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Rotary District 9650

Rotary Friendship Exchange

ADMINISTRATIVE ROLES POLICIES &

PROCEDURES

Revised August 2014

DISTRICT 9 65 0 of R O T AR Y I N TER N ATI O N AL

www. rotary 9650 . org. au

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CONTENTS

FOREWORD Administrative Roles Policies & Procedures

1

PART ONE General Roles and Responsibilities of Members of the D9650 Friendship Exchange Committee

1. Committee

2

2. Chairman

2

3. Secretary

3

4. Committee Members

3

PART TWO Policies adopted to provide consistency in the conduct of the RFE program

1. Locating International Friendship Exchange Partners

4

2. Finding Exchange Participants

4

3. Working with a Partner District

6

4. Visiting an Exchange Partner 7

5. Hosting an Exchange 8

6. After an Exchange

10

APPENDICES SCHEDULE

A Team Application Form

B Team Member Data Form

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FOREWORD

ADMINISTRATIVE ROLES POLICIES &

PROCEDURES

All Rotarians participating in Rotary Friendship Exchange are expected to act as ambassadors for their Rotary club, district and Australia. All participants are reminded that, at all times they measure themselves by the Four Way Test and the Rotary Code of Ethics.

The Rotary Friendship Exchange Handbook published by Rotary International (viz RI publication 909), hereinafter referred to as “the Handbook,” is the prime reference document for the Rotary Friendship Exchange program. Rotary District 9650 Rotary Friendship Exchange Administrative Roles Policies and Procedures supplement, compliment and qualify the handbook in the conduct of the program by Rotary District 9650 (D9650).

D9650 Rotary Friendship Exchange Administrative Roles, Policies and Operating

Procedures (RPP) have been produced to inform and direct district committee

members, and to assist in ensuring good practice in administering the Rotary

Friendship Exchange (RFE) program within D9650. Additionally all D9650 Rotarians

involved from time to time in the Rotary Friendship Exchange program, especially

hosts, host clubs and outbound RFE participants should be aware of the RPP,

especially those sections relating to their particular involvement in the program.

The document is in two parts and has a section of appendices.

o PART ONE. General Roles and Responsibilities of members of the D9650 Rotary Friendship Exchange Committee.

o PART TWO. Policies adopted to provide consistency in the conduct of the RFE program.

o APPENDICES. Includes forms and other document templates that may be utilised by the Rotary Friendship Exchange Committee and D9650 Rotary clubs in conducting the program to supplement the procedures set out in the Handbook.

This document will be updated as and whenever necessary to reflect any changes adopted in conducting of the RFE program, whether initiated by Rotary International (RI), or D9650 through its RFE Committee. The current version of the document will be posted on the D9650 website (www.rotary9650.org.au) as approved by the District Management Committee.

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PART ONE

General Roles and Responsibilities of members of the D9650 Rotary Friendship Exchange Committee

1. Committee

Role

To co-ordinate the RFE program in D9650.

Responsibilities

o Organise reciprocal “team exchanges” for periods of up to one month.

o Facilitate reciprocal “visitor exchanges” for periods from three days to one week.

2. Chairman

Role

To lead, manage and administer the activities of the RFE Committee.

Responsibilities

o Promote the RFE program of Rotary International within D9650.

o Manage matters requiring decisions by RFE Committee.

o Chair RFE Committee meetings.

o Secure suitable international exchange partners.

o Promote the participation of D9650 in the RFE internationally.

o Administer selection of exchange participants.

o Ensure guidelines for exchanges are established.

o Ensure guidelines for exchanges are adhered to.

o Administer all arrangements for inbound exchange participants including itinerary.

o Administer all arrangements for outbound exchange participants.

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3. Secretary

Manage and administer the records of the RFE Committee.

Responsibilities

o Distribute notice of meetings of the RFE Committee.

o In consultation with Chairman and other members of RFE Committee prepare agenda, including reports relevant to matters contained therein.

o Minute meetings including specific actions required to be carried out, and distribute the minutes to RFE Committee members and to D9650 District Director responsible for oversight of the committee for endorsement by D9650 Management Committee to comply with incorporation requirements. (Copies may also be provided to District Office Bearers.)

o Update this document to reflect any resolution(s) of the RFE Committee and following endorsement of such resolution(s) by the D9650 Management Committee inform the D9650 secretary and web master.

o Make and maintain a record of D9650 RFE alumni.

o Document and maintain a brief chronological history of RFE in D9650 and its predecessor D965.

4. Committee Members

Role

Generally contribute to and participate in the RFE Program in D9650

Responsibilities

o Promote the RFE program of Rotary International within own “cluster” and/or other clubs as may be assigned by the RFE Committee.

o Participate in ongoing decision making of the RFE Committee generally, and in particular, at RFE Committee meetings.

o Assist chairman in securing suitable international exchange partners.

o Participate in making arrangements for inbound exchange participants including itinerary, in particular, within own “cluster” or other clubs as may

be assigned by the RFE Committee.

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PART TWO

Policies adopted to provide consistency in the conduct of the RFE program

1 Locating International Friendship Exchange Partners Page 3 of the Handbook refers

1.1 In targeting partners, the preferences of D9650 Rotarians must be a primary consideration.

1.2 Before accepting proposals from other Rotary districts it must be assessed whether or not there is likely to be sufficient interest by D9650 Rotarians in an exchange.

2 Finding Exchange Participants Page 4 of the Handbook refers 2.1 Team Exchanges. Opportunity to participate in any team exchange must be

provided to every qualified Rotarian in D9650. 2.2 Before calling applications for each upcoming Team Exchange the RFE

Committee must make a decision on allocating a team place, or places up front whenever it is established that application(s) will be forthcoming from a Rotarian or Rotarians with one or other of the following qualifications: -

A RFE Committee member who has played a significant role in securing an exchange agreement with the partner district in question, and/or who has arranged, coordinated and managed the inbound leg of such exchange. A Rotarian who has demonstrably played a key and significant role in securing an exchange agreement with the partner district in question. Note: For the purposes of this part of the sub clause “exchange agreement” includes team size and make-

up, duration and parameters for the timing of each exchange leg, and indicators which will enable ready

establishment of General Conditions of Exchange as hereinafter referred to at Clause 3 Working

with a Partner District

2.3 Team Exchanges. Applications to participate in a team exchange must be

submitted on the prescribed form. Refer to Appendix A If there is an excess of applications over the advertised limit, those applications submitted before the advertised deadline must take precedence.

2.4 Team Exchanges. If insufficient qualified D9650 Rotarians apply to participate to fill a team, subject to concurrence of our Friendship Exchange Partner, unfilled team places may be offered to others where applications do not fulfil the particular requirements.

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Selection in such situations would be based on the particular merit and circumstances of each applicant. (Some examples are: - a Rotarian or Rotary couple from a neighbouring district, the partner of a deceased Rotarian, a travelling companion for a female Rotarian, or for an elderly male Rotarian.)

2.5 Team Exchanges. For each exchange, criteria must be set to guide the team

selection process, to be used in situations where the number and nature of applications received at the nominated closing time exceeds the team size agreed with our Friendship Exchange Partner Team Exchanges.

For each exchange criteria must be organised in such a way that the selection process is abundantly clear. Criteria for each exchange must include some or all of the following: -

Reserving a number of places for Rotarians who have not previously been included in a team, or who have not been in a team for 10 years.

Preference to Rotarians who have taken the opportunity to host inbound RFE team members, or where no opportunity has been

provided, have hosted a GSE/VTT team member, or a Youth Exchange Student , or to those Rotarians genuinely unable to host inbound RFE team members, but who have made tangible contributions to the program by acting as a volunteer driver to convey an inbound team for a substantial part of its itinerary around D9650, and/or who have managed every aspect of a visit by an inbound RFE team to a club, or clubs.

Commitment to attend some other Rotary activity or event, such as the Rotary International Convention or the District Conference of the host district.

The Team Leader must be selected by the team members, and the RFE Committee must endorse such selection.

2.6 Univocational Team Exchange. The particular vocation determined for each

exchange must be a criterion for team selection applying to all team places, including team leader. The criterion may be considered to be satisfied where the partner of the Rotarian applicant has the relevant vocation.

2.7 Team Exchanges. Any Rotarian who has participated in a Team Exchange as Team Leader, and who has not subsequently participated in any further Team Exchange, may request, and may be granted, a place in a subsequent outbound team once only. When considering such requests under this subclause, the committee may allocate no more than one place in any outbound team.

2.8 Visitor Exchange. The RFE Committee has a preference for Team Exchanges, however approaches from other Rotary districts to participate in Visitor Exchanges will be considered on merit.

2.9 Visitor Exchange. Individual Rotarians, groups of Rotarians, and Rotary clubs are encouraged to initiate Visitor Exchanges, by making initial contact with

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Rotarians or Rotary clubs in another country. The RFE Committee may endorse any such exchange as a Visitor Exchange provided the committee is satisfied it meets all requirements of the RFE program as set out in the handbook and RPP. Alternatively, individual Rotarians, groups of Rotarians or Rotary clubs may apply to the RFE Committee proposing that the committee seek a visitor exchange on their behalf. The RFE Committee will endeavour to secure an Exchange Partner for any applicant if it is satisfied that all requirements of the RFE program as set out in the handbook and RPP are met.

Note to qualify the Clauses 2 and 3 and elsewhere in this document.

“Team places” may be filled by a single Rotarian or by a Rotarian and his/her

partner. Each Rotarian and partner is a “team member”; each single Rotarian is a

“team member.”

3 Working with a Partner District P6 of the Handbook refers

3.1 Whenever practicable agreement shall be reached with Partner Districts that

any exchange may include single Rotarians. In the case of a Team Exchange intended primarily for Rotary couples, limits may be put on team places and/or total team membership.

3.2 Team Exchange. Whenever practicable, a set of General Conditions of

Exchange must be agreed with the Partner District before applications are called for team places.

Other than matters listed in the Handbook for consideration, the conditions may include: -

A requirement that all team members will be expected to join the team at the agreed rendezvous, and to stay with the team for the duration of the exchange. A requirement that all team members will be expected to participate in all group activities arranged by the host clubs, except in cases of illness, or other extenuating circumstances. A requirement that all team members will be expected to conduct themselves in a harmonious, cooperative manner abiding by the decisions of the team with the team leader making the final decision.

3.2 Team Exchange. Where cultural and/or language issues arise during the

planning phase of an exchange, the General Conditions of Exchange may provide that a person with appropriate skills, accompanied by a partner if necessary, may accompany a team to provide assistance during the visit to

the host district.

Arrangements to secure such a person may be made either by the host district, or by the visiting district. In such situations host Rotary clubs are asked to extend the same hospitality to such person as a team member.

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3.3 Team Exchange. Expenses. The question of travel within the host district must always be a matter for consideration and inclusion in General Conditions of Exchange. Given the large area of D9650, and the long travel distances included in most inbound team itineraries, in the greater majority of situations it is a requirement that transport is contracted and that inbound teams meet all associated costs. Whenever Partner Districts require it, outbound team members must meet the costs of appropriate transport within the host district.

Note that this sub-clause also refers to P9 & P11 of the Handbook under the

headings Visiting an Exchange Partner and Hosting an Exchange

4 Visiting an Exchange Partner P8 of the Handbook refers

4.1 Team Exchanges. As soon as outbound team members are advised of their selection, each team member must promptly forward to the District Chair a non-refundable sum of money as determined from time to time. This payment is made to demonstrate commitment to the exchange and to cover administrative planning costs of the exchange.

At the earliest opportunity outbound team members must arrange for appropriate personal information to be sent to the team leader and the RFE Committee chair, who in turn must forward the information to the host district RFE Chair or his/her delegate. This information must be in the same format for all members of each team. The format may be termed “Team Member Data Form”. Refer to Appendix B.

4.2 Team Exchanges. Team planning meetings. The Team Leader must communicate various matters pertaining to the exchange to team members in order that they are aware of their responsibilities and commitments, and to enable team members to make relevant decisions. Meetings must be face to face.

Matters to consider must include, but are not restricted to: -

General Conditions of Exchange.

Budget estimate and proposed manner of dealing with team costs.

Itinerary, rendezvous in, or convenient to, the host district, sharing travel plans.

Cultural and/or language issues, emergency contacts in host district.

Team uniform and/or dress, name badges, team information booklet or brochure, district or other pins for giveaways, gifts for hosts.

Delegation by the Team leader of certain responsibilities to other team members.

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Travel insurance.

5 Hosting an Exchange P10 of the Handbook refers

5.1 Team Exchange. When determining itineraries and host clubs for visits by

inbound teams the RFE Committee must consider: -

The time of year, and duration of each inbound visit.

Providing opportunities for as many clubs as possible to participate in the program, by varying itineraries from exchange to exchange.

Appropriate travel arrangements to and from D9650 from Sydney, or some alternative travel hub.

5.2 Team Exchange. An itinerary framework or outline must be compiled by the RFE Committee Chairman or his/her delegate which must include at least anticipated arrival & departure times, and contact information for each host club.

Detailed local planning of the itinerary must be carried out by each host club but all details need not be included in the itinerary framework.

The itinerary framework must be provided to the Exchange Partner district RFE Chair or his/her delegate as soon as practicable.

Emergency contacts for use by families of inbound team members must be provided to members of the inbound team, either as part of the itinerary framework or as a separate document specifically for the purpose.

5.3 Team Exchange. Inbound team transport within D9650. Appropriate transport

must be arranged for inbound teams taking into account team size, nature of the itinerary, and budgetary considerations.

When it is decided that a self drive vehicle will be utilised every effort must be made to secure a Rotarian volunteer driver. In such cases the driver may be accompanied by his/her partner, and host clubs must be requested to provide accommodation.

6 After an Exchange P14 of the Handbook refers

6.1 Team Exchange. The team leader of an outbound team must provide a report to the RFE Committee as soon as practicable following the visit. Before compiling his/her report the evaluations of team members must be sought. The report must address matters set out in the Handbook.

6.2 Visitor Exchanges. Each D9650 Rotarian participating in an exchange must

provide a report to the RFE Committee as soon as possible upon completion of the exchange. The report must address matters set out in the Handbook.

6.3 Team Exchange. When an inbound visit is completed the RFE Chairman or

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his/her delegate must seek feedback from the Exchange partner district and from host clubs to enable an evaluation of the visit.

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APPENDIX A APPLICATION FOR TEAM MEMBERSHIP – RFE with District & Country

Proposed Date

YOUR DETAILS Name of Rotarian (Applicant)

Name Partner, or Rotarian

Travel Companion

Name of your Rotary Club(s)

Applicant:

Partner:

Travel Companion:

Postal Address

Email Address

Telephone Mobile

INFORMATION TO ASSIST IN TEAM SELECTION (Please refer to process set out below) N.B. Please strike out all the situations that do not apply to you, and fill in detail where called for in both the following tables.

Have you been a member of an outbound R F E team?

Yes we participated in the team(s) to (Include dates please)

No

Have you previously hosted members of an inbound Rotary Friendship Exchange. YEP, VTT team in your home?

YES, we have hosted RFE visitors from

Yes we have hosted YEP Please list

Yes we Have hosted GSE/VTT

No

THE FOLLOWING VERY FINE PRINT SETS OUT THE PROCESS FOR THE ALLOCATION OF TEAM PLACES

SELECTION PROCESS A – Team Size. We have an agreed team notional size of ten (10) with our exchange partner. Applications will be accepted from doubles and singles. A maximum of two (2) singles can be selected. but as team places are limited to singles who are prepared to twin share. B – No pre-allocated team place has been allocated pursuant to clause 2.2 of Part 2 of the RFE roles policies and procedures by the RFE committee in respect of this exchange. C – Applications received by deadline. Provided there are no more than ten people, all applicants will be allocated places in the team. If there are less than applications for 10 people received, additional places will be filled from subsequent applicants “first come, first served” until a total of (10) team members is reached. D – Team selection will be carried out as follows. [If the total number of applications received by the deadline exceeds five (5), and/or the number of persons included in applications exceeds ten (10)]: - 1. If sought, one team place may be allocated to one applicant who has been Team Leader on a previous Rotary Friendship Exchange outbound

visit. However, this is a once only privilege. If more than one former team leader is eligible & applies for this privilege, the RFE committee will conduct a ballot for this position.

2. Up to two (2) further places will then be allocated to applicants who have not been team members for at least ten (10) years. (These applicants may be referred to as “cleanskins”.) If first place is a “cleanskin” the number of places allocated will be adjusted so that no more than three (3) cleanskins have places at this point. Then phase 4 of selection process may proceed.

3. The balance of places will be allocated until the total of team members is ten (10). Additionally up to three (3) reserve places will be selected.

Notes on Selection Process In consideration that this is an “exchange” program preference for all contested team places will be given to those who have home hosted

RFE, or where there has been no opportunity to participate as a host in the RFE Program, home hosting Group Study Exchange or Youth Exchange Program will be accepted. Any applicant who has never been offered an opportunity to host either RFE, GSE or YEP should state accordingly.

If, after taking the above preference into account, there is an excess of applications of equal status for any team place, a ballot (a draw from a hat) will be conducted to fill the place. (If in doubt as to your status please contact your RFE Cluster rep.)

Applicants will be permitted to apply for other current exchanges, either to maximise chances of selection for one exchange, or in anticipation of participating in more than one. However, if there is an excess of individual applications over team places available, an applicant may participate in one exchange only. A Rotarian applying for a place in more than one team should indicate preferences.

An applicant who withdraws from an exchange team loses a possible ‘cleanskin’ advantage when standing for a subsequent exchange if there is a necessity for a ballot.

__________________________________________________________________________________________________________ Dear D9650 Rotary Friendship Exchange Committee Here is my application to join the team to D5360 Canada. If my application is successful I will send an administration fee of $100 per person to the RFE Chair within fourteen (14) days of notification of my position on the team. I understand, that except in extenuating circumstances, this amount is non-refundable should I withdraw from the team.

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Signed: (Signature not required if sending electronically.)

_________________________________________________________________________________________________________ Please send this application to: - dihall58@hotmail.com or to: - Di Hall, 330 Forest Rd TAMWORTH 2340 Deadline for receipt of applications is at close of business on 20 September 2013

APPENDIX B

D9650 NSW Australia Rotary Friendship Exchange TEAM MEMBER DATA

This form is to be returned to the Team Leader who will keep this information for the duration of the tour. It MUST be accompanied by a digital photo (as per

passport PERSONAL INFORMATION

Rotarians Name (as per passport)

Partners Name (as per passport)

Rotary Club

Rotary Club (if applicable)

Passport No:

Passport No:

Issued at: Issues at:

Expiry Date Expiry Date

Residential Address:

Postal Address: Email:

Phone Home: 61 2 Mobile 1: Partner’s Mobile

Age Group (circle appropriate one) 35-45 45-55 55-65 65+

Age Group (circle appropriate one) 35-45 45-55 55-65 65+

HEALTH & OTHER MATTERS

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Dietary restrictions

Dietary restrictions

Medical (allergies, disabilities) Medical (allergies, disabilities)

Smoker No/ Yes Smoker No/ Yes

EMERGENCY CONTACT 1 Name:…………………………………………………………………………………………………………… Relationship………………………………………………………………………………………………… Phone: Home………………………………Work…………………………Mobile………………………… Email: …………………………………………………………………………………………………………… EMERGENCY CONTACT 2 Name:…………………………………………………………………………………………………………… Relationship………………………………………………………………………………………………… Phone: Home………………………………Work…………………………Mobile………………………… Email: ……………………………………………………………………………………………………………

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