These forms have been approved for use in the RI certification process. These FORM should be used and maintained in this order for each ESSEX Outbound Student. Records must be maintained for 3 years.

OUTBOUND STUDENTS FORMS

Click the form number to download the form.

Audit #	Document	Form	Date	Notes

	ESSEX Outbound Student Index	OB599	Jan 2011

1	Outbound Student Tracking	OB501	Jan 2011	For District/Club YEO to track student contact
2	Insert Outbound Documents	OB505	Jan 2011	District - have copies of these documents in student file
3	Outbound Rules	OB509	Jan 2011	signed copy per student prior to departure
4	Independent Travel	YE325	Jan 2011	signed copy per student prior to departure
5	Outbound Withdrawal/Early Return	OB517	Jan 2011	If students terminates or ends exchange prior to June 1st of exchange year
6	Student Orientation Record	YE329	Jan 2011	Signed copy per student
7	Student Protection Brochure	SX715	Jan 2011	For the student information
8	ID Card ID Template - Publisher doc developed - Aug 2011	YE333	Jan 2011	each OB should received 4-5 ID cards (keep copy)
9	Training Roster	YE301	Jan 2011	for use with any training session, ie YEO, counselors, students, etc
10	Outbound Hosting	OB521	Jan 2011	form will be returned with Guarantee Form
11	Host District Verification	OB525	Jan 2011	for foreign Club or District YEO to confirm *** country contact will secure this document
12	Monthly Report	YE305	Jan 2011	student must submit rpt for each month of their exchange
13	Post Eval - Parent	OB529	Jan 2011	parents must submit at conclusion of exchange
14	Post Eval - Student	YE313	Jan 2011	student must submit at conclusion of exchange
15	Incident-Complaint Report	YE309	Jan 2011	For pertinent incident/complaint that OB students reports during exchange year

Inbound Forms

These forms have been approved for use in the RI certification process. These FORM should be used and maintained in this order for each ESSEX Outbound Student. Records must be maintained for 3 years.

Inbound Student Forms (February/2011) q

Click the form number to download the form.

Audit #	Document	Form	Date	Notes

	ESSEX Inbound Student Index	IB99	Jan 2011

	*Student Forms*
1	Inbound Student Tracking	IB1	Jan 2011	For District/Club YEO to track student contact throughout the year. Of note, each visit needs explanation of visit and corrective action, if necessary.
2	Copy & Insert Inbound Documents	IB5	Feb 2011	District - make copies of these documents for the student file
3	INB Dist Chair App Checklist	IB9	Jan 2011	District - keep copy with the student file (comes with the application from the Country Contact)
4	INB Club Chair App Checklist	IB13	Jan 2011	District - keep copy with the student file (comes with the application from the Country Contact)
5	INB Electronic Hosting	IB21	Jan 2011	Club YEO should send copy to District Chair
6	School Admission Letter & Explanation	IB25	Feb 2011	School letter with explanation of letter should be processed with the Guarantee Form
7	School Checklist	IB29	Jan 2011	Confirmation that school received information
8	Inbound Welcome/Info Letter	IB33	July 2011	Student must receive prior to arrival; must document (copy of letter in student file) and the following forms should accompany the letter: IB41, YE325, DOS, SX725, SX715, IB37, IB45
9	Inbound Rules	IB41	Feb 2011	District should receive signed copies prior to arrival (accompany info ltr) and must be documented
10	Independent Travel	YE325	Feb 2011	District should receive signed copies prior to arrival (accompany info ltr) and must be documented
11 12	DOS Welcome Letter The Exchange Visitor Program	DOS SX725	June 2011 Jan 2011	Each Inbound student must received DOS welcome letter and Visitor Program prior to arrival and must be documented
13	Essex Student Protection Brochure	SX715	Jan 2011	Student must received prior to arrival and must be documented
14	Resource List	IB37	Jan 2011	Fill in the appropriate information for your local area and send to the student prior to arrival, document receipt
15	Receipt of Documents	IB45	Jan 2011	Student and natural parents must sign and return for documentation
16	Student Orientation Record	YE329	Jan 2011	Signed confirmation of student orientation
17	ID Card ID Template - Publisher doc developed - Aug 2011	YE333	Jan 2011	Every student must have ID card per host family, District must supply to student
18	Monthly Report	YE305	Jan 2011	Every student must complete monthly report, email reports are acceptable, document in student file with copy of email or report
19	Training Roster	YE301	Feb 2011	To be used for all training sessions to document attendance
20	Host Family change Form	IB50	Jan 2011	Club Chair and/or student should report to the District any host family change with 5 days of placement. VERY IMPORTANT: District Chair MUST report to ESSEX IB Coordinator any change to host family with 5 days. This is a DOS requirement and they are monitoring this.
21	Post Evaluation - Student	YE313	Jan 2011	Every student must complete prior to departure
22	Post Evaluation - School	IB49	Feb 2011	School official must complete at end of the school year or if the student is an early return immediately upon departure of the student.
23	Incident-Complaint Report	YE309	Jan 2011	A District Chair should use this form when there is a need to report a complaint or incident. The District Chair must send copies promptly to ESSEX Youth Protection Office, ESSEX Chair, RI Youth Exchange Dept and the DOS, if reporting on IB. Reporting should be done immediately upon knowledge of issue.