New Generations Forms
Document |
Notes |
|
Policies and Procedures |
|
|
Rotary policy on Youth Protection |
|
|
Rotary policy on Youth Exchange |
|
|
Contains a list of the training requirements for Rotarians and other volunteers |
|
|
Procedures to follow whenever there is an allegation of Abuse or Harassment |
|
|
Submitted annually, signed by Club President and New Generations Chair |
|
|
Submitted annually by 9/15 for all clubs interested in participating in Youth Exchange the following year, signed by Club President and Club Youth Exchange Chair |
|
|
|
|
|
|
|
| Long Term Youth Exchange Evaluation - Student |
|
| Long Term Youth Exchange Evaluation - Parents |
|
| Short Term Youth Exchange Evaluation - Student |
|
| Post Exchange Evaluation - Host Family |
|
| DOS Toll-Free Number Notice |
DOS requirement to provide toll-free number and ID cards to student |
| WESSEX Sponsor District Verification |
For Long Term Exchanges only: Emailed to the Sponsor District (along with the Host Family Application, DOS Student Letter and Student ID Card) |
|
|
Club Resources and Guidelines |
Documents outlining the financial considerations and necessary tasks and responsibilities for clubs and volunteers who will participate in Rotary Youth Exchange. |
|
Necessary Steps for Rotary Clubs Participating in Rotary Youth Exchange. |
|
|
Necessary Steps for Rotary Club Chairs Participating in Rotary Youth Exchange. |
|
|
Necessary Steps for Rotary Club Counselors Participating in Rotary Youth Exchange. |
|
|
Necessary Steps for Host Families Participating in Rotary Youth Exchange. |
|
|
Overview of costs for both long and short term exchanges for both the clubs and students who are considering participation in Rotary Youth Exchange. |
|
|
|
|
|
|
|
|
Required of all Rotarians and volunteers who have one-on-one contact with Youth |
|
|
Interviewer fills out and submits with Youth Service Volunteer Affidavit |
|
|
Interviewer fills out and submits with Youth Service Volunteer Affidavit |
|
|
Required annually for Youth Exchange Volunteers after their first year of involvement. |
|
|
Required of all Rotarians and volunteers who have one-on-one contact with Youth. Please ensure ClubName or RYLA is entered to make tracking easier |
|
|
Instructions for completing Request for LiveScan Services form |
|
|
|
|
|
Host Family Forms |
Each member of the Host Family who is 18 or older must also submit the three Volunteer Forms above as well as a LiveScan |
|
Checklist for Club YEX committee members. Helpful checklist/guide to ensure host family and volunteer application/certification materials are completed properly. |
|
|
For Long Term Youth Exchange Host Families |
|
|
Interviewer fills out and submits along with either the Long Term or Short Term Host Family Application. |
|
|
Two visits are required for Long Term Exchanges, just one is required for Short Term Exchanges:First Interviewer fills out and submits along with Host Family Application and Interview. Once these are submitted, the Interviewer enters the vist in the WESSEX database (under Host Family -> Annual Visit) Second Interviewer fills out and submits, and then enters the second visit in the WESSEX database (under Host Family -> Annual Visit) |
|
|
Checklist for Club YEX committee members. Helpful checklist/guide to ensure Short Term host family and volunteer application/certification materials are completed properly. |
|
|
for Short Term Host Families only |
|
|
Required for Short Term Host Families who decide to become involved in Long Term Youth Exchange Hosting |
|
|
Club Counselor does the Host Family Orientation, then enters this in WESSEX database (under Training->HostFamilyOrientation)NOTE: Orientation can't be done until Host Family screening is complete (VAF, Interviews, Reference Checks and LiveScan) |
|
|
Given to the Host Family by the Club Counselor when the Orientation is done. Delivery is entered into WESSEX. (Not required for Short Term Exchange) |
|
|
Given to the Host Family by the Club Counselor when the Orientation is done. Delivery is entered into WESSEX. (Not required for Short Term Exchange) |
|
|
Tool for Certified Rotarians to help in evaluating a potential Host Family |
|
|
Tool for Certified Rotarians to help in evaluating a potential Host Family |
|
|
|
|
|
|
|
|
Long Term Exchange - Outbound |
|
|
Application |
Application is done on-line when approved by Club and entered into the system by the ClubYE chair (www.ryedb.net) |
|
Student ID Card |
Printed out by the Club YE Chair or Counselor from the WESSEX system |
|
|
|
|
Long Term Exchange - Inbound |
|
|
Notification of Arrival |
Entered in WESSEX system by Counselor or Club YE Chair within 36 hours of arrival |
|
Change of Host Family |
Entered into WESSEX via the 'HostFamily' screen by Counselor or Club YE Chair within 24 hours of Host Family Change |
|
Submitted by Inbound Coordinator once Guarantee Form is completed and signed by school and Host Club. |
|
|
Provided to the student at the Inbound Orientation |
|
|
Student ID Card |
Printed out by the Club YE Chair or Counselor from the WESSEX system |
|
|
|
|
Insurance |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Short Term Exchange |
|
|
Filled out by students who are interested in Short Term Exchange prior to acceptance by Club |
|
|
Should not be completed until directed by the Short Term Exchange Coordinator |
|
|
|
|
| Public Relations/Marketing Tools |
|
| Long/Short Term Exchange FAQ Flyer |
PDF with info on Short & Long Term with place for clubs to key in their own contact information - use for promoting program in schools etc. |
|
PDF from RI with Short Term Specific promotional information. |
|
| Long Term Exchange Brochure |
PDF from RI with Short Term Specific Promotional information. |
|
|
|
|