What is an exchange organization?

Once you have decided to go for the exchange student life, you need to decide if you should travel with an exchange organization. Some countries, like Japan, give you no choice. No exchange organization = no visa. I don’t know what guidelines most other countries have about this.

What is an exchange organization

Basically, an exchange organization is a travel agency. They organize you plane tickets, the place you stay and the activities you will participate in (i.e. school). The receiving exchange organization is supposed to function as a guardian.

Ideally you will be placed in a safe area with a safe host family. That home should be somewhat clean. Schooling should be at an approved (by authorities) institution and you need transportation to and from school.

Types of exchange organizations?

There are three kinds of exchange organizations. Volunteer organization like Rotary, AFS and YFU base their work on volunteers. Usually, there is a small regional office with permanent staff who earn average salaries. Non-profit organization can be a misleading term. Usually that has to do with taxes. If the exchange organization has holding companies in links above it, you aren’t really looking at a non-profit organization but rather utilizing what tax loop-holes there are. Exchange organizations like EF Education, Aspect Foundation, Explorius/Educatius/CETUSA, Forte International Exchange Association/Astar Education, Heltberg International Education, and Speak/Aspect High School are some of them.

Some of the exchange organization have their own travel agencies and insurance agencies.  Erika Travel Insurance belongs to EF Education. Rejsespecialisten is sister-company to My Education.

For-profit exchange organizations are open about being in the business of making money. I do not know if their representatives get paid more than the non-profit ones (price per student placed). In the US, these firms fall into the F-1 student exchange programs. That means that the student is somewhat less protected by the regulations that protect the J-1 exchange student.

Communication between various parties

In a student exchange situation there are several parties involved. You have the parents of the exchange student, the exchange student, the exchange organization in the home country, main office in host-country, host-country local representative, host-country school, host-family.

When you sign a contract with your exchange organization at home, you usually authorize them to function as a go-between for you and the partner organization. Most contracts forbid contact between parents and partner organization. In addition, the exchange companies do not want you to have contact with your child’s school. Nor do they encourage contact with the host-family.

Your child is supposed to communicate with their local representative who then brings the matter up the chain and eventually to the parents. The host-family is supposed to use the same route. However, our experience has been that what the parents are told is not always what the partner organization was told by either student, school or host-parent. We encourage contact between parents and the student, parents and the host parents and in crisis between parents and the school. We also encourage you to keep all contact documented (emails, sms, reports of phone calls etc.). Just in case.

Home country exchange organization

Most exchange organizations will use the following procedure:

  • After the potential exchange student has filled out application 1 (YFU’s), the exchange organizations makes their choice. Rotary require better grades than the rest.
  • Organization, student and her/his family meet.
  • Application part 2 (YFU’s) if filled in by parent and student and signed.
  • All necessary documentation is collected and forwarded to partner organization.
  • Hold information meeting.
  • Be a point of contact between biological parents and partner.

Partner organization is supposed to

  • Train leaders and representatives.
  • Match representative and exchange student.
  • Match exchange student and host family.
  • Make sure ALL necessary documentation about host-family, representative and school has been forwarded to the proper authorities.
  • Make travel arrangements to and from host country.
  • Some hold orientations camps.
  • Be responsible for all host-country trips.
  • «Be there» for the student 24/7.
  • Support school leadership.
  • Ensure the student is safe during emergencies.
  • Return students who break the laws of the host country.
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