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For The Inbound Counselor
Recruit Host Families
Host families do not have to be Rotarians but they must be willing to participate in Rotary Youth Exchange programs.
  1. Participate in Rotary discussion sessions regarding parenting of exchange students.
  2. Attend the Exchange Student Orientation session in August.
  3. Attend several Rotary meetings with the student. Always make it possible for the student to attend Rotary meetings or other Rotary events when given sufficient notice.
Things To Do For Inbound Student Assigned to Your Club
  • Receive and process the student application with the local high school.
  • Provide the High school counselor with a complete photocopy of the application including school transcripts.
  • Write a letter introducing yourself to the student and family.
  • Advise the student to obtain a copy of his/her school transcript to assist in scheduling classes.
  • Provide the inbound student with the appropriate immunization record form to be completed and returned prior to student's arrival.
  • Remind the student that they will be doing a program regarding their home country, town, school and family. Suggest they bring slides .
  • Send local tourism brochures and pictures of the school. Tell them about the weather in the area, the town population, when school will start and any other information that you would wonder or worry about. Be sure you paint a realistic picture.
  • Give the student a list of the host parents, their addresses and phone numbers.
  • Give the student the name and address of the Inbound Counselor.
  • Give the host parents the student's application so they can begin to learn about the student.
  • Encourage the host parents and the inbound counselor to write, call or FAX the student. Send pictures of the family, house, pets, etc.
  • Provide host parents with an orientation session prior to the arrival of the inbound student (refer to District Chair for assistance).
  • Advise the student of our district's medical insurance requirements. Refer to District Chair for required insurance information.
Caution!
If the student exhibits displeasure with his/her assignment to your country, region, city or rural area you must bring this to the attention of all parties concerned and consider reassignment. Almost all exchange students have a "Hollywood" image of California. They may show signs of disappointment but most will be able to adapt. If you foresee a conflict with the intended inbound student discuss the matter with your District Chair. Exchange students must demonstrate flexibility or risk surrendering the opportunity of international exchange.

Communicate With Your Rotary Club
  • Photocopy the front cover of the student's application and "photo" page to distribute at club meetings. Read the student's letters to the club, share pictures, etc. This will encourage membership involvement.
  • Keep the club aware of the student's arrival date and encourage them to be at the airport. Encourage club members to plan the student into their activities, both personal and in Rotary during the upcoming year.
  • Remind all club members that protocol dictates that the host parents must always be consulted prior to inviting the student on a trip, to dinner or any other activities.
  • To violate this fundamental rule of courtesy will put the student, the host parents and yourself in an embarrassing position. The student will have to decide whether to attend the family plans or go with you. This will do nothing but create unnecessary resentment. Make NO exceptions to this rule!
Involve the Entire Exchange Student Committee
  • Ask committee members to assume various responsibilities:
  • One member to select arrival gift.
  • Another member to select birthday gift.
  • Ask a member to select a gift to send to the sponsoring club.
  • The creation of welcome banners and acquisition of the student's native flag can be one committee member's responsibility.
  • Urge committee members to plan to take the student to lunch, dinner or to their home for a weekend.
Prior to Student Arrival
  • Plan to attend and arrange for student to attend the District Exchange Student Orientation that is held in late August. Student attendance is mandatory.
  • Form a welcoming committee. All Host Parents, Counselors and as many interested club members as possible should plan on meeting the student at the airport.
Arrival of the Student
  • The welcoming committee should be at the airport with flags, flowers and fun.
  • Introduce yourself to the student. Ask the student how to pronounce his/her name. Quickly introduce the remainder of the reception committee. Present a club roster to the student, underline your name and the host parent's names.
  • Instruct the student to contact his/her natural parents to assure them of a safe arrival.
  • The host family should then take the student home.
The First Few Days
  • Allow two days to pass so the student can overcome "jet lag."
  • Call the student to confirm "All is well."
  • Confirm that the Host Parent and student have discussed "first day rules".
  • Confirm that the student has secured the appropriate medical insurance Coverage must be secured no later than 30 days from arrival.
  • Secure the student's airline tickets and passport These must be stored in such a manner that in the event of an emergency they are accessible by more than one person.
  • Call the school and schedule an appointment with the counselor, coordinate that appointment with the host parents. When scheduling the curriculum remember the course load must include: US History, Government and English. Beyond that try to enroll the student in courses that are interesting and will give the student opportunity for social interactions. Do not load the student to the maximum; this is as much a cultural exchange as it is an educational exchange. Classes such as "Yearbook", "Drama" and sports expose the student to increased interaction with American students and more cultural information.
  • Avoid enrolling the student in his/her native language This will complicate their process of learning to think and dream in English.
  • Remember that the student may be eligible to graduate. Most will want to.Thus, review the courses that would be necessary for graduation. Do not encourage illegitimate manipulation to graduate a student that does not meet standard local qualifications. Participation in the graduation process in an "honorary" manner is encouraged and is often an acceptable option.
  • Have grades sent to your address. Be certain that school generated information and mailings are forwarded to the student during the year. The student will be moving 2 or more times, but will have only one counselor for the entire year.
Hard and Fast Rules
  • In the event that the student will be traveling out of town for more than 48 hours it is mandatory that the Host Parents contact the counselor and provide an itinerary and contact phone number in the event of a home country family emergency.
  • Host Parents or other responsible adults must have medical consent release forms signed by the Club President in their possession at all times when traveling with exchange students under 18 years of age.
Be a Facilitator
  • Assist the student in establishing a local bank account. Have the bank statement sent to your address so that you can review it to be sure the student is not overspending.
  • Monitor the disbursement of the monthly club stipend. The student must come to the first meeting of each month to receive stipend.
  • Assure that the student is participating in Club and District activities.
  • Assure that responsible committee members have arranged for periodic student gifts in a timely manner. i.e. Christmas, Birthday, etc.
  • Coordinate transportation to all District Rotary Youth Exchange events.
    1. Inbound Orientation (August)
    2. San Francisco Trip (October)
    3. Shasta Ski Trip/Outbound Orientation #1 (Jan./Feb.)
    4. Ukiah Spring Outbound/Parent Orientation #2 (April)
    5. District Conference (May)
Be a Guide
  • Be certain that the host parents are advised of mandatory Rotary events well ahead of time. Prepare a calendar of events no later than July and provide this to all interested parties.
  • Assure that the student is responding to District communications.
  • Assure that the club has paid the district fees for your student.
  • Assure that the student is filing quarterly reports.
  • Assure that the student files a change of address with District Chair.
Be a Friend and Confidant
  • Call the student at least once every two weeks. Express to the student that he/she can always confide in you if there are difficulties in the host home or school.
  • Always confer with the host parents prior to inviting the student to lunch or for dinner, etc. Don't compete with the host family for the student's attention or affection.
  • Do not discuss the student's welfare or degree of acceptance in the home while in the presence of the Host Parents. Give the student an opportunity for confidential discussion.
  • Know the Cycle! The student will go through periods of emotional highs and lows. Help them through the tough times illustrated by our graph
Assist the Student in Preparing His/Her Rotary Program
  • Six to eight weeks into the exchange year the student should present a 10-15 minute program to the host Rotary club.
  • Coordinate the timing of the student's program with the Club President and the Program Committee Chair.
Prepare for the Return Home
  • Rotary exchange students are expected to provide their home club with a program about the community, school, family and Rotary Club they visited Help the student assemble a series of slides that represents our end of the exchange.
  • Confirm that the student has booked transportation home 90 days prior to scheduled departure date.
  • Often students will want to have mini-visits with former host parents or club members prior to departure. Advise current host parents of this and discuss preparations with the student. The student may want to have all major packing done several days prior to departure thus allowing time for these visits.
Follow Rotary Protocol
  • Communicate privately with the host parents at least once every two weeks.
  • If a challenge arises, discuss with all parties:  Student, Parent, Principal (if applicable), Youth Director and Club President.
  • If a challenge arises worthy of discussion it should also be brought to the attention of the District Chairperson.
  • Do not wait until the challenge is beyond recovery before involving the opinion of the District Chairperson.
  • Follow the protocol and do not circumvent the Youth Director or the Club President before you go to the District Chairperson.
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Contact District Chair Glenda Sales: ye5130@sonic.net
707-545-4127(h) 707/544-0472 x14(wk) 707-486-6773(Cell)

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