Information and Forms > For Clubs
In addition to arranging logistics for local and foreign students, your club may be asked to:
- Coordinating club Youth Exchange activities with the district program and ensuring compliance with RI and district policies• Attending district Youth Exchange meetings• Establishing club expectations for students• Ensuring that students attend mandatory functions, such as orientations ordistrict conferences• Receiving feedback from students for program modification• Notifying district Youth Exchange chair of any student issues or concerns
- ensure that inbound student departs to the destination country when the Study Exchange Program is completed
Learn about other responsibilities and club roles, including Youth Exchange officers, Rotarian counsellors, and host families, in the Youth Exchange Handbook.
- initial selection of potential outbound students
- selection of suitable inbound and/or outbound student counsellor(s)
- selection and training of suitable host families
- returning to the District Youth Exchange Committee copies of all YESP CL 5, and YESP CL 6 Rotary Youth Exchange check lists and compliance statement forms
- day to day welfare of incoming students
- provision of guidance for the personal safety of outbound students before their departure and
- maintaining contact with the students while overseas and after their return.
Sponsoring local students who go abroad
Arranging for a young person to spend time in another country is a significant responsibility. You may be asked to:
- Promote the program to students in the community
- Interview candidates for final selection by the district
- Work with students’ parents to ensure they understand their financial obligations and the program rules
- Maintain contact with students during the exchange
- Assigning a Rotarian counsellor for each student
- Maintaining contact with district outbound coordinator
Hosting foreign students in your community
Your club will serve as the welcome centre for visiting exchange students. You will be asked to:
- Establishing and maintaining contact with inbound students before they arrive
- Meeting students at airport
- Serving as liaison between Rotary club and schools that students attend during long-term exchanges
- Recruit, screen, and select reliable host families
- Assigning a Rotarian counsellor for each student
- Interviewing and screening potential host families
- Maintaining contact with district inbound coordinator
- Arranging disbursement of monthly allowance for long-term exchange students
- Coordinating selection and orientation of host families and maintaining contact with host families throughout the student’s exchange
- Involve students in your community and club activities, including Interact, Rotaract, and RYLA events
These responsibilities are shared among the club president and the club Youth
Exchange committee and chair as follows:
- The club president appoints the club Youth Exchange chair, who should be someone with previous Youth Exchange experience. The president also oversees the selection of the club committee and supports the club’s Youth Exchange activities.
- The club Youth Exchange chair plans, implements, and supports all activities involving sending and hosting long-term and short-term exchange students.
The Club Youth Officer could not take the role of Club counsellor to avoid conflict of interest.
- The club Youth Exchange committee provides support as directed by the chair. The size and scope of this committee will vary according to the size of the club and the extent of its involvement in the program.
Rotary club presidents have overall responsibility for operating and coordinating club youth activities, with the support of club committee members. A club’s president and committees should:
- Know all Rotary and district youth protection policies and program operations that apply to a club’s involvement, and ensure that club programs meet policy requirements
- Implement required training, screening, program logistics, and risk management procedures
- Engage regularly with youth program participants to get feedback on the programs
- Coordinate with the district youth program chair and district youth protection officer to respond immediately and thoroughly to all allegations of abuse, harassment, and other crises
Other Club Roles
The activities of Rotary clubs to foster safe environments for youth extend beyond the club
president. Roles within each club vary based on program needs and a club’s committee structure, but they can include club Youth Exchange officers, Rotarian counsellors, Interact club advisers, and RYLA volunteers.
Strong support and effective management of youth programs throughout the club are essential to ensuring that all youth protection policies, including district procedures, RI policies, and local laws and regulations, are followed. All club-level volunteers and program officers must understand Rotary and district policies and work with their club presidents to communicate
all youth protection concerns to district leaders and/ or local law enforcement promptly. Those who have admitted to or been convicted of a crime related to sexual abuse or harassment are ineligible for Rotary membership — even if these crimes were committed long ago or against other adults.