Club Charter Renewal
Policy
(Revised September, 2008 and 2009)
To remain an active Friendship Force club, the club president should
complete the Club Charter Renewal Form and return it to Friendship Force
International (FFI) along with the club affiliation fees, according to
the schedule provided by FFI.
(Subscriptions to Friendship magazine are
optional and may be obtained for US$12 per subscription.) UPDATE: The
Friendship Magazine has been discontinued.
UPDATE:
Club fees in 2014 will be US $6 per individual and US $10 per family.
UPDATE:
An increase in the FFI club affiliation fee will be delayed until 2015.
Read the full announcement from the Board of Directors for details.
This is a club
affiliation fee and is not an individual membership to FFI. “Members”
belong to the club, with each club joining the FFI network through the
annual charter renewal process and the payment of the club affiliation
fee. Club fees are due at the same time as the Club Charter Renewal
Form. Fees for 2009 are based on the number of club members in 2008.
Upon receipt of the completed Club Charter Renewal Form and the club
affiliation fees, the club will then be authorized to conduct exchanges
for that year and will also be eligible for the exchange assignment
process for the following year. By signing this form, the club agrees to
organize and conduct exchanges in accordance with the Friendship Force
International Club and Exchange Policies. The club agrees to only
conduct exchanges spFriendship Force International. Failure to submit a signed Charter
Renewal Form accompanied by the club affiliation fee will cause FFI to
consider the club inactive.
Exchange Policies and Fees
1.
Exchanges:
Friendship Force exchanges are typically composed of 20 to
25 ambassadors who travel to a host community in another country for a
one-week (5-7 nights) homestay experience. After the first homestay,
options exist for independent travel in the region, participation in a
group tour, or, where available, a second week homestay with a nearby
club. Participation as an ambassador on an exchange is by application,
with ambassadors and hosts carefully selected to ensure compatibility
with the program. The ambassador club traveling on an outbound exchange
is responsible for recruiting and preparing local citizens for the
homestay experience. The host club is responsible for recruiting and
preparing citizens from the community who will open their homes to the
visiting ambassadors. Each exchange operates under the leadership of
volunteer Exchange Directors appointed by the local clubs and in
accordance with the exchange policies set by Friendship Force
International.
2. Exchange Directors:
Exchange Directors (EDs) provide the local
leadership required for successful exchanges. They are selected by the
local club and report to FFI for exchange planning purposes. Clubs
should take the appointment process very seriously, as the success of
the exchange depends primarily on the quality of exchange leadership.
Preference should be given to individuals with proven leadership ability
and prior experience in exchange planning.
3.
Earned Seat for the ambassador Exchange Director.
It is appropriate
for an ambassador ED to “earn” part or all of the basic cost of the
Friendship Force exchange that he or she is leading. Providing some or
all of the exchange cost as an “earned seat” recognizes the
responsibility associated with leading an exchange and can also motivate
the ED to recruit a full exchange.
UPDATE: See
Exchanges for Dallas policy.
a. FFI Fees:
The ambassador ED will receive a pro-rated discount of the
FFI fees if there are at least ten fully-paid ambassadors on the
exchange. There will be a full waiver of FFI fees for the ED if there
are at least twenty fully paid ambassadors.
b. Other Fees:
Depending on the ambassador club’s policy, an “earned”
seat can include some or all of the following: (a) travel costs to and
from the host community, (b) travel and tour costs that are a required
part of the exchange; (c) Host Club Program Fees. It is not appropriate
to include optional and personal expenses including passport, visa fees,
etc.
c. Club Policy:
Each club shall adopt a written policy regarding the
“earned seat.” This policy should be publicized within the club so that
all members are aware of the policy. EDs should price their exchanges in
accordance with the club policy. Any member of one club that joins
another club’s exchange will be expected to accept the governing policy
of the ambassador ED’s club.
4. Recruitment Goal:
The goal is to recruit as many qualified applicants
as can be accommodated by the host club(s), while maintaining a standby
list. In most cases, the ambassador goal is 20-25. Exchanges recruiting
less than 15 persons may continue to be conducted, pending consultation
with the clubs involved and with permission granted by FFI. EDs should
look both within the club membership and to the broader community for
the most qualified ambassadors and hosts. Prior membership in a club
should not be a requirement to apply for an exchange, but clubs may, if
they choose, ask new participants to become a club member when joining
their first exchange. Care should be taken to screen all applicants and
to accept only those who understand the goals of the organization. Clubs
should avoid a “sign up” process that suggests to club members that
acceptance on exchanges is automatic. Applicants should demonstrate that
they are physically fit for the living conditions in their host
community and, at the ED’s discretion, they may be asked for a
physician’s verification of good health, stamina and mobility. Please
refer to the attached statement on Mobility and Health Limitations.
Clubs should educate their members to the reality that some exchanges
require little physical exertion while others require a great deal.
Therefore, recognizing that each exchange is different, longtime members
should not assume they will be accepted just because they are loyal
members of
the club. Many clubs have elderly members who may not be capable of
being good guests in host communities that require a lot of walking and
use of public transportation. It is the responsibility of the ED to
accept only those who are able to meet the physical demands of the
exchange. Club presidents and board members should assist in this
process by educating their members and providing support to the ED in
making the sometimes difficult decision regarding rejection of
applicants because they don’t meet these requirements. Clubs that fail
to abide by these requirements may be required by FFI to adopt new
procedures to ensure that only well-qualified ambassadors and hosts are
accepted.
5. Recruitment Deadline:
The ambassador list should be sent to the host
club(s) and FFI 60 days
before the exchange departs. The Ambassador Application and Agreement
form must be completed and signed by each ambassador and host. The
respective EDs retain this form. Failure to meet the specified deadlines
can result in the postponement or cancellation of the exchange, with the
hosting assigned to another club.
6. Visas:
In recent years some clubs have encountered difficulties
obtaining visas for their outbound exchanges. As a result, some of the
regular FFI planning procedures may need to be modified. It is important
for the host club to recognize that these difficult situations are often
the ones where the Friendship Force mission is most needed. Therefore,
host clubs are encouraged to accept exchanges with clubs from these
countries and to work with FFI and the ambassador club to carry out the
exchange, even if it means adjusting some of the usual planning
schedule.
It is the responsibility of the ambassador Exchange Director to
determine what visas will be required,
if any, to travel to the host club(s). This should be done as soon as
the exchange is assigned. If there
is the expectation that obtaining visas will be a problem, the following
steps should be followed:
- The ambassador ED should meet with embassy or consular officials of
the host country as soon as possible to determine what steps are
required to apply for visas.
- FFI and the host clubs should respond promptly to any requests for
documentation regarding the Friendship Force experience. However, the
ambassador club should not expect that individual host families will be
able to issue private invitations that includes guarantees of financial
support.
- The ambassador ED should thoroughly screen all applicants for the
exchange and reject any who may be a risk for not returning home.
- The ambassador ED should ensure that all qualified applicants apply
for their visa interview as soon as possible in order to avoid
last-minute decisions.
- Host clubs should recognize that visa decisions are beyond the control
of the ambassador club and that often the decision is made at the last
minute. In such situations, the host club is encouraged to keep open the
possibility of hosting the exchange, but to avoid making firm
commitments until the visas have been issued. In some cases this may
mean waiting until just before the exchange to make the final hosting
and program arrangements.
7. FFI Oversight and Monitoring of Exchanges:
To ensure that Friendship
Force exchanges provide high quality cultural experiences for all
ambassadors and hosts, FFI will monitor each exchange’s planning and
recruiting. This includes:
a. the timely appointment of all EDs and selection of exchange dates,
b. the timely confirmation of a final itinerary and price,
c. recruitment of qualified ambassadors and hosts, and
d. payment of fees according to FFI guidelines. When asked, ambassador
EDs should be prepared to submit to FFI detailed information regarding
exchange details, recruiting progress, names and ages of the prospective
ambassadors, and the status of the payment of fees.
This information can
be useful in determining if the exchange is progressing properly or if
additional support is needed from the sponsoring club, other clubs and
leaders in the region, or from FFI. In most cases, early intervention
for an exchange in difficulty can lead to a successful exchange. If,
however, it is determined that the ambassador recruiting is not
satisfactory, FFI may cancel or postpone the exchange and reassign the
hosting assignment to another club from the waiting list that is
maintained by FFI.
8. FFI
Ambassador Fee:
Each ambassador pays an FFI ambassador fee for a
Friendship Force experience. The Friendship Force International Board of
Directors approves these fees each year.
FFI ambassador fees are due at FFI 45 days before the exchange departs.
The FFI ambassador fees are::
a. For first and second week of hosting: US$115 per week for all
ambassadors from countries outside the USA. For US ambassadors the fee
is US$140 per week. A week is considered 5-7 nights.
UPDATE:
Beginning in 2014, the ambassador fee for exchanges originating outside
the USA will be US $140 per week, and the ambassador fee for exchanges
originating from the USA will be US $165.
b. For third week of hosting: US$50 for all countries. This is available
on a limited basis in countries with surplus hosting (Australia, New
Zealand and the USA).
c. For interclub visits and domestic exchanges: Visits of 1-3 nights
between clubs within a country will be considered interclub visits and
will have no FFI ambassador fees. Visits of 4-7 nights will be
considered domestic exchanges and will have a US$25 per person FFI
ambassador fee. Interclub visits and domestic exchanges should be
supplemental to a club’s regular exchange activity and should be
scheduled after the dates for international exchange activity have been
finalized.
d. For interclub visits within Europe: Visits of 1-4 nights between
clubs within Europe will be considered interclub visits and will have no
FFI ambassador fee. Visits of 5-7 nights will be considered regular
international exchanges and will have regular FFI ambassador fees.
European interclub visits are supplemental to regular exchanges and
should be scheduled after the dates for all international exchange
activity have been finalized.
99. Host Club Program Fees:
a. Host clubs will receive a Host Club Program Fee of US$100 per
ambassador, (including the ED) per hosting week (5-7 nights). The
purpose of the fee is to provide a budget so the host club can prepare
an interesting cultural program for the ambassadors. The fee can be used
to pay for welcome and farewell parties/dinners, and for group
activities that provide the ambassadors an excellent cultural
orientation to the host city and region. The fee can also be used, at
the host club’s discretion, to enable the hosts to participate in these
activities.
b. In some cases the host ED may recommend activities that are not
covered by the US$100 fee. These activities should be optional. If the
ambassador ED agrees that these activities should be included for all
ambassadors, the Host Club Program Fee may be increased accordingly.
However, if the Host Club Program Fee is more than US$100, the host ED
will present a full budget of all activities—both the basic cultural
program and the additional activities—prior to the exchange and a
post-exchange accounting of the actual expenses.
c. In addition to planned group activities, the host ED should ensure
that the ambassadors have sufficient time with their hosts for
individual activities, so the individual host can serve as guide to the
local community and for the ambassadors to explore on their own. The
costs of these individual activities outside the home should be paid by
the ambassadors.
d. The Host Club Program Fee does not cover the cost of transporting
ambassadors from their arrival site to the host community and returning
them to their departure sites or for any tour arrangements prior to or
following the exchange week. If the host ED is asked by the ambassador
ED to assist in these arrangements, the costs should be agreed to in
advance and should be designated “transfer and/or tour costs.” Transfer
and tour costs are not considered part of the Host Club Program Fee, and
should be treated separately with payment and accounting details
arranged between the ambassador and host EDs.
e.e. Procedures for payment of Host Club Program Fees: Host club program
fees should be transferred directly from the ambassador club to the host
club in a mutually acceptable manner, unless otherwise authorized by
FFI. The US$100 host fee is non-refundable if an ambassador cancels from
the exchange less than 45 days prior to departure and must therefore be
transferred to the host club together with the fees for the
participating ambassadors. In the event that the ambassador club fails
to pay for all confirmed ambassadors, FFI will advance the fees to the
host club and collect them from the ambassador club.
10. Local Ambassador Club Budget:
Up to US$25 may be added to the cost
of an exchange to be retained by the ambassador Exchange Committee.
These fees cover the costs of administering the exchange at the local
level and are collected and retained by the club, not by FFI. These fees
are nonrefundable if the ambassador fails to participate in the exchange
or the exchange is cancelled.
11. Youth Ambassadors:
Youth ambassadors will receive a discount of 50%
on FFI club exchange
ambassador fees. The discount does not apply to exchanges designed for
youth ambassadors, which will have their own fees. A youth ambassador is
defined as someone who is 18 years of age or
younger or a full-time student 26 years of age or younger. Children
under the age of 2 who participate in an exchange with a parent will not
be charged any ambassador fees or host club program fees.
12. Unaccompanied Children:
Any person under the age of 18 who is not
accompanied by a parent must have a designated guardian during any
Friendship Force experience. FFI provides master copies of the
appropriate legal documents in the Exchange Manual. In addition,
children under 16 must travel and be hosted in the same home with an
adult relative or designated guardian.
13.
Travel Insurance:
All Friendship Force ambassadors are required to
secure adequate travel and medical insurance to cover emergencies during
their exchanges. This requirement can be fulfilled in one of the
following ways:
a) through the ambassador’s existing insurance policy if
it covers international travel,
b) through the policy offered by FFI, or
c) by purchasing a separate travel insurance package.
The Ambassador
Application and Agreement form includes the following statement: “I
hereby agree to secure adequate travel and medical insurance for the
duration of the exchange.” At the discretion of the ED, an insurance
waiver form may be signed by an ambassador
and notarized for those who choose not to secure insurance.
114. Exchange Evaluation:
Within 30 days of the completion of the
exchange, each Exchange Director shall complete and send to FFI a final
Exchange Evaluation using a form provided by FFI. If there are
substantial negative comments, FFI will contact the club(s) involved and
will work with them to implement corrective action. The results of the
evaluation may be taken into account by FFI in determining future
assignments for the club. Clubs with consistently excellent exchanges
will be given priority in their choice of future exchanges. On the other
hand, clubs with consistently poor evaluations will be closely monitored
by FFI. If the problems are not solved, FFI may suspend exchange
activity until such time as the club can demonstrate its ability to
carry out proper Friendship Force exchanges.
15. Cancellation from a club-to-club [domestic] exchange:
If an
ambassador cancels more than 45 days before departure, FFI will refund
all FFI ambassador fees paid. If an ambassador cancels 45 days or less
prior to departure FFI will refund 50% of the ambassador fee paid. If
FFI cancels an exchange, all ambassador fees paid will be returned to
ambassadors. For specialized exchanges see paragraph 16.
16. Specialized Exchanges:
Friendship Force International recognizes
that an alternative to club-based exchanges can be attractive for
Friendship Force members and non-members alike and plans a number of
specialized programs accordingly each year. These range from programs
with a
cultural focus without home-hosting to mission based or themed programs.
The fees for these specialized programs are set by FFI and sometimes
include airfare and a comprehensive program; in some cases there are
fees for a land-only program. The cancellation fees for specialized
programs will be advised to the Exchange Director based on the penalty
plans we receive from our travel suppliers and vendors.
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