Club YEO/Counselor

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Check List for the Club Youth Exchange Officers / Counselors                                                           Form # YE307

The following is a list of the Rotary Club mandatory documents required  when hosting an Inbound Student.    The approvals and orientations of the Host Family must be done prior to the students arrival and, as per the Dept of State, families must be fully approved prior to viewing the students application.   

CLICK HERE to Download Check list Document Packet                                                        

                                                                                                                                             Click the form # to download

	Form	Done
Approvals:
Conduct In-home interview with all host family members residing in the home            Updated 2/2011 •1.       Ensure host family capable of providing nurturing environment •2.       Ensure host family financially secure •3.       Secure Rotary Host Family Application •4.       Confirm not a relative to the IB student •5.       Inspection of the home must be done at this time and photographs taken of the following:            exterior of the home, kitchen, student's bedroom & bathroom, family and living areas.            Photographs should be placed in the students file	HF213 -HF  Audit 3
Host Family Application - Secure one application per family                                    Updated 4/2011	HF205 - HF Audit 6
Obtain Personal Information Form from each adult in home (list of references)           Updated 2/2011	YE317 - HF Audit 4
Host Family Reference Form - Verify at least two references on each adult.   Phone references are accepted but must document.   References cannot be a relative and not more than 1 former or current Rotarian                                                                                                  Updated 2/2011	HF209 - HF Audit 5
Obtain criminal Background check for each family member 18 and over, living in the household. (requires Student Protection Waiver Consent Release Form)                                     Updated 10/2012	YE321 - HF Audit 7
Orientation:
Orientation with all household members residing in the home                                 Updated 2/2011        Provide Host family with the following:  (Host Family Handbook) - Role of Host Family - Adjusting to a new culture - Role of Host Rotary Club - School requirements - Role of Host Club Counselor - Rules of the Exchange - Role of District Committee Contact - First Night Questions - Student participation in Host Family Activities - Student Protection Policy - Student participation in Rotary Club Activities - Travel Policy - Financial obligations of Host Family,       Rotary Club and Rotary District -  Rotary Health Insurance & mandatory Liability insurance - What to do when there is a problem - RYE website - Host Family Tracking Form - Inbound Student Tracking Form	HF217 - HF Audit 8
Tracking:
Student Monthly Contact (confirm monthly allowance)                                            Updated 1/2011	IB1 -    IB Audit 1
Host Family Monthly Contact                                                                                Updated 1/2011	HF201 - HF Audit 2
Rotary Post-Exchange Evaluation:
Host Family to complete Post-evaluation form                                                        Updated 1/2011	HF225 - HF Audit 11
School Evaluation                                                                                                Updated 1/2011	IB49 -   IB Audit 22