YEO/Counselor Reports

To All clubs in the RYE (Rotary Youth Exchange) program:

We are now using the new YEAH (Youth Exchange Administrative Hub) system. It has replaced the WESSEX system that we were previously using. It is a paperless system that does much of the work for everyone with automated emails to the people who need to get them. Download the YEAH Instructions for Clubs PDF for more information.

Monthly Report

US State Department regulations require monthly contact with all inbound students and their host families, and it is the responsibility of the Youth Exchange Officer and/or counselor in each local club or district to submit a report on that contact.

To access the Counselor Monthly Report Form, the YEO or Counselor should login to the RYE-District 5100 YEO Portal (http://yehub.net/W10-portal), call up the record for the inbound student, and click on the “Submit Monthly Counselor Report” button.

Any YEOs or Counselors who need a YEO Portal login should request one from their District Youth Exchange Chairperson.

Host Family Change Report

US State Department regulations require the reporting of host family changes for all exchange students, and it is the responsibility of the Youth Exchange Officer and/or counselor in each local club or district to submit that information within 5 days after the student moves.

District 5100 has a simple web form on which to report host family changes. The YEO or Counselor should login to the District 5100 YEO Portal (http://yehub.net/W10-portal), call up the record for the inbound student, and click on the “Submit Host Family Change Report” button.

Any YEOs or Counselors who need a YEO Portal login should request one from their District Youth Exchange Chairperson.

Host Family Orientation form

This is the required Host Family Orientation form for your Inbound Student in a fillable PDF format. It must be completed when you do the first home visit/interview. This form must be completed and submitted to the District Country Officer of the student that the family is hosting. Download link.

Host Family Home Visit/Interview Report

US State Department regulations require that a Rotary representative certified by the State Department conduct a home visit and interview with each potential host family as part of their application process. This must take place separately from Host Family Training. It is the responsibility of the Youth Exchange Officer and/or counselor in each local club or district to submit a report on that visit.

To access the Host Family Home Visit/Interview Report Form, the YEO or Counselor should login to the District 5100 YEO Portal (http://yehub.net/W10-portal), call up the record for the host family, and click on the “Submit Home Visit/Interview Report” button.

Any YEOs or Counselors who need a YEO Portal login should request one from their District Youth Exchange Chairperson.

Host Family Follow-up Visit Report

US State Department regulations require a follow-up visit to each host family within 60 days of the date that an exchange student moves in. It is the responsibility of the Youth Exchange Officer and/or counselor in each local club or district to submit a report on that visit, which must be conducted by someone other than the person who conducted the first home visit and interview.

To access the Host Family Follow-up Visit Report, the YEO or Counselor should login to the District 5100 YEO Portal (http://yehub.net/W10-portal), call up the record for the host family, and click on the “Submit Follow-up Visit Report” button.

Any YEOs or Counselors who need a YEO Portal login should request one from their District Youth Exchange Chairperson.