The Importance of Careful Selection

SERDAR KELAHMET
EEMA President 2016-2018
Asistant Governor for Central Asia
Clubs
District 2430 TurkeyIskenderun R.C.
R.I. Convention/Atlanta 10.06.2017

Optional Head treatment
EEMA COUNTRIES

EEMA 2017- WARSAW/POLAND

...from the Rome 2013 | 61st EEMA Conference
Consensus Conferences dedicated to
Youth Exchange Program
with SPECIFIC TOPIC
every year

USEFUL
SUGGESTIONS
to facilitate and standardize
Districts’ and Clubs’ preparatory work
with outbound and inbound students

WORKING GROUP:At that time

GUIDELINES

TRAINING
As a matter of facts, to improve the quality, it is
not necessary to reinvent the wheel or rediscover
America.
The answer is very simple;
TRAINING
TRAINING
TRAINING

SELECTION
However to achieve the quality you must start
with proper selection.
As the quality of the selection will lead to the
quality of the program the proper selection is
set as the primary rule.

SELECTION

SELECTION
The selection process, therefore, might be
regarded as a risk management procedure to help
eliminate unsuitable applicants, and be an important
way to ensure that selected individuals maintain the
objectives of Rotary Youth Exchange.

THE PARTIES OF THE SELECTION
Students
Host Families
Club- YEO/Counselors/Committees
District YE Chair/Committees

SELECTION IN YOUTH EXCHANGE
 WhatWhat
 WhoWho
 WhyWhy
 WhenWhen
 HowHow

YOUTH EXCHANGE HANDBOOK
An excellent resource is theAn excellent resource is the
Youth Exchange HandbookYouth Exchange Handbook
SearchSearch
““Youth Exchange Handbook”Youth Exchange Handbook”
atat
www.rotary.orgwww.rotary.org

EEMA GUIDELINES

Successful StudentSuccessful Student
AA
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Unsuccessful StudentUnsuccessful Student
Correct DecisionCorrect Decision Incorrect DecisionIncorrect Decision
Incorrect DecisionIncorrect Decision
(False Positive)(False Positive)
(False Negative)(False Negative)
Correct DecisionCorrect Decision
33
STUDENT SELECTION

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STUDENT SELECTION

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((False Negative)False Negative)
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STUDENT SELECTION

AA
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STUDENT SELECTION

SuccessfulSuccessful StudentStudent
AA
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ee
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ee
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CorrectCorrect DecisionDecision Incorrect DecisionIncorrect Decision
37
STUDENT SELECTION

AA
cc
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ee
jj
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Correct DecisionCorrect Decision??
38
STUDENT SELECTION

AA
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41

Successful FamilySuccessful Family
AA
cc
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ee
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ee
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Unsuccessful FamilyUnsuccessful Family
42
HOST FAMILY

Successful CounselorSuccessful Counselor
AA
cc
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ee
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ee
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Unsuccessful CounselorUnsuccessful Counselor
43
CLUB COUNSELOR

Successful YEOSuccessful YEO
AA
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Unsuccessful YEOUnsuccessful YEO
44
DISTRICT YEO

HOW DID YOU CHOSEN AS
DISTRICT CHAIR,ETC.?
They didn’t tell me how much work itThey didn’t tell me how much work it
would be, until after I accepted!would be, until after I accepted!
I wasn’t at the meeting when they electedI wasn’t at the meeting when they elected
me.me.
No one else would do it.No one else would do it.

THE BUSİNESS OFTHE BUSİNESS OF
ROTARY YOUTH EXCHANGEROTARY YOUTH EXCHANGE
AL KALTER, SCOTT WİSNERAL KALTER, SCOTT WİSNER
IdeasIdeas
InvestorsInvestors
SuppliersSuppliers
CustomersCustomers
ProductsProducts
MarketingMarketing

WHATWHAT IIS MS MIISSSSIING FROMNG FROM THISTHIS
GLOBAL CORPORATGLOBAL CORPORATIION?ON?
Employees!Employees!

ROTARY YOUTH EXCHANGE İS AROTARY YOUTH EXCHANGE İS A
GLOBAL CORPORATİONGLOBAL CORPORATİON
 Who are our employees?
1. Students
2. Host Families
3. District and Club YEOs
 Our product is:
“The advancement of international
understanding, goodwill, and
peace…”
One exchange at a time.

WANT AD FOR A STUDENTWANT AD FOR A STUDENT
“POS“POSIITTIION”:ON”:
““Global corporation (RI) with an internationalGlobal corporation (RI) with an international
subsidiary (YE), specializing in the advancementsubsidiary (YE), specializing in the advancement
of international understanding, goodwill, andof international understanding, goodwill, and
peace, seeks temporary employees (ages 15-18)peace, seeks temporary employees (ages 15-18)
for a one year assignment in one of our overseasfor a one year assignment in one of our overseas
departments.departments.
Only highly motivated individuals, in agreementOnly highly motivated individuals, in agreement
with our mission statement, willing to representwith our mission statement, willing to represent
one of our local departments somewhere else inone of our local departments somewhere else in
the world need apply. Some travel required”.the world need apply. Some travel required”.

INTERVIEWS:INTERVIEWS:
EMPLOYEES NEED TO BEEMPLOYEES NEED TO BE
IINTERVNTERVIIEWEDEWED
A typical YE Interview:
Tell us something about yourself.
Why do you want to be an exchange
student?
Where would you like to go?
What kind of experience do you have living
in another culture?

INTERVINTERVIIEWER BEWER BIIASESASES
Stereotyping
Inconsistency in questioning
First impression error
Negative emphasis
Halo effect
Nonverbal bias
Similar-to-me error

AA
cc
cc
ee
pp
tt
RR
ee
jj
ee
cc
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(True Positive)(True Positive)
(True Negative)(True Negative)
53

Some promising research being doneSome promising research being done
in RYE Florida, Ohio-Eriein RYE Florida, Ohio-Erie
The Resiliency Scales for Children and Adolescents
All Outbounds are given the test early in the training year
Has given us specific areas to assist students individually
in preparing for the exchange

RESILIENCYRESILIENCY
Resilience is the ability to adapt well and recover
quickly after stress or adversity. If you have a
resilient personality, you are better able to maintain
poise and a healthy level of physical and
psychological wellness in the face of life's challenges

SOME OF THE RESSOME OF THE RESIILLIIENCYENCY
SCALES MEASURESCALES MEASURE
• optimismoptimism
• ability to set and achieve goalsability to set and achieve goals
• adaptabilityadaptability
• ability to develop trustability to develop trust
• ability to seek and utilize supportability to seek and utilize support
• general level of comfortgeneral level of comfort
• tolerance of differencestolerance of differences
• sensitivity to otherssensitivity to others
• ability to recover from stressability to recover from stress

ASK INTERVASK INTERVIIEW QUESTEW QUESTIIONS FORONS FOR
WHWHIICH STUDENTS CANNOTCH STUDENTS CANNOT
PREPAREPREPARE IIN ADVANCE, ANDN ADVANCE, AND
WHWHIICH RELATE TO SKCH RELATE TO SKIILLS THATLLS THAT
SEEM TO BE RELATED TO SUCCESSSEEM TO BE RELATED TO SUCCESS
AS AN EXCHANGE STUDENTAS AN EXCHANGE STUDENT

QUESTQUESTIIONS FROM THEONS FROM THE
RESRESIILLIIENCY SCALESENCY SCALES
 What has been the greatest challenge you have had to
deal with in your life? Tell us how you have dealt with it.
 Tell us about a problem you have had in your life and
how you went about solving it.
 Tell us about a time when you failed at some task but
kept on working on it until you succeeded.
 Tell us about some ways you have learned from your
mistakes.
 Tell us about a time when you have had to ask for help
with a problem.
 Tell us about a time when you have disagreed strongly
with someone else that you had to interact with. How
did you deal with it?

ALL EMPLOYEES NEED JOBALL EMPLOYEES NEED JOB
DESCRDESCRIIPTPTIIONSONS
Students
Host Families
Club- YEO/Counselors/Committees
District YE Chair/Committees

Proposed by and led byProposed by and led by
Erwin ZellerErwin Zeller 50% reported seeing50% reported seeing
their club counselortheir club counselor
less than 1/monthless than 1/month
Student Post-Student Post-
Exchange SurveyExchange Survey
60

The #1 problem, globally, is Club
/YEO/ Counselor support
The #1 problemThe #1 problem

CLUB YEO/COUNSELOR/CLUB
COMMITTEE
Counselor = student’s “best
friend”
Getting student involved early
(Rotary club, school activities,
community)
Marketing program at schools …
Student interviews

THE CLUB COUNSELOR SHOULDTHE CLUB COUNSELOR SHOULD
Establish contact with the student before departure
or after arrival, explaining the expectations of the club
and the district and maintaining and documenting
regular contact (at least once a month)
Counsel the student in matters such as choosing
classes, making friends, and participating in activities.
Help the student adapt to the culture and language
Work with the community and the student’s school to
ensure that the student is involved in positive activities
and community life

THE CLUB COUNSELOR SHOULDTHE CLUB COUNSELOR SHOULD
Informs the student about abuse and harassment
prevention and creating a supportive atmosphere in which
the student feels comfortable discussing any concerns
Serving as an advocate for the student in any matter
The Rotarian counselor should be trained to respond to
problems or concerns that may arise during the exchange,
including allegations of abuse or harassment
Etc.

STUDENT
HINTS FOR THE BEST AND CAREFUL SELECTION
Students should be asked if they really want to go abroad,
if they are eager to learn new ways of life, if they know what
Rotary is. They should be well behaved and have a good
general knowledge of the country they will go to as well as
the World and should relate well with others when in
groups.

FOR EXAMPLE
THERE ARE
NO DESERT
AND
NO CAMELS
IN TURKEY

HINTS FOR THE BEST AND
CAREFUL SELECTION
Assessments of individuals should include:
Optimism, ability to set and archive goals,
adaptability, ability to develop trust, ability to seek and
utilize support, good level of self esteem, tolerance of
differences, sensitivity to others, ability to recover from
stress.

CAREFUL SELECTION
Students selected should:
a.Be aged 15-18 for the long-term exchange program.
b.Have above-average academic ability
c.Be able to express themselves clearly and effectively
d.Demonstrate community leadership skills

CAREFUL SELECTION
Additional criteria may include:
a.Adaptability (outgoing, confident, and willing to adjust
to changing surroundings)
b. Potential for being an excellent Rotary ambassador
c.Complete support of parents
d.Proficiency in, or capacity to learn, the language of the
host country

CAREFUL SELECTION
Final selection may incorporate the following
criteria:
a.Level of maturity of the student
b.Ability to exercise good judgment
c.Compatibility with goals of Rotary
d.Good health, both physical and mental
e.The number of students that the district can support
Interviews and other assessment tools

INTERWIEWS
Every prospective exchange student must be interviewed by
members of the district committee. It is recommended that the
interview committee includes at least
a.One rebound.
b.One experienced Host Mother.
c.Two members of YEP local committee.

INTERWIEWS
First interview is at the club level.
Second interview: the district chair and his/her
team interview the candidate alone, his/her family
alone and then all together.
 An orientation weekend where careful
observation of students is made is a good method of
assessment of suitability.

INTERWIEWS
Use of Rotaract and ROTEX with selection
and orientation.
Use of interview questions for which students
cannot be prepared in advance.
Accuracy of the application is essential to a
successful selection.

SELECTION TIME
Students should be selected and applications
completed by December of the year before they are to
go on exchange, but must be at least 6 months before
the date of departure.
This will allow time for the students to take part in
orientation meetings, for their district or multi-district
to make a placement in another country and for all
parties to comply with all RI and government
requirements.

WHO IS THE RESPONSIBLE FOR
THE SELECTION
The club has the first responsibility for selection of
the student.
a.It is closer to the applicant’s home and often a member
knows the candidate and his/her family.
b.The Club YE Committee identifies and interviews
prospective exchange students.
c.It ensures completion of the preliminary application,
with appropriate student and parent signatures, and
submits it to the district.

STUDENT
Good student (upper half of class)
Willingness to adapt to new situations
Initiative to get involved in activities
Willingness to speak to groups
Attitude for giving to others

HOST FAMILIES
Host families with
DYNAMIC MOTHERS

HOST FAMILIES
RI recommends three host families during a long term exchange. Families
do not have to be Rotarians and do not have to have school aged children.
 It does helps the inbound student if in the first host family there are
students of his/her age.
According to the RI Code of Policies, parents of outbound long-term
exchange students cannot be required to host as a condition of their child’s
participation in the program. However, if willing, they may host inbound
students or may be asked to assist in finding other suitable host families.
The short-term exchange program often includes a “family to family”
component. Districts can require reciprocal hosting for a student to
participate.
 Individual districts may establish guidelines that are more specific than
those provided by RI

HOST FAMILIES
The selection of host families is in almost all cases, a joint effort and
responsibility shared by the local club and the district. The multi-district
may be involved in a monitoring and compliance role.
Host families are often found by the candidate’s family. The club meets
with the host families before the candidate is interviewed at district level.
The local club:
a.checks host family application
b.provides the necessary related documentation (for example Volunteer
Agreement, background check form) and any other required information.
The Club YE Committee interviews the prospective host families
reviews all documentation and makes the final decision as to their
suitability to host an inbound student.

CLUB YEO’S
Club YEO’s should be:
a.Club members who have been trained by experienced
committee member.
b. Determined Rotarians, willing to accept the task .
c.Knowledgeable of the world of young people.

WHOM SHOULD WE TRAIN
First of all we have to train the trainers.
YEO’s
YEO’s have been serving in different youth exchange committees
for years but still they should be trained from time to time.
If the YEO that will serve in Youth Exchange Committee is
competent and trained, the program will start in the correct
way and as a natural consequence the success will be very high .

ROTARIANS
Training and encouraging the Rotary Club members.

HOST FAMILIES
Most important part of the program.
Host families that attend the training programs and interviews
only can take part in the program.

STUDENTS
Students pass through the following courses in order to join
program.
-"Rotary"
-The rules they have to OBEY
- Being an ambassador of their country.
- 6 Be’s and +++++
-We put forward our expectations from them very clearly
and neatly .

CONCLUSION
The secret of success is the proper selection. Training
improves the Quality.
Rotex members are the bridges. We have many Rotarians in
the Disrtrict Youth Exchange committee comes from Rotex.
Once you breaks the rules you can never rebuild them .
 Love people- Love what you do
Love Rotary Youth Exchange

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SERDAR KELAHMET
skahmet@superonline.com
or
serdar@kelahmet.com

The Importance of Careful Selection

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