Rotary District 5080 Youth Exchange:  British Columbia, Idaho, Washington
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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 page for SCRYE Forms Club Compliance Certification IB-1 (US) and cIB-1 (Canada), these forms are under "Inbound Students" *

1.57 Annual Club Youth Exchange Agreement due October 15

1.52 Club Suggested Youth Exchange Budget

1.53 Club YE Activity Checklist

Volunteer Application-Affidavit - for the US and Canada: see SCRYE forms 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)

1.55 Compliance Checklist

1.56 Forms and Documents Expiry

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

Guide for Exchange Students (RI)

Guide for Host Families (RI)

Long Term Exchange Brochure (RI)

2.57 Long Term Exchange Power Point (2017-2018 Exchange Year)  (D5080)

5.54 Short Term Exchange Brochure  (D5080)

5.55 Short Term Exchange Power Point (2017-2018 Exchange Year)   (D5080)

CSRYE promotional videos with interviews of exchange students and host families  

Rotary International Code of Policies, Sept, 2016 (check for updates)

 

MANUALS

 

Club Manual

Index to Documents and Forms

1.00 General Documents

2.00 Outbound Exchange Documents

3.00 Inbound Exchange Documents

4.00 Host Family Documents

5.00 Short Term Exchange Documents

6.00 Crisis Management Documents

7.00 Youth Protection

 

OUTBOUND FORMS

Long Term Exchange

Description

2.51 Preliminary Outbound Student Application and Country Preference*

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)*

2.52 Long Term Exchange Program Travel Permission and Financial Agreement*

2.56 Conger Memorial Fund Scholarship Application

2.58 Student Data for Cards*

 

Due

Oct 1

 

Nov 25/Dec 1

 

Nov 25/Dec 1

 

March 1

Nov 25/Dec 1

Short Term Exchange

Description

5.51 Short Term Exchange Program Country Preference*

Short Term Exchange Program Application: see SCRYE home page for the "Summer" Student Application, SCRYE Form STEP APST-1 Application*

Short Term Exchange Program Host Family Application: see SCRYE forms page for SCRYE Form STEP HFST-1 Host Family Application

See the SCRYE forms page for additional forms which may be required to be uploaded timely into the SCRYE online database.

 

 

Due

Nov 15/Dec 1

 

Nov 15/Dec 1

Nov 15/Dec 1

 

 

DELIVERY OF FORMS: Unless noted otherwise, deliver all of the above forms to the District 5080 Youth Exchange Office: Postal Address: Christi Swearingen, District 5080 Youth Exchange Office, PO Box 18215, Spokane, WA USA  99228-0215 Courier Address: Christi Swearingen, District 5080 Youth Exchange Office, 8806 North Pamela Street, Spokane, WA USA  99208 Phone:  509-688-9196 Email:  christi@rotary5080ye.org

* 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 FIREFOX OR INTERNET EXPLORER ON YOUR PC OR MAC.

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

3.51 Inbound Student Data Summary*

3.52 Custodianship Declaration - CA only*

3.53 Drinking and Driving Policy and Regulations Agreement

C.51 Inbound Student Agreement** 

C.52 Inbound Student Travel Permission**

Also see the SCRYE forms page for additional SCRYE Inbound related forms required to be uploaded timely into the SCRYE online database.   See 1.55 Compliance Checklist and 1.56 Forms and Docments Expiry for additional guidance.

 

Due

***

June 1

Fall Camp

June 1

various

United States

Description

3.51 Inbound Student Data Summary*

3.53 Drinking and Driving Policy and Regulations Agreement

C.51 Inbound Student Agreement**

C.52 Inbound Student Travel Permission**

Also see the SCRYE forms page for additional SCRYE Inbound related forms required to be uploaded timely into the SCRYE online database.   See 1.55 Compliance Checklist and 1.56 Forms and Docments Expiry for additional guidance.

 

Due

***

Fall Camp

June 1

June 1

various

* 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 FIREFOX OR INTERNET EXPLORER ON YOUR PC OR MAC.

** 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 page for SCRYE Form cV-1 (one form for each adult members of the household)*

Host Family Application for Canada: see SCRYE forms page for SCRYE Form cHF-1*

Also see the SCRYE forms page for additional Canadian 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.

 

Due

 

 

April 1

 

various

United States

Description

Volunteer Application-Affidavit for the US: see SCRYE forms page for SCRYE Form V-1 (one form for each adult member of the household)*

Host Family Application for the US: see SCRYE forms page for SCRYE Form HF-1 *

Also see the SCRYE forms page for additional SCRYE Host Family related forms required to be uploaded timely into the SCRYE online database.  See 1.55 Compliance Checklist and 1.56 Forms and Docments Expiry for additional guidance.

 

Due

 

 

April 1

 

various

 

* 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 FIREFOX OR INTERNET EXPLORER ON YOUR PC OR MAC.

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

7.51 Youth Protection Incident Report*

 

Due

72 hours of an incident

United States

Description

7.51 Youth Protection Incident Report*

 

Due

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

 

SCRYE Approved Tours

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.

 

Rotary International Youth Exchange

Youth Exchange information on Rotary International's site with generic exchange information.

 

NAYEN's  (North American Youth Exchange) YEO Resources

NAYEN's site is a wealth of information and resources contributed by many participants for all who work in Rotary Youth Exchange. 

 

Rotary District 5080

Rotary District 5080, an international district including northern Idaho, USA,  northeastern Washington, USA, and southeastern British Columbia, Canada.

 

Rotary District 5080 Map

An interactive map of Rotary District 5080.

RI Club Finder

Rotary International's club finder map, use it to locate a Rotary club anywhere in the world.

RYLA (Rotary Youth Leadership Award)

Interact

Roteract

Information about other District 5080 New Generations programs (programs for youth):  RYLA (Rotary Youth Leadership Award), Interact, and Rotaract

US DOS Regulations

US DOS Updates in 2010

US Department of State Regulations governing inbound students to the USA, including details of the update to the regulations in October, 2010.

Inbound Student Issues & How to Address Them

Inbound student issues and how to address them.

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