Getting Ready for the Audit

1
Getting Ready for the Audit

• Ohio-Erie Rotary Youth Exchange Program, Inc.
• Spring Meeting, Pigeon Forge, TN
• October 4, 2008

2
Procedure

• RO will Send a list of all students to auditor
• Auditor will randomly select students
• RO will send list of students to each district
• District will send documents to RO
• RO will send documents to auditor
• Auditor will prepare report
• Auditor RO will finalize report

3
Timelines

• Nov. 1 List sent to auditor
• Nov. 5 Selected students sent to RO
• Nov. 10 Lists sent to districts
• Nov. 24 Documents sent to RO
• Nov. 30 Documents sent to auditor
• Jan. 15 Final report issued by auditor
• Feb. 1 Report sent to DOS and CSIET

4
What You Will Need Inbounds

• Host Family
• Application(s)
• Interview Check List
• Reference Checks
• Background Checks
• Orientation Training sign-in sheet

5
What You Will Need Inbounds

• Counselors, YEOs, Etc.
• Application(s)
• Reference Checks
• Background Checks
• Orientation Training sign-in sheet

6
What You Will Need Inbounds

• Inbound Student
• Counselor Log
• Pre-exchange correspondence with the student
• District Orientation sign-in sheet

7
What You Will Need Outbounds

• District Interview Records
• District Orientation Sign-in Sheet
• Travel Itinerary

8
What You Wont Need

• Student Applications
• District Club Profile
• Guarantee Forms

9
What You Need to Do

• Organize Paperwork by Student
• Scan or Copy all Documents
• Scan as Acrobat files
• Put each students record in a single document
• Burn scanned documents to CD
• Copies and CDs will NOT be returned
• Mail Package Promptly to RO
• Within two weeks
• Answer Subsequent Questions Promptly
• Respond within 5 days

10
What You Need to Do

• Answer Subsequent Questions Promptly
• Respond within 5 days
• Make an effort to find/locate missing information

11
How Will We Be Evaluated

• We must score an overall average of 85
• Each of the following items must be 85 or above
• High school enrollment (5 questions)
• Host family screening, application, interview,
  references (8 questions)
• Monthly contact (1 question)
• Volunteer screening (1 question)
• Each audit question must be 75 or above

12
High School Enrollment

• High School enrollment form
• Optional Supplemental Information Verification
  from the school or its website regarding
  accreditation
• Student US-bound flight record, travel itinerary,
  or other indication of student arrival date
• Record of the student application or letter on
  this matter being sent to the school

13
Host Family Screening

• Sponsor uses a standard application
• A profile of the host family, their home
  environment, family composition and community
  environment
• In-person interview with all family members
  residing in the home
• References and interview evaluation
• Records of background checks
• Host family orientations may not be combined with
  the host family interview

14
Other Items

• Monthly Contact
• Counselor logs
• Volunteer Screening
• Volunteer applications
• Reference checks
• Volunteer background checks

15
Questions?