Congratulations!
Over the next year, you’ll have the incredible opportunity to watch your child grow in ways you never imagined! While they’ll be embarking on their exchange journey, they will continue to rely on your support and encouragement every step of the way.
To help make the process of securing legal entry as smooth as possible for both you and your child, we've compiled key details to keep in mind.
Photo Identification:
Please ensure that all forms of photo identification, including your State ID, Driver's License, and Passport, accurately reflect your current information.
Passports:
If you don’t currently have a passport, we strongly recommend that at least one legal guardian acquire one prior to your child’s exchange. If you already have a passport, please ensure it remains valid through January 2027.
USA: Travel.State.gov
Canadia: CIC Passport
Birth Certificates:
Birth records and proof of legal guardianship will be required for most students. Any changes in guardianship due to death, divorce, adoption, or other court actions must be supported by the appropriate legal documentation.
Embassies and Consulates:
Over the years, IYWT has built and maintained strong relationships with embassies and consulates. To prevent any confusion, please refrain from reaching out to the consulates directly, unless specifically instructed to do so by IYWT.
Insurance:
Your Rotary district will provide you with all the details regarding insurance. Rotary is responsible for managing both health and travel insurance matters.
Inoculations:
USA: Centers for Disease Control
Canada: Public Health Agency
Airport Gate Passes:
Permission to accompany your child to the departure gate depends on several factors. Please check with the airline for their specific policies and any applicable fees.
Special air travel needs:
When you confirm the flight ticket online with the airline, you will be able to select seats, specify any dietary needs, and note any physical limitations.
Please be aware that some of these options may incur additional fees, which are the family’s responsibility.
Travel tip: Certain seats may become available at no extra cost closer to the departure date.
Travel interruptions:
Flights can be delayed, cancelled, or rerouted for various reasons, each requiring a different solution. If this occurs, students should immediately approach the nearest airline customer service desk for assistance and guidance. They should then promptly share the instructions with you, Rotary, and IYWT. In most cases, if the disruption is due to an airline issue, the airline will rebook the travel at no additional charge and as soon as possible.
See Travel Tips for more info!
Safety and Emergency procedures:
Whenever possible, IYWT arranges group bookings for outbound students to travel in pairs or small groups, allowing them to support one another. Students should also wear their RYE blazers for easy identification and assistance during their journey. While traveling, they should remain within secure airport areas and seek help from airline, airport, or public safety officials if needed. Upon arrival in the host country, students must adhere to the safety and emergency procedures set by their Host Rotary District.
The requirements for Rotary Youth Exchange students will come from three sources:
Host country entry requirements, which IYWT will inform you about;
Rotary requirements, typically from the Host Rotary District; and
Host school requirements, provided by the Host Rotary Club.
If you receive any information regarding the exchange from Rotary, please be sure to share it with IYWT promptly!
Traveler Checklists:
USA: Traveler’s Checklist
Canada: Traveller’s Checklist
TIME ZONES AND CALLING CODES:
We recommend using these sites to obtain the correct time zones and calling codes