Empire State youth exchange

1. ANNUAL VOLUNTEER TRAINING REFRESHER COURSE Empire State youth exchange

2. Rotary International is 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 into contact. -Rotary International Code of Conduct for Working with Youth – ROTARY INTERNATIONAL CODE OF CONDUCT

3. Child Safety Standards • Emergency Situations • Student Protection • Host Family Selection • Handling & Reporting Sexual Misconduct • Conflict Resolution TABLE OF CONTENTS

4. All of the Rotary International Districts that are part of the Empire State Youth Exchange, Inc. recognize the accepted standard for Child Safety, and implement those standards in their Youth Exchange program policies. Empire State Youth Exchange, Inc. has a written Student Protection Policy which is provided to all volunteers working with students. CHILD SAFETY STANDARDS

5. Each Rotary club participating in the Youth Exchange program has received training in Sexual Abuse and Youth Protection. Each volunteer is carefully screened, including criminal background checks, for suitability to work with children. Each club and club volunteer is provided with access to support in implementing a safe program, and is carefully monitored for compliance to Empire State Youth Exchange Best Practices.

6. Each RI Youth Exchange student completes an application, which includes medical and liability release form, signed by the natural parents or legal guardians, giving permission to Rotary club’s president and youth exchange officer and the host parents for medical treatment. The host family must have a copy of this form. All RI Youth Exchange students carry medical and dental insurance to cover any doctor visits, emergency room calls and more serious treatment. It is the responsibility of the student’s natural parent or legal guardian to cover all expenses not paid by the insurance. Host parents should not be required to pay up front, expecting reimbursement later. The first action in the event of an emergency, by the host parent or other responsible adult, is to care for and stabilize the student. As soon as possible. Rotary club YE officer should be made aware of the emergency. Emergencies

7. The club YE chair should then contact the District Committee representative, or Country Contact, of the situation. In the case of a serious injury, the Country Contact or District Youth Exchange Chair, contacts the representative of the Rotary Youth Exchange program in the sponsoring YE district abroad, who will contact the student’s parents or legal guardians. Within 72 hours, the District YE chair must contact Rotary International. The Responsible Officer must inform the Department of State. It is impractical to list all of the various types of “emergencies” that require notice to the District YE Chair. However, as a guide, an abuse complaint of any kind, or any incident that involves admission to or treatment in a hospital or hospital emergency room, or is more serious, must be brought to the attention of the District YE Chair as soon as possible.

8. Each Rotary club, whether sponsoring or hosting a Youth Exchange student, has a responsibility to protect the child from all forms of abuse, which include sexual abuse or harassment, physical abuse, neglect, emotional abuse and financial abuse. Prevention begins with frequent contact with the exchange student. Department of State rules mandate once-monthly contact, but spending as much time as possible and building a good relationship with the student is the best way to notice if something is amiss. If a student doesn’t tell anyone, there are symptoms to look for of something going wrong, which include: STUDENT PROTECTION

9. School problems • Sleep Disturbances • Eating Disorders • Withdrawal from family , friends or usual activities • Anxiety • Self-destructive behavior • Drug or alcohol problems • Sexual activity • Suicide attempts

10. If the inbound or outbound exchange student tells you or a host parent about abuse of any kind, follow this procedure – • Listen attentively and stay calm. • Assure privacy but not confidentiality • Get the facts, but do not interrogate • Be non-judgmental and reassure the student • Record the conversation

11. Protect the student. Remove the student from the situation immediately and stop all contact with the alleged abuser. Report to the Youth Protection Officer Avoid gossip and blame Do not challenge the alleged offender Follow-up to be sure all steps are being taken to address the situation.

12. The Youth Protection Officer will Notify the law enforcement authorities immediately Be certain the student has been removed from the situation Notify the District Youth Exchange Chair Serve as a point of contact between YE officers, parents, host parents and organizations such as Social Services, police and other local authorities Advocate for the victim Act as a link to professional caring agencies

13. District Youth Exchange Chair Will Notify the District Governor immediately of the situation Notify the host club YE chair, if not already aware of the allegation Notify the Country Contact Determine who should notify the student’s parents. This should be done by the person with the closest relationship with them.

14. The District Governor must notify Rotary International of the allegations with 72 hours. The Rotary District will cooperate with police or legal investigations to the full extent of the law Responding to the needs of the student. Have a cohesive and managed team approach to supporting the student after an allegation report. The student is likely to feel embarrassed, confused, and may become withdrawn from host family, club or friends. The student may or may not want to stay on exchange. In some cases, he or she may wish to remain in country, but change to a different club.

15. Addressing issues within the Rotary Club. When addressing the allegation of abuse or harassment, the most important concern is the safety of the student. Club members should not speculate, make editorial comments, or offer personal opinions that could potentially hinder any police or criminal investigations. Read the complete Abuse and Harassment Reporting Procedures in the Club Guide.

16. WHAT – Every exchange student will need a host family willing to bring the young person into their home, provide three meals a day, a family environment, parental care and guidance. WHY – The exchange student’s experience in our culture is much more meaningful in a family setting, compared to a dormitory setting. WHO – Any family in the community can be considered for host family – doesn’t have to be a Rotary club family. HOST FAMILY SELECTION

17. WHERE – do YEO’s find host families? Ask for names from school counselors. Ask current host families if they have friends who would like to host. Ask parents of outbound students, current, future or past. Ask church groups. Most important, remember that your club made a club commitment to host an exchange student. It’s the responsibility every Rotarian in the club to help find host families. They can ask people and provide names for the YEO to contact.

18. WHEN – Begin in the spring to line up host families for the student or students who will be arriving in the fall. The sooner a host family is selected and approved, the sooner the family and the student can begin to establish a relationship. If all three host families are selected in the spring, the club can host a Host Family Orientation and can make it a fun event for the club and the community.

19. HOW – Once a family has expressed an interest, have them fill out an application, including listing three references with email addresses. Criminal background checks for all members of the family over the age of 18 during the hosting period are required. After the background checks are cleared, make an appointment with the family for the Interview and Inspection step, meeting with the entire family and inspecting the home. Take the required photos of the home.

20. Once the home inspection is finished and everything is in order, set a date for a host family orientation. There is an outline for this orientation in your Club Guide; expect about one and ½ hours to complete it. At this point, the YEO can share the exchange student’s personal information with the prospective host family. Until the approval process is complete, YEO cannot give the host family anything but general information about the exchange student.

21. The Department of State has criteria for selecting host families. Ensure that the host family can provide: A comfortable & nurturing home environment Home is clean and sanitary Bedroom contains separate bed that is not convertible or inflatable. Student has adequate storage space Reasonable access to bathroom Study space

22. Reasonable, unimpeded access to the outside of the home in case of fire Exchange student may share a bedroom, but no more than one other child of the same sex. In addition, YEO must be sure that host family has a good reputation (reference checks) from people who are not relatives of the potential host family – or representatives of the Club YE program.

23. Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs-based government subsidies for food or housing.

24. Special criteria for single host parent without a child in the home Ensure that the single host parent without a child in the home undergoes a secondary level review by a Rotarian other than the individual who recruited and selected the applicant, to include: Demonstrated evidence of the individual’s friends or family who can provide an additional support network for the exchange student.

25. Both the exchange student and his/her natural parents must agree in writing in advance of the placement with single adult without a child in the home. If your club is considering such a placement, YEO must contact the student’s Country Contact and YEO Compliance Officer for guidance to proceed. Do not commit to the hosting without District approval.

26. SEXUAL ABUSE – Engaging in implicit or explicit sexual acts with a student, or encouraging or forcing a student to engage in implicit or explicit sexual acts. SEXUAL HARASSMENT – Sexual advances, requests for sexual favors or verbal or physical conduct of a sexual nature. HANDLING & REPORTING SEXUAL MISCONDUCT

27. It is not the job of the YE officer to determine whether the alleged conduct amounts to sexual abuse or sexual harassment. After ensuring the safety of the student, all allegations should be immediately reported to the District Youth Protection Officer, whose job it is to report to the appropriate law enforcement authorities.

28. Listen attentively and stay calm. • Assure privacy but not confidentiality • Get the facts, but don’t interrogate • Be non-judgmental and reassure the student • Record the conversation with the student. Listen to the student

29. Protect the student Report to the Youth Protection Officer Avoid Gossip and Blame Do not challenge the Alleged Offender Follow-up

30. Notify the Youth Protection Officer who will • Notify the law enforcement authorities • Be certain the student is in a safe place • Notify the District Youth Exchange Chair • Serve as a point of contact • Advocate for the victim to be sure he or she gets the help needed and deserved. • Act as a link to professional caring agencies Responsibilities of the “reporting team”

31. District Youth Exchange Chair will • Notify the District Governor immediately • Notify the Host Club YE Chair or Counselor • Notify the exchange student’s country contact • Determine who should contact the exchange student’s parents. This notification should be done by the person who has the closest relationship with the parents. District Youth Exchange Committee Chair

32. The District Governor must notify Rotary International of the allegations within 72 hours The Responsible Officer (or Alternate Responsible Officer) will report to the US Department of State within 72 hours. District will cooperate with police or legal investigations to the full extent of the law. In addition

33. Club YEO & District Chair ensure that • student has been removed from the situation immediately and all contact with the abuser or harasser. • Youth Protection Officer has contacted the proper authorities • Student receives immediate support services. • Offer the student an independent, non-Rotarian counselor to represent the interests of the student. • Natural parents have been notified. Provide the student with the option of either staying in country or returning home. Follow-up

34. Remove alleged abuser from all contact with the student and any other youth while investigations are conducted. • If the abuser confesses or is found guilty of abuse or harassment, he or she must be removed from Rotary Club membership. • Cooperate with police or legal investigation

35. Need a cohesive and managed team approach to supporting the student after an allegation report. • Student may be embarrassed, confused, withdrawn • May want to go home • May or may not want to continue his/her relationship with host club. • May wish to stay in country, but change host club. Responding to the needs of the student

36. Most important – Safety of the student Club members should not speculate, make editorial comments, offer personal opinions. “No Comment” is appropriate response to media or outsiders. Any statements should be made by one person who is trained in dealing with the media. Appropriate responses within the Rotary Club

37. CONFLICT RESOLUTION District 7170

38. CONFLICT RESOLUTION • RECOGNIZE THE CONFLICT • DISFUSING THE TIME BOMB - HOW IS IT DONE? • SHARPEN YOUR SKILLS - WHAT SKILLS ARE NEEDED?

39. WHAT IS CONFLICT? • DIRECT OPPOSITION, A CLASH OR DISAGREEMENT BETWEEN PEOPLE • CONFLICTS ARE EXPERIENCED AT HOME, AT WORK, IN A SOCIAL SETTING OR OFFICIATING A CONTEST • AS LONG AS YOU HAVE PEOPLE DEALING WITH PEOPLE, MAKING DECISIONS OR MEETING DEADLINES - YOU WILL HAVE CONFLICT

40. What Types of Conflict? • Pre-existing (carry over from previous disagreement or problem) • Spontaneous Reaction - reaction in a critical time in the contest • Cumulative Response - series of mistakes or bad decisions that build up between two people (student/host parent, student/club counselor

41. RESOLVING CONFLICT • COMMUNICATION IS VERY IMPORTANT IN RESOLVING CONFLICT • APPROACH THE CONFLICT COLLABORATIVELY - WORK WITH ALL PARTIES INVOLVED • SIMPLE COMMUNICATION IS AT THE HEART OF CONFLICT RESOLUTION • WITH EVERY CONFLICT - IT’S A MATTER OF LISTENING AND SEEKING TO UNDERSTAND THE PROBLEM • MUST BE DONE WITHIN THE FRAMEWORK OF THE YOUTH EXCHANGE PROGRAM

42. LEVELS OF CONFLICT • INFORMAL - MORE OFTEN HANDLED QUICKLY, LESS NOTICEABLE BY OTHERS - QUICK COMMENTS TO PARTIES INVOLVED. • FORMAL - NEEDS MORE ATTENTION MORE SKILLS NECESSARY TO RESOLVE OR UNDERSTAND WHAT EACH PERSON HAS HEARD OR SEEN

43. KEY COMPONENTS IN RESOLVING CONFLICT • GREAT LISTENING SKILLS • FLEXIBILITY • WILLINGNESS TO CHANGE • AGREE TO DISAGREE

44. LISTENING SKILLS • MAINTAIN EYE CONTACT • DO NOT INTERRUPT - LET THEM FINISH • GOOD POSTURE - MAINTAIN A NON-THREATENING POSTION • MENTALLY REHEARSE SITUATIONS IN WHICH YOU MIGHT BECOME EMOTIONAL.

45. FLEXIBILITY • BE ABLE TO ADJUST TO ANY SITUATION • DO NOT TRY TO HANDLE THE SITUATION ALONE - USE YOUR YOUTH EXCHANGE COMMITTEE TO HELP • UNDERSTAND YOU ARE NOT GOING TO PLEASE EVERYONE - AGREE TO DISAGREE - THIS IS A TWO WAY STREET, BUT THE CLUB OR DISTRICT YOUTH EXCHANGE CHAIR HAS FINAL SAY

46. WILLINGNESS TO CHANGE • GET THE CALL RIGHT – GET HELP FROM YOUR YOUTH EXCHANGE COMMITTEE • IF CHANGE IS NECESSARY - MAKE THE CHANGE • SUPPORT YOUR COMMITTEE - YOU ARE A TEAM • UNDERSTAND THE PSYCHOLOGY OF EXCHANGE STUDENTS AND WHAT MOTIVATES THEM - COMMUNICATE WITH THEM - KNOW YOUR STUDENTS

47. INFORMAL CONFLICT • USE SHORT VERBAL EXPLANATION • “I HEAR YOU, I WILL WATCH FOR THAT” • “I SAW IT DIFFERNTLY THAN THAT” • USE HUMOR ONLY WHEN APPROPRIATE - TIMING IS OF THE UTMOST IMPORTANCE WITH HUMOR • MOST OF ALL - KNOW YOUR AUDIENCE

48. FORMAL CONFLICT • DEFUSE THE SITUATION - DO NOT ABUSE IT - GET EVERYONE CALMED DOWN IF POSSIBLE • ESTABLISH YOUR COMFORT ZONE AND AVOID TAKING SIDES • DO NOT LOSE YOUR COMPOSURE - THIS IS INEXCUSABLE

49. FORMAL CONFLICT • ALWAYS DISPLAY PROPER PHYSICAL DEMEANOR • GOOD EYE CONTACT • PROPER POSTURE • LISTEN RATHER THAN CHALLENGE • GIVE QUICK PRECISE EXPLANATION AND MOVE FORWARD

50. NECESSARY CHANGE • IF THE BEHAVIOR OR COMMENT THAT CAUSED THE CONFLICT WAS UNINTENTIONAL, ENCOURAGE THE OFFENDING PERSON TO MAKE AN APOLOGY • TALK WITH ALL PARTIES TO BE SURE THE PROBLEM DOES NOT HAPPEN AGAIN.