Rotary clubs make Rotary Youth Exchange possible!
Get your club involved!
Integrating Rotary Youth Exchange (RYE) into your club can bring unique and exciting experiences to your club and members! While coordinated at the district level under the supervision of the district governor, the RYE program depends on the participation of Rotary clubs, Rotarians and their families, and others in the community to build an effective support system for sending and hosting students.
How to get RYE started in your club:
Basic Steps to start your Long Term Youth Exchange Program
Basic Steps to start your Long Term Youth Exchange Program
Basic Steps to start your Long Term Youth Exchange Program
- Assign a Club YEO
- Assign a Club Counselor
- Verify High School Placement
- Submit Club Participation Form
Next Steps
Basic Steps to start your Long Term Youth Exchange Program
Basic Steps to start your Long Term Youth Exchange Program
- Recruit Students to Apply
- Interview Students
- Select a Student
- Recruit volunteers and host families
Club Responsibilities
Each participating club assumes the following responsibilities:
- Identify a Youth Exchange Officer for your club & ensure they become an approved RYE program volunteer.
- Identify a Counselor for your club & ensure they become an approved RYE program volunteer.
- To participate financially in the program by paying the District fee in July.
- Coordinate club Youth Exchange activities with the district program and ensure compliance with RI and district policies like the Youth Protection Plan and the RYE Youth Protection Plan.
- Ensure your Youth Exchange Officer attends district Youth Exchange meetings.
- Establish club expectations for students.
- Ensure that students attend mandatory functions, such as RYE orientations and district conference.
- Receive feedback from students for program modification.
- Notify the district Youth Exchange chair of any student issues or concerns.
For outbound students
- Promote the Long Term Exchange Program (“LTEP”) and the Short Term Exchange Program (“STEP”) to students and prospective host families in your community.
- Interview and select candidates to nominate for either the LTEP or the STEP
- Maintain contact with the district outbound coordinator
For inbound students
- Establish and develop contact with inbound students before they arrive.
- Meet students at the airport or train station.
- Ensure each inbound student has a counselor who is neither their host parent nor the student’s Youth Exchange Officer.
- Coordinate the selection and orientation of host families and maintain contact with host families throughout the student’s exchange
- Ensure host families are in a fully approved status before a student is placed with the family.
- Maintain contact with the district inbound coordinator.
- Arrange disbursement of the monthly stipend to the LTEP students.
For New Generations Service Exchange (NGSE)
- Collect general information from interested Rotary members in supporting a NGSE participant
- I.e., Occupation, position they are offering to participant (intern, job shadow, volunteer, etc.)
- Inform the district that you are interested in hosting a NGSE participant
- Ensure adequate support for program, including a budget, accommodation, and volunteer or work opportunity
Important Club Roles
Club President
Youth Exchange Officer (YEO)
Youth Exchange Officer (YEO)
The Club President appoints the club's Youth Exchange Officer (YEO). The president also oversees the selection of the club committee and supports the club’s Youth Exchange activities.
Youth Exchange Officer (YEO)
Youth Exchange Officer (YEO)
Youth Exchange Officer (YEO)
The Club Youth Exchange Officer (YEO) plans, implements, and supports all activities involving sending and hosting long-term and short-term exchange students.
Club Counselor
Youth Exchange Officer (YEO)
Club Counselor
The Club Youth Exchange Counselor provides additional support to the inbound student. The club counselor is typically the first person a student comes to when there is a problem.
Host Families
Host Families
Club Counselor
Host families do not have to be Rotarians! While the district helps recruit host families, clubs know their community and can play a key role in finding host families for their inbound students.
Volunteers
Host Families
Volunteers
Additional volunteers help elevate the program and experience for the students! This could mean your club establishes a Youth Exchange Committee or you collaborate with a local Rotex or Rotaract club.
Helpful Resources
Frequently Used Documents
Host Family Orientation Packet
Host Family Orientation Packet
Host Family Orientation Packet
Host Family Orientation Packet
Host Family Orientation Packet
- Host Family Orientation form
- Host Family Manual (D5050)
- First Night Questions
- Travel Policy
- Travel Permission Form
- Student's Application (provide a paper copy or pdf file of the student's Inbound Application, can be emailed directly from the YEAH HUB)
- USA State Dept Letter to Host Families
- USA State Dept. Regulations
- USA Travel Scenarios
- Canada Travel Scenarios
Promotional Material
Host Family Orientation Packet
2024-25 Student Recruitment Kit for Clubs
2024-25 Student Recruitment Kit for Clubs
2024-25 Student Recruitment Kit for Clubs
2024-25 Student Recruitment Kit for Clubs
Manuals
2024-25 Student Recruitment Kit for Clubs
YEAH Links
YEAH Links
2024-25 Student Recruitment Kit for Clubs
YEAH Links
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