Rotary Youth Exchange - Student News

Your Minimum Reporting Requirements

The aims of the District 9780 Student Reporting policy include:

To ensure that each student under our care has a confidential channel through which he/she can make regular reports – be they positive or negative.

To ensure an effective and efficient means of two-way communication between Rotary Youth Exchange Students and the District 9780 Youth Exchange Committee.

Outbound Students

Reporting Period	From the August Briefing Camp until 3 months after you return home from overseas.
Reporting Deadlines	Monthly - between the 1st and the 7th of each month

Inbound Students

Reporting Period	From your August Orientation Camp until 1 month after your return to your Home country.
Reporting Deadlines	Monthly - between the 1st and the 7th of each month

Alternative ways of Reporting
The preferred method of Reporting is via the District website Student Reporting function which can be located at 9780.rotaryyouth.org.au

Note:
If, for some temporary reason, you cannot report via the District website you can telephone, text message or write (snail mail) to your District 9780 Countryman.

How to Report using the District 9780 Youth Exchange website (preferred method)

1	Go to 9780.rotaryyouth.org.au using an internet browser.
2	On the Home Page, log in using the email address you provided to the District 9780 Secretary as your User Name. Type in the Password allocated to you by the District Secretary or, if you have subsequently changed it, your new Password. If you have forgotten your password click “forgot password” and a new temporary one will be emailed to you.
3	You will receive a “Congratulations” message indicating that you have successfully logged into the District 9780 Youth Exchange website.
4	Click the mouse on the Student Reporting tab located on the left hand side of the page.
5	Click on Create a Report and begin filling in the Report. Do NOT just click on the Yes or No options. We require additional information to be written in the spaces provided so that your Countryman has full knowledge and understanding of how your exchange is progressing.
6	When you have finished your session you can click on the arrow pointing to the right. This will give you several further options. Lock if you have fully completed your Report and you do not wish to make further changes to it. Pencil if you want to change or add to the current Report details. Delete if you want to delete the current report. Magnifying Glass if you want to view the Report without making any changes to it.
7	Once you have made your selections Click on the arrow pointing to the right and your session will be closed.

“3 Strikes” Policy

Failure to Report on 3 consecutive occasions or a total of 5 times during the Reporting Period will be dealt with as follows:

First failure to Report:
A Warning will be issued to the Student, their Parents/guardians, Sponsor Counsellor & the District Governor of Rotary District 9780.

Second Consecutive or Third failure to Report:
A Warning will be issued to the Student, their Parents/guardians, Sponsor Counsellor & the District Governor of Rotary District 9780. In addition their Host Countryman and Host District Chair will be notified.

Third Consecutive or Fifth failure to Report:
As above, but with the following further consequences

Consequences:
A formal meeting will take place between the Countryman, Youth Exchange Chairman and District Governor of Rotary District 9780.

The probable outcome, subject to any/all extenuating circumstances being taken into account, will most likely be as follows:
Outbound Student – Repatriation back to Australia
Inbound Students – exclusion from any participation in the Safari Trip held in May/June.

OTHER REGULAR COMMUNICATION
In addition to Reporting to your District 9780 Countryman all Exchange Students should also maintain regular reporting with their Sponsor Rotary Club, through their Club Counsellor, their Host Rotary Club and their Parents/Guardians and friends.