Workshop for New Rotary Youth Exchange Officers

1. Workshop for New Rotary Youth Exchange Officers Kate Hoeppel, Youth Exchange Senior Supervisor, RI Alan Wylie, Chair , 2013-14 RI Youth Exchange Committee

2. Welcome!

3. Role of RI Staff • John Hewko, General Secretary • Michele Berg, Chief Officer, Programs and Member Services • Victor Barnes, Director, Programs & Grants • Sharon Cyr, Manager, Programs • Adam Doty, Manager, New Generations Programs • Kate Hoeppel, Senior Supervisor, Youth Exchange • Tom Woods, Senior Coordinator, Youth Exchange • Jessica Borrego, Compliance & Reporting Coordinator, Youth Exchange • Lauren Ribant, Service Coordinator, Youth Exchange youthexchange@rotary.org

4. Youth Service – the Fifth Avenue of Service • New Generations Service  Youth Service • New Generations Service was enacted in 2010 • Name was changed to Youth Service in 2013 • Includes any activity serving those under 30 • Encourages the promotion and cross-promotion of programs • Cultivation of program participants and their families as future Rotary members

5. Rotary Youth ExchangeAn Opportunity of a Lifetime

6. Youth Exchange Program Summary • Two Programs • Short Term Program • Long Term Program • Both provide opportunities • Be the ambassador • Experience new culture • Make friends for a lifetime

7. Short Term Program • One on One exchange with another student • Hosted by exchange student’s family • Normally three to four weeks in each country

8. Long Term Program • For one school year • Total immersion in the culture • Will become fluent in the language • Hosted by 3 families (on the average) • Supported by Rotary club and Rotary counselor

9. Why Rotary Youth Exchange is #1 ! • Careful interviews • Thorough orientations • Local support group (Rotary club) • Activities provided by Rotary • Low cost

10. Qualifications of Rotary Exchange Student • Good student (upper half of class) • Willingness to adapt to new situations • Initiative to get involved in activities • Willingness to speak to groups • Attitude for giving to others THE TRAITS FOR BEING AN AMBASSADOR

11. Long Term --$6,000 Air Fare Insurance Orientations Language camp Monthly allowance Blazer, pins, slides Approximate Costs of the RYE Programs • Short Term -- $1800 • Air fare • Insurance • Incidental costs abroad • Costs for hosting Host club provides allowance

12. Long Term Club Interview - Oct District Interview - Dec 2 Sat Orientations with parents – Jan – Mar Orientation camp for Students - June Departure – late Jul – Aug Return - following June / July Schedule • Short Term • Club Interview - Oct • District Interview – Dec • 1 Sat Orientation with parents – Mar or Apr • Exchange - Jun - Aug Note: Some districts combine Short Term and Long Term processes

13. Long Term Club Rotarians Long term Outbound Coordinator District Youth Exchange Officer For More Information • Short Term • Club Rotarians • Short Term Outbound Coordinator • District Youth Exchange Officer www.scrye.org www.yeoresources.org

14. Rotary Club Involvement

15. Club Involvement is Critical • No club involvement ==> no program • Some districts host & send 40+ students • Belgium, Mexico, … • Alaska, Ohio, Michigan, Washington, NY • Many districts do not promote program • Very few number of student exchanges • Improvement certainly possible • A culture change

16. Challenges to Club • For hosting students (long term) • Budget ($1,500 to $2,500) • Host Families (perhaps biggest challenge) • For sending student (short term / long term) • Little cost unless providing scholarship • Provide banners • For both • Having committee to lead effort (more later)

17. Club Structure for Youth Exchange • President • Board of Directors • International Director • YOUTH EXCHANGE COMMITTEE • Club YEO (2-3 year term) • Counselor(s) for Student(s) • 3 to 10 members (2 to 3 year terms) Consider every new member for committee

18. Tasks for Club Youth Exchange Committee • Inbound Program (for long term students) • Find host families (look for dynamic Moms) • Appointing counselor (student’s “best friend”) • Getting student involved early (Rotary club, school activities, community) • Outbound program • Marketing program at schools … • Student interviews See RI Youth Exchange Handbook

19. Rotary District Involvement

20. District Committee Tasks • Gain support of District Governor • Promote Rotary club involvement • Establish exchange agreements abroad • Oversee budget and calendar • Ensure compliance

21. District Activities • Outbound Program • District student interviews • Family and student orientations • Rebound orientation • Inbound Program • Counselor and host family orientation • Student orientation after arrival • Socials (Christmas party, Interact District Conference, Farewell Party, …) • District Conference

22. District Committee Basic Structure • Youth Exchange Officer • Long term inbound chairman • Long term outbound chairman • Short term chairman • Treasurer • Youth Protection Officer • Compliance Officer • Insurance Officer

23. Outbound Program

24. Three Elements • Recruiting • Interviews • Orientations

25. Recruiting Outbound Students

26. Visits to Schools • How many clubs make visits to schools • 5 or more clubs • 10 or more clubs • 25 or more clubs • Rotarian does not have to be expert • Sample presentations are available • D5890 … • Experienced people will help

27. Message at School • Looking for 20 (or 30 / 40) students from 150 schools in district • Fantastic opportunity for those wishing to be ambassador • Evening information meeting to be held for interested students and parents

28. Evening Information Meeting • For Students and Parents • Those supporting • Rotarians • Inbounds and former outbound students (Rotexes) • Rotex parents • Tools • Presentation (slides 4 to 13 in this presentation) • Videos • Speeches (Rotex, Rotex parents, Rotarians)

29. Approaching Schools Does Work • One Rotary club in Houston district visited 3 or 4 schools, each for a day. • Result for 2009 2010 • Long term outbounds – 13 • Short term outbounds – 10 • Result for 2010 2011 • Long term outbounds – 16 • Short term outbounds – 10

30. Interviewing Outbound Student Applicants

31. Club Interview • First interview • Conduct in Rotarian’s home -- 30 min • Interview parents separately • Determine if student committed • Review recommendation of school • Recommend student for district interview only if would be excited to host student in own home

32. District Interview • In Houston, all day Saturday session • For students and parents • Involve Rotarians and Rotex • Difficult often in making final decisions • Side comment – parents often join Rotary

33. Decision Making • Factors to consider • How many students can accept (based on expected number of host clubs) • Likelihood that student will succeed in new culture / language environment • Would interviewer be willing to host student in own home? • Better to say no than to have student fail

34. Outbound Student Orientation

35. Schedule for Orientations • Long Term Students • With Parents (2) – January and March • Student orientation camp in June • Short Term students • March

36. Orientation Topics • What is Rotary • Why does Rotary sponsor Youth Exchange • Preparation for departure • Helpful hints for time abroad

37. Preparation for Departure • Importance for learning the language • Knowing the country culture • Passport, VISA, Insurance, Airline tickets • Immunizations • Gifts, Photography, Luggage, Packing • Making good first impressions • Blazers, trading pins, speeches • Slides for Rotary club presentation

38. Helpful Hints for Year Abroad • Rules and expectations of Rotary • Being the ambassador • Adapt to Host Family, 1st night questions • Importance of Rotary counselor • Participation in School • Homesickness, • Limited communications home • Making close friends, speaking language • Getting involved with club and community

39. Inbound Program

40. Two Orientations • Counselor and Host Family Orientation in July (prior to student arrival) • Student orientation 1 to 2 weeks after arrival • Ohio Erie Multi District video used to address abuse / harassment

41. Basic Rule for Host Families • TREAT STUDENT AS YOUR OWN! • Responsibilities • Rules (Curfew, …) • Freedoms Students are here to learn and understand our way of life and are instructed to adapt, adapt, adapt…

42. Rotary Counselor Is Key to Success • Year-around Rotary contact for student and host families • Best friend to help solve problems for student and host families • Important to prepare -- stay ahead of the challenges that will face student • Good idea -- counselor-in-training for following year

43. Student Orientation • Stress high expectations for being ambassador • Orientation topics • Adapt to host family • Applying oneself at school • Make right set of friends • Become involved in Rotary club • Be known in the community • Communicate to Rotary back home Suggestion – involve Rotex

44. Your Community Host Families School Exchange Student / Counselor Host Rotary Club Friends in High School Host Rotary District Challenges for the Rotary Youth Exchange Student

45. Short Term Exchanges

46. Two Categories • Home stays • Most of our experience • Camps (can include college students) • Conducted Europe, Turkey, California, …

47. Home Stays • 1 on 1 exchange with another student • Hosted by exchange student’s family • Normally 3 to 4 weeks in each country

48. Camps • Brings students together from several countries • Examples • Wilderness camp in Canada • Turkey • California – Bill Sturgeon

49. Budgets

50. Rotary Youth Exchange District Budget • Source • District • Potential supplementary source • Outbound Students (Flat Fee System) • Everyone wins with Flat Fee System • Student fees help district to finance program • Student cost is half the cost of other major exchange programs