YEP - Application and Selection

Initial Applications are made by students to their nearest Rotary club participating in the Program. If this is not known, the secretary of the District Youth Exchange Committee can provide the most appropriate contact. If an applicant approaches a Club that is not involved in the YEP, then the Club is requested to refer the applicant to the Committee. Please us the form at the foot of this page to contact Youth Exchange Committee Secretary Stuart McDonald.

 

 

Applications may be made to more than one Rotary club. If applicants are interviewed and selected before meeting with other clubs, they should advise the other clubs as soon as possible. The club selecting the student should also advise the committee secretary straight away to help with coordination. Click here to download the Initial Application form: Initial Application Form

 

The Initial Applications to clubs are to be supported by the most recent school reports and any other documents or references the applicant may wish to present. They are to be submitted to Clubs by 31 March annually. Clubs are then to complete interviews at their level during April.

 

Once clubs have selected a student they wish to sponsor, they are to assist their applicant with the preparation of the formal Youth Exchange Application. This form can be obtained from the District Committee Secretary or online. Click here to download the Final Application form: Final Application Form

 

NOTE This file is large, about  830 Kb, and might take some minutes to download depending on the speed of your internet connection.

 

This form is in MS Word format and, when you have downloaded it, the detail of your application can be typed directly on to the form. The completed form should be saved on your computer and then printed and signed in accordance with directions for completion. A well prepared and thorough application is the first contact with the District Committee and the subsequent overseas host district and club.

 

The formal applications are to be submitted to the District Committee by 15 May wherever possible. The District Committee will then run two weekend activities. An application fee is required before the start of both these activities and this amount will be advised annually.

 

The first is an Assessment Weekend, usually the last weekend in May and is a residential camp. Parents are invited to attend the final session after lunch on the Sunday of that weekend. They are briefed on subsequent procedures and the payment schedule and have the opportunity to have any other questions answered.

 

The second is a further formal Interview at some stage over the following weekend. At the end of that weekend, the Committee finalises selection and students are advised of their country allocations.

 

Applications and any other outstanding paperwork are then finalised and submitted to the District's overseas partners. Although final acceptance cannot be guaranteed or advised until the overseas districts confirm acceptance, further orientation sessions and administrative preparations continue on the assumption that this will occur.

 

Some overseas acceptances may not arrive until quite late in the year. However, this is in time for final visa and travel arrangements to be made to allow for departure in the second half of January.