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Paperwork Presentation

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by

Joanne Reinhold

on 25 June 2013

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Transcript of Paperwork Presentation

These are the eight areas that you need to check specifically on this page .
Name of Host Family
Name of reference
Interviewer’s name
Date of Call or Visit
All questions answered in the affirmative, if hosting
Check that the family has or has not been accepted
Interviewer’s signature
Date
Please ensure that it is signed in
BLUE or BLACK PEN.
These are the seven areas that you need to check specifically on this page .
FULL Legal name (matching Gov’t ID)
Date of Birth
FULL mailing address including postal code
Name of Parent or Guardian
Name of at least two contacts other than parents in case of emergency
Participants Name
Participants Signature
Date
Parent or Guardian signature
Date
Please ensure that this form is filled out in BLUE or BLACK PEN
YMCA of Greater Toronto named as an additional insured
Dates are current
Name of the group
Please note not all certificates look like this, this is just an example. Please ensure that all the important information is included in the certificate
The following six slides are a break out of the EXCEL workbook that is included on the disk.
If you do not have access to EXCEL please let us know.
The workbook was designed to help keep all information in one location. The forms that are included on the disk can be emailed back to us prior to the assigned timelines.
Documentation Required
*Special measure request - Contact your local coordinator as soon as possible for more information
*Original signed information / consent forms including family references and interviewing
*Final participant list ( Fill out on the Excel Workbook)
*Original leader's acceptance of conditions of participation
*Copy of certificate of insurance, adding the YMCA of Greater Toronto as an additional insured
*Final host plan ( including pre and post activities)
*Key Learning Objectives for Hosting phase
*Financial report (Budget) ( Fill out on the Excel Workbook)
*Estimate of volunteer time (Fill out on the Excel Workbook)
*Emergency Plan
*Community Volunteer Activity write up
*Group Participation Fee
These are the four areas that you need to check specifically on this page .
Participant’s Signature
Date
Parent or Guardian signature
Date
Please ensure that this is signed in BLUE or BLACK PEN.
Please ensure that the Interviewer and the reference are not the same person.
Please double check that all references are not family members or related in any way
Please ensure that each of the references is signed and dated by the person that conducted the interview.
Family References and Interviews
At least two Family References need to be completed and the ORIGINAL interview forms must be in to your Regional Office by the due date given to each group.
Must Do!
These are the six areas that you need to check specifically on this page .
Group Name and Number
First Name, Last Name
Full mailing address
Emergency Contacts
Group Leader Name
Leader’s Signature
Date
Please ensure that it is signed in
BLUE or BLACK PEN.
Please ensure that each adult chaperone has completed a form.
The Host Plan
The host plan is the three-part plan for the exchange. This should be a balanced program of activities that encourage interaction and group building.
PRE-EXCHANGE
This section includes activities for the group before they travel or host. These activities are often educational and help to build the comfort level between the two groups before they meet.
List each activity that you have done along with a description of how it will link to the program objectives.
You and your group will need to decide how much you’ll need to spend – and raise for the exchange. Please record all your revenue and expenses on this sheet. Extra lines have been included so that you can include all that apply to your group.
Please ensure that there is a balance between revenue and expenses so as not to put to much hardship on the group members or community.
Community Volunteer Activity
The last of our five objectives is to foster a stronger sense of community by providing opportunities for youth to become actively engaged in their own and other communities in Canada.
Each exchange must have at least one community volunteer activity in their host plan. The participants should initiate, plan and lead these projects, thereby gaining the most complete experience possible.
Please mark clearly your engagement activity in your host plan. You may choose to do a separate write up about the activity with some highlights of the process.
YMCA Youth Exchanges Canada Program
Paperwork Presentation
The YMCA Youth Exchanges Canada Program is pleased to offer your group the opportunity to participate in an exchange conditional upon the following conditions:
All youth must be between 12 and 17 years of age at time of travel
Youth can not have participated in a YMCA Youth Exchange previously
You submit a group participant fee based on $40.00 for each youth and leader in your group (it is recommended that group leaders work with the youth and/or parents to determine the best way of raising these fees.) This fee is due on your assigned due date.
You and your group agree to complete a post-exchange survey
Your exchange is also conditional on receipt of the following documents by the assigned due date. Your regional coordinator will contact you with a due date for the following information:
*Original signed information / consent forms including family references and interviewing
*Final typed participant list
*Original leader's acceptance of conditions of participation
*Copy of certificate of insurance, adding the YMCA of Greater Toronto as an additional insured
- Contact your local coordinator for more information
*Final host plan including activities before, during and after your exchange
*Key Objectives for the Hosting phase *Community Engagement Activity Plan *Emergency Plan
*Financial report (Budget) * Estimate of volunteer time
*Special measure request - Contact your regional coordinator as soon as possible for more
Original copies are required for our files. Information about these requirements is available in the accompanying
'Workbook for Exchange Leaders'. Your group number is 4225. Please refer to this number in all future correspondence and contact with the YMCA Youth Exchanges Canada Program.
It is your responsibility to contact Celine Bourdeau-Owens at Uniglobe at (877) 771-7157 to arrange your travel details. Please do this as soon as possible to ensure availability of your preferred travel dates.
You are also required to submit all evaluation forms two weeks after traveling.
If you have any questions, please contact your regional coordinator.
YMCA Youth Exchanges Canada
This is your Group #
This is for our records and may be exactly as you originally indicated on your application. However, it might also be very different and we need to accurately report to our funder how your group engaged typically under represented youth.
Must Do!
All ORIGINAL Information and Consent Forms must be signed and into your Regional Office by the due date given to each group.
Information and Consent Forms
Please ensure that all consent forms are filled out and signed in BLUE or BLACK PEN.
Please ensure that all information is complete including , full mailing address, emergency contact and name of parent or guardian.
Please ensure that the name is the full legal name of the participant.
There is nothing that needs to be filled out on this page, however please make sure that both parents and youth read this page carefully
Please ensure that only families that are hosting have completed this section.
You may want to develop an outline of hosting responsibilities for each family.
These are the three areas that you need to check specifically on this page .
Check for Yes or No
Parent or Guardian signature
Date
Please ensure that this is signed in BLUE or BLACK PEN.
These are the 4 areas that you need to check specifically on this page.
Name of participant
Name of parent or guardian
Name of the reference ( for each one)
Relationship to family ( for each one)
FINAL Participant List
Please ensure that this is the FULL legal name of participant
Please ensure that this is the FULL mailing address, including city and postal code
Phone number (including prefix)
Date of Birth MM/DD/YYYY
There is nothing that needs to be filled out on this page, however please make sure that all Group Leaders read this page carefully
These are the two areas that you need to check specifically on this page .
Leader’s Signature
Date
Please ensure that it is signed in
BLUE or BLACK PEN.
Special Measures Requests
Special Measures have been adopted to encourage all Canadian youth to participate in YMCA Youth Exchanges Canada.
Some groups and youth who would like to participate face barriers. For example, there may be families who would have difficulties hosting a youth in their home, or some youth with disabilities may have special needs.

Whatever your group’s needs may be your Regional Coordinator will help you find the best way to accommodate them.
Special Measures Request
What we need:

Letter of request

Quote

Any additional forms
ie. Common stay form
Key Learning Objectives
The YMCA Youth Exchanges Canada provides an opportunity for diverse groups of youth to learn in a non-formal way. Group leaders are asked to work with youth and together establish learning objectives. Learning objectives should reflect the interests of youth, the realities of the group’s home community and the objectives of the YMCA Youth Exchanges Canada program. Groups should spend time discussing and planning for the many activities and ways that these objectives can be achieved. The aspect of developing the program plan presents a unique opportunity to ensure that participants are committed and have ownership over the program.
Sample Learning objectives from an exchange (See appendix for Additional examples)
The Host Plan
The next three slides show an example of a host plan. Please ensure that your host plan includes the rationale behind the groups choice for the activity. Please also include comments on how safety is being considered during the duration of your host plan. It maybe necessary to include another page or column to your plan.
The Host Plan
POST EXCHANGE
In your plan include the list of activities the group plans to do after the travelling and hosting, along with the description of how they link to the program objectives.
If you have received In-kind Donations please ensure that this form is filled out.
Please make sure that when you submit this that you have completed the entire form. It is just an estimate and should be used as such. This is just a way for you to be thinking about how much time everyone in your group is spending on the exchange.
Safety and Emergency Plan
The emergency plan is required by all groups and will need to accompany all information by the date arranged.
Many schools and organizations already have suitable plans that you can use, but please speak to me prior to doing so to avoid unnecessary delays.
I have included the template for the emergency plan on the CD for those of you who need one.
What the plan must include:
*Contact numbers such as travel rescue phone line, the YMCA 24 hour emergency line as well as group’s contact information
*Details on how the group will deal with an emergency
*How to deal with an ill or injured participant
*How to deal with a lost participant
*Group contract on behaviour
*A list of who is responsible for the group at different times
The goal of this presentation is to give you the essentials of what we will need in order to process your groups paperwork in a timely manner.
Any feedback that you would like to provide would be greatly appreciated Please feel free at any time to contact us as you move through this program.
Full transcript