Certification for Rotary Youth Exchange

1
Certification for Rotary Youth Exchange

• April 8, 2006

2
Background

• RI has issued certification requirements, to
  instigate improvement in the program worldwide
• US State Department is rumored to be initiating a
  certification requirement shortly
• Both will improve our program

3
Certification Status

• Certification application, listing what has been
  done and what is to be done, was submitted to RI
  mid March
• Now working with SCRYE to put forms and
  presentations together
• To automate process as much as possible
• To minimize administrative work to the clubs
• Target date for certificationJune 30, 2006

4
What is Involved to be Certified

• Major items
• All host families /volunteers to be interviewed,
  including criminal background check (CBC)
• All host families and volunteers to be oriented
• Post exchange evaluations for parents, host
  families, inbound and outbound students
• Retention of interview / orientation / post
  exchange evaluation paperwork

5
What is Involved to be Certified

• Additional Items
• Provide counselor
• for short term and long term outbounds
• For short term inbounds
• Provide orientation to short term inbounds
• Provide list of local resources to inbounds
• Have emergency procedure for moving and taking
  care of inbound students
• Provide Rotary and non Rotary contact information
  for outbound students

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CRIMINAL BACKGROUND CHECKS (CBC)
7
Vendor Selected for CBC

• Volunteer Center of North Texas (VeriFYI)
• Located in Dallas
• Has provided CBC for D5810 for 2 years
• Reasonable cost
• 7.30 per check
• 100 setup cost for all of SCRYE
• Online capability ensures privacy, provides
  retention of records, and easy to use
• CBC criteria in line with what we need

8
Criminal Background Checks

• What Will Be Checked
• Arrests
• Convictions
• Deferred Adjudications
• National Criminal Records
• Juvenile Records (State of Texas only)
• Warrants
• Sex Offender Records

9
Criminal Background Checks

• What is not checked or reported
• Credit/Financial History
• Educational Background
• Medical History
• Military Background
• Professional License
• References

10
Excel File for Submitting CBC
11
Privacy is Key Element to CBC

• All records maintained online by Vendor
• Records will not be maintained in District
• Only the District Youth Compliance Officer will
  have insight into the online results

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More Information on Certification Status

• Interviews
• Initiated for host families last year.
• Need to instigate process to ensure all host
  families and volunteers are interviewed from this
  point on
• Criminal background check
• New for our district, but not new for other youth
  programs (Boy Scouts, Girl Scouts, churches,
  etc.)
• We are catching up
• Orientations for host families and volunteers
• Have done for past several years
• Need to be sure everyone oriented in future
• Paperwork retention process in work

13
How Interview and Orientation Processes Work

• SCRYE
• Creates forms and presentations to offload each
  district from having to invent process
• Districts
• Distribute interview forms and orientations to
  clubs
• Conduct orientations for counselors and host
  families
• Submit CBC for individuals supplied by clubs
• Retain paperwork / records for interviews /
  orientation
• Clubs
• Ensure everyone is interviewed
• Provide information for CBC to district
• Ensure everyone is oriented

14
What Has SCRYE Done

• Interviews
• Created forms, both online and for people to fill
  out by hand if so wish
• Criminal Background Check (CBC)
• Selected vendor for CBC Volunteer Center of
  North Texas (VeriFYI)
• Has been vendor for District 5810 for past 2
  years
• Documented process for club / district / vendor
  to execute CBC online (straightforward process)

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What Has SCRYE Done, Contd

• Orientations
• Now refining current presentations for host
  families and volunteers, to include new material
  on abuse and harassment
• Making presentations available on SCRYE web site
• Post Exchange Evaluations
• Has created online forms which will be put on
  SCRYE web site

16
What SCRYE Is Doing

• Developing district procedures for handling
  emergencies

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What District 5890 is Doing

• Interviews
• Establishing process for retention of paperwork
• Criminal Background Check
• Now collecting names, birthdates for district
  youth exchange committee to exercise test case
• Will be sending Excel form to clubs, in order to
  collect info and submit CBCs for clubs

18
What District 5890 is Doing, Contd

• Orientations for host families and volunteers
• Scheduling district orientation July 11
• Will supply online material to clubs so those not
  attending meeting can be oriented easily
• Will maintain records showing all who have been
  oriented (Excel spreadsheet)
• Developing orientation for short term inbound
  students

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Interview and Orientation Summary
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Task Summary for Clubs

• Overall
• Compile names for interviews, CBC, and
  orientation
• Interviews
• Conduct interviews send forms to district for
  retention
• CBC
• Send names, birthdates to district in Excel
  spreadsheet
• Orientations
• Promote July 11 orientation meeting
• Ensure everyone is oriented using online
  presentation

21
Additional Club Items

• Provide counselor
• for short term and long term outbounds
• For short term inbounds
• Provide list of local resources to inbounds
• Provide Rotary and non Rotary contact information
  for outbound students
• Post exchange evaluations
• Assist district in getting everyone to complete
  the forms supplied by SCRYE
• Send forms to district for retention

22
Club Rotarian Skills

• Have someone with basic skills in Microsoft Excel
  to send CBC requirements to district
• Minimizes work to club and for district
  Compliance Officer

23
Closing Thoughts

• Certification process will improve not only our
  program but program for our international
  partners as well
• SCRYE and districts are implementing organized
  process to minimize impact to Rotary clubs
• Need everyones help to implement new processes
  and complete transition