Inbound Travel Policy
This policy was approved August 19, 2019 and is in effect for the 2019-20 Rotary year.
Travel that requires one or more overnight stays with host parents, Rotarians or other approved (via D5470 Compliance Officer) responsible adults to visit relatives or friends, to take a vacation, or to travel for school, organizational, Rotary or community-sponsored functions is allowed with appropriate adult supervision. Note: School should not be in session (exceptions: school-approved absence or Rotary-sponsored trip).
Travel by a Rotary Youth Exchange student will only be permitted under the following general conditions:
Travel LESS than 24 hours duration, you need:
Inside Colorado & 100 miles within neighboring states: Host parent approval
Outside Colorado: Host parent approval, host club YEO and/or Counselor notified by email or text
NOTE: An overnight stay with a friend within your host community is also at the host family’s discretion.
Travel GREATER than 24 hours duration, you need:
ü Student should generate an email with the following details at least one week prior to departure:
ü The email should be sent to ALL of the following. At least one person from each category must APPROVE via email REPLY TO ALL
ADDITIONAL REQUIREMENTS for TRAVEL OUTSIDE THE USA (including MEXICO, CANADA, CARIBBEAN)
Travel outside the USA is allowed WITH adult supervision. Note that foreign students on a J-1 visa are NOT permitted to re-enter the USA after crossing a foreign border. To allow their re-entry, the following are required one month in advance of such travel:
“Independent travel” would occur if you are taking a car, bus, train, or plane alone or with your peers to a specific destination (or multiple destinations) with a specific purpose. Travel with natural parents, where the student and the parent travel outside the student’s host area, will also be considered independent travel. Travel requests to leave the host community to visit family, friends, or a former hosted student will be considered. Permission for an independent travel trip may be granted IF the overall performance of the student in school, with their host families, and their host club is excellent.
You may be allowed one independent travel experience during your exchange not to exceed fourteen days. The fourteen days cannot be split into more than one trip, unless your parents are legally separated or divorced and both are planning separate visits, and then the total travel days may still not exceed fourteen days. Independent travel requests to travel either individually, or in a group, to a tourist destination with no natural family or Rotary-approved family at the other end will be denied.
Student should generate an email with the following details:
The email should be sent to ALL of the following. At least one person from each category must APPROVE via email REPLY TO ALL
Travel will be permitted only by regularly scheduled commercial bus, train, or airlines. When the person “sending” the student should notify the “receiver” when student boards transportation. The “receiver” shall immediately call the person who sent the student off, and advise them that the student has in fact arrived safely and is now in their custody. This same communication must occur on the return trip also.
NOTICE: Independent travel is a privilege - not an entitlement - and may be suspended or revoked at any time for safety reasons. If all parties are not agreeable to the above terms and conditions, permission will not be granted for the trip. DO NOT PURCHASE ANY TICKETS UNTIL YOU HAVE PERMISSION FOR THE TRIP!!!
Parents are not permitted to visit or travel with their students at any time before March. Visits during the exchange where the student travels in the U.S. with the parents will be considered as the student’s independent travel experience. Parents must have the permission of the host family, host club, and host district beforemaking plans to visit. A request for parental visit will not be considered until January. Parents are NOT allowed to come to the U.S. and pick up their student at the end of the exchange. This is a violation of the US Department of State regulation and is a violation of the student’s visa. Students are required to depart directly from their arrival airport. The only exceptions will be for students who depart from the airport at the end of a Rotary-sponsored tour, or if the host family requests a different departure airport due to HOST family vacation plans. Please consider this before you make plans. IF ALL PARTIES ARE NOT AGREEABLE TO THE ABOVE TERMS AND CONDITIONS, PERMISSION WILL NOT BE GRANTED FOR THE TRIP. DO NOT PURCHASE ANY TICKETS UNTIL YOU HAVE PERMISSION FOR THE TRIP!!!
District 5470 provides several activities throughout your stay in Colorado. Trips include an Inbound Orientation, District Conference, D5470 RYE Conference, winter event in the snowy mountains, Outbound Orientation, and final farewell in May. This is considerably more activity than is provided by many Rotary Districts.
We allow our inbound students to participate in specific group tours that are officially chaperoned by vetted Rotarians. Tour information is provided at Inbound Orientation. Trips with the student’s host family, Rotary club members, church or school are also permitted. Costs for these optional trips, including travel between the host community and the tour start/end points, are fully at the student’s expense.
Students who are active in their clubs, schools, and host families will have ample opportunity to travel through other group trips and family activities. The number of opportunities that will be available depends greatly on the student, and how they have presented themselves to the community.