8240.1 – Administrative Procedures for Implementation of 8240

  1. 8240.1 Administrative Procedures for Implementation of 8240.1–Administrative Procedures for Implementation of 8240;

    1. No student shall be enrolled until all standards for admission have been reviewed and approved by the Principal of Grand Island Senior High.
    2. All application information shall be provided the semester prior to the proposed year of entrance.  Admission of exchange students will be made only at the beginning of the school year.  No placement will be made during the course of the school term
    3. Exchange students must abide by the policies and regulations of the School District of Grand Island and Grand Island Senior High.
    4. On September 1, of the year of the proposed admission, the exchange student must be at least sixteen (16) years of age but not older than nineteen (19) years.
    5. Exchange students will be encouraged to assist in some manner the curriculum of Grand Island Senior High (i.e. language, history class­es, etc.) as well as function as a community resource (speaking to civic, church and other community groups).
    6. Foreign exchange students completing twelfth grade in the district will be provided with an honorary diploma. If a foreign exchange student wishes to receive a District High School Diploma, the student must make application to the school principal at the time of enrollment, and must successfully complete district graduation requirements.


    The following information shall be supplied by the sponsor at the time of application:

    How the students are selected;

    The degree of English proficiency and how it is determined;

    The name of the person responsible for providing customs and immigration requirement forms;

    The type of visa the student holds;

    How the host family is selected;

    The host family and student; and

    Person responsible for making alternative arrangements if problems arise.

    1. The sponsoring agency will provide the school with:
      1. Clearly documented arrival and departure dates;
      2. Travel arrangements to and within the U. S.;
      3. Student records and experiences such as academic records, health records, including proof of conformity with Nebraska immunization and physical regulation, immigration records and co-curricular activities (All documents should be in English and submitted during the semester prior to the proposed entrance);
      4. Type of insurance coverage including health, accident and liability for the student;
      5. Name, address and telephone number of the host family with a statement of family responsibilities;
      6. Purpose and financial status of the sponsoring organization; and
      7. Documentation that the sponsoring agency is in compliance with all regulations of the U. S. Information Agency (USIA).
    1. The Standards for International Travel Programs as developed by the Council on Standards for International Educational Travel (listed below) will be used by the School District of Grand Island to deter-mine the competency of the sponsoring organization.
    2. Based upon the above information and space available, the School District of Grand Island reserves the right to approve or deny enroll­ment of any exchange applicant.



    1. ORGANIZATIONAL PROFILE AND EDUCATIONAL PERSPECTIVE:  International educational travel programs shall clearly be designed to serve educa­tional purposes.  Their structure and administration must ensure pursuit of appropriate learning objectives.
    1. PROMOTION:  International educational travel programs shall accurate­ly and fairly represent their activities and sponsorship in advertis­ing and other promotional materials.
    1. PARTICIPANT SELECTION:  International educational travel programs shall elect participants on the basis of clear criteria, ensure care­ful screening, provide sufficient lead time, ensure a likelihood of a successful experience for both the participant and all others in­volved, and provide safeguards against abuses in recruitment of stu­dents in areas such as school athletic participation or household domestic service.
    1. PARTICIPANT PLACEMENT:  International educational travel programs shall ensure adequate care and supervision for participants.  Pro­grams that provide participants a living experience with a host fami­ly shall maintain:  (a) well-developed criteria for host family selec­tions; and (b) a thorough screening process through which host fami­lies and participants are matched with each other.  The sponsor shall provide safeguards against abuses in the placement of a participant in a home and/or school in areas such as school athletics or house­hold domestic service.  All programs must evidence thorough and accu­rate communication with school authorities, community leaders, and persons involved with special facilities and/or activities in which the participants will be associated during the exchange.  If a partic­ipant shall attend school in the United States, the program sponsor shall secure written acceptance from the school principal or other designated responsible school administrator prior to confirming assignment of the participant to a host family.  Copies of such docu­ments authorizing enrollment shall be maintained by the sponsor and must be obtained before the participant leaves his/her home country.
    1. INSURANCE:  International educational travel programs shall guarantee that every participant is covered by health and accident insurance, and that provisions are made for the return of the participant to his/her home in the event of serious illness, accident, or death during the time period beginning with the participants departure from home and extending until his/her return home.  This guarantee may be met by insurance purchased by the sponsor program, purchased by the participant, provided by the participant's family, or in other ways.  In the case of programs utilizing host families, the sponsor shall inform host families, as well as participants, of the partici­pant's insurance arrangements and of procedures for filing claims.
    1. OPERATIONS:  International educational travel programs shall provide each participant with:
      1. Suitable orientation, both prior to departure from the home coun­try and after arrival in the host country, to acquaint the partici­pant with the country, people, host family, school and, if appropri­ate, the academic program in which he or she will participate;
      2. Access to personal counseling services during the term of partici­pation, if needed;
      3. Support services to assist participants with supplementary travel, medical care needs, special educational needs, language problems, passport/visa questions, financial problems, etc.;
      4. Monthly personal contact from a sponsor representative during the term of the program as a supervisory check on the participant's sta­tus, progress, and needs;
      5. Information as to the sponsor's organizational policies and system of communication;
      6. Opportunity for participation in a post-exchange evaluation of the experience;
      7. A description of the criteria and incentives utilized by the spon­sor in selecting group leaders.

     International educational travel programs shall provide host families and schools with:

    1. Suitable orientation, prior to the participant's arrival, to estab­lish an acquaintance with the participant's country, personal and academic background, and his/her individual needs and attributes;
    2. Information as to the sponsor's organizational policies and system of communication;
    3. Support services including periodic contact from sponsor personnel to help resolve problems arising during the participant's stay;
    4. Opportunity for participation in post-exchange evaluation of the experience
    5. FINANCIAL:  International educational travel programs shall be capa­ble of discharging their financial responsibilities to all partici­pants.  They shall have sufficient financial backing, through bond, insurance, escrow accounts, etc., to protect all moneys paid by any participant and to insure that no participant will be left stranded by virtue of bankruptcy or mismanagement.  They shall provide public access, to the extent required by their legal tax status, to annual financial and audit reports.  All sponsors, whether nonprofit or for profit, shall provide detailed written information regarding finan­cial arrangements and requirements for participants, host families, and host schools.  Program sponsors shall also provide the Council with:  (a) either audited financial statements or a statement from an independent certified public accountant attesting to the financial strength of the organization; and (b) an explanation of any affiliate or other organizational relationships the sponsor may have, either in the United States or overseas.
    6. ADHERENCE TO GOVERNMENT REGULATIONS:  International educational trav­el programs shall provide evidence that they comply with the appropri­ate governmental regulations in both the sending and receiving coun­tries involved in any exchange or other activity under their auspices.


    AGREEMENT TO ANNUAL REVIEW BY COUNCIL:  International educational travel programs shall agree to provide annual and/or interim reports as requested by the Council.  In addition, they shall provide informa­tion to the Council's offices relative to the locations at which participants may be placed, and shall accept on-site visits by the Council's staff or other representatives with participants, host families, and/or host schools as deemed necessary.

    April 13, 2017