This document summarizes a workshop session on databases and youth exchange administration. The workshop covered the benefits of databases such as improved documentation and reduced paperwork. It provided an agenda for presentations on current database systems and features. Participants then discussed potential new features like additional user categories and forms. They considered challenges of integrating databases globally like data security and different languages/platforms. The goal was to identify ways to standardize information management for youth exchange programs.

1. RI Bangkok YEO Pre-Convention Meet
Workshop Session
Databases and YEX Administration
Workshop Coordinated By
Vikram Sanghani
Member, RI Youth Exchange Committee (2011-14)

2. Need for Databases
Improves documentation
Ensures objective compliance
Documents subjective compliance
Reduces paperwork
Electronic flow of information
Legal safe haven
Cost reduction
Quality improvement
Standardization
Centralized information warehouse

3. Session Plan
Presentation Topic Time in Minutes
Introduction by Vikram Sanghani D. 3060 03:00
Presentation by Friedrich Neddermeier D. 1850 10:00
Presentation by Niels Oehlenshlaeger D.1470 10:00
Presentation by Al Kalter D. 6970 10:00
Workshop Mode:
Identification of New System Features 10:00
Discussion: Global Integration – Need & Challenges 10:00
Conclusion by Vikram Sanghani 06:00
Total 59:00

4. New System Features
More User Categories
More Forms and Documents to be Covered
Online Validation
Dashboard and Reporting
Inter District Communication
Geo Spread

5. System Users
System Users with Secure Login
Prospective Student, Accepted Student
Sponsor Club, Sponsor District
Destination Club, Destination District
Rotary International
System Invitees through Email and Temporary Login
Doctor for medical reference in origin country
School for reference in origin country
Parents for consent
School for admission in destination country
Discussion Points
List other users
List rights of each user
List reports required by each user
List administrative duties

6. New System Features - Documents
Online Application Forms for Student
Long term
Short term
NGE
District level supplement
Acceptance of YE rules
Online Forms for Concerned Entity in Country of Origin
School reference
Medical reference
Parents consent
Club consent
District consent and selection interview evaluation
Origin District’s completed application forwarding form (to
prospective destination District)
Mail/Courier tracking number and link (if physical)
Invoicing

7. New System Features - Documents
Online Forms for Concerned Entity in Country of Destination
Exchange acceptance and agreement
Club guarantee
District guarantee
School admission
District rules
Arrival and related information
Insurance
Visa invitation letter
Mail/Courier tracking number and link (if physical)
Submission of guarantee to RI
Discussion Points
Additions to list of documents
Standard document creation with field definitions
Extension of system to cover student reporting during exchange
Transaction flow chart and required events for each next step

8. New System Features - Validations
Validations
Students
Rule based and objective validations (e.g. student age) not requiring
user intervention
Subjective validations requiring user intervention (e.g. sponsor
club/district evaluation and rejection)
Districts
Certification status
Exchange practices (e.g. Money charged to in-bounds/ out-bounds)
Volunteer checklist
Host family checklist
Discussion Points
Create validation lists

9. Global Integration
Seamless Global Transmission of Forms and Documents
Integrated Global Database
Challenges:
• Data security
• Language
• Different platforms
• RI process changes
• Central data warehouse
• System ownership

10. Databases and YEX Administration
Thank you