Travel Policy

Rotary Youth Exchange (“RYE”) students in District 5050 may travel within their host communities when they have permission from their host family.  Travel may be by personal car, public transportation, or other means approved by the host family.  The student’s host community includes all of District 5050, Vancouver, BC and Seattle, WA. 
 
 
If a student would like to travel outside their host community for up to 72 hours with their host family or for a Rotary sponsored event, the following must occur prior to the student’s travel:
☐ the student’s parents/guardians must be given written details about the travel, including:
☐  location(s) to be visited
☐ type of transportation to be used
☐  accommodation arrangements
☐  general itinerary
☐  the organizer’s contact information (name & cell phone or email)
☐ the student’s parents/guardians must approve in writing (may be by email or text)
THE STUDENT’S HOST FAMILY SHALL COMPLETE & MAINTAIN THE TRAVEL PERMISSION FORM
 
 
If a student would like to travel outside their host community for up to 72 hours without their host family and not for a Rotary sponsored event (e.g., to visit a friend, to attend a school sponsored event, to go skiing, or to go backpacking), the following must occur prior to the student’s travel:
☐ the student’s parents/guardians, host family, and counselor must be given written details about the travel, including:
☐  location(s) to be visited
☐ type of transportation to be used
☐  accommodation arrangements
☐  general itinerary
☐  the organizer’s contact information (name & cell phone or email)
☐ the student’s parents/guardians must approve in writing (may be by email or text)
☐  the student’s host family must approve in writing (may be by email or text)
☐  the student’s RYE counselor or YEO must approve in writing (may be by email or text)
THE STUDENT’S COUNSELOR OR YEO SHALL COMPLETE THE TRAVEL PERMISSION FORM & UPLOAD IT TO YEAH
 
 
If a student would like to travel outside their host community for more than 72 hours, the following must occur prior to the student’s travel:
☐ the student’s parents/guardians, host family, and counselor must be given written details about the travel, including:
☐  location(s) to be visited
☐ type of transportation to be used
☐  accommodation arrangements
☐  general itinerary
☐  the organizer’s contact information (name & cell phone or email)
☐ the student’s parents/guardians must approve in writing (may be by email or text)
☐  the student’s host family must approve in writing (may be by email or text)
☐  the student’s RYE counselor or YEO must approve in writing (may be by email or text)
THIS CATEGORY OF TRAVEL MAY REQUIRE ADDITIONAL SCREENING.  PLAN ACCORDINGLY.
THE STUDENT’S COUNSELOR OR YEO SHALL COMPLETE THE TRAVEL PERMISSION FORM & UPLOAD IT TO YEAH
 
 
If any of the above-described travel is outside of the boundaries of the host country (Canada or the contiguous 48 states of the U. S.), then, in addition to the other permission requirements outlined above,
☐ the chair, vice chair, or chair-elect of the District 5050 RYE Committee must approve the travel in writing (may be by email or text).
THIS CATEGORY OF TRAVEL WILL REQUIRE ADDITIONAL SCREENING.  PLAN ACCORDINGLY.
THE STUDENT’S COUNSELOR OR YEO SHALL COMPLETE THE TRAVEL PERMISSION FORM & UPLOAD IT TO YEAH