Rotary Youth Exchange
Student Protection Program
YEO Instructions for Host Family Application Part I, II & III A & B
Districts: 7120, 7150, 7170, 7210
Effective 11/26/2010 (Rev 6/10/11)
Rotary District Youth Exchange Programs worldwide must be certified, be in compliance with RI policy as pertains to programs involving youth, and implement the RI Student Protection Program. In addition, effective 26 Nov 2010, the US Department of State revised Secondary School Student Exchange program regulations. Criminal Background Checks are required for all members of Host Families age 18 and older. The following is mandatory under RI Policy and US Regulations.
READ CAREFULLY BEFORE PROCEEDING
Rotary Club YEO – Instructions
The Host Family Application is in 3 Parts. Potential Host Families complete Parts I & II. Part III is completed as part of a personal interview in the potential Host Family home with all family members present. Fill-in the top of the Application Part I & II before giving to a potential Host Family (District #, Club name, Application (Long Term or Short Term) & Country)
1. When you receive the completed form, review for completeness & perform reference checks. Verify HF Volunteer work with youth. Document Reference Checks in Part III.
2. If in the opinion of the YEO, the applicants are appropriate candidates, proceed to schedule an In-home Interview with all family members present and with a minimum of two Rotary Club members present.
3. Digital photos of the exterior and interior are required to be taken by the Rotary representative, and must include the home’s exterior and grounds, kitchen, student’s bedroom, student’s bathroom, and the family and student’s living areas.. If the family agrees, also take a family picture. These are to be printed and attached to the Part III, In-home Interview form. Copies go to the Country Contact.
4. You are NOT to provide the family with a copy of the student’s application or personal identification information until references have been checked and criminal background check approved. You must limit verbal discussion to the students attributes and interests. Once vetting has been approved, you may show the student’s application to the family.
Copy Distribution YEO keeps originals of Part I & III A & B. Part II goes to Compliance Officer. Please note on envelope: YE Host Family APP. DO NOT duplicate Part II, it contains privacy information. Copy of Part I and III A & B and pictures are sent to Country Contact. Copy of Part III B goes to Inbound Student
Host Family Application, Part I – Youth Exchange Program (COMPLETED BY HOST FAMILY)
- Part I of the Host Family Application provides for basic potential host family personal information, employment data and personal references. It also provides family financial and activities/interests information.
- YEOs should review this information to determine the family’s ability to host a student and to make initial student placement decisions relative to compatibility.
1. Note item 7 b: If checked “yes” the family cannot be selected as a host family
2. Note items 7 c & d: Verify that student does not have allergies that will be affected
3. Note item 7 g: If checked “yes” consider the type of business relative to student placement
4. Note item 7 h: If checked “yes” the family can not be selected as a host family
5. Note item 8: Check if there were any issues with prior involvement with youth.
; 6. Consider Dept of State 22CFR 62 selection criteria on page 2
Host Family Background Check, Part II – Youth Exchange Program (COMPLETED BY HOST FAMILY)
- Every member of the potential Host Family over the age of 18, or who will become 18 during the hosting period, including “of age” children living at home only part-time during the hosting period must complete this application, sign it and return it to the club YEO.
- Vetting is only good for 12 months. Vetting must be renewed every 12 months for anyone to continue to host.
- Forward Part II to the District Compliance Officer who will have an appropriate National and State Criminal Background and Abuse Check made and inform the YEO of the results.
- If there is a concern, District will notify the club and inform them of the procedures to be followed
- If approved, the YEO will proceed to schedule an In-home interview with the members of the potential Host Family and complete Part III of the Application.
Host Family In-home Interview, Part III – Youth Exchange Program (COMPLETED BY YEO)
- Part III A & B of the Host Family Application covers the questions to be addressed during the In-home Interview and check of the residence and residential area. It also provides space for the YEO to document reference checks. Part III should be filled in by the YEO at the time of the interview. Do not rely on your memory to fill it in later. Remember to take the digital pictures.
- YEOs should review Part I, II, & III A & B to make a final determination of the family’s ability to host a student and to make final student placement decisions relative to compatibility. See Dept of State selection criteria below. If approved, the club will confirm the acceptance to the Host Family and complete a Host Family Agreement.
- If concerns arise during the interview the YEO has the authority to reject the family. The family should be notified of the concerns and the Application returned to them.
Dept of State 22CFR 62 (j)(4-6) Exchange Visitor Program - Secondary School Students – HF Selection Criteria
“Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student’s bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex.
Ensure that the host family has a good reputation and character by securing two (RI requires three) personal references from within the community from individuals who are not relatives of the potential host family or representatives of the sponsor (i.e., field staff or volunteers), attesting to the host family’s good reputation and character;
Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs-based government subsidies for food or housing;”
Dept of State 22CFR 62 (j)(9) Exchange Visitor Program - Secondary School Students – Single Host Parent without a child in the home - Selection Criteria
“Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual’s friends or family who can provide an additional support network for the exchange student and evidence of the individual’s ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student’s placement with a single adult host parent without a child in the home.” If a YEO/club is considering such a placement, you must contact the Country Contact and YE Compliance Officer for guidance and approval to proceed. Do not commit to the hosting without District approval.
Host Family Information for Student, Part III B – Youth Exchange Program
Part III B contains Host Family, School and Community information that is to be provided to the foreign student and their parents 30 days before the student departs from the home country. This Part should be copied or scanned and mailed or e-mailed to the Inbound student.
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REMINDER -
Two Rotarians from the host club must make the In-home visit and request all family members be present. Go over each question with those present and check their response. Do NOT make commitments to host until the family has had a Background Check completed and been vetted. It is recommended that YEOs schedule the In-home interview after the family is vetted so you can share the student’s identification information with the family. Remember to take digital pictures.
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RYE-NY HF App Inst 6/10/11