The Greenheart of Cultural Exchange
School Handbook Your guide to facilitating cultural exchange. 1
Enriching Opportunities for Your School School to School Exchange with Spain
CCI Greenheart matches your school with a school in Spain to provide your students a firsthand experience of the Spanish culture. Once matched, your school will host a group of Spanish students for a 2 to 3 week academic exchange in the fall, where they will attend class and participate in scheduled cultural activities while living with American families. In return, your partner Spanish school will host you and a group of students during the spring, where your class will live with the Spanish families and enjoy an equally enriching academic and cultural experience. Learn more! www.ccigreenheart.org/schoolexchange.aspx email: schoolexchange@ccigreenheart.org
CSIET Online School Community
The Council on Standards for International and Educational Travel (CSIET) has an online community of American schools that engage in student exchange programs. Join this community and you will: • Stay current on new grants, visa regulations, and scholarships; • Get a free copy of the annual Advisory List; and • Connect with school colleagues on best practices. Learn more! www.csiet.org/join
Greenheart Environmental and Social Volunteering
We are the “greenheart of cultural exchange” because we blend service learning and volunteerism into all of our programs, effectively creating a community of compassionate and conscious global citizens. All CCI Greenheart exchange students are required to volunteer four hours per semester in their American host communities. Your student body can also be involved by participating in the Greenheart Essay Contest, which encourages students to reflect on a volunteer experience or environmental issue. The winner recieves $500 to do a Greenheart volunteer project at your school! Learn more! Ask your CCI Greenheart Local Coordinator or email: greenheart@ccigreenheart.org.
CCI Greenheart
TABLE OF CONTENTS Letter to School Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Overview of CCI Greenheart J-1 High School Program.. . . . . . . . . . . . . . . . . . . 4 Important Program Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Graduation And Diploma Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 English Proficiency Tests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 International Grading Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 CSIET Model School Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 U.S. Department of State Criteria For SSSEVP. . . . . . . . . . . . . . . . . . . . . . . . . . . .17
ccigreenheart.org | a division of Greenheart
To School Administrators: We are here to support you! This booklet is provided to school personnel responsible for receiving J-1 High School full year and semester exchange students sponsored by CCI Greenheart. Thank you for your willingness to bring such an enriching experience to your student body, as exchange students can contribute very positively to the U.S. high school academic environment. CCI Greenheart recognizes, however, that exchange students also impose at least some additional responsibilities on school administrators. CCI Greenheart will assist you in every way possible to ensure a successful experience for both the exchange students and for the schools receiving those students. Included in this handbook are copies of CCI Greenheart forms and policies that will be of relevance to the program. The CCI Greenheart Local Coordinator, who provided this handbook to you, is responsible for overseeing the exchange student’s program from the student’s arrival in the U.S. to his/her departure at the end of the semester or academic year. Please contact your Local Coordinator whenever you have a question or need assistance with an issue. CCI Greenheart has been designated by the U.S. Department of State’s Bureau of Educational and Cultural Affairs (ECA) to carry out this cultural exchange program. CCI Greenheart is required to meet all ECA regulations. The ECA criteria are reprinted in this booklet. CCI Greenheart strongly supports the spirit and letter of these regulations. In keeping with the intentions of the U.S. Congress, which passed the legislation authorizing J-1 exchange programs, and of the U.S. Department of State, which authorizes and monitors J-1 exchange programs, the primary focus of CCI Greenheart’s J-1 High School is cultural exchange. Although student participants are expected to attend an accredited academic high school full-time and to succeed academically, their main benefit from the program is experiencing and learning from the United States’ cultural environment. Students may not enter into a second academic year in the same, or another U.S. high school, as a J-1 visa holder. The program is not intended to provide a means whereby a secondary student from another country can receive a U.S. high school diploma. (Note: Certainly CCI Greenheart does not object if a high school elects to award a diploma to a deserving exchange student.) The program is not intended to serve as a stepping stone to admission to a U.S. college or university, or as a means to seek permanent residency in this country. Students must leave the U.S. at the conclusion of the program. On the basis of materials submitted and reviewed, the Council on Standards for International Educational Travel (CSIET) has granted full listing to CCI Greenheart. The CSIET mark certifies that this organization complies with the standards set forth in the CSIET standards for international educational travel programs.
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CCI Greenheart also has many opportunities, beyond exchange students, that can offer cultural exchange experience for your students. CCI Greenheart is known as the ‘Greenheart of Cultural Exchange’ because it encourages all participants to be active in their local communities with eco-friendly volunteer projects and community service. As the leading nonprofit cultural exchange sponsor that blends service learning and volunteerism into all of our programs, we are effectively creating a community of compassionate and conscious global citizens. If you are interested in learning more, please visit our web page for Educators: www.ccigreenheart.org/schools-teachers/ There you will learn about High School Study Abroad programs that your students can utilize; the School to School Exchange with Spain or France program that brings real world connections to your Spanish or French classes; and other volunteer travel abroad opportunities. We appreciate your willingness to partner with us to promote cultural exchange and world peace in your school! We also value your opinion, as we strive to shape our programs to make them as enriching as possible for students, schools and host families. At the end of the students’ program, the CCI Greenheart Local Coordinator will provide you an evaluation form on which you can evaluate the program. We kindly urge you to complete this form. These evaluations are very important to us as your feedback influences the future success of the academic exchange program. Thank you!
Megan McGaughey General Director of J-1 High School Program CCI Greenheart
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CCI Greenheart Overview CCI Greenheart: The Greenheart of Cultural Exchange Established in 1985, CCI Greenheart is a non-profit international education exchange organization dedicated to the promotion of cultural understanding, academic development, environmental consciousness and world peace. CCI Greenheart offers cultural exchange programs in the U.S. that connect Americans with international students. As the leading nonprofit cultural exchange sponsor that blends service learning and volunteerism into all of our programs, we are effectively creating a community of compassionate and conscious global citizens. Through our unique Greenheart Club, CCI Greenheart encourages our American and international participants to make a difference through active participation in environmental and social service projects. CCI Greenheart is one of six branches of Greenheart International, a global nonprofit organization headquartered in Chicago, IL committed to connecting people and planet to create a more peaceful and sustainable global community. We achieve this through a unique and diverse collection of programs fostering cultural exchange, eco-fair trade, volunteerism, personal development and environmentalism. CCI Greenheart’s J-1 High School Program places international high school students with volunteer hosts for an academic year or semester. Participants must enroll as fulltime high school students at an accredited academic U.S. high school. The students receive J-1 (exchange visitor) visas from U.S. Consulates or the U.S. Embassy in their own countries to authorize their entry into the United States and their enrollment at a U.S. high school. Program dates are determined by school dates, but most follow this schedule: Program Length
Arrive in U.S.
First Semester-Only Students
Mid-August
Full Year Students
Second Semester-Only Students
Depart U.S.
Mid-August
Mid-June
Early January
Mid-June
Mid-January
CCI Greenheart Exchange students must range in age from 15 to 18½ years old. They will enter grade 9, 10, 11 or 12 while in the U.S. Students must meet minimum academic standards and have sufficient English (as determined by their application including: a letter to their host family, English teacher’s recommendation, interviewer’s report and/or an English language test) to succeed academically in a U.S. high school. Students must demonstrate through application materials, references and personal interviews the ability and motivation to succeed in a cross-cultural environment. CCI Greenheart exchange 4
students come from a wide variety of countries and students carry accident and illness insurance. Host Families are usually two or more people, related by blood or marriage, living in one household, with sufficient accommodations and financial resources to host an exchange student. Occasionally a single person will host, when pre-approved by the student and the student’s natural parents. Occasionally two exchange students will be placed with one host family; in such a case, permission in writing is required from the hosts, and from each student and the students’ natural parents as mandated by the U.S. Department of State. The CCI Greenheart Local Coordinator screens hosts for suitability and assists them in selecting appropriate students for their families. Hosts are volunteers who provide safe, comfortable and nurturing environments for the students they host. The CCI Greenheart Local Coordinator (LC) is recruited and trained by CCI Greenheart professional staff to work within her or his community. LCs are independent contractors whose responsibilities include: • Working with local high schools to enroll students and assist them throughout the year • Selecting appropriate host families • Matching student applicants with the families • Providing orientations to hosts and students • Monitoring the students throughout the program • Collecting and submitting reports to CCI Greenheart’s headquarters • Providing counseling and problem solving • Contacting students and hosts at least once a month Regional Directors (RD) supervise LCs in their designated regions. Some regions also have Area Coordinators (AC) and/or Regional Managers (RM) who assist the RD and work more closely with LCs in their area. Responsibilities of the RDs, RMs, and ACs include recruiting and training LCs and helping them answer questions and solve problems. Regional Directors are full-time administrators who supervise Regional Managers, Area Coordinators, and Local Coordinators. Regional Managers are part-time staff. Area Coordinators are part-time, independent contractor team leaders. RDs are supervised by the CCI Greenheart Chicago Office. CCI Greenheart’s Chicago Office, or headquarters, is located in Chicago, Illinois. Staff is responsible for processing applications and visa paperwork, communicating with international partners, and assisting Regional Directors, Regional Managers, Area Coordinators, and Local Coordinators. The General Director and the Director of Placement Services coordinate with the Regional Directors and are responsible for the overall administration of the J-1 High School Program.
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Important Program Activities Student meetings Each exchange student will talk at length with their Local Coordinator (LC) at three required student meetings: • Orientation (within two weeks of student’s arrival), • Midyear meeting (in Jan/Feb) and • Re-entry meeting (May). These student meetings are intended to provide the exchange student an opportunity to assess their own progress to date and discuss adjustment issues with their LC. Volunteering All CCI Greenheart exchange students are required to volunteer during their exchange year. We ask that they complete a minimum of 4 hours per semester, for a total of 8 hours for full year students. Previous students have volunteered to help at nursing homes, libraries, community youth centers, state parks, reforestation projects, environmental clean-ups, and the like. We encourage schools to help the students find ways to become involved in your community. If they do, tell their LC about it! We love to stay updated on students’ activities. Greenheart Trips Students, both CCI Greenheart exchange students and American students, also have the opportunity to participate in Greenheart Trips, organized by CCI Greenheart. These trips are focused on leadership development, eco-education, volunteerism, and of course, fun. Locations vary from year to year. Ask your LC about the current schedule. Miscellaneous activities The LC may, from time to time, be able to arrange some special activities for the students. Such activities could include theme-oriented parties (e.g., at Halloween), trips to nearby points of interest, meetings with civic officials, or other excursions. Student attendance at these activities usually is optional, although students are encouraged to attend. Often, host family members are invited to participate in these activities. Host families who have ideas for activities or gatherings with other exchange students and host families are welcome to make suggestions to their LC.
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Graduation and Diploma Policy CCI Greenheart cannot and does not guarantee to participants in its J-1 High School Program that they will receive diplomas or will graduate from U.S. high schools. This condition is clearly stated in our Conditions of Participation agreement which participants and their natural parents sign. Furthermore, participants agree not to apply pressure on school authorities to grant them diplomas. However, it is important to note that students are always placed in classes that correspond with the students’ academic level and background. (Students from Italy and Spain must be enrolled in the subsequent grade level from the last grade completed in their home country.) The student’s transcripts are provided to the school, which thoroughly document the coursework the student has completed, along with the results of the student’s efforts (i.e., A, B, C, D or Failure). The dynamics of the placement process do NOT allow CCI Greenheart to guarantee to any student that he or she will be placed in a school that will grant the student a diploma. Many schools in the United States do not, as a matter of policy, grant diplomas to exchange students. CCI Greenheart, along with the U.S. Department of State’s Bureau of Education & Cultural Affairs, respects and supports the policies of each school. Schools do agree, however, to provide letters confirming that, as a matter of policy, they do not grant diplomas to exchange students. CCI Greenheart cannot and will not re-place students to accommodate their wishes to receive a high school diploma. Moreover, students are not permitted to seek a diploma or equivalent degree during the term of the school semester or academic year through a GED or high school completion program. Such programs are time-intensive, and deter the student from adequate social and family integration. In cases where a student is able to participate in one of the above-mentioned programs after the school year or semester has ended, he or she would be permitted to do so if the course can be completed before the conclusion of the program. However, the responsibility to carry out the effort is entirely the student’s. Participants agree to focus on their current cultural interchange and academic year and not on their desire for further education in the U.S. Students agree as a condition of their J-1 visa to return to their home country at the end of their program and not to change their visa status while in the U.S. on CCI Greenheart’s program. Applicants unable or unwilling to accept and abide by the above policy should not apply to the program. Active participants already in the U.S. who cannot abide by the above policy risk dismissal from the program and early repatriation without financial recompense. 7
English Proficiency Tests Assessment CCI Greenheart assesses each student’s English language ability through four possible avenues: 1. The administration of a standardized English Test, such as the English Language Test for International Students (ELTIS) or the Secondary Level English Proficiency Test (SLEP) or 2. An oral interview, ranging from 30 minutes to an hour, conducted in English by a fluent English speaker 3. A writing sample (the Dear Family letter portion of the student application) 4. English Teacher’s recommendation It should be kept in mind that these measures must be interpreted along with other factors in order to be useful. The student’s previous academic training, prior study of other foreign languages, motivation, ability to adjust cross culturally, living situation, and a multitude of other factors will have an impact upon his or her academic success. English Language Test Transition After over 20 years of being the standard English test for high school exchange students, ETS (Educational Testing Service) has discontinued the production of the SLEP test. The exchange community, in cooperation with CSIET, has adopted the ELTIS as the new standard going forward. ELTIS is published by the educational publisher, Ballard & Tighe. CCI Greenheart uses the ELTIS test exclusively. English Language Test for International Students (ELTIS) The English Language Test for International Students (ELTIS) is a standardized test designed to measure the listening and reading comprehension skills of high school age English language learners. The ELTIS is intended to evaluate students' ability to manage the English language requirements of American secondary school classes. The ELTIS test is customized specifically for international students to test Tier 2 and Tier 3 English, which is a better predictor of a student’s potential for academic success. The ELTIS produces scaled scores for listening and reading separately, as well as a combined overall score. An equating study was completed during the summer and fall of 2013 to correlate ELTIS scores with the results from the SLEP test. The equating study included international secondary students from a representative range of nationalities and backgrounds. Data from all the students from the various countries was pooled and analyzed to create equated scoring tables between the two tests. Please see the table below for the SLEP and ELTIS equivalencies.
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International Grading Scales United States Thailand Spain Brazil France Germany-Gymnasium Germany Hungary Japan South Korea Mexico Poland Russia Vietnam China
A 9-10
9-10
B 6-8.99
7-8.99
C 5-5.99
5-6.99
14-20
12-13.99
10-11.99
1-2.69
2.7-3.69
3.7-4.29
80-100
70-79
60-69
10-15 5
7-9.99
4-4.99
4-6.99
D 3-4.99
3-4.99
8-8.99
F 0-2.99
0-2.99
0-7.99
0-3.99 4.3-6
3-3.99
2-2.99
1-1.99
7-8.99
9-9.99
0-59
1-2.99
3-4.99
5-6.99
5-5.5
4-4.99
3-3.99
1-2.99
8-10
6-7.99
5-5.99
0-4.99
90-100 5
85-100
80-89
4-4.99
75-84.99
60-79
3-3.99
60-74.99
0-59
2-2.99
0-59.99
Please review the student’s translated transcript. The above table is a guideline, and should not be interpreted as exact equivalents to American grades. *German and Spanish Grades also are referred to by name from A to F: German: sehr gut, gut, ausreishend, mangelhaft, ungenugend Spanish: Sobresaliente (100-92), Notable (91-83), Bien (82-74), Suficiente (73-65), Insuficiente (64.9-33), Muy deficiente (32.9-0)
Courses We strongly recommend that all exchange students take U.S. History as an important part of the cultural exchange. All students must also take an English course throughout the year. Students from particular countries may also be required to take certain courses in order to receive credit for their year or semester in the U.S. Please refer to the sections below regarding specific requirements for Spanish and Brazilian students. Spanish grading system These grades should not be interpreted as the exact equivalent of American grades. The Suficiente “SF” can be translated as satisfactory and does not imply poor performance. The Spanish educational system fails nearly 30% of all students on their first attempt at final exams, and gives them three additional chances to pass. Students are allowed to go on to their next year in school with two “failures.” Our experience has shown that Spanish students usually obtain at least one letter grade higher in the U.S. school system. 10
In some cases, exchange students either will not receive credit for their year of study, or might receive credit on an individual basis or by passing required examinations when they return home. Spanish students, on the other hand, must enroll in a course schedule that will allow them to receive credit, or “convalidate,” upon their return to Spain. The following page lists the courses required for convalidation of 9th, 10th and 11th grade students. Spanish students in the 12th grade also must follow these course requirements, as well as enroll in, and pass, any required courses for graduation if the U.S. school they are attending will allow them to graduate. Credits and classes for Spanish Exchange Student Convalidation as stated by the Spanish Ministry of Education effective 1993 Spanish exchange students in the 9th, 10th and 11th grades must select a minimum of four courses, each from a distinct category, which includes: Chemistry, Geography, Greek, History, Latin, Life Science, Literature, Mathematics, Philosophy, and Physics. For 9th, 10th and 11th grade students only, Biology and Geology are counted in the category of Life Science. No more than one subject per category will count toward convalidation. Spanish exchange students in the 12th grade must select a minimum of four courses from the following categories and at least three courses must be from the same Group. Group A: Biology, Chemistry, Geology, Math, Mechanical Drawing, Physics Group B: Art History, Greek, History, Latin, Literature, Math, Philosophy If the school’s policy allows diplomas to be awarded to exchange students, the Spanish Ministry of Education expects the student to obtain a high school diploma. If a diploma is not awarded, the student then is required to take and pass at least five courses (four from the A or B groups, and at least three within the same group). When a school offers a diploma, the student must take and successfully complete the school’s required courses for graduation.
GROUP A
Biology Anatomy Biology Cell Biology Ecobiology Lab Science Ecobiology Genetics Lab Biology Marine Biology Molecular Biology Physiology Science Topics Chemistry Chemistry Lab Chemistry
Geology Earth Science Geology Physics Lab Physics Physical Science Physics Mechanical Drawing Architectural Design Architectural Problems & Drawing Industrial Design Machine Drafting Mechanical Drawing 11
Natural Sciences Astronomy Botany Geology & Astronomy Life Science Marine Science Meteorology Natural Resources Oceanography Zoology
GROUP B Art History Art History Geography Geography Physical Geography Social Geography Greek Latin
History American History American Studies Current Issues Economics Government U.S. History and Geography World History World History & Geography World Studies Sociology
Philosophy Anthropology Ethics Man Measure Philosophy Psychology Literature American Literature British Literature English
Mathematics (The only subject that can count in either GROUP A or B) Algebra Analysis Arithmetic Calculus Computer Mathematics Elementary Functions Geometry Math Analysis Mathematics Trigonometry If the student is taking one course first semester and a different one second semester, but both are equivalent in the same category in the Spanish system, it will be considered one full course. Example: A student taking Psychology first semester and Sociology second, would be credited as having taken a Philosophy course for the entire year. Credits and classes for Brazilian exchange students All Brazilian exchange students must take certain classes in order receive credit for their year/semester in the U.S. They must take the following classes: • English • Social studies (e.g. U.S. History, U.S. Geography, World History, Civics, Government, etc.) • Mathematics (e.g. Algebra, Geometry, Trigonometry, Calculus) • Science (e.g. Physics, Chemistry, Biology) • Physical Education • Optional (Art, Home Economics, Economics, Accounting, Psychology, etc.)
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CSIET Model School Policy on International Student Exchange Introduction The Council on Standards for International Educational Travel (CSIET), in partnership with the secondary-school community, has developed the following document to assist American schools in the process of administering successful international student exchange programs. CSIET, a national non-profit foundation, is dedicated to promoting quality international youth exchanges that enrich local high school communities. The CSIET Model School Policy was developed with valuable input from individual high school administrators, exchange program managers, and national advocates for youth exchange. These suggested guiding principles will provide a foundation for local school policies and encourage every U.S. school to engage in international youth exchange programs. Benefits of international youth exchange Current events clearly show how much more interconnected all of us are to the whole world. This gives schools ever more impressive reasons for accepting international exchange students enthusiastically and using them as resources to broaden student and community perspectives on the world. Youth exchanges provide foreign exchange students with an American experience, giving them a more balanced understanding of our country. They encourage new perspectives for the school's own students that open their minds to the world. More importantly, these 'connections' help teenagers on both sides of exchange grow and gain maturity. The concept of exchange programs began more than half a century ago with the Fulbright-Hays Act. High-level officials have supported international student exchange every year since. These cross-cultural experiences offer unique opportunities for American schools to help their students and communities: • Learn first-hand about other cultures and customs • Create life-long friendships across cultures • Gain new perspectives on our country and the world • Begin to understand how tightly connected the peoples and countries of the world are to each other, something our world seriously needs • Open young minds to the importance of understanding other languages and other cultures, particularly with respect to career and personal opportunities At the same time, schools have a right to expect that international exchange students and student exchange programs to adhere to guidelines that will minimize problems and make success more likely. In all international exchange programming, the human dynamic may sometimes complicate matters for administrators. However, the critical element is the ongoing relationship between the exchange program and the school—as well as the 13
responsiveness of the exchange program. Once this relationship is formed and articulated, problems can usually be managed effectively and ultimately resolved. International exchange students offer an exciting resource. Many schools have created special events and programs to encourage all students to get to know these guests from other cultures and expand their own horizons and interests. Such efforts also help exchange students feel comfortable in an all-new life by taking full advantage of their opportunities. International youth exchange programs internationalize American high schools—one exchange at a time. Thank you for your support of these seminal programs. You are helping to mold our next generation of world leaders. Number of international exchange students American high schools should strive to accept international exchange students each year. The number of international exchange students that a high school will accept and the timing/deadlines for the process vary. These guidelines suggest a middle ground that recognizes the needs of schools and exchange programs, taking into account the increasing difficulty of securing early student applications and host family commitments. Ideally, schools should work toward a goal of 1% of the total student population being comprised of exchange students. Acknowledging that school conditions vary locally, it is important to set a personal goal that best fits each school community. Timing of placement process • The school asks that organizations contact the school each year to indicate an interest in placing exchange students. Exchange organizations should provide schools with advance notice of their intent to place. • The school is to be notified as soon as Student and Host Family match-ups are confirmed. • Recognizing the timing of school staffing and resourcing, exchange organizations should submit Student and Host Family applications as early as possible or up to two weeks prior to the school's start date. However, acknowledging the difficulty of securing Host Family commitments, the school will try to accept applications until school starts. (Note: The U.S. State Department federal J-visa regulations permit the placement of exchange students up to August 31 of each year.) Selecting student exchange programs • The school reserves the right to work with exchange organizations that have proved their commitment and responsiveness. • The school will also be open to new organizations that demonstrate a serious commitment to the school and community.
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School expectations of student exchange program All schools should reserve right of final approval on all student placements. Additionally, schools should require that each individual student exchange program must: • Be listed in the most current CSIET Advisory List (for the current list visit www.csiet.org). • Maintain a network of qualified and trained local representative living in or near the community, with responsibility for each student - and provide orientation and ongoing support for both the host family and student. • Provide continuing hands-on monitoring and responsiveness - from local representative to national headquarters - including student selection and preparation, selection and screening of host families, ongoing contact with host family and student, and communication with the school and responsiveness to school needs. • Receive school enrollment authorization for placements each year prior to contacting potential host families - and follow school policy on timing and requirements. • Screen and prepare exchange students while monitoring their progress during the school year, responding to issues or problems as they develop. • Arrange host family placements before exchange students leave their home country. Exchange students are expected to be in their host family and school placements by the first day of classes. • Personally interview and screen all potential host families, matching student and family interests and personalities. • Not knowingly place exchange students based on their athletic abilities. • In the event that tutoring/ESL help is needed, the organization will make arrangements and ensure that the student accepts financial responsibility for it. • Provide the school with a complete student application which includes the following: - personal letter from the student - detailed information on student and natural family - proof that the student has sufficient language ability to function in an American classroom - original transcript of student's high school grades, with English translation (and this must meet school requirements) - necessary medical history, including proof of immunization as required by the school district, any medical/physical restrictions and a recent physical exam with proof of required immunizations School expectations for students on J-1 Visa sponsorships • Each exchange student must be qualified to participate in regular classes and maintain a typical schedule - this means an acceptable level of proficiency in the English language, a commitment to treat coursework as important, and the social skills to enjoy participation in social and extra-curricular activities.
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• International exchange students must be aware that participating in interscholastic athletic teams means they must comply with district and state athletic eligibility regulations, and that many teams require try-outs. • The school appreciates the difficulty of a student's plunge into a different language/culture/institution, but exchange students are expected to attain passing grades by the end of their first semester. • Exchange students; enrollment eligibility will be for one-year only — exchange students and host families are expected to know and must follow all school policies and rules. • Exchange students must have medical and dental insurance that meets or exceeds U.S. Department of State guidelines. • Since there is wide variation of graduation policies in the United States, exchange students will understand that they are not guaranteed the ability to graduate or be granted diplomas. School responsibilities • Students on U.S. State Department-sponsored programs ( J-1 visas) generally pay no tuition, but they are expected to pay all normal expenses, including standard course and extra-curricular activity fees. The school has no obligation to provide any special services, tutoring, supplies or equipment. • International exchange students have all rights and privileges accorded to community students — EXCEPT the right to a diploma. • The school will make every effort to integrate international exchange students into the school's social fabric. In turn, schools shall encourage international exchange students to participate enthusiastically in school activities, to make friends, to make a personal contribution to the school - and to help spread the word about their country and themselves, informally and by making presentations in classes and to community groups and talking to media when asked. Created by high school and organization members of CSIET, Fall 2002 CSIET: 212 S. Henry Street; Alexandria, VA 22314 CSIET Standards: www.csiet.org. J-Visa regulations: http://exchanges.state.gov/education/jexchanges/resources.htm This Model School Policy on International Student Exchange has been endorsed by: National Association of Secondary School Principals (NASSP); National Federation of State High School Associations (NFHS) and American Association of School Administrators (AASA).
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U.S. Department of State Criteria for Secondary School Student Exchange Visitor Program §62.25 Secondary School Students (a) Purpose. This section governs Department of State designated exchange visitor programs under which foreign secondary school students are afforded the opportunity to study in the United States at accredited public or private secondary schools for an academic semester or an academic year, while living with American host families or residing at accredited U.S. boarding schools. (b) Program sponsor eligibility. Eligibility for designation as a secondary school student exchange visitor program sponsor is limited to organizations: (1) With tax-exempt status as conferred by the Internal Revenue Service pursuant to section 501(c)(3) of the Internal Revenue Code; and (2) Which are United States citizens as such term is defined in § 62.2. (c) Program eligibility. Secondary school student exchange visitor programs designated by the Department of State must: (1) Require all exchange students to be enrolled and participating in a full course of study at an accredited academic institution; (2) Allow entry of exchange students for not less than one academic semester (or quarter equivalency) and not more than two academic semesters (or quarter equivalency) duration; and (3) Ensure that the program is conducted on a U.S. academic calendar year basis, except for students from countries whose academic year is opposite that of the United States. Exchange students may begin an exchange program in the second semester of a U.S. academic year only if specifically permitted to do so, in writing, by the school in which the exchange student is enrolled. In all cases, sponsors must notify both the host family and school prior to the exchange student’s arrival in the United States whether the placement is for an academic semester, an academic year, or a calendar year. (d) Program administration. Sponsors must ensure that all organizational officers, employees, representatives, agents, and volunteers acting on their behalf: (1) Are adequately trained. Sponsors must administer training for local coordinators that specifically includes, at a minimum, instruction in: Conflict resolution; procedures for handling and reporting emergency situations; awareness or knowledge of child safety standards; information on sexual conduct codes; procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect; and the criteria to be used to screen potential host families and exercise good judgment when identifying what constitutes suitable host family placements. In addition to 17
their own training, sponsors must ensure that all local coordinators complete the Department of State mandated training module prior to their appointment as a local coordinator or assumption of duties. The Department of State training module will include instruction designed to provide a comprehensive understanding of the Exchange Visitor Program; its public diplomacy objectives; and the Secondary School Student category rules and regulations. Sponsors must demonstrate the individual’s successful completion of all initial training requirements and that annual refresher training is also successfully completed. (2) Are adequately supervised. Sponsors must create and implement organization-specific standard operating procedures for the supervision of local coordinators designed to prevent or deter fraud, abuse, or misconduct in the performance of the duties of these employees/agents/volunteers. They must also have sufficient internal controls to ensure that such employees/agents/ volunteers comply with such standard operating procedures. (3) Have been vetted annually through a criminal background check (which must include a search of the Department of Justice’s National Sex Offender Public Registry); (4) Place no exchange student with his or her relatives; (5) Make no exchange student placement beyond 120 miles of the home of the local coordinator authorized to act on the sponsor’s behalf in both routine and emergency matters arising from that exchange student’s participation in the Exchange Visitor Program; (6) Make no monetary payments or other incentives to host families; (7) Provide exchange students with reasonable access to their natural parents and family by telephone and email; (8) Make certain that the exchange student’s government issued documents (i.e., passports, Forms DS–2019) are not removed from his/her possession; (9) Conduct the host family orientation after the host family has been fully vetted and accepted; (10) Refrain, without exception, from acting as: (i) Both a host family and a local coordinator or area supervisor for an exchange student; (ii) A host family for one sponsor and a local coordinator for another sponsor; or (iii) A local coordinator for any exchange student over whom he/she has a position of trust or authority such as the student’s teacher or principal. This requirement is not applicable to a boarding school placement. (11) Maintain, at minimum, a monthly schedule of personal contact with the exchange student. The first monthly contact between the local coordinator and the exchange student must be in person. All other contacts may take place in-person, on the phone, or via electronic mail and must be properly 18
documented. The sponsor is responsible for ensuring that issues raised through such contacts are promptly and appropriately addressed. (12) That a sponsor representative other than the local coordinator who recruited, screened and selected the host family visit the exchange student/host family home within the first or second month following the student’s placement in the home. (13) Maintain, at a minimum, a monthly schedule of personal contact with the host family. At least once during the fall semester and at least once during the spring semester, (i.e., twice during the academic year) the contact by the local coordinator with the host family must be in person. All other contacts may take place in person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring the issues raised through such contacts are promptly and appropriately addressed. (14) That host schools are provided contact information for the local organizational representative (including name, direct phone number, and e-mail address), the program sponsor, and the Department’s Office of Designation; and (15) Adhere to all regulatory provisions set forth in this Part and all additional terms and conditions governing program administration that the Department may impose. (e) Student selection. In addition to satisfying the requirements of § 62.10(a), sponsors must ensure that all participants in a designated secondary school student exchange visitor program: (1) Are secondary school students in their home countries who have not completed more than 11 years of primary and secondary study, exclusive of kindergarten; or are at least 15 years of age, but not more than 18 years and six months of age as of the program start date; (2) Demonstrate maturity, good character, and scholastic aptitude; and (3) Have not previously participated in an academic year or semester secondary school student exchange program in the United States or attended school in the United States in either F–1 or J–1 visa status. (f ) Student enrollment. (1) Sponsors must secure prior written acceptance for the enrollment of any exchange student in a United States public or private secondary school. Such prior acceptance must: (i) Be secured from the school principal or other authorized school administrator of the school or school system that the exchange student will attend; and (ii) Include written arrangements concerning the payment of tuition or waiver thereof if applicable. (2) Under no circumstance may a sponsor facilitate the entry into the United 19
States of an exchange student for whom a written school placement has not been secured. (3) Under no circumstance may a sponsor charge a student private school tuition if such arrangements are not finalized in writing prior to the issuance of Form DS–2019. (4) Sponsors must maintain copies of all written acceptances for a minimum of three years and make such documents available for Department of State inspection upon request. (5) Sponsors must provide the school with a translated ‘‘written English language summary’’ of the exchange student’s complete academic course work prior to commencement of school, in addition to any additional documents the school may require. Sponsors must inform the prospective host school of any student who has completed secondary school in his/her home country. (6) Sponsors may not facilitate the enrollment of more than five exchange students in one school unless the school itself has requested, in writing, the placement of more than five students from the sponsor. (7) Upon issuance of a Form DS–2019 to a prospective participant, the sponsor accepts full responsibility for securing a school and host family placement for the student, except in cases of voluntary student withdrawal or visa denial. (g) Student orientation. In addition to the orientation requirements set forth at § 62.10, all sponsors must provide exchange students, prior to their departure from their home countries, with the following information: (1) A summary of all operating procedures, rules, and regulations governing student participation in the exchange visitor program along with a detailed summary of travel arrangements; (2) A copy of the Department’s welcome letter to exchange students; (3) Age and language appropriate information on how to identify and report sexual abuse or exploitation; (4) A detailed profile of the host family with whom the exchange student will be placed. The profile must state whether the host family is either a permanent placement or a temporary arrival family; (5) A detailed profile of the school and community in which the exchange student will be placed. The profile must state whether the student will pay tuition; and (6) An identification card, that lists the exchange student’s name, United States host family placement address and telephone numbers (landline and cellular), sponsor name and main office and emergency telephone numbers, name and telephone numbers (landline and cellular) of the local coordinator and area representative, the telephone number of Department’s Office of Designation, and the Secondary School Student program toll free emergency telephone number. The identification card must also contain the name of the health insurance provider and policy number. Such cards must 20
be corrected, reprinted, and reissued to the student if changes in contact information occur due to a change in the student’s placement. (h) Student extra-curricular activities. Exchange students may participate in school sanctioned and sponsored extracurricular activities, including athletics, if such participation is: (1) Authorized by the local school district in which the student is enrolled; and (2) Authorized by the state authority responsible for determination of athletic eligibility, if applicable. Sponsors shall not knowingly be party to a placement (inclusive of direct placements) based on athletic abilities, whether initiated by a student, a natural or host family, a school, or any other interested party. (3) Any placement in which either the student or the sending organization in the foreign country is party to an arrangement with any other party, including receiving school personnel, whereby the student will attend a particular school or live with a particular host family must be reported to the particular school and the National Federation of State High School Associations prior to the first day of classes. (i) Student employment. Exchange students may not be employed on either a full or part-time basis but may accept sporadic or intermittent employment such as babysitting or yard work. (j) Host family application and selection. Sponsors must adequately screen and select all potential host families and at a minimum must: (1) Provide potential host families with a detailed summary of the Exchange Visitor Program and of their requirements, obligations and commitment to host; (2) Utilize a standard application form developed by the sponsor that includes, at a minimum, all data fields provided in Appendix F, ‘‘Information to be Collected on Secondary School Student Host Family Applications’’. The form must include a statement stating that: ‘‘The income data collected will be used solely for the purposes of determining that the basic needs of the exchange student can be met, including three quality meals and transportation to and from school activities.’’ Such application form must be signed and dated at the time of application by all potential host family applicants. The host family application must be designed to provide a detailed summary and profile of the host family, the physical home environment (to include photographs of the host family home’s exterior and grounds, kitchen, student’s bedroom, bathroom, and family or living room), family composition, and community environment. Exchange students are not permitted to reside with their relatives. (3) Conduct an in-person interview with all family members residing in the home where the student will be living; 21
(4) Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student’s bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex. (5) Ensure that the host family has a good reputation and character by securing two personal references from within the community from individuals who are not relatives of the potential host family or representatives of the sponsor (i.e., field staff or volunteers), attesting to the host family’s good reputation and character; (6) Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs-based government subsidies for food or housing; (7) Verify that each member of the host family household 18 years of age and older, as well as any new adult member added to the household, or any member of the host family household who will turn eighteen years of age during the exchange student’s stay in that household, has undergone a criminal background check (which must include a search of the Department of Justice’s National Sex Offender Public Registry); (8) Maintain a record of all documentation on a student’s exchange program, including but not limited to application forms, background checks, evaluations, and interviews, for all selected host families for a period of three years following program completion; and (9) Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual’s friends or family who can provide an additional support network for the exchange student and evidence of the individual’s ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student’s placement with a single adult host parent without a child in the home. (k) Host family orientation. In addition to the orientation requirements set forth in § 62.10, sponsors must: (1) Inform all host families of the philosophy, rules, and regulations governing the sponsor’s exchange visitor program, including examples of ‘‘best practices’’ developed by the exchange community; 22
(2) Provide all selected host families with a copy of the Department’s letter of appreciation to host families; (3) Provide all selected host families with a copy of Department of State promulgated Exchange Visitor Program regulations; (4) Advise all selected host families of strategies for cross-cultural interaction and conduct workshops to familiarize host families with cultural differences and practices; and (5) Advise host families of their responsibility to inform the sponsor of any and all material changes in the status of the host family or student, including, but not limited to, changes in address, finances, employment and criminal arrests. (l) Host family placement. (1) Sponsors must secure, prior to the student’s departure from his or her home country, a permanent or arrival host family placement for each exchange student participant. Sponsors may not: (i) Facilitate the entry into the United States of an exchange student for whom a host family placement has not been secured; (ii) Place more than one exchange student with a host family without the express prior written consent of the host family, the natural parents, and the students being placed. Under no circumstance may more than two exchange students be placed with a host family, or in the home of a local coordinator, regional coordinator, or volunteer. Sponsors may not place students from the same countries or with the same native languages in a single home. (2) Prior to the student’s departure from his or her home country, sponsors must advise both the exchange student and host family, in writing, of the respective family compositions and backgrounds of each, whether the host family placement is a permanent or arrival placement, and facilitate and encourage the exchange of correspondence between the two. (3) In the event of unforeseen circumstances that necessitate a change of host family placement, the sponsor must document the reason(s) necessitating such change and provide the Department of State with an annual statistical summary reflecting the number and reason(s) for such change in host family placement in the program’s annual report. (m) Advertising and Marketing for the recruitment of host families. In addition to the requirements set forth in § 62.9 in advertising and promoting for host family recruiting, sponsors must: (1) Utilize only promotional materials that professionally, ethically, and accurately reflect the sponsor’s purposes, activities, and sponsorship; (2) Not publicize the need for host families via any public media with announcements, notices, advertisements, etc. that are not sufficiently in advance of the exchange student’s arrival, appeal to public pity or guilt, 23
imply in any way that an exchange student will be denied participation if a host family is not found immediately, or identify photos of individual exchange students and include an appeal for an immediate family; (3) Not promote or recruit for their programs in any way that compromises the privacy, safety or security of participants, families, or schools. Specifically, sponsors shall not include personal student data or contact information (including addresses, phone numbers or email addresses) or photographs of the student on Web sites or in other promotional materials; and (4) Ensure that access to exchange student photographs and personally identifying information, either online or in print form, is only made available to potential host families who have been fully vetted and selected for program participation. Such information, if available online, must also be password protected. (n) Reporting requirements. Along with the annual report required by regulations set forth at § 62.15, sponsors must file with the Department of State the following information: (1) Sponsors must immediately report to the Department any incident or allegation involving the actual or alleged sexual exploitation or any other allegations of abuse or neglect of an exchange student. Sponsors must also report such allegations as required by local or state statute or regulation. Failure to report such incidents to the Department and, as required by state law or regulation, to local law enforcement authorities shall be grounds for the suspension and revocation of the sponsor’s Exchange Visitor Program designation; (2) A report of all final academic year and semester program participant placements by August 31 for the upcoming academic year or January 15 for the Spring semester and calendar year. The report must be in the format directed by the Department and must include at a minimum, the exchange student’s full name, Form DS–2019 number (SEVIS ID #), host family placement (current U.S. address), school (site of activity) address, the local coordinator’s name and zip code, and other information the Department may request; and (3) A report of all situations which resulted in the placement of an exchange student with more than one host family or in more than one school. The report must be in a format directed by the Department and include, at a minimum, the exchange student’s full name, Form DS–019 number (SEVIS ID #), host family placements (current U.S. address), schools (site of activity address), the reason for the change in placement, and the date of the move. This report is due by July 31 for the previous academic school year. _________________________________________ From the Federal Register, Volume 75, No. 207/ Wednesday Oct 27, 2010/ Rules and Regulations. Prepared by CCI Greenheart, Chicago, Illinois.
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Travel for a Change Greenheart Travel is the travel abroad division of Greenheart International. We are personally invested in providing cultural exchange programs that change lives, advance careers and create leaders. While anyone can travel abroad, Greenheart Travel is the only cultural exchange organization that allows students to give back to their host community and earn community service hours abroad while becoming global citizens.
High School Abroad (Ages 15–18)
Make your textbooks come alive! Choose from 18 destinations in Europe, South America and Asia to spend a trimester, semester or year of high school abroad. Studying abroad in High school makes you stand out on college applications, increases maturity, builds global perspectives and gives you the adventure of a lifetime. Experience 100% immersion abroad.
Summer Language Camps (Ages 14+) Spend 1– 4 weeks studying a language through intensive coursework and cultural activities or by participating in an authentic homestay, sharing meals and making life-long friendships. Volunteer Abroad (Ages 16+) Take action and help developing communities get empowered. Spend 2–12 weeks volunteering with a meaningful service project in countries spanning the Americas, Africa and Southeast Asia. Teach Abroad (Ages 21+)
Get paid to travel! Teach English as a second language in countries around the world and gain valuable international work experience as you enhance your resume and travel the world!
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a division of Greenheart International
J-1 High School Program 712 N. Wells Street 3rd Floor Chicago, IL 60654 Toll free: 800.634.4771 Fax: 312.944.0713 Email: ayp@ccigreenheart.org www.ccigreenheart.org Since 1985, CCI Greenheart has offered cultural exchange programs in the U.S. that connect Americans with international students. As the leading nonprofit cultural exchange sponsor that blends service learning and volunteerism into all of our programs, we are effectively creating a community of compassionate and conscious global citizens.
CCI Greenheart is a division of Greenheart International
CCI Greenheart is one of six branches of Greenheart International, a global nonprofit organization headquartered in Chicago, IL committed to connecting people and planet to create a more peaceful and sustainable global community.
05/15
Emergency Contact Information — CCI Greenheart
LOCAL COORDINATOR NAME
TELEPHONE NUMBER EMAIL ADDRESS
AREA COORDINATOR/REGIONAL MANAGER NAME
TELEPHONE NUMBER EMAIL ADDRESS
REGIONAL DIRECTOR NAME
TELEPHONE NUMBER EMAIL ADDRESS
When emergencies occur, you should try to contact your Local Coordinator. (You, he or she should write the telephone number and e-mail address above.) If your Local Coordinator is not available, the Area Coordinator’s, Regional Manager’s or Regional Director’s telephone is your second option. If none of the above is available, CCI Greenheart telephone number is: 1.800.634.4771 (toll-free from within the U.S.). At night, during holidays and on weekends, CCI Greenheart’s emergency service telephone numbers are: 1.888.301.9868 (toll-free from within the U.S.) and 1.708.237.6129.