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Rob Whitfield (Julie) RC of Calgary, Chinook 808 Allandale Road SE Calgary, T2H 1W6 214-1454 (B) 252-6658 (R) 214-1473 (F) robpw@shaw.ca Coordinator Duties – Coordinator is the main contact for club counsellors Common Duties 1. Ensure students are registered for all orientation programs (3 for inbound and 3 outbound students) 2. Attend re-entry/orientation weekend in August and assist as required. 3. Attend inbound student orientation in Calgary in September and assist as required. 4. Make contact with overseas coordinators to confirm exchange and maintain contact as required. 5. Attend outbound student orientation meeting in Calgary in January:
• interview prospective students recommended by clubs
• assist Lead Coordinator with country placement • inform Outbound Student and Club Counsellor of country selection 6. Coordinate with club counsellor/student to ensure return flight bookings are made in January 7. Assist Lead Coordinator with Inbound club selection and inform club counsellors.
8. Attend Red Deer Outbound Orientation weekend
• Assist special events committee as requested. • Assist outbound student, parents and counsellors at country orientation sessions. 9. Attend Calgary orientation in May for final outbound preparation and training. Inbound Duties 1. Receive Inbound application and check for completenessM
• these are sent directly to you from the sponsor country.
• Send copy to district YEX secretary. 2. Forward documentation to selected club inbound counsellor
• 1 original application form
• 2 guarantee forms • 1 custodian/guardianship form • 1 sample of a letter of acceptance from school. 3. Follow progress of paperwork through club with counsellor 4. Check and return completed paperwork to sending country:
• cover letter to coordinator
• 2 original guarantee forms (send copy to YEX secretary) • custodian/guardianship form • letter of acceptance from school • welcome letter to student • insurance documents • travel authorization form • copy of student contract. • welcome package – school documents, tourism info etc • contact information – you and the club counsellor. 5. Maintain monthly contact with club counsellors of students and address any concerns.
a. discipline
b. travel c. other issues and questions as required 6. Forward Insurance forms to Astro Insurance (Caroline Reimer). Advise Astro of arrival dates of students. 7. Forward travel authorization forms to club counsellors. 8. Ensure club counsellors have flight arrival details. 9. Manage club compliance for YEX Outbound Duties 1. Receive completed outbound applications from Youth Exchange Secretary.
• all outbound student applications are sent to Youth Exchange Secretary.
• applications are checked for completeness. 2. Send documents to outbound country for completion and placement:
• Cover letter
• 2 original copies of application form • 2 completed visa/guarantee forms 3. Forward 2 copies of returned visa/guarantee form to Uniglobe Travel. Send copy to district YEX secretary. 4. Receive and act on quarterly reports
a. forward copy of each report to Lead coordinator.
b. Final report of compliance to district YEX secretary upon completion of exchange year. 5. Follow outbound students progress through exchange:
• follow up with students and their counsellor on return ticket and itinerary.
• follow up with outbound counsellors for departure and arrival. • follow up on issues arising during the students exchange with Lead Coordinator as required. | |||