- inbound students must be between 16½ and 18 years old when arriving in January/July.

 

- they must study English and have some basic knowledge on arrival so as to facilitate their adaptation in our families and schools.  You must attain a certain level of English as determined by the Chair after 3 months.

 

- we will not be in a position to welcome students with past / present medical / psychological problems.  Vegetarian students will be studied case by case.

 

- $1,000 must be received by the committee prior to arrival in New Zealand.  Must have further funds of $3,500 for District events (Tramps, Tours etc). 

- students must arrive in New Zealand prior to the start of term one (Mid January) or term three (Mid July) - see calendar - as directed by the Chairman or Inbound Co-ordinator.

Rotary's Bank Account is;
Name: Rotary International District 9970
Bank: The National Bank
Branch: Christchurch Branch
Number: 06 0831 0158095 000
Swift Code: ANZBNZ22
Please use RYE & your Sponsor District Number as a deposit Reference.
  e.g. RYE 4310  or 793 4310

If you are requested to deposit money to the Alternate Travel Account, it is:

Name: MP Butler
Bank:  Kiwibank Ltd Wellington, Private Bag 39888, Wellington 5045, New Zealand
Number: 3891020170753000
Swift Code: CITINZ2X
Reference: your Sponsor DISTRICT number or Name

 

Code of Conduct and General Information for students coming to Rotary District 9970, New Zealand

 

Congratulations on your selection as a Rotary Exchange Student to come to District 9970. For your well-being and enjoyment, the following information is set out to give you guidance as to the requirements and expectations of Rotary District 9970 while you are with us on exchange in New Zealand and must be complied with at all times. The following information should be read and interpreted as including and where necessary being additional to the Programme Rules and Conditions of Exchange as set out within the Rotary Youth Exchange Programme Application form.

 

Please read this document carefully, with your parents, taking particular note of items (1-4 below), and then complete and sign both copies of each the attached Agreement and Activities Consent forms. In doing so, this indicates that you have read and fully understand what is expected of you while on exchange and your acceptance of the rules and conditions. Those marked District 9970 Copy must be to be returned, immediately (before you leave home), to the address shown on the Agreement form. The copies on pages 4 & 5 are for your records.

 

 

International Travel to and from New Zealand

The cost of round trip transportation, passport and visas fees are at your natural parents/guardians expense. The timing, means and route of travel are arranged through Rotary. For ease of recognition you must wear your Rotary uniform on arrival at Auckland/Christchurch airports and at your final destination.

 

Standby tickets are not allowed and stopovers on the way are to be only long enough to accommodate aircraft transfers. Your return home will be direct, and no diversionary trips to other countries or destinations are permitted.

 

Insurance

Your parents or legal guardians are required to provide for the duration of the exchange, health, accident and liability insurance. The minimum amounts considered satisfactory to District 9970, are set out below. The amount and type of cover must also incorporate all that required by the Rotary International Recommended Insurance Minimum for Youth Exchange. You must arrange and pay for this prior to departure from home and be able to produce evidence of coverage upon arrival in New Zealand. The policy shall be enforceable prior to departure and until after your return home.  We can arrange a policy for you.

 

School & Study

You will be enrolled at the school selected by your host Rotary Club. You will attend classes and honestly attempt to achieve good grades and participate in all suitable school activities during your stay. You are required to attend school irrespective of any previous graduation. All classes are in English and you are required to learn to speak, read and write in English. The wearing of school uniforms is compulsory in many schools and this can initially be quite a shock if you are not familiar to the idea. The cost of any school fees will be met by the host Rotary Club, but the cost of special uniform is the responsibility of your natural parents/guardians.

 

Money

1.        Your parents or guardians are required to provide all your clothing and sufficient money for all your personal expenses, tours and other expenses over the duration of the exchange. You will be given a small monthly allowance by your host Rotary Club to cover incidentals such as toiletries, stationery, stamps etc. For convenience, security and to minimise the cost of transactions it is recommended that you open a “Cash Card” account in New Zealand, after arrival. This reduces the need and risks associated with carrying cash. If the opportunity arises for you to go on a trip or to an event, make sure you understand what costs you may have to pay and your other responsibilities, before you go. You must also make prior arrangements with your hosts to cover all your communication costs.

 

2.        Prior to arrival in District 9970 you are required to deposit the sum of NZ$1,000 into the Youth Exchange Bank Account (details above). This money is held in our trust account and reserved for the following purposes:

(a)        Secure preferential placement for Rotary arranged tours. These two events and attendance at the District Conference are compulsory.

Milford Track                      NZ$200 deposit (Total estimate $1,750)

North Island Tour                NZ$500 deposit (Total estimate $2,600)

(b)        NZ$300 to cover emergencies (small medical/dental necessities and any outstanding debts you may incur) whilst you are in New Zealand and as a deposit on a sleeping bag you will be loaned during your stay.  Failure to return the sleeping bag in a usable condition will incur a charge of $250.  Cleaning of the bag at the end of your stay is deducted from your refund.

 

The tour placement deposit will be credited to you as part payment of the tour cost, the money is used to secure your place on both tours and meet the costs of advanced bookings for travel and accommodation. This money is not normally refundable, but may be in extreme circumstances, as determined by the D9970 RYE Committee.

 

3.        Upon arrival in District 9970 your counsellor will assist you with opening a bank account and the cash card.

 

The Rotary Rules (7D’s)

 

DRUGS

·        You may not possess, supply or use any kind of narcotic drug.

·        Drugs for valid medical reasons must be prescribed by a physician.

 

DRIVING

·        You are NOT under any circumstances permitted to drive, own or operate any kind of motorised vehicle while in New Zealand.

 

DATING

·        Casual dates and outings are OK. Serious romances are not allowed.

 

DRINKING

·        The drinking of alcoholic beverages is forbidden, unless authorised by and under the supervision of host family or responsible Rotarians.
         ·        The legal drinking age in New Zealand is 18 years of age, and the supply of alcohol to any person under the age of 18 is illegal.
         ·        Access to Night Clubs, Bars, etc is prohibited during the exchange period.

 

Body DECORATION

·        No body piercing or tattoos of any kind are allowed whilst on exchange.

 

DOWNLOADING of pornographic or offensive material

·        Accessing sites or downloading of material on the Internet that may be considered offensive or prohibited is not permitted.

 

DISRESPECT

·        You must not disrespect people or property

 

 

Travel Documents

After your arrival in New Zealand you must give your passport and other travel documents to your NZ counsellor, for safe keeping.

 

Travel during your exchange in New Zealand

General Rules

·     Unauthorised travel is not permitted (refer below for procedures)

·     Hitch hiking is forbidden.

·     Students can not travel accompanied by only other students.

·     Travel can not take place during school time.

·     Travel with host families or for authorised school, Rotary Club or District functions is permitted. Subject to the procedures below. Prior advice of all travel must be given to your host Rotary Club counsellor.

·     Individual travel by unaccompanied students to other parts of New Zealand to stay with non Rotary or host family approved hosts will only be considered for approval by the Chairman if the travel application is accompanied by a written letter of invitation from the intended host.

·     Travel arrangements made without the prior consent and knowledge of your host family, club or District 9970 Committee, will not be authorised.

·     All requests for travel approval must follow the requirements as set out below and approval gained before the proposed travel is undertaken.

·     If you are travelling with your host family for an extended period, advise both your counsellor and local Rotary Youth Exchange committee member with the details, as set out in the procedures below.

 

District Boundaries

District 9970 is the northern part of the South Island starting from the Rangitata River in the south (see cover map).

 

Travel within District 9970

This must have the prior confirmed approval of both your host family and your counsellor. If you are to be away from your host family residence for more than 3 nights you must give written advice to your counsellor and the District 9970 RYE Committee Chairman, at least 24 hours prior to departure. It must indicate the purpose of visit, all relevant dates and times, final destination, who you are travelling with, who you are staying with, address of accommodation and contact information, date and time of return. All unaccompanied travel must be on scheduled public transport.

 

Travel outside District 9970

ALL travel out of the district must have the prior confirmed approval of the District 9970 RYE District Chairman as well as host family and counsellor. The written or emailed advice must reach the 9970 RYE Committee Chairman not less than 7 (Seven) days prior to departure and indicate the purpose of visit, all relevant dates and times, final destination, who you are travelling with, who you are staying with, address of accommodation and contact information, date and time of return. No travel is to be arranged or occur until after authorisation is received.

 

Travel outside New Zealand

Overseas travel during the term of the exchange is not permitted or will only be approved by the Chairman in exceptional circumstances.

 

New Zealand Tours

There are three compulsory tours.  Past students rate these tours as being the highlights of the exchange year. The cost of the tours is your expense.

 

·     North Island Tour - approximately 10-14 days, April school holidays  (Cost approximately   NZ$2,200)

·     Nelson training tramp – approximately mid October  (Cost approximately   NZ$50)

·     Queenstown & the Milford Track - 8 days, late November, walking the 8th Wonder of the World  (Cost approximately   NZ$1,000)

 

Attendance at Rotary Events

Inbound RYE students are required to regularly attend host Rotary Club meetings, address other Rotary Clubs and other organisations as requested, while in New Zealand.

 

Attendance at the following is compulsory and will have priority over any other activity. These dates are noted on the District 9970 RYE Calendar and you can check the latest calendar at www.rotary9970.org.nz/rye-calendar.htm. Your attendance costs will be met by your host Rotary Club or District Committee.

·     District 9970 Conference, and Rotary International 24 hour Cycle Challenge

·     RYE Orientation weekend in August.

·     RYE Short Orientation for January Inbounds in February

·     Other District or Area functions as and when called upon

 

Term of Exchange

The term of this exchange is one academic year (or two half years). All students are expected to stay for the 11½ -12 month term of the exchange. Exceptions may be considered only in the event of a family emergency.

 

Host Families

Your host families are responsible for providing you with room and board and also appropriate supervision and parental responsibility. They will look after your physical and social welfare. Respect their wishes, requests, and guidance and be prepared to accept some lifestyle restrictions. Do not invite your guests into your host’s home without their permission.

 

You are not a guest and are expected to become a part of your host family, assuming duties and responsibilities normal for a person of your age in New Zealand. All families have different rules. It is up to you to find out what the family rules are, each time you change families (use the First Night Questions as an icebreaker). You will change host families according to the timetable set by your host club (usually 3-4).

 

Appearance

You were chosen to be hosted by your club and families on the basis of what you said, and how you looked in the photographs in your application form. We do not expect to see any significant change in your physical appearance, such as face piercing, radical hairstyles (dreadlocks, shaven etc) or your standard and style of clothing upon your arrival or during your stay in New Zealand.

 

Friends

Choose your new friends carefully. If you have any doubts ask and accept the advice of your hosts, school and counsellor.

 

Smoking

Smoking is discouraged and is not regarded as being socially acceptable (or legal) in many New Zealand situations. It is not permitted at Club or District Rotary functions. Your status in respect of smoking is that as indicated in your application.

 

Family & Friends

If you have any relatives in New Zealand, they have no authority over you while you are part of the RYE programme.

 

Family Visits

Visits to New Zealand by parents, or other family of exchange students is discouraged and visits may only occur with the prior consent of the Chairman of District 9970 Youth Exchange Committee and also that of the student concerned. If such a visit is planned it must not take place during school time and it is suggested that it should be made in the latter half of the exchange (preferably January/March), at a time that will not conflict with established Rotary, host family or school events

Special Needs

By accepting and signing the agreement the student certifies that they have no dietary, medical or physical restriction, other than was shown in the student's application. Traditional New Zealand family meals will most often include meat in some form. If you are vegetarian (as shown in your application) or have special dietary requirements you may be expected to assist in the preparation of your own food and/or be required to adapt to the eating habits of your host families. Be aware that most New Zealand families usually include a pet cat or dog.

 

Communications

Receiving or making numerous phone calls or e-mails from/to family and friends at home is not advised during the first few months of your exchange, as these can contribute toward severe home-sickness. Emergencies are an exception. Please be conscious of how much time you spend on your host family telephone.

 

Reports

·     Report to the District 9970 Committee monthly as specified on the supplied form.

·     You are required to send all the regular reports as required by your sponsoring (home) Rotary Club and District

 

Rotary Support

As a participant in the Rotary Youth Exchange Programme you will receive the support, as outlined, of your sponsor and host rotary clubs and District 9970 RYE Committee. You are not permitted to write to other Rotary Clubs seeking hosting in order to take a holiday trip, although your host Rotary Club may choose to seek assistance on your behalf. It is not considered appropriate for you to request additional money advances from host family or host club. If you are having financial problems ask your counsellor for help and guidance.

 

New Zealand Laws & Customs

You are required to obey the laws and respect the customs of New Zealand at all times. If you violate any law, you can expect no special assistance from Rotary or the Government of New Zealand.

 

Adventure Activities

New Zealand is a popular tourist destination and a number of adventure activities are available. While operators endeavour to maintain high safety standards, there are risks when undertaking such activities. Please consider carefully with your parents, what may or may not be acceptable to you and your parents.

 

You must complete the attached Activities Consent Form, prior to your arrival in New Zealand. If you require clarification of any information on the form, please contact the Rotary District 9970 Youth Exchange Chairman.

 

Compliance

Rotary District 9970 Youth Exchange Committee reserves, unto themselves, the right to terminate an exchange where there has been non-compliance with any of these guidelines or the Rotary International Rules and Conditions of Exchange.

 

MONEY

Students are required to place for security the following items with their counsellor on arrival

 

Their passport and a copy of the insurance policy.

Also NZ$1,000* must have been received by the District prior to departure from home.

 

The host Rotary club will assist in establishing a personal bank account where they can deposit your monthly personal spending allocation and you can deposit other personal finances to access when required.

 

*The $1,000 covers the deposits of $500.00 for the North Island Tour and $200.00 for the Milford Track Walk and $300 for emergency funds, if required urgently, on your behalf.

 

Payments schedule.

$50 approximately will be required in October for the Nelson training tramp. If public transport is need this is at your cost.

 

$1,550.00 approximately will be required in September for the balance of the Milford Track/Queenstown costs. Transport costs of up to $100 may be additional.

 

$2,000.00 approximately for the balance of the North Island Tour.- approximate total cost $2,500.00.  This is due by end of January and for those January Inbounds, can be paid with the $1,000 bringing the initial payment to $3,000

 

Attendance and travel expenses to District events such as District Conference and orientation will be paid by District 9970

 

When convenient, Rotarians may extend invitations for you to accompany them and their families to cultural, sporting or holiday experiences. Please ask politely if you are expected to contribute to the cost. If it is unaffordable just explain. If you are treated freely please express your thanks and perhaps offer a small token gift or a card.

 

Please note.

Costs for tours are approximate as expenses are shared among the number of students participating.

 

Other Expenses

Funds will be required for any school extra-curricular activities and sport involvement.

 

Risk Sports & Recreational Activities

D9970 Inbound Students

 

During an exchange an Exchange Student may have the opportunity to participate in various sporting and recreational activities. These activities may carry some risk of injury. It is recommended that the Exchange Student and their parents or legal guardians discuss this matter and agree between them, the type of activities that the Exchange Student may participate in, and the basis of, such participation. This form is to evidence that this matter is acknowledged and that the Exchange Student has been given direction and guidelines by their Parent(s) or Legal Guardian(s)

 Risk sports and recreational activities such as: 

Ballooning	Scuba Diving	Caving
Gliding	Canoeing	Skiing/Snow boarding
Jet skiing	Bungy Jumping	Sailing/Yachting
Helicopter Flying	Jet Boating	Sea Kayaking
Recreational Motorized activities eg Go Karts	Tramping/Hiking /Mountain and Rock Climbs	Parachuting / Sky Diving / Hang Gliding (Solo/Tandem)
Motor Sports	Hunting	Abseiling
White water rafting	Black water rafting

We acknowledge that it is the sole responsibility of the Exchange Student to ensure they comply with the guidelines we have given. We acknowledge and accept that a number of the above activities or other activities may result in injury, and may even be fatal. We acknowledge that such activities are undertaken at the Exchange Student’s own risk and in no way hold Rotary International, Rotary members, or hosting caregivers individually or collectively liable. This acknowledgement also includes any activities of a risk nature offered to students as part of any Rotary activity or programme.