Rotary Youth Exchange Program

Grievance Procedure for Youth Exchange Students

Aims of a Grievance Procedure:

• That Rotary youth exchange students, their parents and/or guardians know they have the same rights to fair and equitable access to a grievance procedure process as local students and their parents
• That the District Youth Exchange Chair has the general responsibility for the efficient organisation, management and administration of the exchange program
• That the exchange students know where their complaints, problems or grievances should be directed and that an attempt will be made to resolve the issue when it is first raised
• That where a resolution cannot be reached the first time the student knows the next level to seek a resolution until such time as it is reached
• That Host families, Club Counsellors, District Youth Exchange officials and School principals are aware of the first contact person should a conflict or grievance arise in the home or the School and the next level should it become necessary.

Formulating a Grievance Policy:

1. As a basis for settlement of a grievance or problem, refer to the

Grievance Procedure Flow Chart

2. The student shall have the right to a fair and equitable access to a grievance procedure

3. Categories of grievances include, but are not restricted to:

• Financial
• Professional standards of care
• Discrimination
• Abuse and harassment (note: sexual abuse and harassment have strict protocols which must be followed)
• Misconduct

4. Procedures as to whom to address the complaint or seek a resolution to a problem or grievance, e.g.

o Host family

o Rotary Club Counsellor or YEO

o School principal or other relevant school official or Coordinator

o Rotary District YE Country Coordinator or Chair

5. Grievances and/or problems should be resolved locally wherever possible

6. Procedures for the resolution of a grievance should include, where necessary:

o Meeting (including access to translation and/or interpreter services)

o Investigation

o Referral to appropriate individual

o Conciliation / arbitration

o Resolution

o Communication and explanation of decision and acknowledgement of outcome

7. Who is ultimately responsible for resolving the conflict.

Refer to the Grievance Procedure Flow Chart which follows