Insurance Certificates
As of 30 August 2017, Arthur J. Gallagher (AJG) is the new insurance broker for the Program.
To access insurance information online, such as certificates of insurance, policy summaries, and incident/claim forms. Please visit Gallagher Insight website:

All U.S. Rotarians will need to use the below credentials:
Password: rotarian1 

Rotary Youth Exchange Officer Resources
This site is intended to make the vast wealth of Rotary Youth Exchange information and resources easily accessible.

North American Youth Exchange Network (NAYEN)
partnering with the world for a better youth exchange experience

Youth Exchange Officers’ Directory
Contact Information for our Trading Partners
2021-2022 Youth Exchange Officers’ Directory
2020-2021 Youth Exchange Officers’ Directory
2018-2019 Youth Exchange Officers’ Directory
2019-2020 Youth Exchange Officers’ Directory

EVP – Welcome Brochure
EVP Welcome Brochure 2022 PDF

Job Duties

Want to know what a job entails?  Check out the following links:

It takes a village to run an great program and we have one of the BEST!

Monthly Report

MANDATORY monthly reports are due by the 15th of each month!

The monthly report template can be accessed through the Counselor and Youth Exchange Officer portal.

Now that all of our young ambassadors are here, we get to start getting to know them, as well as their host families. And we show it by submitting a “monthly counselor report” by the end of each month.

The good news is:

1) The more contact you have with your student and their families, the more fun you are likely to have as a counselor. The Dept. of State requires that we have monthly contact with student and family, but we ask that you have at least twice-monthly contact and weekly contact is even better. You will figure out with your student (and host families), as you get to know each other better, what that contact will look like.

2) It takes about a minute to log into the YEO Portal (click on “Inbound Students”, then on “Select a current inbound student”, then on your student’s name, scroll down to the bottom of your student’s screen and click on “Submit Monthly Counselor Report”) and complete/submit your monthly counselor report. It will take a little longer if you add in some specific comments about how things are going, in the “comments” section. We hope you will take that little extra time; these reports are actually read (!!!) and it’s a delight to hear when things are going well, and if there are problems they can be monitored or pounced on quickly.

The bad news is:

If you don’t submit your monthly counselor report by 5 days before the end of the month, you will get an automated message from Rotary D5160 Youth Exchange reminding you to do it. And if you’ve not done it by the last second of the last day of the month you’ll get another one! And if you STILL don’t do it, you might actually get an e-mail from a real live nag within the district!

Medical Care

If your student has an emergency, take them to the nearest hospital.

Your student should carry their insurance card at all times.
You should also carry a copy of their card.

If your student needs to see a doctor for a non-emergency, contact CISI first to open a case number.
CISI can be reached at:
(800) 303-8120 toll-free within the United States

CISI created a helpful FAQs document that will help students and host families navigate claims handling while on exchange in the USA.
For example, how to locate a doctor, preferred provider look up, how to handle emergencies and more.

If your student sees a doctor, emergency or not, please notify our inbound coordinator.
Day or night, please call.

Departure Dates

In addition to talking to your host Rotary Club and Host Family, please keep the following information in mind when booking your return flight home ticket:

  • Flights home must be within 2 weeks of the last day of school and/or 7 days after our Goodbye Weekend or 7 days of the D5160 approved end of the year trips.
  • All return dates must be approved by the D5160 Inbound Coordinator and District Chair PRIOR to booking the flight. Student and their family will be responsible for any additional transportation fees if the procedure is not followed.
  • It is a Rotary rule that your return flight on the way home must be the shortest possible route with no student/parent requests granted for stop overs or individual travel.
  • No date AFTER July 7 will be approved for departure.

Frequently Asked Questions about Youth Exchange

1. What is the club’s role in the long-term program?

Rotary clubs that participate in the long-term Youth Exchange program are demonstrating their commitment to International Service in one of the best, most direct, most meaningful, and most fun ways possible. Clubs will seek out and sponsor local (outbound) students to spend a year overseas in a remarkable, life-changing experience, and will host one or more foreign (inbound) students for a year in your community.

Under the leadership of a club Youth Exchange Officer, Rotarians visit high schools and/or local community organizations to tell teenagers about the opportunities in the Youth Exchange program, meet with interested students and their parents, and interview the students to determine their suitability for the program. Clubs are urged to invite their outbound candidates to one or more Rotary meetings before the student leaves, to help them learn more about Rotary and the sponsoring club. Outbound students should be given a few club banners to exchange overseas.

For the inbound students, the club is responsible for finding host families and arranging for schooling, in addition to providing the student with a monthly allowance (see below). Ideally, there should be two or three different host families through the year, so the student gets to enjoy a variety of experiences, several families get to enjoy the student, and no one family is over-burdened. The club must get approval from a local high school for the student’s enrollment there.

The host club must also designate one of its members to serve as the inbound student’s Counselor, to meet with the student on a regular basis, keep on top of the student’s progress through the year, help resolve problems, and provide a direct link to the Rotary club. The Counselor can be the Youth Exchange Officer or a different member, but the Counselor cannot be the current host parent.

Host clubs should try to bring their inbounds to at least one Rotary meeting each month, so as many members as possible can meet the student. It’s also a great idea to involve the student in club activities, whether they are community service efforts, social events, or whatever. These events allow the student to meet more Rotarians, and vice versa, opening up wonderful opportunities for future times together and greater international understanding.

2. What is the club’s role in the short-term program?

Currently District 5160 does not participate in the short term program

3. What will it cost the club to sponsor an outbound student?

Not very much at all, actually. District 5160 imposes a fee of $750 on its clubs to sponsor an outbound student. A few club banners and one or two meals as guests of the club is all that’s additionally required.

4. What will it cost the club to host an inbound student?

District 5160 imposes a fee of $450 on its clubs to sponsor an inbound student.

Additionally as part of the Youth Exchange program, Rotary Clubs are required to provide a monthly allowance to long-term exchange students. This is specified on the Guarantee Form (part of the student’s application), and is mandated by the US State Department for issuance of student visas. In most districts, it’s not very much at all. This money is paid directly to the students, to help offset the cost of school lunches and other regular expenses, and is a valid use of charitable Rotary funds.

Clubs in District 5160 are asked to provide a cell phone with unlimited texting, however a SMART phone is not required.

School registration fees are also paid for by the hosting Club

5. How do we find exchange student candidates?

If you think that most teenagers could not be exchange students, and could not handle the challenges of a new language, people, and culture, well, you’re absolutely correct! But there are exceptional students in every school who would be perfect for this program, and would jump at the chance to take part, if only they knew about it. So the first step is to get into the schools and talk to the kids!

One good place to start is with your local Interact Club. There you have students who already have some knowledge about Rotary (or they should, anyway), and the faculty member who sponsors the Interact Club should be more than open to a speaker from Rotary. But limiting the audience to Interact members excludes other local students, and that’s something you don’t want to do. We have found that foreign language teachers are usually very receptive to Rotary representatives talking to their students about the YE program, and we’ve been very successful following that route.

Your District Youth Exchange Committee is more than willing to help. They have experience talking to teenagers, and can explain all the details of the program in a way that will excite, rather than bore, them. Contact your District YE Chairperson for help – you’ll be surprised at how many students in your own community would love to spend a year overseas.

6. An exchange student candidate just called us. What do we do now?

Check their birthdate! Students must be no younger than 15 or older than 18.5 years on August 1 of the year they’ll be departing.

A good first step is to refer them to this website (, where they can find plenty of information – just like you’re doing right now. It’s important for the club Youth Exchange Officer to meet with the student and his/her family to get a handle on their qualifications and motivation, and to answer the many questions they may have. If the YEO is new to the position, or would like some help, just contact the District YE Committee – they should be happy to make someone available to assist.

Once you’ve met the student and decided that your club will sponsor him/her, then work with the candidate to complete the application form and financial agreement and make sure it is forwarded on to the District YE Committee in advance of the annual deadline.

7. Our club got a call/e-mail from a Rotarian overseas, looking for a place for his child. What should we do about this?

Unfortunately, some of our Rotary colleagues overseas will take unfair advantage of their membership and try to open up an opportunity for their own children. As a matter of policy, any such requests should be immediately forwarded on to the District YE Committee. Rotary International regulations prohibit private exchanges, or even club-level exchanges. All YE arrangements must be made at the District level.

Our exchanges are established based on years of experience, with districts whose programs we know we can rely on, both for selection of inbounds as well as hosting of our outbounds. It is almost always true that attempts to arrange private exchanges are a result of a student’s not meeting the criteria of the local district, or the parents’ trying to push the student into something they really don’t want. Without the proper selection and orientation process, the chances of a student’s exchange being successful are dramatically reduced. Therefore, it is rarely a good idea to endorse an independent request for an exchange, because it really puts the reputation of our entire program at risk.

8. Our local high school soccer coach wants us to help bring in a star player as an exchange student. How do we do that?

You probably already guessed the answer to this one. We don’t. Rotary does not put its stamp on exchanges that are not the product of regular Rotary Youth Exchange procedures. A student in another country must apply through their local Rotary Club, be selected and endorsed by the local district, and be recommended by the district to us. It is not the purpose of this program to help a soccer coach win a league championship. Our goals are much more important – to build international friendships, break down barriers and stereotypes, and create understanding that transcends political boundaries. Sorry, coach, you’ll have to look elsewhere.

9. Can our children and grandchildren participate in Rotary Youth Exchange?

YES! YES! YES! The Rotary Youth Exchange program is open to children of Rotarians and non-Rotarians alike. Because this is not a program of the Rotary Foundation, there is no restriction on who may participate, and we can certainly send your club members’ children and grandchildren, if they would like to go. At the same time, though, be careful not to restrict participation to offspring of your fellow Rotarians. The program offers wonderful opportunities to those very special teenagers who recognize its importance and are willing to take on its challenges. And keep in mind that parents of exchange students can also be potential new members of your club!

10. Do host families have to be Rotarians?

Absolutely not. Though some clubs prefer to have the first family be a Rotary family, perhaps to cement the relationship with the club, there is no requirement that all or any of the host families be Rotary members. In fact, host families, like families of outbounds, often discover Rotary because of this program, and ultimately join Rotary Clubs.

But the important thing to remember is that any reputable family in your community is eligible to host a Rotary exchange student.

11. So how do we get started?

It’s easy!
Contact the District YE Chairman in your district,

Schedule one of the Youth Exchange committee members as a speaker for your club, and start talking about hosting an inbound student next year (those arrangements need to be made several months in advance, so it’s never too early). Make plans to talk to your area high school students early in the fall, for the long-term program the following year. Invite an inbound student or former outbound student to speak at your club to help inspire the membership. And get ready for one of the most rewarding, most wonderful programs that Rotary has to offer.

Welcome to Rotary Youth Exchange!

Training Modules

Training of YEOs, Counselors, Host Families and Students, is a critical component to keep our program’s adults and students safe, happy, and healthy.  With this in mind, the links below are critical training tools and videos:

Information, Handbook & Process Guide

No videos at this time.