RYLA and Young RYLA Registration Details
Updated on 5/3/2008
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Here is a list of the RYLA
Registration tasks in the order you will use them. Click
any link to go a detailed explanation below. Then click your back
button to return to here:
Logging into the RYLA Club
Pay for Slots
Receive Slot Confirmation
Direct the Students to Fill Out
Applications on the Web
applicants on the web site
Fax Applicant Paperwork to the Registrar
Refunds or Alternates
Contact the Registrar with Questions
You will manage both RYLA and Young RYLA
through this web site. As of 2008, the RYLA Conference for upcoming
High School Juniors and Seniors has a capacity of 240 people, and the
Young RYLA camp for upcoming 8th graders holds 120. Rocky Mountain RYLA
registration has evolved to become the most highly automated and
sophisticated registration process in Rotary, which has also enabled us
to handle 360 new RYLA'rians each year with a continually changing
staff of over 50.
We have over 110 Rotary Clubs in districts
5440 and 5450 that provide immense support to the RYLA program (thank
you)! As you will see, the automation is also designed to help you
through the RYLA registration process. This document shows how to
perform the tasks of finding, registering and managing your RYLA
applicants, but you'll also receive e-mails reminding you where you
stand in the process, what needs to happen next, and e-mails will also
show you how to perform these tasks more easily.
Please occasionally check the deadlines and
dates in the registration process in the RYLA
Calendar, which is connected to the Club Information page
on www.rmRYLA.org. The RYLA Calendar link on most pages of the web site
shows a brief version of the dates.
The most important
criteria for a student are to:
- show up physically and mentally
- be there from Sunday afternoon through Friday noon - NO
It does not work any other way so be sure to get that absolute
This page adds more details on the items in
Registration Cliff Notes.
These pages have numerous links to other pages on this web site (such
as the Cliff Notes).
Feel free to
click the links as you please, then use your browser's Back button to
As a RYLA Representative for your Rotary Club, you will be able to log
in to the RYLA web site, request slots at
RYLA and/or Young RYLA, and view the applications and
pictures submitted by applicants. You can also earmark
applicants for your club to interview, after which you can
then "Finalize" them on the web site.
Once you are registered as a RYLA Representative for your club, you
will receive regular e-mails from the registrars with step-by-step
information on everything you need to do. Most of that information is
but you will have regular reminders in your inbox.
The web site can hold multiple RYLA Representatives for a Rotary Club.
Here are some of the possibilities for you:
- Divide the roles, such as having one person handle RYLA and someone
else handle Young RYLA.
- Include additional Reps simply so they can stay informed throughout
- Nobody needs to be removed, even if they are no longer an active RYLA
Rep. They can stay on as advisors to new Reps, receiving the same
e-mails to remain aware and ready to assist.
As a RYLA Representative you will receive
frequent e-mails from the Registrar, and every one of these e-mails
shows your Login Name and Password.
To log in
from the main www.rmRYLA.org web
site, click the Club Area link
upper right corner of most pages on the web site:
That takes you to the RYLA Reps page with further instructions. They're
worth reading, after which you will look for the RYLA or Young RYLA
links toward the middle of the page. That starts you working
with either RYLA or Young RYLA, depending on which you selected. When
requesting slots, you must go back to the Club Area page to switch
between RYLA and Young RYLA. Here's the page you see
when you click on the RYLA or Young RYLA link:
If you have difficulties logging in, go back to your
e-mail from the Registrar and check
your Login Name and Password. If it still won't let you in, please
reply to that e-mail from the Registrar specifying exactly what you are
using for Login Name and Password.
Remember that Internet Explorer works best, but if
you must use Apple
Safari, click here:
After your club has decided upon the numbers
of slots in RYLA and Young RYLA that you would like to have, come to
this section. Feb 15 is the best time to have this done, but Feb 28
is the absolute latest.
To request slots, log from the Club Area page as described just above.
You are taken to your contact
information page, similar to this:
Be sure that contact information is correct. Change anything you need
and click the Save button.
Now, do you see the "Reps" on the left side of the brownish section?
Hover your mouse over that (no need to click), and a menu drops down:
Click on Club Slots. Once in the Club Slots page, you can enter a
number in the Request Quantity field and click the Save button to make
it official. You can always come back and change this if you'd like.
Notice that the Event window at the top shows which RYLA you are
requesting slots for (RYLA or Young RYLA):
Some time after saving your requests for RYLA and Young RYLA, you will
receive an e-mail from the Registrar specifying the amount
pay for these slots. If you wish to switch from slot requests for RYLA
to Young RYLA or
vise-versa, you must use your browser's back button to go past the
login page and select the appropriate link from the Club Area page.
Mail your payment (you can write one check
that includes both RYLA and Young RYLA, if you prefer). This
payment must reach me by March 15. Send the payment to
the address shown on the Contacts
page. Payment must be received in order for
slots to be
confirmed! You will receive e-mails regarding the numbers of
slots, payment amount, amount owed, etc.
The RYLA committee will review the number of
PAID reservations received using these guidelines:
- RYLA can accept 240 students, and
the max for Young RYLA is 120.
- Every club can send at least two
students to RYLA, and at least one to Young RYLA.
- Where possible, each club can
send the same number of students this year as they sent last year.
We will notify each club via e-mail by April
1 as to the total number of slots allocated to the club. For
those who have not paid, slots may be reallocated to other clubs
wanting more spots.
First, ensure that your fellow
Rotarians are aware of RYLA and what it can do for their
children, grandchildren, children of friends, and so on. They are a
wonderful source for outstanding applicants!
Next, talk with school counselors and students.
- You can use the brightly colored RYLA PDF Flyer
or the Young RYLA PDF Flyer (these are on the Club Information page) to attract attention.
- View or download the Word version
of the Letter
which explains RYLA to
your local high school(s).
- Then use the Club RYLA
Flyer to give the
(download the Word
document and personalize for your club).
If you don’t find enough applicants, check with nearby Rotary
Clubs. Many clubs will set aside alternates because they have
more good applicants than slots. Contact the Registrar
if you need assistance finding nearby clubs.
Remember, RYLA is great for just about any student, particularly those
with leadership potential that may not be readily
The most important criteria for a student
- show up physically and mentally
- and be there from Sunday afternon through Friday noon - NO
It does not work any other way so be sure to get that absolute
Direct your students to the www.rmRYLA.org
From the main page, have the high-school
Sophomores and Juniors click on the About
RYLA link toward the upper left corner. 7th graders (or parents/teachers)
will click on the About
link. These pages give them more information about the RYLA Conference
and Young RYLA Camp, and they'll find a link to their on-line
application form. The applications also instruct the student as to what
they need to write and bring to the interview.
The final page of the application process shows their completed
application with lines for signatures at the bottom. If they click the
"Email to Me" button, his same completed application (with signature
lines) is also automatically sent to the e-mail address they entered.
The student should print the
completed application (from the web or from the e-mail), and
start gathering signatures.
Every student applies via the www.rmRYLA.org
web site. First, go to the web site, log in, and click Applicants from
the dropdown when you hover over Reps.
That brings up the applicant list (you may
need to wait a few seconds for it to load):
The instructions in the View
Applicants on the Web section below show how to see an application
All students with New
Applicant status are available
for you to contact. AS SOON AS you plan to contact a student, or have
contacted them, MARK THEM as Contacted
on the web site! That's how
other clubs know not to contact an applicant, so please connect them
with your club name and mark
your students as soon as you can. Here's how.
Click directly on their status (which should
be New Applicant). This brings up another window showing their status
and their current Rotary club. FIRST, verify that the Current
Club field on the left is yours. If not, ensure that the New Club
dropdown shows your club, and click the Save button in the
lower left corner.
NEXT, click the dropdown for New Status, change to Contacted,
click the Save button AGAIN. As you decide which applicants to interview, change their status to
This alerts other clubs to your activity with this applicant, and prevents other clubs from changing the status
of that applicant.
After the interview and when you have decided whether (or not) to send the applicant to RYLA/Young RYLA,
log back into the Club Area to change the status to
Finalized or another status. The statuses and their explanations
are below in the Applicant Status section.
Close your Status Change window to go back to
the Applicant List. You'll have to click the Refresh button to see your changes.
All students with "New Applicant" status are
available for you to contact.
Also, you cannot
finalize (select) students until you have marked them as contacted!
THE APPLICANT LIST
(Somewhat advanced): you can adjust, sort,
group and filter the applicant
list to make your life much easier! You cannot mess anything up here -
log out and back in to reset everything as it started (and no, sorry,
but it doesn't keep your sorts or filters when you log off).
columns: click on a header, such as EMail way over on the
right, drag it until you see red arrows indicating where it will land,
and drop it! Wait a few seconds, and you have moved that column to a
- Resize a column: Move
your mouse around between the column headers and you'll see it turn
into a double-arrow. Click and move back and forth to change column
- Sort: Click on any of
the headers and wait a few seconds to sort the list by that, such as
School, City, State, Org (this is your Rotary Club), Applicant Status.
- Group: this allows you
to put applicants in groups, and they will sort WITHIN your group(s)
when you click on a column header to sort it. Click on the column you
want to group by, such as State or City, drag it up just a bit until
you are in the row that says "Drag a column here to group by that
column". You'll see red arrows on the far left edge of that row. Drop
it, wait a few seconds, and you'll see you applicants grouped together.
This example shows them grouped by City, and
sorted by School:
Too many applicants to deal with? You can
filter them so you see only the
set of applicants you want.
toward the top of the page, click on the dropdown beside Event and
select RYLA or Young RYLA, and wait a few seconds for it to load. This
allows you to switch between the RYLA events without going back to the
Club Area and the login page (although you still have to go back to the
club area to request slots for the other RYLA).
- Organization (Rotary club):
Click this dropdown and select your club. Now you can focus on only the
applicants who select your club when they applied (or you changed their
club when you changed their status).
- Applicant Status: would
you like to see all of the applicants still in New Applicant status, or
see just those marked Available because you have an extra slot to use?
Use the Applicant Status dropdown to restrict the list to just one
The example below shows the list restricted to
a single Rotary club. Remember to change Organization or Applicant
Status back to -All- to see the whole list again!
As you're looking at the list of applicants on the web, click on an
applicant's NAME to see the application they filled out.
If they uploaded a picture, you can see that.
You can review their answers to the starndard questions at the bottom
of the page, which can help with your interview and decisions on the
applicants you wish to sponsor.
Email to Me button: if
you click on that, it sends a copy of the application to the e-mail
address listed just above the picture (which is the e-mail address
entered by the applicant).
To CHANGE their Status: Click directly on their status (which should
be New Applicant). This brings up another window showing their status
and current Rotary club.
After clicking on the Applicant's status, you must FIRST change their Current
Club to yours.
If your club already displays in the New Club field, click the Save button. If not,
click the New Club
dropdown, find and click on your Rotary club, and click the Save button in the
lower left corner.
After changing the club to yours (and clicking the Save button), you can immediately or later
change applicant's status and click the Save button again. After returning to the Applicant List page,
you will need to click the Refresh button (just above the list of applicants) in order for your new
status to appear.
– you have had contact with the applicant, and have them in this
temporary “hold” status. If another club has “contacted” your
applicant, please contact their rep to get the whole story (Find Rotary Contacts). Any
RYLA Rep can change the club and status at this point. Remember the
– you will soon or already did interview the applicant (and will have
their paperwork). You now “own” this applicant, and other clubs cannot
change the applicant’s club or status. From here, you can either
Finalize them, make them Unavailable, make them Available! to other
clubs, or change them back to Contacted (still attached to your club).
Only Interviewing and Finalized have limits on the number you can have.
Available! – You
have interviewed this student or know them in some way, but have run
out of slots and very much want them to go! This is the signal to
other clubs looking for applicants – this applicant is approved and
ready, and is attached to your club indicating that other Reps
can contact you to ask about the applicant. This is also the status to
use for applicants you have selected as ALTERNATES. If
another club selects your alternate – wonderful! It doesn’t matter who
sponsors the applicant – they get to attend RYLA!
Use the resources on the Club Information
page to help with your
interviewing process. These include:
- PDF and text versions of RYLA
- A letter to the schools
- Letters to your students
- Interview questions
- Housing Arrangement Permission
Slip (get a parent's signature on this!)
You can quickly View any of the documents to see if
it is what you need. For the documents that you may want to revise with
your club's information, you can Download a Microsoft
- Do your best to select even numbers of boys and
- Get a commitment from the student to stay for the entire
The clubs will have until May 15th to interview,
select students and send the printed registration forms to the RYLA
registrar. If the student fails to show for the camp, there
will be no refund or credit to the sponsoring club.
This is how you tell the Registrar which
students your club will send
to RYLA. Only the students you have Finalized will receive further
information and instructions about RYLA, along with being placed on a
team, given a bed, etc.
When you have decided who your winning
are, go to the Club Area
and log in using your
Login and Password. The instructions in the
Using the Applicant List
section above show how to change an applicant's status to Finalized.
Prior to faxing (not mailing) any paperwork to the Registrar, be sure that you have
your applicant(s) on the web site (scroll up a bit to see how to do that).
Please follow carefully the items in the
checklists you'll find here (there are also links to them on the Club Information page).
Please do not fax any paperwork for an applicant until you have everything for that applicant (no partial paperwork)!
RYLA Paperwork Checklist
Young RYLA Paperwork Checklist
Missing or incomplete paperwork
on the deadline may result in those slots being
lost to the club. The slots are then opened to other
clubs that want to send more students.
Here are the options if you are unable to
fill your slots:
an Alternate from another club who can fill your slots.
Go to the Applicant List, change the Applicant Status dropdown near the top to Alternate!, wait a few seconds for
it to reload, and the system shows you the applicants whom other clubs approved but were unable to sponsor. Click on
an applicant's name to view the application, and feel free to ask the other club about the applicant (go to the Find Rotary
Contacts link in the gray area on the left side of www.rmRYLA.org to find that club's RYLA Rep). The Registrar can certainly
help with this!
2) Alert the Registrar! This is a good thing to do in any case, and we may
have a few ourstanding applicants who were unable to get in.
3) Request a refund from the registrar before June 15.
Note that funds are committed on June 15, and we cannont refund money for cancellations after June 15.
If one of your students cannot come, please alert he Registrar, and you are welcome use one of your
alternates (or view alternates from other clubs). There are always
more alternates than available slots!
I will E-mail the final instructions to all of your
applicants during May and June. For Young RYLA Applicants, the e-mail includes the additional paperwork
they must complete. Please stay in touch with
your students so you can confirm that they receive it!
You need to be sure that your students have transportation
to and from RYLA.
Please remember to take these deadlines
seriously. If you miss the deadline, we will make every effort
to accommodate your request, but the committee will not be obligated to
provide space for your conferees if the RYLA or Young RYLA maximum has
been reached. If your requests and payments are not made
by March 15, your slots from last year will be allocated to other
clubs who want to send more kids than last year and who made the
Please contact us if you have any
questions or if we can be of any help in the registration process.
Dave Amen, RYLA Registrar
Contact info can be found on the Contacts