Appropriate short term exchange background procedures
Counselors: Background check and 2 personal references
Host Family members 18 and over: Background check, 2 personal references, host family application with photos
Foreign Applicants looking for a match - For more info contact ESSEX STEP Chairman
matches are available in The Netherlands
Brazil - Female - DOB 19/Dec/1996 from Sao Paulo
2 - Females from Quebec, Canada looking for a match or Host Families for 3-4 weeks this summer of 2013
DOB - 01/Jul/1998 - AF available upon request
DOB -17/Jan/1995 - AF available upon request
Before You Begin
Please contact your local Rotary club BEFORE completing this application. Some clubs have additional application forms and/or rules. If you live in the Rotary ESSEX area and need help locating a club in your area, you may call our toll free number 1-888-ROTARY-X (1-888-768-2799). See the ESSEX Map for the areas of the USA, Canada and Bermuda that are part of ESSEX.
Short Term Application Download and associated forms
Type in the requested information, including the name, address and phone number of your local Rotary Club chairman and your district chairman. E-mail addresses are greatly appreciated. ALL applications should be typed. It is easier to read and faxes
better. Scanning pictures onto the first and last pages works well.
The application does not print out well on some ink jet printers. We recommend that you fill out and print the application on a laser printer, if possible.
Print 4 copies. All copies must have original or scanned color photos and original signatures. All signatures must be in blue ink. Submit one ESSEX Short-Term Exchange Check List to your Rotary Club Youth Exchange Officer (YEO). The only part of this check list you need to complete is your last name and first name with a minimum of 3 country choices with #1 being your first choice of countries. The Rotary Club YEO and District Chair for Short-Term will complete the rest of the check list.
You have already completed your country choices on the check list, but it is very, very important that you communicate to your club chairman and/or your district chairman how flexible you are. For example, if you are willing to go to any Spanish–speaking
country, make sure your chairman advises us on your application checklist. If you will only go to your first choice or if there is somewhere you won’t go, let us know. Sometimes we are unable to get cooperation from the foreign contacts. When this happens having several options helps find you a suitable match.
Keep one copy of the application for your files. Mail or deliver your other 3 to the local Rotary club. The local Rotary club will interview you before referring your application to the district. If you are accepted for the program, the Rotary District Short-Term Chair
or Youth Exchange Chair will sign your application before it is sent onto ESSEX STEP Chair.
To Apply for Medical Insurance
All students are required to carry the CISI-Bolduc medical insurance Policy Plan B with personal Liability Coverage. To download the application to complete and submit with your application package, please click on the "2013 CISI Insurance Application" link above, and then click on " Short Term Application Download and associated forms". A check payable to CISI-Bolduc must be sent along with the insurance application as part of the Application Package as follows:
For a 3-4 week each way exchange the 1 month policy B must be taken for the cost of $69.00
For a 6 week exchange the 3 month policy must be taken for the cost of $189.00. This type of policy is required when a short term exchange is requested and completed with a Country from the Southern Hemisphere. By ESSEX rule our leg of the exchange can not be longer than 6 weeks. By requirement of the foreign Country there leg of the exchange must take place during Dec-Jan-Feb and be a minimum of 8 weeks which means you must get permission from your local high school officials to allow the foreign student to attend the school as an observer only at the time your son/daughter is in school during the exchange period of time.
The following checks must be submitted with your application:
• One payable to “ESSEX STEP” in the amount of $65.00, application fee
• One payable to CISI-Bolduc in the amount as indicated in the above Paragraph
• One payable to your Rotary district if there is a district fee.
Please check with your sponsoring District/Rotary Club for associated District fee.
Apply for Your Passport
Apply for your passport if you don’t already have one. Be sure to allow enough time for it to be processed.
Downloads for Youth Exchange Officers:
2013 ESSEX Short Term Exchange Handbook
2013 ESSEX Short Term Exchange Check List
2013 ESSEX STEP Application Procedure
2013 Instructions for a Club Short Term Exchange Chair
2013 Instructions for a District Short Term Chair