Background
In the past, as best as is my understanding, CSRYE has contracted with ACI to provide insurance to our Inbounds and our Outbounds. This served us well for many years, as ACI has been a prompt payer, has provided a product with near unparalleled coverage, and has had little cause for us to reconsider. However, there are 3 main issues that we now need to keep in mind:
1) We have ignored the RI policy that states that it is the Host District that should determine the insurance for the exchange (we have always required our Outbounds to buy our preferred policy). Over the past few years, this has caused some of our Outbounds to have to buy 2 RI-approved policies, which was never something we intended
2) ACI updated their computer systems in 2023 or so, and this broke the previously engineered link between computer system and YEAH. Since then, YEAH has been unable to be updated to connect with the new API from ACI, and so we have had to manually upload insurance cards. This largely fell on country correspondents and on the RO. From 2026 on, we will not ask either to have to repeat the past, and so if the ACI-YEAH link cannot be fixed, then it will be up to the Insurance coordinator to upload cards. for 2026. The Insurance Coordinator will not do so for 2027, and so 2026 may be the last year we used ACI.
3) CISI, a competitor which provides a popular "plan B" policy, which although inferior to the ACI policy standards we have promoted up until now, is incredibly common in many other countries. We have asked CISI to create a "Plan D" policy that almost mimics the ACI policy, and although a bit more expensive, will be used as a trial run for our Outbounds to Brasil in 2026.
Chair Actions
Vote) Chairs need to be in consensus of the Insurance provider by October the year prior to a program year so that contracts can be signed and technology can be tested for a smooth rollout for February-June purchasing. There is usually an Executive Committee meeting in late September/early October where a recommendation will be made, but please expect to vote on the insurance policy sometime in October.
Procedure Promotion) Chairs need to make sure their YEOs and district policies will provide a smooth experience (as much as possible) for our students. This should include making sure the YEOs know how to file a claim, and how to navigate the experience for the students. Some providers take the insurance information and will direct bill ACI. Some providers do not, and so a bridge loan may be needed to pay for the service, and then wait for reimbursement after a claim is submitted by the YEO. At no time should Host Parent information be given to providers.
Experience Sharing) Please send any documentation and a summary of your intereactions with insurance to csryeinsurance@gmail.com . I will try and compile a history of our experiences, and to create a FAQ to help future chairs, Coordinators, and YEOs with navigating Insurance.
The official regulations about Youth Exchange can be found in the Rotary International Code of Policies, available on the Rotary International website.
Specifically, Section 41, 040.12 relates to the Travel Insurance for Rotary Youth Exchange Students:
41.040.12. Travel Insurance for Rotary Youth Exchange Students
Partner districts shall determine where there may be gaps in coverage, in any national insurance plans or travel insurance coverage, and identify and purchase supplemental coverage to meet the minimums.
Evidence of student travel insurance coverage shall be submitted to, received by, and accepted by the host district prior to the student’s departure from home. As the host Rotary district must be in a position to arrange immediate and emergency medical attention when it is needed, the host district must approve that the insurance coverage carried by the student is with a responsible insurance company and will ensure that any service providers receive complete and prompt payment.
The parent or legal guardian of the Youth Exchange student is responsible for the payment of all medical and accident costs. The parent or legal guardian of each student shall obtain travel insurance, including, but not limited to, medical and dental coverage for accidental injury and illness, repatriation of remains, emergency evacuation, 24-hour emergency assistance services, and personal legal liability. Such amounts shall not be less than the following minimum limits and benefits per student:
1. Provide coverage on a 24-hour basis from the time the student leaves their home until they return home inclusive of any personal travel before and/or after the agreed exchange period
2. Valid in the host country, any transit countries and countries included on any tours with the exception of student’s home country
3. 24-hour emergency assistance services
4. Minimum US$1,000,000 for expenses related to injury or illness such as hospital, doctors/physicians, dentist, ambulance or other usual and customary medical services
5. Minimum US$50,000 for necessary emergency transport or evacuation of student in the event of severe illness or bodily injury
6. Minimum US$50,000 for repatriation of student’s remains or cremation expenses in the event of the death of the student
7. Minimum US$50,000 for necessary emergency transport or evacuation of student in the event of a non-medical emergency, including due to a political crisis or a natural disaster
8. Minimum US$500,000 for personal legal liability for liability arising from the student’s actions or omissions that cause bodily injury to a third party or damage to a third party’s property.
Parents or legal guardians may also consider obtaining the following additional travel insurance coverage options:
1. Accidental death, dismemberment, or disability
2. Emergency Visitation. Provides reimbursement for emergency visitation expenses for the cost of reasonable transport and accommodation incurred by any one close relative or friend to travel to, travel with, remain with, or escort the student as a result of serious injury, illness, or death of the student
3. Trip Cancellation or Curtailment. Provides reimbursement for trip cancellation or curtailment expenses provides coverage for travel expenses incurred because of an unexpected cancellation due to injury or illness
4. Property Coverage. Provides reimbursement for personal property losses, including student’s loss of money or for theft or total loss of property such as baggage
5. Kidnap & Extortion coverage. Provides access to trained specialists that respond to incidents of kidnap or threats to kill, injure, or kidnap a student where ransom is demanded and pays for costs of ransom.
Where it is a statutory or legal requirement for travel insurance to be purchased in the host country, such insurance shall be in accordance with these limits and benefits. In all other cases dual insurance should be avoided unless agreed to by all parties. Rotary International Code of Policies June 2025 Clubs and districts are strongly encouraged to consult insurance counsel for advice on obtaining liability insurance and other coverage and should be fully informed about government’s policies and regulations regarding foreign students, including insurance coverage requirements.
Participation in extreme sports, such as hang gliding, rock climbing, and bungee jumping, is discouraged. If students are allowed to participate in extreme sports, these activities should be undertaken with the host districts and parent or legal guardian’s written permission, and additional adequate insurance should be obtained. (January 2019 Mtg., Bd. Dec. 112)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by June 2004 Mtg., Bd. Dec. 260; March 2005 Mtg., Bd. Dec. 218; November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152; January 2012 Mtg., Bd. Dec. 189; January 2017 Mtg., Bd. Dec. 87; January 2019 Mtg., Bd. Dec. 112