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Creating Short-Term International Exchanges between Disability Groups

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How to fund a program, identify partner organizations and templates and plan an exchange program.

Table of Contents

Chapters

Benefits of Developing Relationships

Identifying a Partner Organization and Exploring Exchange Program Opportunities

Funding the Exchange Program

Logistical Program Details

Appendix

Exchange Planning Forms

Accommodation Forms and Information

Other National Clearinghouse on Disability and Exchange Tip Sheets

 

Benefits of Developing Relationships

Cross-national exchanges with disability organizations based in other countries can provide many benefits.

The Benefits:

  • The opportunity to share information, resources and training materials;
  • Increased understanding of cultural disability perspectives;
  • Possible joint projects or research;
  • Assistance with the translation of publications into other languages;
  • Increased staff awareness of international disability law and strategies for effecting change;
  • The chance to develop an international network to inform about and seek support for particular issues, events or initiatives, and
  • The opportunity to learn new organizational models.

Examples of Disability Group Exchange Collaborations

Mind Freedom International, an organization that advocates for human rights in psychiatry, uses its international networking to mobilize people internationally on particular urgent issues, such as working against forced treatment and institutionalization of individuals diagnosed with mental illness.

Also the Disability Rights Education and Defense Fund has facilitated exchanges and conferences for sharing ideas and conducting trainings cross-culturally on legal issues. Read the following story for another example of cross-borders networking.

_____________________________________________________________________________ 

Photo: Keiko in her power wheelchair in the Tatami RoomFootloose Disability Organization, Tokyo, Japan

By Emiko Koyama, Program Coordinator

Footloose has coordinated several exchange programs with Mobility International USA (MIUSA). We have arranged programs in Eugene, USA and Tokyo, Japan.

Our program started from the strong inspiration of Keiko Seikai, a woman who uses a power wheelchair. After she was a MIUSA intern for three months, she wanted other disabled people in Japan to learn about Eugene where she felt disabled and non-disabled people were living together harmoniously. Her friends supported her idea and Footloose was founded.

We organized delegations to Eugene of disabled and non-disabled Japanese individuals, including disability advocates, college students who were interested in disability issues and teachers at special schools for the disabled. Many of them were nervous at first, because in Japan, disabled and non-disabled people did not have many opportunities to interact. However, as the program progressed, they became allies and friends.

Through MIUSA’s leadership training program, a sense of assertiveness grew in delegates’ minds. The disabled participants gained self-esteem and the non-disabled participants changed their attitudes toward people with disabilities. Attending the exchange program was a giant step for many delegates. Some of the disabled delegates are now actively involved in a disability advocacy group in Japan. Some non-disabled delegates went back to school to study human service issues.

The Japanese participants were impressed that the USA delegates were very positive, assertive and full of vitality.

Footloose has also hosted several groups in Tokyo, including MIUSA delegations of people with and without disabilities. During those programs, we discussed disability rights, education, universal design, employment and other disability issues. We talked about similarities and differences and exchanged ideas and strategies. We also had fun together practicing Japanese traditional drumming and enjoying a scavenger hunt in Asakusa, a popular Japanese historical community. The Japanese participants were impressed that the USA delegates were very positive, assertive and full of vitality. Both the disabled and non-disabled delegates were always eager to challenge themselves and try new things.

Our exchange programs with MIUSA have had a great impact on individual participants and our community. Opportunities for disabled and non-disabled people to communicate are still limited in Japan. These programs offered an opportunity for participants to realize that everybody is a human being with both strengths and weaknesses, and anyone can be a leader in his or her own way.
______________________________________________________________________________

Identifying a Partner Organization and Exploring Exchange Program Opportunities

If your organization wants to identify an organization overseas to partner with, there are several ways to research this. This section suggests how to identify and initiate contact.

Invite international presenters

  1. Send a call for papers and registration announcements to disability organizations in other countries. Links to Online Directories of Disability Organizations Worldwide is one place to start building contacts.
  2. Consider including reduced registration fees, arranged host family housing options, or other discounts to encourage international participation. Rehabilitation conference organizers can apply for airline ticket funding eight weeks in advance through the Center for International Rehabilitation Research Information and Exchange travel grant program.
  3. Arrange international attendee receptions at the conference to welcome international visitors and provide networking for potential partnerships. The invited organization may reciprocate by inviting a representative from your organization to attend and present at a future conference they are planning. 
  4. Another option is the Fulbright Visiting Scholar Program. There may be a scholar with expertise in a topic of interest to your organization. These individuals are sometimes available and funded to present at local conferences or other workshops. See the Council for International Exchange of Scholars to obtain a current list of Fulbright Scholars in your region.

Work with local groups

Develop a relationship with an international exchange organization in your area such as:

These organizations work to foster international relationships between partner cities, districts and countries through joint projects, sharing resources and coordinating people-to-people exchange programs.

Propose a collaborative project based on common interests such as an exchange that brings public transportation users with disabilities together to share best strategies for facilitating accessible services or transit driver sensitivity training.

Many other international exchange organizations have also provided custom program logistics for disability groups, such as those listed on Deaf and Disability-Related Exchanges.

Join an international listserv or connect through social media

There are several listservs that focus on international issues and people with disabilities such as:

This facilitates interaction between stakeholders to advance the social, economic, and civic empowerment of people with disabilities, and the mainstreaming of disability issues in development.

This promotes disability policy and program reform with emphasis on integrated training and employment options for working age persons with disabilities, through collaborative applied research projects and by the global exchange of information via the Internet.

This promotes the exploration of disability studies through research, artistic production, and teaching perspectives that place disability in social, cultural, and political context.

Also search for related organizations to connect with through Facebook, Twitter and other social media used worldwide.

Expand conference or work travel

If someone in your organization is already traveling abroad for a conference or an exchange program, add to the objectives of their travels. While abroad, the staff member could plan to meet with a disability organization in the host community. If possible, make contact with the target organization to request a meeting prior to arriving in the country.

Meet with international visitors and students

Locate organizations or institutions that host international visitors or students in your community. Initiate contact with them and offer your organization as a resource on disability rights and issues, and as an internship site.

Work across language barriers

If an identified partner organization is based in a country with a national language that is different from yours, contact it anyway. It may have a staff member who understands your native language or could use Google Translate or other online translating programs when sending e-mails. You could do the same when receiving responses in a foreign language.

Once you have located an international disability organization partner, correspond regularly with them. Communicate via Skype, e-mail, social media or fax to build a relationship. As communication continues over six months or a year, it should become clear if there are mutual goals and interest in planning an exchange program.

Funding the Exchange Program

Both organizations should have the interest, time and a funding plan to pursue the partnership and be committed to implementing the international exchange program.

Creating a Memorandum of Understanding

Once the partner organizations have a mutual interest in arranging an international exchange program, details should be discussed and agreed upon in writing. 

  1. Come to an agreement regarding the program expectations, goals and objectives.
  2. Address the tentative program dates and length of stay. Consider staff availability, host country weather and seasonal airline ticket costs at this time.
  3. Focus on the delegation size (include space for personal assistants or sign language interpreters).
  4. Discuss the meetings and activities to be included in the exchange program.
  5. Figure out the best lodging options, such as homestays or hotels.
  6. Decide which organization will pay for each expense such as airfare, disability accommodations, ground transportation, insurance, lodging and meals. If grant money is not available, then work out an agreement to share the expenses based on the resources available to each organization and participant fees. 
  7. Once oral agreements are made, write down the agreements to avoid misunderstandings.

Creative Funding Ideas

Funding for a new program is an important issue if it is to become a reality. If the partner organizations start with a small exchange program, costs do not need to be extensive.

If you are the sending organization:

  1. Make use of other projects that send staff abroad in order to conduct a pre-trip visit or to plan exchange details.
  2. Plan to include funding for airfare as part of related project grants.
  3. Acquire a business credit card that earns frequent flier miles, or enroll in a frequent flier program to earn free airfare.
  4. Ask for donations of frequent flier miles to your non-profit organization.
  5. Research airfare tickets online at discount ticket and travel websites.
  6. Research and apply for grants that fund projects to increase an organization’s cultural diversity. Submit a proposal that includes partnering with a similar organization in a country that has many immigrants in your community, such as Los Angeles with Mexico, Miami with Haiti, Seattle with Japan and Minneapolis with Somalia.
  7. Work with your local Sister Cities International (SCI) organization to create a joint international exchange project with a disability organization in the sister city. Funding or other program support may be available through SCI.
  8. Apply to international service clubs for funding support (Rotary, Lions, Kiwanis, etc.).
  9. Acquire discount travel cards if the individual(s) participating in the program are students or teachers. The cards provide travel discounts on flights, trains and other activities abroad for students and teachers of any age.

If you are the hosting organization:

  1. Ask staff of your organization or local community members to host participants in their homes. Your organization might be able to cover some of the visiting group’s expenses for a short visit (3-4 days). 
  2. Find university students looking for opportunities to use their language skills to volunteer as an interpreter for a meeting or to translate orientation materials.
  3. Apply to service clubs for funding support (Rotary, Lions, Kiwanis, etc.).
  4. Seek in-kind donations of a meeting room, bus passes, food, gifts, meals, room, etc.

See the Appendices and Resources sections for more funding resources and fundraising tips.

Example of a Successful Fundraising Effort

A disabled student group from Edge Hill University College in England went on an exchange to Fitchburg State College in Massachusetts in the United States. The exchange was planned during Disability Awareness Month, so the students could collaborate on projects, such as performing innovative skits. 

In planning the exchange, the broader host university community became involved:

  • The president of the college donated a dormitory floor;
  • Fraternities, sororities and the university food service donated meals; and
  • An industrial arts class built adaptive equipment that was needed for one of the Edge Hill students with a physical disability. Students in the industrial arts program communicated with the student via e-mail to find out about the specific adaptations that would be needed.  

Throughout this process a real camaraderie developed. As a result, these industrial arts students became more interested and involved in the Disability Awareness Month activities, and the exchange program helped build connections between students of different cultures.

Logistical Program Details

Once two organizations agree to coordinate an exchange, there are many details to consider for a successful program.

Communication

Set up a contact person in each organization who will communicate and take the lead to organize and prepare for the program. If e-mail and Skype communication is available to both organizations, use it for cheap, quick coordination. Communication should be more frequent as the program dates approach. See the table in the Appendices section for a suggested preparation timeline.

Pre-Trip Visit

If funding allows, a pre-trip visit can be scheduled 1-3 months before the exchange program. Together, the host organization and the partner coordinator can:

  • Tour potential meeting locations,
  • Orient interested homestay families and other involved individuals,
  • Discuss the daily schedule,
  • Research resources any disability access needs,
  • Confirm the transportation arrangements, and
  • Check on emergency medical facilities.

Travel Advisories

If your organization is based in the United States, review the U.S. State Department travel advisory prior to confirming the program. U.S. embassy contact information in many countries is also available on this website.

If the exchange program includes travel to the United States from another country, contact the Public Affairs Section of the nearest U.S. embassy. A list of U.S. embassies is available at http://usembassy.state.gov.

While traveling, keep your embassy contact information in case of an emergency in which embassy support is needed (theft, medical emergencies, political unrest or other serious needs). If your group is large or is staying for a long period of time, it is advisable to notify your home country's embassy in the host country of the group’s travel plans.

Entry Requirements

When entering any country, travelers encounter customs agents who check passports and visas and ask questions. Be prepared by researching the customs requirements for the country you are entering, and find out if a visa is needed.

To find the consulate of the country where you are traveling, see http://usembassy.state.gov.

Allow several months for this planning to ensure that the passport, airplane ticket and visa are ready prior to your departure date. For non-U.S. citizens traveling to the United States, contact the U.S. embassy.

Participant Forms

The organization might want to develop for participants to sign:

  •  A waiver form
  • Health information form
  • Emergency treatment form.

If the organization does not have a form already, it might be advisable to draft the waiver with a lawyer. See the Appendix for sample forms.

Travel and Medical Insurance

In some countries, especially the United States, medical care is very expensive. Research the medical care in the destination country to decide if travel and/or additional medical insurance are necessary.

It is recommended that if the sending organization does not already have travel medical insurance, the sending coordinator should research options so all the participants are covered while abroad in case of an accident or illness.

Many insurance companies offer travel insurance policies that cover:

  • Medical costs,
  • Lost luggage,
  • Trip cancellation, and
  • Evacuation and repatriation.

When researching travel insurance options, consider the following:

  • If applicable, contact the organization’s current medical insurance company and find out whether that policy will cover the group needs overseas.
  • If the current medical insurance policy does cover staff/participants while abroad, clarify the details. Some insurance companies have a percent coverage cap, which means they will only pay a certain amount for service outside the country and often do not cover evacuation if you need to leave the country quickly for medical services.
  • Often insurance companies will not make direct payments to foreign hospital or doctor’s office, so the coordinator needs to be ready to pay up front. After the coordinator returns home, the insurance company will reimburse the coordinator after approving the submitted claim form with receipts.
  • If the current medical policy will not cover medical needs overseas, or more coverage is needed, research new travel insurance options.

Ask an insurance agent to ensure coverage information is clear:

  1. Does the policy have a pre-existing conditions clause that excludes coverage of expenses that occur related to a medical condition that a participant has before departure? (Most policies do have these.)
  2. What is the insurance company’s definition of pre-existing conditions? Policies vary from 2 to 12 months with no treatment or medication changes prior to the intended trip for the policy to cover the condition.
  3. Have any of the participants had treatment or changes in medication for a medical condition during the past 2-12 months? If no, the pre-existing conditions exclusions should not apply and all unexpected medical needs that arise should be covered. If yes, search for the best coverage available at the most reasonable price.
  4. Does the policy cover “treatment for unforeseen changes in a condition”?
  5. Does the policy cover medical evacuations or bed side visits?  If a participant has a serious injury or becomes ill, medical evacuation coverage will cover the cost to fly him/her to the nearest modern medical facility or back home, and/or expenses for a family member to visit them at the overseas hospital.
  6. Does the policy include an Assistance Company Service with a worldwide toll free telephone number that is available 24 hours a day to verify the coverage and assist with needs if there is an emergency? Do they have a TTY number?
  7. What are the policy limits? Tourist related insurance policies are more expensive and offer lower limits (about $5,000), whereas international exchange insurance policies are cheaper and have higher dollar limits (about $500,000).
  8. What is the maximum length of time the policy will cover? Many policies have a 12 month maximum.

Prior to departure, call the insurance company to verify the procedure to follow if there is a medical emergency abroad.

More information and websites that allow for comparisons of different travel health insurance plans can be found at: Insurance Considerations for Exchange Participants with Disabilities.

The Daily Schedule

As the host organization is planning the daily schedule for international visitors, consider:

  • Inviting other community organizations or colleagues to one location to meet the visitors. Serve a lunch while visitors present information about their organization.
  • Inviting an outside consultant to facilitate a specific workshop that your staff has only limited knowledge of. Some colleagues may donate their time in this way.
  • Planning for extra time between meetings to encourage informal discussions, as well as for transportation and personal needs so participants are not rushed or late for the next activity.
  • Allowing time for adjusting to the jet-lag the group may feel during the first few days.
  • Arranging appropriate breaks for participants, and foreign language and sign language interpreters. While learning new cultures can be energizing and exciting, being in a new culture can also be tiring.

Selecting Participants

If the sending organization plans to open the exchange participant selection process to the public, start planning 6-9 months prior to the program. Publicity, recruitment, program fee decisions and an application process are needed if the participants are not selected by invitation only. For open recruitment, decide on:

  • Participation selection criteria,
  • An application deadline,
  • Program fees and/or scholarship guidelines,
  • How many participants need to be selected, and
  • Dissemination methods for publicity (emails, social media, website, newsletters). Include a flyer that can be printed and posted on bulletin boards. 

Follow up calls may be needed to ensure that the information reaches the target individual or group. If you desire a cross-disability delegation, targeted recruiting is needed to recruit a diverse group. If a program fee is required, provide participants with fundraising information.

Budgeting for inclusion is a way to plan to support these disability-related reasonable accommodation expenses.

Also, some participants may require a personal assistant, sign language interpreter, adapted transportation or other support. Budgeting for inclusion is a concept to encourage organizations to plan in advance for the extra expenses that might come from including participants with disabilities in international exchange programs. 

See the Appendix for Sample Application and Budget Forms.

Orientation

Prepare participants for the experience with appropriate information related to:

  • Access and accommodations,
  • Climate,
  • Culture,
  • The daily schedule,
  • Disability attitudes,
  • Flight information,
  • Group dynamics,
  • The host organization,
  • Language,
  • Money and
  • Safety. 

The participants should be expected to research and share information prior to departure.

See the Appendix for links to accessibility specific travel website.

Popular travel guides can be found online or in bookstores and libraries. These websites and books include Fodor’s, Frommers, Let’s Go, Lonely Planet, Moon Guide, Rough Guide, Transitions Abroad, Trip Advisor, Virtual Tourist, and many others. These travel guides offer good general travel information on:

  • Exchanging money,
  • Embassy contacts,
  • Using the local mobile phones,
  • Transportation to and from airports and in cities,
  • Typical food and restaurant prices, 
  • Tipping expectations,
  • Medical and police facilities, and
  • Safety issues such as unsafe drinking water or areas of town to avoid at night.

Plan to provide orientation information in writing and/or in an online discussion format and schedule a group orientation prior to departure.

TIME: In-person orientation could be 4 hours to 2 days, depending on the delegation size and if all members know each other already.

PLACE: The location could be in your organization’s conference room if all the participants live locally. If the participants are coming from various cities, decide on a central or convenient location to arrange a one- or two-night stay at an airport hotel for the orientation. Work with a travel agent to decide on the best city to fly from and plan the orientation there.

WHAT: If the group members have not met before (either in-person or online), include some group activities so everyone gets to know each other and understands how to help each other.

  • One suggestion is to have each person share the strengths they bring to the group and when they might need help, so everyone has the opportunity to share and hear this information.
  • When Deaf and non-Deaf individuals are traveling together, be sure to discuss name signs and encourage everyone to learn and use sign language during the trip. 

Also work with the hosting organization to plan a short welcome and orientation upon arrival to introduce the traveling group to the host organization and the community and announce any updates or changes in the program schedule.

Access Differences / Expectations

Access for individuals with disabilities as well as attitudes about disability vary greatly around the world. 

Expectations should be discussed at orientation:

  • Understand different technological options may exist for adaptive equipment and access.
  • Plan to be safe, but as flexible as possible in trying new ways to accomplish tasks, such as sponge-bathing or using a commode.
  • Be open to accepting help from others to get around, such as being lifted up flights of stairs or using a sighted guide through a treacherous walkway, when there is unpredictable access in some areas.
  • Plan for how to respond, if your disability is visible, for stares from strangers for extended amounts of time or people constantly averting their eyes.
  • Be open to learning how disabilities are seen differently, such as some countries do not recognize some disabilities, or have a different definition; do not expect terminology and attitudes to be the same.

The Center for International Rehabilitation Research Information and Exchange has several monographs on its website about disability attitudes in the countries abroad. Also see: Cultural Differences Related to Disability.

Language Interpreting

Participants should learn the host country language as much as possible. However, unless the exchange participants are fluent in the host country language, interpreters need to be arranged for all of the scheduled meetings. Interpreters can be arranged by the host organization or jointly.

  • Can the sending organization hire and send an interpreter with the delegation? If this is done, write up a contract that clearly states the expectations and role, as this position can be very demanding.
  • Can local university students volunteer to interpret to practice a language? If so, the quality will vary. The host organization can contact a local university to investigate this option.
If you must have accurate, clear and objective interpretation, budget to hire a professional interpreter for the meetings and recruit volunteers for social and informal activities.
  • Plan to pay interpreters half of the agreed upon stipend prior to program and the remaining portion afterwards.
  • Budget in time during the schedule to allow for language interpretation of workshops.

Sign Language Interpreters

Deaf participants need to decide if they will need a sign language interpreter or whether there are other options such as having an assistive listening system or speech-to-text captioning.

If a sign language interpreter is needed, the individuals coordinating the exchange should budget to hire sign interpreter(s) to interpret for the full program. If there are several days of high-intensity meetings planned, two interpreters are needed to team-interpret to decrease interpreter strain. If this is done, write up a contract with these interpreters to clarify expectations and payments. 

Full details and example contracts can be found at: Deaf and Hard of Hearing Exchange Participants Going Abroad.

It can be difficult to find native sign language interpreters outside their home country. Contact Deaf organizations in the host country to inquire about the availability of interpreters who know the participant’s native sign language. In the United States, the Registry of Interpreters for the Deaf is a professional organization that certifies American Sign Language interpreters, but some may also know other sign languages.

Another option is for the individual to learn the sign language of the host country and then obtain a sign interpreter while there. This takes advance preparation. Contact World Federation of the Deaf for sign language dictionaries or videos.

Staffing

If the exchange program involves more than the main coordinator can organize, others may be needed to assist. Each staff person traveling should have designated responsibilities, such as:

  • Dealing with finances,
  • Monitoring safety,
  • Coordinating logistics and
  • Facilitating group dynamics.

When hosting a group, recruit colleagues or volunteers to assist with the program as needed. Some volunteer needs might include:

  • Greeting the visitors at the airport,
  • Driving the participants to a meeting or their homestay,
  • Taking them shopping or to a cultural event,
  • Assisting with interpreting in casual situations, or
  • Accompanying them on a tour or meeting.

It is helpful to have in mind some back up individuals who can be contacted if a conflict arises for a scheduled volunteer.

Budgets

Once the partner organizations have agreed what aspects each will be responsible for, each organization should set up a program budget. This would be required if your organization applied for a grant to support the project.

Each organization should come up with a budget that breaks down the overall expenses into line items for administrative and program costs.

Administrative expenses would include:

  • Accounting costs,
  • Office rent,
  • Office supplies and equipment, and
  • Salaries and benefits.

If the program is small, the administrative section might not be necessary.

Program expenses would include:

  • Airfare,
  • Communication (Internet, fax, telephone, postage),
  • Copying,
  • Food,
  • Ground transportation,
  • Insurance (e.g. auto, liability and travel health insurance),
  • Interpreter and consultant fees,
  • Lodging,
  • Materials,
  • Photography,
  • Program activities,
  • Reasonable accommodations,
  • Room rental, and
  • Supplies.
The program fee should be high enough to ensure that each participant is committed to the program, but not so high that it excludes those you want as participants.

Also, consider whether each participant will be charged a program fee. This program fee amount may vary depending on whether other financial resources are available. If a program fee is planned, consider this money as revenue.

Once the budget is set, the coordinator should work with the budget to keep costs within the set amounts. This involves good communication with the partner organization to clarify the expected cost of items, taking into account fluctuating currencies.

The coordinator then needs to plan for travelers’ checks, a credit card, debit card or cash to pay for expenses during the program. While abroad, the coordinator needs to keep track of expenses, money and receipts. All receipts should be organized and turned in to the organization’s accountant upon returning home. Any leftover money should also be returned. To reduce expenses, explore donations, volunteers, homestay families and other funding options to supplement your budget.

First Aid Kits

Depending on the medical services available in the host country, consider bringing a group first aid kit.

Participants should be responsible for bringing those items related to any personal specific needs such as:

  • Regular use of allergy medication,
  • Catheters,
  • Guide dog medicine,
  • Hearing aid batteries,
  • Inhalers,
  • Insulin,
  • Prescription medications, or
  • Sterile syringes.

The group first aid kit should include general items that any of the participants may need, such as:

  • Non-latex gloves,
  • Anti-acid,
  • Pain medicine,
  • Motion sickness medicine,
  • Antibiotic ointment and
  • An assortment of bandages.

All medications should be in the original packaging. Any participant bringing prescription medications should bring extra prescriptions in case the medicine is lost or more is needed. If possible, it is recommended that the group leaders/staff have first aid and cardiopulmonary resuscitation (CPR) certification.

Transportation

Consider transportation options in the host community and visitor needs. Many international exchange organizations have a policy in place that does not allow exchange participants to drive a vehicle while abroad. 

Public transportation may be an option if it is accessible.

Plan airport transportation to the initial meeting place and then from the lodging site to the program each day. A large van or small bus with a wheelchair lift may be needed for a larger delegation.

Some participants may prefer to transfer into cars; others may request a larger vehicle with a wheelchair lift. There may be other transportation requests, so discuss this thoroughly prior to the arrival date.

Meals

Food arrangements should also be discussed before arrival. If the participants have any allergies or dietary requirements, it is important to understand these before arranging for food. 

Take care to serve and consume food that has been prepared appropriately.

It is not uncommon for travelers to develop upset stomachs due to consuming meat, dairy, produce or water in a foreign country. If the water quality is unpredictable, provide bottled water and use it to wash fresh vegetables and fruit. Be clear about participant needs and do what is needed to keep safe, but also be flexible when possible to accept the local community offerings. In some cultures, food and meals are central to hospitality.

Medical and Doctor Contacts

Before the exchange or during the pre-trip visit, research the local hospitals and doctors (preferably one that speaks the visitor’s language) in case a participant might need medical attention.

Both organizations can work together to secure these contacts and the coordinators should keep the hospitals’ and doctors’ telephone numbers and addresses with them at all times. Resources for locating English-speaking doctors can be found on Insurance Considerations for Exchange Participants with Disabilities.

Homestays

Arranging homestays is one way to keep lodging costs down.

Staying with a family in another country can be a wonderful and exciting experience. It is natural to feel nervous about how communication will happen and how comfortable it will feel in another person’s home. Staying with a family is awkward at times if there are language communication barriers, but the visitors and families should go into it with an open mind — expecting to be flexible by trying new food and adapting to the family’s routine.

If participants have a disability, access may be different, so flexibility is required to creatively accomplish things in a different way.

  • A wheelchair might be able to be narrowed to fit through a doorway — or a doorway can be widened by taking the door off the hinges.
  • Furniture can be moved to improve access or arrangements made to assist participants when fatigued.
  • An area can be designated for a guide dog, or meals planned if the participant has a special diet.

All these things can be negotiated between the visitor and the family.

Sometimes there are misunderstandings, so communicate your needs as clearly as possible. Encourage the family to communicate their schedule and routine as well as expectations for chores. Plan to use gestures, drawings and a dictionary if foreign language is a concern.

A sample checklist for the hosting organization to assess new homestay placements is available in the Appendix.

For a small exchange program, organizational staff may be able to host one or more visitors, or find volunteers or members who have international interests to help host. Other community organizations might be good sources of homestay families, such as religious institutions, Rotary clubs and local disability organizations.

In many cultures, giving gifts is a way to show appreciation. Each participant should plan to bring a few small gifts to give the homestay families — something that reflects his or her home culture or community, to thank them for welcoming participants into their home. Plan to give this gift on the last night; otherwise the family might feel they need to give a gift in return.

Depending on the culture, completing background checks on all homestay adult family members is recommended. In the United States, background checking companies charge a small fee to search for criminal records an individual. Check with a city or state government office or the phone book for agencies that perform this service in your area.

It is helpful to plan a homestay orientation about one week prior to the arrival of the exchange participants. At the orientation, plan to discuss the expectations for homestays related to:

  • Providing meals,
  • A bed,
  • Transportation,
  • Emergency procedures, and
  • Delegate support.

Homestay families who have more experience should be encouraged to share hosting tips with newer families. Review:

  • The daily schedule,
  • A language tip sheet if the exchange participants speak a different language,
  • Any cultural differences that might come up in a home setting related to typical foods, attitudes about pets and smoking.

Facilitating Teamwork and Conflict Resolution

Delegation leaders should plan to support the participants through emotional or personal conflicts. Each participant may deal with the new culture, language, food, access and environment differently and conflicts between participants may occur. During orientation, set the expectation that the group will face some challenging activities and needs to commit to working together to ensure that every person is able to participate in all the program activities.

International exchange group travel can be stressful and challenging at times.

Plan time in the schedule to have a group debriefing at the end of each day or every few days. Structure this meeting so that participants can share their feelings in a positive and supportive manner. Individuals who share problems should be encouraged to suggest solutions.

Also provide some group games or interactive activities ready to implement during group debriefings. These games can also be useful for unexpected wait times, such as when the bus is late, at the airport or when a program finishes early to add laughter and fun to the program.

Communication with Home

If the group traveling abroad knows there will be a need to contact their home or office while abroad, ask the host about available Internet and/or fax access before departure. An international cell phone may be useful, and can either be an international plan from home with a new sim card abroad or purchase a mobile phone and fee plan in the host country. Some countries offer special international calling rates or pay-as-you-go calling cards.

If the group is traveling for more than 3-5 days, plan to communicate with the home office every few days about how things are going so they can respond to calls from participant families. Participants should be encouraged to focus on immersion in the host culture, which may mean less contact then they are used to with friends and family back home.

Evaluation

Evaluations should be collected prior to departure as it can be difficult to retrieve them after program completion.

Plan time to share program feedback and complete evaluations on the last day. Design the evaluation questions to elicit constructive feedback in order to direct future program improvements. At this time, also compile permanent addresses and other contact information for all involved in both countries for future communication and follow-up.

Appendix

  • Exchange Planning Forms

A. Application Form
B. Budget Form
C. Coordinator Check List
D. Emergency Medical Treatment Form
E. Exchange Planning Timeline
F. Health Information Form
G. Homestay Visit Form
H. Interpreter Contract Form
I. Participant Orientation Packet
J. Press Release
K. Waiver Form

  • Disability Accommodations Abroad Information

A. Medication Information
B. Personal Assistant Information
C. Diabetes Information
D. Sample Disability-Related Accommodation Forms
H. Service Dog Information
I. Psychiatric Disability Information
J. Power Conversion Information 
K. Sign Interpreter Information
L. Alcohol-Related Information
M. Air Travel Information

Many more disability-specific tipsheets

  • Other National Clearinghouse on Disability and Exchange Tipsheets

A. Financial Aid and Funding for International Exchange

B. Links to International Exchange, Travel and Disability Resources

C. Tools for Exchange Professionals

D. Search Disability Organizations

E. Survival Strategies for Going Abroad:A Guide for People with Disabilities

F. Contact Us


Thanks to Mary Ann Higgins for her assistance with the original material for this tipsheet Disability Networking Across Borders: Tips and Resources for Creating Short-Term International Exchange Programs (2003).

 

All the information is subject to change without notice. To the best of their ability, Mobility International USA (MIUSA) and the National Clearinghouse on Disability and Exchange (NCDE) verified the accuracy of the information prior to publication. Although efforts have been made to assure accuracy, MIUSA/NCDE does not guarantee the accuracy of this tipsheet. MIUSA/NCDE cannot be held liable for inaccuracy, misinterpretation or complaints arising from this book. Any listing of an organization, company service or resource should not be construed as an endorsement. Please contact Mobility International USA and the National Clearinghouse on Disability and Exchange with suggestions or corrections.

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