RYLA for Rotary Clubs

Club Action Plan

Verify/Update Your Contact Info in ClubRunner

NEW! Attend RYLA Chair Training – required

Space Reservations

Mail Payment

Promote RYLA to Current Sophomores

Interview Applicants

Select RYLA Attendees and Alternates

Notify Selected Students

Submit Names of Attendees and Alternates to RYLA

Student Online Registration

Monitor Your Students’ Registration Status

Press Release and Club Invites

Check-in with Students

Help with RYLA

Club Meeting Invites & Feedback

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 22 or Jan 23 (pick one) @7pm

Learn about the RYLA due dates and resources for you, your club and your students.

All clubs must send their RYLA chair or at least one representative in order for a Rotary Club to sponsor students.

View the district calendar for dates and to RSVP.

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.

Reserve Space at the RYLA Conference for your attendees by completing the online form: EZ Space Reservation Form

Completing this form will generate an email to you with an attachment to print and include with your payment.

Mail Payment

March 1

Online payment or Mail your full payment and your space reservation form postmarked no later than March 1 to:

TBD

Payments@ryla7910.org

Promote RYLA to Current Sophomores

START IN FALL; by mid-Jan at LATEST

Promote the RYLA opportunity (see the Support Materials for samples/templates).

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.

See how many students your club paid for in recent years.

Interview Applicants

February to March

Evaluate and Interview applicants using the interview tools in the ClubPack Support Materials, or your own selection methods.

The ClubPack includes a list of

Guidelines for selecting potential applicants
Interview Questions
Evaluation Form

For interviews, each interviewer should be provided with each of these documents, along with a copy of the candidate’s completed Student Application Form. Candidates should be interviewed individually. A good strategy is to set up a block of time for your RYLA Committee to interview candidates. Interviews may occur at school, via video conference or any location of your choosing, following Rotary District 7910 Youth Protection Guidelines .

If a School or Guidance Department Selects Students for you: link to new partners sheet

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

Send response letters or emails to all applicants by April 5. Sample letters are provided in the Support Materials.

Your letter or e-mail serves three purposes:

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

For all “selected” candidates (Attendees and Alternates), include

The Registration Guide
Your contact info
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

Students will complete their portion of their online registration and their parents must electronically authorize their students’ participation by April 15 for their registration to be complete.

Please note: Alternates must also complete Online Registration by the due date. We will need their information if a vacancy arises

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

Send out a press release! It’s a super opportunity to tell the community about your club’s great work. Encourage students to submit photos of themselves to include with the press release. A sample Congratulatory Press Release is provided in the Support Materials.

Consider inviting your future RYLAns to a:

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

Click here to see if your student(s) are Attendees, Alternates, or if they have Cancelled/told us that they cannot attend.

Check-in with students two weeks before the conference to confirm their participation and all details.

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

Our student leaders need your help. If you would like to assist with RYLA and join the fun, contact us. You can observe first-hand the difference make in young people’s lives! For more details, see Get Involved

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.