Ottawa-Japan 2-Week Cultural Exchange

2025 Ottawa-Japan 2-Week Reciprocal Exchange

Application Form
Welcome to the application for the Ottawa-Japan 2-Week Reciprocal Exchange.

Please read through the application carefully. You can save your progress and come back to the application by setting up a free account. To do this click SAVE at the bottom of this page.

Phase 1 - Hosting: April 11 - 25, 2025

Phase 2 - Going: July 18 - August 2, 2025

My family and I are aware that :
- we are expected to host TWO (2) Japanese students (same sex) for 2 weeks April 11 - 25, 2025; there are rare occasions where hosting only 1 student is possible.
- the students may share a room but require their own separate beds;
- that a great personal effort is required in looking after my exchange partners;
- in Japan, students will stay in pairs with a host family; students will have input into this pairing.
- priority will be given to students who are interested in both hosting and going but that it may be possible to only host;
- Families only hosting will receive $400 to help offset their additional expenses.
- program space is limited with priority given to students in the OCDSB's International Certificate Program;
- students are not expected to know or learn Japanese but are encouraged to take advantage of the free introductory classes that are provided;
- an interview might be requested should we receive a high amount of eligible applicants;
- the cost will be approximately $4500 depending upon flight costs with some financial assistance available through the OCENET Study Abroad Bursary. This covers all flight and activity costs here and in Japan. The only extra money required is for souvenirs and shopping.
Application due: December 20, 2024 **But if you're really interested and need longer, please let Mr. Oussoren know. sean.oussoren@ocdsb.ca
Please note that due to changing landscape of international travel, the exchange may need to be postponed or cancelled on short notice. Please refer to the Government of Canada's Travel website for the most current information.

If you have any questions, please contact Sean Oussoren, OCDSB / OCENET International Education Coordinator sean.oussoren@ocdsb.ca
Application Deadline: December 20, 2024

All applicants will be notified by early January.
Name*

First NameLast Name
Gender*

MaleFemaleOther
Preferred Pronouns*
Date of Birth*
The country of your passport. If you currently do not have a passport please write n/a*
Passport Expiry Date

MonthDayYear
Date
Your grade this year*

9101112
Your school*
Your email*
How do you get to school?*

Yellow busOC TranspoWalk / Bike / RideOther
Name of your guidance counsellor*
Are you enrolled in the OCDSB's International Certificate Program?*

YesNoNo, but I'm considering joining soon.
Given the reciprocal nature of exchanges, priority will be given to students who wish to both host and go to Japan.*

I am interested in both hosting and going.I am interested in hosting only.
Add any additional comments regarding hosting / going.
How did you hear about the exchange?*

ICP Advisor or ICP UpdateFriend or Family MemberA teacher at my schoolEmail from my school (i.e. school newsletter)Poster at my school
Either take a photo of yourself...
or upload a photo of yourself here, please.

Browse Files

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Contact Details
Parent / Guardian #1*

First NameLast Name
Parent / Guardian #1 Email*
Parent / Guardian #1 Phone*
Occupation / Professional Activity*
Parent / Guardian #2*

First NameLast Name
Parent / Guardian #2 Email
Parent / Guardian #2 Phone
Occupation / Professional Activity
Your Address*

Street Address

Street Address Line 2

CityProvince

Postal Code
Do you live in one house or do you alternate between two?*
Hosting an Exchange Student
Have you ever hosted a student in your home before?*

YesNo
Please explain.
If accepted, you will be hosting two students of the same sex.*

They will each have their own bedroomThey will share a bedroom but each have their own bed.I would like to host but only have space for one studentOther
Hosting preference **We will take this into consideration but cannot guarantee we will be able to honour this request.***

We would prefer to host female students.We would prefer to host male students.We don't have a preference.Other
Sister(s) Age(s) and Name(s) if any
Brothers(s) Age(s) and Name(s) if any
Do you have any other people living with you at home (besides parents and siblings)?*

YesNo
Please explain.
Do you have any pets in the home?*

YesNo
How many and what kind?
Do you smoke ?*

YesNo
Does anyone else in your family smoke (tobacco or cannabis)?*

At homeOutsideNo
Could you live in a house where somebody smokes?*

Inside or Outside the home is okayOutside the house only
Please share any additional thoughts or considerations we should know about with regards to hosting.
Host Family Reference

Please provide one character reference that supports your application to serve as a Host Family for Phase 1 of this exchange. Please choose a reference who knows your family dynamics, understands your home life, and understands the nature of this program. ***This reference may not be a relative or an employee who works for you.***
Name of Reference*

First NameLast Name
Occupation*
Email*
example@example.com
Phone Number*

Area CodePhone Number
How long has this person known you?*
How does this person know your family?*
Your Health
Please note that Japan gets extremely hot and humid in the summer and that many activities you will participate in there will involve being outdoors.

Living in a new culture with new people can also present some challenges, so please answer the following questions honestly.
Do you suffer from any physical constraints /allergies?*

NoYes
If yes, please give details:
Are you receiving any medical or psychological treatment?*

NoYes
If so, please give details
Do you have any dietary considerations (vegetarian, vegan, lactose intolerance, Kosher, Halal, etc)?*

NoYes
If so, please give details:
Your Background and Interests
Have you lived away from home before?*

YesNo
If yes, please explain.
What do you typically do after school and on weekends? (include any teams, clubs, lessons or jobs)*
What type of music do you enjoying listening to?*
What types of sports are you interested in / involved in?*
Do you have any artistic interests? (visual arts, photography, drama, etc.) *
What are some other hobbies and interests that you have?*
Choose 2-4 words that best describe you*

Self-confidentReservedSensitiveShyThoughtfulOutgoingAmbitiousPatientSpiritedCuriousHumorousCreativeOther
In 200 - 300 words, please explain why you wish to take part in the Ottawa-Japan Exchange.*
Documents to Get
Please upload a few photos of your family and your home. *

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Teacher Reference Letter
Please open this document and email it or give it to two or more of your teachers (from this year or last year) who know you and can speak to your ability to participate in this exchange.
Report Cards
Please scan and upload your June 2024 and February 2024 Report Cards. *

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Student Declaration

The Ottawa-Carleton District School Board (OCDSB) is committed to providing the best possible educational environment for its students. During your academic and cultural time in Japan, you serve as an ambassador not only of the OCDSB, but of Ontario and of Canada.
I am aware that a great personal effort is required in looking after my possible exchange partners. If I am chosen to take part in the exchange, I confirm that I will be present during the whole of my partners' stay in Ottawa and that I will not take part in any other exchange or class trips without my partner.*

YesNo
I understand that the cost of this program is approximately $4500. The final cost will depend upon flights, insurance and number of students participating.*

YesNo
I am also aware that circumstances beyond the control of OCDSB / OCENET and Yamate Gakuin such as, but not limited to, pandemics may precipitate a cancellation of all or part of the exchange. This could then result in the possibility that a portion of the fees may not be refunded. I will follow the most current travel and health advice from the Government of Canada, the local health unit and the Government of Japan while travelling there.*

YesNo
I declare that all information in this application is true. In the case of being matched I will follow the rules outlined below.*

YesNo
I understand that I must participate in all the activities organized by my host school in Japan. This is one of the main objectives of the exchange.*

YesNo
During my stay in Japan, I understand that I may not travel alone without the consent of those responsible for me in my host country.*

YesNo
I understand I am not to drive a motor vehicle of any description during my time in Japan.*

YesNo
I understand that legislation abroad for the protection of children and young people makes it illegal to purchase or consume alcohol of any kind and it is therefore forbidden to do so. This is also valid for all kinds of drugs (except for those prescribed by a doctor on a prescription translated into the language of the host country).*

YesNo
I will abide by the laws of my host country and accept the direction and guidance of my host parents at all times. I agree to abide by the instructions given by the representatives and coordinators from Yamate Gakuin High School and the trip chaperones.*

YesNo
I agree that if, during my stay in the host country a major incident such as a family emergency or breaking of the program’s rules requires an early return, it will be the responsibility and cost of my home country’s (not host) family.*

YesNo
I will respect all people involved in the exchange program, and in a way that will not damage any person’s reputation, including that of my partners, my host family, the teachers and students, as well as other participants in the exchange group. I will not disseminate any information detrimental to the reputation of others, including through the use of digital media such as mobile phones, email, social networks such as Instagram, Snapchat and the like. I recognize that the dissemination of information which slanders, insults, hurts or damages others may result in legal action.*

YesNo
I understand that any continuous failure to abide by the above guidelines may result in my dismissal from the program while in Japan and may result in my return to Ottawa. Students dismissed from the Exchange Program in Japan may be sent home at their parents' expense without refund of fees.*

YesNo
Date*
Student Signature

Clear
Parent / Guardian Approval and Reflection
Hosting international students in your home is a big commitment and could (possibly) change the dynamic in your household. In 200 words or less, describe how you would plan on welcoming students with limited English levels into your home and ensuring they are made to feel safe, cared for and heard should any issues arise? *
I authorize both the OCDSB and OCENET to share personal, school and homestay information electronically with designated officials from Yamate Gakuin High School.*

YesNo
I give permission for my child to participate in any activity or trip organized by by OCENET here in Ottawa during the exchange; or by the host family / Yamate Gakuin High School in Japan.*

YesNo
I give permission to OCDSB, OCENET and our partners Yamate Gakuin to use photos / videos of my child in any promotional and / or professional material.*

YesNo
I understand that any continuous failure to abide by the above guidelines may result in my child's dismissal from the program in Japan and return to Ottawa at my own expense without refund of fees.*

YesNo
I understand that the approximate cost for my child to participate in the exchange is approximately $4500. The final cost will depend upon flights, insurance and number of students participating. Payments will be divided into instalments.*

YesNo
Please note that students requiring financial assistance are eligible to apply for the OCENET Study Abroad Bursary. More details can be found here.
I am also aware that circumstances beyond the control of OCDSB / OCENET and Yamate Gakuin such as, but not limited to, pandemics may precipitate a cancellation of all or part of the exchange. This could then result in the possibility that a portion of the fees may not be refunded. We will follow the most current travel and health advice from the Government of Canada and the local health unit.*

YesNo
I understand that we will bear all costs associated with lodging and transportation while the Japanese exchange students are living with us. School transportation, if required, is arranged and paid for by OCENET. Similarly, the costs associated with lodging and transportation for our child will be borne by the Japanese host families during Phase 2.*

YesNo
Please share any additional thoughts here
FLIGHT & TRAVEL INSURANCE will be arranged through our travel agent with families paying them directly in the spring.

The students will travel to Japan as a group and will be supervised by a group of chaperones who will ensure students' safe arrival and host family placements. The students will return home as a group unless otherwise arranged ahead of time.

The OCDSB / OCENET & Yamate Gakuin High School, its officers, employees, agents, volunteers and representatives will not be held responsible for any loss or injury sustained by the candidate during the travel and study periods. If the applicant becomes ill or incapacitated, the OCDSB / OCENET & Yamate Gakuin High School and its representatives may take measures they deem necessary, including obtaining medical treatment and transporting the patient home at his / her family's expense.

The exchange cost includes health insurance which all students, regardless of supplementary or family coverage, must have.

The undersigned hereby agrees to indemnify OCENET, OCDSB and Yamate Gakuin High School for damages or expenses caused by our child's behavior or voluntary or negligent actions while in Japan.

Any inaccuracy in the application is grounds for the OCDSB/OCENET & Yamate Gakuin High School to terminate the agreement and send the student home without refund and at the parents' own expense.

I have read, understand and agree to follow I have read, understand and agree to the rules and guidelines as outlined above.
Date*
Signature

Clear
Next Steps
Step 1: Submit your completed application by October 28, 2024

Step 2: You will be notified by the end of November as to whether or not you have been accepted or are placed on a wait list.

Step 3: Meetings and Planning

December - student only in-person meeting & 1st payment due

February - host families & student meeting / 2nd payment due

February - optional Japanese language classes

April - host families & student meeting / 3nd payment due and flight payment to travel agent

June - final meeting for families & students going to Japan

ACKNOWLEDGEMENT

The personal information on this form is gathered under the authority of the Education Act, Immunization of School Pupils Act and Personal Health Information Protection Act and will be used by the school and central administrative staff to provide a broad range of academic, health and administrative services. Anyone having the right, may access this information by contacting the Ottawa-Carleton Education Network (OCENET). Please keep OCENET advised of any changes in the above information as soon as possible.
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2025 Ottawa-Japan 2-Week Reciprocal Exchange

Application Deadline: December 20, 2024

Contact Details

Hosting an Exchange Student

Host Family Reference

Your Health

Your Background and Interests

Documents to Get

Teacher Reference Letter

Report Cards

Student Declaration

Parent / Guardian Approval and Reflection

Next Steps