TRAVEL POLICY FOR INBOUND EXCHANGE STUDENTS
(Revised 8/13/05)

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 This is a cultural and educational exchange.  Exchange students should take advantage of opportunities to travel under appropriate conditions while on their exchange.  While the host Rotary Club and Host Families are not under any obligation to provide or permit travel, there will be many opportunities to travel.  Students must adhere to this travel policy and should not make and execute their own travel arrangements outside of this policy.  Students must adhere to this policy.  Should they not do so, it is possible that their exchange could be terminated.  The student would be asked to return to their sponsoring country.

 In all cases the student must possess written approval from their natural parents authorizing travel during the exchange year.  This permission is required because the District 5190 Youth Exchange Committee, Host Rotary club and host parents are responsible for students while in this country.  We must know where students can be reached in case of emergency or a message from home.

Individual travel approvals will vary based upon many factors.  Host Parents will ask themselves if the travel is something they would allow their own son or daughter to do.  Further, common sense must be a guide.

 General Requirements:

1.   Travel Black-Outs - Students must not schedule personal travel that conflicts with mandatory orientations or the District Conference.

 2.   Within District 5190 Travel – Less Than 24 Hours - Students traveling within District 5190 with a  Rotarian from District 5190 or an adult member of their host family do not need to notify any one.  For purposes of these requirements, an adult is someone who is 21 years of age or older. 

3.   Within District 5190 Travel – More Than 24 Hours - Students traveling within District 5190 with a  Rotarian from District 5190 or an adult member of their host family must notify their club Youth Exchange Officer. For purposes of these requirements, an adult is someone who is 21 years of age or older.  When contacting this individual, the student should provide the following information:

1. Name of adult accompanying the student
2. Destination and route/itinerary
3. Housing/lodging location/address
4. Contact telephone numbers
5. Means of transportation’
6. Length of stay

 4.  Local Travel - Rotary Youth Exchange students are allowed to travel locally, within District 5190, at the discretion of the host parents and/or the host Rotary Club, with other high school students, to attend football games, dances, go shopping.  Students are permitted to travel locally outside the District 5190 boundary either with adults (individuals over 21 years of age) or with other students at the discretion of the host parents and/or the host Rotary Club where appropriate.  An example of such travel is to travel from Jackson or Placerville to Sacramento for dinner or shopping, whereas travel from Jackson to San Francisco is not Local Travel.

 5.  Travel Within 48 contiguous United States - Travel within the 48 contiguous United States, outside of District 5190, will be approved by the host family, club youth exchange officer or counselor and the RYE District Committee Country Contact. 

The following information will be required at a minimum for all trips outside the district.  

1. Name of adult accompanying the student
2. Destination and route/itinerary;
3. .Housing/lodging location/address
4. Contact telephone numbers
5. Means of transportation
6. Length of stay

 6.  Travel Outside of the 48 contiguous United States - Travel outside of the 48 contiguous United States including Alaska, Hawaii, Caribbean, Mexico, Canada and all other destinations will require the approval of the District 5190 RYE Chairman or designated alternate when appropriate.  Exchange students may not travel to their home country except for a major family emergency.

 The following information is required: 

1. Name of adult accompanying the student
2. Destination and route/itinerary;
3. Housing/lodging location/address
4. Means of transportation
5. Length of stay
6. Contact telephone numbers
7. Permission of natural parents via original letter or fax of original letter
8. Confirmation from Bob Edwards that Multiple Entry visa is in place and that appropriate notification of U.S. Department of State has occurred.

 7.  Travel in Small Planes - Travel in small (private, non-commercial) air planes is not encouraged.  Permission to travel in this way will only be approved with specific written permission of the natural parents, and President of the hosting Rotary Club.  Such permission must be requested, with supporting documents at least one week in advance.  Permission for travel by private plane must be obtained from the District 5190 RYE Chairman or; if he/she is unavailable, the Inbound Chairman.

 8.  Unaccompanied Travel – In general, Rotary Youth Exchange Students will not be allowed to travel unaccompanied while staying in District 5190 except locally.  Any such travel must be approved by the District RYE District Chairman or alternate.  It is the responsibility of the host parents to verify all plans, itineraries, etc.  The individual meeting the student at the other end of the journey must be approved by the Host Parents and the Host Rotary Club.

IF YOU HAVE ANY QUESTIONS, CONTACT YOUR CLUB YOUTH EXCHANGE OFFICER OR YOUR RYE DISTRICT COMMITTEE COUNTRY CONTACT.