Country Coordinators/Exchange Agreements
Thank you for volunteering to serve as a District 5470 RYE Country Coordinator. You will be working with your RYE counterpart in a specific country abroad. This typically involves only one Rotary District in that country; however, it may involve more than one district in a single country or a multi-district organization. Rotarian Country Coordinators in the U. S. and abroad agree to exchange one or more students each year and work together to see that the exchanges work smoothly and efficiently, resulting in a positive experience for the students, Rotary clubs, schools and host families involved.
As Country Coordinator, you will also work with the 5470 Rotary club or clubs hosting the foreign student from the country for which you are responsible and with inbound students from that country. You will also work with outbound students (and their parents) who have accepted placement in the country for which you are responsible.
The Exchange Agreements should be made in writing so that both the sponsoring and hosting District Committees will know what is expected of them and the students they are sending abroad, and what to expect of the district or multi-district committee and students with whom they will be working. These agreements need to be completed far enough in advance that our District Committee knows how many inbound students to expect and how many placements are available in a given country, as well as the conditions under which the exchange will be made. Because conditions can change from year to year, these agreements should be renewed annually. The Country Coordinator will be responsible for keeping copies of such agreements on file, for providing the District Chair with a copy, for knowing the conditions contained in the agreement, and for seeing that the students, as well as clubs, schools and host families in District 5470 involved in the exchanges covered by the agreement also know what the conditions are. Those conditions should include, but may not be limited to:
• Number of students involved
• Range of acceptable ages
• Timing of the exchanges (when they will begin and end)
• Insurance requirements
• Language requirements
• Training opportunities
• Rotary sponsored tours or other travel opportunities available.
2. Annual Background Check
3. Volunteer Training
Adults (18+) who have frequent interaction with an Exchange Student must be trained. These mandatory trainings can be completed online as described below. While they can be completed at any time of the year, we suggest July to prepare for the August Inbound Student arrivals. The Youth Exchange Officer (YEO) will be tracking who has completed the trainings. The January Department of State Audits require this.
4. Department of State Training
Department of State online training will be automatically sent to all active Counselors once a year. Prepare for the test by reviewing the Department of State Regulations.
5. Online District Training
a. NAYEN Youth Protection Training (YPA): Volunteers who have frequent interaction with an Exchange Student must take an online training session and exam to help them recognize and deal with acceptable/unacceptable behaviors and signs of abuse/harassment. Even if your only contact is as a District Interviewer or volunteer at Orientation, you ARE required to take this training. Note* The training module and exam will automatically be emailed to you once you submit the Volunteer Application.
b. WESSEX Youth Protection Certificate (YPC): Volunteers who have sporadic (occasionally picking up from school, interaction at a social event, etc.) or one-time contact with an Exchange Student are NOT required to take this training. Note* The training module and exam will automatically be emailed to you once you submit the Volunteer Application.
Email our Compliance Officer (Dale Mullen) and District Chair (Jim Duke) with the names of ALL volunteers who have frequent interaction with Exchange Students. If you do not receive one of the above training modules, please email chair@mtnandplainsRYE.com.