Rotary District 5520 Youth Exchange Program
Orientation Program
for Host Families
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Rotary District 5520 Youth Exchange Program
Orientation Program for Host Families
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Rotary District 5520 Youth Exchange Program
Orientation Agenda
What is Rotary? RYE Program?
Purpose of the RYE Program
Who are Rotary exchange students?
Expectations host family, students, clubs
Arrival and settling in
Activities and calendar
Conflict management and support system
Host family transitions
Rotary rules
Sexual Abuse & Harassment Policy and procedure
Other topics
End of the year
Rotary District 5520 Youth Exchange Program
What is Rotary?
World’s oldest international service organization
  • 1.2 million Rotarians in 170+ countries
  • 34,000 clubs around the world
  • The Four Way Test
  • 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?
  • Rotary’s Five Avenues of Service
  • Vocational
  • Community
  • Club
  • International
  • New Generations – the home of Youth Exchange!
  • Rotary District 5520 Youth Exchange Program
    What is Rotary? (cont.)
    Rotary Motto: Service Above Self
    District 5520 includes New Mexico &
    West Texas
    72 Rotary Clubs
  • Approximately 20 of these clubs
  • participate and host or sponsor about 15
    inbound and 15 outbound students each
    year.
    Rotary District 5520 Youth Exchange Program
    What is the RYE Program?
    Country-to-country exchanges
    Approximately 8,000 students
    exchange worldwide each year
    Open to all high school students
    Operated completely by volunteer
    Rotarians as part of Rotary’s
    commitment to youth
    One year program in District 5520
    Rotary District 5520 Youth Exchange Program
    Purpose of the RYE Program
    Provides students an opportunity to study
    in another country and to develop
    maturity, leadership skills and serve as
    young ambassadors
    Brings world friendship into our local
    communities and increases cultural
    tolerance and understanding
    Promotes Public Diplomacy and Rotary’s
    goal of world peace and understanding,
    one person, one exchange at a time
    Rotary District 5520 Youth Exchange Program
    Who are Rotary Exchange Students?
    Between ages 15-18½ upon arrival in host
    country
    Outstanding young people
    Carefully selected and oriented
    Most can carry on a conversation in English
    Anxious and excited to:
  • Learn our language
  • Discover U.S. culture
  • Represent their countries as ambassadors
  • Become part of your family
  • Rotary District 5520 Youth Exchange Program
    Expectations of Host Family
    Treat student like your own teen
    Help with challenges
  • Language
  • School
  • Culture shock
  • Homesickness
  • Provide an ear to listen, a shoulder to cry
    on, a hand to depend on
    Communicate with the club committee who
    supports you
    Rotary District 5520 Youth Exchange Program
    Expectations Host Family (cont.)
    Assist student in making good choices
    Encourage activities and outings with teens
    who are known as trustworthy and safe
    Delegate daily responsibilities for the home
    Be prepared to say NO when appropriate
    Set limits while understanding the
    challenges which may affect students
    Rotary District 5520 Youth Exchange Program
    Expectations Host Family (cont.)
    Provide room and board
    Provide extra support for family travel and
    other activities, if you can
    Assist student with communication about
    extraordinary expenses with their natural
    family and Rotary Club (i.e. for travel with
    host family)
    Communicate about travel sleeping
    arrangements with student and natural
    family so appropriate accommodations can
    be agreed upon in advance. Student should
    not share sleeping area with host parents
    unless it has been discussed.
    Rotary District 5520 Youth Exchange Program
    Sample Family Rules
    Be on time
    Obey curfew
    Do school work
    No telephone after a certain hour
    Help with chores
    Limit computer time
    Participate in family activities
    No electronics use at meal time
    Rotary District 5520 Youth Exchange Program
    Communication
    Set rules and explain costs of phone and
    computer
  • Phone cards
  • E-mail
  • Facebook
  • Cell phone (Club/student expense)
  • SKYPE
  • Support contact with parents and expect
    that home country communication will not
    interfere with exchange
    Rotary District 5520 Youth Exchange Program
    Computers/Internet
    Limit time and downloads
    May be necessary for schoolwork
    Social networking is important for student
    but it should not interfere with family
    interaction
    Encourage use in public spaces of home
    and share in the interaction where
    appropriate
    If possible, provide access to a family
    computer (as needed)
    Rotary District 5520 Youth Exchange Program
    Expectations of Student
    Adapt to host family
    Learn our language and culture
    Perform well in school
    Communicate
    Represent your country and Rotary
    Participate with Rotary, school, and
    community
    Return home within two weeks after school
    ends or one week after Rotary trip
    Presentations to Rotary (required) and
    other organizations as often as possible
    Rotary District 5520 Youth Exchange Program
    Student Role as Ambassador
    Rotary’s most emphasized element:
    Students portray their whole country
    and can make a difference in the
    world’s viewpoint of their country.
  • By their attitude
  • By their decisions
  • By their appearance
  • By their willingness to do for others
  • Rotary District 5520 Youth Exchange Program
    Host Club Involvement
    Select and screen host families
    Support host families 24/7 - contacts
    sheet provided with this orientation
    Required contact with student and
    host family at least once/month
    Club meetings at least once/month
    (student receives allowance)
    Involve student in club activities
    Involve student with members’ lives
    Rotary District 5520 Youth Exchange Program
    Host Club Involvement (cont.)
    Rotary volunteers obtain school
    consent for placement and assist
    with student registration
    Help with school problems and
    questions throughout year
    Arrange transition to new host family
    Provide transportation to mandatory
    district meetings
    Rotary District 5520 Youth Exchange Program
    Arrival and Settling In
    Welcoming your student
  • Notify District Inbound Placement Officer
  • and club committee of any flight changes
  • Coordinate with the club to meet student
  • at airport
  • Assist with lost baggage reports
  • First Night Questions
    Review school registration and dress
    code and first week activities
    Rotary District 5520 Youth Exchange Program
    School Obligations and Logistics
    Clarify if student will be receiving credit for school
    work at home
    Students usually will not be given a high school
    diploma (most schools allow “walking”
    participation for the experience)
    Regular class attendance and attention to work is
    required, even if student has vacation/Rotary
    orientation obligations
    Communicate with school to assist student in
    completing missed assignments or for extra
    language tutoring, when needed
    Homework must be completed
    Rotary District 5520 Youth Exchange Program
    School Obligations and
    Logistics (cont.)
    Student visa requires high school attendance
    Visit school registrar and/or counselor to register
    student right away
    No Driver Education permitted
    Encourage participation
  • Sports
  • Music, Drama, etc.
  • Interact
  • School lunches can be brown bag and/or
    purchased. Host family supports as may be
    possible and asks for Rotary help with expense if
    student’s stipend is not sufficient for purchase of
    lunch.
    Rotary District 5520 Youth Exchange Program
    School Sports
    Rotary Club should assist with school-
    based athletic fees
    State athletic regulations will determine if
    student can participate and at what level
    Participation in varsity sports is not allowed
    in New Mexico
    Generally students that have graduated at
    home cannot play on varsity teams
    Participation in varsity sports requires
    paperwork
    Rotary District 5520 Youth Exchange Program
    Activities and Calendar
    Four MANDATORY district orientation weekends:
  • Locations vary around district
  • Arrive Thursday dinner time and depart Sunday after
  • breakfast (Transportation by host Rotary Club/district
    committee member)
  • Students must attend, sports activities are NOT a
  • substitute – they should not commit to sports with end
    of the year tournaments or state competitions if the
    date will conflict.
    Orientation 2 nd or 3 rd weekend of Sept.
    Inbound/Outbound 1 st weekend of Dec.
    Ski Weekend February or March
    District Convention April or May
  • Student talent show during Saturday breakfast
  • Rotary District 5520 Youth Exchange Program
    Activities and Calendar (cont.)
    Albuquerque Balloon Fiesta Oct.
  • Optional weekend – host family or club
  • assistance to attend
    Rotary Approved Tours
  • Optional trip in June
  • 2 – 2 ½ weeks long
  • All Rotary Exchange students
  • Must apply and pay for early – Sept is
  • best, December may be too late.
    Rotary District 5520 Youth Exchange Program
    Making Close Friends
    A major challenge to RYE students
    Active participation is best cure for
    homesickness
    Help find activities for students
  • Sports
  • Theatre
  • Band
  • Clubs
  • Rotary District 5520 Youth Exchange Program
    Travel
    RYE is not a travel program
    Travel is restricted by Rotary policies
  • Student travel outside the District cannot
  • happen without permission in advance from
    District RYE chair, club, and natural parents
  • Student may not travel long distances un-
  • chaperoned or with other teens.
  • Advise club committee when a student leaves
  • town but remains in the district
  • Opportunities for travel may exist with Rotary
  • club members and host families
    Rotary District 5520 Youth Exchange Program
    Conflict Management
    Day to day life of the student is
    managed by the family, using
    flexibility, while treating the student
    equal with other family members.
    Respect between student and host
    parents is essential
    Communication when things break
    down is also essential
    Rotary District 5520 Youth Exchange Program
    Conflict Management (cont.)
    Language barriers can pose
    problems for student transition in
    host home, use translation tools as
    needed to get points across clearly
    Social customs may be a barrier to
    easy communication
    Some customs may be more or less
    expressive than US and therefore
    create tension and unexpected
    behaviors
    Rotary District 5520 Youth Exchange Program
    Conflict Management
    Support System
    When things are difficult, use
    resources:
  • Assistance from Rotary: Club Level –
  • Counselor, YEO, President; District Level
    – Country Contact/Counselor, Youth
    Protection Officer, Chair
  • Local translator
  • Professional/school counselor for
  • complex issues
    Rotary District 5520 Youth Exchange Program
    Transitions: Host Families
    First Host Family
  • Excitement – everything is new
  • Culture shock – major adaptations
  • Language struggles
  • School arrangements
  • Often the closest bonds
  • Rotary District 5520 Youth Exchange Program
    Transitions: Host Family (cont.)
    Second (or Third) Host Family
  • Transition issues – wanting to spend time with
  • friends competes with getting to know new
    family
  • New rules and family practices
  • Language and culture begin to click
  • Last Host Family
  • Comfortable with language and culture
  • Big events: prom, graduation, departure
  • Preparing for separation
  • Tearful goodbyes
  • Rotary District 5520 Youth Exchange Program
    Rotary Rules: Drinking
    Rotary International and District
    5520 do not allow students to drink
    alcoholic beverages.
    If host family customarily has wine
    or beer with dinner, student may
    have a glass of wine or beer in the
    host family home.
    Rotary District 5520 Youth Exchange Program
    Rotary Rules: Drugs
    Rotary International and District
    5520 have a zero tolerance to drug
    use. Students involved with illegal
    drugs will be sent home.
    Rotary District 5520 Youth Exchange Program
    Rotary Rules: Driving
    Rotary International and District
    5520 do not permit driving
    motorized vehicles.
  • Motorized vehicles includes cars, boats,
  • skidoos, and jet skiis.
    YE students may not get a driver’s
    license during their exchange year.
    Rotary District 5520 Youth Exchange Program
    Rotary Rules: Dating
    Rotary discourages steady romantic
    relationships with only one person.
    Students are encouraged to meet as
    many people as possible and to date
    different people, if they choose to
    date.
    If there is a relationship issue, the
    club committee should be advised.
    Rotary District 5520 Youth Exchange Program
    Rotary Rules:
    Changes and Smoking
    No permanent changes in
    appearance with tattoos or piercing
    No changes in religious affiliation
    Return to home country the way you
    arrived in the USA
    No Smoking cigarettes or other
    tobacco products
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment
    Rotary International and Rotary
    Youth Exchange have a zero
    tolerance policy for sexual abuse and
    harassment
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and
    Harassment (cont.)
    Sexual abuse
  • Engaging in implicit or explicit sexual acts with a
  • young person or forcing or encouraging a young
    person to engage in implicit or explicit sexual acts
    alone or with another person of any age, of the
    same or opposite sex. This includes non touching
    offenses, such as indecent exposure or showing a
    young person sexual or pornographic material.
    Sexual harassment
  • Sexual advances, requests for sexual favors, or
  • verbal or physical conduct of a sexual nature. In
    some cases, sexual harassment precedes sexual
    abuse and is used by sexual predators to desensitize
    or groom their victims.
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment:
    Procedure
    1.
    Receive the report.
    Listen attentively and stay calm.
    Assure privacy but not confidentiality.
    Get the facts, but don’t interrogate or suggest facts which
    you have not heard from student.
    Be nonjudgmental and reassure.
    2.
    Protect the young person.
    Ensure the safety and well-being of the youth exchange
    student by removing him or her from the situation
    immediately and preventing all contact with the alleged
    abuser or harasser.
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment:
    Reporting
    1.
    Report the allegations to appropriate authorities
    child protective services or law enforcement.
    Immediately report all cases of sexual abuse and
    harassment to District Youth Protection Officer,
    Youth Exchange Chair and/or Rotary District
    Governor for assistance with assessment and
    reporting to appropriate authorities.
    Assist with delivery of student to appropriate
    authorities for reporting as instructed.
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment:
    Reporting
    4. Avoid gossip and blame.
    Be careful to protect the rights of both the victim and the
    accused during the investigation and do not repeat what
    you have learned to anyone except Rotary District 5520
    designated leadership or designated law enforcement.
    District 5520 will maintain the privacy (as distinct from
    confidentiality) of any accused person by limiting
    discussions only to those people who need to know. The
    audience will be limited to the club counselor, club youth
    exchange officer, district youth exchange officer, district
    Youth Protection Officer, the District Governor, and
    appropriate government or law enforcement individuals.
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment:
    Reporting
    1.
    Do not challenge the alleged offender.
    Don t contact the alleged offender. In cases of sexual
    abuse, interrogation must be left entirely to law
    enforcement authorities. In cases of non-criminal
    harassment, the district governor or youth protection
    officer is responsible for follow-through and will
    contact the alleged offender after the young person
    has been moved to a safe environment.
    Rotary District 5520 Youth Exchange Program
    Sexual Abuse and Harassment:
    Follow up by Rotary
    Rotary will confirm that the student has been removed
    from the situation immediately and has no contact with
    the alleged sexual abuser.
    Rotary will offer the student an independent, non-
    Rotarian counselor to represent his or her interests.
    Social services or law enforcement may recommend
    someone who is not a Rotarian or in any way involved
    with the youth program and assistance with that follow
    up is appreciated.
    Rotary will contact the student s parents or legal
    guardian after the facts have been assessed, contact with
    parents at home should only be through that pre-
    established relationship.
    Rotary District 5520 Youth Exchange Program
    Money
    Students are encouraged to open a
    bank account (savings is preferred)
    when they arrive in the District.
    Often banks will provide ATM cards
    even if the student is a minor.
    A separate bank account will be
    established by the Rotary Club with
    $400 emergency fund. This is used
    for urgent needs and will be sent
    home with the student if unused.
    Rotary District 5520 Youth Exchange Program
    Passports
    Adults may not take the passport and travel
    papers from the student but are encouraged to
    help the student find a safe place to store them.
    Students must have their passport with them
    whenever they leave their host town/city.
    Students should make a copy of the picture page
    of their passport, the DS 2019 form, and visa and
    give a copy to the host family and the club
    committee.
    Special arrangements must be made for students
    to travel outside the USA and is discouraged
    Rotary District 5520 Youth Exchange Program
    Employment
    Students are on a J-1 visa which
    prohibits working.
    Students may do odd jobs for cash,
    but never as an employee or a
    regular at a commercial business.
    Rotary District 5520 Youth Exchange Program
    Religion
    Rotary does not promote any particular
    religion.
    Students are encouraged to go to church
    with host families, if they are comfortable
    with attending services.
    Students should not change their religion
    while in District 5520.
    If students request to attend services of
    their own religion, host family and club
    should try to facilitate attendance, if at all
    possible.
    Rotary District 5520 Youth Exchange Program
    Insurance
    Students are required to obtain emergency
    accident/health insurance prior to arrival.
    Host families and clubs are not responsible for
    student’s insurance or for medical expenses.
    Host family and club committee should have a
    copy of student’s insurance card.
    Student can go to doctor or dentist of host family
    or other established relationship, such as a
    Rotarian service provider. Student will pay for
    services as required.
    Student’s natural family is responsible for filing
    insurance reimbursement claims, host family can
    assist by sending necessary papers to them.
    Rotary District 5520 Youth Exchange Program
    High Risk Activities
    Bungee jumping, hot air balloon
    rides, high risk sports, non-
    commercial plane travel and travel
    into Mexico are forbidden.
  • These activities may not be covered on
  • accident insurance policy
  • Any exceptions would require full waiver
  • and release by natural parent. District
    5520 reserves the right to refuse the
    activity. Requests are not encouraged.
    Rotary District 5520 Youth Exchange Program
    Visits by Family
    Family visits are allowed but strongly
    recommended to occur at the end of the
    exchange year.
  • Visits at beginning of the exchange year
  • increase homesickness
  • Family visits should be coordinated with host
  • family and club committee
    Visits by young, un-chaperoned friends
    from home are not encouraged
    Rotary District 5520 Youth Exchange Program
    The End of the Year
    Leaving for home will be harder than
    leaving home was a year earlier
    Reverse culture shock
    The more successful the exchange, the
    harder the re-entry”
    You WILL see them again, and you will
    have travel opportunities related to your
    new family member.
    You will be encouraged to fill out an
    evaluation after you host to help us
    improve the program.
    Rotary District 5520 Youth Exchange Program
    Summary
    Thank You!
    Rotary has a great year planned!
    Rotary Youth exchange program cannot
    succeed without dedicated host families
    who show care, concern, and a loving
    attitude to our students.
    We are eager to help because good
    communication leads to an easy year for
    all participants!
    You are important!