Youth Exchange Manual

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Introduction

The Manual is for everyone no matter how long they have been involved in Youth Exchange. It seeks to give training support at District level as well as providing a District Officer with material for use with clubs. The aim is to promote confidence, and the effective use of everyone’s time. In order for Youth Exchange to grow and strengthen we need everyone involved to function effectively rather than flounder for lack of timely help. In fact we need to involve many more people and be able to manage a team of all the skills rather than find a person with all the skills who is a hard act to follow. It is hoped that the Manual will be found to serve this purpose.

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The Manual is an organic online document and while much of the content reflects advice and procedure which are well established and shared with our Youth Exchange colleagues around the world, nevertheless there will be changes from time to time which will cause occasional revisions in the Manual. There are also a number of ‘live’ links which automatically update and so printing in its entirety may not be advisable, even though all of the files may be downloaded.

A feature of the Manual is the number of one-stop Packs of files which have been created for the convenience of the practitioners and are designed expressly to be downloaded, customised and distributed electronically. Even here, though, the less that is printed the better as most contain documents which ultimately need to be stored electronically.

The Structure of the Manual

The Manual is in two main sections: Core Reference and Operational Reference. Colour coded cross-referencing is used extensively throughout the manual.

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Core Reference:

This covers the framework upon which Youth Exchange is based, from regulatory and financial to networking and promotional. The Compliance & Procedure Section is of particular importance as it contains forms and information which are required routinely as well as in emergencies.

The authority for delivering Screening for Child Protection in England & Wales is the Disclosure & Barring Service (DBS) which is different from that operating in Scotland & Ireland. For simplicity throughout this manual any reference to the need for DBS checks will imply such a requirement for all parts of RIBI.

Also included in this section is DG – District Leaders’ Reference and practitioners are asked to draw their District Leaders’ attention to this source of information.

Operational Reference:

This deals with the mechanics of an exchange in a logical order. It defines the roles of all who are involved in each exchange programme separately and how these people work together. The material may be used for team building at both district and club level or it may simply be adopted as a series of checklists to ensure that nothing is forgotten.

Included throughout are examples of good practice, linked to relevant documents, from YEOs around RIBI and beyond. These are willingly shared and may be downloaded and adopted wholly or in part, and customised as required. In most case the contributors are still active in Youth Exchange and will be pleased to share their experience. Contributions are always welcome.

Contained in Operational Reference is a special section for Clubs ‘CL – Reference for Clubs’, which carries targeted information while signposting other areas of the Manual which could have particular significance and importance to them. It is vital and in DYEOs’ interests that they familiarise their Club YEOs with to the Manual as early as possible.

Topic Menu

References given below are STARTING POINTS aimed to make it easier to navigate around the Manual than by searching through the Main menu. You will then be given further references leading to the detailed information which you need.

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Read this first to help you translate what follows:

JARGON  & ABBREVIATIONS OS3

 

STARTING POINT
DISTRICT YOUTH EXCHANGE OFFICER
WHERE TO START
D Section
Most important: D8
HOW YOUTH EXCHANGE OPERATES IN GB & IRELAND OS section
FOR CLUBS CL2 & whole CL section
FOR DISTRICT LEADERS DG6 & whole DG section
- -
APPLICATIONS, FORMS OB3B, OB5, OS4A
COMPLIANCE / CERTIFICATION
Specific References
General procedures/forms etc.
CP2
CP section
EXCHANGE PROGRAMMES
General programme information
Roles: (STEP/ LTEP/C&T Outbound /C&T Inbound)
Operational Overview
S1 / L1 / C(O)1 / C(I)1
S2-S4 / L2 – L4 / C(O)2 – C(O)4 / C(I)2 – C(I)4
S5, L5, C(O)5
FINANCE IF1 – IF3
HOSTS & COUNSELLORS
Selection – Counsellors
- Host families
Training of Hosts and Counsellors
IB2
IB3
IB6
INBOUND CAMPS
Planning an Inbound Camp
Running an Inbound Camp
C(I)15
C(I)5
INSURANCE IF4
ORIENTATION
Outbound Students
Inbound Students
Rebound
OB6
IB1, S10, L10, C(I)10
OB7
PLACEMENT OB4           C(O)6
PRESENTATIONS
District Assembly
Clubs
Students & Parents
D3
D4
OB1
PUBLICATIONS/ LOGOS/ LETTERHEADS/ ETC. PM SECTION
RECORD KEEPING R1
REPORTING
Incidents
Concern about Students
Routine return to RI
Reporting by Students
CP10
CP10D, CP10E
CP4, CP1
OB8
STRUCTURE
Youth Exchange in GB & Ireland
Youth Exchange Internationally
CS1, CS3, CS4, IN4
CS2, IN1, IN2, IN3
STUDENT INTERVIEW & SELECTION OB2 to OB3

Main Menu

Individual documents printed in black may be accessed by clicking on their index number. To access these index numbers you must expand the relevant section.

To read a complete section, click on the relevant underlined heading in this menu. For example, by clicking “CP – Compliance & Procedure”, all black documents within that section will be downloaded in one complete PDF.

Downloadable Packs and other documents (colour coded in this menu to indicate a word format in pink and a PDF format in orange) are accessible from links within their lead document downloaded from the index number. For example, IN4A can be downloaded from IN4, CP10B can be downloaded from CP10 and so on. These Downloadable Packs and other documents are also available from links within the downloads of entire sections. They are not available individually from the menu below. Please note that some documents form part of Packs, meaning they will be downloaded from elsewhere in the manual.

Related topics across the Manual are cross referenced but are not electronically linked.

Core Reference

CS – CORE STRUCTURE
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CS1  An Introduction to Multidistrict DYEA
CS2  The World of Rotary Youth Exchange
CS3  The Role of the Youth Exchange Compliance Officer
CS4  The Role of the Youth Exchange Registrar

CP – COMPLIANCE & PROCEDURE
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CP1         Certification and Recertification for Youth Exchange
CP2         Certification Checklist – RIBIDYEA Compliance
CP3         Certification beyond Youth Exchange? Advice from RI
CP4         The RI Annual Survey
CP5         Screening Adults for Youth Exchange
CP6         Involvement of Adults in Youth Exchange
CP6A      Agreement for Working in Youth Exchange
CP6B      Request for Reference for Working in Youth Exchange
CP7         Use of Photography, Video and Social Media in Youth Exchange
CP7(O)   Outbound YE Student Photography & Video Consent Form
CP7(I)     Inbound YE Student Photography & Video Consent Form
CP7A       Photography of Children & Vulnerable Adults at Rotary events
CP8         Travel Restrictions on Youth Exchange Students
CP8A       Permission to Travel within RIBI
CP9         Rules & Conditions of Youth Exchange
CP9A       LTEP Application Form Extract – Rules & Conditions
CP9B       STEP/Camps Application Form Extract – Rules & Conditions
CP10       Dealing with Incidents
CP10A     RI Youth Exchange Incident Report Form
CP10B     RIBI Abuse Suspicion/Allegation Form E
CP10C     RIBI Media Crisis Management Procedure
CP10D        Records of Concern for Hosts, Counsellors and CYEOs
CP10E        Student Incident Report

DG – DISTRICT LEADERS’ REFERENCE
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DG1  An Overview of Youth Exchange for District Leaders
DG2  The District Governor’s Team and Youth Exchange
DG3  Legalities, Agreements and Obligations
DG4  The District Budget and Youth Exchange
DG5  International Networking for Youth Exchange
DG6  The Essential Manual for District Leaders

IN – INTERNATIONAL & NATIONAL
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IN1     Contacts & Support Networks
IN2     RI YE Directory Multidistrict Groupings
IN3     Country Guidance Information
IN4     ROTEX – Alumni of Rotary Youth Exchange
IN4A  ROTEX Registration Form

IF – INSURANCE, RISK & FINANCE
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IF1        Cost of Exchange Programmes to Districts, Clubs & Students
IF2        Funding the Long Term Programme
IF3        District Finances – Rotary Code of Policies
IF4        Insurance for Youth Exchange – Information for DYEOs
IF4A         Insurance for Youth Exchange – Information for Volunteers
IF4(O)   Insurance for Outbound Students
IF4(I)     Insurance for Inbound Students
IF4C      Risk Assessment Form for Youth Exchange
IF4D      CISI-Bolduc Insurance Policy for Rotary Youth Exchange
IF5         Travel insurance for Students

PM – PUBLICATIONS & MERCHANDISING – EXPAND THIS SECTION FOR CONTENTS AND DOWNLOADS
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PM1  Miscellaneous Publications
PM2  Merchandising & Corporate Identity
PM3  DYEA LogosTemplates and Visual Identity Guidelines
PM4  Audiovisuals to Share – Dropbox folder

 

Operational reference

OS – OPERATIONAL STRUCTURE
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OS1  Introduction to Operational Youth Exchange
OS2  An Overview of Youth Exchange for DYEOs
OS3  Jargon & Abbreviations in Youth Exchange
OS4  Multidistrict Online Administration
OS5  WEBAPP – The Online Application System in GB & Ireland

CL – REFERENCE FOR CLUBS
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CL1  An Overview of Youth Exchange for Clubs
CL2  The Essential Manual for Clubs
CL3  Club to Club Exchanges – Managing them within Certification Requirements
CL3A    The STEP Application Form
CL3B    Guidelines for Completing the STEP Application Form

D – THE INCOMING DISTRICT YOUTH EXCHANGE OFFICER
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D1      The Incoming DYEO – Understanding the Role
D1A   DYEO Registration Form
D2      The Incoming DYEO – Preparing for the Role
D3      Making Youth Exchange Presentations to District Assembly
D3A    District Assembly Presentation
D3B    Print Out for District Assembly Presentation
D4       Making Youth Exchange Presentations to Clubs
D4A    Clubs Presentation
D4B    Club Presentation Print Out PDF
D5      Taking on the Role of DYEO
D6      Dealing with Requests from Abroad
D7      The Youth Exchange Cycle
D8      The DYEO – Interacting with Others for Youth Exchange

OB – THE OUTBOUND STUDENT – EXPAND THIS SECTION FOR CONTENTS AND DOWNLOADS
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OB – THE OUTBOUND STUDENT
OB1    Youth Exchange Presentations to Students & Parents
OB1A  Students Presentation Print out (PowerPoint)
OB1B  Print Out for Schools Presentation
OB2     From Registration to Interview
OB3     Student Selection – All Programmes
OB3A  The Student Interview Support Pack – The Interview & the Student
OB3B  The Student Interview Support Pack – Essential Background Information for Interviewers
OB3C  An Outbound C&T Applicant’s Guide to Rotary Youth Exchange
OB3L  An LTEP Applicant’s Guide to Rotary Youth Exchange
OB3S  A STEP Applicant’s Guide to Rotary Youth Exchange
OB4    Student Placement – All Programmes
OB5    Dealing with Application and Guarantee forms
OB5A     LTEP Application Form
OB5B     Guide for Completing the LTEP Application Form
OB5C     Introductory letters for LTEP

OB – ORIENTATION
OB6     Outbound Orientation
OB6A  Orientation Presentation Print Out PDF
OB6B  Orientation – Cultural Considerations
OB6C  Orientation – Abuse and Harassment Facts
OB6D  Officers in Sending District – Admin Year & Exchange Year
OB7     Rebound Orientation for LTEP

OB – REPORTING & FEEDBACK
OB8         Reporting and Feedback
OB8A      The Post Exchange Student Survey (for LTEP)
OB8B      Certificate of Achievement and Appreciation – Interactive PDF
OB8R      LTEP Student’s Quarterly Reports to Sponsor District – full set
OB8R(1)  LTEP Student’s First Quarterly Reports to Sponsor District
OB8R(2)  LTEP Student’s Second Quarterly Reports to Sponsor District
OB8R(3)  LTEP Student’s Third Quarterly Reports to Sponsor District
OB8R(4)  LTEP Student’s Fourth Quarterly Reports to Sponsor District
OB8R(S)  Post Exchange Report & Evaluation Form (STEP)
OB8R(L)  Post Exchange Report & Evaluation Form (LTEP)
OB8R(C)  Post Exchange Report & Evaluation Form (C&T)

IB – THE INBOUND STUDENT, HOST AND COUNSELLOR
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IB1       Arrangements to welcome the Inbound Student
IB1A     Inbound Student Invitation (for visa purposes)
IB1B     Letter of introduction for Inbound at port of entry
IB2       Counsellor Selection – All Programmes
IB2A     Criteria for Selecting a Counsellor – All Programmes
IB2(C)  The Counsellor Selection Pack for Inbound C&T
IB2(L)  The Counsellor Selection Pack for LTEP
IB2(S)  The Counsellor Selection Pack for STEP
IB3       Host Family Selection – All Programmes
IB3A     Criteria for Selecting a Host Family – All Programmes
IB3(C)  The Host Family Selection Pack for Inbound C&T
IB3(L)  The Host Family Selection Pack for LTEP
IB3(S)  The Host Family Selection Pack for STEP
IB4       Potential Host Family Form for LTEP
IB5       Host Family Registration Form
IB6       Training Hosts and Counsellors
IB7       An Overview of Youth Exchange for Counsellors & Host Families
IB8       Dealing with the DBS Application Form
IB9       Interactive First Night Questions

R – RECORD KEEPING & RETENTION
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R1     Record Keeping and Retention
R1A  District WXYZ Records Folder
R2     Records Folder for Counsellor and Host Family
R2A  (Name) Counsellor Records Folder
R2B  (Name) Host Family Records Folder
R3     Records Folder for Outbound Students – All Programmes
R3A  (Name of Student) Outbound Student Records Folder
R4     Records Folder for Inbound Students – All Programmes
R4A  (Name of Student) Inbound Student Records Folder

C(O) – CAMPS AND TOURS (OUTBOUND)
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C(O)1  Outbound Camps & Tours (C&T)
C(O)2  The Role of the Multidistrict Outbound C&T Coordinator
C(O)3  The Role of the District YE Team for Outbound C&T
C(O)4  The Role of the Club YE Team for Outbound C&T
C(O)5  Operational Overview of Outbound C&T
C(O)6  Securing a Place on an Outbound C&T (Rotarian information)

S – SHORT TERM EXCHANGE PROGRAMME – EXPAND THIS SECTION FOR CONTENTS AND DOWNLOADS
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S – OPERATIONAL ROLES
S1  The Short Term Exchange Programme – STEP (Family to Family)
S2  The Role of the Multidistrict STEP Coordinator
S3  The Role of the District YE Team for STEP
S4  The Role of the Club YE Team for STEP
S5  Operational Overview of STEP

S – COUNSELLORS & HOST FAMILIES
S6    The Role of the Counsellor for STEP
S7    Counsellor Training for STEP
S7A  The Counsellor Preparation Pack for STEP
S8    The Role of the Host Family for STEP
S9    Host Family Training for STEP
S9A  The Host Family Preparation Pack for STEP

S – INBOUND STEP STUDENTS
S10    Orientation of the Inbound STEP Student
S10A  Preparation Pack for Inbound STEP Students
S10B  Welcome Pack for Inbound STEP Students
S11     Preparation and What to Bring – for Inbound STEP Students
S12     Rules and Behaviour Guidelines for Inbound STEP Students
S13     Advice for Inbound STEP Students
S14     Coping with Culture Shock – for Inbound STEP Students

C(I) – CAMPS & TOURS (INBOUND) - EXPAND THIS SECTION FOR CONTENTS AND DOWNLOADS
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C(I) – OPERATIONAL ROLES
C(I)1  Inbound Camps & Tours (C&T)
C(I)2  The Role of the Multidistrict Inbound C&T Coordinator
C(I)3  The Role of the District YE Team for Inbound C&T
C(I)4  The Role of the Club YE Team for Inbound C&T
C(I)5  Managing an Inbound Camp

C(I) – COUNSELLORS & HOST FAMILIES
C(I)6     The Role of the Counsellor for Inbound C&T
C(I)7     Counsellor Training for Inbound C&T
C(I)7A  The Counsellor Preparation Pack for Inbound C&T
C(I)8     The Role of the Host Family for Inbound C&T
C(I)9     Host Family Training for Inbound C&T
C(I)9A  The Host Family Preparation Pack for Inbound C&T

C(I) – INBOUND C&T STUDENTS
C(I)10     Orientation of the Inbound C&T Student
C(I)10A  Preparation Pack for Inbound C&T Students
C(I)10B  Welcome Pack for Inbound C&T Students
C(I)11     Preparation and What to Bring – Advice for Inbound C&T Students
C(I)12     Rules and Behaviour Guidelines for Inbound C&T Students
C(I)13     Advice for Inbound C&T Students
C(I)14     Coping with Culture Shock – Advice for Inbound STEP Students

C(I) – PLANNING AN INBOUND CAMP
C(I)15     Planning for an Inbound Camp
C(I)15A  Checklist for Building an Inbound Camp
C(I)15B  Completed Checklists from Past District Camps
C(I)15C  CAMPS & TOURS APPLICATION FORM

L – LONG TERM EXCHANGE PROGRAMME - EXPAND THIS SECTION FOR CONTENTS AND DOWNLOADS
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L – OPERATIONAL ROLES
L1  The Long Term Exchange Programme – LTEP
L2  The Role of the Multidistrict LTEP Coordinator
L3  The Role of the District YE Team for LTEP
L4  The Role of the Club YE Team for LTEP
L5  Operational Overview of LTEP

L – COUNSELLORS & HOST FAMILIES
L6     The Role of the Counsellor for LTEP
L7     Counsellor Training for LTEP
L7A  The Counsellor Preparation Pack for LTEP
L8     The Role of the Host Family for LTEP
L9     Host Family Training for LTEP
L9A  The Host Family Preparation Pack for LTEP

L – INBOUND LTEP STUDENTS
L10     Orientation of the Inbound LTEP Student
L10A  Preparation Pack for Inbound LTEP Students
L10B  Welcome Pack for Inbound LTEP Students
L11     Preparation and What to Bring – Advice for Inbound LTEP Students
L12     Rules and Behaviour Guidelines for Inbound LTEP Students
L13     Advice for Inbound LTEP Students
L14     Coping with Culture Shock – Advice for Inbound LTEP Students

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- Dhiran Vagdia, Rotary Club of Coventry

Dhiran Vagdia, Rotary Club of Coventry
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