Ohio-Erie Rotary Youth Ohio-Erie Rotary Youth Exchange, Inc.Exchange, Inc.

RO Report to

Country Contacts

Problem Areas in 2008Problem Areas in 2008

• Some Inbound GF’s Incomplete– Information on page 1 missing– Signatures missing on page 2

• District & Club Profile Incomplete• Items Sent Separately• Data Entry into Database Incomplete

– Dates & district numbers not entered– Information not entered in a timely manner

• Outbound GF’s not Sent to RO

Procedure for 2009Procedure for 2009

• RO Scans all Outbound Applications• Country Contacts Scan all Inbound

Applications• Contacts Enter Inbound Information into the

Database• Contacts Scan Inbound GF’s• Contacts Check Database Entries• RO Completes DS-2019 and Mails• Contacts Scan Outbound GF’s and Enter

Information into Database

Application Scanning OrderApplication Scanning Order

– Personal Information– Letters and Photos– Medical History and Examination– Dental Health and Examination– Guarantee Form and Visa Application– Rules and Conditions of Exchange– Secondary School Personal Reference– Passport copy LAST

Inbound Guarantee Form Inbound Guarantee Form Scanning OrderScanning Order

– Passport copy if not previously submitted– Both pages of the completed GF– District & Club Profile– Host Family application if available

Scanning TipsScanning Tips

– Use the specific order– Do not scan blank pages, cover sheets,

etc.– Do scan in color– Check to make sure pages aren’t skipped– Make sure all pages go the same way– Be sure the file size isn’t too large (typical

size is 3 Mb)

Sending DocumentsSending Documents

– Individual applications can be e-mailed– Only send ONE per e-mail– Groups of applications should be burned

to a CD and mailed– GF’s and District & Club Profiles should be

e-mailed– Paper copies will not be returned– Send Outbound GF’s as received

• Don’t send additional paperwork from receiving country

Outbound Database EntriesOutbound Database Entries

– Enter Outbound student information when received from RO• Country Contact name and number• Foreign contact• Host country AND host school country• Host district if known• Date sent to foreign contact

Outbound Database EntriesOutbound Database Entries

– Enter Outbound student information when received from foreign contact• Host club and district information• Host school information• Host family information• Date received from foreign contact• Date sent to RO and Its Your World

Inbound Database EntriesInbound Database Entries

– Enter Inbound students when application received

• Full student information• Country Contact name and number• Foreign contact name• Host district• Host country (if known• Host A state/province (if known)

Inbound Database EntriesInbound Database Entries

– Check Inbound student information when GF is received from the district

• Enter or correct as needed• Remind district of their responsibility

– Enter date received from district– Enter date DS received from RO– Enter date DS and GF sent to foreign

contact

Questions?Questions?