Related Page
ROTARY DISTRICT 5440
COWBOY COUNTRY YOUTH EXCHANGE PROGRAM
YEO Inbound Student Page
GENERAL CALENDAR OF EVENTS
The calendar of events in the downloads list provides some reminders of issues that a YEO must address each month of the exchange year. This includes several reminders of issues that should be addressed when a student first arrives.
NEW INBOUND STUDENTS
When you learn that you have a new student that you will be hosting there are several things that you have to do before they can get their Visa from the U.S. Department of State. All of these things are part of the Guarantee Form. The District YE Committee will send you the application and guarantee form for the student. It is important that you start immediately to complete the guarantee form and return it to the District YE Committee. The related page on the left provides more information on the details of this form.
One of the most important tasks for YEOs is finding and managing host families. There is a related page on the left side of this page which addresses several critical host family issues.
Complete the Inbound Student Data Sheet in the downloads list and submit it along with the guarantee form.
The Emergency Services Contacts form in the downloads list on the left should be completed and provided to the student upon their arrival in the country.
The schools will carefully review the student's medical records to insure they have all the required immunizations. The current Wyoming state requirements are provided in the downloads list on the left. Some schools may require an English proficiency exam before accepting a student. Please contact the District YE Committee if you have any problems getting a student into school or if you have any questions.
MOVING STUDENTS
The District YE Committee likes to have each inbound student live with 3 host families during their exchange year. It is a regulatory requirement that the Club get approval to move a student before they move unless it is an emergency. The Host Family related page on the left provides the details on obtaining approval of a host family. This must be done prior to moving the student.
The U.S. Department of State requires that students in the country on a J-1 student visa report immediately when they move. This can be done online by clicking the external link on the left or completing the Form-AR-11 in the downloads list. We recommend the online form. To complete either application you will need to know basic information about the student and the Port of Entry into the U.S., Date of Entry into the U.S. and Date the student's stay in the U.S. expires. We recommend that you have a copy of their passport which includes most of the information needed to complete an AR-11. You can complete the form for the student. It is your responsibility to be sure this is done as soon as the student moves.
DISTRICT EVENTS
The District hosts several youth exchange events during the year. Some of them are mandatory and others are optional for the inbound students. A list of the events is included in the downloads list on the YEO page and is listed on the Inbound Student Events page. YEOs are encouraged to attend and participate in these events. It is your responsibility to arrange transportation for the students to get to these events.
CLUB COUNSELOR
A Club Counselor must be assigned to each inbound student. In compliance with the District Youth Protection Policy, all club counselors must meet the selection and screening guidelines of Rotary International. They must be of the same gender as the student, they cannot be the YEO or a host family member, they must undergo a background check and they must be willing and able to do the job. The Club Counselor Guidelines in the downloads list provides additional information on the Club Counselor duties and responsibilities.
DEALING WITH PROBLEMS
The District YE Committee has a great deal of experience handling problems. They are a resource to YEOs and should be consulted if you are having any problems with a student. In no case should Clubs make the decision to send a student home without consulting the Chair of the District YE Committee.