Agent Resources Guide
Resources
Certain J-1 Exchange Visitors are subject to a two-year home country physical presence requirement. J-1 visitors “subject” to this rule must return to their country of last legal residence for an aggregate period of two years or obtain a waiver of this requirement before they are eligible for:
- H (temporary employment)
- L (intracompany transfer)
- Permanent Residence (Green Card)
- Change of status from within the U.S.
This requirement does not restrict a visitor from returning to the U.S. in any other immigration status. For example, if the visitor wishes to return as a tourist, student, or scholar within the two-year period and meets the requirements for those statuses, the two-year physical presence requirement does not prohibit this. However, the visitor will still be subject to the two-year requirement until the total two-year period is reached or a waiver is obtained.
There is a provision in U.S. law for a waiver of this requirement by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS), when applied for by the former exchange visitor and recommended by the Department of State, Waiver Review Division.
Who is subject to the 212(e) requirement?
J-1 visitors who meet at least one of the criteria listed below are subject to this rule:
- Home Government Funding: J-1 visitors who receive funding directly from their home country’s government.
- U.S. Government Funding: J-1 visitors who receive funding directly from the U.S. government. Funding received as salary from government grants to academic departments is not considered government funding for this purpose. However, there are some exceptions which include grants that are specifically targeted for international exchange. Fulbright funding is U.S. government funding.
- Funding from an International Organization or Bi-National Commission: J-1 visitors who receive funding from International Organizations or Bi-National Commissions (organizations that receive their funding from government sources), such as, United Nations, NATO, or the European Community.
- The Exchange Visitor Skills List: J-1 visitors whose area of specialization has been identified as being in short supply by their home government or country of legal permanent residence, as indicated on the J-1 Exchange Visitor Skills List.
- Medical Education and Training: J-1 visitors pursuing a medical degree or training.
Are J-2 dependents subject to the 212(e)?
J-2 dependents of J-1 visitors who are subject to the 212(e) requirement are also subject to this requirement. Please note that J-2 dependents must rely on the J-1 to apply for a waiver of the 212(e) requirement. J-2s may not apply for the waiver separately from the J-1.
Q. Will I be placed with a host company?
A. We cannot guarantee a placement for all applicants interested in our programs. We do our best, however, the needs of businesses, skills possessed by different applicants, and the number of available positions in certain fields often determines different outcomes.
Q. Does CETUSA seek positions specifically for me?
A. Due to the large number of applicants, CETUSA cannot conduct outreach to find specific programs for specific applicants. CETUSA has a frequently updated list of available positions that applicants can check weekly. If you are interested, let us know, and we will happily recommend you for any suitable program.
Q. How long can I expect to wait for interviews?
A. Depending on the field and program availability, the process may take one week, or it may take several weeks. For example, hospitality positions move quickly, whereas positions in the business or engineering fields may take more time. We cannot guarantee that all applicants will be interviewed within a certain time frame.
Q. How can I make the process more efficient?
A. Before recommending applicants for interviews, CETUSA must ensure that applicants’ profiles are complete and that they have uploaded all necessary documents to verify program eligibility. By preparing in this way, CETUSA can recommend you sooner.
Q. Will the hiring manager provide feedback on my interview if I am not selected?
A. Not always. Due to the large number of applicants, most hiring managers do not provide feedback or explain their applicant selection preference despite our requests to provide comments.
Q. Can I negotiate a higher stipend during the interview?
A. In most cases, companies have a limited budget for internship/training. However, you may discuss the compensation terms with the hiring manager during an interview.
Q. Can I get a second job during the program to supplement my income?
A. Any outside employment is strictly prohibited by program regulations and is illegal.
Q. I have a friend who is also an applicant, what are the chances we get placed together or near each other?
A. Due to the individual nature of our programs, the chances of two applicants being placed together are low. Even if there are several positions at one company and both get selected, there is always a risk of visa denial. Applicants who are unprepared to travel alone on the program should be discouraged from applying.
Q. I want to be in a specific city, but there are no positions listed on your website in that city. What should I do?
A. CETUSA does not reach out to find individualized programs for single applicants. Your applicant may wish to try securing a position in their preferred city on their own—CETUSA can provide some aid, such as support letters, in this process.
Q. I cannot find a program in my occupational category on the website. When can I expect to see one?
A. It is hard to predict which positions will become available and when. Hospitality positions tend to appear more frequently, whereas business and STEM positions are scarcer and more competitive.
Q. I want to apply for a position, but with a later start date. Will the company wait?
A. Some host companies may be more flexible with the start date than others. Please contact the CETUSA Placement team for specific details.
Q. How often do you update your website with new programs?
A. On average, every 3-7 business days. We recommend frequent visits to our website for program updates.
Q. Do you have other programs which are not listed on your website?
A. No, CETUSA advertises all current programs on the website.
Q. If I send you my CV, will you arrange my interview right away?
A. Only screened applicants can be recommended for interviews. You must submit your eligibility documents to our database first. To see which documents are required, please reference the CETUSA Participant Handbook.
Q. Does CETUSA charge me fees for participating in an interview with their host company?
A. CETUSA does not charge fees for participating in an interview with the hiring manager. However, if you are offered a position, accept it in writing and then cancel, a cancellation fee will apply.
Q. How long does it take to find out the interview results and if I was selected?
A. Sometimes the hiring manager provides feedback right after the interview, but if several applicants are interviewed for the same position, the decision may take several days. In some cases, there will be a follow up interview and/or technical assignments provided before the decision is made.
Q. What are the top reasons why some applicants are chosen to be interviewed over others?
A. Some of the top reasons include a professional CV appearance and video introduction, English skills, and technical skills (software, portfolio of projects/past work).
Q. I have a spouse and a child I want to bring on the program on the J-2 status. Is this feasible?
A. Most CETUSA programs provide an entry-level stipend. Due to the high costs of living in the U.S. and the funding requirements for J-1 / J-2 applicants, most CETUSA Placement programs are unable to provide the necessary financial support or accommodations for families to ensure a successful program. CETUSA will advise you on the funding requirement and may recommend that you search for a suitable placement on their own.
Q. Can I continue working for the U.S. company after my program is finished?
A. No. All participating host companies are aware of the conditions of the program, and you must return home at the end of your internship or training.
Q. The program offer indicates that no housing assistance is provided. What do I need to do to find housing?
A. The CETUSA Participant Handbook provides extensive information on housing and how to approach a housing search. CETUSA staff are available to provide additional guidance if requested. Each applicant is responsible to search, locate, and secure their own housing for the program and reserve temporary accommodations prior to their arrival.
Q. Will the company help pay for housing or living expenses?
A. Unless the program offer specified additional benefits, most companies only offer a stipend that helps cover housing and living expenses. Not all programs provide a sufficient stipend to cover all living expenses, as those largely depend on an individual’s spending habits. The applicant is required to have additional savings in case their spending exceeds their stipend income (see the CETUSA Participant Handbook for more details).
Q. When will I know the name of the host company in the position description?
A. To protect confidentiality between the host company and CETUSA, host company names will only be revealed once you are selected for an interview.
Q. How many times will my documents be screened?
A. There will be two instances where a full document screening is done; once before interview recommendations, done by the CETUSA placement team, and one final review will be conducted by the CETUSA operations team before you are confirmed for J-1 sponsorship.
Q. Will my applicant be placed?
A. We cannot guarantee a placement for all applicants interested in our programs. We do our best, however, the needs of businesses, skills possessed by different applicants, and the number of available positions in certain fields often determines different outcomes.
Q. Does CETUSA seek positions specifically for my applicant?
A. Due to the large number of applicants, CETUSA cannot conduct outreach to find specific programs for specific applicants. CETUSA has a frequently updated list of available positions that applicants and agents can check weekly. If applicants are interested, let us know, and we will happily recommend your eligible applicant if they are suitable for the program.
Q. How long can I expect to wait for interviews?
A. Depending on the field and program availability, the process may take one week, or it may take several weeks. For example, hospitality positions move quickly, whereas positions in the business or engineering fields may take more time. We cannot guarantee that all applicants will be interviewed within a certain time frame.
Q. How can I make the process more efficient?
A. Before recommending applicants for interviews, CETUSA must ensure that applicants’ profiles are complete and that they have uploaded all necessary documents to verify program eligibility (see Agent Manual for more details). By having applicants fully prepared in this way, CETUSA can recommend them sooner.
Q. Will the hiring manager provide feedback on the interview if my applicant is not selected?
A. Not always. Due to the large number of applicants, most hiring managers do not provide feedback or explain their applicant selection preference despite our requests to provide comments.
Q. How can I help my applicant prepare for their interview?
A. Please share and review CETUSA Interview Tips together with your applicant.
Q. Can my applicant negotiate a higher stipend during the interview?
A. In most cases, companies have a limited budget for internship/training. However, the applicant can discuss their compensation terms with the hiring manager during the interview.
Q. Can my applicant get a second job during the program to supplement their income?
A. Any outside employment is strictly prohibited by program regulations and is illegal.
Q. My two applicants will only travel if they can be placed in the same city. What are their chances?
A. Due to the individual nature of our programs, the chances of two applicants being placed together are low. Even if there are several positions at one company and both get selected, there is always a risk of visa denial. Those applicants who are unprepared to travel alone on the program should be discouraged from applying.
Q. My applicant wants to be in a specific city, but there are no positions listed on your website in that city. What should they do?
A. CETUSA does not reach out to find individualized programs for single applicants. Your applicant may wish to try securing a position in their preferred city on their own—CETUSA can provide some aid, such as support letters, in this process.
Q. My applicant cannot find a program in their occupational category on the website. When can they expect to see one?
A. It is hard to predict which positions will become available and when. Hospitality positions tend to appear more frequently, whereas business and STEM positions are scarcer and more competitive.
Q. My applicant wants to apply for a position, but with a later begin date. Will the company wait?
A. Some host companies may be more flexible with the start date than others. Please contact the CETUSA Placement team for specific details.
Q. How often do you update your website with new programs?
A. On average, every 3-7 business days. We recommend frequent visits to our website for program updates.
Q. Do you have other programs which are not listed on your website?
A. No, CETUSA advertises all current programs on the website.
Q. Does CETUSA charge fees for participating in an interview with their host company?
A. CETUSA does not charge fees for participating in an interview with the hiring manager. However, if the applicant is offered a position and accepts it in writing and then cancels, a cancellation fee will apply.
Q. I have a new applicant interested in your position. If I send you their CV, will you arrange their interview right away?
A. Only screened applicants can be recommended for interviews. You must submit your applicant’s eligibility documents to our database first. To see which documents are required, please reference your Agent Manual.
Q. How long does it take to find out the interview results and if my applicant was selected?
A. It depends. Sometimes the hiring manager provides feedback right after the interview, but if several applicants are interviewed for the same position, the decision may take several days. In some cases, there will be a follow up interview and/or technical assignments provided before the decision is made.
Q. What are the top reasons why some applicants are chosen to be interviewed over others?
A. Some of the top reasons include a professional CV appearance and video introduction, English skills, and technical skills (software, portfolio of projects/past work).
Q. My applicant has a spouse and a child they want to bring on the program on the J-2 status. Is this feasible?
A. Most CETUSA programs provide an entry-level stipend. Due to the high costs of living in the U.S. and the funding requirements for J-1 / J-2 applicants, most CETUSA Placement programs are unable to provide the necessary financial support or accommodations for families to ensure a successful program. Your applicant should be advised on the funding requirement and recommended to search for a suitable placement on their own.
Q. Can my applicant expect to continue working for the U.S. company after their program is finished?
A. No. All participating host companies are aware of the conditions of the program–participants must return home at the end of their internship or training.
Q. The program offer indicates that no housing assistance is provided. What does my applicant need to do to find housing?
A. The CETUSA Participant Handbook provides extensive information on housing and how to approach a housing search. CETUSA staff are available to provide additional guidance if requested. Each applicant is responsible to search, locate, and secure their own housing for the program and reserve temporary accommodations prior to their arrival.
Q. Will the company help pay for housing or living expenses?
A. Unless the program offer specifies additional benefits, most companies only offer a stipend that helps cover housing and living expenses. Not all programs provide sufficient stipend to cover all living expenses as those largely depend on individual’s spending habits. The applicant is required to have additional savings in case their spending exceeds their stipend income (see Agent Manual for more details).
Q. When will my candidate know the name of the host company on the position description?
A. To protect confidentiality between the host company and CETUSA, host company names will only be revealed once your candidate is selected for an interview.
Q. How many times will my applicants’ documents be screened?
A. There will be two instances where a full document screening is done–once before interview recommendations, done by the Placement Team, and one final review will be conducted by the Operations Team before your applicant is confirmed for J-1 sponsorship.
The information below will provide you with advice and other details that will help you prepare for the interviews you can expect before being placed in a host company, sponsored by CETUSA, and/or granted your visa. Please review this information prior to your interviews in order to have a successful and beneficial interview process.
Before your interview, you should:
- Ensure that your surroundings are quiet, distractions are removed, and that you have a strong internet connection.
- Check that both video and sound are functioning on your device.
- Be punctual (at least 5 minutes early).
- Dress appropriately (business attire).
- Be attentive to your interviewer.
- Ask questions to ensure you understand the proposed training opportunity and CETUSA’s expectations of you on program.
- Study any materials you receive that will aid in your interview (host company website, position details, training plan, etc.)
- Download or create an account with the interview application (Skype, Zoom, Teams, etc.) if necessary.
- If your interviewer is late, please do not wait more than 10 minutes before informing your agency or CETUSA.
- Double check the time zone of your scheduled appointment.
- If any last-minute changes occur and you are unable to attend your interview, please contact your interviewer, then contact your agency or CETUSA. CETUSA will handle rescheduling your interview.
- If you have any doubt that you will be able to attend an interview, please inform your agency or CETUSA—the interview should fit the host company’s schedule, as well as yours.
A J-2 dependent is defined as any unmarried child under 21 years of age, or the spouse of a J-1 visa holder. Please disclose any interest in applying for a J-2 dependent visa as early in the application process as possible. If J-2 dependents wish to apply, please review the following:
Eligibility
- Who may be eligible: Legally married spouse or unmarried children under 21 years of age.
- Who may not be eligible: Parents, siblings, fiancés, boyfriends/girlfriends.
Requesting J-2 Dependent Sponsorship
To request a DS-2019 form for your J-2 dependent, please complete the “Dependent” section in your Application To-Do List and contact your Program Administrator.
The following documents are required for the J-2 application:
- Passport and Marriage Certificate (for a spouse): the document must be translated into English.
- Passport and Birth Certificate (for a child): the document must be translated into English.
Applying for the J-2 Visa
Once CETUSA receives the required documents and payment, we will email your J-2 dependent’s signed Form DS-2019 and provide you with their SEVIS ID number. At that time, CETUSA will provide you with detailed instructions for scheduling the visa interview appointment.
The J-2 dependent(s) must bring hard copies the following to their visa interview:
- Passport: valid for travel to the United States. It must be valid for at least six months beyond their period of stay in the U.S. (unless exempt by country-specific agreements).
- Appointment Confirmation page: showing the date and time of their appointment.
- Application fee payment receipt
- J-1’s I-901 SEVIS fee receipt: they use the same receipt as the J-1; no additional payment is required.
- Marriage Certificate: for spouse.
- Birth Certificate: for child.
- Form DS 2019 for each J-2 dependent: this form is used to obtain the visa required for the spouse/child to enter the U.S. with you as the principal holder of an exchange visitor visa, or to join you in the U.S. later.
- Any supporting materials or information required by your local U.S. Embassy / Consulate: it is important to check with your local U.S. Embassy / Consulate to confirm which documents are needed when applying for a J-2 visa as additional documents may be required and country-specific.
- Photo: they will upload their photo while completing the online Form DS-160. They should bring a copy of the same photo just in case.
- Sickness and Accident Insurance Confirmation Letter: copy sent with the Form DS-2019.
Please update CETUSA with your J-2 dependent’s visa interview date and outcome. Once the visa is granted, it typically takes 3-7 business days to have their passport returned with a visa stamp.
U.S. Arrival
Once your J-2 dependent(s) flight is booked, please update CETUSA with the date and time of arrival by providing a copy of the flight information.
Maintaining Legal Status for J-2 Dependent(s)
- Program Dates: The J-2 dependent(s) cannot enter the U.S. before the J-1 visa holder, but can arrive after them. The J-2 dependent(s) status in the U.S. ends at the same time as the J-1 status ends. A J-2 visa holder may not remain in the U.S. without the J-1 for any extended period of time. If the J-1 visa holder is subject to the two- year home residence requirement, the J-2 will also have to comply with that requirement.
- Cancellation/Withdrawal from Program: If your J-2 dependent(s) decide not to come to the U.S., or if they decide to leave the U.S. early and will not return, CETUSA must be notified immediately.
- J-2 Minor Children: J-2 children must be unmarried and under 21 years of age. It is your responsibility to notify CETUSA if you have an accompanying minor who will turn 21 during your proposed J-1 program.
- Employment: J-2 visa employment in the U.S. is optional. It is not guaranteed and requires an additional filing and fee payment to the United States Immigration and Naturalization Services (USCIS) to obtain an Employment Authorization Card (EAD). The process is explained here.
Download the J-2 Dependent application here.
CETUSA requires the following documentation from all host companies to ensure that the host company meets the State Department program regulations. Depending on the nature of the placement, CETUSA may request further documentation.
- Host Company Agreement: This is an agreement between CETUSA and the host company. It outlines the host company’s responsibilities, terms, and conditions that they must abide by while hosting a J-1 trainee/intern participant. It must be signed/dated by a representative of the host company. It expires every 5 years.
- Workers’ Compensation Policy (WCP): Sponsors are required to verify the existence of either a Workers’ Compensation Insurance Policy, equivalent coverage, or if applicable, evidence of state exemption from the requirement of coverage.
- CETUSA accepts a Worker’s Compensation Policy certificate or coverage statement.
- If the host company has a Worker’s Compensation Policy or equivalent coverage, CETUSA must receive a copy of the Worker’s Compensation Policy that includes the policy name, start date, and expiration date.
- If the host company has state exemption from Worker’s Compensation, CETUSA must receive evidence of the company’s state exemption.
- Site Visit Form: If the host company has less than 25 full-time employees or makes less than 3 million in annual revenue, CETUSA is required to conduct a site visit at the company location. A site visit entails a CETUSA representative meeting with the host company representative and taking photos of the location in which, the J-1 participant will be training. Site visits expire every 5 years.
- A copy of the company’s business license and the host company representative’s business card are additional required documents for a site visit.
- On the day of the site visit, the CETUSA site visitor and host company representative will sign a Site Visit Form confirming that the site visit took place.
- DS-7002 Training Plan: The Training Plan describes everything that the J-1 participant will be learning and doing during their program.
- For new applications with completed training plans, please wait to secure signatures until a CETUSA representative reviews the plan and provides feedback.
- Page 3 of the Training Plan is CETUSA’s Supplemental Page. The information on this page provides the applicant with more details about their placement (training schedule, uniform information, etc).
- If the host company is providing housing for the applicant, then they will also need to complete the CETUSA Housing Form. The applicant should not be required to stay in the housing provided by the host company, but if they decide to accept the housing offer then the applicant will need to sign/date the housing form.
As the designated program sponsor, CETUSA screens all host companies during the placement and application review processes. The following bullet points explain CETUSA’s host company screening processes.
- Online Occupational Safety and Health Administration (OSHA) Review: CETUSA checks if a host company has had any health or safety violations with the OSHA Establishment Search.
- CETUSA checks the OSHA record for every company as part of the application review process. If you have a new host company for a self-placement program, conduct an OSHA check before proceeding too far with the placement or ask CETUSA for assistance.
- Internet search of Host Company: Using a popular search engine (such as Google or Microsoft Edge), CETUSA checks to ensure there is no negative press or reviews associated with the host company.
- Number of J-1 Trainees or Interns currently training at the site of activity: CETUSA aims to abide by sponsoring programs in which there is one J-1 Trainee/Intern per every 10 full-time employees at the training site of activity. This ratio helps to ensure that the J-1 participant has sufficient daily supervision by their primary phase supervisor.
- For self-placements, verify the number of full-time employees at the training site of activity and ask if there are any J-1 Trainees/Interns currently training at that site.
- Workers’ Compensation Policy (WCP): Sponsors are required to verify the existence of either a Workers’ Compensation Insurance Policy, equivalent coverage, or if applicable, evidence of state exemption from the requirement of coverage.
- Host Company Interview: After the training plan has been signed by the host company, CETUSA schedules a call with the point of contact phase supervisor to reconfirm the information on the training plan, explain the J-1 program regulations, and ask further questions if necessary.
- Evaluation feedback from previous J-1 participants: For host companies that CETUSA has sponsored programs in the past, CETUSA reviews prior evaluation feedback from both the host company and participant to assess if prior programs have been positive.
Download template here. This version contains CETUSA’s Supplemental Placement Information page (3).
This document provides instruction for how to complete the Form DS-7002 Training/Internship Placement Plan.
During the application review stage, applicants must be thoroughly prepared for the CETUSA Video Conferencing Interview, which is the final step of the application prior to making CETUSA’s sponsorship decision. The purpose of this call is to check applicant’s preparedness for the program and visa interview, and verify:
- Sufficient English language skills.
- Knowledge of the J-1 Trainee/Internship program purpose and goals.
- Knowledge of the applicant’s host company (what type of business it is, what do they do, its location, etc.).
- Knowledge of their DS -7002 Training Plan. They should be able to provide CETUSA with detailed information about their training plan phases and what they will be learning.
- Ability to explain why this internship/training is necessary and how they plan to apply the skills in their future career back home.
- Knowledge of their stipend, living arrangements and costs.
- Understanding of the information contained in the CETUSA Participant Handbook
- Have they thoroughly read through the CETUSA Participant Handbook?
- Do they understand the Terms & Conditions of the program?
- Understanding of their arrival/SEVIS check-in procedures (reporting U.S. living address within 72 hours of arrival).
- Understanding of their required and timely response to CETUSA monthly check-in emails.
- Understanding of their required and timely completion of midpoint and/or final evaluations.
- They are able to demonstrate that their primary purpose of travel to the U.S. matches the visa category they are applying for. Inability to explain J-1 Exchange Visitor purpose and professional goals is one of the main reasons for visa denial.
As our partner agency, we ask you to prepare each applicant for the CETUSA Video Conferencing Interview. Please confirm that a session took place before scheduling an interview appointment with your applicant’s CETUSA Program Administrator. Once you confirm that the applicant has been prepared, you can schedule their Video Conferencing Interview.
NOTE: Failure to prepare your applicant for CETUSA’s Video Conferencing Interview may result in their application cancellation and fees charged to your agency.
This document must be signed and submitted if the person providing financial support for the applicant is anyone other than the applicant themselves.
Download the Housing Addendum here. This form must be completed if a participant will be living in housing provided by their host company.
Download the example here.
Download the example here.
Download the example here.
Download the sample resume here.