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Process at a Glance - Virtual Exchanges 

Application Phase 

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  • Application received and reviewed by the YMCA  

  • Groups are twinned based on a selection criterion 

    • Age

    • Size

    • Interest 

Twinning Offer  

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  • We will send the Group Leader a twinning offer letter, if a potential twin has been found. 

  • Communication begins between both Group Leaders around group size, timelines for participation, objectives, expectations and access to technology. 

  • Once ready, the Acceptance of Twinning form is returned to your Regional Coordinator within 1-2 weeks. 

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Once both groups have accepted and the dates and numbers match, you have an official exchange! 

A grey map of Canada. There are two computer screens at the bottom, each with the icon of 4 heads. There is a speech bubble coming from each computer. The YMCA logo is at the top in red. At the bottom it reads "YMCA Virtual Exchange Program"

Conditional Letter  

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  • Once we have received the acceptance of twinning from both groups, we can confirm your exchange and begin working towards paperwork deadlines. 

  • A Conditional letter will be sent out to you with a list of the documents needed, your group number and a deadline for said documents.  

  • This Letter will require an authorized signature from you and your supervisor. 

Pre-Exchange  

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  • The group starts planning hosting activities together 

  • Research home and host communities 

  • Group Leaders twin their youth and encourages communication between youth 

  • Group Leader works to complete the paperwork by the deadlines 

Exchange – Hosting Activities  

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  • Both groups participate in online activities together. They take turns “hosting” each other virtually.  

  • Youth build relationships via technology.  

  • Groups experience the diversity of Canada by visiting the twin community and learn to see their own community through their "twin's eyes" when hosting. 

Post-Exchange  

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To bring closure to the exchange experience, it's important to provide an opportunity for everyone involved to talk as a group about the highlights and challenges of the exchange, as well as what they learned.

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  • Group debriefs with the youth

  • Youth are sharing their experience with the community

  • Youth are maintaining connections

  • Group Leader completes the post-exchange report

  • Youth and Group Leader completes the surveys

  • Group Leader participates in a follow-up call with Regional Coordinator

  • Group Leader shares photos/videos with Regional Coordinator

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