SEVEC. SEVEC Youth Exchanges Canada GROUP ORGANIZER S MANUAL. Copyright 2014, SEVEC

Transcription

1 SEVEC. EXPERIENCE EXCHANGE EXPLORE.. SEVEC Youth Exchanges Canada GROUP ORGANIZER S MANUAL Copyright 2014, SEVEC 1 Permission is given by the copyright owner for anyone involved with the SEVEC Youth Exchanges Canada program to reproduce this publication or any GROUP ORGANIZER MANUAL part thereof for educational purposes and on a non-profit basis.

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3 SEVEC WELCOME AND HOW TO USE THIS MANUAL The following colour-coded manual is designed to provide guidance to Group Organizers in the planning and delivery of an exchange from start to finish. It contains reference to all the forms that you and your participants will need to submit to SEVEC or to use for training purposes. You will also find our policies, an outline of the responsibilities, practical suggestions and checklists. The manual, along with all the required forms, additional information and resources, is available on the Group Organizer log-in site at Each step is colour-coded and has been organized in chronological order, allowing you to stay on track with the requirements of each stage of the exchange. If you have any questions, or require additional information, please contact your SEVEC Representative. Now... let s get started. SEVEC Youth Exchanges Canada GROUP ORGANIZER S MANUAL Morrison Drive, Ottawa, ON K2H 8S9 T SEVEC F E info@sevec.ca

4 GROUP ORGANIZER MANUAL TABLE OF CONTENTS WELCOME... 5 STEP 1 APPLY FOR AN EXCHANGE Program Overview Objectives Roles and Responsibilities Submit your Application...10 STEP 2 PLAN YOUR EXCHANGE Notice of Twinning Exchange Learning Plan Youth Participants Special Measures Funding Conference Call Registration Fees Group Travel Dates Information Session...13 STEP 3 TAKE ACTION Register Participants On-line Submit Waivers Complete Host Family Screening Travel Documents Twin Participants Detailed Hosting Itinerary Keep parents informed...20 STEP 4 TRAVEL AND HOST Preparing to Travel Safety and Security Insurances Emergency information Media...23 STEP 5 EXCHANGE WRAP UP Evaluations and Reporting Post Exchange Engaging the Community MP Template letter Youth Advisory Committee...25 STEP 6 DIRECTORY OF FORMS If you have any questions, or require additional information, please feel free to call or your SEVEC Representative. SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

5 Dear Group Organizer, Welcome to SEVEC s Youth Exchanges Canada Program! Every year, SEVEC receives hundreds of applications. However, due to budget limitations and twinning considerations, we are only able to approve approximately half of the groups that apply. We are pleased that you have chosen SEVEC for your exchange. Thank you and congratulations! By now, you should have spoken with your SEVEC Representative who will be working with you throughout the coming months to ensure that your experience is positive. Although organizing an exchange entails a lot of work, it is also very rewarding. Thank you for your commitment and enthusiasm. The exchange you are undertaking will provide your participants with a unique and educational opportunity. Every exchange is different, however the common thread is one of increased appreciation for Canada s diversity, cultures, and languages. We look forward to working closely with you to ensure a safe, secure, and educational exchange. Your continued communication with your twin Group Organizer, participants, and SEVEC Representative is a key component to success! In this manual you will find the necessary information to guide you through the exchange process. We remain committed to you and our entire team is dedicated to providing the best possible support. If you have any questions or comments, please do not hesitate to contact your SEVEC Representative. Happy planning!

6 STEP 1 APPLY FOR AN EXCHANGE 1. PROGRAM OVERVIEW SEVEC YOUTH EXCHANGES CANADA WHO GOES ON EXCHANGE? The SEVEC Youth Exchanges Canada program is available to groups of youth between the ages of 12 and 17 who are Canadian citizens, landed immigrants or have refugee status. Groups are typically school-based or from a recognized community organization and comprised of between 10 and 30 youth. Larger groups may be possible; talk to your SEVEC Representative for details. WHAT IS THE SEVEC YOUTH EXCHANGES CANADA PROGRAM? Through funding from the Department of Canadian Heritage, Youth Exchanges Canada (YEC) facilitates enriching educational exchanges that enhance learning and gives participants an experience that lasts a lifetime. YEC is a reciprocal homestay exchange program involving the twinning of groups from different provinces or territories. It is a subsidized program in which transportation costs between exchange destinations are covered for all youth participants, chaperones and Group Organizers. Exchange groups pay for all local transportation and educational activities during their exchange. To cover these costs groups typically organize fundraising activities. SEVEC twins groups with similar demographics and educational objectives. Once an exchange has been approved, Group Organizers will match individual participants of similar age and interests together. WHERE DO EXCHANGES OCCUR? SEVEC exchanges offer the opportunity for youth to travel to a different province or territory within Canada. Participants learn about the local culture, view local attractions, and stay with host families. They also get to celebrate their own community while hosting their twin. WHEN DO EXCHANGES HAPPEN? Groups can travel at any time during the year. Exchanges are typically 7-10 days including travel. 6 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

7 2. OBJECTIVES WHY? PROGRAM OBJECTIVES ARE: To help improve knowledge and understanding of Canada among Canadian youth, enabling them to learn first-hand about the history, geography, economy, institutions, cultures, communities, languages and other facets of their country. To help young Canadians to connect with one another and to create links throughout the country and among groups, thereby helping to strengthen the fabric of Canadian society. To foster appreciation of both the diversity and the shared aspects of the Canadian experience. In addition to the objectives outlined by SEVEC, exchanges will have a specific educational focus set by the Group Organizers. These learning objectives should have a focus on language and culture and can incorporate theme-based activities such as, volunteerism and community involvement, science, history, geography, arts & culture, sports or music. SPECIAL CONSIDERATIONS: Groups that have unique circumstances that would prevent them from hosting a reciprocal homestay can contact SEVEC to discuss these circumstances and whether alternate arrangements such as common stays can be considered. 3. ROLES AND RESPONSIBILITIES The success of an exchange depends on the close cooperation of everyone involved. It is important to be clear on roles and responsibilities right from the start. YOUTH PARTICIPANTS All youth participating in an exchange are responsible for: Participating fully in all activities during both halves of the exchange. Taking an active role in the planning and organizing of the exchange under the direction of the Group Organizer such as, Helping to plan the theme and activities of the exchange. Helping organize fundraising activities. Completing all required paperwork within required timelines. Staying informed about the exchange by attending meetings and information sessions. Respecting the Code of Conduct and acting in a manner that positively represents SEVEC and his/her school/organization. Researching the host community. Hosting a twin during the exchange and making them feel welcome. Sharing exchange experiences with other group members, members of the community and with the local Members of Parliament. Completing the evaluation questionnaire once the exchange is over. 7 GROUP ORGANIZER MANUAL

8 GROUP ORGANIZERS As the designated representative for the organization, Group Organizers are responsible for all tasks related to: Taking the lead in the planning and organizing of the exchange Submit application and communicate with Sevec Representative. Select the individual youth participants of the group according to organizational criteria. Communicate frequently with the twin Group Organizer. Organize information sessions for all exchange participants, parents and chaperones to provide information on SEVEC Youth Exchanges Canada Program. Ensure youth involvement in the planning and organizing of activities for the exchange. Encourage parents to communicate with twin s family prior to exchange. Develop a budget for the program. Coordinate the hospitality for the visiting group with participants and their families, including local transportation, meals and accommodations according to the guidelines provided by SEVEC. Contact local media, MP and/or Mayor to inform them of the exchange or any special activities taking place during the exchange. Following all policies, procedures and reporting requirements as outlined by their Organization and SEVEC Implement the mandatory Host Family Screening procedures according to guidelines and keeping all relevant documentation in a secure location. Complete and submit all SEVEC paperwork within the required timelines including relevant statistical information and evaluations for the exchange program. Participate in onsite monitoring as requested by SEVEC. Ensuring the safety and security of youth participants Become familiar and comply with the policies and procedures of both organizations relating to participation in exchanges, travel, billeting and emergency procedures. Develop a Code of Conduct and safety procedures for the group while on exchange. Accompany the group to the exchange location or designate another adult chaperone, with the authorization of the school or association, to accept and take responsibility for the group. Accompanying chaperones must participate in all activities during both halves of the exchange. Destroy all confidential information gathered during the exchange process after the exchange is complete. Exchange Youth discovering la «joie de vivre» in Québec City. 8 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

9 CHAPERONES Chaperones are responsible for supporting the work of the Group Organizer: Assist the Group Organizer in planning, delivery and supervision of the exchange. Communicate frequently with the Group Organizer and participate in information sessions. Follow all policies, procedures and reporting requirements as outlined by SEVEC. Participate in onsite monitoring as requested by SEVEC. Participate in and supervise all activities during both halves of the exchange, ensuring safety of youth. Ensure all participants have proper identification and emergency contact numbers prior to travel. PARENTS OF THE PARTICIPANTS Parents of youth participants are responsible for: Staying informed about the exchange by attending information sessions. Supporting the exchange experience Provide written consent for their child to participate in the program. Complete and sign all requested paperwork. Inform the Group Organizer of any special circumstances relating to their child. Take responsibility for their child s actions during the exchange. Playing an active role in the exchange If family circumstances allow, hosting a participant from the twin community, ensuring their well being and providing adult supervision at all times. Contacting the twin family prior to the exchange to discuss all relevant information. SEVEC In partnership with Exchanges Canada, SEVEC is responsible for all aspects of: Supporting safe experiential learning opportunities through national exchanges. Ensuring fair and equitable national distribution of the Youth Exchanges. Following all policies, procedures and reporting requirements outlined by Exchanges Canada for the administration of the program. Working with the Group Organizer and youth to ensure that all aspects of the exchange are well planned and organized. Providing the necessary tools to assist in the planning of the exchange. THE GOVERNMENT OF CANADA EXCHANGES CANADA In partnership with SEVEC, Exchanges Canada is responsible for funding: Travel costs of all eligible participants and organizers from community to community, including airport improvement taxes, Costs associated with overnight stays during travel, Additional funding that may be required for groups with special needs. 9 GROUP ORGANIZER MANUAL

10 4. SUBMIT YOUR APPLICATION Once you aplication is submitted, you will receive an automated reply confirming reception. We will then send you the following documents to complete and return along with your $50 membership fee. Agreement of school or association, Agreement of Group Organizer. Speak with your school s administrative team or principal to plan for missed academic time Submit your application STEP 2 PLAN YOUR EXCHANGE Once your application is complete, SEVEC will Twin groups based on finding a compatible match with similar demographics and interests. SEVEC will then provide you with a Notice of Twinning. Although there is no deadline to submit an application, twinning of groups is typically performed in March for summer exchanges, and September for school year exchanges. If you intend to travel/host during the fall, please notify your SEVEC Representative. 1. Submit your Notice of Twinning form 2. Submit your Exchange Learning Plan 3. Select youth participants 4. Apply for special measures funding 5. Participate in the conference calls 6. Submit your Registration Fees 7. Submit your Request for Group Travel Dates form 8. Host an information session 1. SUBMIT YOUR NOTICE OF TWINNING FORM SEVEC will provide you with a Notice of Twinning by which contains the proposed twin Group Organizer contact information. This notice must be signed and returned within 14 days of receipt. At this time, you will also receive your username and password. These will allow you to access all the required forms and information needed to complete your exchange. 10 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

11 2. SUBMIT YOUR EXCHANGE LEARNING PLAN The Exchange Learning Plan and other forms are listed at the back of this manual. Below are some helpful tips on how to complete your Exchange Learning Plan. What Is An Exchange Learning Plan? The Exchange Learning Plan helps Group Organizers plan a quality program for the youth participants and ensure that safety and risk management considerations are addressed. It is a preliminary summary of objectives and activities that will occur prior to the exchange, while hosting your twin group and after the exchange is complete. The Exchange Learning Plan includes: Learning Objectives (educational, cultural, linguistic, thematic, social, etc.), and Learning Strategies (identifies activities that will be organized pre-, during, and post-exchange). Who prepares the Exchange Learning Plan? The Group Organizer, along with the twin Group Organizer, the youth and other interested parties, are responsible for planning the Learning Program for the group they are hosting while in their home community. The Group Organizer is encouraged to seek regular input from his or her twin Group Organizer to ensure both groups learning objectives are being met. What is the value of the Exchange Learning Plan? The Exchange Learning Plan ensures that each Group Organizer has a clear understanding of the objectives of the program, and that the activities being organized are inclusive, safe and well-balanced. Youth Engagement: Youth involvement is an inherent part of SEVEC s exchange model. Describe the youth-led aspects of your exchange, such as how youth will make decisions, adopt leadership roles and take a proactive role in the program. Having youth involved in completing the Exchange Learning Plan is an excellent way of empowering them and encouraging a high level of commitment. Additionally, the youth will gain valuable planning and organizational skills. Risk Management: The safety and security of participants is our number one priority. Identifying potential risks will help you prepare should risk scenarios arise. Your SEVEC Representative will be in touch should any of your activities conflict with SEVEC s safety policy. Community Engagement: If you are doing an exchange activity that involves participants having a positive impact on their community, please provide a brief description of the project you will undertake. Who participates in the planned activities? An exchange is an opportunity for groups to learn from each other. It is expected that all youth and chaperones will participate fully in both parts of the exchange. When to submit your Exchange Learning Plan? The two components, Learning Objectives and Learning Strategies, of the Exchange Learning Plan are to be submitted with the Notice of Twinning form. Sample Learning Strategies and Activity Plans, as well as other required forms are available on the Group Organizers login at 11 GROUP ORGANIZER MANUAL

12 Once we have received your signed Notice of Twinning and Exchange Learning Plan, you will receive an confirming your exchange. You will then be asked to confer with your Twin Group Organizer to select a date for a conference call with your SEVEC Representative. 3. SELECT YOUTH PARTICIPANTS Youth years of age from across Canada are eligible to participate in the Youth Exchanges Canada program. They must be a Canadian citizen, landed immigrant, or have refugee status. Group organizers may use discretionary selection processes to choose youth participants, such as writing contests, a pre-formed group (class/community group), or other criteria set by the organizer. 4. APPLYING FOR SPECIAL MEASURES FUNDING SEVEC strongly believes that all youth should have equal access to participation in the SEVEC Youth Exchanges Canada Program, and as such we provide limited funding to support the inclusion of youth with special needs or disbilities, low income families, rural or isolated areas and other needs on a case-by-case basis. To Apply The Group Organizer should submit a written request that outlines the following: What is the nature of your request including the reason for additional funding (e.g. additional chaperone for special needs youth, additional funding for youth with financial constraints)? How much funding is being requested? Identify how much the group is contributing towards the costs. The SEVEC team will review all requests. Please note that special measures funding is limited and we regret that we cannot accommodate all requests. Before applying for Special Measures funding, we recommend that you consult with your SEVEC Representative for additional help and to ensure that your request meets the requirements. 5. PARTICIPATE IN THE TELECONFERENCE CALLS Your SEVEC Representative will facilitate the conference call at the onset of the exchange process. It is MANDATORY that both Group Organizers take part in this conference call, during which important information will be shared that is necessary for you to plan your exchange successfully. 6. SUBMIT YOUR REGISTRATION FEES Each adult and youth participating in the exchange is required to pay a $50 non-refundable registration fee. Please submit ONE CHEQUE payable to SEVEC to cover all registration fees for the group. Payments may also be made with Visa, Mastercard or Amex by calling your SEVEC Representative. 7. SUBMIT YOUR REQUEST FOR GROUP TRAVEL DATES FORM Once you have received your confirmation notice, you will be asked to submit your requested travel dates. This form must be returned to your SEVEC Representative according a deadline established on the conference call. Please note that we try our best to accommodate all requests however factors such as flight schedules and availability determine final travel dates. Early submission of your travel dates improves the likelihood of meeting your request. Please also note that due to safety and travel logistics, SEVEC does not allow for deviations of travel. 12 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

13 8. HOSTING AN INFORMATION SESSION As a Group Organizer you are required to host an information session for parents, chaperones, and participants. During this session, the following points should be raised: Establish clear expectations and deadlines for submission of all forms and payments Determine roles and responsibilities of youth participants, parents, and chaperones Who will be responsible for collecting forms and payments Who will follow up with overdue and outstanding forms and payments Where documents will be stored (originals as well as copies of those originals returned to SEVEC) How originals will be stored (binders, individual files in a file box) as well as how they will be sorted (alphabetically, by form type or all forms for each child together) It should be stressed to youth participants that what they submit on their registration form should reflect who they truly are as individuals as it is used to twin them for the exchange. Accurate information will assist Group Organizers in providing the best twinning experience. At Step 6 of this manual, you will find a list of all the necessary forms required for yourself, parents participants and chaperones. Please note that some of these forms are to be completed and returned to SEVEC (keep a copy), and others are to be returned directly to Group Organizers. Please review the instructions at Step 6, Directory of Forms, before you hold your information session. Discovering some old-fashioned winter fun while on exchange. 13 GROUP ORGANIZER MANUAL

14 STEP 3 TAKE ACTION! 1. Register your youth and adult participants online 2. Submit your completed original waivers 3. Submit your completed Host Family Screening Forms 4. Return the required travel documents including: a. Travel Purchase Memo form b. Statement of Group Organizers form c. Group Demographic form 5. Twinning youth participants 6. Complete and submit your Detailed Hosting Itinerary 7. Keep parents informed 1. REGISTER YOUR YOUTH AND ADULT PARTICIPANTS ONLINE Once your youth participants and adult chaperones have been selected, you must go online at to register the names and contact information in the secure Group Organizer website. Registered names should be identical to legal documents as these will be the names submitted for travel tickets. Should you need to change any of the information, please contact your SEVEC Representative. 2. SUBMIT YOUR COMPLETED ORIGINAL WAIVERS All forms and waivers are available on-line at (see Step 6, Directory of Forms). All participants, Group Organizers, and chaperones must submit all waivers to SEVEC. Photocopies are not accepted, original forms only. 3. SUBMIT YOUR COMPLETED HOST FAMILY SCREENING FORMS It is the responsibility of the Group Organizer or his/her delegate to ensure that all hosting families are appropriately screened and all documentation is duly completed and returned to SEVEC. 14 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

15 GROUP ORGANIZER INSTRUCTIONS HOST FAMILY SCREENING POLICY & PROCEDURES PHILOSOPHY Safety and security of all participants is the number one priority during an exchange. SEVEC has developed a number of risk management policies and practices to help ensure that the exchange experience is safe and enjoyable for everyone. It is important that the Group Organizer and their organization understand that the designated Group Organizer is responsible for ensuring that all youth participants are safe, comfortable and properly cared for during their homestay experience. Additionally, as a condition of participation, Group Organizers are required to follow, complete and implement all safety policies and practices developed by SEVEC. The reciprocal homestay aspect is an integral part of SEVEC exchanges and fundamental to the experiential learning process. Staying with a local family from the host community affords youth the opportunity to immerse themselves in the culture of the local community, improve their understanding and knowledge of Canada, foster an appreciation of the diversity and help them to connect with their twin. The benefits of a positive billeting experience are tremendous, while a poor Host Family experience can be less than satisfying and has the potential to affect the entire exchange experience. It is mandatory that every potential Host Family complete SEVEC s screening process to help ensure that the youth participant will be safe, comfortable and properly cared for during their exchange. POLICY All Host Family Programs of SEVEC, must be designed with due consideration for the protection, safety and comfort of all participants. To help ensure this, SEVEC will provide Group Organizers and potential Host Families with the necessary resources, support and guidelines to conduct a thorough and respectful Host Family Screening process This screening must be completed prior to the finalization of travel arrangements and the purchase of tickets. A SEVEC Representative will work closely with Group Organizers to assist them with all aspects of the program including safety and security requirements. Each Group Organizer must choose one of the two screening methods below. Please read the Host Family Screening methods carefully and select the most appropriate screening method for your group. Before selecting a screening method, consider: Your organization s policies and procedures The needs and requirements of your twin s organization Host Families need to agree to provide adequate supervision and take full responsibility for the visiting participant while in their care and should be able to provide the following: o Appropriate accommodation (personal sleeping space; adequate toilet facilities), o Meals and snacks, o Arrangements for local transportation as necessary during the visit. Participation in an exchange should not be affected by a family s inability to host. Group Organizers have found various solutions in the past, e.g. finding families who are willing to host additional youth, or other families from the school or the community willing to host. 15 GROUP ORGANIZER MANUAL

16 HOST FAMILY SCREENING TIME MANAGEMENT The interviewer assigned to complete the reference checks is typically the Group Organizer. However due to the time consuming nature of the screening process the Group Organizer may wish to set up a Host Family Screening Committee. This Committee can be made up of other teachers or organization members and parents who are interested in helping out. A Host Family Screening Committee may help with all aspects of the screening process but must maintain the confidentiality of all the information gathered. For reasons of privacy, youth cannot participate in the Host Family Screening process. Although a Committee may help with the screening process, all forms must be reviewed and signed by the Group Organizer or a Screening Committee Representative. Host Family screening documentation is highly personal and confidential in nature. For these reasons, it must be stored in a secure location where access is limited to the Group Organizer and/or the Principal or Director of the organization. REQUIRED FORMS Host Family Application Host Family Reference Check Home Visit form as an alternative to reference checks SCREENING PROCESS STEP 1 Every family who wishes to host, must complete a Host Family Application and three Host Family Reference forms (section 1 only). STEP 2 The Host Family returns the completed Application to the group Organizer and gives the 3 Reference forms to their 3 respective references for completion. Family members may not act as references. The reference needs to have known the family for a minimum of 3 years and have been in contact with the family within the last 6 months. All requested fields of information must be completed. Must be 18 years of age or older. STEP 3 The completed Reference forms (a minimum of 2 out of 3) are then returned to the Host Family in a sealed envelope to be handed in to the Group Organizer unopened. Alternatively, the completed Reference form can be submitted directly to the Group Organizer or directly to SEVEC by the set deadline. The Group Organizer or the Screening Committee Representative then verifies each completed Reference form and countersigns. STEP 4 The Group Organizer or the Screening Committee Representative verifies that the Application is complete and signs off as having accepted or refused the Host Family. In the case of refusal, applicants will be notified in writing; however, no reasons need to be given and all decisions will be considered final. A sample refusal letter is provided on page 18 as a template. STEP 5 The Group Organizer sends the originals documents to SEVEC. The Group Organizer keeps copies of these documents on file and in a secure location with restricted access for the duration of the program. Please note that no tickets for flights or coaches will be purchased without a complete set of Host Family screening documents. 16 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

17 HOME VISIT ALTERNATIVE In some cases, it is not possible for Host Families to provide local References (due to being new to the community or for other circumstances), or the Group Organizer may not be satisfied with the references provided. In this case the Group Organizer can choose to complete a Home Visit, by performing a personal on-site visit and completing the Home Visit form. This form must also be returned to SEVEC. Who is Involved? The person assigned to visit the potential billet family homes may be the Group Organizer or another adult (minimum 21 years of age) member of the Host Family Screening Committee. Screening Process Home Visit STEP 1 Call the potential Host Family and set a date and time for a visit. STEP 2 Visit the home of the potential Host Family. Visits should take approximately minutes. Use your personal judgement and the following as a guide to things to look for and questions to ask: Will the child have their own room or if in a shared room, at least their own bed? Confirm that the child will not be sharing a room with mixed gender. Is the home conducive and welcoming? Does the home have adequate water, heating and sanitation? Is the home a healthy environment and can it meet the child s nutritional needs? Ask the family how they will welcome their guest into their home. Confirm what the expectations will be for religious practices. Confirm that there will be adult supervision during the duration of the child s stay. STEP 3 Complete the Home Visit form after the visit so as to maintain privacy and confidentiality. The Group Organizer or the Screening Committee Representative verifies the form and countersigns. In the case of refusal, applicants will be notified in writing; however, no reasons need to be given and all decisions will be considered final. A sample refusal letter is provided as a template. STEP 4 The Group Organizer sends the originals documents to SEVEC. The Group Organizer keeps copies of these documents on file and in a secure location with restricted access for the duration of the program. Please note that no tickets for flights or coaches will be purchased without a complete set of Host Family screening documents. TO DOUBLE-CHECK BEFORE SUBMITTING TO SEVEC: Each prospective host family has duly completed and signed an Application form All questions on both the Application and the Reference forms have been answered The contact information for all three references is complete The Group Organizer or the Screening Committee Representative has signed and dated the Host Family Reference Check forms The Group Organizer or the Screening Committee Representative has indicated whether or not the family has been selected to host and has signed the Application form You have kept photocopies of all documentation on file 17 GROUP ORGANIZER MANUAL

18 SAMPLE LETTER OF REFUSAL OF A HOST FAMILY (ON SCHOOL/ORGANIZATION LETTERHEAD) Date Group Organizer School/Association Address City Prov. Postal Code Dear (NAME), Subject: Host Family Screening Thank you for your application to be a host family. Youth Exchanges Canada provides criteria for the mandatory screening of families wishing to host and these elements are used to review all applications. We regret to inform you that you have not been selected to be a host family. Please note however that this does not affect your child s opportunity to participate in the exchange. He/she can participate fully and be twinned with another youth from the twin group. We also encourage you to participate in other aspects of the exchange such as planning and participating in hosting activities. Thank you for your understanding and for your contributions toward making this a positive opportunity for your child. Sincerely, (GROUP LEADER NAME) 18 SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

19 4. RETURN THE REQUIRED TRAVEL DOCUMENTS INCLUDING: a. Travel Purchase Memo Form (must be signed by the Group Organizer) - This form will be sent to you electronically by SEVEC. b. Statement of Group Organizers Form (available online at c. Group Demographic Form (available online at In the interest of inclusivity, The Department of Canadian Heritage requires SEVEC to collect demographic data on participants such as youth with special needs including ADHD and ADD, low income youth, visible minorities, Aboriginals, rural youth and those youth from an Official Minority Language group. 5. TWINNING YOUTH PARTICIPANTS The following considerations are a helpful tool for the twinning process. This, combined with the detailed information found on the Participant Registration and Profile form, will help you ensure the best matches possible. Twinning Considerations Use the Participant Registration form as a general guide. Group Organizers should develop criteria together and a plan to facilitate good matches. Start with youth that have allergies, medical concerns and/or special needs. Matches based on shared interests or hobbies are often very successful. Youth typically prefer to be twinned with a participant of the same gender. It is important to keep age and grade level in mind. Develop a contingency plan in case a hosting arrangement does not work out. Encourage communication between twins and set up activities with the twin group that will promote and communication before the exchange. Youth should understand that they are responsible for making their twin feel at home. Grouping male and female twins If a group twins male and female participants together, it is important to ensure that: Suitable accommodations are available. Males and females may not share the same room. Both youth are informed and agree to the twinning. The parents of both participants are informed and agree to the twinning. Twinning with a participant that cannot host In a situation where a youth participant is twinned with someone who cannot host, the Group Organizer can either have the participant: 1. Stay with a family that is already hosting and is willing and able to accept a second participant, or 2. Find another suitable family in the community that is willing to host. In both cases, it is important to find ways for the originally twinned youth to connect outside of the daily activities so they have the same opportunity as the rest of the group to develop friendships. If several families cannot host, alternate arrangements could be considered including using a school gym, youth hostels, community centre, or the like. Emergency Host Families It is advisable to have an extra family or two ready and able to accommodate a youth with little or no notice should there be a need to remove a participant from their original host family. 19 GROUP ORGANIZER MANUAL

20 Chaperone and Group Organizer Accommodations Chaperones are expected to host each other. It is important that this be clearly understood by both groups. 6. COMPLETE AND SUBMIT YOUR DETAILED HOSTING ITINERARY The Detailed Hosting Itinerary describes in detail the group s actual planned activities while hosting their guests. It is strongly recommended that you discuss your proposed itinerary with your twin Group Organizer in advance and that all risk management considerations are addressed. Your final Detailed Hosting Itinerary must be submitted at least 30 days prior to hosting. Your hosting itinerary should be consistent with your Exchange Learning Plan. All hosting itineraries will be reviewed by your SEVEC Representative. If any changes are required, SEVEC will contact you. Should your Hosting Itinerary and/or activities change, please notify your SEVEC Representative ASAP. Please note that the cost of local activities is not covered by SEVEC. As such, Group Organizers are required to prepare a budget and fundraise accordingly. Tips For Developing The Detailed Hosting Itinerary It is a good idea to have at least one physical activity per day and at least one group activity for all the participants and the host families. Youth participants should be involved in the planning and the selection of activities. Have a plan B ready to replace weather-dependent activities. Allocate sufficient time for youth to interact with host families, as well as travel time between activities. For longer programs, it is a good idea to have a scheduled Family Day so everyone has a chance to rest. Please use the following SAMPLE itinerary as a guide for planning: Sample Itinerary: DAY ONE : June 1st 5 pm Twin Group arrives at airport Bus to pick up group and drop off at school 6-8:30 Welcome Reception at school, pot luck, parents invited to attend 8:30 Students and their twins go home DAY TWO: June 2nd 8:30 am Students arrive at school to be picked up by bus 10-12:00 Both groups at Museum of Civilization 12-12:30 Lunch at Museum (Participants bring lunches from home) 1:30-3:30 Both groups at Tour of Parliament 3:30 Group to be picked up by bus and dropped off at school 4:00 Parents to pick up participants from school. Evening Structured time with family (individual host families to plan activities) KEEP PARENTS INFORMED Please ensure that parents and guardians have all the necessary information concerning their child s exchange including: travel itineraries, travel insurance forms, hosting itineraries, emergency contact phone numbers including the twin s phone numbers, and optional insurance coverage. SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

21 STEP 4 TRAVEL AND HOST TRAVEL DOCUMENTS CANNOT BE RELEASED UNTIL SEVEC HAS RECEIVED ALL THE AFOREMENTIONED DOCUMENTATION, COMPLETED AND SIGNED. 1. PREPARING TO TRAVEL For all travel coordination, SEVEC uses its preferred travel agent, Uniglobe Premiere Travel Group, and air carriers and coach lines. All travel is coordinated by SEVEC. Please note that all local transportation to and from airports or train stations, as well as to activities, is the responsibility and cost of the groups. Airline regulations require that the names of the participants must be the same on the travel documents as they appear on legal documents. Please check with your airline regarding policies for carry-on items, as well as the required time of arrival at the airport for check-in. With groups, we recommend arriving at least 90 minutes prior to your scheduled departure. If travelling by bus, please confirm the reservations 24 hours prior to travel. Ensure that your SEVEC Representative has your contact information including a mobile phone number at which you can be reached at all times while on exchange. Please note that the travel agent cannot make any changes to the travel documents without prior SEVEC approval. Please note that deviations are not permitted. All participants and chaperones must travel as a group for the duration of the program. 2. SAFETY AND SECURITY 1. Preparing to Travel 2. Safety and Security 3. Insurance 4. In case of Emergency a. All youth participants have the right to feel safe, in particular youth should feel safe and secure at all times while staying with their host families and have the right to request being moved if safety is a concern. b. All youth participants must have appropriate adult supervision while staying with a host family. c. The Group Organizer must screen all potential host families. 5. How to create media releases (Sample release) d. All youth must adhere to the Code of Conduct established for the exchange. Group Organizers in coordination with their organization and their twin will work together to determine the most appropriate course of action should a participant not follow the Code of Conduct. e. Group Organizers and all participants should have an emergency contact card on them at all times. 21 GROUP ORGANIZER MANUAL

22 3. INSURANCE Cancellation Insurance For those participants travelling by air, please note that cancellation insurance is not provided by SEVEC, but can be purchased through our travel agency at a cost to the participant. Liability Insurance Host Families are responsible for their exchange guest in the same way that they would be for any other visitor in their home. Group Organizers should take the time to discuss insurance issues with hosting families and participants parents. Group Organizers and their organizations are responsible for ensuring that all of their billet families have adequate home insurance coverage. Group Accident Insurance Plan All participants in SEVEC Youth Exchanges Canada are covered by a comprehensive group accident insurance plan that complements their provincial or territorial health coverage and private plan. Complete details of this plan will be provided to all participants and their families closer to the date of travel. This insurance covers the cost of medical treatment, as well as other limited costs incurred as a result of an accident, which are not reimbursable by the participant s provincial or territorial health plan and personal medical insurance. For details of coverage, please refer to the accident insurance brochure available from your SEVEC Representative. The SEVEC group accident insurance plan covers all registered participants, youth and adults for accidents that occur while on exchange. The insurance covers participants for both the hosting and the visiting phases of the exchange. Coverage is for travel in Canada only. Coverage will start at 12:01 AM on the first day of the exchange trip, and will terminate at 11:59 PM on the last day of the exchange trip. SEVEC s Group Accident Insurance Plan does not provide coverage for the following circumstances: Trip cancellation Lost baggage Stolen or missing items SEVEC recommends that individual participants secure travel health and medical insurance from family plan or other providers like the Blue Cross, CAA etc. Additional considerations In any situation where a member of the group gets sick or is injured, the first priority is always to seek medical attention. Please advise SEVEC at your first opportunity by calling the emergency cell phone at Any costs incurred in seeking medical attention should be documented with receipts and a medical report. All questions regarding insurance coverage and claims should be directed to the insurance company. The contact information for the company is in the SEVEC insurance brochure. 4. IN CASE OF EMERGENCY Illness or pre-existing medical conditions Travel cancellation and/or interruption The number-one priority at all times during an exchange is the safety and security of all participants. All emergencies and/or incidents are to be dealt with in a timely, appropriate and professional manner by the Group Organizer or another responsible adult in coordination with their organization. IN CASE OF AN ACCIDENT, the Group Organizer must submit an Accident/Incident Report form to SEVEC within 24 hours. Visit to access all forms online by inputting your username and password. The Group Organizer should carry blank accident/incident forms with the First Aid kit. 22 IN CASE OF AN INSTANCE OF ALLEGED HARASSMENT OR ABUSE, the Group Organizer must call SEVEC immediately and complete a report. SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

23 5. HOW TO CREATE MEDIA RELEASES News releases are an effective way to communicate the benefits of an exchange with a broader audience. Your news release should be concise and highlight the exchange, or a newsworthy activity during your exchange. The release should clearly mention the financial support provided by SEVEC Youth Exchanges Canada and by the Department of Canadian Heritage. An easy way to obtain media coverage is to send a photo of the participants to your local newspaper and include a short explanation. Please ensure that all appropriate waivers are in place before sending photos featuring youth. The following is a media release sample that can be used as a guideline for your release. Should you receive any coverage, please send it along to SEVEC in either electronic or paper format. Please indicate the specific date when the article was published or interview was aired as well as the name of the publication/program. SAMPLE MEDIA RELEASE (Add logos from the 2 groups if possible) Welcome to Visitors from (City) OUR TOWN, Today s date On, the (name of your group) will be welcoming a group of people from to participate in a -day exchange. This is a wonderful opportunity for our youth to experience Canada s diversity, said Ms./Mr., Principal/Group Leader of the (local school/group). A carefully planned activity program has been developed to showcase our community s landmarks and achievements and learn more about our visitors community, continued Ms./Mr.. The two groups have been twinned under a project funded by the SEVEC Youth Exchanges Canada program. The program is aimed at youth groups between the ages of from various provinces and territories across Canada. Over 5,000 young Canadians traveled in Canada last year thanks to the SEVEC Youth Exchanges Canada program, which is partially funded by the Government of Canada through Exchanges Canada, and the Department of Canadian Heritage. In addition, several local suppliers and volunteers made a significant contribution to this project. We are thankful for this community s generous input and sponsorship. This is a clear example of a successful community partnership where families, businesses, leaders and schools/organizations have joined forces to encourage personal growth, community pride and a greater understanding of our Canadian heritage, concluded Ms./Mr.. For more information, contact: (Group Organizer Name) (Title) (Telephone number) 23 GROUP ORGANIZER MANUAL

24 STEP 5 EXCHANGE WRAP-UP 1. Evaluation and other Exchange Reports 2. Post-Exchange Call 3. Engaging the Community 4. Template Letter/ to MP s 5. Youth Advisory Committee 1. EVALUATION AND OTHER EXCHANGE REPORTS Gathering information on the impact of the program plays an important role in helping SEVEC maintain government funding and in continuing to offer quality exchanges for young Canadians. Towards the end of the exchange, Group Organizers are responsible for submitting the following information to SEVEC: Post-Exchange Questionnaires for participants and Group Organizers. Please note that these are required by the Department of Canadian Heritage and will be mailed to you prior to the second half of your Exchange, we suggest you organize an hour toward the end of the program while all participants are still together and have them complete the evaluations. You can send them back to SEVEC along with your Financial Reports. Financial Report Non-Monetary Contributions 2. POST EXCHANGE CALL SEVEC will facilitate a final call with Group Organizers to review the exchanges, including its successes and challenges. This information is important to the program as it provides invaluable feedback to guide us in program development. Your participation in this short but important call is much appreciated. 3. ENGAGING THE COMMUNITY Your exchange has been made possible through Youth Exchanges Canada which is reliant on public funding. Every year, some 5000 youth and chaperones take part in an exchange through this program. It is important to create awareness and support for the program to ensure its long-term funding. As such, we encourage participants to write to their local officials to share with them the experience and benefits of an exchange. Please find below a sample letter to a Member of Parliament. 24 Like SEVEC, pond hockey is a Canadian Classic enjoyed by youth from coast to coast to coast. SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL

25 4. TEMPLATE LETTER/ TO MPs Mr./Mrs. ; M.P. My name is and I am a member of your riding. I attend school(am a member of ) and my school/group has recently been selected to go on an exchange to with SEVEC Youth Exchanges Canada ( I am writing to thank you and the federal government for this opportunity and let you know that I am very excited to take part in this program. We hope that our exchange will allow us to,, and. My family is looking forward to hosting a young person from another province or territory for a week. We want to invite you to be a part of our celebrations the week of. Please join us and our twins. Exchanges really allow young people like me across Canada to get to know one another and learn new things about ourselves. I think it s important to our area and to people in the rest of Canada that we learn more about each other. If you would like to contact me, I may be reached at (your address and phone number). Sincerely, (Your name) 5. YOUTH ADVISORY COMMITTEE If your students would like to continue their involvement with Youth Exchanges Canada, please direct them to our website to learn about the Youth Advisory Committee. The SEVEC Youth Advisory Committee, otherwise known as The YAC, is made up of youth from across Canada who provide SEVEC with recommendations to improve and develop our youth learning programs. Eligible youth are those who have taken part in an exchange within the last 3 years, and are between the ages of 15 and 17. YAC members agree to be on the committee for two years. They must be able to travel to Ottawa once yearly in the fall, for which travel expenses are covered by SEVEC. Their commitment includes regular participation in national teleconference meetings and a willingness to work on initiatives and projects determined by the Committee. Applications are accepted in the spring. Please direct your students to the PARTICIPANTS section of to apply. 25 GROUP ORGANIZER MANUAL

26 STEP 6 DIRECTORY OF FORMS This final section provides Group Organizers with the list of guides and manuals available, all required forms to be completed by youth participants, parents and chaperones, as well as additional tools and resources. All are available on the secure website at and accessed by the Group Organizer Login at the top of the home page. Prepare yourself by first reading the materials in the Guides and Manuals section. At the first information meeting, distribute the necessary forms and identify with Parents and Participants clear deadlines for when they are to be returned to you. Some forms are then to be returned to SEVEC with original signatures (Group Organizer to keep a photocopy), while other forms are to be securely kept by the Group Organizer. Refer to the Tools and Resources for additional help in preparing a successful exchange. Guides and Manuals 1. Frequently Asked Questions (FAQ s) 2. Application Guide 3. GO Manual 4. Host Family Guide 5. Host Family Screening Policy & Procedures 6. Privacy Policy For Information Forms to Keep Forms to Send to SEVEC 26 Forms 1. Exchange Learning Plan 2. Request for Group Travel Dates 3. Waiver of Liability for Group Organizers & Chaperones 4. Waiver of Liability for Youth Participants 5. Youth Agreement Code of Conduct 6. Parental Agreement Consent 7. Medical Release and Consent 8. Participant Registration and Profile 9. Host Family Application 10. Host Family Reference Form 11. Host Family Home Visit Form 12. Detailed Hosting Itinerary 13. Statement of Group Organizer 14. Group Demographics Form 15. Accident / Incident Form 16. Financial Report Form 17. Non-monetary Contributions Form 18. Post Exchange Questionnaires (will be sent later by mail) SEVEC YOUTH EXCHANGES CANADA GROUP ORGANIZER MANUAL