Verify/Update Your Contact Info in ClubRunner

Do this ASAP after Rotary year begins in July

We use Clubrunner for all RYLA communications including club and student deadlines, for payment and registration info. We know that roles in Rotary clubs change. Please verify that the District 7910’s ClubRunner lists your RYLA chair correctly. Add New Position: “Youth – RYLA Chair”

Note: Some clubs have co-RYLA chairs and that’s OK too. You may list them both.

NEW! Attend RYLA Chair Training – required

Jan 18 or Jan 24 (pick one) @6pm

Space Reservations

February 1

Your club’s Board of Directors should decide how many RYLAns your club will sponsor.  Students may attend public or private school or be home-schooled.   Youth Exchange students inbound or outbound may also be sponsored.

Maximum Number of Students you May Send: 10

Your club may also select, specify and register as many alternates as attendees that you pay for.

To see how many students your club has sponsored in recent years.

To see your club reservation for this year.

To see if your check has been received by our treasurer. 

Mail Payment

March 1

Promote RYLA to Current Sophomores

START IN FALL; by mid-Jan at LATEST

Specify your Club Specific info

• A date, prior to the district deadline, that will allow you to meet RYLA deadlines.
• Specific application submission instructions
• Your Club RYLA Chair’s contact information(cell & email recommended)

Collect applications.

Maximum Number of Students you May Send:
You may send up to 10 students attendees. You may specify and register up to the number of students that you pay for.

Interview Applicants

February to March

• Guidelines for selecting potential applicants
• Interview Questions
• Evaluation Form

• Ask them to follow RYLA’s Partner Selection Guidelines.
• Provide them with the Interview Questions and/or Evaluation Form helpful.
• Communicate the number of Attendees your club will sponsor.
• Remind them that they need to provide you with the names of the selected Attendees and Alternates before they provide the students with the registration link.

Select RYLA Attendees and Alternates

Early April

Interview all applicants, select your “Attendees” based on the number of spaces your club reserved.

It’s a good idea to also designate some “Alternates” in the event that a selected Attendee becomes unavailable. You may designate as many Alternates as you have reserved spaces.

If you have fewer applicants than number of spaces your club reserved, and you have placed all your Alternates, an Alternate will be selected from the District alternate pool. Your reserved space will not go to waste.

Notify Selected Students

April 5

1. It lets them know whether or not they were selected.
2. It provides instructions for Registration and other important info for students and parents.
3. It identifies who their Sponsoring Rotary Club is — many students are unaware, and they will need to know this for Online Registration.

1. The Registration Guide 
2. Your contact info
3. Your club deadlines

Submit Names of Attendees and Alternates to RYLA

April 15

After students are selected, you must submit the names to RYLA before they register for RYLA.

Please inform the school to provide you with the names of the selected Attendees and Alternates before they provide the students with the registration link.

Submit Names here

Student Online Registration

April 15

Monitor Your Students’ Registration Status

April 15

Hot Tip! Monitor your students’ Registration Status at any time. April 15 is the absolute deadline for students to complete their online Registration.

No registrations will be accepted after April 15. If your student’s Online Registration is not completed by this date, you would unfortunately have to inform your candidate that they will not be able to attend RYLA. No refunds will be given to the club.

Press Release and Club Invites

April, May, June

• Rotary meeting prior to the conference so that they are introduced to your members and to Rotary. Have a Rotarian to personally connect with them, beforehand explaining some of the signature programs that your club supports in your community.
• Service Opportunity
• Interact
• Fundraiser

Check-in with Students

Mid-June

Are they still committed to the entire weekend? They must be present for the entire program. 

In the event of a cancellation, please contact our Registrar immediately so that another student may attend: Christine Pinney, 781-271-0398 (9 am -9 pm only please)

Do the students have any questions?

Do they know what to expect before RYLA?

Have they completed their pre-RYLA surveys?

Have they been receiving the pre-RYLA emails?

Have they followed RYLA7910 on Instagram?

Help with RYLA

Now Through June

Club Meeting Invites & Feedback

After RYLA

Invite your RYLAns to your club meeting, fundraising and service opportunities. Following the conference, you should invite your RYLAns to speak at your club about their RYLA experience.  If you did not send out a Congratulatory Press Release yet, this is a good time to do so.

Provide Feedback to the RYLA Committee. The Club RYLA Chairperson should invite feedback (from the students and the club) about the conference and the selection process that led up to it. Any feedback should be communicated to the RYLA Committee for improvement in future years. Email feedback to 7910ryla@gmail.com or mail it to the District 7910 RYLA Committee Chair.