Ohio-Erie Rotary Youth Exchange, Inc.

1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. Ohio-Erie Rotary Youth Exchange, Inc. RO Report to Country Contacts

2. Problem 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

5. Procedure 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

6. Application 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

7. Inbound Guarantee Form Scanning Order • Passport copy if not previously submitted • Both pages of the completed GF • District & Club Profile • Host Family application if available

8. Scanning 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)

9. Sending 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

10. Outbound 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

11. Outbound 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

12. Inbound 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)

13. Inbound 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

14. Questions?