The following is a list of considerations when choosing an exchange organisation.

The Organisation

• Registered with the Education Department in your state.
• Incorporated as a not for profit student exchange organisation.
• Promotes the ethos and ideals of student exchange.
• Has a good reputation with the Education Departments.
• Membership with relevant and professional organisations and associations.
• An Australian organisation that understands Australian education and Australian students.
• An Australian organisation that makes the decisions in Australia.
• An Australian organisation that can evaluate and independently select international partner organisations (not a branch office).
• Has discreet Australian marketing materials and does not use international materials.
• That treats the student as an individual – biggest is not necessarily best.
• Is available to meet with students and parents in their office at any time.
• Does not expect reciprocal hosting.
• Has procedures in place for emergencies.
• Is not a travel agency.

Management and Staff

• Experienced management.
• The director is available to speak with you when you have questions and concerns.
• Individual staff members have relevant and rich experience as exchange students, host families, coordinators, parents of exchange students, etc.

Programs

• Guaranteed country of choice – when you have a passion for a country, culture and possibly language, that is where you want to go.
• Full length programs – check program lengths.
• Variable and flexible starting dates.
• Students are enrolled in school and not just as visitors.
• All-inclusive prices – is comprehensive insurance included?  Is the policy written for the vagaries of student exchange?  Is it a top quality policy?  Are you expected to ‘top up’ the insurance?  Is there a deductible?
• Free application forms – no pre application fee which adds to the overall program price.
• Extras offered in the host country – some countries offer language and culture weeks or camps on arrival, and activities and trips during the year.
• Trips and activities – some countries offer trips and activities as inclusions in the program fee.
• Realistic language requirements.
• Optional intensive language study courses in the host country.

Overseas Partner Organisation

• The organisation will identify the overseas partner.
• They have they confidence in their partners.
• They have the ability to change partners (not branch of an international company).
• They can explain how the host families are chosen and screened.
• They are confirmed by government registration or a quality assurance procedure.
• They provide a comprehensive post arrival orientation.
• They provide 24-hour support.
• They care about each and every student and treat him or her as an individual.

Selection and Preparation

• The application is comprehensive and detailed so that the best match of student to host family is possible.
• Detailed information on the educational and medical history is obtained so that assistance can be quickly offered.
• Clearly defined program rules and the consequences of transgression are stated.
• Offers information evenings /gatherings and open days, where questions can be asked.
• Referrals from past participants and their parents are provided.
• Where possible, the student is interviewed in their home.
• Visa assistance is provided.
• A comprehensive pre departure orientation is conducted.
• Check in assistance at the gateway airport is provided.
• Cross-cultural training is provided.
• A parent orientation is provided.
• Preparation assistance in the form of lending library, newsletters and handbooks for students and natural parents is provided.

Travel

• Flexibility in departure dates.
• All transport costs from the designated gateway airport to the host family and return are included.
• Quality airlines are used.
• Ability to access travel assistance 24 hours.
• No mandatory fuel or other surcharges not published in the program price.
• All students are met at their final destination.

Support

• Support in Australia - a staff member personally answers the emergency phone, and that staff member has the power to make the necessary decisions.
• Support overseas –24-hour support is necessary.
• Provision of regular feedback while the student is on program.
• Availability for support to returned students.
• Provision of prompt follow up to parents of students on program.
• In compliance with education department regulations, WEP has a Grievance Procedure that is available up on request.
• The CEO is available to students and parents 24 hours.