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Document
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Form in Adobe
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Form in Word
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Date
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Notes
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Adobe
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Word
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ESSEX Inbound Student Index
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IB99
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07/25/10
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"A" audit documents
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Student Forms
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Inbound Student Tracking
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IB1- "A"
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07/25/10
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For District/Club YEO to track student contact throughout the year
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Copy & Insert Inbound Documents
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IB5- "A"
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07/25/10
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District - make copies of these documents for the student file
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INB Dist Chair App Checklist
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IB9
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12/06/09
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District - keep copy with the student file (comes with the application from the Country Contact)
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INB Club Chair App Checklist
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IB13
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12/06/09
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District - keep copy with the student file (comes with the application from the Country Contact)
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INB Electronic Hosting
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IB21
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IB21
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12/06/09
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Club YEO should send copy to District Chair
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School Letter Explanation
School Admission Letter
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IB25A
IB25- "A"
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12/06/09
12/06/09
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School letter should accompany the Guarantee Form
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School Checklist
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IB29- "A"
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02/15/09
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Confirmation that school received information
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Inbound Info Letter
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IB33- "A"
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IB33- "A"
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07/25/10
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Student must receive prior to arrival; must document
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Inbound Rules
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IB41- "A"
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10/29/09
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District should receive signed copies prior to arrival (accompany info ltr)
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Independent Travel
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YE325- "A"
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10/23/09
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District should receive signed copies prior to arrival (accompany info ltr)
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Student Receipt
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IB45- "A"
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IB45- "A"
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02/15/09
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Signed copies returned prior to arrival
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Resource List
Dept of State Letter to Student 4/2010
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IB37- "A"
DOS -"A"
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IB37- "A"
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07/25/10
4/2010
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District should complete with the local resources and send to student prior to arrival (accompany Info ltr)
Each Inbound student must received DOS welcome letter
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Student Orientation Record
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YE329- "A"
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07/12/09
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Signed confirmation of student orientation
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- CISI Bolduc Information -Inbound students are required to purchase Health and Liability insurance - Plan B - To purchase insurance online
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https://webapps.aifs.com/RotaryOnline/Agreement.aspx?agree=N
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- CISI Bolduc Information -Insurance coverage and claim procedures
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http://www.culturalinsurance.com/rotary/rotary_medical_forms.asp
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- DOS Welcome Letter April 2010 - "A"
- DOS Toll Free Number for Students
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1-866-383-9090
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ID Card
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YE333-"A"
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YE333- "A"
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07/25/10
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Student receives ID card per host family (keep copy)
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Monthly Report
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YE305-"A"
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YE305- "A"
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07/25/10
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student must submit report for each month of their exchange
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Training Roster
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YE301-"A"
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07/25/10
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for use with training session, ie YEO, counselors, IB Student, OB students, OB parents, etc
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Post Evaluation - Student
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YE313
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02/15/09
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student must complete at end of exchange, prior to departure
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Post Evaluation - School
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IB49
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02/15/09
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school representative to complete at the end of the school year
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Host Family Change Form
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IB50
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IB50
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12/9/09
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Host Family Changes MUST be reported to ESSEX INBOUND COORDINATOR with 5 days of change
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Incident-Complaint Report
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YE309
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YE309
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02/15/09
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for pertinent incidents or complaints that IB students report during their exchange year: send copies as noted on form
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Allegations Reporting Guidelines
ESSEX Student Protection Policy Brochure
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SX716
SX715-"A"
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2/15/09
2/15/09
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For Resources to the Club and District
Each Student should receive copy of this Policy
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