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Finding programs to host an exchange
It is important to note first and foremost that not every program can host an exchange. This may be for any number of reasons including finances, insufficient manpower to host an exchange and also run a program, insufficient space at the host institution, or even a lack of willingness.
The first step in this process should involve reaching out to potential exchange programs. This process should be started months in advance. The logistics of hosting an exchange – or at least making it a worthwhile experience – are not something that can be thrown together in a few days’ time. There are considerations for both those visiting and those hosting to consider, some of which are outlined below. There are a variety of ways you can reach out to other programs, be it via email, phone, social media, etc. The key is to establish contact early and keep that communication open and ongoing throughout the process of deciding whether or not to embark on an exchange.
Deciding why to visit a particular program
A key consideration when embarking on an exchange is deciding why visiting a particular program would be of benefit to your program. Remember that the goal of a staff exchange program should be to bring away some kind of insight that benefits your own program. Visiting another program for such reasons as its interesting location or just because it’s a lot larger than your own is not justifiable. There needs to be a bigger purpose. Things to consider when deciding on a program to visit include, but are not limited to:
- Program logistics – whole program versus small group movement; dining hall organization; housing arrangements; assembly entrance/exit and organization; etc.
- Staff/counselor structure – program hierarchy and organization; job descriptions with given roles
- Academic structure and focus – teaching elements of the program; large group versus small group versus hands-on teaching; broad-based versus immersive models
- Political process – types of positions elected/appointed; number of participants who receive positions; importance/structure of parties; electoral process; electronic voting methods; etc.
- Americanism and American Legion activity incorporation – balancing Americanism with other educational components; education about the American Legion/its practices; balance of Legion versus non-Legion/former Citizen roles in the program
- “Fun” activities – Citizen free time; competitions; sports and recreation components; chants; banners; music and songs; dances (rare but possible when sharing a campus with Girls State); etc.
- Host site type comparison – large college versus small college; public versus private institution; non-academic settings
- Production – A/V, media, etc. – social and online media; video production; livestreaming events; online engagement with parents; visual elements and appearance of assemblies; etc.
Other factors which may play into this decision may not involve things that can be immediately observed at the program but can nonetheless be discussed:
- Participant recruitment – how are participants selected; how do participants travel to the program; what type of publicity is done/material is produced; etc
- Counselor recruitment, retention, and promotion process – how are new/returning counselors selected; what is the retention process for counselors; how do counselors/staff promote through the ranks; what is average tenure any a given position; etc.
- Fundraising and sponsorships – how is the cost of the program provided; what type of sponsorships are sought; what fundraising methods are used; non-profit status; etc.