strategic planning committee preliminary report don peters

NORTH AMERICAN YOUTH EXCHANGE NETWORK

Strategic Planning Committee Preliminary Report

Don Peters

NAYEN HISTORY

Informal USA-Canada Meeting/ District of the Year

2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

USA-Canada Formal Organization/ YEOTalk


2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Interactive First Night Questions

YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

LTEP Form/ Multi-lingual Youth Protection Brochure


YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Achievement Awards/Committee Structure/Book Donations/Abe Kuttothara Outstanding District Award



YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Mexico/ NAYEN




YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Reorganization (Zones to Regions)

Mexico/ NAYEN




YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

Online Protection Training/ Conference Guidelines


Mexico/ NAYEN




YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN HISTORY

???

Online Protection Training/ Conference Guidelines


Mexico/ NAYEN




YEOResources

Gift Exchange



2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015

NAYEN PLANNING PROCESS

FinancialPlanningCommittee

Board

2013-14 Goals/

Objectives

StrategicPlanningCommittee

Funding

Requirements

2013-14Budget

2013-14 Plan



StrategicPlanningSubCommittees

NAYEN needs YOURHelp!

1 Mission Statement

5 Strategic Priorities

10 Goals

Long-term Plan

Short-term Plan

NAYEN MISSION STATEMENTThe North American Youth Exchange Network shall facilitate collaboration among and provide support to Rotary Districts and Multi-Districts in the USA, Canada, and Mexico to promote Rotary youth exchange around the world.

NAYEN STRATEGIC PRIORITIES

1. Provide access to resources that support and promote the RYE program

2. Provide innovative methods of delivery of training and other resources

3. Promote sound organizational development

4. Facilitate networking in the RYE community

5. Serve as advocate for the RYE program

#1 – RESOURCESGOAL 1A – BEST PRACTICES

Identify Best Practices for all critical components of a model Rotary Youth Exchange program and make these readily available to the entire RYE community.

Chair – Paul Reagan

GOAL 1A – BEST PRACTICES TASKS

1. Identify areas of YE for which Best Practices would be of value , e.g.,

A. Inbound Long-termi. Finding Host Familiesii. Training Host Familiesiii. Vetting Host Families

GOAL 1A – BEST PRACTICES

TASKS

2. Prioritize Best Practices and schedule areas of focus accordingly

3. Poll districts/multidistricts for their Best Practices in the specific areas of focus

4. Analyze suggested Best Practices to determine if they will work for other districts/multi-districts


TASKS

5. Sort & Categorize into most useful areas of focus. (e.g. – practice usefulness may vary based on program size, etc. )

6. Publish categorized Best Practices so that they are readily and easily found.

GOAL 1A – BEST PRACTICESMANAGEMENT

1. Determine skill sets needed by committee members to accomplish the various tasks; recruit committee members accordingly.

2. Have co-chairs of the committee, splitting management tasks. Each chair should be prepared to manage the full committee

GOAL 1A – BEST PRACTICESMANAGEMENT

3. Determine amount of time it will take to accomplish Best Practices Tasks based on committee size

4. Develop work plan, timeline, and budget requirements based on committee staffing, time requirements, and priority of focus areas.


Anybody interested?

If so,

1. Complete Strategic Planning Survey

and/or

2. Attend Goal 1A (Best Practices) Breakout Session – Paul Reagan

#2 – INNOVATIVE METHODSGOAL 2A – SINGLE PORTAL

Maintain a single portal on the internet for access to information relating to any facet of Rotary Youth Exchange, e.g., resources, training, promotion, inquires, etc.

Chair – Junso Ogawa

Discussion Leader – Bob White

GOAL 2A SINGLE PORTAL TASKS

1. Develop list of possible features of single portal, e.g., links to • Annual Conferences• Resources, e.g., Yeoresources, etc.• General NAYEN information

History Bylaws Minutes Services


1. Develop list of possible features of single portal, e.g., links to • Info for interested students

Basic info regarding Rotary youth exchange

Inquiry form for more information

• Other Rotary groups, e.g., EEMA, ABIJ, RI YE, etc.


2. Develop overall design of single portal with emphasis on ease of use and understanding of site and flow between webpages

3. Recruit authors for any additional material and/or features to be added, etc.

4. Design, develop, and implement website

GOAL 2A – SINGLE PORTAL

Anybody interested?

If so,


and/or

2. Attend Goal 2A (Single Portal) Breakout Session – Bob White

#2 INNOVATIVE METHODSGOAL 2B –

ONLINE TRAINING

Develop and maintain fee-based online training modules for various aspects of RYE.

Chair – Dennis White

GOAL 2B – ONLINE TRAININGTASKS

1. Curriculum (on line courses)a. Personnel to develop curriculum

- YE Expertsb. Topics - identify all YE training

needs and which ones will work in an online format

c. Priorities - Which topics should be developed next

d. Coordinate with Best Practices initiatives - for a consistent approach to training throughout YE


2. Online software (currently Articulate) - is this the best for us?

3. Spanish translation and possibly other languages

4. Cost: Additional software, curriculum development, data-base management, web-hosting


5. Fee-based systems:

a. Pay per useb. Districts/MD purchase bulk rightsc. Other?

6. Data-base issues:

a. Single data baseb. Integrating training results

with other data bases


7. Management

a. Create a permanent online training management committee

b. Find other interested, experienced YEOs to help

GOAL 2B – ONLINE TRAINING

Potential recipients of training:

1. Students OutboundInbound

Rebound2. Parents OutboundInboundRebound

Host Parents


Potential recipients of training:

3. YEOS

Club

District

4. Club Counselor

5. Other Rotarians and Volunteers


Training Topics

1. Youth Protection

2. DOS Requirements

3. Cultural Awareness

4. District Policies/personnel


Training Topics

5. What Is Rotary?6. Re-entry Issues7. Integrate Rotex into Rotary8. District/MD Organization9. RYE 101 (the basics)


Anybody interested?

If so,


and/or

2. Attend Goal 2B (Online Training) Breakout Session – Dennis White

#2 – INNOVATIVE METHODSGOAL 2C –

YEORESOURCES

Reorganize YEO Resources to optimize ease of use.

Chair – Charlie Kelly

GOAL 2C YEORESOURCES TASKS

1. Inventory data currently available on website

2. Determine data that is most current for specific topics.

3. Identify additional resources for possible inclusion via poll of committee members, survey of RI YE community, e.g., online training modules, etc.

GOAL 2C YEORESOURCES TASKS

4. Develop overall design of library with emphasis on ease of use, understanding of site and flow between webpages

5. Design, develop, and implement • Website• Maintenance process

GOAL 2C – YEORESOURCESAnybody interested?

and/or

2. Attend Goal 2C (YEOResources) Breakout Session – Charlie Kelly

If so,


#3 ORGANIZATIONAL DEVELOPMENTGOAL 3A –

INTEGRATED PLAN

Integrate the Strategic Plan and Financial Plan into a unified Operational Plan consisting of a Tactical Plan with specific sequential action steps and time lines and a Budget.

Chair – Don Peters

GOAL 3A – INTEGRATED PLAN

FinancialPlanningCommittee

Board

2013-14 Goals/

Objectives


Funding

Requirements

2013-14Budget

2013-14 Plan

GOAL 3A – INTEGRATED PLAN

Anybody interested?

If so,


and/or

2. Share thoughts with Chair Don Peters

#3 ORGANIZATIONAL DEVELOPMENTGOAL 3B – LEADERSHIP DEVELOPMENT

Implement a comprehensive leadership development plan which will provide multiple candidates with diverse backgrounds for future NAYEN Board of Directors

and Committee positions.

Chair – Terrance McNaughton

GOAL 3B LEADERSHIP DEVELOPMENT - TASKS

1. Determine qualifications for leadership positions

• Officers

• Directors

• Committee Chairs

2. Identify leadership development plans

• Pool of potential candidates

• Path of progression


3. Analyze Strategic Planning survey results

• Tabulate results by various demographics, e.g., region, program size, gender, race/ethnicity, etc.

• Compile results by expertise, skill set, interests, etc.


4. Volunteer opportunities

• Request from NAYEN Committees

• Match with volunteers based on survey results

• Publicize opportunities via Yeotalk periodically

5. Work with Board regarding election of Directors


6. Publicize development paths of current leaders

• Compile data

• Highlight development of selected leaders periodically

Newsletter

Conference breakout session

GOAL 3B – LEADERSHIP DEVELOPMENT

Anybody interested?

If so,


and/or

2. Attend Goal 3B (Leadership Development) Breakout Session – Terrance McNaughton

#3 ORGANIZATIONAL DEVELOPMENTGOAL 3C – BOARD COMMUNICATIONS

Encourage increased communication between NAYEN Board members and representatives of the districts in their region.

Chairs – Lyn Stroshin/Chrysanne Manoles

GOAL 3C BOARD COMMUNICATIONS - TASKS

1. Enhance communication link between Board member and districts

• Email list of districts in a region for each Board of Director

• Standard email templates, e.g., introduction to new YEOs

• List of districts in a region that have/have not been represented recently at a NAYEN conference

GOAL 3C BOARD COMMUNICATIONS -

TASKS

2. Develop Welcome Packet • For new District YEOs, District

YEOs not recently at NAYEN • NAYEN Information

Services Offered, e.g., Yeotalk, etc.

Annual Conferences

Awards

GOAL 3C BOARD COMMUNICATIONS -

TASKS3. Concept for Periodic Newsletter

• Upcoming Annual Conference• Latest developments, e.g., changes

in visa requirements• Emerging Issues• General RYE Timeline

• Feature of the Month, e.g., Best Practice, online training, etc.

• NAYEN Awards• Summary of recent Board meeting

GOAL 3C – BOARD COMMUNICATIONS

Anybody interested?

If so,1. Complete Strategic Planning Survey

and/or

2. Attend Goal 3C (Board Communications) Breakout Session – Lyn Stroshin / Chrysanne Manoles

#4 - NETWORKINGGOAL 4A – ANNUAL CONFERENCESEncourage and empower the Conference Planning Committee to develop topical and informative agendas for all levels of Rotary Youth Exchange (RYE) experience so as to attract the largest and broadest conference participation

Chair – Guillermo Lopez Portillo

GOAL 4A ANNUAL CONFERENCESTASKS

1. Develop survey questions to determine:

• Why do you attend conferences?

• What do you like the most about the conferences?

or• Why do you not attend

conferences?


1. Develop survey questions to determine:

• How long should conferences last?

• Are Pre-Conference workshops of interest to you?

• If so, what topics should be covered?


1. Develop survey questions to determine:• Should conferences include additional

events? If so, which are of most interest to you?

Pre-conference Tour(s) Conference program for spouses Post-conference Tour(s)


2. Identify Best Practices of Past Conferences

3. Create committees for future conferences

• Program

• Publicity

• Administration (Conference guidelines, Facilities, Technology, Proposal Evaluation)

• Finance (Budget)

GOAL 4A – ANNUAL CONFERENCESAnybody interested?

If so,


and/or

2. Attend Goal 4A (Annual Conferences) Breakout Session - Guillermo Lopez Portillo

#5 - ADVOCATEGOAL 5A – ROTARY GROUPS

Work with the Rotary International Youth Exchange (RIYE) Staff, the RIYE Committee, and regional/national YE groups (EEMA, ABIJ, Australia, ROTEX, and others) to promote and improve the Rotary Youth Exchange program.

Chair – Bob White

GOAL 5A – ROTARY GROUPSTASKS

1. Prepare Concept Proposal for establishment of working group

2. Share Concept Proposal with Rotary Group representatives

GOAL 5A – ROTARY GROUPS

Anybody interested?

If so,

1. Share thoughts with Chair Bob White

#5 - ADVOCATEGOAL 5B – REGULATORY BODIESInfluence regulatory agency requirements by developing and maintaining an excellent working relationship with any agency governing youth exchange programs in the United States, Canada, and Mexico.

Chair – Jody Davis

Discussion Leader – Don Peters

GOAL 5B – REGULATORY BODIESTASKS

1. For the youth exchange programs in Canada and Mexico, identify

• Governing regulatory agencies, as appropriate

• Applicable regulations and the primary contact person with each such agency


2. Analyze any proposed regulations addressing youth exchange in general for effect on RYE programs and prepare comments from NAYEN perspective.


3. Work with Conference Committee to invite representatives from regulatory agencies to Annual Conferences to enhance understanding of all.

GOAL 5B – REGULATORY BODIES

Anybody interested?

If so,


and/or

2. Attend Goal 5B (Regulatory Bodies) Breakout Session – Don Peters


1A Best Practices – Paul Reagan

2A Single Portal – Bob White

2B Online Training – Dennis White

Single Portal – Bob White2C

3A Integrated Plan – Don Peters


3B Leadership Development – Terrance McNaughton

3C Board Communications – Lyn Stroshin/Chrysanne Manoles

4A Annual Conferences – Guillermo Lopez PortilloRotary Groups – Bob White5A

5B Regulatory Bodies – Don Peters

strategic planning committee preliminary report don peters

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