New Generations Service & Literacy

Transcription

1 New Generations Service & Literacy New Generations is now YouthDistrict Services! 5190 Sam Woody Wilbanks, District Governor,

2 New Generations Service and Literacy Manual April 2012 Contents page Introduction.. 1 What is New Generations???... 2 Club New Generations Service Chair Role and Responsibilities.. 3 New Generations Current Assessment of Programs.. 4 Committee Role and Responsibilities... 5 New Generations Project Checklist.. 9 New Generations Project Action Plan Worksheet Tips for Working with Schools 11 Youth Protection.. 13 Youth Protection Awareness and Prevention 14 Youth Protection Reporting and Follow-through 22 Rotary Middle School Leadership (8 th Grade). 25 Rotary Youth Leadership Awards Interact. 31 Interact Best Practices in Youth Protection. 35 Interact Areas and Advisors.. 39 Rotary Youth Exchange Club Responsibilities.. 42 Club Youth Exchange Officer. 43 Outbound Students. 44 Inbound Students. 45 Host Families 45 Student Safety and Reporting. 46 Student Travel 47 Travel Table 50 Resources.. 51 Budget/Tips for Recruiting Host Families 52 RYE Timeline.. 53 Interview Questions, Tips and Sample Forms for Selecting Outbounds. 54 Club Certification Agreement. 58 Club Checklist for Inbounds 59 Inbound General Information and Rules RYE District Committee. 63

3 Rotaract.. 65 Speech Contest Music Contest. 69 International Fellowship of Scouting Rotarians. 70 Ethics Initiative. 71 Literacy Goals and Awards 75 ABC s of Literacy Ideas.. 77 RI General Liability Insurance Program Summary.. 80 Rotary marks.. 85 Resources. 87

4 1 Welcome to New Generations Service and Literacy! This manual was developed to help each of you as a Rotarian, and to assist your Rotary club and its New Generations Service and Literacy committees successfully engage in programs and projects involving youth and young adults. When Rotary International created our 5 th Avenue of Service, it was unclear how this would impact our already significant youth programs. Would it just be a different name for the same work? What we have learned is that there is a great potential for our New Generations Service committees to work together within one club, between clubs, and in cooperation with the other Avenues of Service to create an even more significant impact on youth and young adults within our communities. Consider the synergy of cross promoting our New Generations Service programs to the youth people we are reaching. Students at RYLA learn about Interact and RYE, and are excited to get involved in these other programs. RYE and Interactors are active in Literacy projects conducted by their sponsoring Rotary clubs. Returned RYE and graduated Interactors become active Rotaract members. Where does this all lead? Beyond a substantial positive impact of the program, ideally, it leads to strong and lasting relationships between Rotary and Rotarians with the new generations. These relationships will be a positive force for both groups. Who better than Rotarians to work with a younger generation on improving education and life skills; keeping high ethical standards and integrity as a focus in all the things we think, say and do; leadership and communication skills; bridging the gap to higher education, and to a fulfilling career with mentoring and networking. Rotarians bring a lot to the table! What do we get from working with younger people? New generations bring a fresh view and the desire to make the world better; great enthusiasm and energy to conduct service; the push we need to acquire new skills. We also gain the understanding that our world will be in good hands in the future, and we are helping to develop the next generation of Rotarians. Our challenge is to develop relationships that last. One and done is not the best concept for New Generations Service and Literacy. Work on building a bond with the outstanding young people in your youth programs. Continue to involve them in your club activities, and collaborate with them on what they need to be successful at the next level. They can be a source of some great new projects for your club, and hands to help. Also, don t be afraid to invite younger people to join your club! Find ways to help Rotaractors who are reaching the age of 30 become active Rotarians. How can we make our traditional ways more accessible and inviting to those young professionals and business people in our community? A talented and passionate team of Rotarians work at the District level to help you advance your goals for New Generations Service, Literacy, Public Relations, and Membership. Resources can be found within this manual, and also on our District website We wish you the best and stand ready to serve you in Rotary. Please call on us to help!

5 2 What is New Generations??? There is a bit of confusion over what Rotarians mean when they use the term New Generations. 1. New Generations Service is the 5 th Avenue of Service. This Avenue of Service joins the Four Avenues of Service that have been in existence since 1928: Club, Vocational, Community and International Service. The 2010 Council on Legislation, which met in Chicago in April, added New Generations Service as the 5 th Avenue of Service. Programs for New Generations include Rotaract, Interact, RYLA, and Rotary Youth Exchange, as well as other activities that affect young people. This new avenue of service recognizes the positive change implemented by youth and young adults through leadership development activities, community and international service projects, and exchange programs that enrich and foster world peace and cultural understanding. The term New Generations expands our thinking beyond the previous description of Youth Services by more explicitly including young adults, and not just children and teens. 2. New Generations Exchange refers to a short term exchange for ages 18 to 25 to a foreign country, typically with a vocational focus. The District 5190 Rotary Youth Exchange Committee handles New Generations Exchanges. 3. New Generations Rotary Club refers to a Rotary club that is formed with an alternative format, typically no meal or an optional meal, with the intention to appeal to a core group of adults less than 40 years of age, or other professional and business people where a more traditional Rotary club does not fit their needs or preferences. As a Rotary club, there are no age restrictions on membership. The Rotary Club of Reno New Generations was chartered in November 2009, and changed the club name to Rotary Club of Reno Midtown in January 2012 to eliminate the confusion caused by the New Generations terminology. Reno Midtown breaks the mold of the typical breakfast or lunch meeting. The club s members find it more desirable to meet in the early evenings and belong to a club with lower dues. Meeting every Monday night at 6 p.m., Reno Midtown conducts two meetings a month at Bangkok Cuisine South that include speakers on informational and educational topics. The remaining meetings of every month are conducted in the community. These off site meetings include social events, touring local organizations, and engaging in hands on projects.

6 New Generations Services Chair Role and Responsibilities 3 Assess current state of your club with respect to New Generations Service. Determine New Generations Service goals for your club for the next one to five years, working with your club president, board and members. (Long range planning that takes into consideration the needs of your community, along with the interests and strengths of your club members) Recruit and select qualified committee chairs and members. Organize committees with chairs, as needed, to assess, plan and execute New Generations Service goals for the coming year. Conduct New Generations Service projects and participate in New Generations Service programs, including evaluation of the project or program at the completion of the year. Coordinate efforts of youth programs and projects to maximize interaction with area schools and other organizations served. Coordinate with other committee chairs, such as Vocational Service or Community Service chairs Serve on the Board and/or report to the Board on a regular basis to keep club leadership apprised of New Generation Service activities. Develop budgets for New Generation Service programs, in cooperation with committee chairs if applicable, and presents budgetary information to the Board for planning and fundraising. Cooperate in developing grant requests or other fundraising to support New Generation Service programs. Oversee all club activities involving youth or young adults. Complete Youth Protection course and involve all club members who work with youth with youth protection training. Review all youth activities with youth protection policies in mind. Understand liability issues that affect your New Generations Service projects, programs, and activities.

7 4 New Generations Service Assess the current status of your club with respect to New Generations Service to aid in establishing goals and communicating with club leadership. Current state: Number of Rotary Youth Exchange students: Hosted Sponsored Number of sponsored Interact clubs: Number of sponsored Rotaract clubs: Number of RYLA (Rotary Youth Leadership Awards) students sponsored: Number of Schools sponsored for Rotary Eighth Grade Leadership: Number of Speech Contest contestants this year: Number of Music Contest contestants this year: Literacy projects conducted by your club: Scholarship programs conducted by your club: Other projects or programs involving new generations (ages 0 to 30) conducted by your club:

8 5 Committee Role and Responsibilities New Generations Service Service Above Self is Rotary s principal motto, which means that every Rotarian is responsible for finding ways to improve the quality of life in his or her community and in those around the world through service. The role of the New Generations Service committee(s) is to participate in programs and help develop and implement projects that address the needs of new generations. Why New Generations? As part of our responsibility to prepare new generations to be good citizens of the world and to live positive and productive lives To develop and undertake projects that support fundamental needs of youth: health, human values, education, self development, leadership And ultimately, for world peace and understanding Rotary s creation of a 5 th Avenue of Service for New Generations demonstrates our commitment to youth programs, and recognizes the positive changes implemented by youth and young adults through leadership, development activities, service projects and exchange programs. New Generations Service includes all our Rotary programs for young people up to the age of 30. This includes Rotaract, Interact, Rotary Youth Exchange, and Rotary Youth Leadership Awards, along with a large number of other youth and young adult programs, projects and activities undertaken at the club and area level. The responsibilities of the New Generations Service chair and committee(s) is summarized as follows: Develop committee goals to achieve New Generations Service goals for the coming year. Participate in programs or conduct projects that include assessments, planning and evaluation. Create a balanced program of service by cooperating and coordinating with other club service project committees. Work with other organizations, volunteers and committee members to maximize the impact of participation in programs and projects. Lead fundraising efforts to fund projects, as needed. Understand youth protection and liability issues that affect programs, projects, and activities.

9 6 Rotary Reminder you may have separate committees and even chairs to manage various New Generations programs and projects, especially if you have a large club. Also, some programs, like Rotary Youth Exchange, require additional training and compliance to meet regulations set by the U.S. State Department. Some New Generations Service programs are already established, and so the question is whether your club wants to participate or not, such as sponsoring or hosting an RYE student, or sponsoring an Interact club at your local high school or middle school. In other cases, you will be developing and conducting your own New Generations Service project, such as working with a local school on a literacy project or developing a vocational training program. In any case, a systematic approach has been developed to help you achieve success with all your New Generations Service projects. For each step outlined below, determine which committee members are responsible, develop a timeline, establish criteria for measuring progress, and consider the resources and tools available to support you and your efforts. You may need to change the order of the list when adapting it to use in your club. Use this checklist and information as a guideline, and use your own discretion to make it fit your needs! 1. Assessing the situation Successful programs and projects must be relevant and address real and current community concerns. Conduct a needs assessment to determine which New Generations Service needs your Rotary club can address. Take a positive approach to assessing the community s situation, examining resources and solution that can help facilitate your project or program. Many assessments tend to focus only on the community s deficits, which can draw attention away from its assets. Consider which programs and projects have worked well in the past and why they succeeded. Also assess your club s ability to achieve a project or complete a program. Talk to club members about the time they are willing to commit, the resources they are willing to contribute, their interests, and their skills. Consider the culture of your club to ensure a good fit with the project or program you are undertaking. 2. Choosing a project The assessment provides information that clubs should use to choose a New Generations program or project. There are some potential concerns that clubs should consider before choosing a project, including the club s history of service, time and resources, your community s support and involvement, your project s duration and sustainability, and your partners in service.

10 7 3. Making a plan Once your club has chosen the program or project, it s time to start planning, especially if this is a new project for your club. The New Generations Service chair oversees all the club s efforts with regard to New Generations Service programs and projects to help ensure coordination, and there should likely be separate committees and chairs for each of the different programs and projects. This helps involve more club members and helps us share the work and the joy of New Generations Service programs. Each program or project will need to address various tasks, such as: Setting goals and objectives Developing a work plan Developing a budget Youth protection and liability issues 4. Taking action Clubs should rely on their project plans when implementing the project. Existing programs have plans and timelines already established for clubs to follow. Taking action may require raising funds for the project by working with the board, by conducting a fundraiser, or by applying for grants. Be sure you have developed a realistic budget for conducting the project or program, and are able to communicate the financial needs of the endeavor. Taking action also includes managing the activities of the project or program and promoting it within the club and to the community. Remember to include your club s public relations committee to help with promoting the New Generations Service project. 5. Evaluating success Evaluation plays an important role in your club s New Generations Service programs and projects, and its future projects. Knowing what worked and what didn t work will help you learn and grow from the experience. After evaluation, document the results for future use and to report back to your club members, board, area and district. Include a financial report to demonstrate good financial stewardship of the funds entrusted to you by your club members or others. Finally, don t forget to celebrate your success to recognize the hard work, time and financial contributions of all involved. Evaluation, reporting and celebration are important steps to ensuring that the New Generations Service project will continue, and that you will have credibility with the next project you bring to your club. Rotary Reminder: For more detailed information about conducting a service project, see Communities in Action; A Guide to Effective Projects (RI Publication 605).

11 8 Youth Protection and Risk Management In addition to the normal risk management concerns of any service projects done under your club s name, projects and programs involving young people carry the additional responsibility of making sure that young people involved in our programs or projects are kept safe. Each Rotary club in District is required to abide by the youth protection policy as stated: Rotary District 5190 is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians spouses, partners, and any other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact. Ensure that planning for any club New Generations Service project or program includes adequate youth protection elements, such as volunteer screening, selection, and training. Rotary Youth Exchange and Rotary Youth Leadership Awards have specific youth protection policies and procedures established. A two deep rule is recommended in all cases, which means there is never one young person and one adult alone, excepting under RYE circumstances where full background checks have been obtained. Online Youth Protection Awareness training is available to give you and your club members the basics of working safely with young people, and can be completed in less than an hour at your convenience from any computer with internet access. To take the online training or with any questions about youth protection, please refer to information at the District 5190 website, or contact our District s Youth Protection Officer, Larry Allen, or District New Gen Service Chair, Bob Conner. All contact information is located at the District 5190 website. The U.S. Rotary Club and District General Liability Insurance Program provides general liability insurance coverage to active U.S. Rotary clubs and districts for their liability arising out of bodily injury to a third party or damage to a third party s property, subject to policy terms and conditions. Note: The Program does not provide coverage for bodily injury or property damage sustained by a first party insured, such as a Rotarian or volunteer. All Rotarians and volunteers are expected to have their own personal health and property insurance. Please see the Insurance website at

12 9 New Generations Project Checklist 1. Assess the Situation a. Community Assessment i. Identify community strengths and assets ii. Identify needs and priorities of young people in the community iii. Talk to people in the community about its opportunities/challenges b. Club Assessment i. Identify club member interests ii. Identify club member strengths, skills and abilities iii. Identify available time and resources that members can commit 2. Choose a Project a. Present a list of possible projects that meet assessments, including the estimated duration and resources needed b. Choose a project that is achievable, that meets needs, interests and resources of club and community 3. Make a Plan a. Set goals and objectives b. Develop a work plan c. Develop a budget d. Consider liability and protection issues e. Appoint coordinators for various aspects of the project 4. Take Action a. Secure funding (club budget, fundraiser, DSG, other) b. Secure resources c. Plan promotion of project d. Follow implementation plan 5. Evaluate the Project a. Discuss with project beneficiaries and club members what went well b. Discuss with project beneficiaries and club members what should be changed c. Document financials of project d. Report project results to community, club, district, and RI e. Celebrate with all involved

13 New Generations Service 10 Action Plan Annual Goal: Action Step 1. Who will be responsible? How long will this step take? How will progress be measured? What resources are available? Resources Needed:

14 11 Tips for Working with Schools To be successful with projects involving school aged youth, Rotarians need to consider a few strategies to make working with local elementary, middle and high schools more productive. Most are common sense, and simply require considering the school administration or staff s point of view. Consider the school calendar and schedule when contacting administration, faculty or counselors. Be aware of dates of high stakes testing. Plan ahead! It is difficult to get great results when your requests are made at the last minute. Develop a relationship with your school, as opposed to approaching them on a project by project basis. Ask your school contacts what they see as the most important needs of the students or school. Coordinate your efforts if multiple members of your club are approaching a school for different reasons. (Or if members of more than one Rotary club are approaching the school for the same or different projects.) Be aware if other organizations are also approaching the school for similar reasons. Think about how you can make it easy for school personnel to participate in your project. Get to the right person! You are wasting your time and the staff member s time if it is not the person who can make the decision or interfaces with the appropriate students. Present the project from the perspective of how it helps the students and reflects positively on the school and staff. What s in it for them? Develop a relationship with the Superintendent of Schools. Invite the superintendent or principal to your Rotary meeting. Are they a potential Rotary member? Show appreciation for the faculty, staff and administration. Do you have some suggestions to share?

15 NOTES 12

16 13 District 5190 Youth Protection Each Rotary Club and every Rotarian in District 5190 is required to abide by the youth protection policy as stated: Rotary District 5190 is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians spouses, partners, and any other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact. Student Protection Policy, Rotary 5190 Youth Exchange Program Sexual Abuse and Harassment Policy and Procedure, and Rotary Youth Exchange District 5190 Criminal Background Check Policy can be found on the District website at: The following information in the manual is provided as awareness and prevention training materials, as provided by Rotary International. Please contact our District s Youth Protection Officer, Larry Allen, with any questions or concerns about youth protection with respect to your club activities. Contact information for is found at the Rotary District 5190 website at Additionally, online youth protection training is now offered to all District 5190 Rotarians. You are urged to take advantage of this training, which allows you to complete a training session of approximately 45 minutes, and then take a test to demonstrate competency in the basic principles. Test results are not reported if your score is under 80. You can repeat the materials and testing as much as you need to, although most people pass the test on the first attempt. Club New Gen Service chairs and committees, as well as any Rotarian working with youth, should plan to complete the online youth protection training. For a demo of this training, you may go to and select NAYEN Online Youth Protection Training from the left side of the page. To receive an invitation to take the online youth protection training, please contact District New Generations Service Chair, Bob Conner. Contact information is found at the Rotary District 5190 website at

17 14 Awareness and Prevention Statement of Conduct for Working with Youth Rotary International is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians spouses, partners, and other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact. Adopted by the RI Board of Directors, November 2002 This statement of conduct provides the basic principle for Rotarians to follow when working with young people in any capacity. An abuse prevention program with specific plans and procedures will help to ensure that Rotarians and other volunteers exemplify this conduct. In addition, such a proactive approach will further demonstrate Rotary International s commitment to youth, help to prevent specific incidents of abuse or mitigate their negative effects, protect the long-term viability of youth programs, and strengthen the trust of participants and their parents. Too many instances of abuse and harassment of young people are ignored because adults fail to recognize or admit that it is occurring. An effective youth protection policy depends on the adults involved being both aware of the possibility of abuse and vigilant in guarding against it. Keep these points in mind: Young people often fail to report sexual abuse because they fear that disclosure will bring consequences even worse than being victimized again. Child abuse is generally underreported because offenders are able to convince their victims that it is their own fault. In many cases, victims of child sexual abuse do not report the abuse until they are adults. Abuse and Harassment Prevention Training Manual 1

18 15 Only about 1 percent to 4 percent of sexual abuse allegations prove to be false.* Children tend to minimize and deny abuse, not exaggerate or overreport such incidents. Child sex offenders seek opportunities for access to children and teenagers through youth organizations that lack strong screening and protection practices. * National Center for Post-Traumatic Stress Disorder, Definitions of Abuse and Harassment To heighten their awareness of the problem, all Rotarians working with young people should fully understand what constitutes abuse and harassment. Emotional or verbal abuse. Incidents in which an adult uses fear, humiliation, or verbal assaults to control the behavior of a young person in his or her care. Examples include rejecting the young person, preventing him or her from developing normal social relationships, and making derogatory statements about the youth s race, religion, or personal appearance. Physical abuse. Mistreatment of a young person by use of physical contact intended to cause pain, injury, or other physical suffering or harm. Neglect. Failure to provide (for no apparent financial reason) adequate food, clothing, shelter, or medical care necessary for a youth s well-being. Sexual abuse. Engaging in implicit or explicit sexual acts with a young person or forcing or encouraging a young person to engage in implicit or explicit sexual acts alone or with another person of any age of the same or opposite sex. Among the examples of sexual abuse are nontouching offenses, such as indecent exposure or showing a young person sexual or pornographic material. This definition applies to any participant in Rotary International youth programs. Sexual harassment. Sexual advances, requests for sexual favors, or verbal or physical conduct of a sexual nature. In some cases, sexual harassment precedes sexual abuse and is a technique used by sexual predators to desensitize or groom their victims. Some examples of sexual harassment include: Sexual epithets, jokes, written or spoken references to sexual conduct, gossip regarding one s sex life, and comments about an individual s sexual activity, deficiencies, or prowess Verbal abuse of a sexual nature Display of sexually suggestive objects, pictures, or drawings Sexual leering or whistling, any inappropriate physical contact such as brushing against or touching, obscene language or gestures, and suggestive or insulting comments The following misconceptions present obstacles to creating an effective abuse and harassment prevention program: Abuse and Harassment Prevention Training Manual 2

19 16 Sexual abuse is about sexuality. In fact, most sexual abuse and harassment is about power and control. Only girls are at risk. Although the majority of victims are girls, boys are also at risk. Some studies have shown that as many as one in six boys under age 16 has experienced unwanted direct sexual contact with an older person. Only men are abusers. Girls are only at risk from men, and boys are only at risk from women. Sexual abuse is always overt. Most abusers are unknown to their victims. Most abusers are known and trusted by their victims. Signs of Abuse and Harassment Rotarians, their families, non-rotarian volunteers, and parents of young people participating in Rotary youth programs should be aware of the following physical and behavioral changes that may be warning signs of abuse:* Any physical signs of abuse, such as a repeated pattern of injury or an accident for which the explanation doesn t fit the injury Changes of behavior, extreme mood swings, withdrawal, fearfulness, or excessive crying Fear of certain places, people, or activities; reluctance to be left alone with a particular person High levels of anxiety Distorted body image, including or resulting in eating disorders, selfmutilation, or other related behaviors Diminished self-esteem Overly aggressive behavior Unwillingness to participate in extracurricular activities; difficulties at school Repression Poor peer relationships; isolation Nightmares or night terrors Graphic or age-inappropriate knowledge of sex or sexual behavior Suicide attempts or gestures Obsessive behaviors Self-medicating through drug or alcohol abuse Problems with authority or rules These behaviors should be seen as indicators that abuse or harassment may have taken place, and adult volunteers should spend time with the young person to find out what is really going on. Active involvement with youth in your care will enable you to observe changes in behavior, which can be a more accurate indicator of abuse than those on the list above, many of which * Based on materials produced by Bollinger Inc., Short Hills, New Jersey, USA Abuse and Harassment Prevention Training Manual 3

20 17 could also be considered typical teen behavior. A normally outgoing and confident young person who becomes withdrawn and quiet may have been abused, and the adults involved with the young person should find out why the behavior has changed. Consider arranging a conversation between the young person and a mental health professional who specializes in working with adolescents. Exchange students who are making cultural adjustments to the host country or experiencing homesickness may exhibit some of the behaviors listed above. Many of the behaviors commonly exhibited by victims of abuse are the same as those that cause problems with a student exchange and result in a student returning home early. A student who has been labeled as difficult or unable to get along with the host family may have been abused, either by an adult in the host family, a peer, or someone in their home country before their arrival. Developing Youth Protection Policies for Your District Each Rotary district should develop appropriate youth protection policies, including those related to sexual abuse and harassment prevention, for its youth programs. Policies will differ from district to district based on the type and size of the projects and programs involving youth, the number of participating clubs, and local governing law. As an essential first step, Rotarians involved with youth programs should become thoroughly informed about local laws concerning abuse and harassment and incorporate that information into their district policy. To be certified by RI, districts participating in Youth Exchange must develop policies that meet minimum standards. The Sample District Youth Exchange Abuse and Harassment Prevention Policy (appendix A) can help districts develop a policy for Youth Exchange; it can also be expanded or adapted for other programs and projects involving youth. For examples of policies implemented by RI districts or other organizations, programs@rotary.org. When developing a district youth protection policy, ask yourself what could go wrong. Examine the risks associated with the environment in which a particular activity takes place, and consider what you could do to prevent accidents or other problems from occurring. If something does go wrong, plan how to respond. Have an emergency plan in place at all times. Consider these issues when developing your district youth protection policy: Physical safety (buildings owned or rented by the district where youth programs take place; activities that present some risk or danger) Abuse and Harassment Prevention Training Manual 4

21 18 Privacy for youth participants (especially protection of personal information; accommodations at camps and host homes) Appropriate medical certification for volunteer clinics that serve young people Degree of supervision for any youth activity Interaction with youth outside of program activities Definition of normative physical contact, such as hugs or other forms of touching Illness, injuries, and accidents, including plans for first-aid and insurance Motor vehicle guidelines, such as licensing and insurance requirements for adults involved Key Policy Elements An effective district abuse and harassment prevention policy includes the following information: Policy statement that includes the language from the Statement of Conduct for Working with Youth Compliance statement affirming that all clubs in the district participating in youth programs are adhering to the district s abuse and harassment prevention policy Outline of club responsibilities for adherence to district policies Comprehensive list of volunteer assignments involving contact with young people and the required level of screening for each Screening and selection procedures (written applications, background checks, personal interviews, home visits) and volunteer-selection criteria Procedures for training volunteers working with youth Youth protection recommendations that provide specific supervision and behavior guidelines to prevent abuse and harassment Web site guidelines that define the privacy and protection of youth participant data, images, and personal information, such as specific areas on the site that are password protected Plan for maintaining and keeping confidential records of all allegations of abuse and harassment System to ensure that (1) any adult prohibited from participating in Rotary youth programs is excluded from the program and (2) this information is treated confidentially Job description for district youth protection officer, detailing qualifications and responsibilities (see the sample job description on page 13) Guidelines for reporting and following through on both recent and historical incidents of sexual abuse and harassment for those involved in Rotary youth programs (see appendix B) Plan for regular program evaluation Procedures for regular review of the district policy Abuse and Harassment Prevention Training Manual 5

22 19 Other Youth Protection Policies The sample policy in appendix A only applies to sexual abuse and harassment prevention, and districts may want to expand their policies to address other youth safety issues. For example, your district may wish to develop guidelines for the use of personal automobiles to transport youth program participants. Programs other than Youth Exchange may choose to adopt a policy that prohibits one-on-one contact between an adult volunteer and a youth program participant. For example, the Boy Scouts of America recommends a two-deep leadership policy, which requires that two prescreened adults be present at all trips and outings and that any individual meeting between an adult and a child be conducted in full view of other people. Consult with other youth-serving organizations in your community to find out what types of policies they have in place. Volunteer Selection and Screening A key element in any youth protection policy is the selection and screening of adult volunteers. As districts strive to select volunteers who demonstrate an interest in the program and an aptitude for working with young people, they should also develop a process for screening candidates to ensure that they pose no danger to the youth participants. The level of screening may vary, based on the position that the volunteer is interested in and the assignment s amount of contact (from incidental/infrequent to frequent) and type of contact (group vs. individual) with the participants. For example, host families for Youth Exchange students should undergo a more comprehensive screening process than volunteer tutors at a local elementary school, who will likely be supervised when working with children. Responsible youth program management requires a significant time commitment to identify, screen, and train adult volunteers, and clubs and districts must accept the additional administrative burden required to ensure that youth participants are adequately protected. This means maintaining selection criteria, even when it is challenging to find enough volunteers to continue supporting a program. Adult volunteers who are unwilling to undergo screening should be excluded from participating in any Rotary International youth program. Applications All adult volunteers who will have unsupervised contact with youth should be required to complete an application that includes references (for a sample application developed for Youth Exchange, see appendix C). At a minimum, applications should include a statement that the applicant has no previous criminal convictions related to abuse or harassment of a young person. Applications may also include requests for specific expertise related to the assignment and experience working with young people. Abuse and Harassment Prevention Training Manual 6

23 20 Interviews All volunteer applicants for positions involving unsupervised contact with youth should be interviewed in person. Interviewers should be experienced committee members. For potential host families, conduct at least one in-home interview, and provide interviewers with guidelines on the types of questions to ask and what to look for when conducting home visits. Access to confidential information collected in the volunteer screening process should be restricted. Interviews and background checks may uncover sensitive information that would not disqualify a potential volunteer but should be kept confidential nonetheless. Develop guidelines stating who will collect and maintain this information and who will have need-toknow access to it. If your district contracts with an outside company to conduct criminal background checks, ask whether they can collect and maintain this information on your behalf. Reference Checks Simply requesting references in the application is not sufficient. Contact each reference by phone or in person, and ask a standard set of questions, such as: How long have you known this individual? In what capacity? Do you think this person is well qualified to work with youth? Would you have any reservations about recommending this person to serve as a? Can you verify the dates of employment for the following individual? Record the date of the interview and responses to each question, and keep this information with the volunteer s application. Background Checks and Criminal Record Checks Background checks play a critical part in any youth protection policy because they deter potential offenders and deny known offenders access to the program. Although many offenders have no criminal record and diligently avoid being caught by law enforcement, background checks may dissuade them from volunteering in your program. Many youth-serving organizations require a criminal background check for all adult volunteers who work with youth, even for programs that don t involve unsupervised access to youth. Your district should determine which youth-related activities require a criminal background check for adult volunteers. For example, at a district residential RYLA camp for students ages 14-18, all counselors may be asked to undergo criminal background checks, but Rotarians who volunteer to conduct registration for the RYLA may not. Criminal background checks should be conducted for all volunteer positions that allow unsupervised access to young people. The Youth Exchange program requires all adults (Rotarians and non-rotarians) involved in the program (committee members, host families, club counselors, and others) to complete and sign the Youth Volunteer Affidavit and agree to undergo a criminal background check and reference check. Abuse and Harassment Prevention Training Manual 7

24 21 Maintenance of Records Each district should determine how records are maintained and retained and establish procedures for confidentiality and limited access. Research local laws to determine how long records should be retained (in some cases, records may be kept in perpetuity). Volunteer Training Volunteer training is essential to an effective abuse and harassment prevention program. Design specific training for each volunteer role, and include abuse and harassment prevention information in all training. Establish guidelines on how frequently volunteers should undergo training, and track which volunteers have completed specific training sessions. For example, training for volunteers in a Read with a Rotarian club program should focus not just on methods for helping children with their reading skills but also on guidelines for interacting with children, limitations on physical contact, and supervision requirements of the program. Training for RYLA camp volunteers may be more extensive, including CPR certification, leadership training skills, and information on how to report an allegation of abuse or harassment. The leaders guide that accompanies this manual contains specialized training sessions for adult volunteers working with Rotary International youth programs. Districts can customize this content to include cultural considerations, specific district policies, and other program-specific topics. Abuse and harassment prevention training is required for all adult volunteers and inbound and outbound Youth Exchange students. Abuse and Harassment Prevention Training Manual 8

25 22 Reporting and Follow-through Protecting the safety and well-being of young people participating in Rotary International programs and activities requires that all allegations of abuse or harassment be taken seriously and handled within these guidelines. Reporting an Allegation To ensure that such allegations are handled properly, districts should follow these reporting procedures: Establish a reporting policy that lists specific Rotarians to be contacted when an allegation of abuse and harassment is made. (See appendix B for model reporting guidelines that clubs and districts should adapt to local laws and implement.) Provide these names and contact information to all adult volunteers and program participants and their parents. Arrange for the safety of the student. The first adult to receive an allegation of criminal abuse and harassment must immediately report this complaint to the authorities. Report every allegation of criminal abuse and harassment to the proper authorities (child protection, social services, or local law enforcement agencies) for investigation. Notify the district youth protection officer. Report all allegations and other serious incidents accidents, crimes, early returns, deaths involving Youth Exchange students to RI within 72 hours. In the United States, federal law requires that any incident or allegation involving the actual or alleged sexual exploitation or abuse of a participant in a secondary school student exchange program must be reported to the Department of State and as required by local or state law. Abuse and Harassment Prevention Training Manual 9

26 23 Follow-through After an allegation has been made and law enforcement or a child protective agency is conducting an investigation, Rotarians involved should take the following actions: Remove any adult against whom an allegation of sexual abuse or harassment has been made from any contact with youth until the matter is resolved. Cooperate fully with law enforcement and child protection agencies and not interfere with the investigation. Most Rotarians and other adults involved in youth programs are not trained professionals with expertise in determining the seriousness or legal implications of an allegation; therefore, they should not decide whether an allegation constitutes abuse or harassment until they have consulted with youth protection service agencies, law enforcement professionals, or a district youth protection officer trained in handling allegations of abuse or harassment toward young people. After law enforcement has completed its investigation, the district governor, district youth protection officer, or district review committee should review the situation to verify that all district policies were followed and recommend future actions that could correct any possible shortcomings. A club must terminate the membership of any Rotarian who admits to, is convicted of, or is otherwise found to have engaged in sexual abuse or harassment. Non-Rotarians who fall into this category must be prohibited from working with youth in a Rotary context. If an investigation into a claim of sexual abuse or harassment is inconclusive, additional safeguards still must be put in place to protect both the person named in the allegation and any youth with whom that individual may have future contact. Subsequent claims of sexual abuse or harassment will prohibit the adult from working with youth in a Rotary context. A person later cleared of charges may apply to be reinstated to participate in Rotary youth programs. Reinstatement is not a right, however, and no guarantee is made that he or she will be reinstated to his or her former position. When Law Enforcement Is Not Involved At times, a student may report being uncomfortable with conduct that doesn t constitute reportable harassment under local law. Keep in mind that any unwelcome behavior of a sexual nature between a youth and a volunteer, even if the student is legally of age, is inappropriate. Each district must document specific procedures for addressing allegations that do not constitute reportable harassment under local laws. First, Rotarians should put a stop to the inappropriate behavior and take steps to prevent it from occurring in the future. In addition, document all accusations, the steps taken to resolve them so that behavior patterns can be tracked, and the perspectives of all parties involved in the incident. Based on this information, develop policies for addressing patterns of problematic behavior that may emerge. Abuse and Harassment Prevention Training Manual 10

27 24 Each district is encouraged to consult a local legal professional about obligations and procedures for handling all allegations of abuse and harassment. Historical Incidents If a former youth program participant contacts your district to make an allegation of a past incident of abuse or harassment, contact RI for additional information and recommendations on how best to proceed. Such allegations must be reported to RI within 72 hours of the district being made aware of the incident. Abuse and Harassment Prevention Training Manual 11

28 Rotary Middle School Leadership Rotary Eighth Grade Leadership 25 The Rotary Middle School Leadership program s purpose is to provide high quality leadership training, with a strong emphasis on ethics, to selected 8 th grade students. Student participants are chosen by their principals based on demonstrated leadership skills. Our aim was to provide these selected students with tools for the difficult choices that they face as they move into high school. A pilot was conducted by the Rotary Club of Sparks, the Rotary Club of Sparks Centennial Sunrise, and the four middle schools in Sparks in the spring of The positive results of that pilot allowed us to expand to 15 middle schools, including 3 schools from Lyon County. At the advice of the principals, we moved the project to the fall to allow the resulting leadership teams to have maximum effect in their last middle school year. In 2011, we expanded to 18 middle schools, which is our maximum in the Reno / Sparks area. We employ Dean and Rochelle Whellams as co directors of the program. Dean and Rochelle have been Program Directors of our Camp RYLA program for the past 5 years. Recent RYLA graduates volunteer their time as junior counselors, small group facilitators and role models for the program. In the Reno / Sparks Area: The project is conducted over two consecutive weekends. Rotary clubs sponsor Middle Schools ($1,500 per school/5 students per school) and we assign Rotary coordinators to work closely with the school principals and with the committee throughout the entire process. As a result the clubs therefore develop a good relationship with the middle school and provide a support for the students in their continued growth as ethical leaders. Topics covered in the first two days of training include respect, truth and trust worthiness, communication, and team work. In one specific exercise, the students take famous quotations and discuss the quotations in the context of the 4 Way Test. A session on the rights and responsibilities of citizenship is conducted by Judge Egan Walker. Judge Walker describes the scope, derivation and historical significance of the Bill of Rights. The students have homework during the week between the sessions, including meeting with their principals to discuss a service project to be completed at their school by the end of the year. They are also expected to meet with their principals to discuss what they learned about themselves in the first 2 days. The second weekend includes a ropes course day at Grizzly Creek Ranch with further work on effective communications, team building, leadership, and confidence. The ropes course is conducted by Sierra Nevada Journeys, the same group that the RYLA camp uses. On Sunday, they are back to work on goal setting, breaking through obstacles, and service learning. The program ends with a graduation attended by family members, friends and faculty members. There were well over 200 in attendance last year. Each student takes a turn on stage to speak about what insights they each were taking away from the training. See the website at for more information, or to contact Joe Donohue (RC Sparks).

29 In the Grass Valley / Nevada City / Nevada County and Auburn Area: The project is also conducted over 2 consecutive weekends at a facility in the Grass Valley / Auburn area. The schedule and curriculum are similar to the Reno / Sparks program. The camp co directors are the same. Mike Johnson (RC Grass Valley) chairs this committee. Mike can be reached at leader.com. The name REGLE (Rotary Eighth Grade Leadership Experience) was selected for this program. 26 In the residential program conducted at Grizzly Creek Ranch in Portola: In 2012 we are further expanding to offer this training to all clubs in District We call this program the Rotary EGL (pronounced Rotary Eagle) (Rotary Eighth Grade Leadership) program. Since many school districts do not have middle schools, we changed the name to avoid confusion. Rotary EGL is a 3 day residential camp at Grizzly Creek Ranch November 2 4. Ann Taylor (RC Portola) and Karen Shimamoto (RC Alturas) chair this committee. Further information can be found on the web site at and you can also contact Ann Taylor and Karen Shimamoto at this website. Outcomes of each of these programs include: Increased confidence and communication skills as evidenced by the students during the graduation ceremony. Every student spoke voluntarily from the podium in front of an audience of over 200 people. Service projects will be undertaken by the group of students at each of the schools. The projects focus on such things as reducing bullying, creating a better atmosphere of respect and good will within the middle school, and mentoring 7th graders to be positive leaders in the school next year. Focus on ethical values of respect, truth, character, responsibility and service as evidenced by the conversation, comments and behavior of the students. Increased leadership skills as evidenced by greater success in meeting challenges presented in the sessions. Increased communications skills as evidenced by improved success in accomplishing group tasks presented in the sessions. Increased self knowledge and understanding of individual thinking and behavioral attributes. Greater appreciation of the value of diversity in a team based on experiences and insights gained during the sessions. Increased understanding of how their attitude can affect their lives get to, instead of have to as evidenced by comments from the principals. Longer term, we expect the program to help the eighth grade students become positive leaders and agents of change in a positive way in their school and community. We had several students who had been heading towards, or already involved in drugs and gangs. It is our hope that being able to see how to use their influence for good and increasing their confidence in making positive changes will help them make good decisions in their lives.

30 For all the students, the training will be a benefit as they transition to high school. They now have a peer group for positive support and a greater sense of self confidence. All the students become more aware of and understanding of problems that others may have in their lives. This sympathy and empathy will lead to reduction in bullying and destructive criticism with other students. The students worked on respect for others and for themselves and this will have a long term benefit for us all. The students considered their goals, and the obstacles to their goals. We expect this process to have a positive impact on achieving those goals, including staying in school and going to college. All the students will participate in a service project of their own design at their school. We expect that this experience will empower the students to make changes on their own and to learn the joys of giving back. A further benefit of the program was the experience gained by the counselors, the high school seniors who volunteered to work with us. These RYLA graduates were able to expand and improve their own leadership and communication abilities through their work of the sessions. Each came away with a renewed sense of the joy of giving back and of making a positive difference. Lastly, the exposure to Rotary is a long term benefit to be considered. The students gained awareness of other youth programs offered by Rotary, such as RYLA and RYE, and became acquainted with Rotarians in their community, as well as hearing about other projects in which Rotarians are involved. The family and friends of the students also gained some awareness and exposure to Rotary and its presence and impact within the community. 27

31 RYLA 28 What is RYLA? The Rotary Youth Leadership Awards (RYLA) is a complete scholarship awarded to men and women of high school age who are leaving their junior year & will be next year s senior high school class. The intent of our program is to prepare these students for leadership roles. The training emphasizes leadership, citizenship and personal growth. Attendance is by invitation only. Winners are selected by the local Rotary Clubs. The International RYLA was actually started by Rotarians in Australia in the early 1950 s. It is the object of RYLA to bring the business, social, professional and educational leaders of the community and the nation together with the young leaders of the future to share with them ideas, techniques, philosophy and inspirational messages. At Camp RYLA, high school juniors spend a week in a challenging program of discussions, inspirational addresses, leadership training exercises and social activities designed to enhance personal development, leadership skills and good citizenship. Campers have the opportunity to learn more about themselves through the voices and eyes of people who have experienced life, people who can help them see things from a different viewpoint. They learn not only from special speakers, volunteer Rotarians and non-rotarians, but by interacting with other scholarship winners just like themselves. Each RYLA camp includes the following topics: Fundamentals of leadership Ethics of positive leadership Importance of communication skills in effective leadership Problem-solving and conflict management Building self confidence and self-esteem Rotary s purpose and service to the community Obligations of community and global citizenship. In addition, Camp RYLA participants experience personal growth and further develop their skills in communication, leadership, citizenship, and problem solving. Rotarians view a RYLA scholarship as a wonderful investment in the future of their community. Supporting RYLA students also provides a club with ongoing relationships with top level students in their local high schools. For further information on RYLA, please see the Camp RYLA web site at 4

32 29 Guidelines for Club Camp RYLA Chairpersons Each student that you sponsor will cost your club $625 plus $70 for those clubs participating in the greater Sacramento bus transportation. Send the registration fee, along with the club reservation form, to the name and address listed on the reservation form. The deadline is December 31. Please check RYLA website for current cost and other updated information prior to making reservations for Please remember that the student(s) must be entering their senior year in high school next fall. Contact the local High School administrators/counselors and ask for a list of potential students (usually more than you will send). You may want to select the students from your local Interact Club. These students should be completing their junior year in high school, have good character, a reasonable scholastic record and be able to commit themselves to attend the entire week long program. Children of Rotarians are eligible. Appoint a committee of Rotarians to interview and select candidates. Interviews are good learning experiences for students and Rotarians. A sample RYLA interview form is also available on this website. The Rotary Club is responsible for processing and sending all registration forms to the students that you select. Student packets are available on this web site. Be sure your candidate understands he/she is sponsored by your Rotary Club. Supply them with the name, address, and phone number of your local Camp RYLA Chairperson so when questions arise there is a source of local help. Please go through the registration form with your selected student(s) and make sure they return the forms directly to you by April 1 and not to the school!! After review by the club, the Camper Registration Form, Camper/Parent Statement and Doctor's Certificate must be forwarded to your District Camp Registrar NO LATER THAN APRIL 15: DISTRICT 5190: Steve Singer PO Box 88 Yerington, NV Please make sure the package is complete and all forms signed before sending them in. Incomplete student packages will be put on hold and not officially registered until all forms have been received.

33 30 REMEMBER: It is your club's responsibility to provide transportation to and from Camp for your student(s). Your club must ensure volunteer drivers have current state driver s licenses, and their automobile insurance is current and meets requirements of state law. We also recommend at least 3 persons in the vehicle. All students must arrive at Camp between 12:00pm and 12:30pm on the first day and be picked up shortly after 12:30pm on the last day. IF YOU NEED HELP, CONTACT: Gary Ailes or Steve Singer contact information on the RYLA website, or at Rotary Note: All forms and lots of other great information is located at the ROTARIAN ONLY website ryla.org/chairs.htm. Counselor job descriptions and online application form are also found on the ROTARIAN ONLY website. Additionally, on this website are letters written by past RYLA campers. You can locate the letter from the RYLA graduate that your club sponsors and share with your club members to demonstrate the value of RYLA and their investment in the leadership training of young people in your community. *****Please direct RYLA campers and their parents to the RYLA homepage at for answers to their questions of what to bring to camp.

34 31 Interact Interact is part of the family of Rotary designed for young people ages The age range was expanded in January 2010, and allowed communities that had Youth Act clubs for year olds to formally apply to become a chartered Interact club. This development has helped introduce Rotary and the concepts of community and international service to younger students. Interact clubs are sponsored by individual Rotary clubs, which provide support and guidance, but they are self governing and self supporting. Club membership varies greatly. Clubs can be single gender or mixed, large or small. They can draw from the student body of a single school or from two or more schools in the same community. Interact was started in 1960 when RI President Harold Thomas urged Rotary Clubs around the world to find a way to encourage service among youth. The first club started two years later in Melbourne, FL with 23 students. Today there are more than 10,700 Interact Clubs in 109 countries with almost 200,000 student members. As one of the most significant and fastest growing programs of Rotary service, District 5190 has experienced incredible growth and vibrancy in our own Interact clubs, numbering 28 as of March 2012, with several more in the stages of organization. Each year, Interact clubs complete at least two community service projects, one of which furthers international understanding and goodwill. Through these efforts, Interactors develop a network of friendships with local and overseas clubs and learn the importance of Developing leadership skills and personal integrity Demonstrating helpfulness and respect for others Understanding the value of individual responsibility and hard work Advancing international understanding and goodwill

35 32 There are two types of Interact clubs school based (most common) and community based. A community based club may draw its members from several schools from the Rotary club s area. The Rotarian advisor must attend all of the Interact club s meetings and board meetings. A school based club draws its members from one school, and the Rotarian advisor is required to attend only the club s board meetings. Typically, the Rotarian advisor would also attend the Interact club meetings regularly. School based Interact clubs require a faculty advisor who acts as a liaison between the Rotary club and school administration as their primary function. In many cases the faculty advisor is also at all of the meetings, including the Board meetings, to act as a guide for the students. When a Rotary club decides to sponsor a school based Interact club, the Rotary advisor should meet with school officials to explain the program and its advantages. Rotarians and school officials work together to determine membership requirements, club policies, the time and location of Interact club meetings, and the faculty advisor. The faculty advisor, who is a faculty member at an Interact club s school, oversees the activities of the school based Interact club and acts as a liaison between the Rotary club and the school administration. Patience, organizational skills, and a desire to work with young people are essential qualities of effective faculty advisors. Finding the right faculty advisor is one of the most difficult steps in establishing a new Interact club! Ask other experienced Interact advisors for suggestions, if you are having a hard time finding an advisor. Also, ask the potential Interacters for their suggestions of faculty members they would enjoy working with in the club. If you are not able to find a faculty advisor, it may be possible to organize the Interact club as community based club if the Rotary advisor is committed to attending all meetings and the school administration gives permission to use the school facility. Now that you have a Rotary Adviser and a Faculty Adviser what are the next steps? Getting members is probably first on the list. A great source of members for a new club is RYLA attendees in many cases they are the ones with the idea to start a new Interact club in the first place. Rising seniors come back from RYLA camp in June very enthusiastic and excited about making a positive difference with the leadership skills they learned at camp. To make use of this energy, the Rotary advisor has to be ready to move quickly because senior year goes very quickly! The good news is that you should have new RYLA grads each year if your club is sponsoring students from this school each year. Some other possible ways: input from the Faculty adviser, school counselors, rush week if your school has one, sophomore or freshman sign ups, etc. Hold a meeting and get the prospective members enthused about being a member of the club. Just like a Rotary club you need to get members who will be active and supportive of projects, fundraisers, new member recruitment, and want to be involved.

36 Once you have members you will need to hold election of officers, determine how often you will be meeting (RI requires two meetings a month), where you will hold the meetings, any dues and fining policy if any. There is a small amount of paperwork to be completed and signed by the sponsoring club president and the District Governor then submit to Rotary International to obtain your charter. The charter will be sent to the sponsoring club president and it is recommended that a charter night be held to honor the new club and members. Make the charter night a big deal to help get and keep the kids excited about the new organization. It is great to plan this in conjunction with your sponsoring Rotary club and make the students the focal point of the night. Some communities have celebrated an Interact club charter night during their Foundation Dinner, as an example. As in Rotary Clubs, recruiting and retaining new members is a challenge and needs a consistent effort depending on the school structure you will have members for a maximum of 3 4 years at best. Competition with other clubs is tough what do you have to offer? Interact clubs must meet at least twice a month. To encourage good attendance, select a time and location that is convenient for club members. Typically, school based clubs meet at the school. Also, to encourage attendance, offer refreshments! Students are more likely to attend the morning meeting if there are donuts, and pizza or sandwiches at lunch are always a hit. Some Rotarian advisors will bring food, and some clubs have sandwiches or other items for sale at a nominal cost at the meeting. Remember that the Interactors should actually run the club not the faculty or Rotary advisor. Advisors are there to offer guidance and suggestions, but the most successful clubs are led by the Interact officers and club members. This is real life experience in leadership that is one of the great reasons to belong to Interact.. Club committees help carry out activities and projects. The club president appoints four standing committees club, finance, service and international understanding as prescribed by the Standard Interact Club Constitution. Each of these committees need to be working for the promotion of the Interact club and may or may not include club officers. Remember to consider Public Image and PR. Let everyone in the community to know what the Interact Club is doing for our communities. People love to hear the good things that teenagers are doing! How do you get your officers trained each year? Ideally this can be coordinated through the Area Advisers for each of the areas in a way to benefit all the Interactors. 33 Duties can be found in the Interact manual as well as determining who serves on the Board of Directors for the club outside of the Rotary and Faculty advisers. Did you know we have a Facebook page? District 5190 Interact is there for information sharing between Interact clubs, posting photos, telling about successes, etc.

37 34 Starting an Interact Club: Step 1: Establish Rotary club support Determine if the Interact club will be school based or community based. More than one Rotary club can sponsor with certain conditions. Gain commitment of Rotary advisor and faculty advisor (for school based). Work closely with school officials if school based. Step 2: Identify potential Interactors Ask faculty advisor (school based) for suggestions. Children of Rotarians. RYLA or Rotary EGL graduates. Teams, youth groups, other organizations. Step 3: Invite prospective members to an informational meeting. Create interest in starting the club. Rotarians and Interactors from other clubs to share experiences. Time for questions and ideas from prospective members. Step 4: Hold organizational meetings. Adopt Standard Interact Club Constitution. Determine meeting times and dues. Election of officers. Membership plan. Plan fundraising and service projects. Step 5: Complete the paperwork. Interact club certification form. Signatures of Rotary club president and District Governor. Rotary International for formal charter. Step 6: Plan a charter celebration! Meaningful and fun ceremony. Involve your Rotary club members. Invite Interactors family members. Induction of members. Memorialize and publicize. For more information, details and assistance in starting an Interact club, contact the Interact District Chairs by visiting and to locate the Interact Handbook, publication 654 EN.

38 Youth Protection Best Practices for Interact Frequently Asked Questions July Abuse and harassment prevention is critical to any program that works with young people. Rotarians engaged in Interact should consider necessary steps to ensure the safety of youth and to protect volunteers. Rotary International has a zero-tolerance policy toward abuse and harassment and is guided by the following Statement of Conduct for Working with Youth: Rotary International is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians spouses, partners, and other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact. (RCP ) All Rotarians, clubs, and districts should ensure that their programs are consistent with both this statement and all RI youth protection policies. What abuse and harassment prevention guidelines have been established? The Board has established the following policy that applies to all Rotary clubs and districts: Sexual Abuse and Harassment Prevention All Rotarians, clubs and districts should follow the statement of conduct for working with youth and RI guidelines for abuse and harassment prevention established by the general secretary. The guidelines include the following requirements 1. RI has a zero-tolerance policy against abuse and harassment. 2. An independent and thorough investigation must be made into any claims of sexual abuse or harassment. 3. Any adult involved in a Rotary youth program against whom an allegation of sexual abuse or harassment is made must be removed from all contact with youth until the matter is resolved. 4. Any allegation of abuse must be immediately reported to the appropriate law enforcement agency, in accordance with RI s zero-tolerance policy. 5. A club must terminate the membership of any Rotarian who admits to, is convicted of or is otherwise found to have engaged in sexual abuse or harassment. A non-rotarian who admits to, is convicted of, or is otherwise found to have engaged in sexual abuse or harassment must be prohibited from working with youth in a Rotary context. A club may not grant membership to a person who is known to have engaged in sexual abuse or harassment. (Upon obtaining information that a club has knowingly failed to terminate the membership of such a Rotarian,

39 the RI Board will takes steps to have the Rotarian s membership terminated, including action to terminate the club s charter for failure to comply). 6. If an investigation into a claim of sexual abuse or harassment is inconclusive, then, for the safety of youth participants and the protection of the accused, additional safeguards must be put in place to assure the protection of any youth with whom the individual may have future contact. If there are subsequent claims of sexual abuse or harassment, the adult shall be permanently prohibited from working with youth in a Rotary context. Regardless of criminal or civil guilt, the continued presence of the adult could be detrimental to the reputation of the organization and could be harmful to youth. It can also benefit the adult in preventing additional accusations from other youth. A person who is accused but later cleared of charges, may apply to be reinstated to participate in youth programs. Reinstatement is not a right, and no guarantee is made that he or she will be reinstated to his or her former position Failure to Comply with Youth Protection Laws Upon obtaining information that a club has failed to address an allegation against a member in connection with a Rotary-related youth program for violating applicable law regarding the protection of youth, the board may suspend or terminate the membership of the club in accordance with RI Bylaws section What abuse and harassment prevention policies apply to travel by Interactors? Travel by Interactors outside of the local community requires additional care. The Board adopted the new insurance and youth protection policies in January 2009: Travel Insurance for Interactors Clubs and districts inviting members of Interact clubs to participate in the programs or activities of such clubs or districts outside of their local community should, when Interactors are traveling 150 miles away from home residence or out of the home country, require the parents or legal guardians of each Interactor to provide travel insurance for the Interactor, which includes such coverages as medical (when traveling outside home country), emergency medical evacuation, repatriation of remains, and legal liability, in amounts satisfactory to the club or district organizing the event, with coverage from the time of the Interactors departure from home until the return home Travel by Youth Recognizing that Rotary clubs and districts are encouraged to undertake activities that develop the New Generations, club and district programs or activities that involve minors undertaking travel outside their local community must develop, maintain, and comply with youth protection policies and written procedures. Clubs and districts: 1. shall obtain written permission from the parents or guardians of all youth participants for travel outside the local community in advance; 2. shall provide parents or legal guardians with specific details about the program, location of event, travel itineraries, sleeping accommodations, and contact information for program organizers before departure; 3. should, when traveling 150 miles away from home residence or out of home country, require the parents or legal guardians of each minor to provide travel insurance for the minor, which includes such coverages as medical (when traveling outside home country), emergency medical evacuation, repatriation of remains, and legal liability, in amounts satisfactory to the 36

40 club or district organizing the activity or event, with coverage from the time of the minor s departure from home until the return home. Club and district policies and procedures should include: 1. volunteer application and screening procedures; 2. outlines of volunteer job descriptions and responsibilities; 3. supervision standards for ratio of adults to minors 4. crisis management plan including: a. handling medical and other emergencies and providing for adult support; b. procedures for communicating with parents and legal guardians; 5. written guidelines for reporting and follow-through on allegations or incidents consistent with RI policy. What about travel to multidistrict Interact meetings? Districts hosting multidistrict Interact meetings must comply with RI policy and require the approval of the district governors of all of the districts involved: Multidistrict Interact Meetings Meetings of Interact club members from more than one district, particularly from districts in more than one country, are recommended and encouraged wherever feasible. Such meetings are to be held under the guidance of the host governor and the district Interact committee, with one or more members of the committee present and in conjunction with the host district Interact representative and Interact club presidents. Such meetings are subject to RI youth protection policies outlined in the Rotary Code of Policies and the advance approval of the governors of the districts involved. Invitations to governors to hold multidistrict Interact meetings must be accompanied by 1) information including the date, location, purpose, program and participants of the proposed meeting 2) a copy of the anticipated meeting budget with assurance that the sponsors are in a position to and will assume complete responsibility for contractual and financial obligations inherent in the meeting 3) plans for adult supervision of Interactors and details about appropriate sleeping accommodations 4) assurance that the planning and implementation of the proposed meeting will be carried out under the direct supervision of Rotarians The host club or district must maintain liability insurance for multidistrict Interact meetings with coverage and limits appropriate for the geographic location. Evidence of such coverage must be provided to RI or the governor of any participating district upon request. Should Rotarians and other adults working with Rotary s youth programs undergo background checks? Although Rotary International does not require adult Rotarians and non-rotarians involved in youth programs other than Youth Exchange undergo a background check, including law enforcement public record check and a reference check, this practice is strongly recommended. Additionally, if your Interact club is affiliated with a school, school regulations may require screening of adults. RI advises that background check, including law enforcement public record check and a reference check should be conducted for all adult participants in any program who have unsupervised contact with youth. This may include, but is not limited to, club and district officers and committee members, counselors, advisors, and 37

41 Rotarians and non-rotarians who host, chaperone, or drive students for activities or conduct sessions and outings. In general, background checks need not be conducted for adults who will have only casual or occasional group interactions with youth. Districts are encouraged to consult a local legal professional to ensure that screening procedures adhere to local law and practice. Districts may also wish to communicate with local youth-serving organizations to learn about the resources available in the community for screening volunteers. 38 What other resources are available for learning more about Youth Protection? If your district has a youth protection officer, this individual may be able provide abuse and harassment prevention training to Rotarian and non-rotarian volunteers involved in your program. If your Interact club event is affiliated with a local school, the school should be able to provide information on any necessary screening procedures and other rules regarding youth protection, which you may choose to adopt or emulate for your specific needs. Other community organizations engaged in youth development in your area may also be willing to share information on the steps they take to ensure safety of their program participants. The Abuse and Harassment Prevention Training Manual and Leader s Guide (775) is available from the download library at This manual provides information on abuse and harassment awareness and prevention, recognizing and reporting problems, and developing a support system for youth. It also includes a training manual for local use. Significant portions of your district s Youth Exchange policies can be extended to apply to other youth programs such as Interact. Speak with your district Youth Exchange committee chair to determine how these policies may be implemented to protect youth involved in Interact. I need additional assistance. Who should I contact? Youth Programs staff is available to answer questions regarding youth protection. If you are made aware of an abuse or harassment allegation involving a participant in any Rotary youth program, please inform the appropriate RI Programs staff member within 72 hours. Youth Programs Dept. RI Programs Division Rotary International One Rotary Center 1560 Sherman Avenue Evanston, Illinois , USA Fax: Annahita Ghaboussi Youth Activities Program Coordinator Interact@rotary.org Haris Sofradzija Youth Activities Program Coordinator Interact@rotary.org Kate Hoeppel Senior Youth Activities Program Coordinator Interact@rotary.org

42 NOTES 40

43 41 DISTRICT 5190 ROTARY YOUTH EXCHANGE PROGRAM CLUB GUIDELINES INTRODUCTION TO THE RYE PROGRAM Rotary Clubs carry out a variety of service projects that address such critical issues as poverty, hunger, disease, illiteracy, substance abuse, and pollution. Service to youth also is a major emphasis among Rotarians. Working with and for tomorrow s leaders, Rotary Clubs sponsor service Clubs for youth and young adults and Rotary Districts offer leadership and mentoring programs. Rotary Youth Exchange is a wonderful program whereby high school age youth are sponsored by a Rotary Club in one country to spend a year abroad under the oversight of a Rotary Club in another country, living with host families and attending a local school. The program is organized on a District to District basis. About 8,000 students go on exchange annually through the RYE program, and approximately 5,000 Clubs host students. The Rotary organization has an extensive network of volunteers ready to ensure the necessary support for the program. Rotary Clubs have sponsored successful international youth exchanges for more than 60 years. OBJECTIVES OF THE PROGRAM 1. To further international goodwill and understanding by enabling students to study first hand some of the accomplishments and problems of people in other lands. 2. To enable students to further their education by studying for a year in a different environment, and by undertaking courses of study in subjects not normally available to them in secondary schools in their own country. 3. To urge students to broaden their own outlook by learning to live with and meet people of different cultures, creeds and colors, and by having to cope with day to day problems in a new environment. 4. To act as ambassadors for their own countries by addressing Rotary Clubs, community organizations and youth groups in their host countries, and by imparting as much knowledge as they can of their own countries to the people they meet during their year abroad. 5. To enable students to study and observe all facets of life and culture in their host country so that upon their return home they can pass on the knowledge and experience they have gained. PURPOSE OF GUIDELINES These guidelines are intended to encourage District 5190 Clubs to participate in the RYE program and to provide them with: An outline of how Clubs should interact with the District to ensure successful exchanges. Information and tools to help them recruit and select high quality Outbound candidates and host families for Inbound students. Information and tools to help them recruit and select high quality Youth Exchange Officers (YEOs) and counselors. Information on required reporting procedures. Additional sources of information about the RYE program.

44 42 Some Clubs have been successfully sending and hosting exchange students for many years using a process that works for them, and have the process documented so that the institutional knowledge can be passed on to successive YEOs. These guidelines are not intended to dictate that these Clubs change an effective process, but more to offer suggestions and ideas that may be useful, and to inform all Clubs of the reporting requirements the program has to operate by. CLUB RESPONSIBILITIES Participating Clubs must agree to carry out the following: Complete and return a signed compliance statement (Club Certification) that the Club is operating its program in accordance with District and RI policies. Appoint a YEO who appoints Counselor (s) or appoint combined YEO/Counselor. Notify District RYE with contact information and any time these change. Ensure YEO and Counselors complete required Dept. of State certification Ensure all volunteers involved with the program, including, but not limited to, adult residents of host home, counselor, Club chair, and all Rotarians and their spouses or partners with direct unsupervised contact with youth, complete and sign the Youth Volunteer Affidavit, agree to the criminal background and reference checks, and attend required trainings. Develop a comprehensive system for host family selection and screening that includes announced and unannounced home visits and interviews both before and during the placement. Conduct follow up evaluations of both students and host families. Follow the Sexual Abuse and Harassment Reporting Guidelines. Prohibit direct placement of students outside of the District Youth Exchange program structure (so called backdoor exchanges). Ensure that no promotion of or recruitment for the RYE program in any way compromises the privacy of participants, families or schools. Specifically, personal student data or contact information may not be on websites or in promotional material. Develop contingency hosting plans that include prescreened, available back up families. Ensure that all hosting is voluntary. Parents of Outbound students and Club members must not be required to host students. Ensure that long term exchange students have multiple host families. Work with District RYE Committee to provide each student with a comprehensive local services list, including information for dentists, doctors, places of worship, counselors, suicide and rape crisis hotlines, etc. Ensure that the host counselor for each student is not a member of the student s host family. Ensure that the host counselor is trained in responding to any problems or concerns that may arise during the exchange, including the prevention of physical, sexual, and emotional abuse or harassment. Ensure attendance at mandatory training for host families, Outbound students, Inbound students, and their parents or legal guardians. Follow RI guidelines for Youth Exchange Web sites. Report all serious incidents (accidents, crimes, early returns, deaths) involving Youth Exchange students to the District immediately. Conduct interviews of all applicants and applicants parents or legal guardians.

45 43 APPOINTMENT OF CLUB YOUTH EXCHANGE OFFICER (YEO) The YEO s job is to coordinate the RYE program at the Club level. This person should have an interest in young people and be a proponent of cultural exchanges and travel. Depending on the size of the Club and the number of students in the program, the YEO may want to recruit additional Club members to help recruit Outbound candidates and be counselors for Inbound students. Some Clubs have one person who deals solely with Inbounds and another who deals only with Outbounds. In smaller Clubs a YEO may act as counselor as well as handling nearly all aspects of the program. One area where the YEO should definitely recruit additional Club members is to form a selection committee for interviewing Outbound candidates. It is the YEO s responsibility to: Be the primary liaison for RYE between the Club and the District RYE Committee. Work with the Club president and board of directors to set a Club budget for RYE (suggested amount, $2,400 to $2,600 per Inbound student) Promote the RYE program at the Club level. (Existing exchange students are the best promoters get them to meetings and encourage Club members to do activities with them) Recruit a counselor for each Inbound student. Recruit a counselor/contact for each Outbound student or serve in that role Start the Outbound student recruiting process in a timely manner. Recruit and organize the Outbound student selection committee (include a former Outbound student and/or an Inbound student). Keep a file for each student with relevant information such as copies of applications and interview forms. Make sure Inbound student attends Club meetings periodically, and preferably regularly. Make sure the Inbound student gets their Emergency Contact Form. Send a copy to the District Executive Secretary. Make sure the travel policy is adhered to. Recruit host families. This is a year round activity. Interview potential host families, explain the program to them and conduct the home inspection. Complete and send the Host Family Interview form and Background Check Form to the Executive Secretary. Make sure the host families complete the Host Family Application and Background Check forms. Send copies of the forms to the Executive Secretary. Make sure Host Families attend Host Family Orientation PRIOR to student arrival. Report any serious problems to the District Country Contact. Attend the District Assembly and the District Youth Seminar to hear the latest information about the RYE program. Attend a District YEO/Counselor training session, including Student Protection training Complete required Department of State certification. Train your successor.

46 44 OUTBOUND STUDENTS Eligibility 1. Participants should be secondary school pupils in good health between the ages of 15 and 18 ½ at the beginning of their year abroad, usually calculated as of an August 1 st departure. Applicants must be of good character and reputation, and should preferably have a history of community involvement of some degree. 2. Applicants should be in the upper third of their class, and must have an outgoing and pleasant personality to fit them for their role as ambassadors for their countries, their communities, Rotary, and themselves. They must have the ability to accept discipline, and be capable of adjusting to new and different conditions. 3. All applicants are selected solely on merit. Sons and daughters of Rotarians are eligible to participate in the program, but receive no special preference in selection. 4. All applicants and their parents must understand that this program is a one year exchange and be willing to make a commitment to the full exchange period. Applications, Selection and Endorsement 1. The final date for submission of applications by students to the local Rotary Club is late September. Applications for the local Rotary Club level must be submitted on the appropriate forms to the Rotary Club in the town in which the student resides or attends school. Only one preliminary application needs be submitted to the Club. 2. A selection committee appointed by individual Rotary Clubs should interview students and their parents in late September, and submit the name of their selected student(s) to the District Youth Exchange Committee in early October. The District Committee will meet with students and parents in mid October to further explain the program, costs and country assignments, and to answer questions concerning the program. 3. Students wishing to continue in the selection process will be required to attend a Briefing Meeting, and then complete additional applications, including medical and dental information, medical release, provide school transcripts, and participate in District interviews in mid December. 4. The final endorsement of Club selected candidates will rest with the District Selection Committee, and such endorsement is subject to the District Committee being able to arrange hosting with a Rotary District overseas. No student may be regarded as an official Rotary Youth Exchange student until he or she is accepted as such by a Rotary Club in another country. 5. Between the date of selection in December and the departure of students the following July August, the District Committee will arrange orientation meetings for all Outbound students. It is mandatory that at least one parent, and preferably both, attend these sessions with the student. All Outbound students are required to attend the District 5190 orientation sessions. Clubs who sponsor an Outbound student are required to host an Inbound student.

47 45 INBOUND STUDENTS Notification from District The District RYE Committee Country Contact will send at least two original applications including color photographs to the selected host Club. This will include the Guarantee Forms and a letter asking the Club to return two of the Guarantee Forms, with all original signatures in blue ink to the District Country Contact within three weeks. If a response from the Club does not occur within the three weeks, the Country Contact will follow up with a phone call. Clubs should also provide pertinent host family information and conduct in home interviews for host families. Appointing a Counselor The Club counselor is a member of the host Rotary Club appointed to serve as the Inbound student s main contact with the Club. The counselor will act as liaison between the student and the Club, host family, and community at large. Special care should be taken in making this appointment. This individual should be the same gender as the student, should be able to relate well to teenagers, and must not be a member of the student s host family. It is the counselor s responsibility to: Complete required Counselor/Club RYE Officer training, including Student Protection training Complete required Department of State Training Establish contact with the student prior to arrival Explain expectations of the Club. Provide the student with general information about host Club and area. Verify student s documents, such as visa, passport, and insurance, immediately upon arrival and hold a copy of each. Hold the student s $350 emergency fund. Review Club and District rules with student. Assist the first host family to register student in school. Assist the student in adapting to culture and language on an ongoing basis. Maintain and document regular contact with student, the host family and the school counselor at least once a month to monitor student s progress and send monthly reports to the District Executive Secretary. Assist with move to the next Host Family Report any serious problems to the Club YEO. Remind student to write reports to sponsoring Club or District. Make sure student gets their monthly allowance. Listen attentively to student s comments and concerns. Host Families Finding host families is a critical factor in maintaining a successful exchange program. The key is to recruit year round and network, network, network Each student should have three host families in order to expose them to a variety of lifestyles and family experiences. Sometimes finding three families is just not possible, but the student should have at least two families during their exchange. District 5190 does not permit single adults, living alone, to host a student of the opposite sex.

48 46 Host families are required to fill out application and background check forms, have their home inspected by the Club YEO, and attend a Host Family Orientation. The application form, home visit and background check must be completed before the student moves to the home. The District puts on several host family orientation sessions each year. In addition, any member of the District RYE Committee can conduct host family orientations for individual or small groups of families. The responsibilities of a host family include: Providing room and board for the student. Exercising parental responsibilities and supervision as student s own parents would (exchange students are expected to live by the host family s rules). Going over the first night questions with the student. Working with student s counselor to register student in school. Ensuring student gets to school. Advising student about matters such as family, school, and community functions during the exchange. Helping the student improve their language skills. Including student in as many family activities as is practicable. Notifying Rotarian counselor if student is encountering any problems (such as illness, difficulty in adapting to the host family or school, or serious homesickness). Each student gets a monthly allowance, and it is not the responsibility of the host family to buy the student clothes, electronics, or other discretionary consumer items, or pay for phone calls to their natural parents. Student Safety and Reporting Requirements In recent years, the reporting requirements have increased considerably. Some of this is driven by the State Department and homeland security concerns, and part of it comes from Rotary International to provide a better safety net for the students and limit RI s liability exposure. Student safety is a prime concern of the RYE program. Each year the District RYE program is audited for compliance with the Council on Standards for International Educational Travel (CSIET) requirements. The District program is required to be accredited by CSIET in order to be able to place students in certain school Districts. We expect that soon the U.S. State Department will require an audit also. In order pass the audit we are required to have copies in the District records of a number of documents, including: Completion of all training as required for Committee Members, Club YEO s, Counselors, Host Families Completion of Orientation for Inbound and Outbound Students Monthly reports from students (both Inbound and Outbound) and counselors Student Emergency Contact Forms. Host family applications and host family interview forms. Background and Reference check forms At times the reporting requirements can seem like an unnecessary burden; however, please remember that the program needs to maintain adequate records to pass the audit. So please help us keep our wonderful RYE program in good standing and submit these reports in a timely manner.

49 47 Country and Area Contacts The District RYE Committee is composed of individuals with extensive RYE experience. (Most District Committee members are either past exchange students, or past host parents or past club RYE counselors or a combination of these.) Most Committee members have Country Contact responsibilities. In this role, they are the primary liaison between our District and the sponsoring District abroad. Each Country Contact handles the paperwork necessary to process visas and complete the exchange process, both Inbound and Outbound. County Contacts maintain at least monthly contact with their Inbound and Outbound students and provide travel permissions as needed. Committee members have also have Area or geographic responsibilities. In this role, they provide Club YEO, Counselor and Host Family Training, as well as provide ongoing support. Area Contacts will also provide travel permissions. For travel outside the contiguous 48 US states, both Area and Country Contacts need to approve. Please see list at the end of the RYE section. Student Travel There are a number of rules that students must comply with and permissions they must obtain when they travel outside the District. These are listed in detail on the website under the Downloads tab, in the Student Handbook and in the Host Family Handbook. The main purpose of the rules is to ensure that the District can contact the student at any time in case of an emergency, and for student protection. Club YEOs and Counselors must become familiar with the travel rules and make sure the student and the host family understands and complies with them. Travel Policy for Inbound Students This is a cultural and educational exchange. Exchange students should take advantage of opportunities to travel under appropriate conditions while on their exchange. While the host Rotary Club and Host Families are not under any obligation to provide or permit travel, there will be many opportunities to travel. Students must adhere to this travel policy and not make or execute their own travel arrangements outside of this policy. Should students not adhere to this policy, their exchange could be terminated and the student sent home. In all cases the student must possess written approval from their natural parents authorizing travel during the exchange year. Rotary International and D5190 require this permission because the District 5190 Youth Exchange Committee, Host Rotary club and Host parents are responsible for students while in this country. We must know where students can be reached in case of emergency or a message from home. (Normally parents provide such an authorization to their student to bring with them to the United States. If this has not occurred, the parents can send such authorization after the student has arrived in the United States.) In addition to this general authorization for travel, the natural parents or guardian will be requested to provide individual trip authorizations for non local travel as required by Rotary International Policy. RI POLICY: Youth Exchange students may undertake approved travel with host parents or for Rotary club or District events. The host District shall obtain written permission from the parents or guardians of students for travel outside their local community as defined by the host District in advance.

50 48 For all other travel, host Districts must ensure that parents or legal guardians are provided with specific details about the program, location, travel itineraries, sleeping accommodations, and contact information. Individual travel approvals will vary based upon many factors. Host Parents will ask themselves if the travel is something they would allow their own son or daughter to do. Further, common sense must be a guide. General Requirements: 1. Travel Blackouts Students must not schedule personal travel that conflicts with mandatory orientations or the District Conference. 2. Within District 5190 Travel Less Than 24 Hours Students traveling within District 5190 with a Rotarian from District 5190 or an adult member of their host family do not need to notify anyone. For purposes of these requirements, an adult is someone who is 21 years of age or older. 3. Within District 5190 Travel More Than 24 Hours Students traveling within District 5190 with a Rotarian from District 5190 or an adult member of their host family must notify their club Youth Exchange Officer. For purposes of these requirements, an adult is someone who is 21 years of age or older. When contacting this individual, the student must provide the following information: a. Name of adult accompanying the student b. Destination and route/itinerary c. Housing/lodging location/address d. Sleeping accommodations e. Contact telephone numbers f. Means of transportation g. Length of stay 4. Local Travel Rotary Youth Exchange students are allowed to travel locally, within District 5190, at the discretion of the host parents and/or the host Rotary Club, with other high school students, to attend football games, dances, go shopping. Students are permitted to travel locally outside the District 5190 boundary either with adults (individuals over 21 years of age) or with other students at the discretion of the host parents and/or the host Rotary Club where appropriate. An example of such travel is to travel from Jackson or Placerville to Sacramento for dinner or shopping, whereas travel from Jackson to San Francisco is not Local Travel. 5. Non Local Travel Within the 48 contiguous United States Travel within the 48 contiguous United States, outside of District 5190, must be approved by the Natural Parents, Host Family, Club YEO or counselor and the RYE District Committee Area Contact. The following information will be required at a minimum for all trips outside the District. 1. Name of adult accompanying the student 2. Destination and route/itinerary 3. Housing/lodging location/address 4. Sleeping accommodations 5. Contact telephone numbers 6. Means of transportation 7. Length of stay

51 49 6. Travel Outside of the 48 contiguous United States Travel outside of the 48 contiguous United States including Alaska, Hawaii, Caribbean, Mexico, Canada and all other destinations will require the approval of the Natural Parents, District 5190 RYE Chairman, Area and Country Contact, Host Rotary Club, Host Family, Sponsoring Rotary District. Exchange students may not travel to their home country except for a major family emergency. The following information is required: 1. Name of adult accompanying the student 2. Destination and route/itinerary; 3. Housing/lodging location/address 4. Sleeping accommodations 5. Means of transportation 6. Length of stay 7. Contact telephone numbers 8. Permission of natural parents via original letter, fax of original letter, or scanned of original letter. 9. Confirmation that student s passport has a Multiple Entry visa 10. Department of State form DS2019 has been signed in the Travel Validation by responsible Officer section. 7. Travel in Small Planes Travel in small (private, non commercial) airplanes is not encouraged. Permission to travel in this way will only be approved with specific written permission of the natural parents, and President of the hosting Rotary Club. Such permission must be requested, with supporting documents at least one week in advance. Permission for travel by private plane must be obtained from the District 5190 RYE Chairman or; if he/she is unavailable, the Inbound Chairman. 8. Unaccompanied Travel In general, Rotary Youth Exchange Students will not be allowed to travel unaccompanied while staying in District 5190 except locally. Any such travel must be approved by the District RYE District Chairman or alternate. It is the responsibility of the host parents to verify all plans, itineraries, etc. The Host Parents and the Host Rotary Club must approve the individual meeting the student at the other end of the journey. 9. Time Frame for Approvals Unless the trip is an emergency, trips must be approved ahead of time as per the Time Frame column in the chart on the next page. IF YOU HAVE ANY QUESTIONS CONTACT YOUR CLUB YOUTH EXCHANGE OFFICER OR YOUR RYE DISTRICT COMMITTEE AREA CONTACT.

52 50 DISTRICT 5190 ROTARY YOUTH EXCHANGE TRAVEL TABLE Type of Travel Approval Needed from: Information Required Time Frame TRAVEL BLACK OUT Travel is not allowed during Mandatory Orientation periods or the District Conference Travel Within District and Less No approval required. Than 24 Hours with Host Family or Rotarian (including Adult) Travel Within District and More Than 24 Hours with Host Family Club Youth Exchange Officer or Counselor notification is Name of adult with student Proposed itinerary/destination or Rotarian (including Adult) required. Means of Transportation Length of Stay None Lodging & Sleeping accommodations Contact telephone numbers. Local Travel out of District (such Permission of host family or as Auburn to Sacramento) host Rotary club None Local travel with other students Permission of host family None Non Local Travel within the contiguous 48 United States and Outside District 5190 Travel to Alaska, Hawaii or Mexico, Canada, Caribbean, or other international travel Travel in private, noncommercial airplanes Unaccompanied Travel District RYE Committee Area Contact Host Rotary Club Host Family Natural parents (written District 5190 RYE Chairman District RYE Committee Area & Country Contact Host Rotary Club Host Family Natural Parents (written) Sponsoring Rotary District Chairman (written) District 5190 RYE Chairman, District RYE Committee Area and Country Contact Host Rotary Club (written) Host Family (written) Natural Parents (written) District 5190 RYE Chairman Host Rotary Club Host Parent Name of adult with student Proposed itinerary/destination Means of Transportation Length of Stay Lodging & sleeping accommodations Contact telephone numbers. Name of adult with student Proposed itinerary/destination Means of transportation Length of Stay Lodging & Sleeping accommodations Contact telephone numbers. Confirmation that Multiple Entry Visa is in place DS2019 signed by RO approving the trip Name of pilot Proposed itinerary/destination Air plane tail number Contact telephone numbers. Same as for accompanied Travel except that the name of individual(s) meeting the student at the other end of the journey must also be included 1 Week before travel 2 Weeks before travel 1 Week before travel plus travel approvals for destination 1 Week before travel

53 51 ADDITIONAL RYE RESOURCES 1. District 5190 RYE Website: The District RYE website has information on almost anything you need to know about the RYE program, including: Information about the program How to apply to the program The RYE calendar of events Handbooks for students and host families Student protection policy Student travel policy All the required forms for students, host families, YEOs and counselors It is a great resource. Please visit it. 2. Rotary International Website: The RI website has a wealth of useful information about the RYE program, including the Youth Exchange Handbook, sample student interview questions, and much more. This information is at Click on the tab "Students and Youth", then scroll down to the Youth Programs heading, and click on the link Rotary Youth Exchange. 3. Resources for Club counselors and Club youth exchange officers: This site has many documents that have been contributed by youth exchange officers around the world. 4. RYE tour information: PUBLICATIONS District 5190 Host Family Handbook (download at District 5190 Inbound Student Handbook (download at Rotary International A Primer for Host Families (download at Students and Youth tab.) Rotary International A Primer for Exchange Students (download at Students and Youth tab.) Rotary International Youth Exchange Handbook (this publication is for Club counselors and youth exchange officers. Download at Students and Youth tab.) Nancy King & Ken Huff Host Family Survival Kit: a Guide of American Host Families, 2 nd edition, Intercultural Press. ISBN Bettina Hansel The Exchange Student Survival Kit, 2 nd edition, Intercultural Press. ISBN

54 52 SAMPLE CLUB RYE BUDGET This budget is for one Inbound student and is intended to be a guide only. It is based on the Carson City Club budget. Clubs will want to make appropriate adjustments to suit their own needs and circumstances. There is minimal cost associated with an Outbound student. 1. Inbound student allowance (11 $130/month) $1, Miscellaneous school expenses (Club fees, prom, yearbook, etc.) $ Rotary District events, including Conference and Orientations $ Ski/snowboard rental package & ski program* $ Thank you gifts for host families (3 $80/family) $ Outbound student recruiting (pizza, drinks, copying, etc.) $100 TOTAL $2,550 * Other activities/trips can be substituted at Clubs not near snow country Many Clubs will pass the hat to help students afford a trip. For example, a host family may want to take their student on a family trip and pay for the accommodation, but ask for Club assistance with the airfare. TIPS FOR RECRUITING HOST FAMILIES Give an annual RYE presentation to Club. Do regular mini updates. Sell the program! Ask Club members to host a student o One on one is most effective o Explain what is involved (only 3 months) o Get them to invite current Inbound student to dinner Maintain a list of current, past and potential future host families. Update it regularly. Ask you own kids Contact families of current and former Outbound students o Request parents of Outbounds to give three potential host family names Contact current and former Outbound students Use your current Inbound student(s) to sell the program Establish partnerships with area high schools o Explain educational value to students (piggy back with Outbound student recruiting) o Make PTA/PTO presentations Invite prospective host families to a Club meeting Consider starting in middle school Recruit all year long, not just when the Inbound student s application arrives from the District NETWORK, NETWORK, NETWORK

55 53 SAMPLE RYE TIMELINE DATE ACTION RESPONSIBLE PARTY January Outbound student(s) get country assignments District Ski Days for Outbound students (optional) Tahoe Clubs February First Outbound orientation (mandatory); 2 nd Inbound Orientation (mandatory) District Interview third host families (best to do this earlier) YEO/Counselor North America Youth Exchange Conference. Great opportunity to learn about RYE. March Recruit/appoint YEO for incoming Club administration Club President Recruit/appoint Counselor for incoming administration Pres/YEO Network to recruit host families YEO April District Assembly. Great opportunity to learn about YEO and counselor duties. District Inbound student(s) switch host families YEO/Counselor Make a short presentation to Club and recruit host families YEO Have current Inbound student(s) give presentation to the Club YEO Recruit/appoint counselor for new Inbound student(s) YEO Recruit first host family(s) YEO Interview and complete paperwork for first host family(s) YEO/Counselor Receive and return paperwork for new Inbound student(s) YEO Second Outbound orientation (mandatory) District May District Conference (mandatory for Inbound students, optional for Outbounds) District Recruit Outbound students at school YEO May/June RI Convention. Good opportunity to attend RYE pre convention sessions YEO June Third Outbound orientation (mandatory) District June/July Inbound RYE student goes home or on a tour June/July Outbound RYE student comes home August Appoint recruiter for Outbound students YEO Have recently returned student as Club lunch program YEO New Inbound student(s) arrive, sign up for school. Outbound student(s) depart. YEO /Host family First Inbound student orientation (mandatory); optional Weekend District School starts. Advertise for Outbound student(s) at school as soon as school starts YEO /Recruiter September District New Generations Seminar District Make presentations at high school. Outbound recruiting should be in high gear. Use a YEO /Recruiter returned Outbound and/or a current Inbound for this! Outbound applications due at Club level YEO /Recruiter Recruit Outbound student interview panel YEO Interview and select Outbound student(s) YEO/panel October Outbound student nominations due to District YEO First Outbound briefing and passport fair (mandatory) District Nevada Day Parade weekend for Inbounds (optional) Carson Clubs November Interview second host families (best done earlier) YEO/Counselor Outbound student applications due to District (they will need Club signatures) Student/YEO December Xmas Inbound weekend in Reno (optional) Truckee Mdws. Inbound student(s) switch host families YEO/Counselor District Outbound interviews District Monthly Interview Inbound student, current host family and school counselor Counselor Send report to Exec. Sec. Remind student to complete his/her monthly report. YEO = Youth Exchange Officer

56 54 TIPS FOR RECRUITING OUTBOUND STUDENTS Establish partnerships with area high schools Develop contacts with counselors, English and other language teachers. Get them to recommend and recruit students. Use younger and more enthusiastic teachers to promote program Distribute promotional material in last month of school year and again at beginning of school year. Use pictures and posters. Have school make announcements on PA system and in school paper Hold a lunchtime informational meeting. Bring Pizza! (Make a pitch for host families too) Hold an evening informational meeting. Include parents. Explain educational value to students and parents Make presentations to language classes Ask current Inbound students to suggest names of potential Outbounds Make PTA/PTO presentations Promote through Interact Clubs When recruiting in high school it is MUCH more effective to use former Outbound and current Inbound students to sell the program rather than just using Rotarians. Invite counselors and teachers to Club meetings. Appoint Club liaisons for each high school in the area Use the internet (Facebook, Myspace, etc.) to spread the word in high schools about Outbound informational meetings Consider starting in middle school Start early. Promotional materials and announcements should be at the high school as soon as school starts in the fall. CLUB GUIDELINES FOR SELECTING OUTBOUND STUDENTS The following steps are suggested in selecting Outbound students: 1. Establish selection criteria to be used by the Club selection committee as a guide during the selection process. Criteria may include: Age of the student Residency (should reside within the sending District) Adaptability (should be outgoing, confident, and willing to adapt to changing surroundings) Potential for being an excellent ambassador Above average academic performance Community involvement Ability to express oneself Complete and unqualified support of parents Foreign language proficiency 2. Require students to complete a written Preliminary Outbound Student Application form. The form can be found on the District RYE website click on the Downloads tab. 3. Hold personal interviews with the applicants and their parents or legal guardians. The selection panel at the Club level should include at least one spouse of a Rotarian, preferably one who has been a host parent. You may also wish to include a returned student, a

57 55 counselor, or a community member. Discuss the following with the students and their parents: Their feelings about the student spending a year away from home and family. Their awareness of current affairs. Their attitudes toward program rules. Their feelings about being an ambassador for their city, their country, and their sponsoring Rotary Club. Their perception of the purpose of an exchange Sample questions for interviews of students and parents may be found in Appendix G of the RI Youth Exchange Handbook and are included below. Other interview activities might include a selfintroduction speech by the student and an informal question and answer period with former Outbound students. SAMPLE CLUB INTERVIEW INTRODUCTORY REMARKS 1. Short background on Rotary. 2. Short background on RYE program organized at the District level. 3. If student is selected there will be a REQUIRED briefing meeting in mid October. 4. After the briefing you will required to fill out the full application form. 5. District interviews will be held in early mid December. 6. If student is approved by District, country assignment will occur in January. 7. Three orientations will be conducted prior to departure. Student and at least one parent must attend each orientation as a prerequisite to the exchange. 8. Fee to Rotary is approximately $5,600. This covers airfare, Rotary blazer, orientations, insurance, and business cards. 9. Your student will be placed with one or more families. 10. Your student will have a counselor appointed by the host Rotary Club. 11. A year abroad away from home is not an easy thing to do. That is why we conduct two sets of interviews. SAMPLE CLUB INTERVIEW QUESTIONS It is best to interview the student and parents together first, and then interview the student alone. Observe how the student introduces parents to the group. For the parents: 1. How did your family first learn about the Rotary Youth Exchange program? 2. How do you feel about your son/daughter becoming an exchange student and spending a year away from home? (Get an answer from BOTH parents!) 3. Whose idea was it to apply for the program? Are you entirely committed to let your son/daughter go on the exchange? 4. Does your son/daughter enjoy trying new things? Will he/she eat a variety of foods? 5. Do you think your son/daughter will be homesick? How would he/she handle it? How will you deal with it, and how will you handle a homesick or telephone call asking to come home?

58 56 6. Does your son/daughter have any medical concerns that we should be aware of? Allergies or physical problems that might reoccur? 7. Have either of you traveled abroad? 8. Will you object if the student is placed with a family of a different religion? 9. Are you planning any major lifestyle changes while your son/daughter is abroad (e.g., divorce, marriage, moving)? 10. While it is not a requirement, would you be willing to host a student from another country in your home? Would you be willing to help find other potential host families? 11. Do you understand all of the rules of the program? Do you think that your child will be able to abide by them? 12. Do you have any questions about the anticipated cost of the program (estimated to be about $5,600)? Do you believe that the expenses we have described will prohibit your student from participating? 13. Do you have any reservations/concerns at this time? For the student: 1. What activities do you participate in outside of school? 2. What languages do you speak other than your native language? 3. What opportunities have you had speaking in front of groups? 4. What is your favorite subject in school? Why? 5. What types of books do you read? How many books do you read each month? 6. Why do you want to become an exchange student? 7. What do you have to offer as an exchange student? Your strong points? Your weaknesses? How do you think that this will affect you on your exchange? 8. How will you describe the American form of government? 9. What major issues involving the U.S. do you feel need the most explanation to your overseas hosts? How would you explain them? 10. What world events interest you? 11. Have you ever spent any time away from home? If so, where did you go and for how long? 12. Do you think that you will get homesick? If so, how will you handle it? 13. Are you going out with anyone? What does your boy/girl friend think about you leaving him/her for a year? How do you feel about that? 14. If someone asked you to do something that you did not think was appropriate, how would you handle the situation? 15. Do you have responsibilities at home? If so, what are they? 16. If you don t like your new home what will you do? 17. Will you attend church with your host family if they are of a different faith? How do you feel about this? 18. How would you go about meeting friends in a new country? 19. What leadership roles have you assumed in school or in extracurricular activities? 20. What is the most difficult or challenging situation you have faced in your life? 21. What was the happiest day of your life? 22. The customs and food will be very different from home. How will you deal with that? 23. What are you future plans and ambitions? 24. Do you understand the rules of the program? No drinking, driving, drugs or dating. Can you abide by them? 25. What do your parents think about you becoming an exchange student? 26. Are there any questions you would like to ask us?

59 57 SAMPLE CLUB INTERVIEW EVALUATION SHEET Student s Name Date of Birth Sex Sponsoring Rotary Club School Now Attending Class Grade Average Areas or Countries preferred: Areas or Countries Student would not accept: (Rating) Scale: 5 Outstanding; 4 Excellent 3 Good 2 Average 1 Poor FIRST IMPRESSION (Your reaction up to the moment the student is asked name) GENERAL APPEARANCE (Neatness, poise, posture) APPEAL (Attractiveness of personality, manners) GENERAL ATTITUDE (Enthusiasm, willingness, interest) ABILITY TO EXPRESS SELF AND THINK (Diction, choice of vocabulary, does student blurt out answers or give thoughtful, well formed answers) KNOWLEDGE OF NATIONAL AND INTERNATIONAL AFFAIRS ABILITY TO ADAPT AND ADJUST (To others, to surrounding circumstances) LEADERSHIP POTENTIAL (Participation in school, church, or community activities) AMBASSADORSHIP (Will he or she be representative of our country) REACTION TO PARENTS COMMENTS: EVALUATION RATING TOTAL Are parents willing to host an Exchange student same year? If not, maybe later? This is not a requirement but we are always recruiting host families! Country or Region of the world where interviewer believes student would be best assigned: Interviewer:

60 58 CLUB CERTIFICATION AGREEMENT The Rotary Club of agrees to: Operate its Rotary Youth Exchange program in accordance with District and RI policies. Appoint a YEO who appoints Counselor (s) or appoint combined YEO/Counselor. Notify District RYE Committee with contact information and any time these change. Ensure YEO and Counselor(s) complete required Department of State certification. Ensure YEO and Counselor(s) complete required D5190 Training, including Student Protection training Ensure all volunteers involved with the program, including, but not limited to, adult residents of host home, counselor, Club chair, and all Rotarians and their spouses or partners with direct unsupervised contact with youth, complete and sign the Youth Volunteer Affidavit, agree to the criminal background and reference checks. Develop a comprehensive system for host family selection and screening that includes announced and unannounced home visits and interviews both before and during the placement. Conduct follow up evaluations of both students and host families. Follow the Sexual Abuse and Harassment Reporting Guidelines. Prohibit direct placement of students outside of the District Youth Exchange program structure (so called backdoor exchanges). Ensure that no promotion of or recruitment for the RYE program in any way compromises the privacy of participants, families or schools. Specifically, personal student data or contact information may not be on websites or in promotional material. Develop contingency hosting plans that include prescreened, available back up families. Ensure that all hosting is voluntary. Parents of Outbound students and Club members must not be required to host students. Ensure that long term exchange students have multiple host families. Work with District RYE Committee to provide each student with a comprehensive local services list, including information for dentists, doctors, places of worship, counselors, suicide and rape crisis hotlines, etc. Ensure that the host counselor for each student is not a member of the student s host family. Ensure that the host counselor is trained in responding to any problems or concerns that may arise during the exchange, including the prevention of physical, sexual, and emotional abuse or harassment. Ensure attendance at mandatory training for host families, Outbound students, Inbound students, and their parents or legal guardians. Follow RI guidelines for Youth Exchange Web sites. Report all serious incidents (accidents, crimes, early returns, deaths) involving Youth Exchange students to the District immediately. Conduct interviews of all applicants and applicants parents or legal guardians. o o o Club President s Signature Date o o o Club YEO/Counselor s Signature Date

61 59 CHECKLIST FOR CLUB INBOUND PROGRAM Select YEO & Counselor (s) Be sure YEO and Counselor have background & reference check Annual YEO & Counselor commit to training; must be complete before June 30 RYE Training Online Department of State Certification Student Protection Training, online or with RYE Training Receive Inbound Application & prepare summary of Student o Country, Age, Gender, Interests (no name, no picture, no city) Recruit Potential Host Families Share Student Summary Host Families (everyone 18 & up) fill out Volunteer Application send to Jon Host Families fill our Host Family Application send to Jon District runs Background Check and Calls References; Check with District for Results Once vetted, share Inbound Application with Host Family Perform In Home Interview, all family members present Fill out Interview Form Take pictures o Exterior (front & rear) and grounds, kitchen, student s bedroom, student s bathroom, and the family and student s living areas Know the housing requirements of the Department of State Confirm selection of Host Family Schedule Host Family Training for all Family members, use sign in sheets Send First Host Family and Community information to Inbound student at least 30 days prior to arrival in US. Welcome Student report arrival to Bob Edwards, copy to Jon Give student Emergency Contact Form Hold Copy of Return ticket, Passport, Visa, DS2019, Emergency Form, Heath Insurance card Within 60 days, a different Club member or Club President makes an In home Visit Monthly Reflections Monthly Visits/Contact With Student alone With Family alone With Student and Family together With School Counselor At least one in home Visit, un announced or announced with short notice Report Student Move to New Family within 48 hours, to Bob Edwards, copy to Jon Student to Club meetings at least monthly Host Family invited to Club Events Recognize & thank Host Family Establish Calendar for Club members to Invite Student Assist Student with Service project Leave a Legacy Student to Mandatory Orientations Student invited to participate in Rotarians At Work Student to Mandatory District Conference

62 60 INBOUND STUDENTS: GENERAL INFORMATION AND PROGRAM RULES All incoming District 5190 Youth Exchange program participants and their parents are required to read, sign, and return this document to District 5190 prior to arriving in the United States. The program rules will be strictly enforced. 1. Each student is required to bring an emergency fund of $ US. This money will be held by the host Rotary Club, is intended for emergencies only and may not be spent without the approval of the student s counselor. The natural parents must replenish any expenditure from the fund. 2. All students must purchase District 5190 approved health insurance. The insurance can be purchased on line at bolduc.com. You may purchase insurance plans A, A+ or B. Insurance must be in effect immediately upon arrival. 3. All students must set up a District 5190 approved address as per the attached instructions. 4. Students are not allowed to travel unsupervised. Students must follow the District 5190 Inbound Travel Policy. RI requires the approval of the natural parents for travel outside the District. Students also are required to have the consent of their counselor, their Area Contact and the District Chairman prior to taking any overnight trips outside of the District. Travel by private airplane is not generally allowed; hitchhiking is forbidden. 5. Students may not drive or operate any type of motor vehicle in any circumstances. This includes automobiles, trucks, boats, motorbikes or cycles, snowmobiles, jet skis or any other motor driven conveyance. 6. Students are required to attend school and will be expected to diligently pursue studies. Students are expected to conform to all school policies and procedures. If students anticipate receiving credit for schoolwork, it will be the responsibility of the student to arrange for the necessary transcripts. This is a student exchange. If a student does not attend school, his or her visa may be cancelled by the United States Department of State. 7. The legal age for drinking alcohol in District 5190 is age 21. Therefore, students may not drink any alcoholic beverages. 8. The use or possession of drugs in any form, except as prescribed by a physician or licensed healthcare professional, is expressly forbidden. Violation of this rule will result in the immediate termination of the exchange. 9. No one under the age of 18 may purchase tobacco products and smoking is not permitted in public buildings and commercial buildings in District Most homes are also now nonsmoking. Given these circumstances, students hosted by D5190 are not permitted to smoke while on exchange. 10. Students should not form romantic attachments or "go steady" while on exchange. Engaging in sexual intercourse or other forms of sexual activity will be cause for termination of the exchange. 11. Students should make a concerted effort to adjust and adapt to the host family environment, including participation in family activities and normal household tasks. 12. Students are required to complete an online reflection, due by the 1 st day of each month. Instructions will be provided at the 1st Inbound Orientation.

63 Students will be encouraged to participate in Rotary meetings and will be required to make a presentation to the hosting Rotary Club about themselves and their home country. Students will be required to attend the District Conference and two Inbound Orientations. 14. Visits by natural parents are encouraged with the approval of the Host Rotary Club. Visits can only be made only during the second half of the exchange year, after the student has had the opportunity to adapt to the exchange, and not during the Christmas holiday nor at the conclusion of the exchange year. Under no circumstances will boyfriends/girlfriends be allowed to visit, unless during an approved parental visit, and with the approval of the District 5190 RYE Chair. 15. Any violation of federal, state, or local laws may result in the student being arrested, and serious criminal penalties being imposed by the courts. If a student is arrested, Rotary International will not take any responsibility for the student s defense. All costs related to the arrest including criminal attorney fees, court fines and fees, etc. are the responsibility of the student s natural parents. If a student is arrested, the student s exchange may be terminated, and the student may be involuntarily returned to their home country at the expense of the student s natural parents. 16. Students may not work while on exchange as per the regulations of the United States Department of State. 17. The Rotary Youth Exchange program is not a sports/athletic exchange. Therefore, District 5190 makes no guarantees that the student will be able to participate in any school sports or athletics. 18. By signing below, Student is also acknowledging receipt of the Department of State Welcome Letter (attached as part of this document). THESE RULES ARE DESIGNED TO PROMOTE YOUR HEALTH AND SAFETY AND TO HELP ENSURE THAT YOU HAVE A SUCCESSFUL AND REWARDING YEAR AS A ROTARY YOUTH EXCHANGE STUDENT IN DISTRICT STUDENT: I understand and agree to obey the rules of District I understand that if I do not obey these rules my exchange may be terminated and I may be sent home. Student Name (Print) Student Signature Country Sponsor District Date PARENTS: I understand the rules of District I further understand that if my child does not obey these rules he or she may be sent home. Parents Signatures Father Mother Date Date Returned the signed form by mail to: Rotary Youth Exchange, PO Box 3510, Sparks, NV , USA. Or you can scan it and send by to: ryeexecsec@rye5190.org

64 NOTES 62

65 65 Rotaract is a Rotary-sponsored service club for young men and women ages 18 to 30. Rotaract clubs are either community or university based, and they re sponsored by a local Rotary club. This makes them true "partners in service" and key members of the family of Rotary. As one of Rotary s most significant and fastest growing service programs, with more than 8,400 clubs in about 170 countries and geographical areas, Rotaract has become a worldwide phenomenon. The name Rotaract comes from Rotary in Action. How does it work? All Rotaract efforts begin at the local, grassroots level, with members addressing their communities physical and social needs while promoting international understanding and peace through a framework of friendship and service. Rotaract clubs provide young adults with opportunities to develop leadership skills, responsible citizenship, and work to improve their community and the world. All Rotaract clubs conduct at least one community service project and one international service project each year. What are some other opportunities available to Rotaractors? Rotaractors may also Work together with Interact clubs or mentor Interactors Become Rotary Foundation Ambassadorial Scholars or Group Study Exchange team members Seek membership in their local Rotary club after their Rotaract membership ends. Organizing a Rotaract club is one of the most rewarding activities a Rotary club can undertake in its community. The Rotaract program gives Rotarians the opportunity to mentor dynamic young women and men interested in providing service to their own communities as well as the global community. In turn, a Rotaract club can bring new energy to a Rotary club, inspire fresh ideas for service, increase support for projects, and help develop future Rotary club members. Rotaract clubs are self governed and largely self financed at the local level. Working in cooperation with their sponsoring Rotary clubs as partners in service, Rotaractors are an important part of Rotary s extended family.

66 66 What does a Rotaract club do? Rotaract clubs organize a variety of projects and activities, depending primarily on the interests of the club members. However, within the Rotaract program, all clubs undertake three types of activities in varying degrees: professional development, leadership development, and service projects. Together, these three areas ensure a balanced club program and provide important experience and opportunities for the personal development of each Rotaractor. Professional Development A club s professional development activities should expand the members understanding of the work environment and business opportunities within their community. These activities should highlight the Rotaractor s role in the community s economic development and illustrate how skills developed through service activities can help in resolving problems in the workplace. Each Rotaract club should provide professional development opportunities to its members through activities such as: Professional and vocational forums Business technology updates Management and marketing seminars Conferences on business and professional ethics Presentations on finance and credit options for business start up Sponsoring Rotarians can enhance the professional development of Rotaractors by providing practical advice on entering the business world and tackling business, vocational, and professional challenges. Making the club s professional development projects into joint Rotaract Rotary projects can also help Rotaractors get better acquainted with sponsoring Rotarians. Leadership Development A club s leadership development activities aim not only to make members more effective leaders in their personal lives, but also to teach them how to develop and sustain strong clubs with relevant projects. Important topics to address in training club leaders include: Improving public speaking skills Developing techniques for marketing the Rotaract program to potential members Building consensus among members Delegating project responsibilities and ensuring necessary follow up Identifying channels for project publicity and promotion Finding financial resources for strengthening club development Assessing project success

67 67 Service Projects Service Above Self is Rotary s foremost guiding principle. A Rotaract club s service projects are designed to improve the quality of life at home and abroad. These projects often address today s most critical issues, such as violence, drug abuse, AIDS, hunger, the environment, and illiteracy. Each Rotaract club is required to complete at least two major service projects annually, one to serve the community and the other to promote international understanding. Each should involve all or most of the members of the club. Why organize a Rotaract club? Today s young people will become tomorrow s parents, professionals, business leaders, and community leaders. With the help of programs like Rotaract, they can gain the tools and skills necessary to develop into responsible, productive members of society. Now is the time for Rotary clubs to focus on the future by challenging the New Generations to test their talents, develop new skills, and confront issues they will face in their lifetime. The Rotaract program can instill in its members life skills that can be shared with generations to come. Rotaract in District 5190: Rotaract Club of Reno, Nevada Rotaract Club of Great Basin (Elko, Nevada) Rotaract Club of Nevada County, California Rotaract Club of Lake Tahoe Community College Would you like to consider starting a Rotaract club in your community? For more information, please contact the District Rotaract Chair, Bob Yazell. Contact information can be found at

68 68 Rotary Speech Contest Each year talented students demonstrate their speaking skills in front guests and families it is amazing to watch! Again, this year we will be providing students an opportunity to display their talent. Those clubs that have participated over the years know what an exceptional opportunity the contest provides the young people in our communities. Club winners go on to compete in the area competitions, and the District Speech Contest is held annually at the District Conference. All speech contest documents and information are being made available through the District website at When contacting your local high schools to promote the Rotary Speech Contest, you may want to consider asking to speak to the following staff members: ASB Leadership Teacher/Advisor FFA Teacher/Advisor Key Club Advisor Interact Club Advisor English Department Chair The target dates to complete the Club level contest are February through March and for the Area Contest, by the end of April. Check the District 5190 website for specific dates and other detailed information, including District Chair and the annual theme.

69 69 Rotary District 5190 Youth Instrumental Music Contest What a wonderful opportunity this was! Even though my daughter didn t place, the experience of competing at this level was great. Your organization is really to be commended for supporting this kind of contest. Now I know about Rotary! This is the kind of remark we hear every year at all levels of our Rotary music contests. So it is with pride that Rotary District 5190 holds its annual District Music Contest at the District Conference each year. Youth Service has long held a high priority in Rotary, and by organizing club, area, and district music contests, we serve our young musical talent in this district. We provide the financial motivation of prize money and venues for musical competition. Assistant Governors, you will be responsible for chairing or delegating your area contest. Please the contact information of the person who will be responsible for the area contest if it is delegated. Please submit your area winner s name by the deadline of April 30. Your area competition needs to be scheduled after your club competitions and prior to that April deadline. The sooner the date is set for the area competition, the better. Club Presidents, in preparation for the district contest, please name a club chair for your music contest as soon as possible. S/he will then organize your club level competition in order to have a club winner for the area competition. It is recommended that your club chair confer with your area chair and with local schools calendars in order to schedule a club competition no later than the end of March. Detailed information on the contest, including rules, suggested guidelines and all the information club music chairs need to conduct the contest, along with the District Music chair s contact information, can be found at the District 5190 website

70 70 International Fellowship of Scouting Rotarians Rotary International is a national partner of the Boy Scouts of America, and recognizes Scouting's importance in instilling shared values in young people. Like Rotary, Scouting is an international organization. Rotary and Scouting have a shared history of service in the community and around the world. The values expressed in Rotary International's Motto and the Four-Way Test greatly parallel those articulated in the Scout Oath, Law, Motto, and Slogan. Rotarians have long served as role models, demonstrating leadership, character, and the value of selfless service to the community. Rotary clubs in the United States charter nearly 1,400 Scouting units (Cub Scout packs, Boy Scout troops, and Venturing crews) serving more than 50,000 youth members. Like RYLA and our other youth leadership and development programs, Scouting provides young people with a foundation of service, leadership, ethical values that prepares them to become involved citizens and ethical business and community leaders. Scouts are also a next generation of Rotarians. The District 5190 Scouting Chair is available to speak about Scouting at a Club meeting, help your Club learn about chartering a Scouting program in your community, answer any Scouting-Rotary related concerns, provide resources in order that your Club can honor both Eagle Scouts and Girl Scout Gold Award recipients, and help your Club recognize active Rotarian Scouters with the Cliff Dochterman Rotary-Scouting Service Award. The District Scouting Chair starting in 2012 will be Bill Beeman of the Rotary Club of Penn Valley. Bill s contact information is found at

71 71 The Ethics Initiative Why are we concerned about ethics and character? We can t be value neutral when we interact with kids because everything we say and do sends a message about what we believe and what we value, and these messages are part of the character development process. If we refuse to promote positive values, we inadvertently demean them. Michael Josephson Ethics is part of the DNA of Rotary. Rotary was founded upon the principals of Service above Self and embodied in the 4 Way Test: Of the things we think, say and do: 1. Is it the truth? 2. Is it fair to all concerned? 3. Will it build goodwill and better friendships? 4. Will it be beneficial to all concerned? Our daily experiences show us that our world would be a better place if each individual lived a life of good character, exhibiting trustworthiness, respect, responsibility, fairness, caring and citizenship. These are ethical values that transcend politics, religion and even culture. Wouldn t you agree that our world would be a better place if everyone considered these six pillars of ethical behavior in their thoughts, actions and words? Surveys of high school students are disturbing in the number of students who feel that they must cheat to get ahead, and who lie and steal not only from strangers, but also from friends and family. There is a saying that you don t have to be sick to get better. Consider what this statement means. Is anyone saying that your ethics are not good? Certainly not. We are focusing on character and ethical values not because anyone thinks YOU need to improve in your ethics, but rather to allow each of us to consider our own ethics and how we can get better. The point is using the information not as a tool of judgment, but rather as a tool of self knowledge and improvement. District 5190 was one of the pilot districts of the Ethics Initiative, and continues to work to bring the ideals of Rotary Service and ethics to life in our New Generations Programs and within each of our clubs. You will find further information in the selected newsletters from the Ethics Initiative on the following pages. Please contact Stacy Pedersen, Vocational Service Chair for further information about how you can integrate ethics materials into your New Gen programs or even within your own club.

72 Living the Four-Way Test A Publication of The Ethics Leadership Enterprise for Rotary Clubs and Districts 72 N E W S U P D A T E F E B R U A R Y CORE VALUES SERVICE FELLOWSHIP INTEGRITY DIVERSITY LEADERSHIP Dear Rotary District Partners and Friends, Good News: The Ethics Initiative is alive, well and growing! We are pleased to announce that this is the first in a series of periodic updates we will be sending you and other stakeholders who have invested in the development of this program over the past several years. TO DATE We are hearing of very successful integration of the program modules into RYLA, Interact, RYE and beyond! We have 20 Pilot/Charter Districts in Zones 25/26 participating. In addition to the original 12 we have 8 new Charter Districts and 5 more in process. Thank you all for your participation and support! The word is spreading, too! Districts from outside our Zones are expressing interest in becoming Partner Districts. We will add Partners as quickly as our infrastructure allows. The Ethics Initiative was designed, in collaboration with the Josephson Institute, in four phases: I. Needs Assessment; II. Program Development & Pilot District Field Testing; III. Evaluation & Refinement; and IV. Implementation beyond Zones 25/26. We are just completing the third phase and beginning the fourth. Our Evaluation report should be available within the next month. However, we have a sneak preview from one District s Pre- and Post-RYLA camper questionnaires. Students responded to thirty statements with scaled answers indicating levels of agreement. All of the scores showed positive change from Pre-RYLA Camp to Post- RYLA Camp, with significant positive change in many statements such as: I think about my values and how they apply to living my life; I am able to make effective and ethical decisions; I understand the Four-Way Test of Rotary. We look forward to sharing the entire report with all our Districts. Created by the vision and passion of dedicated Rotarians, The Ethics Initiative is a stellar program that answers the question: What s Rotary doing about the values and ethics of our new generations? RI Director John Blount WHAT IS NEXT? Recognizing the need for a structure to carry us through the Implementation Phase, supporting and expanding the program, the Zones Ethics Initiative is creating a 501(c)(3) nonprofit organization: The Ethics Leadership Enterprise for Rotary Clubs and Districts, more commonly known as the Rotary Ethics Initiative. A Board of Directors was formed this past fall with 12 members geographically representative of our two Zones. We have plans to add additional Board members and Committee members over the coming year. The Vision and long-term goal is to become an RI sponsored internationally recognized resource for programs and activities, which advance ethics and integrity among youth and adults. Ultimately, we hope the website will provide links and information to programs and activities throughout the Rotary world. The Mission of The Ethics Initiative is to develop and provide resources that promote integrity and character in the personal and vocational lives of youth and adults through Rotary Clubs and Districts.

73 73 P A G E 3 The Ethics Initiative Pilot - Evaluation Complete When our Ethics Initiative Pilot Project began, the desire was not only to design a Rotarybranded curriculum that supports the development of critical core values and ethical leadership but also to evaluate the effectiveness of that program in helping our youth to discuss, think about and strengthen core values. Although the program materials have been used with Interact, RYE, and Rotary Clubs, RYLA Camps in the Pilot Districts were the primary vehicles to roll out, refine and evaluate the program. In October 2009, following the RYLA Camps, the Pilot Districts met to discuss lessons learned, ideas to share, and changes to curriculum for the Camps. Evaluation of the Program in Camps consisted of thirty (30) Pre and Post questions in five (5) general categories: Understanding Values and Beliefs, Making More Effective and Ethical Decisions, The Capacity for Personal Adjustment, the Development of Social Competencies, and the Creation of Positive Adult-Youth Connections. For purposes of the evaluation study, two RYLA camps in two combined Districts were selected based on numbers of campers, responses, and modules used. Please take a few moments to read the Executive Summary, we think you will be pleased! The evaluation. provides positive and encouraging evidence that the new materials and approach significantly enhanced the achievement of RYLA s objectives. Gary Smit, Ed.D., Josephson Institute for Ethics The full report, The Study of the Impact of Living the Four-Way Test: The Rotary Ethical Leadership Framework for Youth is available on the Zones 25/26 website. Interested in Volunteering with The Ethics Leadership Enterprise for Rotary Clubs and Districts? Please let one of the Directors know! Interested in adding names to our Mailing list, please write to Director Hal Kibby, hkibby@msn.com CORE VALUES SERVICE FELLOWSHIP INTEGRITY DIVERSITY LEADERSHIP Charter Board of Directors Founder, PRID Paul Netzel D5280 pnetzel@earthlink.net Chair, Roy Massey D5230 Secretary, Debi Dockins D5080 Treasurer, Dave Harris D5280 Administration, Lew Bertrand D5280 Training & Programs, Chuck Barnes D5230 Marketing & Promotion, Wyn Spiller D5190 Fund Development, Alan Havir D5510 Director, Hal Kibby D5110 Director, Tyson Wooters D5100 Special Advisor, Kathleen Terry D5280 massey2000@aol.com ryla5080@yahoo.com harrisassoc@earthlink.net dgbertrand @cox.net cbarnesconst@aol.com wspiller@ncwinery.com alan@havir.com hkibby@msn.com Tyson@tysonwooters.com Kterry2@yahoo.com Please feel invited and welcomed to contact any of the Directors.

74 NOTES 74

75 75 These Literacy Guidelines are meant to assist Rotary Clubs within District 5190 to establish Literacy goals and projects. Also within the guidelines are website addresses that provide valuable literacy information and Literacy Committee member contact information where Rotarians can contact for additional information. District Governor Literacy Goal for Develop and implement a district wide literacy project to assist clubs in developing and implementing their own literacy projects Literacy Committee Suggestions and Ideas to meet the Goal Create link on District web-site displaying successful literacy projects and programs by Clubs Use Club Runner to display successful literacy projects Other Literacy Goals suggested by the Literacy Committee for the Rotary year. Work with New Generations Committee to plan and organize the New Generations/Literacy Workshop to be held on September 15, 2012 All clubs reading Dr. Seuss books to school children on his birthday in March Distribute the Zone Literacy Award Nomination document to all clubs Special recognition for literacy projects from District Suggested Literacy Goals for Clubs Conduct an international literacy day project Conduct a literacy project during Rotary s literacy month in March Conduct a dictionary or other book project Share information about your club s literacy projects with your District Literacy Chair or District Governor Earn a District Literacy Award Conduct a Vocational Service Literacy Project Additional Literacy Project Ideas CLUB SERVICE: Each club appoints a literacy chair who can assist the club in developing projects Recruit a new club member with a literacy classification Promote International Literacy Day and/or Literacy Month Invite a literacy speaker to a club meeting Devote a club meeting to creating awareness of literacy project opportunities Conduct Rotary theme of the month projects creating awareness of the literacy aspects of theme of the month (e.g. in December, Family Literacy) Send club members to a district literacy seminar or conference and devote a subsequent club meeting to their report from the seminar VOCATIONAL SERVICE: Conduct a four-way test project or make the test a part of other projects such as book gifts or other character literacy projects Conduct a character literacy project such as Andy and Elmer s Apple Dumpling Adventure Recognize a community service leader who is a vocational service role model; use the occasion to create public awareness of Rotary s vocational service values

76 76 Sponsor, perhaps in partnership with an Interact Club, a high school workshop which teaches vocational literacy as exemplified in the four-way test, the second part of the object of Rotary, and Rotary s two mottos INTERNATIONAL SERVICE: Participate in an international book donation project, a mini-library project, or book, supplies, or equipment project Participate in a literacy and education-focused international project that is connected to health, hunger, and water concerns Find an international partner and support their proposed project. Visit ProjectLINK, to find a partner COMMUNITY SERVICE: Support a concentrated language encounter (CLE) program Support a computer assisted literacy solutions (CALS) program Do an imagination library, project or other reading readiness program Partner with an international reading association, or its equivalent in your community on a literacy project. Join or support a local project to raise funds for a school or other literacy organization Engage in a school partnership such as providing school mentors, school book clubs, providing financial support, gifts in kind, scholarships or other needs identified by the school District Literacy Award for Clubs Requirements: Club must complete 5 literacy projects, including a literacy month project in March, and a book project like dictionary giveaways. Projects that are the same but in different locations (e.g. books, dictionaries to schools) count as only one project. Application: Award applications must be submitted to the District Literacy Chair by April 15 th, 2012 Additional Information: Additional information, including application forms, is available at District Literacy Contact Information for Clubs The Literacy Committee is a team of District 5190 Rotarians passionate about promoting Literacy in our communities. Please contact any committee member if you have questions, suggestions or need help starting a literacy project or program. Ralph Taylor, Chair Lindy Beatie Dianne Fix Eileen Norman Bill Tantau Tony Taylor ralfe425@yahoo.com lindybeatie@comcast.net diannefix@att.net edriscoll-norman@ttusd.org bill707@earthlink.net tonytaylor8164@gmail.com

77 77 IRARI SIG The ABC s of Literacy Ideas International Literacy Day is September 8. What a great time to begin a joint, IRARI literacy project. Following is a list of possible ones. If you have others please share. These projects are big and small, local and international, easy to do and fairly complex. When Rotary and International Reading Association partner in these projects, they can more successfully make strides to teach the world to read. IRA has the literacy knowledge and the contacts with schools and educators around the country and world. Rotary has the volunteers and the motto: Service Above Self. What a team! A=Adult Literacy Projects-Check in with a GED program or program teaching second language learners, and offer your services to help an adult learn to read, prepare for taking their high school equivalency test, or pay for their GED test. B=Backpacks for Literacy-Assemble backpacks for deserving students at local schools and deliver them the first week of school. C=Cents for Books-Connect locally with a school or classroom and extend around the world. Local children will read a total of 1000 minutes of combined reading time over a period of time. The Rotary Club will donate 1 cent for every minute read to be used to purchase books for a school in a developing country. Local children will learn about the school and children the books will be sent to. D=Dictionary Project-Dictionary projects are a popular way for Rotary clubs to promote literacy in their schools. Check E=Every Child Ready to Read-Join together with your local library in sponsoring a month of activities for Rotary s Literacy Month in March. Help sign up families for library cards. F=Freeing Minds with Books-Collect books and CDs for inmates in the local jail. Follow their guidelines. Books free minds. G=Global Book Share-A local Rotary club partners with a Rotary club in a developing country, and each find 3-5 teachers who would be interested in participating in a professional book share about teaching literacy. Books are purchased by the Rotary clubs and global school connections are assisted by IRA. The teachers communicate via internet. H=Habitat for Humanity Bookshelves-Rotarians purchase a bookshelf and books for families moving into new Habitat for Humanity homes.