Short Term Exchange Programme (STEP)

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What is STEP?

The Short Term Exchange Programme (STEP) is a short cultural exchange for young people that centres on a homestay with a YMI family or families. Stays typically last from 3 to 11 weeks, tailored to the applicant’s preferences and the hosting capacity of the destination Region. The purpose is to learn about another culture, develop confidence and maturity, and build international fellowship within the YMI and YMCA family.

Who can apply?

Applicants must:

  • Be 18–25 years of age at the time of application
  • Be either a direct descendant (child or grandchild) of a YMI affiiated club member, or have been a club member for the preceding three years of one or more of: YMI affiliated club, Y’s Menettes Club, Y’s Youth Club, or the YMCA
  • Be mature, sociable and adaptable, ready to live away from home for 3–11 weeks, and in a state of health that allows full participation
  • Understand that STEP is an exchange, so applicant families should be willing, in principle, to host in future

How STEP is coordinated

STEP is overseen by Service Directors at International, Area, Regional and, where needed, District and club levels. Communication should flow regularly up and down these levels so placements are well-supported. The diagram on page 7 of the STEP Manual shows the leadership structure, from International through Area and Region to clubs.

What does it cost?

There is no central STEP fund. The participant (or their family) covers travel to and from the host country and personal requirements such as visas, insurance and vaccinations. The host family covers ordinary living costs during the stay and treats the student as a family member.

The application and placement process

  1. Apply to the ISD
    Complete the online STEP Application Form. If anything is incomplete, the ISD will invite a revision.
  2. Secure endorsement
    Every application must be endorsed by a sponsor, typically the applicant’s Club President. The sponsor may also be another YMI member in the applicant’s Region or a local YMCA employee who knows the applicant personally. Relevant Regional and Area leaders are invited to recommend within three weeks. Applications without a listed sponsor or without the sponsor’s endorsement are rejected, with limited case-by-case exceptions when strong Regional or Area recommendations are provided.
  3. Decision and International Registration
    Once eligibility is verified, the ISD assigns an International Registration (IR) number and notifies the applicant, sponsor, and home Region and Area leaders. Approved applicants receive a link to the STEP Student Placement Form, which should be submitted as soon as possible and not less than three months before intended travel.
  4. Placement and host matching
    The ISD forwards placement details to the selected destination Regions and Areas. Host Region RSDs, supported by their Regional Troikas, identify suitable host families. The ISD and RSDs finalise host selection and inform both student and hosts. The flow diagram on page 17 illustrates how ISD, Areas, Regions, clubs and club members coordinate this stage.
  5. Match Agreement and travel
    Once matched, both parties complete the Match Agreement Form, setting out expectations. The student’s family and host agree dates; the student then arranges travel, visas, insurance and any required vaccinations.
  6. During the stay
    Hosts provide reasonable accommodation and privacy, cover day-to-day living costs, and plan a programme that includes exposure to local YMI and YMCA life.
  7. Share and report
    On returning home, students are encouraged to share their experience in person where possible and must submit the online STEP Report Form within 30 days.

Hosting a STEP student

Clubs and families can express interest at any time by submitting the STEP Host Application Form. Hosts commit to welcoming the student as part of the family, ensuring suitable accommodation and privacy, and preparing a meaningful programme of activities. If your club can host, we encourage you to come forward so more placements can proceed.

Key responsibilities at a glance

  • Applicant: apply; secure endorsement; complete placement and match forms; arrange travel and insurance; share and report after the exchange.
  • Sponsor: confirm eligibility and readiness; submit a recommendation.
  • ISD/ASD/RSD: promote the programme; process applications; coordinate placements and hosts; stay in touch until the student’s report is submitted.
    A summary table of responsibilities appears at the end of the manual.

Timelines

  • Placement form submitted at least three months before intended travel
  • The recommendation period is usually three weeks
  • Report due within 30 days of return

Get involved

  • Apply to be a STEP student if you meet the eligibility criteria above.
  • Apply to host a STEP student and help make exchanges possible in your Region.

For guidance contact the International Service Director for STEP.