Inbound Student Travel

ROTARY DISTRICT 5440
COWBOY COUNTRY YOUTH EXCHANGE PROGRAM

Travel Policy for Inbound Exchange Students

(Updated 8/2017)
 
This is a cultural and educational exchange.  Exchange students should take advantage of opportunities to travel under appropriate conditions while on their exchange.  While the host Rotary Club and Host Families are not under any obligation to provide or permit travel, there will be many opportunities to travel.  Students must obtain the appropriate permissions and not make or execute their own travel arrangements outside of this policy.  Should students not adhere to this policy, their exchange could be terminated and the student sent home.
Students may not travel alone or accompanied only by other students. 
 
Students must have permission from their Club Youth Exchange Officer for any travel that requires missing school.
 
Travel is permitted with host parents, on school-sponsored trips or on Rotary authorized functions with approved adult chaperones.  Students may take trips with their host family that involves air travel within the U.S. without permission from the District.  Students are allowed to fly in a private plane provided the pilot is FAA licensed and a parental release is obtained. 
 
Other travel must be approved by Terry Collins who is the District Travel Coordinator.  That approval is documented using forms available on the for download on the left side of this page.
 
Travel requests must be submitted at least 30 days in advance of trip.
 
District Travel Authorization - The District Travel Authorization must be completed for any trip requiring District approval.  This includes a written description of the trip, reason for trip, and schedule of travel. Prior to submitting this form to the District students need to obtain written approval of a school official if you will miss school, your host family and your Host Club Youth Exchange Officer or Club Counselor.
 
Parental Travel Release - The Parental Travel Release must also be completed for any trip and should accompany the District Travel Authorization when submitted to the District Travel Coordinator.
 
Travel outside U.S. - It is possible to travel outside of the U.S. but that requires additional approval. Details are described in the Travel Outside the U.S. file.
 
Parental Visit - If your parents visit, you can travel with them as long as you have completed the Parental Visit form.
 
All completed forms must be submitted to Terry Collins for District approval.  She can also help if you have questions.
Terry Collins
108 N Bent St
Powell, WY  82435  USA
(307) 254–3914 (cell)
(307) 754–2272 (work)
(307) 754–9577 (fax)
rotarymama@gmail.com