Western States Student Exchange, Inc. (WESSEX)

Document

Notes

Policies and Procedures

Rotary Code of Policies, Section 2.110

Rotary policy on Youth Protection

Rotary Code of Policies, Section 41.080

Rotary policy on Youth Exchange

Youth Protection Training Matrix

Contains a list of the training requirements for Rotarians and other volunteers

Allegation Reporting Guidelines

Procedures to follow whenever there is an allegation of Abuse or Harassment

Rotary Youth Exchange Handbook

DOS requirement to provide toll-free number and ID cards to student

Emailed to the Sponsor District (along with the Host Family Application, DOS Student Letter and Student ID Card)

Volunteer Forms

Youth Service Volunteer Affidavit

Required of all Rotarians and volunteers who have one-on-one contact with Youth

   Interview Questions

Interviewer fills out and submits with Youth Service Volunteer Affidavit

   Reference Check Questions

Interviewer fills out and submits with Youth Service Volunteer Affidavit

   Annual Reference Check Questions

Required annually for Youth Exchange Volunteers after their first year of involvement.

Host Family Forms

Each member of the Host Family who is 18 or older must complete the Volunteer Forms above as well

Checklist for Club YEX committee members. Helpful checklist/guide to ensure host family and volunteer application/certification materials are completed properly.

Long Term Host Family Application

For Long Term Youth Exchange Host Families

   Host Family Interview Questions

Interviewer fills out and submits along with either the Long Term or Short Term Host Family Application.

   Host Family Visit Report

Two visits are required for Long Term Exchanges, just one is required for Short Term Exchanges:

First Interviewer fills out and submits along with Host Family Application and Interview.  Once these are submitted, the Interviewer enters the vist in the WESSEX database (under Host Family -> Annual Visit)

Second Interviewer fills out and submits, and then enters the second visit in the WESSEX database (under Host Family -> Annual Visit)

Short Term Host Family Application

for Short Term Host Families only

Host Family Addendum

Required for Short Term Host Families who decide to become involved in Long Term Youth Exchange Hosting

DOS Exchange Visitor Program Regulations

Given to the Host Family by the Club Counselor when the Orientation is done.  Delivery is entered into WESSEX.  (Not required for Short Term Exchange)

DOS Host Family Letter

Given to the Host Family by the Club Counselor when the Orientation is done.  Delivery is entered into WESSEX.  (Not required for Short Term Exchange)

Host Family Visit Guidelines

Tool for Certified Rotarians to help in evaluating a potential Host Family

Host Family Vignettes

Tool for Certified Rotarians to help in evaluating a potential Host Family

Youth Exchange - A Guide for Host Families

Student ID Card

Printed out by the Club YE Chair or Counselor from the WESSEX system

Long Term Exchange - Inbound

Notification of Arrival

Entered in WESSEX system by Counselor or Club YE Chair within 36 hours of arrival

Change of Host Family

Entered into WESSEX via the 'HostFamily' screen by Counselor or Club YE Chair within 24 hours of Host Family Change

DOS Student Letter

Provided to the student at the Inbound Orientation

Student ID Card

Printed out by the Club YE Chair or Counselor from the WESSEX system

PDF with info on Short & Long Term with place for clubs to key in their own contact information - use for promoting program in schools etc.

Short Term Exchange Brochure

PDF from RI with Short Term Specific promotional information.

PDF from RI with Short Term Specific Promotional information.