Volunteer Screening...Easy as 1, 2, 3!

YOUTH EXCHANGE ADMINISTRATION HUB

Welcome to to YEAH!

The Rotary District 5020 Rotary Youth Exchange program as part of WESSEX, uses YEAH (Youth Exchange Administration Hub) as our main "secure" online database. YEAH! tracks and monitors our students, host families and volunteers making sure we have all the required documentation required by both Rotary International and the US State Department. We are part of WESSEX, the organization which provides us with our US State Department documents for the J-1 Visa the students require to study in the US for their exchange, and with other support.

ANY NEW family or volunteer must be entered into YEAH to begin the vetting process and likewise, all inbound and outbound students will be using this database and entering very pertinent information such as travel itinerary, etc.

Our YEAH! database allows for the students, both inbound and outbound, to enter and update some of their information on their own. The YEAH vetting process for a new volunteer or host family begins by the YEO (or whoever it is in your club that usually begins that process) sending them a link. The volunteer or host family will begin the application process from the secure online link (identified by the "https" in the web address) entering all the reference information, etc. requested. An automated email will be sent to each of their references and they will come back for review and approval. If there is a problem, or the references are not returned in a timely manner an alert will be sent out letting you know to follow up.

The process is slightly different for Canadian Residents and US Residents:

Let's Begin....

Youth Exchange Program Volunteering… Easy as…

START either a Volunteer Application or Host Family Application.

All volunteer applications are processed online with applicants entering information via a secure web portal identified by "https" along with contact information for 3 references, and completing the NAYEN Youth Protection Awareness Course online.

OBTAIN Volunteer Screening from your local Police Service.

US RESIDENTS: The YEAH Compliance Officer will initiate sending a link from IntelliCorp to obtain a Criminal Background Check on your behalf. This will occur for all volunteers, and for all host family members who are 18 or older. This must be done every year.

CANADIAN RESIDENTS: There are several ways to obtain a current vulnerable sector Criminal History/Records/Background Check for BC residents. Discuss your best option with your sponsor Rotary Club Youth Protection Officer or Youth Exchange Officer. When a report has been obtained, email a PDF to the Canadian YEAH Compliance Officer or share the results with your sponsor Rotary Club’s Youth Protection Officer. A report must be uploaded in the YEAH database. This must be done every five years.

COMPLETE the Youth Protection Awareness Course.

The course link will be emailed from the YEAH portal and when you have obtained a passing grade, the system will automatically read and record the results in your profile within the YEAH database. These links are unique to each individual, so anyone in the same household will be required to sign in on their own link.

Other course links may also be sent to you depending on your role in the program (e.g. Counselor Training, Volunteer Training, Understanding Culture Shock, Host Family Orientation).

US Volunteers: COMPLETE the Department of State Local Coordinator Training

All US volunteers and District 5020 Youth Exchange Committee members must complete this course and pass the exam annually. The course link will be emailed from the YEAH portal and when you have obtained a passing grade, the system will automatically read and record the results in your profile within the YEAH database.

YEAH! Get Started With HUB and Portal Basic Instructions

YEAH! Simple Step By Step Checklist

YEAH! Introduction Part 1

YEAH! Introduction Part 2 - The HUB

YEAH - The Student's Required Documents

Adding A Club Counsellor

Adding and Reporting a Host Family Change

Confirming the Student's Arrival

E-mailing from YEAH - Single and Group Messages

Extracting Data From YEAH and sending emails

Filling Out the Application - INFO for YEO

Filling Out the Application - What the Student Sees

Finding the Students Required Document Link

Generating The IB Guarantee Form

Host Family Orientation & Home Visit Interview Report

I Can't See my Student in YEAH

OB Application D5020 - Generating Section E, F & Updating the Club President

Saving E-Mails as a PDF and Uploading into YEAH

Submitting a Counsellor Report

Uploading Required Documents Through he Processing Tab

Uploading the Club Level Interview

Vetting Host Families and Volunteers

Volunteer Interview

Youth Exchange Officer

Youth Exchange Counselor

Typical YEO Year

Host Family Selection Best Practies

Host Family Vetting Practices

Volunteer Screening

Youth Protection Information

NAYEN

Department of State Secondary Student Exchange Regulations

YEAH Database Links

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