Rotary District 5360
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1 Rtary District 5360 Rtary Friendship Exchange (RFE) ADMINISTRATIVE ROLES, POLICIES AND PROCEDURES July 27, 2018 (Rev 4)
2 CONTENTS INTRODUCTION Administrative Rles Plicies and Prcedures 2 SECTION ONE General Rles and Respnsibilities f Members f The District 5360 Friendship Exchange Cmmittee 1. Cmmittee 3 2. Chairpersn 3 3. Secretary 4 4. Public Relatins Crdinatr 4 5. Inbund Crdinatr 4 6. Outbund Crdinatr 5 SECTION TWO Plicies adpted t prvide cnsistency in the peratin f the D5360 RFE prgram 1. Lcating an Internatinal Friendship Exchange Partner 6 2. Exchange Participants 6 3. Wrking With a Partner District 8 4. Pst Team Selectin Activities 8 5. Hsting a Team Exchange 9 6. Miscellaneus 10 APPENDICIES 10 A. Team Applicatin Frm B. Team Member Data Frm C. Example f a Club-t-Club Itinerary t be used by Inbund Crdinatr D. Example f a detailed Club Itinerary t be used by Club Crdinatr E. Clsing Reprt/Exchange Evaluatin Frm Page 1
3 INTRODUCTION ADMINISTRATIVE ROLES, POLICIES AND PROCEDURES The Rtary Friendship Exchange Handbk, published by Rtary Internatinal, hereinafter referred as the Handbk is the prime reference dcument fr the Rtary Friendship Exchange prgram. The Rtary District 5360 Rtary Friendship Exchange Administrative Rles, Plicies and Prcedures (RPP) are meant t supplement and cmplement the handbk in the cnduct f the RFE prgram by Rtary District 5360 (D5360) This dcument has been prduced t infrm and guide D5360 RFE cmmittee members and t assist in ensuring gd and cnsistent practices in administering the RFE prgram. D5360 Rtarians wh are invlved frm time t time in the RFE prgram, especially hsts, hst clubs, and utbund RFE participants shuld be aware f thse sectins f the RPP that pertain t their particular invlvement in the prgram. The dcument is in tw parts and has a sectin f appendices. SECTION ONE - General Rles and Respnsibilities f members f the D5360 RFE Cmmittee SECTION TWO - Plicies adpted t prvide cnsistency in the cnduct f the RFE prgram APPENDICES - Includes frms and ther dcument templates that may be utilized by the RFE Cmmittee and D5360 Rtary clubs in cnducting the prgram This dcument will be updated as and whenever necessary t reflect any changes adpted in cnducting the RFE prgram whether initiated by Rtary Internatinal r D5360 thrugh its RFE Cmmittee. The mst current versin f the dcument as apprved by the D5360 Bard f Directrs, will be psted n the D5360 website, Page 2
4 SECTION ONE General Rles and Respnsibilities f Members f the District 5360 Friendship Exchange Cmmittee 1. COMMITTEE Rle Crdinate the RFE prgram in D5360. Respnsibilities Organize reciprcal team exchanges fr perids f up t ne mnth. Facilitate reciprcal visitr exchanges fr perids frm three days t ne week. 2. CHAIRPERSON Rle Lead, manage and administer the activities f the RFE Cmmittee. Respnsibilities Chair RFE Cmmittee meetings. Ensure the RFE prgram f Rtary Internatinal is prmted within D5360. Manage matters requiring decisins by the RFE Cmmittee. Secure suitable internatinal exchange partners. Prmte the participatin f D5360 in the RFE prgram internatinally. Negtiate general cnditins f exchange with Partner Districts. Ensure guidelines fr exchanges are established and fllwed. Ensure guidelines fr selecting exchange participants are fllwed. Keep the District Gvernr and the District Gvernr Elect infrmed s that they may be included in meeting inbund Rtarian RFE visitrs. Prepare and submit an annual reprt t the D5360 Fundatin Chairpersn detailing the majr activities and accmplishments f the D5360 RFE Cmmittee ver the previus year. Page 3
5 3. SECRETARY Rle Manage and administer the recrds f the RFE Cmmittee. Respnsibilities Distribute ntice f meetings f the RFE Cmmittee. In cnsultatin with the Chairpersn and the ther members f the RFE Cmmittee prepare agenda, including reprts relevant t matters n the agenda. Minute the meetings including specific actins t be carried ut by the members f the RFE Cmmittee. Keep a list f pssible changes t this dcument as they are prpsed frm time t time. Every tw years, issue an update f this dcument t reflect any changes apprved by the RFE Cmmittee. Maintain a recrd f D5360 alumni. 4. PUBLIC RELATIONS COORDINATOR Rle Manage the plan t prmte the RFE prgram in D5360. Respnsibilities (all cmmittee members are expected t fulfill these respnsibilities) Prvide articles fr the district newsletter. Prvide articles fr club bulletins. Visit clubs and give presentatins n the exchange prgram. Prepare presentatins fr delivery at the annual district cnference. Liaise with the inbund and utbund crdinatrs t publicize exchanges. 5. INBOUND COORDINATOR Rle Act as an intermediary between the D5360 hst clubs and the incming RFE team frm the Partner District. Respnsibilities Assist the chairpersn in securing suitable exchange partners. Liaise with the crdinatr frm the incming district. Liaise with the cntacts at the hst clubs in D5360. Plan the detailed itinerary in cnjunctin with the hst clubs crdinatrs and the exchange partner utging crdinatr. Page 4
6 Ensure that club hsts are aware f their respnsibilities. Liaise with the Public Relatins Crdinatr t ensure that the exchange is publicized 6. OUTBOUND COORDINATOR Rle Act as an intermediary between the utging D5360 RFE Team and the hst district. Respnsibilities Assist the chairpersn in securing suitable exchange partners. Liaise with the crdinatr f the hst district. Administer all arrangements fr utbund exchange participants. Lead the selectin f the Team Members. Facilitate a meeting amngst Team Members t review all expectatins. Guide the prcess f selecting the Team Leader. Ensure that the Team Leader understands his r her respnsibilities. Ensure that the Team Members submit persnal data frms and phtgraphs and that these prfiles are cnslidated and frwarded t the hst district. Liaise with the Public Relatins Crdinatr t ensure that the exchange is publicized. Ensure that a clsing reprt is submitted t the RFE Cmmittee by the utbund exchange team after the cmpletin f the exchange. (See Appendix E fr frmat) SECTION TWO Plicies adpted t prvide cnsistency in the peratin f the D5360 RFE prgram 1. LOCATING INTERNATIONAL FRIENDSHIP EXCHANGE PARTNERS 1.1 In targeting partners, the preferences f D5360 Rtarians will be slicited and cnsidered. 1.2 Befre accepting prpsals frm ther Rtary districts, it must be assessed whether r nt there is likely t be sufficient interest by D5360 Rtarians in an exchange. Page 5
7 2. EXCHANGE PARTICIPANTS GENERAL 2.1 The pprtunity t participate in a team exchange is available t any D5360 Rtarian in gd standing as either an individual r with his/her spuse r partner. Nte that the number f participants may be limited by the resurces f the hst Exchange Partner District. 2.2 Applicatins t participate in a team exchange must be submitted n the nline applicatin. 2.3 In general, the D5360 RFE Cmmittee will rganize tw inbund and tw utbund exchanges each year. This may be increased subject t interest by D5360 Rtarians and the availability f hst clubs, Partner Districts and resurces t manage the additinal exchanges. 2.4 Applicants wh have participated in an exchange that ended within 24 mnths f the start f anther exchange are nt eligible unless the exchange is undersubscribed. UNDERSUBSCRIBED 2.6 If insufficient qualified D5360 Rtarians apply t fill a team, subject t cncurrence f the hst Exchange Partner District, unfilled team places may be ffered t thers. Sme examples are: a Rtarian r Rtary cuple frm neighbring District, the partner f a deceased Rtarian, a travelling cmpanin fr a male r female Rtarian. 2.7 The hst Exchange Partner District may specify a minimum number f participants. If this number f participants is nt reached, the exchange will be cancelled. OVERSUBSCRIBED 2.8 Applicants will be assessed using the fllwing criteria in descending rder f imprtance: T what extent is and has the applicant been invlved in Rtary at the Club level? T what extent has the applicant has supprted the RFE Cmmittee by hsting visitrs and by filling the rle f crdinatr fr their hme club? T what extent has the applicant has supprted the RFE Cmmittee by taking n ther rles such as Outbund Team Leader r Treasurer, driving the visiting Team frm city t city, hsting a significant event such as a Team BBQ etc. T what extent is and has the applicant been invlved in Rtary at the District and Internatinal level? Has the applicant been previusly denied because f an ver-subscriptin? If s, when did this ccur? Has the applicant participated in previus utbund exchanges? If s, in what year did this ccur and what cuntry was visited? Has the applicant hsted ther nn-rfe events such as a GSE team member, Yuth Exchange Student r prvided Hme Hspitality fr a district cnference? 2.9 Thse nt selected will be placed n a standby list. In the event f a cancellatin they will be invited t participate starting with the highest ranked applicant. Page 6
8 TEAM LEADER 2.10 The Team Leader, wh must be a Rtarian, will be selected jintly with a representative f the D5360 RFE Cmmittee and the RFE team participants. This persn shuld have experience as a leader and understand team dynamics and cnflict reslutin prcesses The Team Leader is expected t fulfill the fllwing rles: Act as the spkespersn fr the Exchange Team during the internatinal visit. Act as a link between the D5360 Outbund Crdinatr and the Exchange Team. Act as a link between the D5360 Exchange Team and the hst district Incming Crdinatr. Arrange fr a member f the Exchange Team t prepare a clsing reprt n the cmpletin f the exchange. Arrange fr a member f the Exchange Team t manage the pled funds and csts f the Team. Strives t achieve cnsensus when decisins are required but takes the respnsibility fr making decisins when cnsensus cannt be achieved. Cnfrnts team members when their behaviurs are cunterprductive t the interests f the team as a whle. Acts as a mediatr when there are internal r external cnflicts. VISITOR EXCHANGES 2.12 Visitr Exchanges: The RFE cmmittee prefers Team Exchanges; hwever, appraches frm ther Rtary districts t participate in Visitr Exchanges will be cnsidered n merit Visitr Exchanges: Individual Rtarians, grups f Rtarians, and Rtary clubs are encuraged t initiate Visitr exchanges by making initial cntact with Rtarians r Rtary clubs in anther cuntry. The RFE Cmmittee may endrse any such exchange as a Visitr Exchange prvided the cmmittee is satisfied it meets all requirements f the RFE prgram as set ut in the handbk and the RPP. Alternatively, individual Rtarians, grups f Rtarians r Rtary clubs may apply t the RFE Cmmittee prpsing that the cmmittee seek a visitr exchange n their behalf. The RFE Cmmittee will endeavr t secure an Exchange Partner fr any applicant if it is satisfied that all requirements f the RFE prgram as set ut in the handbk and RPP are met. Page 7
9 3. WORKING WITH A PARTNER DISTRICT 3.1 Whenever practicable, a set f General Cnditins f Exchange must be agreed upn with the Partner District befre applicatins are called fr team places. 3.2 Whenever practicable, agreement shall be reached with Partner Districts that any exchange may include individual Rtarians. In the case f a Team Exchange intended primarily fr Rtary cuples, limits may be put n team places and/r ttal team membership. 3.3 Where cultural and/r language issues arise during the planning phase f an exchange, the General Cnditins f Exchange may prvide that a persn with apprpriate skills, accmpanied by a partner if necessary, may accmpany a team t prvide assistance during the visit t the hst district. Arrangements t secure such a persn may be made either by the hst district, r by the visiting district. In such situatins hst Rtary clubs are asked t extend the same hspitality t such persn as a team member. 3.4 The questin f what expenses will be brne by the visiting Exchange Team must be a matter fr agreement and inclusin in the General Cnditins f Exchange. 3.5 Given the large area f D5360 and the subsequent lng travel distances, in the majrity f cases, it is a requirement that transprt is cntracted and that inbund teams meet all assciated csts. The RFE Cmmittee will endeavr t prvide a Rtarian driver as far as this is practicable. 3.6 Team Members are expected t jin the team at an agreed t rendezvus place in the partner district and t stay with the team fr the duratin f the exchange. 3.7 Team Members are expected t participate in all grup activities arranged by the hst clubs, except in cases f illness r ther extenuating circumstances. 3.8 In general, Inbund and Outbund Teams will be limited t a minimum f eight and a maximum f 12 participants. Larger r smaller Teams will be cnsidered at the discretin f the D5360 RFE Cmmittee in agreement with the Partner District. 3.9 In situatins where a Visa t Canada is required by the visiting team, the District 5360 Chair f the RFE cmmittee shall request the names f the visitrs be sent t him/her at least 4 mnths prir t the exchange s that the required Visa letters can be prepared. As well, a final rster f attendees must be delivered t the chair r inbund crdinatr at least ne mnth prir t the exchange. If there are nt 6 r mre participants, the exchange may be subject t cancellatin. 4. POST TEAM SELECTION ACTIVITIES 4.1 At the earliest pprtunity after Team Members are advised f their selectin, persnal infrmatin including electrnic phtgraph in jpeg frmat r equivalent must be sent t the Outbund Crdinatr, wh in turn will frward this infrmatin as sn as practicable t the hst district RFE Chairpersn r his/her delegate. The frmat must be as per Appendix B. Page 8
10 4.2 The Outbund Crdinatr must cmmunicate varius matters pertaining t the exchange t team members in rder that they are aware f their respnsibilities and cmmitments, and t enable team members t make relevant decisins. Meetings shuld preferably be face-t-face but may be by electrnic cmmunicatin if this is lgistically better. Matters t cnsider must include but is nt limited t the fllwing: Selectin f a Team Leader. Review f the General Cnditins f Exchange. Review f the itinerary. Meeting lcatin in r cnvenient t the hst district. Selectin by the Team Leader f certain respnsibilities t ther team members. Budget estimate and prpsed matter f dealing with csts. Sharing f travel plans. Cultural and/r language issues. Emergency cntact in the hst district. Team unifrms and/r dress, name badges, team infrmatin bklet r brchure, district r ther pins fr giveaways, club banners, gifts fr hsts. Travel insurance which must be acquired and paid fr by the individual Team Members. 5. HOSTING A TEAM EXCHANGE 5.1 When determining itineraries and hst clubs fr visits by inbund teams the RFE Cmmittee must cnsider: The time f year and duratin f each inbund visit. Prviding pprtunities fr as many clubs as pssible t participate in the prgram, by varying itineraries frm exchange t exchange. 5.2 An itinerary framewrk r utline must be cmpiled by the Inbund Crdinatr which must include at least anticipated arrival and departure dates fr each hst club and cntact infrmatin fr each hst club. (See Appendices C and D) 5.3 Detailed lcal planning f the itinerary must be carried ut by each hst club but all details need nt be included in the itinerary framewrk. The Inbund Crdinatr shuld have an verview f the accumulated hst club itineraries t ensure that there is n duplicatin and that it is balanced with a variety f frmal and infrmal events while cnsidering the age and interests f the guests. 5.4 The itinerary framewrk shuld be prvided t the Exchange Partner district RFE Chairpersn and Incming Crdinatr as sn as practicable. 5.5 Emergency cntact fr use by families f inbund team members must be prvided t members f the inbund team, either as part f the itinerary framewrk r as a separate dcument specifically fr that purpse. 5.6 Apprpriate transprt must be arranged fr inbund teams cnsidering team size, the nature f the itinerary, and budget cnsideratin. Page 9
11 5.7 When it is decided that a self-drive vehicle will be utilized every effrt must be made t secure a Rtarian vlunteer driver. In such cases the driver may be accmpanied by his/her partner, and hst clubs must be requested t prvide accmmdatin. 6. MISCELLANEOUS 6.1 Depsit: Every applicatin selected must be accmpanied by a nn-refundable depsit e-transfer, the amunt f which is determined frm time t time by the RFE Cmmittee. Currently the depsit is $300 per applicant. 6.2 After the deductin f $50 RFE cmmittee admin fee, the remainder f the applicant s depsit will be applied t the jint grup expenses f the applicant s Exchange Team. 6.3 If the exchange is cancelled, the depsit is returned in its entirety t the applicant. 6.4 Shuld an applicant after being accepted, withdraw frm the Exchange Team, the depsit is frfeited. 6.5 The applicant may appeal this frfeiture. Under unusual circumstances the RFE Cmmittee may at its sle discretin refund the depsit, fr example, in the event f the death f a clse family member such as a parent, sibling r a child r a significant illness f the applicant r spuse/partner. APPENDICIES A. Team Applicatin Frm B. Team Member Data Frm C. Example f a Club-t-Club Itinerary t be used by Inbund Crdinatr D. Example f a detailed Club Itinerary t be used by Club Crdinatr E. Clsing Reprt/Exchange Evaluatin Frm Page 10
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