Blackout dates: Dates on which Inbound Students are NOT ALLOWED to travel during 2025-26:
- September 19-20: Inbound Orientation
- November 7: Rotary Foundation Dinner
- February 7: Country Reveal Celebration
- March 13-14: Outbound Training Weekend
- April 16-18 Multi-District Conference
TRAVEL GUIDELINES
Rotary Youth Exchange is a cultural exchange not a travel exchange. The hosts (District, club, family) are under no obligation to provide or permit it. However through the generosity of the host clubs, individual Rotarians, or host families, some travel is often done. Students must follow the travel rules of the host district and under no circumstances make his/her own travel arrangements and then expect the host/district club to go along with it.
It is important to make sure that the student is always safe when with any adult who is not a host parent or Rotarian with clearances. Students may not be left alone with an adult who does not have clearances. If a host family or vetted Rotarian is present as a chaperone and the student is never left without a
chaperone, clearances are not needed for other travelers.
When is a Travel form NOT required?
- Within D7390 - Day trip which does not require missing school.
- Outside D7390 - Never
When is a Travel form required for INFORMATIONAL PURPOSES?
- Within D7390 - Any overnight stay with host family adult, a vetted Rotarian, a
school group, a local church group, scouts, or a vetted personal friend of host family or Rotarian, which does not require missing a day of school.
- Within D7390 - Any day trip with host family adult, a vetted Rotarian, a school group, a local church group, scouts, or a vetted personal friend of host family or Rotarian, which does require missing a day of school.
- Outside D7390 - Any day trip with host family adult, a vetted Rotarian, a school group, a local church group, a boy scout troop or a vetted personal friend of host family or Rotarian which does not require missing a day of school.
When is a Travel form WITH APPROVAL required?
- Within D7390 - Any overnight stay which requires missing school. **
- Within D7390 - Any travel and/or overnight stay with anyone other than a host family adult, a vetted Rotarian, a school group, a local church group, scouts, or a vetted personal friend of the host family or Rotarian (friend sleep-overs) This person MUST be vetted.
- Outside D7390 - Any travel which requires missing school. **
- Outside D7390 - Any overnight stay with anyone.
- Overnight outside of USA - request requires a copy of travel visa and DS-2019 40 days prior to anticipated travel. Ultimate approval only from the District Chairman. For approved international travel (e.g. Canada), you must take along with you: (1) passport, (2) J-1 Visa (inside passport – it must
list "multiple" NOT "single" entry), (3) I-94 Form (stapled inside passport), and (4) DS-2019 form re-endorsed within thirty days by a
responsible officer of ESSEX. A Visa may also be required by the country you are visiting.
- Independent travel Maximum 3 days and 2 nights. Independent travel is rarely approved. It requires written approval from natural parents and the D7390 YE Chair. Permission form** During vacations only if to visit a nearby relative
**A student will not be permitted to miss more than 3 school days per trip or a total of 10 school days during the year for personal
non-Rotary travel.
** If school will be missed for a day trip, please be sure to complete an Educational Travel form with the school
If the situation is other than described above, always assume a Travel Permission form is required.