YEP Travel Request Form

What is the Travel Request Form?

Every exchange student on a District 9660 exchange fills in this form before travelling away from their host town, so the people who need to approve it can do so. It replaces the paper travel request. See the diagram below for exactly who is involved and in what order.

Once a request is fully approved, the form generates a PDF and emails it to the student, the Club Counsellor, the District YEO, the Inbound Coordinator and the YEP Chair, plus the District Governor for Level 3 (international) travel.

How it works at a glance

flowchart TD
  S["Student submits the form"] --> HP["Host Parents approve"]
  HP --> C["Club Counsellor approves"]
  C --> Y["District YEO approves"]
  Y --> CH["YEP Chair approves"]
  CH -->|"Level 1 and 2"| DONE["Authorisation PDF issued"]
  CH -->|"Level 3, overseas"| DG["District Governor approves"]
  DG --> DONE
  S -.->|"copied immediately"| N["Club Counsellor, District YEO, Inbound Coordinator"]
  DONE --> R["Student, Counsellor, YEO, Inbound Coordinator, Chair, and the DG on Level 3"]

The three travel levels

The form asks you to pick a level for your trip. Every level follows the same chain of approvers: your host parents, then your Club Counsellor, then your District YEO, then the YEP Chair. The only things that differ by level are how much notice you need to give, and whether the District Governor also signs.

• Level 1 - local travel. A short trip. Same chain as every level: host parents, Club Counsellor, District YEO, YEP Chair.
• Level 2 - travel within the district or region. Same chain as Level 1.
• Level 3 - international travel. Same chain, plus the District Governor. Needs more notice than Levels 1 and 2 (see below).

If you are not sure which level applies, ask your Club Counsellor before you submit the form.

How much notice to give

• Levels 1 and 2: submit at least 14 days before you plan to travel.
• Level 3 (international): submit at least 30 days before you plan to travel, so there is time for every approver to review it.

Filling in the form

1. Go to support.rotary9660.org.au/yep-travel. No sign-in is needed.
2. Enter your details, your host club, your current host parents' names and email, and your Club Counsellor's and YEO's names.
3. Pick the travel level (see above).
4. Enter the travel dates, destination, and who you are travelling with.
5. Add any extra detail your Club Counsellor or YEO would want to know, for example how you are getting there and where you are staying.
6. Submit the form.

What happens after you submit

Each approver gets their own email with a link to review and approve or decline your request, once it is their turn. They do not need to sign in.

• Every level goes through the same chain: your host parents approve first, then your Club Counsellor, then your District YEO, then the YEP Chair.
• Level 3 (international) also needs the District Governor to approve, after the YEP Chair.

Your Club Counsellor, District YEO and Inbound Coordinator are copied by email as soon as you submit, so they know a request is on its way, even though it is not yet their turn to approve.

Once every required approver has said yes, the form generates a PDF and emails it to you, your Club Counsellor, your District YEO, your Inbound Coordinator, the YEP Chair, and (for Level 3) the District Governor.

If a request is declined

Any approver in the chain can decline a request instead of approving it. A decline is final: the request closes and does not move on to the next approver.

If your request is declined, you are told the reason. Talk to whoever declined it if you want to understand more, and submit a new request if your plans change.

Where the record goes

Every request, along with each approval or decline, is filed automatically on the Youth Exchange SharePoint site, so there is a record of where every student has travelled and who signed off on it. Only users with access to the Youth Exchange site can view these records.

Troubleshooting

My approver has not responded

Each approver gets an emailed link when it is their turn in the chain. Ask them to check Junk or Spam for an email from support@rotary9660.org.au. If it is still missing, ask your Club Counsellor or YEO to check with IT support.

I made a mistake on my request

If it has not been approved yet, ask whoever needs to approve it next (check your status link to see who that is) to decline it for you, then submit a new request with the correct details. If it has already been fully approved, submit a new request noting the change.

I get an error when submitting

Check that all required fields are filled in, including the travel level, dates and destination. If the error persists, take a screenshot and email support@rotary9660.org.au.

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