The Application process is as follows:

Complete the Initial Application Form (or the .doc version) by 30th April (some late applications accepted - must advise the Chair)
Email the form and photo to the chairman: Murray as soon as possible.
Post/email to the chairman: Murray Butler, Rotary Youth Exchange, 120 Kawai Street, Nelson 7010. Ph 03 548 4860
BY APRIL 30
Attend the selection interviews 2012 - Hanmer Springs Forest Camp - May 12th.
Depending upon the number of applicants, this will start at 10:30 a.m.
If necessary, a second selection will be held in Nelson on May 19th. Chair will advise...
You are to bring your passport (if you have one) or if selected apply for a passport
If selected, complete Travel document now, and then the Full Application Form by 2nd July
We need an email version plus 4 copies completed correctly. Please read instructions.
Post to the chairman: Murray Butler, 120 Kawai Street, Nelson
MUST be received BY JULY 8th
Attend the district briefing weekend (August 17-19 at Rotoiti) and subsequent briefings (October & December) - see the Calendar
Accommodation etc is all booked at the venue and the weekend starts at 5 p.m. on the Friday with a light evening meal. The formal programme begins at 7 p.m. when all should be present. We finish after lunch on Sunday.
Prepare to depart NZ 16th January 2013

EUROPE – Depart Auckland on Air New Zealand Flight NZ6 on WED 16 January 2013

Stopover at Los Angeles – 3 nights 16/19 January
Depart Los Angeles Flight NZ2 at 4.00pm to London (Heathrow) – 19 January
Arrival at European Cities will be 20 January 2013

USA and CANADA – Depart Auckland on Air New Zealand Flight NZ6 on WED 16 January 2013

Stopover at Los Angeles – 3 nights 16/19 January
Depart Los Angeles on various flights – 19 January
Arrival at USA and Canada cities on 19 January 2013 be 20 January 2013

SOUTH AMERICA Depart Auckland on LAN Airlines Flight LA800 on Wed 16 January 2013

Arrive Santiago – Stopover 3 nights 16/19 January
Depart Santiago – to Sao Paulo(Brazil) or to Cordoba(Argentina) or to Buenos Aires (Argentina) - 19 January

Arrival at South American Cities – 19 January
Brazil students destined for internal Brazilian Cities will overnight at Sao Paulo and fly on 20 January to host cities.

Flights from Nelson, Blenheim, Westport or Christchurch will be added on as part of the International Journey

Baggage Allowances – 23 kgs per person + 7 KG Cabin Bag for all students on Air New Zealand
or 2 x bags at 23kgs per person + 7KG Cabin bag for students to and from South America.

Passports required for all Students: Recommend that students make application as at Selection Time for an up to date passport valid until June 2015 or longer.

All Students must complete the attached booking registration form and send to District Chairman as soon as possible after selection.

Visa Processes

The Visa process varies depending on the destination Country and things can be VERY longwinded... The following is what we need to have for the Visa. Some things we need more of.

BELGIUM

    Application Forms (2) (we need 4 copies)
    Photos 3x4cm (2)
    Passport valid for 15 months from departure (we need 18 months)
    Medical Certificate - must be on form supplied and done by designated MD
    Police Report - if over 18 - obtain from Ministry of Justice
    Financial Support Declaration - supplied by Rotary
    Travel Itinerary - supplied by Travelcom
    Written Pledge signed by both parents and student - 1 original + 2 copies - Notary Public
    Parent Authorisation signed by both parents with ID's of students - 1 original + 2 copies - Notary Public
    Rotary guarantee form - supplied by Rotary
    Consulate located in CANBERRA - requires visit (may be able to be done by Roger)

BRAZIL

    Passport valid for 18 months from departure
    Police clearance from Ministry of Justice - must be originals on letterhead
    Photocopy of eTicket & Itinerary supplied by Travelcom
    Proof of Financial Support - from Parents with copies of bank statements
    Rotary guarantee form - supplied by Rotary
    Visa Application Form - Complete on-line at scedv.serpro.gov.br
    Photo to be attached to completed application form - specific requirements
    Birth Certificate
    Letter from BOTH parents consenting for student to travel alone
    Declaration from School in Brazil - must be authenticated in Brazil
    Declaration by Rotary Club in Brazil - must be authenticated in Brazil
    Consulate located in WELLINGTON

FRANCE

    Long Stay Visa Application form - 2 copies and translated
    Passport must be valid 3 months longer than stay (we require 6 months)
    Passport photos - 2 - specified instructions
    Letter of enrolment in French School - supplied by Rotary
    Last years school report
    Letter from host family in France - Prise en charge - supplied by Rotary
    Authorisation from Host Parents including copies of their ID's (passport/drivers lic)
    Financial Guarantee from parents - copies of bank statements etc
    Medical Certificate - with Doctors Letterhead - Polio Vaccination required or evidence of one
    Police Record - from Justice Department
    Travel Itinerary - supplied by Travelcom
    Travel Insurance Policy - supplied by Travelcom
    All documents must be taken to WELLINGTON to the French Embassy along with Parent(s)
    Must be actioned and appointment made with French Embassy outside of travel date
    Consulate located in WELLINGTON

GERMANY

Rotary Guarantee Form
Visa applied for in Germany on arrival

JAPAN

    Application form
    Passport Photo
    Certificate of eligibility from Ministry of Justice in Japan
    Rotary Guarantee Form
    Certificate of Admission
    Hosting Guarantee
    Pledge release of liability for return of documents
    Consulates located in AUCKLAND, WELLINGTON & CHRISTCHURCH

SWEDEN

    Application form signed by both parents
    Rotary Guarantee Form
    Travel Itinerary - supplied by Travelcom
    Passport Photos (2)
    NOTE: 8 Weeks to process
    Consulate located in WELLINGTON

SWITZERLAND

Rotary Guarantee Form
Visa applied for in Switzerland on arrival