Rotary International District 6970
Rotary International
District 5650
Youth Exchange
Inbound Program
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Information Book For
Host Parents
(Revised July 9, 2011)
Department of State Toll Free Number: (866) 283-9090
Table of Contents
Objectives Of The Program 3
The Rotary Support System 4
The Hosting Rotary Club’s Role 5
The Exchange Student’s Role 6
The Host Family’s Role 8
Other Information Needed By Host Parents 9
Appendix A – What is Rotary? 12
The History of Rotary 12
Rotary Motto and Themes 12
Rotary in Eastern Nebraska and Western Iowa 12
The Rotary Foundation 13
Rotary at the Local Level -- The Rotary Club 13
Appendix B - Program Rules and Conditions of Exchange 14
Appendix C District Disciplinary System: Yellow Card and Red Card 16
Appendix D – Travel 17
Frequently Asked Questions About District 5650 Inbound Travel 17
Natural Parent Travel Permission Form 20
Travel Permission Form for Travel Outside District 21
Permission For Family Members To Visit 23
Appendix E - Questions for “First Week” with Host Family 25
Appendix F - How to Cope with Culture Shock 27
The Exchange Cycle 30
Appendix G –Youth Protection 31
Statement of Department of State 31
RI Statement of Conduct For Working with Youth 31
Rotary International Youth Protection Policy 31
District 5650 Abuse and Harassment Prevention Policy 33
District 5650 Sexual Abuse and Harassment Allegation 36
Reporting Guidelines 36
Youth Exchange Program Guidelines 45
District 5650 Use & Disclosure of Confidential Information 49
Appendix H: Department of State Regulations 51
Objectives Of The Program
o 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.
o 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.
o 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.
o 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.
o 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.
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.
What is Rotary?
Rotary International, as the sponsoring organization of this program, is an international volunteer organization comprised of Rotarians around the world dedicated to improving their community, both locally and world-wide, through service to others. A more comprehensive description of Rotary and its structure can be found in Appendix A of this Information Book. However, one term used throughout this Book warrants explanation here: District is the geographic organization of a number of local Rotary clubs for purposes of governance and support. We are Rotary International District 5650, consisting of 45 Rotary clubs representing eastern Nebraska and western Iowa.
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. District 5650 is excited about the possibilities of expanding our Youth Exchange program, involving more and more countries and more and more students. Conduct and administration of the Exchange program is the responsibility of each participating Rotary district under the authority of the respective District Governor, a Rotarian elected for a one-year term to provide leadership to the clubs and Rotarians in that District. 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.
For example, the selection, screening and preparation of “outbound” exchange student candidates is the responsibility of each sending or sponsoring Rotary District, although a uniform application form has been developed for this purpose by Rotary International. On the other hand, once our District Committee has agreed to accept an “inbound” exchange student, and one of our Rotary clubs has agreed to host and support that student, that student agrees to comply with this District’s rules, regulations, and guidelines as a condition of the exchange.
To assure a complete understanding of those conditions, the District 5360 Committee provides a comprehensive orientation to our inbound students shortly after their arrival. Even before the student’s arrival, the Youth Exchange Committee establishes and maintains communications with its counterparts in the exchanging district, the inbound students both before their arrival and during their year here, and the outbound students we are sending overseas.
The District 5650 Youth Exchange Committee is a valuable resource for both you and the exchange student, and its members are familiar with the conduct of the Exchange Program both here and in the country your student is from. 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 Hosting Rotary Club’s Role
The local Rotary club provides another level of support to you, the student, and the Exchange Program. Most Rotary clubs will identify an individual Rotarian as the Youth Exchange Officer (or YEO) to administer the club’s Exchange program, including recruiting Outbound candidates and Host families. Another member of the Rotary club, will be designated as the Inbound Exchange student’s Club Counselor for the duration of the exchange. The Club Counselor serves primarily as an advisor and advocate for the student, but should certainly also be in contact with the host family on a regular basis, and be available to answer questions or direct host parents to the appropriate resource when needed.
The hosting Rotary club has made arrangements for enrolling the exchange student in your community’s high school or a private school shortly after he or she arrives. The YEO or Club Counselor will assist the student in selecting a course of study that should be neither overly-challenging nor boring for the student. As a host parent, you should discuss school work with the student, teachers, and school officials if academic or social problems are becoming apparent.
The hosting club provides another form of support to the Exchange student in the form of a spending allowance. Each month the Rotary club will provide a minimum of $100 directly to the student, to be used for incidental personal expenses, entertainment, school supplies, etc. Some clubs may offer more. It is recommended that clubs consider senior expenses such as senior pictures, prom, senior trip, homecoming, as well as other school fees when establishing the stipend. Through the Rotary-provided allowance and parental resources, exchange students are 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 all inbound students to deposit with the hosting club an emergency fund of at least $400 that can be accessed by the club to pay for such expenses when the student is not able to do so. Please discuss any financial concerns with the Rotary club representatives.
The hosting club will regularly invite the exchange student to attend Rotary meetings and other Rotary events. Students are required to attend the following Rotary events:
1) One local Rotary meeting per month;
2) Get Acquainted Weekend in September;
3) Outbound Student Interviews in November;
4) Outbound Orientation in February;
5) District 5650 Conference in April or May. Exchange students are encouraged to attend other Rotary meetings and events as often as possible
6) The weekly meeting for the __________________ Rotary Club is on_______________at __________ Location: _________________________________________.
Interference with host family activities from Rotary events should not impose a burden on the host family and the YEO/Club Counselor should be advised before this can occur. Rotary Club members will be 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 Club Counselor are here to help the Exchange student and host family have a successful exchange experience. They are available to you, 24 hours a day, to provide you with assistance on any matters of concern. We strongly urge you to seek our involvement before problems become too large for simple solutions.
The Exchange Student’s Role
Above all else, we expect the inbound students to be involved: involved in your family; involved in school; involved in the community in which you live; and involved in Rotary. To do this successfully, most Exchange students must do two things: learn to communicate in English, 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. Practice, by engaging in real conversation, reading, and writing our language are necessary to develop true proficiency. You 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 our Rules
All inbound 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. The Program Rules & Conditions of Exchange are located in Appendix B of this handbook for your information. A summary of the more important rules are listed below:
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. Under no circumstances may they take a Driver Education course.
2. Drinking and Drugs: We expect all exchange students to comply with our laws, including those applying to possession and consumption of alcoholic beverages and controlled substances. Students may, with the approval of the host parents, accept an alcoholic beverage offered by the host parent in the host 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 in all cases, and we strongly endorse the requirement that smoking not be permitted in the student’s bedroom. Any student who stated on the application that he/she did not smoke is absolutely not permitted to smoke while here on 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 to these students, and each school agreeing to enroll exchange students will determine what, if any, certification will be provided for classes taken. As the host parent, you are responsible for determining the appropriateness of any school absence requested by the student, as you would for your own children. You should know, and comply with, the attendance requirements (and absence notification requirements) for the school your student is attending.
5. Travel: Travel for the exchange student as part of your 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 should be given the same level of parental control you would impose on your own children of that age. Additionally, Rotarians at both the host club and district committee need to know where Exchange students are in the event of an emergency. The Travel Policy for District 5650 Inbound Exchange students, contained in Appendix C, will be reviewed in detail with your exchange student, and compliance with this policy is a condition of the exchange. We ask that you be familiar with this policy, and enforce it with your student. Please know that we will support the host parents when you say NO to travel by your student with which YOU do not agree.
6. Visits by the student’s parents, family, and friends: Program rules prohibit any visitors from the student’s home country during the first 8-9 months of the exchange year, and specifically at any time that will interfere with school, or that will cause an inconvenience to the host family. Furthermore, visits by family or friends during the traditional Christmas, New Year, and Easter holiday periods are expressly forbidden. On the other hand, parental visits near the conclusion of the exchange year are great opportunities for the student to share their mastery of our language and knowledge of our culture, and introduce natural parents to all of the host families they’ve lived with. Any such visits planned by the student or his/her parents should be fully acceptable to you, the 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, they often do 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 his or her parents long after they arrive. Constant e-mail or instant messaging also prevents a student from becoming part of the host family and community. Students are told to limit that kind of electronic communication with home to no more than twice per week. Students are also prohibited from visiting inappropriate web sites, such as pornography or hate sites. Of course, the student is responsible for any costs incurred for telephone or Internet charges, and host parents should decide, in advance, how the student will pay for such usage when it is permitted. Additionally, we advise against providing cell phones to exchange students, as those bills can get very high very quickly. If the host family and student 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, and we ask you to help your exchange student become a part of your family during the period that he or she lives with you. That means treating this young person as you would your own son or daughter, not as a guest, and exercising all of the parental responsibilities and authorities you would for your own child. While many factors will influence to what extent you may need to focus on this role, such as your own experience as a host parent, ages of your own children, and whether you are the first, middle, or final host family for this student, here are some suggestions that previous host parents have provided to us:
• Establish a clear understanding of expectations soon after your student arrives. Appendix D is a listing of First Night Questions that we provide to both students and 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 to help your student recover from homesickness. This can take many forms, from simply general sadness to wishing to stay in his or her room alone. It is perfectly normal for Exchange students to have bad days and experience homesickness. If you are sensitive to this, you will be able to reassure your student that their reactions are perfectly normal. Help them to keep busy and involved. These feelings will pass. If they have poured out their frustrations in a letter home (often saying they want to return home immediately), suggest that they put it away for a couple days, re-read it, and only then mail it … if it still applies. Most times the letter will be thrown out!
• Encourage your student to get involved. School extracurricular activities, sports, community activities, church groups, and family activities may be new and unfamiliar to your student, and will likely be very “different” from those activities he or she was involved in back home. If you sense that your student is bored and reluctant to participate in available activities, it may simply be because no one has asked him or her to join in. Try to introduce the student to some people who will help overcome this reluctance.
• Understand “culture shock” and help your student learn our culture. Appendix E in this booklet provides the article How To Cope With Culture Shock, which may help you understand some of the feelings your student may experience as a result of the differences between our culture and the one they have known since birth.
Other Information Needed By Host Parents
INSURANCE
All inbound exchange students must have a medical/accidental injury policy that meets Rotary’s requirements, under a policy issued by the American International Companies through CISI Bolduc (formerly Joseph C. Bolduc & Associates). Instructions for submitting a claim are included in Appendix F. In addition, a Medical Authorization form, signed by an officer of the Host Rotary club, should be provided to the Host Parents before the student moves into your home, authorizing you to seek medical treatment for students while part of your household.
The cost of any medical treatment is the responsibility of the student and his or her natural parents, and the insurance provides for either payment or reimbursement of a portion of those expenses (usually after a nominal deductible has been met). Students should have the financial ability to pay for any medical expenses at the time provided, and host families should not incur any costs in this regard.
However, as host parents, you are asked to make arrangements for medical treatment when necessary, as well as to determine when medical treatment is called for. Your student may be reluctant to discuss medical problems initially, and their own culture, or medical system at home, may be quite different than that which we have, so you may need to patiently ask questions and offer suggestions when you observe conditions that may be medically-based. Many Rotary clubs have arrangements with local medical-services providers (often a member of the Rotary club), and you should be appraised of these arrangements by the Rotary YEO or Club Counselor before a medical problem arises.
It is always advisable to inform the host Rotary club of any medical treatment or medical problems that have occurred so that information is made available to subsequent host families. Serious illnesses or injuries should be made known to the District YE Chair as soon as possible.
BEING THE FIRST HOST FAMILY
While being “first” often provides the greatest challenges for dealing with things like language difficulties and cultural differences, it also provides the opportunity to form a lasting emotional bond with the student that can continue after the student moves on to subsequent host families, since he or she will remain part of your community for the balance of the exchange year.
When the time comes for the student to move on, be prepared for the emotions that come with separation and fear of something new, both for the student and you. It will help to make this transition go smoothly if the student has met the new family, perhaps first in your home, and then later for a visit in the next host family home, to provide opportunities to become familiar with the family and surroundings.
Once your student has moved, maintain contact without undermining the development of relationships with the next family. Inviting your student to share special family events, like birthdays, will reinforce the relationship you developed earlier, and will usually be welcomed by the current host family, just as you welcomed others’ invitations to the student when part of your family. When it is finally time for your student to return home to his or her own family, they will be leaving not one but several families that they will consider “home” for the rest of their lives.
BEING THE FINAL HOST FAMILY
Being the host family at the conclusion of the exchange year could involve dealing with many of the same emotions the student had upon arrival, but this time caused by the realization that the “familiar” is now our culture, and the “unknown” involves returning home. Understand that the exchange student must return home at the conclusion of the exchange year (generally within 10 days of high school completion, or the conclusion of a USA Tour, if applicable) as a condition of the exchange program. A sign of a successful exchange is the student’s reluctance to go home, and we wouldn’t want it any other way.
You may need to help your student prepare mentally for this departure, in addition to the many physical aids that will be needed. Start by selecting an actual departure date that everyone involved agrees with (including the student’s parents), and help the student make the necessary airlines reservations. (Although we require all students to have round-trip airlines tickets, some airlines can only book flights 6-9 months in advance, and many students must change the initial return date once they know graduation and Tour dates, etc.). As the departure date approaches, help the student with packing and luggage, recognizing that much has been collected since their arrival, and it may be necessary to ship some of the student’s possessions home to keep suitcases below the airlines’ quantity and weight limits.
Help the student wrap up any financial obligations with you and others, especially regarding long-distance telephone charges. Use of a pre-purchased phone card, or having the student make final calls collect, will minimize phone charges appearing on your telephone bill after the student has departed. Discuss with the student and the Rotary Club Counselor the return of the student’s emergency fund.
Involve the prior host families, and the host Rotary club, in planning a farewell event before the student departs. And allow sufficient flexibility in your schedule during the final few days to provide your student with the opportunity to say goodbye to the many friends made during the past year. In many cases, these “good-byes” will be even harder for the student than those said 11 or 12 months earlier, and your understanding and support will make this a happy time for everyone involved.
IMPORTANT REMINDER:
Whenever the exchange student changes host families, the new family name, address, phone numbers, and e-mail must be reported to the District Youth Exchange Chair. The regulations of the US Department of Homeland Security require address changes to be filed promptly – failure to do so can result in the deportation of the student. Although we consider it the student’s responsibility to report their moves, we recommend that host families and/or club counselors stay on top of the situation as well, due to the seriousness of the consequences.
LASTLY, IF THERE ARE QUESTIONS OR PROBLEMS.....
While there is no way we or you can guarantee that every Exchange student and host parent will enjoy a completely successful exchange, we do our best to help them, and you, and the percentage of unsuccessful exchanges is very small. Most problems that do occur can be taken care of satisfactorily if addressed early, before they become too big to handle.
If you do have a concern and need to discuss something, please contact the local Rotary Club Youth Exchange Officer or Club Counselor. If he or she is not available, please contact a member of the District Youth Exchange Committee. They will get in touch with the student, and if appropriate, the counterpart in the sponsoring district for further information and help, if needed.
Please do not dismiss non-compliance with our rules, or try to solve major problems yourself. Because this is an international program, there may be cultural and/or Rotary subtleties of which you are unaware, and there may also be long-range implications affecting future exchanges. Please call and give us the opportunity to show you that we are as concerned about the exchange student and the host family and club as you are. We can't help you or the student, if we don't know that there is a problem.
Finally, while much of this booklet addresses rules, regulations, and “dealing with problems”, we want you to know that being a host parent is also a lot of fun and full of rewards. You will get to know, and love, someone from another country, another culture, and another part of the world. You will have the opportunity to watch, and help shape, the development and maturity of a young person. You will have opportunities to learn of another culture yourself, and in the process of sharing our culture and our country with this student, gain knowledge and understanding for you and your family. And at the end of the exchange, you will have added to your family a son or daughter who may live in a “foreign” country the rest of their life, but will always be a part of your family.
Appendix A – What is Rotary?
The History of Rotary
Rotary was born on February 23, 1905 in Chicago, Illinois, the world's first and most international service club. The founder of Rotary was attorney Paul P. Harris (1868-1947), who gathered with three others to discuss his idea of a group of businessmen from different professions getting together periodically to become better acquainted. They decided to limit membership to one representative of each profession and to rotate the meeting site among each member's place of business, to acquaint each other with their various vocations and to promote business. The rotation of meeting places is the source of the name "Rotary".
Club membership grew rapidly. The second Rotary Club was founded in San Francisco in 1908. When clubs were formed in Canada and Great Britain, in 1912, Rotary became an international organization.
Since 1905, the ideas of Paul Harris and his friends have become ideals which have been accepted by people of practically all nationalities, and of many political and religious beliefs. Today there are Rotary Clubs in Austria and American Samoa, in Brazil and Brunei, in Italy and India, in Scotland and South Africa - in some 170 countries. The universal acceptance of Rotary principles has been so great that there are now more than 28,000 Rotary clubs, with a membership of over 1.2 million men and women.
Rotary Motto and Themes
Rotary International has adopted as its motto, "Service Above Self". A second theme of Rotary is "He profits most who serves best". Additionally, each year, the Rotary International President coins a theme for that Rotary year.
Rotarians throughout the world quote the Four Way Test of the things we think, say or do:
1. Is it the TRUTH?
2. Is it FAIR to all concerned?
3. Will it build GOODWILL and BETTER FRIENDSHIPS?
4. Will it be BENEFICIAL to all concerned?
Rotary in Eastern Nebraska and Western Iowa
Each of the more than 30,000 Rotary clubs in the world is a member of Rotary International. Rotary is divided into 521 Districts, each of which is headed by a District Governor. We are District 5650, which consists of 46 clubs in western Iowa and eastern Nebraska. Our District includes Rotary Clubs in the communities of: Ashland, Auburn, Aurora, Avoca, Beatrice, Bellevue, Blair, Clarinda, Columbus (2), Council Bluffs (2), Crete, David City, Fairbury, Falls City, Fremont, Friend, Geneva, Glenwood, Hebron, Humboldt, Lincoln (4), Nebraska City, Norfolk, Omaha (8), Pawnee City, Plattsmouth, Red Oak, Schuyler, Seward, Shenandoah, Wayne, Western Douglas County, Wilber, and York.
The District Governor, along with all officers of Rotary on the international, district or club level, serve for a Rotary fiscal year that runs from July 1 to June 30.
A number of district-level committees are organized to provide sponsorship or support for Rotary functions and initiatives that involve Rotarians from across our District. The Youth Exchange Committee is an example of a District Committee.
The Rotary Foundation
In 1917, the Rotary Foundation was born. The Rotary Foundation is a philanthropic trust promoting further understanding and friendly relations between peoples of different nations. The Foundation sponsors the largest scholarship program in the world and is supported purely by voluntary contributions from Rotary Clubs and Rotarians.
The Rotary Foundation has eight working programs and a budget of approximately $45-$50 million (US) each year. These programs include Ambassadorial Scholarships, Rotary Volunteers, The 3H program (for Health, Hunger and Humanity), Rotary Peace Conferences, World Community Service, Special Grants, and two others that you may encounter during your exchange: Group Study Exchange, and Polio-Plus.
Group Study Exchange involves paired districts in different countries sending teams of 4 or 5 business or professional men and women for a 4 week period of study and discussion with their counterparts in the other country. Polio-Plus is Rotary’s plan to eliminate polio from the world by the year 2005, Rotary's 100th birthday.
Rotary at the Local Level -- The Rotary Club
The "personality" of each Rotary club is a reflection of the community it serves and the membership of that club. Even within our own District, club size ranges from less than two dozen members to well over two hundred members. Rotary clubs meet weekly throughout the year; some for a breakfast meeting, others during lunch. Some Rotary club meetings are quiet and “serious”, staying to a tight schedule so the members can return to work on time, while other club meetings are less formal and structured.
Exchange students often find that the Rotary club hosting them will be very different from the Rotary club sponsoring them, and both will be very different from other Rotary clubs they may have the opportunity to visit during their exchange year. But Rotarians around the world all share the common philosophy for Service to Others, and as an exchange student, they are there to help provide a successful exchange experience.
As with most organizations, Rotary clubs are led by officers who are elected by the membership for one year terms, beginning on July 1, the beginning of the Rotary Year. The officers include the Club President, Secretary, Treasurer, Vice-President and/or President-Elect, and Directors. Rotary clubs participating in the Youth Exchange Program generally appoint a Youth Exchange Officer, or YEO, to oversee that program, and that Rotarian, or another member of the host Rotary club, will be designated as the exchange student’s Club Counselor. This Rotarian serves as the primary liaison between the Rotary club, the exchange student, and the host families.
Appendix B - 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. | |
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 ACE, 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 travels out of town must obtain oral permission from the student’s host family and host club. Additionally a student who wants to travel outside District 5650 must first obtain written permission from the student’s natural parents, current Host Family, 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. Tickets may be purchased only after obtaining all necessary written approvals. Host Families are asked to help enforce this rule. Violations may be grounds for 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.
Appendix C District Disciplinary System: Yellow Card and 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.
Appendix D – Travel
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 International
Youth Exchange Program
District 5650
Nebraska - Iowa
Natural Parent Travel Permission Form
An Exchange Student is allowed to travel within District 5650 when the student has obtained prior permission from the student’s Host Family and Host Rotary Club. All trips must be properly chaperoned by adults. If the trip requires that the student travel outside District 5650, the student must obtain prior written permission from the student’s:
• Natural Parents
• Host Parents
• Rotary District Youth Exchange Chairman[2]
Travel will be approved only if it is consistent with the J-1 visa status of the exchange students. Reasonable requests will not be denied. However, if any one of the above concludes that such a trip would put the student or the student’s health at unnecessary risk, or that for any other reason the student should not go, the student will not be allowed to go.
We are the natural parents of Rotary Youth Exchange student, .
• We give permission for our child to travel within District 5650 provided that the Host Parents and Host Rotary Club give their permission.
• We give permission for our child to travel outside District 5650, provided that the Host Parents, Host Rotary Club, and the Rotary District 5650 Youth Exchange Chairperson give their permission.
This permission statement covers all arranged and approved travel opportunities during the current Exchange year.
Natural Father / Date - _________________________________________
Natural Mother / Date - ________________________________________
Rotary International
Youth Exchange Program
District 5650
Eastern Nebraska – Western Iowa
Travel Permission Form for Travel Outside District
You are allowed to travel within District 5650 when you have obtained prior permission from your Host Family and your Host Rotary Club. Travel to and from your destination generally must be properly chaperoned by adults. If the trip requires that you travel outside District 5650, you must obtain prior written permission from the following:
• Your Natural Parents
• Your Host Club
• Your Host Parents
• Rotary District Youth Exchange Chairman
Reasonable requests will not be denied. However, if any one of the above persons concludes that should not go or that the trip would put you or your health at unnecessary risk, you will not be allowed to go.
I , hereby request permission to travel outside District 5650.
1. My itinerary
Air transportation. Electronic Confirmation Number:
Departing Flights:
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Return Flights:
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Transportation by car.
Name and Age of all drivers:
What is the driving schedule?
2. My Cell Phone Number is
3. Travel companions.[3] The names, ages, and familial relationship (if any) of the persons with whom I will be traveling and their cell numbers are:
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
3a. Hotel Accommodations.
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Who will be staying in your hotel room with you?
3b. Private home arrangements. The names, addressess, and phone numbers of the homes where I will be staying are:
Dates Name and Address Phone
Dates Name and Address Phone
Dates Name and Address Phone
Dates Name and Address Phone
Describe sleeping arrangements:
Student’s Agreement that Rotary Rules Apply During Travel
I understand that the Rotary Rules continue to apply during my trip and that I am subject to discipline (including being sent home) if I violate any Rotary Rule during my trip.
________________________________________ Date:
Student Signature
Permission Section
We have determined that this travel is consistent with the student’s visas status as a high school youth exchange student. Participation in this travel is part of the student’s participation in exchange activities of the district. Permission to travel as outlined above is hereby granted.
Host Club Permission/Date___________________________________________
Host Family Permission/Date_________________________________________
District 5650 YE Chair/Date__________________________________________
You may not purchase tickets for travel until after you have obtained all signatures required by this Travel Permission Form.
Rotary International
Youth Exchange Program
District 5650
Eastern Nebraska – Western Iowa
Permission For Family Members To Visit
District 5650 generally discourages family visits to see Rotary Youth Exchange Students. More often than not, visits from home reduce the quality of the exchange for the student. Visits from home generally will not be approved during the:
• First six months of your exchange;
• Traditional holiday times such as Thanksgiving, Christmas, New Year’s, and Easter; and
• The last two to three weeks of school and the week after school gets out.
Visits from home during these periods are particularly disruptive. One exception to this policy is that family members will generally be allowed to attend the graduation of their child. This exception applies to actual graduations but not to those situations in which a student is allowed to walk across the stage without receiving a regular diploma. Before making plans for family members to visit, you must obtain prior written permission from the following:
• Your Host Club;
• The Host Parents who will be your host at the time of the visit; and
• Rotary District Youth Exchange Chairman.
A. Request for Family Members to Visit
I _______________________, hereby request permission for ___________________________, who are my _________________________________ to visit me. They will be visiting me from _______________ to _________________. They will be staying at _____________________________________________.
B. Request to Travel with Family Members
If you also want to travel with your visitors outside of your host community, please explain in detail the travel plans including any proposed reservations for air or other public transportation.
1. My Itinerary.
Air Transportation. Electronic Confirmation Number:
Departing Flights:
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Return Flights:
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Airline & Flight No. Depart City & Time Arrive City & Time
Transportation by car.
Name and Age of all drivers:
What is the driving schedule?
2. My cell phone number is .
3. Travel companions. The names, ages, and familial relationship of the persons with whom I will be traveling and their cell numbers are:
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
Name Age Relationship to me Cell Number
3a. Hotel Accommodations.
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Dates Hotel Name and Address Phone
Who will be staying in your hotel room with you?
3b. Private home arrangements. The names, addressess, and phone numbers of the homes where I will be staying are:
Dates Name and Address Phone
Dates Name and Address Phone
Dates Name and Address Phone
Dates Name and Address Phone
Student’s Agreement that Rotary Rules Apply During Travel
I understand that the Rotary Rules continue to apply during my trip and that I am subject to discipline (including being sent home) if I violate any Rotary Rule during my trip.
________________________________________ Date:
Student Signature
Travel Permission Section
We have determined that this travel is consistent with the student’s visa status as a high school youth exchange student. Participation in this travel is part of the student’s participation in exchange activities of the district. Permission to travel as outlined above is hereby granted.
Host Club Permission/Date___________________________________________
Host Family Permission/Date____________________________________
District 5650 YE Chair/Date_____________________________________
1. You and your visitors should not purchase tickets for any travel until after you have obtained all signatures required by this Form.
2. If your plans involve traveling with your visitors, you may not purchase tickets for travel until after you have obtained all signatures required by this Form.
Appendix E - 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.
Appendix F - 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
Appendix G –Youth Protection
Statement of Department of State
The health, safety and well being of the young people who participate in this program are, collectively, our highest priority. A host family has many responsibilities, the most important of which is the care and well-being of a young person from a foreign country for an academic semester or academic year. The foreign student is a guest in your home and in our country and you may be the first "real Americans" this young person encounters. How you interact with this student will create a powerful image about our country and its people. I hope this will be a positive and rewarding experience for you and the exchange student. It is extremely important that you notify your Rotary District 5650 if you have any concerns or if the student's personal health, safety or well-being is threatened in any way. If Rotary District 5650 is not responsive to your concerns, you should contact the Department of State directly at our toll free number (1-866-283-9090) that has been established for this purpose.
RI 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
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, isconvicted 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
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.
District 5650 Sexual Abuse and 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 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.
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
District 5650 Use & Disclosure of Confidential Information
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.
Appendix H: Department of State Regulations
§ 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 §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 §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 §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 §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.
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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.
[2] Faxed and email signatures are valid.
[3] If you are meeting up with others on the trip, you also must provide their names. In some cases it may be necessary to perform criminal background checks and obtain a host family application.
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