Rotary District 9660 IT Help Portal
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Youth Exchange

Youth Exchange Program Guides for students, host parents, Club Counsellors, YEOs and the YEP Committee, plus the YEP portal, SOP and training.

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Canva Design posters, social tiles, and branded materials. Public Image Club website and social media audits.
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Monthly Yepper Report

Exchange students submit their monthly report and photos online, feeding straight into the Yepper newsletter and the YEP Committee dashboard.

On this page

What is the Monthly Yepper Report?

Every exchange student writes a short report each month about their exchange. It tells your Club Counsellor, your YEO and the YEP Committee how you are going, and it is the raw material for the Yepper, the newsletter that goes out to every Rotary club in the district.

How it works at a glance

flowchart TD
  S["Student submits the monthly Yepper"] --> R["Recorded on the YEP Monthly Reports list"]
  R --> Y["District YEO"]
  R --> E["YEPPER Editors, yepper@rotary9660.org.au"]
  R --> C["YEP Chair"]
  R -.->|"copy"| ST["Student"]

The seven sections

Write a short paragraph for each:

  1. School life - how school is going.
  2. Social activities, Rotary camps and friends - what you have been doing, who with.
  3. Travel - any trips you have taken.
  4. Contact with family back home - how often, and how it is going.
  5. Highlights - the best parts of your month.
  6. Language development - how your language skills are coming along.
  7. Problems encountered and overcome - anything that was hard, and how you dealt with it.

Length and photos

Keep your writing to about two A4 pages in total across the seven sections. Add up to 8 photos from your month.

Got more than 8 photos?

If you have more than 8 photos and at least 1.5 pages of writing, you can turn your report into a short video instead. Ask your YEO if you would like to do this.

The deadline

Submit your report by the 1st of the month.

No extensions

The Yepper is put together on a fixed schedule, so there are no extensions on this deadline. If you know you will be busy, write your report early.

Submitting

  1. Go to support.rotary9660.org.au/yep-report. No sign-in is needed.
  2. Fill in the seven sections.
  3. Add your photos.
  4. Submit the form.

Your report is filed to the Youth Exchange site and emailed to the YEP Committee, your Club Counsellor and your YEO. Your submission is also recorded for the YEP Committee dashboard.

Fixing a mistake

If you notice an error after submitting, fill in the form again for the same month. Your new submission replaces the earlier one rather than creating a second report, so there is only ever one report on file per student per month.

Where your report goes

Your report and photos are filed on the Youth Exchange SharePoint site and used by the newsletter editors to lay out that month's Yepper, which is sent to every Rotary club in the district. Only users with access to the Youth Exchange site can view the raw submissions.

Troubleshooting

My photos will not upload

Check the file is a common image format (JPG or PNG) and not too large. Try one photo at a time if several fail together.

I get an error when submitting

Check that all seven sections have some text in them. If the error persists, take a screenshot and email support@rotary9660.org.au.

I missed the deadline

Submit your report as soon as you can. It may not make that month's Yepper, but it still updates the committee dashboard so your Club Counsellor and YEO know you are up to date.

Still stuck? Email support@rotary9660.org.au with a screenshot.