interexchange career training usa | participant handbook · ct-ph01-0316 3 interexchange career...

Participant Handbook

CT-PH01-0316 1 InterExchange Career Training USA Participant Handbook

Table of Contents

Chapter 1 – Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Chapter 2 - About Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4About InterExchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Career Training USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Other InterExchange Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Chapter 3: Participant Rights, Protections, Understanding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Chapter 4 - Stay Connected . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Facebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Career Training USA Blog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Career Training USA Online Participant Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Career Training USA Social & Cultural Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Peer Mentor Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Ambassador Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Program Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Chapter 5 - Important Program Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10DS-7002 Form (Training/Internship Placement Plan) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10DS-2019 Form (Certificate of Eligibility For Exchange Visitor (J-1) Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11Your J-1 Visa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Chapter 6 - Applying for the J-1 Visa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 1: Pay the SEVIS Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 2: Schedule Your Appointment With the Embassy/Consulate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 3: Review and Sign Your DS-2019 Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 4: Complete Your Visa Application and Gather the Required Documents and Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Step 5: Apply for Your Visa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Step 6: Receive Your Visa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Chapter 7 – U .S . Embassy/Consulate Interviewing Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Chapter 8 - Arriving in the USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Arrival Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Clearing Customs and Border Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Entry to the U .S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Problems Crossing the Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Chapter 9 - SEVIS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18How to Activate Your SEVIS Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Keep Your SEVIS Record Accurate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Chapter 10 - Housing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Types of Housing in the USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Resources to Find Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Roommates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Avoiding Scams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Tenants’ Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Utilities, Cable and Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Housing Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Furniture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Online Housing Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Chapter 11 - Compensation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Employee Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Pay Increases & Promotions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Additional Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Chapter 12 - Social Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Chapter 13 - Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24I-9 Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24W-4 Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24How to Complete the W-4 Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Tax Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25W-2 Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Filing Form 1040NR-EZ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

InterExchange Career Training USA Participant Handbook 2 CT-PH01-0316

Chapter 14 - Insurance Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26Workers’ Compensation Insurance (Work-Related Injuries) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Accident & Sickness Insurance (General Medical Needs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Seeking Medical Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Before Arrival in the U .S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26After Arrival in the U .S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27For a Non-Emergency Accident or Illness: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27For an Emergency: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Chapter 15 – Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Travel Outside the U .S . During Your Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2830-Day Grace Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Chapter 16 - On the Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29Paperwork and Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29How to Succeed in the U .S . Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Chapter 17 - Workplace Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Adjusting to Your New Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Chapter 18 - Workplace Problems or Concerns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Sexual Harassment and Discrimination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Know Your Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Chapter 19 - Important Program Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Second Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Termination/Quitting Your Internship or Training Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Repeat Participation in the Internship and Training Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Changes in Contact Information and/or Your Training Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3330-Day Grace Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Two-Year Foreign Residency Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Chapter 20 - Program Extensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Chapter 21 - After Your Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Chapter 22 - Safe Travels! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

All information in this handbook is subject to change without notice .


Chapter 1 – Welcome

Congratulations!

You have been approved for J-1 Visa sponsorship by InterExchange Career Training USA . InterExchange brings more than 40 years of experience, knowledge and enthusiasm to the world of international educational and cultural exchange, and we are proud to be your program sponsor .

You were chosen to participate in our program because you are a highly motivated individual with a strong interest in intercultural learning . We trust that these qualities will enhance your program, impress your host company and allow you to learn a great deal about American business practices .

We hope that this handbook and the Inside the USA guide will be useful resources to help you adjust to life in the U .S . We would like to remind you that our programs are designed to promote cultural exchange and that the more you contribute to your program, the more you will receive from it . You are coming to the USA to gain experience in your field with an American perspective . We urge you to be outgoing, open-minded and flexible, both in and out of the office, which will lead you to a broader understanding of the American way of life .

Best regards,

The InterExchange Career Training USA Team

Keep in Touch!InterExchange Career Training USA

100 Wall Street Suite 301 New York, NY 10005

Tel: 800.597.1722 Fax: 212.924.0575 Emergencies Only: 917.373.0994

Email: [email protected]

Office Hours: Monday–Friday 9:30 a.m. – 5:30 p.m. EST

www.InterExchange.org/career-training-usa

www.facebook.com/InterExchange

twitter.com/InterExchange

www.InterExchange.org/articles/career- training-usa


Chapter 2 - About Us

About InterExchange

InterExchange is your J-1 Visa sponsor and source of support during your visit to the U .S . We are 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 a variety of J-1 Visa Exchange Visitor programs .

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

Our Career Training USA program assists international students and young professionals, ages 18-38, with J-1 Visa sponsorship for internships and practical training programs they have already secured 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 .

The primary objectives of our Career Training USA program 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 exchange of ideas between participants and their American associates . A key goal of the Fulbright-Hays Act is that participants will return to their home countries and share their experiences with their fellow citizens .

As a participant in the InterExchange Career Training USA program, you must follow all regulations set forth by the U .S . Department of State as well as the guidelines defined by InterExchange, your J-1 Visa sponsor . During your program, we encourage you to take advantage of the cultural opportunities offered by your local host community .

During your program and after the successful completion of your program, we’ll ask you to provide feedback in an evaluation about your experience to help us improve our services . Please take the time to submit this information, as it’s required for your participation .

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 a mandatory allowance 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 places international participants, ages 18 and up, 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 positions . 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 is a J-1 Visa program that offers international university students ages 18-28 the opportunity to live and work in the U .S . for up to four months during their summer vacation . Students work in hotels, inns, amusement parks, national parks, retail stores and ski resorts . They receive a wage, assistance with housing, accident and sickness insurance, 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 .

Working Abroad enables U .S . citizens, ages 18-30, to experience diverse work 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 .


Chapter 3: Participant Rights, Protections, Understanding

InterExchange makes it a priority to ensure that all our participants enjoy a safe, healthy and well-monitored cultural exchange experience in the U .S .

The following information describes a baseline for conduct that our participants can expect from InterExchange and their hosts as well as their responsibilities during their visits to the United States through InterExchange programs . We’re happy to say that the majority of our participants and hosts regularly make an extra effort beyond these standards to create a truly memorable, life-changing cultural exchange experience for everyone involved .

During Their Programs, InterExchange Participants Can Expect:

` A safe, healthy and legal work environment . ` A safe, healthy and legal living situation . ` Opportunities to interact with Americans on a regular basis . ` Protection of their legal rights under United States immigrant, labor, and employment laws . ` Fair treatment and payment practices . ` Right to keep passport and other documents in their possession . ` Right to report abuse without retaliation . ` Right to contact the J-1 Visa Emergency Helpline of the U .S . Department of State . ` Right not to be held in a job against their will . ` Right to end their programs and return to their home countries . ` Right to request help from unions, labor rights groups and other groups . ` Right to seek justice in U .S . courts if warranted .

Participants Can Also Expect the Following Support From InterExchange Throughout Their Programs:

` Emergency assistance 24 hours every day . (InterExchange Career Training USA Emergency Contact: 917 .373 .0994) ` Serving as a reliable resource for general information . ` Resources and guidance to help them engage in cultural learning and American daily life . ` At a minimum, monthly contact and monitoring . ` Vetting and conducting due diligence to verify each host employer or host family . ` Available staff with extensive international experience and language skills . ` Available staff who can provide support for special situations if needed . ` Acting as a neutral advocate to help resolve any disputes that occur . ` Accident and Sickness insurance that meets or exceeds J-1 Visa regulatory requirements .

Participants in Our Programs Acknowledge That:

` The primary purpose of InterExchange cultural exchange programs is to interact with U .S . citizens, practice the English language, travel and experience U .S . culture while sharing their culture with Americans .

` They will abide by the laws of the United States . ` They will abide by all rules and regulations applicable to U .S . Department of State Exchange Visitor programs . ` They have not come on a J-1 Visa program seeking permanent residency or employment in the U .S . ` They are expected to follow the guidelines of employment provided by their host employer or host family . ` InterExchange is their visa sponsor . A U .S . host employer or host family is not a visa sponsor . ` Any wages earned during the programs are only meant to help defray living expenses during the programs . Earning money is not the primary purpose of cultural exchange programs .

` Host employers and families may terminate their employment relationship with participants . ` Host employers and families do not have the authority to cancel the J-1 Visa . Only the U .S . government or InterExchange has the authority to modify a participant’s program or visa status .


` They must contact InterExchange in the event of an emergency or if any problems occur during the program . ` They will respond to all requests and inquiries sent from InterExchange . ` They are required to leave the United States at the end of their programs .


Chapter 4 - Stay Connected

InterExchange Career Training USA is here for you throughout your entire program . You are welcome to call or visit us anytime during normal business hours—Monday through Friday, 9:30 a .m . - 5:30 p .m . We are also prepared to assist you outside normal hours should an emergency arise . Remember to keep us updated about changes to your email address, phone number or living address so you can be sure to receive important program-related updates and maintain your active status in SEVIS . We also encourage you to visit our Participant Resource Center for additional information about the program: www .interexchange .org/ct-participant-resources .

Facebookwww .facebook .com/InterExchange

“Like” and follow our Facebook page to receive program updates and connect with other participants . You can post messages on the wall to find participants in your city, find out about upcoming events, ask questions or just read what everyone else is posting!

Career Training USA Blogwww .InterExchange .org/articles/career-training-usa

Visit our blog for travel guides, important program news and information about life in the U .S . You can also post your own blog there for others to read . From time to time we also offer photo or essay contests and chances to win prizes .

Career Training USA Online Participant Networkhttps://groups .google .com/forum/#!forum/career-training-network

Our participant network is a great way to connect with other J-1 Interns/Trainees on the program . Use this to find other participants near you, ask questions, get advice and start networking . To join the group, please follow the link above . Please note: You should first create a Google account, if you do not already have one . Once you set up this account, you can click ‘Apply for Membership .’

InterExchange Social & Cultural Events

In cities with large numbers of participants, InterExchange arranges social gatherings and cultural outings . You will be able to meet other interns and trainees, and members of our Career Training USA team will be there to answer your questions . You will be notified about gatherings via email as well as through our Facebook group and blog .

Peer Mentor Program

Our Career Training USA Peer Mentor Program connects incoming interns and trainees with our current participants who have already adjusted to life in the U .S ., to help build a supportive community amongst participants . Your peer mentor has gone through the process already and can answer any lingering questions you may have about life in a new country . Once you are feeling well adjusted in the U .S . yourself, you can use your valuable experience by signing up to be a peer mentor as well . If you are interested in getting a mentor, please contact InterExchange Career Training USA .

Language Partner Program

Our Language Partner Program connects interns and trainees with American alumni of InterExchange’s outbound programs . Americans who participate are interested in cultural exchange and practicing another language . In turn, they will help you improve your English and your knowledge of American culture . If you are interested in participating in this program, please contact our team .

Ambassador Program

An Ambassador is an intern or trainee who promotes the InterExchange Career Training USA program upon returning home . We will provide information, program materials and support to help you share your experience with other students and young professionals who may benefit from a J-1 experience . You should also contact the U .S . Consulate in your home country to find out about J-1 alumni events . If you are interested in participating in this program, please contact our Career Training USA team .

https://groups.google.com/forum/#!forum/career-training-network


Program Evaluations

Make sure to complete the mandatory evaluations distributed to you both during your program and at the end of your program . Your comments help us to improve the program for new participants as well as alumni .


Chapter 5 - Important Program Documents

Your Career Training USA acceptance package from InterExchange includes important information and documents you will need to apply for your J-1 Visa and to prepare you for your stay in the U .S . Please keep them safe and in your possession at all times . Make photocopies of all your documents and keep them in your carry-on luggage when traveling to the U .S .

DS-7002 Form (Training/Internship Placement Plan)

The DS-7002 Form is a U .S . government document that includes a description of your internship or training program . Before you were approved for sponsorship, you should have had time to review your plan and agree to the terms and objectives outlined in the plan . However, if anything needs to be changed, be sure to discuss this with InterExchange and your host employer immediately .

If your training plan is accurate, check your DS-7002 to ensure that it has been signed by InterExchange, your host employer and yourself before your J-1 Visa appointment . The embassy/consulate may keep your DS-7002 Form for their files, so please remember to make a copy for yourself .


DS-2019 Form (Certificate of Eligibility For Exchange Visitor (J-1) Status)

The DS-2019 Form is a U .S . government document that permits you to intern or train with a U .S . company .

The DS-2019 Form:

` Serves as proof of sponsorship for your J-1 Visa ` Identifies InterExchange as your program sponsor ` Describes the purpose of the program ` States the time period that you are legally permitted to intern/train in the U .S .

You are only allowed to intern or train with a valid DS-2019 Form and only during the dates listed in Section #3 of your form . Although you may only intern or train within these dates, you may enter the U .S . up to 30 days prior to your program begin date . You may legally remain up to 30 days after your program end date, unless otherwise specified .


Your J-1 Visa

The J-1 Visa is a sticker that is added to your passport by a U .S . Embassy or Consulate in your home country . The J-1 Visa allows you to enter the U .S . when you present it with your DS-2019 Form at U .S . Customs & Border Protection upon arrival . You cannot obtain a J-1 Visa stamp within the U .S; it must be obtained in your home country . It is generally valid for one, two or multiple entries into the U .S ., and it has an expiration date, which may or may not be the same as your program end date .

The Intern/Trainee J-1 Visa (together with your DS-2019 Form) allows you to:

` Intern/Train in the U .S . during the dates listed on your DS-2019 Form for the host employer approved by InterExchange Career Training USA

` Apply for a Social Security number

This visa does not allow you to:

` Perform unskilled labor or provide patient or child care ` Extend your work eligibility or program participation past 12 months for interns or hospitality trainees or past 18 months for all other trainees

` Intern/train for more than one host employer at the same time or obtain a second job ` Intern/train for fewer than 32 hours a week or perform more than 20 percent clerical work

The J-1 Visa is what allows you to enter the U .S . The expiration date on your J-1 Visa is the last day you may enter the U .S .—not the last day you can intern/train .

Traveling abroad with an expired visa:

If your visa expires before the program end date listed on your DS-2019 Form, which is a possibility if you extend your program, and you plan to leave the U .S . for vacation after your visa expires, you will not be able to re-enter the U .S . without a new visa . You will need to apply for the new visa at a U .S . Embassy or Consulate abroad before returning to the United States . Be sure that you know the expiration date of your J-1 Visa and plan your international travel accordingly .


Chapter 6 - Applying for the J-1 Visa

Since visa application requirements can often change, it is very important that you follow the most current procedures for J-1 Visa applications at the embassy or consulate where you will apply: www .usembassy .gov

Step 1: Pay the SEVIS Fee

SEVIS is the Student and Exchange Visitor Information System, a computerized system that manages data about international students and exchange visitors in the U .S . It tells the U .S . government where you live, where you work and your legal status on our Career Training USA program .

Before you apply for the J-1 Visa at the embassy/consulate, you must pay the SEVIS fee, which is paid to the U .S . Department of Homeland Security, to cover the SEVIS administration costs . The fee is $180 and is non-refundable .

As an exchange visitor, you are required to pay the SEVIS fee . However, if you are bringing any dependents, they do not have to pay a SEVIS fee .

In order to pay the SEVIS fee, you must submit Form I-901, using information from your DS-2019 Form . Instructions for paying the fee can be found at www .ice .gov/sevis/i901/

If you do not pay the SEVIS fee before your Embassy/Consulate appointment, you will not be considered for a J-1 Visa .

Step 2: Schedule Your Appointment With the Embassy/Consulate

Appointment and application procedures vary by embassy/consulate, so review the instructions for scheduling an appointment on their website .

Note that wait times are longer at certain times of the year and that you may not be able to get an appointment before your proposed start date . If this happens, please contact InterExchange immediately to let us know your arrival will be delayed .

Canadian citizens are, in most cases, exempt from an embassy/consulate visit and will not need a J-1 Visa to cross the border into the U .S . The DS-2019 Form, however, must be presented at the border . If you are Canadian, contact your local embassy/consulate to verify their policies .

Step 3: Review and Sign Your DS-2019 Form

The DS-2019 Form is not a visa application form or a J-1 Visa . Instead, it certifies your eligibility and permits you to apply for a J-1 Visa .

Read both sides and thoroughly check the information (e .g . your name, dates, etc .) . Errors on this form could result in a visa denial . Please inform InterExchange Career Training USA immediately if you discover any errors .

Read the instructions on the back of the form and sign your name at the bottom of page 1 to accept the terms and conditions on page 2 . Your signature is an explicit acceptance of the terms of the program . It is your responsibility as a participant of this program to abide by the laws of the federal, state and local governments of the United States as well as the rules and regulations set forth by InterExchange (your program sponsor) .

Keep your DS-2019 Form in good condition throughout the entire visa process and your stay in the U .S .

Step 4: Complete Your Visa Application and Gather the Required Documents and Payment

Carefully follow the J-1 Visa application instructions on your home country’s embassy/consulate website . Complete any required application forms and gather any supplemental materials (e .g . proof of ties to home country, proof of sufficient funds, photographs, etc .) . You will also need your DS-2019 and DS-7002 Forms .

Although the SEVIS fee is paid prior to your appointment, you will also be required to pay a visa application fee of approximately $160 . Additional fees may be required—confirm the exact amounts for your embassy/consulate .

Make copies of your completed application package before submitting it to the embassy/consulate .


Step 5: Apply for Your Visa

Submit the following to the embassy/consulate:

` Signed DS-2019 Form ` Signed DS-7002 Form ` Your passport (valid for at least 6 months beyond the end date on your DS-2019 Form) ` Proof of payment of the SEVIS fee and payment or proof of payment of the J-1 Visa fee ` All visa application forms required by your embassy/consulate ` Any supporting materials or information required by your embassy/consulate

Step 6: Receive Your Visa

If your J-1 Visa is granted, the embassy/consulate will put the visa sticker in your passport and return it and your DS-2019 form to you .

Please submit a copy of your visa to InterExchange for our records .

If you are denied a visa, please contact InterExchange immediately to discuss your options for reapplying . In many cases you will be able to reapply and will simply need to bring information that you did not have during your first attempt . Be sure to contact us so we can help you decide if reapplying is a good idea and also so we can amend your program dates, if necessary .


Chapter 7 – U .S . Embassy/Consulate Interviewing Tips

Please note that almost all our Career Training USA participants will be required to interview at the embassy/consulate . If you are required, please prepare using the following tips to prepare for your interview .

` Ties to Home Country. Consular officers assume that all non-immigrant visa applicants are intending to immigrate to the U .S . You are responsible for proving that you plan to return home after your program . You must prove you have “compelling ties” to your home country, such as family members who still live in your home town, university classes to attend after your program, a job lined up after you return, bank statements showing financial assets in your home country, or anything else that indicates your clear intention to leave the U .S . at the end of your program . It is best if you bring supporting documentation such as a job offer letter, proof of student status or documents for assets in your home country . Without this proof, it will be difficult to show you have ties to your country .

` Interview Alone. Do not bring parents, family members or friends with you to the interview . The consular officer wants to interview you, not your family or friends . If you are not willing to speak on your own behalf, you will not appear mature enough to participate in a cultural exchange program and you will be denied a visa .

` Practice Your English Skills. You will be interviewed in English, not in your native language . You should be practicing English every day, preferably with a fluent speaker, in preparation for your U .S . experience . This practice will also help you prepare for your interview .

` Relax and Answer Questions Directly. Consular officers often feel pressure to conduct quick interviews because there are many people applying for visas . Then, they must decide whether or not to grant you a visa after speaking to you for only a few minutes . Remain calm and try not to be nervous . Listen to the question asked and respond accordingly . Do not prepare speeches for the interview, do not be afraid to speak English and answer the consular officer’s questions as best you can .

` Know Why You Want a Visa. Be sure that you understand the purpose of the J-1 Intern/Trainee Visa . This is a cultural exchange program—not a work program or pathway to immigration . Know something about the place you are going and where you plan to live . You should also be able to identify and explain your own personal reasons for this program to the consular officer .

` Be Polite and Positive. Do not argue with the consular officer . If you are denied a J-1 Visa, you should ask why, specifically, you were denied . Also, ask the consular officer for a list of documents he or she would suggest you bring if you re-apply or how you can improve your chances of receiving a visa in the future .


Chapter 8 - Arriving in the USA

Once you have your J-1 Visa, you will be ready to travel to the U .S . However, please do not arrive in the U .S . more than 30 days prior to your program start date . If you enter the U .S . more than 30 days before your start date, you may not receive the entry/exit stamp in your passport that corresponds to your J-1 Visa, or the consular official may deny you entry into the U .S .

Arrival Documents

When you travel to the U .S ., have your DS-2019 Form, passport and J-1 Visa available for review . During your flight, an attendant will give you a Customs Declaration Form (Form CF-6059) to complete before the end of your flight . You must declare items of value before entering the U .S . Personal items, such as clothing, portable electronics and toiletries should not be declared on this form . You must also enter your U .S . address on this form . You may be required to pay a duty, or tax, on certain items . Some types of goods, including most agricultural products, may not be brought into the U .S .

For further information regarding how to fill out this forms, visit: www .cbp .gov/travel/clearing-cbp/traveler-entry-form

Clearing Customs and Border Protection

Upon arriving in the U .S ., you will immediately go to Customs and Border Protection (CBP) to request admission to the U .S . To facilitate your entry, please tell the CBP official that you are a J-1 Exchange Visitor when presenting the following documents for inspection:

` Your valid passport, including your J-1 Visa ` Form DS-2019 ` Form CF-6059B

If you are coming to the U .S . by air or sea, your arrival record will be recorded electronically by CBP . We recommend you access and print your electronic arrival record (I-94 record) by visiting www .cbp .gov/i94 . You will keep this printed copy with you when applying for important documents like your Social Security number or other forms of identification in the U .S .

Visitors coming to the U .S . through a land border (most common with Canadian or Mexican participants) will receive a paper form I-94 record from the CBP officer at the port of entry .

If requested, you may also need to provide InterExchange Career Training USA’s contact info . Please carry the following information with you:

InterExchange 100 Wall Street ., Suite 301 New York, NY 10005 212 .924 .0446 | 888 .621 .1202 training@interexchange .org

At the border, you will be entered into a United States Citizenship and Immigration Services (USCIS) database, and you may also be fingerprinted and photographed . To learn more about U .S . arrival procedures, visit: www .cbp .gov/travel/clearing-cbp

Entry to the U .S .

Once CBP’s inspection is complete, the officer will stamp your passport with the date of admission, class of admission, and the time frame you are authorized to stay in the U .S . The officer should write the letters “D/S” as the time frame; this means “Duration of Status .” The duration of status includes the program dates listed on your DS-2019 Form, plus 30 days of travel/personal time immediately after your program end date . Though rare, the officer may write an actual date instead of D/S . This is the date by which you are required to leave the U .S . Note: If the date is before your program end date, you must end your program early and leave the U .S . by this date . Notify InterExchange immediately if this occurs .


Problems Crossing the Border

It is rare for J-1 Visa holders to encounter difficulties when crossing the U .S . border . However, if you are agitated, act suspiciously or if you are missing any documents, CBP officials may subject you to further questioning . If you do not have your DS-2019 Form available, you may be detained and you may also be flagged in the computer system, thus causing delays on future trips to the U .S . The best way to assure a smooth entry is to have all of the appropriate forms completed and ready to present to CBP, be friendly and patient in line and with the CBP official, and answer their questions honestly . If you do encounter any problems though, please provide CBP with InterExchange Career Training USA’s contact information so that they can contact us .


Chapter 9 - SEVIS

All program participants must contact InterExchange Career Training USA within 10 days of arriving in the U .S . to register with SEVIS . If you do not send your information to us, you will not be permitted to remain in the U .S . and your ability to obtain another visa to enter the U .S . may be jeopardized . Also, you cannot apply for a Social Security number until your record has been activated in SEVIS . You cannot get paid for your internship/training program until you have applied for a Social Security number .

Be sure to follow the steps below in order to comply with SEVIS policies .

Before you depart for the U .S ., you are required to watch the InterExchange online orientation . To ensure the smoothest possible transition to the U .S . and to prevent any unnecessary delays when entering the U .S ., it is very strongly recommended that you complete this orientation BEFORE you depart for the U .S . If you are unable to watch the orientation prior to your arrival, you MUST complete this required orientation no more than 10 days after arriving in the U .S . or you will not be permitted to remain on the program . You can access the orientation here: orientation .InterExchange .org and log in using the email address you provided in your application and your SEVIS ID number . InterExchange cannot activate your SEVIS record until you complete all 12 lessons in the orientation .

How to Activate Your SEVIS Record

Within 10 days of arriving in the U .S ., you MUST let us know that you have arrived so that we can activate your SEVIS record . You will receive an email from us asking you to complete our arrival webform . You will need to confirm the following information:

1 . Your exact arrival date into the U .S . 2 . Your residential address in the U .S . 3 . Your mobile and residential phone number (if you have one) in the U .S . 4 . Your date of birth 5 . Copy of your visa if you have not submitted it yet 6 . Exact arrival date of your dependents (if applicable)

If you do not confirm your arrival with InterExchange, your program will go to “No Show” status in SEVIS and your record will be deactivated . To reactivate your record, you must pay an additional $367 .

Note: Contact us to activate your SEVIS record within 10 days AFTER you arrive in the U .S . Your record cannot be activated before coming to the U .S .

Keep Your SEVIS Record Accurate

If your U .S . address, phone number or email address change, you must notify us within 10 days of the change . If you quit your internship/training program or if you are terminated from your position, you must contact InterExchange Career Training USA immediately . As an Intern/Trainee, you are required to intern/train for the entire duration of your program . If you quit or are terminated from your internship/training program, you will have 30 days to locate a new host employer and complete the Change of Host Application . If you are unable to secure a new host employer, your program will be ended in SEVIS, and you will be required to return home .

Note: You will also be contacted every 30 days throughout the program by InterExchange Career Training USA, asking you to verify all of the information we have on file for you . You MUST respond to each communication within 10 days or you will not be permitted to remain on the program . Maintaining accurate SEVIS information is essential, as is responding to ALL communications sent from InterExchange Career Training USA .

https://orientation.InterExchange.org


Chapter 10 - Housing Information

Types of Housing in the USA

Housing options vary across the U .S ., so all of the following options may not be available in the area where you will be interning or training . You should consider how much you are willing to spend, if you wish to live alone or with others and how far you are willing to commute each day . In addition to reading the information that follows, you can visit our website for more housing resources and guidance: www .InterExchange .org/ct-housing

Apartments

` Renting an apartment by yourself will provide you with the most freedom; however, it can also be very expensive . ` Sharing an apartment with other people is a cost-efficient way to live in a large city like New York . You agree to divide responsibilities and payment of rent and bills . You may have your own bedroom or a shared bedroom, depending on the share arrangement .

` Subletting is when you take over an apartment lease from a tenant who leaves for a few months or longer . You assume the responsibilities of paying rent and bills and the original tenant assumes all responsibilities under the lease . If considering a sublet, ask if the tenants have the legal right to sublet the apartment or you may find you’ll have to move earlier than intended if it’s not legal .

` Dormitory-style apartments and university housing have a greater sense of community and social interaction, typically requiring you to share a bedroom and bathroom with other individuals . Most dormitories also provide essential housing needs, such as furnished rooms, Internet access, kitchen and laundry facilities, and, in some cases, even meals .

Homestays

` Homestays offer the opportunity to improve language skills and sample American culture by living with a U .S . family . You will typically have your own bedroom and arrange to take an allotted amount of meals with the family each week . Use a reputable homestay provider who has thoroughly vetted the homestay hosts .

Hostels

` Hostels are great for temporary accommodation while you look for something more long-term . Hostels typically require you to share a bedroom and bathroom with other residents, but they also provide opportunities to meet other young people and make friends .

Resources to Find Housing

` Start by talking to your host employer about the city or neighborhood where you will be working and the neighborhoods they recommend: What are the best websites, newspapers, or other resources people use in the area to look for housing?

` Refer to some of the websites we have compiled which may help in your search at www .InterExchange .org/ct-housing ` Once you identify a potential apartment, schedule a viewing before signing anything, and remember to bring the Housing Checklist that was provided in your acceptance packet .

Roommates

` Finding Roommates: Roommates can be found through word of mouth once you arrive in the U .S . or through websites such as Roommates .com or Roomster .com . Craigslist .org also has a section specifically for rooms and shared apartments . This is a great place to look if you want to live with roommates/rent a room only and not search for your own apartment .

` Roommate Agreement: When living with a roommate or multiple roommates, issues can arise . Before finalizing your housing situation, it’s a good idea to sit down with your roommate(s) to discuss apartment/house rules and delegate responsibilities . Some examples include how space will be shared, sharing costs of household items and cable/Internet and rules about guests and boyfriends or girlfriends . Some roommates will write a “roommate contract .” It’s recommended to agree upon these types of decisions before you sign a lease together .

` Roommate Conflicts: Even if you get along well with your roommates and abide by your housing rules, conflicts can always come up . It’s important to communicate with your roommates to avoid escalation of a problem . Take a look at the links below for tips on solving problems with your roommates . You can also contact InterExchange for advice regarding a housing conflict .

http://www.InterExchange.org/ct-housing


` How to Get Along with Roommates and Resolve Conflict: www .ehow .com/how_2134080_resolve-roommate-conflict .html

Avoiding Scams

There are a lot of housing scams, especially on the Internet, so you must conduct your housing search carefully . It is highly recommended that you secure short-term housing upon arrival (e .g . in a hostel) and conduct your housing search once you are in the U .S . If you absolutely must secure long-term housing before arriving in the U .S ., it is recommended that you look for an established university or residence facility rather than an individual apartment owner .

If you find you have been the victim of a housing scam, you can report it to the FTC (Federal Trade Commission) and/or the FBI’s Internet Crime Complaint Center (IC3) .

Please make sure to read the instructions first about what to include in the report .

You can also visit the following websites for tips on avoiding fraud:

` www .wikihow .com/Avoid-Scams-on-Craigslist ` www .fraudguides .com

Tenants’ Rights

Know your rights and what you’ve agreed to— read your lease!

` U .S . Department of Housing & Urban Development (HUD): portal .hud .gov/hudportal/HUD ` www .HousingNYC .com and NYC .gov (specific to New York City) ` www .tenant .net

Safety

Safety should be a high priority when looking for housing . The best thing to do is to visit a neighborhood before moving there . Also visit websites like www .city-data .com for information on crime statistics, median income, etc .

Transportation

` Is there easy access to public transit? ` Will you need a bike or are most things within walking distance? ` Will you need a car?

Utilities, Cable and Internet

` Find out which utilities (heat, electricity, water, cooking gas, cable, Internet, etc .) you are responsible for paying, as it will vary from apartment to apartment . You can get a list of local utility and cable companies from your landlord .

` Cable, Internet, and phone services can often be purchased together from one company . Assess what is most important to have at home before buying a monthly package, as they can be expensive . Ask your colleagues what is typical for your host city in terms of securing utilities .

Housing Costs

Average monthly cost of housing really depends on location, the type of housing and what is included (furniture, utilities, etc .) .

A security deposit (equal to one month’s rent or more) as well as first and sometimes the last month’s rent are due when you sign your lease .

Often, a one or two year lease is required when renting an apartment, but depending on the housing arrangement you select, you may be able to negotiate a shorter lease or a month-by-month lease . This is important in case you need to leave the U .S . early— there may be a fee for leaving before your lease ends, so be sure to discuss this before signing a lease or housing agreement .


Furniture

You will be able to find both furnished and unfurnished housing options in the U .S . A furnished room or apartment will often be more expensive, but it can also help to reduce the costs of purchasing furniture and apartment necessities after you arrive .

If you need to furnish your apartment, you can find inexpensive furniture and kitchen supplies at places like Wal-Mart, Target, IKEA, K-Mart, etc .

Online Housing Resources

For more details, web links and frequently asked questions, please visit our housing guide at: www .InterExchange .org/ct-housing


Chapter 11 - Compensation

Each participant’s compensation package is different—there is no standard amount of money that you will earn while interning or training in the U .S . In fact, many internships are unpaid . The amount listed on your training plan is the amount of money that you can expect to earn during your program . Please note that you will be required to pay taxes on any income you earn, so the amount of money you receive each month may be lower than the gross amount indicated on your training plan .

Employee Benefits

Host employers are not required to extend the same benefits to interns and trainees as they would to a regular employee . Therefore, before you arrive, you should discuss issues such as overtime, vacation time, sick time and paid holidays so that you understand how these things may affect your pay . There is nowhere to explain this type of information on the training plan, so you should ask about it so that you are not surprised later . It is also highly recommended that you request that this information be provided to you in an official letter .

Pay Increases & Promotions

In some cases, your employer may wish to offer you a raise or promotion if they feel that you have done an excellent job and deserve higher pay or more responsibility . This is up to your employer to decide—we cannot make your employer pay more money than what is listed on your training plan . In the event that your employer would like to add new responsibilities to your job description, these responsibilities must first be approved by InterExchange and a new DS-7002 form may need to be created .

Also, if more than one intern/trainee is interning/training with your host employer, please note that your employer is not obligated to give all of you raises and/or promotions . If your fellow intern gets a raise, it does not mean that you will get one as well . Your employer will consider various factors when deciding whom to give raises and promotions .

Additional Employment

If you will be unable to support yourself financially throughout your program, it is recommended that you withdraw from the program before traveling to the U .S .

Important: Under NO circumstances are you permitted to seek additional employment while in the U .S ., so please do not plan to rely on a second job to supplement your income . Working anywhere else besides your internship/training program location is strictly prohibited and is a very serious violation of the terms of your visa . Your program will be terminated and you may not be allowed to return to the U .S . in the future if you violate this rule .


Chapter 12 - Social Security

Social Security numbers are used to report your earnings to the U .S . government . Your Social Security number is unique to you and will never expire . Should you enter the U .S . on a future work or study program, your Social Security number would remain valid, so please keep your number and card in a safe place .

Protect your personal ID and confidential information. Your Social Security number is yours alone . Do not allow others to use your number . Record your number in a safe place in case your card is lost or stolen . Protect both your card and your number to prevent misuse .

If you are not receiving any payment from your host employer, you are not required to have a Social Security number . However, it is still recommended that you apply for a number, as you may need it for opening a bank account, renting an apartment, or applying for a U .S . driver’s license .

To avoid delays in obtaining a Social Security number, please remember to contact InterExchange Career Training USA to activate your SEVIS record—you will not be able to get a Social Security number until your SEVIS record is activated . We recommend waiting 5-10 days after SEVIS activation before applying for your Social Security Number, as it sometimes takes a few days for SEVIS information to be updated in the Social Security Administration’s database . To apply, visit a Social Security Administration Office near your host employer . To find an office near you, visit: http://ssa .gov/locator/ Most Social Security offices are only open Monday through Friday from 9:00 a .m . - 4:30 p .m . and are busiest between the hours of 11:00 a .m . – 2:00 p .m . Try to avoid going during this time, if possible .

When applying for a Social Security number, please bring the following items with you:

` Your passport, including your J-1 Visa ` Your DS-2019 Form ` Your I-94 Arrival/Departure printout or card ` Your ‘Dear Social Security Officer’ letter, included in your acceptance package from InterExchange

Read all instructions before you fill out the application. Here are some tips:

` Use your employer’s address as your mailing address, especially if you have not yet arranged permanent housing ` For the question regarding CITIZENSHIP, check the box labeled “Legal Alien Allowed To Work” ` You can leave the questions regarding your mother and father’s social security numbers blank

The wait time to get your card will be 4-6 weeks, so be sure to keep your receipt letter, which is proof that your application has been given to Social Security . You are allowed to intern/train and be paid before your Social Security card arrives if you have already applied and have provided your receipt to your employer .

If you have any questions or lose your card, please call the Social Security Administration’s toll-free number: 1 .800 .772 .1213 . Or, visit their website at: www .ssa .gov . For more information on applying for a Social Security number, visit: www .ssa .gov/ssnumber/

http://ssa.gov/locator/

http://www.ssa.gov


Chapter 13 - Tax Information

If you are doing a paid internship or training program, you will be required to pay taxes to the U .S . government .

I-9 Form

When you arrive at your host company, you must complete an I-9 Employment Eligibility Verification Form, which notifies the Federal Government that you are allowed to work in the United States . You need to show your passport, I-94 printout or card, J-1 Visa and DS-2019 Form to your employer when completing this form . You are only required to fill out Section 1 . Your employer will complete Section 2 . Remember to fill out Section 1 using your U .S . work address .

W-4 Form

For tax purposes, you are required to fill out a W-4 Employee Withholding Allowance Certificate as soon as you start your internship/training program . Based on the information you provide on the W-4 Form, your employer will calculate the amount of federal, state and local taxes to be withheld from your paycheck .

U .S . law requires that you pay federal, state and local taxes . Your employer will deduct money from your paycheck every pay period . As an income-earning individual, you will be taxed on income from salaries, wages and tips . Your employer will submit the amount withheld directly to the federal government . Deductions for state and local taxes will vary . Some states do not have a personal income tax; others may tax income as much as 8% . Similarly, local taxes will vary but will be lower than state taxes .

You will only be paying income taxes . You do not have to pay Federal Social Security Taxes, Medicare or Federal Unemployment Tax (Please note: Some states may deduct state unemployment taxes, which you are required to pay) . If your employer has withheld these taxes from your paycheck, please advise him/her of the mistake and request a refund .

To verify that the proper taxes are being withheld from your paycheck, you should review your wage details in your paycheck . If you see deductions that say FICA, FUTA, S .S . or Social Security, please notify your employer promptly .

How to Complete the W-4 Form

` Your employer may tell you to follow the instructions printed on the form, but this is not correct . The instructions on the W-4 Form are for U .S . residents—not exchange visitors . Please follow the instructions below .

` Do not complete the Personal Allowances Worksheet—this does not apply to exchange visitors ` Home address: Indicate your permanent U .S . mailing address ` Box 2: Enter your Social Security number if you already have it . If you do not have your number yet, inform Human


Resources at your host company that you have applied for a number and provide a copy of your receipt ` Box 3: Mark or check “Single”, even if you are married ` Box 4: Leave blank ` Box 5: Write “1” . If you are a resident of Canada, Mexico, Japan, or South Korea, or a U .S . national, please visit the IRS website for instructions: www .irs .gov/publications/p519/ch08 .html

` Box 6: Write “NRA” for “Non-Resident Alien” ` Box 7: Leave blank ` Sign and date your form ` Box 8-10: Leave blank

Tax Refunds

As an exchange visitor on a J-1 Visa, you are considered a “non-resident alien” for tax purposes, and you are required to pay some taxes . Filling out your W-4 Form properly will ensure that you do not owe the U .S . government any money because the taxes will be taken out of each paycheck . Depending on how long you work and how much money you make, you may be eligible for a refund of much of the taxes you paid . If you are eligible, you must file a tax return to get this money back .

All program participants who are paid must file a U .S . tax return for the previous calendar year by April 15th . Even if you are no longer in the U .S ., you still must file your U .S . tax return . Your tax return should show your earnings for the previous year, the taxes you paid, and the total amount of taxes owed or refunded . To file your tax return you will need a W-2 Form from your host employer .

W-2 Form

At the beginning of the calendar year, your employer will send you your W-2 Form, which summarizes your earnings and taxes withheld from your paycheck during the previous year . Employers have until February 15th to mail W-2s to all of their employees . If you do not receive a W-2 form by the end of February, please contact your host company and make arrangements to have your W-2 sent to you . We recommend that before you return home you give your employer a self-addressed envelope with your home country address so that they can mail you your tax forms .

Filing Form 1040NR-EZ

Upon receiving your W-2 Form, you will fill out a 1040NR-EZ (Non-Resident Aliens with No Dependents) Tax Form . You can obtain this form at the United States Embassy in your home country or on the Internet at www .irs .gov .

The U .S . government agency that collects taxes is the Internal Revenue Service . You can get forms, instructions and information from their web site: www .irs .gov .

Once you have completed the form, mail it to:

United States Internal Revenue Service Center Philadelphia, PA 19255 USA

When you request the 1040NR-EZ Form, make sure to ask for the instructions pamphlet . To avoid any mistakes, follow the instructions carefully . If you overpaid the government, they will issue you a check . However, if you did not pay enough taxes, you must pay the government the amount you still owe . Your tax paperwork must be received by the IRS on or before April 15th of the year following the year when you earned the wages . There are separate forms for state and local taxes . You must request these state and local forms from your employer . They are not available at the Embassy .

Please note that InterExchange staff are not tax professionals . You must contact the IRS if you have any specific questions regarding your tax return .


Chapter 14 - Insurance Information

Workers’ Compensation Insurance (Work-Related Injuries)

All host employers are required to have Workers’ Compensation insurance in place (unless exempt or in a government office) . If you are injured while in the workplace or on work-related business, speak with your Human Resources department about how to file a Workers’ Compensation claim .

Accident & Sickness Insurance (General Medical Needs)

Insurance details can be found at www .InterExchange .org/ct-insurance . Please check our website for the most up-to-date information .

You can also refer to the Important Insurance Information handout included in your acceptance packet for step-by-step instructions on how to use the insurance .

Health care in the U .S . is very different from health care in other countries . It is extremely important that you understand how your insurance works so that you will not be responsible for costly insurance bills . Beginning on January 1, 2011, all InterExchange participants are now enrolled in a mandatory accident and sickness insurance program arranged through InterExchange . Coverage for the entire length of your program plus your 30-day grace period is included in your program fees . If you will be arriving before your program start date, you must purchase additional insurance to ensure you are covered during this time frame . InterExchange will order your insurance upon arrival in the U .S ., and you will receive insurance information by email shortly after your arrival . It is important to contact InterExchange immediately after you arrive in the U .S ., so there is no delay in ordering the insurance for your program .

` InterExchange-Arranged Insurance . Please note that this is not health insurance—it is accident and sickness insurance . Health insurance is comprehensive and includes preventative care and regular check-ups as well as care for pre-existing and ongoing conditions . Accident and sickness insurance is simply for accidents and unexpected sickness . If you require regular care, you must ensure that you have a health insurance plan in addition to your accident and sickness insurance coverage . Health insurance must be arranged separately from accident and sickness coverage . Ongoing illness and treatment may interfere with your primary purpose for being in the U .S . on a J-1 Visa and you may need to consider interrupting your program for 1-30 days to recover at home, or ending your program early if your condition is severe .

` Employer Insurance . Your host employer may offer you health insurance as part of your compensation package . A health insurance policy may be a good addition to the coverage that you have during your program . However, you still may not cancel the accident and sickness coverage purchased through InterExchange . The InterExchange-arranged policy is designed to meet the requirements for insurance set forth by the U .S . Department of State and will provide benefits specific to being on an international exchange program .

Seeking Medical Assistance

Please read the following information so that you can be sure to get the best care possible while in the U .S . at the lowest cost possible .

` Non-emergencies . You must have a regular doctor whom you can see for non-emergency accidents and illnesses, like a cold or sore throat . You will need to call your doctor and schedule an appointment whenever you are feeling unwell .

` Emergencies . You should only visit urgent care centers, hospitals or emergency rooms if there is an actual emergency, such as a broken bone, serious cuts that require stitches or serious burns . Urgent care centers tend to be less expensive than hospital emergency rooms . Costs for using emergency rooms for non-emergency illnesses can be up to 75 percent more expensive, so generally, you will only visit a hospital emergency room if you are facing serious injury or a life-threatening illness .

Before Arrival in the U .S .

` Familiarize yourself with your insurance policy, using the brochure provided in your acceptance packet or on our website (especially regarding plan exclusions and pre-existing conditions) .

` Be sure to understand the maximum amounts of coverage, the services/procedures that are covered, deductibles, co-pays, etc .

` Basic accident and sickness insurance does not cover routine annual exams or pre-existing conditions (e .g . diabetes, asthma, etc .) . If you require regular care, you may pursue a more comprehensive health insurance policy on your own .


` Bring any medications that you take on a regular basis with you and ask your doctor to write a prescription if you will need a refill in the U .S .

` Find a general doctor in your U .S . city who accepts your insurance policy .

After Arrival in the U .S .

Locate and record the addresses of the urgent care centers and emergency rooms near your housing .

For a Non-Emergency Accident or Illness:

Call your doctor’s office, discuss your symptoms and schedule an appointment .

For an Emergency:

` Go to an urgent care center or emergency room . ` If you are going for emergency care by yourself, try to go to an urgent care center rather than an emergency room, if possible . They can provide you high-quality emergency care but at a lower cost .

` If you require an ambulance, you will be taken to the nearest emergency room . ` Keep records of all receipts and paperwork from your medical visits . ` In order to receive reimbursement, you must submit a claim form for each incident or visit to a doctor/hospital in a timely manner .

` Make copies of all receipts and claim forms before sending them to your insurance provider . ` Send your claim form as soon as possible after your visit . Even if the doctor sends a bill to our insurance provider, you MUST submit a claim as well in order to receive reimbursement .

` Notify InterExchange of any illness or hospitalization that causes an interruption in your program (missing days) or requires regular follow-up and treatment .

For additional questions regarding your accident and sickness insurance program, please visit the insurance information page for more information: www .InterExchange .org/ct-insurance

On the website, you can find frequently asked questions, download a new insurance card if you lost the one you received from us and much more . As usual, contact training@interexchange .org if you cannot find the information you are seeking on our website .


Chapter 15 – Travel

Travel Outside the U .S . During Your Program

If you plan to travel outside the U .S . during your program, you must submit your DS-2019 Form to InterExchange Career Training USA for a travel validation signature before you leave the U .S . Failure to obtain a travel validation signature may result in you being subject to additional questioning or even denied entry into the U .S . when you return . The signature is valid for six months, so if you travel multiple times within a 6-month period, you do not have to have your form signed each time . Once the six months passes, though, be sure to have your form signed again before leaving the U .S . Also note that you may not be outside the U .S . or away from your internship/training program for more than 30 consecutive days .

You can mail your DS-2019 Form to us or you may also come into the office if you are in New York City . If mailing your form, please include a self-addressed envelope with the address you would like your form returned to . If you will need your form returned via express mail, you must also make a payment of $20 through our website, to cover the express shipping fees . To ensure there are no delays in obtaining a signature, we recommend you send us your form 2-3 weeks before your intended travel date . If you are coming to the InterExchange office for a signature, you must call in advance to schedule an appointment .

When traveling internationally, also use the following tips to facilitate border crossings and ensure your safety:

` Keep your DS-2019 Form with your passport at all times and in a safe place . ` Ensure your visa is a multiple entry, “M” visa . If a specific number of entries is indicated, that is the number of times you may enter the U .S . on that visa . If you do not have a multiple entry visa, you will need a new visa to re-enter the U .S .

M=Multiple entries up to expiration date. If “1” is indicated, you may enter the U.S. only once.

Last date of eligibility to enter the U.S., as long as accompanied by a valid DS-2019 Form.

` Make sure you research whether you will need a visa in order to enter into other countries . To obtain a country’s visa entry requirements, you should contact an Embassy or Consulate of that country, located here in the U .S .

` Check for any travel alerts or safety advisories for the countries you may travel to . You can find travel alerts on the U .S . Department of State website: www .state .gov

30-Day Grace Period

In most cases, the U .S . Department of Homeland Security (USCIS) grants you a 30-day period to settle your affairs and to travel within the U .S . after your program ends . However, you are NOT permitted to continue interning/training during this time . Your grace period begins the day after the program end date on your DS-2019 Form . You must exit the U .S . by the 30th day of your grace period in order to remain in good standing . To see if you have been granted a grace period, confirm that the arrival stamp in your passport says “D/S” . This means “duration of status”, which denotes your program dates plus 30 days . If your arrival stamp does not say “D/S” and instead has a date written on it, you must leave the U .S . by that date, even if it is before your program end date .

Note: During your grace period, you may only travel in the U .S . If you leave the U .S . during your grace period, you will not be able to re-enter on your J-1 Visa, as it will have expired in most cases . We do not recommend traveling internationally during your 30-day grace period even if your visa has not expired . If you intend to return to the U .S . after traveling, U .S . Customs may question why you are re-entering the U .S . after your program has already ended, and they could deny you entry .


Chapter 16 - On the Job

Paperwork and Testing

At the beginning of your program, you will be required to fill out the employment forms discussed in the Tax Information chapter . Your host company may also require you to sign confidentiality agreements as a condition of employment . These agreements serve to protect knowledge and information that belongs exclusively to your host company . Such confidentiality agreements occur frequently in research, development and IT fields . U .S . host companies also have the right to request that you undergo a drug test at the start of your program and any point thereafter . If you test positive, you will be asked to return to your home country .

How to Succeed in the U .S . Workplace

You should familiarize yourself with the tasks and responsibilities of your internship or training program . Understanding what is required of you at your host company will make your transition to your new workplace easier . Your host company is going to expect the same level of commitment to your tasks and responsibilities as expected from their U .S . employees . Keep the following practices in mind when starting your program:

` Come to work on time . Punctuality is very important and repeated lateness can lead to the loss of a job . ` Smile and be positive . Americans are prone to smiling, especially in service-oriented industries such as hospitality . ` Treat customers and clients with respect . A common phrase in U .S . business is, “The customer is always right .” ` Work quickly and efficiently . You will be expected to have a strong work ethic and to manage your time wisely . ` Be willing to try new things: new foods, sights and activities . ` Be willing to meet new people . Americans are generally friendly and outgoing and will be curious about your culture and home country .

` Take care of personal hygiene . Cleanliness is very important in the American workplace . Be sure to bathe daily and use deodorant . Beards and mustaches should be kept neat .

` Communicate frequently with your boss . Many misunderstandings are simply due to a lack of communication . ` Be patient . You may feel that the American culture and language are overwhelming at first, but with time, you will learn and understand more .

` Dress neatly and conservatively . Conceal body art (tattoos and piercings) . ` Avoid asking coworkers questions about their salary, weight, politics or other personal matters . ` Practice your English as often as possible!


Chapter 17 - Workplace Relations

Below are some characteristics typical to the U .S . workplace . Remember that everyone and every business are different and that learning the dynamics of your particular host company is simply part of the cultural exchange process .

` Do not be surprised if your boss is younger than you or if your coworkers are a different race, sex or religion . The U .S . is amazingly diverse and this is one of its strengths .

` It is important to emphasize that workplace relations between men and women may be slightly different than in your home country, and flirting or physical contact is highly discouraged . Generally, a professional, mature, responsible and respectful attitude is expected at work .

` Privacy is thought to be the right of every individual . A coworker may be unwilling to share certain information with you or spend time with you . Often, this is not out of rudeness but out of a desire to maintain one’s privacy .

` Americans can be blunt and honest . ` Ignorance about life outside the U .S . is common . Part of your U .S . experience is to teach Americans about your culture and country . Share information with your coworkers, and those who are interested will ask questions—this is a great opportunity for cultural exchange!

` Americans like to joke, smile, laugh and talk . They will try to fill up the conversation with small talk . ` Americans like direct eye contact, but they often do not like to be touched or to stand too close to one another while talking .

` Americans are very concerned about personal hygiene and cleanliness . It is not unusual to shower once a day and wear a different outfit each day of the week . Wash clothes regularly .

` Many Americans you meet are informal . They greet each other with a “Hi” or “How are you?” In some cases, “How are you?” is simply meant to be a greeting . Do not be offended if someone says, “How are you?” and keeps walking!

` Most Americans are friendly and sociable, even with strangers . You should feel free to introduce yourself in social circumstances . People that you see in elevators or on the street, particularly outside of larger cities, will often say “Hello,” even though they do not know you .

Adjusting to Your New Environment

Be aware of culture shock . Culture shock is described as the anxiety, feelings of frustration, alienation and anger that may occur when a person is placed in a new culture . Many of the customs here may seem odd or uncomfortably different from those of your home country . Being in a new and unfamiliar place can be challenging even for the experienced traveler, and some feelings of isolation and frustration are totally normal . Participants experience culture shock to varying degrees; some hardly notice it at all, while others can find it very difficult to adapt to their new environment . Many may not attribute their problems to culture shock . Whatever the case may be, understanding these issues and why they happen will help you .

You can learn more about culture shock—including symptoms and tips for coping—on our website at: www .InterExchange .org/career-training-usa/coping-culture-shock


Chapter 18 - Workplace Problems or Concerns

You should expect that you will need some time to adjust to your new life in the U .S . Your host employer is going to expect you to come to work and to learn and adjust quickly . However, if you are feeling overwhelmed, have questions, or just need extra help, please talk to your host employer . It is common practice in the U .S . to address problems and concerns with either your supervisor or the Human Resources department . By doing so, you and your employer have the opportunity to work together to fix any issues that may arise during your program .

Your first step should always be to discuss the problem with your host employer, as it is usually better for your host employer to hear your concerns from you first before being contacted by us . If you encounter a problem that your employer is unable to address, please contact us directly to assist you . Always contact InterExchange whenever you have a serious concern, even if you’ve already informed your employer .

Sexual Harassment and Discrimination

It is essential that you treat everyone you encounter with respect . You should insist on being treated with respect, too! Harassment or discrimination of any form is never acceptable .

Sexual harassment is behavior of a sexual nature that is uninvited, unwanted, and unwelcomed by the recipient . The behaviors include physical contact, verbal abuse, gestures, jokes or written messages . If you feel uncomfortable about how another employee is acting towards you, speak with your supervisor or the Human Resources department regarding your concerns . Some behavior may simply be a matter of cultural differences, but you have the right to feel comfortable in the workplace .

Sexual harassment includes:

` Continuous idle chatter of a sexual nature ` Sexual slurs, innuendos and other comments about a person’s clothing, body and/or sexual activities ` Continuous and unwelcome flirting ` Lewd remarks or suggestive sounds such as whistling, catcalls or kissing sounds ` Implied or overt threats if sexual attention is not given ` Repeated unsolicited propositions for dates and/or sexual intercourse ` Jokes or comments based on sex ` The use of graphics or other materials degrading persons based on their sex ` Unwelcome touching or ogling ` Coercion, with the promise of reward ` Unwanted physical contact such as patting, pinching, stroking or brushing up against the body ` Attempted or actual kissing or fondling ` Physical assault ` Coerced sexual intercourse ` Rape

Companies in the U .S . are typically not permitted to discriminate on the basis of age, gender, race, religion or ethnic origin . Some companies also prohibit discrimination on the basis of sexual orientation . It is best to discuss with Human Resources your host employer’s anti-discrimination policy so that you can be sure that you are treated fairly and that you also treat others appropriately .


Know Your Rights

The William Wilberforce Trafficking Victims Protection Reauthorization Act (WWTVPRA) of 2008 protects the legal rights of certain employment or education-based nonimmigrants—including J-1 Exchange Visitors—against abuse and discrimination while visiting the United States .

Among other protections, you have the right to:

` Be treated and paid fairly ` Not be held in a job against your will ` Keep your passport and other identification documents in your possession ` Report abuse without retaliation ` Request help from unions, immigrant and labor rights groups and other groups ` Seek justice in U .S . courts

Always contact InterExchange with concerns regarding your safety and well-being .

Be aware of all the laws that protect you: travel .state .gov/visa .

For your safety, know the signs of human trafficking to make sure you don’t become a victim: www .InterExchange .org/anti-trafficking


Chapter 19 - Important Program Information

Second Jobs

You are strictly forbidden from working for anyone other than your host employer . If you need to change employers, InterExchange must approve all requests for a change of host before you may begin interning/training for a new employer . You are never permitted to work for more than one employer at a time . You will be violating the terms of your visa and immigration law and placing your second employer in violation of the law as well . If you cannot financially support yourself, it is better to go home early than to break the law and jeopardize your chances of getting future U .S . visas .

Termination/Quitting Your Internship or Training Program

Participation in our Career Training USA program is optional for both you and your employer . If at any time you or your employer feel that the program is not working out, it is possible to end the program . If you are not performing at a level that was expected by the employer, they may terminate your employment with them . Similarly, if you do not feel that your employer is able to provide the type of program you were expecting, you may quit your internship/training program . In both cases, be sure to have a thorough discussion with your supervisor regarding any issues before making a decision to end your internship . Your employer should also provide advice and points for improvement before terminating your employment with them, but this may not always happen . If your employer does address any concerns with you, be sure to take steps to make improvements .

Since your employment status is recorded in SEVIS, you MUST notify us immediately if you are terminated or if you decide to leave your host employer .

If you are terminated by your employer or if you quit, you have two options available to you:

` Early Withdrawal: If you would like to return home, please contact InterExchange . You must leave the U .S . within 30 days of your non-SEVIS termination or voluntary withdrawal . If you are not interning/training with your designated host employer, you are not permitted to remain in the U .S ., so please be sure you contact us immediately to discuss your required departure date and ensure you are complying with program regulations . If you were terminated with cause (such as legal or disciplinary action), it is unlikely you will find a replacement position and should return home immediately . You must contact InterExchange prior to departing permanently from the U .S .

` Change of Host Company: If you wish to remain in the U .S ., you may be able to apply for a change of host company . Contact us to discuss your situation and obtain the application required for changing your employer . Please note that you must change your host employer within 30 days of leaving your initial host company, so it is essential that you contact us immediately to begin the process . If your Change of Host Application is approved, you will be given a new DS-2019 Form, which will show your new host company’s address as the Primary Site of Activity Address .

Repeat Participation in the Internship and Training Program

It is possible to do further internship programs as long as you are still a current student or within one year of graduation . However, we require that you return to your home country to complete a semester of school before applying for another internship . In most cases, though, you will not be permitted to return to the same host employer . Additional internships and training programs must expose you to new skills, tasks and responsibilities, while still providing you with a training opportunity . Returning to the same host employer usually does not provide the opportunity for additional training and instead tends to result in an ordinary employment situation, which is not permitted on a J-1 Visa .

You may also repeat the Trainee program . However, if you have previously completed a J-1 internship or training program, you must leave the U .S . for a period of two years before applying for another training program in the U .S . This is required of all participants, and it applies specifically to doing an additional Trainee visa—not other visa types or categories . Training programs build on your occupational experience, so the U .S . Department of State would like you to return home to apply your U .S . knowledge and build more advanced skills in your occupational field before you will be eligible to train in the U .S . again .

Changes in Contact Information and/or Your Training Plan

Whenever there are any changes in your contact information or training plan, you must alert InterExchange immediately so we can keep your SEVIS record up-to-date . Changes in your contact information can include a new email or residential address or phone number . Changes in your training plan can include a new supervisor or additional responsibilities and tasks .


Every month of your program you will receive an email from us checking in with you to verify your program is going well and that your contact information is still the same . You must respond to these monthly check-in emails in order to remain active on the program . Through these emails we hope to keep your SEVIS record up-to-date and your program running smoothly .

30-Day Grace Period

Although you are not permitted to intern or train past the program end date on your DS-2019 Form, you are permitted to stay a maximum of 30 days past the end date to travel within the U .S . and prepare for your departure . This is referred to as the “grace period” . For ideas on where to travel in the U .S ., check out the Career Training USA blog: http://blog .interexchange .org/career-training-usa/

Two-Year Foreign Residency Requirement

You may also be subject to the Section 212(e), two-year foreign residency requirement, which requires you to return to your home country for a period of two years to apply the knowledge and skills you have gained in the U .S . Participants subject to 212(e) may not apply for an H, L, or K visa or lawful permanent residency upon completing their J-1 Intern/Trainee program until they have returned to their home country for a period of two years .

You may be subject to this requirement for one or more of the following reasons:

` Your participation in the InterExchange Career Training USA program was funded by the United States government, your own government or an international organization .

` The training and skills you are pursuing in InterExchange Career Training USA’s program appears on the Exchange Visitor Skills list for your country .

` The requirement is applied at the discretion of U .S . consular officials . Your visa will indicate whether you are subject to the two-year residency requirement . If you are subject, your visa will have the following note: ‘BEARER IS SUBJECT TO SEC 212(E) . TWO YEAR RULE DOES APPLY .’

` The two-year foreign residency requirement also applies to your dependents in the U .S . on the J-2 Visa .

For more important program information, please refer to our Frequently Asked Questions for current participants on our website: www .InterExchange .org/career-training-usa/internship-co-op-trainee-job/frequently-asked-questions


Chapter 20 - Program Extensions

We hope that you will adjust quickly and that your program will be successful . If you and your employer both feel the program is going well, it may be possible to extend your program . Interns and Hospitality Trainees may remain in the U .S . for up to 12 months total, and all other Trainees may stay for up to 18 months total . For example, if you are currently in the U .S . on a 6-month internship visa, you may apply to extend your program for an additional six months up to the maximum 12 months permitted for internship visas . If your host employer cannot extend your employment, you may extend your program with a new host employer . In this case, you would need to find a new host employer and complete the change of host section of the extension application as well .

Important: Contact us at least two to three months in advance to discuss your situation and to request an application . You must submit your completed extension application 30 to 60 days before your original program ends, or we will be unable to accept your extension application . If approved, you will be issued a new DS-2019 Form to cover your extension period . If you change host companies during your extension, your new host company’s name and address will appear as the Primary Site of Activity Address on your new DS-2019 Form . You will also need to keep your old form with your new DS-2019 Form .

Note: If your extension application is approved, only your dates of eligibility to intern/train will be extended . Your visa will not be extended . If you leave the U .S . during your extension period and your visa has expired, you will be required to return to the Embassy/Consulate in your home country to obtain a new J-1 Visa before returning to the U .S . Check the expiration date on the J-1 Visa sticker in your passport, and if you plan to travel after this expiration date you will need to apply for a new visa in order to re-enter the U .S . Make sure you have all of the necessary paperwork to apply for a new visa while abroad and remember to always have your travel-validated DS-2019 Form, along with your passport and I-94 printout or card (access your I-94 record here: www .cbp .gov/i94) . If you remain in the U .S . during your extension period, no further visas will be required . Please note that obtaining a new visa is not guaranteed, and InterExchange has no jurisdiction to influence this decision .


Chapter 21 - After Your Program

Here are a few things to remember once you’ve successfully completed your internship or training program and returned to your home country:

` Remember to complete your Final Evaluation . ` Note that there is a separate Final Evaluation for those who have extended their program . ` Remember to file your income tax returns . See Chapter 13 for more information . ` Utilize our alumni resources: www .InterExchange .org/ct-alumni-resources ` Join the InterExchange Career Training USA Alumni Group on LinkedIn: www .linkedin .com/groups?gid=4099737 ` Keep an eye out for emails from InterExchange regarding photo or video contests ` Share your experience with others! Tell your friends and colleagues about InterExchange . ` Consider writing a blog post about your J-1 program that InterExchange could share with current and prospective participants! Contact us at Career Training USA for more information .

` Check in with the U .S . consular section in your home country for info about J-1 alumni events .


Chapter 22 - Safe Travels!

You should now be prepared to travel to the U .S . and begin your internship/training program . We hope that you have an amazing experience, and we look forward to speaking with or even meeting you while you are in the U .S . Please contact us throughout your program with any questions or concerns you may have and we will be very happy to help .

As an intern or trainee in the U .S ., you’ll have the opportunity to immerse yourself in American culture . We encourage you to take advantage of cultural activities in your area, and enjoy all your host city has to offer! To help you have the best cultural exchange experience possible, InterExchange provides the following cultural resources:

` InterExchange Cultural Compass: www .InterExchange .org/american-culture ` Your Inside the USA handbook ` Our Career Training USA Blog: blog .interexchange .org/career-training-usa/ (frequently features fun cultural information)

` Career Training USA online participant network (We sometimes post events happening around the country here, and you’ll be able to connect with other participants to plan activities together .)

In addition to these InterExchange resources, www .discoveramerica .com is an excellent resource for exploring cultural events and planning trips across the United States .

Remember to consult this handbook as necessary throughout your program . Other helpful resources are:

` The InterExchange Online Orientation ` InterExchange Career Training USA Participant Resources www .InterExchange .org/career-training-usa/internship-co-op-trainee-job/resources

` Our Career Training USA Blog: http://blog .interexchange .org/career-training-usa/ ` Sign up for the Peer Mentor Program and be matched with a current intern/trainee who can answer any questions you have about adjusting to life in the U .S . To sign up, complete this form: https://jfe .qualtrics .com/form/SV_b7UTLPzHhPT5Les

Thank you for participating in the InterExchange Career Training USA program! We’re looking forward to helping you enjoy a memorable cultural exchange experience while you gain valuable professional experience in the United States!

http://blog.interexchange.org/career-training-usa/

http://www.InterExchange.org/career-training-usa/internship-co-op-trainee-job/resources

http://blog.interexchange.org/career-training-usa/

https://jfe.qualtrics.com/form/SV_b7UTLPzHhPT5Les