Curriculum Programs Page 1 Procedure Title Student Exchanges - Organizational Date of Issue January 18, 2000 Related Policy BP 5801-D Revision Dates January 20, 2004 May 11, 2011 March 20, 2013 Related Forms AF 5801; AF 5802; AF 7381 (OPP Form LE 220); Review Date Originator Administrative Council References Procedure: 1.0 RATIONALE 1.1 It is the policy of Bluewater District School Board that student exchanges are likely to be beneficial to both students and schools. 1.2 In order to take best advantage of opportunities for safe, enriching student exchanges an administrative procedure must identify a number of tasks and the persons with the responsibility and authority to complete them. 1.3 The board policy on Student Exchanges BP 5801-D describes four classes of Exchanges. Some parts of the administrative procedures will vary, depending on the type of exchange being considered. 2.0 PROCEDURES - ORGANIZATIONAL 2.1 The director of education shall identify an area superintendent to supervise the student exchange process. 2.2 The area superintendent shall identify one or more volunteer coordinators of exchanges. 2.3 Each school shall be asked to identify a volunteer school exchange liaison person. 2.4 The area superintendent may authorize release time or other support (for example, secretarial assistance) for the exchange coordinators and/or the liaison persons to support them in the extra activities needed for their tasks. This may require a budget item within that area superintendent s area of control. 2.5 A committee consisting of the area superintendent and the exchange coordinators shall prepare, and revise annually or as needed, an exchange organization list for the assistance and guidance of students and staff. The committee shall take into account the information provided by school liaison persons, former exchange participants, Learning Services personnel, and principals. The exchange organization list shall have three sections: 1. Organizations which, from past experience, the board believes to have appropriate procedures and policies to provide for a safe and educational exchange experience for our students. Students and staff may enter into arrangements with these organizations with some confidence that they are competent and ethical.
Curriculum Programs Page 2 2. Organizations with which the board has had some acceptable experience, but not enough to offer assurances as to their ability to deliver on all promises. Students and staff should investigate the offerings of these organizations with care, but understand that they have provided some acceptable services to students in the past. 3. Organizations on which the board offers no opinion, but whose information and addresses are provided as a service to students and staff wishing to do their own investigations. 3.0 JOB DESCRIPTIONS (IN RELATION TO THE STUDENT EXCHANGE PROCESS) 3.1 Exchange Coordinator (Volunteer) a) Remain informed about as many exchange opportunities available to Bluewater students as possible, and share information with people within the system as appropriate. b) Assist with revisions to the exchange organization List. c) Be a channel for exchange information in both directions between outside agencies and the school liaison persons and principals. d) Ensure that criminal background checks from host families have been submitted to the Bluewater DSB Education Centre prior to the end of June before the arrival of the exchange students. e) Assist as needed and available with the processes of recruiting and training school liaison persons. f) Organize group events appropriate to the various exchange programs. (for example, for the threemonth reciprocal exchange for CEEF there have been pre-hosting meetings in June, mid-stay meetings in September or October, pre-departure meetings in February, and occasional presentations at the Excellence in Education part of board meetings.) g) Assist with the solution of problems as they occur with exchanges, helping with communication among parents, teachers, students, and exchange organizations both here and abroad. h) Publicize exchange-related achievements of Bluewater students. 3.2 School Liaison Person (Volunteer) a) Publicize exchange opportunities within the school. b) Assist potential exchange applicants to make informed decisions about their own readiness for an exchange experience. c) Assist exchange applicants in preparing their applications. d) Arrange for a home interview with the applicant and family to assess his/her readiness and suitability to undertake the exchange. This interview may be conducted by the school liaison person or by his/her designate. e) Ensure criminal background checks from host families have been submitted prior to the end of June before the exchange student arrives. Forward these documents to the exchange coordinator. f) Keep the principal informed about exchange plans and time lines. g) Be the main communication link between the school and outside exchange agencies, usually through the exchange coordinator. h) Ensure that exchange organizations do not change the student s placement without appropriate notification of the students and parents. 3.3 Area Superintendent a) Recruit and appoint exchange coordinators. b) In committee with the exchange coordinators, and taking into account whatever other advice is available, prepare the exchange organization lists and distribute them to the schools. c) Support exchange coordinators and exchange liaison teachers with advice, support, release time, other assistance as appropriate. d) Be the supervisory authority for exchange questions.
Curriculum Programs Page 3 3.4 Exchange Organizations It must be understood by students contemplating an exchange, their parents, and principals, that there cannot be absolute assurance that any organization offering to assist them is competent, ethical, and honest. Every situation must be evaluated carefully on its own merits before any commitment is made. However, students, parents, and teachers of Bluewater District have had many safe and rewarding experiences with the help of exchange organizations. In the light of this extensive experience, the following three lists have been compiled (Appendix A, B and C). They may be taken as a useful guide, but not as a guarantee. 4.0 APPENDICES Appendix A: Appendix B: Appendix C: Note: Organizations which, from past experience, we believe to have appropriate procedures and policies to provide for a safe and educational exchange experience for our students. Students and staff may enter into arrangements with these organizations with some confidence that they are competent and ethical. Organizations with which we have had some acceptable experience, but not enough to offer assurances as to their ability to deliver on all promises. Students and staff should investigate the offerings of these organizations with care, but understand that they have provided some acceptable services to students in the past. Organizations on which we offer no opinion, but whose information and addresses are provided as a service to students and staff wishing to do their own investigations. The Canadian Government provides contact information on some of these and many other organizations with related programs on a web site: www.exchanges.gc.ca/exchanges.asp Appendix A, B, C, D, and E, attached
Curriculum Programs Page 4 APPENDIX A Exchange organizations which, from past experience, the board has appropriate procedures and policies to provide for a safe and educational exchange experience for Bluewater students. Students and staff may enter into arrangements with these organizations with some confidence that they are competent and ethical. Organization, Address Comments Phone, Fax, e-mail, contact person International Student Exchange Ontario 65 Cedar Point Drive, Suite 486 Barrie, ON L4N 9R3 www.iseontario.on.ca CEEF (Canadian Education Exchange Foundation) 250 Bayview Avenue, Unit 4 Barrie, Ontario L4N 4Y8 www.ceef.ca Rotary Club Local Club (see club locator http://www.rotary.org) or Rotary International Youth Exchange 1560 Sherman Ave. Evanston. IL 60201, USA ISE offers 2 month reciprocal exchanges to France or Switzerland for Grade 8 students, and 3 month reciprocal exchanges with France, Switzerland, Belgium (2 months), Spain, Germany and Italy for secondary students. ISE also offers a one month summer exchange program with France, Spain, Switzerland and Québec, and an En famille 6 month exchange for elementary students aged 9 to 13. In the Experience Canada program, Ontario families host a European student for the month of October. CEEF offers three-month reciprocal exchanges with France, Luxembourg, Belgium, Spain, Italy, Germany, the Netherlands, and Switzerland. CEEF also offers one month summer exchanges to France and Switzerland. The School Partners Abroad program is a 2 to 4 week class or school group exchange for Grades 7-8 and secondary students to Belgium, France, Costa Rica, Mexico, Spain or Switzerland. Year-long experience hosted by Rotary clubs in other countries; Apply 9 to 12 months before departure Summer three-week short-term exchanges Must be 15-18 yrs. (705) 722-9440 Fax: (705) 722-9441 e-mail: info@iseontario.on.ca Program Director: Bea Harper beaharper@iseontario.on.ca (705) 739-7596 (800) 899-8367 Fax: (705) 739-7764 e-mail: info@ceef.ca (847) 866-3421 Rotary Youth Exchange Program Coordinator, Ontario http://www.rotary.org/en/stu DENTSANDYOUTH Explore Council of Ministers of Education 95 St. Clair Avenue West, Suite 1106 Toronto, Ontario M4V 1N6 www.cmec.ca http://www.myexplore.ca YMCA YOUTH Summer Work Student Exchange www.summer-work.com 5-week summer immersion programs in French Canada. Must be 16+ Bursary covers tuition, meals and accommodation. Apply mid-february French/English language immersion experience. 6 week summer paid employment placement in Canada. Student must be 16 or 17 yrs. and have basic ability in the other official language. The Ontario student s family hosts a student. $50 participant fee. Transportation and planned local (877) 866-4242 Provincial Coordinator, Student Financial Assistance Branch Ministry of Training, Colleges and Universities Box 4500, Thunder Bay, ON P7B 6G9 (877) 639-9987 Regional Coordinator - Lindsey Smith (416) 928-3362 x2003 Fax: 416-928-3552 Lindsey.Smith@ymcagta.org
Curriculum Programs Page 5 Organization, Address Comments Phone, Fax, e-mail, contact person activities covered by the program. SEVEC (Society for Educational Visits and Exchanges Canada) 300-950 Gladstone Ave Ottawa (Ontario) K1Y 3E6 www.sevec.ca www.sevec-rvc.ca SEVEC offers one to two week summer and school-year reciprocal home-stay exchanges in Canada for groups of youth between the ages of 12 and 17. SEVEC also offers the Rendex-vous Canada program: group travel tours in Canada for Grade 6-8 students. (800) 387-3832 (613) 727-3832 (613) 727-3831 (fax) e-mail: info@sevec.ca Katimavik Ontario regional office 301-265 Carling Avenue Ottawa, Ontario K1S2E1 6 to 9 month Volunteer service program in Canada Ages 17-21 Telephone: 613 722-8091 Fax: 613 722-1359 Email: info@katimavik-ont.org www.katimavik.org Canada World Youth-Head Office 2330 Notre-Dame West, 3 rd floor Montreal, Quebec H3J1N4 http://www.canadaworldyouth.org 6-month program for 17-24-year-olds who spend 3 months in a community in Canada followed by 3 months in a community in Africa, Asia, the Caribbean, Eastern Europe, or Latin America. Telephone: 514-931-3526 or 1-800-605-3526 (toll free) Fax: 514-939-2621
Curriculum Programs Page 6 APPENDIX B Exchange organizations with which the Board has had some acceptable experience, but not enough to offer assurances as to their ability to deliver on all promises. Students and staff should investigate the offerings of these organizations with care, but understand that they have provided some acceptable services to students tin the past. Organization, Address Comments Phone, fax, e-mail, contact person International experience program Non-reciprocal AFS Interculture Canada 1425, blvd. René-Lévesque West Suite 1100 Montreal (Quebec) H3G 1T7 www.afscanada.org Tel: (514) 288-3282 or Toll free : 1-800-361-7248 Fax: (514) 843-9119 Email: info-canada@afs.org Consulat General De France Service Culturel, Scientifique, et Cooperation 2 Bloor St. East Suite 2200 Toronto ON M4W1A8 - The Au Pair program work/study Tel: 416-847-1900 Fax: 416-847-1901 ASSE Student Exchanges 12720, rue Louis-Joseph-Papineau Mirabel, Quebec J7J 1V8 www.asse.com/canada International Student Exchange program. School year, summer homestay, and summer language programs for students 15-18 yr. Non-reciprocal Telephone: (450) 433-6418 Toll Free : (800) 361-3214 Fax : (450) 508-6406 Email : assecanada@asse.com
Curriculum Programs Page 7 APPENDIX C Exchange organizations with which the board offers no opinion, but whose information and address are provided as a service to students and staff wishing to do their own investigations. Organization, Address Comments Phone, fax, e-mail, contact person Neuchatel Junior College in Switzerland 44 Victoria Street, Ste. 1310 Toronto, ON M5C 1Y2 Canada www.njc.ch Final year of High School at independent co-ed school. Academic program follows Ontario Ministry of Ed grade 12 University prep. courses (800) 263-2923 Director of Canadian Operations Mrs. Dayle Leishman 416.368.8169 ext. 221 416.368.0956 (fax) dleishman@neuchatel.org e-mail: info@neuchatel.org Red Leaf Student Programs/Tours inc. 300 John Street, Suite 503 Thornhill, Ontario L3T 5W4 www.red-leaf.com Youth for Understanding (YFU) Canada 690 Fountain St. N. Cambridge, ON N3H 0A2 www.yfu.ca/ Student Travel School P.O. Box 1255 Embrun, Ontario K0A 1W0 www.sts-education.com Nacel Canada #208, 8925 82 nd Avenue Edmonton, AB, T6C 0Z2 www.nacel.ca YMCA Youth Exchanges Canada Program 42 Charles Street East Toronto, ON, M4Y 1T4 http://www.ymcatoronto.org YES Canada Student Exchange P.O. Box 22030 Barrie, ON, L4N 0Z5 www.youthedservices.ca Mostly for students from outside Canada. Various periods, 1 or 2 semesters. Summer ESL programs. Volunteer opportunities. International youth exchange program. 50 participating countries. 1-yr programs and semester and 6-week summer programs. 15 18 yrs. High school year or semester or three months abroad Ages 14-18 Usually 10 month program. Also homestay and language school. Ages 15-17 1/2 Group reciprocal exchanges within Canada. Facilitates twinning and pays travel costs. Ages 12-17 Priorities: rural, aboriginal, disabled, or economically disadvantaged youth. Non-reciprocal study abroad experience: time period of 3months to a full academic year Ages 14-18 Tel 905 530 0170 Fax 905 889 9523 e-mail: info@red-leaf.com Director of Academic Programming Tatiana Ivanova, Tatiana@redleaf.com (877) 516-9111 1-519-653-0550 Fax: (519) 653-5792 (800) 299-7667 Fax: (613) 443-4478 e-mail: canadaeast@storm.ca (780) 468-0941 toll free 1-800-661-6223 Fax : 1-800-837-4988 416-928-9622 1-800-223-8024 (705) 220-5354 Fax: (705) 792-5393 e-mail: info@youthedservices.ca
Curriculum Programs Page 8 APPENDIX D STUDENTS GOING ON AN INTERNATIONAL EXCHANGE Select courses for following school year prior to going on the exchange Specify the exchange dates to classroom teachers Start planning immediately Make contact with classroom teacher(s) to inform them of your exchange (no later than January for semestered schools) When selecting courses identify yourself as an exchange student and plan courses appropriately (for example science courses in semester one; less difficult courses for student in second semester, Language courses senior French, German, Spanish courses should be taken by students in semester one prior to departure overseas where possible) Initiate the contract with the teacher prior to the beginning of the course Set up email contact with classroom teacher Ensure ongoing communication via e-mail or regular mail to teacher during the exchange Upon return student must attend classes, participate in class and return work that was done on the exchange Arrange a time to meet with the teacher to share your work and progress report while on the exchange Students may earn additional credits through the PLAR process with the exception of Grade 9 credits. Application forms may be accessed through www.bwdsb.on.ca
Curriculum Programs Page 9 APPENDIX E STUDENTS GOING ON AN INTERNATIONAL EXCHANGE Note students going on an international exchange no later than early January in a semestered school and September in a full year school Student Exchange Contract to be completed before the beginning of the course for semestered schools Email set up with Exchange Student(s) Determine the expectations, completion dates, and requirements for the final evaluation Students must complete the final 30% evaluation Students may earn additional credits through the PLAR process with the exception of Grade 9 credits. Application forms may be accessed through www.bwdsb.on.ca Teacher to meet with student to debrief on the work they did while on the exchange and review student progress report Discuss with student course requirements within the four categories of achievement (i.e. knowledge/understanding, thinking/inquiry/problem-solving, communication and application/making connections)