A student cannot move into the home until the full process has been completed.
This includes all signatures, background checks, the interview, training, and references have been contacted.
Contact the Country Contact for status updates & questions.
This process starts when the host family, Parent 1, completes step 1 below. Before starting, we recommend asking the YEO for the Country Contact’s email address & gather your 4 references.
Host Family
- Please visit the link for the Host Family project here: https://rmrye.volunteermatters.org/project-catalog/15
Then select “Volunteer” on the “Host Family Application – Parent 1” row, then select “Register Now”.
Fill out the required information. Under “Registrant Type”, select “Host Family”. Under “Relationship to Host Family”, select “Parent 1”.
Important items for this first step:
Legal name is needed, registration will automatically submit a background check.
When signing up, select “Parent 1” to complete the entire Host Family application. In the application, you will include the number of adults over 18 (this includes “Parent 2” and any “Other Adults over 18”).
When submitting the application, you will need to provide contact information for 4 references: 3 non-relatives, 1 relative.
You will also submit detailed information about your home and community at this step to speed up the in home interview.
You can find the Country Contact’s email address on this page: Contact; you will also need the Youth Exchange Officer’s email.
All other adults in your household must create their own account to have their background check processed. Please select the appropriate “Registrant Type” (“Parent 2” or “Other Adult over 18”) for the other adults. Their application should be much shorter. - “Parent 2” and any “Other Adults over 18” will need to register individually.
When registering, select the “Other Host Family Members”. In your registration, include the name of “Parent 1” to ensure RMRYE can link the accounts together properly.
Register here: https://rmrye.volunteermatters.org/project-catalog/15 - Once “Parent 1” submits the registration/application, the following “credentials” must be submitted while logged into the Volunteer Matters portal:
* Host Family Training Certificate (link to complete the training will be sent via email, this will be in a different system). The completion certificate must be submitted when the course is finished in Volunteer Matters. Only one certificate is needed per family.
* Upload Host Family Photos (five total photos: the host family home including exterior and grounds, kitchen, student’s bedroom, student’s bathroom, and family room/living room)
* Background check (this will happen automatically when you create your account)
* Consent to program rules
* Review the Host Family Handbook, the Dept. of State Welcome Letter.
Detailed instructions for each “credential” can be found via “Parent 1”’s account. - Once “Parent 2” and any “Other Adults over 18” submits the registration/application, the following “credentials” must be submitted while logged into the Volunteer Matters portal:
* Background check (this will happen automatically when you create your account)
* Consent to program rules
Detailed instructions for each “credential” can be found via “Parent 1”’s account. - The Host Family verification process also includes an in-person home interview with the YEO.
Please schedule accordingly with your YEO. The YEO will submit responses for the reference calls and home interview. Please let your references know what the YEO’s phone is, so that these calls can be completed.
Once the home visit is completed, references are contacted, and all background checks are clear, the potential student’s Country Contact will review all documentation and verify it is complete and has been reviewed by the YEO. The Country Contact will then inform the Host Family and YEO that the process is complete, and that the family may host. - Review the first night questions to begin thinking about integrating the the exchange student into your family’s daily routines.
Youth Exchange Officer (YEO)
- Please visit the link for the Host Family project here:
https://rmrye.volunteermatters.org/project-catalog/15
Then select “Volunteer” on the “Youth Exchange Officer (YEO)” row, then select “Apply Now”.
Select “Youth Exchange Officer” to complete the necessary details for registration and the background check. You will only need to “register” once. For all each future / additional host family, you will complete the steps below. - The RMRYE VolunteerMatters Admin (Andrew Walker) will provide the Host Family’s documentation (application, reference, photos and confirmation of background checks) via email.
- Schedule an in-person home visit with the potential host family to verify all submitted details are accurate.
- Then complete the following “credentials”:
- YEO training (a link will be sent via email). Upload your certificate once complete. This only needs to be done once, annually.
- YEO: Host Family Verification – Host Family 1 (for future host families, please complete “credential” 2 or 3)
This “credential” includes links to two forms: 1) Host Family Reference Contacts and 2) Host Family Interview Results
Note: This credential in Volunteer Matters will link you back to rmrye.org. Submitting the credentials takes the place of the host family process form.
Once both “credentials” are completed, the RMRYE VolunteerMatters Admin will mark them as completed and share with your Country Contact. The Admin will only confirm they are completed if forms have been submitted on rmrye.org.
- The Country Contact will review the information provided and inform the Host Family and YEO that the Host Family is verified for hosting. Once confirmed, the Host Family may then receive the student’s details and the student may move in.
Please remind your student to inform their Country Contact and submit their Change of Host Family Report PRIOR to moving in. RMRYE has strict reporting obligations to the State Department for host family changes, and failure to appropriately report could result in a cessation of this program.
Is this the first family? Download a fillable blank guarantee form here!
Club Counselor Instructions
1. Please visit the link for the Host Family project here:
https://rmrye.volunteermatters.org/project-catalog/15
Then select “Volunteer” on the “Counselor” row, then select “Apply Now”. Select “Counselor” to complete the necessary details for registration and the background check. You will only need to “register” once.
The following “credentials” must be submitted while logged into the Volunteer Matters portal:
* Background check (this will happen automatically when you create your account)
* Consent to program rules
* Counselor training (a link will be sent via email). Upload your certificate once complete. This only needs to be done once, annually.
2. Once your background check is cleared & you have completed the training, you may proceed with your role as a Counselor for your Club’s exchange student.
Country Contact Instructions
Country Contacts will receive all necessary information:
*Application/Photos from Andrew via email to CC & YEO
*Background check confirmation from Andrew via email to CC
*YEO Reference and Interview responses from Andrew via email to CC
After you have reviewed all of the above, please submit this form: background check clearance report & contact the YEO & host family to confirm the family is clear to host.
For the first host family, also submit the Inbound Visa Paperwork Form, which will include all pieces of information we need to issue the student’s visa paperwork.