THE ROLE OF THE CLUB, CLUB YEO AND COUNSELOR

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• THE ROLE OF THE CLUB, CLUB YEO AND COUNSELOR
• Sofia Sotomayor M. Todd Jenkins Jr.
• D4100 Mexico D6110 USA

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Keys to the YE Experience
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What is the Clubs General Role?

• While coordinated at the District level under the
  supervision of the District Governor, the Youth
  Exchange Program depends on the participation of
  the Rotary Clubs, Rotarians and their families,
  and others in the community to build an effective
  support system for sending and hosting students.
  All members should make an effort to participate
  in Youth Exchange activities, either as a member
  of the Club Youth Exchange Committee, a host
  parent, or a Rotarian counselor.

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Expectations of Host Clubs

• Comply with yearly Certifying requirements
  prescribed by the Youth Exchange District
  Committee.
• Coordinate club YE activities with Districts
  program and ensure compliance with RI and
  District policies.
• Attend District YE meetings.
• Establish Club Expectations for students.
• Ensure that students attend mandatory functions,
  such as orientations and district conferences.

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Expectations of Host Clubs

• Receive feedback from students for program
  improvement.
• Notify district YE chair of any students issues
  or concerns.
• Appoint a Clubs YEO.
• Selection of a Counselor for Inbound and Outbound
  students.

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Expectations of Host Clubs

• Selection of suitable Host Families.
• Communicate with and support Host families.
• Communicate and be intermediaries to schools.
• Help with transportation for special events
• Organize ways for club to be involved.

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Good Practices

• Establish a YE Club Committee.
• Schedule regular Committee meetings.
• Host families recognition.
• YE spotlight in club programs or newsletter.
• Distribution of the YE Calendar of events.

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What is the Clubs YEO Role

• Promote the YEP in the community.
• Interview and select candidates.
• Interview and select host families.
• Assist families to complete applications and
  remit them to the District Committee.
• Request quarterly reports from Inbounds and
  Outbounds.

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Expectations of Clubs YEO

• Organize the host families shifts.
• Coordinate communications between District
  Committee, Club, Families, Students and
  Counselors.
• Provide information and support regarding
  cultural shock.
• Make sure that the Inbound and Outbound
  Counselors are fulfilling their responsibilities.

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Summary

• The previous responsibilities are shared among
  the Club President and the YEO as follows
• The Club President appoints the Clubs YEO and
  oversees the selection of the Clubs YE
  Committee.
• The Clubs YEO, plans, implements and support all
  activities pertaining the program.
• The Clubs YE Committee provides support as
  directed by the Clubs YEO.

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WHAT IS THE ROLE OF THE ROTARIAN COUNSELOR?

• To serve as a liaison between the students,
  Rotary Club, Host families and the community at
  large, the role of the Rotarian Counselor is
  crucial for the success of the Youth Exchange
  Program.

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• The Counselor serves as the students primary
  contact, easing his or her transition into the
  country and the community through regular
  personal contact throughout the year.
• The Counselor should enjoy working with young
  people and be prepared to advocate on behalf of
  the student should any issues arise during the
  exchange.

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• COUNSELOR RESPONSIBILITIES

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• Establishing contact with the student before
  departure or arrival.
• Showing continued interest and support.
• Work with the club to ensure student complies
  with immigration requirements, medical insurance,
  etc.
• Counseling the student in matters such as
  choosing classes, making friends, and
  participating in activities.

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• Helping the student adapt to the culture and
  language.
• Assist with registering student at school.
• Assuring that the student receives his/her
  monthly stipend regularly.
• Working with the community and the students
  school to ensure that the student is involved in
  positive activities and community life.

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• Informing the student about abuse and harassment
  prevention and creating a supportive atmosphere
  in which the student feels comfortable discussing
  any concerns.
• Serving as an advocate for the student in any
  matter.
• The Counselor must have at least a monthly
  contact with the student and his/her host family.

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• Bring student to the Club at least once per month
  and make sure he does a minimum of two
  presentations to the club members throughout the
  exchange year.
• Ensure that the student conveys his guarantee
  fund to the club, that it is administered
  properly and returned to the student two days
  prior to his departure.
• Make sure that the student has a return flight
  ticket.

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• HOW DO YOU THINK WE ARE DOING?

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GLOBAL RESULTS OF 2014 POLL

• 58 felt welcomed
• 38 had regular contact with their Counselor.
• 34 received support from their Counselor.
• 40 saw him less than once a month.
• 44 received some assistance from their Clubs
  YEO.
• 34 were included in Club activities.
• 62 had issues with their host families
• 62 received their allowances on time.

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KEY TO INSPIRE CLUBS, CLUB YEOS AND COUNSELORS

• SET A GOAL!

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WHAT SHALL BE THE GOAL?
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• TO MAXIMIZE THE LEVEL OF SUCCESS OF THE
  STUDENTS EXCHANGE YEAR

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HOW ARE WE GOING TO ACCOMPLISH THIS?
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