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
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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?
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World’s oldest international service organization
• 1.2 million Rotarians in 170+ countries
• 34,000 clubs around the world
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The Four Way Test
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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.)
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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?
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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
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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?
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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:
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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
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Treat student like your own teen
Help with challenges
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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.)
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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.)
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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
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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
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Set rules and explain costs of phone and
computer
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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
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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
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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
• By
• By
• By
their
their
their
their
attitude
decisions
appearance
willingness to do for others
Rotary District 5520 Youth Exchange Program
Host Club Involvement
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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.)
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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
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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
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First Night Questions
Review school registration and dress
code and first week activities
Rotary District 5520 Youth Exchange Program
School Obligations and Logistics
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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.)
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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
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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
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Rotary Club should assist with schoolbased 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
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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.
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Orientation – 2nd or 3rd weekend of Sept.
Inbound/Outbound – 1st 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.)
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Albuquerque Balloon Fiesta – Oct.
• Optional weekend – host family or club
assistance to attend
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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
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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
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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 unchaperoned 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
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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.)
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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
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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
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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.)
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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
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Last Host Family
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Comfortable with language and culture
Big events: prom, graduation, departure
Preparing for separation
Tearful goodbyes
Rotary District 5520 Youth Exchange Program
Rotary Rules: Drinking
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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
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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
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Rotary International and District
5520 do not permit driving motorized
vehicles.
• Motorized vehicles includes cars, boats,
skidoos, and jet skiis.
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YE students may not get a driver’s
license during their exchange year.
Rotary District 5520 Youth Exchange Program
Rotary Rules: Dating
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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
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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
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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.)
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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.
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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
3. 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.
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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
5. 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 noncriminal 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, nonRotarian 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
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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
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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
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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
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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
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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
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Bungee jumping, hot air balloon
rides, high risk sports, noncommercial 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
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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
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Visits by young, un-chaperoned friends
from home are not encouraged
Rotary District 5520 Youth Exchange Program
The End of the Year
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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
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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!