DUTIES AND RESPONSIBILITIES OF A COUNSELLOR OF AN INBOUND

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DUTIES AND RESPONSIBILITIES OF A COUNSELLOR OF AN

DUTIES AND RESPONSIBILITIES OF A COUNSELLOR OF AN INBOUND EXCHANGE STUDENT

Each club is required to appoint a counsellor for their outbound student. Even short term students require this most important person in their Rotary. This person must be a Rotarian. It can be male or female.



The Counsellors partner is half of the counselling team and together they are most important to the smooth running of the Exchange.


By this stage, the district committee has done a great deal of work. They have found you a counterpart in another country. And I can assure you its not always easy Germany may be, but my Austrian counterpart reckons that this year has been more strenuous than five hours in the gym each day and he has lost 5 kilograms – don’t worry I found them! I think Mike has found a similar situation in Italy.


As soon as you have information on the EXCHANGE STUDENT

  1. WRITE to the him or her and introduce yourself. Give information about your Rotary Club, your town, the school, your own family, where you live, local climate, type of clothing needed. For Long term. How many families you anticipate they will have and and how long s/he will stay with your family on arrival. If you have at this stage, give them contact details of their first host family..


  1. Communicate with your students parents – remember they are sending their little darling to a foreign country – BIG BAD AFRICA. – they have heard all sorts of strange things happen here and that it is not safe. Reassure them and let them know what a wonderful – awesome – South Africa we live in.


  1. Organise HOST FAMILIES –we recommend 3 or 4. Set DATES to change host families. Ask host families to WRITE to Student and his/her parents as soon as possible.


  1. Enrol them at a SCHOOL which is convenient to all the host families. The visa that is issued names the school they are to attend and cannot be issued until this has been done. It is not recommended that Students change schools during the year. Mainly because of the visa problem. But also, this is where they make friends


  1. A suggestion is to get all the host families together and set the ground rules. Things like curfews. House rules – each family is different, but remember they are really still children who need rules and they will all try and push the boundary somewhere – so if you have met and gone through these rules, you are all singing off the same hymn sheet. It really makes things very difficult when one family sets a curfew of 10.30 and the next has totally different ideas and 2.30 is fine Treat them as you would your own child. They are not to be treated as a guest in your home – they are a part of your family..


  1. MEET Student on arrival at airport, together with first host family, and if possible the Club President. It may be overwhelming when there is a crowd – but wow – what a way to arrive in a strange place and see all these people who are going to befriend you and do things with you.


  1. If you can have the Student to STAY for a day or two when they first arrive. This will give you a chance to meet them, and sort out those things like bank accounts and school uniforms. If the student is to move into their first host families house, do this as soon as possible – they also need to unpack and settle in. If this is not possible, make sure you have the Student to stay for a few days as soon as can be arranged. Set aside as much TIME as possible to spend with the Student over this time, to establish a good RAPPORT, so that if and when any problem does arise later it can be discussed in an open and frank manner.


    1. While the student is staying with you organise a function inviting all Host Parents, so that they can meet the Exchange Student.

    2. Set the GROUND RULES for the year ahead as you have discussed with the host families.

    3. Discuss the DISTRICT RULES that were signed by him/her.


  1. Establish contact with the SCHOOL and enrol Student at school. Keep up contact with the school and ensure Student ATTENDS regularly.


  1. District requires counsellors to issue reports – so you should get a REPORTS from the school at regular intervals for inclusion in your Reports to District.


  1. Arrange for all TRAVEL DOCUMENTS (passport, airline tickets etc.), to be handed to yourself for safe keeping



  1. Ensure that Visas are valid for the entire year and Entry Permit is stamped for Multiple Entries. If necessary take student to Home Affairs and extend/ amend as necessary.


  1. Check that INSURANCE cover held by Exchange Student is adequate and complies with Rotary International requirements.


  1. Open TWO BANK ACCOUNTS for the Exchange Student as soon as possible.

    1. one for Club allowance purposes, and


    1. the second to hold the Contingency Fund or Emergency Fund of US$ 300. This account requires the signature of both Counsellors and Student on all withdrawals. –(Any two to sign) Due to the volatility of the exchange rate, We have found of late that it is more convenient to put those dollars or Euros in an envelope, sealed and signed by both the counsellor and the student, into a safe. But make sure that each time this envelope is disturbed during the year, it is resealed with both signatures and perhaps even the reason for the “withdrawal” recorded. This money is returned to the student at the end of their year. The reason for the is emergency fund , is as it states – emergencies – a visit to the emergency room at hospital, At the end of the students stay – once all debts have been settled - this is returned to the student – and depending on the arrangements they have made with their parents – can be used to purchase those last minute gifts.


  1. Maintain regular contact with Student throughout the year. The simple way to achieve this is to arrange for the Student to have a MEAL on a weekly or fortnightly basis. This is recommended as it helps to keep a good rapport. A Student cannot be expected to seek the help and guidance of their Counsellor in "bad times" when there has been no prior association during the "good times". On these occasions discuss any difficulties which the Student may be having and plan the following month's activities. Perhaps draw up a bucket list or a wish list of what the student would like to do. And then take this list to your club members – amazing how t someone comes to the party – whether it’s a rugby game at Kings Park – sorry ABSA stadium – or surfing. One of the members happens to know someone who can fulfil this dream.


  1. Ensure the Student receives his/her monthly ALLOWANCE which you have obtained from the Club Treasurer.


  1. ATTEND the Orientation session with your Student


Travel

  1. MONITOR his/her travel arrangements whilst in South Africa

  2. Remember:

    1. The Exchange Student is not allowed to travel outside his/her host town without YOUR approval.

    2. Consult with District Committee PRIOR to giving approval if the Student wishes to travel OUT of the District.

    3. Approval for travel should not be given unless you are totally satisfied that acceptable accommodation is being provided by persons known to Rotarians and that travel arrangements are satisfactory.

    5. Hitch_hiking is not allowed nor is travel in a Mini Bus Taxi

    7. At all times during travel outside home town you should have a CONTACT NUMBER for the Exchange Student.

    8. The student needs to complete a “Student Away Form” and submit this to their placement officer.


Public Speaking

  1. ARRANGE speaking commitments for the Student with Rotary Clubs and other organisations, and generally assist with contacts and opportunities etc.


THE HOST FAMILIES

  1. COMMUNICATE

    1. Keep in Close contact over the year and smooth out any problems that arise.

    2. Ensure changeovers take place on the arranged dates, at times convenient to all parties. Also that they go smoothly, with the minimum of fuss. FOLLOW THROUGH after the changeover to ensure student is settling in. (Note: lt is NOT desirable to extend the agreed term with any of the families, unless there is a particular reason which is in the interests of ALL parties).

    3. Watch for unnecessary friction caused by Student possibly "overdoing" his/her activities, to the detriment of the hosting family. Balance needed.


THE HOST CLUB

  1. Ensure other members of the Club are involved, apart from hosts.

  2. Work quietly in the background throughout the year to encourage ALL Club members to entertain the Student on one or more occasions. S/he is the Club's Student.

  3. Encourage private entertainment.

  4. Organise social events at home with other Rotarian families.

  5. Communicate - Make regular announcements of Student's news and activities.

  6. Make arrangements for Student to address Club formally/informally as appropriate.


THE EXCHANGE STUDENT'S PARENTS

  1. Communicate - WRITE to them as soon as you can.

  2. Ensure any of their reasonable wishes are carried out.

  3. Ensure their son/daughter WRITES TO THEM regularly and remembers family birthdays and anniversaries.


THE SPONSORING CLUB OVERSEAS

  1. Communicate - Establish contact with sponsoring Club Counsellor at an early stage and report periodically to him/her.


REMEMBER that COUNSELLORS are the most important persons in the Exchange Programme.

To be effective you should keep your finger on everything, but at the same time stay in the

background. Please be aware that personalities may clash. Should this happen, do not be discouraged. Ask your Club to appoint an alternate Counsellor and bow out gracefully. Should your circumstances change and you feel you are not in a position to afford the necessary time to the student, again, ask your Club to appoint someone else.





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