Practical information for a safe and fun exchange

Learn how everyone involved in the exchange works together to ensure a safe and rewarding experience for both exchange students

Introduction

At Organise Your Exchange we believe that most people in most places are kind and well-intentioned. This is probably doubly true for those who invest their time and energy into organising a cultural exchange for their child and an exchange buddy.

That being said, for any exchange situation involving underage students the safety of the exchange student is going to be the number one priority. 

As Organise Your Exchange is a web platform for creating connections and supporting families in organising their own exchanges, rather than a large agency or school, we cannot take over the same responsibilities as those organisations. 

This means that, as a parent, you and the exchange family will share responsibility for the safety and well-being of both exchange students at all times. A key part of organising your exchange will be thinking this through and making clear agreements between the families to ensure a safe and enjoyable experience for everyone involved.

Picture of a girl in the foreground and a family in the background on a trip near the sea

How does OYE contribute to the safety of the exchange student?

Review all profiles

Before any profile is accepted and considered for matching on Organise Your Exchange, it will be carefully reviewed.

Introductory call

Every family joining the Early Access phase will have a video call to talk about their expectations and those of Organise Your Exchange.

Provide guidelines

Our materials include guidelines and practical tips for effective communication across cultures and language barriers, helping to build trust between families.

Main responsibilities of the parents during an OYE exchange

Sending your child on an outbound exchange

  1. Ensure your child has all necessary documentation, such as travel documents for an unaccompanied minor and visas if required.
  2. Make sure your child understands how to safely travel internationally and knows what to do if a problem arises.
  3. Arrange the right level of health, travel, and civil liability insurance for your child.

Hosting an exchange student on the inbound exchange

  1. Be responsible for picking up and dropping off the exchange student from the airport or train station before and after the exchange.
  2. Ensure the safety and physical and mental well-being of the exchange student throughout their stay.
  3. Coordinate with the school if the exchange occurs during school time, and the student is attending classes with their exchange buddy.
  4. Inform the inbound student’s parents immediately if any medical issue or incident affects the physical or mental well-being of the inbound student.

How to build trust between the families

The materials provided include detailed guidelines on how to plan, communicate, and establish trust to organise the exchange. Using these tools, each pair of matched families can find their own way to do things. Here are 5 elements to consider:

  1. Communicate openly: Share your expectations, what’s important to build trust, and any concerns you have. Honest conversations are essential.
  2. Use different communication channels: Family group calls or group chats are helpful, but also consider having direct lines of communication between exchange buddies, as well as between respective parents.
  3. Document agreements: Write down any agreements you make to avoid misunderstandings and ensure everyone is on the same page.
  4. Seek a reference from the school: A reference from someone who knows your family, like a mentor or academic coordinator, can help build trust with the other family.
  5. Exchange social media profiles: Sharing social media accounts can help families get a better sense of each other, as these profiles often reflect important aspects of our lives over time.

What to do if the planning with your match is not going well

When you are matched through Organise Your Exchange, the expectation is that both families will work together to plan and complete the exchange. However, there may be valid reasons for wanting to end the process with your matched family. Above all, the safety and well-being of both exchange students should come first.

Valid reasons for stopping the planning process include:

  • You don’t feel comfortable continuing, even after trying to address the issue
  • Someone from the exchange family has been dishonest during interactions
  • You have experienced discrimination during the planning
  • You have concerns about the safety of your child or the exchange buddy


If you decide to stop the planning process for any reason, please contact Organise Your Exchange to explain the situation. We will do our best to understand both perspectives and, where appropriate, provide you with a new match. If you would like to learn more about what happens when the planning process ends, you can read the article in the FAQ under Service.

Contact us

If you have any questions about the safety aspects of an exchange, please reach out

Contact OYE directly via WhatsApp

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