Rotary District 9520 Youth Exchange Program

Guide for Rotary Clubs hosting a Long Term Inbound Exchange student

(arriving July/August 2016)

Version 1.1

The Rotary Youth Exchange Program offers our students the opportunity to reach across borders and oceans to turn strangers into friends, thereby improving international relations

and promoting world peace.

We welcome all our visiting exchange students with the promise of our support for the ‘Year of their Lives’.

Issued by Rotary District 9520 Youth Exchange Committee http://9520.ryea.org.au

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DocumentControlTitle LTYEInboundHostClubGuideVersionNumber 1.1Owner YouthExchangeCommitteeApprover D9520YECChairDateApproved March21,2016Reviewdate March2017

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TABLEOFCONTENTS

GENERALINFORMATION................................................................................................................6INTRODUCTION..................................................................................................................................6OVERVIEWOFINFORMATIONINTHISGUIDE.....................................................................................624HOUREMERGENCYPHONENUMBERFORCHAIRMANOFDISTRICT9520YOUTHEXCHANGE:0408317326......................................................................................................................................7LISTOFABBREVIATIONS...........................................................................................................................7DEFINITIONOFTERMS.............................................................................................................................7

SECTION1–INFORMATIONANDGUIDELINESFORROTARYCLUBSINTENDINGTOHOSTALONGTERMINBOUNDSTUDENT..............................................................................................................8

CERTIFICATIONREQUIREMENTS........................................................................................................8SOMEOFTHEMAINDUTIESAHOSTINGCLUBISRESPONSIBLEFORWHENHOSTINGASTUDENTARE:.......................8INFORMATIONFORCLUBSREGARDINGREFERENCECHECKSANDCHILDPROTECTION

AUTHORISATION..............................................................................................................................10REFERENCECHECKS..........................................................................................................................10CHILDPROTECTIONAUTHORISATION..............................................................................................10LTYEINBOUNDFORMSFORCLUBCERTIFICATION:INDEX&TIMELINE............................................12TIMELINE:.........................................................................................................................................12

ClubPresident...............................................................................................................................12Co-HostingClubPresident(ifapplicable).....................................................................................12ClubCertification..........................................................................................................................12ClubCounsellor&Assistant(ifapplicable)...................................................................................12HostFamilies................................................................................................................................12

DIDYOUKNOWTHATROTARYCLUBSCANSHAREALTYESTUDENT?.............................................................13THEADVANTAGESOFTHISARRANGEMENTTOCLUBSINCLUDE......................................................................13HOWDOESITWORK?............................................................................................................................13FORFURTHERINFORMATIONCONTACT:....................................................................................................13

SOMESUGGESTIONSFOROBTAININGANDSUPPORTINGHOSTFAMILIES....................................15

SECTION2-LTYEINBOUNDPROGRAMADMINISTRATION...........................................................17THEROLEOFTHEDISTRICTYOUTHEXCHANGECOMMITTEEINRELATIONTOINBOUNDLONG-TERM

EXCHANGE........................................................................................................................................17LTYEINBOUNDCOORDINATOR’SROLE............................................................................................18YECGROUPCOORDINATOR’SROLESUMMARISED..........................................................................19THEROLEOFTHEYECCLUBCOUNSELLORSUPPORTOFFICER.........................................................20(LTYEINBOUNDANDOUTBOUND)..........................................................................................................20INBOUNDSTUDENTCOUNSELLORCHECKLISTOFDUTIES................................................................21

Beforethestudentarrives:...........................................................................................................21Uponthestudent’sarrival:...........................................................................................................21Preparingfordeparture:..............................................................................................................22Post-Exchange:.............................................................................................................................22

HOSTFAMILYRESPONSIBILITIES.......................................................................................................23

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LTYEINBOUNDPROGRAMLINESOFRESPONSIBILITY:ASUMMARY................................................24

2016–2017LTYEINBOUNDCALENDAROFACTIVITIESANDDUTIES.............................................25

SECTION3–COUNSELLORTRAININGANDSUPPORT....................................................................27THEFIRSTBRIEFINGOFTHECLUBCOUNSELLOR:INFORMATIONFORTHEGROUPCOORDINATOR27

ArrangementsforClubCounsellorFirstBriefing..........................................................................27CONTENTSOFCOUNSELLOR’SFIRSTBRIEFING:CONDUCTEDBYTHEGROUPCOORDINATOR........28

1. ImportanceoftheCounsellor’sRole.....................................................................................282. HostFamilies–ChoosingandVetting..................................................................................293. TheStudent’sArrival............................................................................................................294. QuestionsfortheFirstNight................................................................................................305. InitialArrangements.............................................................................................................306. ChangingFamilies................................................................................................................317. Manuals................................................................................................................................318. Forms....................................................................................................................................31

HOMEBRIEFINGOFTHESTUDENT,HOSTFAMILIES&COUNSELLOR...............................................32INFORMATIONFORGROUPCOORDINATOR*MUSTBEREADPRIORTOTHEBRIEFING.............................32

Thosepresent...............................................................................................................................32Thescheduling..............................................................................................................................32Thelocation..................................................................................................................................32Thelanguage................................................................................................................................32Format..........................................................................................................................................32Familiarity....................................................................................................................................32Timing...........................................................................................................................................32Comprehension.............................................................................................................................33

CONTENTOFHOMEBRIEFINGCONDUCTEDBYTHEGROUPCOORDINATOR...................................33RULESANDGUIDELINESFORSTUDENTS,HOSTFAMILIESANDCLUBCOUNSELLORS........................................33BRIEFINGDAY–SATURDAY3RDSEPTEMBER2016..................................................................................33

SECTION4–POLICIES,PROCEDURESANDGUIDELINESFORKEEPINGSTUDENTSSAFE,GRIEVANCE/PROBLEMRESOLUTION&RETURNINGHOME...........................................................34

YOUTHPROTECTION........................................................................................................................341. AssessingPeople...................................................................................................................34

A“ResponsibleAdult”................................................................................................................................................34A“RegisteredVolunteer”..........................................................................................................................................34

2. ProceduresforExchanges.....................................................................................................353. TrainingtheStudents...........................................................................................................354. Givingthestudentsconfidencetospeakout........................................................................355. Trainingthosepeopleanabusedstudentmayapproachforhelp.......................................36

ROTARYYOUTHEXCHANGEGRIEVANCE/PROBLEMRESOLUTIONPROCEDURE..............................37WHATCAUSESSTUDENTSTOOCCASIONALLYBEREPATRIATED?....................................................38

SECTION5–LTYEINBOUNDPROGRAMRULESFORSTUDENTS.....................................................39STUDENTBEHAVIOUR......................................................................................................................39

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1. Drugs....................................................................................................................................392. Drinking................................................................................................................................393. Driving..................................................................................................................................394. Dating...................................................................................................................................39Anotherrule:NoSmoking...........................................................................................................40Studentmonthlyreports...............................................................................................................40Counsellorquarterlyconfidentialreports.....................................................................................40

ROTARYDISTRICT9520YOUTHEXCHANGEPROGRAMSOCIALMEDIAPOLICY................................41STUDENTVISACONDITIONS.............................................................................................................42EXCHANGESTUDENTTRAVELRULES................................................................................................44BRIEFTRAVEL.......................................................................................................................................44EXTENDEDTRAVEL................................................................................................................................44

COMPULSORYDISTRICT9520YOUTHEXCHANGEPROGRAMEVENTSANDTHENON-COMPULSORYROTARYAUSTRALIANSAFARITOUR.............................................................................................45

EVENTDATES....................................................................................................................................45

SECTION6–FREQUENTLYASKEDQUESTIONS..............................................................................46DISTRICT9520YOUTHEXCHANGECOMMITTEE2016-17.................................................................48DISTRICT9520MANAGEMENTREPRESENTATIVESONYEC(EXOFFICIO).............................................50

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GENERALINFORMATIONINTRODUCTIONThisLongTermYouthExchange (LTYE)Guide forHostRotaryClubsprovides,as faraspossible,allthe facts, information, rules and guidancewhich clubs involved in inbound student exchangewillrequireinordertomanagetheProgramatlocallevel.Itmustbereadinconjunctionwith:1) the D9520 ‘Club Certification Manual – Policy, Procedures and Supporting Documentation forProtectingYouthExchangeStudents’;2) the ‘Long Term Inbound Exchange Manual (July/August intake)’ – revised version specificallyaimedatstudents,hostfamiliesandcounsellors;3)Asupplementary‘LTYEInboundStudentCounsellorGuide’isalsoavailable.Thesedocuments,togetherwithallformsnecessaryforClubCertification,LTYEInboundProgramadministration, student travel approval, event registration and monthly reports, counsellorquarterlyreports,etc.,canbefoundontheDistrictYouthExchangewebsiteat

http://9520.ryea.org.auOVERVIEWOFINFORMATIONINTHISGUIDEThe Guide for Host Clubs outlines the LTYE Inbound Program process from start to finish. ItsummarisestherespectiverolesanddutiesofresponsibleDistrictYouthExchangeCommittee(YEC)andhostRotaryClubYouthExchangepersonnel/officerswith respect to long term inboundyouthexchange,includingtimelinesforthesubmissionofRIandDistrict-requiredpaperwork.There is a section coveringwhat is required for clubs to achieve certification to host an inboundstudent,counsellorselection&training,andhostfamilyselection&briefing.Therearealsopolicyguidelineswithrespecttoneighbouringclubsco-hostinganexchangestudent,andsuggestionsforobtaininghostfamilies.Informationforclubsregardingchildprotectionrequirements, includingreferencetoguidelinesonhandlingabuse(shoulditoccur)andpersonalsafetytipsforstudents,hasbeenextractedfromtheClubCertificationManual.RotaryYouthExchangeproceduresforresolvinggrievancesorproblems,and for repatriating a student to their home country early (forwhatever reason), are detailed aswell.Another section dealswithD9520 LTYE Program rules, policies and procedures referred to at theHome Briefing of students, host parents and counsellors. The final few pages are devoted toanswering frequently asked questions such as:Who pays forwhat during the student’s exchangeyear,andwhat is thetotalcost incurredbyahostclub?Doeseveryclubmemberwhotransports,brieflyhosts, takesa studentonanoutingor familyholiday,etc.need tohavea ‘ChildProtectionAuthorisation’?Isitnecessaryforhostfamiliestobemostly/allRotariansandincludechildrenlivingathome?WhatpracticalassistancedoestheYouthExchangeCommitteeprovidetohostclubsandcounsellors?The2016-2017Calendarof LTYE InboundProgramactivities is replicated in this booklet, togetherwithDistrictYouthExchangeCommitteemembers’namesandcontactdetails.

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24HOUREMERGENCYPHONENUMBERFORCHAIRMANOFDISTRICT9520YOUTHEXCHANGE:0408317326ListofabbreviationsLTYE LongTermYouthExchange(11-12months)YEP YouthExchangeProgramYEC (District)YouthExchangeCommittee-registeredasaYouth/StudentExchangeOrganisation

(YEO/SEO)forofficialpurposesYEO (Club)YouthExchangeOfficer(usuallytheNewGenerations/InternationalDirector)YPO (Club)YouthProtectionOfficerYESP (District)YouthExchangeService/ProtectionCommittee

(RI and D9520 policy information, guidelines, procedures & forms for individual clubshosting/sponsoringexchangestudents)

IB Inboundstudent/counsellor/DistrictLTYEInboundCoordinatorIC (District)LTYEInboundCoordinatorforms/documentsDI DistrictYEPdocumentsCL ClubYEinformation&formsrequiredbyDistrictandRIforaccreditationpurposesRYEA RotaryYouthExchangeAustralia(YEPstudenttravelinsurance&healthcoverrequirements)AYEP AustralianYouthExchangeProgram(HostinganInboundStudentform)AASES AcceptanceAdviceforSecondaryExchangeStudentformGFHostDistrict,Club&SchoolGuaranteeForm/VisaapplicationsupportingdocumentOSHC OverseasStudentHealthCoverOB Outboundstudent/counsellor/DistrictLTYEcoordinatorRANZSE:RotaryAustralia-NewZealandShortExchangeprogram(6months)ChildProtectionAuthorisation:DCSI(SA) DepartmentofCommunity&SocialInclusioncheckWWC(VIC,NSW) WorkingWithChildrencheck/card*Note:Counsellors,hostfamilymembersaged18+livingathome,YECmembers&specifiedClubYEOfficers must be assessed as a ‘Registered Volunteer’. Anyone else who briefly looks after anexchangestudentmustbeassessedasa‘ResponsibleAdult’.DefinitionoftermsSeetheClubCertificationManualfordefinitionsof:

• aLongTermYouthExchangeStudent• aRANZEShortTermStudent• ClubCounsellor• ClubProtectionOfficer• HostParents• aRegisteredVolunteer• aResponsibleAdult

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SECTION1–INFORMATIONANDGUIDELINESFORROTARYCLUBSINTENDINGTOHOSTALONGTERMINBOUNDSTUDENTCERTIFICATIONREQUIREMENTSTheClubCertificationManualmustbe readby thosepersons in a clubwhoare responsible fororganising studentexchangeand the ‘Application forCertification toHosta Long-Term InboundStudent’(CL5)formcompletedandforwardedtotheDistrictYECommitteeChairmanfortheclubto achieve certification to host an inbound student. All certification forms (CL and DI forms)referred to in that manual can be found on the D9520 Youth Exchange website athttp://9520.ryea.org.au.

Allclubswishingtobeinvolvedinyouthexchangearerequiredtoconfirmthattheywilladheretosomecommonsense rules toensure the student’swell-beingand safetywhilst in the club’s care.TheiragreementwiththeDistrictYouthExchangeCommitteeenablesaclubtobecertifiedtohostastudent. The requirements are spelt out in detail in the document “Rotary Youth Exchange:AustralianPolicyandProceduresforStudentProtection”(endorsedbyRotaryInternational-SectionsCL1toCL7andDI2andDI3).ThisdocumentisavailableontheDistrict9520website.ItisaninvaluableguideonhowtohostaRotary youth exchange student and is particularly useful to clubs whosemembers have not hadmuchexperiencehostingstudents.HostinganexchangestudentisoneofthemostsatisfyingandrewardingthingsaRotaryclubcando.Aswell as knowing that the club ismaking a significant contribution toworld understanding andpeace,clubmeetingsandactivitiesaregreatlyenhancedbythepresenceofanenthusiasticyoungperson.ItisalsoveryrewardingtoknowthattheexperienceofayearinAustralia,developingself-relianceandinterpersonalskills,willhavealastingeffectforthebetteronyourexchangestudent’slife.Someofthemaindutiesahostingclubisresponsibleforwhenhostingastudentare:1. The club president must appoint a Club Protection Officer at the beginning of the

Rotaryyear,whosedutyisto: 1.1 actasan‘auditor’andensureallthemainrequirementsrelatingto

exchangestudentsarecompletedsatisfactorily. 1.2. have an arm’s length approach with the people running youth

exchangeintheclub. 1.3 ensure that theClub President andYouth Exchange Officer (YEO)

complete,fileandsendformslocatedintheClubCertificationManualasandwhenrequired.

2. AppointaclubmemberasaCounsellortolookafterthestudent.Thisperson’sroleis

vitallyimportant.Alwaysselectacounsellorandthenaskthemiftheywilldothejob1.Nevercallforvolunteers.Thecounsellorneedstobe:

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2.1 acaringandunderstandingpersonwhocanbekindbutfirmwhennecessaryandwhohasempathywithyoungpeople.

2.2 ifnotofthesamegenderasthestudent(thisisoftennotpossibleorpractical)havetheirhusband/wife/partneroranotherclubmember(assistantcounsellor)whoisofthesamegenderandispreparedtoalsogettoknowthestudentwell.ThisisaRotaryInternationalrequirement.

2.3 prepared to spend the time to ensure that the student’s life runssmoothlyandthatanyproblemswhichmayarisewithhostfamiliesorothersaresatisfactorilyresolved.

2.4 not a member of a host family. This is a Rotary Internationalrequirement. It ishoweverconsidereddesirable forthestudentto livewiththecounsellor’sfamilyforaweekortwoearlyintheexchangesotheycangetto know and understand each other better, organise banking and schoolenrolment,etc.

3. The people responsible for youth exchange in the club (normally International or

Youth Committee members or the Youth Exchange Officer) and the inboundstudent’scounsellorneedto:3.1 organisefamiliestohostthestudentduringtheirstayinAustralia.23.2 check host families to ensure theywill be suitable hostswhowill provide a

pleasantandcaringenvironmentforyourstudent.Itisimportantthatallnewhostfamiliesareinterviewedtoascertaintheirsuitability.1

3.3 visit the homes where the student will stay and particularly their rooms toensuretheyaresuitable.

3.4 ensureselectedcounsellorsandhostfamilymembersovereighteenyearsaregiven“REGISTEREDVOLUNTEERAPPLICATION(CL4)FORMS”forcompletion,plusguidanceonobtainingtherelevantchildprotectionauthorisation.Aclubofficershouldcollectthecompletedformsforprocessing.3

3.5 paythestudentpocketmoney.Theminimumrecommendedamountis$120permonth,which shouldalwaysbepaidon the firstof themonthorat thefirstclubmeetingafterthefirstofthemonth.

3.6 ensurethestudent is involvedwith thecluband integrated into itsactivitiesandprojects.

3.7 invitethestudenttoattendmostclubmeetings(atleasttwicepermonth)butallow them to miss a meeting if this clashes with school or District YEPactivities, so long as overall they still come to what the club considers areasonablenumberofmeetings.

3.8 involve the student in club meetings, e.g. handing out members’ namebadges,collectingthefines/happydollars.

3.9 have the student give regular brief updates to the club on their recentactivitieseachtimetheyattendameeting.

3.10 havethecounsellorbookthestudentinasguestspeakertogivetwotalkstotheclub,thefirstwithin2-3monthsofarrival(oncetheyhaveareasonablegraspofEnglish).Thistalkshouldtelltheclubabouttheirhome,family,schooland country. The second talk should occur just before they return home,givingtheirviewoftheexchangeandhowtheyfeelithasbenefitedthem.

3.11 appointoneperson in theclub involvedwithYouthExchange tohandleandstore all the forms (found in the Club Certification Manual and also the

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application forms) relating to student exchange. NOTE: it is a governmentrequirement that anyperson storingpeople’sprivate informationmustbea“REGISTEREDVOLUNTEER”.

3.12 ensurethatthosepeoplewhoareresponsibleforcompletingtheformsintheClubCertificationManualunderstandwhichformsarefortheirguidanceandwhichformsareapplicationandreportforms,whentheyneedtobefilledin,andtowhomtheyaretobesent.

3.13 makeitclearthelengthoftimeacompletedformshouldberetainedbytheclubASPRINTEDONTHEBOTTOMOFEACHFORM.

3.14 ensurethatthe“RegisteredVolunteer”responsibleforkeepingthecompletedformseitherinadigitalormanualformatretainstheminasecureplace.

1 Use the guide to assist clubs in selecting a suitable counsellor and suitable host families (CL 3). 2 Tips for securing host families are given on Pages 15-16 of this Host Club Guide. 3 Refer to process explained in ‘Procedures re hosting a Long-Term Inbound student’(CL1) – found under Accreditation link on http://9520.ryea.org.au INFORMATIONFORCLUBSREGARDINGREFERENCECHECKSANDCHILDPROTECTIONAUTHORISATIONEveryoneinvolvedinlookingafterayouthexchangestudentmustbeassessedtoensuretheirsuitabilitytodoso,eitherasa“ResponsibleAdult”orasa“RegisteredVolunteer”.REFERENCECHECKS

• Asstipulated in thepolicydocument ‘ProceduresrelatingtoHostingaLongTerm Inboundstudent’ (CL 1) and the ‘RegisteredVolunteer Information andDeclaration Form’ (CL 4), aminimumofthreereferencechecksarerequiredforeachclubRegisteredVolunteer.

• These reference checks are to be done by the people involved in administering youthexchangeintheclub.

• Itisimportantwhendoingareferencechecktolettherefereedescribethecandidateintheway theywish,but thequestionson the ‘ClubCounsellor/sorOtherRegisteredVolunteerScreeningReport’form(CL3)and‘HostFamilyMembersScreeningReport’form(CL2)maybeusefulaspromptsortoensureallthatneedstobeknownhasbeencovered.

RefertotheClubCertificationManualCL2andCL3forguidanceandCL4fortheformCHILDPROTECTIONAUTHORISATION

• Inrecentyears,therehavebeenmanychangestolawsrelatingtoChildProtectionacrossallstates.

• UpdatedNationalGuidelinesfortheOperationofInternationalSecondaryStudentExchangePrograms in Australia came into effect for currently registered Student ExchangeOrganisations(SEOs)inJanuary2016.

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• Everyone involved in a Rotary Youth Programwhere Rotary specifically requires they becheckedmustthereforenowgeta“ChildProtectionAuthorisation”.

• Theterm“ChildProtectionAuthorisation”meanstherelevantapprovalforaspecificState,whetherthatbeaDCSI(DepartmentofCommunity&SocialInclusion)Check(SA),WorkingWithChildrenCard(Vic)orWorkingwithChildrenCheck(NSW).

Theprocedureforobtaininga“ChildProtectionAuthorisation”ineachofthethreeStates,partsofwhichcompriseRotaryDistrict9520,isdetailedintheClubCertificationManual.

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LTYEINBOUNDFORMSFORCLUBCERTIFICATION:INDEX&TIMELINE

CL1ProceduresrehostingaLong-TermInboundstudent(Policydocumentforinformation)CL2HostFamilyMembersScreeningReportCL3ClubCounsellor/sorOtherRegisteredVolunteerScreeningReportCL4RegisteredVolunteerInformationandDeclarationFormCL5ApplicationforCertificationtoHostaLong-TermInboundStudentCL7Long-TermInboundChecklistforClubs/ClubProtectionOfficersAssociateRotaryClubCo-HostingGuaranteeForm TIMELINE: DuedateClubPresidentSubmitExpressionofInterestinbeinginvolvedinLTYEProgramandStudentHosting Preferences Questionnaire (IC003) to District LTYE InboundCoordinator.Co-HostingClubPresident(ifapplicable)Submit‘AssociateRotaryClubCo-HostingForm’toLTYEInboundCoordinator

February20th

April15th

ClubCertificationSubmitCL5‘ClubCertificationApplicationtoHostaJuly/AugustInboundStudent’ completed by Youth Exchange Officer to District YEC ComplianceOfficer.

EndofMay

Submit CL 7 LT Inbound Checklist completed by Club Protection Officer toDistrictYECComplianceOfficer.CLUB APPLICATION FOR CERTIFICATION, CO-HOSTING (if applicable) ANDCLUB PROTECTION OFFICER CHECKLIST/DECLARATION FORMS SHALL BERETAINEDBYTHEHOSTCLUBFORONE(1)YEAR

NolaterthanonemonthafterthestudentleavesAustralia

ClubCounsellor&Assistant(ifapplicable)Select&brieftheCounsellor/susingCL1Clause4andCL3.HavethemfillinaCL4form.

EndofMarch

Obtain aDCSI Check (SA) orWorkingWith Children card/check (VIC,NSW).TheClubinterviewsthreereferees,confirmsthecounsellor’ssuitability,thencompletestheirCL4form.

May15th

HostFamiliesSelect, interviewandbrief the firsthost familyusingCL1Clause5andCL2andhavethemfillinCL4forms.

EndofMarch

ObtainChildProtectionAuthorisationsforalladultfamilymembers.TheClubinterviewseachmember’sthreereferees,thencompletestheirCL4forms.

May15th

Ifnotdoneat thesametimeas the firsthost family, repeat theprocess forsubsequenthostfamilies.

6weeksbeforethestudentjoinsthem

EXCEPTASSPECIFIEDABOVE,COMPLETEDCLFORMSSHALLBERETAINEDBYTHEHOSTCLUBandDISTRICTYOUTHEXCHANGECOMMITTEE(COMPLIANCEOFFICER)FORFIVE(5)YEARS

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GUIDELINESFORNEIGHBOURINGCLUBSINTERESTEDINCO-HOSTINGALONGTERMINBOUNDEXCHANGESTUDENTDidyouknowthatRotaryClubscanshareaLTYEStudent?

District 9520 Youth Exchange Committee advocates will assist Rotary Clubs in the co-hosting ofinbound students as an innovative option to promote greater uptake of the Long-Term YouthExchangeProgram,especiallyinclubsthathavenothostedrecently.

WeencourageneighbouringRotaryclubstoconsiderco-hostingastudent.

It may be of great benefit, but not essential, to team an experienced hosting club with a newlyparticipatingclub.

Theadvantagesofthisarrangementtoclubsinclude:

• ParticipationinthiscoreRotaryProgram.• Engagingwithyouthandtheircommunity.• Rotaryclubcontactwithschoolsandparents(potentialRotarians).• Easiertofindonlyhalfthehostfamilies.• Reducedcoststoeachclub.• Twolocalclubscollaboratingonaproject.• Enhancedrelationshipsbetweentwoclubsandtheircommunities.• TherearealsobenefitstothestudentofengagingwithtwoRotaryclubs.

Howdoesitwork?

• ThefirsthostclubtakestheleadforthepurposeoftheGuaranteeForm.• ThereisasingleclubcounsellorandhostschoolusedthroughouttheExchangeyear,so

clubsneedtobeinasimilararea.• Alltheusualcertificationrequirementsneedtobemetbybothclubs.• Usuallya50/50share,withfirst6monthsinoneclubandsecond6monthsinthenext.• Theclubthestudentiswithpaysthemonthlystudentallowance(AUS$120minimum)and

mealcostswhenthestudentattendsclubmeetings.• Thetwoclubstoworkthingsoutamicably,withthesupportoftheDistrictYEC.

Note:AllrelatedYEPpaperwork,certificationsandhostingarrangementswouldbeasdocumentedintheD9520ClubCertificationandLTYEInboundStudentManuals.

Forfurtherinformationcontact:GaylSparnon,Chair,RotaryDistrict9520YouthExchangeCommittee

T:0883392992M:0488448131E:gsparnon@yahoo.com.auor LynneTrethewey,LTYEInboundCoordinator

T:0882787491M:0402428986E:rogertre@dodo.com.au

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District 9520 Rotary Youth Exchange Associate Rotary Club Co-Hosting Form

District 9520 Youth Exchange Committee has agreed that the Rotary Club of co- hosts the Applicant whose details appear below along with the primary club, the Rotary Club of . These clubs are located near each other. Applicant Family Name/Legal Name First /Given Name Wants to be called Sex (M/F) Street /Address City __________________________________________________________________ State/Province Country of Residence Postal Code ____________________________________________________________________________ Date of Birth (year/month/day) Place of Birth State/Province Country _____________________________________________________________________________ Citizen of (Country) Home Telephone E-mail Address The co-hosting receiving Rotary Clubs’ details and commitment follow. Receiving co-hosting clubs’ guarantee (To be completed by co-hosting club in assigned country) The co-hosting Rotary Club will enable the primary Rotary club to fulfil its commitment by sharing the provision of board in approved homes, sharing the provision of one year’s schooling at high school level and sharing in the giving of a monthly allowance of AUS $120. While with their club they will invite the applicant to participate in their Rotary Club and District events and activities typical of our country and provide guidance and supervision to assure the student’s welfare.

Club President (Type/Print) Club President Signature Date yr/mo/day ____________________________________ Club Secretary or Y.E.O. (Type/Print) ____________________________________ Club Secretary or Y.E.O. Signature Date yr/mo/day

Co-Host Club First Host family Name Address Address Phone E-mail address

Co-Host Club Second Host family Name Address Address Phone Email address

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SOMESUGGESTIONSFOROBTAININGANDSUPPORTINGHOSTFAMILIES

• Don’t overlook the oldermembers of your club as host parents. Althoughmost exchangestudentsprefertohavefamilieswithchildrenlivingathome,thereareadvantagestohavingacoupleofolderfamiliesforthefollowingreasons:

• Often,especiallywheneverythingaroundthemisnewanddifferent,havingtoget

onwithhostbrothersandsisters(nomatterhownicetheyare)addsextrastress.• The expectation that the exchange student does the things their host siblings are

doingandfitsinwiththeirsiblings’friendsmaynotbewhattheywouldprefer.• Theycanrelatewitholderpeopleastheywouldtotheirowngrandparents.• Older people, particularly if they are retired, havemore time to spendwith them

andtakethemplaces.• There is amore relaxedatmospherewithout thedaily rush ina familywhen their

childrenarenothomeanymore. Othersourcesofhostfamiliesinclude:

• Rotarians’ sons and daughters with children of their own who would benefit greatly byhavingsomeonefromadifferentcountryandculturelivingwiththemforawhile.

• Parentsoftheexchangestudentyourclubissendingoverseas.Therewillbeasparebedin

theirhouseandanotheryoungpersonintheirhomehelpsfillthevoidleftbytheabsenceoftheirownsonordaughter.

• Ask parents of your outgoing studentwhether, in addition or as an alternative to hostingthemselves,theyareabletosuggestanotherfamilywhomaybeabletodoso.

• ParentsofformerYouthExchangeparticipants.Theyunderstandtheimportanceoffindingresponsible,caringparentstohostaninboundstudent.

• Clubmembers’friendswhotheythinkmightbewillingtohostastudent.

• Thefamiliesofschoolfriendsorteachersofyourclub’scurrentorpastexchangestudent/s,

whomayvolunteerorbe recruitedvia club liaisonwith thehost school. Someclubshaveobtainedwonderfulhostparentsthisway.

• Local churches, sports and youth clubs, art and drama societies, etc. can also be great

resourcesforfindinghosts.• FamilieswhosubmitaDistrict9520websiteapplicationtohostaRotarylongtermexchange

studentandarereferredtoclubsbytheInboundCoordinator.

• Workwith a nearby club to co-host a student and thereby expand your pool of potentialhostfamilies.(SeeCo-HostingGuidelinesabove)

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• Invite potential hosts, including Rotarymembers, friends, family, neighbours, school staffandparents, formerExchangestudentsandtheirparents, toeventsorganisedfor inboundexchange students. Interactionwith these amazing youngpeople is a goodway to inspireinterestinhomehosting.

Ourrecommendationisfourhostfamilies.IdeallytwowouldbeRotarianfamiliesandtwonon-Rotarian families, with the proviso that the first (preferably also the second) host family beRotarian, or at least experienced in hosting a Rotary exchange student, to ensure that LTYEProgram objectives are achieved from the outset.We realise, however, that the ideal is notalwayspossibleandcompromiseshavetobemade.Ofcourse,allthehostfamiliesyouselectforyourstudentmustbecarefullybriefedandvettedtoensuretheyaresuitablepeopleandunderstandtheirresponsibilities. Someclubsfeeltheyarelettingtheclubdowniftheyarenotabletogethostfamiliesfromwithintheirclub.Thisisnot the feelingofRotary InternationalonYouthExchange,nor thatof theDistrict9520YouthExchangeCommittee.Havingsaidthis,westillfeelyoushouldgiveRotariansthefirstoffertobehostsiftheywish.

Itisalsoworthrememberingthatifyougethostparentsfromoutsideyourclub,thesepeoplebecomepotentialnewmembersforyourclub.

Astrongsupportsystemforhostsandstudentsiskeytoasuccessfulyearforeveryone.• TheCounsellor is the liaison person between the student and the host Rotary Club, host

family,hostschool,localcommunityandtheDistrictYouthExchangeCommittee.Itisveryimportant that these relationships are built on TRUST, whichmeans that the Counsellormustbecarefullyselectedandsupportedintheirdutiesbytheclub.

• Time out, from and for host parents, has benefits for everyone. Clubmembersmay beasked to volunteer: a) to host the exchange student for ameal, overnight stay, day trip,weekendawayorshortholiday,andspecialactivities(e.g.,themovies,theatre,exhibitions,sportingmatches)-whatevertheythinkthestudentmightbeinterestedinandwhichdoesnot clashwith school, club, compulsoryYouthExchangeandhost family commitmentsorthe student’s personal diary dates; b) as a substitute driver if host parents, thecounsellororaYECmemberisnotabletotakethestudentsomewhereand/orpickupthemup;c)actasreliefhostparentsforashortperiodshouldcircumstancesdemand.

It’sagoodideatokeepacalendaratclubmeetingstokeeptrackofmembers’offerstobrieflyhostortodrivethestudentonoccasion.Anyclubmemberwho looksafteranexchangestudent insuchwaysmustbeassessedasa‘RegisteredVolunteer’ORa‘ResponsibleAdult’asdefinedonpp.34-35inthisGuide.

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SECTION2-LTYEINBOUNDPROGRAMADMINISTRATIONTHEROLEOFTHEDISTRICTYOUTHEXCHANGECOMMITTEEINRELATIONTOINBOUNDLONG-TERMEXCHANGERotaryYouthExchange isaRotaryclubprojectandtheDistrictCommittee’s job is largelythatoforganisingtheexchangeproceduresonbehalfoftheclubs.Specificallytheywill:

• LiaisewiththethreeStategovernments inDistrict9520toobtainandmaintain licensestooperateasanexchangeorganisationinthoseStates.

• Select,liaisewithandgettoknowoverseasdistrictsforthepurposeofexchangingstudentswiththosedistricts.

• Liaisewithandenterintoanagreementwiththosedistrictstoensure,asfarasispossible,thattheoverseasstudentsarewellselectedbytheirsponsordistrict.

• ArrangeallthenecessarypaperworktoenablethestudentstoobtainstudentresidentvisastoAustraliaandalsotomakesuretheyarefullyinsured.

• Prior to finally accepting an overseas student, obtain a signed commitment from thestudent’s parents that they will conform with any specific requirement District 9520imposes,forexamplethatparentswillfundthestudent’sSafariTour,agreetothestudentbeingissuedwithandwearinganAustralianMedicAlertbraceletorpendant,etc.

• Allocatestudentstoclubs,asfarasispossiblefulfillingeachclub’swishesastothepreferrednationality,genderandageoftheirstudent.

• Organise a training seminar on a one-to-one basis conducted by a Youth ExchangeCommitteemember(GroupCoordinator)withtheclubcounsellor/samonthormorebeforethestudentarrives.(NowaRotaryInternationalrequirement)

• Organiseahomebriefingforthestudent,theclubcounsellor/sandallofthehostfamilieswithin two weeks of the student’s arrival, which is also conducted by the YEC GroupCoordinator.(NowaRotaryInternationalrequirement)

• EnsurethatthemonthlystudentreportsrequiredbythethreeStateauthoritiesandnowbyRotary International are received regularly from all students, and that the quarterlycounsellorreportsarereceived.

• Repatriateanystudentswho,afterseveralwarnings,donotsendintheirmonthlyreports.• AssigneachinboundstudenttoaYECommitteemember(GroupCoordinator).Theirroleis

to assist club counsellors with students’ problems where their more specific knowledge,experienceandcontactscanhelp.

• Generallyguideandassist clubswith studentexchangequestionsorproblems, specificallyassistingclubswhoarehostinganexchangestudentforthefirsttimeorthefirsttimeforawhile.

• MaintainthebalancethatthethreeStategovernmentsrequirebetweenstudentsgoingoutofAustraliaonexchangeandthosecomingin.

• Givetheexchangestudentscomingintoourdistricttheopportunitytomixwithandgettoknoweachotherbyhostingtheminagrouponfouroccasionsinayear:normallytheAugust/SeptemberBriefingDayatNunyara(Belair),theNovemberCalperumStationWeekend and theDistrict Conference (inMountGambier in 2017).TheOctoberLamerooWeekendwill not be held in 2016. There is a tentative joint weekend in PortLincolnwith9500inFebruary.

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Students’attendanceattheseweekendsiscompulsory

• Liaisewith Terra Australia Tours,who organise and run the (non-compulsory) three-week“AustralianSafari”tour(26March-15April2017),togiveourstudentsanopportunitytoseeasmuchofourlandanditsdiversityaswecan.

• Arrange forGroupCoordinators to visit andenthuse clubsabout the LongTermExchangeProgram, especially clubs who have not been involved in youth exchange for some time.Takingagood(current inboundorareturnedfromoverseas)exchangestudentwiththemonsomeclubvisitsisencouraged.

LTYEINBOUNDCOORDINATOR’SROLEThe YEC Inbound Coordinator is responsible for administrative oversight of the LTYE inboundprogram.S/he:

• Sendsout Interest letter (IC002) andquestionnaire (IC003) to Clubs re involvement intheprogram. Followsup to get replieswith the assistanceofGroupCoordinators andAGs.

• Receives overseas student applications and assesses each applicant’s suitability forexchangetoD9520beforematchingstudentstohostclubs(accordingtopreferences).

• Sendsofferletter(IC009)toHostClubwithoriginalcopyofstudentapplication(keptbyClubifacceptingthestudent,otherwiseallpapersreturned),plusGuaranteeForm(GF)andAYEP4HostingForm(IC006)forcompletionbyclubYouthExchangeOfficerasap.

• RequestsAASESformfromappropriateGovernmentEducationauthority.• ForwardsalldocumentsandformsrequiredbySponsorandHostDistricts toYEChairs

andtheexchangestudent.• Checksinformationreturnedbythestudentretravel&healthinsurancecover(IC008),

VisitorsAgreement,AustralianRotarySafaritourandMedicAlertpermissions,inboundflightdetailsandtheirAASESform(withPartCcompletedbynaturalparent).

• Sends a copy of the student’s AASES form to Host Club Counsellor for host school tocomplete(PartD)attimeofenrolment.

• Notifies YECChair,GroupCoordinator andClubCounsellor of student’s inbound flightdetails. Arranges for students to be met and farewelled at the airport by a YECrepresentative.

• Emailsinformation,documentsandreminderstocounsellors,studentsandYEgroupco-ordinatorsasrequiredthroughouttheyear.

• FilescopiesofallpaperworkconcerningindividualstudentsandLTYEinboundprogramadministrationatClubandDistrictlevel.

• Liaiseswith,overseesandhelpstosupportDistrictandhostclubYEpersonnel intheirrespectiveroles,includingresolutionofmajorproblems/issues.

• ChecksthatRI,D9520andRYEArequirementsaremet.• Annually revises the D9520 LTYE Inbound Manual, posts an electronic copy on the

DistrictYEwebsiteandprovideshardcopiestoGroupCoordinatorsfordistribution.• SubmitsLTYEInboundinformation,forms,etc.forpostingontheDistrictwebsite• IssuesanInboundLTYECounsellorGuideandHostClubGuide.• Co-operateswithotherYECommitteememberstoeducateclubofficersandcounsellors

regardingtheirresponsibilities.

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YECGROUPCOORDINATOR’SROLESUMMARISED• GroupCoordinatorsareassignedtoeachofthe8GroupswithinDistrict9520.

• Group Coordinators are the primary point of contact between the Youth Exchange

CommitteeandtheclubswithintheirGroupanditsAssistantGovernor.

• GroupCoordinatorsareresponsibleforpromotingtheYouthExchangeprogramstoclubsintheirgroupandothergeneralliaison.Thisinvolves:

• VisitingandtalkingtoRotaryClubsintheirGroupasaguestspeakertoexplainandpromotetheprogram.

• EngagingtheassistanceoftheAGinprogrampromotion.

• Promotingtheclubs’sponsoringofstudentsasoutbounds,bothLTYEandRANZSE.

• Encouragingtheclubs’hostingofaninboundLTYEstudent.

• ReportingactivitiesbacktoYEC.

WithregardtotheLTYEInboundProgram,GroupCoordinators:

• Followup,withAGs’help,the‘ExpressionofInterestinbeinginvolvedinLongTermYouthExchange’(IC002)letterand‘InterestQuestionnaire’(IC003)senttoallclubsbytheInboundCoordinator.

• Facilitate neighbouring clubs’ co-hosting of an inbound exchange student if this option ischosen.

• EnsurethatCL5&CL7 formsaresubmittedtoDistrictasrequiredforRIaccreditationtohostand,whenallocatedastudent,thatclubssendtheHostingForm(AYEP4)&GuaranteeForm(GFp.2)totheInboundCoordinatorinatimelyfashion.

• BriefHostClubCounsellorsbeforetheexchangestudentarrives.• ProvidetheClubCounsellorwithstudent,parentandcounsellormanualsatthetimeofthe

firstcounsellorbriefing.

The ‘RegisteredVolunteer InformationandDeclaration’ (CL4) formshouldbeexplainedandprovidedforeachhostfamilymemberover18livinginthehousewherethestudentwillstay. • GroupCoordinatorscarryouttheHomeBriefingofthestudent,theclubcounsellorandall

ofthehostfamilies.EnsuretheClubCounsellorhasa:

Ø HomeBriefingReportFormØ InboundStudentDetailFormØ InboundStudentMedicalFormØ AASESform(PartDtobecompletedbythehostschool)

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TheseformsarecompletedbytheCounsellorandhandedtotheGroupCoordinatorattheHomeBriefing,thenreturnedtotheInboundCoordinatorandDistrictYEChair.

• Group Coordinators receive LTYE inbound students’ Extended Travel Approval forms andsendscopiestotheIBCoordinator.

• TheyalsohelpinboundandoutboundCounsellorstoresolveanymajorproblemsor issues

thatarise concerninga student’sexchangeprogram inD9520oroverseas, assistedby theYECCounsellorSupportOfficerandIB/OBCoordinatorifrequired.

DistrictYECcontactsforGroupCoordinators

• Inboundstudents: LynneTrethewey• Outboundstudents:HelenGooley• RANZSEprogram: Geoff&RobynOertel• Counsellorsupport:ElizabethWickham• Formsandcompliance:DarrylWickham• Promotion&anythingelse:GaylSparnon

THEROLEOFTHEYECCLUBCOUNSELLORSUPPORTOFFICER(LTYEInboundandOutbound)TheD9520YECCounsellorSupportOfficer’sroleincludesresponsibilityfor:

• Organising and conducting Counsellor education/training sessions co-operatively with theYECChair,LTYEInboundandOutboundCoordinatorsandGroupCoordinators

• priortostudents’arrival/departure• atNunyaraBriefingDay–InboundandOutboundCounsellorsessions.

• OngoingsupportforhostandsponsorClubCounsellors,viaGroupCoordinators,regarding

• Districtrequiredpaperwork(formsetc.)• Resolution of any problems/issues that arise concerning a student’s exchange

programinD9520oranoverseascountry.

• Familiarising themselveswith LTYEProgramhardcopyandwebmaterialspublishedbyRI,RYEA and District 9520 (manuals, guides, handbooks, etc.), together with any additionalresourcesthatcounsellorsmightfinduseful.

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INBOUNDSTUDENTCOUNSELLORCHECKLISTOFDUTIESBeforethestudentarrives:

• FamiliariseyourselfwithYouthExchangeProgramrulesandguidelines.• Startafileinwhichtokeepalldocumentationrelatingtothestudent’sAYEP.• Establishcommunicationwiththeincomingstudentandtheirfamily.• AssistthestudentwiththeirpreparationsforcomingtoAustralia.• AdvisetheHostClubofallrelevantinformationpertainingtothestudent.• Pre-arrangepaymentofthestudent’smonthlyallowancewiththeClubTreasurer;ascertain

whatschoolandDistrictYE-relatedexpenseswillbepaidforbytheClub.• Discussschedulingthestudent’spresentationtotheClubwiththeProgramOfficer.• Obtain requisite paperwork for each signatory from the financial institution at which the

student’saccountswillbeopened.• EnsurethatthestudentisguaranteedaplaceattheHostSchool;makeanappointmentfor

themtoenrolandnegotiateonwhichdaytheywillcommenceclasses.• BeawareofHostFamilyarrangements;helpwithselectionandvetting(ifrequired).• Obtainand return to theYEGroupCoordinatora copyof completedCL4 forms,andmake

surereferencechecksandchildprotectionauthorisationsaredeemedtobesatisfactoryforalladulthostfamilymembersandClubCounsellor/s.

• Meet with the YE Group Coordinator/Committee representative for a Club CounsellorBriefing;obtainformstobefilledoutandhandedbackattheHomeBriefing.

• GiveanadvancecopyoftheInboundStudentManualtoHostFamily1andcloselyliaisewiththem to arrange who will do what and when during the first few days or week of theExchange.

• Beawareof the student’sarrivaldate, timeand flightnumber.Checkwhether theDistrictYEChasalsoreceivedthestudent’sitineraryandarrangefortheirreceptionattheairport.

Uponthestudent’sarrival:

• Finaliseschoolenrolment;gettheschooltosignoffontheAASESform(PartD);provideClubCounsellor and Host Family 1 contact details; obtain uniform & other school requisites;confirmtransportarrangements.

• Openthestudent’sEmergencyFundandEverydayoperatingaccount/s.• Ensure that the student has registered online with their chosen OSHC insurer and/or has

receivedapolicypackwithcardincluded.• PhotocopyandrecorddetailsonrelevantDistrictYEformsbeforefiling/securing/returning

the student’s airline ticket,VisaGrantNotice, passport, travel insurancepolicy& cardandOSHCpolicy&card.

• Organise amutually convenient date and time for theHomeBriefing of the Student,HostFamiliesandCounsellor/s.

• Closelymonitorthestudent’sprogressduringtheinitialweeksoftheirExchange.• AttendtheBriefingDayatNunyara,Belair,withyourstudent.

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ThroughouttheExchange:• Maintain regular liaisonwith the student.Report anymajor concerns/unresolved issues to

theDistrictGroupCoordinator,cc.InboundCoordinator.• Monitorschooling/Rotary/socialactivitiesforabalancedlifestyle.• RemindthestudentoftheirRotaryresponsibilities, importantdatesanddeadlines,andthe

needtoseekrelevantpermissionsfortravelinadvance.• Organisethestudent’sattendanceatcompulsoryDistrictactivities.• Arrange publicity for the Exchange Program and the student’s Rotary Club/other speaking

engagements,involvementinschool/communityactivities,etc.• Overseethestudent’sEmergencyFund.• Organisechangingfromonehostfamilytothenext;updateDistrictYECandschoolrecords

oneachoccasion.• Submit travel approval, Rotary Australian Safari Tour Permission, YE compulsory event

Registration and Transportation & Permission forms, and Club Counsellor’s quarterlyconfidentialreportsbytherelevantduedate.

Preparingfordeparture:• Check the student’s return travel arrangements at least 3-4 months prior to departure.

Closertotheactualdate,checkthatflightbookingsareconfirmed.• Encourage/assistthestudenttosendexcessluggagehomeinadvanceandtoconformwith

baggageallowancesfortheentirereturnjourney.• Organisethestudent’sfarewellpresentationtotheClub.• Ensurethereturnofallschoolandanyotherprivateproperty.• Withdraw the $400 emergency fund and give the cash to the student, then close their

bank/creditunionaccounts.• Keeptheairlineticketandpassportsafeuntiljustbeforedeparture.• ArrangeaRotaryClubfarewellandensurethatthestudentstillfollowsYouthExchangerules

atanyprivately-organisedfarewellparty.• Makesure thestudentarrivesat theairport inplentyof timetosayhis/hergoodbyesand

overseecheck-iniftheyseemtoodistractedoremotionaltoattendtodetails.• Beawareof theprocesswhen facedwithan inboundstudent’searly return to theirhome

country,forwhateverreason.

Post-Exchange:• AdvisetheClubandhostfamiliesofthestudent’ssafereturn home. • Confirm that the Club Protection Officer has completed and submitted the Long Term

InboundChecklist(CL7)withinamonthofthestudent’sdeparture.

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HOSTFAMILYRESPONSIBILITIESHostparentsactinplaceoftheexchangestudent’snaturalparents/guardiansduringthestudent’sstayintheirhome.Inadditiontoprovidingboard,foodandothernecessities,andgenerallylookingafterthestudentinalovingandcaringmanner,hostparentsareresponsiblefor:

• Explaining‘familyrules’andexpectationsofthestudentassoonastheymovein.

• Coveringthestudent’sdaytodaylivingcosts,includingfamilyoutingsandholidaytrips.

• TransportarrangementstoandfromschoolandRotaryClubmeetings.

• EnsuringthatthestudentabidesbyRotaryDistrict9520YouthExchangeRuleswithregardtobehaviour,travel,etc.,aspublishedintheLTYEInboundManual.

• Ensuringthat,ifawayfromthehostfamilyhome,thestudentissafeinthecompanyof

others(RegisteredVolunteers,ResponsibleAdults,licenceddrivers).

• Notallowingthestudenttovisitplaceswheretheywouldnotpermittheirownchildrentogo.

• Attendingtoschool-relatedmattersoutlinedintheInboundManual.

• Assistingthestudentwithregardto:

a) healthmanagement,medical/dentalappointmentsandOSHCinsuranceclaims;b) attendanceatDistrictRotaryYouthExchangeandhostRotaryClubevents,andthenon-

compulsoryMulti-DistrictAustralianRotarySafari;c)movingtothenexthostfamilyorreturninghomeattheendoftheirExchangeyear.

• Directinganyquestionsandreferringdifficult-to-resolveissues/problemstothestudent’s

ClubCounsellor.

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LTYEINBOUNDPROGRAMLINESOFRESPONSIBILITY:ASUMMARY

YECChair

Treasurer YouthProtectionCommitteeChair

ComplianceOfficer

LTYEInboundCoordinator

YECCounsellorSupportOfficer GroupCoordinator

ClubCounsellor

School

Student

HostFamilies

ClubPresident,YouthExchangeOfficer,YouthProtection

Officer

AssistantGovernor

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2016–2017LTYEINBOUNDCALENDAROFACTIVITIESANDDUTIESJULY/AUGUST2016 Inboundstudentsdepart/arriveAUGUST2016

1st CounsellorstocompleteandsendtheBriefingWeekendRegistrationformtoInboundCoordinator

28th StudentReporttoInboundCoordinator

SEPTEMBER2016

3rd BRIEFINGDAY-NunyaraConferenceCentre*CompulsoryActivityforallInboundStudents&Counsellors

30th StudentReporttoInboundCoordinator ClubCounsellorReporttoInboundCoordinator

OCTOBER2016

NOVEMBER2016

1st CalperumWeekendTransportation&Permission formtoInboundCoordinator

11thto13th CALPERUMWEEKEND-Renmark *CompulsoryActivityforallInboundStudents

30th StudentReporttoInboundCoordinator

DECEMBER2016

31st ClubCounsellorReporttoInboundCoordinator

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2016-2017CALENDAROFACTIVITIESANDDUTIEScont.JANUARY2017

31st StudentReporttoInboundCoordinatorFEBRUARY2017

1st DistrictConferencePermissionformtoCommitteeChairman

tba PortLincolnWeekend(tentative)

MARCH2017

1st AustralianSafariTourPermissionformtoCommitteeChairman

(naturalparents’permissionalreadyreceived)20th StudentReporttoInboundCoordinator31st ClubCounsellorReporttoInboundCoordinator

MARCH26thtoAPRIL15th RotaryAustralianSafariTour(notcompulsory) APRIL2017

27thto30th DISTRICTCONFERENCE–MountGambier

CompulsoryActivityforAllInboundStudentsMAY2017

20th StudentReporttoInboundCoordinator

JUNE2017

30th (Final)StudentReporttoInboundCoordinator CounsellorReporttoInboundCoordinatorJULY2017 Inboundstudentsdepart/arrive

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SECTION3–COUNSELLORTRAININGANDSUPPORT

• YEC Group Coordinators are responsible for training Club Counsellors to undertake theirdutiesaslistedintheprevioussectionofthisHostClubGuide.

• A more detailed ‘LTYE Inbound Student Counsellor Guide’ compiled by the YEC Inbound

CoordinatorisavailableontheDistrictYouthExchangewebsite.

• TheCounsellorSupportOfficerontheD9520YouthExchangeCommitteecanbecalleduponat any time for help, at the request of a counsellor via their Group Coordinator or bycontactingtheSupportOfficerdirect.

• TheLTYEInboundCoordinatorisalsoonhandtoassistinresolvingmajorproblemsorissues

andansweranyquestionsthatmaybereferredtothem.

• Counsellortrainingtakesplaceatthreeintervalspriortoandsoonafterstudents’arrivalonexchangeinourDistrict.Theyare:1) an initial briefing conducted by the Group Coordinator a minimum of three weeks

beforethestudentarrives;2) aHomeBriefingofthestudent,hostfamiliesandthecounsellor,alsoconductedbythe

GroupCoordinatorwithinafortnightofthestudent’sarrival;

3)atthejointD9520/D9500BriefingDayinlateAugust/earlySeptember.

THEFIRSTBRIEFINGOFTHECLUBCOUNSELLOR:INFORMATIONFORTHEGROUPCOORDINATOR

ArrangementsforClubCounsellorFirstBriefing

• ASuitablePlaceandTimePlanameetingplacewherethetwocangettogethertotalkwithout interruptionforanhour.Therearemanythingsthatneedtobeorganisedbeforethestudentarrivesandthingstoplanjustafterthestudentcomes.Forthisreasonthemeetingneedstobeasearlyaspractical,butasstatedaboveaminimumofthreeweeksbeforethestudent’sarrival.

• Whoshouldattend?Thisisaone-on-onebriefingbetweentheCounsellorandtheYECommitteeGroupCoordinator.If theCounsellor isnotof thesamegenderas thestudent, thepartnerorotherclubmember(Assistant Counsellor)who is of the same gender as the student,must attend themeeting aswell.ItisdesirableforthesakeofcontinuitythattheGroupCoordinatordoesthis,asshe/hewill

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bedoingthehomebriefingwiththestudent,theCounsellor/sandthehostfamiliesacoupleofweeks after the student arrives. If, however, the Group Coordinator is not available, the YEChairmancanappointanothermemberoftheYouthExchangeCommitteetodoitinstead.• TheInboundManualManualsrelatingtoincomingstudentsareprintedinJunepriortothearrivalof(predominantly)northernhemispherestudentsinJuly/August.TheGroupCoordinatorortheirrepresentativewillbring sufficient manuals to the first Counsellor Briefing for distribution to host families, theincomingstudentandthecounsellor/sthemselves.

• HomeBriefingArrangementsTalkaboutarrangingtheHomeBriefing;findamutuallyconvenientdate,preferablywithintwoweeks of the student’s arrival. Have the counsellor approach all the host families before thestudent arrives. Themore notice families are given the easier itwill be to find a timewheneveryonewillattend.• HomeBriefingFormsThe Inbound Students Home Briefing Report form, Inbound Student Details Form and theMedicalFormshouldalsobegiventotheCounsellorbytheGroupCoordinator(ortheirdeputy).Stressthatthese formsmustbefilledoutbeforethestudent’sHomeBriefingsotheycanbehandedtotheGroupCoordinatorwhenheorshearrivestodothatBriefing.• ReferenceChecksandChildProtectionAuthorisationsDuring their initial phone call, the Group Coordinator should inform the Club Counsellor thathe/sheintendstocollectthefollowingpaperworkattheCounsellor’sbriefing:• acompletedCL4formfortheCounsellor(andAssistantCounsellorifappointed);• acompletedCL4formforallmembersofthefirsthostfamilywhoareover18yearsofage

and living at home. (Ideally these forms should be collected from all host families at thistime, but later families’ can be obtained prior to the student changing host families ifnecessary);

• assurance that reference checks and child protection authorisations for all known hostfamily members and the Club Counsellor/s are deemed satisfactory (confirmed bycompletedandsignedCL2andCL3forms).

NB. UNLESS THE ABOVE DOCUMENTS ARE PROVIDED AT THE TIME OF THE COUNSELLOR’SBRIEFINGTHEEXCHANGECANNOTPROCEED.

CONTENTSOFCOUNSELLOR’SFIRSTBRIEFING:CONDUCTEDBYTHEGROUPCOORDINATOR

AgoodwayfortheGroupCoordinatortocommencethebriefingistosharethelatestinformationthe counsellor and theGroup Coordinator have about the student’s arrival and then address thefollowingpoints:1. ImportanceoftheCounsellor’sRole

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TheimportanceoftheCounsellor’srolecannotbeover-emphasised.AstheCounselloryouarethe student’s lifeline. It is vitally important you become the student’s confidante, someonehe/shecantrustandcometowithwhateverproblemstheymighthave.Beunderstandingbutatthesametimemakesureyourstudentdoestherightthing.Ifyouandthestudentareoftheoppositegender,itisalsoveryimportantthatthestudentisequallycomfortablewithwhoeveris appointed Assistant Counsellor (your husband, wife, partner or another club member), asthere may be some problems which a student can best discuss with someone of the samegender.Meetandtalkwithyourstudentregularly.Yourrolecanmakethedifferencebetweenasuccessfulexchangeandafailure.

2. HostFamilies–ChoosingandVetting

• ItisnowaRotaryInternationaldirectivethataCounsellorcannotbeahostfamilymember.

Thisisaverysensiblerule.Ifthestudentdoesnotgetoninafamilyforsomereason,theyneed to know their Counsellor is an independent mentor. It is also a lot easier for aCounsellor to have themore serious talks thatmay become necessary if they are “at anarm’slength”fromthestudent.

• It isoftentheCounsellor’sroleintheclubtohelpintheprocessofselectinghostfamilies.Three to five is thenumberof familiesRotary International recommends.HalfRotary andhalf non-Rotary families is the idealmix,with possibly the family of the outgoing studentbeingonehost.Thislatter,however,cannotbemadearequirementofbeinginvolvedintheyouthexchangeprogram.

• TheCounsellor, alongwith anothermember of the committee in the club responsible forstudentexchange,mustalwaysvisitthehomeofanyprospectivenewhostfamily.Usethevisitto:

• explaintheresponsibilitiesandroleofahostfamily.• make an assessment of the suitability of the family. Are they caring and

understandinganddotheywanttohostforthecorrectreasons?• inspect the roomproposed for the student to see it is satisfactory and offers the

studentprivacy.• Aftertheinterviewandinspectioniscompleted,assessthefamily’ssuitability.

The‘HostFamilymembersScreeningReport’(CL2)formshouldbeusedtoassessthis.SuggestionsforfindingsuitablehostfamiliesareonPages15-16ofthisHostClubGuide.

• If it is decided the family is suitable to host, give the family a ‘Registered Volunteer

InformationandDeclaration’(CL4)formforeachhostfamilymemberover18yearsofagelivinginthehousewherethestudentwillstay.

• TheCounsellorandthefirsthostfamilyshouldbecommunicatingwiththestudent(andthestudent’sfamily)priortotheirarrivalinAustralia.

3. TheStudent’sArrival

Thestudent,onarrivalinourDistrict,willhavebeensubjectedtoaverylongflight.Theywillnaturallybeverytiredandnotfeelliketalkingtoalargenumberofpeople.

• Itissuggested,therefore,thatthegroupwelcomingthestudentbelimitedtonomorethanthe first host family, the club counsellor and partner, the club president and a DistrictCommitteerepresentative.

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• Donotplanforthestudenttodoanythingmuchforthefirstcoupleofdaysuntiltheyhavecaughtuponsleep,gotoverjetlagandadjustedtolocaltime.

• Counsel the first host family to get the student sleeping at the right times by persuadingthemtostayawakeduringtheday,sotheywillbetiredenoughtosleepatnight.

4. QuestionsfortheFirstNight

It isagreathelp if theCounselloralerts the firsthost family to the listof simplequestionsonPages55-56oftheLTYEInboundManualandurgesthemtogothroughthesewiththestudentassoonasthestudenthashadsomesleepafterarriving.Althoughtheguidelinesareverybasic,theiranswerswillremovealotofworryinguncertaintiesinthestudent’smindandhelpthemtorelax in theirnewenvironment,aswell asbeinga startingpoint formoreopenconversationslateron.Goingthroughthesequestionswiththestudentappliestoeachnexthostfamilyaswell.

5. InitialArrangements

There are two very important things to bedone shortly after the student arrives inAustralia.Theyneedtohappenassoonastheyhaverecoveredfromtheirflight.

5.1 GoingtothebankwiththeStudentThisnormallyinvolvesthreeprocedures:• Openingthestudent’sEmergencyaccountwithAU$400whichthestudenthasbroughtwith

themforthispurpose.Thisaccountshouldbeabletobeoperatedbythestudentandyoujointly,andalsobythestudentandanotherclubmemberjointly,incaseyouareawaywhenanemergencyarises.

• Opening an operating account for the student, an account where they can deposit any

moneytheyreceiveanddrawitastheyrequireit,normallywithacardforATMaccess.

• Putting the student’s passport, visa grant notice and air ticket (or in the case of theincreasinglycommone-ticketacopyoftheofficialairlineschedule)inasecuritydepositwiththe bank or a Rotarian’s home/office safe, after having taken photocopies so theinformation on them can be referred to by you or the studentwithout going back to thedocumentsheldinsafe-keeping.Note:thestudentmustalwaysbeabletogainaccesstotheoriginaldocumentsiftheywantthem.

5.2 TakingtheStudenttohis/herschoolforenrolment,etc.

• Thefirstthingtodoonarrivingattheschool,havingmadeapriorappointment,istoenrolhimorher.(Someoneinyourclubwillhavevisitedtheschoolpreviouslyandhadtheschoolsignthestudent’spaperstoguaranteetheplaceatthatschool.)

• Thestudent’sparents shouldhavesent theYECommitteeLTYE InboundCoordinator their

AASES (AcceptanceAdviceofSecondaryExchangeStudent) formwith sectionCcompletedand signed by them. If the Committee has received it, this will be given to you at theCounsellorBriefing.Ifnot,thestudentshouldhavebroughtitwiththem.Thisneedstobe

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signed off by the school (Part D) and returned to the Group Coordinator at the HomeBriefing.

• Helpthestudentorganisethemostsuitablesubjectsfortheirsituation.Thiswilldependa

lotonwhethertheyearistocountorassistacademicallywhentheyreturnhome.• Arrangeforthestudenttogototheuniformshoptopurchaseauniform.(Thismaybestbe

donewithahostparent).Note:someclubspayfortheirstudent’suniformbutthisisnotarequirement.

• Find out what fees are payable and arrange for payment in accordance with your club’spolicy.Basicfees(e.g.forbooks,stationery,laptopcomputerhire)arepayablebytheclub.Feesforextraactivitiesorsubjectsarenormallypaidbythestudent,butsomeclubspayallorpartofthem.

• Arrangewiththestudentanyextra-curricularactivitiessuchassporttheywishtoparticipatein.

• MakesurearrangementsaremadeforthestudenttoobtainastudentIDcard.• Enquireifthereareanyotherthingstheschoolwishesthestudenttodoordecideon.

Note: Students’ Visa Condition no. 8533 specifies that an exchange student is not permitted tochange schools until they have completed 6months of their course of study. Should you as ClubCounsellor and theGroup Coordinator agree to a student changing host school halfway throughtheir exchange year (after full and frank discussion with all parties concerned), the InboundCoordinator must be informed before any move takes place so a ‘Change in Student ExchangeProgramDetails’formcanbesubmittedtotherelevantStateeducationauthority.Ifthisisnotdonethesecondhostschoolwillnotreceivegovernmentfundingforthatstudent.6. ChangingFamilies

Organiseapproximatedateswhenthestudentwillmovefromonefamilytothenext.Whentheyactuallydoso,advisetheLTYEInboundCoordinatorandhostschoolofeachnexthostparents’names,contactdetailsandthedateswhenthestudentwillbestayingwiththem.

7. Manuals

Besides leaving the Counsellor’s manual with him/her, the Group Coordinator (or theirdeputy) should also give the Counsellor the manuals for the student and for the hostfamilies.ThesoonertheCounsellorcangivetheManualtothefirsthostfamilythebetter,particularlyifthatfamilyhasnothostedbefore.Thebalanceofthehostfamilymanualscanbegivenoutat thehomebriefing,butpreferablybeforehand. TheCounsellorshouldgivethestudenttheircopyofthemanualattheairport.

8. FormsNB. Ensure the Counsellor has a HomeBriefing Report form, Inbound StudentDetails Formand an Inbound StudentMedical Form. These formsMUST be filled out and handed to theGroupCoordinator alongwith theAASES form (completedby thehost school) at theHomeBriefing.

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HOMEBRIEFINGOFTHESTUDENT,HOSTFAMILIES&COUNSELLORINFORMATIONFORGROUPCOORDINATOR*Mustbereadpriortothebriefing

Thehomebriefingisthemostimportantsingleeventintheincomingstudent’sexchangeyear.Itshould be held in a suitable environment where all can absorb the information. Governmentlegislation stipulates howwe handle student exchange and the home briefing notes follow thislegislation.Someimportantitemstoplanandconsiderbeforethebriefingare:Thosepresent

All of the following (unless exceptional circumstances occur, which would delay the homebriefing too long) must be present - the student, all host parents (both partners) the ClubCounsellor and partner/assistant, the District YE Group Coordinator. It is desirable that theGroupCoordinator’spartneralsobepresent.Nootherpeopleshouldbethere.

Thescheduling

Within2–3weeksofthestudent’sarrival,preferablyearlyinthisperiod.Thelocation

Itisessentialthisbeinaprivateplaceawayfrompeopleotherthanthosedirectlyinvolvedandawayfromanydistractions.(Preferablyoneoftheparticipatingperson’shome.)

Thelanguage

Most of our students these days have a reasonable knowledge of English but none have anyknowledge of the Australian idiomswhich fill our speech and our accent is often difficult forforeign students to understand. It is therefore essential to speak clearly and slowly, avoidingidioms forall students, and if comprehensionof English is likely to be a problem take specialcareusingonlysimplelanguageandcommonwords. Inafewinstancesitmaybedesirabletohaveaninterpreterpresent.

Format

Eachpoint in theexchange information is very important. Go through the information in theorderlistedwithoutdeviation,omissionormodification.

Familiarity

Readthroughtheinformationanumberoftimesbeforethebriefingtoensureyouarefamiliarwithit.Knowingthefactswillnotonlygiveconfidencetoyourpresentationitwillenableyoutoanswer questions asked along thewaywith answers like “I will be covering that topic in theCounsellor’sinstructions”.Thisavoidsdeviation.

Timing

Allowtwouninterruptedhoursforthebriefingandanyquestionswhichmayfollow.Extratimemayneedtobeallowedifalanguageproblemisexpected.

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ComprehensionMakesureallpartiesunderstandeachpointbeforemovingon.Bepreparedtowelcomeandaskquestionstoensurepeopleunderstandcorrectlywhatyouhavesaid.Rememberthepurposeofthe briefing is to be sure the student, counsellor, and all the host parents have received thesameinformationandthesameinformationasallotherDistrict9520students,theirCounsellorsandhostparents.

CONTENTOFHOMEBRIEFINGCONDUCTEDBYTHEGROUPCOORDINATORRulesandGuidelinesforStudents,HostFamiliesandClubCounsellorsINTRODUCTION: Ask the Counsellor for the “Inbound Student’s Home Briefing Report” form(ensure that the names of those attending are ticked and as many families and approximatehostingdatesarefilledinaspossible).AlsocollecttheStudentDetailsFormandtheMedicalFormandtheAASESformwithPartDcompletedbythehostingschool.ForHomeBriefingdetails,seethe2016-2017‘ManualforLongTermInboundExchange’whichismadeavailabletoparticipantsinhardcopyandisaccessibleontheDistrict9520YouthExchangewebsite:http://9520.ryea.org.auBRIEFINGDAY–Saturday3rdSeptember2016

InformationaboutthejointDistricts9520/9500BriefingDay,whichiscompulsoryforallLTYEinbound(andoutbound)studentsandcounsellorstoattend,canalsobefoundinthe2016-2017‘ManualforLongTermInboundExchange’.

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SECTION4–POLICIES,PROCEDURESANDGUIDELINESFORKEEPINGSTUDENTSSAFE,GRIEVANCE/PROBLEMRESOLUTION&RETURNINGHOMEDistrict9520aimstoprotectyouthexchangestudentsby:

• Ensuringthatallthepeopleinvolvedinlookingafteroverseasstudentsaresuitablepeopletodoso.

• Putting in place procedures, requirements and checks for districts and clubs carrying outexchanges.

• Trainingourstudentshowtoact inasafemannerandbeawareofthedangersthatcouldconfrontthem.

• Giving the students confidence in the Rotary organisation and people so they will bepreparedtospeakoutiftheworstshouldhappenandtheyareseriouslyharassedorabused.They must feel that, if in such a situation, they will be listened to and believed in asympatheticmanner.

• Training those persons a student is likely to approach if they have been abused, so thepersonknowsthecorrectwaytocalmlyandsympatheticallyhandlethesituationandwhatmustbedoneandhowtodoit.

Following is some important information from the Australian Student Protection Manual whichcoversaspectsofthefivepointslistedabove.

YOUTHPROTECTION1. AssessingPeople

Everyonelookingafterayouthexchangestudentmustbeassessedtoensuretheirsuitabilitytodosoeitherasa“ResponsibleAdult”ora“RegisteredVolunteer”.

A“ResponsibleAdult”

-isanadultwho:• isinapositiontoofferastudentaneducational,culturalorrecreationalexperience;• inafamilyorgroupsituation,isresponsibleforcaringforastudentforashorttime;• hasarolesuchthatthereisvirtuallynoopportunityforthestudenttobeattheriskof

abuse;• the student’s counsellor and/or host parents would establish is a suitable and caring

person,actingasconscientiousparentswoulddoinsimilarcircumstances;• hasnotbeenformallychildprotectionandrefereechecked;• may be the family of school friend who invites the student for an overnight stay, a

Rotarianwho invites the student for a familymeal, a close relative of the host familywhoinvitesthestudenttojointheirfamilyforaweekend,oranysimilarpersonwherethereisvirtuallynoopportunityforabuseorharassmenttooccur.

A“RegisteredVolunteer”

-isanadultwho:• may,attimesonhisorherown,beresponsibleforcaringforanexchangestudent;

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• hasarolesuchthatthereisseentobeanopportunityforthestudenttobeplacedatriskofabuse;

• hascompletedanInformationandDeclarationform(CL4),beenrefereeandchildprotectionchecked,andapproved;

• maybeaYouthExchangeCommitteememberoranyRotaryClubcounsellororanyhostfamilymemberover18yearsofagelivinginthefamilyhomewhilethestudentislivingthere.

• mayalsoincludeRotariansorotherswhotakestudentsonorganisedevents,oradultswhoitisplannedwillbecaringforRotaryExchangeStudentsforaperiodoftimeontheirownwherethereisseentobeanopportunityforthestudenttobeplacedatriskofabuse.

The people classified as “Registered Volunteers” includeDistrict YouthExchange Committeemembers,specifiedRotaryClubYouthExchangeProgramofficers,ClubCounsellors,andHostFamilymembersover18yearsofage.

2. ProceduresforExchanges

• Thecounsellorofanexchangestudentmustbethesamegenderasthestudentorhavea

husband/wife/partner or another clubmember (assistant counsellor) who is of the samegenderandiswillingtoactivelyassist.

• ClubsmustappointaClubProtectionOfficer -anauditorwhowillcheckthat theclubhasdonethingscorrectly.

• Host families will be interviewed in their homes to ensure that they and their home aresuitable.

• Themostsuitablepersonavailabletobeastudentcounsellor inaclubwillbeapproachedprivatelyabouttheposition.

• Group Coordinators and club counsellors must be suitably trained for the roles theyundertake.

• HostparentsneedtobefullybriefedontheirroleandhowthistiesinwiththatoftheclubcounsellorandDistrictYouthExchangeCommittee.

3. TrainingtheStudents

• “Personalsafetytipsforstudents”(AccreditationformDI2)areprintedinfullonPage58

of the LTYE Inbound Manual. This is something each Group Coordinator and Counsellorshouldgothroughwiththeirstudenttoensurethepointsarefirmlyetchedintheirmind.

• D9520 Inbound studentsarealso required tobebriefedaboutYouthProtectionmatters -individuallyataHomeBriefingandasagroupattheAugust/earlySeptemberBriefingDay.

4. Givingthestudentsconfidencetospeakout

• Experiencehasshownthat it isextremelydifficult foranabusedstudent to tellanyoneof

theirtrauma.Thiscanonlybeachievedbyexplainingtoourstudentsthateveryoneinvolvedwithstudents inyouthexchangeunderstandsthedifficultyastudentwillhave inspeakingaboutanincident.

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• Itisalsoimportanttoemphasisetothestudentthatiftheyexperienceabuseorharassmenttheymustspeakoutsotheperpetratorcanbestopped,notonlyfortheirownbenefitbutalsothatofotherexchangestudentswhowillfollow.

5. Trainingthosepeopleanabusedstudentmayapproachforhelp

• Anabusedstudentwillandshouldapproach theadult they feelmostcomfortablewith totelloftheirtrauma.Itcouldbeoneofthehostparents,theircounsellor,ateacherorschoolcounsellor,theirnaturalparentsoraclubmembertheyhavebecomeparticularlyattachedto.

• It is therefore important that at least the “RI Youth Exchange Abuse & HarassmentAllegation Reporting Guidelines” (Accreditation form DI 3), which explains how theapproachedadultshouldreact,begiventoaswidearangeoftheabovepeopleaspossible.Schoolstaffwillhavebeengiventhistrainingaspartoftheiremployment.

Any adult to whom a student reports an incident of abuse (whether sexual, emotional orphysical) or harassment must follow the “Allegation Reporting Guidelines”, which arepublishedintheClubCertificationManualandtheLTYEInboundManual.

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ROTARYYOUTHEXCHANGEGRIEVANCE/PROBLEMRESOLUTIONPROCEDURE

The “Rotary Youth Exchange Grievance and Resolution Procedure” (flow chart above) must beadheredtowhensolvingorattemptingtosolveanygrievanceorproblemthatarises.

Yes No

Host Parents

School

Peers

Counsellor

Counsellor, Host Parents, Club President, Youth Director,

Not Resolved

Grievance/Problem

Can Student Resolve?

Not Resolved Counsellor &

District YE Committee Host Parents

District YE Committee, Overseas Counsellor,

Overseas YE District Committee

District YE Committee Chair District Governor,

Overseas District Committee Chair Overseas District Governor

Natural Parents

Natural Parents

Agreement to Repatriate

Student Home

No Yes

Student returns Home

Resolved

Resolved

Resolved

Resolved

Resolved

Resolved

Resolved

Not Resolved

Resolved

Resolved

Not Resolved

Not Resolved

Can problem be resolved with discussion and counsellor’s

help?

Student agrees to sign a binding behavioural contract

Resolved Contract Kept Contract Broken

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WHATCAUSESSTUDENTSTOOCCASIONALLYBEREPATRIATED?Approximately3percentofallexchangestudentsreturntotheirhomecountryearly.Someleavebecauseofhomesickness,illnessorproblemsbackhome.Othersaresentbackbecauseofproblemsthatoccurinthehostcountryduringtheexchange.However,astudentmustnotberepatriatedsolelyforreportingproblems,especiallyincidentsofabuseorharassment.Therearetwothingsastudentcoulddowhichwouldautomaticallyresultintheirbeingsenthomeassoonasitcanbearranged,withoutanydiscussionbeingenteredinto.Theyare:

a) iftheyarefoundtohavetakenorbetraffickinginanillegaldrug;orb) theyhavebrokenanAustralianlawandbeenfoundguiltyofacriminaloffence.

IfastudentbreaksoneoftheothermainRotaryrules,or,afterconsultationwiththestudent’scounsellorandanyotherpartiesinvolved,isconsideredbytheYouthExchangeCommitteetohavebehavedinanunacceptablemanner,takethefollowingsteps:

• issueaverbalwarningwhenproblembehavioursinitiallysurface;• iftheoffendingbehaviourcontinues,providethestudentwithawrittenwarningthatit

muststop;• ifthewrittenwarningisnotheeded,requirethestudenttosignabindingcontract

declaringthattheywillnotbreachanyaspectofthecontract,otherwisetheywillbesenthomeassoonaspossible;

• keepthesponsoringDistrictYECommitteeinformedofanyseriousbehaviouralproblemswiththeirstudentandgivethemacopyofanywrittenwarningsorcontract.

Whenfacedwiththeearlyreturnofaninboundstudent,forwhateverreason,theprocessisasfollows:

1. DiscussthesituationwiththestudentandRotariancounsellor.Ensurethatalloptionstoavoidtheearlyreturnhavebeenattemptedorexplored(e.g.mediationincasesofdifficulthostfamily,schoolorpeersituations,professionalhelptodealwithpersonalcrises).

2. NotifytheHostDistrictGovernorandYECChairofintentiontorepatriateastudentandinvolvethemintheprocess.

3. ContacttheSponsorDistrictandspecifytheexactreason/sthestudentisbeingsenthomeorreturningearly.

4. Allowthestudenttocontacthis/herparentsoroffertodosoforthem.5. WorkwiththesponsorDistrictcontactandtheparentstoarrangeanacceptablereturn

travelitinerary.6. Whenthesendingandhostingdistrictsdisagreeaboutanearlyreturn,YECChairsand

DistrictGovernorsshouldbenotifiedandassistinmediation.7. Helpthestudentmakedeparturearrangementsandfacilitateleave-takingfromthehost

familyandschoolfriends.8. Notifyrelevantgovernmentagenciesaboutvisastatus(e.g.Stateeducationdepartment).9. NotifytheDistrictGovernorandRIinwritingthatastudentisbeingrepatriated.Includethe

student’sname,sendingdistrict,dateofreturnandreason/sforreturn.10. Ensurethatthestudenthasarrivedhomesafely.

Note:Earlyreturnsshouldbemanageddelicatelyandalwayswiththefullknowledgeofthesponsordistrictandclubandthestudent’sparents.

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SECTION5–LTYEINBOUNDPROGRAMRULESFORSTUDENTSSTUDENTBEHAVIOURRotaryhasfourfundamentalrules.TheyareknownasthefourDs.Ifyoubreakthefirstoneyouwillbesenthomeimmediately.Ifyoubreaktheothers,yourunastrongriskofbeingsenthome.

1. DrugsTaking or possessing any illegal drugs is strictly prohibited. This includescannabis (marijuana), a drug which in some countries is not looked on as aseriousoffence.Ifastudentisfoundtobetakingillegaldrugs,theywillbesenthomeImmediately.Noexcusewillbeconsidered.

2. Drinking

It is strictly forbidden foranyexchangestudent to consumealcoholicdrinks inpublic. Your host familymay occasionally invite you to have a drink while intheircompanyinprivate.Iftheydo,youmayaccepttheinvitationbutnotifyoudon’twantto.

3. Driving

Driving any motorised vehicle is strictly forbidden. If you do it voids yourinsurancepolicyandputsyourRotaryClubatgreatriskshouldanythinghappentoyou.

4. Dating

Aromanticconnectionwithanotherpersonisstronglydiscouraged.TheaimofaRotaryExchangeisforyoutoexperienceasmanydifferentaspectsofourlifeandcultureaspossibleandtomixwithasmanypeopleaspossible.Ifyourlifeiscentredononeperson, thiswill not happen. Any student found tobehavingsexualintercoursewillbesenthome.

RotaryDistrict9520hasaddedseveralmoreimportantrules.Theseare:

5. BodyDefacementWhile anexchange student,Rotarywill not allow changes to yourbodybywayoftattooingorpiercing. Exceptformaybea littlechange inweight,wewanttosendyouhometoyourparentswithyourbodythesameasitwaswhenyouleft.6. Harassment&AbuseRotarywillnottolerateYouthExchangestudentsengaginginbehaviourwhichcouldbeinterpretedassexualharassmentoranyotherformofharassmentofanyperson,eitherinthehostfamily,atschoolorinanyothersituation.Anyexchangestudentinvolved inanyway inanactof sexual abuseor inanyother criminal actwhile inAustraliawillbeliabletothepenaltyprescribedbyourlaw.

7. Misuseofsocialmedia

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District9520has strict rulesaboutExchangestudentspostingor sharingoffensive,disrespectful and inappropriatepersonal commentsand/or ‘intimate’ imagesusingsocial media in all its forms. Be aware of the potential dangers and seriousconsequencesthatmayfollowifyouengageinanyofthebehavioursoutlinedintheappendedD9520YouthExchangeProgramSocialMediaPolicy(seenextpage).

Anotherrule:NoSmoking

• InyourLTYEApplicationpapersyousignedastatementtosaythatyoudonotsmoke.Yourhost families have accepted you on that basis and Rotary will act if you break thiscommitment.Ifyoucontinuetodisregardthenon-smokingruleyoucouldbesenthome.

Importantnote:StudentsmustabidebyalltherulesgoverningRotaryYouthExchangeduringtheirentirestayinAustralia.Anumberofotherwisegoodexchangeshavebeenspoiledbybadbehaviourtowards the end (e.g., whilst on Safari, at farewell parties), which reflects badly on the studentthemselvesaswellasthegoodnameofRotarywithinyourDistrictandthewidercommunity.StudentmonthlyreportsInbound students are required to submit reports to the InboundCoordinator on amonthly or bi-monthlybasissotheYECommitteecanseehowtheyaregettingalongandwhetheranythingcouldbedonetoimprovetheiryearonexchangeinourDistrict.Thesereportsarecompulsory.Continuedfailuretocompletethemwill result inthestudentbeingsenthome.

Counsellorquarterlyconfidentialreports

ClubCounsellorsarealso required to report to the InboundCoordinator,butonaquarterlybasis.This issotheDistrictCommitteecankeeptrackofthestudents’progress,nexthostfamilydetails,travelplansinthenextquarteroftheyear,andanyissuesorproblemsthatneedtobebroughttotheGroupCoordinator’sattention..InstructionsregardingStudentandCounsellorReports,plustheforms,areavailableontheDistrictwebsite.

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ROTARYDISTRICT9520YOUTHEXCHANGEPROGRAMSOCIALMEDIAPOLICY

The Rotary District 9520 Youth Exchange Program has its own rules about socialmedia usage, inadditiontoAustralianLawandthelawsofthestudent'shostcountryifawayonexchange.Studentsareadvisedtofamiliarisethemselveswithbothsetsoflaws.

Social media is onlinemedia that allows for interaction and/or participation. Some of the thingsdiscussedhere,likesexting,maybecrimesandnotsomethingoverwhichRotaryhasanydiscretion.Thepenaltiesaresevereandmaybelife-long.

For thepurposeof thispolicy, socialmedia isdefinedas“any conversationoractivity thatoccursonline,wherepeoplecanshareinformationordata”.Examplesincludebutarenotlimitedto:

• Social networking and micro-blogging sites like Facebook, Twitter, MySpace, Bebo,Foursquare,Tumblr,Pinterest,Snapchat,Instagram,Whatsapp

• VideoandphotosharingsiteslikeFlickrandYouTube• Onlineforumsanddiscussionblogs.

District9520YouthExchangeProgramprohibitsstudentsengaginginonlinecontentthatis:

• malicious,misleadingorunfair• obscene,defamatory,threateningordiscriminatorytoanindividualororganisation• sextingorharassmentusinganyformofsocialmedia• commentsthatyouwouldnotsaydirectlytoanotherperson;studentsmustconsiderhow

otherpeoplemightreactbeforetheypost.RotaryDistrict9520prohibitsstudentsengaginginconductwhichincludes:

• makingdiscriminatory,harassing,orbullyingrepresentations;• usingoffensivelanguage;• inappropriatelysharinginformation;• issuingthreatsorinsults;• postsofasexualorlewdnature;• posting, sharing,or likingoffensivematerialprivatelyonsocialmedia,whetherornot it is

publiclyviewable.Students who engage in these banned practices will be subject to severe penalties includingreductionofprivileges,possiblepoliceactionandbeingsenthome.

TheSmartphoneapp"TheNakedTruth”containsplainEnglishexplanationsofrelevantAustralianStateandnationallaws:http://www.lawsocietysa.asn.au/LSSA/newsfeeds/New_App_The_Naked_Truth.aspxSeealsohttp://lawstuff.org.auforanexplanationontheconsequencesofsextingineachState.

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STUDENTVISACONDITIONSThe Australian Government grants Rotary LTYE inbound students a ‘Secondary School Student(Temporary)Visa’whichissubjecttoanumberofconditions.These conditions are listed on each student’s Visa Grant Notice and the Information Sheet:“StudentVisaCompliance”reproducedbelow.Non-compliancewithanyoftheseconditionsmay

• resultinastudent’sVisabeingcancelledandsubsequentrepatriationtotheirhomecountrybeforetheendoftheirExchangeyear;

• influencethehostschool’sdecisiontoapproveornotapproverequestsfortimeoffduringterm,forexample,toattendcompulsoryRotaryYouthExchangeProgramactivitiesandthe(non-compulsory)3-weekRotaryAustralianSafariTour;

• affectschools’willingnesstohostRotaryexchangestudentsinfutureyears.Asectiontitled‘SchoolandYourVisa’intheLTYEInboundManualspellsoutwhatVisacompliancemeansinpracticeforthestudent,theschoolandtheRotaryClub.

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EXCHANGESTUDENTTRAVELRULES

Allstudenttravelawayfromthehostfamilyhomeforoneormorenightsmustbeapproved.UnderRotaryDistrict9520rules,therearetwotypesoftravel:BriefTravel

This is absence from your current home for three nights or less. You require writtenpermissionfromyourhostparents,andifawaymorethantwonightsyoualsoneedwrittenpermissionfromyourcounsellorandyourschoolifanyschoolingistobemissed.

ExtendedTravelThisisabsencefromyourcurrenthomeforfournightsormore.Itapplieswhetheryouaretravellingwithyourhostparentsorwithsomeoneelse.Youneedpermissionfromthesamepeopleasforshorttermtraveland, inaddition,fromyournaturalparents/guardians,yourRotaryClub,theschool(ifapplicable)andtheDistrictYECommittee.Studentsembarkingonlongertermtravelontheirowncanonlydosoifthey:

• travelonaplane,busortrainwhichgoesnon-stoptotheirdestination;• areputonthetransportbytheirhostfamilyoraRotarian;• aremetattheirdestinationbyapersonapprovedbythecounsellorandtheDistrict

Committee;• areinthecareofanapprovedpersonduringtheirstay.

TheapplicableTravelApproval formmustbe filled inaccording to the travel rules in the InboundManualandtheCounsellor’sinstructions.CopiesofBriefandExtendedTravelApprovalformsareincludedintheInboundManual.PermissionwillonlybegrantedforBrieforExtendedTravelif,intheopinionofthehostparentsandcounsellor,thestudentwillbelookedafterbya“ResponsibleAdult”ora“RegisteredVolunteer”.Anyprivatetravelopportunitiesthatariseandareapprovedshouldbeplannedonweekendsor intheschoolholidays.Student travelwith their own parents or a close familymember (whomay visit their child in thelatterpartoftheExchange) issubjecttoanumberofconditions.Thesearesetout intheInboundManual.TravellingwhichisforbiddenunderRotaryandDistrict9520rulesincludes:

• Travelbylightaircraftnotlicencedtocarrypassengersandongliders,ultra-lightplanesandhang-gliders.

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• Travelonsmallplaneslicencedtocarrypassengersbutarenotcommercialaircraftrequirespermissionfromthestudent’snaturalparentsandisdiscouraged.

• Travel outside Australia during the Exchange program is not permitted under anycircumstances.

• Hitchhikingcanbedangerousandisstrictlyforbidden.

COMPULSORYDISTRICT9520YOUTHEXCHANGEPROGRAMEVENTSANDTHENON-COMPULSORYROTARYAUSTRALIANSAFARITOUREVENTDATES

• JointDistricts9520/9500BriefingDay-compulsoryforinboundstudentsandcounsellors Saturday3rdSeptember2016 Venue:NunyaraConferenceCentre,5BurnellDriveBelair

• Lameroo Farm Weekend - not being held in 2016. Tentative Port Lincoln Weekend,February2017.

• CalperumStationWeekend-compulsoryforallinboundstudents

Friday11th–Sunday13thNovember2016

• District9520Conference-compulsoryforallinboundstudents Thursday27th–Sunday30thApril2017 Location:MountGambierNote: The D9520 Youth Exchange Committee covers the costs for students’ attendance atcompulsoryevents(andforcounsellorsattheD9520/9500BriefingDay).

• Rotary Youth Exchange Australian Safari – not compulsory but most if not all inboundstudentsgo.Threeweektour,26thMarch–15thAprilMay2017

Note:Naturalparentspaythecost($3,500in2016)andreturnasignedSafariPermissionslipbeforetheirsonordaughtercomesonexchange. Information about each of these Rotary organised activities, together with the requisiteRegistrationand/orTransportation&Permissionforms,areincludedintheLTYEInboundManual.

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SECTION6–FREQUENTLYASKEDQUESTIONSQ1. WhatdoesitcosttheClubtohostalong-terminboundexchangestudent?

Answer:TheClubpays:

• anadministrativelevyof$300totheDistrictYouthExchangeCommittee• thestudentamonthlyallowanceof$120(minimum)• thestudent’smealcostsatRotarymeetings• schoolfees:fortextbooksandothercurriculumrequisites(e.g.acalculator,schoollaptop

hire)• SomeClubsalsohelpwithschooluniformcosts,butthisisnotcompulsory.• Clubsdonotnormallypaythecostofanyspecialclassesorschoolexcursions,buttheymay

choosetodoso.• NordoClubsusuallycontributetowardsthestudent’stravellingexpenses,butmightagree

tosubsidisesuchcostsonoccasion.

TheestimatedtotalcosttoaHostRotaryClubis$3000-$5000fortheyear.ClubsareremindedthatiftwoneighbouringRotaryclubsco-hostaninboundstudent,theoverallcostwouldbesharedbetweenthem.SeePage13,‘Howdoesitwork?’

Q2. HowdoesaRotaryClubgoaboutpayingtheYECadministrationfeeforhostinganinboundstudent,makeadonationtotheYouthExchangeScholarshipFund,orseekreimbursementforthecostofDCSIChecksforSouthAustralianRegisteredVolunteerapplicants?

Answer:Contact theDistrict YouthExchangeTreasurer: treasurerd9520youthexchange@gmail.com and/ortheCommitteeChair:chair@rotaryyouthd9520.comforinstructions.Q3. DoeseveryClubmemberwhotransports,brieflyhosts,takesastudentonanoutingorfamilyholiday,etc.needtohavea“ChildProtectionAuthorisation”(i.e.,requireaDCSIcheckorWorkingWithChildrencardorcheck)?

Answer:No,buttheymustbeassessedasa‘ResponsibleAdult’(ifnotalreadyareferencecheckedandchildprotectionauthorised‘RegisteredVolunteer’).Formoreinformation,seePages34-35ofthisGuideandtheClubCertificationManual‘DefinitionofTerms’section.Q4. Isitnecessaryforhostfamiliestobemostly/allRotariansandincludechildrenlivingathome?

Answer:No. District9520prefersthattherebe:

• Aminimumofthreeandamaximumoffivefamilies,withhostingtimessomewhatevenlydividedacrosstheyear-longExchangeProgram;

• AmixofRotaryandnon-Rotaryfamilies;

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• A mixture of families with children at home and older or retired host parents who (intheoryatleast)havemoretimetospendwiththestudent.

Irrespective, all adult family members need to be Registered Volunteers whose motivation forhostingisconsistentwithRotary’sidealsofpromotinginternationalunderstandingthroughculturalexchange.See:‘SomeSuggestionsforObtainingandSupportingHostFamilies’,pp.15-16ofthisGuide.Q.5 WhatassistancedoestheYouthExchangeCommitteeprovidetohostclubsandcounsellors?

Answer:TheDistrictYECommitteesupportshostRotaryClubsandCounsellorsinthefollowingways:

• It provides detailedManuals and Guides formanaging the LTYE Inbound (andOutbound)Programatclublevel.

• The Committee has appointedGroup Coordinators to: train/brief Counsellors; assist themand Club officers involved in LTYE with the content and timely submission of District YEpaperwork/forms; give advice and/or actively help clubs and counsellors regarding anydifficultissuesorproblemsthatmayarise.

• A Counsellor Support Officer, a Compliance Officer, and the District Youth Services

(incorporatingYouthProtection)CommitteeChairontheYECaretheretoanswerquestionsandprovideguidance,ifnotalsopracticalassistance,toClubsandCounsellors.

• The YE Committee works as a team, so if there’s anything that one of the foregoing

membersdoesn’tknowtheanswerto,orisunsureabout,theywillreferittosomeonewhodoes.

• WithrespecttotheLTYEInboundProgram,thatwillmostlikelybetheInboundCoordinator

andtheCommitteeChairperson.Bothofthesepeopleareverywillingtostepinwhenevercalledupontodoso.

• Queriesregardingsponsoringalong-termoutboundexchangestudentshouldbedirectedtotheOutboundCoordinator.

• QueriesregardingtheRANZSE(6month)ProgramshouldbedirectedtotheCoordinatorsofthatProgram.

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DISTRICT9520YOUTHEXCHANGECOMMITTEE2016-17GaylSparnon(CoromandelValley)gsparnon@yahoo.com.auchair@rotaryyouth9520.comph:83392992mob:0488448131

Chair(2014-2017)(Group5)

MinaWard(MagillSunrise)6mos.LeavefromJuly2016treasurerd9520youthexchange@gmail.comminaward83@gmail.comph:0456318217

TreasurerandViceChairGroup7Coordinator(protem)

David&HelenGooley(Mitcham)gooleyh@internode.on.netHelenph:0402481447Davidph:0418539496

Helen:LTYEOutboundCoordinatorDavid:Group8Coordinator

(protem)

Roger&LynneTrethewey(CoromandelValley)rogertre@dodo.com.auRogerph:0402428986Lynneph:(08)82787491

Lynne:LTYEInboundCoordinator

(Group5)

Andrew&CarolynHardy(CoromandelValley)ahardy.9520yep@iinet.net.auchardy.9520yep@iinet.net.auAndrewph:0419807967Carolynph:0401124520

Andrew:AssistantLTYEInboundCoordinator

(Group5)

Darryl&ElizabethWickham(CoromandelValley)djwickham@ozemail.com.auewickham@ozemail.com.auDarrylph:0418889498Elizabethph:0429994985

Darryl:ComplianceOfficerElizabeth:CounsellorSupportand

Group5Coordinator

Robyn&GeoffOertel(Strathalbyn)contact@robynoertel.com.auoertel1@internode.on.netRobynph:0408327238Geoffph:0411056255

RANZECoordinators(Group4)

John&ShirleyTrue(Strathalbyn)s.true@bigpond.comjohn.true2013@gmail.com

RANZEAdvisersGroup4Coordinators(protem)

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Shirleyph:0418528116Johnph:0409697325GaryKlippel(MilduraDeakin)garyklip23@bigpond.comph:0407416173

Group1Coordinator

MelissaAmos(MilduraDeakin)melissa.amos@mildura.vic.gov.auph:0488266777

Group1AssistantCoordinator

PeterJarvis(Berri)plijarvis@bigpond.comph:0419812615

Group2Coordinator

BronwynHeard(Mobilong)absjalheard@optusnet.com.auph:0429675898

Group3Coordinator

BrionyCasburn(Unley)briony@thecasburns.com.auph:0437500251

Group6Coordinator

TrephinaGartley(PastExchangeStudent)trephina.gartley@gmail.comph:0458457996

PublicRelations&YouthAdviserGroup7AssistantCoordinator

TahliaCrickmar(PastExchangeStudent)vivace_news@hotmail.comph:0435534569

PublicRelations&YouthAdviser

RogerWilson(CoromandelValley)roger@rtsys.comph:0438000044

D9520YEWebAssistant

50

DISTRICT9520MANAGEMENTREPRESENTATIVESonYEC(exofficio)

DistrictGovernor (July2016-2017)SamCamporeale&Lee(Mitcham)

samcam@internode.on.netph:0401990936

DistrictGovernorElectBobCooper&Marilyn(Burnside)

rg.cooper@bigpond.comph:0418802986

DistrictYouthServicesChairman(includingYouthProtection)PeterPoulton&Jill(Norwood)

poultonpj@internode.on.netph:0439805640