1. Travel within District 9790.
2. Travel to 'neighbouring areas' including Melbourne.
3. Overnight travel outside the District.
4. School excursions.
5. Travel outside Australia.
6. The District 'Rock-to-Reef' walkabout.
As Youth Exchange is first and foremost an educational exchange, any travel undertaken by an Inbound student can be undertaken during school holiday periods, weekends and public holidays. When a student applies for travel outside these periods and any absence from school will occur, the student must begin with the approval of the Host School principal to be absent from school. Ref District ByLaws 7.4 (d) below.
1: Travel within District 9790
Day trips: Any local area travel within the District may be taken at any time with theapproval of the host parents.
Overnight trips: Any travel within the District involving an overnight stay must be approved by the host parents. The name and contact details of the host for the overnight stay must be completed by the student and verified or checked by the host parents.
2: Travel to 'neighbouring areas' including Melbourne
Day trips: Students in District 9790 may make travel to neighbouring areas including Melbourne with the approval of Host parents. Such travel may be undertaken independently using public transport or with an approved individual using private means of transport. Ref District ByLaws 7.4 (d) below:
Overnight trips: Any travel to 'neighbouring areas' involving an overnight stay must be approved by the host parents and the Club Counsellor 'Neighbouring areas' include places such as Echuca, Bendigo, Canberra and the Snowy Mountains and Melbourne. The name and contact details of the host for the overnight stay must be completed by the student, verified by the host parents and notified to the Club Counsellor.
3: Overnight travel outside District 9790
Any travel requiring an overnight stay or longer outside D 9790 (except that referred to in 2 above) must be approved by:
• host parents
• Club Counsellor
• District Youth Exchange Committee (Country Coordinator or Chairman)
In all instances of such travel, a detailed itinerary must be submitted with the travel request including contact details for the duration of the period of travel. Travel under this section shall apply in such instances as holiday periods with host families or other Rotarians - e.g. travel interstate or to holiday destinations. Travel with families other than Rotary families should also have the approval of the student's natural parents. Unaccompanied and independent travel is not permitted.
4: School excursions
Formal curriculum based school excursions, including those involving an overnight stay, may be undertaken with the approval of host parents. Students should notify their Club Counsellors if they are participating in school excursions involving an overnight stay or longer.
5: Travel outside Australia
Under the District by laws travel by exchange students from District 9790 outside the Commonwealth of Australia is not permitted. Ref District ByLaws 7.4 (c) below:
6: 'Rock to Reef' walkabout
During the course of your exchange, a three week 'Rock to Reef' experience will be held. This will partly be in school holiday time and partly in school term time. Students are not required to seek permission to participate in this, although students are expected to notify their host parents of its happening, leaving them with an itinerary, as well as notifying their Club Counsellor and school. Students will be required to complete a permission form which includes the approval of their natural parent(s) or guardian.
General:
All requests for travel must be made well in advance of the planned travel happening. The student should seek permission from your Host Club before making plans. Official Rotary events take precedence over other travel plans.
If in doubt, ask for clarification.
(a) The District 9790 Youth Exchange Programme shall be conducted in accordance with the guidelines and procedures laid down by the Board of Rotary International except that age limits for students shall not be less than fifteen (15) years and be less than seventeen (17) years at the time of arrival, or on the first day of January of the year of departure.
(b) That in accordance with the guidelines and procedures laid down by the Board of Directors of Rotary International the duration of stay for students shall not exceed twelve (12) months and that the student shall attend an Educational facility during that period.
(c) That for the duration of the exchange the student will not be permitted to travel outside the Commonwealth of Australia.
(d) That the student throughout the period of exchange be not permitted to fly in aircraft other than recognised commercial flights on scheduled routes or fully chartered commercial flights.
(e)That the number of outgoing students be governed by the number of Clubs willing to host during that calendar year and that the number of students sent by a Club must not exceed the number of students hosted or to be hosted by the Club.
(f) The District Governor Elect or his/her representative shall attend the Annual Youth Exchange Chairman's Conference, to be funded from the Youth Exchange funds to a limit of (AUD)$1250 and the amount be reviewed every three (3) years from 2010.
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