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Outbound Counselor Guide
Club Participation in Youth Exchange Program

Participation is open to any club in the District responding affirmatively to the annual participation solicitation (Club Participation Inquiry/Contract) sent out to all club presidents and known club YE committee chairmen by the District's YE Committee each Aug/Sept. After obtaining formal approval from a club's board of directors to participate in the program for the following Rotary year, this agreement between D5130 club and D5130 is returned to D5130. Each participating club is then enrolled to sponsor (select & send) one outbound (OB) student and host one inbound (IB) student. The district will then contract with international district partners to accommodate the total club requests submitted.

Advertise the Opportunity
  • Put up posters at the school.
  • Host an informational meeting at your local high school/s.
  • Do not use photos of current year’s student in any publicity.
  • Schedule announcements on the "morning bulletin" at the school.
  • Flyers in parent addressed school mailings.
  • Engage the Interact Club in the search for candidates.
  • Foreign Language and World Affairs classes are also good venues to find candidates.
  • Promote the program through newspaper articles.
  • Existing Inbound students can be excellent "promoters."
Student Applications

All applicants should be required to fill out a brief introductory application, which should consist of at least the first one or two pages of the standard Long Term Application form. In addition the student should be asked to submit a handwritten response to such questions as:
  1. Why do you want to be an exchange student?
  2. What are the four most important problems facing the world?
Interviewing Candidates

All applicants that respond in a reasonable manner should be shown the courtesy of an interview with the Youth Exchange Committee. Personal interviews should be performed by a group of club members rather than by only one member. Establish a consistent set of interview questions for candidate to respond to. The following are examples of some standardized interview questions:
  1. What was the most and least important course in your High School career?
  2. What is your GPA?
  3. What is your most favorite way to spend a Saturday night?
  4. Do you drink or smoke?
  5. When was the last time you went on a family trip? What was your level participation?
  6. What are your home chores? Do you get paid for them?
  7. Do you or any of your family members speak languages other than English?
  8. What languages are spoken in Belgium?
  9. Where is Libya?
  10. What is the average family income in the United States?
  11. Briefly describe Rotary.
  12. What can you gain from being a Rotary Exchange student?
  13. What is the most important thing you have ever attempted?
  14. You won't be able to drive while on a Rotary Exchange. What effect will this have on you?
  15. Do you share a room with a sibling?
  16. Do you have any medical problems, conditions or allergies?
  17. Does it bother you to be in the same room with a smoker?
  18. What will you do as an ambassador of your country and Rotary?
  19. What is the "greatest" thing about your hometown?
Whatever the questions may be, they must be consistent from student to student.

Student Selection

Selection Criteria
  • Age Requirements: Minimum of 15.5 and maximum of 18.5 years of age on August 1.
  • Relationship to Rotarian: Neither preference nor disqualification based on this.
  • Language Requirements: No specific requirements. A student that has studied any language is going to be more responsive to the learning process when they arrive in their host country.
  • Reasons: Are the student's motives in agreement with the objectives of the program?
  • Ambassadorial Skills: Do they know their own country? What do they know of the host country? Do they have the ambassadorial qualities and character required to represent our youth, your club, the District and Rotary International over the next 18 - 20 months?
  • Worldly Experience: Has the student traveled in the USA? In any foreign country? Has the student been away from family for any extended period of time?
  • Educational Qualifications: Has the student taken a broad spectrum of course material? Has the student been involved in extracurricular activities? Sports, drama or leadership roles? Are communication skills sufficient to speak before a Rotary club meeting?
  • Social Flexibility: Does the student demonstrate an ability to bend with the demands of new situations? Does the student indicate that he/she has an agenda of political - social activities or attitudes?
  • Appearance and Dress: Does the student appear or dress such that they represent the mainstream of American students? Is the Rotary club going to be proud to be represented by this student? Does the student demonstrate a high level of personal hygiene that will be acceptable to their host parents? Would you want this student in your home?
  • Residency: Is the student going to be available to participate in sponsoring Rotary club activities when he/she returns from exchange?
  • Parental Support: Does the student have the emotional support of the parents? Does the student have the financial capability? As much as $4000 + by the date of departure?

Phase 1 of Selection
  • Prior to October 15, establish a quantitative mechanism for judging the applicants. An example of a uniform score sheet follows.
  • Determine the top three candidates to enter phase two of the selection process.
  • Those three candidates should be asked to complete the entire Rotary Exchange Student application. District 5130 requires that all applications be TYPEWRITTEN. The current RI Long Term Exchange Application is posted in "interactive" format on D5130's YE website at: http://www.youthexchange5130.org/forms.shtml.
  • Arrange a time for your interview team to meet with the parents of the three finalists (see attachment for suggested questions you should present to them).
  • Determine the parent's level of interest. This may be a determining factor as to whether the student fulfills the exchange.
  • Advise the parents verbally and in writing of estimated expenses for the Rotary Youth Exchange program.
    1. Application fee: $400.00
    2. Rotary Jacket: $25.00-$150.00
    3. Language Course: $300 (when applicable this is an estimate of usual cost)
    4. Insurance: $560.00 (some host countries may also require additional insurance coverage/expense)
    5. Airfare: $2700.00 plus
District 5130 Uniform Score Sheet
Academic qualifications 1 2 3 4 5
Ability to speak to adults 1 2 3 4 5
Interests 1 2 3 4 5
Social values 1 2 3 4 5
Language skills 1 2 3 4 5
World Understanding 1 2 3 4 5
Reason for exchange 1 2 3 4 5
Flexibility 1 2 3 4 5
Curiosity / Initiative 1 2 3 4 5
Physical appearance 1 2 3 4 5
Totals          

Phase 2 of Selection
  • Prior to December 5, review the complete applications and at committee level determine an order of selection.
  • Inform all candidates, in writing, of the outcome of the selection as discussed below.
  • Encourage the second and third place candidates to remain involved as possible alternates.
  • Advise the candidates of the dates of the winter and spring orientations. In the event that the first choice student resigns from the program prior to the orientation the alternate may be asked to attend that orientation. Remind the alternates that other clubs may have an opening that they may be eligible to fill.
  • Compliment ALL of the applicants for their involvement. Address a letter to each thanking them for their participation. Samples of such letters may be found in the appendix of this manual.
  • Encourage eligible students to reapply next year. Inform all students of other Rotary opportunities such as Group Study Exchange, New Generations and Ambassadorial Scholarships and summer Short-Term Exchange. How well you manage the letter of regret will have a significant affect on the future of your program.
  • Notify District chair of your selection. Applications can be submitted to the district youth exchange committee as early as October. Absolute deadline to submit L/T app. is DECEMBER 15. Counselor must review Long Term application (must be typewritten) and Student/Counselor Contract and Checklist (both posted on youthexchange5130.org) thoroughly with student and parents witnessing all necessary signatures as required for both documents. Confirm with student that Secondary School Report and current certified transcripts will be submitted by candidate's school. Review with student and parents "What Will Rotary Expect of You", as posted under the Outbound Student section of the above website.
  • The student must attend all District activities from the date of selection. The ski trip is crucial in introducing the student to the program, and in assuring that you have a good candidate before it is too late to change.
  • Parent/guardian must attend the Part II of Outbound Orientation with student in Spring.
After Selection
  • Encourage the selected student to attend Rotary meetings to learn more about Rotary and increase the probability of their remaining in the program.
  • Assist the selected student in the process of developing a "program" for the Host Rotary Club that will represent our area, school, Rotary Club and the student's family.
  • Advise the student on the importance of selecting gifts for the families, counselor and Rotary Club in the exchange country. These should be token gifts that are representative of the student's hometown and industry.
Preparation for Departure
  • Advise the student to write or FAX the host parents in the exchange country as soon as the student is aware of his / her assignment.
  • Advise the student to discuss clothing requirements with host families prior to packing.
  • Support student/family, as needed, in providing It's Your World Travel with necessary documentation for visa & "open return" airline ticketing reservation/purchase.
  • Support student/family, as needed, in completing required documentation from host country.
  • Encourage family to consider hosting a student.
Departure
  • Present the student with 4 to 5 Rotary Club banners to be traded in the host country.
  • Present the student with 4 to 5 small American flags for the host parents and Rotary Club.
  • Provide the student with a club roster so that the student can write members during the exchange year.
  • Enlist as many members of the club as possible to attend a good bye party and the student's departure at the airport.
  • Encourage the student to write to members of the club. Wave Good-bye! Comfort the student's parents. Compliment yourself!
During the Exchange Year
  • D5130 is a member of WESSEX (Western States Student Exchange, Inc.) who is a support organization for many Rotary districts is western USA. WESSEX helps these districts meet regulations affecting youth exchange. CSIET is an organization that sets standards for all school related youth exchange programs for various reasons, including Federal regulation necessitated by recent international events. At any time, WESSEX can be audited by government and/or CSEIT auditors to confirm that the YE programs within their member districts are adhering to Federal standards. In an effort to protect the Rotary YE program WESSEX requires that it’s districts meet the CSIET regulations and reporting guidelines. Listed below are the most current CSEIT requirements that D5130 participating clubs must comply with for all sponsored outbound students:
    1. All officers, employees, representatives, agents and volunteers acting on their behalf shall be adequately trained and supervised.
    2. Outbound Counselor shall maintain a schedule of monthly personal contact with each exchange student participant and host family for which the Counselor is responsible.
    3. All exchange students shall be screened, including a personal interview, to determine that the pogram is suitable to his or her background, needs and experience.
    4. Each participant shall demonstrate maturity, good character, and scholastic aptitude.
    5. Post-exchange evaluation opportunities must be provided to students, host families & schools.
    6. The Program shall register students traveling abroad with the U.S. consulate or embassy.
  • Write to the student at least once every month and require a reply. Promptly document each contact by filing required report in the WESSEX database.
  • Issues that are troubling student should be presented, early-on, to D5130 YE chairperson and OB Student Officer.
  • Encourage other members of the club to write to the student. Send the student a Christmas card and birthday card.
Student's Return
  • Track student's return date as scheduled by It's Your World, Travel!
  • Meet student on his/her return or make contact them within a few days of return.
  • Invite student and parents to a meeting.
  • Schedule student to make required presentation to club membership within 1 to 2 months of return.
  • Encourage student and parents to attend Rebound Debriefing Meeting in early August (they receive $100 of the LT Exchange Application Fee for attending).
  • Encourage student to get involved with ROTEX. An excellent support system for the rebounder.
Questions? Contact your D5130 Youth Exchange Committee at:
http://www.youthexchange5130.org


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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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