RYLA 2010 CLUBPACK
A LITTLE ABOUT RYLA
Rotary Youth Leadership Awards (RYLA) is an intensive training program for community youth leaders. Young people chosen for their leadership potential are awarded the opportunity to attend an all-expenses-paid conference to discuss leadership skills and to learn those skills through practice. Each year, thousands of young people take part in the program worldwide.
In Rotary District 7910, young people who will be going into their Junior year of high-school in the fall are selected by their local Rotary Club to attend a three day all-expense-paid conference, organized and run by Rotarians with records of achievement.
For more information about our District RYLA program, visit our website at
ABOUT THE CLUBPACK
Read this before you print anything!
Student selection is a critical component of the success of our program. Each club is responsible for selecting students who will get the most out of the program. This document includes everything you will want in order to implement a successful student selection process. The best part is that you can–and should–customize and print only what you need, when you need it. The document is set up chronologically, with links to identified items, and is broken up into the following sections:
Section 1 – Getting StartedIncludes a detailed action plan as well as the RYLA reservation form which you will want to complete soon.
Section 2 – Getting the Word OutIncludes marketing material, such as a template poster and letters for soliciting applicants.
Section 3 – Student Application & SelectionIncludes forms and documents that will assist your club in selecting quality RYLA candidates.
Section 4 – Student AdmissionIncludes template response letters for students as well as instructions on how students should register for the program.
The Future of Rotary
Is In Your Hands
What does that make you think of? A polio-free world? Access to clean water for—not just every human, but—every living creature on the planet? An organization of passionate, caring, ethical members that is 1.2 million strong? Whatever the future of Rotary looks like to you, it’s clear that it takes time to achieve these things.
I’m not talking about time as measured in weeks or months. Not even time measured in years. As we have seen, to achieve things like these on a grand scale takes generations.
I propose, “What better place to start to form the future—our future—than with today’s budding youth leaders?
The future of Rotary is clearly in your hands. And as with most everything in Rotary, positive, correct action is required at the club level to be able to make progress.
Dozens if not hundreds of hours have been invested in preparing the RYLA Clubpack you have in front of you right now. It covers everything you need to know, everything you have to have, and outlines the few things you have to do, which will enable you to drastically impact not only the future of Rotary and our world, but also the present.
We have available to us in District 7910 this wonderfully professional program that is a tremendous resource for giving, and getting back. It offers each and every one of us an opportunity to steer the course of the future of our communities, of today’s youth leaders—and tomorrow’s—and to build a stronger Rotary starting now. Best of all, we can literally watch it start to happen before our very eyes.
Please, invest a few extra minutes to familiarize yourself with the materials provided here. It will be time well spent.
The RYLA Committee is greatly expanding its’ outreach this year to better help and support your efforts. It is our intention to be available to assist you with any, and every, question that you may have about ensuring the best possible experience for your students, your club, your members, and your community.
We will do everything we can to make the process of recruiting, selecting and sponsoring students from your community as straightforward and simple as possible. Ultimately, though, you are the one who needs to take the appropriate and necessary actions to ensure that the RYLA program is as successful as it possibly can be for the participants as a whole, and also individually for those students your club chooses to sponsor. Let’s get started!
The Future Is In Your Hands
Table of ContentsSection 1 - Getting Started / Page
Quick Reference Page - A summary document outlining key facts, contact information, and a high-level checklist for the Easy 12-Step Club Action Plan! Print a copy and keep it handy. / 5
Easy 12-Step Club Action Plan – Provides detailed information for each step in the 12-Step action plan for clubs to successfully and easily perform the responsibilities necessary to sponsor one or more RYLA participants. / 6
RYLA Conference Reservation Form - The form that allows you to reserve your students’ slots at this year’s conference. This should be completed and returned with a check ASAP, but no later than February10! / 8
Section 2 - Getting the Word Out
Letter to Schools & Community Organizations- Sample letter for use in requesting that Schools & Community Organizations assist in your efforts to locate students with leadership potential.
We suggest that you send this letter along with a copy of the RYLA “Attention Sophomores” flyer and a “Student Application Form” to the most appropriate contact person in your schools and community organizations. Add your club logo or put the documents on your club letterhead to further promote your club and Rotary. / 10
Advertising Flyer - Sample flyer for advertising the conference at local schools and community organizations. / 11
Press Release to Announce Candidate Search- Use this sample press release to announce in your local media the search for candidates. Send to newspapers, radio, TV, etc. / 12
Section 3 - Student Application & Selection
RYLA Student Application Form - Form used by students to apply for the opportunity to attend the RYLA conference. This form, used in conjunction with the Club Selection Committee interviews, determines which candidates will be given this great opportunity. / 14
Student Selection Guidelines - Includes an outline of the qualities that the RYLA Committee is looking for in potential candidates. This document should be used as a guide throughout your selection process. / 15
Applicant Interview Questions - Sample questions for use in the interview process. / 16
Applicant Interview Evaluation Form - Form for use in evaluating each student’s interview. This document (with the RYLA Conference Application Form) should be used to help you determine which students should be selected for this year’s conference. / 17
Section 4 – Student Admission
Return Letters to Applicants (application responses) - Sample letters for use in communicating the results of the application & interview process to the candidates. / 18
RYLA Attendee Information Sheet – Both attendees and alternates must complete a registration form online. Please provide your students with the information sheet which provides them with detailed instructions on how to register. Once they have completed the on-line process, they will print out their completed form. They will still need to gather parent signatures and return the completed forms to your club. Once your club has received your student’s forms, you will need to mail them to the RYLA Registrar. Remember, registration forms are due by April 30th. No late registrations will be accepted. / 22
Press Release to Announce Student Selections - Sample press release for notifying your local newspapers of the opportunity that you are providing to local future leaders. / 23
Remember, the ultimate success of RYLA depends upon the work of the RYLA Committee
and the effort put forth by each and every Rotary Club in our District. If you would like any
additional materials to be provided by the District RYLA Committee, please send your ideas along.
GETTING STARTED
IN THIS SECTION YOU WILL FIND THE FOLLOWING ITEMS
Quick Reference Page - A summary document outlining key facts, contact information, and a high-level checklist for the Easy 12-Step Club Action Plan!
Easy 12-Step Club Action Plan – Provides detailed information for each step in the 12-Step action plan for clubs to successfully and easily perform the responsibilities necessary to sponsor one or more RYLA participants.
RYLA Conference Reservation Form - Allows you to reserve your students’ slots at this year’s conference. This should be completed and returned along with a check ASAP (Absolutely no later than February 10th , 2010)!
Rotary District 7910 Youth Leadership Conference
CLUBPACK QUICK REFERENCE GUIDE
CONFERENCE INFORMATION
Dates:June 25th-27 th, 2010
Location:Worcester State College
486 Chandler Street
Worcester, MA 01602-2597
(508) 929-8000
/ Registration:June 25th between 9:30 and 10:30AM
Departure:June 27th between 5:30 and 6:00 PM
Parents are encouraged to join us for an awards ceremony on Sunday. The program will begin promptly at 4pm and will end by 5:30.
Rotarians are encouraged to attend at any time throughout the conference. Come help out, join us for a meal, and have fun!
IMPORTANT CONTACT INFORMATON
David Hecht, Chairperson
P.O. Box 713
Marlborough, MA 01752
Cell (508) 612-9141
/ Gregory B. Roche, Registrar
P.O.Box 46
Sagamore, MA 02561
(617) 510-6874
/ Ed and Barbara King, Volun. Coord.
19 May Street
Spencer, MA 01562
(508) 885-6999
eking@ or
Committee Web Site:
ACTION PLAN SUMMARY CHECKLIST
Step to be completed / Plan To Complete By
1 / Appoint your club RYLA Chairperson & communicate their contact information to the committee via the Registrar (see blue box above) / Now! /
2 / Complete the RYLA Conference Reservation form and mail to the RYLA Registrar with your check (address listed above and on form)
IMPORTANT - Reservations will not be accepted without payment and must be postmarked no later than February10th. Students may not register until full payment is received from your club. / Absolutely
no later than Wed, Feb10 /
3 / Promote this fantastic opportunity to qualified candidates / Mon, Jan 11 /
4 / Have each interested student complete a Conference Application and Interview with the Club RYLA Selection Committee / Mon, Mar 1 /
5 / Start Selecting Your RYLAns / Mon, Mar 15 /
6 / Distribute application response letters and have your selected students begin their Registration online / Mon, Mar 22 /
7 / Take your bows! / Mon,Mar 29 /
8 / Check in with your conference delegates & return all forms for selected students to the RYLA Registrar
No student registration forms will be accepted with a postmark dated after April30th. If you do not submit your student forms by this date, you will unfortunately have to inform your candidates that they will not be able to attend RYLA. No refunds will be provided to the club. / Absolutely
no later than Fri, Apr 30 /
9 / Have your future RYLAns and their parents attend a Rotary Meeting / Mon, May 24 /
10 / Verify Student Transportation Arrangements
Conferees are not permitted to come to the conference in their own vehicles. / Mon, Jun 7 /
11 / RYLA 2010! – Join us for a few hours and experience the fun!! (JUNE 25-27)
– Participating clubs should have volunteer representation at RYLA –
12 / Invite the RYLAns back to your club to give a program about their RYLA experience / Post-Conference /
Rotary District 7910 Youth Leadership Conference
EASY 12-STEP CLUB ACTION PLAN
The ultimate success of the RYLA program depends upon the work of the RYLA Committee and the effort put forth by each and every Rotary Club in our District. This action plan is intended to provide the Club’s RYLA Chairperson and the involved members of each club with an overview of the process that should be taken from start to finish. A table with dates for completion has been provided on the quick-reference page.
Just twelve steps to a successful conference!
# / Action
1. / Appoint your club RYLA Chairperson & communicate their contact information to the committee via the Registrar
Notify the District RYLA Committee Registrar of your Chairperson’s name, phone number, email address and affiliated club (yours!), along with other important information. For contact information see the blue box on the Quick Reference Guide on page 5.
2. / Complete the RYLA Conference Reservation form and mail to the RYLA Registrar with your check
Determine how many RYLAns your club will sponsor with an eye towards quality over quantity. Don’t forget about your youth exchange students (they don’t have to be sophomores). Complete the RYLA Conference Reservation Form and mail it to the RYLA Registrar no later than February10, 2010. Remember to include payment of $250 for each conferee. Reservations will not be held without full payment!
3. / Promote this fantastic opportunity to qualified candidates
Targeting students who will be entering their junior year next fall, use a combination of flyers, announcements, and networking with family, friends, schools (both public and private) and community organizations. Also, tell your community what your club is doing and attract students using press releases to local newspapers and other media.
We have provided samples of a variety of documents that we think would be helpful, including a letter to the school/organization, a sample press release to announce your search for candidates and a sample promotional flyer. These documents need to be personalized for your club before they are distributed.
4. / Have each interested student complete a Conference Application and Interview with the Club’s RYLA Selection Committee
Have students complete the RYLA Conference Application Form and submit it to your club’s RYLA Selection Committee.
A RYLA Selection Committee should be established to perform the various tasks involved in selecting qualified students. The committee is responsible for interviewing each of the applicants. To help you in this process we have included Selection Guidelines, Interview Questions, and an Interview Evaluation Form. These have all been provided in the RYLA Student Selection Section.
This is absolutely the most important step in the entire process. Choosing students who show leadership potential (they don’t have to hold a leadership position) and that are enthusiastic about attending the program is crucial for the success of RYLA. Like Rotary, students will get out of it what they put into it.
5. / Start Selecting Your RYLAns
Based on the applications and interview results, the Selection Committee needs to choose the students that your club will sponsor this year. The Selection Committee is also advised to choose one or two alternates in case a student becomes unavailable to attend. Refer back to the provided selection criteria.
# / Action
6. / Distribute application response letters and have your selected students begin their Registration online
Notify ALL students of the results of their application & interview: Go here for sample letters.
Be sure to include the RYLA Conference Attendee Information Sheet which provides attendees with information on how to register on-line for the program. Make sure you stay in control of this process because you must collect, review and return the signed forms to the RYLA Committee.
7. / Take your bows!
Here’s another chance to tell the community about RYLA and your club’s involvement. Take some photos of the students with their parents, with members of your club or just as a group, and submit them to the local papers. It’s great for the students—and the club—and might even make next year’s process that much easier! We have provided a sample press release to announce your selection of your community’s future leaders and to help you publicize RYLA and Rotary.
8. / Check in with your conference delegates & return all forms for selected students to the RYLA Registrar
We’re getting close now. Check in with your conference delegates…
- Do the students have any questions that were not answered by the material they were provided?
- Do they know where they need to be and when?
- How will they be getting to and from the conference?
Conferees may not come to the conference in their own vehicles. - Are they still committed to the entire weekend? Students must be present for the entire program.
- Do they know what they need to bring? They will receive this information during the registration process. Make sure they have it and are all set.
- Conference Applications
We have provided checkboxes to indicate whether an applicant is chosen as a participating student (“PAR”) or as an alternate candidate (“ALT”) in the “For Club Use Only” section. - Completed Attendee Forms signed by parent or guardian—4 pages with multiple signatures!
9. / Have your future RYLAns and their parents attend a Rotary Meeting
Invite the future RYLAns to a Rotary meeting prior to the conference so that they may become exposed to Rotary and your club, and so they will begin to have an idea of what Rotary is about. Have a Rotarian spend some time with them explaining some of the programs that your club supports in your community. Make sure the students you are sponsoring clearly know which Rotary club is sponsoring them!
10. / Verify Student Transportation Arrangements
Verify the commitments for transportation for the conferees. Check again to ensure that they have no questions and are prepared to participate in the entire weekend.
11. / RYLA WEEKEND! – Join us for a few hours and experience the fun!!
12. / Invite the RYLAns back to your club to give a program about their RYLA experience
The Club RYLA Chairperson should speak with the RYLAns and extract feedback that should be communicated to the RYLA Committee for improvement in future years. Following the conference, the club will receive a certificate for each conferee to be presented during their second club visit.
Rotary District 7910 Youth Leadership Conference
CONFERENCE RESERVATION FORM
RESERVING CONFERENCE SPACE
- Complete this form.
- Make your check payable to “Rotary District 7910 RYLA 2010 Conference” for $250 per student.
- Submit your reservation form & check no later than February 10th2010 to the RYLA Registrar.
IMPORTANT NOTES
- Reservation forms must be postmarked no later than February 10th and will not be accepted without full payment of $250 per participating student.
- Once your club’s reservation form and payment have been received, students will be able to register for the program.
- To ensure attendance eligibility, the completed & signed registration forms for all participants, and also selected alternates, must be submitted by April 30th.
- Should an intended participant withdraw or otherwise be unable to attend, the RYLA Registrar must be notified immediately. Taking into account the overall status of the registration process and any alternate pool submitted by the sponsoring club, the Registrar will coordinate the substitution of an eligible student alternate with the involved club RYLA chairpeople.
- If you do not submit your signed student forms by April 30th 2010, you will unfortunately have to inform your candidates that they will not be able to attend.Your payment is a commitment; no refunds will be provided.
Reservation Information
Club Name:______
Number of Students: ______Enclosed Check Amount: $______
$250 per student
Contact Information
RYLA Chairperson / Club President
Name:
Street Address:
City, State, Zip:
Home Phone:
Work Phone:
Cell Phone:
Email Address:
RequiredSignature:
Volunteer Contact Information
Did you know that we need over 100 volunteer jobs to be filled in order to run a successful RYLA program?
Each participating club should provide at least 2 volunteers during RYLA for a commitment of only a few hours per person.
Please provide contact information for others in your club who may be interested in this fulfilling opportunity.
Name:
Street Address:
City, State, Zip:
Home Phone:
Work Phone:
Cell Phone:
Email Address: