Youth Exchange Program Forms
A quick guide to the three online forms used through a District 9660 exchange, who fills each one in, and where the records end up.
On this page
The three forms
Three online forms cover the Youth Exchange Program (YEP) through the year. Between them they replace the old paper travel requests, monthly write-ups and wellbeing check-ins.
flowchart LR
S["Exchange student"] --> T["Travel Request Form"]
S --> R["Monthly Yepper Report"]
C["Club Counsellor or YEO"] --> W["YEO Wellbeing Report"]
T --> D[("Youth Exchange site")]
R --> D
W --> D
D --> A["YEP Committee dashboard"]
Travel Request Form
Who: the exchange student. Level 1 (local) travel is approved by the Club Counsellor. Level 2 (district or region) and Level 3 (international) travel are approved by the Club Counsellor, then the YEO, then the YEP Committee.
When: before any trip away from the host town, at least 14 days ahead for local or regional travel, 30 days ahead for international travel.
Where it goes: once approved, a PDF is emailed to the student, Club Counsellor, YEO and YEP Committee, and filed to the Youth Exchange site.
Monthly Yepper Report
Who: the exchange student.
When: every month, by the 1st.
Where it goes: filed to the Youth Exchange site and emailed to the YEP Committee, Club Counsellor and YEO. It also feeds the Yepper newsletter, sent to every Rotary club in the district, and is recorded for the YEP Committee dashboard.
YEO Wellbeing Report
Who: the Youth Exchange Officer, for each student in their care.
When: monthly, as a structured check-in.
Where it goes: a signed PDF is emailed to the Youth Exchange Chair and Coordinator, and the report is logged on the Youth Exchange site. Submissions also appear on the YEP Committee dashboard.
Where the records go
All three forms file their records to the Youth Exchange SharePoint site, so there is one place with a full history for every exchange student: their travel, their monthly reports, and their wellbeing check-ins. The same records are what the YEP Committee dashboard is built from.
Only users with access to the Youth Exchange site can view the underlying records.
Guides by audience
The pages above explain each form. If you would rather read a guide written for your specific role in the exchange, see the Youth Exchange Program guides: