Youth Exchange Program

Guides for everyone involved in a District 9660 exchange: students, host parents, Club Counsellors, YEOs, and the YEP Committee, plus the YEP Portal.

Youth Exchange: A Guide for Students

How to ask permission to travel, and how to submit your monthly report.
Youth Exchange: A Guide for Host Parents

What the email from Rotary District 9660 is, and what you are agreeing to when you approve it.
Youth Exchange: A Guide for Club Counsellors and YEOs

Where you sit in the approval chain, your group mailbox, the wellbeing report, and the dashboard.
Youth Exchange: A Guide for the YEP Committee and Chair

Loading the roster, filling in the approver fields, the overdue Yepper digest, and what must change at changeover.
Youth Exchange: Using the YEP Portal

The complete guide to the portal, tab by tab: students and their records, travel approvals, monthly reports, wellbeing, the Rules and Conditions consent, district settings, and who holds which area.
Youth Exchange: Standard Operating Procedures

The procedures a YEP Committee member follows, in order, including the parts that happen once a year.
Youth Exchange: Training for a New Committee Role

Why the system is shaped as it is, so you can reason about situations no procedure covers.

Pick your guide

Youth Exchange now has its own section, separate from the district's other online forms, because it has grown into more than a set of forms: a portal the committee works in, its own access model, and an annual changeover procedure. Each guide below is written for one audience.

A Guide for Students: how to ask permission to travel, and how to submit your monthly report.
A Guide for Host Parents: what the email from Rotary District 9660 is, and what you are agreeing to when you approve it.
A Guide for Club Counsellors and YEOs: where you sit in the approval chain, your group mailbox, and the wellbeing report.
A Guide for the YEP Committee and Chair: loading the roster, the overdue Yepper digest, and what must change at changeover.
Using the YEP Portal: the complete guide to the portal, tab by tab. Students and their records, travel approvals, monthly reports, wellbeing, the Rules and Conditions consent, district settings, and who holds which area.
Standard Operating Procedures: the job itself, in order, for a committee member, including the parts that happen once a year.
Training for a New Committee Role: why the system is shaped as it is, so a new officer can reason about situations no procedure covers.

Step-by-step help with a specific form

The guides above explain the programme and the portal. These explain how to fill in one particular form, field by field.

Youth Exchange Program Forms hub: every Youth Exchange form in one place, and which one you need.
Travel Request Form: for students asking permission to travel, and the approvers who sign it.
Roster Import: for the committee, loading a year's inbound or outbound students from a spreadsheet.
YEO to Student Wellbeing Report: for Youth Exchange Officers recording a wellbeing contact with a student.