Guidelines for Exchange Visitor Programs

United States Department of State

Purpose

The U.S. Department of State makes the rules foremost for the safety of high school exchange students. We all, without exception, must follow these rules to work in the student exchange field.

While the DoS applies these rules primarily to the J-1 program, we apply most of them to our other programs as well.

Public Diplomacy High school exchange programs are considered an important

part of the United States’ public diplomacy efforts. Educational exchanges are one of the best ways to build

positive impressions of the U.S. among the youth of another country.

Most exchange students have a positive, life-changing experience and return to their countries to share their positive impressions of the U.S. with their countrymen.

Program Eligibility Students must take a full course of study in an accredited school. Program length is 1 semester minimum and 2 semesters

maximum (J-1 program only) Students must come on the U.S. school year calendar unless the

school year in the student’s home country runs on the opposite schedule as the U.S.

Students come for program as marked on application (fall semester, springsemester, academic year, calendar year)

We must inform host family and school of placement type/duration and provide them with a copy of the student’s WISE application

We must have signed school permission before student departs his/her homecountry

Program AdministrationTo insure the safety of students, the DoS requires the following for all personnel: Required DoS training & annual DoS certification Required WISE training Adequate supervision Annual criminal background check An LR may not place nor supervise a student with his/her relatives An LR may not supervise a student over which he/she has a

position of trust or authority, such as a teacher or principal Students may not be placed more than 120 miles from the

supervising staffmember

Program Administration (cont.) If a WISE staff member hosts a student, there must be another

staff person supervising the placement just as carefully as any other host family and student.

Students must be allowed to contact their natural parents within reason.

Students must have access to documents such as passports. Staff and host families should not take these items for safekeeping.

Host families must not be offered monetary incentives for hosting. Host family orientation must occur after family is vetted and

before student arrival WISE personnel may not host for another organization

Quick Check!Why does the Department of State create regulations for foreign exchange programs?a) Because exchange programs are not allowed to create their own rules for

administering their programb) For the safety and protection of high school exchange studentsc) To provide voluntary guidelines that all exchange visitor programs should

follow

The High School Acceptance Form (HSAF) that the high school signs accepting a student must be dated:d) Dates are not important as long as it is signed and filled out properlye) Before the school start datef) Before the date the student departs his/her home countryg) After the student arrives, but before school registration

Quick Check—True or False?1. Secondary school program sponsors can only offer

a program that is at least one semester and no more than two semesters in length.

A.) True B.) False2. The secondary school student program is an

important component of the U.S. State Dept’s policy to build long-term, positive relationships between the U.S. and other countries.

A.) True B.) False

Supervision & Contacts LR’s must contact student and host family monthly by phone,

email, or in person. First student contact must be in person. Additional in-person

contact is required second semester. Host family must be contacted in person once each semester. A WISE representative, other than the placing staff person, must

visit the host family home within 60 days of the student's arrival (or 30 days if welcome/temporary family)

All host families & schools must have the contact information of the local staff and WISE national office in case of an emergency.

Student Selection The Foundation for Worldwide International Student Exchange’s

overseas partners will screen and recommend candidates for participation in the WISE Program. The national office makes the final decision of acceptance.

The academic section of the application also confirms the total number of years

completed school including primary and secondary study. The student application requires proof of grades, character and a

recommendation from a school official. The student application requires students to state if they have

participated in a J-1 or F-1 program previously. If they have, they are not eligible for the J-1 program.

Student Enrollment Written permission must be obtained from the school prior to the

student’s arrival. In the case of a student paying tuition, we ensure that information

about tuition has been provided & agreed upon in writing with the Overseas Partner and natural parents prior to the issuance of the DS-2019.

We must provide schools with student's official school transcripts, translated into English, and any other documentation required by the school. (SLEP or ELTIS tests, immunization records, etc.)

Schools must be notified if a student has already graduated in their home country.

Schools must provide a written request if they want to accept more than 5 students from one Sponsor.

Student Orientation An in-depth orientation will be provided for all exchange

students. The overseas representative will offer pre-departure session (s) before the student comes to the U.S.

The WISE local representatives will give a thorough orientation based on the criteria and standards given by WISE to both the host families and the students.

Prior to the student’s arrival in the U.S., the organization must provide students an ID card containing the student’s name, host family name and address, WISE emergency contact information and insurance carrier & policy number. The student should keep it in a safe place such as in his/her wallet.

Extra-curricular Activities Students may participate in extra-curricular activities if the

school allows and if they are eligible. Neither schools nor host families may recruit students based on

their athleticabilities.

WISE must report direct placements to the school the student will attend and to the National Federation of State High School Associations

Student Employment Students may not be employed while on the

program. Students may earn money by doing odd jobs

such as babysitting or yard work.

Quick Check!Which of the following is allowed under DoS regulations regarding monthly checks by

a Local Representative?a) If the student is unavailable, a host parent may give the student’s reportb) The LR must talk with the student & host family monthly, and the school every

two monthsc) Monthly communication with the student may be through emaild) The LR must meet the student in person at least once each semestere) Both C and D

An exchange student you are supervising wants to babysit children in her neighborhood to make some extra money.f) This is allowed and falls under certain types of jobs students may have on

programg) This is allowed; students may get any jobs as long as it does not interfere with

schoolh) This is not allowed; student may not be employed in any capacity while on

program

The basketball coach of your local high school contacts you with a host family lead and asks if you have a great basketball player they can host.i) Follow up with the family and how them the best basketball players you have

availablej) Explain to the coach that this is not allowed, and do not call the potential host

familyk) Explain to the coach that this is not allowed, and follow up with the family to

see if they would be interested in hosting a non-basketball player

Host Family Application & Selection All persons residing in the host families home must be properly

screened. Host families must be given a summary of the DoS

requirements. Each person 18 and older that resides in the home must undergo

and pass a criminal background check. LR must conduct an interview in the host families home with all

family members present. The host family must have sufficient funds to be able to provide

3 meals a day and transportation to get the student to and from school.

Pictures documenting the home, (living room, bathroom, bedroom, kitchen, family members, home, yard/grounds) are to be provided by the host family and/or the WISE staff.

There must be a study area in the home and clear access to the entry and exit of the home in case of emergency or fire.

Students may share a bedroom with one other person of the same sex. Students may not share a bed. Beds may not be convertible or inflatable.

LR must check two personal references (minimum) to ensure that host family has a good reputation andcharacter

Single person host families require extra references and approval from the student and natural parents to accept the placement.

Host Family Application & Selection cont.

Host Family Orientation Host family must receive orientation prior to student’s arrival

in their home. Orientation must include expectations for communication, LR

contacts, program rules, cultural information, etc. Host families must inform WISE of any changes in their home

and family structure. (e.g. plans to move, a new person moving into the home, loss of job, etc.)

Host Family Placement WISE provides Overseas Partners, students and the natural

parents with the placement information, including whether it is a permanent or temporary/arrival placement, prior to the student’s arrival to the US.

In the case of a double placement, signed double placement agreements must be secured from both students, natural parents, and the host family.

No more than two students may be placed with one family. Students from the same country or who speak the same

language may not be placed in the same home. Personnel should encourage communication between the

student and the host family once the placement has been confirmed.

The organization provides any changes to the student's placement to the Department of State.

Rematches Student moves must be processed the same as the initial

placement. A student may not be moved to a new family until that

family has completed all components of the host family application and been approved by WISE.

The new host family must receive orientation after they are vetted and before the student moves to their home.

WISE must be notified before a student is moved to/from a family’s home.

WISE must report all student moves to the DoS in the annual report.

Quick Check—True or False?1. Only family members 18 and older need to be

present at the host family interview.2. The host family interview must take place in the

host family’s home.3. Photos of the home and family are nice, but are

supplementaryand not an actual requirement.

4. A student may share a bedroom with 2 host siblings, provided the room is large enough to accommodate three people.

5. No family may host more than two students at the same time.

6. A student from Mexico could be double placed with a student from Spain since they are not from the same country.

7. When rematching a student, the new family must be completely screened and receive orientation before the student may move to their home.

Advertising & Marketing WISE personnel may not promote or market specific students

or the exchange program by implying that a student will not come to the U.S. unless they host the student.

We can not use words or language of pity, pleading or begging in recruiting host families. Prohibited language includes “emergency”, “host family urgently needed”, “don’t let me be homeless”, etc.

Acceptable language includes “Open your heart and home”, “Make the world a better place by hosting”, etc.

Student’s complete name, photographs, exact city or town, or any other identifying information can not be used or shown on a website or any promotional materials available to unvetted families.

Only once a host family has been approved for hosting can student’s personalinformation be shown to the host family.

Reporting Requirements Any incident or allegation of sexual exploitation or

abuse must be reported to WISE home office, who are required to, in turn, report to local authorities and to the Department of State.

WISE reports all rematches and school changes to the DoS in its annual report.

Be sure to notify WISE if your physical, mailing, or email address changes so that WISE and DoS records may be updated.

DoS Compliant?1. You have one more student left to find a host home

for. You send a private email to your closest friends with the student’s first name, country they are from, hobbies, interests, and photo. You are careful to only ask if anyone is interested in hosting a student for this school year.

2. You place an advertisement in your local neighborhood newsletter that says “School starts in one week and time is running out for our exchange students without a family yet! Don’t let these students be left out!” You don’t mention any specific student information.

3. You have a family who has completed their application, which now shows that the background checks are clear and entered and you have called all their references which have turned out good. You select 3 students and send the family their full profiles and personal photos.

Training AcknowledgementPlease complete and sign the Training Acknowledgement Form

and return it to your Regional Director

You will receive an email with a link and instructions for taking the Dept. of State certification test.

Upon completion of the test, the site will issue you a Certificate of Completion.Save this to your computer and email a copy to your RD.