Rotary District 5440

Rotary District 5440

Outbound

Orientation

HANDBOOK

April 23-25, 2010

Douglas, Wyoming

TABLE OF CONTENT

OUTBOUND HANDBOOK

History of Rotary1

Object of Rotary2

Service Above Self2

Four Avenues of Rotary Success2

Four Way Test3

Youth Exchange Program Objectives4

World Peace Commitment5

Crisis Management Plan6

Youth Protection Policy8

Absolute Rules and Guidelines for a Successful Exchange Year14

Cultural Differences, Current Issues, Geography and Preparing to Discuss Them17

The Sunglass Analogy18

Some American Values, Attitudes and Beliefs19

Morals & Values – Personal Behavior20

Gifts and Helpful Hints for an Exchange Student21

Banner, Pins and Contract Cards22

Language Barriers23

Communicating & the Value of Monthly Reports24

Sample of a Monthly Report25

First Night Host Family Questionnaire27

Travel and Parental Visits While On Your Exchange29

Budget, Finances and Getting Money Around the World30

Culture Shock and/or Home Sickness 31

Insurance33

Passports, Visas, Flight Information, Packing & Immunizations35

Chain of Command - Who Will Help?37

Recording Your Year38

Attitudes and Tips on Being a Good Exchange Student39

Farewell – ‘Your Bridge to the Future’41

Appendix

A Motto By An Exchange Student2

Guidelines for Youth Exchange Emergencies3

General Suggestions for An Exchange Student6

History of Rotary

Rotary began on February 23, 1905 in Chicago, Illinois. The founder, Paul Harris, had invited three friends to explore his idea that had been developing for several years. The idea – a club of business and professional men who could and should be friends. Harris was a lawyer; his friends were a coal dealer, mining engineer, and merchant tailor. The aim of the first Rotary Club was the encouragement of friendship, fellowship and mutual assistance.

The name “ROTARY” was suggested by Harris; prompted by the original plan of the members to meet in rotation at their various places of business.

District 5440 was established in 1987 although many of the clubs existed prior to the establishment of the District. It encompasses all the State of Wyoming, the county of Scottsbluff, Nebraska and the counties of Moffat, Routt, Larimer, Weld, Logan, Phillips, and Sedgwick in Colorado and Teton County, Idaho.

Cowboy Country Youth Exchange was incorporated in January 2006 and is the official name of

District 5440 Youth Exchange
.

District 5440 Statistics:The Rotary World Statistics:

51 Clubs32,462 Clubs in the World

3,330 members1,209,790 Members in the World

111,800 square miles529 Districts in the World

168 Countries Represented

OBJECT OF ROTARY:

The object of Rotary is to encourage and foster the ideal of service as a basis of worthy enterprise and, in particular, to encourage and foster:

1.The development of acquaintance as an opportunity for service;

2.High ethical standards in business and professions; the recognition of the worthiness of all useful occupations; and the dignifying by each Rotarian of his/her occupation as an opportunity to serve society;

3.The application of the ideal of service by every Rotarian to his/her personal, business and community life;

4.The advancement of international understanding, good will, and peace through a world fellowship of business and professional men and women united in the ideal of service.

SERVICE ABOVE SELF:

The main objective of Rotary is service—in the community, in the workplace, and throughout the world. Rotarians build goodwill and peace, provide humanitarian service, and encourage high ethical standards in all vocations. The Rotary motto is “Service Above Self.” This motto is carried out in the Four Avenues of Service outlined below:

FOUR AVENUES OF ROTARY SUCCESS!

1. Club Service3. Community Service

Rotary InformationProjects

Membership DevelopmentFund Raising

Club Extension

New Member Orientation

Programs

2. Vocational Service4. International Service

Career GuidanceWorld Community Service

InteractRotary Foundation

3-H Program

Scholarships

Group Study Exchange

Youth Exchange

FOUR WAY TEST OF ROTARY INTERNATIONAL

Of the things we think, say and do:

IS IT THE TRUTH?
IS IT FAIR TO ALL CONCERNED?
WILL IT BUILD GOODWILL AND BETTER FRIENDSHIPS?
WILL IT BE BENEFICIAL TO ALL CONCERNED?

Youth Exchange Program Objectives

The objectives of this program and yours as the student are as follows:

To further international goodwill and understanding.
To enable students to advance their education by studying for a school year in another country.
To broaden the student’s outlook by learning to live with, and meet people of different cultures.
To act as ambassadors for the United States.

The first documented exchanges were initiated by the Rotary Club of Copenhagen in 1929 and involved only European participants. The first long-term exchange was between Myrtlewood, Australia and our own District 5440 in Scottsbluff, Nebraska some 51 years ago. In 1972, the Rotary International Board of Directors agreed to recommend Youth Exchange worldwide as a worthwhile international activity. The program has grown to include approximately 80 countries and more than 7000 students each year. Cowboy Country Youth Exchange regularly exchanges between 20-25 students each year with from 15-20 different countries.

World Peace Commitment

The Rotary Youth Exchange Program is the premier Youth Exchange Program in the World. It is not politically or religiously affiliated. Rotary is in the majority of the countries of the World, and Rotary is attempting through this program and others to bring about World peace through cultural understanding, tolerance and goodwill.

During times of political or civil unrest, be assured the safety/security of the student is paramount to us and the program. Trust in the judgment of the Hosting District to make security decisions on behalf of the student. The best resource during times of crisis will be the student’s Host Club and District. Most Districts have a formal Crisis Management Plan that is put into effect if the students face danger for any reason.

During times of crisis, we have a few recommendations that might make the student feel safer:

Use your good common sense!

Consult with your parents, Host Club, Host District and us, your Outbound Counselors.

Contact the US Consulate in your Host Country so that they know who you are, where you are and can reach you if necessary.

Depending on the political climate, it may not be appropriate to flaunt the American flag in clothing, accessories (including baseball caps), and actions. Blending in may be more appropriate.

If you are being pushed into publicly vocalizing your position about the political crisis/unrest, this is the time to use all your Ambassadorial skills. Be a conduit or a bridge. Turn the conversation around to hear their opinions. Try not to take a position that might cause bad feelings and put you in a tough position.

Please remember, all maps do not have the United States in the center.

Cowboy Country Youth Exchange Crisis Management Team

Chairman
Bobbe Fitzhugh873 Esterbrook Road
Douglas, WY 826331-307-358-6457 (home) 1-307-359-3311 (cell)
/ Co-Chairman
Beth Vandewege
515 East 22nd
Cheyenne, WY 82001
307-638-1273 (home)
307-630-2441 (cell)

Country ContactDependent upon country(s) involved, refer to current contact information for Country Representative

CCYE CounselorKathy Majerus, L.C.S.W.

2622 Pioneer Avenue

Cheyenne, WY 82001

307-637-3404 (work)

307-631-7502 (cell)

Unless otherwise noted, the Chairman will be the point person for contact during the course of the investigation. In the absence of the Chairman, the Co-Chairman shall be responsible for leading the Crisis Management Team.

All persons should recognize and appreciate that timely, accurate and concise information is critical to effectively manage the situation. Please keep this in mind when providing information relating to any allegations.

Crisis Management Team Members are expected to respond immediately upon notification. If the Chairman will not be accessible via the listed contact information, he/she will provide temporary contact information to the CCYE Committee. In the event the Chairman will be inaccessible, the Co-Chairman will become the contact person and leader of the Crisis Management Team.

Crisis Management Team Members will endeavor to remain accessible in the event of an emergency. If members will be away and not accessible (checking phone messages and e-mail), they will notify the Chairman of their absence.

OUTBOUND CRISIS PROCEDURE

This guideline addresses an emergency involving a student hosted by an overseas District or an emergency involving a student hosted by an overseas District experiencing a regional or country crisis.

In the event that a Cowboy Country Youth Exchange representative is notified of the death, serious injury, serious illness, danger from civil unrest or war, or other problem involving a Cowboy Country Youth Exchange Outbound Student, Country Representative notified shall contact the District Chairman immediately and provide the following details as a minimum:

Name of student involved
Sponsoring club name
Host District number (overseas)
The nature of the crisis and as much detail as possible involving the crisis.

The Chairman will:

Immediately contact all members of the Crisis Management Team and pass on the crisis information.
As necessitated by the nature of the crisis, request team members to contact or research information relative to the crisis, using the “Guidelines for Youth Exchange Emergencies” as a baseline.
Continue to keep all members of the Crisis Management team informed and advised of the crisis status.

Contact Host District Chairman for region where crisis is occurring and work through this person to resolve crisis.
Contact the U.S. Embassy/Consulate in the host country for the student.
Notify the District Governor and keep him updated throughout the crisis.

End of Crisis and Follow Through

Based on developments in the crisis, the Chairman will determine when the crisis has ended and will notify the Crisis Management Team that the crisis has ended. While the crisis may have passed, the need for additional follow through will continue into the immediate future.

Within one month after the crisis has passed, the Crisis Management Team will gather to critique the effectiveness of the Crisis Management Plan and determine what changes are necessary.

YOUTH PROTECTION POLICY

STATEMENT OF CONDUCT FOR WORKING WITH YOUTH

The most powerful force in the promotion of international understanding and peace is exposure to different cultures. Youth Exchange provides thousands of young people with the opportunity to meet people from other lands and to experience their cultures.

Cowboy Country Youth Exchange (CCYE) is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians’ spouses, partners, and other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact.

COWBOY COUNTRY YOUTH EXCHANGE COMMITMENT TO YOUTH

CowboyCounty Youth Exchange will:

Adopt and adhere to Rotary International’s zero-tolerance policy against abuse and harassment.

Take any allegations or reports of abuse or harassment seriously and do everything in our power to ensure that young people involved in the Rotary Youth Exchange Program are protected from abuse, harassment and neglect.

Ensure that district programs are provided to young people in a safe and caring environment.

4.Prevent contact with known persons who are either prohibited by law from working with children, or who are considered by CCYE to be inappropriate persons for working with children.

5.Report any allegations of abuse in compliance with state law and facilitate the timely reporting of incidents where children are at risk or harm.

Ensure the prompt notification of allegations of abuse, harassment or neglect of children where allegations involve Rotarians or persons involved with Rotary programs.

Appoint a District Abuse Prevention Coordinator (DAPC). The DAPC will assist the Chairman in ensuring that complaints are dealt with according to applicable law and the interests of the affected person are protected to the extent possible.

Work with Clubs to inform all Rotarians of their obligation under this policy and to ensure that appropriate training is made available.

Establish a screening process to assure the suitability of any person wishing to work with District youth.

DEFINITIONS

Sexual abuse: Sexual abuse refers to forcing or encouraging a student to engage in sexual acts with another person of any age, of the same sex or the opposite sex as defined in applicable state law.

Examples of sexual abuse could include, but are not limited to:

Non-touching offenses
Indecent exposure
Exposing a child to sexual or pornographic material.

Sexual harassment: Sexual harassment is deliberate or repeated behavior of a sexual nature that is unwelcome, unasked for or rebuked. It refers to sexual advances, requests for favors or verbal or physical conduct of a sexual nature. The definition of sexual harassment includes conduct directed by men towards women, men toward men, women towards men, and women towards women.

Examples of sexual harassment could include, but are not limited to:

Sexual advances;
Sexual jokes, written or verbal references to sexual conduct, gossip regarding one’s sex life, and comments about an individuals sexual activity, deficiencies, prowess, or sexual orientation;
Verbal abuse of a sexual nature;
Displaying sexually suggestive objects, pictures or drawings;
Sexual leering or whistling, any inappropriate physical contact such as brushing or touching, obscene language or gestures and suggestive or insulting comments.

Student: Youth involved with Rotary Youth Exchange, regardless of whether they are of the age of majority.

Volunteer: Any adult 18 and over involved with Rotary Youth Exchange activities who has direct interaction with students. This includes, but is not limited to, district committee members, club youth exchange officers, club counselors, chaperones or host families. All volunteers (except those with only casual or occasional interactions with Youth Exchanges students), who have one on one unsupervised student interaction or contact must: Complete the CCYE Volunteer Affidavit and authorize the district to conduct appropriate background checks. Be subject to personal interviews;

Provide a list of references for CCYE to check.

Meet Rotary International and CCYE eligibility for working with students.

Understand and comply with Rotary International and CCYE guidelines for the Youth Exchange Program.

Host Family Screening Requirements

Host families shall undergo a comprehensive interview that determines their suitability for hosting exchange students. This should include:

Demonstrated commitment to the safety and security of students

Motivation for hosting a student is consistent with Rotary ideals of international understanding and cultural exchange

Financial ability to provide adequate accommodations (room and board) for the student

Completion of written application

Home visits shall be conducted for all host families, including repeat host families.

Unannounced visits, both prior to and during the placement, are also recommended.

All counselors and individuals over the age of 18 who reside in the home of the host family, must meet the selection and screening guidelines, and will be subjected to an appropriate background check assuring they:

Have not admitted to, been convicted of or otherwise found to have engaged in an offense which resulted in harm to an individual, including assault or sexual assault or sexual battery.

Have not been convicted of any offense, which in the opinion of the DAPC, suggests an unacceptable risk of harm to a person in the care of that individual.

Are not subject to a court order or decree prohibiting a person from being in contact with any other individual.

Have no children under the age of eighteen living in or frequenting their residence that have been convicted of or treated for sexually inappropriate conduct.

In the event the DAPC determines that an individual is not acceptable as a club counselor or host family, he/she shall be advised that the applicant is not acceptable, but details of the reason behind the rejection will not be disclosed in order to ensure the privacy of the applicant.

Counselor Screening

In addition to the above volunteer screening requirements:

Counselors must not be a member of the student’s host family.
Counselors shall be trained in responding to any problems or concerns which may arise during the exchange, which may include instances of physical, sexual, or emotional abuse or harassment.

STUDENT SELECTION AND SCREENING

All students interested in participating in the CCYE Program shall:

Complete a written application and be interviewed for their suitability for participation in the Youth Exchange program.
Attend and participate in all district orientation and training sessions.

All parents or legal guardians of students interested in participating in the CCYE program must:

Be interviewed to help determine the student’s suitability for participation in the Youth Exchange program.
At least one parent or legal guardian shall attend and participate in outbound district orientation.

TRAINING

All volunteers who participate in this program shall participate in at least one training session in which these policies and procedures are explained and discussed. Training shall be provided under the direction of the CCYE Chairman and/or using training materials provided by CCYE and Rotary International. Written copies of this document will be distributed to all Clubs and District officials involved with Youth Exchange on an annual basis.

CCYE will:

Develop and provide standardized training materials on Rotary International’s youth protection policy, specific district guidelines, local customs, cultural issues, and legal requirements for Club use and as part of District training responsibilities.
Develop a calendar for training and define the frequency of training required for each volunteer position, including descriptions of who is to participate, when training should occur, and how training will be conducted.
Conduct specialized training sessions for the following Youth Exchange program participants.
District Governor and District Governor Elect
District Youth Exchange committee members
Club Youth Exchange committee members or other designated club representatives
Students (inbound and outbound)
Parents and legal guardians of students
Other Rotarians and non-Rotarians who participate in Youth Exchange activities, such as tours or other district events.
Establish guidelines to ensure that all those required to be trained have undergone such training every three years.
Maintain records of participation to ensure compliance.

Participating Clubs will: