Sister Cities Student Exchange Application

Sister Cities of Nashville Student Ambassador Exchange Application

2025 Summer Exchanges
Sister Cities of Nashville

Student Ambassador Exchange Program

High School Exchange and Home Stay

Sister Cities of Nashville, Inc., founded in 1990, is a nonprofit organization dedicated to the promotion of global understanding through educational, professional and cultural exchanges. Originally founded by the Nashville Mayor’s office, Sister Cities of Nashville was incorporated as a 501(C) not-for-profit corporation in December 1990 by a dedicated group of Nashville business people, teachers and volunteers. SCN is a membership organization led by a community board of directors with Mayor Freddie O'Connell as the Honorary Chairman.

SCN Student Exchange objectives:

Intercultural knowledge and relationship building: global awareness, personal values and language skills, and focus on communities, service and commitment.

By participating in the SCN Student exchange program, students will:

become an international ambassador for Nashville in your chosen Sister City,

learn about your host country, its people, culture and language,

develop skills to deal with future challenges, independence and self-awareness,

expand your interests and experiences

build friendships that last a lifetime respect the customs, economic differences, lifestyle and daily routine of the host country and family

SCN Student Exchange Program includes:

Placement in a carefully selected host family, room and board included

Pre-departure cultural training and group bonding

Pre-departure orientation information

Travel and on-site chaperone-liaison

Support of a local representative

Airport ground transfers to and from host family residence

Supervision during the exchange program abroad
What SCN’s Program does not include:

International and domestic airfare to and from the host country/city (limited financial aid may available – contact layla@scnashville.org)

SCN student exchange application fee of $350.00

Public transportation to student selected activities and entertainment

Entertainment and incidental costs incurred by the student

Long distance telephone (Students can use Skype, email and other apps to communicate for free.)

Weekend excursions outside the destination city are offered on some of our exchanges. Additional cost ranges from $200.00 - $500.00.

What is expected of the Student as a member of the host family:

Act as a student ambassador for the city of Nashville respecting the culture, customs and habits of host family members

2 years of host country foreign language preferred (1 year may be permitted with teacher’s recommendation). There is no foreign language requirement for students traveling to Germany

Participate in family activities, dinners, and outings with host family

Help with household chores with host family

Share culture, language and life experiences with household members

Abide by host family rules, local laws and customs and those of your country of residence

Not using alcohol or drugs, even if you are of age in your host country; and not operating any motorized vehicles

Attend host country high school classes

SCN STUDENT EXCHANGE PROGRAM FEES AND REQUIREMENTS

Students must submit an online SCN Student Exchange Application Form, and letter of recommendation from a teacher, by February 1, 2025.

Students must pay the $350.00 Student Application Fee at the time they submit the Application Form. The Fee covers SCN administrative processing and includes a family membership to Sister Cities of Nashville for one year.

The Application Fee and Teacher Recommendation letter can be mailed to Sister Cities of Nashville, P.O Box 120555, Nashville, TN 37212. The Application Fee is refundable until March 1, 2025; however, after March 1, the Application Fee is non-refundable. If a trip is cancelled due to insufficient student applicants, the Application Fee will be refunded, unless a student desires to apply for another SCN trip in the same calendar year.

It is the sole responsibility of the students (and their parents) who are traveling on an exchange with SCN to ensure they have current and appropriate travel documents for their destination country.
Payment schedule for Student Ambassadors traveling on summer exchanges:

Application fee of $350 due with application

**Application is not considered complete until application fee and teacher recommendation are submitted

January 31 - $500.00
February 28 - $1,000.00
March 31 – Remaining balance due

Sister Cities purchases the plane tickets in order to ensure all are traveling together. The payments outlined in the schedule reflect reimbursement to SCN for airfare and any other expenses necessary to pay prior to the trip.

Financial Aid application can be downloaded from the Sister Cities of Nashville website: https://www.scnashville.org/financial-aid.html

If students submit an application after January 31 or February 28 payment deadlines, the total amount owed should be submitted with the application. Checks, money orders or cash are accepted. If a check bounces, a late fee of $10 will be assessed. If a payment is not received within two weeks of due date, the student will forfeit his/her participation in the trip and all previously made payments, depending on the costs incurred by SCN. All monies will be refunded if by March 7, there are not enough students signed up to participate on the program. SCN accepts all major credit cards but will assess a 3.6% service fee to the payment if a family wishes to use a credit card.

Trip costs will depend primarily on cost of flight. Though this could vary a lot, for your information, the total estimated trip cost for students traveling in 2025, including the application fee and special excursions, are:

Caen and Paris, France = ~ $2,500
Magdeburg and Berlin, Germany = ~ $2,500
Mendoza, Argentina = ~ $2,500

On average, the students spent $100-150 on incidentals – souvenirs, snacks, etc.

General Information
Indicate which program you are applying for*

Mendoza, Argentina (~ May 30 - June 14)Caen and Paris, France (~ May 31-15)Magdeburg and Berlin, Germany (~June 1-15)
How did you hear about Sister Cities of Nashville student exchanges?
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Adult SmallAdult MediumAdult LargeAdult XLAdult XXLAdult XXXL
Name*

First NameLast Name
What are your pronouns?
Is there a gender you prefer to be hosted by?
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Date of Birth*

MonthDayYear
Grade in School*
Home Phone Number

Area CodePhone Number
Student Cell Phone Number*

Area CodePhone Number
Student E-mail Address*
School *
School Address*
Foreign Language studied and level (ex. French 3 Honors)*
Foreign Language Teacher*
If you have a passport, please provide your Passport Number*
*If you currently do not have a passport or your passport will expire within 90 of arrival (France and Germany only), begin applying for or renewing your passport immediately. Usually, this process takes a minimum of 7 weeks. Sister Cities of Nashville is not responsible for any fees associated with obtaining or renewing a passport and will not refund students for the cost of the trip if they wait too long and do not receive their passport in time to depart.

We anticipate that a "Travel Authorization" will be required to enter the Schengen Countries (France, Germany) beginning sometime in 2024. We will keep our groups notified of any additional entry requirements as they are implemented. Currently, we believe this authorization will be free for anyone under 18 and approximately $10.00 for those over 18 years of age, however, this information is subject to change as entry requirements are updated.

Parent Information
Parent #1 Name*

First NameLast Name
Parent #2 Name

First NameLast Name
Parent #1 E-mail*
Parent #2 E-mail
Parent #1 Cell/Work Phone Number*

Area CodePhone Number
Parent #2 Cell/Work Phone Number

Area CodePhone Number
Number of siblings and their ages

International Experience
If you have lived, studied or traveled abroad please describe your experiences; specify countries visited, purpose of travel, dates and name of program if any.
What language is spoken at home?*
Foreign languages spoken and/or understood and number of years studying?*

Current School Curriculum
List the subject and levels which you are currently studying.*
Which subjects do you find most interesting?*
Which subjects do you find least interesting?*
What particular subject area would you like to learn more about while abroad? Please describe.*

Overseas Medical Coverage
Please list insurer name.
Policy Number

Personal Statement
Please write a paragraph or two describing yourself to help us match you with your host family. Include why you are interested in this exchange program and what you hope to gain from it.*
Sister Cities of Nashville also requires a teacher letter of recommendation. Please request a letter of recommendation from a teacher immediately. After you submit the application, Sister Cities will contact your recommender directly. Teacher letters of recommendation need to be submitted no later than February 1, 2025. Your application is considered incomplete and will not be reviewed until we receive the teacher recommendation and application fee.
Please enter the first and last name, email address, and school of the teacher who will be submitting your student recommendation. We will begin to send out forms to teachers to complete in October 2024. *

Student Acknowledgement and Agreement
Students, please read the following agreement. Type your name in the space at the bottom to acknowledge and agree to follow the agreement.
As a Sister Cities of Nashville Student Exchange Ambassador, I agree to follow and obey local laws, rules, school regulations and guidelines established by the host family and Sister Cities of Nashville. I understand and respect my responsibilities as a student ambassador for my school, my city, and Sister Cities of Nashville. I acknowledge that if I break any of these rules, I will be sent home at my own/my family's expense.
Student Signature (typed)

High School Exchange and Home Stay Parent/Guardian Consent, Waiver and Financial Responsibility Agreement
Parents, please read the following consent, waiver and financial responsibility agreement. Please fill out the blanks below the text to match the agreement form.
I, _________________________ give my permission for ________________ (student name) to participate in the Sister Cities of Nashville Student Ambassador Exchange Program. I have read and understand the description of the program and the rules and requirements for my student’s participation.

As the parent or legal guardian of the participating student, I understand and agree that I am financially responsible for all expenses related to the SCN Student Ambassador Exchange Program, including, but not limited to, the Application Fee, international and domestic airfare, ground transportation, and special excursion fees. Additionally if my child, the chaperones, and/or the group incurs additional costs due to behavior on my child's part (such as a lost passport that causes the group to miss a flight or activity, consequences from a misbehavior, etc) I understand that I am responsible for these additional costs because of my child's actions.
Parent Name (blank 1 in above agreement)*

First NameLast Name
Student Name (blank 2 in above agreement)*

First NameLast Name
Parent Signature (typed)*

Once we have received this application Sister Cities of Nashville will email you a confirmation of next steps for admission to the program. After all application requirements are submitted you will receive details of orientation and preparation meetings. These meetings are mandatory for participation in the exchange program. The meetings will be monthly from January-May and will take place on a Sunday afternoon. Dr. Smallwood will reach out with specific dates for everyone to confirm in October.

We will begin to send out teacher recommendation letters in October 2024. Please remember your teacher letter of recommendation is due by February 1, 2025.

Thank you for applying to be a Sister Cities of Nashville Student Ambassador. We look forward to reviewing your application. We will be in touch shortly.

If you have any questions please email Layla@scnashville.org
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Sister Cities of Nashville Student Ambassador Exchange Application

General Information

Parent Information

Personal Interests, Habits and Preferences

International Experience

Current School Curriculum

Overseas Medical Coverage

Personal Statement

Student Acknowledgement and Agreement

High School Exchange and Home Stay Parent/Guardian Consent, Waiver and Financial Responsibility Agreement