Rotary International
Distrikt 1800
International Youth Exchange
Rules for travelling during the Long term Exchange Programme (Inbounds)
Advisory paper for Hostparents and Counsellors
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The rules for travelling as set out hereinafter are consistent with the principles and guidelines of the certificated Programme-Manual (PHB) of Rotary Jugenddienst Deutschland e.V. (RJD) (Rotary Youth Service Germany) and therefor are binding for all participants. For purposes of the Student Protection Policy and an effective crisis management system travelling by Inbounds must be regulated thoroughly. The following specifications serve this purpose.
- Principles
Journeys and any form of trips or excursions are only admissible in company of a Rotary member or his/her partner, the respective hostparents or in connection with school-organized excursions (i.e. class-trips etc.), as well as together with Rotex members in connection with an official event of ROTEX 1800.
Journeys etc. with physical parents during the exchange year are not permitted.
Journeys only accompanied by children of the hostfamily are generally not possible even if the child is of legal age already.
- One-Day-Trips within the district borders of District 1800
Journeys, trips, etc. within the District without spending a night away from the hostfamily are possible without company but only with the agreement of the respective hostparents and Counsellor, if they serve the purpose of gaining further cultural experiences and as long as they do not hinder further integration in host family, host club, school and community/society. The hostparents have to assure a pick-up in case of emergency (i.e. also in case the day’s last train was missed etc.). Where a hostfamily lives near the borders of the District, the approval can be granted for a one-day-trip within about 30 km range from the living place.
- Journeys with overnight stay within the District
Journeys within the District and spending the night away from the hostfamilyand without the legitimated company as set out above can only be permitted in case the night is spent at a Rotary representative’s house or with a Rotary accredited hostfamily.
In any case the respective hostparents are obliged to plan the trip with the responsible persons personally (i.e. by phone but not by email) and prior to the overnight stay. Hostparents are strongly advised to take notes of names, addresses and phone numbers of the persons responsible at the destination. Without express permission of the YouthExchangeOfficer (YEO) or the respective Counsellor a journey with overnight stay must not be started. Overnight stays without accredited company in Youth-Hotels and Hostels or at train stations etc. are not permitted.
- Journeys without company outside the District borders
Journeys etc. of single Inbounds or of a group of Inbounds without proper company and outside the borders of the District 1800 are not permitted.
Upon invitation of a Rotary Club of another German District, a journey may be approved according to the Travel Permission Proceedings as set out below, if the Rotary Club of destination guarantees for the reception and care during the stay.
A journey may be approved if a Travel Permission is produced prior to the journey and the Inbound and or his/her physical parents give special reasons for an approval on a case-by-case basis.
The Travel Permission must contain a declaration of the physical parents about
-the exact duration of the journey,
-means of transportation,
-the exact destination and
-the name, address and telephone number of a person responsible at the destination.
-In a separate paragraph, the physical parents have to exempt Rotary International from any liability and responsibility for the duration of the entire journey and sign the Travel Permission in person.
Additionally, the Inbound needs the permission of following authorities seeking their respective signatures (placed on the Travel Permission below the signature of the physical parents and in the order as follows)
- Home Rotary Club
- Home Rotary District
- Hostparents
- Hosting Rotary Club in the District 1800
- District 1800 Inbound Coordinator
A Travel Permission is only valid with these additional 5 signatures besides the ones of the physical parents. Is only one signature missing, the journey is not approved.
Such journeys are only admissible for a time in which the student does not have the obligation to attend school.
Any violation of these rules and guidelines for travelling may result in a loss of insurance coverage with wide-ranging consequences for the entire programme. A deliberate violation by an Inbound may lead to the immediate cancellation of the exchange.
All Inbounds shall sign these Rules while still being in their respective home countries.
They will be considered also at the first orientation event after arrival in District 1800.