RYLA

Handbook
ROTARY YOUTH
LEADERSHIP
AWARDS HANDBOOK
This handbook is primarily for club and district leaders who organize Rotary
Youth Leadership Awards (RYLA). It provides step-by-step guidance to help you
develop a safe, meaningful, and fun RYLA program for all participants. Any policy
references are based on the Rotary Code of Policies. Decisions made by the
Rotary International Board of Directors take precedence over information in this
publication.

Email questions or comments about Rotary Youth Leaderships Awards to

ryla@rotary.org.

STATEMENT OF CONDUCT FOR WORKING WITH YOUTH

Rotary International strives to create and maintain a safe environment for all
youth who participate in Rotary activities. To the best of their ability, Rotarians,
Rotaractors, their spouses and partners, and other volunteers must safeguard
the children and young people they come into contact with and protect them
from physical, sexual, and psychological abuse.

For more information about Rotary’s commitment to youth protection or to

report a youth protection-related concern, visit my.rotary.org/youthprotection
or email youthprotection@rotary.org.
 CONTENTS

What is RYLA? Protect and include all

young people

Build your RYLA team Manage risk

Customize your event Promote your RYLA event or

program

Make a detailed plan Host your RYLA event

Plan engaging content Evaluate the event or program

Recruit facilitators Support from Rotary International

 WHAT
IS RYLA?

Why organize a RYLA Rotary Youth Leadership Awards (RYLA) is an intensive leadership
event or program? program for young people ages 14-30. Organized by clubs, districts, or
multidistricts, RYLA allows participants to learn new skills through civic
engagement and personal and professional development opportunities.

As a RYLA organizer, you can customize the content and format of your
event to target certain age groups or to address specific needs and interests
within the community. Your RYLA program might include workshops,
interactive activities, or more formal presentations. It could be designed
for secondary school students, university students, or even young adults
starting their careers. You also determine its length. This flexibility allows
you to develop innovative programming that meets participants’ unique
needs.

Through RYLA events, clubs, districts, and multidistricts equip young

leaders with the knowledge and skills they need to make real change
locally and globally. In turn, clubs and districts benefit from the fresh
perspectives of RYLA participants and alumni.

A RYLA program should aim to:

• Develop young people’s leadership skills and recognize those who
are making a positive difference in their communities
• Instill a lifelong commitment to service in young people and
connect them with ongoing opportunities to serve through Rotary
• Fulfill Rotary’s commitment to youth service by empowering
young people through leadership development

DIVERSITY, EQUITY, AND INCLUSION

Rotary International strives to create an organization that is open, inclusive,
fair, and beneficial to all our communities. All members and participants are
responsible for upholding these principles. As a RYLA organizer, you can do
your part by engaging underrepresented groups and building partnerships with
diverse communities. Throughout this handbook, the icon will highlight ideas,
tips, and best practices for ensuring diversity, equity, and inclusion at every stage
of your RYLA event. Learn more about Rotary’s commitment to diversity,
equity, and inclusion (DEI) and visit the DEI learning topic in the Learning
Center.
 RYLA HANDBOOK 5

Why organize a RYLA event or program?

There are many good reasons to get involved in RYLA. Here are just a few:

Prepare youth for a strong future: As a Rotary or Rotaract club

member, you know that our world needs as many young leaders as
possible to address local and global challenges. Rotary’s fifth Avenue
of Service, Youth Service, emphasizes the importance of empowering
young people through leadership development. Organizing a RYLA
program gives club members an opportunity to do just that, by
serving as mentors to promising young people in their community.
Through the support and guidance of members like you, young
people can develop the skills they need to find their voices and take
action.
Build connections: RYLA provides the perfect opportunity for
young leaders in the family of Rotary to connect and collaborate. Be
sure to involve Rotary Youth Exchange students, Interactors, and
Rotaractors so they can learn more about Rotary and meet other
young people who are committed to making the world a better place.
Expand your reach: RYLA is often a young person’s first encounter
with Rotary. In fact, Rotary International estimates that over 50,000
young people are introduced to our organization through RYLA
every year. This presents a tremendous opportunity not only to reach
young leaders but also to foster lifelong connections to Rotary. Make
sure RYLA participants understand the opportunities available to
them through Rotary. Encourage them to join an Interact, Rotaract,
or Rotary club depending on their age and goals. Explain how they
can start their own club if they can’t find one that meets their needs
or interests. You can also introduce participants to Rotary’s other
programs, such as Rotary Youth Exchange and New Generations
Service Exchange.
 BUILD YOUR
RYLA TEAM

Working with the district The first step to organizing a successful RYLA program is building a
governor dynamic team to plan your event. It should be made up of members, youth
program participants, and alumni who are dedicated to youth leadership.
Forming a RYLA In this chapter, you’ll learn how to develop this team by connecting with
committee district leaders, alumni, and the wider Rotary community.

Engaging alumni
Working with the district governor
Building your network
The district governor oversees all Rotary programs in the district,
including RYLA, and appoints the district RYLA committee chair. The
governor can help promote RYLA activities and provide other valuable
support, so be sure to keep yours informed of any plans.

Forming a RYLA committee

RYLA committees are responsible for creating, promoting, and overseeing
RYLA activities. Although each committee can determine its own format
and structure, it will typically comprise a chair and members who share an
enthusiasm for youth leadership development. The committee can include
as many members as it needs to accomplish its goals. Committee members
can either take on specific roles (e.g., communications director, curriculum
director, or program director) or share responsibilities.

Committees are strongly encouraged to include RYLA alumni and current

youth program participants. Involving them will ensure that young
people’s ideas are represented and that the RYLA program appeals to them
and meets their needs.

Committees can be formed at the club, district, or multidistrict level to

support unique RYLA activities developed at every level or to coordinate
efforts to plan a single program.
 RYLA HANDBOOK 7

CLUB LEVEL
• Organizing a RYLA program at the club level is a great way to start
small, activating club members’ facilitation skills and encouraging
other program participants — such as Interactors, Rotary Youth
Exchange students, and alumni — to strengthen their connections
to Rotary.
• Club-level committees can also support a district or multidistrict
RYLA program. Promoting RYLA activities, finding qualified
applicants, and raising money to offset costs for participants
are all critical steps to helping district and multidistrict RYLA
programs succeed.

DISTRICT LEVEL
• The district RYLA chair, appointed by the governor, forms a
district RYLA committee to organize district activities, oversee
and advise clubs that are managing their own RYLA programs, and
work with other districts to coordinate multidistrict events.
• Even if your district has never participated in RYLA or hasn’t
for a while, forming a district RYLA committee can help you get
organized, train volunteers, share ideas with other district RYLA
chairs, and receive important updates and resources from Rotary
International.
• To learn more about the roles and responsibilities of district
leaders, visit Rotary’s Learning Center.

Are you reported to RI?

If you’re a district RYLA chair, make sure your district governor has
GOOD TO KNOW
reported your role in My Rotary under District Administration. The
If your RYLA program is
incoming governor must report a district RYLA chair each year, even
designed for minors and
if the same person will continue in the position. This reporting will
your district does not have
ensure that you and future chairs receive important updates from Rotary
a youth protection officer, it
International, along with the district RYLA chair directory, which will
will be especially important
help you connect with your counterparts worldwide.
that you work closely with
your district governor. The
MULTIDISTRICT LEVEL
governor can help ensure
that your RYLA program • To engage young people from different backgrounds, across large
follows all of Rotary’s youth geographic regions, or internationally, district governors may
protection policies. Learn authorize multidistrict RYLA activities. The RYLA chairs of each
more about developing participating district work together, often through a multidistrict
additional youth protection RYLA committee, to coordinate efforts.
policies in chapter 7.
 RYLA HANDBOOK 8

• Some multidistrict RYLA events are entirely collaborative, with

participating districts working together to develop content,
manage logistics, and find applicants. Others are organized mainly
by the host district, with partner districts helping with promotion,
recruitment, or fundraising.
• For every multidistrict RYLA event, a single district must agree
to serve as host. The host district assumes responsibility for the
event.

DIVERSITY, EQUITY, AND INCLUSION

Your RYLA committee should include members who reflect the diversity of your
community. Provide committee members with training and resources and be
sure to include diversity, equity, and inclusion in their vision statement and goals.

Engaging alumni
Your district’s Rotary alumni can be very helpful in planning, promoting,
and implementing your RYLA program. Alumni often bring important
perspectives and new ideas to the discussion. RYLA alumni in particular
can offer valuable information, such as the most significant aspects of
their RYLA experiences and what might be improved.

Your RYLA is also a great opportunity to reengage alumni in Rotary.

Depending on their skills and backgrounds, alumni may be interested
in joining your committee, providing on-site assistance, facilitating
workshops, or even serving as speakers.

Building your network

If this is your first time organizing a RYLA program, consult with other
clubs and districts to learn from their experiences and share ideas.

You can connect with the wider Rotary community through the RYLA
learning topic in Rotary’s Learning Center. As you form your team, ask
questions of more established committees and hear what strategies
they’ve used when planning their RYLA events.
GOOD TO KNOW As you build a strong RYLA network, consider contacting local leaders,
Talk to your district alumni schools, youth groups, and other organizations. They may be able to
chair, who can connect you provide logistical guidance and help your committee recruit speakers,
with alumni in your district facilitators, and participants.
and offer ideas for including
them in your RYLA program.
 CUSTOMIZE
YOUR EVENT
Participants As a RYLA organizer, you can tailor your event to your community. To
do that, you will need to consider participants’ age range, as well as your
Length and timing program’s length and structure. By customizing your event from the start,
you will lay the foundation for success.
Focus

Participants
Although RYLA is open to young people ages 14-30, you are strongly
encouraged to focus your event by inviting participants of a similar age
and maturity level. By targeting a particular age group, you can design
a program that meets participants’ needs. For example, a RYLA event
for 16- to 18-year-olds might work on leadership skills that participants
might need during the college or university application process. A RYLA
event for 22- to 30-year-olds might focus on the skills necessary for career
advancement. Remember, RYLA is also an opportunity to engage young
people who have leadership potential or special needs, as long as you have
qualified volunteers and access to appropriate facilities.

EXPERT ADVICE
Get creative! Your committee doesn’t have to limit itself to one event per year.
One district in New York plans multiple RYLA events throughout the year for
the same group of participants. This allows organizers to cover a wide array of
leadership skills while also giving participants time to have fun and form new
friendships.
 RYLA HANDBOOK 10

When considering selection criteria for participants, determine which

characteristics or backgrounds will result in a group of participants that
will be the best fit for your event and align most closely with your intended
outcomes. Consider:
• Level of interest in participation or in specific topics
• Maturity
• Academic performance
• Participation in extracurricular activities or community
organizations
• Demonstrated leadership abilities or leadership potential
• Educational or career goals
• Availability and time commitment

You’ll also need to think through the selection process for your RYLA
event. Consider whether participants should submit a written application,
complete an interview, or provide references from their school or employer.

DIVERSITY, EQUITY, AND INCLUSION

With your RYLA committee, take some time to be thoughtful about how you
can engage participants from traditionally underrepresented communities
and provide a welcoming environment throughout your program. Continually
assess your practices, processes, and culture in recruiting and selecting RYLA
participants.

Length and timing

Before you begin planning other details, determine the duration of your
RYLA event. Most are 3-10 days, but you can choose the length that is best
for your program.
GOOD TO KNOW
Don’t assume you already To help you decide, think about how much time volunteers, facilitators,
know the interests or needs and committee members can dedicate to a RYLA event. Also, be sure to
of participants. After you consider participants’ schedules. You may need to hold your RYLA event
select a target age range, during a school break or, if you’re working with participants in their 20s,
take the time to find out accommodate work and family schedules.
about that group’s interests. Weather conditions may also affect your timing. If your event will include
Ask potential participants outdoor activities, be sure to inform participants in advance so they’ll be
what they would like to learn prepared and pack appropriately.
through RYLA. Read more
about planning engaging
content in chapter 5.
 RYLA HANDBOOK 11

Focus
Decide on the focus and format of your event as soon as possible. Both
will affect logistical decisions you’ll have to make early in the planning
process. Participants’ ages and interests will help you establish your focus.
Most RYLA events cover the following:

TOPICS

LEADERSHIP THEORIES AND

FINDING YOUR LEADERSHIP
STYLE

COMMUNICATION SKILLS,
INCLUDING PUBLIC SPEAKING

COLLABORATION AND
TEAM BUILDING

PROBLEM-SOLVING,
PEACEBUILDING, AND
RESOURCES FOR PROMOTING
PEACE

ETHICAL LEADERSHIP

GOOD TO KNOW SOCIAL JUSTICE AND ADVOCACY

Technology has made it
easier than ever to connect
virtually. Think beyond
IDENTIFYING AND ADDRESSING
an in-person RYLA event
COMMUNITY NEEDS
and consider using an
online platform to reach
participants. Read more
about the benefits of a DIVERSITY, EQUITY, AND
INCLUSION
virtual RYLA event.
 RYLA HANDBOOK 12

Your focus will help shape the format of your RYLA event. Consider
including keynote speakers, workshops, and team bonding activities
in your program, and think carefully about which approach would be
best for each topic. Speakers and presentations can inform and inspire
participants, while workshops and team-based exercises can help them
put new skills into practice. When you have chosen a good combination
of approaches, you can select a venue that meets your needs. If you plan
to divide participants into small groups, for example, you’ll want to make
sure the venue has enough space and perhaps multiple rooms.

In chapter 5, you’ll learn even more about designing your RYLA program.
 MAKE A
DETAILED PLAN
Budget and financing You’re now ready to begin planning your RYLA event. In this chapter,
you’ll learn about the important logistical decisions you’ll need to make
Logistics and how to develop a detailed budget and timeline. The work you already
did to assemble your team and customize your program will also help you
Making a timeline plan your RYLA event effectively.

Budget and financing

The first step in planning a RYLA event is developing a comprehensive
budget. Make the budget as detailed as possible. Along with the cost of
each item, include a description of the expense, the reason it’s needed, and
any important dates for collecting or making payments.

Consider including the following items in your budget:

Venue. In addition to the rental fee, be sure your budget

will cover any associated costs like heating, room set-up,
and security.

Food and drinks. You’ll probably be expected to provide

meals, snacks, and beverages for participants, facilitators,
and speakers.

Transportation. You might decide to provide

transportation during your RYLA event or to and from the
venue.

Design and printing. Think through the promotional

materials you’ll need to design and print. Also plan for any
items you’ll need during the event, such as workbooks for
participants and facilitators.

Equipment and technology. Consider what equipment

you’ll need for your event, including speaker systems,
projectors, computers or tablets, or other equipment that
needs to be purchased or rented.
 RYLA HANDBOOK 14

Arts and crafts supplies. You may need materials like

paper, pens, pencils, markers, paints, or tape for workshops
and other activities.

Guest speakers and entertainment. Although some

speakers or entertainers (musicians, comedians, or
dancers) may offer to donate their services, many charge a
fee. Even if they offer to work at no cost, in many cultures,
it’s a thoughtful gesture to provide a gift or modest
compensation to cover their transportation, meals, and
time.

Insurance. Connect with district leaders to learn more

about club or district coverage and see how much it would
cost to purchase additional coverage if existing policies do
not adequately cover individuals or your event.

RAISING FUNDS
After you complete your budget, decide how you’ll cover your costs. Some
clubs ask members to contribute to a RYLA program fund to support
youth service. Others hold fundraisers specifically to support their RYLA
program.

Such fundraising offsets the cost of RYLA so that the club and its members
do not have to pay for most of the cost and participants can attend for free
or at a significantly reduced rate. Consider these strategies:
• Hold fundraising events. Organize events such as walkathons,
talent shows, or movie nights and ask participants to make a
GOOD TO KNOW donation.
In most cases, clubs raise
• Apply for grants. Research local nonprofits, nongovernmental
money to cover the of cost organizations, and businesses that offer funds for community
of the participants they organizations.
sponsor, but funds from the
district can also be used to • Ask for donations. Have members ask their friends, family
members, people in your school community, and local businesses if
support a RYLA program.
they’ll donate money to sponsor a RYLA participant’s attendance.
After you finalize your
budget, present it to the • Get in-kind contributions. Ask friends, family members,
district governor or district businesses, or local organizations to contribute equipment, books,
treasurer during the annual supplies, or food.
budget approval process
and ask if any district funds
are available to support
your RYLA activities.
 RYLA HANDBOOK 15

Logistics
After you complete your budget, the biggest logistical decision you have
to make is selecting a venue for your RYLA event. It’s important to select
a venue that will meet your needs. For example, if you plan to give slide
presentations, separate groups into multiple rooms, or use interactive
activities, make sure the venue will allow you to do so easily.

Community partners and leaders may be able to help you find a suitable
venue for a reduced rate or even at no cost. Many RYLA programs hold
their events at camps, youth centers, schools, or universities. Ask people
in your network if they can recommend or provide access to a safe, well-
equipped facility that meets the needs of your event.

DIVERSITY, EQUITY, AND INCLUSION

Think about your participants when you select a venue. Make sure it’s accessible,
especially if it’s likely that any participants will have physical disabilities or other
needs. If you’ll provide housing, also make sure it has a safe and comfortable
option for participants who identify as LGBTQ+ and for people of any gender
identity.

Other major logistical matters include transportation, meals, and access

to medical care. Below are a few things to consider in each of these areas.

Transportation

Using private vehicles. Decide whether to allow participants to

bring vehicles to the event or drive their vehicles during the event.
If participants are minors, you’ll need to get permission from their
parents or guardians.
Chartering transportation. If you choose to charter buses or any
other type of transportation during your RYLA event, make sure that
all transportation providers have adequate liability coverage and
can name all involved clubs, districts, and the event as additional
GOOD TO KNOW insureds.
Your committee will
most likely need to
make other important DIVERSITY, EQUITY, AND INCLUSION
logistical decisions. If you provide transportation, make sure that it is accessible to all participants,
If you have any including those with physical disabilities.
questions or would like
additional information
about these decisions,
write to ryla@rotary.org.
 RYLA HANDBOOK 16

Meals

Dietary restrictions. Participants may have dietary restrictions

because of medical conditions, allergies, their religion, or their
personal beliefs. Ask participants about such restrictions before the
event and provide food options as needed.

Medical care

Emergencies. Make sure to have a plan in case of a serious medical

emergency.
On-site medical care. Many RYLA program organizers choose to have
a nurse available throughout their events.

Making a timeline
It’s helpful to make a detailed timeline that you can use as an action plan
to prepare for your RYLA event. Your timeline should include the date
or time when each task needs to be completed and who is responsible for
completing it. Below are examples of tasks that you might need to complete
before, during, and after the event.

Before the event

Develop a budget.
Select a venue.
Arrange transportation.
Produce promotional materials and any materials to be used at the
event.
Recruit and select participants.

GOOD TO KNOW Set up registration for participants.

Consider assigning roles to Develop the curriculum.
members of your committee Finalize programming.
according to their skills and
Confirm speakers.
interests. For example, it
may make sense to have a Train facilitators and chaperones.
communications director Arrange for meal preparation or delivery.
who does most of the
promotional tasks or a
curriculum director who
develops the content for the
sessions.
 RYLA HANDBOOK 17

During the event

Orient facilitators.
Set up rooms (including delivering any worksheets or other needed
materials or supplies).
Provide support for equipment and technology.
Receive meal deliveries.
Coordinate the arrival of each speaker.

After the event

Collect evaluations from participants and facilitators (see

chapter 11).
Thank speakers and volunteers.
Tell your district and Rotary International about the outcome of your
RYLA event.
Stay in contact with your new RYLA alumni and invite them to other
district activities.
 PLAN ENGAGING
CONTENT
Topics RYLA is designed to help young people develop leadership skills through
civic engagement, personal development, and professional development.
Additional topics and Within this broad definition, you choose what to cover and how to present
considerations it. Throughout every step of this process, prioritize the needs and interests
of your participants.
Learning outcomes
Designing engaging content includes considering which topics and
Format formats are best, finding ways to collect feedback and ideas, and setting
learning goals.

Topics
In chapter 3 we listed some of the topics that are covered at RYLA events
around the world. Here are some ideas for including those topics at your
event. Remember, participants should shape the topics you cover.

Leadership theories and finding


your leadership style:
• Introduce participants to various leadership theories.
• Use a worksheet, survey, or group activity to reveal
participants’ leadership styles.
• Discuss the strengths of different leadership styles and
the importance of developing teams that allow various
styles to thrive.
• Plan small-group activities or interactive workshops that
encourage participants with different leadership styles
to work together in ways that utilize their strengths.

Communication skills, including

public speaking skills:
• Have participants take turns leading group activities.
• Have a different participant welcome others to each day
of activities, introduce each speaker, or explain each
activity during the event.
• Organize a speech competition in which participants
speak about a topic of their choice and receive
constructive comments from other participants.
 RYLA HANDBOOK 19

• Introduce participants to the Toastmasters resources

available in Rotary’s Learning Center.

Collaboration and
team building:
• Teach participants how to be effective and empathetic
listeners.
• Emphasize the importance of acknowledging and
respecting different perspectives and ideas.
• Give participants challenges that they can complete
successfully only if they work together.

Problem-solving, peacebuilding, and

resources for promoting peace:
• Teach participants about Rotary’s commitment to
peacebuilding and conflict prevention.
• Showcase completed projects that focused on promoting
peace or preventing or resolving conflict.
• Identify concrete ways to engage in Rotary’s work in
peace and conflict prevention through the Positive Peace
Academy.
• Introduce participants to Rotary Peace Fellowships.

Ethical
leadership:
• Introduce the components of ethical leadership,
including respect, service, community, justice, and
honesty.
• Ask participants to consider what ethical leadership
means to them and have them create their own code of
ethics.
• Present hypothetical situations that provide participants
with the chance to consider how they can make ethical
decisions in real-life scenarios.

Social justice and

advocacy:
• Invite local social justice and advocacy organizations to
present.
• Help participants identify social justice issues that they
care about.
• Teach advocacy skills, including tips for using
traditional and social media effectively.
 RYLA HANDBOOK 20

Identifying and addressing

community needs:
• Introduce Rotary’s service-learning resources.
• Teach participants how to conduct a community
assessment.
• Assign teams to develop a service-learning project and
then present their ideas to the entire group.
• Invite clubs in your district to show participants
examples of meaningful service projects and their
impact on the community.

Diversity, equity, and

inclusion:
• Review Rotary’s Diversity, Equity, and Inclusion
Statement.
• Encourage participants to consider what diversity,
equity, and inclusion mean to them and how they affect
their everyday lives.
• Help participants write their own diversity, equity,
and inclusion statement for their school, a club, the
community, or the RYLA event.

Additional topics and considerations

There are many other topics that you may wish to include in your RYLA
programming. Consider following these steps when you choose topics.

CONDUCT A COMMUNITY ASSESSMENT

It’s important that your program focuses on topics that your program
participants are interested in and that will benefit them. Before you begin
developing content for your event, talk to potential participants and invite
them to offer their ideas. You might arrange interviews, organize focus
groups, or even take a survey to collect suggestions.

Make sure your RYLA event also addresses real community needs by
conducting a community assessment. Begin by reviewing local media
sources to learn more about the critical issues in your area. Also consult
local government leaders, nonprofit organizations, educators, and other
members in the district to learn about the pressing issues they’re trying to
address through their work.

Review what you learn and see if any themes emerge. Use them as the
foundation of your curriculum and the program as a whole.
 RYLA HANDBOOK 21

CONSIDER EVALUATION FINDINGS AND OTHER FEEDBACK

Evaluating the impact and success of a RYLA event is helpful in deciding
which topics to cover at future events. (Learn more about designing
a successful evaluation in chapter 11.) Review the findings from your
evaluations of previous RYLAs. Look for themes, gaps in programming,
and topics that are no longer relevant. Revising your curriculum regularly
in response to the comments you receive will help you expand your
programming, address relevant and timely topics, and make participants
and facilitators feel included in planning.

ENGAGE ALUMNI
Engaging alumni is another way to find new topics to include in your
programming. Ask recent RYLA alumni for additional detailed feedback.
It may be helpful to include alumni who participated in the program at
different times (within the past year, 3-5 years ago, and 5 or more years
ago) to find out what skills they still use or what they wish they had
learned. Invite some to join your RYLA committee. If they don’t have the
time to serve as committee members, give them the opportunity to review
the content of upcoming events and ask for their suggestions on topics,
speakers, and facilitators.

REVIEW THE RYLA LEARNING TOPIC

In the RYLA learning topic in Rotary’s Learning Center, you can connect
with others around the world who are involved in organizing and planning
RYLA activities. District RYLA chairs and committee members have
uploaded their own content and other resources. Add your own topics,
share your ideas, or ask others what topics they felt were the most useful
and most successful at their RYLA events.

Learning outcomes
No matter which topics you choose, Rotary International has created
suggested learning goals for participants and developed indicators to help
GOOD TO KNOW you track progress toward these goals.
Do you think your RYLA
program could inspire
DIVERSITY, EQUITY, AND INCLUSION
others? Upload content
Although we encourage you to work toward these learning goals, they may not
and other resources from be appropriate for every RYLA event or participant. If they don’t apply to your
your RYLA event for others, event, work with your committee to adapt them to fit your needs, or create your
especially those who may be own learning goals and indicators. Doing so will help you develop appropriate
just starting a RYLA program content and track participants’ growth.
in the RYLA learning topic.
 RYLA HANDBOOK 22

SUGGESTED LEARNING GOALS AND INDICATORS

UNDERSTAND ROTARY’S
IMPROVE THEIR ABILITY TO KNOW HOW TO TAKE IMPACT IN LOCAL
LEARN THE FUNDAMENTALS ENACT CHANGE WITHIN MEANINGFUL ACTION TO COMMUNITIES AND THE
OF LEADERSHIP THEMSELVES AND A TEAM ADDRESS COMMUNITY AND OPPORTUNITIES AVAILABLE
GLOBAL ISSUES TO YOUNG PEOPLE
THROUGH ROTARY

PARTICIPANTS: PARTICIPANTS: PARTICIPANTS: PARTICIPANTS:

• Use effective • Believe they have the • Are aware of Rotary’s • Are aware of Rotary’s
communication ability to take actions resources, including causes and the kinds of
strategies when that positively affect service-learning projects that can be done
expressing their ideas their community resources, that can to advance them
and opinions or trying to • Understand that they help them plan and • Know how to get
influence others can expand their implement meaningful involved with Rotary,
• Use conflict leadership skills and service projects whether by joining a
management strategies learn new ways to grow • Understand the Rotary, Rotaract, or
• Understand how to solve as people importance of Interact club or through
problems ethically • Believe they can addressing the causes of other Rotary programs
influence others to make an issue
positive decisions • Know how to conduct a
community assessment
• Can work in a team and
appreciate the skills and
talents of others and put
them to use

Format
After you determine which topics to cover, you’re ready to plan the format
of your event. RYLA events typically feature a combination of keynote
speakers, workshops, and team-building activities. Design an interactive
program that is both informative and engaging. As you build your
program, balance physical activities, presentations, and group work to
hold participants’ attention. Putting participants in a number of situations
allows various types of leaders to use their unique abilities.
 RYLA HANDBOOK 23

ICEBREAKERS AND SOCIALIZING

Schedule time for participants to get to know one another so they can
expand their networks and develop new friendships. Using icebreakers
at the beginning of the event or each day can help participants feel more
comfortable with one another and therefore able to work together more
successfully. Networking can include outdoor activities like hiking or
swimming, game nights or talent shows, or themed dinners. Think of
ways you can also help participants stay connected after the RYLA event
through social media or some other platform.

DIVERSITY, EQUITY, AND INCLUSION

When you plan social events and icebreakers, ask your participants to decide
together on activities that everyone can enjoy. Still, keep in mind the possibility
that some participants might not be comfortable with, or able to complete,
all of the activities. If that’s a concern, consider making social events optional,
providing accommodations, or offering alternative activities at the same time.

SPEAKERS
Invite community leaders, partner organizations, Rotarians, or
Rotaractors to speak at your event. Many RYLA programs choose to have
speakers start their event (or each day of the event) to introduce major
themes and inspire participants. Popular topics for speakers include:
• Personal stories that show how the speaker overcame challenges
or obstacles
• Leadership development advice that shows participants how to
utilize their unique leadership skills
• Overviews of successful service projects and what the speaker or
others did to make sure the projects made an impact
• An introduction to Rotary’s causes and impact around the world
GOOD TO KNOW Before you invite speakers to your event, make sure that they are engaging
Include time for reflection and will give a dynamic and memorable presentation. Attend other events
throughout the event. Allow where they speak, invite them to a club meeting, review their recordings
participants to discuss what online, or ask for personal or professional references.
they learned from each
session or activity while it’s
still fresh in their memory. EXPERT ADVICE
Reflection reinforces what In Ontario, Canada, a RYLA event holds an open mic night as part of its program.
participants have learned Participants can tell a story about themselves, their interests, or another topic
from each activity and also that is important to them. It’s a unique way for participants to get to know one
another.
allows you and facilitators to
gather feedback.
 RYLA HANDBOOK 24

WORKSHOPS
It can be beneficial to design activities that have participants work
together in small groups. If possible, allow participants to lead these
workshops, to give them another opportunity to practice their leadership
skills. Facilitators can be there to introduce the activity, answer any
questions, and provide support as needed.
 RECRUIT
FACILITATORS
Defining facilitator roles Holding a successful RYLA event or program depends on finding and
training a variety of capable and engaging facilitators. In this chapter,
Recruitment and selection you’ll learn about various facilitator roles, selecting facilitators, and the
importance of training facilitators.
Training

Defining facilitator roles

Your event might have many different kinds of facilitators, including
counselors, program leaders, and speakers. Each will be assigned
responsibilities based on their skills and interests.

COUNSELORS
Facilitators will need to be available to serve as counselors throughout
your RYLA program or event. Counselors’ responsibilities range from
supervising RYLA participants to helping during workshops and other
activities. Here are some of the key roles of counselors:
• Sergeants-at-arms. These counselors make sure that
participants are where they’re supposed to be at all times and have
the materials they need for activities.
• Overnight supervision. If participants will stay overnight,
especially if they’re under 18, counselors need to supervise them
closely to prevent inappropriate behavior and to respond to any
emergencies or other situations that may call for an adult.
• Meal assistance. In addition to making sure participants arrive
for their scheduled meals, counselors can also help with meal set-
up, distribute food, and clean up.
• Room set-up. Before each activity, counselors can prepare rooms
and any technology that’s needed.
• Speaker assistance. Assign counselors to welcome speakers and
to check with them before and during the event to make sure they
have any equipment or supplies they need. When speakers have a
seamless experience they’ll be more likely to participate again or
recommend a friend or colleague.
 RYLA HANDBOOK 26

• Junior counselors. If junior counselors aren’t ready to lead

workshops or take on other roles, they can support these activities
or assist other counselors. Distributing materials, ensuring that
sessions follow their schedules, and taking notes are all tasks that
younger counselors (especially former participants) can do to
prepare for a role as a lead counselor in the future.

PROGRAM LEADERS AND SPEAKERS

You’ll also need facilitators who can lead sessions. Depending on the
content and activities, they might need to do nothing more than introduce
a session and answer any questions. Or program leaders may guide
participants throughout the entire session.

They can also establish expectations for participants’ behavior or guide

them to set their own standards for conduct and interactions at the event.

Chapter 5 details the role of speakers in planning engaging content. No

matter how engaging they are, and even if they’ll have only a small role in
the event, be sure to select, vet, and train them carefully. They help foster a
safe and inclusive event, too.

Recruitment and selection

When you’ve considered the facilitators you’ll need for your event, you can
begin recruiting and selecting them.

DIVERSITY, EQUITY, AND INCLUSION

During recruitment and selection, try your best to find facilitators who are as
diverse as your program participants and the communities.

ALUMNI FACILITATORS
We’ve already discussed several ways former RYLA participants can
make tremendous contributions to RYLA events. One of the most valuable
ways to involve alumni is as facilitators. Because they’re familiar with
the program, can anticipate participants’ needs and questions, and often
want an opportunity for continued leadership growth, RYLA alumni are a
GOOD TO KNOW natural fit.
Rotaractors are often
excellent counselors. Being SCREENING
closer in age may help them A critical part of your selection process must be vetting and screening all
connect with and support facilitators — not just those who will have direct contact with participants,
participants. but also program leaders and speakers. This is a particularly important
step if minors are involved. (Details on upholding Rotary’s youth
protection policies are covered in chapter 7.)
 RYLA HANDBOOK 27

Vetting of facilitators should include:

• A written application
• An in-person interview
• Checking of references
• Completing a criminal background check

Thorough vetting and screening can identify applicants who have a history
of inappropriate conduct and uncover information or activities about a
potential facilitator that could damage Rotary’s reputation. It also sends
a message to facilitators, participants, parents, and the public that your
program sets high standards to keep participants safe. Often, rigorous
screening is enough to deter potentially dangerous people from even
applying. To learn more about how to screen volunteers who work with
young people, review the Rotary Youth Protection Guide, which includes:
• A sample youth program volunteer application
• Sample youth program volunteer interview questions
• Sample questions for youth program volunteers’ references

Training
After you select facilitators, you’ll need to train them. Below, we discuss
the training that facilitators should complete before they work with RYLA
participants.

DISTRICT AND RI YOUTH PROTECTION POLICIES

The safety and well-being of youth program participants is Rotary
International’s top priority. If minors participate in your program, all
facilitators must follow our youth protection policies. You’ll learn more
about youth protection in chapter 7.

Work with your district governor and district youth protection officer to
make sure you know about and follow any additional youth protection
GOOD TO KNOW or risk management policies your district has or any other training it
Never skip steps in your requires.
vetting and screening
process, even if you
know the applicant well.
Holding everyone to
the same standard is
essential to ensuring a safe
environment.
 RYLA HANDBOOK 28

CRISIS MANAGEMENT TRAINING

A crisis or emergency can occur at any time. Each district should have
a crisis management plan, especially if it is involved in youth programs
or activities. Review your district’s crisis management plan and train
facilitators in what to do in a crisis. Cover who’s responsible for doing
what, communication procedures, and how to reach emergency services.

DIVERSITY, EQUITY, AND INCLUSION TRAINING

Supporting diversity, equity, and inclusion is everyone’s responsibility. Develop
concrete policies that promote diversity, equity, and inclusion in your RYLA
program. Your committee can also contribute by training facilitators in this area.
Ask them to review Rotary’s Diversity, Equity, and Inclusion Statement.
Work with them to make sure they uphold these important policies. You’ll learn
more about diversity, equity, and inclusion in chapter 7.
 PROTECT AND INCLUDE
ALL YOUNG PEOPLE
Developing youth Developing youth protection policies
protection policies
Developing comprehensive youth protection policies will help your
committee plan events that are safe for everyone. First, make sure your
Diversity, equity, and
committee understands and can implement Rotary International’s youth
inclusion
protection policies. Review the Rotary Youth Protection Guide and take
the online course Protecting Youth Program Participants in the Learning
Center. Any additional policies your committee develops must be in line
with Rotary International’s youth protection policies.

STATEMENT OF CONDUCT FOR WORKING WITH YOUTH

Rotary International strives to create and maintain a safe environment for all
youth who participate in Rotary activities. To the best of their ability, Rotarians,
Rotaractors, their spouses and partners, and other volunteers must safeguard
the children and young people they come into contact with and protect them
from physical, sexual, and psychological abuse.

Take time to review local, regional, and national laws that address youth
protection. If necessary, incorporate any additional legal standards into
your committee’s youth protection policies. You can also talk with other
local organizations that work with youth and learn what they do to protect
participants.
District leaders are also a valuable source of information. Get input
from your district youth protection officer and district governor as your
committee develops youth protection policies. They can tell you if the
district already has youth protection policies in addition to Rotary’s, and
they can advise you on any that are specific to RYLA.
 RYLA HANDBOOK 30

As your committee works to develop its own youth protection policies,

remember that policies for a RYLA event should include:
• Details about an event’s program, location, any travel itineraries,
sleeping accommodations, and contact information for program
organizers must be shared with parents or legal guardians before
departure.
• Criteria and procedures for screening and selecting facilitators
(see chapter 6)
• Procedures for training facilitators who work with youth
(see chapter 6)
• Systems for managing program documentation and maintaining
confidential records
• Processes for collecting and storing written permission from
participants’ parents or legal guardians
• Guidelines for reporting and investigating incidents of abuse or
harassment
• Policies for appropriate and inappropriate behaviors, and
appropriate disciplinary actions
• A communications plan to inform parents and guardians,
participants, and facilitators about youth protection policies

Rotary International takes all allegations of abuse and harassment

seriously. Rotary keeps records on people who are accused or convicted
of abuse or harassment in order to restrict their access to youth programs
or membership. This information is shared with the Rotary districts that
GOOD TO KNOW may need it.
It’s important to
communi­cate policies For more information about Rotary’s commitment to youth protection
for appropriate and or to report a youth protection-related concern, visit my.rotary.org/
inappropriate behaviors, youthprotection or email youthprotection@rotary.org.
both between adults
and youth and between
EXPERT ADVICE
youth participants, during
Clothing can sometimes indicate a participant’s economic background. To ensure
training for facilitators and lower-income participants don’t feel excluded or uncomfortable, a RYLA event
orientation for participants. in Athens, Ohio, USA, gives all participants RYLA-branded T-shirts that they’re
The Rotary Youth expected to wear throughout the program. It helps counter the role clothes can
Protection Guide provides play and creates a common identity for the group.
guidance for establishing
clear expectations for
conduct and responding to
misconduct appropriately.
 RYLA HANDBOOK 31

Diversity, equity, and inclusion

Rotary seeks to cultivate a diverse, equitable, and inclusive culture in
which people from underrepresented groups have greater opportunities
to participate as members and leaders. The ideals of diversity, equity, and
inclusion (DEI) should always be present in your committee’s work.

PLANNING A DIVERSE, EQUITABLE, AND INCLUSIVE PROGRAM

Before you start planning, think about how you can be open to new ideas
and include diverse voices in decision making. Consider drafting a DEI
statement for your committee that includes the steps you’ll take to make
your program inclusive.

When you plan a RYLA event, ask these questions.

Venue selection Is the venue accessible to all participants,

including anyone who uses a wheelchair or has a
physical disability? Will everyone be able to move
easily from one place to the next?
Housing How can we make sure all participants have
housing that they’re comfortable with, especially
participants who identify as LGBTQ+ or
nonbinary?
On-site nurse Has the nurse been trained in providing sensitive
treatment to LGBTQ+ participants?
If any of the participants have physical
disabilities, does the nurse have the training to
provide medical treatment?
Can our nurse give mental health support if
needed? Or direct participants to resources or
other care providers?
Recruitment How can we encourage participants from
underrepresented groups to apply?
How can we find and recruit facilitators with
diverse backgrounds?
What can we do to reduce the cost to
participants?
Training What information should the diversity, equity,
and inclusion training for facilitators include?
How can we effectively communicate our
diversity, equity, and inclusion policies to
everyone involved in our event?
 RYLA HANDBOOK 32

PROMOTING DIVERSITY, EQUITY, AND INCLUSION

AT YOUR EVENT
There are also actions your committee can take at the event to make all
participants feel welcome and included.

Introductions are one way facilitators can practice being inclusive. Here’s one example that can
be adapted for your culture:

HI! MY NAME IS ___, AND I USE [SHE, HER, ETC.] PRONOUNS. WHAT ABOUT YOU?
LET’S INTRODUCE OURSELVES. TELL US YOUR NAME, YOUR PRONOUNS, AND
YOUR FAVORITE [FOOD, SPORTS TEAM, OR BOOK].

WELCOME AND COLLECTION AND

INTRODUCTIONS REFLECTION SUPERVISION REVIEW OF FEEDBACK

• Model inclusive • Ask participants to • Ask facilitators, • At the end of the event,
introductions like the reflect on their DEI counselors, and collect feedback from
one shown above. statement a few times participants to work participants. Based
• Ask participants what during the event. Ask together to create an on their answers,
DEI means to them, and them if they’re following inclusive atmosphere identify any gaps in your
have them develop their their statement and if and to help hold each diversity, equity, and
own diversity, equity, they could do anything other accountable. inclusion statement.
and inclusion statement. to support diversity, • Make sure participants Consider whether to add
• Guide participants equity, and inclusion know how to report or change any policies
in establishing better. issues or concerns. for your next event.
expectations for • Address any behavior • Prepare a report
behavior that will make issues (when about any problems or
others feel welcome appropriate) and remind suggested actions and
and included during the everyone of the behavior include a summary of
event. guidelines. the feedback for future
committees or to use in
planning future events.

Other clubs or Rotary programs in your district might already have developed policies or practices to promote
youth protection or diversity, equity, and inclusion. In addition to consulting your district youth protection officer,
consider talking with your district’s Interact chair and Youth Exchange chair to learn about their policies.

Learn more, exchange ideas, and share your committee’s best practices in the Diversity, Equity, and Inclusion
learning topic in Rotary’s Learning Center.
 MANAGE
RISK
Insurance and liability Insurance and liability
Your committee’s top priority should be to protect program participants.
Crisis management plans
But you also need to take steps to protect event organizers, facilitators, and
counselors and minimize their exposure to risk.

LIABILITY INSURANCE
Liability insurance can provide protection from claims and lawsuits that
allege negligence by your committee, facilitators, or other volunteers.
Consult with local insurance professionals to determine how much
coverage is needed. At minimum, it should cover claims that arise from
bodily injury or property damage.

In the U.S. and in the U.S. territories and possessions, Rotary clubs and
districts are covered under the U.S. Rotary Club and District Liability
Insurance Program, which provides general liability and directors’
and officers’ liability insurance. The liability arising out of activities
associated with RYLA is covered under those policies, subject to the terms
and conditions.

Acquiring liability insurance can become more complicated when multiple

districts or clubs sponsor an event, because each entity might carry a
different level of coverage. In these cases, it is especially important to seek
professional advice to determine how to protect all participants.

LEGAL DOCUMENTATION
Your committee should also require parents or legal guardians to give
written permission for minors to participate in a RYLA event. This
provides your committee with some additional legal protection and
ensures that parents or guardians are aware of their child’s participation.

INSURANCE POLICIES FOR PARTICIPANTS

Participants’ parents or guardians should also verify that their health and
life insurance policies cover them adequately while they attend an event.
Many policies provide only limited coverage outside of one’s home area. If
your event takes place outside of participants’ coverage zone, suggest that
they get additional travel, medical, and accident insurance that covers
emergency medical evacuation, repatriation of remains, and legal liability,
from participants’ departure from home until they return.
 RYLA HANDBOOK 34

Crisis management plans

Developing a crisis management plan creates protocols for protecting
participants in an emergency. This is an important task for your
committee because young people are often especially vulnerable in
a crisis. Fortunately, you can take steps to reduce risk and prepare
yourselves to take immediate action if necessary.

Although your committee can’t possibly plan for every type of emergency,
you’ll want to develop procedures for all of the following:

Accidents
Physical health emergencies
Mental health emergencies
Natural disasters
Political instability
Crime or violence.
Missing person or death

Steps to take to develop a crisis management plan:

Designate a crisis management team.

Determine the risks.
Consult with experts.
Develop a plan and protocols.
Develop a communications plan.
Share the plans.

GOOD TO KNOW Download Developing a Crisis Management Plan to learn more about
If obtaining insurance making a comprehensive plan. It includes best practices and a sample
coverage is cost prohibitive district crisis management plan, contact list and crisis notification
for some families or protocols, and a debriefing questionnaire.
would otherwise exclude
participants, consider how
you might make your event
more financially accessible
by limiting travel or other
activities, or plan alternative
events that would not
require participants to
acquire additional coverage.
 PROMOTE YOUR RYLA
EVENT OR PROGRAM
Branding Your committee has planned a fun and safe RYLA event or program. Now
you’re ready to promote it in your district and community. In this chapter,
Recruitment we cover how to brand and promote your event, recruit participants, and
publicize your impact.
Publicize your impact

Branding
Of course you’ll want to promote the program or event in a compelling
and welcoming way. It’s also important to follow Rotary’s voice and visual
identity in all of your RYLA communications. The resources in the Brand
Center will help you create everything you need to promote your RYLA
program:
• Guidelines. Our messaging and visual guidelines will help you
develop communications that are clear, concise, and effective.
• Logo templates. Create a club, district, or multidistrict RYLA
signature that clearly communicates what the program is and its
connection to Rotary.
• Promotional materials. Customize promotional cards and
posters, banners, and news releases.
• Images and videos. Find high-quality photos and professional
videos that help you share information about RYLA on your
website or social media accounts and about Rotary at your event.

LOGO USAGE FOR YOUR RYLA PROGRAM

A central part of branding your event is making sure you have an official
lockup, or signature, for your RYLA program and use it correctly. It should
combine your club or district logo on the left with the program name to the
right of the vertical line. See the examples below for reference.
 RYLA HANDBOOK 36

These lockups show the strong connection between Rotary and RYLA.

GOOD TO KNOW
An official Rotary logo
with the RYLA signature is
necessary for conveying
your program’s connection
to Rotary clearly and Recruitment
effectively. But you can also
Effective promotion will help you recruit a strong and diverse pool of
create your own visually
participants for your RYLA event. Here are a few effective recruitment
compelling graphics and
strategies:
designs. Just make sure to
follow the guidelines in the • Talk to clubs in your district. Share information about your
Brand Center on how to RYLA event with nearby clubs and tell them how to submit
use and not use the Rotary nominations or invite participants to attend.
logos. • Connect with district leaders. Work with your district Interact
chair and Youth Exchange chair and ask them to invite Interactors
and Youth Exchange students to your RYLA event.
 RYLA HANDBOOK 37

Share alumni stories. Have alumni visit local clubs and talk to their
peers about their RYLA experience and encourage them to attend.
• Contact schools and youth organizations. Share information
about the event with school groups, school counselors and faculty,
and community programs.
• Use social media. Include information about the event in district
newsletters and social media channels.
• Use local media. Send a news or media release before the event.
Be sure to include a registration link or information on how to
apply.

DIVERSITY, EQUITY, AND INCLUSION

Remember, your committee should actively seek to recruit a diverse group of
participants. Ask local organizations that work with economically disadvantaged
young people to share your event’s registration information.

Publicize your impact

After all of its hard work, your committee should make sure to share the
impact of the event as a strategy for promoting future events. Make sure to
use (with permission) your photos and videos of the event and testimonials
from participants to show potential facilitators, partners, supporters,
participants, and parents the impact of RYLA. Consider who would be
most interested in learning about your program and what, specifically,
you want to communicate about it. Use the same strategies you used for
recruiting participants to promote the success of the event, including
presenting on it at clubs or events, and sharing images and recaps on social
media and with your local media. You can also post in the RYLA learning
topic. The RYLA learning topic in the Learning Center is an excellent
place to share your impact, and what you learned, with the broader Rotary
community.

GOOD TO KNOW
If your district RYLA chair
is reported to Rotary
International, they’ll get
updates about promotional
resources and ways to
exchange ideas with the
RYLA community.
HOST YOUR
RYLA EVENT
GOOD TO KNOW

Now all of your careful planning becomes action. No matter what your
RYLA event looks like, there are steps you can take to ensure it is a
success. Review your “day of” checklist, and make sure to:

Look over your detailed schedule for the day and make any last-
minute adjustments.
Check any equipment, tools, or technology that will be used
throughout the event. This includes any slide presentations or videos
you might show.
Connect with the vendor and confirm there is nothing outstanding.
Confirm that all food and beverage vendors know when and where to
arrive.
Coordinate with any speakers. Make sure they feel comfortable with
their presentations and know where they need to be and when.
If arranging transportation, make sure each person knows where
they need to be and when.
Review the schedule and the crisis management plan with
facilitators, counselors, and your committee.
 RYLA HANDBOOK 39

During the event, document all activities. This will be helpful later, when
you evaluate the event’s impact (discussed in chapter 11) and when you
plan and promote your next event. To successfully document your event,
you will need to:
• Interview participants. Ask participants for their opinions
about each activity, or take notes during their group reflection
time. Record their answers as well as your impressions.
• Record it. Take photos or video recordings of key activities or
events. You may also wish to take notes during activities to help
you remember what went well and what could be improved.
• Share updates. Provide updates, videos, and photos throughout
your RYLA event on social media.
• Track your budget. Keep a record of all your expenses
throughout the event to make sure you stay within your budget.

Participants can help document your event. Assign them roles such as
photographer or videographer, note taker, or interviewer.
 EVALUATE THE EVENT
OR PROGRAM
Conduct an evaluation You’ll want to take time to evaluate your impact, reflect, and use your
findings to improve your RYLA program.
Evaluating through
reflection
Conduct an evaluation
Using your findings to
To fully comprehend how successful your RYLA event was in achieving its
improve the program
outcomes, you need to collect feedback from participants and find out how
they responded to your program.

Depending on the type of data you are interested in collecting, there are
two types of surveys that you may wish to utilize — surveys that evaluate
the overall participant satisfaction with the experience and surveys to
assess changes in participants’ knowledge, ability, or behavior. Learn how
to effectively implement both types of surveys below.

MEASURING SATISFACTION IN THE PARTICIPANT EXPERIENCE

You can collect data that allows you to understand if participants enjoyed
your event and came away having had a positive experience. To do so,
consider doing this electronically, using an online survey tool. It makes the
most sense to distribute these surveys during your closing workshop, after
participants return home, or at the end of each day or major activity, when
participants’ memories are fresh. Be sure to collect participants’ feedback
on all aspects of the programming. Below, we have provided sample
questions that can be adapted for your RYLA event for a satisfaction
survey.
 RYLA HANDBOOK 41

Sample Survey

DATE 

ITEM SAMPLE QUESTIONS ANSWER

Registration • How did you learn about this RYLA event? (short answer)
• How easy was it to get information about the time, (not easy, somewhat easy,
date, cost, and logistics of the event before you very easy)
applied or registered?
• How easy was it to register? (not easy, somewhat easy,
very easy)
Icebreakers • How effective were the icebreaker activities? (not effective, somewhat effective,
very effective)
• Did the icebreakers help you feel more comfortable (no, somewhat, yes)
with the other participants?
• Which icebreaker was your favorite? (select from list)
Speakers • Overall, how effective were the speakers? (not effective, somewhat effective,
very effective)
• Which presentation was your favorite and why? (select from list; short answer)
• Which presentation was your least favorite and (select from list; short answer)
why?
• Think about the people you met or worked with (short answer)
during the event. What did they do or say that is
the most memorable to you?
Workshops • Overall, how would you rate the workshops? (not effective, somewhat effective,
and interactive very effective)
activities • What was the most effective workshop or activity (select from list; short answer)
and why?
• What was the least effective workshop or activity (select from list; short answer)
and why?
Expectations • Did the RYLA event meet your expectations? (short answer)
Why or why not?
Venue and • How would you rate the accommodations? (not adequate, somewhat adequate,
accommodations very adequate)
• Were you comfortable with your lodging (short answer)
arrangement?
 RYLA HANDBOOK 42

Catering • How would you rate the food? (not adequate, somewhat adequate,
very adequate)
• At meals, could you find options that met your (yes/no)
dietary needs?
• Do you have any suggestions about food options, (short answer)
mealtimes, or dining rooms?
Transportation • How would you rate the transportation? (not adequate, somewhat adequate,
very adequate)
• Did the transportation accommodate your needs? (yes/no)
General • Is there anything else that you think will help (short answer)
us improve our RYLA program for future
participants?

GOOD TO KNOW

MEASURING LEARNING IN THE PARTICIPANT EXPERIENCE

You can also collect data that allows you to measure if participants
acquired new knowledge, learned a new skill, or changed their behavior as
a result of attending your RYLA event. To determine the best methods for
collecting this type of data, think through how to best receive answers to
the following participant questions:
• What new skills did you learn?
• Was there a change in your confidence as a result of a skill that you
learned during a workshop or activity?
• Do you think differently about yourself and your ability to lead
now?
• Do you think differently about your community and your ability to
positively impact it now?
• What is one thing you will do differently now because of something
you learned at this RYLA event?
• What are you most likely to do as a result of attending this RYLA
It may be beneficial to event?
collect evaluations from
facilitators, counselors,
vendors, and others
involved in the event. Ask
for their thoughts on the
event and working with you
or your planning committee.
 RYLA HANDBOOK 43

Below, we highlight some of the most effective ways to collect the data
needed to measure learning and growth in your participants.

Observations
Ask counselors or facilitators to observe participants and track how often
they demonstrate or practice a certain skill or learning objective. They
should include the following in their observations:
• The percentage of participants they observed demonstrating a new
skill or behavior
• The number of times participants practiced a new skill or behavior.
For some skills or behaviors, they may be able to grade them as not
achieved, partially achieved, or fully achieved. They should include
specific examples.
• What, if anything, could be done differently to help participants
continue to develop this skill

Pre/post surveys
Consider using questions or surveys before and after a workshop or
activity to gauge changes in participants’ knowledge, ability, or behavior.
This can be as simple as asking participants to complete a short survey as
a worksheet or answer questions in a journal at the beginning and end of a
session.

Pre/post surveys can also be used to collect feedback from the parents or
guardians. Ask for their feedback on the following:
• Signing up for the event
• Acquiring travel insurance
• Making travel arrangements
• Impression of facilitators
• Additional questions or concerns

GOOD TO KNOW Interviews and focus group conversations

Pre/post surveys are You can also interview participants or hold focus group conversations to
especially important if learn more about the experiences. This is especially useful if you would
others connected to the like to supplement your findings with qualitative evidence or personal
program want to see stories.
evidence that participants
gained skills or learned from
the experience — whether
it’s for funding purposes or
to evaluate part of a school’s
curriculum.
 RYLA HANDBOOK 44

Evaluating through reflection

Reflection is another central tool of evaluation, and there are numerous ways to foster reflection during a RYLA
event. Reflection activities ask participants to think about their experiences, how they feel, or how they act.
Consider using some of the following forms of reflection or allowing participants to choose the method that best
suits their learning style.

LEARNING STYLE AND REFLECTION EXAMPLES

LINGUISTIC MATHEMATICAL VISUAL

• Share thoughts, feelings, or • Design opinion polls or surveys • Design a short play or skit
observations at the end of each that use quantitative ranking individually or as a group
activity or day • Collect and analyze data • Take photos or create a collage
• Post on social media • Create graphs or charts • Make drawings or paintings
• Share stories in a newsletter, blog, • Rank activities or workshops in individually or as a group
or summary of the event order of most effective to least
effective
• Create a list of favorite
icebreakers, activities, or
presentations

MUSICAL INTERPERSONAL INTRAPERSONAL

• Perform an original song or lip- • Discuss the experience in pairs or • Write in a journal or use
synch a song that summarizes small groups worksheets
your feelings about the RYLA • Interview volunteers from partner • Write a personal essay
event organizations • Create a scrapbook
• Perform a dance individually or as • Teach others what you learned
a group through a presentation
• Have each participant or group of
participants choose a song that
reflects their experience and use
them to create a playlist for your
closing ceremony or social event
 RYLA HANDBOOK 45

Using your findings to improve the program

When you’ve gathered information about your RYLA program, use the
findings to strengthen and improve it. Have your committee meet to
analyze survey results, qualitative data, and comments recorded during
reflection. Ask yourselves:
• Do any trends or themes emerge?
• Were certain workshops or activities notably more popular than
others?
• Did any presentation receive particularly high or low ratings?
• Can you identify any gaps in the content, logistical planning, or
accommodations?

Based on your findings, develop an action plan to use when you begin
planning your next RYLA event. Use the insights especially in updating
the curriculum, which should be done each year. Collecting and using
feedback to make changes to your RYLA event will help you build the best
possible program.
SUPPORT FROM ROTARY
INTERNATIONAL
Online tools
• Brand Center — Customize your RYLA logo for use on
promotional materials, shirts, and more.
• Rotary Showcase — Search for the keyword “RYLA” to read
success stories and share your ideas with others.
• Rotary’s Learning Center:
◦ Service-learning resources — Find interactive courses and
downloadable workbooks that youth participants and adult
advisers can use to design youth-led service projects.
◦ Protecting Youth Program Participants — This course helps
clubs and district leaders understand, recognize, address, and
prevent abuse and harassment.
◦ RYLA learning topic — Share resources and curriculum, learn
from the experiences of other RYLA leaders, and ask questions.

Publications and other information sources

• Young Leaders in Action — Subscribe to this monthly
e-newsletter about Rotary’s programs for young leaders, including
RYLA.
• RYLA certificate — Add participants’ names to complete their
certificates, and print them to distribute at the end of your RYLA
program.
• Rotary’s causes — Introduce participants to Rotary’s causes and
the work members are doing to advance them.
• Youth Programs page — Tell participants about Rotary’s other
youth programs.
• Rotary Code of Policies — Find policies and procedures
established by the RI Board of Directors that relate to RYLA and
other programs for young leaders.

Go to the RYLA information page for additional resources. If you have any
questions, write to ryla@rotary.org.
One Rotary Center
1560 Sherman Avenue
Evanston, IL 60201-3698 USA
Rotary.org 694-EN—(721)