ROTARY DISTRICT 9370 YOUTH EXCHANGE

DISTRICT ABUSE AND HARASSMENT PREVENTION POLICY

POLICY FRAMEWORK.2

Statement of Conduct for Working with Youth.

District 9370 is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, spouses and partners and any 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.

Definitions.

Volunteer. Any adult involved with Rotary Youth Exchange activities that has direct interactions with students, either supervised or unsupervised.

Student. Youth involved with Rotary Youth Exchange regardless of their age.

Sexual Abuse. This refers to engaging in implicit or explicit sexual acts with a student. Or forcing or encouraging a student to engage in sexual acts, alone or with another person. This could include Non-touching offences, Indecent exposure or exposing a student to sexual or pornographic material.

Sexual Harassment. This refers to sexual advancement, requests for sexual favours, or verbal or physical conduct of a sexual nature. These could include sexual advances, sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sexual life.Verbal abuse of a sexual nature, displaying sexually suggestive objects, pictures or drawings. Sexual leering, any inappropriate physical contact, obscene language or gestures and suggestive or insulting comments.

Incorporation of the District Youth Exchange Program and Liability

Insurance.

  • District 9370 are in the process of forming a legal entity which will conform to the laws of the country.
  • Adequate general liability insurance will be put in place.

Volunteer Selection and Screening.

The following screening steps will be completed prior to participation in Youth Exchange activities.

  • District 9370 will maintain records of completed Youth Volunteer Affidavit forms in perpetuity.
  • All volunteers will be asked to complete a Youth Volunteer Affidavit form which authorises the checking of a criminal background.
  • Provide a list of references.
  • Meet RI and District eligibility requirements for working with students. Any volunteer who has admitted to, been convicted of, or otherwise found to have engaged in sexual abuse or harassment will be prohibited from working with youth in a Rotary context. If an individual is accused of sexual abuse or harassment, and the investigation into the claim is inconclusive, then for the safety of the youth participants and the protection of the accused, additional safeguards will be put into place to assure the protection of ant youth with whom the individual may have future contact. A person later cleared of charges may apply to be reinstated to participate in the program
  • Need to understand and comply with RI and District guidelines for the Youth Exchange program.

Host Families.

  • Will meet the following selection and screening requirements, in addition to those listed above.
  • Host families will undergo an interview that determines their suitability for hosting exchange students.This will include commitment to the safety and security of students. Their motivation for hosting a student is consistent with the ideals of Rotary – International understanding and cultural exchange. Financial ability to provide adequate accommodation for the student. To provide appropriate supervision and parental responsibility that ensures the students well being. This will be actioned by the Club hosting the student. All adult residents of the host home must meet the selection guidelines.

Rotarian Counsellors.

  • Counsellors must not be a member of the student’s host family.
  • Counsellors will be trained at orientation sessions to respond 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 District 9370 Youth Exchange program will 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.

Parents and Legal guardians of Students interested in participating in District 9370 Youth Exchange program.

  • They will be interviewed to determine the student’s suitability for participation in the Youth Exchange program.

Training.

  • District 9370 will provide abuse and harassment prevention training to all Youth Exchange program participants. The District Trainer will conduct these training sessions.
  • District 9370 will adapt the Abuse and Harassment Prevention Training Manual to include information on specific district guidelines, cultural issues and legal requirements.
  • Develop a calendar for training and define the frequency of training required for each volunteer position. This will include descriptions of who is to participate and when this will occur.

Other District 9370 Responsibilities.

  • District 9370 has procedures for reporting, investigating and handling of non-criminal offences.
  • The District will ensure that all Youth Exchange students have Emergency Medical Insurance cover in compliance with the recommendation from R.I. (R10,000,000 Medical Insurance, R120,000 Personal Accident In-flight, R120,000 Personal Accident Not in-flight, R500,000 Personal Liability)
  • Provide all Youth Exchange students with contact details of the District Youth Exchange Committee who are in a position to direct the student to local agencies for rape and suicide crisis hotlines, alcohol and drug awareness programs.
  • The District will complete the student data request form for all Youth Exchange students and return it to R.I.
  • Will maintain and provide to Youth Exchange students a District hotline.(Youth Exchange Committee)
  • Will follow R.I. guidelines for Youth Exchange Web sites and usage of Rotary Marks.
  • Will appoint an independent lawyer, therapist or counsellor to represent any alleged victim in cases of sexual abuse and harassment. (District Legal Advisors)
  • Will report all criminal allegations to R.I. within 72 hours
  • Will report all serious incidents (accidents, crimes, early returns, deaths) involving Youth Exchange Students to R.I. within 72 hours.
  • Will evaluate and review this policy and accompanying procedures on a regular basis.
  • The District Youth Exchange Committee requires a monthly report from all Long Term Inbound and Outbound Youth Exchange students. Information includes details of current host parents, medical status, and general activities.

Club and District Compliance.

  • District 9370 will monitor and ensure that all participating clubs within the District comply with R.I. guidelines for abuse and harassment prevention. All clubs that wish to participate in the program will provide the District with copies of materials used to promote the program.
  • The District will provide the name of a Committee member to the club’s for emotional support in the event of an incident.
  • The topic of Abuse and harassment will feature at all orientation sessions.
  • Participating Club’s must agree to operate the program in accordance with the guidelines of District 9370 and R.I. policy.
  • All volunteers will complete and sign the Youth Volunteer Affidavit.
  • Host families will be interviewed to ascertain their suitability as hosts.
  • Clubs will follow the Youth Exchange Abuse and Harassment Reporting Guidelines. All cases of sexual abuse or harassment will be reported to the enforcement authorities and to the District Committee.
  • The District will prohibit the placement of students outside the District 9370 Youth Exchange program structure.
  • The District will set procedures for removal of a student from a host family in the event of an incident.
  • The District will ensure that hosting is voluntary. (Parents of Short Term Exchange Students are obliged to host inbound Exchange Students.)
  • The District and Club’s will ensure that Long Term Exchange Students have multiple host families.
  • Will ensure that the host counsellor is trained in responding to any problems or concerns that may arise during the exchange, including the prevention of physical, sexual and emotional abuse or harassment.
  • The District will provide training at orientations on sexual abuse and harassment prevention to all Exchange Students, their parents and legal guardians.

This policy shall, in so far as applicable, apply to all other Youth activities carried on within the District.

ROTARY INTERNATIONAL

DISTRICT 9370 SOUTH AFRICA

YOUTH EXCHANGE ABUSE AND HARASSMENT REPORTING GUIDELINES

  • Any student who believes they have been subjected to any form of abuse or harassment (physical, sexual or emotional) will immediately report the incident to the Host Club Student Counsellor and the District Placement Officer who will inform the Chairman of the District Exchange Committee.
  • Should the student not feel comfortable with this procedure, then the incident will be reported immediately to the Host Club President and the District Placement Officer and the District Youth Exchange Chairman,
  • The student alleging the incident will be represented by an independent lawyer. therapist or counsellor – through the District Legal Advisors.
  • The Chairman of the District Youth Exchange Committee will report the alleged incident to Rotary International and the District Governor within 72 hours.
  • These reporting procedures will be incorporated in to the Inbound Student Manual and will be explained at the Inbound Orientation.

Counselling Procedure for

Youth Exchange Students in District 9370

This procedure covers serious offences (The Four D’s), however continued transgressions concerning poor attitude, lack of interest, conflict, etc, would also apply.

We need to remember that the Student is hosted by the Rotary Club and they carry the responsibility for the Student.

The Youth Exchange Committee’s responsibility is to ensure that the Student is aware of the rules (Orientations and Blue Book), and that the Club is aware of the procedure (given this document and a copy of the rules). The Youth Exchange Committee Placement Officer needs to monitor the progress of the Student through monthly reports and by ongoing contact with the Student’s Club Counsellor.

The ultimate responsibility rests with the District Governor.

Should a transgression occur, a hearing needs to be held with the Student, Club Counsellor, Club President and any other parties concerned (School official, Host Parent, etc) and any witness the Student wishes to have present.

The Student needs to be treated with dignity.

A written record of the proceedings, which must clearly state the offence and the conclusion reached, regarding disciplinary action to be taken, and or, a probation period imposed. This should be signed by the Club President and the Student. The Student signs as to the accuracy of the report and not necessarily as agreement of the conclusion reached or conditions imposed.

A copy of the report is to be forwarded to the Chairman of the Youth Exchange Committee, with a recommendation from the Club that

a.the document be filed only, pending repetition or not, of a similar offence.

b.that the student be repatriated.

The Youth Exchange Committee need to be consulted before any action is taken. The Club may not unilaterally repatriate a student.

Should repatriation be decided, the Chairman of the Youth Exchange Committee must immediately inform the District Governor and furnish him with the necessary documentation. The Chairman is to inform the Chairman of the Sending District Youth Exchange Committee.

Should repatriation be agreed, the Youth Exchange Committee needs to arrange this as speedily as possible.

AFFIDAVIT

I, the undersigned ......

Hereby state

  1. I am an adult male / female
  1. I reside at ......
  1. I have been advised that everyone involved in the Rotary International Youth Exchange Programme will be required to depose to an Affidavit confirming that they have not been involved in child abuse or convicted of an offence relating to child abuse.
  1. I am advised that consent must be given to obtain a police clearance in respect of myself should this be required.
  1. I believe that my statement as a member of the Family of Rotary should have been sufficient, but if the organisation requires me to make an affidavit, then I accept that I shall do so.
  1. I therefore, in response to the requirement, confirm that I have not been involved in child abuse and neither have I been convicted of any offence relating to child abuse.

......

DEPONENT

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