Host School Manual

Welcome to the CETUSA J-1 Teacher program! We are delighted that your school has chosen to be a part of the J-1 visa Exchange Visitor Program, sponsored by the Council for Educational Travel USA (CETUSA).

As a designated sponsor organization, we are committed to ensuring that our J-1 visa program meets the highest standards of quality and compliance. We will provide you with the support and resources you need to successfully host our exchange teachers, including guidance on program requirements and recommendations for cultural exchange activities.

We understand that hosting exchange teachers can be a rewarding and enriching experience for your school, and we are here to help make that experience as smooth and successful as possible.

This manual explains the requirements of the J-1 Teacher Program and should help you make the most of your hosting experience. We encourage you to reach out to us with any questions or concerns you may have throughout the program.

Thank you again for joining our J-1 visa program. We look forward to working together to provide a valuable cultural exchange experience for our exchange teachers!

Best regards,

CETUSA Program Staff

Contacts:

• Olivia Grigorjeva – Program Director – olivia.grigorjeva@cetusa.org
• Cara Parenti – Operations Manager – cara.parenti@cetusa.org

Mailing Address:

CETUSA (Council for Educational Travel, USA) 678 Front Ave NW Suite 091A

Grand Rapids, Michigan 49504 USA

Office Hours:

• Hours: Monday – Friday, 9 am – 6 pm (Eastern Standard Time)
• Phone: 1 (949) 940-1140
• Website: www.cetusa.org

The CETUSA emergency hotline number is available 24 hours a day, 7 days a week. In the event of an emergency, call this number and leave a message. A CETUSA representative will respond as soon as they are able. Please leave a detailed message and the phone number where you may be reached.

CETUSA Emergency Hotline: 1 (877) 261-6576

The Exchange Visitor Program is administered under the oversight of the Deputy Assistant Secretary for Private Sector Exchange, Bureau of Educational and Cultural Affairs (ECA). While CETUSA is the program sponsor and your primary point of contact during the program, the U.S. Department of State also considers our exchange teachers’ health, safety, and welfare its highest priority.

Address:

U.S. Department of State

Office of Private Sector Exchange Designation

Private Sector Programs Division ECA/EC/D/PS – SA-4E, Room E-B001 2201 C Street NW

Washington, DC 20520

Email: jvisas@state.gov

Phone: 1 (844) 300-1824

Website: https://j1visa.state.gov/

The U.S. Department of State maintains a 24/7 toll-free emergency hotline for emergency and urgent situations. The U.S. Department’s Emergency Hotline number is 1 (866) 283-9090.

The J-1 Emergency Hotline number is to be used only in emergency situations. Non-emergency situations should be communicated to the Department by sending an email to jvisas@state.gov.

We would like you to become familiar with important terminology that will be used throughout the handbook:

• 22 CFR 62.24 Exchange Visitor Program Regulations (Program Regulations): The U.S. government regulations guiding our program Paragraph 22 CFR 62.24 – Subpart B pertains to the J-1 Teacher category.
• United States Department of State, or S. State Department, is an executive department of the U.S. federal government responsible for the nation’s foreign policy and international relations. The Exchange Visitor Program is overseen by the U.S. Department of State.
• Sponsor Organization: A legal entity designated by the Secretary of State to conduct an exchange visitor program. CETUSA is a designated sponsor for the J-1 Teacher program.
• Overseas Partner Agency: A legitimate entity within the context of their home country environment operating outside the U.S. Such entity must provide relevant home country documentation, such as a business registration or certification and undergo the vetting process prior to finalizing program partnership. Employees of overseas partner agencies introduce CETUSA programs to local markets, recruit applicants, conduct initial applicant screening and pre- departure orientations, aid in the visa application process, and assist with issues during the program when necessary.
• Exchange Visitor: A foreign national who has been selected by a sponsor to participate in an exchange visitor program, and who is seeking to enter or has entered the United States temporarily on a non-immigrant J-1 visa or who has obtained J-1 status in the United States based on a Form DS-2019 issued by the sponsor.
• J-1 Exchange Teacher: A J-1 exchange teacher is a participant in a cultural exchange program authorized by the U.S. Department of State. The J-1 visa allows foreign teachers to teach full-time at accredited primary or secondary schools in the United States. This program aims to promote international understanding and collaboration by allowing educators from other countries to share their knowledge, culture, and teaching methods while experiencing American education systems and culture firsthand.
• J-2 Dependent: a spouse or unmarried children (under the age of 21) of a J-1 exchange teacher who accompany or later join the J-1 exchange teacher in the United States. They apply for a J-2 visa.
• Program Applicant: a program candidate who is applying for a J-1 teacher exchange visa with CETUSA program sponsorship.
• Program Participant: a sponsored program applicant who has received their Form DS-2019 from CETUSA and is either applying for the J-1 visa or has arrived on the program.
• Accredited primary or accredited secondary school: Any publicly or privately operated primary or secondary institution for educating children in the United States that offers mainly academic programs and is duly accredited by the appropriate academic accrediting authority of the jurisdiction in which such institution is located.
• Full-time teaching: A minimum of 32 hours per week of teaching or teaching-related administrative activities.
• Home Country School: An exchange teacher’s school in his or her country of nationality or last legal country of residence.
• Host School: The U.S.-accredited primary or secondary school in which a sponsor places an exchange teacher pursuant to the exchange teacher’s written acceptance of the placement.
• International school: A school that is so designated by its school district, state, or other applicable governing authority, or one whose curriculum focuses predominantly on international aspects of the subject matter taught and/or language immersion, or one that predominantly follows a national curriculum of a foreign country.
• Language immersion program: A program that is a regular course of study offered by an accredited school having sustained and enriched instruction, in a language not native to the majority of the student population, that occurs for at least fifty percent of the school day.
• Virtual exchange: A technology-enabled, sustained, people-to-people cross-cultural educational program that may supplement the goals of an in-person exchange and integrates global knowledge, cultural awareness, and/or foreign language into the classroom or other setting.
• Form DS-2019: a controlled document of the Department of State that a sponsor issues to a potential Exchange Visitor Program participant and his or her accompanying spouse and dependents as permitted by This form, together with other necessary Department of State documents, permits the named foreign national, if required, to schedule an interview at a U.S. embassy or consulate to seek to obtain a J-1 visa to enter the United States as an Exchange Visitor Program participant or as an accompanying spouse and dependent.
• Form DS-160: the Online Nonimmigrant Visa Application form is for temporary travel to the United States. This form is submitted electronically to the Department of State website via the Internet prior to scheduling the visa interview appointment.
• SEVIS (Student and Exchange Visitor Information System): An online system that the U.S. Department of Homeland Security (DHS) uses to maintain information on the Student and Exchange Visitor Program. An exchange teacher’s Form DS-2019 is generated through the SEVIS system, and we are required to keep SEVIS records up to date if there are changes to their address, financial information, or program.
• SEVIS ID: a unique identifier assigned to you by the government when sponsorship is approved, and an exchange visitor’s SEVIS record is A SEVIS ID number starts with the letter N followed by 10 digits.
• I-901 (SEVIS fee receipt): a fee mandated by U.S. Congress to support the program office and automated system (explained in the above term) that keeps track of students and exchange visitors and ensures that they maintain their status while in the United States. All exchange teachers must pay the I-901 SEVIS fee after sponsorship is granted. The payment is associated with the participant’s SEVIS ID issued for the program. Click here to learn more about the SEVIS fee.
• United States Citizenship and Immigration Services (USCIS): a federal government agency which exclusively focuses on immigration and citizenship services.
• DHS (Department of Homeland Security): a federal government agency charged with protecting the borders of the United States and its territories. USCIS is a component of DHS.
• United States Customs and Border Protection (CBP): a federal law enforcement agency of DHS and is the country’s primary border control organization. It is charged with regulating and facilitating international trade, collecting import duties, and enforcing S. regulations, including trade, customs, and immigration.
• Port of entry: the location where an exchange teacher enters the S.
• S. Customs Declaration Form 6059B: this form is used as a standard report of the identity and residence of each person arriving in the U.S. This form is also used to declare imported articles to U.S. Customs and Border Protection (CBP) Written declarations are required from travelers arriving by air or sea and verbal declarations are required from travelers arriving by land. Access the form here.
• Form I-515A: if an exchange teacher enters the U.S. without their required documents or with unsigned or missing information, the CBP officer may issue them a Form I-515A, which allows them temporary entry to the S. for 30 days. Issuance of I-515A is at the discretion of the CBP officer. Within 30 days, they must submit their I-515A and supporting documents to the U.S. government, otherwise their SEVIS record will be terminated.
• Grace Period: USCIS allows exchange teachers a 30-day travel period commonly referred to as the “grace ” During the 30-day grace period (before and after the exchange teacher’s program dates), exchange teachers are not in J-1 visa status and are under the jurisdiction of USCIS. They are not authorized to start or continue teaching activities within their host school during the grace periods. Exchange teachers are encouraged to travel within the U.S, but it is not recommended they travel beyond the U.S. borders during their grace periods as they may not be permitted reentry.
• Form I-94: an official arrival and departure record which documents an exchange teacher’s legal entry into the S., their specific immigration status, and how long they can stay in the U.S. Their record can be accessed here through the government website.
• Social Security Number (SSN): a nine-digit number issued to U.S. citizens, permanent residents, and temporary (working) residents by the Social Security Administration. It is a national identification number for taxation and other purposes.
• IRS: Internal Revenue Service. The agency that enforces tax laws and collects taxes for the U.S.
• Federal Income Tax: taxes paid to the S. government by all income earners, including exchange teachers.
• State Income Tax: taxes on income earned in a state. State income tax generally funds state budgets rather than the federal government. J-1 exchange teachers may be subject to pay state income taxes.
• Local Income Tax: taxes enacted by cities, counties, local government, and school districts. J-1 exchange teachers may be subject to pay local income taxes.
• Social Security Tax: a tax that is levied on both employers and employees to fund the Social Security program in the U.S. Non-immigrant visa holders who are classified by the IRS as “nonresident aliens” are not subject to this tax deduction.
• Medicare Tax: a federal employment tax that funds a portion of the Medicare insurance Non-immigrant visa holders who are classified by the IRS as “nonresident aliens” are not subject to this tax deduction.
• Federal Unemployment Tax Act (FUTA): a U.S. federal law that imposes a federal employer tax used to help fund state workforce Non-immigrant visa holders who are classified by the IRS as “nonresident aliens” are not subject to this tax deduction.

As stated in the Mutual Education and Cultural Exchanges Act of 1961, the Exchange Visitor Program was to allow foreign nationals to temporarily reside in the United States and participate in a variety of education or training programs, as well as to promote cultural exchange between the United States and other countries. The program is grounded in U.S. public diplomacy.

The Exchange Visitor Program is overseen by the U.S. Department of State. There are 15 program categories that focus on cultural exchange by giving participants the chance to engage more deeply with Americans and share their cultures with their U.S. host companies and communities. The participant’s also have opportunities to improve their English language abilities during their program. To participate in the Exchange Visitor Program, exchange visitors must be sponsored by one of the State Department’s U.S.-based, designated sponsor organizations authorized to administer the program, such as Council for Educational Travel, USA (CETUSA).

Council for Educational Travel, USA (CETUSA) is a non-profit student and cultural exchange organization dedicated to its mission of reaching out to encourage a lifelong journey of global peace and understanding. CETUSA is a State Department designated sponsor for High School and Trainee and Internship programs. Since 1995, we have helped tens of thousands of students, families, young professionals, and businesses benefit from the integration of different cultures. CETUSA partners with like-minded cultural exchange agencies and academic institutions in more than fifty countries. CETUSA- sponsored career development programs play an important role in global business. CETUSA is a member of CSIET and of the CET Management Group which provides marketing and finance functions for the organization.

As stated in 22 CFR 62.24, the primary purpose of the J-1 Teacher Program is to promote the interchange of U.S. and foreign teachers and enhance mutual understanding between the people of the United States and other countries. Exchange teachers sharpen their professional skills and participate in cross-cultural activities in schools and communities, and they return home after the exchange to share their experiences and increased knowledge of the United States and the U.S. educational system. Such exchanges enable foreign teachers to understand better U.S. culture, society and teaching practices at the primary and secondary levels, and enhance U.S. students’ knowledge of foreign cultures, customs and teaching approaches.

As the designated sponsor, CETUSA is responsible for monitoring all aspects of the J-1 Teacher Program, including orientation, placement, and periodic check-ins to maintain compliance. CETUSA also supports participants throughout their stay and ensures their health, safety, and welfare. The information below explains CETUSA’s role in program administration:

• Provide program applicants with appropriate program information, program regulations, pre-arrival, and area-specific information.
• Screen applicants to ensure they meet program eligibility as defined in program regulations 22 CFR 62.24.
• Obtain references from a colleague and a current or former supervisor to verify reputation, character, and teaching skills of each applicant.
• Confirm English language proficiency of selected applicants to ensure they can function effectively in U.S. classrooms and daily life.
• Ensure applicants have necessary documentation from their home schools in support of cross-cultural activities.
• Issue Forms DS-2019 only after applicants have accepted written offers of full-time teaching positions.
• Ensure program dates align with the U.S. academic year to facilitate smooth transitions for participants.
• Ensure compliance with any applicable collective bargaining agreements.
• Secure sickness and accident insurance for program participants, at minimum for the duration of the program on their Form DS-2019.
• Ensure that participant appointments are temporary and do not lead to tenure.
• Ensure teaching positions and compensation are comparable to those of U.S. teachers in the same district or host school.
• Provide comprehensive program disclosure, including fee summaries, cost estimates, and contractual terms to participants before signing any agreements.
• Provide guidance to applicants on how to secure appropriate housing, as needed.
• Ensure all participants receive pre-departure orientation and area specific information.
• Monitor program by means of monthly check-in emails.
• Ensure each participant completes at least one cross-cultural activity annually in two designated categories: one showcasing their home country’s culture and another involving U.S. student interaction with schools abroad.
• Confirm that exchange teachers participate in accredited primary or secondary schools specified on their DS-2019 forms or at locations directly involved in official school activities.
• Monitor and manage the duration of exchange teacher participation, ensuring it does not exceed three years without authorized extensions from the U.S. Department of State.
• Facilitate requests for extensions, including preparation of required documentation such as performance reviews and detailed engagement in cross-cultural activities over the previous three years.
• Provide program support services including a toll-free 24-hour emergency telephone support line.
• Facilitate communication and coordination between participants, host schools, and relevant authorities throughout the exchange program.

CETUSA can sponsor teaching programs if a school meets program requirements and agrees to teach according to program regulations and foster cultural exchange at their host school. CETUSA partners with a variety of schools across the U.S. who agree to host CETUSA-sponsored international teachers.

Not every school is eligible to act as a host for the program. CETUSA applies stringent criteria when screening potential host schools to ensure compliance with program regulations. Schools with negative publicity, poor employee reviews, history of lawsuits, or other issues that could bring the Exchange Visitor Program or the U.S. Department of State into notoriety or disrepute will not be approved for CETUSA sponsorship.

To engage in the program, host schools must:

• Abide by U.S. Department of State program regulations and CETUSA guidelines.
• Offer full-time teaching positions (minimum 32 hours per week) in accredited primary or secondary schools.
• Ensure participant appointments are temporary and do not lead to tenure.
• Align program dates with the U.S. academic year cycle.
• Ensure teaching positions are comparable in duties, responsibilities, hours, and compensation to those of similarly situated U.S. teachers.
• Verify participants meet U.S. state teaching eligibility standards, including criminal background checks.
• Promptly notify CETUSA of any significant changes or emergencies involving the participant.
• Ensure participants maintain employment with the host school and, where applicable, the host school district during their program.

Passports, Visas, Form DS-2019, and Arrival/Departure Records (admission stamp or paper Form I-94) are official travel documents that participants coming to the U.S. must have in their possession to show their country of citizenship and legal status in the U.S. as J-1 Exchange Visitors. Exchange teachers will receive many important program documents, and it’s important for you to know about the following documents and how they relate to your responsibilities as a host school.

• Passport: participants should have a valid passport for the duration of their program. The name listed on the passport should match the name on their Form DS-2019.
• Form DS-2019 (Certificate of Eligibility for J-1 Exchange Visitor Status): Once applicants are approved for sponsorship, CETUSA issues their Form DS-2019, which allows them to apply for the J-1 visa. This document also permits participants to teach at your host school. In addition, it provides information about your school and site of activity, identifies CETUSA as the program sponsor, and states the time period that the participant is legally permitted to teach in the U.S.
• The J-1 Visa: The J-1 visa stamp is issued in participants’ passports if they are approved for the J-1 visa by a consular officer at a U.S. Consulate abroad. The J-1 visa allows participants to enter and re-enter the U.S. to complete their program. The visa does not determine the length of time individuals may legally remain in the U.S. The visa expiration date is the last day that participants can use their visa to enter the U.S. Therefore, their visa expiration date might be different from the dates on their Form DS-2019. The program end date in Section 3 of their Form DS-2019 is the last day they can teach at your school.
• I-94 Arrival/Departure Record: upon entry, participants are issued a Form I-94 Arrival/Departure record. This document serves as proof of legal entry into the U.S. and is required for various purposes, such as applying for a Social Security number or a driver’s license.

The CBP website allows participants to download their Form I-94 within hours of their U.S. arrival. If their information isn’t reflected 48 hours after U.S. arrival, it is possible there is a system error, or the data is there, but formatted differently than it was entered. CETUSA provides instructions to participants on how to address issues with retrieving their Form I-94.

The J-1 Teacher Program category is privately funded and does not receive any financial assistance from the government. The funding to support visitors on a J-1 visa primarily comes from fees and payments made by the program applicants to CETUSA for the programs they are sponsored for.

The fees help cover operational costs for the sponsor organization’s program services only. Program fees do not include any allowance for a participant’s international or domestic travel or living expenses incurred while in the U.S.

CETUSA must ensure that program applicants have sufficient funds to meet their living expenses for the duration of the program. The minimum funding requirements for CETUSA participants are:

• $2,000 arrival/emergency funds, available at the time of arrival to cover start-up living These costs include but are not limited to temporary lodging, first month’s rent, rental security deposit, mobile phone, transportation, food, and supplies.
  • It usually takes 1-2 weeks after their program’s start date before they receive their first paycheck, but sometimes it can take longer if a background check and/or a drug test are required.
• $2,000 per month on the program.
• An additional $1000 per month for each J-2 Dependent (if applicable)

The required funding may be assessed at a higher rate for programs located in cities with a higher cost of living.

Each program applicant may apply for additional funding sources such as scholarships, grants, or funding from an outside organization or their home country government, all of which must be disclosed to CETUSA at the time of applying.

Participants of the J-1 Teacher Program are entitled to receive benefits and pay raises comparable to those offered to their American counterparts with similar qualifications and experience. Host schools are required to provide participants with the same access to health insurance, professional development opportunities, and paid leave as their local teachers. Furthermore, participants should be eligible for any pay raises or salary adjustments that occur during their employment period, ensuring their compensation remains equitable and reflective of their contributions and performance. These measures help to ensure that participants are fairly treated, adequately supported, and motivated to fully engage in their teaching roles and cultural exchange objectives.

Participants in the J-1 Teacher Program are strictly prohibited from engaging in outside employment or taking on second jobs. The program’s regulations mandate that participants focus exclusively on their primary teaching responsibilities and the objectives of their exchange program. This restriction ensures that teachers are fully dedicated to their roles in the host schools and can effectively participate in the cultural exchange and educational development activities intended by the program. Any violation of this rule, including taking on unauthorized secondary employment, can result in serious consequences, including the potential revocation of J-1 status and termination from the program. Host schools and participants must adhere to these guidelines to maintain compliance and support the success of the exchange experience.

A participant who engages in unauthorized employment will be in violation of their non-immigrant program status and is subject to termination as a participant in an Exchange Visitor Program. You must notify CETUSA immediately if your participant has a second job.

By joining the program, participants accept responsibility to arrange their housing; they are recommended to begin their housing search prior to arrival and secure temporary accommodations ahead of time.

A housing cost range of $800–$1,200 is provided for shared living accommodations and likely the same amount in security deposit with a remark that in some areas, the housing costs will be higher than $2,000 per month. The participants are encouraged to ask CETUSA staff to provide a rent estimate for the area prior to their arrival. They are also provided with detailed information on various housing options and rental terms, as well as guidance on how to contact prospective landlords and are encouraged to actively begin their housing search before arrival. CETUSA staff discusses housing arrangements with each program applicant during a video conferencing call prior to finalizing application review.

Our participants may contact you to check if you know of any available housing in the area. CETUSA is also committed to helping program participants identify options if they experience trouble locating housing.

CETUSA is required to ensure that all participants (as well as their accompanying spouses and dependents) have adequate insurance coverage for the complete duration of their programs.

Accident and Sickness insurance is included in their program package. CETUSA is not their insurance provider but will enroll them in an insurance policy before their program start date. The accident and sickness insurance does not cover pre-existing conditions. If a participant has a pre-existing condition, we recommend that they look into purchasing additional insurance coverage or discuss the possibility of being added to your school’s insurance policy.

The Affordable Care Act mandates that all individuals who are considered U.S. residents for tax purposes, as defined by the Internal Revenue Service, carry adequate health insurance coverage. In general, J-1 Exchange Visitors are considered nonresidents if they have been in the United States for less than 2 years. However, if classified as residents for tax purposes, they will be subject to the ACA mandate.

Since participants are considered temporary employees, they should be covered by your school’s workers’ compensation policy in the event of a work-related injury or illness. If your school is not required to carry a worker’s compensation policy, you must submit proof of exemption along with proof of alternative insurance coverage.

SEVIS stands for the Student and Exchange Visitor Information System, which is a web-based system used by the U.S. government to manage and track data on non-immigrant students and exchange visitors (F, J, M visa categories), as well as their dependents, who are participating in educational and cultural exchange programs in the U.S. 

When application for sponsorship is approved, CETUSA submits a participant’s program information to SEVIS and creates a PDF record, Form DS-2019 “Certificate of Eligibility for Exchange Visitor (J-1) Status,” for the participant’s program, which they also need to apply for their J-1 visa.

CETUSA is granted access to SEVIS by the U.S. government under conditions to maintain the accuracy of its participants’ SEVIS records, with a requirement to update if changes occur in:

• Changes to the participant’s living address or contact information.
• Program termination or program shortening.
• Substantial changes in funding.

These reporting obligations are designed to ensure that the U.S. government has accurate and up-to-date information on participants, and that these individuals are complying with the terms of their visas. Failure to comply with SEVIS reporting requirements can result in penalties and other sanctions for designated sponsors.

CETUSA takes every measure to ensure the integrity of its participants’ SEVIS records and requests that you help us maintain compliance by prompt notification should any program changes occur.

The J-1 Teacher Program is designed to align with the academic year of the host schools to ensure a seamless integration of participants into the educational environment. Typically, program dates correspond with the beginning and end of the school year, allowing exchange teachers to participate fully in the entire academic cycle. This alignment facilitates continuity in teaching and enables exchange teachers to engage in all key academic activities, from the initial orientation and curriculum planning to student assessments and end-of-year events. By mirroring the academic calendar, the program ensures that participants can effectively contribute to and benefit from the complete educational experience, fostering a more immersive and productive cultural exchange.

The J-1 Teacher Program allows for initial participation of up to three years, with the possibility of extensions under certain conditions. Extensions can be granted for up to an additional two years, bringing the total maximum duration to five years. To qualify for an extension, participants and your school must demonstrate that the extension will enhance the teacher’s professional development and continue to meet the program’s objectives.

The program dates are indicated in section 3 of the participant’s Form DS-2019. This means that the participant is allowed to participate in teaching only within those dates. They are not authorized to pursue teaching before or after their program dates.

The application for sponsorship requires both the applicant and the host school to submit their respective documents to demonstrate program eligibility. CETUSA host school screening methods include, but are not limited to:

• Host School Application: As part of the process to become a host school for the J-1 Teacher Program, your school must complete the CETUSA Host School Application. This application helps ensure that your institution meets all necessary requirements and is prepared to provide a supportive and enriching environment for participants.
• Host School Agreement: The host school representative must sign an agreement, provided by CETUSA, that outlines the host school’s responsibilities, conditions, and program information.
• Host School Orientation: The host school representative is required to complete a host school orientation. The orientation covers important program information and regulations.
• Host School Written Offer: The host school in the United States is required to provide a formal, written offer to the international candidate. This offer must outline the terms and conditions of employment, including compensation, benefits, and any associated costs or deductions. Schools must include a copy of this offer as part of their application process.
• CETUSA Offer Letter: The CETUSA offer letter is a template that will be completed with the specific details of the offer made to the applicant. This document outlines the terms and conditions of employment, including details on compensation, benefits, and any associated costs or deductions.
• Accreditation: CETUSA must verify that your school is accredited either by a private academic accrediting organization or by the state. If no state-level accreditation process exists, public schools must demonstrate that they are meeting the state’s standards unless they hold a private accreditation certificate.
• Worker’s Compensation Policy: copy of active Worker’s Compensation Policy.

After verifying the documentation by both host school and applicant, CETUSA will review the application in detail to determine whether the application can be approved for sponsorship. This involves evaluating the applicant’s skills and experience, their English knowledge, as well as their goals and objectives for the program. CETUSA’s staff will meet with the applicant in a video conferencing call to review the program terms and conditions.

Once CETUSA has approved the applicant for sponsorship, CETUSA will issue and send a package to the exchange teacher containing the original Form DS-2019 and other supporting documents. After this stage, the visa scheduling process will begin.

Almost all J-1 Exchange visitors must schedule an in-person interview appointment with the U.S. Embassy or Consulate abroad, except for Canadian citizens, who apply for admission to the U.S. as J-1 non-immigrants at a U.S. port of entry. Typically, the wait for a visa appointment is 2 days to 6 weeks, but sometimes the wait can be longer.

The consular officer is required by law to view each J-1 visa applicant as a potential non-immigrant to the United States. During a non-immigrant U.S. visa interview, the consular officer will evaluate the applicant’s eligibility for the visa by reviewing their application, supporting documentation, and responses to interview questions. Visa applicants must demonstrate strong ties to their home country, a clear purpose of travel with supporting documentation, financial means to support themselves, intention to return home, and admissibility to the U.S. (i.e., not having any disqualifying factors, such as a criminal record or previous immigration violations). The consular officer will evaluate applicant responses and documentation to determine whether they meet the eligibility requirements for the specific visa category they are applying for.

CETUSA provides thorough guidance on the visa application process, but it has no control or influence of the consular decision to grant or deny visa. A visa denial may result in the participant’s inability to arrive on the program.

At the end of an applicant’s visa interview at the U.S. Embassy or Consulate, the consular officer will inform them whether their visa application is approved or denied.

Visa approval: If a participant’s visa is approved, a consular officer should explain how and when their passport and visa will be returned. If you are providing airport pick up for the participant, you must coordinate their arrival date and time with them.

Visa denial: As per the U.S. immigration and visa law guidelines, a visa must be denied if an applicant cannot establish their eligibility, either because the application does not meet the requirements of an established visa category, or because there are grounds for ineligibility based on other aspects of the applicant’s background. The applicant will be informed why they are ineligible to receive a visa. For additional information about visa denials, please go to the following website.

In rare cases, the visa appointment ends with the case moved to an “administrative review” status. It is a process that can occur after a U.S. visa application is submitted and involves additional screening by U.S. government agencies to ensure that the applicant does not pose a security or other type of risk to the U.S. During administrative review, the applicant’s application and supporting documentation may be subject to further scrutiny, and the review process may take additional time.

Section 212(e) of the U.S. Immigration and Nationality Act, also known as Two-Year Home-Country Physical Presence Requirement referenced in the immigration regulations, means that those J-1 or J-2 visa holders are subject to this requirement cannot become permanent residents in the U.S., change status in the U.S., or be eligible for employment-based or family-based visa sponsorship in H, L or K visa status until they return to their country of last permanent residence for at least two years cumulatively or receive a waiver of this requirement.

CETUSA staff or your participant will communicate their arrival dates. Once they’ve confirmed their flight information, each participant is instructed to coordinate their first day of teaching, including the time and location, directly with their supervisor.

CETUSA participants are provided with pre-arrival information on U.S. arrival and border crossing. Although it’s uncommon for exchange visitors to face issues when crossing the U.S. border, if they appear agitated, behave suspiciously, or are lacking the necessary documentation, they may be detained by CBP officials for additional questioning. Failure to present a Form DS-2019 to the U.S. Customs and Border Protection (CBP) officer may result in a temporary 30-day admission or in some cases, denial of entry. It is aways a nice gesture to offer airport pickup if the distance and schedule permits.

The way participants are received by you and your school staff can set the tone for their entire experience. Participants who feel welcomed from the outset are more likely to value their assignments and tasks, and to find purpose within the school’s community. It’s important to recognize that participants may experience culture shock during their initial weeks in the program.

Culture shock is a natural response to the stress of adapting to a new environment. The unfamiliar demands of this new environment can be overwhelming, leaving participants unsure of how to respond or navigate their surroundings. This adjustment period can be especially challenging for those who are visiting the U.S. for the first time, encountering not just a new school but also a new cultural and linguistic landscape. Participants may miss their home surroundings, family, and friends.

During this adjustment period, participants will benefit greatly from patience and support from you and your school community. Here are some suggestions to help facilitate a smooth transition:

• Organize a welcome lunch in a communal area where all school staff and participants can meet and interact.
• Arrange informal gatherings or outings outside of school to create a relaxed atmosphere for participants.
• Send out an email or announcement to all school staff introducing the new participant, including a brief introduction and the departments where they will be involved.
• Encourage school staff to personally introduce themselves to the participant throughout their first days or weeks.
• Assist with transportation arrangements, such as providing information on local transport options or facilitating carpooling among staff and participants.
• Prepare a welcome packet containing important school information, policies, and any necessary forms for participants to familiarize themselves with.

These initiatives will help create a welcoming environment where participants can adjust comfortably and contribute effectively to the school community during their exchange program.

At the beginning of the J-1 Teacher Program, every host school must conduct a formal orientation to welcome their participant and acquaint them with your school’s staff, policies, procedures, school culture, and local community. This should be conducted in addition or in conjunction with your school’s typical onboarding procedure. An outline of the orientation should include the following:

• Welcome and introductions: Begin the orientation with a warm welcome to the participant. Introduce key personnel, explaining their roles and responsibilities within the school.
• Overview of the School: Provide an overview of the school’s history, mission, vision, and values. This will help participants understand the school’s culture and their place within the organization.
• Organizational Structure: Clarify the school’s organizational structure, including positions, departments, reporting lines, and communication channels. This is especially important for teachers who may be unfamiliar with the school’s structure and culture.
• Policies and Procedures: Discuss essential school policies and procedures, such as HR policies (e.g., harassment policies, work schedules, tardiness policy, vacation and sick leave procedures, workplace safety protocols, and security procedures).
• Cultural Adjustment and Support: Provide support and resources to assist participants in adjusting to life in the United States and the school’s culture. This may include information about the local area, housing options, transportation, banking, libraries, grocery stores, healthcare facilities, and cultural or recreational activities.
• IT Systems and Equipment: Review the school’s IT systems and equipment, including login credentials, email systems, and any software or tools necessary for the teachers’ roles.
• Question and Answer Session: Conclude the orientation with a Q&A session. Allow participants to ask questions about the school, their roles, or any other topics that require clarification.

Participants are eligible and will need to apply for a Social Security Number (SSN) unless they’ve been issued one before from a previous program in the U.S. This number is necessary if they are receiving a paycheck or if they will be opening a bank account, renting an apartment, or applying for a U.S. driver’s license. If the participants have been issued a SSN in the past but do not have a card or remember the number, they should visit the local Social Security Administration office, retrieve their number, and apply for a replacement card. Applying for an SSN can only be done in person.

It is legal for the participants to begin teaching before their SSN has been issued if they bring a receipt of application that shows that they have applied.

Participants must first contact CETUSA to validate their SEVIS record prior to applying for SSN. Their SEVIS record will change to Active status after their program begin date.

When applying for a SSN, participants must bring the following items:

• Form DS-2019
• Passport
• I-94 Arrival/Departure Record (download here)
• Social Security Letter from CETUSA

They will be required to complete Form SSA-5, which they can prepare and print in advance of their visit if they choose to or complete it in the office. If the participants have not secured permanent housing, it is recommended that they indicate your school’s address in the application to ensure the card delivery.

The Social Security Administration (SSA), at the time of the application submission, is required to verify the applicant’s immigration status by entering the individual’s personal information into the web-based SAVE system. SAVE then searches the U.S. Citizenship and Immigration Services (USCIS) database to verify the individual’s immigration status.

If on the day of applying the applicant’s immigration status is verified through SAVE, the SSA can issue an SSN to the applicant, which is generated in their system within 48 hours. Their card will be processed and mailed to the address indicated in their application in approximately 2 weeks. However, if no data is found in SAVE, the SSA must submit a request to verify documentation manually. This internal verification process can take 4 weeks or longer as they are required to verify the documents with the issuing offices. In many cases this verification process can be avoided by following the guidance from SSA.

! The information on the participant’s immigrational status is gathered from the Port of Entry and from SEVIS and may take several days to be accessible in SAVE. For this reason, the SSA recommends waiting 10 days after arriving in the United States to apply for the number to ensure that all records will be up to date.

At the end of the visit, the applicant should be handed a confirmation letter. If the letter indicates that the card will be mailed in 2 weeks, the application was successful. However, if the receipt states that before the number can be issued, they must verify their alien status with the government offices, this means the application was not accepted on this visit and will require additional time.

Delays in Issuing a Social Security Number

The IRS acknowledges that foreign nationals may experience significant delays in obtaining SSNs and provides guidance to employers which you can read in this IRS article.

While we understand that not having an SSN may complicate the payroll system set up, there is no federal law administered by any federal agency which prohibits the hiring of a person based solely on the fact that the person does not have an SSN. Similarly, there is no federal law which prohibits the making of a payment to a person based solely on the fact that the person does not have an SSN, which the IRS article explains.

! Many host schools assist their participants with applying for their Social Security Number. If your school is unable to assist, you may wish to prepare a brief document identifying the nearest Social Security Office and transportation options to reach this office.

If the card is not issued in 4 weeks, remind your participants to call the local SSA office by phone, or visit in person to check on the status of their application. They can also reach them by calling 1 (800) 772-1213.

Accurately determining your participant’s tax residency is essential, as it directly affects their tax obligations and eligibility for certain exemptions.

Although the residency rules for tax purposes are based on immigration laws, it’s important to note that the definition of residency for tax purposes differs significantly from U.S. immigration law. Under tax regulations, there are two categories of “aliens” (i.e., nonimmigrants): resident aliens and nonresident aliens. Resident aliens are taxed in the same way as U.S. citizens, meaning they are responsible for paying taxes on their worldwide income. In contrast, nonresident aliens are generally taxed only on income sourced within the United States or income that is effectively connected with a U.S. trade or business.

As a J-1 Teacher, participants are typically classified as nonresident aliens for tax purposes under IRS regulations. This classification usually applies during the first two years of your stay in the U.S. However, if they have been in the U.S. for more than two out of the last six calendar years, their tax residency will be determined by the Substantial Presence Test. For more detailed information, please visit the IRS website section titled Taxation of Alien Individuals by Immigration Status – J-1.

The United States has bilateral income tax treaties with over 65 countries and many treaties provide specific benefits for J-1 aliens of the applicable treaty. Each treaty provision is unique and must be examined to determine the applicable treaty benefits that may apply to your participant’s program.

There are provisions under the Internal Revenue Code and applicable income tax treaties that may exempt a J-1 visa nonresident’s compensation for personal services income from U.S. taxation.

If your participant’s home country has a treaty with the U.S., to take advantage of the treaty benefits they will need to provide documentation and comply with certain administrative procedures, such as filling out tax forms, providing proof of residency or eligibility, and reporting the income appropriately.

The information below applies to participants who are classified as nonresident aliens.

Social Security, Medicare, and federal unemployment tax (exempt): As a non-resident J-1 visa holder, participants are exempt from social security, Medicare, and federal unemployment tax. However, once participants are classified as resident aliens, these tax deductions will apply.

Federal income tax (non-exempt): Participants are not exempt from federal income tax. In the U.S., all income- earningindividualsaresubjecttopayincometax.

State and city income taxes (non-exempt): Participants are not exempt from state and city income taxes.

When participants arrive at your school, they must complete Form I-9 Employment Eligibility Verification before they begin their program. To fill out this form, participants must provide you with a copy of their passport/visa, I-94 arrival record, and Form DS-2019.

The participants will complete Section 1, and you will complete Section 2. The participants will be required to indicate their SSN, U.S. living address and contact information.

If the participants have not been issued SSNs yet, you can add it at a later date. The IRS guidance suggests that if an alien employee can prove his work-eligibility with documents listed on Form I-9 other than a U.S. social security card, then the alien’s Form I-9, even though submitted without an SSN, is valid under immigration law.

The form indicates the following documents are acceptable for employment eligibility verification:

List A Documents:

• Passport – confirms identity.
• Form I-94 – confirms legal entry/foreign admission number, length of stay, and J-1 status.

You will need to make and store copies of their passport, J-1 visa, I-94 admission record, and Form DS-2019 in your personnel files.

Form I-94 indicates an “admit until date” that confirms when the traveler’s immigrant status expires. For exchange teachers, this date is “D/S” or Duration of Status (unlike other visa classifications which indicate a hard end date) according to CBP article explaining I-94 Expiration Dates. Admission status D/S refers to program dates listed on the participant’s Form DS-2019.

Participants should select box 4: “Legal alien authorized to work until” and enter program end date as indicated in line 3 of their Form DS-2019.

Participants cannot teach past their program end date. In case of a program extension, you may complete Section 3 of the original Form I-9 if the original is the current version of the form, otherwise complete a new version and store both copies.

E-Verify Compliance

This guidance will apply if your school uses E-Verify, which is an internet-based system that compares information from a participant’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) to confirm their identity and that they are authorized to work in the United States.

A case cannot be created in E-Verify without an employee’s SSN. The instructions from E-Verify suggest the following:

“If an employee has applied for but has not yet received his or her Social Security number (i.e., if he or she is a newly arrived immigrant), make a note on the employee’s Form I-9 and set it aside. The employee should be allowed to continue to work. As soon as the Social Security number is available, the employer can create a case in E-Verify using the employee’s Social Security number. If you are unable to create a case by the third business day after the employee’s first day of employment, select Awaiting Social Security number when prompted by E-Verify.”

E-Verify Case Issues – Tentative Nonconfirmation (Mismatch)

A mismatch means that the information entered into E-Verify does not match records available to the SSA and/or DHS (SEVIS record). E-Verify identifies the agency or agencies associated with the mismatch in the Further Action Notice. When E-Verify displays a mismatch case result, the employer must first notify the participant and complete the referral process as soon as possible within 10 federal government working days after E-Verify issued the mismatch result. You must provide instructions for your participant to follow to correct the error. For more information, please visit here.

Causes of errors include a name mismatch on the social security card and/or in SEVIS, I-94 errors, incorrect host school name or site of activity in SEVIS or forgetting to validate the SEVIS record with CETUSA upon arrival prior to initiating the E-Verify process. 

After determining tax residency and tax treaty eligibility, each year, participants must complete Form W-4. Resident alien taxpayers are taxed the same as U.S. citizens and should follow instructions provided on the form (unless a tax treaty applies), while nonresidents must disregard the instructions and worksheets. Instead, they must refer the restricted tax withholding requirements, as set forth in IRS Notice 1392, Supplemental Form W-4 instructions for Non-Resident Aliens. Refer to page 24 of Publication 515 for how to determine the withholding rate.

Understanding cross-cultural communication is crucial in the workplace because it allows individuals from diverse backgrounds to communicate effectively and work together towards a common goal. Misunderstandings, miscommunications, and cultural clashes can occur if people are not aware of these differences and do not try to bridge the gaps. Your exchange teacher may struggle adjusting to your school’s work culture, leading to misunderstandings and conflicts with colleagues or supervisors. For example, different communication styles, attitudes towards hierarchy, and approaches to problem-solving can vary greatly across cultures, and without proper training and awareness, these differences can cause tension and misunderstandings.

Learning more about cross-cultural communication can be particularly beneficial. Understanding the cultural differences that may exist between you and your participant can help you communicate more effectively, build rapport, and create a positive work environment for both of you. Additionally, by recognizing and appreciating the unique perspectives and experiences that your participant brings to the workplace, you can help them feel valued and supported, which can lead to increased job satisfaction and productivity. Investing in cross-cultural communication training can help create a successful experience for you and your participants. By showing awareness and respecting each other’s cultures, colleagues can build trust, foster collaboration, and create a more inclusive and productive workplace environment.

Our participants’ health, safety, and welfare are our top priority through all phases of their program. Our Program Monitors are committed to supporting them with any challenges they may face abroad and act as a resource to answer questions about visas, international travel, program concerns, and everything in between. In addition to ensuring their safety, our Program Monitors work to ensure that all parties remain in compliance with U.S. Department of State regulations. This is done through both routine and isolated communication with participants.

Communication with CETUSA

CETUSA relies on your assistance in reminding your participants to provide timely responses to any email outreach from CETUSA. To remain in compliance, it is imperative that they complete the following:

• Monthly Check-Ins: Every month during the participant’s program, CETUSA will email them a survey link. The goal of the survey is to ensure that they are happy, healthy, and safe. If they are not satisfied with their program, this is one way they can contact CETUSA for help. The monthly check-in survey is a CETUSA program requirement.
• Cultural Activity Report: Participants are required to complete and submit an annual cultural activity report as part of the J-1 Teacher Program. This report must detail the cross-cultural activities conducted during each academic year. The report should include the participant’s full name, the sponsor’s name, and specific information about each cultural activity. For each activity, the report should provide the date, location, audience, participants, a general overview, and the estimated impact. The purpose of this requirement is to ensure that participants actively contribute to cultural exchange by sharing aspects of their home country’s culture, traditions, and educational practices with their U.S. students and communities. Additionally, these activities should foster dialogue between U.S. students and students in the teacher’s home country, enhancing mutual understanding and global awareness. This annual reporting helps CETUSA and the U.S. Department of State monitor and assess the effectiveness of the cultural exchange components of the program.

We encourage our participants to feel comfortable reaching out to us, to know that their concerns will be taken seriously, to report incidents without fear of retaliation, and to receive the best qualified assistance as quickly as possible. Please check in regularly with them to ensure that they are adjusting well to their new environment. Any incident that affects a participant’s health, safety, and welfare should be brought to CETUSA’s attention immediately.

Participants are allowed to travel outside the U.S. during their program if they have a valid J-1 visa and their DS-2019 Travel Validation is signed by CETUSA. The Travel Validation signature is valid for up to one year (or until the DS-2019 form is replaced, whichever occurs earlier) and is good for multiple reentries. It is important that participants follow your school’s vacation policy before making any travel arrangements.

They can find more information about this in the CETUSA Exchange Teacher Handbook.

If a participant leaves the U.S. without obtaining a travel authorization signature, they may experience issues with admission back in the U.S. Upon re-entry, they must download a new I-94 Arrival/Departure record and verify their J-1 admission class.

If you encounter any issues or concerns with your participant’s performance, it’s important to address them directly. Many issues arise due to inadequate communication or unclear expectations, but they can often be resolved by having open discussions. However, if a problem persists or there are serious performance issues and it becomes necessary to make a change to your participant’s program, you should contact CETUSA immediately to discuss the best course of action.

Host School Transfer

If you are unable to resolve an issue with a participant or to deliver the program that was originally agreed upon, they may be eligible for a host school transfer. CETUSA reviews transfers on a case-by-case basis. Transfers are not guaranteed and are considered under exceptional circumstances.

Program Termination

It is the participant’s responsibility to remain in good standing by following all host school, CETUSA, and U.S. Department of State rules. If they stop communicating with CETUSA or break a program rule, they may be subject to program termination. Termination of a participant’s SEVIS record is very serious and will have negative consequences for them. If a participant’s program is terminated by CETUSA, they are “out of status,” meaning they have lost their legal status to continue engaging in any J-1 activity in the U.S. The participant must depart the U.S. immediately and there is no grace period.

Please emphasize the importance of maintaining contact with CETUSA. If your participant stops responding to CETUSA’s outreach efforts, we count on you to help re-establish communication.

CETUSA is the authorized visa sponsor for this program, not the host school. Only CETUSA or U.S. government officials may terminate the participant’s visa sponsorship and legal authorization for their program in the U.S. Never threaten your participant with revocation of their visa or sending them home, as it is not within your authority.

Program Extension

The standard duration for the J-1 Teacher Program is one to three years. If a participant’s initial program duration is less than three years, they may request an extension to reach the maximum three-year limit. These extensions are intended to help the participant fulfill the full three-year program if initially assigned a shorter duration.

After completing the maximum three-year period, a participant may be eligible for further extensions. Such extensions can be granted on a year-by-year basis for a total additional period of up to two years, with the cumulative duration of the program not exceeding five years. CETUSA will submit a detailed request to the Department of State on behalf of the participant, providing evidence that extending their program stay aligns with the original goals of the program and continues to offer substantial educational and cultural benefits. It is important to note that extensions are not granted for reasons unrelated to the program’s original objectives, such as personal preference or convenience. Additionally, approval of an extension does not imply eligibility for any other immigration status beyond the exchange visitor program’s category.

To initiate the application process, participants must submit a formal request for an extension to CETUSA well before the end of their current program, allowing sufficient time for processing and approval. The request should be accompanied by supporting documentation, including a letter of support from the host school confirming the need for and benefits of the extension. Participants are also required to complete any additional forms or requirements specified by CETUSA and the U.S. Department of State. The supporting documentation for the extension request should include a detailed plan outlining the goals and objectives for the extended period, emphasizing any new cross-cultural activities or professional development opportunities.

If the extension is approved, CETUSA will notify the participant and host school, providing an updated DS-2019 form with the new program dates. During the extended period, the participant must maintain valid visa status and comply with all program regulations to ensure a successful continuation of their program.

Extensions are typically considered on a case-by-case basis, with a focus on the participant’s performance, the host school’s support, and the overall benefits of the extension to the teacher’s professional development and cross-cultural exchange. It is essential for participants to plan and communicate their intentions early to facilitate a smooth and timely extension process.

Shorten Program

If an exchange teacher needs to return to their home country earlier than their originally intended end date, CETUSA encourages them to provide your school with two weeks’ notice (if possible).

! You must notify CETUSA if an exchange teacher leaves their program earlier than their original end date.

Participants who have previously participated in the J-1 Teacher Program may be eligible to participate again, provided they meet certain conditions. To be considered for repeat participation, participants must complete a mandatory two-year residency in their home country following the conclusion of their initial J-1 program. This period is designed to ensure they contribute to their home country’s educational system and apply the skills and knowledge gained during their exchange experience in the U.S. Additionally, repeat participants must demonstrate continued compliance with all program regulations and eligibility requirements, including current teaching qualifications and proficiency in English. They must also present new cross-cultural activity plans that build upon their previous exchange experiences. CETUSA and the Department of State will review repeat eligibility applications on a case-by-case basis, focusing on the teacher’s prior performance, contributions to their home country, and potential for future cross-cultural exchange and professional development.

As a participant’s program ends, it is important to be mindful of the following:  

• Confirm your participant’s last day of teaching. Participants are not authorized to pursue J-1 activities after their program end date as listed on their Form DS-2019. Your participant has up to 30 days after their end date for travel within the U.S. and/or to settle their affairs prior to their departure. As their program comes to an end, it’s important to remember that their J-1 visa was issued with the understanding that they would return to their home country.
• Issue and deliver your participant’s final paycheck. Arrangements should be made to deliver your participant’s final paycheck. If they do not receive their salary through direct deposit, you may be required to mail a check to your participant’s address in their home country. You will also need to confirm your participant’s mailing address to send their W-2 form at the end of the year.
• Write a letter of recommendation. Your participant took part in the J-1 Teacher Program to enhance their skills, and with the hope that their experience would help advance their career in their home country. If you are satisfied with your participant’s performance, you may want to consider writing them a letter of recommendation.
• Host another J-1 Teacher through CETUSA. If you found your experience hosting a participant to be valuable and are interested hosting again, please contact CETUSA. We would love to collaborate with you again!

You should not encourage or assist your participant to stay in the United States beyond the end date on their Form DS-2019, nor assist them with changing their visa status while under CETUSA sponsorship.