Outbound Calendar

This is a general calendar indicating the timeline for student wishing to participate in our programs. This calendar represents the timeline for the majority of our students, however there are some exchanges that may follow a different calendar. No matter what time of year it is, feel free to contact us if you are interested in the program and we will work with you.

Anytime: Fill out the online short form indicating your interest in the program. Information about our application process, including a link to the short form can be found on our How to Apply page.

Soon after short form is submitted: Receive application package and contact from youth exchange committee.

At least 1 month before your interview (see below): Fill out the long application form for either the short-term or long-term program and send it to the youth exchange committee.  The forms can be found on our Forms & Handbooks page.

November, December & January: We have two or three meetings to interview prospective students and their parents. There is only one meeting per month starting in November and ending in January. You will only need to attend one interview session. We will not schedule your interview until we receive your long application unless you contact us with a valid exception. Based on your interview responses and the month your are interviewed, we try to match you up with one of your top three choices for countries. There is an advantage to being interviewed at the first interview meeting if you are interested in specific countries or regions.

February: Students all know what country they are assigned to. Begin preparation process by obtaining passport, etc. Please read the District 7470 Exchange Student Handbook for specific details on what you need to do. You can find the handbook on our Forms & Handbooks page.

April: Orientation weekend in Madison at the YMCA.

June: Additional training and informational meeting.

Spring-Summer-Fall: Short-term students begin 3-6 week exchange either in the USA with their one-to-one student or in the assigned country with the one-to-one student and then both students travel to the other country to complete exchange for 3-6 weeks.

August - Early September: Long-term students leave for exchange for 10 to 12 months.

Following June - August: Long-term students return from exchange.

August: Returning student debriefing, now considered ROTEX student.

September: Additional debriefing at Inbound Orientation plus help in training new inbound students along with other ROTEX students.

After your exchange: As a ROTEX student, for the rest of your life, wherever you live, you are invited to attend many Rotary Youth Exchange events with the inbound students plus there is often a ROTEX group in many district that has its own calendar that you are invited to join.