|activities directly to you. Any relatives you may have in the host country |You should communicate with your first host family prior to leaving your |
|will have no authority over you while you are in the program. |home country. The family’s information must be provided to you by your host |
|You must attend school regularly and make an honest attempt to succeed. |club or district prior to your departure. |
|You must have travel insurance that provides medical and dental coverage |Visits by your parents or legal guardians, siblings, or friends while you |
|for accidental injury and illness, death benefits (including repatriation |are on exchange are strongly discouraged. Such visits may only take place |
|of remains), disability / dismemberment benefits, emergency medical |with the host club’s and district’s consent and within their guidelines. |
|evacuation, emergency visitation expenses, 24-hour emergency assistance |Typically, visits may be arranged only in the last quarter of the exchange |
|services, and legal services, in amounts satisfactory to the host Rotary |or during school breaks and are not allowed during major holidays. |
|club or district in consultation with the sponsor Rotary club or district, |Talk with your host club counselor, host parents, or other trusted adult if |
|with coverage from the time of your departure from your home country until |you encounter any form of abuse or harassment. |
|your return. | |
Common Sense Rules and Condition of Exchange—Violations will result in District review and restrictions. Severe or constant disregard of these rules will result in being returned home.
|Smoking is discouraged. If you state in your application that you do not |Avoid serious romantic activity. Abstain from sexual activity. |
|smoke, you will be held to that position throughout your exchange. Your |Get involved in your school and community activities. Plan your recreation |
|acceptance and host family placement is based on your signed statement. |and spare-time activities around your school and community friends. Don’t |
|Under no circumstances are you to smoke in your host family’s bedrooms. |spend all your time with other exchange students. If there is a local |
|Body piercing or obtaining a tattoo while on your exchange is not allowed, |Interact club, you are encouraged to join it. |
|for health reasons. |Choose friends in the community carefully. Ask for and heed the advice of |
|Respect your host’s wishes. Become an integral part of the host family, |host families, counselors, and school personnel in choosing friends. |
|assuming duties and responsibilities normal for a student of your age or |Do not borrow money. Pay any bills promptly. Ask permission to use the |
|for children in the family. |family phone or computer, keep track of all calls and time on the Internet, |
|Learn the language of your host country. Teachers, host parents, Rotary |and reimburse your host family each month for the costs you incur. |
|club members, and others you meet in the community will appreciate the |Limit your use of the Internet and mobile phones. Excessive or inappropriate|
|effort. It will go a long way in your gaining acceptance in the community |use is not acceptable. |
|and with those who will become lifelong friends. |If you are offered an opportunity to go on a trip or attend an event, make |
|Attend Rotary-sponsored events and host family events, and show an interest|sure you understand any costs you must pay and your responsibilities before |
|in these activities. Volunteer to be involved; do not wait to be asked. |you go. |
|Lack of interest on your part is detrimental to your exchange and can have | |
|a negative impact on future exchanges. | |
C. Additional Program Rules and Conditions for Inbound Students to District 5650
1) Open return round trip ticket. Students must arrive with a complete round-trip airline ticket, including both domestic and international segments, and the ticket must have an “OPEN” return.
2) Emergency fund ($400). Students must maintain an Emergency Fund of $400 US, to be deposited upon arrival with the host Rotary Club Counselor or Youth Exchange Officer. This fund is ONLY to be used in emergencies and then must be replenished immediately by the student or his/her natural parents.
3) Insurance. All inbound students must purchase the minimum Rotary District 5650 approved accident and sickness insurance policy, known as “Annual Plan A”, (Students are highly encouraged to purchase “Annual Plan B”) from American International Group, Inc., through CISI-Bolduc. Insurance must be paid for before the student’s arrival. Students must also purchase liability insurance. Guarantee forms and DS-2019 visa documents will not be issued until the insurance premium is paid. Insurance policies issued by foreign insurance companies are not acceptable because of the potential problem with a foreign company processing claims originating in the United States.
4) Medical conditions & dietary restrictions. Students must identify if they have any dietary or physical restrictions on the application. If something occurred after submission of the application and the student needs special attention, the D5650 YE Chairperson must receive a complete report no later than 2 weeks before departure. If the applicant suffers from mental or medical condition(s), the District 5650 Youth Exchange Chairperson reserves the right to cancel or terminate the exchange.
5) Communication with home. To help in the adaptation of the students, phone calls home should be limited to once per month after the initial phone call on arrival. E-mail, text messaging, and instant messaging to family and friends back home should be limited to no more than twice per week.
6) School attendance. Students must attend school regularly and make good effort in classes. Students will attend high school, at the school designated by the Host Rotary Club. Students are not allowed to take driver education or operate a motor vehicle.
7) Visits from home. Visits by parents and family members are permitted only after six months. Visits by friends from home are strongly discouraged and will be allowed only in special circumstances. Students are not permitted to return home during the exchange year except in cases of emergency.
8) Travel. Students generally are prohibited from independent travel. Travel with a Host Family, school groups, or local Rotarians is permitted. A student who wants to travel more than 150 miles from home must first obtain written permission from the student’s natural parents, the current Host Family, the Host Rotary Club, and District 5650.
Inbound students must arrive directly in District 5650 from their home country and must return directly at the end of the exchange year. The only exception is Rotary approved bus tours. This is a cultural and educational exchange, not a travel exchange. Exchange students should have no expectations of being a tourist. The Host Rotary Club and Host Families are under no obligation to provide or permit it. However, some travel through the generosity of and with the Host club, local Rotarians and Host Families is encouraged.
Students shall not make their own travel arrangements and then expect the Host club, Host Family, and District 5650 to agree. Tickets may be purchased only after all necessary written approvals have been obtained. Inbound Exchange students must comply with this policy; Host Families are asked to enforce it. Violations may be grounds for terminating the Exchange, and returning the student to his or her home country immediately.
9) Respecting flags. Writing on or signing the flag of any country is not permitted. This is a crime and could lead to students being attacked by a person who considers the act to be disrespectful.
10) Monthly stipend. The student’s host club will pay a monthly stipend of $100 for each month a student is here up to a maximum of ten months.
11) High school athletic participation. High school athletic participation cannot be guaranteed.
12) Graduation. Most high schools will not graduate exchange students. Some schools will award an honorary diploma or allow the student to walk across the stage at graduation. American colleges and universities generally do not recognize honorary diplomas. Students who need credit for courses taken in American high schools should check with their school counselors in their home country to make certain that they are taking the correct courses. These students may also want to consider taking additional courses in their country or taking online or distance learning courses.
13) Computer and cell phone usage. Computers and cell phones should be used at home only in common or public areas. Students are expected to follow the rules of host family on when and where computers and phones may be used.
D. Travel for Inbound Exchange Students
Frequently Asked Questions About District 5650 Inbound Travel
Rotary Youth Exchange is a cultural exchange in which the student is expected to attend school regularly. It is not a travel exchange. Nonetheless, most students will have the opportunity to travel with their host families or Rotarians. This kind of travel is encouraged.
A. What type of travel is allowed? The travel must be consistent with the student’s J-1 visa status as an exchange student.
• Travel on SCRYE Approved Rotary bus tours is consistent with this status.
• Travel with host families or Rotarians is generally consistent with this status.
• Travel with close relatives or to visit close relatives may or may not be consistent with this status.
• For all other travel, there should be an academic or cultural component
B. Who decides whether travel is allowed?
• Student must have a blanket travel permission form signed by the student’s natural parents.
• If proposed travel would cause the student to miss school, the school should be consulted.
• Decision is a joint decision by:
o Host family that is hosting at the time of the travel
o Host Club
o District
• The club and the host family should not automatically approve the travel. Rather they should listen to the proposal and discuss it with the District. It places the District in a difficult position when the host family and host club have already given their approval.
C. When must the student get permission before traveling?
• The student should provide the host club and District of notice whenever the student plans to travel out of town. Permission is required, but filling out the written permission form is not required.
• If the student is traveling outside of the District[1], a written permission form must also be completed. (This provision does not apply to District events.)
E. When must a written permission form be completed?
• For travel outside the District unless the travel is to a District event.
• Rotary Bus Tour.
• Permissions for school trips is handled the same as for other trips. If the travel is out of town but within the District then permission from the host club and host family is required. If travel is outside the District, then written permission from the District, host club, and host family is required.
F. When is written permission form not required?
• Travel within the District.
• Travel to District events.
G. If the student travels outside of the District (other than for District events), what details must be provided and to whom must the details be provided? District 5650 is required to provide the natural parents or guardians and host parents of the following:
• Details about the program;
• Location;
• Travel itineraries;
• Sleeping accommodations;
• Contact information including cell phone numbers for the adults and phone numbers for hotels.
H. When is travel by the student prohibited?
• During times that conflict with scheduled district events.
• Thanksgiving, Christmas, New Years, Easter
• Generally during the last two to three weeks of school and during the week after school gets out except that a student may travel on Rotary approved bus tours at the end of the exchange.
• Travel when school is in session is generally not approved unless it is for a day or two only and does not create a problem for the school.
• If travel to visit a relative near the end of an exchange is allowed, the student must return to the District at least one day (and preferably at least two days) before the student leaves for his or her host country.
• Rotary and Department of State regulations require a student to depart directly for home at the end of the student’s program. The Department of State gives the student 30 days after the program completion date to return home.
I. With whom may the student travel?
• Adults in the Host Family (Family Trips)
• Local Rotarians
• School Trips
• Church Trips
J. When is unaccompanied travel allowed?
• Unaccompanied travel has been allowed to visit:
o A relative.
o A relative of the host family.
o The family of a student who had been hosted by the exchange student’s family.
• Tours other than Rotary bus tours are considered unaccompanied travel and will not be approved.
• When available, non-stop air travel is generally required even if there is a less expensive option available. This principle is particularly important during the winter.
• When non-stop travel is not available, the connections must be reasonable and the airports where the connections take place also must make sense. Generally connections to the last flight of the day will not be approved.
K. Who may the student visit?
• Relatives and friends of the host family if the student is traveling with the host family.
• Relatives and friends of a Rotarian if the student is traveling with the Rotarian
• A relative. (Relative means relative in the American sense and not in the expanded sense common in Asian and some other countries.)
L. Who pays for the travel?
• The student is expected to pay for all travel.
• Nonetheless, some host families and some Rotarians who take the student on a trip pay for the transportation.
M. What Youth Protection considerations are there?
• Transportation arrangements must be reasonably safe.
• Sleeping accommodations must be appropriate.
• Visits to a relative—natural parents must confirm in writing that the person is a relative and that they support the visit.
• Visits to non-relatives--a host family application and criminal background check is required.
N. When are visits from family members prohibited?
• During the first six months of the exchange.
• Thanksgiving, Christmas, New Years, and Easter.
• During times that conflict with scheduled district events.
• During the last two to three weeks of school and during the week after school gets out except that parents are allowed to visit if their child will be graduating from high school. (Honorary diplomas are not included in this exception.)
• If the student wants to travel with his or her parents, the school schedule must be considered.
O. Are visits from friends at home allowed? No. But if a friend is in town for other reasons, then allowing the student to go out to dinner with the friend is allowed.
P. When may the student purchase tickets? Generally tickets should not be purchased until after the student has:
• Submitted the proposed itinerary to the host family, host club, and District.
• Received written permission from the host family, host club, and District for the specific travel plans.
Rotary Bus Tours
Exchange Students are allowed to go on tours designed for Rotary students only if these tours have been approved by SCRYE. The list of tours that meet SCRYE standards is not yet available. For Rotary Year 2011-12 the USA Tours and South Central Rotary Ambassadorial Tours were approved by SCRYE.
For information about Rotary tours in general around the United States go to:
Not all of these tours have been approved by SCRYE.
E. Host Families
The Host Family Forms are not included in this manual. Copies of the forms are available on the District website. For the most current version of the forms, please check with the District Youth Exchange Chairperson.
1. Filling Out the Forms. There are four forms that must be completed as part of the Host Family Selection Process:
• HF1: Host Family Application
• HF2: Host Family Interview and Inspection
• HF3: Host Family Profile
• HF4: Host Family Orientation (must be done on after family is fully vetted and before student arrives)
• HF-5: Host Family Certification
• HF-6: Department of State Regulations (given to Host Family)
• HFV-1: Reference Report (two required for each family member)
Timeliness is particularly important with the first Host Family. The documents that your host student needs to receive a visa cannot be sent to your student until District 5650:
• Has the Host Family Application and Host Family Interview and Inspection forms; and
• Runs criminal background checks on all adult family members, which is authorized by the Application.
The District then sends to your exchange student the documents necessary receive a visa and the Host Family Profile.
2. Host Family Manual. You must give each Host Family a copy of the Host Family Manual.
3. Orientation. You must provide an orientation to each Host Family that includes an explanation of the Rotary Youth Protection system. You can simply provide an oral orientation. Or the District 5650 PowerPoint presentation or the Ohio-Erie Multidistrict DVD may be shown.
4. Moving your student to another Host Family. Remember that before you move your student to a new Host Family, you must go through the entire Host Family Application process including having the District run the necessary criminal background checks.
5. Notification that your student is moving to another Host Family. You must notify the District before or immediately after your student moves to a new Host Family. The District is responsible for reporting the change of address to the Department of State. If the District fails to promptly notify the Department of State, the District can lose the right to run a student exchange program.
6. Youth Protection and Host Families. If a youth protection issue arises, your club must be prepared to transfer your student to another home within 24 hours. The move may have to take place even when you have been unable to verify what happened. Clubs should have backup host families available to accept a student on a moment’s notice. Often the backup families are Rotarians or Rotarians who are a member of the club’s youth exchange committee.
Questions for “First Week” with Host Family
1. What do I call you? “Mom”, “Dad”, or given (first) name?
2. What am I expected to do daily other than:
a. Make my bed
b. Keep my room tidy
c. Clean the bathroom up after I use it?
3. What is the procedure about dirty clothes? Where do I keep them until wash day?
4. Should I wash my own underclothes?
5. What is the procedure if I need to iron my clothes?
6. May I use the iron, washing machine, sewing machine, etc.?
7. Where can I keep my bathroom accessories?
8. When is the most convenient time for me to use the bathroom on weekday mornings?
9. When is the best time for me to shower or bathe?
10. When are mealtimes?
11. Do I have a regular job at meal times? Set, clear, wash, dry the dishes; the garbage?
12. May I help myself to food and drinks (non-alcoholic) at any time or must I ask first?
13. What areas are strictly private e.g. your study, bedroom, pantry, etc.?
14. May I put posters and pictures in my room? On the wall? How do you want things hung?
15. What are your feelings about my drinking alcohol if offered by you?
16. Do you object to my having wine at the table with you or an occasional beer?
17. What time must I get up weekday mornings?
18. What time should I get up weekends and holidays?
19. What time must I go to bed weekdays? Weekends?
20. What time must I be in on school nights if I go out? (Exceptions by special arrangement).
21. What time must I be in on weekends if I go out?
22. What dates are the birthdays of family members?
23. May I have friends stay overnight?
24. What is your rule on entertaining friends in my room with the door closed?
25. Can I invite friends over during the day? After school? When no one else is home?
26. What are the rules about phone calls? Local?, Long Distance?, Overseas? How and when may I pay for calls I make? How do you want me to keep track of my pay telephone calls?
27. What are the rules about access to the Internet and e-mail if there is a computer in the house? Are there time limits or time periods that use is permitted or prohibited?
28. May my friends call me? What times are not good?
29. What is the procedure about posting mail?
30. Do any of you have any pet dislikes? e.g.. chewing gum, music types, being late, wearing curlers or a hat at the table, being interrupted while reading, etc.
31. How do I get around? bus, bicycle, be driven, riding with friends, etc.
32. What about transportation to the mall or movies?
33. May I play the stereo or TV?
34. May I use kitchen appliances? Microwave? Dishwasher? Stove?
35. What are the rules about going to church?
36. May I smoke? Where? (Rotary discourages smoking in general and forbids smoking in bedrooms)
37. If I have something bugging me, how do you want me to handle it?
a. Write a note explaining it
b. Ask for a heart to heart discussion
c. Tell my counselor
d. Keep it to myself and live with it
38. How often can I go out each week?
39. Who pays for “event” expenses? me? you? Rotary? (movies, sports events, concerts/shows )
40. Can I use the shampoo and tooth paste or buy my own?
41. What do I do about school lunch? Buy- who pays- me, you, Rotary? Bring from home?
42. Are there any eating habits or foods I need to discuss? I don't like _____.
In general, ask about those things you feel are most important the first night, and then other over the next couple nights. Host Families, Students and Rotary should always maintain open and honest communications.
F. Host School
1. Application. You are expected to provide the school with a copy of your student’s application.
2. Host School Manual. You also must provide the school with a copy of the District 5650 Host School Manual. Make sure that the school has copy of the Rotary and Local Community Contacts so that it knows whom to contact in case of an emergency.
3. Immunizations. You make have to work with the Host Family to make sure that your student has all the required immunizations. State law limits the ability of a school to allow a student to attend classes if the student does not have all required immunizations.
4. Birth certificate requirement. Nebraska has a law that requires a student who has not previously enrolled in school to submit an original birth certificate or substitute identification and an affidavit explaining why an original birth certificate is not available. Many school districts do not know about this law or do not enforce it. Some Districts are very strict on this issue. Find out whether your school requires an original birth certificate. If it does, contact your student immediately so the student is able to bring the certificate with him or her.
G. Rotarian Counselor
Who should be the Rotarian Counselor?
The Rotarian Counselor should be carefully selected surrogate uncle or aunt, a defender of the Exchange Student’s view, and a Rotarian with empathy toward the Exchange Student and dedication the YE Program. The Counselor should stay on the job for not less three years. Because the Department of State considers the Rotarian Counselor to be a local coordinator, the Counselor may not be a member of the student’s host family or a relative of the student. If possible the Counselor should be the same gender as the student.
What are the specific responsibilities of the Rotarian Counselor?
• Unless YEO does, the Counselor:
o Obtains school official’s signature on the Guarantee Form, unless this is done by the YEO.
o Provides host school with:
▪ Host School Book, which includes required contact information and the student’s application;
▪ A letter confirming whether the student has graduated and that school will not charge tuition.
o Reviews the student’s immunization needs with the school nurse and communicates this information to the student and host family.
• Corresponds with student before student’s arrival;
• Gets to know student and host families.
• Unless the YEO does, the Counselor:
o Orients the host families before student moves into their homes;
o Gives the host families a host family book including required contacts, Department of State letter of appreciation and DOS regulations.
• Meets student at the airport and sees student off from the airport;
• May host the student for a few days before the student moves to first host family.
• Personally meets with student at least monthly. Additional contact including by phone and email is encouraged. All contacts must be documented. Issues raised must be addressed appropriately.
• Deals with any issue that arises with the student or in the host family;
• Is an advocate for student;
• Gets to know the student’s counselor at school.
• May go to the parent teacher conferences.
• Arranges for student’s participation in Rotary activities.
Some Other Thoughts about a Rotary Counselor’s Life
Occasionally there is a personality conflict, or bad chemistry between the counselor and the Exchange Student, which may indicate a change of counselor. The Exchange Student may be more comfortable with a recent host father, a teacher or another Rotarian. Hopefully the counselor will recognize this strained situation and arrange for another to take his or her place. The Exchange Student must have someone to confide in and discuss problems with. In any event the club has the responsibility for providing a counselor for the child.
A list of problems: What would you do?
Natural parents make student feel guilty; “I miss you, come home”
Student calling parents “I miss you, I want to come home”
In both situations counsel the Exchange Student and contact the natural parents and the sponsoring District. Work through the problem to keep the child here.
Student and host family not compatible
Student stealing—doing drugs—lying—drinking—smoking
Sibling rivalry, unfriendliness, cold, no one communicating
Sexual advances or abuse by host parents, host siblings or others
School problems: attendance, tardiness, participation, attitude
Home sickness
Too frequent telephone calls or e-mail use.
H. Club Youth Exchange Officer (YEO)
The Club’s youth exchange officer has overall responsibility for the club’s inbound and outbound youth exchange program. This Rotarian should be well organized. Because the Department of State considers the YEO to be a local coordination, the YEO may not be a member of the student’s host family or a relative of the student. Specific responsibilities include:
• Recruits and screens the host families. This includes
o An in-person interview of all family members;
o Taking photographs of the host family’s home.
• Advises the host family about the length of the exchange (one semester, one academic year, or one calendar year) and about how long the student will be in its home.
• Completes the club signature portion of the Guarantee Forms;
• Corresponds with your student before arrival;
• Meets student at the airport and sees student off from the airport and take digital photos;
• Gets to know student and host families;
• Arranges for your student to receive the monthly stipend;
• Arranges for student’s participation in Rotary activities;
• Arranges for your student’s slide presentation to your club;
• Oversees your club’s youth exchange program.
• The following are normally done by the Rotarian Counselor but in some cases may be done by the YEO:
o Obtains the school official’s signature on the Guarantee Form;
o Provides host school with:
o Host School Book, which includes required contact information and the student’s application;
o A letter confirming whether the student has graduated and that school will not charge tuition.
• Reviews the student’s immunization needs with the school nurse and communicates this information to the student and host family.
• Orients the host families before student moves into their homes.
• Gives the host families a host family book including required contacts, Department of State letter of appreciation, and DOS regulations.
• I. How to Cope with Culture Shock
by Arthur Gordon
As the world grows smaller, as ever-increasing numbers of people travel, work or study abroad, more attention is being focused on a kind of silent sickness that often afflicts the inexperienced traveler or the unwary expatriate. It's the loss of emotional equilibrium that a person suffers when he moves from a familiar environment where he has learned to function easily and successfully to one where he has not. The term used to describe this malady is “culture shock”.
The effects of culture shock may range from mild uneasiness or temporary homesickness to acute unhappiness or even, in extreme cases, psychological panic, irritability, hyper-sensitivity and loss of perspective are common symptoms. Often the victim doesn't know what's the matter with him. He just knows that something's wrong -- and he feels miserable.
Most experts in inter-cultural communication agree that the basic cause of culture shock is the abrupt loss of the familiar, which in turn causes a sense of isolation and diminished self-importance. “Culture shock”, says anthropologist Kalvero Oberg, “is brought on by the anxiety that results from losing all our familiar signs and symbols of social intercourse. these signs or cues include the thousand and one ways in which we orient ourselves to the situations of daily life: when to shake hands and what to say when we meet people, when and how to give tips, how to give orders to servants, how to make purchases, when to accept and when to refuse invitations, when to take statements seriously and when not.”
According to Dr. Oberg, these cues, which may be words, gestures, facial expressions or customs, are acquired by all of us in the course of growing up and are as much a part of our culture as the language we speak or the beliefs we accept. All of us depend for our peace of mind on hundreds of these cues, even though we may not be consciously aware of them. “When an individual enters a strange culture,” Dr. Oberg says, “all or most of these familiar cues are removed. he or she is like a fish out of water. No matter how broad-minded or full of goodwill he may be, a series of props has been knocked out from under him.”
Sometimes the transition to an alien culture has an immediate impact. A short term American visitor to certain Eastern European countries may find himself dismayed or depressed by living conditions that seem perfectly normal and acceptable to the people of that country - toilets with no seats, for example, or even more primitive bathroom facilities. It may come as a real shock to a teenager from Texas to find that hamburgers are non-existent, or, that local hairdressers never heard of plastic curlers.
More insidious is what might be termed delayed culture shock. Often when a person takes up residence in a foreign country there's a period of excitement and exhilaration when everything seems new and challenging and fascinating. If one has friends of business connections one may be asked to dinner, taken sight-seeing, made much of -- at first. Also, in the beginning similarities between cultures are more apparent than differences. Almost everywhere people live in houses, go to work, relax on week-ends, do the shopping, eat three meals a day and so on. All this seems reassuring.
It's not until this honeymoon period ends that the newcomer begins to realize that there are endless subtle differences that leave him facing a host of perplexing problems. Many of these problems never bothered him at home, because they solved themselves almost automatically. Now, to his increased dismay, he finds that he has language troubles, housing troubles, money troubles, transportation troubles, food troubles, recreation troubles, perhaps even health troubles. All of these things drain away his reservoir of good-humor and equanimity. Having his laundry done may become a major struggle. Making a telephone call may be a small crisis. It may seem to him that people say yes when they mean no and promise to do things which they never do. Time may be regarded quite differently by the people among whom he finds himself. So may space, in some countries people like to stand very close together when they converse, in others this violates a deep-rooted sense of privacy.
Underlying all these difficulties is the uncomfortable feeling of not really belonging, of being an outsider. In changing cultures, the newcomer has inevitably changed his own status. At home he was “somebody”, or at least his place in society was established and recognized, here he is relatively “nobody”. As a foreigner, he is a member of a minority whose voice counts for little or nothing. He may find that his homeland, so important to him, is regarded with suspicion or dismissed as unimportant. In short, as one observer put it, he finds himself in “circumstances of beleaguered self-esteem”.
A mature, confident person may be able to shrug off these circumstances. But if the newcomer is insecure or sensitive or shy, they may seem over-whelming. Furthermore, as troubles pile up and he begins to look around for help, he may conclude that the natives of the country in which he finds himself are either incapable of understanding his plight or are indifferent to it. This in turn triggers the emotion that is one of the surest signs of culture shock: hostility to the new environment. The victim says to himself, “These people don't seem to know or care what I’m going though. Therefore they must be selfish, insensitive people. Therefore I don't like them.”
Inevitably this reaction tends to increase the isolation of the unhappy visitor because people sense his antagonism and begin to avoid him. When this happens, he may seek out other disgruntled souls, usually expatriates like himself, and find melancholy relief in criticizing all aspects of the host country. These discussions almost never lead to any honest evaluation of the situation or awareness that the difficulty may lie in the attitude of the critics themselves. They are simply gripe-sessions in which the virtues of the home country are exaggerated almost as much as the alleged failing of the country being visited. As Dr. Oberg says, “When Americans or other foreigners get together to grouse about the host country and its people, you can be sure they are suffering from culture shock.”
Sometimes the victim of culture shock may go to the other extreme, surrendering his own identity and trying to imitate all the customs and attitudes of the alien culture. Or he may try to solve the problem by withdrawing into himself, refusing to learn the native language, making no effort to find friends among the local people, taking no interest in their history, art, architecture, or any other aspect of their culture. While in this state of mind he may display a variety of unattractive symptoms. One is a tendency to over-react to minor frustrations or delays or inconveniences with irritation or anger out of all proportion to the cause. Another is to be unduly suspicious, to think that people are out to cheat or swindle him because he is a foreigner. Yet another is over-concern about cleanliness, an unwarranted conviction that water, food or dishes are unsanitary when in fact they are not. Often the person is unaware of the extent to which he is displaying these symptoms.
He does know, however, that he is miserable and that the casual remedies recommended to him --- patience, hard work, mastery of the language and so on -- don't seem to do much good. Sometimes he will develop a marked degree of over-dependence on people from his own country who have passed through their own period of culture shock and are residing successfully and happily in the host country. If they in turn can display wisdom, patience and understanding of his symptoms, they often are able to shorten the span of his misery.
One reason the unhappy expatriate gravitates toward his own countrymen is that in their company he can at least feel sure of being understood. Underlying much of his confusion is the fact that even if he speaks the language of the country there remain endless opportunities for misunderstanding. All experts in communication emphasize the fact that language and voice are by no means our only form of communication, they are supported by hundreds of gestures and facial expressions that are easily misinterpreted.
Yet another stumbling block that compounds the problems of culture shock is the tendency of many people to think of members of other cultures in terms of stereotypes. The excitable Arabs. The amorous French. The touchy Italians. The lazy Latinos. The volatile Hungarians. The materialistic Americans. Some psychologists think that anxiety-prone people cling to stereotypes because it lessens the threat of the unknown by making the world predictable … and what the victim of culture shock needs desperately is a familiar, predictable world.
Almost always, fortunately, symptoms of culture shock subside with the passage of time. The first sign of recovery may well be the reappearance of the victim's sense of humor; he begins to smile or even laugh at some of the things that irritated him as much at first. As familiarity with local language and customs increases, his self-confidence and self-esteem begin to return. He comes out of his shell and makes tentative overtures to the people around him -- and as soon as he starts being friendly, they stop seeming hostile. Slowly he progresses from a grudging acceptance of his surroundings to a genuine fondness for them and becomes proud of his growing ability to function in them. In the end, he wonders what he was so unhappy about in the beginning.
Is it possible to shorten the duration of culture shock or minimize its impact? The experts think so. Here are three suggestions they offer to anyone planning a stay in a foreign land.
• First, be aware that such a thing as culture shock exists, that it will probably affect you one way or another, but that it doesn't last forever.
• Next, try to remember, if and when you become thoroughly disenchanted with your surroundings, that the problem probably isn't so much in them as it is in you.
• Third, accept the idea that while it may be somewhat painful, culture shock can be a very valuable experience, a mind-stretching process that will leave you with broader perspectives, deeper insight into yourself and wider tolerance for other people.
If it happens to you, don't think that you're strange or abnormal. If you had a happy life back home, why shouldn't you miss some aspects of it or feel a sense of loss? You'd be abnormal if you didn't.
If it happens to you, don't sit around being negative and critical, this just prolong and deepens your gloom. Try to keep busy. Arrange something pleasant to look forward to. Set goals for yourself -- learning ten new foreign phrases each day, for example-- and stick to them.
If it happens to you, try not to be judgmental. everyone has an ethnocentric tendency to think that his own culture is superior to all others. Actually, any culture is a good culture if it provides an environment that meets basic human needs.
If it happens to you, force yourself to look for the best, not the worst, in your situation. People who go around looking for trouble usually manage to find it. Train yourself to enjoy the diversity of people and cultures, not fear it or shy away from it.
Recently in Russia two members of an American tour-group at different times during the day bought a candy bar from a booth in a railroad station. Each was given his change in the form of chocolate wafers. One American, disturbed by this departure from the familiar, felt that he was being victimized and protested vehemently. The other, charmed by what seemed to him a quaint and delightful custom, regarded it as a novel and refreshing experience and even bragged about it to his fellow tourists. The first American, it seems reasonable to say, was far more a prisoner of his own culture, than the second.
In sum, before he leaves home the visitor to a foreign land should make up his mind neither to resist the culture in which he finds himself nor surrender to it. What he needs to do is fight or grope or inch his way toward a new and flexible personality, a personality that retains its own cultural identity but recognizes the right of members of other cultures to retain theirs.
If that new personality can help him toward a better understanding of himself and of others, if it can enable him to communicate easily and convey warmth and understanding and goodwill across the culture barricades, then the pain of culture shock will have served its purpose, and the recovered victim will truly have the best of two worlds.
Abridged version reprinted by kind permission of Youth for Understanding
The Exchange Cycle
1. Application Anxiety
2. Selection/Arrival Fascination
Elation
Expectation
3. Initial Culture Shock: 1-6 Months
Novelty wears off
Characteristics:
Sleeping Habits
Disorientation
Language difficulties
Fatigue (Mental/Physical)
Eating
4. Surface Adjustments
After initial “down”
Settle in:
Language improves
Navigate culture
Friends
Social Life
5. Mental Isolation
Frustration increases
New sense of isolation
Boredom
Lack of motivation
Unresolved problems
Language problems
6. Integration/Acceptance
Begin to examine society
Accept surroundings/self
7. Return Anxiety
Preparation for departure
Realize changes
Desire to stay
Results:
Confusion/Pain
Breaking of bonds
No promise of renewal in future
8. Shock/Reintegration
Contrast of old and new
Family/friends
Difficulty to accept change
Not the center of attention
Others not interested in experience details
Reorientation
All exchange students experience phases of elation, anxiety, and depression. One or more of these phases will be experienced near the time of application processing. Various phases will then continue even after the student returns home. It is important that this be anticipated, and calmly accepted and dealt with.
The best method to resolve each occurrence is to keep busy and remember that all the exchange students before you, with you, and who follow you, will experience similar circumstances.
Parents and host families need to know that exchange students will experience these phases and should not be alarmed. They should be ready to help the student work their way out of the down cycles.
The time necessary to work through each phase is not predictable and will depend on the student and the circumstances.
Ref. Helmut Muscheid, Rotary Youth Exchange Officer, Germany
J. Insurance Claims
1. All inbound students are required to have health insurance and personal liability insurance issued through CISI-Bolduc.
2. Rotarians and host parents should not sign any agreement to personally pay for the medical care required by an exchange student. Federal law requires hospitals and emergency rooms to provide medical care regardless of whether the patient has insurance and regardless of ability to pay. Rotarians and host parents should sign authorization for medical treatment. Please study all forms authorizing medical treatment carefully as they often are not limited to providing treatment authorization and contain a personal agreement to pay for services.
2. Here how to contact CISI-Bolduc about a claims:
• Phone: (800) 303-8120
• Fax: (203) 399-5596
• Email: cisiwebadmin@
3. Completed claim forms should be sent to:
CISI
River Plaza 9 West
Broad Street
Stamford, CT 06902
4. For more information, see the CISI-Bolduc website at .
K. District Disciplinary Process: Yellow Card & Red Card
1. Yellow Card: Significant misconduct that is not so serious that student should be sent home
2. Red Card
• Misconduct for which a student should be sent home
• Accumulation of two or more yellow cards
3. Only District YEO & District Vice Chair issue Yellow and Red Cards.
4. Red Card issued only after consultation with District Governor.
5. District Governor may direct that a student be sent home.
6. Chain of Action
Club observes incident or is informed of incident by someone such as a host family member or school official
• Club reports incident to Inbound Coordinator
• Inbound Coordinator reports to:
o District YEO and District Vice Chair
o Club Counselor and Club YEO
• District YEO reports to District Governor when appropriate
7. The YEO or Vice Chair will consult with the host club and the host counselor in particular.
8. If YEO issues a Yellow Card:
• Student is on probation.
• Student is informed in writing of the specific behaviors that are unacceptable and a time frame in which change is expected. Student and counselor sign the form and copies are given to the host family, counselor, and District YEO.
9. Rotary Code 41.080.18 The decision to send a student home early requires the agreement of the host and sending districts. If the districts do not agree, an independent mediator may be appointed.
Part III. Outbound Student Process
A. Additional Program Rules and Conditions for Outbound Students from District 5650
1) Students must leave with a complete round-trip airline ticket, including both domestic and international segments, and the ticket must have an “OPEN” return.
2) Students must maintain an Emergency Fund in an amount to be determined by their Host District. The fund must be deposited upon arrival with the host Rotary Club Counselor or Youth Exchange Officer. This fund is ONLY to be used in emergencies and then must be replenished immediately by the student or his/her natural parents.
3) All outbound students must purchase an insurance policy that is the equivalent of the minimum Rotary-approved accident and sickness insurance policy. In most cases your host District determines the coverage that you must purchase. If the Host district does not make this decision, then District 5650 requires purchase of a Rotary plan from ACE that is sold through CISI-Bolduc. The minimum plan is “Annual Plan A.” Students are highly encouraged to purchase “Annual Plan B” because it provides more comprehensive coverage. Because of the difficulty of getting an American insurance company to pay a foreign claim, your family’s current health insurance plan is not acceptable even if it pays for foreign claims. Some Rotary Districts (e.g. many in the European Union) require students to purchase insurance that specifically applies to their country. Often this step is necessary to integrate the insurance with the country’s national health insurance. Depending on the coverage provided by the foreign insurance policy, District 5650 may also require the student to purchase the CISI-Bolduc policy. This additional insurance may be necessary to provide insurance coverage when the student is in route overseas or returning home and during any trips outside the student’s host country. Insurance coverage must be in place and paid for before your leave. In many cases guarantee forms and visa documents will not be issued until the after appropriate insurance is in place.
5) Students must identify if they have any dietary or physical restrictions on the application. If something occurred after submission of the application and the student needs special attention, the D5650 YE Chairperson must receive a complete report no later than 2 weeks before departure. If the applicant suffers from mental or medical condition(s), the District 5650 Youth Exchange Chairperson reserves the right to cancel or terminate the exchange.
5) To help in the adaptation of the students, we ask that phone calls home be limited to once per month after the initial phone call on arrival. E-mail to family and friends should be limited.
7) Students must attend school regularly and make good effort in classes. Students will attend high school, at the school designated by the Host Rotary Club.
7) Students are prohibited from independent travel. Travel with host family, school groups, or Rotarians is permitted. Outbound students must depart directly to their host district and host country. Unless written permission is granted by their host District and District 5650, they must return directly at the end of the exchange year.
8) Students are not permitted to return home during the exchange year except in cases of emergency.
9) This is a cultural and educational exchange, not a travel exchange. Exchange students should have no expectations of being a tourist. The Host Rotary club and Host Families are under no obligation to provide or permit it. However, some travel through the generosity of, and with the Host club, individual Rotarians, and Host Families is encouraged. Under no circumstances shall students make their own travel arrangements and then expect the Host club and Host Family to agree. Outbound Exchange students must comply with this policy, and Host Families are asked to enforce it. Violations of this policy may be grounds for terminating the Exchange, and returning the student to his or her home.
10) Writing on or signing the flag of any country is not permitted. This is a crime in most countries, and it could lead to students being attacked by a person who considers the act to be disrespectful.
B. Rotary Counselor Role for Outbound Student
• Sets up selection and interview process for outbound students
• Coaches potential selectee on District interview and accompanies to interview
• Keeps parents advised on process
• Arranges for those selected to attend occasional Rotary events
• Provide banners, letters of introduction, suggest gifts to hosts, swap pins, business cards
• Helps student prepare a slide presentation for use in host country
• Media announcements
• Accompanies student to airport upon departure and takes digital photos
• Keeps in contact with student at least once a month
• Makes sure student submits monthly report
• Submits information about student’s exchange to club for inclusion in newsletter
C. Interviewing Prospective Outbound Students
Forms to assist with club interviews may be found in the forms appendix.
Part IV. Rotary International and District 5650Youth Protection
A. Rotary International Statement of Conduct for Working with Youth
Rotary International strives to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouse, and partners, and other volunteers must safeguard the children and young people they come into contact with and protect them from physical, sexual, and emotional abuse. (November 2006 Mtg., Bd. Dec. 72)
Source: November 2002 Mtg., Bd. Dec. 98; Amended by November 2006 Mtg., Bd. Dec. 72
B. Rotary International Youth Protection Policy
2.110. Youth Protection
2.110.1. Statement of Conduct for Working with Youth
Rotary International strives to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouse, and partners, and other volunteers must safeguard the children and young people they come into contact with and protect them from physical, sexual, and emotional abuse. (November 2006 Mtg., Bd. Dec. 72)
Source: November 2002 Mtg., Bd. Dec. 98; Amended by November 2006 Mtg., Bd. Dec. 72
2.110.2. Sexual Abuse and Harassment Prevention
All Rotarians, clubs and districts should follow the statement of conduct for working with youth and RI guidelines for abuse and harassment prevention established by the general secretary. The guidelines include the following requirements
1. RI has a zero-tolerance policy against abuse and harassment.
2. An independent and thorough investigation must be made into any claims of sexual abuse or harassment.
3. Any adult involved in a Rotary youth program against whom an allegation of sexual abuse or harassment is made must be removed from all contact with youth until the matter is resolved.
4. Any allegation of abuse must be immediately reported to the appropriate law enforcement agency, in accordance with RI’s zero-tolerance policy.
5. A club must terminate the membership of any Rotarian who admits to, is convicted of or is otherwise found to have engaged in sexual abuse or harassment. A non-Rotarian who admits to, is convicted of, or is otherwise found to have engaged in sexual abuse or harassment must be prohibited from working with youth in a Rotary context. A club may not grant membership to a person who is known to have engaged in sexual abuse or harassment. (Upon obtaining information that a club has knowingly failed to terminate the membership of such a Rotarian, the RI Board will takes steps to have the Rotarian’s membership terminated, including action to terminate the club’s charter for failure to comply).
6. If an investigation into a claim of sexual abuse or harassment is inconclusive, then, for the safety of youth participants and the protection of the accused, additional safeguards must be put in place to assure the protection of any youth with whom the individual may have future conduct. If there are subsequent claims of sexual abuse or harassment, the adult shall be permanently prohibited from working with youth in a Rotary context. Regardless of criminal or civil guilt, the continued presence of the adult could be detrimental to the reputation of the organization and could be harmful to youth. It can also benefit the adult in preventing additional accusations from other youth. A person who is accused but later cleared of charges, may apply to be reinstated to participate in youth programs. Reinstatement is not a right, and no guarantee is made that he or she will be instated to his or her former position. (November 2006 Mtg., Bd. Dec. 72) Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72
C. Rotary International District 5650 Abuse and Harassment Prevention Policy
1. Statement of Conduct for Working With Youth
District 5650 strives to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouses and partners, and other volunteers must safeguard the children and young people they come into contact with and protect them from physical, sexual, and emotional abuse.
2. Definitions
Volunteer: Any adult involved with Rotary Youth Exchange activities who has direct interactions with students, either supervised or unsupervised. This includes, but is not limited to, club and district Youth Exchange officers and committee members, Rotarian counselors, Rotarians and non-Rotarians, their spouses and partners that host students for activities or outings or who might drive students to events or functions, host parents, and other adult residents of the host home (including siblings and other family members).
Student: Youth involved with Rotary Youth Exchange, regardless of whether they are of the age of majority.
Sexual abuse: Sexual abuse refers to engaging in implicit or explicit sexual acts with a student, or forcing or encouraging a student to engage in implicit or explicit sexual acts, alone or with another person of any age of the same sex or the opposite sex.
Additional examples of sexual abuse could include, but are not limited to:
• Non-touching offenses
• Indecent exposure
• Exposing a student to sexual or pornographic material
Sexual Harassment: Sexual harassment refers to sexual advances, requests for sexual favors or verbal or physical conduct of a sexual nature. In some cases, sexual harassment precedes sexual abuse and is a technique used by sexual predators to desensitize or “groom” their victims.
Examples of sexual harassment could include, but are not limited to:
• Sexual advances
• Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, and comments about an individual’s sexual activity, deficiencies, or prowess
• Verbal abuse of a sexual nature
• Displaying sexually suggestive objects, pictures or drawings
• Sexual leering or whistling, any inappropriate physical contact such as brushing or touching, obscene language or gestures and suggestive or insulting comments
3. Volunteer Selection and Screening
The following screening shall be completed before participation in Youth Exchange activities.
District 5650 will maintain all records of criminal background checks, waivers, and screening for adults working with minors in perpetuity.
All volunteers interested in participating in the District 5650 Youth Exchange program must:
• Complete a Youth Volunteer Affidavit form and authorize the district to conduct a criminal background check (subject to local laws and practices).
• Undergo personal interviews.
• Provide a list of references for the district to check.
• Meet RI and district eligibility requirements for working with students. RI requires that any volunteer who has admitted to, been convicted of, or otherwise found to have engaged in sexual abuse or harassment be prohibited from working with youth in a Rotary context. If an individual is accused of sexual abuse or harassment, and the investigation into the claim is inconclusive, then, for the safety of youth participants and the protection of the accused, additional safeguards must be put in place to assure the protection of any youth with whom the individual may have future contact. A person later cleared of charges may apply to be reinstated to participate in youth programs. Reinstatement is not a right, and no guarantee is made that he or she will be reinstated to his or her former position.
• Understand and comply with RI and district guidelines for the Youth Exchange program.
Host families must meet the following selection and screening requirements, in addition to those listed above.
• Host families must undergo a comprehensive interview that determines their suitability for hosting exchange students. This should include:
( Demonstrated commitment to the safety and security of students
( Motivation for hosting a student is consistent with Rotary ideals of international understanding and cultural exchange
( Financial ability to provide adequate accommodations (room and board) for the student
( Aptitude for providing appropriate supervision and parental responsibility that ensures the student’s well-being
• Host families must complete a written application
• Home visits must be conducted for each family and should include both announced and unannounced visits, both prior to and during the placement. Home visits must be conducted annually, even for repeat host families.
• All adult residents of the host home must meet the selection and screening guidelines. This includes adult children of the host family and other members of the extended family that reside in the home either on a full- or part-time basis.
Rotarian counselors must meet the criteria for All Volunteers, as well as the following:
• Counselors must not be a member of the student’s host family.
• Counselors must be trained in responding to any problems or concerns which may arise during the exchange, which may include instances of physical, sexual, or emotional abuse or harassment.
• Counselors should not be close friends or relatives to other volunteers involved with a particular student (i.e. school principal, host family, etc.)
4. Student Selection and Screening
All students interested in participating in the District 5650 Youth Exchange program must:
• Complete a written application and be interviewed for their suitability for participation in the Youth Exchange program.
• Attend and participate in all district orientation and training sessions.
All parents or legal guardians of students interested in participating in the District 5650 Youth Exchange program must be interviewed to determine the student’s suitability for participation in the Youth Exchange program.
5. Training
District 5650 will provide abuse and harassment prevention training to all Youth Exchange program participants. The District Youth Exchange Compliance Officer shall be responsible for conducting the training sessions. District 5650 will:
• Adapt an Abuse and Harassment Prevention Training Manual that will include relevant information on specific district guidelines, local customs, cultural issues, and legal requirements.
• Develop a calendar for training and define the frequency of training required for each volunteer position, including descriptions of who is to participate, when training should occur, and how training will be conducted.
• Conduct specialized training sessions for the following Youth Exchange program participants:
( District governor
( District Youth Exchange committee members
➢ Club Youth Exchange committee members
➢ Rotarian counselors
➢ Other Rotarian and non-Rotarians who participate in Youth Exchange activities, such as local tours or district events
➢ Host families
➢ Students (outbound and inbound)
➢ Parents and legal guardians of students
• Establish guidelines to ensure that all those required to be trained have participated.
• Maintain records of participation to ensure compliance
Additional recommendations: While not required, districts may wish to consider the following.
• If appointed, a district child protection officer can assume training responsibilities.
• Partner districts should share with one another the specific training content each undertakes.
6. Allegation Reporting Guidelines
District 5650 is committed to protecting the safety and well-being of Youth Exchange students and will not tolerate their abuse or harassment. All allegations of abuse or harassment will be taken seriously and must be handled in accord with the District 5650 Youth Exchange Sexual Abuse and Harassment Allegation Reporting Guidelines,
7. Investigation Guidelines
District 5650 takes all allegations of abuse or harassment seriously and will investigate each allegation thoroughly. The district will cooperate with all law enforcement, child protective services, and legal investigations, and will only conduct its own independent investigations such that it does not interfere with other investigations. When appropriate the District will form a district committee to carry out internal investigations.
8. Other District 5650 Responsibilities
District 5650:
• Has procedures for reporting, investigating, and proper handling of non-criminal offenses or historic cases that law enforcement will not investigate.
• Requires that all inbound Youth Exchange students maintain insurance at a level that is set and reviewed annually.
• Provides each student with a list of local services in the district (rape and suicide crisis hotline, alcohol and drug awareness programs for teenagers, proper law enforcement agencies, community services, etc.)
• Will complete a student data request form for all participating Youth Exchange students and return it to RI one month before the beginning of the exchange.
• Will maintain and provide to Youth Exchange students a “district hotline.”
• Will follow RI guidelines for Youth Exchange Web sites and usage of the Rotary Marks.
• Will appoint an independent lawyer, therapist or counselor to represent any alleged victim in cases of sexual abuse and harassment.
• Will report all criminal allegations to RI within 72 hours.
• Will report all serious incidents (accidents, crimes, early returns, death) involving Youth Exchange students to RI within 72 hours.
• Evaluate and review this policy and accompanying procedures on a regular basis.
• As appropriate District 5650 will appoint a misconduct committee to evaluate and review files, policies, and allegations.
• Request a monthly report from each inbound and outbound student in the district that includes information on current hosts, feelings, concerns, ideas and suggestions so that the district Youth Exchange chairperson or his or her designee can review the reports and assist students as needed.
10. Club Compliance
District 5650 will monitor and ensure that all participating clubs within the district comply with RI guidelines for abuse and harassment prevention. All clubs that wish to apply to the district for certification must provide the district with a copy of the following for review and approval:
• Copies of all material produced in the club to promote and support the Youth Exchange program, including, but not limited to, promotional materials and brochures, applications, policies, Web site links, etc.
• List of services in area (rape and suicide crisis hotline, alcohol and drug awareness programs for teenagers, proper law enforcement agencies, community services, private services)
• Club abuse and harassment prevention training program.
Participating clubs must agree to:
• Complete and return a signed compliance statement that the club is operating their program in accordance with District 5650 and RI policy.
• Conduct criminal background checks and reference checks for all volunteers involved with the program, including, but not limited to, adult full-time residents of host home, counselor, club chair, and all Rotarians and their spouses or partners with direct unsupervised contact. All volunteers must complete and sign the Youth Volunteer Affidavit found in Appendix A.
• Develop a comprehensive system for host family selection and screening that includes announced and unannounced home visits and interviews both prior to and during the placement.
• Conduct follow-up evaluations of both students and host families.
• Follow the Youth Exchange Abuse and Harassment Reporting Guidelines found in Appendix B. Report all cases of sexual abuse or harassment to the appropriate law enforcement authorities immediately and then to the club and district leadership for investigation.
• Prohibit direct placement of students outside District 5650 Youth Exchange program structure (e.g., “backdoor exchanges”).
• Set procedures for removal of a student from the host family (criteria for moving a student and back-up temporary housing available in advance).
• Develop contingency plans for hosting that include pre-screened and available back-up families.
• Ensure that all hosting is voluntary. Parents of outbound students and club members must not be required to host students.
• Ensure that long-term exchange students have multiple host families.
• Provide each student with a comprehensive local services list.
• Ensure that the host counselor for each student is not a member of the student’s host family.
• Ensure that the host counselor is trained in responding to any problems or concerns that may arise during the exchange, including the prevention of physical, sexual, and emotional abuse or harassment.
• Provide mandatory training on sexual abuse and harassment prevention for host families, outbound students, inbound students, and their parents or legal guardians.
• Provide the names and contact information of at least three people to contact for assistance with any issues or problems to all Youth Exchange students. These people must include both males and females, not related to each other, and individuals independent of the host family and club counselor.
• Follow RI guidelines for Youth Exchange Web sites and usage of the Rotary Marks.
• Report all serious incidents (accidents, crimes, early returns, death) involving Youth Exchange students to the district immediately.
• Conduct interviews of all applicants and applicants’ parents or legal guardians.
D. District 5650 Youth Exchange Sexual Abuse & Harassment Allegation Reporting Guidelines
Introduction
The most powerful force in the promotion of international understanding and peace is exposure to different cultures. Youth Exchange provides thousands of young people with the opportunity to meet people from other lands and to experience their cultures.
A Youth Exchange student will spend a year, or perhaps just an extended period of time, living with a host family in a country other than their own. Rotarians, their families, and non-Rotarian volunteers are expected to use their best efforts to safeguard the welfare of and prevent the physical, sexual or emotional abuse or harassment of every student with whom they come into contact.
Rotary International is committed to protecting the safety and well-being of Youth Exchange students and will not tolerate their abuse or harassment. All allegations of abuse or harassment will be taken seriously and must be handled within the following guidelines. The safety and well-being of students should always be the first priority.
Definitions
Sexual abuse: Sexual abuse refers to engaging in implicit or explicit sexual acts with a student, or forcing or encouraging a student to engage in implicit or explicit sexual acts alone or with another person of any age, of the same sex or the opposite sex. Additional examples of sexual abuse could include, but are not limited to:
• Non-touching offenses
• Indecent exposure
• Exposing a child to sexual or pornographic material.
Sexual harassment: Sexual harassment refers to sexual advances, requests for sexual favors or verbal or physical conduct of a sexual nature. In some cases, sexual harassment precedes sexual abuse and is a technique used by sexual predators to desensitize or “groom” their victims. Examples of sexual harassment could include, but are not limited to:
• Sexual advances
• Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, and comments about an individual’s sexual activity, deficiencies, or prowess
• Verbal abuse of a sexual nature
• Displaying sexually suggestive objects, pictures or drawings
• Sexual leering or whistling, any inappropriate physical contact such as brushing or touching, obscene language or gestures and suggestive or insulting comments
Is it Abuse or is it Harassment?
Whether the alleged conduct amounts to sexual abuse or sexual harassment is not to be determined by the adult to whom allegations are made. After ensuring the safety of the student, all allegations should be immediately reported to appropriate law enforcement authorities. In some countries, this reporting is required by law.
Allegation Reporting Guidelines
For use by all adults to whom a student reports an incident of abuse or harassment
Any adult to whom a student reports an incident of sexual abuse or harassment is responsible for following these Allegation Reporting Guidelines.
1. Report from Student
a. Listen attentively and stay calm. Acknowledge that it takes a lot of courage to report abuse. It is appropriate to listen and be encouraging. Do not express shock, horror or disbelief.
b. Assure privacy but not confidentiality. Explain that you will have to tell someone about the abuse/harassment to make it stop and to ensure that it doesn’t happen to other students.
c. Get the facts, but don’t interrogate. Ask the student questions that establish what was done and who did it. Reassure the student that s/he did the right thing in telling you. Avoid asking ‘why’ questions. Remember your responsibility is to present the student’s story to the proper authorities.
d. Be non-judgmental and reassure the student. Do not be critical of anything that has happened or anyone who may be involved. It is especially important not to blame or criticize the student. Assure the student that the situation was not their fault and that they were brave and mature to come to you.
2. Protect the Student
Ensure the safety and well-being of the student. Remove the student from the situation immediately and all contact with the alleged abuser or harasser. Give reassurance that this is for the student’s own safety and is not a punishment.
3. Report to Appropriate Law Enforcement Authorities
Immediately report all cases of sexual abuse or harassment to the appropriate law enforcement authorities first and then to the club and district leadership for investigation. In District 5650 cases occurring in Nebraska should be reported to the Nebraska Child Abuse Reporting Hotline. (1-800-652-1999.) In District 5650 cases occurring in Iowa should be reported to the Iowa Child Abuse Reporting Hotline. (1-800-362-2178.)The appropriate law enforcement office to whom reports should be made is the local police department or the county sheriff. In most situations, the first Rotary contact is the Rotarian counselor who has responsibility for seeking the advice of and interacting with appropriate agencies. If the allegation involves the conduct of the Rotarian counselor, the district Youth Exchange chair should be contacted. All allegations must be reported to RI within 72 hours; the person responsible for doing so is the Youth Exchange Officer (Chairperson of the District Youth Exchange Committee.
District 5650 will cooperate with police or legal investigations.
District 5650 has researched local, state, and national laws related to sexual abuse and harassment prevention and notes the following legal requirements of which all adult volunteers participating in the program must be aware:
Nebr. Rev. Stat. § 28-711. Child subjected to abuse or neglect; report; contents; toll-free number.
(1) When any physician, medical institution, nurse, school employee, social worker, or other person has reasonable cause to believe that a child has been subjected to child abuse or neglect or observes such child being subjected to conditions or circumstances which reasonably would result in child abuse or neglect, he or she shall report such incident or cause a report of child abuse or neglect to be made to the proper law enforcement agency or to the department on the toll-free number established by subsection (2) of this section. Such report may be made orally by telephone with the caller giving his or her name and address, shall be followed by a written report, and to the extent available shall contain the address and age of the abused or neglected child, the address of the person or persons having custody of the abused or neglected child, the nature and extent of the child abuse or neglect or the conditions and circumstances which would reasonably result in such child abuse or neglect, any evidence of previous child abuse or neglect including the nature and extent, and any other information which in the opinion of the person may be helpful in establishing the cause of such child abuse or neglect and the identity of the perpetrator or perpetrators. Law enforcement agencies receiving any reports of child abuse or neglect under this subsection shall notify the department pursuant to section 28-718 on the next working day by telephone or mail.
(2) The department shall establish a statewide toll-free number to be used by any person any hour of the day or night, any day of the week, to make reports of child abuse or neglect. Reports of child abuse or neglect not previously made to or by a law enforcement agency shall be made immediately to such agency by the department.
Nebr. Rev. Stat. § 28-713. Reports of child abuse or neglect; law enforcement agency; department; duties.
Upon the receipt of a call reporting child abuse and neglect as required by section 28-711:
(1) It is the duty of the law enforcement agency to investigate the report, to take immediate steps to protect the child, and to institute legal proceedings if appropriate. In situations of alleged out-of-home child abuse or neglect if the person or persons to be notified have not already been notified and the person to be notified is not the subject of the report of child abuse or neglect, the law enforcement agency shall immediately notify the person or persons having custody of each child who has allegedly been abused or neglected that such report of alleged child abuse or neglect has been made and shall provide such person or persons with information of the nature of the alleged child abuse or neglect. The law enforcement agency may request assistance from the Department of Health and Human Services during the investigation and shall, by the next working day, notify either the hotline or the department of receipt of the report, including whether or not an investigation is being undertaken by the law enforcement agency. A copy of all reports, whether or not an investigation is being undertaken, shall be provided to the department;
(2) In situations of alleged out-of-home child abuse or neglect if the person or persons to be notified have not already been notified and the person to be notified is not the subject of the report of child abuse or neglect, the department shall immediately notify the person or persons having custody of each child who has allegedly been abused or neglected that such report of alleged child abuse or neglect has been made and shall provide such person or persons with information of the nature of the alleged child abuse or neglect and any other information that the department deems necessary. The department shall investigate for the purpose of assessing each report of child abuse or neglect to determine the risk of harm to the child involved. The department shall also provide such social services as are necessary and appropriate under the circumstances to protect and assist the child and to preserve the family;
(3) The department may make a request for further assistance from the appropriate law enforcement agency or take such legal action as may be appropriate under the circumstances;
(4) The department shall, by the next working day after receiving a report of child abuse or neglect under subdivision (1) of this section, make a written report or a summary on forms provided by the department to the proper law enforcement agency in the county and enter in the tracking system of child protection cases maintained pursuant to section 28-715 all reports of child abuse or neglect opened for investigation and any action taken; and
(5) The department shall, upon request, make available to the appropriate investigating law enforcement agency and the county attorney a copy of all reports relative to a case of suspected child abuse or neglect.
Iowa Code:
232.68 Definitions.
The definitions in section 235A.13 are applicable to this part 2 of division III. As used in sections 232.67 through 232.77 and 235A.12 through 235A.24 , unless the context otherwise requires:
1. "Child" means any person under the age of eighteen years.
2. "Child abuse" or "abuse" means:
a. Any nonaccidental physical injury, or injury which is at variance with the history given of it, suffered by a child as the result of the acts or omissions of a person responsible for the care of the child.
b. Any mental injury to a child's intellectual or psychological capacity as evidenced by an observable and substantial impairment in the child's ability to function within the child's normal range of performance and behavior as the result of the acts or omissions of a person responsible for the care of the child, if the impairment is diagnosed and confirmed by a licensed physician or qualified mental health professional as defined in section 622.10 .
c. The commission of a sexual offense with or to a child pursuant to chapter 709 , section 726.2 , or section 728.12 , subsection 1, as a result of the acts or omissions of the person responsible for the care of the child. Notwithstanding section 702.5 , the commission of a sexual offense under this paragraph includes any sexual offense referred to in this paragraph with or to a person under the age of eighteen years.
d. The failure on the part of a person responsible for the care of a child to provide for the adequate food, shelter, clothing or other care necessary for the child's health and welfare when financially able to do so or when offered financial or other reasonable means to do so. A parent or guardian legitimately practicing religious beliefs who does not provide specified medical treatment for a child for that reason alone shall not be considered abusing the child, however this provision shall not preclude a court from ordering that medical service be provided to the child where the child's health requires it.
e. The acts or omissions of a person responsible for the care of a child which allow, permit, or encourage the child to engage in acts prohibited pursuant to section 725.1 . Notwithstanding section 702.5 , acts or omissions under this paragraph include an act or omission referred to in this paragraph with or to a person under the age of eighteen years.
f. An illegal drug is present in a child's body as a direct and foreseeable consequence of the acts or omissions of the person responsible for the care of the child.
g. The person responsible for the care of a child has, in the presence of the child, as defined in section 232.2 , subsection 6, paragraph "p" , manufactured a dangerous substance, as defined in section 232.2 , subsection 6, paragraph "p" , or in the presence of the child possesses a product containing ephedrine, its salts, optical isomers, salts of optical isomers, or pseudoephedrine, its salts, optical isomers, salts of optical isomers, with the intent to use the product as a precursor or an intermediary to a dangerous substance.
h. The commission of bestiality in the presence of a minor under section 717C.1 by a person who resides in a home with a child, as a result of the acts or omissions of a person responsible for the care of the child.
i. Cohabitation with a person on the sex offender registry under chapter 692A in violation of section 726.6 .
2A. "Child protection worker" means an individual designated by the department to perform an assessment in response to a report of child abuse.
3. "Confidential access to a child" means access to a child, during an assessment of an alleged act of child abuse, who is alleged to be the victim of the child abuse. The access may be accomplished by interview, observation, or examination of the child. As used in this subsection and this part:
a. "Interview" means the verbal exchange between the child protection worker and the child for the purpose of developing information necessary to protect the child. A child protection worker is not precluded from recording visible evidence of abuse.
b. "Observation" means direct physical viewing of a child under the age of four by the child protection worker where the viewing is limited to the child's body other than the genitalia and pubes. "Observation" also means direct physical viewing of a child aged four or older by the child protection worker without touching the child or removing an article of the child's clothing, and doing so without the consent of the child's parent, custodian, or guardian. A child protection worker is not precluded from recording evidence of abuse obtained as a result of a child's voluntary removal of an article of clothing without inducement by the child protection worker. However, if prior consent of the child's parent or guardian, or an ex parte court order, is obtained, "observation" may include viewing the child's unclothed body other than the genitalia and pubes.
c. "Physical examination" means direct physical viewing, touching, and medically necessary manipulation of any area of the child's body by a physician licensed under chapter 148 or 150A .
4. "Department" means the state department of human services and includes the local, county, and service area offices of the department.
5. "Health practitioner" includes a licensed physician and surgeon, osteopath, osteopathic physician and surgeon, dentist, optometrist, podiatric physician, or chiropractor; a resident or intern in any of such professions; a licensed dental hygienist, a registered nurse or licensed practical nurse; a physician assistant; and an emergency medical care provider certified under section 147A.6 .
6. "Mental health professional" means a person who meets the following requirements:
a. Holds at least a master's degree in a mental health field, including, but not limited to, psychology, counseling, nursing, or social work; or is licensed to practice medicine pursuant to chapter 148 , 150 , or 150A .
b. Holds a license to practice in the appropriate profession.
c. Has at least two years of postdegree experience, supervised by a mental health professional, in assessing mental health problems and needs of individuals used in providing appropriate mental health services for those individuals.
7. "Person responsible for the care of a child" means:
a. A parent, guardian, or foster parent.
b. A relative or any other person with whom the child resides and who assumes care or supervision of the child, without reference to the length of time or continuity of such residence.
c. An employee or agent of any public or private facility providing care for a child, including an institution, hospital, health care facility, group home, mental health center, residential treatment center, shelter care facility, detention center, or child care facility.
d. Any person providing care for a child, but with whom the child does not reside, without reference to the duration of the care.
8. "Registry" means the central registry for child abuse information established in section 235A.14 .
[C66, 71, 73, 75, 77, §235A.2; C79, 81, §232.68]
83 Acts, ch 96, §157, 159; 84 Acts, ch 1207, §1, 2; 85 Acts, ch 173, §2; 86 Acts, ch 1177, §1; 87 Acts, ch 153, §1, 2; 89 Acts, ch 24, §1; 89 Acts, ch 89, §16; 89 Acts, ch 230, §3, 4; 93 Acts, ch 76, §1; 93 Acts, ch 93, §2; 94 Acts, ch 1130, §1, 2; 95 Acts, ch 41, §24; 95 Acts, ch 108, §17; 95 Acts, ch 182, §7; 96 Acts, ch 1092, §2; 97 Acts, ch 35, §4, 5, 25; 97 h, ch 176, §1; 2001 Acts, ch 46, §2; 2001 Acts, ch 131, §1; 2003 Acts, ch 44, §49; 2004 Acts, ch 1116, §6 ; 2005 Acts, ch 158, §20
Subsection 2, NEW paragraph i
232.69 Mandatory and permissive reporters - training required.
1. The classes of persons enumerated in this subsection shall make a report within twenty-four hours and as provided in section 232.70 , of cases of child abuse. In addition, the classes of persons enumerated in this subsection shall make a report of abuse of a child who is under twelve years of age and may make a report of abuse of a child who is twelve years of age or older, which would be defined as child abuse under section 232.68 , subsection 2, paragraph "c" or "e" , except that the abuse resulted from the acts or omissions of a person other than a person responsible for the care of the child.
a. Every health practitioner who in the scope of professional practice, examines, attends, or treats a child and who reasonably believes the child has been abused. Notwithstanding section 139A.30 , this provision applies to a health practitioner who receives information confirming that a child is infected with a sexually transmitted disease.
b. Any of the following persons who, in the scope of professional practice or in their employment responsibilities, examines, attends, counsels, or treats a child and reasonably believes a child has suffered abuse:
(1) A social worker.
(2) An employee or operator of a public or private health care facility as defined in section 135C.1 .
(3) A certified psychologist.
(4) A licensed school employee, certified para-educator, holder of a coaching authorization issued under section 272.31 , or an instructor employed by a community college.
(5) An employee or operator of a licensed child care center, registered child development home, head start program, family development and self-sufficiency grant program under section 217.12 , or healthy opportunities for parents to experience success - healthy families Iowa program under section 135.106 .
(6) An employee or operator of a substance abuse program or facility licensed under chapter 125 .
(7) An employee of a department of human services institution listed in section 218.1 .
(8) An employee or operator of a juvenile detention or juvenile shelter care facility approved under section 232.142 .
(9) An employee or operator of a foster care facility licensed or approved under chapter 237 .
(10) An employee or operator of a mental health center.
(11) A peace officer.
(12) A counselor or mental health professional.
(13) An employee or operator of a provider of services to children funded under a federally approved medical assistance home and community-based services waiver.
2. Any other person who believes that a child has been abused may make a report as provided in section 232.70 .
3. a. For the purposes of this subsection, "licensing board" means an examining board designated in section 147.13 , the board of educational examiners created in section 272.2 , or a licensing board as defined in section 272C.1 .
b. A person required to make a report under subsection 1, other than a physician whose professional practice does not regularly involve providing primary health care to children, shall complete two hours of training relating to the identification and reporting of child abuse within six months of initial employment or self-employment involving the examination, attending, counseling, or treatment of children on a regular basis. Within one month of initial employment or self-employment, the person shall obtain a statement of the abuse reporting requirements from the person's employer or, if self-employed, from the department. The person shall complete at least two hours of additional child abuse identification and reporting training every five years.
c. If the person is an employee of a hospital or similar institution, or of a public or private institution, agency, or facility, the employer shall be responsible for providing the child abuse identification and reporting training. If the person is self-employed, employed in a licensed or certified profession, or employed by a facility or program that is subject to licensure, regulation, or approval by a state agency, the person shall obtain the child abuse identification and reporting training as provided in paragraph "d" .
d. The person may complete the initial or additional training requirements as part of any of the following that are applicable to the person:
(1) A continuing education program required under chapter 272C and approved by the appropriate licensing or examining board.
(2) A training program using a curriculum approved by the abuse education review panel established by the director of public health pursuant to section 135.11 .
(3) A training program using such an approved curriculum offered by the department of human services, the department of education, an area education agency, a school district, the Iowa law enforcement academy, or a similar public agency.
e. A licensing board with authority over the license of a person required to make a report under subsection 1 shall require as a condition of licensure that the person is in compliance with the requirements for abuse training under this subsection. The licensing board shall require the person upon licensure renewal to accurately document for the licensing board the person's completion of the training requirements. However, the licensing board may adopt rules providing for waiver or suspension of the compliance requirements, if the waiver or suspension is in the public interest, applicable to a person who is engaged in active duty in the military service of this state or of the United States, to a person for whom compliance with the training requirements would impose a significant hardship, or to a person who is practicing a licensed profession outside this state or is otherwise subject to circumstances that would preclude the person from encountering child abuse in this state.
f. For persons required to make a report under subsection 1 who are not engaged in a licensed profession that is subject to the authority of a licensing board but are employed by a facility or program subject to licensure, registration, or approval by a state agency, the agency shall require as a condition of renewal of the facility's or program's licensure, registration, or approval, that such persons employed by the facility or program are in compliance with the training requirements of this subsection.
g. For peace officers, the elected or appointed official designated as the head of the agency employing the peace officer shall ensure compliance with the training requirements of this subsection.
h. For persons required to make a report under subsection 1 who are employees of state departments and political subdivisions of the state, the department director or the chief administrator of the political subdivision shall ensure the persons' compliance with the training requirements of this subsection.
[C66, 71, 73, 75, 77, §235A.3; C79, 81, §232.69]
83 Acts, ch 96, §157, 159; 84 Acts, ch 1279, §4, 6; 85 Acts, ch 173, §3 - 5; 87 Acts, ch 153, §3; 88 Acts, ch 1238, §1; 89 Acts, ch 89, §17; 89 Acts, ch 230, §5; 89 Acts, ch 265, §40; 94 Acts, ch 1130, §3; 97 Acts, ch 85, §1; 99 Acts, ch 192, §27, 33; 2000 Acts, ch 1066, §42; 2001 Acts, ch 122, §2, 3; 2002 Acts, ch 1047, §2, 20; 2002 Acts, ch 1142, §1, 31; 2005 Acts, ch 121, §2
Subsection 1, paragraph b, NEW subparagraph (13)
232.70 Reporting procedure.
1. Each report made by a mandatory reporter, as defined in section 232.69 , subsection 1, shall be made both orally and in writing. Each report made by a permissive reporter, as defined in section 232.69 , subsection 2, may be oral, written, or both.
2. The employer or supervisor of a person who is a mandatory or permissive reporter shall not apply a policy, work rule, or other requirement that interferes with the person making a report of child abuse.
3. The oral report shall be made by telephone or otherwise to the department of human services. If the person making the report has reason to believe that immediate protection for the child is advisable, that person shall also make an oral report to an appropriate law enforcement agency.
4. The written report shall be made to the department of human services within forty-eight hours after such oral report.
5. Upon receipt of a report the department shall do all of the following:
a. Immediately, upon receipt of an oral report, make a determination as to whether the report constitutes an allegation of child abuse as defined in section 232.68 .
b. Notify the appropriate county attorney of the receipt of the report.
6. The oral and written reports shall contain the following information, or as much thereof as the person making the report is able to furnish:
a. The names and home address of the child and the child's parents or other persons believed to be responsible for the child's care;
b. The child's present whereabouts if not the same as the parent's or other person's home address;
c. The child's age;
d. The nature and extent of the child's injuries, including any evidence of previous injuries;
e. The name, age and condition of other children in the same home;
f. Any other information which the person making the report believes might be helpful in establishing the cause of the injury to the child, the identity of the person or persons responsible for the injury, or in providing assistance to the child; and
g. The name and address of the person making the report.
7. A report made by a permissive reporter, as defined in section 232.69 , subsection 2, shall be regarded as a report pursuant to this chapter whether or not the report contains all of the information required by this section and may be made to the department of human services, county attorney, or law enforcement agency. If the report is made to any agency other than the department of human services, such agency shall promptly refer the report to the department of human services.
8. If a report would be determined to constitute an allegation of child abuse as defined under section 232.68 , subsection 2, paragraph "c" or "e" , except that the suspected abuse resulted from the acts or omissions of a person other than a person responsible for the care of the child, the department shall refer the report to the appropriate law enforcement agency having jurisdiction to investigate the allegation. The department shall refer the report orally as soon as practicable and in writing within seventy-two hours of receiving the report.
9. Within twenty-four hours of receiving a report from a mandatory or permissive reporter, the department shall inform the reporter, orally or by other appropriate means, whether or not the department has commenced an assessment of the allegation in the report.
[C66, 71, 73, 75, 77, §235A.4; C79, 81, §232.70]
83 Acts, ch 96, §157, 159; 87 Acts, ch 153, §4; 97 Acts, ch 176, §2, 17; 2000 Acts, ch 1137, §4, 14; 2001 Acts, ch 122, §4
4. Avoid Gossip and Blame
Do not tell anyone about the report other than those required by the guidelines. Care must be taken to protect the rights of both the victim and the accused during the investigation.
District 5650 maintains the privacy (as distinct from confidentiality) of any accused person by enforcing the following procedures:
a. District 5650 will cooperate fully with law enforcement agencies and will supply these agencies with information about factual allegations made against an accused person.
b. District 5650 will share information about factual allegations only with those persons:
• To whom reports are required to be made under these guidelines;
• To whom reports are required to be made under state or federal law; or
• Who need this information to help protect students from abuse or harassment.
5. Do Not Challenge the Alleged Offender
The adult to whom the student reports must not contact the alleged offender. In cases of abuse, interrogation must be left entirely to law enforcement authorities. In cases of non-criminal harassment, the district youth exchange chair and district governor are responsible for investigating, and will be in contact with the alleged offender after the student has been moved to a safe environment.
6. Follow-Up
After reporting allegations to the Rotarian counselor or district Youth Exchange chair, follow up to make sure steps are being taken to address the situation. Specifically, District 5650 will conduct an independent and thorough investigation into any claims of sexual abuse or harassment. Any adult against whom an allegation of sexual abuse or harassment is made will be removed from all contact with youth until the matter is resolved.
Post Report Procedures
For Use by Rotarian Counselors and District Youth Exchange Chairs
The student’s Rotarian counselor and the district Youth Exchange chair are responsible for ensuring that the following steps are taken immediately following an abuse allegation is reported.
1. The adult to whom the student reports the abuse should follow the Allegation Reporting Guidelines.
2. Confirm that the student has been removed from the situation immediately and all contact with alleged abuser or harasser.
3. Contact appropriate law enforcement agency immediately (if not already done). If law enforcement agencies will not investigate, the club or district Youth Exchange chair should coordinate an independent investigation into the allegations.
4. Ensure the student receives immediate support services.
5. Offer the student an independent, non-Rotarian counselor to represent the interests of the student. Ask social services or law enforcement to recommend someone who is not a Rotarian or in any way involved with the youth Exchange program.
6. Contact the student’s parents or legal guardian. If away from home, provide the student with the option of either staying in the country or returning home.
7. Remove alleged abuser or harasser from all contact with the specific student and other youth while investigations are conducted.
8. Cooperate with the police or legal investigation.
9. The student’s Rotarian Counselor should inform the district Youth Exchange chair and district governor of the allegation. Either the district governor or the district Youth Exchange chair must inform Rotary International of the allegation within 72 hours, and provide follow-up reports of steps taken, the outcome of all investigations, and resulting actions.
Post Allegation Report Guidelines
Responding to the Need of the Student
There will need to be a cohesive and managed team approach to supporting the student after an allegation report. The student is likely to feel embarrassed, confused, and may become withdrawn and appear to be avoiding members of the host family or club. After a report of harassment or abuse, students may or may not want to remain on their exchange. If they do, they may or may not want to continue their relationship with their hosting Rotary club depending on the circumstances. In some cases, a student may wish to remain in the country, but change to a different host club.
It may be difficult for club members and host families to understand how the student is feeling, but it would be helpful for the student to know that the club remains a support for them. Club members and host families may experience ambiguity toward their roles and may feel unclear regarding their boundaries. However, they need to do whatever is necessary to reassure the student of their support at all times.
Appropriate Response for Addressing Issues Within the Rotary Club for Allegations Made Against Rotarians or Non-Rotarians
When addressing an allegation of abuse or harassment, the most important concern is the safety of the students. Club members should not speculate, make editorial comments, or offer personal opinions that could potentially hinder any police or criminal investigations. Club members should be cautioned about speculating or commenting on the matter during investigations. Comments made about alleged victims in support of alleged abusers do not support our statement of conduct or Rotary ideals. Comments made against an alleged abuser could lead to a slander or libel claim filed against Rotarians or clubs by the alleged abuser.
Part V. Other Rotary District 5650 Youth Exchange Policies
A. Rotary District 5650 Youth Exchange Policies
All volunteers are expected to follow the District 5650 Abuse and Harassment Prevention Policy and the District 5650 Youth Exchange Sexual Abuse and Harassment Reporting Guidelines.
The policies in this document should provide additional guidance to participants and volunteers as to their responsibilities. Further explanation of these policies is included as part of the orientation and Youth Protection Training that participants and volunteers receive.
A. Training of Volunteers
1. District and club volunteers shall participate in youth protection training at least once every three years. If circumstances warrant, more frequent training may be required.
2. District and club volunteers must participate in their first training within 12 months of becoming a volunteer. If a volunteer does not participate in training within the first 12 months, the volunteer shall be suspended from further involvement in District 5650 Youth Exchange until the volunteer is trained.
3. Youth protection training will be offered at least twice each Rotary year.
B. Outbound Students
1. Parents of outbound students are not required to host inbound students as a condition of their child’s participation in the program.
2. All outbound students and at least one of their parents must participate in outbound orientation and youth protection training.
3. Outbound students shall follow Rotary International Program Rules, the Additional District 5650 Rules for Outbound Students, and the Additional Rules of their Host District.
C. Inbound Students
1. All inbound students must participate in inbound orientation and youth protection training.
2. Inbound students shall follow Rotary International Program Rules, the District 5650 Additional Rules for Inbound Students, and the Additional Rules of their Sponsoring District.
D. Host Clubs
1. The Club President, Club Youth Exchange Officer, and Rotarian Club Counselor of clubs that host or sponsor youth exchange students shall participate in youth protection training.
2. Each year at least one representative of the Youth Exchange Committee of the Host Club shall attend the orientation for clubs that host youth exchange students.
3. The Host Club is responsible for orientation and youth protection training of Host Families. The Host Club is responsible for retaining attendance records. The Host Club is also responsible for providing Host Families with a current copy of the Host Family Manual at club expense.
4. The Host Club is responsible for providing the Host School with a current copy of the Host School manual at club expense.
5. The Host Club is responsible for screening, selecting, and monitoring Host Families. It is also responsible for having a back-up host family available if a student needs to be immediately removed from a host family.
6. The Host Club pays:
• A monthly stipend of at least $100 to the hosted student in a timely manner;
• The expenses for the student attending Rotary District 5650 Youth Exchange activities;
• The cost for the student to attend club meetings;
• The school activity fee, if any; and
• The cost of the school lunch, but only if the Host Family does not cover this cost.
7. The Host Club meets the student at the airport and arranges to transport the student from the airport to the community in which the student will live. The Host Club takes the student to the airport when the student departs and stays at the airport until the student has departed.
8. The Host Club shall take possession of the inbound student’s:
• $250 emergency fund;
• Passport; and
• Return airplane ticket. (If the student has an electronic ticket the club should make a copy of the student’s travel documents including the itinerary, confirmation number, and electronic ticket number.)
9. The Host Club should make a copy of the student’s insurance card and send a copy to the District Youth Exchange Co-Chairman or other Youth Exchange Committee member designated to monitor insurance claims. The Host Club should make itself aware of any claims and as necessary assist the student and Host Family in submitting claims. It should advise the District Youth Exchange Co-Chairman or other Youth Exchange Committee member designated to monitor insurance claims of the status of all claims.
10. The Host Club shall report to the District Youth Exchange Co-Chairman the transfer of a student to a new host family at least seven days before the transfer is scheduled. This information is required so that the District can comply with Department of Homeland Security requirements that it be notified of a student’s change of address.
11. The Rotarian Counselor of the Host Club shall communicate regularly with the student, and in all cases at least once a month.
12. The Host Club shall ensure that the student attends at least one of its Rotary meetings or activities every month.
13. The Host Club shall ensure that the student and Host Family follow the Rotary International and District 5650 travel policies. It shall ensure that any travel requiring written permission is authorized in advance.
14. The Host Club arranges for and covers the cost of the transportation of the student to all Rotary District Youth Exchange Activities.
15. The Host Club is responsible for providing the Host School with a current copy of the Host School manual at club expense.
16. A Host Club that sponsors an outbound student generally is expected to host an inbound student.
17. Two or more clubs may join together to host an exchange student.
18. Each year the Host Club shall submit a Club Compliance Statement to the District Youth Compliance Officer.
E. Host Families
1. The Host Family is expected to provide a home for the student. This means:
• Welcoming the student as an equal member of the family;
• Taking on parental roles including supervision, discipline, and keeping the student safe;
• Providing a safe and appropriate environment in which familial love, trust, and friendship develops;
• Supporting and advocating for the student;
• Providing suitable room and board. (The student must have his or her own bed. When possible the student should have his or her own room, and if a room is shared it must be with person of the same gender.); and
• Celebrating the student’s birthday and other special occasions.
2. The Host Family is expected to help the student connect with the Host School and the community. This means:
• Introducing the student to other students, neighbors, friends, and community groups;
• Teaching the student about American culture;
• Advising the student about matters involving school, family, community functions, and choosing friends; and
• Knowing how to contact community resources in case of an emergency.
3. The Host Family is expected to get to know the student. This means:
• Communicating with the student before he or she comes to live with the family. If possible, the Host Family should communicate with the student’s family and with any previous Host Families;
• Learning about any special needs that the student may have such as diet or medical issues;
• Listening to the student;
• Understanding the challenges that the student faces in experiencing life in a different country; and
• Learning about the culture of the student’s home country.
4. The Host Family is expected to communicate with Rotary. This means:
• Participating in Rotary training and orientation;
• Understanding Rotary program rules that affect the student and the Host Family;
• Maintaining close contact with the Host Club so that any problems may be addressed and resolved quickly;
• Voice any questions or concerns it may have about the student to the Host Club officials (Counselor, Youth Exchange Officer, or President) or District officials (Youth Exchange Co-Chair or District Counselor); and
• Knowing how to contact Rotary officials in case of an emergency.
F. District Youth Compliance Officer
1. The District Youth Exchange Compliance Officer shall be responsible for monitoring and ensuring the District’s compliance with all applicable Rotary International and District 5650 policies on youth exchange.
2. Before the end of each Rotary Year, the District Youth Exchange Compliance Officer shall submit a report to the Youth Exchange Committee, the District Governor, and the District Governor Elect setting forth the extent of the District’s compliance with Rotary International and District 5650 policies and recommending any changes in procedures and policies.
3. The District Youth Exchange Compliance Officer shall retain at least the following records:
a. Records of District and club volunteers’ attendance at youth protection training.
b. Records of clubs’ attendance at orientation for the youth exchange program.
c. Records of inbound students’ attendance at inbound orientation and youth protection training.
d. Records of outbound students’ and their parents’ attendance at outbound orientation and youth protection training.
e. Club compliance statements
f. District compliance reports
g. Volunteer applications
h. Criminal background checks on volunteers and adult members of host families.
The District shall retain these records for at least ten years. The District Youth Exchange Compliance Officer shall retain these records unless the District appoints a records custodian, in which case the records custodian shall retain the records.
F. District 5650 Inbound and Outbound Program Rules. The District 5650 Additional Inbound Program Rules and the District 5650 Additional Outbound Program Rules are part of the District Policy.
G. Amendment of District 5650 Policies (including District 5650 Additional Inbound Program Rules, District 5650 Additional Outbound Program Rules, and Policy on Use and Disclosure of Confidential Information).
1. The District Executive Committee or District Board may amend these policies at any of their meetings.
2. The District Youth Exchange Committee may amend these policies Amendments to these policies shall be effective immediately, and shall be sent immediately to the District Governor. Amendments shall be subject to the approval, disapproval, or modification at the next meeting of the District Board or Executive Committee.
3. If the District Governor, District Youth Exchange Committee Chairperson or Co-Chairpersons, and the District Youth Exchange Compliance officer unanimously agree that an immediate policy amendment is desirable, they may amend these policies. Amendments shall be subject to the approval, disapproval, or modification at the next meeting of the District Board or Executive Committee.
4. The District 5650 Abuse and Harassment Prevention Policy and the District 5650 Youth Exchange Sexual Abuse and Harassment Reporting Guidelines may be amended only by the District Executive Committee or District Board.
Rotary International District 5650, Inc. adopted this policy at a meeting of its Executive Committee held on July 12, 2007.
B. Rotary International District 5650, Inc. Policy on Use and Disclosure of Confidential Information Obtained in Connection with the Rotary Youth Exchange Program
Rotary International District 5650, Inc. (hereinafter “District”) adopts the following policy for handling information that many people would consider confidential. This policy applies to information collected in connection with the Rotary Youth Exchange Program. The District has adopted this policy in order to:
• Provide guidance to its volunteers about how to handle information in a confidential manner;
• Let the persons who provide information to the District know how the District may use the information;
• Comply with the requirements for handling of information under the Standards for Privacy of Individually Identifiable Health Information, 45 C.F.R. part 160 and part 164, as amended from time to time (“Privacy Standards”) under the Health Insurance and Portability and Accountability Act of 1996 (“HIPAA”).
1. Definitions. The following terms that are used in this policy shall have the following definitions.
a. Confidential Information means:
• “Protected Health Information,” as defined by HIPAA, that is received by the District;
• Information that is collected by the District on Rotary Youth Exchange Student Application forms and the District’s Volunteer Affidavit and Host Family Application forms. Examples of this type of information include, but are not limited to:
• Names, addresses, telephone numbers, and email addresses;
• Photographs of the exchange student and his or her family and friends;
• Dates of birth;
• Social Security Numbers;
• Medical and dental information;
• Religious and ethnic background;
• Community service background;
• Employment information;
• Education records;
• Letters of recommendation; and
• References.
• Criminal record history including, but not limited to information obtained from criminal history searches and databases;
• Information about any history (accusations or convictions) of abuse, harassment, or crimes of violence;
• Information obtained from sexual offender registries;
• Information about Court orders involving sexual, physical, or verbal abuse including but not limited to a domestic violence or civil harassment injunction or protective order.
b. “Use” means the sharing, application, utilization, examination, or analysis of Confidential Information within the District’s internal operations.
c. “Disclose” and “Disclosure” mean the release, transfer, provision of access to, or divulging in any other manner, of Confidential Information outside District’s internal operations or to those other than its agents. “Disclose” and “Disclosure” does not mean those Disclosures permitted by HIPAA.
2. HIPAA. Information to be provided under this policy shall comply with all applicable Privacy Standards. The District agrees to ensure consistency in applying Federal and State laws and regulations, including but not limited to, regulations promulgated pursuant to HIPAA.
3. Use and Disclosure of Confidential Information. The District shall use and disclose Confidential Information solely as necessary to facilitate The Rotary Exchange Program. Examples of anticipated use and disclosure of Confidential Information include, but are not limited to:
Information from Exchange Students
• Providing copies of applications to the District Youth Exchange Committee, Host Districts, Host Clubs, Host Schools, and Host Families;
• Providing copies of the Guarantee Form to Rotary International;
• Using the student’s name and image on the Rotary District 5650 website and in Rotary newsletters;
• In the case of Outbound Students, sharing information with the District’s travel agent so that it can help with travel arrangements and securing visas; and
• In the case of Inbound Students, providing information to the Department of Homeland Security about the current address of students and additional information as is necessary to complete forms that the District is required to fill out (such as the DS-2019).
Information from Host Families
• Sharing information in the Host Family Applications with the Host Clubs, District Youth Exchange Committee, Sponsor Districts, Host Schools, Sponsor Clubs, and the families of Inbound Students; and
• Sharing the information necessary to run criminal background checks with an outside agency with which the District has contracted to provide these checks.
Information from Rotary Volunteers
• Sharing information in the Volunteer Affidavit with the Host Clubs, District Youth Exchange Committee, Sponsor Districts, Sponsor Clubs, and the families of Inbound Students; and
• Sharing the information necessary to run criminal background checks with an outside agency with which the District has contracted to provide these checks.
Information to Law Enforcement Agencies. The District will provide Confidential Information to law enforcement agencies when it receives legal or appropriate requests and when required to do so under its Youth Exchange Sexual Abuse and Harassment Reporting Guidelines.
Information to Rotary International. The District will provide Confidential Information to Rotary International when it is required to do so under its Youth Exchange Sexual Abuse and Harassment Reporting Guidelines.
4. Adequate Safeguards for Confidential Information. The District maintains appropriate safeguards to prevent the use or disclosure of Confidential Information in any manner unless permitted by this policy.
5. Availability of Internal Practices, Books, and Records to Government Agencies. The District agrees to make its internal practices, books, and records relating to the use and disclosure of Confidential Information available to the Secretary of the Federal Department of Health and Human Services for purposes of determining the District’s compliance with the privacy regulations.
6. Disposition of Confidential Information Upon Termination or Expiration. Upon termination of the District, the District shall destroy all Confidential Information in its possession or control and all Confidential Information in the possession or control of persons over whom it exercises control.
7. Survival. The terms of paragraphs 3 through 6 shall survive the termination of this Agreement.
Rotary International District 5650, Inc. adopted this policy at a meeting of its Executive Committee held on July 12, 2007.
Part VI. Additional Rotary International Rules and Guidelines
A. Code of Policies
2.110. Youth Protection
2.110.1. Statement of Conduct for Working with Youth
Rotary International strives to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouse, and partners, and other volunteers must safeguard the children and young people they come into contact with and protect them from physical, sexual, and emotional abuse. (November 2006 Mtg., Bd. Dec. 72) Source: November 2002 Mtg., Bd. Dec. 98; Amended by November 2006 Mtg., Bd. Dec. 72
2.110.2. Failure to Comply with Youth Protection Laws
Upon obtaining information that a club has failed to address an allegation against a member in connection with a Rotary-related youth program for violating applicable law regarding the protection of youth, the board may suspend or terminate the membership of the club in accordance with RI Bylaws section 3.030.4. (June 2007 Mtg., Bd. Dec. 226) Source: June 2007 Mtg., Bd. Dec. 226
2.110.3. Sexual Abuse and Harassment Prevention
All Rotarians, clubs and districts should follow the statement of conduct for working with youth and RI guidelines for abuse and harassment prevention established by the general secretary. The guidelines include the following requirements:
1. RI has a zero-tolerance policy against abuse and harassment.
2 An independent and thorough investigation must be made into any claims of sexual abuse or harassment.
3. Any adult involved in a Rotary youth program against whom an allegation of sexual abuse or harassment is made must be removed from all contact with youth until the matter is resolved.
4. Any allegation of abuse must be immediately reported to the appropriate law enforcement agency, in accordance with RI’s zero-tolerance policy.
5. A club must terminate the membership of any Rotarian who admits to, is convicted of or is otherwise found to have engaged in sexual abuse or harassment. A non-Rotarian who admits to, is convicted of, or is otherwise found to have engaged in sexual abuse or harassment must be prohibited from working with youth in a Rotary context. A club may not grant membership to a person who is known to have engaged in sexual abuse or harassment. (Upon obtaining information that a club has knowingly failed to terminate the membership of such a Rotarian, the RI Board will takes steps to have the Rotarian’s membership terminated, including action to terminate the club’s charter for failure to comply).
6. If an investigation into a claim of sexual abuse or harassment is inconclusive, then, for the safety of youth participants and the protection of the accused, additional safeguards must be put in place to assure the protection of any youth with whom the individual may have future contact. If there are subsequent claims of sexual abuse or harassment, the adult shall be permanently prohibited from working with youth in a Rotary context. Regardless of criminal or civil guilt, the continued presence of the adult could be detrimental to the reputation of the organization and could be harmful to youth. It can also benefit the adult in preventing additional accusations from other youth. A person who is accused but later cleared of charges, may apply to be reinstated to participate in youth programs. Reinstatement is not a right, and no guarantee is made that he or she will be reinstated to his or her former position. (November 2006 Mtg., Bd. Dec. 72) Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72
2.110.4. Travel by Youth
Recognizing that Rotary clubs and districts are encouraged to undertake activities that develop the New Generations, club and district programs or activities that involve minors undertaking travel outside their local community must develop, maintain, and comply with youth protection policies and written procedures. With the exception of travel and tours operated by or on behalf of host districts, Youth Exchange travel is subject to the policies outlined in Rotary Code of Policies 41.080.11. Clubs and districts:
1. Shall obtain written permission from the parents or guardians of all youth participants for travel outside the local community in advance;
2. Shall provide parents or legal guardians with specific details about the program, location of event, travel itineraries, sleeping accommodations, and contact information for program organizers before departure;
3. Should, when traveling 150 miles away from home residence or out of home country, require the parents or legal guardians of each minor to provide travel insurance for the minor, which includes such coverages as medical (when traveling outside home country), emergency medical evacuation, repatriation of remains, and legal liability, in amounts satisfactory to the club or district organizing the activity or event, with coverage from the time of the minor’s departure from home until the return home.
Club and district policies and procedures should include:
1. Volunteer application and screening procedures;
2. Outlines of volunteer job descriptions and responsibilities;
3. Supervision standards for ratio of adults to minors
4. Crisis management plan including:
a. Handling medical and other emergencies and providing for adult support;
b. Procedures for communicating with parents and legal guardians;
5. Written guidelines for reporting and follow-through on allegations or incidents consistent with RI policy. (June 2010 Mtg., Bd. Dec. 210) Source: January 2009 Mtg., Bd. Dec. 155; June 2010 Mtg., Bd. Dec. 210
2.110.5. Participation of Minors at Official RI and TRF Meetings
RI youth protection policies required of Rotary clubs and districts shall also apply to the International Assembly, the RI convention, and host organization committee activities, and to all official RI and TRF meetings. (November 2009 Mtg., Bd. Dec. 28) Source: June 2009 Mtg., Bd. Dec. 244
17.060. District Finances
Note: The Board regularly reviews and amends, where necessary, policy regarding
“District Finances,” which is as follows:
1. Establishment of a District Fund
The RI bylaws provide for the establishment of a district fund for the administration and development of Rotary. Care must be taken to ensure that (1) per capita levy approval is sought in accordance with the RI bylaws, (2) the funds are not under the control of a single individual, and (3) an annual statement and report of income and expenditure is presented to the following district conference as well as to the clubs.
2. Operation of a District Fund
A district finance committee shall be set up to review and study the necessary expenses of district administration. The governor shall appoint one member to serve one (1) year, one to serve two (2) years, and one to serve three (3) years, and thereafter, each succeeding year, the governor in office shall appoint one Rotarian for a period of three (3) years to fill the vacancy. Cooperating with the governor, this committee shall prepare a budget of district expenditures which shall be submitted to the clubs at least four (4) weeks prior to the district assembly and approved at a meeting of the incoming club presidents at such district assembly. The amount of any per capita levy on clubs for a district fund should be decided in accordance with the RI Bylaws.
One member of the district finance committee, named by the governor, shall act as treasurer and keep proper records of income and expenditure of the fund. The fund shall be held in a bank account in the name of the district and be supervised by the governor jointly with another member of the district finance committee, who should preferably be the treasurer when available. The governor must supply an annual statement and report of the district finances to each club in the district within three months of the completion of his year of service as governor. The annual statement and report shall be reviewed by a qualified accountant or a district audit committee and shall include details as prescribed by RI Bylaws section 15.060.4. This annual statement and report, shall be presented for discussion and adoption at the next district meeting to which all clubs are entitled to send a representative and for which 30 days notice has been given that the statement of the district finances will be presented for adoption, or if no such meeting is held, by the following district conference.
The district (by a majority of votes at the district conference or through ballot-by-mail) may decide the operation of the district fund in another manner, provided it meets the requirement as mentioned under “Establishment of a District Fund.” In the absence of any decision of the district, the manner of operation of the district fund as mentioned hereinabove will apply.
Where funds are raised for a specific purpose such as a joint district youth exchange, a budget of expenditure shall be prepared and submitted to the governor and the finance committee for approval, and this shall then be included as a separate item in the financial report submitted to the district assembly or conference by the finance committee. It is essential to maintain a separate bank account for such funds and to have the chair of the joint youth exchange committee or such other committee as may be involved as one of the signatories.
The district Youth Exchange Committee shall prepare and distribute a report to the district governor, the District Finance Committee and all clubs on a semi-annual basis.
When appropriately established, payment of the per capita levy is mandatory on all clubs of a district. The Board of Directors of RI may, upon receipt of certification from the governor that a club has failed for more than six months to pay such levy, suspend the services of RI to the club while the levy remains unpaid (RI bylaws 15.060.3.), provided the district fund has been operated as herein prescribed. (November 2009 Mtg., Bd. Dec.
56) Source: June 1992 Mtg., Bd. Dec. 328, Appendix G; Amended by November 2002 Mtg., Bd. Dec. 174; May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 226; November 2009 Mtg., Bd. Dec. 56
41.080. Youth Exchange
Youth Exchange is a structured program of Rotary International, adopted by the Board in
1974.
The Rotary Youth Exchange program provides young people with the opportunity to meet individuals from other countries, experience new cultures and to learn first hand about all aspects of life in another country. Host clubs, host families, and entire communities are enriched by extended, friendly contact with someone from a different culture. The program instills in young people the concept of international understanding and goodwill.
The Board of Directors of Rotary International has established policies to assist clubs and districts in implementing Youth Exchange activities effectively and responsibly. These policies pertain to all types of exchanges, including Long-term, Short-term, and New Generations exchanges unless otherwise indicated.
Note: The Board regularly reviews and amends, where necessary, these policies.
Any other provisions consistent with these policies and which are deemed necessary or convenient for the operation of an exchange program may be adopted by the clubs or districts concerned.
By mutual consent of the parties concerned, any of the volunteer responsibilities indicated below may be assigned to someone other than the party specified. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec. 152
41.080.1. District Governor Authority
Each governor has the responsibility for the supervision and control of the Youth Exchange program within the district. The district Youth Exchange officers, or committees, are under the supervision of their respective governors and should report to them.
Governors are encouraged to use the period between their nomination and assuming office to learn as much as possible about the Youth Exchange program in the district and the qualifications and skills of those who administer it.
(January 2009 Mtg., Bd. Dec. 152) Source: October-November 1977 Mtg., Bd. Dec. 159; Amended by May 1979 Mtg., Bd. Dec. 355; March 1997 Mtg., Bd.
Dec. 275
41.080.2. District Certification Program
The general secretary shall administer and maintain a district certification program. All club and district Youth Exchange programs shall comply with RI youth protection policies and other requirements set forth by the general secretary in order to be certified. In order to participate in the Youth Exchange program a district must be certified by the general secretary.
The certification process requires all district Youth Exchange programs to provide RI with evidence that they have adopted the certification requirements in their Long-term, Short-term and New Generations exchange programs (including any tours or camps).
The general secretary may grant waivers to districts that have implemented alternative policy and alternative procedures that meet the intent of RI policy in instances when RI policy or certification requirements are contrary to local law and customs. If local circumstances are such that a district cannot meet any of the requirements, districts must provide the general secretary evidence of the specific circumstances that prohibit compliance and a written explanation of alternative procedures that maintain the intent of the policy or requirements. The general secretary will evaluate and determine whether the alternatives posited by districts meet the intent of the policy, and may bring matters to the Board should circumstances warrant.
Other certification policies include:
A. Certification of Districts for Sending Students Only
In circumstances where districts may only wish to send Youth Exchange students without serving as hosts for inbound students, the general secretary may waive certification requirements related to hosting inbound students in these districts.
B. Certification of Multi-country Districts
In circumstances in multi-country districts where not all countries within the district wish to participate in the Youth Exchange program, the general secretary may waive certification requirements for non-participating countries in these districts.
C. Certification and Multidistrict Youth Exchange Activities
The general secretary may remove a district from a multidistrict Youth Exchange activity upon notice that they have failed to comply with the district certification program with or without the consent of the district governor. (January 2009 Mtg., Bd. Dec. 152) Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72; February 2007 Mtg., Bd. Dec. 163; June 2007 Mtg., Bd. Dec. 274; November 2007 Mtg., Bd. Dec. 32; January 2009 Mtg., Bd. Dec. 152
41.080.3. Incorporation
Districts must establish a corporation or similar formal legal entity that includes the district Youth Exchange program. This requirement may be met by incorporating the district Youth Exchange program, a group of programs that includes Youth Exchange, or the district as a whole in accordance with Rotary Code of Policies 17.020.
Districts may also meet this requirement by affiliation with an incorporated multidistrict Youth Exchange program for the districts’ activities that are conducted within the scope of the multidistrict program. (January 2009 Mtg., Bd.
Dec. 152) Source: February 2007 Mtg., Bd. Dec. 163
41.080.4. General Liability Insurance
Districts must secure general liability insurance for the district Youth Exchange program with coverage and limits appropriate for their geographic location. Clubs and districts are strongly encouraged to consult legal counsel regarding liability issues before undertaking Youth Exchange activities.
Youth Exchange programs in districts located entirely within the United States meet this requirement through participation in the U.S. Rotary Club and District General Liability Insurance Program.
The general secretary is authorized to grant an exception to the general liability insurance requirement for a period of not longer than five years to districts where it has been demonstrated that such insurance is not available. (January 2009
Mtg., Bd. Dec. 152) Source: February 2007 Mtg., Bd. Dec. 163; June 2008 Mtg., Bd. Dec. 253; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.5. Reporting to Rotary International
Districts must provide to RI a copy of the Guarantee Form of the standard Youth Exchange applications for each inbound student hosted by the district prior to the beginning of an exchange.
All serious incidents, including but not limited to, accidents, death, early returns, and crimes, and any allegations of abuse or harassment shall be reported by the district to RI within 72 hours of the time a district officer learns of the incident. Districts must identify a person within the district who will be responsible for reporting to RI. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by February 2007 Mtg., Bd. Dec. 163
41.080.6. Types of Exchanges
The Youth Exchange program includes three distinct program types:
A. Long-term Exchange Program
These exchanges are open to students aged 15 to 19 years old. Long-term exchanges should be for one academic year but may be extended to include part or all of the holiday periods immediately preceding and immediately following the academic year. During this time the student lives with more than one family in the host country and is required to attend school in the host country.
Students must have more than one host family; three successive host families is preferable.
Parents of outbound students shall not be required to host inbound students. However, parents of outbound students may volunteer to host or may be asked to assist in finding suitable host families.
The sending and host club must select an individual Rotarian counselor for each student to be in regular contact with the student and to serve as a liaison between the student and the club, the student’s parents or guardians, host family and community at large. The club counselor must not be a member of the student’s host family and must be trained in responding to any problems or concerns which may arise during the exchange, including the prevention of physical, sexual and emotional abuse.
The host club should provide for all educational expenses, arrange an appropriate academic program, and provide a program of orientation and continued contacts to familiarize the student with the host community.
The host club or district should provide a modest monthly allowance for the student in an amount to be jointly determined by the parties concerned. Where meals eaten at school are not otherwise provided for, the monthly allowance should be sufficient to include the cost of such meals.
The sending and host club or district should require, at a minimum, quarterly reports from the students. This report should include information on their current hosts, feelings, concerns, ideas and suggestions regarding their exchange experience thus far. The designated Youth Exchange officer should review the reports carefully and, when necessary, take action to respond to any irregularities reported by the students.
B. Short-term Exchange Program
These exchanges are open to students aged 15 to 19 years old, and vary from several days to several weeks. They often take place when school is not in session and usually do not include an academic program. Short-term exchanges generally involve a homestay experience with a family in the host country, but may be organized as international youth camps or tours that bring together students from many countries.
It is recognized that many successful exchanges are made for less than a full academic year and that in the interest of international understanding and goodwill, not all programs need be reciprocal.
For Short-term exchange homestay programs, one family is usually sufficient.
The sending and host club must select an individual Rotarian counselor for each student to be in regular contact with the student and to serve as a liaison between the student and the club, the student’s parents or guardians, host family and community at large. The club counselor must not be a member of the student’s host family and must be trained in responding to any problems or concerns which may arise during the exchange, including the prevention of physical, sexual and emotional abuse.
The host club should also provide a program of orientation and continued contact to familiarize the student with the host community.
C. New Generations Exchange Program
Young adults aged 18 to 25 years old may participate in a New Generations exchange which lasts between three weeks and three months. These exchanges may be organized for individuals or groups and may include a vocational element.
The schedule of activity for the visitors shall be people-to-people contact related to Rotary activities, for goodwill and understanding and for better cultural education and exposure.
The host district may home host participants and provide local transportation.
(June 2009 Mtg., Bd. Dec. 241) Source: March 1997 Mtg., Bd. Dec. 235; March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; June 2006 Mtg., Bd. Dec. 248; November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152; June 2009 Mtg., Bd. Dec. 241
41.080.7. Eligibility
Participants in the Long-term and Short-term programs should be between the ages of 15 and 19 at the beginning of the exchange and participants in the New Generations Exchange program should be between the ages of 18 and 25 at the beginning of the exchange unless the laws and regulations of a specific country deem otherwise, or a different age range is mutually agreed upon by the participating clubs or districts.
Youth Exchange welcomes any young people, including sons and daughters of Rotarians, who meet the requirements of the program and who are recommended and sponsored by a Rotarian, a club, or a district. They should be above average in their schoolwork, preferably in the upper third of their school class. (January
2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec.152
41.080.8. Application
Candidates of ages acceptable to both sending and host districts and according to the laws and regulations of both countries must submit a written application and must undergo a selection process including personal interviews with the applicant and the applicant’s parents or legal guardians at the club level and at the district
level.
Clubs and districts are encouraged to use the standard Youth Exchange applications which can be obtained from the Secretariat. (January 2009 Mtg., Bd.
Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec.108; January 2009 Mtg., Bd. Dec. 152
41.080.9. Selection and Placement
Selection procedures should occur in a similarly thorough manner for all exchange programs: Long-term, Short-term, and New Generations exchanges.
The sending district is responsible for ensuring that each student is accepted and hosted by a club in a partner district. Districts are urged to utilize agreements with their exchange partners to establish Short-term, Long-term, and New Generations exchange activities to ensure that all expectations of the exchange relationship are met, such as certification of exchange partners, logistics, and student selection and orientation.
All individuals involved in the exchange, including students and their parents or legal guardians, host family members and Rotarian counselors, must agree in writing to all the requirements of the program as determined by the sending and host clubs or districts.
Student travel itineraries must be agreed upon by the students’ parents or legal guardians and the host club or district. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec.108; January 2009 Mtg., Bd. Dec. 152
41.080.10. Travel Insurance for Rotary Youth Exchange Students
Evidence of student travel insurance coverage shall be submitted to, received by, and accepted by the host district prior to the student’s departure from home. As the host Rotary district must be in a position to arrange immediate and emergency medical attention when it is needed, the host district must be satisfied that the insurance coverage carried by the student is with a responsible insurance company which will ensure that any service providers receive complete and prompt payment.
The parent or legal guardian of the Youth Exchange student is responsible for the payment of all medical and accident costs. The parent or legal guardian of each student shall provide travel insurance, including, but not limited to, medical and dental coverage for accidental injury and illness, accidental death, dismemberment, and disability benefits (also known as capital benefits), repatriation of remains, emergency evacuation, 24-hour emergency assistance services, and personal legal liability. Such amounts shall not be less than the following minimum limits and benefits per student:
a) Provide coverage on a 24-hour basis from the time the student leaves their home until they return home inclusive of any personal travel before and/or after the agreed exchange period
b) Be valid in all countries in which travel will take place with the exception of student’s home country
c) 24-hour emergency assistance services
d) US$1,000,000 for expenses related to injury or illness such as hospital, doctors/physicians, dentist, ambulance or other usual and customary medical services
e) US$100,000 for accidental death, dismemberment, or disability Rotary Code of Policies
f) US$50,000 for necessary emergency transport or evacuation of student in the event of severe illness or bodily injury
g) US$50,000 for repatriation of student’s remains or cremation expenses in the event of the death of the student
h) US$50,000 for necessary emergency transport or evacuation of student in the event of a non-medical emergency, including due to a political crisis or a natural disaster
i) US$500,000 for personal legal liability for liability arising from the student’s actions or omissions that cause bodily injury to a third party or damage to a third party’s property.
The parent or legal guardian should also consider obtaining the following additional travel insurance coverage options:
a) Emergency Visitation. Provides reimbursement for emergency visitation expenses for the cost of reasonable transport and accommodation incurred by any one close relative or friend to travel to, travel with, remain with, or escort the student as a result of serious injury, illness, or death of the student
b) Trip Cancellation or Curtailment. Provides reimbursement for trip cancellation or curtailment expenses provides coverage for travel expenses incurred because of an unexpected cancellation due to injury or illness
c) Property Coverage. Provides reimbursement for personal property losses, including student’s loss of money or for theft or total loss of property such as baggage
d) Kidnap & Extortion coverage. Provides access to trained specialists that respond to incidents of kidnap or threats to kill, injure, or kidnap a student where ransom is demanded and pays for costs of ransom.
Where it is a statutory or legal requirement for travel insurance to be purchased in the host country, such insurance shall be in accordance with these limits and benefits. In all other cases dual insurance should be avoided unless agreed to by all parties.
Clubs and districts are strongly encouraged to consult insurance counsel for advice on obtaining liability insurance and other coverage and should be fully informed about government’s policies and regulations regarding foreign students, including insurance coverage requirements.
Participation in extreme sports, such as hang gliding, rock climbing, and bungee jumping, is discouraged. If students are allowed to participate in extreme sports, these activities should be undertaken with the host districts’ and parent or legal guardian’s written permission, and additional adequate insurance should be obtained. (January 2012 Mtg., Bd. Dec. 189)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by June 2004 Mtg., Bd. Dec. 260; March 2005 Mtg., Bd. Dec. 218; November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152; January 2012 Mtg., Bd. Dec. 189
41.080.11. Travel by Youth Exchange Students
Youth Exchange students may undertake approved travel with host parents or for Rotary club or district events. The host district shall obtain written permission from the parents or guardians of students for travel outside their local community as defined by the host district in advance.
For all other travel, host districts must ensure that parents or legal guardians are provided with specific details about the program, location, travel itineraries, sleeping accommodations, and contact information. Tours and travel operated by or on behalf of host districts are subject to the Rotary Code of Policies 2.110.4.
(June 2010 Mtg., Bd. Dec. 210) Source: June 2010 Mtg., Bd. Dec. 210
41.080.12. Preparation
The parents or legal guardians of the student are responsible for providing appropriate clothing and round-trip transportation to and from the host district.
Parents or guardians of outbound students shall be provided itemized invoices outlining how funds paid to participate in Youth Exchange are used. Copies of these invoices should also be provided to the sending Rotary club.
The student and the prospective host family should communicate with each other before the student leaves home.
The host and sending club or districts must provide students with a list of individuals to contact in the case of a problem or emergency. This list must include the name and contact information for the student’s Rotarian counselor, host club president, host district chair, host governor, sending district chair, sending governor, sending club president and two non-Rotarian resource persons (one male and one female). This list must also include local resources for medical, dental and mental health care and law enforcement professionals. Where available, this list should also include local resources, suicide prevention hotlines,
rape crisis hotlines, and local child protection agencies. (November 2009 Mtg.,
Bd. Dec. 56) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg., Bd. Dec. 108; January 2009 Mtg., Bd. Dec.152; November 2009 Mtg., Bd. Dec. 56
41.080.13. Orientation
The sending club or district must organize a mandatory orientation for students and their parents or legal guardians prior to departure. This orientation must inform the participants about the rules, procedures and expectations associated with the Youth Exchange program and should include a briefing about the local Rotary club and its activities.
The sending club or district must provide abuse prevention and awareness training for both students and parents or legal guardians.
The host club or district must also provide an orientation program for inbound students. This must include guidance for students should they encounter any aspects of neglect, physical, sexual, or emotional abuse, and contact information for local resources and their appointed counselors.
Because local laws and customs in one country may differ greatly from those in others, orientation for students must include information on local laws and customs, which may apply to young people. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; June 2005 Mtg., Bd. Dec. 271; January 2009 Mtg., Bd. Dec. 152
41.080.14. Student Responsibilities
Students should display comportment at all times reflecting credit on self, the home country, and Rotary and should respect each other and act responsibly, befitting their role in the program.
Students should strive to adapt to the way of life, including language acquisition, of the host country and host family members should assist students to ease that transition.
Students should not under any circumstances be permitted to operate or drive a motorized vehicle of any kind during the exchange, nor to own a motorized vehicle in the host country.
Students should undertake no travel outside the immediate area of the community in which the host club is located without the consent of the students’ parents or legal guardians and of the participating clubs or districts.
Students should accept the supervision and authority of the host family and the host club or district during the exchange. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; January 2009 Mtg., Bd. Dec. 152
41.080.15. Student Debriefing
Due to the likely effects of reverse culture shock, following their return, students and their parents or legal guardians should be encouraged to attend a debriefing meeting for the purpose of assisting them to transition to their home, school, and community environment. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec.152
41.080.16. Volunteer Selection and Screening
Careful selection of all individuals involved in Youth Exchange should be of paramount concern and be done with the utmost care and consideration.
All adults (Rotarian and non-Rotarians) involved in the program, including but not limited to committee members, host families, club counselors, and others, must be interviewed to determine suitability to work with youth, complete and sign a Youth Volunteer Agreement, and agree to undergo background checks, including law enforcement public record checks and a reference check.
The host club or district must conscientiously screen and select host families on the basis of a written application, background checks for all adults in the home, including law enforcement public record checks and reference checks, personal interview, and home visits.
Any participant who does not comply with the requirements of the program should be removed from participation in the program. In the case of adult volunteers (both Rotarian and non-Rotarian), those who have not complied with program requirements will be permanently removed from involvement with youth in a Rotary context. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg. Bd. Dec. 108; February 2007 Mtg., Bd. Dec.163; November 2007 Mtg., Bd. Dec. 64; June 2006 Mtg., Bd. Dec. 248; January 2009 Mtg., Bd. Dec. 152
41.080.17. Volunteer Training
All adults (Rotarian and non-Rotarians) involved in the program, including but not limited to committee members, host families, club counselors, and others, must receive training that includes information on program administration and rules and abuse and harassment awareness and prevention. (January 2009 Mtg.,
Bd. Dec. 152) Source: February 2007 Mtg., Bd. Dec. 163; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.18. Host Family Rules and Expectations
The host family should provide room and board for the student and exercise appropriate supervisory and parental responsibility to ensure the student’s wellbeing. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.19. Early Returns
Any participant who does not comply with the requirements of the program should be removed from participation in the program. In the case of students, the host and sending clubs and districts, host families and the student’s parents or legal guardians, must be fully informed prior to the student being sent home. Such decision requires the agreement of the host and sending districts. The student should be returned home at the earliest practical time by a route agreed upon between the parents or legal guardians and the sending district. In the event of an impasse, districts may appoint an independent Rotarian to serve as a mediator. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.20. Youth Exchange Alumni
Districts and clubs are encouraged to establish Youth Exchange alumni groups.
(January 2009 Mtg., Bd. Dec. 152) Source: October 1998 Mtg., Bd. Dec. 97
41.080.21. Multidistrict Youth Exchange Program
It is recognized that there may be instances where two or more districts wish to cooperate in jointly undertaking Youth Exchange. The Board has no objection to such cooperative effort, provided any activity or project is not undertaken unless two-thirds of the clubs in each such district have first approved participation. Furthermore, the governors of the respective districts shall secure in advance specific authorization of the general secretary acting on behalf of the Board.
Each governor has the responsibility for the supervision and control of the Youth Exchange Program within the district. Multidistrict activities shall be administered by a committee composed of current district Youth Exchange chairs and other officers appointed by the respective governors of participating districts. Such a multidistrict committee is responsible for reporting in writing not less often than annually on its work and finances to all governors in the participating districts. (January 2009 Mtg., Bd. Dec. 152) Source: May 1979 Mtg., Bd. Dec. 355; Amended by November 2001 Mtg., Bd. Dec. 45; January 2009 Mtg., Bd. Dec.152
41.080.22. International Travel by Youth
No individual Rotarian, club, or district shall undertake an alternative program structure to send minors abroad that circumvents RI youth protection policies, the foregoing Youth Exchange policy, or the immigration and travel policies of any nation or government.
No individual Rotarian, club, or district shall assist or cooperate in sending a young person abroad on an international travel activity unless careful plans are made in advance covering every aspect of the proposed trip, including approval from the district youth protection officer and district Youth Exchange chair. In districts without a youth protection officer, the district governor and the district
Youth Exchange committee chair must approve the arrangements.
No club should provide an identification card, letter of introduction, request for assistance or other credential or document intended to identify or introduce a young person to a club or clubs in another country, unless complete mutual agreement has been reached in advance with respect to the hospitality or assistance to be provided by the host club.
No club is obliged to provide hospitality or assistance to any young person from another country, despite any documented or claimed sponsorship of a Rotary club, unless the host club has specifically agreed in advance to provide such hospitality or assistance. (June 2009 Mtg., Bd. Dec. 242) Source: May 1979 Mtg., Bd. Dec. 355; Amended by January 2009 Mtg., Bd. Dec. 152; June 2009 Mtg., Bd. Dec. 242
41.080.23. Involvement by Persons With Disabilities
The Board encourages the involvement of people with disabilities in Youth Exchange programs and other youth projects where and when this is possible and agreed upon between the sending and host clubs or districts.
The Board recommends that governors appoint one member of their district Youth Exchange committee to be responsible for encouraging and aiding in the participation of people with disabilities in Long-term, Short-term, and New Generations exchanges. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.24. Paid Wages for Youth Exchange Students
Employment regulations in various countries make it impractical for clubs and districts to engage in any international exchange programs in which participants are paid wages. However, individual Rotarians may provide support to other organizations that are properly equipped to undertake this type of the international exchange of youth. (January 2009 Mtg., Bd. Dec. 152) Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152
41.080.25. Youth Exchange Committee
The president may appoint annually a Youth Exchange committee to advise the Board on all aspects of the Youth Exchange program and to develop program content for the annual Youth Exchange Officers preconvention meeting. (June
2010 Mtg., Bd. Dec. 182) Source: June 2001 Mtg., Bd. Dec. 393; Amended by June 2010 Mtg., Bd. Dec. 182
41.080.26. District Youth Exchange Committee Chair and Multidistrict Officer List
The general secretary shall publish annually a list of all Youth Exchange officers or district Youth Exchange committee chairs serving one district, more than one district, or all the districts in one country. This list is to include district specific notes relating to alternative policy which has been reviewed by the general secretary and determined to meet the intent of RI policy. This list will exclude districts that have not met district certification requirements. This list shall be revised and distributed annually to governors and to those who are included in the list. (June 2009 Mtg., Bd. Dec. 217) Source: May 1979 Mtg., Bd. Dec. 355; March 1997 Mtg., Bd. Dec. 275; November 2004 Mtg. Bd. Dec. 108; June 2009 Mtg., Bd. Dec. 217
41.080.27. Youth Exchange Officers Preconvention Meeting
The annual Youth Exchange officers preconvention meeting, as part of the official convention program, should be conducted in accordance with RI policy regarding convention operations and procedures. The general secretary is requested to provide staff support for such meeting. (January 2009 Mtg., Bd. Dec. 152) Source: June 1976 Mtg., Bd. Dec. 50; November 1978 Mtg., Bd. Dec. 150; November 1990 Mtg., Bd. Dec. 91
41.080.28. Officer and Staff Attendance at Youth Exchange Regional Meetings
A current or past RI officer selected by the president and a staff person should attend regional meetings of Youth Exchange officers on a periodic basis.
(January 2009 Mtg., Bd. Dec. 152) Source: November 1994 Mtg., Bd. Dec. 75; Amended by November 2004 Mtg., Bd. Dec. 108
Cross References
2.110. Youth Protection
17.020. Incorporation of Districts
21.030.1. Youth Exchange Committees and Officers
31.080.15 Multidistrict Youth Exchange
B. Youth Exchange Program Guidelines
The Board of Directors of Rotary International has established recommended guidelines to assist clubs and districts in implementing their Youth Exchange activities.
In addition, clubs and districts are strongly encouraged to consult legal counsel regarding liability issues before undertaking Youth Exchange activities, including advice relative to securing liability insurance.
The Board, with a view to promoting Youth Exchange as an opportunity for the development of international understanding, encourages Governors to appoint district Youth Exchange officers or committees, and to provide to the general secretary early in the year the names and addresses of such officers or committee chairs. The general secretary should publish annually a list of all Youth Exchange officers or district exchange committee chairs serving one district, more than one district, or all the districts in one country. This list should be revised and distributed annually to Governors and to those who are included in the list. This list will exclude districts that have not met district certification requirements.
The district Youth Exchange officers, or committees, are under the supervision of their respective Governors and should report to them.
The Board encourages the involvement of people with disabilities in Youth Exchange programs and other youth projects where and when this is possible and agreed upon between the sponsoring and receiving clubs or districts. The Board recommends that
Governors appoint one member of their district Youth Exchange committee to be responsible for encouraging and aiding in the participation of people with disabilities in both long-term and short-term exchanges.
Employment regulations in various countries make it impractical for Rotary clubs and districts to engage in any international youth exchange programs in which participants are paid wages. However, individual Rotarians may provide support to other organizations that are properly equipped to undertake this type of the international exchange of youth.
The general secretary shall maintain a district certification program. The certification process requires all club and district Youth Exchange programs to provide Rotary International with evidence that they have adopted the guidelines as identified below in their long-term and short-term exchange programs and in any tours and camps. All club and district Youth Exchange programs must comply with RI sexual abuse and harassment prevention policies and other requirements set forth by the general secretary in order to be certified. If local circumstances are such that a district cannot meet any one of the guidelines, they must notify the general secretary in writing and develop alternate procedures that maintain the intent of these guidelines in order to be considered for certification.
The following guidelines are provided to assist clubs and districts undertaking Youth Exchange activities. These guidelines pertain to all types of exchanges, including longterm and short-term exchanges.
1. A Rotary Youth Exchange program is not a privilege for sons and daughters of Rotarians only, but welcomes any young people who meet the requirements of the program and who are recommended and sponsored by a Rotarian, a Rotary club, or a district. For the long-term exchange program, school attendance is considered mandatory.
2. Careful selection of all individuals involved in Rotary Youth Exchange programs should be of paramount concern and be done with the utmost care and consideration. Selection procedures should occur in a similarly thorough manner for both the long-term and short-term exchange programs.
a. All adults (Rotarian and non-Rotarians) involved in the program, including but not limited to committee members, host families, club counselors, and others, must complete and sign a Youth Volunteer Affidavit and agree to undergo background checks, including law enforcement public record checks and a reference check.
b. Exchange candidates of ages acceptable to both sending and receiving districts and according to the laws and regulations of both countries must submit a written application and must undergo a selection process including personal interviews with the applicant and the applicant’s parents or legal guardians at the club level and at the district level.
c. The hosting Rotary club or district must conscientiously screen and select host families on the basis of a written application, background checks, including law enforcement public record checks, personal interview, and home visits. For long-term exchanges, it is required for an exchangee to have more than one host family; three successive host families is preferable. For short-term exchange homestay programs, one family is usually sufficient. In long-term exchanges, parents of outbound students shall not be required to host incoming students.
d. For both the long-term and short-term exchange programs, the sponsoring and hosting Rotary club must select an individual Rotarian counselor for each exchangee to be in regular contact with the exchangee and to serve as a liaison between the exchangee and the Rotary club, natural family, host family and community at large. The club counselor must not be a member of the student’s host family and must be trained in responding to any problems or concerns which may arise during the exchange, including the prevention of physical, sexual and emotional abuse.
3. The sending Rotary club or district is responsible for ensuring that each exchangee is accepted and hosted by a receiving Rotary club or district. The sending Rotary club or district must also organize a mandatory orientation for the long-term and short-term exchangees and their parents or legal guardians prior to departure. This orientation must inform the participants about the rules, procedures and expectations associated with the Rotary Youth Exchange program and should include a briefing about the local Rotary club and its activities. The sending club or district must provide abuse prevention and awareness training for both students and parents or legal guardians. The receiving Rotary club or district must also provide an orientation program for incoming exchangees. Orientation for incoming exchangees must also include details about the appointed counselor’s contact information if the student does encounter any aspects of neglect, physical, sexual or emotional abuse. Because local laws and customs in one country may differ greatly from those in other parts of the world, orientation for both the long-term and short-term exchangees must include information on local laws and customs, which may apply to young people.
4. The parents or legal guardians of each exchangee shall provide travel insurance, providing medical and dental coverage for accidental injury and illness, death benefits (including repatriation of remains), disability/dismemberment benefit (also known as capital benefits), emergency medical evacuation, emergency visitation expenses, 24-hour emergency assistance services, and legal liability (covering the student for any of his or her acts or omissions in connection with the Youth Exchange program), with respect to each exchangee in amounts satisfactory to the host Rotary club or district in consultation with the sponsor Rotary club or district, with coverage from the time of the exchangee’s departure from home until the exchangee’s return home. Evidence of coverage and level and limits of coverage of all insurance with a responsible insurance company or companies satisfactory to the host Rotary club or district prior to the beginning of the exchange shall be submitted to, received by, and accepted by the host Rotary club or district and the sponsor Rotary club or district prior to the exchangee’s departure from home. Such travel insurance shall provide overseas medical and dental coverage for accidental injury and illness, death benefits (including repatriation of remains), disability/dismemberment benefit (also known as capital benefits), emergency medical evacuation, emergency visitation expenses (for transportation of parent or guardian to student’s location), 24-hour emergency assistance services, and legal liability. At the option of the parents or legal guardians, such insurance may also include cancellation expenses, loss of property, loss of money, or kidnap, and ransom.
5. The parents or legal guardians of the exchangee are responsible for providing appropriate clothing and round-trip transportation to and from the host district.
6. The exchangee should undertake no travel outside the immediate area of the community in which the receiving Rotary club is located without the consent of the exchangee’s parents or legal guardians and of the participating Rotary clubs or districts.
7. The exchangee SHOULD NOT under any circumstances be permitted to operate or drive a motorized vehicle of ANY kind during the period of the exchange, nor to own a motorized vehicle in the host country.
8. The exchangee and the prospective host family should communicate with each other before the exchangee leaves home.
9. The host family should provide room and board for the exchangee and exercise appropriate supervisory and parental responsibility to ensure the exchangee’s well-being.
10. All individuals involved in the exchange, including exchangees and their parents or legal guardians, host family members and Rotarian counselors, must agree in writing to all the requirements of the program as determined by the sending and receiving Rotary clubs or districts. All participants should display comportment at all times reflecting credit on self, the home country, and Rotary and should respect each other and act responsibly, befitting their role in the program. Exchangees should strive to adapt to the way of life of the host country and host family members should assist exchangees in ways to ease that transition. The exchangee should accept the supervision and authority of the host family and the receiving Rotary club or district during the period of the exchange. Exchangees must return home at a time and by a route agreed upon by their parents or legal guardians and the receiving Rotary club or district.
11. Any participant who does not comply with the requirements of the program should be removed from participation in the program. In the case of exchangees, they should be returned home by the receiving Rotary club or district at the earliest practical time by a route agreed upon between the parents or legal guardians or the sponsoring Rotary club or district. All parties involved in the exchange, including hosting and receiving Rotary clubs and districts, host families and the exchangee’s parents or legal guardians, must be fully informed prior to the exchangee being sent home. In the case of adult volunteers (both Rotarian and non-Rotarian), those who have not complied with program requirements will be permanently removed from involvement with youth.
12. All Rotarians and Rotary clubs involved in establishing short-term and long-term exchange activities are urged to ensure that preliminary agreements accurately reflect what they expect from the group with which the exchange is arranged, especially in the area of selection and orientation.
13. The hosting and sending Rotary club or districts must provide exchangees with a list of individuals to contact in the case of a problem or emergency. For both the long-term and short-term exchangees, this list must include the name and contact information for the exchangee’s Rotarian counselor, hosting Rotary club president, hosting district chair, hosting governor, sponsoring district chair, sponsoring governor, sponsoring club president and two non-Rotarian resource persons (one male and one female). This list must also include local resources for medical, dental and mental health care and law enforcement professionals. Where available, this list should also include local resources, suicide prevention hotlines, rape crisis hotlines, and local child protection agencies.
14. Clubs and districts are encouraged to use the standard Youth Exchange applications for both the long-term and short-term exchange programs which can be obtained from the Secretariat. Clubs and districts must return the RI pages of the standard Youth Exchange applications signed by the students at least one month prior to the beginning of an exchange.
15. Participants should be between the ages of 15 and 19 at the beginning of the exchange unless the laws and regulations of a specific country deem otherwise, or a different age range is mutually agreed upon by the participating Rotary clubs or districts. They should be above average in their schoolwork, preferably in the upper third of their school class. Long-term exchanges should be for one academic year but may be extended to include part or all of the holiday periods immediately preceding and immediately following the academic year.
16. For long-term exchanges, the hosting club should provide for all educational expenses, arrange an appropriate academic program, and provide a program of orientation and continued contacts to familiarize the exchangee with the host community. For short-term exchanges, the hosting club should also provide a program of orientation and continued contact to familiarize the exchangee with the host community.
17. For long-term exchanges, the receiving Rotary club or district should provide a modest monthly allowance for the exchangee in an amount to be jointly determined by the parties concerned. Where meals eaten at school are not otherwise provided for, the monthly allowance should be sufficient to include the cost of such meals.
18. Following their return, long-term and short-term exchangees and their parents or legal guardians should be encouraged to attend a meeting conducted by the district Youth Exchange committee for debriefing of recently returned exchangees for the purpose of assisting them to return to their home, school, and community environment.
19. For long-term exchanges, both sending and receiving club or district should require a report from the exchangees on a monthly basis. This report should include information on their current hosts, feelings, concerns, ideas and suggestions regarding their exchange experience thus far. The designated Youth Exchange Officer should review the reports carefully and, when necessary, take action to respond to any irregularities reported by the students.
20. It is recognized that many successful exchanges are made for less than a full academic year and that in the interest of international understanding and goodwill, not all programs need be reciprocal. By mutual consent of the parties concerned, any of the responsibilities indicated may be assigned to someone other than the party specified.
21. Any other provisions consistent with the foregoing and which are deemed necessary or convenient for the operation of an exchange program may be adopted by the Rotary clubs or districts concerned. (November 2006 Mtg., Bd. Dec. 72)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; June 2004 Mtg., Bd. Dec. 260; November 2004 Mtg. Bd. Dec. 108; March 2005 Mtg., Bd. Dec. 218; June 2005 Mtg., Bd. Dec. 271; June 2006 Mtg., Bd. Dec. 248; November 2006 Mtg., Bd. Dec. 72. See also May 1979 Mtg., Bd. Dec. 355. June 1982 Mtg., Bd. Dec. 394; July 1982 Mtg., Bd. Dec. 47; February 1983 Mtg., Bd. Dec. 277; October 1984 Mtg., Bd. Dec. 75; October 1987 Mtg., Bd. Dec. 174
Multidistrict Youth Exchange Program
Each governor has the responsibility for the supervision and control of the Youth Exchange Program within the district. It is recognized that there may be instances where clubs in two districts wish to cooperate in jointly undertaking an activity or program. The Board has no objection to such cooperative effort, provided any activity or project is not undertaken as a joint activity or project unless two-thirds of the clubs in each such district have first approved participation in such joint activity or project. Furthermore, the governors of the respective districts shall have secured in advance specific authorization of the general secretary acting on behalf of the Board to undertake and participate in such activity or project. Each such proposal to the Board shall be evaluated on its merits. The general secretary may remove a district from a multidistrict activity upon notice that they have failed to comply with the district certification program with or without the consent of the district governor.
Multidistrict activities shall be administered by a committee composed of current district Youth Exchange chairs and other officers appointed by the respective governors of participating districts. Such a multidistrict committee is responsible for reporting in writing not less often than annually on its work and finances to all governors in the participating districts. (November 2004 Mtg., Bd. Dec. 108)
Source: May 1979 Mtg., Bd. Dec. 355; November 2004 Mtg., Bd. Dec. 108; Amended by November 2001 Mtg., Bd. Dec. 45
International Travel by Youth Exchanges
No club shall assist or cooperate in sending a young person abroad on an international travel activity unless careful plans are made in advance covering every aspect of the proposed trip. In particular, no club should provide an identification card, letter of introduction, request for assistance or other credential or document intended to identify or introduce a young person to a Rotary club or clubs in another country, unless complete mutual agreement has been reached in advance with respect to the hospitality or assistance to be provided by the host club.
No club is obliged to provide hospitality or assistance to any young person from another country, despite any documented or claimed sponsorship of a Rotary club, unless the receiving club has specifically agreed in advance to provide such hospitality or assistance. It is the prerogative of any club to determine what assistance, if any, it will offer to young persons. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1979 Mtg., Bd. Dec. 355
C. Guidelines for Youth Exchange Emergencies
Although they are rare, unfortunate emergency situations do occasionally arise during Youth Exchange activities. Preparation for any possibility is an essential part of a Youth Exchange program. How the exchangee’s family and the media perceive that the emergency was handled will have a direct impact on the program. The following guidelines outline how to prepare in advance for a possible emergency, the individuals to contact should an emergency occur, and the steps to follow during an emergency.
Each Rotary club hosting a Youth Exchange student should have a small committee to help share the work in the event of a tragedy. Suggested committee members are the host parents, the club Youth Exchange chairperson, the club counselor, and the club president.
Tips for emergency preparedness
The club counselor should keep the student’s passport and airline ticket readily available at all times. Store these items in a safe place so that they can be accessed 24 hours a day if necessary.
The district chairperson should have copies of the airline ticket and passport should the student be traveling or in case the student’s documents are not accessible through the club counselor.
The district Youth Exchange officer should obtain consent from the student’s parents or legal guardians to reissue a student’s passport in the case it is lost, stolen, or inaccessible at time of departure.
The district Youth Exchange chairperson should share with the sponsoring Youth Exchange Officer the student’s itinerary and know who will meet the student at the airport upon arrival.
The sponsoring club should outline who (e.g., club, district, student’s parents, a combination of sources) will pay for the student to return to finish the exchange after being evacuated in the case of political or civil unrest.
The Rotarian counselor and current host family should know details regarding all of the exchangee’s travel plans and should ascertain that these travel plans have been approved by the natural parents/legal guardians of the exchangee, especially if the exchangee is traveling to another city or country during the exchange.
The exchangee’s parents should issue a written authorization letter (or powers of attorney) naming the host Rotarian counselor, host families, and another Rotarian of the host/receiving club (preferably the host club president), any of whom is to act for the parent in the event of injury or death. This is very important because most government departments and local authorities require it. Some districts have the parents/legal guardians sign a number of parental consent forms separate from the application form to ensure that each host family and counselor has a copy of the form.
The letter mentioned above should also authorize the incurring of:
Funeral expenses (cost of claiming body, embalming, casket, compliance with legal and government fees, and transportation of casket/body, cremation cost, etc.) to be reimbursed from the insurance policy;
Expenses of authorized persons (Rotarian counselor and/or host parent) to act on behalf of parent (transportation and hotel charges for travel to place of accident, etc.), to be reimbursed from the insurance policy.
The handling of expenses is important as not every host club can afford to incur such immediate expenses. The ability of the club or district to handle immediate costs can prevent a tragic situation from becoming worse and increasing the agony and anguish of the student’s parents. The host Rotarian is committed to treat the exchangee as though he/she is his or her own child and will do everything a natural parent would do. However, if a host Rotarian has to spend a substantial amount of money for immediate needs, other Rotarians may be discouraged from becoming host parents and counselors in the future.
It is therefore recommended that either the host Rotary club or the host Rotary district establish an emergency fund to cover immediate expenses in the event of a tragedy. The insurance money received will reimburse this fund. Many hosting districts require the students to have an emergency fund to assist in the event of an emergency.
When a tragic event occurs, things need to be done quickly. Tasks should be assigned to the various members of
the club/district emergency committee. The following people need to be informed immediately:
Parents/Legal guardians. (In case of death, obtain clear instruction concerning burial, cremation or return of body. Also ask about memorial service. Consideration must be given to the religion of the deceased.)
Host family, club counselor, and district Youth Exchange chairpersons.
Host district governor and the governor of the sponsoring district.
Host Rotary club, for assistance and guidance.*
Insurance company (and remember to follow up).
Embassy Officer, to obtain his/her advice.
Ascertain that the deceased is the exchangee.
Contact all of the above individuals.
Check with local police for local regulations and obtain a copy of the police report. Reclaim the deceased’s possessions, especially the passport.
Check with the local hospital and mortuary for the claiming of the body and regarding an autopsy. Obtain the death certificate.
Contact a local undertaker and embalmer. Ensure that the embalmer possesses an internationally recognized practice license so that the embalmed body may cross national borders. (This is to prevent the spread of disease.) Obtain the embalmer’s certificate. Order a suitable casket and arrange transportation to exchangee’s home country, or arrange for burial or cremation, according to the parents’ wishes.
Obtain the “sealing certificate.” For the casket to cross national borders, the inside must be metal-lined and sealed. Sealing must be officially witnessed, to prevent smuggling. In order for a sealed casket to leave the country, an export permit is required. For the sealed casket to enter the exchangee’s home country, an import permit is required. An established undertaker should be able to deal with these matters. The embassy can assist in obtaining the two permits.
Appoint a reputable air-transport agent to airlift the casket to the exchangee’s home country. This is to ensure that all connecting flights are correctly scheduled without risk of the casket being accidentally off-loaded at an intermediate airport. The arrival flight details should be correctly passed to the deceased’s parents so that they can make arrangements to receive the casket. Give copies of the death certificate, embalming certificate, casket sealing certificate, import and export permits, and passport to the transport company and must accompany the casket on the airplane.
Hold a memorial service for the exchangee.
Procedures to follow when the death of an exchangee occurs:
Remember to write a complete report to your district governor. Send copies to Rotary International and to the exchangee’s home district and Rotary club.
* If accident occurs away from the host area, you may want to contact a local Rotary club for assistance and guidance.
D. District Crisis Management Plan
The following is a brief outline of the plan. Consult the plan for details.
• Report incident to District Crisis Management Chair or another member of the Crisis Management Team.
• District YEO contacts natural parents through foreign YEO.
• Media representative handles all contact with media.
• Crisis Team, not club, determines extent to which information is released to other interested parties such as host families and exchange students
Youth Exchange Committee
Gary Bren
District Governor
4202 N. Branch Dr.
Omaha, NE 68116
(402) 881-0665
gbren@
Bob Rauner
District Youth Exchange Chair
Lincoln Area District Youth Exchange Coordinator
5100 Valley Rd.
Lincoln, NE 68150
(402) 450-1859
brauner@
Curt Peters
District Youth Exchange Outreach Coordinator
Omaha Area Youth Exchange Coordinator
11112 John Galt Blvd
Omaha, NE 68137
Cell: (402) 510-6728
Office: (402) 331-4122
curt@
Stephen L. Gerdes
District Youth Exchange International Coordinator
11920 Burt St., Suite 145
Omaha, NE 68154
Cell: (402) 677-3743
Office: (402) 393-1435
Home: (402) 399-9303
Fax: (402) 393-0629
yeo1@
Roxy Orr
District Youth Exchange Inbound Coordinator
Cell 402-290-6800
Roxyann1@
Joanne Peters
District Youth Exchange Compliance Coordinator
Cell: 402-510-8143
jp@
James Griesen
District Youth Protection Officer
Cell: 402-450-6322
jgriesen1@unl.edu
Part VII. Department of State Regulations on Youth Exchange
PART 62--EXCHANGE VISITOR PROGRAM
Authority: 8 U.S.C. 1101(a)(15)(J), 1182, 1184, 1258; 22 U.S.C. 1431-1442, 2451 et seq.; Foreign Affairs Reform and Restructuring Act of 1998, Pub. L. 105-277, Div. G, 112 Stat. 2681 et seq.; Reorganization Plan No. 2 of 1977, 3 CFR, 1977 Comp. p.200;E.O. 12048 of March 27, 1978; 3 CFR, 1978 Comp. p.168; the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) of 1996, Pub. L. 104-208, Div. C, 110 Stat. 3009-546, as amended; Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT ACT) (Pub. L. 107-56), Section 416, 115 Stat. 354; and the Enhanced Border Security and Visa Entry Reform Act of 2002, Pub. L. 107-173; 116 Stat. 543.
§62.25 Secondary school students.
(a) Purpose. This section governs Department of State designated exchange visitor programs under which foreign secondary school students are afforded the opportunity to study in the United States at accredited public or private secondary schools for an academic semester or an academic year, while living with American host families or residing at accredited U.S. boarding schools.
(b) Program sponsor eligibility. Eligibility for designation as a secondary school student exchange visitor program sponsor is limited to organizations:
(1) With tax-exempt status as conferred by the Internal Revenue Service pursuant to section 501(c)(3) of the Internal Revenue Code; and
(2) Which are United States citizens as such term is defined in Sec. 62.2.
(c) Program eligibility. Secondary school student exchange visitor programs designated by the Department of State must:
(1) Require all exchange students to be enrolled and participating in a full course of study at an accredited academic institution;
(2) Allow entry of exchange students for not less than one academic semester (or quarter equivalency) and not more than two academic semesters (or quarter equivalency) duration; and (3) Ensure that the program is conducted on a U.S. academic calendar year basis, except for students from countries whose academic year is opposite that of the United States. Exchange students may begin an exchange program in the second semester of a U.S. academic year only if specifically permitted to do so, in writing, by the school in which the exchange student is enrolled. In all cases, sponsors must notify both the host family and school prior to the exchange student's arrival in the United States whether the placement is for an academic semester, an academic year, or a calendar year.
(d) Program administration. Sponsors must ensure that all organizational officers, employees, representatives, agents, and volunteers acting on their behalf:
(1) Are adequately trained. Sponsors must administer training for local coordinators that specifically includes, at a minimum, instruction in: Conflict resolution; procedures for handling and reporting emergency situations; awareness or knowledge of child safety standards; information on sexual conduct codes; procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect; and the criteria to be used to screen potential host families and exercise good judgment when identifying what constitutes suitable host family placements. In addition to their own training, sponsors must ensure that all local coordinators complete the Department of State mandated training module prior to their appointment as a local coordinator or assumption of duties. The Department of State training module will include instruction designed to provide a comprehensive understanding of the Exchange Visitor Program; its public diplomacy objectives; and the Secondary School Student category rules and regulations. Sponsors must demonstrate the individual's successful completion of all initial training requirements and that annual refresher training is also successfully completed.
(2) Are adequately supervised. Sponsors must create and implement organization-specific standard operating procedures for the supervision of local coordinators designed to prevent or deter fraud, abuse, or misconduct in the performance of the duties of these employees/agents/ volunteers. They must also have sufficient internal controls to ensure that such employees/agents/volunteers comply with such standard operating procedures.
(3) Have been vetted annually through a criminal background check (which must include a search of the Department of Justice's National Sex Offender Public Registry);
(4) Place no exchange student with his or her relatives;
(5) Make no exchange student placement beyond 120 miles of the home of the local coordinator authorized to act on the sponsor's behalf in both routine and emergency matters arising from that exchange student's participation in the Exchange Visitor Program;
(6) Make no monetary payments or other incentives to host families;
(7) Provide exchange students with reasonable access to their natural parents and family by telephone and e-mail;
(8) Make certain that the exchange student's government issued documents (i.e., passports, Forms DS-2019) are not removed from his/her possession;
(9) Conduct the host family orientation after the host family has been fully vetted and accepted;
(10) Refrain, without exception, from acting as:
(i) Both a host family and a local coordinator or area supervisor for an exchange student;
(ii) A host family for one sponsor and a local coordinator for another sponsor; or
(iii) A local coordinator for any exchange student over whom he/she has a position of trust or authority such as the student's teacher or principal. This requirement is not applicable to a boarding school placement.
(11) Maintain, at minimum, a monthly schedule of personal contact with the exchange student. The first monthly contact between the local coordinator and the exchange student must be in person. All other contacts may take place in-person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring that issues raised through such contacts are promptly and appropriately addressed.
(12) That a sponsor representative other than the local coordinator who recruited, screened and selected the host family visit the exchange student/host family home within the first or second month following the student's placement in the home.
(13) Maintain, at a minimum, a monthly schedule of personal contact with the host family. At least once during the fall semester and at least once during the spring semester, (i.e., twice during the academic year) the contact by the local coordinator with the host family must be in person. All other contacts may take place in person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring the issues raised through such contacts are promptly and appropriately addressed.
(14) That host schools are provided contact information for the local organizational representative (including name, direct phone number, and e-mail address), the program sponsor, and the Department's Office of Designation; and
(15) Adhere to all regulatory provisions set forth in this Part and all additional terms and conditions governing program administration that the Department may impose.
(e) Student selection. In addition to satisfying the requirements of Sec. 62.10(a), sponsors must ensure that all participants in a designated secondary school student exchange visitor program:
(1) Are secondary school students in their home countries who have not completed more than 11 years of primary and secondary study, exclusive of kindergarten; or are at least 15 years of age, but not more than 18 years and six months of age as of the program start date;
(2) Demonstrate maturity, good character, and scholastic aptitude; and
(3) Have not previously participated in an academic year or semester secondary school student exchange program in the United States or attended school in the United States in either F-1 or J-1 visa status.
(f) Student enrollment.
(1) Sponsors must secure prior written acceptance for the enrollment of any exchange student in a United States public or private secondary school. Such prior acceptance must:
(i) Be secured from the school principal or other authorized school administrator of the school or school system that the exchange student will attend; and
(ii) Include written arrangements concerning the payment of tuition or waiver thereof if applicable.
(2) Under no circumstance may a sponsor facilitate the entry into the United States of an exchange student for whom a written school placement has not been secured.
(3) Under no circumstance may a sponsor charge a student private school tuition if such arrangements are not finalized in writing prior to the issuance of Form DS-2019.
(4) Sponsors must maintain copies of all written acceptances for a minimum of three years and make such documents available for Department of State inspection upon request.
(5) Sponsors must provide the school with a translated ``written English language summary'' of the exchange student's complete academic course work prior to commencement of school, in addition to any additional documents the school may require. Sponsors must inform the prospective host school of any student who has completed secondary school in his/her home country.
(6) Sponsors may not facilitate the enrollment of more than five exchange students in one school unless the school itself has requested, in writing, the placement of more than five students from the sponsor.
(7) Upon issuance of a Form DS-2019 to a prospective participant, the sponsor accepts full responsibility for securing a school and host family placement for the student, except in cases of voluntary student withdrawal or visa denial.
(g) Student orientation. In addition to the orientation requirements set forth at Sec. 62.10, all sponsors must provide exchange students, prior to their departure from their home countries, with the following information:
(1) A summary of all operating procedures, rules, and regulations governing student participation in the exchange visitor program along with a detailed summary of travel arrangements;
(2) A copy of the Department's welcome letter to exchange students;
(3) Age and language appropriate information on how to identify and report sexual abuse or exploitation;
(4) A detailed profile of the host family with whom the exchange student will be placed. The profile must state whether the host family is either a permanent placement or a temporary-arrival family;
(5) A detailed profile of the school and community in which the exchange student will be placed. The profile must state whether the student will pay tuition; and
(6) An identification card, that lists the exchange student's name, United States host family placement address and telephone numbers (landline and cellular), sponsor name and main office and emergency telephone numbers, name and telephone numbers (landline and cellular) of the local coordinator and area representative, the telephone number of Department's Office of Designation, and the Secondary School Student program toll free emergency telephone number. The identification card must also contain the name of the health insurance provider and policy number. Such cards must be corrected, reprinted, and reissued to the student if changes in contact information occur due to a change in the student's placement.
(h) Student extra-curricular activities. Exchange students may participate in school sanctioned and sponsored extra-curricular activities, including athletics, if such participation is:
(1) Authorized by the local school district in which the student is enrolled; and
(2) Authorized by the state authority responsible for determination of athletic eligibility, if applicable. Sponsors shall not knowingly be party to a placement (inclusive of direct placements) based on athletic abilities, whether initiated by a student, a natural or host family, a school, or any other interested party.
(3) Any placement in which either the student or the sending organization in the foreign country is party to an arrangement with any other party, including receiving school personnel, whereby the student will attend a particular school or live with a particular host family must be reported to the particular school and the National Federation of State High School Associations prior to the first day of classes.
(i) Student employment. Exchange students may not be employed on either a full or part-time basis but may accept sporadic or intermittent employment such as babysitting or yard work.
(j) Host family application and selection. Sponsors must adequately screen and select all potential host families and at a minimum must:
(1) Provide potential host families with a detailed summary of the Exchange Visitor Program and of their requirements, obligations and commitment to host;
(2) Utilize a standard application form developed by the sponsor that includes, at a minimum, all data fields provided in Appendix F, ``Information to be Collected on Secondary School Student Host Family Applications''. The form must include a statement stating that: ``The income data collected will be used solely for the purposes of determining that the basic needs of the exchange student can be met, including three quality meals and transportation to and from school activities.'' Such application form must be signed and dated at the time of application by all potential host family applicants. The host family application must be designed to provide a detailed summary and profile of the host family, the physical home environment (to include photographs of the host family home's exterior and grounds, kitchen, student's bedroom, bathroom, and family or living room), family composition, and community environment. Exchange students are not permitted to reside with their relatives.
(3) Conduct an in-person interview with all family members residing in the home where the student will be living;
(4) Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student's bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex.
(5) Ensure that the host family has a good reputation and character by securing two personal references from within the community from individuals who are not relatives of the potential host family or representatives of the sponsor (i.e., field staff or volunteers), attesting to the host family's good reputation and character;
(6) Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs-based government subsidies for food or housing;
(7) Verify that each member of the host family household 18 years of age and older, as well as any new adult member added to the household, or any member of the host family household who will turn eighteen years of age during the exchange student's stay in that household, has undergone a criminal background check (which must include a search of the Department of Justice's National Sex Offender Public Registry);
(8) Maintain a record of all documentation on a student's exchange program, including but not limited to application forms, background checks, evaluations, and interviews, for all selected host families for a period of three years following program completion; and
(9) Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual's friends or family who can provide an additional support network for the exchange student and evidence of the individual's ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student's placement with a single adult host parent without a child in the home.
(k) Host family orientation. In addition to the orientation requirements set forth in Sec. 62.10, sponsors must:
(1) Inform all host families of the philosophy, rules, and regulations governing the sponsor's exchange visitor program, including examples of ``best practices'' developed by the exchange community;
(2) Provide all selected host families with a copy of the Department's letter of appreciation to host families;
(3) Provide all selected host families with a copy of Department of State-promulgated Exchange Visitor Program regulations;
(4) Advise all selected host families of strategies for cross-cultural interaction and conduct workshops to familiarize host families with cultural differences and practices; and
(5) Advise host families of their responsibility to inform the sponsor of any and all material changes in the status of the host family or student, including, but not limited to, changes in address, finances, employment and criminal arrests.
(l) Host family placement.
(1) Sponsors must secure, prior to the student's departure from his or her home country, a permanent or arrival host family placement for each exchange student participant. Sponsors may not:
(i) Facilitate the entry into the United States of an exchange student for whom a host family placement has not been secured;
(ii) Place more than one exchange student with a host family without the express prior written consent of the host family, the natural parents, and the students being placed. Under no circumstance may more than two exchange students be placed with a host family, or in the home of a local coordinator, regional coordinator, or volunteer. Sponsors may not place students from the same countries or with the same native languages in a single home.
(2) Prior to the student's departure from his or her home country, sponsors must advise both the exchange student and host family, in writing, of the respective family compositions and backgrounds of each, whether the host family placement is a permanent or arrival placement, and facilitate and encourage the exchange of correspondence between the two.
(3) In the event of unforeseen circumstances that necessitate a change of host family placement, the sponsor must document the reason(s) necessitating such change and provide the Department of State with an annual statistical summary reflecting the number and reason(s) for such change in host family placement in the program's annual report.
(m) Advertising and Marketing for the recruitment of host families. In addition to the requirements set forth in Sec. 62.9 in advertising and promoting for host family recruiting, sponsors must:
(1) Utilize only promotional materials that professionally, ethically, and accurately reflect the sponsor's purposes, activities, and sponsorship;
(2) Not publicize the need for host families via any public media with announcements, notices, advertisements, etc. that are not sufficiently in advance of the exchange student's arrival, appeal to public pity or guilt, imply in any way that an exchange student will be denied participation if a host family is not found immediately, or identify photos of individual exchange students and include an appeal for an immediate family;
(3) Not promote or recruit for their programs in any way that compromises the privacy, safety or security of participants, families, or schools. Specifically, sponsors shall not include personal student data or contact information (including addresses, phone numbers or email addresses) or photographs of the student on Web sites or in other promotional materials; and
(4) Ensure that access to exchange student photographs and personally identifying information, either online or in print form, is only made available to potential host families who have been fully vetted and selected for program participation. Such information, if available online, must also be password protected.
(n) Reporting requirements. Along with the annual report required by regulations set forth at Sec. 62.15, sponsors must file with the Department of State the following information:
(1) Sponsors must immediately report to the Department any incident or allegation involving the actual or alleged sexual exploitation or any other allegations of abuse or neglect of an exchange student. Sponsors must also report such allegations as required by local or state statute or regulation. Failure to report such incidents to the Department and, as required by state law or regulation, to local law enforcement authorities shall be grounds for the suspension and revocation of the sponsor's Exchange Visitor Program designation;
(2) A report of all final academic year and semester program participant placements by August 31 for the upcoming academic year or January 15 for the Spring semester and calendar year. The report must be in the format directed by the Department and must include at a minimum, the exchange student's full name, Form DS-2019 number (SEVIS ID), host family placement (current U.S. address), school (site of activity) address, the local coordinator's name and zip code, and other information the Department may request; and
(3) A report of all situations which resulted in the placement of an exchange student with more than one host family or in more than one school. The report must be in a format directed by the Department and include, at a minimum, the exchange student's full name, Form DS-2019 number (SEVIS ID), host family placements (current U.S. address), schools (site of activity address), the reason for the change in placement, and the date of the move. This report is due by July 31 for the previous academic school year.
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[1] Rotary International places additional requirements for travel outside the local community, The District defines the local community. District 5650 has defined the local community as District 5650.
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