| Compliance Online Process |
| Editor: Wylie, Alan D. |
| Posted on Feb 16 2009 |
 | The beauty of the online process is that clubs will be self sufficient, knowing what has been done and what remains to be done. Moreover, clubs will have access to the training tools and forms needed without needing to ask the district.
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District Online Process -- Elements of the online process:
a. Powerpoint presentation for training counselor, host families, and other volunteers
b. Scorecard summarizing club status for meeting compliance requirements
c. Forms needed for the various sections in the compliance process
The Host Family & Counselor Orientation powerpoint presentation is used for training counselors, host families and other volunteers. Click on the link: Powerpoint Presentation to access the presentation.
The Scorecard is maintained to keep the clubs aware of their status for meeting the compliance requirements. Click on the Scorecard link on the left side of this web page to check your club's status.
Sections of the Scorecard are defined below, with reference to the needed forms:
Note: You can click on the forms in blue to access the actual form or from the left side of this webpage.
Section 1 - For the Host Clubs. This section should be done as soon as the club agrees to host an exchange student. The forms involved include:
a. Form 1 -- Club Compliance Form, signed by club president elect and club YEO, agreeing to comply to the district policies
b. Form 2 -- Club Contact Sheet, listing telephone numbers and emails for district and club officers and resources to help student (doctor, dentist, .)
c. Form 3 -- Profile on community, school, and first host family. (Material from the web can simplify filling in the community and school sections.)
Section 2 - For District administration, tracking the status of applications received from our partners abroad.
Section 3 - For the host clubs. Completing and / or just submitting paperwork needed to start the Visa process for your inbound student:
a. Copy of first page of application
b. Copy of student's passport page or birth certificate
c. Completed 2-page guarantee form (3 copies; signatures preferably in blue ink)
d. Confirmation that student has purchased insurance (Carl Luckenbach will provide; Carl is district insurance officer)
e. Form 4 -- Record of inspection of first host family home
Section 4 - Information Needed from Inbound Students
a. Copy of signed rules
b. Notification of arrival date
Student will also need to notify us when insurance has been purchased (item 3d above)
Section 5 - For the Host Clubs - Information required for the Club Youth Exchange Officer
a. Form 5 -- Volunteer Application
b. Criminal Background Check (Anais does, using information from volunteer application; CBC good for 3 years)
c. Form 7 -- Proof of Orientation
Section 6 - For the Host Clubs - Information for the Club Counselor
a. Form 5 -- Volunteer Application
b. Criminal Background Check (Anais does, using information from volunteer application; CBC good for 3 years)
c. Form 7 -- Proof of Orientation
d. Form 8 -- Record of monthly contact with student and host families and periodic contact with schools. This form is maintained throughout the year and submitted at the end of the year.
Section 7-10 - For the Host Clubs - Information required of the Host Families
a. Form 6 - Host Family Application
b. Criminal Background Check (Anais does, using information from volunteer application; CBC good for 3 years)
c. Form 4 -- Record of inspection of host families' homes
d. Form 7 -- Proof of Orientation
e. Form 9 - host family evaluation (after student has left home)
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