Frequently Asked Questions (FAQs)

The following information on the Student Language Development Exchange program should answer most of the questions you have about student exchanges, but if you need further assistance please contact Alberta Education's International Education Branch at 1-780-427-2035.

Why go on a student exchange?
Secrets of a successful student exchange
Who is eligible for student exchange?
Freedom of Information and Protection of Privacy Legislation (FOIPP)
Matching of applicants
Withdrawal / Change to application information / Termination
Costs
What is expected of students on exchange?
What is expected of Alberta parents?
What is expected of Alberta schools and jurisdictions?
What is expected of Alberta liaison teachers?
Timetabling for Alberta students
Support from Alberta Education

Why go on a student exchange?

Student exchange programs provide young people with invaluable opportunities to:

• develop and refine their skills in a second language
• develop a better understanding of another culture
• enhance desirable personal characteristics such as independence, self-confidence and tolerance of others
• practice and develop social skills.

Secrets of a Successful Student Exchange

The students and their families must be able to make the necessary commitment to the exchange, both in terms of time and money.

The principal and school staff involved must give their full support to this activity. They also need to be flexible to accommodate their students who will be leaving the province and will, therefore, have to adjust their timetables. The principal and school staff must be prepared to work with the exchange students who are coming in, and meet their special needs.

Everyone involved must be willing to communicate. It is very important to be open and honest-even frank, when necessary.

Who is Eligible for Student Exchange?

School participation The school plays an important role in making an exchange program work. There can be no student participation in the exchanges with Québec, the Federal Republic of Germany or Hokkaido without school involvement and support.

As part of the application process, the principal confirms that the school is committed to the program and has named a school liaison teacher to assist with the administration of the program. The liaison teacher needs to be fluent in French for the Québec exchange, German for the German exchange, and Japanese for the Hokkaido exchange.

Minimum qualifications Students in participating schools may apply for these exchanges if they have completed specific language courses related to the exchange destination. Applicants must be full-time students in grade 10 or 11 (generally, students apply in grade 10 and go on exchange in grade 11). Applicants must also have their parental consent and support.

Additional desirable qualities and conditions A school liaison teacher is appointed by the school principal when a school commits to the exchange program(s). The liaison teacher, who has the duty of recommending suitable candidates for exchange, will consider the following student attributes in making a selection:

• good academic record and active participation in school activities
• good health
• a genuine interest in exchange and willingness to adapt to new conditions and environments
• high level of maturity and the ability to serve as a good ambassador for Alberta.

The liaison teacher will also take these matters into account:

• the degree of commitment by the student's family to the exchange, for example, support of all family members, availability of suitable accommodation, sufficient funds to provide spending money while away and to cover travel and other related costs.
• the student's and school's ability to organize a timetable that will accommodate a period of study outside Alberta.

Only one student per family may participate in these exchanges each year.

Freedom of Information and Protection of Privacy Legislation

In keeping with the Freedom of Information and Protection of Privacy Act, Alberta Education and its exchange partner organizations will treat the information received from exchange applicants with due respect to its confidential nature.

The personal information applicants are requested to provide is required in order to work towards the best possible match for each candidate. When an exchange is proposed, a copy of application (including photographs) and interview schedule is provided to: exchange officials in the host province/country, the host school, and the prospective partner/family.

Should there be questions regarding any information the applicant is requested to provide, please contact Alberta Education.
e-mail: exchange.programs@gov.ab.ca
Telephone: (780) 427-2035 (International Education Branch main line)

Matching of Applicants

By June, Alberta Education notifies students if a successful match has been found. If a match is proposed, the student and family on each side of the arrangement need to consider carefully again the commitment and responsibility which comes with participation in the exchange program, and then decide whether or not to accept the proposed match. A Parental Concurrence Form and an Acceptance of Temporary Guardianship are provided for this purpose.

If everyone involved agrees on the match, the students get in touch with each other before the end of the school year, and begin to make plans for the exchange, which will begin the following fall. It is a good idea for the parents to telephone or write to each other as well. The liaison teacher provides helpful suggestions about subjects that might be discussed.

Withdrawal/Change to Application Information

If circumstances require a student to withdraw from the exchange after a match has been made, the student must notify the liaison teacher, and write to the exchange partner and his/her family, stating reasons for the decision. The liaison teacher must receive a copy of this correspondence and forward a further copy to Alberta Education.

Changes in the family status, for example, divorce, moving and/or in the applicant's habits or situation, for example, smoking, health, romantic attachments, may impact both families participating in the student exchange. The liaison teacher must be made aware immediately of any such changes and must notify Alberta Education.

Dropping out of the exchange has serious implications for the exchange partner. He or she may not have another opportunity. Therefore, changes in plans should be made only in the most exceptional circumstances.

Costs

Cost of Travel Alberta students participating in the international exchange programs cover the cost of their airline travel. Students in the national program with Québec are eligible for full travel subsidy.

Other Costs The school board and the family are responsible for paying the school and living expenses involved in the exchange.

School jurisdictions provide education and any eligible bus transportation to the exchange partner during the host period as they do for the Alberta student.

Parents are expected to give their children spending money when they go to the host family. Suggested amounts are $750 for three months in Québec, and around $1,000 for the time in Germany, or Japan. Spending money does not include the cost of clothing or extensive travel; it is the funds students use for recreation, snacks, and incidental school expenses (year book, etc.).

If an exchange is terminated due to the Alberta student misbehaving or getting in trouble with the law, the exchange student will be sent home and any resulting costs or travel fees are the Alberta family's responsibility.

What is Expected of Students on Exchange?

The Alberta host student should plan to spend a reasonable amount of time with the visiting exchange student. If a part-time job takes too much of a host student's time, he or she may have to consider giving it up or reducing the hours during this period.

Exchange students must comply with the house rules of the host family, whether or not those rules apply in their own homes.

Exchange students are responsible for arranging their studies to allow for the absence; school guidance counsellors and administrators can help with this challenge.

Driving Exchange students may not drive in the host province/country.

Termination If an exchange student gets in trouble with the law, uses alcohol or drugs while visiting the host community, the exchange is terminated immediately. If the student's behavior is unsatisfactory or relations between the host family and the student break down irredeemably, the exchange student will be sent home. Any additional costs or travel fees resulting from these circumstances are at parents' expense.

Everyone involved in the exchange should be sure to read the Alberta Education Student Exchange Program Policies.

What is Expected of Alberta Parents?

Supervision and Guardianship At least one of the host parents must be living at the home during the exchange period. The host parent or parents must act as guardians, including chaperoning any overnight trips taken by the exchange student. Host parents must meet incoming students at pre-identified points of arrival in Alberta and return them to these points at the time of departure. They also cover the cost of transportation to and from the point of arrival/departure.

Accommodation The host family must provide space that suitably accommodates the exchange student. A separate bedroom is desirable, and a separate bed is essential.

Plan some opportunities for the exchange student to have special cultural, recreational and travel experiences while in Alberta.

Plan some types of orientation that will make the visiting exchange student feel more at home in the host community.

Everyone involved in the exchange should be sure to read the Alberta Education Student Exchange Program Policies.

What is Expected of Alberta Schools and Jurisdictions?

Waive textbook rental and other school fees for the visiting student.

Welcome, assist and counsel the exchange student.

Release the liaison teacher from regular duties as needed to attend regional teacher meetings and occasionally to escort students to Québec, Germany or Hokkaido.

Everyone involved in the exchange should be sure to read the Alberta Education Student Exchange Program Policies.

What is Expected of Alberta Liaison Teachers?

Liaison teachers:

• Are the first contact for the student and family.
• Act as an intermediary between the family, the school and Alberta Education.
• Promote student exchange programs and let all potential candidates know about them.
• Advise students on all aspects of the exchange, including application and arranging their timetables.
• Conduct application interviews in the applicants' homes.
• Rank applicants and recommend suitable candidates to Alberta Education.
• Counsel and assist visiting students.
• Coordinate progress reports on the exchange students; participate in regional liaison teacher meetings during the hosting period.
• Act as an escort for exchange students, on request.

Everyone involved in the exchange should be sure to read the Alberta Education Student Exchange Program Policies.

Timetabling for Alberta Students

The following suggestions may be helpful for exchange students who will be in grade 11 during the exchange year:

• French 20/German 20/Japanese 20/Spanish 20 must be completed before departure to Québec/Germany/Hokkaido/Spain/Mexico.
• Alberta students take core courses during the semester they are in Alberta.

For the exchange semester, where a portion is spent out of the province, students may wish to consider:

• French 30/German 30/Japanese 30/Spanish 30. Students develop their language skills on exchange and should be able to complete the 30-level language course on their return.
• Social Studies 20, or another course in which the subject matter is not sequential.
• Electives such as Physical Education, Art, or Music, selected according to the student's areas of personal competence.
• Special Projects 20. Some students in the past have designed a special project around their exchange experience such as keeping a journal or preparing a report, and have received credits for it.
• In the exchange semester, students should not plan to take any 30-level courses other than French 30/German 30/Japanese 30/Spanish 30.

Students taking Japanese can earn one credit for visiting Japan and one credit for hosting a Japanese student.

Other options are:

• summer school, either during the summer before the exchange or the summer after the exchange,
• distance learning courses.

Working on Alberta Distance Learning courses during the stay in the exchange destination is discouraged. Students are on exchange to learn about the new language and culture and will, therefore, be very occupied with school programs and activities in the new community.

The teachers and Alberta Education staff who accompany Alberta students to the exchange destination will help them arrange and verify their programs in the new school. Schools in the exchange destination cannot always meet requests regarding all preferred courses.

Support from Alberta Education

Alberta Education provides orientation and support for exchange students, partners, and families during the exchange period. Alberta Education, with the help of the local liaison teacher, will follow-up with support and assistance as required.

• Alberta Education provides program handbooks to all Alberta exchange participants upon confirmation of participation. The handbooks include in-depth information for both individual families and participating schools.
• Alberta Education conducts orientation sessions for Alberta participants upon arrival of exchange partners and before the Alberta students' departure. These orientations provide guidelines and suggestions for both parts of the exchange period.
• Some of the subjects included in these documents and orientations are:
  • Suggestions for welcoming the exchange partner
  • How to deal with homesickness
  • Managing time/exchange responsibilities
  • Role of the host family
  • Luggage restrictions
  • Packing lists
  • Paperwork: personal identification (ID), medical and other insurance
  • Money - travellers' cheques, etc.
  • Prescriptions for medication and eyeglasses
  • Gifts and souvenirs of Alberta.

Students going to the Germany, Japan, Spain or Mexico will also receive information about passports, as well as Immigration and Customs regulations.