Welcome

1. Orientation Program for Youth Exchange Officers Welcome Thank you for agreeing to volunteer for the 2010-11 Rotary Exchange Student Program

2. Orientation Program for Youth Exchange Officers Congratulations! We’re Expecting a New Arrival

3. Orientation Agenda • Part I • What is Rotary and its purpose? • Rotary involvement & Support system • Who are Rotary exchange students? • Part II • Expectations – families, students, clubs • Arrival and settling in • Insurance, Finances, Travel, School, Other • Part III • Student Protection • Part IV • Being the first, second, last host family • Activities and calendar • End of the year

4. Part I – About Rotary • Upon completion you should: • Have a basic understanding of Rotary, its goals and objectives • Know what you can expect from Rotary • Know the purpose of the YE Program • Know where you can get support • Have a basic definition of an exchange student

5. What is Rotary International? • World’s oldest and most international service organization • 1.2 million Rotarians, in 200 countries • Celebrated 100th anniversary in 2005 • 32,000 clubs, in 520 districts • Rotary Motto: “Service Above Self” • “The Four Way Test” - Rotarians ask: • Is it the TRUTH? • Is it FAIR to all concerned? • Will it build GOOD WILL and better friendships? • Will it be BENEFICIAL to all concerned? • The Rotary Foundation provides funds for • Ambassadorial Scholarships & Group Study Exchange • Alleviate Polio Plus other diseases worldwide • Other International need for help

6. What is Rotary District 7170? • Our District is 7170, • Our District includes the Binghamton and Cortland area, and stretches from Trumansburg to Waverly, to Hancock, to Stamford. • Includes major cities of Ithaca, Binghamton, Oneonta, and Owego • 45 Rotary Clubs • Approximately 1,400 Rotarians • Youth Exchange: annually • 30 clubs participate in our district’s program • 40 inbound exchange students (from 24 countries) • 40 outbound exchange students (to 24 countries)

7. Purpose of the RYE Program • Provide high school students an opportunity to spend a year studying in another country, learning the language, discovering the culture, developing skills and maturity • Bring the world into our local communities through friendship • Promote Rotary’s goal of world peace and understanding, one person, one exchange at a time

8. Purpose of the RYE Program • International District-to-district program • 8,000 exchange students per year worldwide • Open to children of Rotarians and non-Rotarians alike • Operated completely by volunteer Rotarians as part of Rotary’s commitment to international and community service • Accreditation and Approvals: • Rotary International • US Department of State

9. Responsibilities of Rotary • Select qualified host families • Provide a counselor & monthly allowance • Help with school arrangements • Be an advocate for the student • Counselor/YEO “supervise” student • Communicate & Support host families & schools • Help with transportation for “special events”

10. Responsibilities of Counselor • Counselor should: • Maintain contact once/month (min.) • Assure student attends Club meetings once/month (min.) • Encourage involvement by Club members • Help with school issues during year • Arrange transition to each new host family • Maintain student’s Emergency funds • Available 24/7/365 for support

11. Support System • We are here to support host families and students; and help assure a meaningful exchange for the students • Club Level • Counselor • Youth Exchange Officer • President • District Level • Country Counselor • In-Bound Vice-Chair • Chairperson • Student Protection Officer

12. Who are Exchange Students? • Outstanding young people • Age 15-18½ upon arrival • Carefully selected and well prepared • Most speak English well • Anxious and excited to: • Learn our language • Discover American culture • Represent their countries • Become part of your family

13. Part 1 - Review • As a counselor, you may be asked to answer questions about Rotary. What could you say about Rotary, its goals and objectives? • What is the purpose of the Youth Exchange program? • As a Rotary YE Volunteer, you are taking on a great responsibility in caring for a student, in return, what should you expect from Rotary? • What types of communications will you be receiving?

14. Part II - Expectations • Completion of this part should: • Provide you insight into our expectations of you • What you can expect from your exchange student • Information on adjusting to a new exchange student • Specifics on various aspects of the program

15. Expectations of Counselors • Be an Aunt or Uncle: Give love, support, encouragement, understanding, and guidance • Treat student like your own relative child • Clearly communicate program expectations to your student • Monthly announced and unannounced visits with student and the host family • Be established connection between the host family and the club

16. Expectations of Counselors • Provide opportunities to participate in Rotary, school & community activities • Help the student and host families with challenges • Language • School (Homework, Activities) • Culture shock (try to understand theirs & help them adjust to ours) • Homesickness (Keep them busy) • Provide an ear to listen, a shoulder to cry on, a hand to depend on

17. Expectations of Students • Adapt to host family • Learn our language and learn our culture • Perform well in school – they must attend • Communicate (do not withdraw) • Represent country and Rotary • Participate in Rotary, school, and community activities • Return home within 2 weeks of end of school, or 1 week after USA Tour

18. Expectations of Students • Accept Program Rules & Guidance • No Driving, Drinking and Drugs • No Smoking • School attendance and participation required • Choose friends carefully • Do some Community Volunteering • Can not get a paying job – Work as babysitter, around house encouraged • Visits from home only at end of exchange year • Limit phone calls, e-mails, Cell phones, Internet. Here to learn culture

19. Arrival and Settling In • Welcoming your Student with Host Family • Notify us of any flight changes • YE Committee member will Check-in at airport • Assist with lost baggage reports • Let their parents know they arrived • “First Night” Questions in Handbook • Introduce them to family & friends • Encourage their involvement • Do not let them retreat to their room

20. Medical Insurance & Care • All Inbound students are Insured • CISI/Bolduc policy unless waived • Check with country contact to verify • Belgium, Australia, and others have own • CISI/Bolduc -#GLB 0009024420 • Medical per Accident/Illness - $500K • Repatriation - $50K • Medical Evacuation - $100K • Deductible - $100 One time • Liability - $100K - $250 deductible

21. Medical Insurance & Care • There should an Emergency medical release from the Host Rotary Club before they move in • In the event of illness/accident • Host Family Stabilize student first • Host Family will notify YEO as soon as possible • Use Family doctors – • Check with club they may know of Rotarian Physicians & Dentists • Notifying student’s family • Let Rotary do the contacting once details are known

22. Student Finances • Emergency Fund • $300.00 maintained by Host Club • For true emergencies – medical, etc. • Most have a Credit/Debit Card • Telephone bills: set home rules • Students in D7170 receive a minimum monthly stipend from Rotary of $70.00 • Host Families and Counselors help them to be Accountable

23. Host Family Finances • Support day to day routine expenses • Room and board • Laundry detergent, toothpaste, soap etc. • Regular family activities: movies, out to eat, family trips etc. • Extra-ordinary expenses • Clothing and postage are student responsibility • Telephone: Long distance costs are student responsibility • Family vacations: discuss expenses, establish cost share long before departure

24. Student Travel • This is a Cultural & Educational Program • NOT a Travel program • Written Approval from Parents Required • Students not allowed to make own travel plans – must be pre-approved by Rotary • Refer to Handbook for details • Unauthorized Travel will result in student being returned home

25. School • Educational program - student visas require attendance • Visit school with Host Family ASAP to set schedule – must be a full academic course load • English Language Proficiency Evaluations may be required by the school district. Check with your District for their policy. • NO Driver Education allowed • Encourage participation • Sports • Music, Drama, etc. • Interact • YEO or Counselor shall be listed as contact

26. Other Topics • Dietary Issues • May be religious based or other - ask • Many variations – discuss with the student • Try to accommodate but student ultimately responsible for good nutrition • The Exchange Cycle • Exchange students have varying mood swings – recognize them • Refer to back cover of handbook • Get Connected • Establish contact with student’s parents • Send them newsy letters/e-mails about their son/daughter

27. Part II - Review • Describe the “typical” exchange student and what his role should be – as a family member, as an ambassador, as a student, as a member of his new community. • What are your responsibilities as the Counselor? • Rotary has certain expectations in relation to the student that we ask you to support. What are those expectations? • When the student arrives, what should be among your first tasks? • If there is any medical emergency, what should be done? • What are the host family’s financial responsibilities? What are the student’s financial responsibilities? What is Rotary’s financial responsibility? • What is your and the student’s school responsibilities? • Explain Rotary’s policy relating to the student’s travel.

28. Part III – Student Protection • This part will provide you: • Rotary and our District’s policy • Definitions of the types of abuse that may be encountered • How to identify an abusive situation • The Do’s and Do Not’s • What to do if a concern arises • What you can expect Rotary to do • Who to contact

29. Statement of Conduct • Rotary International and District 7170 are committed to creating and maintaining the safest possible environment for all participants in Rotary activities. • “It is the duty of all Rotarians, Rotarians’ spouses, partners, and other volunteers to safeguard, to the best of their ability the welfare of, and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come in contact.” Adopted by RI Board of Directors, November 2003

30. Definitions • Sexual Abuse • Intercourse, Masturbation, Oral sex, Fondling • Viewing pornographic materials • Taking part in making pornographic materials • Physical Abuse • Hitting, shaking, squeezing, biting or burning • Excessive training • Neglect • Failure to meet basic physical needs • Constantly leave alone or unsupervised • Failure or refusal to give affection or attention • Left in an unsafe “at risk” environment

31. Definitions • Emotional Abuse • Persistent lack of love and affection • Frequent shouting • Taunting • Over-protection • Constant criticism, bullying or unrealistic pressure to perform to higher expectations • Financial Abuse • Misappropriation of student’s funds • Overt illegal use of funds by other than student

32. Key Points • Abuse & Harassment • Can occur without physical contact • Word, gestures, actions, images • In the event of an Allegation - Determination of Abuse or Harassment must be left to local authorities

33. Cultural Differences • Need to think Internationally – Not USA • Be aware of cultural differences – refer to: • State Dept country descriptions • ProQuest CultureGrams • Touching/Hugging is perceived by different cultures in different ways • Body language means different things • Be aware of your students culture and make sure family members and others are sensitive to potential pitfalls

34. Sibling Relationships • The Good – Family members should: • Set the example • Be a protector and a listener • Introduce student to friends & activities • The Not-so-good – Family members may: • Develop jealousy • Withdraw from family & exchange student • Become angry to point of harassment or physical abuse • Relations can go beyond normal bounds of siblings

35. Abuse • Experts report that sexual abuse/harassment should be considered as a possibility when a student is seen as “difficult” or “does not get along with the host family”. • A student who exhibits this behavior may, in fact, have been abused by an adult or sibling or could be struggling with sexual advances by peers in the community. RI Abuse/Harassment Manual – June 2006

36. Student Protection Policy Rotary’s Role: • Create and maintain the safest possible environment for all participants • Safeguard welfare and prevent physical, sexual, emotional or financial abuse of exchange students • Provide the means to address all concerns and indications of harassment or abuse

37. Student Protection Code • Do • Treat students with respect - be aware of your tone of voice & manner and their reactions • OK to touch and hug students in a way that is not intrusive/disturbing to them or observers • Control who they hang around with • Communicate with Rotary D7170 Student Protection Officer (Michele Hughes, h-607-756-4739, w- 607-758-4118, c- 607-745-0578) if there are any allegations or suspicions or if you have questions

38. Student Protection Code • DO NOT • Engage in rough physical games including horseplay • Use physical force in any way, especially as a form of punishment • Touch an exchange student in any way that could be interpreted as intrusive or sexual • Make sexually suggestive comments, even as a joke • Spend excessive time alone with a student, this may lead to misunderstanding

39. Student Protection Guidelines • What to do if your exchange student tells you of Harassment and/or Abuse • Listen attentively & let him/her know it was right to tell you • Assure him/her that they are not to blame • Remain calm and make sure student feels safe • Encourage student to share with you what happened and who was involved • Make detailed notes including date & time • Don’t promise to keep secrets & explain the necessity of informing Protection Officer

40. Student Protection Guidelines • Keep Communications Open • Assure student that you can jointly address his/her concerns/problem With all of us working together, we can keep our exchange students safe and make this a meaningful and happy exchange experience for all of us.

41. Protection Officer Functions • Student Protection Officer • Must be a NYS “Mandated Reporter” • Perform background check on chairperson • Provide training to Inbound & Outbound students, Host Families and YE volunteers • When an allegation of abuse is reported • Gather facts on allegation • Contact appropriate authorities • Contact YE Chairperson immediately • Serve as point of contact for all agencies involved • Advocate for the victim to assure help is provided • Act as link to the professional care agencies • Document all details

42. D7170 Student Protection Officer Name: Michele Hughes Address: 3 Copeland Street           Cortland, NY 13045 Telephone Numbers   607-756-4739 – home            607-758-4118 – work            607-745-0578 – cell

43. Part III - Review • One of the most important responsibilities relating to the student is to keep him/her safe from ALL danger. What is Rotary’s policy on student protection? • Abuse can happen at home, at school, with friends. Explain abuse and its signs. • Should you see irregular behavior, what is your responsibility as host parent? • What is Rotary’s responsibility should abuse be suspected? • What are some issues that could arise in the family setting? • What are some cultural differences that you should be sensitive to? • What are some behaviors that you should avoid as host parent, host brother/sister? • If your student tells you of harassment/abuse, what should you do? • Who is the Student Protection Officer? What does she do?

44. Part IV – The Host Family • Part IV should • Give you insight into being the the first, second or last Host Family • Provide you the calendar of scheduled events as we currently know them • Help to prepare your student to depart • Some concluding comments

45. Being the 1st Host Family • First Host Family • Expect excitement – everything is new • Deal with their and your Culture shock • There may be major adaptations • Read and discuss the Culture-gram with them • Help them deal with Language struggles • Oversee School arrangements • Read and react to school progress reports • First families are often the closest bonds • You set the standards for the year

46. Being the 2nd/Last Host Family • Second Host Family • Transition issues may arise – address them early • Establish New family practices & rules • Language and culture begin to “click” • Last Host Family • Establish New family practices & rules • Comfortable with language and culture • Big events: prom, graduation, departure events • Help them decide about going on the end of exchange “Tour of the USA”

47. The End of the Year • Leaving for home will be hard for the student and the Host Families • Help them to pack and check on return plans & tickets • Help prepare them for Reverse culture shock • “The more successful the exchange, the harder the leaving & re-entry” • Maintain contact after they leave • You WILL probably see them again

48. Activities and Calendar • Host Family Applications must be arranged 30 days before student arrives • Students arrive - Date and airport designated by the host Rotary Club • Inbound Orientation Day, - Mandatory • Arrive Friday or Saturday (varies year to year) • Transportation by host Rotary Club • Pick up day and time (varies year to year) • District Conference, - Mandatory • Transportation by Host Club

49. Activities and Calendar • September First day of School • September Inbound Orientation  • October Foundation Dinner  • November New York City Bus Trip • December Holiday Party  • February   Inbound Orientation • March 1st Deadline - USA Bus Trip    Application & Deposit needs to be sent to Mike Wilcox • April Albany Bus trip • April Talent Show Rehearsal  • April District Conference  • May Rotary International Youth Exchange Conference • June Good Bye Picnic • July 1 – 30 USA Bus Trip

50. Activities and Calendar • Tour of USA - 30 days in July - Optional • 9200 miles across USA & return • Chaperoned & stay in hotels • Est. cost $3500.00 • Visit major National Parks & cities • Depart for Home – July 15 or Aug 5 depending on tour participation