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  • 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; **If you are unable to host, please note that an additional fee will be charged to offset the cost of finding another host family.**
    • 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 9, 2024 

  • 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 9, 2024

    All applicants will be notified by early January.
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  • Contact Details

  • Hosting an Exchange Student



  • 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.***
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  • 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. 

  • Your Background and Interests


  • Documents to Get

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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

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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.
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  • Parent / Guardian Approval and Reflection

  • Please note that students requiring financial assistance are eligible to apply for the OCENET Study Abroad Bursary. More details can be found 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.

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  • 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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