District Record Keeping

1. District Record Keeping Or How to Keep the Department of State Happy and Ohio-Erie Exchanging Students

2. Background • DoS and CSIET have imposed strict requirements on exchange programs • Record keeping requirements • Background checks • Compliance audits • Ohio-Erie must have access to certain records and produce them when asked

3. Established Procedure • Keep minimum records at Ohio-Erie level • Keep most records at District level • Keep duplicate records at Club level • Maintain a record keeping standard for Ohio-Erie for the Districts and Clubs to follow

4. District Record Keeping • Each student has a file • File contents are standardized • District decides who will maintain records • Files are sent to Ohio-Erie when needed

5. Inbound Student File • Student Application • Host Family Applications • Host Family Interview Checklist • Club Certification Compliance Form • Volunteer Applications • Reference Checks • All correspondence relating to the student • Record of all training and background checks • Counselor Monthly Log

6. Host Family Application • Complete for each host family • Student name & club name at top • Copies are acceptable • Accompanies completed GF from Club • Additional host family applications are sent prior to the student moving

7. Host Family Interview Checklist • Signed by both host parents and Club YEO • Sent to district along with Host Family Application • Provides evidence that we have followed procedures

8. Club Compliance Certification Form • Completed each year for each hosting club • Signed by YEO and Club president • Required for RI certification

9. Volunteer Application • One for each student a volunteer is in contact with • Copies acceptable • Same application can be used for up to five years

10. Reference Checks • Must be done for all host families and volunteers • All persons over 18 must be checked • Should accompany the relevant application

11. Inbound Student Checklist • Place at the front of the student file • Keeps track of required file contents • Confirms required orientation and training were conducted • Indicates dates that background checks were done

12. Counselor Monthly Log • Added at the end of the exchange • Verifies required DOS contact with the student and host family

13. Letter to Club YEO • Ties everything up • Outlines what needs to be done • Includes all the forms the YEO will need

14. Outbound Student File • Student Application • Interview Records & Evaluation Form(s) • Completed Guarantee Form • Flight Itinerary • Documentation of Orientation Attendance • Volunteer Application(s) & Reference Checks • All correspondence relating to the student • Record of all training and background checks

15. Getting Ready for the Audit Ohio-Erie Rotary Youth Exchange Program, Inc. Fall Meeting, Sutton/Flatwoods, WV October 2, 2010

16. Procedure • RO will Send a list of all students to auditor • Auditor will randomly select students • RO will send list of students to each district • District will send documents to RO • RO will send documents to auditor • Auditor will prepare report • Auditor & RO will finalize report

17. Timelines • Oct. 15: List sent to auditor • Oct. 25: Selected students sent to RO • Nov. 1: Lists sent to districts • Nov. 15: Documents sent to RO • Nov. 25: Documents sent to auditor • Jan. 15: Final report issued by auditor • Feb. 1: Report sent to DOS and CSIET

18. What You Will Need: Inbounds • Host Family • Application(s) • Interview Check List • Reference Checks • Background Checks • Orientation & Training sign-in sheet

19. What You Will Need: Inbounds • Counselors, YEO’s, Etc. • Application(s) • Reference Checks • Background Checks • Orientation & Training sign-in sheet

20. What You Will Need: Inbounds • Inbound Student • Counselor Log • Pre-exchange correspondence with the student • District Orientation sign-in sheet

21. What You Will Need: Outbounds • District Interview Records • District Orientation Sign-in Sheet • Travel Itinerary

22. What You Won’t Need • Student Applications • District & Club Profile • Guarantee Forms

23. What You Need to Do • Organize Paperwork by Student • Scan or Copy all Documents • Scan as Acrobat files • Put each student’s records in a separate folder • Use the EXACT file names specified by the RO • DON’T put each student’s record in a single document • Burn scanned documents to CD • Copies and CD’s will NOT be returned • Mail Package Promptly to RO • Within two weeks

24. What You Need to Do • Answer Subsequent Questions Promptly • Respond within 5 days • Make an effort to find/locate missing information

25. How Will We Be Evaluated • We must score an overall average of 85% • Each of the following items must be 85% or above • High school enrollment (5 questions) • Host family screening, application, interview, references (8 questions) • Monthly contact (1 question) • Volunteer screening (1 question) • Each audit question must be 75% or above

26. High School Enrollment • High School enrollment form • Optional Supplemental Information: Verification from the school or its website regarding accreditation • Student US-bound flight record, travel itinerary, or other indication of student arrival date • Record of the student application or letter on this matter being sent to the school

27. Host Family Screening • Sponsor uses a standard application • A profile of the host family, their home environment, family composition and community environment • In-person interview with all family members residing in the home • References and interview evaluation • Records of background checks • Host family orientations may not be combined with the host family interview

28. Other Items • Monthly Contact • Counselor logs • Volunteer Screening • Volunteer applications • Reference checks • Volunteer background checks

29. Questions?