Clubs

Introduction

Rotary Youth Exchange is essentially an exchange between Rotary Clubs around the world. The District is there to help facilitate the process, certification, travel, training of inbound and outbound students and similar matters. This web site is an example. Please do not hesitate to ask for guidance, assistance or to offer suggestions as to how the system could be improved. We all need to work together to make this program function to the highest level possible.

Introduction Guide for Clubs

This is a great little publication that sets out the A to Z for Rotary Clubs when it comes to Rotary Youth Exchange. It covers finding Outbound Students, Inbound Students, Host families, Club responsibilies and most importantly, What do Rotary clubs get out of Youth Exchange?

Introduction Guide for Clubs

Hosting Guidelines

Here are some forms that will help clubs and host families regarding expectations and other information regarding hosting an exchange student.

1. Guidelines for Host familes
2. Guidelines for Club Counsellors
3. First night questions
4. Student Travel Policy
5. Student travel form to be completed

Calendar of Events

This is the calendar of events that impacts on the District Rotary Committee, Inbound and Outbound Students during 2011 - 2012. This may be altered without notice. So please contact a comittee member to confirm the detail

Calendar of Events

Certification forms for Clubs

Rotary International has set out various policies that both Clubs and Districts must follow to remain certified to operate the Roary Youth Exchange program. The following forms have been adopted by Rotary Youth Exchange Australia in April 2011 to provide compliance in the certification process.

It looks formidable, however it is fairly simple and the District Counsellor assisting your club will guide you through the Certification process. So please do not hesitate to ask for assistance.

Introduction

The following is a simple summary that Rotary clubs need to complete to comply with Rotary International and Department of Education in NSW requirements. This is new information from 2011.

Department of Education requirements

These requirements are not optional. If we don't comply then we will have our exchange accreditation terminated.

So what is required
 
Host families
The Department of Education will carry out a police check of every member of the host family. To facilitate this, the following forms need to be completed and scanned copies sent  to Jessie Blundell (jesbar1@bigpond.com). These police checks will remain valid for 6 months only.  Theses should be completed just before the change of host families. Jessie Blundell will submit them to the Department of Education on your behalf.
 
1. The Applicant Declaration and Consent form, needs to be completed by every member of the host family who is over the age of 18. A record of who fills in this form should be kept by the club. A scanned copy of the form is then sent to jesbar1@bigpond.com

2. For each completed ADC 100 points needs to be proven using the Proof of Identity form. A scanned copy of what comprises the 100 points verification needs to be sent to jesbar1@bigpond.com. This typically could be a copy of a passport and drivers licence.
 
3. The old Prohibited Employment Declaration no longer applies. The Volunteer Declaration form  needs to be completed by host family members. This should be kept by the club.
 
Club Members
4. The old Prohibited Employment Declaration no longer applies. The Volunteer Declaration form needs to be completed for any new Rotary members. This should be kept by the club.
 
Change of Host families
5. When an inbound student changes host families, the Change of Program Details form needs to be completed. A scanned copy of the form is then sent to jesbar1@bigpond.com who will send a copy to the District counsellor.
 
AASES forms
Whenever a student commences school in NSW, an AASES form needs to be completed. The District counsellor will issue the inbound student with the form so that they can obtain a student visa 571 before leaving their home country. They will need to obtain the signature of their natural parents and bring this signed form to Australia with them.
 
Typically, the club counsellor takes the student to school to facilitate the enrolment, the Principal of the school needs to sign the form. A scanned copy of the form is then sent to jesbar1@bigpond.com who will lodge a return with the Department of Education and send a copy to the District Counsellor.
 

Rotary International Requirements

Rotary International has certification requirements for different levels of contact with students.

Host Families
1. The attached forms Host family selection guide form 1 and Rotary Volunteer Declaration form 3 to be completed. These forms are held by the Club's child protection officer. They are valid for 5 years.
 
Club and District Counsellors
2. The forms Club Counsellor Selection Guide form 2  and Rotary Volunteer Declaration form 3 to be completed. These forms are held by the Club's child protection officer. They are valid for 5 years.
 
Club Members
3. For club members who wish to have close contact with a student e.g. take them to the ballet or away to the Zoo for the day the Rotary Volunteer Declaration form 3 needs to be completed

What the club needs to do next
4. Once the club has the above forms in place the club sends the Club inbound and outbound compliance statement form 4 & 5.  A scanned copy of the form is then sent to jesbar1@bigpond.com
 
 
Thank you very much for your attention to these complex processes.

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