Presentation given by Jany Hide Okubo Hatanaka and Alan Wylie at the 2013 Youth Exchange Officers Preconvention Meeting in Lisbon, Portugal.

1. 1
ROTARY YOUTH
EXCHANGE
A to Z
For Those New to Rotary
Youth Exchange Program

2. 2
Table of Contents
• Rotary Club Involvement 3
• Rotary District Involvement 9
• Recruiting Outbound Students 16
• Interviewing Outbound Students 23
• Outbound Student Orientation 30
• Inbound Program 36
• Importance of Rotary Counselor 39
• Host Family Preparation 47
• Inbound Student Orientation 51
• Summary 60
• Available Resources 63

3. 3
ROTARY CLUB
INVOLVEMENT

4. 4
Club Involvement is Critical
• No club involvement ==> no program
• Some districts host & send 40+ students
– Belgium, Mexico, Brazil, …
– Alaska, Ohio, Michigan, Washington, NY
• Many districts do not promote program
– Very few if any exchanges
• Improvement certainly possible
– A culture change

5. 5
Challenges to Club
• For hosting students (long term)
– Budget (fee to district, student allowance, …)
– Host Families (perhaps biggest challenge)
• For sending student (short term / long term)
– Little cost unless providing scholarship
– Provide banners
• For both
– Having committee to lead effort (more later)

6. 6
Paybacks Are Big
• 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

7. 7
Club Structure for YE
• President
• Board of Directors
• International Director
• YOUTH EXCHANGE COMMITTEE
– Club YEO
– Counselor(s) for Student(s)
– 3 to 10 members

8. 8
Tasks for YE Committee
• Inbound Program
– Find host families (look for dynamic Moms)
– Appoint counselor
– Get student involved early (Rotary club,
school activities, community)
• Outbound program
– Advertise short term / long term programs
– Interviews / orientations (club and dist levels)

9. 9
Rotary District Involvement

10. 10
District Committee Tasks
• Gain support of District Governor
• Promote club involvement
• Establish exchange agreements abroad
• Oversee budget and calendar
• Ensure compliance
• Lead activities during year
• Support clubs as needed
– Give programs at Rotary meetings
– Help clubs to solve problems

11. 11
District Activities
• Outbound Program
– Promote RYE program at schools
– Student interviews
– Host family and student orientations
– Rebound orientation
• Inbound Program
– Counselor and host family orientation
– Student orientation
– Socials (Christmas party, Youth Exchange
Conference, …)
• District Conference

12. 12
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

13. 13
Numerous Resources to Help
• RI (handbook, other materials)
• Multi District Meetings
– Take District Gov Elect and Nominee
• Regional Meetings (TRYEX, NAYEN,
Brazil, EEMA, …)

14. 14
Outbound Program

15. 15
Three Elements
• Recruiting
• Interviews
• Orientations

16. 16
Recruiting Outbound Students

17. 17
What Will Intrigue Student?
• Former exchange students (Rotex)
• Web Sites, Facebook, …
• Videos
• Inbound Exchange Students
• Enlightening Message from Rotarians

18. 18
Visits to Schools
• How many clubs make visits to schools
– 5 or more clubs
– 10 or more clubs
– 25 or more clubs
• Rotarian does not have to be expert
– Sample presentations are available
(D5890, …)
– Experienced people will help

19. 19
Approaching Schools Does
Work
• One Rotary club in Houston district
visited 3 or 4 schools, each for a day.
• Result for 2009 2010
– Long term outbounds – 13
– Short term outbounds – 10
• Result for 2010 2011
– Long term outbounds – 16
– Short term outbounds – 10

20. 20
Message at School
• RYE program is special
• Looking for 20 (or 30 / 40) students
from 150 schools in district
• Not right for all students
• Fantastic opportunity for those wishing
to be ambassador

21. 21
Evening Information Meeting
• For Interested Students and Parents
• Those supporting
– Rotarians
– Inbounds and Rotexes
– Rotex parents
• Tools
– Presentation
– Videos
– Speeches (Rotex, Rotex parents, Rotarians)

22. 22
Keys to Success
• Numerous Rotarians working across
district
– Pro-Active approach, not waiting for
students to magically appear
• Repetition of process year to year
– Schools will expect you and advertise
– Learn from experience
– Improve as you go

23. 23
Interviewing Outbound Students

24. 24
Qualifications of Rotary
Exchange Student
• 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

25. 25
Club Interview
• First interview
• Conduct in Rotarian’s home -- 30 min
• Interview parents separately
• Determine if student committed (be
sure not parents’ idea only)
• Review recommendation from school
• Accept student for district interview if
would be excited to host student in own
home

26. 26
District Interview
• Interviewers
– Rotarians
– Students – Rotexes, inbound students
– Previous host parents
– Rotex parents

27. 27
Interview Forum Idea
• Suggest interviewing long term and
short term students at same meeting
– Students may change minds on which
program they want to apply for
– Short term students will gain insight into
long term program and may later apply for
long term

28. 28
Houston Interview Process
• Four interview stations
– Adapting to Host family
– School
– Being an ambassador
– Speech (Why Wish to be Exchange Student)
• Students rotate to each station
• Compile scores / discuss
• Independent assessment by Rotex
• Further assessment over week-end (Christmas
party with inbounds)

29. 29
Decision Making
• Factors to consider
– How many students can accept (based on expected
number of host clubs)
– Likelihood that student will succeed in new culture /
language environment
– Would interviewer be willing to host student in own
home?
• Better to say no than to have student fail
• Short term exchange may be alternative for
students who have good attitudes but are less
mature

30. 30
Outbound Student Orientation

31. 31
Outbound Orientation Topics
• What is Rotary
• Why does Rotary sponsor Youth
Exchange
• Preparation for departure
• Helpful hints for time abroad

32. 32
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

33. 33
Helpful Hints for Year
Abroad
• Rotary rules and expectations
• Being the ambassador
• Adapt to host family, 1st
night questions
• Importance of Rotary counselor
• Participation in School
• Homesickness
• Limited communications home
• Making close friends, speaking language
• Getting involved with club / community

34. 34
Schedule for Outbound
Orientations
• Long Term Students
– With Parents (2) – January and March
– Student orientation camp in June
• Short Term students
– March

35. 35
Useful Hints in Orientations
• Use of Rotex students ***
• Rotary videos, materials
• Preach little as possible
– Use role play
– Have small group discussions
• Provide orientation manual (their Bible)
• Provide directory of participants
– They do become close friends

36. 36
Inbound Program

37. 37
Two Orientations
• Counselor and Host Family Orientation
(2 months prior to student arrival)
• Student orientation (1 to 2 weeks after
arrival)

38. 38
Counselor / Host Family
Orientation Tidbits
• Address calendar / budget
• Former host family/counselor speak
• Stress “treating student as your own”
• Emphasize Rotary club involvement
• Prepare, prepare, prepare
– Be Proactive, not reactive to stay ahead
– Example: investigate potential school
activities for student prior to arrival

39. 39
Importance of Rotary
Counselor

40. 40
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
– Students 16 to 18 years old and need help
– Important small problems get resolved
before they become big problems !!!
• Rotary counselor must be able and want
to devote time

41. 41
Tasks Begin Before Student
Arrives (Being Proactive)
• Welcome letter to student with pictures
• Ensure contact from host families
• Ensure immunizations meet school
requirements
• Insert articles in Rotary club bulletin
• Plan options for school (classes, clubs,
activities)
• Look for initial set of friends
(Interact, neighbors, clubs, …)

42. 42
Tasks on Student’s Arrival
• Build rapport (host in home for 2-3 days)
• Check return airline ticket
• Verify student has insurance card
• Open bank account
• Discuss end-of-year tour options
• Arrange with families for welcome party
• Write thank you letter to all teachers

43. 43
• Assist student with challenges
– Adapt to host family
– Apply self at school; establish rapport with
teachers
– Make right set of friends
– Become involved in Rotary club
– Be known in the community
– Communicate to Rotary back home
Ongoing Ways to Help

44. 44
CHALLENGES FOR THE
ROTARY EXCHANGE STUDENT
Host
Rotary
Club
Host
Families
Exchange
Student /
Counselor
Your
Community
School
Friends in
High School
Host
Rotary
District

45. 45
Problem Solving
• Students need help
– New culture, language, friends, families
– 16 to 18 years old
• They need the best friend
• Numerous examples have occurred where
student has problem and counselor not
supportive
• Small problem became big problem
– Potential situation to be sent home

46. 46
Summary
• Active counselor is vital to student
• Ensure orientations are held for
counselor
• Good idea -- counselor-in-training for
following year
See counselor checklist for more details!

47. 47
Host Family Preparation

48. 48
Basic Rule for Host Families
• TREAT STUDENT AS YOUR OWN!
– Responsibilities
– Rules (Curfew, …)
– Freedoms
Note: Students are here to learn and
understand our way of life and are
instructed to adapt, adapt, adapt

49. 49
Expectation of Student
Toward Family
• Be considerate, ask permission
• Allow host family to know your friends
• Understand parent position
– Sometimes they will have to say “no”

50. 50
Suggestion
• Students and host families review list of
questions provided by Rotary
– What do I call you?
– Should I wash my clothes?
– Does Dad have a favorite chair?
• Proven effective technique for heading
off problems / awkward situations
before they occur

51. 51
Inbound Student Orientation

52. 52
Key Factors
• Utilize Rotex
• Get students to participate
• Stress maintaining calendar
• Emphasize good decision making,
being the ambassador
• Have separate meeting with each
student at end of orientation

53. 53
Sample Family Rules
• No smoking
• Be on time (call if going to be late)
• Curfew
• They need to know your friends
• Keep up with homework from school
• Limit time on telephone, computer
See list of questions to ask each new host family.

54. 54
Rotary Expectations toward
School
• School requires you to attend classes
regularly and be a good student
• Have clear understanding of school
credits you wish to transfer home
• Say thank you to school teachers
• Sometimes Rotary will take you out of
school; you are expected to do work

55. 55
Making Close Friends
• A major challenge to YE students
• Be careful to choose right set of friends
• Join clubs; actively participate
– Interact (in many of the schools)
– Sports
– Theater
– Band, orchestra

56. 56
Speaking Language of Host
Country
• At times students speak own language
– Considered quite rude
– Forces others away from you
• This can be major problem

57. 57
Following Rules of Rotary
• No drinking
• No driving (including no drivers’
education class)
• No drugs
• No serious dating
• No downloading on family computer
• No tattoos, no extra rings on body
Quick ways to go home!

58. 58
Other Rotary Expectations
• Follow rules signed in application
• Make every effort to adapt to family
• Seek Rotary help (counselor, others)
• Remember -- RYE not a travel program
• Be prepared to give presentation to
Rotary club during year

59. 59
Getting Involved in
Community
• Rotarians will encourage your
involvement in Rotary and community
– Rotary meetings
– Orientations for American students
– Programs to Rotary clubs
– Programs to schools and clubs
• Be prepared to say “yes” and be proud
to be ambassador for your country and
for Rotary

60. 60
Presentation Summary
• Rotary Club Involvement
– Committee is essential for program to be
successful year after year

61. 61
Summary, Continued
• Recruiting Outbound Applicants
– Conduct numerous information meetings
across district to promote program,
utilizing Rotex
– Repeat year after year, so students know
you are coming
• Interviewing Applicants
– Insist on quality – better to say no than to
have student fail

62. 62
Summary, Continued
• Student Orientations
– Emphasize expectations are high for being
ambassador for Rotary
• Counselor / Host Family Orientation
– Treat students as your own
– Importance of preparation – staying ahead
of the challenges that will face student

63. 63
Resources
• RI Rotary Youth Exchange Handbook
• Web Sites
– yeoresources.org
– Scrye.org
– Other multi district web sites
• Jany Hide Okubo Hatanaka
(janyhide@uol.com.br)
• Alan Wylie (alanwylie4@gmail.com)