Rotary International

Rotary International District 5170

New Generations 

New Generations Forms 

Rotary International

New Generations Forms




Document

Notes

Policies and Procedures

 

District Abuse Prevention Policy

 

Rotary Code of Policies, Section 2.110

Rotary policy on Youth Protection

Rotary Code of Policies, Section 41.080

Rotary policy on Youth Exchange

Rotary District 5170 Youth Protection Training Matrix

Contains a list of the training requirements for Rotarians and other volunteers

District 5170 Allegation Reporting Guidelines

Procedures to follow whenever there is an allegation of Abuse or Harassment

Club Youth Services Certification Application

Submitted annually, signed by Club President and New Generations Chair

Club Youth Exchange Committment Form

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

District 5170 Youth Exchange Handbook

 

Rotary Youth Exchange Handbook

 

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. 

Club Role

Necessary Steps for Rotary Clubs Participating in Rotary Youth Exchange. 

Club Youth Exchange Chair Role

Necessary Steps for Rotary Club Chairs Participating in Rotary Youth Exchange. 

Club Inbound & Outbound Counselor Roles

Necessary Steps for Rotary Club Counselors Participating in Rotary Youth Exchange. 

Host Family Role

Necessary Steps for Host Families Participating in Rotary Youth Exchange. 

Youth Exchange Cost Estimates

Overview of costs for both long and short term exchanges for both the clubs and students who are considering participation in Rotary Youth Exchange. 

 

 

Volunteer Forms

 

Youth Service Volunteer Affidavit

Required of all Rotarians and volunteers who have one-on-one contact with Youth.

This is now done as part of an automated process. Click Here to send the link to a Rotarian.

   Interview Questions

Completed as part of the automated process described above.

   Reference Check Questions

Completed as part of the automated process describe above.

   Annual Reference Check Questions

Required annually for Youth Program volunteers after their first year of involvement.
Now automated as part of the process described above.

Request for LiveScan Services

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

   LiveScan Instructions

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

Long Term Youth Exchange Host Family Checklist

Checklist for Club YEX committee members. Helpful checklist/guide to ensure host family and volunteer application/certification materials are completed properly.

Long Term Host Family Application

For Long Term Youth Exchange Host Families

   Host Family Interview Questions

Interviewer fills out and submits along with either the Long Term or Short Term Host Family Application.

   Host Family Visit Report

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)

Short Term Youth Exchange Host Family Checklist

Checklist for Club YEX committee members. Helpful checklist/guide to ensure Short Term host family and volunteer application/certification materials are completed properly.

Short Term Host Family Application

for Short Term Host Families only

Host Family Addendum

Required for Short Term Host Families who decide to become involved in Long Term Youth Exchange Hosting

Host Family Orientation

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)

DOS Exchange Visitor Program Regulations

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)

DOS Host Family Letter

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)

Host Family Visit Guidelines

Tool for Certified Rotarians to help in evaluating a potential Host Family

Host Family Vignettes

Tool for Certified Rotarians to help in evaluating a potential Host Family

Youth Exchange - A Guide for Host Families

 

 

 

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

Request for DS2019 Certificate

Submitted by Inbound Coordinator once Guarantee Form is completed and signed by school and Host Club.

DOS Student Letter

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

 

Description of Coverage

 

Personal Liability Coverage

 

Claim Instructions

 

Claim Form

 

 

 

Short Term Exchange

 

Preliminary Short Term Student Application

Filled out by students who are interested in Short Term Exchange prior to acceptance by Club

Short Term Application

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.

Short Term Exchange Brochure

PDF from RI with Short Term Specific promotional information.

Long Term Exchange Brochure

PDF from RI with Short Term Specific Promotional information.