ROTARY DISTRICT 7770

Thank You, Host Families!

Without you this program could not exist !

YOUTH EXCHANGEResources

www.yeoresources.orgwww.rotary.org

• RI Youth Exchange Handbook• Application (Long Term & Short Term Programs)• Marketing materials• First Night Questionnaire• Evaluations

www.rotaryyouthexchange7770.org• Contact Information • Important Events• CISI-Bolduc Insurance Agency• Tzell Travel Group• Student & District Information

YOUTH EXCHANGECalendar

• JUNE: – YEO & Host Family Training – Outbound Orientation Camp (Mandatory)

• AUGUST:– YEO & Host Family Training – Inbound Orientation Camp (Mandatory)

• SEPTEMBER – NOVEMBER– Recruiting / Selection Process of Outbound Candidates

• DECEMBER– District Interviews for Outbound Candidates– Holiday Party (Mandatory) – Club Hosting Agreements due to district for next year by January 1

YOUTH EXCHANGECalendar

• JANUARY – APRIL: – Placement of Outbound Students

– Inbound paperwork arrives from abroad

• FEBRUARY:– District Interact Convention (Mandatory)

• APRIL:– District Conference (Mandatory)

• MAY – JUNE:– Finalize placement of Outbound students

– Finalize placement of new Inbound students

– Western Adventure tour for old Inbound students (Optional)

Important District 7770 Policy

• Inbound Orientation - August• Holiday Party – December • District 7770 Interact Convention• District 7770 Conference – March

Must not miss the following Mandatory Functions:

Rotary Western Adventure Trip

• Typically mid June

• 15 days tour of the Western United States

• Travel by Motor Coach with about 200 other exchange students

• Deadline to sign up – January

• Approximate Cost $2,025.00– Not including spending money

More information will be available at the Holiday Party in December

Inbound Student Challenges

CHALLENGES FOR THE ROTARY EXCHANGE STUDENT

Host Rotary

Club

Host Families

ExchangeStudent /

Counselor

Your Community

School

Friends in High School

Host RotaryDistrict

Challenges for the StudentFamily, School, Community

Adapting to rules of your host family

Doing well in school

Homesickness / making close friends

Speaking English

Following the rules of Rotary

Getting involved in Rotary club and community

Challenges for the StudentMaking Close Friends

• Help students to make good choices

• Help in finding clubs for student to join– Interact ( in many of the schools)– Sports (must get approval to participate in team school

sports via athletic director to school board)– Youth Groups

• Active participation is good cure for homesickness

Challenges for the StudentSpeaking English

• Often students speak own language – Considered quite rude – Forces others away and isolates student

• This can be a major problem

• Do Not enable the student by finding others who speak the language. One of the major goals of an exchange student is to learn to speak English!

• Reinforce student’s use of English even if they make mistakes

Challenges for the StudentPhysical Activities

• Encourage physical activities to help with:– Stress, headaches

– Weight Gain (very common)

– Meeting and making friends

Student Guidelines & Rules

Rotary Rules & Responsibilities

• Rotary International Rules– Common Sense Rules & Conditions of

Exchange– Strict Rules & Conditions of Exchange

• Violation may result in a student being placed on probation or sent home early at the student’s expense

Common Sense Rules

• Smoking is discouraged;

• Become an integral part of the Host Family;

• Learn the language of your host country;

• Attend Rotary-sponsored & host family events;

• Get involved in your school & community;

• Choose friends in the community carefully;

• Do not borrow money. Pay any bills you incur promptly;

• Travel is permitted with host parents or for Rotary club or district functions authorized by the hosting Rotary District with proper adult chaperones;

• Make sure you understand the costs involved for any trips or events for which you may be responsible;

• Visits by parents & siblings are strongly discouraged;

• Absolutely no visits allowed by boyfriends or girlfriends;

• Understand that you are under the Hosting District’s authority while you are an exchange student;

• You must return directly home at the end of your exchange year – i.e., no side trips.

Strict Rules• Obey the Laws of the Host Country;

• Stealing is prohibited – No Exceptions;

• Unauthorized travel is not allowed;

• Must attend school and make honest attempt to succeed;

• Abide by the rules and guidelines of Hosting District;

The Four D’s for Rotary Exchange Students

• DRUGS – Students are not allowed to possess or use illegal drugs;

• DRINKING – Drinking of alcoholic beverages is expressly forbidden;

• DRIVING – Students are not permitted to operate or drive a motorized vehicle of any kind while in host country;

• DATING – Students are generally allowed to date but must avoid serious romantic activities. Students must abstain from sexual activity and promiscuity.

District 7770 Guidelines

The district committee has set forth basic guidelines or “soft rules” which each student is expected to follow. Violation of these District Guidelines may also result in a student being placed on probation or being sent home.

These Guidelines have been established in order to protect the integrity of the the Youth Exchange Program.

District 7770 Guidelines

• Strict adherence to RI Rules and Conditions of Exchange;

• Use of English at all student events;

• Make efforts to include everyone in all activities, i.e., no clicks;

• Follow instructions at Rotary functions, including curfew, “lights out”, and schedules;

District 7770 Guidelines

• Respect host family culture;

• Respect host family time, rules, and schedule;

• Participate in community, school, and Rotary events;

• Proactively share culture with host family, Rotary, and other groups;

District 7770 Guidelines• Limit non-Rotary sanctioned visits with other Inbound

students;

• Do not expect host family to operate a taxi service or to be a tour guide;

• Follow appropriate steps to resolve conflicts;

• YEO, Host Family & student to set reasonable return date at end of exchange year;– Return date is NOT dictated by the student!

• Return directly home at end of year.

Travel PolicyTravel Policy

• Student TravelStudent Travel

– Limit & controlLimit & control

– Host Family, YEO approval if inside districtHost Family, YEO approval if inside district

– District approval if outside district for greater 24 hoursDistrict approval if outside district for greater 24 hours

– No unaccompanied travelNo unaccompanied travel

– Unauthorized travel = result = sent homeUnauthorized travel = result = sent home

District should be able to get in contact with a student at all times.District should be able to get in contact with a student at all times.

Keep us notified of trips away from “home”.Keep us notified of trips away from “home”.

• Family VisitsFamily Visits

– Only with prior D7770 approvalOnly with prior D7770 approval

– Only during last quarter of exchangeOnly during last quarter of exchange

– Approval from District required BEFORE plans are finalizedApproval from District required BEFORE plans are finalized

Travel PolicyExamples of Travel:

- Traveling with Host Family or Rotarians (Notify District. Consider type of travel for permissions.)

• School or Church related trips (Use judgment for permission from District and natural parents. Example: Ski trip, whitewater rafting, etc.)

• Prohibited Traveling (No unaccompanied travel)

Family Visits

• Discouraged by Rotary International;

• Must be approved by District Chair prior to plans being finalized;

• Never allowed during holidays;

• Absolutely no visits by boyfriends or girlfriends.

How To Determine The Student’s Date to Return Home

Important to Remember

The exchange year ends at the end of the school year unless student has signed up for the Western Adventure Trip.

We know it’s difficult at the end of the exchange year but students must make plans to return home at a reasonable time. The student does not dictate return date.

Students should discuss return date with:

• Youth Exchange Officer;

• The District 7770 Committee;

• Host Parents;

Host Family Guidelines

Hosting Guidelines• First Night – First night questions are a must for the

FIRST NIGHT!

• Treat student as a member of your family

• Delegate daily responsibilities for the home

• Assist student in finding the right friends

• Be prepared to say “No” when appropriate

• Ensure students dress / present themselves properly

Hosting Guidelines

• Have student share motivation as to why they want to be an exchange student;

• Answer “First Night Questionnaire” found in Rotary International Handbook - www.rotary.org;

• Explain family rules in detail, write them down so there is no confusion;

• Host family must keep Inbound Student’s paperwork (The student will arrive with a packet with passport, flight info, insurance cards, contact information, emergency money-$350.00, etc.)

Host Family Guidelines

Host Family is required to:– Provide safe, happy home;– Accept the student as their own child;– Talk to the student about expectations;– Communicate with the student;– Encourage / Foster learning & using English;– Discourage using native language;– Provide / Arrange for transportation, within

reason.

Host Family Guidelines

Host Family is not required to:– Be members of Rotary;– Have any children in the home;– Have children of the same age or sex in the

home;– Provide separate bedroom (separate bed and

adequate privacy is required);– Furnish spending money to the student.

Host Family Guidelines

Host Family should keep:

• Passport

• Airline tickets

• $350 Emergency money

• Health insurance policy & claim forms

• Contact Information

Sample Family Rules No smoking Be on time Curfew Need to know student’s friends Keep up with homework from school No telephone/computer after certain hour Help with household chores

Rotary International Sample Questions for Host Family

• First Night Questionnaire @ www.rotaryyouthexchange7770.org

• 42 sample questions

• Helps to answer many basic issues and open communication BEFORE there is a problem

• Not all will apply

Use of Telephone• Explain how it works

• Limit calls to home country (family, friends)

• Ensure no “surprise” telephone bills

• Cell phone usage (Many clubs or host families choose to provide a basic cell phone plan during exchange.) – Discuss plan minutes, text messaging, school rules, etiquette, etc.

• Options for student call home– Telephone cards– Call home and ask that they call back

Use of Family Computer

• Do not let student spend too much time on computer (e-mail, chat rooms, etc.)

• Limit / Prohibit downloading information

• Explain no visits to “inappropriate” websites

Beware of Chat Rooms

Never gives personal information

Never gives address or telephone numbers

Never agrees to a personal meeting

Doesn’t believe everything they see in chat rooms

Monitor computer usage to assure that student:

Insurance Paperwork

• CISI-Bolduc Insurance Agency – www.cisi-bolduc.com– 800-303-8120

Fax: 203-399-5596 E-mail: cisiwebadmin@culturalinsurance.com.

• Insurance ID cards

• Accident, Health, Life, & Personal Liability

See www.rotary.org for additional informationregarding student insurance.

Problems & Resolutions

Common Problems

• Homesickness (it will happen at some point)

• Language difficulty

• Bad habits (usually from misunderstanding)

• School related problems

• Problems “fitting in” with local kids

• Too much time on the telephone or internet

Handling Problems

• Some problems will occur

• Students must ask for help, in this order– Host family– Club counselor/Youth exchange officer– District 7770 Committee

Handling Emergencies

• Contact District Chair immediately in the case of accident or injury of a student

• If The District Chair is not available, contact the nearest member of the District 7770 Committee (Use contact information)

• District Chair will advise as to procedures to follow

What the District 7770 Committee Expects of Students

• Conduct yourself as a Goodwill Ambassador;

• Attend school and give your best effort;

• Adapt to your host family and USA culture;

• Follow the Rotary rules and guidelines.

The 11 Commandments for Rotary Youth Exchange

Students

The 11 Commandments

1. Take the initiative in adapting to your host family;

2. Be a serious student;

3. Establish good relationships with your host Rotary Club;

4. Understand and appreciate the host country’s culture and values;

5. Reflect and communicate your country’s culture and values;

The 11 Commandments

6. Don’t try to convert the natives;

7. Don’t make unfavorable comparisons between your country and the host country;

8. Practice the utmost courtesy to everyone;

9. Be happy with your lot as a Rotary Exchange Ambassador;

10. Say an enthusiastic “YES” to invitations and opportunities to go places and do things;