Reporting Requirements FAQs
Chair of the Wessex group of YEX clubs
We all know that we must immediately report any serious incident with our exchange students as soon as possible. But what constitutes a serious incident? Who does the reporting? And to whom?
The US Department of State has issued “specific guidance” on when they want an Incident Report about our exchange students. They want to know about anything impacting the health, safety and welfare of the exchange student, and the impact to the surrounding community, within 24 hours in serious situations, and no later than 72 hours.
When to report?
As soon as it is safely possible. They want to hear from us FIRST, not in a phone call from a natural parent, another embassy, a member of Congress, the press, etc.
Who reports?
WESSEX holds the actual Dept. of State permit to issue visas, so it is the WESSEX Responsible Officer, Nancy Dean is the Responsible Officer for 2025-2026, who does the reporting. The Contact with the Wessex Chair will be enough to get the process started.
How to report?
Anyone on your District Team should call or email Chair of the Wessex Group of YEX Clubs as soon as you have an “incident” with a student, and with as much information as possible.
Why?
Because all of us want to protect our students and our exchange program, and get as much help as we can in solving any of these problems.
