Transcript 2012 Ohio-Erie Compliance Audit

2012-2013 Ohio-Erie
Compliance Audit
Overview
 Failed 2010-2011 Audit
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Lack of documentation
Delays in getting documentation
Poor implementation
Prescribed procedures not performed
 Passed 2011-2012 Audit
 Improved documentation
 Revised forms for better compliance
 Districts responded quickly
Overview
 Listed by CSIET as ‘Full’
 All items passed at 100%
 Why We Need CSIET
 North Carolina schools won’t take students
from unlisted organizations
 Some states require listing for sports
participation
 Confirms that we are following Rotary and DoS
rules and regulations
2012-2013 Audit
 We have identified 18 areas to document
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Club compliance with RI certification
DoS required Host Family application
Host family reference checks
Host family background checks
In-home host family interview
Host Family orientation & training
Semi-annual visit to Host Family home
Follow-up visit to Host Family home
2012-20213 Audit
 We have identified 18 areas to document
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Volunteer applications
Volunteer reference checks
Volunteer background checks
Volunteer training and DoS certification
Monthly counselor logs
Student trip itinerary and pre-exchange
correspondence
 Inbound student orientation
2012-2013 Audit
 We have identified 18 areas to document
 Verification of school & host family placement
prior to arrival
 Verification that community and host family
information was provided prior to departure
 Verification that rules and expectations were
conveyed to the student prior to departure
2012-2013 Audit
 We have identified existing forms that
indicate compliance
 We have designed new forms for those
areas not covered
 We have established with our auditors that
providing forms will indicate compliance
 The proper Ohio-Erie forms MUST be used
All club and
District level
forms are on
this page.
All Host Family forms
are contained on this
page.
Additionally, the
CFR’s and an
orientation for host
families is provided
for use and/or
modification for each
District’s needs.
This is the information
that our Country Contacts
direct the Inbound
students to when sending
the DS-2019. Each
student is to download
and read the information
contained on this page.
All forms are collected by
the Country Contact and
are available to the
Districts on request.
District Level Forms Kept at District
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Club Compliance Certification
Host Family Interview Checklist
Host Family Reference Check
Host Family background checks
Host Family orientation
Counselor Monthly Log
Follow-up Visit Verification
District Level Forms Kept at District
 Counselor and Club YEO application
 Counselor and Club YEO background
checks
 Counselor and Club YEO training
District Level Forms Kept at District
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Student orientation record
Pre-exchange correspondence w/student
Student flight itinerary
Student school records, e.g. class
schedule, report card, etc.
District Level Forms to Ohio-Erie
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Guarantee Form
Host Family application
District & Club Profile
All of the above were done at the time of
placement and issuance of the DS-2019
Ohio-Erie Level Forms
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Student application
Guarantee Form
District & Club Profile
Host Family Application
Receipt of Information (provided by
Country Contact)
2012-2013 Plan
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Sept 1
Sept 15
Oct 15
Dec 1
Submit student list to auditors
Request district level forms
Submit student forms to auditor
Conclude audit and submit to
CSIET
Audited Students
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Alexis Barberio
France
Matias Jara Contreras
Chile
Marie Bienfait
Belgium
Andres Lopez Mendoza Ecuador
Andrés Campos Marquez Spain
Julija Andric
Croatia
Yu-Kang Chuang
Taiwan
Clemens Raitmayr
Austria
Arno Vepsalainen
Finland
Darlene Wiens
Germany
6380
6380
6600
6630
6670
6690
6690
7530
7670
7680
Betty Vickers
Sandra Pyle-Viers/John Koetz
Betty Vickers
Sandra Pyle-Viers/John Koetz
Eric Marcus
Patrick Kelley
Roger Viers
John Kanieski/Fred Reidinger
Patrick Kelley
John Kanieski/Fred Reidinger
Questions?