YEO Preconvention - General Session (Promoting the Program)
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YEO Preconvention - General Session (Promoting the Program)
- 1. General Session 4 2019 YOUTH EXCHANGE OFFICERS PRECONVENTION 1 JUNE HAMBURG, GERMANY
- 2. Promoting the program; the alumni is the best advertisement Haru Thompson - Youth Exchange Chair, D4100 Helen Salminen - Co President, Rotex International
- 4. Out of the District
- 9. MONTH ACTIVITIES ROTEX FOR REBOUNDS AND INBOUNDS
- 14. DOING PROJECTS TO HELP THE COMMUNITY
- 18. WHY ALUMNI?
- 19. WHAT CAN YOU DO NOW? Rotex Social Media Invite Rotex /alumni to your events and to your clubs Use your alumni to go to other clubs, spread the word!
- 20. THANK YOU HARU THOMPSON, Youth Exchange Chair D4100 - chair@rye4100.org HELEN SALMINEN, Co-President Rotex International - helen@rotex.org
- 21. ou UPDATE FROM ROTARY STAFF Supervisor, Youth Exchange & Youth Protection CARISSA COONS
- 22. RI YOUTH EXCHANGE STAFF Jessie Dunbar-Bickmore Manager Programs for Young Leaders & Alumni Relations Carissa Coons Supervisor Youth Exchange & Youth Protection Jessica Borrego Compliance & Reporting Specialist James Dittrich Specialist Lindsay Griswold Senior Specialist Logan Johnson Engagement Specialist
- 23. OUR FUTURE YOUTH EXCHANGE STUDENTS!
- 25. YEO Resources Youth Exchange Handbook YEO RESOURCES
- 26. YEO Resources Youth Exchange Handbook YEO RESOURCES
- 27. YEO Resources Youth Exchange Handbook YEO RESOURCES
- 31. 2017-18 Program Participation Type Number Reported Long-term 6,285 Short-term 2,768 Total 9,053 69% 31% % of Total Exchanges Long-term Short-term
- 32. The Youth Exchange team received survey responses from 449 of 474 certified districts—a 95% response rate. 2017-18 Annual Survey Response Rate Geographic Area 2017-18 District Response Rate Africa 100% Asia 87% Europe 89% North America 100% Oceania 100% South America 100%
- 33. 2017-18 Annual Survey Responses
- 34. 2018-19 ANNUAL SURVEY WILL BE SENT IN SEPTEMBER 2019
- 36. 2019-20 RECERTIFICATION & RENEWAL
- 37. RI Policy & Certification Requirements PROHIBITED INDIVIDUALS 1. Allegation of abuse or harassment 2. Guilty, convicted or otherwise found to have engaged in sexual abuse or harassment Clubs must terminate the membership of anyone who has been confirmed to have engaged in sexual abuse or harassment
- 38. Districts must maintain confidential records of prohibited individuals. NEW 2019-20 Certification Requirement PROHIBITED INDIVIDUALS
- 39. NEW 2019-20 REQUIREMENT PROHIBITED INDIVIDUAL TRACKING
- 40. RI WILL NOTIFY YOUR DISTRICT OF KNOWN PROHIBITED INDIVIDUALS IN AUGUST 2019
- 42. • Effective 2020-21 Rotary year • No changes to 2019-20 RI Youth Exchange Committee • RI staff already working with incoming committee to ensure a sound structure and plan in place • Clubs, districts, and multidistricts can still bring petitions directly to the Board or to the Council on Resolutions related to Rotary Youth Exchange • RI staff to work with RI President-nominee to appoint a convener for Preconvention assistance Recent RI Board Decisions
- 43. The RI Board strongly and openly expressed that Youth Exchange is a vital program of Rotary International.
- 45. Invite to join Rotary, Rotaract, and/or Rotex alumni associations Encourage participation in Rotarian Action Groups or vocational service Urge to attend RI Convention – special rate for alumni Feature in newsletters and on social media Ask to mentor current students or assist with orientation Nominate alumni and alumni associations for RI alumni awards ALUMNI ENGAGEMENT & PROMOTION STRATEGIES
- 48. WORKSHOP SESSION 4 10:40-11:20 B400 | Training Counselors B401 | Short-Term Exchanges B402 | Facilitated Discussion: Navigating political unrest and terrorism B702 | LGBTQ+: Training your team
- 49. Don’t forget to rate this session in the Rotary Events app!
- 50. PLEASE ENJOY THE REFRESHMENTS AND NETWORKING OPPORTUNITY WORKSHOP SESSION 4 WILL BEGIN AT 10:40
Editor's Notes
- Guten Morgen! Good Morning! On behalf of our team at the Secretariat, I would like to sincerely thank you for taking part in this year’s preconvention. It is truly humbling to see so many of you here this weekend, not because you have to be, but because you believe in the transformational qualities this program brings to students and communities around the world.
- Helping support the great work that you do for Rotary Youth Exchange, is your talented and dedicated team of staff at the Secretariat. [CLICK] Leading the Programs for Young Leaders and Alumni Relations team is our manager, Jessie Dunbar-Bickmore. Jessie is no stranger to Rotary’s youth programs. In 2014 she joined Rotary as a Specialist, was later promoted to Senior Supervisor, and in December of last year she began managing our department. Jessie speaks Japanese, has a degree in International Studies with a certificate in Asian studies, two years of experience teaching English in Japan, and spent several years in marketing at Japanese-owned trading firms. [CLICK] In January I transitioned into the role of Supervisor of Youth Exchange and Youth Protection after three years as a Specialist on the team. Before joining Rotary I was an educator and spent 10 years teaching high school in both the United States and in France. I am a certified Rape Crisis Counselor and serve as a volunteer patient advocate, providing crisis intervention counseling to victims and families of sexual assault in the emergency room. I also have degrees in Secondary Education, French and Francophone Studies and International Higher Education. [CLICK] Lindsay Griswold serves as our team’s Senior Specialist, managing district certification and evaluations. She served for 2 years as a Deaf Education Volunteer with the Peace Corps in Kenya and has degrees in Speech and Hearing Sciences and Social Work. She also just recently finished her coursework to become Certified Nonprofit Professional. [CLICK] Jessica Borrego is our Compliance and Reporting Specialist. Jessica has worked with Rotary’s youth programs since 2010, and is a native Spanish speaker who grew up in a town on the Texas-Mexico border. Jessica studied abroad in Argentina during college and is currently pursuing a master’s degree in Public Policy. [CLICK] James Dittrich is the newest addition to our team after previously spending 3 years with the Rotary Foundation. James has a bachelor’s degree in Political Science and earned his master’s in European Studies here in Germany. He also serves his local community as an Election Judge and Village Commissioner. [CLICK] Last, though certainly not least (because he is largely responsible for this entire event!) is our Programs and Engagement Specialist, Logan Johnson. Logan, has a degree in Professional Writing and in addition to taking over YEO Preconvention planning responsibilities, he will help our team promote the program and engage its Alumni, with the ultimate goal of showcasing Rotary’s immense, global impact through Rotary Youth Exchange. [CLICK]
- In keeping with tradition, I would also like to introduce you to our team’s future Rotary Youth Exchange students! On the left is my son, Milo who is two (who is seen in this photo enjoying last year’s Oktoberfest here in Germany), and on the right is Jessie’s son, Malcom, who just turned [#] months! [CLICK]
- In addition to the staff who are here to support you, we also have a few key resources I’d like to highlight for you today. [CLICK]
- Earlier this year we released an updated version of the Youth Exchange handbook, which is available in all languages on MyRotary. It covers several topics, including district leadership roles and responsibilities, guidelines for sending or hosting a student, and ways to keep students connected to Rotary once they return. [CLICK]
- In terms of youth protection, Rotary’s online course, Protecting Youth Program Participants, available in all languages in the Learning Center. It provides all Rotarians involved in youth programs or not, the opportunity to learn about our youth protection policies and even takes the learner through simulated scenarios. Upon completion you can download Rotary’s Youth Protection Guide, a copy of the incident report form, and a certificate of completion. [CLICK]
- Lastly, I would like to highlight one of the most important resources our team provides – the YEO Directory. We encourage you to regularly check the most up-to-date version to verify you are working with Rotarians, districts, and multidistricts authorized to administer Rotary’s Youth Exchange program. Unfortunately, we are aware of individuals (including former Rotarians), as well as unauthorized groups, facilitating exchanges under that guise of Rotary,. These exchanges organized outside of RI’s district certification structure pose serious risks to students’ safety, may jeopardize their visa status and even nullify their travel insurance coverage. Our team sends it quarterly but it is always available via the workgroup. We realize districts may have years-long relationships with individual Rotarians, but if they are not listed in the directory you should confirm their role in the program with the chair or district governor.
- As a note, next Rotary year’s directory will look just a little different. The certified district listings will include only a chair’s email and phone numbers, but not a physical mailing address; instead we will provide a list of countries, states or provinces and their corresponding districts in the beginning of the document. This will help maintain compliance with various privacy regulations and reduce the length of the document as well. [CLICK]
- Now that we’ve covered who supports you and the resources available to help you, let’s take a look at the incredible global impact you- the exceptional, selfless volunteers – make possible through this program. [CLICK]
- According to our most recent Annual Report, over 9,000 exchanges reportedly took place during the 2017-18 Rotary year! We do estimate that there was a higher number of exchanges, but data from two countries was not included for various reasons. In order to protect the integrity of the Report our team included only complete and verifiable data,. However, based on data trends from these countries over the past few years it is estimated that close to 10,000 students participated in exchange in 2017-18! [CLICK]
- Of the 9,053 exchanges that were reported, 69% of them were long-term, while 31% were short-term. [CLICK]
- The significant increase in numbers may, in part, be explained by the increased response rate which rose to 95% --an increase of almost 20% over previous years. [CLICK]
- You also likely noticed a few new questions in the Annual Survey, one of which asked about Youth Exchange participation at the club level. According to the reports, 5,581 clubs, or 18%, of clubs in certified districts participated in the program in 2017-18. This will serve as important baseline data to help us capture the program’s club engagement moving forward, which we hope to see increase over time as Rotary clubs are the backbone to strong and vibrant programs. [CLICK]
- We anticipate sending the 2018-19 Annual Survey to all certified districts in September 2019 along with new, additional and more intentional questions that we hope will help better capture the incredible impact Rotary has through this program. Let’s strive for a 100% response rate to gain even more accurate snapshot of the program—and maybe we will be able to “officially” report over 10,000 students next year! [CLICK]
- It’s district recertification and renewal time again! Both district governors-elect and district chairs’ forms must be received by today. I’m sure all of you have already completed your forms! But just in case, this is your friendly reminder to ensure your district remains in compliance! If you need an extension, see Lindsay today or email the youth exchange inbox. [CLICK]
- On 1 May, all district governors-elect of certified districts received instructions via email regarding district requirements to complete this process. Once governors-elect have submitted their online forms to RI, their appointed chairs will receive instructions to complete their part of the process. [CLICK]
- As you are all aware, RI policy and certification requirements state that any individual against whom there is an allegation of abuse or harassment must be removed from contact with Rotary youth. Furthermore, if the individual is found guilty, is convicted of or otherwise found to have engaged in sexual abuse or harassment, they are to be permanently prohibited from youth contact; and if they are a Rotarian, clubs must terminate the individual’s membership. [CLICK]
- I want to bring your attention to an important new, related requirement for 2019-20. This year, as an additional safeguard to tracking these individuals, districts are required to maintain a record of individuals prohibited individuals. [CLICK]
- And while RI does track prohibited individuals, it is essential that districts do the same to ensure these prohibitions are carried out locally; doing so may not only protect our youth participants, but your district as well. Due to the annual leadership changes inherent at Rotary, we have learned of many instances where individuals prohibited at one time, later volunteer with youth programs again when new leadership takes over. [CLICK]
- To assist you in initiating this process, in August, our team will individually notify districts – if necessary - of the individuals who, according to our records, are not allowed to be working with young people in your programs. We encourage you to work with your district leaders and youth protection officers to determine the best way to maintain and notify the appropriate individuals of these records moving forward. [CLICK]
- We would like to mention an update regarding a recent RI Board decision related to Youth Exchange. For more than a year, the Operations Review Committee has undertaken review of several administrative processes at the Secretariat to determine how it can streamline operations, improve fiscal responsibility, and focus more time and attention on “strategic” initiatives, rather than primarily operational or administrative functions. [CLICK]
- In April, at the recommendation of the Operations Review Committee, the Board agreed to eliminate several committees, including the Youth Exchange Committee, beginning in 2020-21 as they determined its function is largely operational. However, as our friend in Youth Exchange, President Nominee Holgar Knaack explained last night to many of us at the banquet, though this is a change the committee’s work will be carried out in other ways. There will be no changes to the 2019-20. And we have already started working with the incoming committee to develop a plan to ensure that there is a structure in place to support the work the committee has done each year, and to implement new ways of eliciting feedback from Rotarians about the needs of the program. Clubs, districts, and multidistricts can still bring petitions directly to the Board or to the Council on Resolutions related to Rotary Youth Exchange. And we will also suggest that the President nominee appoint a convener for the Youth Exchange Officers Preconvention to help RI staff plan and organize that event moving forward. [CLICK]
- Many other committees, task forces, and other groups will be streamlined or phased out as part of this focus on strategic initiatives, so I want to be clear that this decision was in no way singling out Rotary Youth Exchange. In fact, the Board strongly and openly expressed that though the committee functions can be executed in other ways, Youth Exchange is an important and vital program of Rotary International. [CLICK]
- As we confirmed through our Annual Report, this program is vital. It impacts thousands of students every year –if you think about it, in a span of five years, it is fair to say that 40 – 50,000 students have experienced the impact of Rotary Youth Exchange; they have learned a new language, developed intercultural competencies, and built relationships that will last a lifetime. And the impact the program has goes far beyond their exchange year—and even beyond the students themselves; from the people they meet to the careers or the lives service they engage in as a result of their exchange. The Youth Exchange experience creates a very special and unique connection to Rotary. So how do we leverage this incredible impact and keep their connection to us in tact? [CLICK]
- The end of an exchange can either be the end of a student’s connection to Rotary, or the beginning of their Rotary journey. And as we have learned from the incredible Rotex here this weekend, Youth Exchange alumni are not only eager to give back and stay connected, but they have an incredible desire to make lasting change in the lives of others. Let’s empower them to further develop their leadership skills, highlight their good work and help others recognize the value they bring to Rotary. [CLICK]
- Our program not only introduces students to other cultures; it has the ability to develop young leaders to serve as catalysts for peace and social justice—in their local communities, and throughout the world. And this would not be possible without the dedication, leadership and inspiration of Rotarians like all of you here today. Continue to be the inspiration; inspire Youth Exchange students and Alumni to be the change our world needs; with your help, and from what we’ve seen already, are capable of much more than many of us may have ever thought possible. [CLICK]
- Again, thank you for all that you do. You make a difference every single day and this program wouldn’t be possible without you. If you have any questions, please feel free to reach out to us this weekend and you can always contact us at youthexchange@rotary.org. [CLICK]