Rotary International District 5170

March '07 Ski Trip Pictures

Rotary International’s Youth Exchange Program has been in existence since 1927.  Thousands of high school students travel abroad each year to experience the culture and language of people around the world.  See Why Youth Exchange for additional information.

We are extremely proud of our most recent group of Outbound Students and Inbound Students.

Take a look at some wonderful photos of last year's Inbound Activities.

District 5170 is part of a multi-district exchange program called WESSEX (Western States Exchange, Inc.).  Our multi-districts include most of those Rotary Districts in Northern California.

Each student is sponsored by a Rotary club (sending club) and hosted by a hosting Rotary club (accepting club).  A qualified student applicant should be willing to experience different foods, cultures, and customs, but moreover, be a good ambassador of his or her family, community, Rotary club, and country.  (See the Rotary Youth Exchange Primer).  It is also important that the student and his or her family understands the basics of Rotary and what Rotary does around the world.

There are two types of exchanges for students between the ages of 15 and 18 years old.  In both types of exchanges, the student can request up to three countries, however these choices are not guaranteed.  Students CAN be the children of Rotarians for both types of exchanges.

Please note that all of the forms related to Youth Exchange can be found on the Youth Services Forms Page.

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Long Term Rotary Youth Exchange

The first type of exchange is the Long Term Exchange.  This exchange lasts for one year.  The student attends school in the hosting country, and stays with up to three host families in that year.  Each student is assigned a Rotary Club Counselor from the Hosting club, who meets with the student on a regular basis to ensure that the exchange is going smoothly.  The cost to an outgoing student is $900.00 (which covers a Rotary blazer, health insurance, District pins to exchange when abroad, and orientation).  The student's family is also responsible to purchase a roundtrip, open-ended airline ticket and to cover any visa costs.  In addition the student should bring approximately $500.00 as an emergency fund.  The Hosting club will provide the student with a monthly-predetermined allowance.

The club provides the long-term student a monthly stipend of $150.00-200.00 per month for spending money. The club is also responsible for the cost of school lunches where not otherwise provided.

Steps for an Outbound Long-term Rotary Youth Exchange Student:

• Contact your local Rotary Club to ensure the club will sponsor you as a Rotary Youth Exchange Student.
• Request that your sponsoring Rotary club call or email Mike Cloutier, to inform him that the exchange is being sponsored and is in progress.
• Complete the Long Term Exchange application form.
• NOTE: The student and parents/ guardians should only complete the top and sections A and B of the Guarantee Form/Visa Application. You will NOT know which hosting country or district number to insert.  Pay close attention to the format of the dates… they are European format.
• Return the application form with a $300.00 deposit (refundable only if the student isn't selected for the program) made payable to “Rotary District 5170 Youth Exchange” to:
  Mike Cloutier, 1308 Pelican Way, Richmond, CA 94801
• DEADLINE FOR APPLICATIONS: October 31 of the year prior to the exchange

Once the screening is complete, your application will then be to a potential Hosting District for placement abroad.  The earlier you submit your application, the better!

Note: The Rotary Youth Exchange Program is not a vacation.  Each student is an ambassador for the United States and Rotary International.  Youth Exchange students are expected to attend school on a regular basis, to follow all the rules of the exchange, the rules set by your host families, and the laws of the hosting country and to adhere to the values your parents have instilled in you.  In addition, the student is expected to participate in the events of the hosting Rotary Club and District.

Short Term Rotary Youth Exhange

The second type of exchange is the Short Term Exchange. This exchange lasts 3-4 weeks and is a direct exchange.  Each student that goes abroad must be willing to host a student from his or her host family.  In the short-term exchange, the student stays with one family.  The cost to the student includes travel of approximately $2,200.00, any required insurances, and spending money.  No allowance is provided by the Hosting Club in the short term exchange program.

The Sponsoring Club provides the student with a club banner, and a few club pins (if available) for the student to exchange while abroad.

Steps for an Outbound Short-term Rotary Exchange Student:

• Contact your local Rotary Club to ensure the club will sponsor you as a Rotary Youth Exchange Student.
• Request that your sponsoring Rotary club call or email Janet Ferraro, to inform her that the exchange is being sponsored, and in progress.
• Complete the Preliminary Short Term Application Form.
• Return the completed form with a $300.00 deposit (refundable only if the student isn't selected for the program) made payable to “District 5170 Youth Exchange” to:
  Janet Ferraro, 1308 Pelican Way, Point Richmond, CA 94801
• When directed, complete the Short Term application form and send it to:
  Janet Ferraro, 1308 Pelican Way, Point Richmond, CA 94801
• DEADLINE FOR APPLICATIONS: February 20

Note: The Rotary Youth Exchange Program is not a vacation.  Youth Exchange students are expected to follow all the rules of rules of the exchange, the rules set by your host families, the laws of the hosting country and to adhere to the values your parents have instilled in you.

For more information on the Rotary Youth Exchange program, please refer to the
District 5170 Youth Exchange Handbook

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Sponsoring Club Information

The Sponsoring Rotary Club is the club sending the student abroad.  Sponsoring a Rotary Youth Exchange student provides our children with a great opportunity to learn other cultures, and immerse in foreign languages that will broaden their horizons.

All clubs shall abide by the Rotary International Youth Exchange Guidelines.

Long-term Rotary Youth Exchange Student:

The Sponsoring Club should provide club banners and pins (if available) to exchange while abroad.  We would also suggest that you send the student a gift for their birthday and for the holidays.

Your club will need to provide a counselor for the sponsored student.  The counselor should stay in touch with the student during the entire exchange.  Any problems or questions should be directed to the District Youth Exchange Officer (YEO).

There are many places your club can find candidates to be exchange students.

• Interact members
• Schools (Public and Private)
• Children of Rotarians
• Family members
• Neighbors
• Church members
• Friends
• Other community groups

Short-term Rotary Youth Exchange Student:

The cost to sponsor a short-term Rotary Youth Exchange student is the price of a few of lunches at your Rotary meeting: the sponsored student, the hosted student and their parent(s).

Hosting Club Information

As a hosting Rotary club, you have the opportunity to learn about a different culture, while teaching a young person about our culture.  It is important to note, that while host families are the new immediate “family” of the student, it is incumbent upon the club’s members to be involved with the exchange.  Should your club host a student, and you are going someplace (as mundane as we may think it is) ask the host family if the student may accompany you.  Some of these children have never seen waves at the beach or the desert, as we know it.

Time is of the essence when deciding to host.  The earlier your club decides to participate in this great program, the more choices of students you will have.

NOTE: The Club must complete District Certification in order to participate in the Youth Exchange program.  This consists of completing a Club Youth Services Certification Application and having at least three Rotarians who have been Certified (trained on the District Abuse Prevention Policy, completed a Youth Volunteer Affidavit Form, been interviewed, had references checked and completed LiveScan.)  Additionally, the Club Youth Exchange Officer or Youth Services Chair must attend one of the Youth Exchange Officer seminars which are held in August or September.  The Club must also complete a Club Committment Form no later than August 31.

Steps To Hosting A Rotary Youth Exchange Student - LONG TERM

• Get your Club’s Board approval to host a Youth Exchange Student.
• A Certified Club Counselor must be identified and assigned to the student.
• Find two or more Host Families that would like to participate in the program (see Host Family requirements below).
• Have the Host Families complete the Host Family application.
• Each adult member of the Host Family must receive training on the District Abuse Prevention Policy, complete a Youth Volunteer Affidavit Form and be LiveScanned.
• Prescreening Host Family home visits will be scheduled at a mutually convenient time (for the potential Host Families and the Counselor).
• The District Youth Exchange Committee will give the club a choice of students (if a choice is available) to host.
• Once the student is identified as a good fit, and the club agrees to the student, the Club must notify the District Youth Exchange Committee (It is important that the club contact the school the student will attend to ensure they will accept the student for the following year (pre-check)).
• The student’s Application and Guarantee/Visa Form will be sent to the District Inbound Coordinator.
• The Host Family or Club Counselor must then take the Guarantee/Visa form to the school.  The school must guarantee that they will accept the student for the following year.  The school does this by signing and stamping the form where indicated.  If the school has been pre-checked this is a very easy process.
• The student’s application is complete with the student’s medical history.  It is helpful for the Host Family/Counselor to have the school or district nurse complete the medical information required for enrolling in your school district.  Many countries do not require the hepatitis B immunization, and other vaccinations that we require here in the United States.  If we know this in advance, the student can start any series in his/her home country.
• After the Guarantee/Visa form is complete, it is sent back to the Inbound Coordinator, who sends the forms (along with the DS2019 from the Responsible Officer) to the sponsoring district for processing the visa, along with a “Welcome Packet” explaining insurance and various other items necessary for a smooth exchange.
• The student should arrive with health insurance.  The student is aware of the costs as they are discussed in the Welcome Packet.  If the student arrives without health insurance, it should be purchased using the emergency funds.  Inbound students are covered from the time they leave their homes abroad until the time their plane returns to their home country.

*Youth Exchange students may not travel outside the US without special signatures being obtained first.  Please contact the District Youth Exchange Officer if you are planning a trip to Mexico, Canada etc.

Steps To Hosting A Rotary Youth Exchange Student - SHORT TERM

• Get your Club’s Board approval to host a Youth Exchange Student.
• A Certified Host Club Counselor must be identified and assigned to the student.
• Find a Host Family that would like to participate in the program (see Host Family requirements below).
• Have the Host Families complete the Host Family application.
• Each adult member of the Host Family must read the District Youth Protection Policy (LINK NO LONGER VALID), complete a Youth Volunteer Affidavit Form and be LiveScanned.
• The Club Counselor must interview each adult member of the Host Family, and check their references.
• A home visit will be scheduled at a mutually convenient time.  Remember: The Short-term exchange is a one to one.  We send a student, whom returns home with a student from another country that served as a host sister / brother.
• Once the interviews are complete, return the completed Host Family Application and Volunteer Affidavit Forms to:
  Mike Cloutier, 1308 Pelican Way, Richmond, CA 94801

Host Family Requirements

• Host Families need NOT be Rotarians.
• Home must be a safe, clean environment.
• Host Families should have the means to accept an “adopted” member for the duration of the exchange.
• Clubs must have at least two Host Families for the Long-term exchange.
• Host families are not required to have children.
• Each adult member of the Host Family must receive training on the District Abuse Prevention Policy, complete a Youth Volunteer Affidavit Form  be interviewed, have references checked and be LiveScanned.
• See the Host Family Primer for additional information on Hosting a Youth Exchange Student.