My name is Jacqueline Meadows and I am your new District Youth Exchange Officer. I wanted to challenge each club to build their youth exchange foundation within their club. So, you may ask why? What does it take to get started? Maybe you have done this before. The good news is that we are part of a multidistrict Rotary Youth Exchange Program called South Central Rotary Youth Exchange (SCRYE). So the administrative actions for the program are shared among the Districts. Rotary has the best program to offer to our Young People!
First, we are setting ourselves up to build peace one young person at a time! Exchange students unlock their true potential to:
- Develop lifelong leadership skills
- Learn a new language and culture
- Build lasting friendships with young people from around the world
- Become a global citizen
So what do you need to do in your club to get started or reinvigorated? Just say YES! Volunteer! It takes at a minimum 4 individuals per club. A Club Youth Exchange Officer, 2 Counselors (male and female), and a local coordinator. Persons in these position submit a Volunteer application, go through a CBC background check, and are given training through NAYEN to meet the department of state requirements. Then your volunteer status is renewed yearly. Email jax064@gmail.com to receive a link to submit the Volunteer Application through SCRYE, VeriFYI CBC link, and NAYEN training links.
What are the responsibilities of these positions?
CLUB YOUTH EXCHANGE CHAIR AND COMMITTEE
The club Youth Exchange chair plans, implements, and supports all activities involving sending and hosting long- and short-term exchange students.
PARTICIPATING CLUB
Each participating club assumes the following responsibilities:
• Coordinate club Youth Exchange activities with the district program and ensure compliance with RI and district policies.
• Attend district Youth Exchange meetings.
• Establish expectations for student participation in club meetings and activities.
• Ensure students attend mandatory functions, such as orientations or district conferences.
• Obtain feedback from students about the program.
• Notify district Youth Exchange chair of any student issues or concerns.
RESPONSIBILITIES FOR SENDING STUDENTS ABROAD
• Promote the program to students in your community, distribute applications, and identify potential candidates.
• Interview and select students for the exchange.
• Assign a Rotarian counselor for each student.
• Maintain contact with district leadership who coordinate sending students outbound.
RESPONSIBILITIES FOR RECEIVING INBOUND STUDENTS
• Interview and screen potential host families.
• Coordinate selection and orientation of host families and maintain contact with host families throughout the student’s exchange.
• Establish and maintain contact with inbound students before they arrive.
• Coordinate students’ arrival, welcome, and orientation.
• Serve as liaison between your Rotary club and the schools that students attend
• Assign a Rotarian counselor to each student.
• Maintain contact with your district leaders who coordinate receiving inbound students.
• Arrange the disbursement of a monthly allowance.
ROTARIAN COUNSELOR
Serving as liaison between the student, Rotary club, host family, and community at large, the Rotarian counselor plays a crucial role in the success of the Youth Exchange program. The counselor serves as the
student’s primary Rotary contact, easing the student’s transition into the country and the community through regular personal contact throughout the year. A Rotarian counselor must be assigned to every outbound and inbound Youth Exchange student. A Rotarian counselor for outbound students helps prepare for departure and provides support with their return. The responsibilities listed below refer to a Rotarian counselor in the club hosting the exchange student.
Host Rotarian counselor responsibilities:
• Establish contact with the student before departure or arrival, explain the expectations of the club and the district, and maintain and document regular contact (at least once a month).
• Counsel the student in matters such as choosing classes, making friends, and participating in activities.
• Help the student adapt to the culture and language.
• Work with the community and the student’s school to ensure the student is involved in positive activities and community life.
• Inform the student about abuse and harassment prevention and create a supportive atmosphere in which the student feels comfortable discussing any concerns.
• Serve as an advocate for the student in any matter.
• For long-term exchanges, be a consistent resource for the student as they rotate through host families during the exchange.
I am looking forward to working with each club to build their Youth Exchange Foundation. You can reach me best via email at jax064@gmail.com.
