Rotary Youth Exchange A to Z for New Rotary Youth Exchange Officers

Carlos Carvalho ExproBrasil MD. D. 4430 and 4590. Europa, South Africa and Russia Coordinator.

Youth Service – The Fifth Avenue of Service

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YEP

New Generations Service Exchange

Youth Exchange

15-19

LTEP- Long Term

STEP- Short Term

• Both provide opportunities– Be the

ambassador – Experience

new culture– Make friends

for a lifetime

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Overall Program Participation

Type of Exchange Exchanges Reported % of Total Exchanges

Long-term 5,513 72%

Short-term 2,113 28%

TOTAL 7,626 100%

Long-term72%

Short-term28%

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• 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

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Paybacks • Students

– Become much more mature – Memorable experience of lifetime

• Rotary members – Become better Rotarians– Have new friends from around the

world

• Rotary clubs– Supporting RI’s 5th Avenue of Service

(Youth are Rotary’s future) – Involved in making world a better

place

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Long-term Exchange

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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• Must attend high school;

– Exchange to last entire school year (9 to 10 months)

• Participate in Rotary functions.

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Long-term Exchanges Worldwide

Africa Asia Europe North America Oceania South America0%

5%

10%

15%

20%

25%

30%

35%

0%

10%

34% 34%

4%

18%

% L

ong-

term

exc

hang

es

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Long-term Exchanges by Country

United States 22%

Brazil 11%

France 8%

Mexico 8%Germany

7%

Canada 4%

Belgium 4%

Taiwan 4%

Denmark 4%

Argentina 3%

Other(36 countries)

26%

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Short-term Exchange

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Short Term Program

• One on One exchange with another student• Hosted by exchange student’s family• Normally three to four weeks in each country• Usually in vacations months; Jun- July or Dec-

Febr.• Student does not have to attend school;

• Camps – Mostly European Countries, some in Taiwan and

USA/Canadá– Brings students together from several countries

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Short-term Exchanges Worldwide

Africa Asia Europe North America Oceania South America0%

10%

20%

30%

40%

50%

60%

4%

10%

56%

20%

2%

8%

% S

hort-

term

exc

hang

es

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Short-term Exchanges by Country

United States15%

Germany 9%

France 7%

Brazil 6%

Denmark 6%

Finland 6%Korea

5%

Turkey 5%

South Africa 4%

Italy 4%

Other(30 countries)

34%

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Certification Update

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• Please Talk with the person on your right Side about that:

• What kind of youth exchanges your district are doing?

• How many exchanges? Which kind is your preference? Why ?

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• Youth Exchange Workgroup Site– RI publications– Training materials– YEO Directory

• Youth Exchange Bi-monthly e-Newsletter• www.slideshare.net/Rotary_International/• www.rotary.org

youthexchange@rotary.org • application forms developed by EEMA and

NAYEN, are available on the YEO Resources site

Available Resources

available at the website or shop.rotary.org

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• Short Term -- $1800– Air fare– Insurance– Incidental costs abroad– Costs for hosting

Approximate Costs of the RYE Programs

• Long Term --$6,000– Air Fare– Insurance– Orientations– Language camp– Monthly allowance **– Blazer, pins, slides

**Host club provides allowance

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• Short Term– Club Interview - Oct– District Interview – Dec– 1 Sat Orientation with

parents – Mar or Apr– Exchange - Jun - Aug

Schedule

• 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

Note: Some districts combine Short Term and Long Term processes

Rotary Club Involvement

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• No club involvement ==> no program• Some districts / Multidistricts host & send 40+

students Ex: ExproBrasil MD.

• Many districts do not promote program– Very few number of student exchanges

• Improvement certainly possible– MINDSET CHANGE

Club Involvement is Critical

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• For hosting students (long term)– Budget ($1,500 to $2,500)– Host Families – Provide banners– Having committee ENGAGED to lead effort

– YOUTH EXCHANGE COMMITTEE – Club YEO (2-3 year term)– Counselor(s) for Student(s)– 3 to 05 members (2 to 3 year terms)

–

Challenges to Club

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• Please Talk with the person on your left Side about that:

• How critical is the Club´s involvement in your district?

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• Inbound Program (for long term students)– Find host families – Appointing counselor (student’s “best friend”)– Getting student involved early (Rotary club,

school activities, community) • Outbound program

– Marketing program at schools …– Student interviews

Tasks for Club Youth Exchange Committee

See RI Youth Exchange Handbook

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Rotary District Involvement

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District Committee Tasks

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

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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

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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

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Outbound Program

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Three Elements

• Recruiting• Interviews• Orientations

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Recruiting Outbound Students

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Visits to Schools

• How many clubs make visits to schools?• Rotarian does not have to be expert

– Experienced people will help

• One Example !!!!!

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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

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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)

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Interviewing Outbound Student Applicants

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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

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Outbound Student Orientation

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Schedule for Orientations

• Long Term Students – With Parents (2) – January and March– Student orientation camp ( one month before

the Trip)• Short Term students

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Orientation Topics

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

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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

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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 / Getting Involved• Limited communications home• Making close friends, speaking language

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Inbound Program

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Two Orientations

• Counselor and Host Family Orientation in June-july (prior to student arrival)

• Student orientation 1 to 2 weeks after arrival

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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…

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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

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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 and at school– Be known in the community– Communicate to Rotary back home

Suggestion – involve Rotex

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Host Rotary

Club

Host Families

ExchangeStudent /

Counselor

Your Community

School

Friends in High School

Host RotaryDistrict

Challenges for the Rotary Youth Exchange Student

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Short Term Exchanges

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Camps

• Brings students together from several countries

• Examples– Wilderness camp in Canada– Bicycle camp in Taiwan– Turkey– California – Bill Sturgeon

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Budgets

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Club Budget

• Student allowance• District activities for students

– Orientation Week-end– Youth Exchange Conference in Tulsa– Rotary District Conference

• T-shirt and Sweatshirt• Other (Rotary lunches, Xmas present, …)

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Paybacks

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Paybacks on Outbound Side

• Student– Year of a lifetime

• Natural Parents– Proud to see son or daughter grow– Often become Rotarians

• Sponsor District and Rotary Club– Contributing to Rotary 5th avenue of

service– Potential new Rotarians– Potential new host families

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Paybacks on Inbound Side

• Host Families– New son or daughter– Become more familiar with world

• Host District and Rotary Club– Actively promoting peace in the world