ie handbook
TRANSCRIPT
iE HandbookA Resource Guide for
Students and Host Families
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A STUDENT’S FIRST WEEK IN THE U.S. – A CHECKLIST .......................................... 4
THE CULTURAL ADJUSTMENT CYCLE ....................................................................................................... 5
IE PROGRAM RULES ........................................................................................................... 7
BEHAVIOR ............................................................................................................................................................ 7
CELL PHONES .................................................................................................................................................... 7
CHANGING HOST FAMILIES / STUDENT MOVES ....................................................................................8
COMMUNICATION ............................................................................................................................................8
CONVALIDATION ............................................................................................................................................... 9
DATING, SEX & PREGNANCY ...................................................................................................................... 9
DRIVERS EDUCATION & DRIVING A MOTORIZED VEHICLE ............................................................9
DRUGS & ALCOHOL ....................................................................................................................................... 10
EMERGENCIES ............................................................................................................................................... 10
EMPLOYMENT .................................................................................................................................................. 10
FINANCES .......................................................................................................................................................... 11
FOOD/MEALS .................................................................................................................................................... 11
HIGH SCHOOL & INTERSCHOLASTIC SPORTS PARTICIPTION .......................................................12
HOST FAMILY PARTICIPATION ...................................................................................................................13
HUNTING / FIREARM USE ............................................................................................................................14
ILLEGAL CONTENT .........................................................................................................................................14
LIFE-CHANGING DECISIONS .......................................................................................................................14
LOCAL, STATE & FEDERAL LAWS... .........................................................................................................14
MENTAL HEALTH ............................................................................................................................................14
MONTHLY REPORTS .......................................................................................................................................15
PROBLEM RESOLUTION ................................................................................................................................ 15
RETURNING HOME AT THE END OF THE IE-USA PROGRAM ........................................................... 16
RELIGION ........................................................................................................................................................... 17
SOCIAL MEDIA ................................................................................................................................................ 17
STUDENT DISMISSAL / PROGRAM TERMINATION .............................................................................18
STUDENT TRAVEL & NATURAL FAMILY VISITS ...................................................................................18
TRANSPORTATION .......................................................................................................................................... 19
INCLUDED IN THIS HANDBOOK: (Revised May 2021)
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VIOLENCE (CAUSING HARM TO ANOTHER PERSON OR PROPERTY) .......................................... 19
VISA DOCUMENT ............................................................................................................................................. 19
INSURANCE ........................................................................................................................... 21
WHAT TYPE OF INSURANCE DO IE-USA EXCHANGE STUDENTS HAVE? ......................................21
HOW CAN I FIND MY STUDENT’S INSURANCE CARD? ......................................................................21
WHAT DOES THE STUDENT’S INSURANCE POLICY COVER? ............................................................21
WHAT IS NOT COVERED UNDER THE STUDENT’S INSURANCE POLICY? ................................... 22
WHAT IS A PRE-EXISTING CONDITION? ................................................................................................ 22
WHAT ABOUT DENTAL CARE? ................................................................................................................... 22
ARE HEALTH CHECKUPS, IMMUNIZATIONS AND SPORT PHYSICALS COVERED? ................. 22
IS THERE A DEDUCTIBLE THAT MUST BE PAID AT EACH VISIT? ............................................... 22
WHAT ABOUT EMERGENCY ROOM VISITS? ........................................................................................... 23
WHICH DOCTORS CAN THE STUDENT GO TO? .................................................................................... 23
IS PRE-AUTHORIZATION NEEDED PRIOR TO OBTAINING MEDICAL CARE? .......................... 23
HOW IS BILLING TYPICALLY HANDLED? ............................................................................................ 24
DO I HAVE THE ABILITY TO GET MEDICAL TREATMENT FOR MY STUDENT? ........................ 24
WHOSE INFORMATION SHOULD BE LISTED ON MEDICAL FORMS? ............................................ 24
ARE STUDENTS REIMBURSED FOR PRESCRIPTION DRUG PURCHASES?..................................25
ADDITIONAL QUESTIONS ABOUT INSURANCE? ...................................................................................25
DEPARTMENT OF STATE LETTERS ................................................................................ 26
STUDENT AND HOST FAMILY WORKSHEET .................................................................28
EMERGENCY NUMBER: 866-794-4629 (answered 24-hours a day)
MY Local Coordinator (LC)Name:Phone:Email:
My Regional Director (RD)Name: Phone:Email:
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CHECKLIST - A STUDENT’S FIRST WEEK IN THE U.S.
The host family and student should complete the ‘Host Family Worksheet’ together, located at the back of this handbook.
The host family should take the student to a local cell phone carrier store so they can sign up for a local phone number. Pay-as-you-go phone plans are also available at large stores like Walmart and Target. NOTE: iE-USA requires that all students purchase a cell phone plan
which includes a U.S. phone number.
The student should enter important U.S. numbers into their cell phone (e.g. iE-USA’s emergency number, their RD and LC’s name and numbers, and the names and numbers of host family members).
The host family should take the student to the high school they will be attending:
Tour the high school.
Register for classes. NOTE: Spanish students should refer to the convalidation worksheet iE-USA previously provided them. This worksheet can also be downloaded from the Document section of iE-USA’s online system under ‘Convalidation’.
Meet with the Guidance Counselor to learn of ways to get involved (e.g. clubs, sports, theater, volunteering, etc.). NOTE: iE-USA encourages students to be active in at least one
extracurricular activity per semester/trimester.
If interested, the student should deposit money into a hot lunch account, pay athletic participation fees, etc.
The student and host family should download and print a copy of the student’s insurance card from iE-USA’s online system. This card should be placed in the student’s wallet so it is available to them should they need medical care.
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The student should place their passport and visa documents in a secure location which is accessible to them at all times. NOTE: Students should not give these documents to anyone, including
their host family. If the student would like to purchase a small lockbox to keep these documents, cash, and other items during their stay, the host parents can take them to a store such as Walmart to purchase one at the student’s expense.
THE CULTURAL ADJUSTMENT CYCLE
Leaving home and living with a new family on the other side of the world can be both exciting and daunting. Adjusting to this challenge can lead to several emo-tional cycles for a student. Refer to the graph below to understand what a typical exchange student’s emotional cycle looks like over the course of their stay:
Many students suffering from homesickness assume the natural “cure” is to con-tact their friends and family back home. As a result, they may spend more time in their bedroom or exhibit behavior similar to “pulling away” from their host family. While this can be a normal part of the adjustment process, it is important that a student does not stay in this “low” for too long.
Tips for host families:
Talk openly with your exchange student about how they may be feeling, and that those feelings are normal. Make sure they know you are available to support them as they navigate their way through this stage.
Be patient and compassionate with them.
As much as possible, include your student in whatever your family is doing.
The Cultural Adjustment Cycle
Arrival
Deepening Relationship
The HolidaysCulture Learning
Last Weeks
Readjustment
Settling In
Homesickness
Fatigue
Culture Shock
FALL WINTER SPRING
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Help your student set short-term goals to accomplish during the week (e.g. going for a run, talking with the guidance counselor about ways to be active at school, etc.).
Encourage your student to get involved in activities as soon as possible – this is really important!
Talk to your Local Coordinator if the situation does not improve.
Tips for students:
Be active! Talk to your school guidance counselor to learn about extracurricular activities you may be interested in.
Talk openly and frequently to your Local Coordinator and host family about how you are feeling.
Avoid communicating with your friends and family back home to often. Talking to your family and friends back home only deepens your feelings of sadiness and loneliness.
Avoid making negative comments about your host culure, host family, or high school. A negative attitude will only make you feel worse.
Finally, give yourself time to adjust.
Life begins at the
end of your comfort zone!
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IE-USA PROGRAM RULES
The information below is condensed from iE-USA’s Program Rules and Standards of Conduct. The full document is available in the “Documents” section of iE-USA’s online system under ‘Policies and Procedures’.
It is the student’s responsibility to understand and follow iE-USA Program Rules and Standards of Conduct. If the student and/or host family has questions, they should contact their Local Coordinator (LC) or Regional Director (RD).
BEHAVIOR
Students are accepted into iE-USA’s program because they met program require-ments and presented themselves as mature, respectful and open-minded individ-uals who are committed to learning about and actively experiencing a culture different from their own. Students agree in advance to serve as ambassadors while in the U.S.. Their behavior should positively and respectfully represent their home country, iE-USA, and the student exchange industry in general.
CELL PHONES
iE-USA students are required to have a U.S. telephone number while on program, at their expense.
Host families and/or schools may set rules about cell phone use. Failure to follow these rules may result in the temporary and reasonable loss of a student’s cell phone or cell phone privileges. In the unlikely event that a student temporarily loses their cell phone privileges, host families must ensure their student has access to their phone in situations where they may need to contact their host family for communication and/or safety purposes (e.g. when they are out with friends, at an event and/or away from their host family).
Per the Department of State, a student must always have the ability to contact their natural parents.
iE strongly advises host families against adding their student to their cell phone plan. If a host family chooses to do so, iE-USA is not responsible for any potential costs.
Program Rules
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CHANGING HOST FAMILIES / STUDENT MOVES
It is the policy of iE-USA that a student may only change host families as a last resort, and after all reasonable attempts at finding a solution to a conflict or issue between the student and family have been exhausted. iE-USA’s Advisory Comitteee will determine whether a change in host family is warranted. In some instances, the iE-USA Advisory Committee may determine that additional fees/expenses are owed by the student and his/her natural parents. It is understood and agreed upon that if a student is asked to leave a host family based on behavioral issues, iE-USA has no obligation to find another school or host family for this student. The location of a student’s potential new host family is at the sole discretion of the iE-USA Advisory Committee.
COMMUNICATION
In the event of a student emergency, call iE-USA’s emergency number at 1-866-794-4629. This number is answered 24 hours a day, seven days a week.
In non-emergency situations, the first line of communication for students and host families is their Local Coordinator. If needed, students and host families may also contact their Regional Director.
The Regional Director communicates information to the student’s iE representative in their home country, who communicates with the student’s natural parents.
The above lines of communication are based on iE-USA’s experience working with thousands of exchange students over the past twenty years. Failure to follow this process leads to problems and misunderstandings.
If a student’s communication with their family and friends back home negtively impacts the success of their program in the U.S., the host family and/or iE-USA may request that their communication be limited to a more manageable amount.
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CONVALIDATION
Convalidation is the process of verifying that a student’s U.S. grade transcript will be valid in their home country. This process includes having the student’s grade transcript notarized and approved with an apostille stamp by the Secretary of State.
The Convalidation process is only performed for select students who are attending school in the U.S. for credit (e.g. students from Spain). iE-USA staff know in advance which students need convalidation services. An iE-USA staff member will manage the convalidation process (students, LCs and HFs do not need to do anything). Questions should be directed to iE-USA’s main office in Minnesota.
DATING, SEX & PREGNANCY
If a student is found to be involved in a sexual relationship or inappropriate sexual behavior, the student may be sent home early.
Students found to be pregnant or responsible for a pregnancy while on program will be sent home immediately.
Under no circumstances may host families, Local Coordinators or Regional Directors offer consent to a student to terminate a pregnancy.
Dating is normal, both culturally and developmentally. There is nothing wrong with a student going to a movie, a game or out for a meal with someone they like, provided the host parents feel comfortable with the circumstances.
Serious relationships quickly cause exchange students to disconnect from their friends, activities at school, and their host family. Students should refrain from getting involved in serious relationships.
DRIVERS EDUCATION & DRIVING A MOTORIZED VEHICLE
iE-USA students may not drive any motorized vehicle - this includes, but is not limited to, any car, truck, motorcycle, All-Terrain Vehicle (ATV), boat, farm equipment, snowmobile, etc. iE-USA students may participate in driver education classes, but may NOT partake in behind-the-wheel driver’s training or obtain a U.S. driver’s license. Violation of this policy may result in the student being sent home.
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DRUGS & ALCOHOL
Purchasing, possessing, selling or consuming alcoholic beverages of any kind is against the law for individuals under the age of 21 and not allowed while on program. Violation of this policy may result in the student being sent home early.
Purchasing, possessing, selling, smoking or ingesting tobacco products of any kind is against the law for individuals under the age of 18 and not allowed while on program (this includes electronic and vapor cigarettes). Violation of this policy may result in the student being sent home early.
Purchasing, possessing, selling or using illegal drugs or any controlled drugs, unless prescribed by the student’s physician, is against the law for students and not allowed while on program. Violation of this policy may result in the student being sent home early.
EMERGENCIES
If a student finds him/herself in an emergency situation (e.g. weather event such as tornado or hurricane, school lockdown, automobile accident, etc.), host families should inform iE-USA by calling the Emergency Line as soon as it is safely possible. It is important that host parents keep open and timely communication with iE-USA so we can contact the agent in the student’s home country, and they will communicate immediately with the student’s natural parents. iE-USA Emergency Line 866-794-4629. The iE-USA Emergency Line is answered 24 hours a day.
EMPLOYMENT
Exchange students may not be employed on either a full or part-time basis, but may accept sporadic or intermittent employment that does not require a Social Security Number such as babysitting or yard work.
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FINANCES
The student must not borrow money from or loan money to anyone while on program (host family, friends, etc.).
Host families should never open a joint banking account with their exchange student.
Natural parents agree in advance to supply their son/daughter with an adequate amount of spending money at all times, normally $250-$300 per month.
The student is responsible for paying for his/her miscellaneous expenses, such as toiletries, entertainment costs, special food requests, cell phone plans, etc.
iE-USA students must pay for their portion of any incurred data charges which are significantly more than the host family’s previously-paid data plan.
Most students travel to the U.S. with a debit and/or a credit card. This is safe and convenient... and preferred!
If the student experiences problems with their credit card or withdrawing cash from a cash machine, the student should contact their natural parents right away to find a solution. Contact your Local Coordinator or Regional Director for additional assistance.
Students who arrive in the U.S. with a large amount of cash should keep a small amount with them and store the rest in a secure, locked location (e.g. special spot in the student’s bedroom, etc.). Please include a balance sheet with the cash and record the date and reason when cash is taken.
iE-USA is not responsible for lost or stolen money.
FOOD / MEALS
Host families agree to provide their exchange student(s) three well-balanced meals each day.
If a student wants to eat hot lunch at school (or off campus if allowed by the school), the student needs to pay for this.
Host families cannot charge students for groceries. However, if the student requests a special kind of food that the host family does not
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typically buy, the student must buy these items on their own. Host families should invite the student to go grocery shopping with them in these situations so the student can purchase their special food.
Host families do not need to prepare special food/meals for their exchange student(s).
Some of the best conversations occur at the dinner table. Even though it may not always be possible, try to reserve a couple of days each week to eat together as a family.
If the host family chooses to eat out at a restaurant, the student should be included in the meal as a member of the family and they should not be asked to pay for their own food.
If the host family is interested in going someplace very special or expensive for dinner that is above and beyond a traditional meal out, they can ask the student in advance if they want to participate and what it would cost to do so. If the student chooses to participate, they pay the costs discussed in advance. If the student chooses not to participate, the host family simply needs to ensure the student has alternate dinner plans (e.g. food for them to eat at home).
Host families are not responsible for accommodating a student’s elective dietary choices while on program in the U.S. (e.g. vegetarian, vegan, high-protein, etc.). Additional expenses to support such choices must be covered at the student’s sole expense.
HIGH SCHOOL & INTERSCHOLASTIC SPORTS PARTICIPATION
iE-USA expects exchange students to maintain good academic standards and to participate actively in school life. A student who is deficient at school due to problems with attendance, attitude, discipline, or failing grades may be terminated from the iE-USA Program and returned home early.
Although a student’s U.S. grades may not count toward credit in their home country, they do impact their participation in iE-USA’s program.
The exchange student is not guaranteed placement in a certain grade level, the ability to receive transferable course credits, or a high school diploma. All such decisions are at the sole discretion of the student’s school.
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No guarantee is made to the student with regard to participation in interscholastic sports. Eligibility is at the discretion of each high school and/or the State High School Athletic Association. Depending on local regulations, if a student has graduated from high school in their home country, he/she may be deemed ineligible for participation in interscholastic sports. Students who try out for high school sport teams are not guaranteed a place on the team. Please also note that some schools only permit exchange students to participate on junior varsity (JV) teams versus varsity teams.
The student must obey all school rules, attend classes regularly, assume a full course load, make a strong effort in all classes, complete assignments in a timely manner, and maintain at least a “C” average with no “F” (failing) grades at the end of a quarter or semester.
The student is responsible for all school fees. Such fees may include but are not limited to: registration, books, lockers, laboratories, gym/physical education, yearbook, class ring, letter jacket, student activities, etc..
Students are responsible for asking their teachers or guidance counselor if they need additional support at school or with their school work.
HOST FAMILY PARTICIPATION
Host families of J-1 exchange students are volunteers and receive no compensation for hosting an exchange student. Host families participate in the iE-USA program because of their desire to learn about other cultures while sharing the American way of life.
No guarantee is made with regard to placement in a particular location in the U.S., in a town of a certain size, or with a particular kind of host family (e.g. host family with a teenager in the home).
A private bedroom is not guaranteed; A separate bed is guaranteed.
The student must comply with all reasonable rules of the host family (e.g. curfews, chores, visitors, phone calls, computer use, etc.).
The student must obtain their host family’s prior permission and keep them informed at all times about their whereabouts, with whom they are with, the time of their departure, and the time they expect to return home.
Program Rules
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HUNTING / FIREARM USE
Hunting and target shooting are common hobbies for some American host families. Although iE-USA does not endorse such activities, students are permitted to participate if their natural parents and host parents have completed, signed and returned a Hunting and Firearm Hold Harmless Form, available in the Document section of iE-USA’s online system under ‘Supplemental Agreements’.
All the requirements noted on the form must be met for the student to participate.
ILLEGAL CONTENT
Exchange students may not access, view, download, receive or send any internet sites or content that might be deemed unlawful or pornographic in nature. This includes, but is not limited to, chat sites, videos, photographs, texts, pirated music, movies, etc..
LIFE-CHANGING DECISIONS
Students are not permitted to make life-changing decisions while on exchange, including but not limited to: marriage, religious conversion, tattoos, piercings or decisions with legal, political, religious, and/or social ramifications.
LOCAL, STATE AND FEDERAL LAWS
If a student is arrested, or if it is reliably confirmed that a student has acted illegally, program sponsorship will be revoked and the student must return to their home country as soon as legally possible at the expense of their natural parents.
MENTAL HEALTH
It is the policy of iE-USA that students needing mental health care, including counseling, should return home to receive such care. The level of English proficiency and the comfort speaking in English varies among exchange students. Additionally, the level of experience and comfort managing mental health issues varies significantly among host families. A student’s treatment
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can last a few weeks to many years, depending on the type of counseling and the patient’s situation. Because iE-USA cannot control these vital aspects, it is in the student’s best interest to receive mental health care in their home country, in their native language and with the long-term support of their natural parents.
MONTHLY REPORTS
As required by the U.S. Department of State (DoS), Local Coordinators write monthly reports summarizing the student and host family’s exchange experiences during the last 30 days. Information from these reports is accessible to the student’s RD and the iE contact in the student’s home country.
Students and host families are also encouraged to write their own monthly reports by following the steps below. Student:Once logged into iE-USA’s online system, select ‘Abroad’ from the gray bar and then select ‘My Reports’
Host Family:Once logged into iE-USA’s online system, select ‘Student’ from the gray bar and then select ‘Host Family Reports’.
Note: The DoS requires that exchange students report to iE-USA within 10 days any changes to their U.S. telephone number, email address or physical address while on exchange in the U.S..
PROBLEM RESOLUTION
Day-to-day life as an exchange student and host parent will not always be easy, and there will likely be times that you will experience frustration. If you experience a problem, talk about it calmly, respectfully and honestly.
Most problems start because of a communication issues, which is usually preventable. Please do not keep your concerns regarding your exchange experience to yourself - share them with your Local Coordinator or Regional Director! Too often students and host families try to manage problems on their own and by the time they notify or involve their Local Coordinator, it’s too late. These situations rarely turn out well.
Program Rules
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If a student is not following iE-USA program rules, or their behavior does not meet iE-USA’s required standard of conduct, the following process for resolving the issue is most often used:
Verbal Warning
Written Warning
Probation:
Mediation/family meetings often accompany the problem resolution process. If iE-USA deems necessary, the student may be given a written warning or probation without any prior warning being issued.
RETURNING HOME AT THE END OF THE iE-USA PROGRAM
Per the U.S. Department of State, an exchange student’s program officially ends on their last day of school or the date of their last official school commitment, whichever is later. The Department of State requests that iE-USA establishes and communicates an end of program policy for their program participants which falls within U.S. visa laws. In compliance with the above, iE-USA’s end of program policy is:
If a student is in good standing with iE-USA, AND their host family agrees to extend their stay, exchange students may remain in the U.S. for an additional 14 days after their program end date.
The only exception allowed is for exchange students traveling in the U.S. with their natural parents, provided all U.S. visa laws are adhered to. A signed iE-USA Program Release Form is required prior to any confirmed flight arrangements being made for exchange students traveling with their natural parents. Students must extend their insurance coverage, if necessary.
Unsupervised travel, travel with peers, and travel with an adult younger than 25 years old is not permitted at the end of the program.
If a student leaves a host family with any outstanding debts (e.g. medical bills not covered by insurance, unpaid school fees, etc.), the student’s natural parents will be responsible for payment of these debts.
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RELIGION
Exchange students are encouraged to participate in religious services and/or youth group activities with their host family as part of their cultural exchange experience. However, the Department of State prohibits students on a J1 visa from being required to attend religious services and/or ativities. Participation is commonly required for students on an F1 visa who attend a private school affiliated with a particular religion.
SOCIAL MEDIA
IE-USA understands both sides of social media...its value and its risks. While we know that teens are warned about the dangers of social media, exchange students should ALWAYS be smart and cautious when connecting with others online. Doing otherwise can put them and their host families in serious danger. Students should:
Never agree to meet (or get in the car) with someone they have only met online.
Always let their host family know where they are going and who they will be with.
Make every attempt to ensure their cell phone is fully charged when away from their host family’s home so they can reach someone in case of an emergency if they need help.
Never share personal information about themselves or others (e.g. personal videos, photos, full name, address, phone number, etc.) with someone they’ve only met online.
Students: There is an EASY way to know if what you are doing is right (safe) or wrong (unsafe). If you have to cover up or lie to your host family about what you are doing or plan to do, then you are doing something wrong (unsafe). Keep in mind that as a visitor in the U.S., your language skills are not the same as a native speaker. You are also not as familiar with the geography of where you are if you need help. Your safety is our number one priority so it’s important that your host family ALWAYS knows where you are and who you are with.
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STUDENT DISMISSAL / PROGRAM TERMINATION
A decision to terminate an exchange student’s program early can ONLY be made by the iE-USA Advisory Committee. Reasons for termination may include:
Violating a local, state or federal law in the U.S..
Not following iE-USA’s Program Rules and Standards of Conduct.
Showing a lack of ability to adapt or adjust to their exchange experience.
Does not possess sufficient English skills to be successful at their U.S. high school.
STUDENT TRAVEL & NATURAL FAMILY VISITS
Visits by a student’s natural family or friends during a student’s program are disruptive to the adjustment of the student and an inconvenience to their host family. All visits should occur at the end of a student’s program.
All visits must have the prior written permission of the student’s Regional Director.
The student is not permitted to travel outside the local area by him/herself or with peers.
All student travel involving an overnight stay must be approved by the host family & chaperoned by a responsible adult at least 25 years old.
The student is not permitted to hitchhike..
Travel involving four overnight stays or more requires the prior written approval of the Regional Director. A completed and signed Travel Request and Hold Harmless Form must be provided in advance (available for download in the Document section of iE-USA’s online system or by contacting your Local Coordinator).
The Local Coordinator must be informed of all travel and have a phone number to reach the student in the event of an emergency.
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If an exchange student’s travel plans include leaving the U.S., they must ensure that they have the proper documents and additional signatures on their DS-2019 or I-20 to re-enter the U.S.. Such requests require that completed and signed Travel Request and Hold Harmless Forms are provided to the student’s Regional Director at least four weeks prior to the trip’s estimated departure date. iE-USA cannot be responsible for visa applications for student visits to foreign countries.
TRANSPORTATION
Host families agree to provide reasonable transportation for their exchange student(s). When needed, a host family can assist the student with alternate carpooling options.
NOTE: Transportation via Uber, Lyft or a taxi cab is not recommended for safety reasons.
Carpooling and asking for rides is common for teenagers in the U.S. to initiate, but it is not common for teenagers in other countries where public transportation is common. Students and host families should talk openly about this and work to find solutions together.
VIOLENCE (CAUSING HARM TO ANOTHER PERSON OR PROPERTY)
Threatening to commit, committing or participating in any act of violence against another person or property is strictly prohibited and may result in a student’s program termination.
VISA DOCUMENTS
Per the U.S. Department of State, an exchange student’s government-issued documents (e.g. passports, Form DS-2019, etc.) are to remain in their possession at all time.
J-1 Students:
iE-USA provides each student a DS-2019 visa document up to six months prior to their arrival in the U.S.. This document is needed for the student to apply for their J-1 visa in their home country, and to enter the United States.
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Per the U.S. Departent of State, a student’s program officially starts on their first day of school and ends on their last day of school, or the date of their last official school comittment.
IMPORTANT: The dates listed on a student’s DS-2019 document are unofficial as this information is frequently not known when the visa document was issued. Once a student’s placement has been confirmed, their official program start and end dates are entered by iE-USA into SEVIS (SEVIS is the online database the Department of Homeland Security uses to record non-U.S. citizens in the U.S.). If a student’s school start and end dates change while they are in the U.S., iE-USA is required to update SEVIS to ensure the information listed is always current and accurate. In summary, don’t rely on the dates listed on the DS-2019 Visa Document.
F-1 Students:
The school a student will be attending in the U.S. provides each student an I-20 visa document up to four months prior to their arrival in the U.S.. This document is needed for the student to apply for their F-1 visa in their home country, and to enter the U.S.. Because this document is issued by the school, the program start and end dates listed are more frequently accurate. If a student’s program date changes, the school will update SEVIS.
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INSURANCE
WHAT TYPE OF INSURANCE DO IE-USA EXCHANGE STUDENTS HAVE?
Each exchange student signed up for a basic illness and injury health insurance plan which is underwritten by Bulstrad Life Vienna Insurance Group. Claims are administered by One Team Health (OTH). Aetna is the preferred provider network for all services rendered in the USA. Enrollment and document fulfillment is pro-vided by Global Secutive. Coverage is effective the day the student’s flight departs their home country to the U.S..
HOW CAN I FIND MY STUDENT’S INSURANCE CARD?
Exchange students are issued an insurance card, accessible to them, host families, LCs and RDs via iE-USA’s online system:
STUDENTS: Login to iE-USA.org, click on “Uploads” and then “Student Insurance PDF”.
HOST FAMILIES: Login to iE-USA.org, click on “Students” and then “Welcome Packet”.
Even more convenient, students can download the Secutive Mobile App (https://itunes.apple.com/us/app/secutive/id1097950557?mt=8) from the App Store so all the information they need is located on their phone: Insurance ID card, important contact details, they can search a doctor or hospital near their location, view the summary of their benefits, etc. Note: Global Secutive will send a ‘Welcome Email’ including the student’s certificate/policy number which they will need to use the mobile app. This email will also provide access to the ID card, personalized docu-ments, insurance guide and instructions on how to create a MyInsurance account. MyInsurance is an excellent source for all information regarding the insurance plan, including the actual policy.
WHAT DOES THE STUDENT’S INSURANCE POLICY COVER?
Basic health care for injuries and illnesses obtained while the student is on ex-change in the U.S., and third party liability insurance.
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WHAT IS NOT COVERED UNDER THE STUDENT’S INSURANCE POLICY?
Maintenance or care for a pre-existing condition, routine health checkups, preventive care, immunizations, sports physicals, care/treatment as the result of alcohol or drug use, pregnancy tests and care, psychological/mental health care, elective surgeries, injuries incurred while operating any kind of motorized vehicle or injuries incurred while participating in an extreme sport which the insurance company has deemed ‘dangerous’ (Uninsured Activities – A complete list is available in iE-USA’s online sys-tem under ‘Documents’ and then ‘Insurance’).
WHAT IS A PRE-EXISTING CONDITION?
Pre-existing conditions are illnesses or injuries, physical or mental conditions, for which the student received a diagnosis, medical advice or treatment, including a prescription drug, within 18 months prior to their insurance start date (the date they arrived in the U.S.). For example: Diabetes, joint and bone conditions, asthma, allergies.
WHAT ABOUT DENTAL CARE?
The exchange student’s healthcare plan covers emergency dental care only (e.g. emergency care as the result of an injury due to an accident, etc.).
ARE HEALTH CHECKUPS, IMMUNIZATIONS AND SPORT PHYSICALS COVERED?
Routine health checkups, preventive care, immunizations or sports physicals are NOT covered under this policy.
IS THERE A DEDUCTIBLE THAT MUST BE PAID AT EACH VISIT?
Although the coverage of each student’s health care plan is the same, natural par-ents have the option of selecting one of two deductible plans:
$0 deductible
$100 deductible per injury or illness (not per visit)
It is noted on the front of the student’s health insurance card which deductible
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plan they have. If a student has the $100 deductible plan, he/she should bring their credit card with them to all doctor visits as some health care providers require this payment up front/at the time of the visit.
WHAT ABOUT EMERGENCY ROOM VISITS?
All students have a $350 copay for treatment received at an emergency room. This fee is only waived if the student is admitted to the hospital. Unless it’s an emergen-cy, it is recommended that students have scheduled health care appointments or visits to a same day/urgent care clinic.
IMPORTANT: Students or host parents should call One Team Health (OTH) at 1-844-805-9444 prior to taking a student to the emergency room to pre-deter-mine the recommended level of care needed based on the severity of their con-dition (e.g. urgent care versus emergency room). This process is referred to as ‘triage’. In emergency situations where calling OTH is not reasonable or possible, please call within 48 hours after.
WHICH DOCTORS CAN THE STUDENT GO TO?
We recommend that host families make sure that the healthcare provider they take their exchange student to is an in-network provider. To obtain an online list of network providers in your area, go to: www.Aetna.com/docfind/custom/passport or call OTH for assistance at 1-844-805-9444.
IS PRE-AUTHORIZATION NEEDED PRIOR TO OBTAINING MEDICAL CARE?
In addition to emergency room visits (please see above), preauthorization by OTH is needed for select medical care which is scheduled in advance:
Outpatient surgery
Hospitalization
Ambulance transfers
Follow-up CAT scans or MRIs
Physical and rehabilitation services.
IMPORTANT: If the above care is received but it is not scheduled in advance, OTH must be notified within 48 hours of admission or care received. Call OTH for assistance at 1-844-805-9444.
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HOW IS BILLING TYPICALLY HANDLED? WHAT SHOULD I DO IF I RECEIVE A PAPER BILL IN THE MAIL?
The exchange student’s health care plan is designed to be paperless, with the ex-ception of select situations. Using the information noted on the student’s insurance card, the healthcare provider will automatically invoice the insurance company for care the student received while in the U.S.. In most situations, the healthcare provider will send the host family a statement listing if the insurance company paid the full amount, or if there is a balance due. If there is a balance due, the host family should forward the statement to [email protected]. At that point, an iE-USA staff member will take the lead, answering any questions or providing additional information to the insurance provider, etc..
IMPORTANT: Host families should not wait several months, or even worse, until the end of the year, to forward healthcare statements to iE-USA if an amount due is listed. Please also note that exchange students can, and should, access their Ex-planation of Benefits (EoB) through their online insurance portal. If a claim has a balance due, sending iE-USA the EoB will help us process the claim quickly (send to [email protected]).
DO I HAVE THE ABILITY TO GET MEDICAL TREATMENT FOR MY STUDENT SINCE I’M NOT HIS/HER NATURAL PARENT?
Host parents have written authorization by the natural parents to seek medical treatment for the exchange student(s) they are hosting while in the U.S.. A copy of the Medical Release Form, signed by the student’s natural parents or guardians, is included in the student’s Welcome Packet, accessible to host families via iE-USA’s online system. To access, login to iE-USA.org and click on ‘Students’ and then ‘Wel-come Packet’.
WHOSE INFORMATION SHOULD BE LISTED ON MEDICAL FORMS?
Some families list their name and contact details on required medical paperwork for their exchange student and others list iE-USA’s address and phone number (iE-USA, 309 Division Street, Suite 201, Northfield, MN 55057 / 507-301-3613). Re-gardless, if a host family immediately forwards any medical statements or invoices with a balance due to iE-USA as noted above, an iE-USA staff member will manage
the situation until it is fully resolved.
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ARE STUDENTS REIMBURSED FOR PRESCRIPTION DRUG PURCHASES?
If a student is ill or injured while on program and their healthcare provider pre-scribes prescription medicine, the student will need to pay for the prescription using their personal credit/debit card. The student should submit a reimbursement form, available online through the insurance company’s online insurance portal (e.g. the student should have received an email notifying them how to access this portal around the time they arrived in the U.S.). Students are also provided this information in writing from their home country office.
IMPORTANT: The student will need an itemized receipt showing their payment of the prescription medicine to receive reimbursement.
ADDITIONAL QUESTIONS ABOUT INSURANCE?
Call OTH for assistance at 1-844-805-9444 or end an email to [email protected].
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DEPARTMENT OF STATE LETTERS
Dear American Host Family:
On behalf of the U.S. Department of State, I welcome your decision to host a secondary school stu-dent. The secondary school student program is one of many ways foreign nationals participate in peo-ple-to-people exchange programs in the United States. People-to-people exchanges are a valuable tool of foreign policy. The secondary school student program offers a unique opportunity for you to experience firsthand the richness and diversity of a culture different from your own, and for you to exemplify Amer-ican values and culture to a foreign visitor. Through this program, you will join thousands of American families who serve as citizen ambassadors of the United States. Many families have found the secondary school student program to be a rewarding and enjoyable experience.
High School programs have been a part of U.S. public diplomacy efforts since 1949. Approximately 25,000 high school students from around the world participate in this program each year. The good will of American host families in opening their homes to these young international visitors is vital to this program’s success.
The health, safety, and well-being of the young people who participate in this program are our highest priority. A host family has many responsibilities, the most important of which is properly caring for an international student during the course of his/her program. The student is a guest in your home and in our country and you may be the first “real Americans” this young person meets. How you relate with this student will create a lasting image of our country and its people.
The regulations governing the secondary school student program are found at eCFR — Exchange Visitor Program regulations (22 CFR 62 - Exchange Visitor Program). These regulations address the most frequently asked questions about the program and provide the rules under which the pro-gram operates. It is extremely important that you notify your sponsoring organization if you have any concerns or if the student’s personal health, safety or well-being is threatened in any way. If the sponsoring organization is not responsive to your concerns, you should contact the Department of State directly through our J-1 Visa Emergency Helpline (1-866-283-9090), which is also available 24 hours a day, 7 days a week, or by e-mail at [email protected].
The secondary school student program offers you, your family, your exchange student, your local school and community the opportunity to create a strong lifelong relationship. I hope this will be a positive and rewarding experience for all of you. The Department of State is deeply appreciative of your part in ensuring the program reaches its maximum potential as a quality educational and cultural exchange experience.
The DoS regulations and iE’s designated RO and AROs are listed in the document section of iE’s online system under ‘dept. of State’.
Sincerely,
G.K. SabaDirector, Policy & Program Supportfor Private Sector Exchange
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Dear Secondary School Student:
Congratulations on your participation in the Exchange Visitor Program! On behalf of the U.S. Department of State, I want you to know that your decision to come to the United States is im-portant to us. We want your stay to be a positive and memorable experience for you.
As a secondary school student, you are part of a U.S. Department of State cultural exchange program in which you, like thousands of other students from around the world, will have the opportunity to share your language, culture and customs with your American host family, your American school and also the broader local community. Your participation in this program fos-ters a greater understanding between our countries.
You are a valued guest in the United States, and we want you to succeed in this program. Your goal should be to learn as much as you can about American customs, values and culture and to build strong relationships with your host family, new classmates, and new friends. You will be living with a host family and attending a new school, both of which may have different rules and ways of life from what you are used to, so keeping an open mind will be very important to your success.
You and your host family have agreed to follow the program rules that govern the secondary school student exchange program. We hope you have taken the time to review the program rules carefully and that you understand your rights and responsibilities. If you have any questions and/or do not understand your rights and responsibilities, please contact your U.S. sponsor.
Your U.S. sponsor is your first point of contact throughout your stay in the United States. Your sponsor is identified on your Form DS-2019, Certificate of Eligibility for Exchange Visitor Pro-gram (J-1) Status. If you have any questions about your exchange program, if you need assis-tance of any kind while you are here, or if something just does not feel right to you, immediately contact your U.S. sponsor. It is your sponsor’s responsibility to help you with any problems, needs, or concerns you may have. Your U.S. sponsor should have given you an emergency tele-phone contact number in your program orientation materials. This telephone number should be available to you 24 hours a day, 7 days a week.
If you have concerns and/or issues that your U.S. sponsor has not resolved, or you find you can-not reach your sponsor, please contact the Department of State through our J-1 Visa Emergency Helpline (1-866-283-9090), which is also available 24 hours a day, 7 days a week, or by e-mail at [email protected].
We are pleased that you made the decision to participate in the Exchange Visitor Program and I hope you enjoy your stay in the United States.
Sincerely,
G.K. SabaDirector, Policy & Program Supportfor Private Sector Exchange
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STUDENT AND HOST FAMILY WORKSHEET
Past experience has taught us that laying out the “ground rules” shortly after stu-dent arrival saves a lot of misunderstandings down the road. Students and host families should complete this worksheet together within two weeks after the stu-dent arrives in the U.S..
NAMES AND NICKNAMES
1. What should the student call his/her host parents?
2. What should the host family call the student?
MEALS AND FOOD
1. What do mealtimes usually look like on an average weekday?
2. What do mealtimes usually look like on an average weekend?
3. Is the student responsible for making their own breakfast?
4. Which foods are available to snack on?
5. Which foods are available to take to school if the student decides to pack a lunch rather than buying hot lunch at school?
6. Are there any house rules about where the student can or cannot eat food?
7. Does the student or anyone in the host family have a special food allergy or restriction?
CHORES
1. What chores is the student responsible for doing on a regular basis? (List each chore and when and how it is to be completed).
2. Is the student responsible for doing their own laundry? If yes, show the student how to operate these machines. Write the instructions down for the student to reference later. If no, who washes it and are there any special instructions for when it is washed, etc.?
HOW THINGS WORK
1. Many appliances, electronics or bathroom fixtures work differently in
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the U.S. than they do in a student’s home country. Review these common things together (e.g. what not to flush down the toilet!)
CURFEW
1. Is there a set curfew for weeknights?
2. Is there a set curfew for weekends?
3. Does the student need a key or garage code to enter the home?
FRIENDS AND NEIGHBORHOOD
1. Can the student invite friends to come over to the house? If so, under what circumstances? Do they need to provide advance notice?
2. Can the student go for a walk or run around the neighborhood? If so, are there times of day or areas which should be avoided?
3. Students, remember to ask before leaving the home - don’t just leave!
PHONE AND INTERNET USE
1. What is the access code for the internet in the home?
2. Are there any rules or guidelines to be followed regarding internet use?
3. Are there any rules or guidelines to be followed regarding cell phone use?
COMMUNICATION
1. When and how is the student expected to communicate with their host parents about their whereabouts, plans, etc.?
SCHOOL
1. What are the student’s school hours?
2. How will the student get to school each day?
3. What time does the student need to be ready to leave for school each morning?
4. How will the student get home from school?
5. Students are encouraged to be active at school. Who will pick them up after their activities?
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6. Can the student get rides from friends?
RELIGION
1. Does the host family participate in religious services? If so, is the student invited to attend?
2. What should the student wear?
3. How long does the service last?
4. Does the student have any personal requests regarding the practice of their own religion (e.g. private place to pray)?
MONEY
1. Did the student bring a credit/debit card on exchange?
2. If yes, how can they withdraw cash (e.g. who will take them to a cash machine and when)?
3. If no, students and host families should discuss how the student plans to pay for their expenses (e.g. phone plan, school fees, entertainment, etc.).
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EMERGENCY NUMBER: 866-794-4629
Mailing Address: International Experience 309 Division Street Suite 201 Northfield, MN 55057
Phone: 507-301-3613 Fax: 952-223-6103Email: [email protected]: iE-USA.org