Financial Considerations (OB)

Financial Considerations

Rotary Clubs sponsor the Long Term program as a reasonably affordable way for students to experience an exchange year abroad. Each Host Rotary Club is expected to provide host families as well as a monthly allowance. Some Sponsor Rotary Clubs also provide financial assistance to Outbound Candidates and students. Each Outbound Candidate should ask their sponsoring Rotary Club if any financial assistance is available for their exchange.

District 5100 Fees

Fees are set at the following rates and will be reviewed in 2022-23

• STEP – $450 (paid for by the family)
  • The fee covers:
    • January Outbound Orientation (2 days)
    • Business Cards
    • Rotary Shirt
    • Parent Orientation
• Outbound Candidate LTEP – $1850 (Usually paid for partially or in total by the Sponsor Club)
  • The fee covers:
  • • In-Home Orientation (2-4 hours)
    • January Outbound Orientation (2 days)
    • February Outbound Orientation (4 days)
    • District Conference (Final Orientation) (5 days)
    • Country-specific training (with YEO)
    • Two Parent Orientations (1 day each)
    • Document processing
    • Youth Exchange Blazer and Name Tag
    • Business Cards
    • Rebound Event (1 day)

• Inbound Student – $1500 (Paid for by the Host Club)

Student/Natural Parents:

In general when it comes to financial matters:

• Cost of open-ended, round-trip airfare $1500 to $3500.   (Students may not use free or reduced fare tickets) The cost of airfare may differ if you are considering the STEP program.
• Insurance –  Exchange student insurance is required for safety in the case of unforeseen events.  D5100 has a policy available, however, the country you go to may require you to purchase their insurance.  This will be determined after you have been assigned to a country.  Cost can range from $700 to $1000 for the year.  
• School Uniform – School uniforms are sometimes required.  They can cost from $150 to $700. Check with the student’s host family and Rotary Club abroad as a uniform may be available to borrow. Travel documents (such as passports and visas) 
  • Passport (must be valid for a minimum of the exchange period plus six months) $135 for students under 16 years of age and $165 for adults. Cost may increase – You can check the price of current fees at https://travel.state.gov/content/travel/en/passports/how-apply/fees.html . 
  • Visa and other documents required by the hosting country can cost from $100 to $500.   (Some countries require a personal visit to their nearest Embassy or Consulate prior to issuance of the travel documents.  These requirements change frequently and are the reason we use a contract travel agent to handle the details) 
  • If required, the cost of a trip to an Embassy or Consulate
• Some students decide to purchase school memorabilia which cost extra. There are also school dances or school trips that may be offered. The student is responsible for those costs.
• Spending money and any additional travel or tours.
• Host District Trips (LTEP): Several of our foreign partner districts offer optional Rotary-sponsored trips the student may want to go on. These include a European trip in the fall, several trips in Brasil, and other trips to pick from. The Host Rotary District will inform you of their optional trip costs. Costs vary from several hundred dollars to over $4,000. The student is expected to pay for these trips if they choose to go on them. They are usually optional.
• Clothing that you buy after you arrive (Clothing.  Please do not buy excessive amounts of clothing prior to departure.  Most students find that their American clothing does not blend in.  While on exchange students like to wear clothing that does not differentiate them from their classmates. )
• Consider the costs of movies, transportation, trains, buses, shopping, parties, going out to eat, buying postage, purchasing gifts, etc.  
• Your personal care products (shampoo, body lotion, toothpaste, contact lens solution)
• The cost of after-school activities like sports or drama
• The cost of any changes made to your return airplane ticket
• The cost of taking extra baggage home with you
• Document translation fees are sometimes charged for travel and school documents
• Emergency Fund.  You may be required to maintain a fund, often around $500 for emergency expenditures. This must be taken in cash, for deposit in the Host Club’s accounts. If not used, it will be refunded at the end of the exchange

Your Host Club is responsible for:

• The cost of the Inbound Orientation
• Language Camp/Classes are provided by some Districts.  There is always a charge for these and when provided, they are a required part of the IB Orientation
• The cost of the District Conference in the spring
• Monthly stipend (allowance) The amount will vary from Club to Club and country to country. Generally, it will be somewhere between $50 and $175 US dollars. The allowance is only intended to cover necessary day to day costs, toiletries, bus fare, school lunches, etc. The cost of living may be different from one country to another, city or region, do not compare your allowance to those of other students.
• The cost of any functions that you attend that are held by your club: weekly meetings, special social events like club fundraisers 
• Any other financial support is by the club’s choice. They have no other obligations.

Your Host Family is responsible for:

• Your housing
• Your food while in their home. Usually, if your family is doing something all together and you go with them, they will pay for you like they do with their other children. This is something that you want to talk with them about. Do not make assumptions. Ask ahead of time if you are expected to pay when they ask you to go somewhere with them. 
• Host Family Trips  – Host families may offer the student the opportunity to go on vacation with them. If the planned vacation is a trip that is expensive, such as a ski trip in the Swiss Alps, the student and the family should discuss any possible financial contribution. This may or may not occur, but the student and their parents should be aware of such a possibility.

Bank and Credit Cards Suggestions:

Check with your bank about setting up an international credit card or ATM debit card, which will provide the student with an easy and inexpensive way to deposit funds here and withdraw funds in their host country without incurring interest charges or high transfer fees. Having this card will mean the student will not need to travel with a large amount of cash. You will also want to look for a card that does not charge foreign transaction fees.

We recommend that the student have BOTH a debit card for ATM use AND a credit card for emergencies. When talking to the bank, BE SURE TO ASK if the card is readily accepted in the student’s host country. If not, try a different card provider. Take extra precautions to protect credit cards and cash from theft, especially when traveling, and make sure the student and their  parents know what to do in the event the cards are stolen or lost.

The student should become familiar with the currency of their host country and understand the “exchange rate” for conversion to their home currency. The buying power of the dollar will vary, and costs for needed items may be significantly different than what are considered ‘the norm’.  Before departure, the student and parents should establish a budget for spending money. The student should follow that budget carefully so that they don’t run out of money before the end of the exchange year. Sign up for online banking so the student and their parents can monitor the accounts. Working to earn income is prohibited while overseas. 

Cell Phone Suggestions:

Most US cell phones do not work abroad. The student should contact their cell phone company to learn what they might be able to do to allow their cell phone to work in the host country. Ask if the phone can be “unlocked”. This way the student can attach to a new mobile plan while abroad.  In some cases, it might be better to purchase a new phone after arriving in the host country. Make sure there is a way to communicate with the student’s USA family as well as the host family during all travels. 

Many Outbound students purchase cell phone service in the country they go to. They also get a SIM card. Be sure to understand the limits, the service and costs that are purchased. Sometimes a host family or Rotary Club may add a phone to their personal service during your exchange year for a student’s use. The student is expected to develop a plan to reimburse them for this service.

Fundraising Suggestions:

 If you need to raise money for your exchange, consider some of the following ideas – these can be done in your sponsor or host county:

• Babysitting
• Yard work
• Make a dessert that your country or family is known for. Sell them at Rotary meetings.
• Take extra pins and sell them to Rotarians
• Can and Bottle Drives (here in the US)