Programs

SANTA CLARA SISTER CITIES EXCHANGE PROGRAM GUIDELINES

STUDENT EXCHANGE AND IN HOME HOSTING

 

Izumo, Japan Program:

In Home Hosting Izumo Global High Schoolers Jan 20-25, 2018 : Already Completed.

In Home Hosting Izumo Middle Schoolers with two High Schoolers Mar 27 – Apr 2, 2018.

Santa Clara Sister Cities Youth Commissioners travel to Izumo, Japan, June 2018
APPLICATIONS FOR 2018 TRIP CLOSED. Next trip scheduled for June 2019

Coimbra, Portugal Program:

In Home Hosting Coimbra High Schoolers: March 16-24, 2018.

Santa Clara Sister Cities Youth Commissioners travel to Coimbra, Portugal Feb or April 2019.

SCSCA offers scholarships to high-school students in Santa Clara for the student-exchange programs with Coimbra, Portugal, and Izumo, Japan, which are our sister cities. High school students participate in cultural-exchange and fund-raising events through SCSCA, meet other students and members of the community interested in new cultures, get involved in community service, and gain opportunity for travel to our Sister Cities. Frequently asked questions are at the bottom of the document.

Eligibility:
Applicant for the SCSCA student exchange program must meet the following eligibility criteria:

  1. Applicant must be a freshman, sophomore, junior or senior in the Santa Clara Unified School District or a high school resident of the City of Santa Clara.
    ii. Applicant must demonstrate commitment to the SCSCA organization and participate in monthly SCSCA Youth Commission meetings as well as participate in its fund-raising and hosting activities (See list of meetings and events dates on the website calendar page).

Application for In Home Hosting and Student Exchange Program

 In Home Hosting of Sister Cities visiting students:

The hosting application has two parts: the host family application (an on-line form) and the signature page which will be e-mailed to you upon completion of the Host Family form. The signature page needs to be printed out, signed, scanned and returned to directoryouth@santaclarasistercities.org. The information requested is required of all Applicant families and is used to assist in the selection of host families. Only one application per family or household is needed. 

 

Family Hosting Check List:

  • The family needs to have an interest in spending time on the weekend with the exchange student and willing to take them to local places and shopping
  • The home should have wi-fi available for our guests
  • A bedroom needs to be available with a bed for the exchange student (temporary bed in living room/family room is not acceptable). Shared room is okay as long as same gender, age and each person has a bed.  A temporary bed in a shared room is acceptable.
  • Bathroom can be a shared one
  • Family has conveyance to drop off and pickup the exchange student.
  • Some meals need to be provided by the family. These will be called out in final itinerary.
  • Pets must be friendly in nature
  • A home visit of approximately 30 minutes will be scheduled upon the submission of the hosting form and signature page.  The home visit is an orientation meeting for new hosting families to go over questions, procedures and help set expectations.
  • Authorization of background check (signature page of hosting application)

 

To host the Coimbra, Portugal High Schoolers Fri Mar 16 – Sat Mar 24: Fill in the online application using the following link:

https://goo.gl/forms/bUmK7lOTmFOYulTC3  (cut and paste this link in your browser and it should work)

To host the Izumo, Japan Middle Schoolers and 2 High Schoolers Tues Mar 27 – Mon Apr 2: Fill in the online application using the following link:

 https://goo.gl/forms/5xXzdendUyH2APa32  (cut and paste this link in your browser and it should work)

Application for Student Exchange to Izumo, Japan June 2018. APPLICATIONS FOR 2018 TRIP CLOSED. Next trip scheduled for June 2019

Application for student exchange, download application from the following link: https://drive.google.com/open?id=0B7KqYyxj_GGkSFVUdmJWU2tHNGM

(cut and paste above link in your browser and it should work)

Please fill out the application forms completely and include the following documents:

 

  • A copy of a valid passport, which does not expire before the visit ends
  • A color photograph of the applicant
  • TWO references about why the applicant would make a good ambassador for the City of Santa Clara, The State of California and the Unites States of America: references can be from a teacher, coach, mentor, employer, or advisor. These references can be emailed to Ms Patricia Knowles at directoryouth@santaclarasistercities.org
  • A parent statement that includes one to three paragraphs on why the applicant would make a good ambassador for the City of Santa Clara, the State of California, and the United States of America.
  • Application finalists will be asked to come in for an interview on the date announced by SCSCA

Submit all application documents at the SCSCA Youth Commission meeting on Wed, Jan 10, 7 pm at the Headen-Inman House, 1509 Warburton Ave located behind the Triton Museum.  Yuki Ikezi, VP Izumo, Japan will give a brief overview of the upcoming trip and answer any questions. Applicants, please bring your parents. APPLICATIONS ARE DUE AT THE MEETING. Contact Ms Patricia Knowles at directoryouth@santaclarasistercities.org  with any questions.

For questions regarding Coimbra exchange please contact Ms. Tedra Nikolai –

email: vp-coimbra@santaclarasistercities.org

For questions regarding Limerick programs please contact Ms. Ruth Lemmons –

email: vp-limerick@santaclarasistercities.org

 

Frequently Asked Questions:

 

  1. How does the student exchange program with our Sister Cities work?
    Students interested in the scholarship to travel to our Sister Cities must submit an Student Exchange Application. SCSCA chooses 2-5 students for a trip to Izumo each year and 2-8 students for a trip to Coimbra every other year (odd year). Each trip is approximately 10 days long.

The Izumo program is an exchange for two of the SCSCA Youth Commissioners and additional SCSCA Youth Commissioners will be assigned home stays with families in Izumo who have high school students. Each year, Middle Schoolers and 2 High School students from the City of Izumo visit Santa Clara in March, and then students from Santa Clara visit Izumo in the summer. The families of the students chosen for this program are encouraged to host the students visiting from Izumo for a stay at their homes.

Families of the students planning to travel to Coimbra, Portugal in 2019 are also encouraged to host students visiting from Izumo as well as from Coimbra in March or April, 2018.

 

  1. How are the students chosen for the exchange programs?
    SCSCA will select the students based on the following:

    1. Application documents Commitment to and participation in the SCSCA activities. This will be one of the most important selection criteria.
    2. Ability to focus on being a good representative for our city, state and country for the full duration of the trip.
    3. Ability to attend two orientation meetings scheduled after the selection process.
      5. Interviews with the student and his/her parent/guardian(s), which are to be scheduled after the application documents are submitted (See the Program Timelines at the bottom of this page.).

 

  1. What expenses will the SCSCA scholarship cover, and what will be the student’s out-of-pocket expenses?
    The student exchange trip typically costs a total of around $2300 – $2400 per student, depending on the airfare. SCSCA pays $1500 towards airfare for each student and the student is responsible for the balance of the trip cost.  Airfare, ground transportation and other traveling expenses can be as much as $2000.

Other costs:

Stipends, pocket money and gifts for Izumo hosting family (purchased in advance of trip): $200-$300*

Airfare, ground transportation, other travel related expenses getting to and from Izumo can be as much as $2000
Stipends $300-$400*
Potential total trip cost $2200-$2300
Amount paid by SCSCA toward the airfare (up to $1500)

Difference or the student out-of-pocket cost can be as much as $800 – $900

*Students are strongly encouraged to bring gifts, typically costing around $25.00, to their host families. Customs vary by culture, and more information will be provided during orientation.

 4.What are the student responsibilities in participating in the program?

The students going on the exchange trip should always remember that they represent our city, state, and country and act accordingly.

The students chosen for the program are also required to participate in the following activities:

  1. Participate in the SCSCA fund raiser events like the February Tea Social, Art & Wine Booth etc.as well as hosting activities.
    ii. Spend time with the students visiting from our sister cities and host visiting students in their home
    iii. Attend and be available for a minimum of two orientation meetings (two hours each) to prepare for the trip
    iv. Make a trip report presentation to the members of the SCSCA
    v. Make a trip report presentation at a Santa Clara City Council meeting
    vi. Continue involvement with the SCSCA and help other students going on the future exchange trips

Before going on the trip, the student and his/her guardian(s) will be asked to do the following:

  1. Obtain travel insurance
    ii. Obtain a valid passport immediately if not current. Passports should be valid at least 6 months after date of trip.
    iii. Sign a No-Alcohol contract
    iv. Submit a signed (by all guardian(s)) and notarized copy of a consent for the student to travel.
  2. Sign liability release document

 

PROGRAM TIMELINES

Izumo Exchange in 2018

Consider hosting Izumo high schoolers in your home – Jan 20-25, 2018 – Completed.

Consider hosting Izumo high and middle school students in your home – Mar 27 – Apr 2

Application for student exchange, download application from the following link: https://drive.google.com/open?id=0B7KqYyxj_GGkSFVUdmJWU2tHNGM

(cut and paste above link in your browser and it should work)

January 2018

Submit all of the application documents for the June 2018 Izumo trip at the SCSCA Youth Commission meeting on Wed, Jan 10, 2018, 7 pm at the Headen-Inman House, 1509 Warburton Ave located behind the Triton Museum.
January -February 2018
Applicant interviews (date TBD). SCSCA members meet with student guardians.
End of February 2018
Students are chosen for the exchange trip and begin an orientation program.
March 2018
High school students from Izumo visit Santa Clara for 6 days and home stay with the families of the students chosen for the Izumo trip.
June 2018
Santa Clara students visit Izumo for 7 to 10 days and home stay with the Izumo students.
August and September
Students give presentations on their trip to the SCSCA members and the City Council

For questions regarding Izumo exchange please contact Ms. Yuki Ikezi –

email: vp-izumo@santaclarasistercities.org

 

Coimbra Exchange 2018-2019

Consider hosting Coimbra students Mar 16 – Sat Mar 24, 2018

https://goo.gl/forms/bUmK7lOTmFOYulTC3  ( Coimbra hosting form – cut and paste this link in your browser and it should work )

November 2018

Application deadline for the trip to Coimbra, Portugal of 2019 – TBD
Dec 2018
Applicant interviews SCSCA members meet with student and guardians.
December 2018
Students are chosen for the trip to Coimbra.
February or April, 2019
Santa Clara students visit Coimbra for 7 to 10 days.
April and May 2019
Students give presentations on their trip to the SCSCA members and the City Council

For questions regarding Coimbra exchange please contact Ms. Tedra Nikolai –

email: vp-coimbra@santaclarasistercities.org

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