International Cooperator Handbook Table of Contents
Welcome to InterExchange and Career Training USA ...... 3 About InterExchange ...... 3 The Goals and Objectives of the J-1 Intern/Trainee Exchange Visitor Program ...... 3 Other InterExchange Programs ...... 3 Handbook Purpose ...... 4
Program Eligibility & Requirements...... 5 Intern Program ...... 5 Trainee Program ...... 5 Host Employer Eligibility ...... 6 Site Visits ...... 6 J-1 Visa Sponsorship for InterExchange Career Training USA Applicants ...... 6 InterExchange Career Training USA: Beginning to End ...... 6
Phase 1: Recruitment & Screening of Applicants...... 7 Recruitment ...... 7 Screening ...... 7
Phase 2: Completing & Submitting the Application...... 8 Program Fees ...... 8 Accident & Sickness Insurance ...... 8 Applicant Email Address ...... 9 Copies of Application Materials ...... 9
Phase 3: The Application Review Process at InterExchange...... 10 Review Period ...... 10 Program Approval ...... 10 Applying for the J-1 Visa ...... 10
Phase 4: Pre-Departure Preparations...... 12 Housing ...... 12 Culture Shock & Preparedness for Cultural Exchange ...... 12
Phase 5: Arrival in the United States...... 13 InterExchange Career Training USA Contact Information ...... 13 Activation of SEVIS Record ...... 13 Host Employer Orientation and Tax Documents ...... 13 Personal Safety & Welfare ...... 13
Phase 6: During the Program...... 14 Conflict Resolution & Crisis Management ...... 14 Change of Host ...... 14 Early Withdrawal ...... 14 Travel Outside the U .S ...... 14 Cultural Exchange Component ...... 15
Phase 7: Program Extensions or Completion...... 16 Program Extensions ...... 16 Duration of Stay ...... 16 Return to Home Country ...... 16 Continued Collaboration Between InterExchange and International Cooperators ...... 16
Glossary...... 17
Appendix...... 18
U .S . Department of State Regulations ...... 20 § 62 .22 Trainees and Interns ...... 20
CT-ICH01-1215 1 InterExchange Career Training USA Cooperator Handbook Keep in Touch!
InterExchange Career Training USA www.InterExchange.org/career-training-usa/ 100 Wall Street Suite 301 www.facebook.com/InterExchange New York, NY 10005 twitter.com/InterExchange Tel: 888.621.1202 (U.S. only) or 212.924.0446 Fax: 212.924.0575 www.InterExchange.org/articles/ Emergencies Only: 917.373.0994 instagram.com/InterExchange Email: [email protected]
Office Hours: Monday–Friday 9:30 a.m. – 5:30 p.m. EST
All information in this handbook is subject to change without notice .
InterExchange Career Training USA Cooperator Handbook 2 CT-ICH01-1215 Welcome to InterExchange and Career Training USA
About InterExchange InterExchange is a nonprofit organization with more than 40 years of experience dedicated to promoting cultural awareness through a wide range of affordable and exciting work & travel, professional training, internship, au pair, camp, language learning and volunteer programs within the U .S . and abroad . InterExchange is designated by the U .S . Department of State to sponsor the J-1 Visa for people from around the world who would like to visit and experience the U .S . We are the visa sponsor for the participants whom you recruit to visit the U .S .
As a proud J-1 Visa sponsor and cultural exchange organization, we encourage our participants and professional colleagues to learn about The Fulbright-Hays Act of 1961, also known as the Mutual Educational and Cultural Exchange Act of 1961 . This important act enables the Government of the United States to:
``increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchange; ``strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments, and achievements of the people of the United States and other nations, and the contributions being made toward a peaceful and more fruitful life for people throughout the world; ``promote international cooperation for educational and cultural advancement; and thus assist in the development of friendly, sympathetic, and peaceful relations between the United States and the other countries of the world .
Career Training USA assists international students and young professionals, ages 18-38, with J-1 Visa sponsorship for internships and practical training programs in the U .S . Candidates may apply for the J-1 Intern or Trainee Visa if they have already secured an appropriate position in the U .S . International students and recent graduates may apply as Interns and pursue an internship for up to 12 months in a field related to their academic field of study . International working professionals may apply as Trainees and pursue training programs for up to 18 months in a field related to their occupational background . To be eligible, participants’ education and work experience must have been earned outside of the U .S .
Each participant in the InterExchange Career Training USA program must follow all regulations set forth by the U .S . Department of State and maintain contact with InterExchange throughout the program . In addition to enhancing their professional development, during the program, we encourage participants to regularly take advantage of the cultural opportunities offered by their local host communities .
The Goals and Objectives of the J-1 Intern/Trainee Exchange Visitor Program Per the program regulations, the primary objectives of the programs offered under these regulations are to enhance the skills and expertise of exchange visitors in their academic or occupational fields through participation in structured and guided work-based training and internship programs and to improve participants’ knowledge of American techniques, methodologies, and technology . Such training and internship programs are also intended to increase participants’ understanding of American culture and society and to enhance Americans’ knowledge of foreign cultures and skills through an open interchange of ideas between participants and their American associates . A key goal of the Fulbright-Hays Act, which authorizes these programs, is that participants will return to their home countries and share their experiences with their fellow citizens .
Other InterExchange Programs Au Pair USA is a 12-month program that gives young people, ages 18-26, the opportunity to experience the U .S . by living with an American host family and providing childcare . In return for their services, au pairs receive room, board, a weekly stipend, accident and sickness insurance, airfare and up to $500 to use toward college-level educational courses . This program can be extended for an additional 6, 9 or 12 months after successfully completing the original 12-month program .
Camp USA program places international participants, ages 18-28, in U .S . summer camps in counselor or support staff positions . InterExchange also sponsors visas for returning staff or for participants who have found their own camp jobs . The Camp Counselor J-1 Visa is a 4-month visa . The InterExchange Camp USA program runs between May 1st and October 15th during the program year .
Work & Travel USA offers international university students ages 18-28 the opportunity to live and work in the U .S . for up to 4 months during their breaks from university . Students work in hotels, inns, amusement parks, national parks, retail stores and ski resorts, among other types of businesses . They receive a wage, assistance with housing, accident and sickness insurance,
CT-ICH01-1215 3 InterExchange Career Training USA Cooperator Handbook program support and an optional month for travel to explore the United States . Work & Travel USA also offers a 12-month program for citizens of Australia and New Zealand .
The primary objective of the Work & Travel USA program is to provide participants with the opportunity to interact with Americans and experience U .S . culture . Participants’ safety and well-being is a top priority to ensure they have a rewarding experience in the U .S .
Working Abroad enables U .S . citizens, generally ages 18-30, to experience diverse work and volunteer experiences overseas . Opportunities include Au Pair, English language instruction, work and volunteer abroad placements . We offer programs in Australia, Africa, Asia, South America and various European countries .
The InterExchange Foundation was established in 2007 to provide grants to motivated young Americans who want to contribute to worthy work or volunteer abroad opportunities . The Working Abroad Grant supports participants of select InterExchange Working Abroad programs, and the Christianson Grant supports individuals who have sought out and arranged their own work abroad programs . Many students study abroad every year, but far fewer take advantage of the opportunity to work, intern, or volunteer overseas . By providing financial assistance to talented candidates, we encourage young Americans to discover and contribute to the world and benefit from the unique and enriching insights one can only gain from living and working abroad .
Handbook Purpose This handbook includes valuable information about InterExchange Career Training USA, which provides J-1 Visa sponsorship to participants who are pursuing internships and practical training . InterExchange recognizes that in order for individuals to compete in a global market, they need to acquire experience living or working abroad .
An important aspect of delivering these opportunities is our collaboration with International Cooperators (ICs) like you, who represent InterExchange in various countries around the world . International Cooperators help to market our programs, recruit and pre-screen applicants, assist applicants in the application and pre-departure phases, and serve as an in-country contact and liaison between InterExchange and potential participants . InterExchange asks that you use this handbook to gain a greater understanding of the programs and their corresponding federal regulations so that you may provide accurate information to potential applicants and help to ensure a successful program .
For the most up-to-date requirements, policies, news and program updates, please log in to the online International Cooperator Resource Center. https://drive .google .com/folderview?id=0B-x9sWxWNSL6fjVGbmNqUHFIMS1MNzVHajlLVlotRWZOakdxNVNrbk1mb0V2 Zng5X1YxSTg&usp=sharing
InterExchange Career Training USA Cooperator Handbook 4 CT-ICH01-1215 Program Eligibility & Requirements
InterExchange Career Training USA offers two unique programs: the Intern program and the Trainee program . The federal rules and regulations for these programs are included in the Appendix .
Intern Program Eligibility: ``Currently enrolled full-time in and actively pursuing studies at a foreign ministerially-recognized degree- or certificate- granting post-secondary academic institution outside the U .S ., OR ``Have graduated from such an institution no more than 12 months prior to the exchange visitor program begin date reflected on the Form DS-2019 (applications must be submitted a minimum of two months prior to the expiration of this 12 month timeframe)
Program Duration: ``1-12 months
Field of Internship: ``Must be directly related to applicant’s academic field (interns should be at least half way through their degree programs in order to be sufficiently prepared for their internships)
Repeat Participation Is Allowed if: ``The candidate is still a student or has graduated within 12 months of new program start date . ``Current interns must return to school for at least one term before reapplying for the Intern visa . ``In most cases, applicants will not be permitted to return to the same host employer . ``Please contact us to discuss each applicant’s particular situation before submitting additional applications for the same employer .
Trainee Program Eligibility: ``A degree or professional certificate from a foreign ministerially-recognized post-secondary academic institution and at least one year of prior related work experience in their occupational field acquired outside the U .S ., OR ``Five years of work experience in their occupational field acquired outside the U .S .
Program Duration: ``1-18 months (Hospitality & Tourism training programs cannot exceed 12 months)
Field of Training: ``Must be related to applicant’s current occupational field, which the applicant is actively pursuing outside of the U .S . at time of application
Repeat Participation Is Allowed With Some Conditions: ``Person resides outside of the U .S . or its territories for at least 2 years after the end of the previous J-1 Internship or Training program . ``In most cases, applicants will not be permitted to return to the same host employer . ``Please contact us to discuss each applicant’s particular situation before submitting additional applications for the same employer .
In addition to these basic eligibility criteria, participants must also meet the eligibility criteria indicated here: www .InterExchange .org/ct-participant-requirements
Please note that any updates to our requirements will be posted on our website . Before sending new applications, you must review this site to ensure that the applicant meets program requirements .
CT-ICH01-1215 5 InterExchange Career Training USA Cooperator Handbook Host Employer Eligibility Host employers must also be eligible to participate in this program . InterExchange must ensure host employers are legitimate organizations that are willing to abide by the rules and regulations governing this program and who have sufficient staff, resources, and on-site space available for any interns or trainees they wish to host .
All interested employers must meet the eligibility criteria indicated here: www .InterExchange .org/ct-employer-requirements
Please note that any updates to our requirements will be posted on our website . Before sending new applications, you must review our site to ensure that the employer and their proposed training plan meet all program requirements .
Site Visits In addition, organizations with fewer than 25 employees and less than $3 million dollars in annual revenue are subject to a site visit, conducted by an InterExchange representative . There is a $250 fee for the visit, but once it is conducted, it is not necessary for the organization to be visited again should it wish to host InterExchange interns or trainees in the future . If there is a change of owner or office location or other significant change in the operations of the company, a repeat visit may be required . Please check the zip code list in the IC Resource Center to see the locations covered . If an applicant’s host employer requires a site visit in a zip code that is not on this list, please contact us before submitting the application so we have time to recruit a local representative .
J-1 Visa Sponsorship for InterExchange Career Training USA Applicants All InterExchange Career Training USA applicants must find an internship/training program prior to applying for J-1 Visa sponsorship through our program . Similarly, employers may recruit interns/trainees directly and ask us to sponsor the visa . All applicants must submit all of the required employer documents and information with their own program applications . You should assist applicants with informing employers of the program requirements and reviewing the required documents prior to submitting applications to Career Training USA .
InterExchange Career Training USA: Beginning to End From beginning to end, our Career Training USA program process flows through several phases . On the following pages, each phase is outlined so that you will understand what happens from the time potential candidates are recruited until participants complete their programs and return home .
InterExchange Career Training USA Cooperator Handbook 6 CT-ICH01-1215 Phase 1: Recruitment & Screening of Applicants
Recruitment On behalf of InterExchange, each International Cooperator recruits prospective candidates within its home country or from any other country in which it has licenses to operate and for which a written agreement has been arranged with InterExchange . You may use any number of recruitment strategies, including one or several of the following options:
``Online or paper-based advertisements ``Information sessions and presentations ``Exhibits at fairs and conferences ``Visits to colleges and universities, especially with global education departments ``Former participant referrals
All recruitment materials and advertising must portray the program accurately and are subject to approval by InterExchange .
Once candidates express interest in the program, you will be the liaison between InterExchange and these candidates . These applicants will work with you directly to ask questions about the program, confirm their eligibility and inquire about fees .
Screening Once potential applicants are identified, you should screen them before inviting them to complete the online application . Interviews may be conducted in person or via phone/web-cam . The results of the interview must be documented on the InterExchange Interview Report Form, which you will need to print and upload to the online application . Only third party organizations with whom InterExchange has a written agreement will conduct interviews on our behalf . All other applicants referred by lawyers and universities will be interviewed by InterExchange representatives after the applications are submitted .
You are encouraged to develop your own screening processes, but the following criteria should be assessed for each candidate:
``Program eligibility ``Program eligibility timeframe (e .g . If he or she qualifies as an intern presently, will this still be the case when he or she begins the internship? Graduates wishing to apply as interns must begin their programs in the U .S . within 12 months of graduation, so be sure these types of applications are submitted at least two months in advance .) ``Previous J-1 Visa or other U .S . experience ``English language ability ``Maturity and responsibility ``Reasons for wanting to participate and future career goals ``Understanding of program objective and mission ``Desire to return to home country at end of program
If you believe a potential applicant is suitable for our Career Training USA program, the next step will be to invite him or her to complete the online application .
CT-ICH01-1215 7 InterExchange Career Training USA Cooperator Handbook Phase 2: Completing & Submitting the Application
Prior to submitting your first application to our Career Training USA program, it is important that you view the Application Guidelines PowerPoint as well as the Online Application Instructions in the IC Resource Center . These will help you to understand how to submit a complete application, ensure all documents meet InterExchange’s specifications and use the online system with ease . Additionally, the Application Checklist for Cooperators will help you ensure you have checked all information and completed all necessary steps in the application process .
The program applications are managed through our online system through which applicants log in, complete required information and upload supporting documents . The DS-7002, which employers complete, is built in to the online application system and must be electronically signed by each phase supervisor and the applicant before submitting the application to InterExchange . Once an application is approved, the fully executed and final version of the DS-7002 printed on the official Department of State form can be accessed from the participant‘s or employer’s online application . Under no circumstances should anyone but the employer complete this document .
For the quickest possible review time, please ensure that the materials uploaded meet the criteria described in the Online Application Instructions .
Please note that upon submitting an application to InterExchange, we create and send an invoice. Therefore, the Fee and Refund Schedule goes into effect upon submission.
Program Fees InterExchange provides all International Cooperators with fees that reflect a discount from the standard rate . Each International Cooperator is permitted to charge additional fees above InterExchange’s discounted fees in order to cover recruitment and administrative costs . The fees that you may charge are those agreed upon in your program agreement with InterExchange Career Training USA . If you wish to make any changes to your fee and/or refund schedule, you must notify InterExchange in writing and obtain confirmation of our acceptance of the proposed change(s) before implementation .
Further, annually updated fee lists must be exchanged between InterExchange and each International Cooperator, as per the federal regulations of the Intern/Trainee program (§62 .22(g)) . Each fall, the program director will let International Cooperators know what the fees will be for the following year, and all cooperators must submit their fee information to InterExchange by the end of the current year in order to maintain a relationship for the following program year .
Applicants pay all fees directly to you, and then you submit the InterExchange portion of the fees to us . Full program fees must accompany each application . We will not begin the application review if any documents or any portion of the payment is missing . ICs who do not process applications and payments in a timely fashion risk a termination of ability to cooperate with InterExchange on our Career Training USA program .
Accident & Sickness Insurance Participants and any of their dependents must be covered by accident & sickness insurance for the entire length of the program . All of our Career Training USA participants are automatically covered by accident & sickness insurance that meets or exceeds the U .S . Department of State’s minimum requirements, as this insurance is included in the program fee . If the participant is bringing a dependent spouse or child, each dependent must purchase insurance, according to the fees indicated on our fee schedule .
Accident & sickness insurance is not comprehensive health insurance . If an applicant has a pre-existing condition that requires regular doctor visits or medication, he or she should ensure that additional appropriate health insurance is in place to cover any needs that are not related to an unexpected accident or illness . Some participants may have existing health insurance or be offered health insurance through their host employers, but they must still retain their InterExchange arranged accident & sickness insurance, which includes features such as emergency evacuation and repatriation of remains . No applicant can decline the coverage offered through his or her program fee .
Detailed information about InterExchange’s accident & sickness insurance can be found on our website: www .InterExchange .org/ct-insurance
Further, all employers are required to have workers’ compensation insurance . If a participant is injured on the job, he or she should file a workers’ compensation claim in order to receive the benefits of the employer’s insurance .
Applicants with pre-existing medical conditions or mental health issues should consult their home-country physicians prior
InterExchange Career Training USA Cooperator Handbook 8 CT-ICH01-1215 to coming to the U .S . to ensure conditions or issues will not worsen if subject to travel-related stress, culture shock, change in diet or climate, etc . Applicants who require continued or extended hospital care and medical treatment while in the U .S . that, in InterExchange’s opinion, interferes with the intended purpose of the program will be asked to return home to seek care at their own expense and may have their program ended .
Applicant Email Address During the application and pre-departure phases, InterExchange will contact you with any questions or to relay information to the applicant . Once participants arrive in the United States, though, InterExchange will contact participants directly with requests, updates and event invitations at the email address provided on their applications . Please ensure applicants provide an address that they check regularly and will continue to use once in the U .S . Also, emphasize the importance of their reading and responding to any and all messages sent to them from InterExchange . Failure to do so could be problematic or even result in dismissal from the program .
Copies of Application Materials Once an application is submitted to InterExchange, it becomes property of our organization . We are required to keep files for all applicants, and the file must include the original documents . If you or your applicants wish to have copies of their application materials, please make copies before sending them to InterExchange . Employers should request any information they need regarding an applicant prior to extending an offer . If employers wish to have copies of any documents (transcripts, diplomas, etc .), the applicant must submit a letter authorizing the request . This letter must be notarized and must indicate exactly which material(s) to release .
CT-ICH01-1215 9 InterExchange Career Training USA Cooperator Handbook Phase 3: The Application Review Process at InterExchange
Review Period Please encourage applicants to apply early . The average review period for complete J-1 Visa Sponsorship applications is approximately two weeks from the date an application is complete and marked “In Queue” in the online system but may be longer if the host employer requires a site visit . Applicants should apply 6-8 weeks in advance of their expected start date to allow enough time for the application review and embassy visit to ensure they will be able to begin by their proposed start date .
We do offer an expedited review option, where the application can be reviewed within 5 business days of submitting a fully completed application and payment . This option is currently only available to Intern applicants . For applicants requiring a site visit, please note that site visits cannot currently be expedited .
When applications are submitted to InterExchange, a preliminary review takes place by our Admissions Coordinator . A confirmation email is sent, informing you that the application was received and whether any materials are missing or need to be resubmitted .
Once an application is complete, you will receive another email from the Admissions Coordinator indicating it is ready for review and the estimated review time . We will then perform the official review to ensure the applicant satisfies all program rules and regulations . The application reviewer will contact you if we require additional supporting documents or if any materials require revision .
Each application is considered on a case-by-case basis and we may reject any application that we feel does not meet our interpretation of the program rules and regulations . The most common reasons for rejecting an application include the following:
``The applicant does not have the required education or experience in order to satisfy the eligibility requirements . ``The proposed internship/training program is for unskilled labor . ``The host employer does not meet the program requirements listed on our website . ``The proposed internship/training program is not related to the applicant’s field of study or occupational experience . Interns’ programs must be related to their academic field of study and Trainees’ programs must be related to their occupational background . ``The proposed program is in a field InterExchange is not able to sponsor . Our general categories for sponsorship are as follows: hospitality and tourism; information media and communications; management, business, commerce and finance; public administration and law; the sciences, engineering, architecture, mathematics and industrial occupations; and arts and culture . Please refer to the list of sponsored fields, accessible in the IC Resource Center, or contact us if you are unsure . ``The applicant is currently in the U .S ., currently on another visa and requesting a change of status or has recent and/or extensive experience in the U .S .
Program Approval If an application is approved, we send you a confirmation email with the applicant’s SEVIS ID # and instructions for paying the fee for SEVIS, the U .S . government database in which all program participants are entered upon program approval . A pre-departure email is also sent to both you and the applicant with important program information . We will mail you or the applicant (via UPS) an acceptance packet with additional information and paperwork, including the DS-2019 Form, which applicants will need in order to apply for a visa . You will need to send this information with any additional pre-departure information you wish to include to the participant or give it to them in person . Under no circumstances are you permitted to photocopy or scan the DS-2019 Form.
Applying for the J-1 Visa After applicants pay the SEVIS fee, participants must schedule an interview at the U .S . embassy/consulate . Many International Cooperators schedule these appointments for their applicants or send several applicants to the embassy/consulate together . At a minimum, applicants should take the following documents to their interview:
``DS-2019 and DS-7002 Forms ``Valid passport ``Evidence of financial support
InterExchange Career Training USA Cooperator Handbook 10 CT-ICH01-1215 ``Proof of residency in their home country ``Proof of sufficient ties to home country/reasons for needing to return after the program: `` Job offer or job to which they plan to return `` Proof of property ownership `` Proof of other assets in home country `` Evidence of family ties/responsibilities `` Proof of enrollment in a university/graduate program ``Any additional information required by the embassy/consulate where they are applying
Program approval by InterExchange does not guarantee a visa will be issued . Consular officials may request any information they deem necessary to make a decision, and the final decision regarding whether to issue a visa is up to them . Applicants who are granted the J-1 Visa must send a copy to InterExchange for our records . At this time, they will be able to make final arrangements to travel to the U .S . It is highly recommended that participants do not schedule travel until they have secured a visa . There is no guarantee that applicants will be approved for visa sponsorship or that a visa will be granted, and the period of time for their application to be reviewed by InterExchange as well as the embassy/consulate will vary .
If an applicant is denied a visa, he or she should contact you to determine whether it makes sense to re-apply . If an applicant is denied a visa, please let us know immediately whether to cancel the applicant’s program or if the applicant intends to re-apply for the visa . If the applicant does re-apply and is denied again, the DS-2019 Form must be returned to InterExchange before we can issue the appropriate refund . Similarly, any candidate who has been issued a DS-2019 Form and needs to cancel or end his or her program for any reason must return the DS-2019 Form before a refund can be issued . If you initially submitted the program fees to InterExchange, all refunds will be returned to you, and you are then obligated to refund participants according to your published policies .
CT-ICH01-1215 11 InterExchange Career Training USA Cooperator Handbook Phase 4: Pre-Departure Preparations
InterExchange sends participants a handbook and an Inside the USA Guide in the acceptance packet, but you should develop additional pre-departure materials and orientation programs to prepare participants for their time in the U .S . We also offer a mandatory online orientation for participants, which can be accessed using the login details we send in the pre-departure email . Our online orientation is a one-hour presentation that gives participants an overview of what to expect in the U .S . and how to prepare for their program . Participants should complete this orientation prior to arriving in the U .S . but must do so no later than 10 days after arrival or they will not be permitted to remain in the U .S . We track completion via participants’ login records and will receive notification once the entire orientation has been completed . This is a very important requirement, and we request your assistance with ensuring your participants complete the orientation . In addition to our resources, participants are encouraged to research the city they will be moving to and to seek out additional information on their own as well .
Housing InterExchange does not provide housing . Some employers offer housing as part of the participant’s compensation, but most employers are not able to supply this benefit . However, employers can provide participants with local newspapers and websites to find affordable options . Additionally, employers are familiar with their cities and can tell participants which neighborhoods to look in and the expected price ranges for each location .
We also encourage International Cooperators to serve as a resource . You may consider putting new participants in touch with past or current participants who have lived in the same cities to ask for recommendations and advice . Further, some participants pass apartments and cars on to other participants as one leaves the program and another joins . Anything you can do to facilitate this sort of sharing process will benefit the participants . You may also refer participants to the Housing Information section of our website: www .InterExchange .org/ct-housing . Participants are welcome to contact InterExchange for additional advice regarding housing .
Culture Shock & Preparedness for Cultural Exchange During the initial screening process, you will determine whether potential applicants are prepared for a cultural exchange program . However, it is still recommended that you discuss topics such as culture shock and the differences between their home country and the U .S ., especially with regard to American culture and business practices . The more information you provide, the better prepared participants will be once they arrive in the U .S .
Please feel free to refer participants to our website at www .InterExchange .org/american-culture to find tips and recommendations for learning about life in the U .S .
For tips on managing culture shock, visit: www .InterExchange .org/career-training-usa/internship-co-op-trainee-job/coping-culture-shock/
InterExchange Career Training USA Cooperator Handbook 12 CT-ICH01-1215 Phase 5: Arrival in the United States
InterExchange Career Training USA Contact Information Once in the U .S ., participants must contact InterExchange with any questions or concerns regarding their program and visa . We can be reached at our toll free number: 1 .888 .621 .1202 . Participants should always use this number during business hours: Monday - Friday, 9:30 a m. -5:30. p .m ., EST . If there is an emergency (participant is hospitalized, arrested, detained by immigration officials, etc ). outside business hours, participants may call our emergency line: 1 .917 .373 .0994 .
Some participants may have already developed a relationship with you and feel more comfortable reaching out to you . However, you must inform us of any concerns participants may express to you either before or after they arrive in the U .S . and instruct them to contact InterExchange first when they are in the U .S . The safety and well-being of our participants is our top priority, and we appreciate your help in ensuring they have a successful stay in the U .S . Upon arrival, participants become our responsibility, and it is absolutely imperative that they notify us immediately with any problems, questions or concerns .
Activation of SEVIS Record Participants can arrive in the U .S . up to 30 days before their program start date . Within 10 days of arrival, participants’ records need to be activated in SEVIS . They must contact us via phone or at training@interexchange .org to let us know they have arrived and to provide us with their residential address and phone number . If they do not do this, their programs may be canceled and they will either be asked to leave the U .S . or they will need to pay a fee to have their record reinstated in SEVIS . Further, until their SEVIS record is activated, participants will not be able to apply for a Social Security number, which is required in order to receive compensation and to obtain a bank account, driver’s license and sometimes even an apartment .
Any change of address during the program must be updated in SEVIS within 10 days of the change . Further, participants should notify InterExchange immediately of any changes to their email address in order to ensure they continue receiving program information and updates . We will contact participants every month of their program to verify that we still have their correct information—failure to respond to our request within 10 days will result in removal from the program . Maintaining accurate SEVIS information is essential, as is responding to all communications sent from InterExchange Career Training USA .
Host Employer Orientation and Tax Documents Most employers hold a training or orientation for their new interns/trainees to introduce them to the office and the existing staff . Participants with paid internships are required to have a Social Security number and need to complete various tax- related forms (I-9, W-4) once they begin working . Participants should contact their employers in advance to see what sort of documentation, if any, must be brought to the first day of the internship/training program . Please encourage host employers to refer to the Host Employer Resource Center, where they can find the Employer Handbook and other important information: www .InterExchange .org/career-training-usa/hire-intern-trainee/employer-resources
Personal Safety & Welfare Advise participants to be aware of the Wilberforce Act (www .uscis .gov), which protects them from human trafficking and abuse . Advise them of safety measures to prevent trafficking: www .InterExchange .org/participant-safety-know-signs-trafficking
Please view the following pamphlet for more information: www .InterExchange .org/WFA-pamphlet
Encourage them to become familiar with the program information available in our Participant Resource Center, including the section on Health & Safety and the Participant Handbook: www .InterExchange .org/career-training-usa/internship-co-op-trainee-job/resources
CT-ICH01-1215 13 InterExchange Career Training USA Cooperator Handbook Phase 6: During the Program
InterExchange contacts participants monthly via email, phone or visits to the host company . We also host networking events in cities with large numbers of participants . These events are a nice opportunity for participants to meet one another and to share their experiences with InterExchange staff .
Conflict Resolution & Crisis Management Our hope is that after an initial adjustment period, participants will progress through the program with little to no problem . It is expected that the first couple weeks on the job may be challenging and stressful, especially considering many participants are not using their native language . If there is a major illness or emergency or if a participant is arrested, we notify you so that you may inform the participant’s family/emergency contact of the situation .
Though rare, there are occasions when participants are problematic in the workplace, thus resulting in program termination . You will be notified in such situations, and we ask for your assistance in communicating with participants to resolve any issues that may arise as a result of the termination . If we feel participants should not be placed with other employers, we ask for your support in ensuring they make the proper arrangements to return home .
Change of Host If an employer is not following the training plan, if a participant is not being supervised or trained, or if a participant feels he or she is a victim of any sort of discrimination or abuse, InterExchange needs to be notified immediately so that we can speak with the employer or remove the participant from the environment if necessary .
Participants whose positions are terminated or who need to leave their positions for a valid reason may find a new position and submit a Change of Host Application within 30 days of terminating the original training . Participants must request an application from InterExchange and provide an explanation regarding why the Change of Host is necessary .
Participants may not begin an internship/training program with a new host company until a Change of Host application has been submitted and approved by InterExchange . If participants leave their positions without contacting InterExchange, we will terminate their programs, and they will be required to leave the United States immediately .
Early Withdrawal If a participant would prefer to leave the U .S . rather than apply for a Change of Host, he or she must inform InterExchange immediately . If participants end their programs more than 30 days before their original completion date, we are required to end their program in SEVIS upon notification . Under these circumstances, when a participant’s program is ended in SEVIS, the participant has 30 days to leave the U .S . Participants who are terminated from the program must exit the U .S . immediately or risk incurring negative immigration status .
Travel Outside the U .S . Participants who wish to travel outside the U .S . during their program must have their DS-2019 signed by a Responsible or Alternate Responsible Officer at InterExchange . They should send their DS-2019 Forms to InterExchange at least two weeks before they intend to travel and tell us the dates they will be out of the country and where they are traveling . We will sign the form and return it directly to the participant . Participants may not remain outside of the U .S . during their program for more than 30 consecutive days if they wish to remain in active status .
Participants in the New York Metro area may come to our office to have their form signed . They should schedule an appointment at least one day in advance to ensure that a Responsible or Alternate Responsible Officer is available to sign their document .
As participants’ programs near an end, they will need to begin making their final arrangements to travel home . You may want to be in touch with these participants, as they may want to pass their apartments, cars or other possessions on to participants who will soon be arriving . You can help to facilitate this process, and it can be a big help to new participants who will be located in the same city .
Shortly before participants’ programs end, InterExchange sends an email reminding them that once their end dates pass they will not be able to continue interning/training and that their 30 day grace period will go into effect . Participants who have not yet completed their final evaluations also receive reminders to complete them, as final evaluations are required of all participants .
InterExchange Career Training USA Cooperator Handbook 14 CT-ICH01-1215 Cultural Exchange Component Cultural exchange occurs when people gain more in-depth understanding and knowledge about another country, its culture, customs and day-to-day practices through person-to-person contact . Our participants as well as our hosts embrace this aspect of InterExchange programs and understand its importance whether they’re part of a seasonal business, a host family or a professional environment .
The United States is often described as a “melting pot” attracting people from countries all over the world . It is a culture that is continuously being reshaped and redefined as more people from other countries gain exposure to the country . It is also influenced by visitors who share their cultures during their time in the U.S ., and by the deeper insights and favorable attitudes about American life they return to their home countries with .
Spending time in the U .S . is a great opportunity to learn about American life . But beyond our participants’ day-to-day activities, InterExchange also makes an extra effort to ensure that all our international participants enjoy the full benefits of cultural exchange . We make it a priority to give international visitors the opportunity to learn about U .S . culture by encouraging them to spend time with Americans beyond just their co-workers, explore their host communities, visit unique cultural sites and participate in activities that aren’t available in their home countries .
We’ve developed comprehensive state-by-state online resources to help participants explore different cultural options: www .InterExchange .org/american-culture . Everything from which museums to visit to which foods to eat to which performances to see are included .
Guide participants to read through these options and encourage them to coordinate activities as a group with friends from their country as well as the new American friends they make . Encourage them to ask their supervisors and new colleagues about other ways they can enjoy their time in the U .S . and how they can bring new insights and practices back to their home countries . Most areas of the U .S . have many natural sites and activities that are unique to their areas . Tell participants to take advantage of the opportunities that are all around them!
CT-ICH01-1215 15 InterExchange Career Training USA Cooperator Handbook Phase 7: Program Extensions or Completion
Program Extensions Participants who are having a good experience in the U .S . often want to extend their programs . As long as participants are not currently pursuing the maximum number of months permitted for their program, they may apply to extend their program up to the maximum number (12-month maximum for interns and hospitality trainees/18 months for all other trainee programs) . For example, if a trainee’s original program is six months long, he or she may extend the program for 12 more months to get up to the full 18 months .
Participants should apply directly to InterExchange for an extension no earlier than 60 days and no later than 30 days prior to the original program end date . There is an additional program fee for extensions that must be submitted with the application .
If the extension is approved, InterExchange issues an updated DS-2019, which covers the extension period . This new form should be kept with the original DS-2019, J-1 Visa, and I-94 printout or card . Please note, though, that although a participant’s program is extended, his or her visa expires on the date indicated on the visa itself . If participants leave the country after the visa’s expiration date, they cannot return to the U .S . without re-applying for a visa even though they have been granted a program extension . The date on the DS-2019 is the date through which the participant is eligible to intern or train, but only a valid visa will permit a participant to enter the U .S .
Duration of Stay Participants are only permitted to intern/train between the program begin and end date indicated on their DS-2019 Form or Extension DS-2019 Form . In addition, all participants may remain in the U .S . for up to 30 days past their program end date (unless otherwise specified on the arrival stamp in the participant’s passport) . Many participants use this time to travel within the U .S . or to prepare to travel home . Participants may not continue their internships/training programs during this period and should not travel beyond U .S . borders other than for non-return trips . Once the grace period is in effect, the visa will, in most cases, have expired and participants will not be able to re-enter the U .S .
Return to Home Country Once participants return home, we encourage them to share their experience with other students and young professionals since one of the best methods of continued program success and advertising is through word of mouth . Some International Cooperators ask past participants to serve as program ambassadors . Past participants could provide quotes or testimonials that you could use in your recruitment materials, or they could speak about their experience at fairs or presentations . Further, sharing one’s experience with others also helps to further the goals of cultural exchange programs, as others can now benefit from the knowledge and experience gained by the participants .
Continued Collaboration Between InterExchange and International Cooperators We hope that all of your participants have an enjoyable, educational and professionally valuable experience in the U .S . As we continue to work together to promote cultural exchange, we look forward to learning more from you and your participants’ experiences . Please feel free to contact InterExchange at any time with questions and concerns or to let us know how we can make your job as an International Cooperator more effective . The U .S . government sees regulations as the foundation to ensure good programs but looks to sponsors to implement best practices . Although there are many rules and regulations placed on the program by the federal government, InterExchange defines its own application process . Suggestions from you will always be appreciated—you are experiencing this program from a different perspective, so please feel free to share any feedback you feel would benefit you, your fellow International Cooperators, and especially the participants .
As always, we look forward to working with you and your participants .
InterExchange Career Training USA Cooperator Handbook 16 CT-ICH01-1215 Glossary
DEPENDENTS: The spouse and minor unmarried children of an exchange visitor who are accompanying the exchange visitor to the U .S . A minor is a person under the age of 21 years old . Dependents are issued the J-2 Visa .
DS-2019 FORM: The Certificate of Eligibility for the Exchange Visitor (J-1) Status . It is a U .S . Department of State document issued to exchange visitors by J-1 visa sponsors . DS-2019 forms must be presented at the U .S . Embassy/Consulate in order to apply for the J-1 Visa .
EXCHANGE VISITOR: A foreign national who has been selected by a sponsor to participate in an exchange visitor program and who is seeking to enter the United States temporarily on a J–1 Visa .
HOST COMPANY: A U .S . company at which an intern or trainee pursues an internship or practical training program .
INTERN: A foreign national who either (i) is currently enrolled in and pursuing studies at a degree- or certificate-granting post-secondary academic institution outside the United States or (ii) graduated from such an institution no more than 12 months prior to his/her exchange visitor program begin date .
INTERNSHIP PROGRAM: A structured and guided work-based learning program as set forth in an individualized Training/ Internship Placement Plan (T/IPP) that reinforces a student’s or recent graduate’s academic study, recognizes the need for work-based experience, provides on-the-job exposure to American techniques, methodologies, and expertise, and enhances the Intern’s knowledge of American culture and society .
J-1 VISA: A non-immigrant visa issued to participants in a U .S . Department of State Exchange Visitor Program . J-1 Visas are required to enter the U .S . for the purpose of participating in an internship or practical training program .
J-1 VISA SPONSOR: A cultural or educational exchange organization, such as InterExchange, designated by the U .S . Department of State to administer educational programs for foreign exchange visitors . The Visa Sponsor determines applicants’ eligibility and issues the DS-2019 form .
J-2 VISA: A visa issued to spouses and dependents of the J-1 Visa holder . J-2 Visa holders are permitted to accompany J-1 Visa holders to the U .S .
SEVIS FEE: A $180 fee paid by interns and trainees to the United States Department of Homeland Security to cover the cost of administering SEVIS . The SEVIS fee is non-refundable and must be paid before applying for the J-1 Visa at the U .S . Embassy or Consulate .
SEVIS ID NUMBER: A 10-digit number preceded by the letter N that is generated when a J-1 Visa sponsor creates an exchange visitor record in SEVIS . A participant’s SEVIS identification number appears at the top left corner of the DS-2019 form .
STUDENT AND EXCHANGE VISITOR INFORMATION SYSTEM (SEVIS): An internet-based system that maintains accurate and current information on J-1 Visa holders for the duration of their internship or training program in the United States . J-1 sponsors are responsible for ensuring that information in SEVIS is accurate for J-1 Exchange Visitors, and interns and trainees are required to inform sponsors of changes of address, phone number, or employment .
THIRD PARTY: An entity cooperating with or assisting the sponsor in the conduct of the sponsor’s program .
TRAINEE: A foreign national who has either: (i) A degree or professional certificate from a foreign post-secondary academic institution and at least one year of prior related work experience in his/her occupational field acquired outside the United States, or (ii) Five years of work experience outside the United States in his/her occupational field .
TRAINING PROGRAM: A structured and guided work-based learning program set forth in an individualized Trainee/ Internship Placement Plan (T/IPP) that enhances both a trainee’s understanding of American culture and society and his/her skills in his/her occupational field through exposure to American techniques, methodologies, and expertise .
CT-ICH01-1215 17 InterExchange Career Training USA Cooperator Handbook Appendix
Sponsored fields – To see a list of all the fields InterExchange Career Training USA sponsors, visit: https://docs .google .com/spreadsheets/d/1O_cMgl6-LF1-oPUZcRae4PTTOmC73NusSv4-ir5nVWs/edit#gid=0
Sample DS-2019 Form
InterExchange Career Training USA Cooperator Handbook 18 CT-ICH01-1215 Sample J-1 Visa
CT-ICH01-1215 19 InterExchange Career Training USA Cooperator Handbook U .S . Department of State Regulations
Effective Date(s): September 10, 2010
§ 62 .22 Trainees and Interns . (a) Introduction . These regulations govern Exchange Visitor Programs under which foreign nationals with significant experience in their occupational field have the opportunity to receive training in the United States in such field . These regulations also establish a new internship program under which foreign national students and recent graduates of foreign post-secondary academic institutions have the opportunity to receive training in the United States in their field of academic study . These regulations include specific requirements to ensure that both trainees and interns receive hands-on experience in their specific fields of study/expertise and that they do not merely participate in work programs . Regulations dealing with training opportunities for certain foreign students who are studying at post-secondary accredited educational institutions in the United States are located at §62 .23 (“College and University Students”) . Regulations governing alien physicians in graduate medical education or training are located at §62 .27 (“Alien Physicians”) .
(b) Purpose .
(1)(i) The primary objectives of the programs offered under these regulations are to enhance the skills and expertise of exchange visitors in their academic or occupational fields through participation in structured and guided work-based training and internship programs and to improve participants’ knowledge of American techniques, methodologies, and technology . Such training and internship programs are also intended to increase participants’ understanding of American culture and society and to enhance Americans’ knowledge of foreign cultures and skills through an open interchange of ideas between participants and their American associates . A key goal of the Fulbright-Hays Act, which authorizes these programs, is that participants will return to their home countries and share their experiences with their countrymen .
(ii) Exchange Visitor Program training and internship programs must not be used as substitutes for ordinary employment or work purposes; nor may they be used under any circumstances to displace American workers . The requirements in these regulations for trainees are designed to distinguish between bona fide training, which is permitted, and merely gaining additional work experience, which is not permitted . The requirements in these regulations for interns are designed to distinguish between a period of work-based learning in the intern’s academic field, which is permitted (and which requires a substantial academic framework in the participant’s field), and unskilled labor, which is not .
(2) In addition, a specific objective of the new internship program is to provide foreign nationals who are currently enrolled full-time and pursuing studies at a degree- or certificate-granting post-secondary academic institution or graduated from such an institution no more than 12 months prior to their exchange visitor program begin date a period of work-based learning to allow them to develop practical skills that will enhance their future careers . Bridging the gap between formal education and practical work experience and gaining substantive cross-cultural experience are major goals in educational institutions around the world . By providing training opportunities for current foreign students and recent foreign graduates at formative stages of their development, the U .S . Government will build partnerships, promote mutual understanding, and develop networks for relationships that will last through generations as these foreign nationals move into leadership roles in a broad range of occupational fields in their own societies . These results are closely tied to the goals, themes, and spirit of the Fulbright-Hays Act .
(c) Designation . (1) The Department may, in its sole discretion, designate as sponsors those entities it deems to meet the eligibility requirements set forth in Subpart A of 22 CFR part 62 and to have the organizational capacity successfully to administer and facilitate training and internship programs .
(2) Sponsors must provide training and internship programs only in the occupational category or categories for which the Department has designated them as sponsors . The Department may designate training and internship programs in any of the following occupational categories:
(i) Agriculture, Forestry, and Fishing;
(ii) Arts and Culture;
(iii) Construction and Building Trades;
(iv) Education, Social Sciences, Library Science, Counseling and Social Services;
(v) Health Related Occupations;
InterExchange Career Training USA Cooperator Handbook 20 CT-ICH01-1215 (vi) Hospitality and Tourism;
(vii) Information Media and Communications;
(viii) Management, Business, Commerce and Finance;
(ix) Public Administration and Law; and
(x) The Sciences, Engineering, Architecture, Mathematics, and Industrial Occupations .
(d) Selection criteria . (1) In addition to satisfying the general requirements set forth in §62 .10(a), sponsors must ensure that trainees and interns have verifiable English language skills sufficient to function on a day-to-day basis in their training environment . Sponsors must verify an applicant’s English language proficiency through a recognized English language test, by signed documentation from an academic institution or English language school, or through a documented interview conducted by the sponsor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option .
(2) Sponsors of training programs must verify that all potential trainees are foreign nationals who have either a degree or professional certificate from a foreign post-secondary academic institution and at least one year of prior related work experience in their occupational field acquired outside the United States or five years of work experience in their occupational field acquired outside the United States .
(3) Sponsors of internship programs must verify that all potential interns are foreign nationals who are currently enrolled full- time and pursuing studies in their advanced chosen career field at a degree- or certificate-granting post-secondary academic institution outside the United States or graduated from such an institution no more than 12 months prior to their exchange visitor program begin date .
(e) Issuance of Forms DS–2019 . In addition to the requirements set forth in Subpart A, sponsors must ensure that:
(1) They do not issue Forms DS–2019 to potential participants in training and internship programs until they secure placements for trainees or interns and complete and secure requisite signatures on Form DS–7002, Training/Internship Placement Plan (T/IPP);
(2) Trainees and interns have sufficient finances to support themselves for their entire stay in the United States, including housing and living expenses; and
(3) The training and internship programs expose participants to American techniques, methodologies, and technology and expand upon the participants’ existing knowledge and skills . Programs must not duplicate the participants’ prior work experience or training received elsewhere .
(f) Obligations of training and internship program sponsors . (1) Sponsors designated by the Department to administer training and internship programs must:
(i) Ensure that trainees and interns are appropriately selected, placed, oriented, supervised, and evaluated;
(ii) Be available to trainees and interns (and host organizations, as appropriate) to assist as facilitators, counselors, and information resources;
(iii) Ensure that training and internship programs provide a balance between the trainees’ and interns’ learning opportunities and their contributions to the organizations in which they are placed;
(iv) Ensure that the training and internship programs are full-time (minimum of 32 hours a week); and
(v) Ensure that any host organizations and third parties involved in the recruitment, selection, screening, placement, orientation, evaluation for, or the provision of training and internship programs are sufficiently educated on the goals, objectives, and regulations of the Exchange Visitor Program and adhere to all regulations set forth in this Part as well as all additional terms and conditions governing Exchange Visitor Program administration that the Department may from time to time impose .
(2) Sponsors must certify that they or any host organization acting on the sponsor’s behalf:
(i) Have sufficient resources, plant, equipment, and trained personnel available to provide the specified training and internship program;
CT-ICH01-1215 21 InterExchange Career Training USA Cooperator Handbook (ii) Provide continuous on-site supervision and mentoring of trainees and interns by experienced and knowledgeable staff;
(iii) Ensure that trainees and interns obtain skills, knowledge, and competencies through structured and guided activities such as classroom training, seminars, rotation through several departments, on-the-job training, attendance at conferences, and similar learning activities, as appropriate in specific circumstances;
(iv) Conduct periodic evaluations of trainees and interns, as set forth in §62 .22(l);
(v) Do not displace full- or part-time or temporary or permanent American workers or serve to fill a labor need and ensure that the positions that trainees and interns fill exist primarily to assist trainees and interns in achieving the objectives of their participation in training and internship programs; and
(vi) Certify that training and internship programs in the field of agriculture meet all the requirements of the Fair Labor Standards Act, as amended (29 U .S C. . 201 et seq . ) and the Migrant and Seasonal Agricultural Worker Protection Act, as amended (29 U .S C. . 1801 et seq . ) .
(3) Sponsors or any third parties acting on their behalf must complete thorough screening of potential trainees or interns, including a documented interview conducted by the sponsor either in-person or by videoconferencing, or by telephone if videoconferencing is not a viable option .
(4) Sponsors must retain all documents referred to in §62 .22(f) for at least three years following the completion of all training and internship programs . Documents and any requisite signatures may be retained in either hard copy or electronic format .
(g) Use of third parties . (1) Sponsors use of third parties . Sponsors may engage third parties (including, but not limited to host organizations, partners, local businesses, governmental entities, academic institutions, and other foreign or domestic agents) to assist them in the conduct of their designated training and internship programs . Such third parties must have an executed written agreement with the sponsor to act on behalf of the sponsor in the conduct of the sponsor’s program . This agreement must outline the obligations and full relationship between the sponsor and third party on all matters involving the administration of their exchange visitor program . A sponsor’s use of a third party does not relieve the sponsor of its obligations to comply with and to ensure third party compliance with Exchange Visitor Program regulations . Any failure by any third party to comply with the regulations set forth in this Part or with any additional terms and conditions governing Exchange Visitor Program administration that the Department may from time to time impose will be imputed to the sponsors engaging such third party .
(2) Screening and vetting third parties operating outside the United States . Sponsors must ascertain that third parties operating outside the United States are legitimate entities within the context of their home country environment . For third parties that operate as businesses, sponsors must obtain relevant home country documentation, such as a business registration or certification . Such home country documentation must include an English Language translation for any business registration or certification documents submitted in a foreign language . Written agreements between sponsors and third parties operating outside the United States must include annually updated price lists for training and internship programs offered by each third party, and must indicate that such overseas third parties are sufficiently trained in all aspects of the programs they represent, including the regulations set forth in this Part .
(3) Screening and vetting host organizations . Sponsors must adequately screen all potential host organizations at which a trainee or intern will be placed by obtaining the following information:
(i) Employer Identification Number (EIN) used for tax purposes;
(ii) Third party verification of telephone number, address, and professional activities, e .g ., via advertising, brochures, Web site, and/or feedback from prior participants; and
(iii) Verification of Worker’s Compensation Insurance Policy or equivalent in each state or, if applicable, evidence of state exemption from requirement of coverage .
(4) Site visits of host organizations . Sponsors must conduct site visits of host organizations that have not previously participated successfully in the sponsor’s training and internship programs and that have fewer than 25 employees or less than three million dollars in annual revenue . Placements at academic institutions or at federal, state, or local government offices are specifically excluded from this requirement . The purpose of the site visits is for the sponsors to ensure that host organizations possess and maintain the ability and resources to provide structured and guided work-based learning experiences according to individualized T/IPPs and that host organizations understand and meet their obligations set forth in this Part .
(h) Host organization obligations . Sponsors must ensure that:
InterExchange Career Training USA Cooperator Handbook 22 CT-ICH01-1215 (1) Host organizations sign a completed Form DS–7002 to verify that all placements are appropriate and consistent with the objectives of the trainees or interns as outlined in their program applications and as set forth in their T/IPPs . All parties involved in internship programs should recognize that interns are seeking entry-level training and experience . Accordingly, all placements must be tailored to the skills and experience level of the individual intern;
(2) Host organizations notify sponsors promptly of any concerns about, changes in, or deviations from T/IPPs during training and internship programs and contact sponsors immediately in the event of any emergency involving trainees or interns;
(3) Host organizations abide by all federal, state, and local occupational health and safety laws; and
(4) Host organizations abide by all program rules and regulations set forth by the sponsors, including the completion of all mandatory program evaluations .
(i) Training/internship placement plan (Form DS–7002) . (1) Sponsors must fully complete and obtain all requisite signatures on a Form DS–7002 for each trainee or intern before issuing a Form DS–2019 . Sponsors must provide each signatory an executed copy of the Form DS–7002 . Upon request, trainees and interns must present their fully executed Form DS–7002 to Consular Officials during their visa interview .
(2) To further distinguish between bona fide training for trainees or work-based learning for interns, which are permitted, and unskilled or casual labor positions which are not, all T/IPPs must:
(i) State the specific goals and objectives of the training and internship program (for each phase or component, if applicable);
(ii) Detail the knowledge, skills, or techniques to be imparted to the trainee or intern (for each phase or component, if applicable); and
(iii) Describe the methods of performance evaluation and the supervision for each phase or component, if applicable .
(3) A T/IPP for trainees must be divided into specific and various phases or components, and for each phase or component must:
(i) Describe the methodology of training and
(ii) Provide a chronology or syllabus .
(4) A T/IPP for interns must:
(i) Describe the role of the intern in the organization and, if applicable, identify various departments or functional areas in which the intern will work; and
(ii) Identify the specific tasks and activities the intern will complete .
(j) Program exclusions . Sponsors designated by the Department to administer training and internship programs must not:
(1) Place trainees or interns in unskilled or casual labor positions, in positions that require or involve child care or elder care; or in clinical or any other kind of work that involves patient care or patient contact, including any work that would require trainees or interns to provide therapy, medication, or other clinical or medical care ( e .g ., sports or physical therapy, psychological counseling, nursing, dentistry, veterinary medicine, social work, speech therapy, early childhood education);
(2) Place trainees or interns in positions, occupations, or businesses that could bring the Exchange Visitor Program or the Department into notoriety or disrepute; or
(3) Engage or otherwise cooperate or contract with a Staffing/Employment Agency to recruit, screen, orient, place, evaluate, or train trainees or interns, or in any other way involve such agencies in an Exchange Visitor Program training and internship program .
(4) Issue a T/IPP for any trainee or intern for which the duties involve more than 20 per cent clerical work .
(5) Have less than three departmental or functional rotations for “Hospitality and Tourism” training and internship programs of six months or longer .
(k) Duration . The duration of participation in a training and internship program must be established before a sponsor issues a Form DS–2019 and must not exceed the sponsor’s authorized designation as set forth in the sponsor’s letter of designation or most recent letter of redesignation . Except as noted below, the maximum duration of a training program
CT-ICH01-1215 23 InterExchange Career Training USA Cooperator Handbook is 18 months, and the maximum duration of an internship program is 12 months . For training programs in the field of agriculture and in the occupational category of Hospitality and Tourism, the maximum duration of program participation is 12 months . If an original T/IPP specifies that at least six months of a program includes related classroom participation and studies, training programs in the field of agriculture may be designated for a total duration of 18 months . Program extensions are permitted within the maximum duration as set forth in the letter of designation/redesignation provided that the need for an extended training or internship program is documented by the full completion and execution of a new Form DS–7002 . 12-month training programs in the field of agriculture may not be extended to 18 months by adding six months of classroom participation and studies at the end of the original 12-month program duration . Per above, the six months of related classroom participation and studies must have been part of the trainee’s original T/IPP .
(l) Evaluations . In order to ensure the quality of training and internship programs, sponsors must develop procedures for evaluating all trainees and interns . All required evaluations must be completed prior to the conclusion of a training and internship program, and both the trainees and interns and their immediate supervisors must sign the evaluation forms . For programs exceeding six months’ duration, at a minimum, midpoint and concluding evaluations are required . For programs of six months or less, at a minimum, concluding evaluations are required . Sponsors must retain trainee and intern evaluations (electronic or hard copy) for a period of at least three years following the completion of each training and internship program .
(m) Issuance of certificate of eligibility for exchange visitor (J–1) status . Sponsors must not deliver or cause to be delivered any Certificate of Eligibility for Exchange Visitor (J–1) Status (Form DS–2019) to potential trainees or interns unless the individualized Form DS–7002 required by §62 .22(i) has been completed and signed by all requisite parties .
(n) Additional training and internship program participation . Foreign nationals who enter the United States under the Exchange Visitor Program to participate in training and internship programs are eligible to participate in additional training and internship programs under certain conditions . For both trainees and interns, additional training and internship programs must address the development of more advanced skills or a different field of expertise . Interns may apply for additional internship programs if they:
(1) Are currently enrolled full-time and pursuing studies at degree- or certificate-granting post-secondary academic institutions outside the United States; or,
(2) Have graduated from such institutions no more than 12 months prior to the start of their proposed exchange visitor program . A new internship is also permissible when a student has successfully completed a recognized course of study ( i .e ., associate, bachelors, masters, Ph .D ., or their recognized equivalents) and has enrolled and is pursuing studies at the next higher level of academic study . Trainees are eligible for additional training programs after a period of at least two years residency outside the United States following completion of their training program . Participants who have successfully completed internship programs and no longer meet the selection criteria for an internship program may participate in a training program if they have resided outside the United States or its territories for at least two years . If participants meet these selection criteria and fulfill these conditions, there will be no limit to the number of times they may participate in a training and internship program .
We look forward to working with you to ensure that participants visiting the U.S. enjoy a successful cultural exchange experience where they gain valuable professional and personal insights.
InterExchange Career Training USA Cooperator Handbook 24 CT-ICH01-1215 TEL +1.212.924.0446 FAX +1.212.924.0575 www .InterExchange org.
© InterExchange, Inc. Published December 2015