A PRIMER FOR EXCHANGE STUDENTS
752-EN—(304)
Spending time abroad as an exchange student is one of the most unique opportunities avail-
able to you. You will be in for an experience that will affect the rest of your life. Your exchange
will encompass different phases that will give you opportunities to grow in new ways and
experience a new culture and ideas.
The purpose of the Rotary Youth Exchange program is to provide secondary school students
with the opportunity to travel abroad, live with a host family, and experience life ï¬rsthand in a
different country, school, and social environment. Exchange students will gain lifelong advan-
tages through an expanded world view and greater appreciation of the world.
A PRIMER FOR EXCHANGE STUDENTS
© 2004 Rotary International
INTRODUCTION
This guide serves as a general introduction to the Rotary
Youth Exchange program and some of your responsibilities as
a participant. This guide also gives you some general points
to consider before, during, and after your exchange. Detailed
information and any further questions should be covered at
orientation sessions, arranged by your local Youth Exchange
programs, both before your exchange and upon arrival in your
host country. These sessions are of the utmost importance.
A vital part of your exchange is understanding the organiza-
tion sponsoring you. So, what is Rotary?
Rotary clubs
are service organizations for local business and
professional leaders, which strive to improve the quality of
life in their communities, promote high ethical standards in
business, and foster international understanding and goodwill
throughout the world. Clubs carry out a variety of service
activities, one of which is Youth Exchange.
For administrative purposes, clubs are grouped into geograph-
ical areas called
Rotary districts.
A Rotary Youth Exchange
program is administered entirely at the club and district levels.
Rotary International
(RI) is the association of Rotary clubs
throughout the world. While RI encourages clubs and districts
to undertake Youth Exchange activities and offers support
through publications and suggested guidelines, Rotary clubs
and districts run their Youth Exchange programs indepen-
dently of RI.
Rules
The rules of the Rotary Youth Exchange program are essen-
tial, as they serve to protect everyone involved. Overall, you
are serving as an ambassador for your home country and,
therefore, are expected to act responsibly. You are required to
adhere to speciï¬ c rules that are commonsense stipulations
and are explained fully in orientation sessions. These rules
include:
• No driving of motor vehicles
• No illegal use of drugs or alcohol
• Obtaining special permission for travel outside of the local
area while on the exchange
• No romantic involvement or sexual activity during the
exchange
1
The local Rotary club or district also sets other rules that you
are required to follow. These vary among Rotary clubs accord-
ing to local culture, customs, and laws. While some rules may
seem strict, the local Youth Exchange program adopted them
as the result of experience, and disregarding them can lead to
your being sent home.
The rules refl ect the Rotary club’s and district’s commitment
to protecting the students during the exchange. You should
discuss the rules with the Rotarians organizing your exchange.
It is crucial that you understand these rules and why they are in
place before leaving your home country.
In addition to the rules mentioned above and your local
program rules, attending school is obligatory for long-term
exchangees. Most students will be issued a student visa for
their host country, and not attending school could result in your
early return.
It is important that you understand these rules, your obliga-
tions, the expectations of your host families and the Rotarians
working with the program, and the arrangements planned by
both the sponsor and host Rotary clubs and districts. The orien-
tation sessions and selection process allow you many opportu-
nities to ask questions or request further information.
The more knowledge you have about the details of your
exchange, including the responsibilities of the sponsor and host
Rotary clubs and districts, the more you will be able to handle
all possible situations. Some anxiety is natural and expected
when considering going on an exchange, but you must be
sure you are comfortable with the program before going to a
different country to live with another family. If you have seri-
ous reservations about any aspect of the exchange, feel that
you cannot meet your obligations, or do not have adequate
answers to your questions, you should not participate in the
program. Youth Exchange is a great opportunity, but you must
be comfortable and prepared to undertake the challenge, fully
aware of your rights and responsibilities.
PREDEPARTURE PREPARATION
Research Your Destination
The predeparture phase is a good time to study your host
country; learning more about where you are going will help
2
you build conï¬ dence. Libraries, bookstores, the Internet, and
consulates are good sources of reference materials that can
supplement the outbound orientation program your sending
club or district may arrange for you. You should also know
something of the history, literature and arts, and principal
struggles of your host country. You are by no means expected
to become an expert, but you will beneï¬ t from acquiring a
foundation on which to build your ï¬ rsthand experience of the
host country. You may also wish to speak to former Youth Ex-
change students who spent their year abroad in that country.
Some Rotary clubs and districts require students to take
language courses before departure if an unfamiliar language
is spoken in the host country. Knowledge of the host country’s
language is key to the success of your exchange year. In addi-
tion to making your transition easier, it is sometimes needed
to obtain visas. Become as proï¬ cient as you can before
leaving for your exchange. You may wish to contact host
country nationals in your area who can help you practice new
language skills and provide a deeper understanding of your
destination’s culture.
Your Own Culture
Learn about your country’s history and heritage. Understand-
ing your own country’s values and customs will enable you
to better understand those of your host country. As a student
ambassador for your country, you will also inevitably be asked
questions about your country’s customs, culture, history,
geography, and government. Being able to answer these ques-
tions thoroughly and objectively will allow you to feel more
comfortable speaking about your own country and sharing
your culture with people in your host country.
Paperwork
Coordinating your exchange will require you to obtain and
complete several necessary travel documents, including a
passport, visas, and vaccinations or inoculation certiï¬ cates.
In addition, the governments of the sponsor or host countries
may require other documentation. While your sponsor Rotary
Youth Exchange ofï¬ cers can help arrange the details, it is pri-
marily your responsibility to ensure that everything is in order.
3
Here are some of the general arrangements you must make:
• You should apply for a passport as soon as the local Rotary
club informs you that you will be recommended to the
district program. After you have been fully accepted into
the Rotary Youth Exchange program, a guarantee form will
be completed and the visa process will begin. Working with
your host district, you should start as early as possible in
arranging for both of these documents to ensure sufï¬ cient
time for processing or the need for further supporting docu-
mentation.
• You are also responsible for arranging for your airline
tickets. In many countries, the Rotary district may organize
your travel arrangements or recommend a speciï¬ c travel
agent for substantial savings to you. Please check with
your local program to determine how and when you should
make your travel arrangements and what type of airline
ticket you should purchase.
• It is mandatory that all students carry approved health
insurance for the duration of their exchange. Please be sure
to arrange this before your exchange in consultation with
the sponsor and host districts.
• Most likely you will be required to have immunization
documentation. Check with your local health department
and consular ofï¬ cials to determine required or recom-
mended immunizations for the countries to which you are
traveling.
• You may also need to have a thorough pre-exchange
medical examination. With this examination, you may
wish to obtain an identiï¬ cation card including your name,
blood type, and medications you take or to which you are
allergic. You should carry this card at all times while on the
exchange.
• Your Rotary club counselor or host family may wish to
examine your passport, visa, and airline tickets to conï¬ rm
that your documents are in order. These may be retained
by your Rotarian counselor or Youth Exchange ofï¬ cer to
ensure their safety.
4
PACKING
Consider the following points when packing for your
exchange:
Luggage
• Luggage should be light, sturdy, durable, easy to handle,
and easy to close. Wheeled luggage is most helpful but not
necessary.
• Place your name, home address, destination address, and
telephone numbers on both the inside and outside of every
piece of luggage.
• Pack less than you think you will need. You must be able to
carry your luggage without assistance. Negotiating airports
can involve walking long distances.
• Keep your carry-on baggage as light as possible. Pack
only essential items, including any medications; for longer
fl ights, basic toiletries should be added. To protect from
pickpockets or accidental loss, wear a “safe pouch†inside
your clothes that contains your passport, money, tickets,
host family’s and chair’s telephone numbers, and other
important papers.
• If medication is carried, ensure that you have original
prescriptions to present to customs ofï¬ cials.
Clothes and Personal Items
• Pack coordinating clothes. Only bring what you know you
will wear, not what you think you might wear.
• Bring your most comfortable pants or jeans. Your weight
may fl uctuate due to your new culture’s food.
• Do not bring multiple pairs of dress shoes that you will
probably not wear. If you need shoes, buy them in your
host country and be right in style.
• If you wear glasses, bring an extra pair and a copy of your
prescription.
• If you wear contact lenses, pack extra cleaning solution, as
your brand may not be available or may be very expen-
sive. Bring a copy of your prescription in case you need
to replenish your supply of lenses or replace those lost or
damaged.
5
Miscellaneous
• Make sure you bring a journal or notebook to record daily
events and activities, meals eaten, places visited, friends
made, thoughts, or anything else you want to remember
about your exchange for years to come.
• Consider bringing small gifts from your home country for
your host family or host Rotary club. Gifts need not be
expensive but should be representative of the area you are
from.
• Airport security equipment can damage high-speed ï¬ lm
(800-speed or higher) in checked and carry-on luggage.
• You are discouraged from taking computers or electronic
games with you on your exchange. They can be easily lost
or damaged and distract you from other activities that you
should experience.
• You may need to take power adapters for any items requir-
ing electrical current. However, they will need to be com-
patible with the electrical system used in you host country.
Therefore, you may want to check with your host Rotarians
before taking adapters from your home country.
• Remember, you do not need to carry your entire home
library, music collection, or other such items, no matter
how precious. On the other hand, photos to introduce your
family, home, school, etc., require little luggage space and
will be greatly appreciated by your host families and new
friends.
Practical Information
• Prepare for emergencies in consultation with the sponsor
and host clubs and districts and your parents, so that you
know whom to contact and how to contact them. This is
important should you experience weather delays or miss
your fl ight while traveling.
• Bring only a small amount of host country currency with
you. Wait until you get into the country to exchange
additional funds. Consult with your host Rotary club to
determine the best methods to exchange for or access local
currency.
• Leave some room in your luggage. You will buy things on
your exchange and still have to return home with the same
two suitcases and one carry-on bag.
6
• Make sure you wear your Rotary blazer on the trip. There
are most likely other students traveling at the same time
and you will be able to make more connections.
DURING THE EXCHANGE
Adjusting to the new culture will be one of the more memo-
rable phases of your exchange experience. Here are some
suggestions to ease this transition.
Family Life
Your hosts are excited about your arrival and will make every
effort to welcome you into the family — but please remember
that it is up to you to accept their invitation.
Your open-mindedness and fl exibility were some of the per-
sonal qualities the selection committee at home considered in
accepting you into the program, and you should be prepared
to exercise them to the fullest.
Be prepared to discuss the household rules with your host
family. Some families do not expect much from exchange
students, while others expect everyone to share in the tasks
of bed-making, kitchen cleanup, and house cleaning. Your
acceptance of whatever may be assigned to you will make the
exchange experience enjoyable for everyone involved, even
if you are not used to doing certain chores at home. Consider
these household chores as the opportunity to learn more
about the day-to-day activities of the culture and try not to
simply do the bare minimum.
Changing Families
Most Rotary exchange students on the long-term program
are required to live with more than one host family during the
year. You will be informed of the speciï¬ c requirements of your
host club’s program and should be prepared to make this ad-
justment. Changing families offers you the opportunity to gain
a profound view of your host country’s culture, while expand-
ing your friendships and experiences. To ease the transition,
your counselor may discuss with you any concerns about the
adjustment. Make sure you remain fl exible as you adjust to
your new host family. Many of the same questions or concerns
about household rules that arose during the beginning of your
ï¬ rst host family experience will need to be discussed with
each of your new host families.
7
School
Most long-term exchanges require schooling for the exchan-
gee. While host Rotary clubs and districts generally make
the necessary tuition arrangements with the local secondary
school, it is the student’s responsibility to register for and
regularly attend school in addition to taking studies seriously.
Remember to be reasonable when registering for classes, as
taking too many will be difï¬ cult while you adjust to a new
culture.
Also, becoming acquainted with the school and its procedures
early will help you feel comfortable participating in school
activities. Host brothers and sisters can help, as well as the
school’s guidance counselor. Be sure you know how to go
safely to and from school and how to get lunch off school
grounds if needed.
Getting Involved
As an exchange student, you should use every opportunity
to become acquainted with your host community and nation
through involvement in activities. For example, you may wish
to attend religious services of your faith or that of your host
family and join in related activities. You are also encouraged to
participate in school activities, but remember that your studies
come ï¬ rst.
Before leaving on your exchange, consider the activities you
enjoy in your home community, especially those that make you
feel good about yourself. Include activities that have helped
you adjust to new situations and succeed at home, such as
exercise and sports, hobbies, and club afï¬ liations. While you
should not hesitate to try new experiences, enjoying activities
that have made you happy in your everyday life at home will
pave the way for a smooth transition.
Your Rotary Obligations
Rotary obligations take precedence over other extracurricular
activities. These obligations usually include attendance at
Rotary functions such as club and/or district meetings and may
involve giving a speech. Sharing your exchange experience
with the host club or district is an important feature of the ex-
change and contributes to your role as a student ambassador.
8
It is a good idea to attend Rotary club meetings early in your
exchange as part of the acclimation process, so that you will
feel comfortable speaking at these meetings later.
COMMON ISSUES
While each exchange experience is unique, students face com-
mon problems, such as the following:
Language Proï¬ ciency
Regardless of your language preparation before the exchange,
you will still need to adjust to speaking the language through-
out every day. Be prepared for misunderstandings and frustra-
tions that may accompany communication with your host
family. Speak clearly and slowly and be patient.
Be sure you understand what your host family, Rotarians, or
school ofï¬ cials are saying to you. Do not hesitate to ask for
clariï¬ cation and be prepared to go over some issues several
times. Sometimes it may be necessary to seek help from some-
one fl uent in your native language — a teacher, interpreter, or
visitor from your home country. Carry a good dictionary.
Homesickness
Most students experience varying degrees of homesickness
during their exchange. It is normal to be homesick, especially
at the beginning of your stay when everything is strange, or
when the novelty and excitement begin to wear off. You may
feel lonely, which is exacerbated if you experience problems.
When day-to-day problems seem overwhelming you are likely
to look nostalgically toward home.
The best remedies for acute homesickness are to keep busy
with a variety of activities or get in contact with someone
who speaks your native language. Also consider starting a
new hobby or activity or join in other community functions.
Your Rotarian and school counselors can help you cope with
homesickness throughout your exchange.
Telephone and E-mail Use
While you may think phoning or e-mailing people in your
home country will alleviate homesickness, try to limit these
forms of contact. Telephone and data lines are often very
expensive and it is impolite to abuse the generosity of your
host family. In addition, constant contact with family and
9
friends could hinder your ability to fully assimilate into your
host country’s culture.
You should, however, correspond regularly with both your
sponsor Rotary club and your parents. Let them know of any
concerns and indicate whether they are serious or otherwise,
because parents easily become anxious when their children
are far from home. Tell them about your exchange, including
any travel plans you have with your family or Rotary group.
Also share your exciting experiences, as they will be happy to
hear how much you are enjoying your exchange.
Your Counselor
You may have problems during your exchange that cannot be
resolved by you alone or your host family. If this occurs, you
should speak to your Rotary-appointed counselor immediately.
Host Rotary clubs will appoint an independent Rotarian, who
is not a member of the host family, as your Youth Exchange
counselor. Your Rotarian counselor can help you deal with any
questions, concerns, or problems you have during your ex-
change. You should contact your counselor any time you need
guidance about problems that you feel you cannot discuss
with your host family or other adults in the local program. In
the unlikely event you have problems with your counselor, ask
to meet with another Rotarian with whom you can discuss
these matters.
School counselors can help you with academic concerns and
any other school adjustment problems you might have. They
may also be able to direct you to other resources to help you
during your exchange.
Remember, your local Rotary club and school counselors are
there to help you. However, you should always be sure to
discuss anything that worries or confuses you with an adult
you trust.
Rotary International has adopted a Statement of Conduct for
Working with Youth (see inside back cover) to convey that
Rotarians do not tolerate any kind of neglect or physical or
sexual abuse and have an obligation to ensure your safety. If
you encounter any behavior that makes you uncomfortable,
inform an adult you trust immediately.
10
Early Return
There may be times when unsolvable problems arise, a student
becomes too distressed for the exchange to continue, or a
student breaks the agreed-upon rules. In these cases, the host
Rotary club may decide that it is best for the student to return
home early. While this is a difï¬ cult decision for a Rotary club
to reach and students will naturally be anxious about the
reactions of family and friends at home, it is usually in their
best interest.
In these instances, it is vital that students and Rotarians coop-
erate and keep the lines of communication open. The host and
sponsor clubs/districts, Rotarian counselor, host family, and
student’s family back home should all be kept fully informed
of the circumstances surrounding an early return. The host
Rotary club and the student’s family should establish a mutu-
ally agreed-upon route for the student’s return home, before
his or her departure.
AFTER THE EXCHANGE
Returning Home
For most students, the Youth Exchange experience does not
end the moment they return home. The personal growth that
most exchange students experience remains with them, often
infl uencing the rest of their lives. Although you will be busy
readjusting to family life for weeks or months, continued cor-
respondence with your host families and new friends abroad
will keep your new world view alive. Maintaining these impor-
tant contacts will also help to ease your reentry orientation
during this last phase of your exchange.
Readjustment Difï¬ culties
Your readjustment upon returning home is a crucial aspect of
the exchange process. Just as you will have faced the chal-
lenge of adapting to the new culture, you may need help deal-
ing with the feelings that accompany your return home. You
will probably view your native culture, friends, and school life
in a different light, and this is normal. Dealing with the difï¬ -
culties of returning home is the culmination of your exchange.
Here are a few ways to mitigate them:
11
• Recognize the thoughts you are feeling. They are normal
and it is okay to ï¬nd it difï¬cult to slip back into your “oldâ€
life exactly as it used to be. You have changed and, there-
fore, your life at home will be different, too.
• Try to talk about your experiences during your exchange.
Give a presentation to your host Rotary club, groups of
interested students, or your classmates. You may also want
to ï¬nd other former exchange students who will relate to
your experiences.
• Don’t be critical of your family if you have less freedom
than you had when you were abroad.
• Be patient with yourself. Just as you took time to adjust to
your new life in your host country, you will need time to
readjust to your life at home.
Many local Rotary clubs or districts will offer reentry orienta-
tion as a part of the program, just as they provided you with
predeparture orientation. Be sure to take advantage of any
sessions that are offered.
In addition, you should contact your sponsor Rotary club upon
your return and offer to visit the club and make a presentation
on your exchange experience. Also offer to assist the district
Youth Exchange committee to help orient future outgoing
exchange students.
Additionally, many former Youth Exchange students are active
in ROTEX groups composed of program alumni who want to
remain in contact with one another. They serve as a social and
support group for students involved in the Youth Exchange
program, and members often get together to share their
exchange experiences.
Remember to discuss any questions with your local Rotary
club and the Rotary Youth Exchange ofï¬cers. You are begin-
ning an adventure that will broaden your life, as it has done
for the thousands of Rotary exchange students before you.
STATEMENT OF CONDUCT FOR WORKING WITH YOUTH
Rotary International is committed to creating and maintaining the safest
possible environment for all participants in Rotary activities. It is the duty of
all Rotarians, Rotarians’ partners, and any volunteers to safeguard to the best
of their ability the welfare of and to prevent the physical, sexual, or emotional
abuse of children and young people with whom they come into contact
through Rotary.
752-EN—(304)
Rotary International | One Rotary Center | 1560 Sherman Avenue | Evanston, IL 60201-3698 USA | www.rotary.org