J-1 Trainee & Intern Full Placement: Manual
J-1 Trainee & Intern Full Placement: Manual
J-1 Trainee & Intern Full Placement: Manual
Full Placement
Manual
In order for Applicants to apply to the program, CICDs partner agents must adequately screen any
potential Applicants and Host Organizations to determine their eligibility for the program.
Application documents:
Application form (*Important: Please make sure that the information submitted is accurate.
The information submitted will be used to create the Applicant's DS-2019 Form so it is very
important that the Applicant's name is written exactly as it is written on the Applicant's
passport, and that the Applicant's birthdate etc. are correct).
A copy of Applicant's passport and any previous visas used to enter the U.S.
The Applicants CV / Resume
Cover letter explaining the applicant's interest in a professional training position in the US,
the applicant's relevant experience, and what the applicant can add to the host company.
The Applicants Student Status Verification Form/ Student Graduation Verification
Form (signed and stamped by University)
A letter(s) of reference for all applicants qualifying as Trainees with 5 years of applicable
experience
Applicants Health Insurance Coverage information (where using any other health
insurance than CICDs health insurance provider)
Completed Trainee/Intern Agreement *UNSIGNED
Please note that English translations are required for all documents provided in Russian.
*Important: Please send saved DRAFT documents for review. DO NOT HAVE THEM SIGNED YET.
CICD will advise us when to request signatures on the documents.
It may help to organize and name the files using the first and last name of the applicant and to
send all required documents in one e-mail. This way you can ensure that everything was sent. For
example:
Resume- Alexander Ivanov
Insurance- Alexander Ivanov
Passport- Alexander Ivanov
and so on...
CICD will notify us if any additional application materials are required.
Explanation of Required Application Materials
Please review the following information regarding the application materials that are required for both the
Applicant and the Host Organization. Please note that Adobe Reader is required to complete the
CICD application materials. For more information on Adobe Reader, see below:
Adobe Reader (Version 9.0 or higher) http://get.adobe.com/reader/
Using Adobe Reader, Version 9.0 or higher, you can type your application information directly into
the form fields of our PDF documents. Please fill out and save the completed PDF documents to your
computer and email them to your CICD Coordinator. Please do not use other programs such as
Adobe Acrobat, Foxit Reader, or Preview to fill out your CICD documents, as this causes problems
with the application data and could delay your application process.
Copy of Applicants passport please make sure that the copy is clear and readable.
Copy of any previous visas used to enter the U.S. please make sure that copies are
clear and readable.
Applicants CV / Resume the resume should provide durations for all previous work
experience (mm/yyyy), detail the applicants educational background, and provide the date
of graduation or expected date of graduation.
Letter(s) of reference [Trainee only] - All letters of reference must be signed and dated and
showing five years of work experience in the field of the proposed training.
Student Status Verification Form you may either use the form provided by CICD or another
official form from the Applicants university. The form must show the dates of enrollment and
expected graduation date for the Applicant. The university officer must sign and stamp the form.
Student Graduation Verification Form / Diploma or Certificate you may either use the form
provided by CICD or provide an English translation of the Applicants Diploma or Certificate.
Trainee/Intern Agreement Please have the applicant fully complete this document and indicate
which health insurance they will be using for the duration of their program. Please see below for
more health insurance information. *Do NOT have the Applicant sign the document. Please
submit the completed document as an attachment that can be edited. The Applicant will need
Adobe Reader to complete this form, see information above.
*Please provide an English translation where necessary.
The Applicant interview generally lasts about 15 minutes. The CICD Program Coordinator will
explain the role of the visa sponsor and will ask questions about the Applicants qualifications and
intentions regarding the J-1 Training/Internship Program. During the interview the CICD Program
Coordinator will verify the Applicants identity and English language skills. The CICD Program
Coordinator will also review the visa process and provide information about the visa interview at
this time.
Final Review of Application and Sponsorship Determination
After a final review of all application materials and conducting interviews the application will
undergo a final review. If the application is approved for sponsorship CICD you can request
signature from the Applicant in Trainee/Intern Agreement.
*Important: CICD does NOT accept electronic signatures.
Once all signed documents are received, CICD will request the DS-2019 number from the SEVIS
record that has been created for the Trainee/Intern.
The DS-160 Form is NOT included in the DS-2019 Packet but MUST be completed by the
Participant before attending a visa interview.
The DS-160 Form is a new Non-immigrant Visa Application that replaces the DS-156, 157, & 158
in most countries. The Participant should check with the U.S. Consulate or Embassy where they
will attend their visa interview to determine whether this form is used. Once the Participant has
completed the DS-60 Form, he/she will need to print out the confirmation page and bring it to the
visa interview.
For more information on the DS-160 Form visit: http://travel.state.gov/visa/forms/forms_4230.html
Important Participant Information for the Visa Interview
Partner Agency must review the up-to-date regulations for the visa application to make sure all
required regulations are met and necessary materials are provided.* In addition, Partner Agency
must advise all Participants of the following:
Each Participant must allow sufficient time for the visa application to be processed. This
may take anywhere from one to four weeks (or more).
A printed copy of all materials provided by your agency, along with all materials emailed or
otherwise provided by CICD, must be brought to the Participants visa appointment.
Participants must be instructed that when applying for the J-1 Visa at the embassy or
consulate, they will need to demonstrate their intent to return to their home country once
the program is over. There are no specific guidelines about what materials will be
accepted as proof of this intent. Possible examples include: a marriage certificate,
documents showing that they own property in their home country, a letter describing a
future job offer, university enrollment verification, and a letter from a faculty advisor.
Generally they will need to show their return plane ticket.
Participants will need to provide proof that they have sufficient funds to support themselves
for the duration of their program in the United States. All J-1 Trainees/Interns are required
to show that they have a minimum of $1,200 for the first month of their program. This
amount excludes the stipend that they may receive from the Host Organization and cost of
travel to and from the U.S. In addition, all Trainees/Interns will need to maintain $900 for
each month for the duration of the program, taking into account any stipend he/she may or
may not be receiving. An official bank statement is one way to show that the participant
has sufficient funds available for the duration of his/her program.
Participant must be instructed that CICD sponsorship does NOT guarantee that a visa will
be issued. The U.S. Consulate or Embassy has complete and sole discretion over the
decision to issue the visa. CICD recommends that the Participant does not finalize any
flight or other travel arrangements until he/she has received the visa in his/her passport.
If a Participants visa is denied for any reason, he/she is required to inform CICD
immediately. He/she will need to return the original DS-2019 Form to CICD (through
Partner agency) in order for any refunds to be considered.
*Partner Agency needs to inform regularly regarding the Participants visa application status.
Promptly inform both CICD and the Host Organization of any delays in starting the
program on-time.
Complete the CICD check-in validation call with the listed Host Organization
supervisor within 30 days of the start date printed on the DS-2019 Form.
Conscientiously perform training/internship activities and follow the instructions given
by their supervisor or other Host Organization personnel to the best of their abilities.
Observe the rules and regulations of the Host Organization and its representatives.
Treat all Host Organization equipment (e.g., tools, machines, systems, materials,
products) with care.
Immediately notify CICD of any change in their J-1 Program including change in
program location, U.S. home address, ending the program early, etc.
Understand and comply with the temporary non-immigrant visa regulations of the
J-1 Trainee/Intern Program which require Participants to leave the U.S. within thirty
days of the end date printed on their DS-2019 Form.
If Participants experience any problems with Partner Agency that affect them in any way,
including, but not limited to: financial / payment issues and incorrect or misleading information,
they should immediately contact CICD. Please know that as a sponsor and an advisor with much
experience mitigating these types of issues, CICD can assist with most problems and
misunderstandings that may arise.
Transfer requests
Is the Participant eligible to transfer?
It may be possible for a Participant to continue a training or internship on the J-1 Visa at a new
Host Organization or Host Organization branch under the following conditions:
The Host Organization informs CICD that it agrees to release the Participant to continue training
or interning at a different host organization (or host organization branch).
OR:
CICD determines that the Participant has either: (1) not received the program activities described
in the original Training/Internship Placement Plan; or (2) is experiencing unreasonable difficulties
with the Host Organization and/or supervisor that CICD determines are not the Participants fault
and could not reasonably have been avoided or cannot be solved.
Please understand that there must be compelling reasons for CICD to consider a request for a
transfer of host organization.
*Note: Switching Host Organizations without notifying and obtaining advance approval from CICD
is a violation of program rules and may subject the Participant to termination from the J-1
Program. In such a circumstance the Participant will be required to leave the US immediately.
How to process a transfer request:
Step 1: Partner Agency contacts the CICD Program Coordinator for the Participant to let them
know that the Participant will be applying for a transfer.
Step 2: The CICD Program Coordinator will then verify with the Participant and Host Organization
that the Participant is in status on the J-1 Visa.
*Note: CICD must receive all necessary documentation and application forms at least 30
business days prior to the training or internship end date indicated on the DS-2019 Form.
Step 3: If the Participant is considered in status the CICD Program Coordinator will request that
the new Host Organization complete the following:
Host Organization Agreement
DS-7002 Form (Training Plan) with Tax ID number/ EIN and also provide proof of
Workers Compensation
The Participant will need to complete a new Trainee/Intern Agreement.
A site visit may need to be conducted if the proposed new Host Organization has less than 25
employees and makes less than $3 million annually.
Step 4: Once all materials are received the CICD Program Coordinator will email an invoice for
the transfer and site visit, if applicable.
Step 5: After payment is received the CICD Program Coordinator will schedule a phone interview
with the new host organization supervisor and review the transfer request and make a
determination in writing.
Step 6: If the transfer is approved a new DS-2019 Form will be mailed to the Participant along
with the signed new DS-7002 Form (Training Plan).
*Important: The Participant may NOT begin at the new Host Organization until they have been
approved for a transfer and have the new DS-2019 Form in hand. A check in call is required once
the Participant has transferred to the new Host Organization.
Change of Status
CICD DOES NOT ASSIST WITH CHANGE OF STATUS. Your agency should advise all
Applicants and Participants that CICD will not consider sponsorship where the Applicant
intends to use the J-1 Visa as a stepping stone to another type of visa.
Partner Agency must notify CICD if an Applicant is currently in the U.S. on another type of visa
at the time of application for sponsorship.
An applicant who has been approved for sponsorship on the J-1 Visa must arrive in the U.S.
on the J-1 Visa and not attempt entry on another type of visa such as a visitor visa or on the
visa waiver program with the intent to change status to the J-1 Visa after entry.
*Important: Partner Agency is required to notify CICD immediately where any Participant
changes status while on the J-1 Program in the U.S.
Two-year Foreign Residence Requirement
Participants on the J-1 Visa program may be subject to the two-year foreign residence
requirement of the Immigration and Nationality Act (Section 212(e)). If the two-year foreign
residence requirement applies to a Participant it will be noted by the Consular Officer on the DS2019 Form. Being subject to the 2 year foreign residence requirement may be due to the
following, although other criteria may apply:
Applicant is receiving funding from the United States Government, their own government,
or an international organization in connection with their participation in the Exchange
Visitor Program;
The education, training, or skills the Applicant will pursue in the U.S. is on the Exchange
Visitor of their country.
Individuals subject to the two-year foreign residence requirement is not eligible to apply for an
immigrant visa, or for permanent residence until it is proven that he/she has been physically
present in the country of his/her nationality for an aggregate of a least two years following
departure from the United States.
Exchange visitors may apply for a waiver of the two-year requirement if they have grounds under
United States immigration law. Please see the websites listed at the end of this document for
more information.
Traveling Outside of the U.S. during the J-1 Program
If a Participant plans to take a trip outside the U.S. during their J-1 program, they must
contact CICD in advance of the proposed travel dates and obtain a travel validation signature
from CICD on their DS-2019 Form.
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This signature is required to re-enter to the U.S. after their trip. Failure to follow this regulation
may result in detainment at a border crossing or immediate removal from the United States.
Partner Agency must inform all Participants of the following travel considerations:
J-1 Participants may not travel outside of the U.S. for more than 30 days aggregate
during their program.
Participants should research whether they require a visa to enter the country where
they intend to travel.
*Note: Any travel outside the U.S. must be completed before the end date on the Participants
DS-2019 form. If a Participant travels outside of the U.S. during the Grace Period, they may not
be allowed re-entry to the United States (see below).
Observing the Grace Period
Participants must be instructed by your agency that:
The grace period is the 30-day period immediately following the official end date of their
training/internship program.
The purpose of the grace period is to allow Participants to travel within the U.S. and to
prepare for returning to their home country.
Staying longer than 30 days past the official end date of the program can result in
deportation and / or other legal problems, and make future visits to the U.S. difficult or
impossible.
Participants who travel outside of the U.S. during the grace period may be denied re-entry
to the U.S., as their J-1 Visa would no longer be valid for entry to the United States.
*Note: The J-1 Visa does not allow Participants to continue at their Host Organization during the
grace period under any circumstances.
J-2 Dependent Information
Spouses and/or children under the age of 21 who wish to accompany or join the principal J-1
exchange visitor visa holder in the United States for the duration of his/her stay require exchange
visitor visas (J-2 Dependent Visa).
To apply for sponsorship for a J-2 Dependent:
Please submit a J-2 Dependent Agreement along with the J-1s initial application materials
and a copy of each J-2 Dependents passport.
* Please Note: Spouses and children of exchange visitors may NOT enter the United States
before the principal visitor enters for the first time.
Work - The spouse and/or children of an exchange visitor in the U.S. may NOT work in J-2
status. If employment is desired the dependent must make an application to U.S. Citizenship and
Immigration Services (USCIS) and be approved for permission to work. They must file Form I-765
Application for Employment Authorization with the USCIS office that serves the area where they
live for a work permit (employment authorization document).
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Study- The spouse and/or children of an exchange visitor visa holder who are in the U.S. on an
exchange visitor visa may study in the U.S. without also being required to apply for a student (F1) visa or change to F-1 status.
Spouses and/or children who do not intend to reside in the United States with the principal
visa holder, but visit for vacations only, may be eligible to apply for visitor (B-2) visas, or if
qualified, travel without a visa under the Visa Waiver Program.
Family Members following to join the Exchange Visitor:
The spouse and children can also apply for visas after the principal applicant has already
traveled. In general, they must be able to provide the following documents:
Summary of Obligations
CICD Obligations
Review sponsorship applications and verify the information submitted to the best of our
ability.
Inform program participants about the regulations of the Trainee/Intern Program and life in
the U.S. through our Program Handbook and orientation materials and supporting
documents.
Validate the visa and program participation. This will occur only if Participants check-in with
CICD within 30 days of the start date listed on the DS-2019 Form. Failure to check in
within that period will result in the Participant going out-of-status in the SEVIS system and
may result in the termination of their visa.
Administer and monitor program participation from start to finish, including requesting midpoint and final evaluations of the program.
Assist participants with their questions and concerns.
Ensure that Participants have the U.S. Department of State required level of health
insurance for their program.
Provide CICD's contact information, including a 24-hour Emergency telephone number
(206) 683-3100.
Partner Agency Obligations
Help Applicants understand the CICD program information, CICD's role as a visa
sponsor, and CICDs Fee and Refund policy. If necessary or requested, Partner
Agency should arrange for an authorized translation of the information, contract, and
application forms into the applicants native language to ensure understanding.
Assist Applicants to complete the Sponsorship Application Process. Request and obtain all
required forms and supporting information.
Submit completed applications to CICD as early as possible and at least 8 weeks prior to
the requested program start date to ensure timely processing.
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Help the Participant prepare the visa application and arrange a visa interview appointment
after CICD issues the DS-2019 Form.
Keep CICD informed of the wait period at the responsible U.S. embassy or consulate for
visa application interviews, the visa status of all Participants applying, and the wait time to
receive the visa after the interview.
If for any reason a refund is issued by CICD, Partner Agency must complete and submit
the Cancellation Confirmation Form and provide Participants with their portion of the
refund in a timely manner.
If the visa application is denied, obtain the DS-2019 Form from the Applicant and promptly
return it to CICD.
Provide all services and information listed in this manual.
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