Interchange
On this page, you will find all the documents you need when you are NA hosting an Interchange (including information for NICs and LICs) and when you are participating or a family hosting an Interchange.
General information
You will find this useful before, during and after an Interchange- Interchange Programme Guide
- Programme Basic Rules
- Child Protection Policy
- Crisis Communications Guide
- CISV’s Approach to Risk Management
Before an Interchange
You will need to complete* or be familiar with these forms before:Forms
- Interchange Confirmation and Contact Form
- Interchange Friendly Intent Form – Agreement Between Chapters
- Interchange Final Agreement Quick Notes
- Final Agreement Form
- Interchange Home Visit Form
- Interchange Parents Interview Form
- Interchange Parent Agreement Form
- Interchange Information Form for Youth Delegates
- Interchange Information Form for Leaders and Junior Leaders
- Travel Information Form
- Interchange Address List (One Chapter, or Both Chapters)
- Visa Sample Letters (You should be familiar, or may need to use)
- Programme Cancellation and Penalty Fees
- Interchange Cancellation Form (You should be familiar, or may need to use)
- Child Protection – Adult Code of Conduct and posters
- Make sure your Leaders complete the staff application documents
During an Interchange
If your site doesn’t have internet facilities, remember to download a copy of these documents before the programme starts. You will need to complete* or be familiar with these documents during:Forms
- Sending Someone Home Procedure
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After an Interchange
You will need to help ensure these reports are submitted after a Interchange:Reports
- Interchange Address List (One Chapter, or Both Chapters) – You can also submit this before.
- Programme Directors Planning and Evaluation Form (PDPEF)
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- You can find more information about the PDPEF (including the PDPEF FAQ) under Evaluation
- Interchange debriefing questions
General information
You will find this useful before, during and after an Interchange- Interchange Programme Guide
- Behaviour Policy
- Behaviour Policy FAQ
- Child Protection Policy (if you are a parent, you might be interested)
Before a an Interchange
You will need to complete* or be familiar with these forms before:Forms
- Interchange Information Form for Youth Delegates
- Travel Information Form
- Health Form*
- Child Travelling with Leader Legal Form*(for child participants age 15 and under traveling with an adult leader)*
- Visa Sample Letters
- Go to myCISV and claim participation in your Interchange (myCISV help notes)*
During an Interchange
Other
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After an Interchange
Why not use myCISV to keep in touch and share photos? Or we would love it if you share an Interchange story, or could add to the myCISV Photo Library!General information
You will find this useful before, during and after an Interchange- Interchange Programme Guide
- Programme Basic Rules
- Behaviour Policy
- Behaviour Policy FAQ
- Child Protection Policy
- Crisis Communications Guide
- CISV’s Approach to Risk Management
Before an Interchange
You will need to complete* or be familiar with these forms before: Forms Other- Visa Sample Letters
- Go to myCISV and claim participation in your Interchange (myCISV help notes)*
During an Interchange
You will need to complete* or be familiar with these documents during: Forms- Risk Management Checklist Report*
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- Incident Report Form
- Sending Someone Home Procedure
- As of the 2016 programme year, all participants (including staff and leaders) in international programmes are covered by the CISV Travel Insurance. You can find all the information you need and related links at this page: CISV Travel Insurance
- When you are helping plan activities you might find these documents and resources useful:
After an Interchange
You will need to give input to your LIC to help complete these forms during and after an Interchange: Reports- Interchange Address List (One Chapter, or Both Chapters) – You can also submit this before.
- Programme Directors Planning and Evaluation Form (PDPEF) Package (completed both during and after)
- You can find more information about the PDPEF (including the PDPEF FAQ) under Evaluation
Why not use myCISV to keep in touch and share photos? Or we would love it if you share a Interchange story, or could add to the myCISV Photo Library!
Staff, Leaders and Participants must all be the proper age for each programme. The way that we calculate the proper age is changing.
What this means:
Up to and including 2019, the following age rules will continue to apply:
Staff – must be the proper age on the first day of the programme.
Leaders – must be the proper age on the day of departure for the programme.
Participants - must be the age specified by the programme and the invitation. Participants must be the proper age in the general programme period, in the year in which the programme is hosted, specifically:
- some day between 1 June and 31 August for programmes hosted during that period; or
- some day between 1 November and 31 January for programmes hosted during that period; or
- some day between 1 March and 31 May for programmes hosted during that period.
From 2020 onwards, new age rules will apply:
Staff – must be the proper age on the first day of the programme.
Leaders – must be the proper age on the day of departure for the programme.
Participants - must turn the age specified by the programme and the invitation, during the year in which the programme is hosted.
Transition period:
To make sure that no participants will miss the opportunity to participate because of this rule change, there will be a transition period.
During 2020, there will be an overlap of the current (up to 2019) and new (2020 onwards) rules. If a participants turns the correct age for a programme season in 2019, they will qualify under the current rules. This means they may still be able to participate in some 2020 programmes. Participants that turn the correct age in 2020 will qualify under the new rules.
From 2021 onwards, only the new rules will be applied.
Resources:
- Diagram – Age Limits transition. A visual representation of the overlapping periods.
- Programme Age Checker. Just input a staff/leader/participants date of birth to find out if they are the correct age for a programme.
- Programme Basic Rules and the Programme Guide. These documents gives specific details of programme age requirements, and will be updated during 2019 to reflect the policy change.
- Motion 2 – 2018 – Age Limits. This explains why the decision to change the age requirement rules was made.