Our district requires prior approval before a family member or friend can visit a host student. Part of the process is reviewing the below requirements and recommendations and completing the form as the first step.
Requirements (subject to change)
- The designated club local coordinator or YEO must complete this permission form on behalf of the student and host family.
- Only host student immediate family members are allowed to visit a host student during their exchange year. If a family member is under the age of 18, they must be accompanied by and adult parent or guardian.
- The host family, hosting club, hosting local coordinator and YEO, and our district inbound coordinator and chair must approve of the visit. This cannot be done without our district's knowledge and consent.
- Visit must be approved prior to any potential visitor purchases airfare. HOST FAMILIES, HOSTING CLUBS AND DISTRICT 6000 ARE NOT RESPONSIBLE IN WHOLE OR IN PART FOR ANY TRAVEL EXPENSES AND AIRFARE.
- The host family's approval that is responsible at the time of visit is required. DO NOT MAKE PLANS FOR VISITS WITHOUT THEIR APPROVAL FIRST.
- Permission is subject to host student's standing within the district program.
- Approval is required at least three weeks before visitor's scheduled arrival.
- Under no circumstance will an exchange end with a family visit and return home with the visiting family. Program philosophy, liability and logistics concerns aside, every student must return home at the end of their exchange. Students are not allowed to meet their parents in some other location whether in the USA, via route home, etc. We understand the attractiveness of participating in a family tour of the USA after an exchange, but that has been problematic in the past and now is prohibited.
Recommendations
While we recognize there are many positives to family visits during our student's exchange, we have to also recognize the impact of a visit on the exchange:
Do not schedule visits at the end of an exchange for graduation: The last part of the year, namely the last few weeks and including graduation, are very busy for students. There are many activities and events associated with graduation and students are encouraged to participate them to the fullest extent that they can. Students who have their parents visiting during this busy time have to recognize that they may have to forgo participating in many events in order to accomodate their visitors who may or may not speak English effectively and to help with translation, hospitality and sight seeing activities.
Purchase Tickets that can be changed or cancelled: Many visitors try to take advantage of the cost savings by booking many months in advance. As a student and host family gets closer to the end of the year, they may realize what we noted above and want to change the date or cancel the visit all together. Be aware that early returns can unexpectly occur for a myriad of possibilities, e.g. COVID-19 pandemic, and a student may return home prior to the scheduled visit. Also, a student's host family may unexpectly change at which the hosting family at the time of intended visit cannot accomodate the visit as planned.
Do not schedule visits during the end of an exchange (another reason): All exchange students go through an stronger than normal emotional period towards the end of their exchange where they have to say goodbye to the many people they have met and made friendships with during their exchange. Some students are excited about their return home, many are not and wish their exchange could continue. Exchange students typically underestimate two things: how fast their exchange year will go and the emotional process they go through as they get closer to the end of their year. The last month or two is a culmination of many months of learning a language, adapting to a culture and they need the freedom to really "live in the moment." A visit during this period may not only distract and take time away from this important aspect of an exchange, but also be emotionally draining on the visiting family members who want to comfort their student when they see them going through this experience.
Do not schedule visits during the end of an exchange (yet another reason): If family member's are not able to communicate effectively in English, the student will by default be the 24/7 translator. This is very tiring and requires the student to be involved in many discussions and takes away from their exchange activities. Many exchange students underestimate the amount of effort and time this takes. Every student must recognize in these instances, they will be more tired than usual mentally at a time when many other activities are occurring and require time and energy.
Thank you for submitting your travel form.
