THE ROLE OF THE CLUB, CLUB YEO AND COUNSELOR

Sofia Sotomayor M. Todd Jenkins Jr.D4100 Mexico D6110 USA

Keys to the YE Experience

What is the Club’s General Role?

While coordinated at the District level under the supervision of the District Governor, the Youth Exchange Program depends on the participation of the Rotary Clubs, Rotarians and their families, and others in the community to build an effective support system for sending and hosting students. All members should make an effort to participate in Youth Exchange activities, either as a member of the Club Youth Exchange Committee, a host parent, or a Rotarian counselor.

Expectations of Host Clubs

• Comply with yearly Certifying requirements prescribed by the Youth Exchange District Committee.

• Coordinate club YE activities with District’s program and ensure compliance with RI and District policies.

• Attend District YE meetings.• Establish Club Expectations for students.• Ensure that students attend mandatory functions,

such as orientations and district conferences.

Expectations of Host Clubs

• Receive feedback from students for program improvement.

• Notify district YE chair of any students issues or concerns.

• Appoint a Club’s YEO.• Selection of a Counselor for Inbound and

Outbound students.

Expectations of Host Clubs

• Selection of suitable Host Families.• Communicate with and support Host

families. • Communicate and be intermediaries to

schools.• Help with transportation for “special

events”• Organize ways for club to be involved.

Good Practices

• Establish a YE Club Committee.• Schedule regular Committee meetings.• Host families recognition.• YE spotlight in club programs or

newsletter.• Distribution of the YE Calendar of events.

What is the Club’s YEO Role

•Promote the YEP in the community.•Interview and select candidates.•Interview and select host families.•Assist families to complete applications and remit them to the District Committee.•Request quarterly reports from Inbounds and Outbounds.

Expectations of Club’s YEO

• Organize the host families’ shifts. • Coordinate communications between District

Committee, Club, Families, Students and Counselors.

• Provide information and support regarding cultural shock.

• Make sure that the Inbound and Outbound Counselors are fulfilling their responsibilities.

•

Summary

• The previous responsibilities are shared among the Club President and the YEO as follows:

• The Club President appoints the Club’s YEO and oversees the selection of the Club’s YE Committee.

• The Club’s YEO, plans, implements and support all activities pertaining the program.

• The Club’s YE Committee provides support as directed by the Club’s YEO.

WHAT IS THE ROLE OF THE ROTARIAN COUNSELOR?

To serve as a liaison between the students, Rotary Club, Host families and the community at large, the role of the Rotarian Counselor is crucial for the success of the Youth Exchange Program.

• The Counselor serves as the student’s primary contact, easing his or her transition into the country and the community through regular personal contact throughout the year.

• The Counselor should enjoy working with young people and be prepared to advocate on behalf of the student should any issues arise during the exchange.

COUNSELOR RESPONSIBILITIES

• Establishing contact with the student before departure or arrival.

• Showing continued interest and support.• Work with the club to ensure student

complies with immigration requirements, medical insurance, etc.

• Counseling the student in matters such as choosing classes, making friends, and participating in activities.

• Helping the student adapt to the culture and language.

• Assist with registering student at school.• Assuring that the student receives his/her

monthly stipend regularly.• Working with the community and the

student’s school to ensure that the student is involved in positive activities and community life.

•Informing the student about abuse and harassment prevention and creating a supportive atmosphere in which the student feels comfortable discussing any concerns.•Serving as an advocate for the student in any matter. •The Counselor must have at least a monthly contact with the student and his/her host family.

• Bring student to the Club at least once per month and make sure he does a minimum of two presentations to the club members throughout the exchange year.

• Ensure that the student conveys his guarantee fund to the club, that it is administered properly and returned to the student two days prior to his departure.

• Make sure that the student has a return flight ticket.

HOW DO YOU THINK WE

ARE DOING?

GLOBAL RESULTS OF 2014 POLL

•58% felt welcomed•38% had regular contact with their Counselor.•34% received support from their Counselor.•40% saw him less than once a month.•44% received some assistance from their Club’s YEO.•34% were included in Club activities.•62% had issues with their host families•62% received their allowances on time.

KEY TO INSPIRE CLUBS, CLUB YEOS AND COUNSELORS:

SET A GOAL!

WHAT SHALL BE THE GOAL?

TO MAXIMIZE THE LEVEL OF

SUCCESS OF THE STUDENT’S

EXCHANGE YEAR

HOW ARE WE GOING TO

ACCOMPLISH THIS?