Key Steps for Exchange Success

Like many important tasks, a well-organized approach is essential for a smooth and efficient process. Here’s your 1-2-3 guide to success:

1) Gather all required documents.

2) Receive official approval to enter.

3) Book the ticket.

Registration

Begin by registering on the IYWT online portal, The World. Follow the provided instructions to complete the registration process.

Take Time to Read

Rotary Youth Exchange students are a special kind of traveler, and some specific rules and requirements must be followed. Carefully review the Host Country Entry Requirements with your coach, family or Rotary counselors. It may seem complicated, so don’t hesitate to speak up for assistance.

Ideal Submission Dates

Mark the document due dates on your calendar in BIG RED LETTERS. These dates are based on our extensive experience. While missing the deadline doesn’t mean you won’t go on exchange, it could delay your arrival for the official start of school or the Rotary program.

Documents

Follow the instructions given to you by your coach to begin gathering your documents. Create a secure place to store them, and use the checklist to track what you still need. A bit of organization now will save you time later.

Scanning

As soon as you have your documents, scan them and upload the copies through your IYWT online portal. An IYWT team member will review them and guide you through any issues. Start by scanning and uploading the information and photo pages of your Passport!

REMEMBER: Documents scanned with a phone will not be accepted. USE A SCANNER.

Log In Often

Frequently check The World to stay updated on what’s still needed and to monitor any changes—these happen often! We can’t submit your application for legal entry into the Host Country until we have all the required documents from you and Rotary.

Be Patient

We process documents as quickly as possible, but the Host Country government’s approval can take anywhere from one day to eight weeks. Remember, itineraries and tickets won’t be issued until legal entry approval is granted.

Be Flexible

Many factors may change between now and the end of your exchange. As Rotary District 6220 volunteer Bill Briggs wisely said, "Blessed are the flexible, for they shall not be bent out of shape."

Preparing for Travel

Prepare for your departure by reading IYWT’s Travel Tips and following the instructions posted on your Message Board.

Post-Arrival

Upon arrival, make sure to follow the Host Country’s post-arrival registration rules. Your Rotary sponsors or Host Family will assist you with this. Failure to follow the rules may result in fines or restrictions on future travel to your Host Country.