An overview of news and updates regarding Rotary Youth Exchange from the RI Secretariat. Presented at the 2014 NAYEN Conference in Cancun, Mexico on 7 March 2014.
1. Update from the Secretariat
Kate Hoeppel, Senior Supervisor, Youth Exchange, RI
Evanston, IL, USA
2. Your Team at the Secretariat
John Hewko, General Secretary
Michele Berg, Chief Officer, Programs and Member Services
Victor Barnes, Director, Programs & Grants
Sharon Cyr, Manager, Programs
Adam Doty, Manager, New Generations Programs
Kate Hoeppel, Senior Supervisor, Youth Exchange
Tom Woods, Senior Coordinator, Youth Exchange
Jessica Borrego, Compliance & Reporting Coordinator,
Youth Exchange
• Lauren Ribant, Service Coordinator, Youth Exchange
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youthexchange@rotary.org
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6. Overall Program Participation
Type of Exchange
Exchanges
Reported
% of Total
Exchanges
Long-term
5,513
72%
Short-term
2,113
28%
TOTAL
7,626
100%
Short-term
28%
Long-term
72%
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7. Survey Response Rate
Geographic Area
Response Rate
Africa
75%
Asia
68%
Europe
70%
North America
80%
Oceania
61%
South America
72%
WORLDWIDE
73%
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8. Historical Analysis of Total Exchanges from 2009-2013
45%
40%
% Total Exchanges
35%
30%
2009-10*
25%
2010-11
20%
2011-12
2012-13
15%
10%
5%
0%
South America
Oceania
North America
Europe
Asia
Africa
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9. Historical Analysis of Total Exchanges from 2009-2013
100%
90%
80%
% Total Exchanges
70%
Africa
60%
Asia
Europe
50%
North America
Oceania
40%
South America
30%
20%
10%
0%
2009-10*
2010-11
2011-12
2012-13
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12. Long-term Exchanges by Country
United States
22%
Other
(36 countries)
26%
Brazil
11%
Argentina
3%
Denmark
4%
Taiwan
4%
Belgium
4%
France
8%
Canada
4%
Germany
6%
Mexico
8%
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13. Long-term Exchanges by Country
Country
United States
Inbound Long-term Exchanges
1,188
Brazil
616
France
432
Mexico
432
Germany
359
Canada
227
Belgium
220
Taiwan
213
Denmark
194
Argentina
189
Other (36 countries)
1,443
ALL COUNTRIES
5,513
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15. Short-term Exchanges Worldwide
56%
60%
% Short-term exchanges
50%
40%
30%
20%
20%
10%
10%
8%
4%
2%
0%
Africa
Asia
Europe
North America
Oceania
South America
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16. Short-term Exchanges by Country
United States
15%
Other
(30 countries)
34%
Germany
9%
France
7%
Brazil
6%
Italy
4%
South Africa
4%
Turkey
4%
Korea
5%
Finland
6%
Denmark
6%
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17. Short-term Exchanges by Country
Country
Inbound Short-term Exchanges
United States
327
Germany
185
France
144
Brazil
133
Denmark
124
Finland
118
Korea
97
Turkey
96
South Africa
90
Italy
78
Other (30 countries)
721
ALL COUNTRIES
2,113
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21. Early Returns by Region
34%
35%
33%
30%
% Early Returns
25%
17%
20%
15%
11%
10%
4%
5%
1%
0%
Africa
Asia
Europe
North America
Oceania
South America
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22. Early Returns as Percentage of Regional Total Exchanges
50%
Early Returns as % of Regional Total
45%
40%
35%
30%
25%
20%
15%
10%
4%
2%
5%
3%
4%
4%
4%
0%
Africa
Asia
Europe
North America
Oceania
South America
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23. Early Returns by Country
Country
Early Returns
United States
66
Brazil
30
Germany
22
France
20
Denmark
19
Canada
15
Argentina
12
Japan
11
Mexico
11
Taiwan
10
Australia
7
Switzerland
7
Other (18 countries)
59
ALL COUNTRIES
275
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24. Early Returns by Country
Other
(18 countries)
15%
United States
24%
Switzerland
3%
Australia
3%
Taiwan
4%
Mexico
4%
Brazil
11%
Japan
4%
Argentina
4%
Germany
8%
Canada
6%
Denmark
7%
France
7%
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25. Early Returns as Percentage of Country Totals
Country
Early Returns
% of Country’s Total
Exchanges
Philippines
2
12%
Paraguay
2
10%
Sweden
6
6%
Denmark
19
6%
Canada
15
6%
Japan
11
5%
Argentina
12
5%
Switzerland
7
5%
United States
66
4%
Taiwan
10
4%
Germany
22
4%
Brazil
30
4%
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26. Early Returns as Percentage of Country Totals
50%
% of Country's Total Exchanges
45%
40%
35%
30%
25%
20%
15%
10%
5%
12%
10%
6%
6%
6%
5%
5%
5%
4%
4%
4%
4%
0%
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27. Most Common Reported Causes of Early Returns
Homesickness
Prior medical or psychological condition
Rule violation: other
Problems with host family
Inactivity in school or the community
Rule violation: drug/alcohol use
Breach of law
Very Important
Important
Problems with host club
Somewhat Important
School problems
Rule violation: romantic involvement
Rule violation: unauthorized travel
School requirements in home country
Sudden illness or injury
Other
0
20
40
60
80
100
120
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28. Most Important Causes of Early Returns
Homesickness
Breach of law
Prior medical or psychological condition
Rule violation: drug/alcohol use
Inactivity in school or the community
School problems
Sudden illness or injury
Very Important
Important
Rule violation: other
Somewhat Important
Rule violation: romantic involvement
Other
Rule violation: unauthorized travel
Problems with host family
Problems with host club
School requirements in home country
0
20
40
60
80
100
120
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30. Youth Exchange Certification – Year 8
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89% districts certified
Annual renewal process and
Recertification approx. every 6 years
Outbound-only certified districts:
• India: 3020, 3051, 3052, 3053, 3281, 3282,
• Africa: 9110 (Nigeria), 9212(Ethiopia and Kenya
only), 9220 (Comoro
Islands, Djibouti, Madagascar, Mauritius, and
Seychelles; Reunion and Mayotte are fully
certified)
• East Timor: 9500
• Newly certified district: 3240 (India)
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31. Required Reporting to RI
• Inbound student data
– All types of exchanges
– Any convenient format: scans of Guarantee
Forms, spreadsheets, etc.
– Before or shortly after the exchange begins
• Any serious student incident
– Includes early returns
• Annual survey
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32. Program Evaluations
• Staff continue to perform 4-5 onsite program
evaluations each year
• Opportunity to ensure compliance with certification
requirements an share best practices and strengthen
overall program
• Some general findings:
– Youth Exchange builds and retains membership
– Early communication of problems
– Succession planning
– Club motivation and compliance
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34. RI Minimum Coverage Amounts for Student Travel Insurance
• New regulations for student insurance were
adopted by RI board, effective January
2012.
– Documented in RCOP 41.060.10
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35. Evaluation of Insurance Policies
• Districts, if asked to purchase partner’s
insurance, need to know if partner’s policy
meets RI regulations
• Difficult to do
– Districts are not that familiar with RI regulations
• Insurance working group recently established
as a resource to help districts
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36. Insurance Working Group Members
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Peter Kaye, Chair, Australia
Carl Luckenbach, USA
Cheryl Combs, USA
Erkki Nuotio, Finland
Members’ contact information to be included in
next delivery of RI RYE directory (April 2014)
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37. Insurance Working Group Procedure
• Review policies provided by districts, and:
– Respond affirmatively to districts if policy is
compliant
or
– Notify district of perceived shortfalls, and
present conclusions to RI Risk Management
Group for resolution
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38. RI Risk Management Staff
• Evaluate conclusions from Insurance
Working Group
• When policy is determined not to meet RI
regulations:
– notify district owning policy to correct policy
– obtain evidence of amendments
– notify Working Group
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39. Record Management
• Insurance Working Group will maintain
record of compliant policies to prevent
redundant reviews in future
• Youth Exchange Committee and RI staff are
discussing ways of making this information
accessible to YEOs
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43. Strengthening Rotary’s Brand
• Voice and Visual Identity Guidelines
– Focus on adoption, not enforcement
– www.rotary.org/myrotary/en/secure/101751
• For general questions about the new marks:
– graphics@rotary.org
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44. What does this mean for Youth Exchange?
Survey to collect feedback on potential changes
to Youth Exchange logo…
Forward the survey to potential, current
and former students!
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45. Available Resources
• Youth Exchange Workgroup Site
– RI publications:
– YEO Directory
• Youth Exchange Bi-monthly e-Newsletter
• www.rotary.org
youthexchange@rotary.org
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Role of SecretariatImplement Board policy under the direction of GS Provide resources and support to Rotarians Serve as a general program contactReview RI staff contacts
This slide shows you the overlap between Rotary’s programs for young leaders. We know that everyone in this room is active in Rotary Youth Exchange, and we encourage you to assess how the other programs for young people can be activated in your district. When all programs are active and well-supported—by sponsor clubs and by district leaders—young people have the greatest chance to transition from one program to the next. For instance, a returning Rotary Youth Exchange student may be the charter president of a new Interact club in her school. RYLA can provide leadership training to Rotaract officers while sparking the creation of new Rotaract clubs…or introducing Rotaractors to New Generations Service Exchange. We know that young people under 30 are in a dynamic time of their life—where they relocate for university, work, or family—this transition is a challenge of the club, the district, and Rotary worldwide. But this challenge is also a great opportunity: we estimate that there are almost 500,000 people that have participated in one or more of these programs annually215,000 Interactors330,000 Rotaractors25,000 RYLA participants7,000, Youth Exchange StudentsThis is a conservative estimate of only one year -- think of how many people have participated in these programs over the last ten, twenty, or fifty years!
Represents 348 districts and 56 countriesCount of districts includes those whose multidistricts answered on their behalf (ESSEX, North Star, Ohio-Erie, Florida were the ones in North America)Total of exchanges reported is 319 less than last yearHowever:Due to the transition of New Generations exchange to New Generations Service Exchange, we did not collect data on that type. Last year 181 were reported. So, removing New Generations exchanges from the equation, this year’s total is only 138 lower than last year.And this year’s response rate was 11% lower than last year (details on next slide)
Worldwide response rate is 11% lower than last yearNorth American response rate is 15% lower than last yearSince the response rate is 11% lower, but the total number of exchanges is only 138 lower (when you don’t count New Generations exchanges), we can safely assume that exchange activity remained the same or even increased
*Due to incomplete or illegible records, 11% of 2009-10 inbound student data could not be assigned to any regionNorth America is steady at hosting about 30% of total exchanges (ranges from 29% - 33%)
Different view of same data
5,513 long-term exchanges reportedFairly steady number of exchanges reportedHowever, this is a decrease of 78 from last year’s total of 5,591
This year we were able to get a more accurate count by country because we enhanced the survey - asked multi-country districts to specify how many were hosted in each country.You’ll see this resulted in a slight decrease in numbers for long-term exchanges hosted in the US, with an increase in Canada and Mexico
2,113 short-term exchanges reportedThis is an increase of 88 from last year’s total of 2,025
This graph might be a little confusing because it’s based on number of districts, rather than on number of exchangesIt’s a subset of responding districts – of all responding districts who indicated they hosted short-term exchanges, this percentage indicated they hosted this typeIf a district indicated they hosted more than one type, we included them in calculations for each relevant typeSo, we can say that 66% of districts who hosted short-term exchanges hosted homestay programs – NOT that 66% of short-term exchange participants were in homestay programsOnly one district indicated offering a disabled camp, so it’s less than 1% of the total and barely visible in the graph
Only 4% (275) of exchange participants returned home earlyWe look not only at the data reported to us via the annual survey, but also the individual (required) reporting of early returns throughout the year
275 early returns reported – comprising 4% of all exchangesThis is an increase of 7 from last year’s total of 268This graph differs from the next graph - This graph takes all the early returns worldwide and shows us which region hosted them. So, 33% of all the early returns were hosted in North America. However, this does NOT say that 33% of the students hosted in North America returned home early. The next graph addresses that question.
This graph shows each region’s early exchanges as a percent of the total exchanges they hostedSo, 4% of the students hosted by North America returned home earlyThis is consistent with the worldwide rate of 4% early returns
Top 12 by count of early returns
Top 12 by count of early returns
Top 12 by early returns as percentage of each country’s total exchanges hostedDoesn’t include “other” because this is not looking at percent of whole – it’s looking at each country’s early returns as a percent of that country’s total exchangesPhilippines and Paraguay are much higher simply because their total hosted is much lower – should not necessarily be interpreted as an indicator of program quality. As we all know, it is possible for early returns to occur in very well run programs.
Top 12 by early returns as percentage of each country’s total exchanges hostedIt’s not a pie because it’s not looking at percent of whole – it’s looking at each country’s early returns as a percent of that country’s total exchanges
Ordered by the number of times each issue was cited as a cause (regardless of importance)Scale at bottom represents number of districts who indicated each issue as a cause (this question was not required, so not all districts responded)
Same data as previous slide, but re-ordered - by the number of times causes were cited as “very important” (dark blue)
Cert
An Online CommunityThe Board requested seven specific features to support the social business strategy. As part of the redesign of www.rotary.org, an online community will be launched with these new features (from August-December 2013). Profiles: comprehensive individual profiles with the ability to search attributes and interests, a photo, a Rotary “resume,” classification, skills, languages, and contact informationConnect: ability to create and maintain a network of contacts through My RotaryMessaging: capability to contact others through the platform without using external email accounts or sharing contact dataGroups: ability to create private groups based on Rotary business needs. This will be a place for fellowships, RAGS, and others with similar interests to meet and have online discussions.Ideas: implementation of an idea and project matching platform. Rotarians can post an idea or project to request partners for grants, volunteers for projects, and experts or connections. Calendar: creation of a comprehensive Rotary calendar containing local and regional events. Rotarians can add events for their clubs or groups. Rotary International can promote RI meetings such as the convention. Users can search by location, finding events near them, or in locations where they plan to visit.Marketplace: a clearinghouse where Rotarians who are already creating online tools can make them available via link or download to other RotariansAt launch in August 2013, these features will be available to Rotarians and Rotaractors. Future phases will include alumni, program participants, spouses, and non-Rotarians so that we can expand Rotary’s reach through the online community.
YEO Directory Youth Exchange Workgroup site via Member AccessResources available on siteAccess is currently only available to district and MD chairsYouth Exchange E-newsletter: bi-monthly, subscribe on www.rotary.org or Member AccessRI Publications: Brochures, handbooks, student/host family guides, posters available at the website or shop.rotary.org Applications are no longer owned by RI – we encourage all districts to use the application forms developed by EEMA and NAYEN, which are available on the YEO Resources site