Club and District Leadership Roles

As with any Rotary program, volunteer support is essential for success. The Rotary New Generations Service Exchange program is administered at the district level under the supervision of the district governor. Rotary clubs interested in sending or hosting participants must coordinate their participation through the district‐level program.

An effective New Generations Service Exchange program relies on the dedication of Rotarians serving in leadership positions. These positions will vary from district to district and club to club, depending, in part, on the size of the program. Whatever their specific positions, all involved should have a clear understanding of the division of responsibilities in how the program works.

The following provides a general description of roles and responsibilities for each position or activity.

Multidistrict New Generations Service Exchange Groups

Many districts have found it beneficial to establish multidistrict New Generations Service Exchange groups, which allow for streamlining administrative duties and ease the burden placed on participating districts. Although each multidistrict group operates differently, many arrange training and orientation for participants, process applications and visa paperwork, negotiate group purchase of travel and health insurance, and promote the program in specific geographic areas.

District Governor

District governors are responsible for the supervision and control of the New Generations Service Exchange program and should be familiar with program guidelines. The district governor carries out the following duties:

• Appoints a district New Generations Service Exchange chair.
• Oversees the appointment of a district New Generations Service Exchange committee.
• Governors are encouraged not to change more than 50 percent of the New Generations Service Exchange committee at any time in order to ensure continuity. Governors are also encouraged to place the governor‐elect or governor‐nominee on the New Generations Service Exchange committee so he or she can become more familiar with the program.
• Supports and monitors club and district programs to ensure New Generations Service Exchange activities are conducted appropriately.
• Addresses problems when they arise and sees that the NGSE Chair corresponds with counterparts in other districts.

District New Generations Service Exchange Chair and Commitee

The district chair coordinates and promotes New Generations Service Exchange activities within the district and communicates with Rotary International, the district governor, and clubs. In consultation with the district governor, the chair appoints the district committee and defines specific responsibilities for each member. The size of the committee will vary, depending on the size of the district program. One member of the committee should be responsible for encouraging and helping people with disabilities to participate in exchanges.

Committee member responsibilities

1. Work with Rotary clubs to:

•  Train club New Generations Service Exchange committees.
• Provide information on Rotary resources to help strengthen clubs’ New Generations Service Exchange activities

2. Coordinate the following New Generations Service efforts:

• Organize a program for group or individual exchanges, including involvement of clubs, educational facilities, and visits to a variety of businesses to support the vocational aspect of the exchange.
• Screen and train host families, outbound participants, and adult volunteers.
• Establish procedures for supporting participants to overcome cultural or other problem situations.

Length of Service

Although the RI Board encourages a three‐year limit on the length of service of any one chair, the special knowledge and experience required to administer the New Generations Service Exchange program sometimes necessitates an extension to allow time to provide for a properly trained successor.

3. Manage the following outbound activities:

• Establish international contacts and communicate with them to place participants.
• Help clubs select participants.
• Provide participant and parent orientation.
• Coordinate all travel and visa arrangements for participants (unless managed by a multidistrict group on behalf of the district).
• Serve as liaison between participants, parents, and travel agency to ensure that itineraries for exchange are established.
• Review reports received from participants abroad and take action to respond to any issues of concern reported.

4. Manage the following inbound activities:

• Serve as liaison between the district’s host Rotary clubs and the participants’ home districts.
• Coordinate all travel and visa arrangements for participants (unless managed by multidistrict group on behalf of the district).
• Coordinate orientation for participants upon arrival.
• Assist clubs in selection and orientation of host families.
• Meet arriving participants at local airports and coordinate departure flights.

5. Implement risk management policies:

• Develop procedures for handling and reporting incidents, such as severe illness, necessary early returns, abuse or harassment, political unrest or natural disaster

Rotary Club

Rotary ClubWhile coordinated at the district level under the supervision of the district governor, the New Generations Service Exchange program depends on the participation of Rotary clubs, Rotarians and their families, and others in the community to build an effective support system for sending and hosting participants. All members should make an effort to participate in New Generations Service Exchange activities, either as a member of the club New Generations Service Exchange committee or as a host parent.

Each participating club assumes the following responsibilities:

• Coordinating club New Generations Service Exchange activities with the district program and ensuring compliance with RI and district policies.
• Attending district New Generations Service Exchange meetings
• Establishing club expectations for participants.
• Ensuring that participants attend mandatory functions, such as orientations or district conferences.
• Receiving feedback from participants for program modification.
• Notifying district New Generations Service Exchange chair of any participant issues or concerns.
• Raise and allocate funds to support participants – if needed.

For outbound participants:

• Promoting the program to participants in the community, distributing applications, and coordinating selection of participants at club level.
• Interviewing and selecting candidates for the exchange.

For inbound participants:

• Establishing and maintaining contact with inbound participants before they arrive.
• Meeting participants at airport or train station.
• Serving as liaison between Rotary club and universities/work places that participants attend during the exchange.
• Interviewing and screening potential host families.
• Maintaining contact with district inbound coordinator.
• Arranging disbursement of allowance for participants – if applicable.
• Coordinating selection and orientation of host families and maintaining contact with host families throughout the participant’s stay.

These responsibilities are shared among the club president and the club New Generations Service Exchange committee and chair as follows:

• The club president appoints the club New Generations Service Exchange chair, who should be someone with previous New Generations Service Exchange or for the immediate future, Youth Exchange experience. The president also oversees the selection of the club committee and supports the club’s New Generations Service Exchange activities.
• The club New Generations Service Exchange chair plans, implements, and supports all activities involving sending and hosting participants.
• The club New Generations Service Exchange committee provides support as directed by the chair.
• The size and scope of this committee will vary according to the size of the club and the extent of its involvement in the program.

Rotary International

New Generations Service Exchange programs are implemented by districts, with local Rotarians making all exchange arrangements. The RI Secretariat provides the following support to Rotarians involved in New Generations Service Exchange:

• Forwarding inquiries from prospective exchange participants to district chairs and club presidents.
• Providing an updated list of district New Generations Service Exchange chairs and multidistrict officers each quarter.
• Facilitating communications between New Generations Service Exchange chairs around the world.
• Developing promotional materials for Rotarians to use and working to place stories on New Generations Service Exchange in newspapers and other publications.
• Working with other exchange organizations and regulatory bodies.