WELCOME TO ROTARY YOUTH EXCHANGE IN DISTRICT 6000

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While you have already completed the first part of your exchange journey by applying through your home country Rotary Club and District and have been accepted in Rotary District 6000, there are several steps to complete before you can apply for your visa.

 

Please read each section carefully, download the required documents and complete each. Completed forms should be returned in PDF format to the Inbound Coordinator at the email address provided and by the requested deadline(s). Be sure to name your PDF with the file name and your name, for example: 

IB1 - Joe Smith or Inbound Student Contract - Jane Smith. 

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Items that are required before we may start your visa request process include: 

1. IB8 English Language Proficiency

2. Rotary District 6000 Inbound Student Contract

3. Medical Release Form

4. Data Consent (for European Union students)

5. Purchasing Insurance for Your Exchange

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IB-8 ENGLISH LANGUAGE PROFICIENCY CERTIFICATION

Please add your Name, Home Country and Sponsor District number to the top of the form (your sponsor district is listed on the top page of your own application that you sent if you need to find the number). 

 

You then need to take this form to your school and ask them to complete OPTION 1 on the form. It is best if this form is completed by either your English language instructor or the head of your school.

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ROTARY D6000 INBOUND STUDENT CONTRACT

Both natural parents and the student must review and sign this form. You will be provided more detail about the do and do nots of exchange through both your home country Rotary contacts, in your official welcome packet and by our District 6000 representatives after you arrive. This form simply covers many of the important points that you will need to understand and agree to in order to have a successful exchange. 

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MEDICAL RELEASE FORM

The language in the Rotary Application Form is not HIPAA* compliant because it only authorizes Rotary to make decisions about medical treatment, but does not authorize doctors to share medical information that Rotary may be need to make treatment decisions. 

 

Please note that this form may be completed by your Parent/Guardian in one of two ways and your Parent/Guardian may choose whichever of the two options is easier for them to complete:

 

1. One Parent/Guardian must sign the form in front of two witnesses (who also sign the form). These witnesses may be family members, neighbors or colleagues who know your Parent/Guardian. 

 

OR

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2. One Parent/Guardian must sign the form in front of a Notary Public, Judicial Officer or Public Official who must also sign the form. 

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*Information about the Health Insurance Portability and Accountability (HIPAA) act may be found on the US Health and Human Services website here: https://www.hhs.gov/hipaa/for-professionals/privacy/index.html

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EUROPEAN UNION STUDENTS: GDPR CONSENT

As you are likely aware, EU residents must give your consent for others to have access to your personal data. While your application covered this generally, our South Central Rotary Youth Exchange network requires that you are fully informed of our privacy policy and that we freely have your consent to collect, process, use and disclose your information in accordance with the policy. View the policy here:

 

https://scrye.org/Members/wp-content/uploads/2019/01/GDPR-SCRYE-Packet.190123.pdf

 

EU Students and their Parents/Guardians must complete the consent form.

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PURCHASING INSURANCE FOR YOUR EXCHANGE

All students on exchange in District 6000 must purchase a South Central Rotary Youth Exchange (SCRYE) approved insurance plan. This is required by the youth exchange program that governs our district before the DS2019 Visa process can begin. 

 

The insurance approved by SCRYE is CISI Buldoc Insurance. You can find information about the Rotary approved insurance in different languages here: Cultural Insurance Services International (CISI) Bolduc

 

You must choose either Plan A or Plan B. Both plans cover sports activities in which you may participate while attending school in the United States. It is up to you and your parents to select which of these plans you prefer. You can select your plan and purchase insurance at this link: 

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As you complete the form, you should:

Enter an Exchange Start Date of August 1 of this year 

Select the plan term of 4 Months and Beyond, But Less Than 365 Days

This will ensure you are covered for the duration of your exchange. 

 

Save an electronic PDF copy of the insurance card that is provided and name the file with the document name and your own name and send to the Inbound Coordinator.

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APPLYING FOR YOUR J1 VISA

All required documents must be completed and returned to the Inbound Coordinator AND you must have purchased the required insurance prior to applying for your visa. 

 

Once forms are completed, our RYE team will complete your Guarantee Form, allowing the request of a DS2019 at which time you may request an appointment for a visa.

 

We will contact you individually to work through this process.

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IMMUNIZATIONS - SPECIAL NOTICE

Please be aware immunization requirements for attending school may differ in Iowa, USA. We strongly recommend you and your family doctor compare your current immunizations to those required by the State of Iowa for school attendance. Required vaccinations can be found in the link below. View the requirements for ELEMENTARY OR SECONDARY SCHOOL (K-12)

 

Be sure you receive any missing immunizations by July 31 and provide an updated copy of all immunizations to the Inbound Coordinator. If you arrive in Iowa without the necessary immunizations, you will be required to receive them from a medical professional. Do NOT wait until you arrive - you will be responsible for paying for a medical professional visit plus the cost of vaccinations and this is likely to delay your ability to attend classes. 

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OPTIONAL USA TOUR 

An optional East or West Coast tour is available to students who wish to participate. The tours occur in early to mid June, last two weeks and cost approximately $3,000. Students who wish to participate in the tour should plan ahead to secure funding. Please note this is the only tour approved by Rotary District 6000. Learn more about Belo USA East and West Coast tours at belousa.com.

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IMPORTANT POLICIES

Rotary District 6000 has many policies that govern exchange. A few key policies are listed below; an all inclusive list will be provided to students, natural parents and host families in our welcome packet / training.

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VISITS FROM FAMILY

Students should refrain from arranging visits from, or tours with parent(s) / guardian(s) / relative(s) / friend(s) whilst the student is in the care or control of the Host District.

• Visits during the exchange will occur only if the host family(s), host club, and host district agree to the visit.

• Permission must be requested in advance and submitted on the rye6000.org website for review and approval or denial. NO travel arrangements should be made until the request is reviewed.

• If permission is granted, such visits may be scheduled no earlier than March, may not include the period surrounding graduation or the end of exchange year and should not disrupt the student’s school schedule or host family plans.

 

EARLY RETURNS

• Early returns happen for a number of reasons – medical complications, mental health instances, behavioral issues, failure to integrate, host or natural family emergencies and more.

• Host Parents along with Local Coordinators and Youth Exchange Officers are the front-line reporters to bring any issue of concern to the District committee.

• The District Committee will provide guidance, support and intervention as needed.

• The District Committee makes the final decision and sets the timeline on early returns.

• When early returns occur, they generally happen quickly, which is for the benefit of the student, hosts and club.

• Reasons for early returns shall be clearly communicated to the student, host family, Club representatives and the natural family. A generalized reason, respecting personal privacy, shall be shared with the sponsoring Club as a whole.

 

Early returns will occur at the expense of the student and their natural family and shall be arranged by the family / District / travel agency.

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RETURNING HOME AT THE END OF EXCHANGE

• The student must travel from home directly to his/her hosting club/family, not stopping to visit anyone or having any extended layover of any kind.

• At the end of the exchange, the student will leave IOWA within SEVEN days after classes end or graduation for the academic year and return directly home.

  • The exception to this is for those attending an approved tour at the conclusion of the of the school year, in which case he/she will fly home within FIVE days after the tour is completed.

• The student will finalize his/her flight home date and submit to the Inbound Coordinators for approval by March 31.

• Flights will be scheduled for the airport most accessible for the Host Club and may include Des Moines (DSM), Cedar Rapids (CID) or Quad Cities (MLI), per the student guarantee form and original arrival airport.

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QUESTIONS?

Contact the Inbound Coordinator at the email provided with any questions you may have about the forms or process. We look forward to welcoming you to Iowa in August!