Club Resources
This page is for use by clubs' youth exchange administrators and is provided to assist clubs in administration of the youth exchange program.
The District Committee's goal is to improve documentation of the program and the administration process. The forms and policy documents are in the process of being streamlined and updated to meet this objective.
The Committee appreciates your partnership in this improvement effort by notifying the appropriate District Committee member of any suggested improvements to forms and policies that would improve the program and streamline the process, see our Contact Us page. |
CLUB FORMS
Required for participation in D5080 Youth Exchange
Annual Club Compliance Certification - for the US and Canada due October 15: see SCRYE forms and downloads page for SCRYE Forms Club Compliance Certification IB-1 (US) and cIB-1 (Canada), these forms are under "Inbound Students" *
Volunteer Application-Affidavit - for the US and Canada: see SCRYE forms and downloads page for SCRYE Forms V-1 (US) and cV-1 (Canada) (for all Club members with significant and/or one-on-one contact with youth exchange students)
Please verify you are using the most recent form prior to submission. The date of the most recent revision is either on the bottom, left or top. Forms received on an old version will be returned.
* By submitting this form, your club is agreeing to comply with the policies and procedures of the District 5080 Youth Exchange Committee as specified in the Club Manual below.
GUIDES, BROCHURES, POSTERS
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OUTBOUND FORMS |
Long Term Exchange
Description |
Due
Oct 1 |
Short Term Exchange
Description |
Due
Feb 15 |
Long Term Exchange Program Application: see SCRYE home page for the "School Year" Student Application, SCRYE Form LTEP Application (send this with 2.52 below)* |
Nov 25/Dec 1 |
Short Term Exchange Program Application: see SCRYE home page for the "Summer" Student Application, SCRYE Form STEP APST-1 Application* |
Feb 15 |
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Nov 25/Dec 1 |
Short Term Exchange Program Host Family Application: see SCRYE home page for the " Summer" Host Application, SCRYE Form STEP HFST-1 Host Family Application* |
Feb 15 |
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Mar 1 |
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Feb 15 |
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Nov 25/Dec 1 |
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DELIVERY OF FORMS: See Contacts page for instructions.
* These forms are fillable, saveable and printable and some information has been completed for you to save time; however, these forms have compatibility issues with Safari browsers (eg on IPADs) so PLEASE USE YOUR PC OR MAC and be sure to use the most current version of Adobe Reader DC (see link below).
NOTE: where there are 2 Due dates, the 1st is the due date to the Club, the 2nd is the due date to the District Committee.
PLEASE verify you are using the most recent form prior to submission. The date of the most recent revision is on the bottom, left or top of each. Forms received on an old version or without using the computer generated form will be returned. |
INBOUND FORMS (Long term exchange) |
Canadian
Description
|
Due
***
June 1
Fall Camp
June 1
June 1
Jan 1 |
United States
Description
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Due
***
Fall Camp
June 1
June 1
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DELIVERY OF FORMS: See Contacts page for instructions.
* These forms are fillable, saveable and printable and some information has been completed for you to save time; however, these forms have compatibility issues with Safari browsers (eg on IPADs) so PLEASE USE YOUR PC OR MAC and be sure to use the most current version of Adobe Reader DC (see link below).
** These forms are in the Committee Manual and arrive with the student's application. Clubs will be provided a copy but Clubs are not responsible for obtaining these forms.
***to be completed upon arrival of student and with every change in host family |
HOST FAMILY FORMS (Long term exchange) |
Canadian
Description
Volunteer Application-Affidavit for Canada: see SCRYE forms and downloads page for SCRYE Form cV-1 (one form for each adult members of the household)*
Host Family Application for Canada: see SCRYE forms and downloads page for SCRYE Form cHF-1* |
Due
April 1 |
United States
Description
Volunteer Application-Affidavit for the US: see SCRYE forms and downloads page for SCRYE Form V-1 (one form for each adult member of the household)*
Host Family Application for the US: see SCRYE forms and downloads page for SCRYE Form HF-1 * |
Due
April 1
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ALSO see the SCRYE forms and downloads page for additional Canadian and US SCRYE Host Family related forms required to be uploaded timely into the SCRYE online database. Canadian SCRYE forms begin with lower case "c" and are in red. See 1.55 Compliance Checklist and 1.56 Forms and Docments Expiry for additional guidance. |
* These forms are fillable, saveable and printable and some information has been completed for you to save time; however, these forms have compatibility issues with Safari browsers (eg on IPADs) so YOUR PC OR MAC and be sure to use the most current version of Adobe Reader DC (see link below).
PLEASE verify you are using the most recent form prior to submission. The date of the most recent revision is on the bottom, left or top of each. Forms received on an old version or without using the computer generated form will be returned. |
YOUTH PROTECTION FORMS (Long term exchange) |
Canadian
Description |
Due |
United States
Description |
Due |
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72 hours of an incident |
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72 hours of an incident |
**This form is to be completed by the District Chair within 72 hours of an incident. The YEO is not responsible for completing and delivering this form; however, the YEO has Youth Protection responsibilities as outlined in the Youth Protection section of the Club Manual. |
OTHER RESOURCES |
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General information about optional Rotary Youth Exchange Tours currently available to District 5080 inbound students. Only those tours approved by SCRYE plus the 3rd company listed on the SCRYE website are available to District 5080 inbound students. Students are encouraged to apply early as the tours tend to fill.
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Youth Exchange information on Rotary International's site with generic exchange information.
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NAYEN's site is a wealth of information and resources contributed by many participants for all who work in Rotary Youth Exchange.
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Rotary District 5080, an international district including northern Idaho, USA, northeastern Washington, USA, and southeastern British Columbia, Canada.
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An interactive map of Rotary District 5080. |
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Rotary International's club finder map, use it to locate a Rotary club anywhere in the world. |
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Information about other District 5080 New Generations programs (programs for youth): RYLA (Rotary Youth Leadership Award), Interact, and Rotaract |
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US Department of State Regulations governing inbound students to the USA, including details of the update to the regulations in October, 2010. |
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Inbound student issues and how to address them. |
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All forms and applications are opened and saved with FREE Adobe Acrobat Reader DC software, please get and install this FREE program if it is not now on your computer. Click on the button to Get Adobe Reader and follow the instructions. Click on the form or application title (underlined) to download and save it. Some of the longer forms (those with an *) are interactive and data can be typed into it and then it can be saved on your computer as you complete it. BE SURE TO USE THE MOST CURRENT VERSION OF ADOBE READER DC. |
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