Background
Evey year, the Chairs of CSRYE will need to vote on how to handle insurance. Many chairs may be quite new, and so this page is an attempt to make sure everyone is on the same page and informed enought to make a good vote.
The Overarching goal chairs consider is the sufficient coverage of the student, ensuring that RYE is living up to its mission to support our studnets.
Keeping that goal in mind, we then need to also consider the following constraints:
1) RI has certain minimums and coverages that have to be met (see Section 41, 040.12 of RI Code of Policies) in the footnote)
2) Hosting districts have the ability to mandate what RI compliant polciy they want
3) Not all hosting countries have a polciy mandate, and at times, their recommended policy is less complete than what CSRYE is comfortable with
4) Some countries have socialized national health insurance programs that may have to be paid in addition to Rotary International compliant policies (meaning that the student may have to buy into 2 insurance systems)
5) We do not want to overburden our students with financial obligations
6) Keeping track of all the policy information is non trivial, and so having automated systems is desirable
7) Understanding the claims experience, when needed, is important, both for American YEOs , as well has Foreign YEOs
Potential Solution Templates:
A) CSRYE mandates 1 policy to rule them all (both Inbounds and Outbounds)
+ Simplicity on for CSRYE and American YEOs.
+ Higher likelihood of automation
+ Easier to train our YEOs on how to deal with claims.
- not be compliant with RI's policy of allowing host countries to set their insurance methods.
- forces foreign YEOs to deal with an insurance policy that they may not be familiary with, and they may then not use insurance at all
- will cause "duplicate" coverage if Outbounds must by Host policy too
- some confusion, since we have pre-standing reciprocity agreements with some countries
- some Inbounds will end up paying more for our policy than what they could have gotten from their sponsor district
- one and only one policy will be decided on , leading to longer discussions on which will be "the one"
B) CSRYE mandates 1 policy for Inbounds, and has recommended policy for Outbounds, but allows Hosts mandates to override recommendation
+ Simplicity on for CSRYE and American YEOs.
+ Some likelihood of automation (Outbounds likely won't be automated, but Inbounds could be)
+ Easier to train our YEOs on how to deal with claims.
+ Compliant with RI policy
+ Host districts will be trained in the insurance they have chosen (hopefully)
+ No duplicate coverage imposed on our Outbounds
- some confusion, since we have pre-standing reciprocity agreements wit hsome countries
- some Inbounds will end up paying more for our policy than what they could have gotten from their sponsor district
- still need to settle on "one" policy
- may not guarantee "full" coverage for some of our Outbounds (our Outbounds may be "underinsured" from CSRYE perspective if the Host district picks CISI-B , for example)
C) CSRYE recommends 1 policy, but allows Inbounds and Outbounds to have any RI policy
- May be complex to ensure everyone is RI compliant
- little likelihood of automation
- YEOs will need to know how to file claims from various policies
+ Compliant with RI policy
+ Host districts will be trained in the insurance they have chosen (hopefully)
+ No duplicate coverage imposed on our Outbounds
~ no extra confusion from pre-standing reciprocity agreements wit hsome countries
+ some Inbounds may pay significantly less than our policy by using a policy from their sponsor district
+ no real need to focus on just 1 policy
NOTE:
The above is probably not exhastive
A&B could be tweaked by allowing from a "small handfull" of policies, like ACI and/or CISI-D
TIMELINES
Whatever the CSRYE board decides, the decision on what to do should be made by August or Septembrer so that Insurance companies can start the process of preparing to ingest payments for Winter Outbounds by Novembrer at the lastest.
Footnote:
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