2012 Camp Directorâ€™s Reference Guide We are committed to providing exchange programs of the highest quality for summer camps in the USA and other countries worldwide. We are passionately committed to your success!
www.ccusa.com Insert 2012 Letter of Agreement Insert Guide to N versus F Countries CCUSA Benefits and Services Since 1986, we have successfully placed over 200,000 staff in hundreds of camps around the United States, the United Kingdom, Russia and Croatia. The reason for our success is quite simple: we consistently provide high-quality, friendly and efficient service to all of our camps and participants. CCUSA is designated by the U.S. Department of State as an official cultural exchange program sponsor. As a program sponsor, CCUSA issues DS2019 visa forms to international participants, enabling them to obtain J-1 exchange visitor visas. This visa permits CCUSA participants to work at American summer camps for a maximum four-month period.
CCUSA Services Recruitment: CCUSA puts each potential counselor and support staff member through a rigorous application process and accepts only those who meet our high standards. All applicants go through a lengthy Interview with a CCUSA representative, unless they are a direct placement. Selection: Your CCUSA Placement Coordinator chooses applications based on your campâ€™s specific needs. After an exclusive review period, you will decide whether or not you want to accept the applicants. Camps can also access and review available applications 24 hours a day through our staff online database. Pre-Placements and Direct Placements: For applicants with a signed contract before applying with us, CCUSA can help coordinate their visas at a greatly reduced cost. Staff are classified as Pre-Placements when they apply from countries where we have a CCUSA office or agent. Staff are classified as Direct Placements when they apply from countries where CCUSA does not have representation.
Visa and Insurance: CCUSA issues documents for international staff to obtain J-1 visas and guides them through the process of applying at the appropriate U.S. Consulate. The J-1 visa allows them to work at a camp anywhere from May 1 to October 1 depending on their individual visa dates. CCUSA also provides travel insurance for each participant for the duration of his/her visa. Background Checks: CCUSA requires all participants to obtain the most thorough criminal background check
possible as a condition for participation on our program. Participants are required to bring the original copy of the background check to camp. CCUSA will post background checks online from all countries where we are allowed to post this Information. Health Checks: CCUSA participants are required to have a complete medical exam before their arrival at camp and must bring a completed health form with them to camp. CCUSA provides all participants with a comprehensive American Camp Association (ACA) approved CCUSA Health History form. However, if you wish to have your participants complete your camp’s own health history form, please be sure to mail this to your participants well in advance of their arrival to camp. Travel: CCUSA arranges and/or assists with international travel plans for all counselors and support staff. If you choose, CCUSA will also make one-way domestic travel arrangements to camp for your staff when applicable. Orientation and Support: CCUSA conducts a pre-departure orientation meeting for participants in their home countries. At these meetings, CCUSA staff assist participants with completing the Social Security application form so that they are prepared to visit the local Social Security office upon arrival at camp. The pre-departure meeting also covers important information about U.S. laws, customs, and general information about life at camp. Continuing support for participants in camps is provided throughout the summer. This service includes a toll-free phone number that is staffed 24 hours a day (1-800-999-2267). *Please note that this 24-hour service is only available from May 1st - October 1st and is available after office hours for emergency cases only. After October 1st, service is provided only during regular business hours (7am-3:30pm Pacific Standard Time).
Meet & Greet: CCUSA provides an optional Meet & Greet service in New York for any participant who is being picked up by their camp in New York or who is not able to travel directly to camp. CCUSA staff will be at the hostel and will assist with any domestic travel plans the following day. Please note that there will be a fee for this service and there will NOT be any transportation provided from the airport to the hostel. Camp Visits: CCUSA’s worldwide office staff visits camps during the summer to provide you and your CCUSA participants with a chance to voice your feedback and communicate with us in person. A Placement Coordinator may contact you about CCUSA camp visits in May or June. Please be sure to communicate with them about the best time for our staff to visit your camp! Program Evaluations: CCUSA provides camp directors and program participants with evaluations at the end of the camp season. We encourage everyone to complete these online forms honestly, as we rely on these comments to continually improve our program. Camp Director Support: We update our website frequently in order to provide the most current information. By logging onto the Camp Web Access website at http://cwa.ccusa.com/, you may access your camp’s account where you will find information on visas, taxes, insurance, Social Security, and Camp Fairs. You can also view a list of applicants on review or placed at your camp, travel-to-camp schedules and your current invoice, as well as browse through available applicants in the Staff Online section. Frequent Hire Program: For every hire you make with CCUSA, you earn points towards camp fair credits or travel vouchers for travel to CCUSA fairs. This program is similar to your airline frequent flyer programs. Please visit CCUSA Camp Web Access for more details.
2012 Camp Types 1. Traditional Program Camps - Resident camps based and run on traditional camp values, offering a variety of typical summer camp activities. Includes Agency and Independent/Private camps. 2. Specialty Program Camps - Specialized resident camps based on one or more main activity area(s) at camp - Sports, Water, Adventure, Arts, Drama; or Family Camp programs based and run on traditional camp structure and philosophies. 3. Girl Scout Camps - Camps based and run on the traditional philosophies of the Girl Scouts and Guides. 4. Underprivileged Camps - Resident or day camps run privately or by agencies, catering to children of diverse ethnic, social and racial backgrounds; children are generally from low-income backgrounds. 5. Special Needs Camps - Operated by nonprofit agencies or private organizations, catering to children and/or adults with all levels of physical and/or mental disabilities. (See also Camps for Campers with Specific Requirements.) 6. Camps for Campers with Specific Requirements - Camps catering to children and/or adults with: emotional disorders, learning disabilities (such as ADD and ADHD), weight issues, diabetes, terminal illness, hearing or sight impairments. 7. Religious Camps - Camps that promote the values of the Christian or Jewish faith at different levels of religious commitment. 8. Day Camps - Staff work five days per week only, with weekends free. Camps operate either a weekday program only (no overnight campers) or a 5-day resident session without overnight campers on the weekends. Camps arrange housing and meals for international staff, either on camp or with host families.
Counselors, Support Staff & Returnees CCUSA recruits participants from a worldwide applicant pool. These participants offer a broad spectrum of skills to benefit the camp community. What unique characteristics make up a CCUSA participant? Age: Counselors and Support Staff generally range from 18 to about 30 years of age. English Ability: Participants must have good to excellent English skills. Each participant receives a personal interview with a native or fluent English speaker and is evaluated on a standardized scale. (Please see the â€˜CCUSA Competency Guideâ€™ section for more details.) Dates of Availability: Exact availability dates vary for each participant. However, CCUSA counselors are available to work for a minimum of nine weeks (63 days) and support staff for a minimum of ten weeks (70 days) between May 19 and October 1 depending on their individual visa dates. An N or H-Category returnee may begin working May 1st depending on his/her break dates and visa dates. Countries: CCUSA recruits from over 50 countries worldwide: Argentina, Australia, Austria, Belarus, Belgium, Brazil, Chile, Colombia, Costa Rica, Croatia, Czech Republic, Denmark, Dominican Republic, Ecuador, Finland, France, Germany, Hungary, Ireland, Italy, Israel, Kazakhstan, Latvia Luxembourg, Macedonia, Mexico, Mongolia, Montenegro, Netherlands, New Zealand, Northern Ireland, Norway, Panama, Peru, Poland, Portugal, Romania Russia, Scotland, Serbia, Singapore, Slovakia, Slovenia, Spain, South Africa, South Korea, Sweden, Switzerland, Taiwan, Thailand, Turkey, Ukraine, United Kingdom, Uruguay, Venezuela.
Counselors Aside from unique personal characteristics, CCUSA counselors also possess a wide range of experience in various skill areas. Some examples are: Archery, Arts & Crafts, Boating, Camping, Ceramics, Drama, Golf, Horseback Riding, Lifeguarding, Orienteering, Ropes, Sailing, Soccer, Swimming, Tennis and Water Skiing. CCUSA does not offer waterfront certification courses. However, all Lifeguard and/or Waterfront Safety Instructor applicants are certified through the end of the summer by ACA-approved organizations in
their home countries. Proof of certification is included in these participants' applications. Does your camp offer its own certification courses? If so, please inform your Placement Coordinator.
Support Staff CCUSA recruits and places hardworking, reliable and dedicated students who choose to work in support staff positions at camp. You can expect the same standards of excellence from CCUSA staff in these positions as from our carefully selected counselors. Support Staff play an important role at your camp in areas such as: Dishwashing Maintenance
Driver Prep Cook
Grounds Work Night Watchman
Laundry Dining Room
CCUSA requires that you do not schedule your support staff participants to work more than 10 hours per day, excluding breaks, and that you provide your support staff with sufficient time off during the week. Please refer to the Letter of Agreement for CCUSAâ€™s time off requirements. It is also important to integrate your support staff into the general camp community, and encourage cooperation between support staff and counselors. CCUSA generally recruits support staff from the same countries as our counselors. However, because support staff must be full-time university students on their summer break, this excludes anyone from the Southern Hemisphere from participating as a support staff member. In addition, all support staff must be enrolled in classes prior to their summer in the U.S. and cannot be in a gap year.
Returnees CCUSA knows how important and valuable returning staff members are to your camp, so we have made our returnee procedures as simple as possible. Step 1- Letter of Invitation - Give or send staff members a letter inviting them back to camp along with the designated position, dates, and salary offer for the upcoming summer. Be sure that you and your staff members understand that a fee is paid to CCUSA and that travel arrangements need to be taken into consideration when determining salary. Feel free to contact CCUSA for a general Returnee Invitation. Step 2- Communication - Once your staff members have agreed to return to camp, give them the date that they will need to arrive at camp. Please instruct them to contact the CCUSA office in their home country as soon as possible. If you would like for any of your returnees who are arranging their own travel to camp to arrive at camp before May 21st, please contact your Placement Coordinator. They may be able to request an early visa start date for the participant. Step 3- Returnee Application Form - Your staff members will need to complete a short application form and submit it to the CCUSA office in their home country, along with the letter of invitation from your camp.
Step 4 - Confirmation with Placement Coordinator - Your CCUSA Placement Coordinator will contact you once your staff members' returnee applications arrive to confirm placement, arrival date and travel arrangements.
Hiring and Placement Procedures CCUSA recommends the following steps to help you select appropriate international staff for your camp. Step 1 - Completing the 2012 Camp Profile and Staffing Needs Forms - In the fall, you will need to update your Staffing Needs, Camp Profile, and Travel forms, as well as sign the 2012 Letter of Agreement, all accessible via Camp Web Access (http://cwa.ccusa.com/). These forms must be completed and submitted to CCUSA before we can release any staff applications for you to review. Step 2 - Reviewing Applications - Your Placement Coordinator will keep your specific camp profile and staffing needs in mind while searching for suitable candidates for your camp. Applications will be put on review for you via Camp Web Access for an exclusive set review period. (The length of the review period ranges from 7 days to 24 hours, depending on the time of year.) You are the only camp reviewing these applications during this time. We strongly encourage you to conduct phone interviews with prospective CCUSA staff members. (Refer to ACA standard HR4Personal Interview.) As you actively look for staff, our applicants are patiently waiting for a placement. HINT: Sticking to the review period and maintaining good communication with your PC will work to your benefit in reviewing numerous applications throughout the placement season!
Step 3 - Making Your Decision “Yes, I’d like to place this applicant!” After you have decided to hire an applicant and have notified CCUSA, your Placement Coordinator will ask the following questions: • What date would you like your staff member to arrive at camp? • What date will the staff member finish work at camp? • What city or airport is most convenient for your camp? A list of the staff that you have hired is available via your Camp Web Access account. Go to the ‘Placement’ tab to view or download your ‘Placement Confirmation List’. NOTE: If you change the arrival date for any of your CCUSA staff after travel arrangements have been confirmed, you will be charged a minimum $150 flight date change fee, plus any additional airline cancellation/change fees. Arrival date changes may also incur a $50 DS2019 reprint fee. Please refer to your Letter of Agreement for further clarification.
“No thanks, this is not the right candidate for my camp.” If you decide to keep looking for a more suitable applicant, your Placement Coordinator will ask you for additional information about your staffing needs in order to find a better match. Step 4 - Contacting your New Staff Member - As soon as you have confirmed the placement, the participant is notified via email and their placement letter is available through their online CCUSA account. This letter lists all the essential information regarding your camp, dates, and arrival airport. Please contact your new staff member by phone or email immediately after placement. CCUSA also suggests that you send the following: • Welcome Packet - This packet should include a camp brochure and welcome letter, camp contract, an overview of your camp, position responsibilities, suggestions for clothing and personal items to pack and names and phone numbers of past CCUSA participants in his/her country who have attended your camp (if available). HINT: It is highly recommended that you have each participant sign a contract specific to your camp and employment terms. This contract should outline pocket money/salary, exact dates of employment, position details, job responsibilities and time off policies. It should also include the minimum CCUSA standards for an international staff member.
• Email - All of our participants use email, and their addresses are listed on the bottom of the Interviewer's Report Form (part of the application). Be sure to add them to any camp newsletter mailing list. CCUSA highly recommends that you provide your international staff with the name and email address of a specific contact person to whom they may address their questions and needs prior to their arrival at camp.
Tips for a Successful Summer with Your International Staff Prepare Your Staff for Camp: • A Multicultural Opportunity: Encourage your international staff to share their culture and customs through activities and special events, such as an “International Night”. This cultural exchange will make camp fun as well as educational. • Early Arrival: Have your international staff arrive a day prior to the start of your camp’s orientation to adjust. This allows them time to recover from jet lag and get acquainted with the camp environment. Be specific with your Placement Coordinator at the time of placement about what date you would like your staff member to arrive at camp. Bear in mind that the date you request should be the arrival date to camp, rather than the date that his/her actual work will start. • Comprehensive Orientation: Be sure to explain camp time-off policies and rules. Don’t forget to also explain local and state laws on drinking, drugs and appropriate behaviour. Explain the difference between American staff salaries and International staff pocket money, in reference to their exchange visitor visa status. Include an explanation of Federal and State tax laws and how these will affect international staff salaries. • Provide Security: Provide a secure place for international staff to store their important documents and valuables. We advise that you also make a photocopy of their passports and visas to hold for safekeeping. • Establish a Buddy System: Create a system that pairs international staff with an American “mentor”. This helps avoid “cliques” among your staff. • Transportation during Time Off: Encourage your American staff with cars to bring the international staff along with them on their time-off or make camp vehicles available to borrow. It is important that international staff have the opportunity to leave camp on their time-off and explore the surrounding areas. However, bear in mind that the insurance provided by CCUSA does not cover driving a car, so camp vehicles should have their own insurance. • Continuous Staff Training: Training is an on-going responsibility that helps provide your international staff with the tools they need for success at camp. Other Helpful Tips: • Consider scheduling support staff members’ shifts on a rotating basis, ensuring they perform only two meal shifts per day. This will help avoid exhaustion and “burn-out” that can often accompany a three-shift workday. • Provide free email/Internet access if available. Emailing home is a cheaper and easier way for participants to keep in touch with their families and friends. However, be sure to create a set schedule for email use so that it is used only at the proper times. • Provide telephone access for your staff. CCUSA recommends that you set up a phone line where direct international calls cannot be made and instead a calling card must be used. (Please note that there have been incidents when international staff have accrued excessive phone bills, which camps have had to pay. CCUSA does not pay such bills on behalf of participants.) • Provide laundry facilities for your staff (at no cost if possible). If facilities are not available at your camp, please make sure that your staff have regular transportation to the nearest facilities.
• Transporting bedding is cumbersome. Please make sure to provide bedding (sheets, pillows, blanket/sleeping bag) for your international staff so that they can travel as lightly as possible. • It is recommended that your camp provide food for international staff on weekends or time off if staff does not otherwise have access to food or food services. Also be sure to provide your international staff with a healthy choice of food. Making the adjustment to American food can be difficult for some international staff. Additionally, if you are unable to accommodate certain dietary needs (i.e. vegetarian, vegan, lactose intolerant), please make your Placement Coordinator aware of this ahead of time.
Travel F Category CCUSA arranges for international and domestic flights. Camp is responsible for the cost of domestic travel, including all transfers originating from the Meet & Greet site.
H and N Categories Participant arranges and is responsible for the cost of all international and domestic travel to the designated arrival airport, specified by camp. You will have the opportunity to update your travel information at the beginning of the placement season via your Camp Web Access account. Please contact the CCUSA Travel Department or your Placement Coordinator immediately if you have any travel changes at any time during the placement season. Please be aware that changes to travel late in the season could incur a penalty fee. All CCUSA participants are instructed to contact their camp when they arrive in the U.S. to confirm their travelto-camp details, arrival time, and pick-up location. Camps are required to provide their staff with a toll-free number or to accept one collect call from each of their CCUSA staff members once in the U.S.. It is extremely important that a 24-hour contact number is available during your staff arrival period. If your contact number is not answered 24 hours a day, camp must supply an alternate number, which the CCUSA participant may call collect or toll-free. HINT: The most accurate, up-to-the-minute and convenient way to retrieve your CCUSA staff travel-to-camp itineraries is by accessing this information through your Camp Web Access account.
• Staff Returning to Camp Most participants who are interested in returning to your camp will be making their own travel arrangements. These participants are instructed to notify camp of their itineraries to ensure that this coincides with your travel requirements. END OF CAMP DEPARTURE INFORMATION All CCUSA participants are responsible for their own transportation from camp back to New York City, Los Angeles, or any other US airport they have chosen to depart from at the end of the summer. They are informed of this responsibility in their home countries. Participants are given specific instructions by CCUSA as to their international return flight arrangement procedures prior to arriving at camp. If your CCUSA participants inquire about how to change or confirm their return flight, please advise them to refer to the instructions provided to them by CCUSA and/or log onto Footprints.
Visas, Insurance, and Emergencies Visas CCUSA international staff spend the summer in the United States as exchange visitors on a J-1 visa. This visa allows them to stay in the U.S. for the duration of their camp contract dates, plus a 30-day grace period after the visa expires. Participants are not allowed to work during this grace period; it is only for sightseeing and traveling within the U.S. All participants on the J-1 visa must depart the U.S. within 30 days of their visa expiration date. CCUSA issues two different types of J-1 visas, depending on whether the participant has selected to apply as Support Staff or as a Camp Counselor. Please be advised that participants may only work in the position for which their visa was issued. It is a violation of J-1 visa regulations if this is not the case. Why do my support staff have to check-in every 30 days? Due to new State Department regulations, all Support Staff on the J-1 visa are required to check-in with their sponsor every 30 days. To do so, participants need to log into their Footprints account or call the US CCUSA Headquarters at 1800-999-2267. Failure to do so will result in the termination of their visa. Why does CCUSA need our Employer Identification Number (EIN) and Employer’s Compensation Insurance? Due to recent changes in State Department regulations for J-1 Support Staff visa holders, CCUSA must now collect additional information from your camp. The State Department requires that sponsors now obtain Employer ID numbers as well as a copy of the employer’s Workman Compensation Policy. If your camp plans on hiring Support Staff for the 2012 season, please provide your Placement Coordinator with your camp’s Employer Identification Number (EIN) and email or fax a copy of your camp’s Employer Compensation Insurance. What Are DS2019 Forms? CCUSA is authorized by the U.S. government to issue DS2019 forms, which are the evidence of sponsorship of the J-1 visa. CCUSA will issue a DS2019 form for all participants who are accepted and placed on the program. Participants are required to submit this form to the U.S. Embassy in their home country in order to apply for their visa. Once granted, the visa will be stamped into the participant’s passport and returned to the participant along with their DS2019 form signed by a Consular officer. NOTE: The J-1 visa is invalid without the DS2019 form. Participants also need to keep the I-94 card that they will be given when they come through U.S. Immigration. The DS2019 form is a white sheet of paper and should be kept inside the participant’s passport along with their I-94 card. The I-94 card is to be returned to an airport official upon departure from the U.S. All documents are very important and very difficult to replace.
Can Participants Travel to Other Countries? The J-1 visa is intended for working in the United States, not for working in or visiting any other countries. As such, CCUSA participants are advised not to attempt to travel outside the United States. If your CCUSA staff must leave the United States during their J-1 visa period for a camp-sponsored trip, and intend to re-enter on the same CCUSA J-1 visa, they will need to send their original DS2019 form to CCUSA to be signed. Your staff will be informed of this procedure at the pre-departure orientation meeting in their home countries. Failure to follow this procedure may result in denial of re-entry to the United States by Immigration. Can the J-1 Visa Be Extended? The J-1 Counselor/Support Staff visa is valid for a maximum of three or four months (depending on camp contract dates and university break dates) plus up to a 30-day grace period. Support Staff must return home before their university's fall semester begins. The U.S. State Department does not permit extensions of this visa.
CCUSA cannot assist with any visa extensions or status changes. We request that camps do not assist with or encourage participants to apply for status changes, as this might jeopardize the program. Do Participants Sign a Program Agreement? Upon acceptance to the CCUSA program, all participants sign a Program Agreement in their home country. All staff members are required to complete a minimum nine-week season (ten-weeks for Support Staff or eleven 5day weeks for day camps). This includes a total of 24 hours off per week (12 hours of which must be continuous and during daylight hours). CCUSA suggests you review in detail all camp policies with participants before making your hiring decision. If your camp runs over nine weeks (10 weeks for Support Staff), we strongly recommend that you provide your staff with a separate contract stating the specific dates of employment. The staff member is also required to follow your camp’s rules and State and Federal laws. If a CCUSA participant fails to meet the requirements of their contract (and is dismissed from camp), CCUSA must notify the United States Department of State to inform them that the participant is no longer a participant of our program. Consequently, this may result in the cancellation of the participant’s J-1 visa. What Is Validation? The U.S. government requires that all J-1 Visa sponsors (i.e. CCUSA) confirm the arrival of their participants at camp. The government refers to this regulation as “Validation”. In order to abide by this law, your assistance is required. You will need to confirm the arrival of each of your CCUSA staff members via Camp Web Access within 15 days of the start of their visa. You will also be required to contact CCUSA if a staff member leaves camp early for any reason. Your Placement Coordinator will provide you with more information about this mandatory process closer to the start of the summer season. Your compliance is very important in order to maintain the integrity of the CCUSA program and the legal working status of your CCUSA staff.
Insurance All CCUSA participants are covered by a travel insurance plan for a three- or four-month period, depending on the length of their visa. Coverage begins for all participants the day that they fly to the United States. Insurance covers all CCUSA staff. The provider has developed a policy specifically for CCUSA participants. Participants can download from their Footprints account an insurance claim form, policy card and booklet detailing their coverage at any time. Information about insurance coverage and contact phone numbers will be provided on Camp Web Access before your international staff arrive at camp. Participants should refer to their Footprints account for instructions on claim submissions and payments. Camps should also familiarize themselves with the insurance procedures available on Camp Web Access (http://cwa.ccusa.com/). Post-camp coverage is available (certain limitations apply). It is important that staff members contact CCUSA before their insurance expires if they wish to purchase an extension. Insurance cannot be extended if the participant’s original insurance has already expired. The cost of extending coverage is charged to staff members on a month-to-month basis, however coverage on a weekly basis is available for certain situations. Other Insurance Reminders The insurance system in the United States differs from those in other countries, so you will need to remind your international staff to collect all invoices and file claims as soon as treatment or service is rendered. Also, we recommend that you check with your state authorities regarding Workman’s Compensation coverage, as requirements for international exchange visitors vary from state to state.
Emergencies In the event that one of your CCUSA international staff is involved in an emergency situation, please call CCUSA immediately on our 24-hour hotline (1-800-999-2267) after taking any other necessary steps. During the summer, our toll-free number is attended 24 hours a day by either CCUSA employees (during regular business hours) or an answering service (between May 1st and October 1st), who will page the on-call CCUSA employee.
CCUSA employees are trained in the proper procedures for dealing with emergency situations. Emergencies are defined as: • Arrest • Serious Injury/Illness • Death • Early Departure • Disappearance • Termination from Camp It is important that CCUSA be notified immediately in case of an emergency so that we can take the appropriate action and inform all necessary parties. Any CCUSA representative at our head office can assist you in the event of an emergency.
Fees and Pocket Money CCUSA offers camps quality international staff at an affordable price. Likewise, we ensure that international staff are paid a substantial and competitive amount of pocket money for their work during the summer. The program cost for your camp appears on the first page of the staff member’s application form and is divided into two parts: 1) Fee paid to CCUSA 2) Pocket Money that camp pays directly to staff member.
Fee to CCUSA The fee that your camp pays to CCUSA helps to cover costs such as: • 3 months comprehensive travel insurance including accident, baggage, sickness, medical, and liability insurance. • Recruitment, interviewing, screening, promotional materials, advertising, and application processing. • Overseas informational meetings and orientations, administrative offices worldwide, and recruitment fairs. • 24-hour summer emergency and counseling support service. • Camp visits. • DS2019 exchange visitor visa application forms. • Assistance scheduling interviews for visas. • Informational handbooks, websites, and web materials. • Round-trip international flights (for those participants from countries where CCUSA negotiates group flights). Camps that pay CCUSA in full by May 1st, 2012 receive a 1.5% discount on all placements made before April 15th. In accordance with the CCUSA Letter of Agreement, 50% of the balance due is payable on or before June 1st, 2012. The remaining balance is due by August 1st, 2012. Thereafter a late payment charge of 1.5% per month will be incurred on outstanding balances.
Pocket Money to CCUSA Staff CCUSA staff members are contracted to work for nine weeks/63 days (ten weeks/70 days for Support Staff or eleven 5-day weeks for day camps), starting the first day of general staff orientation. This includes all staff training and one 24-hour period off per week (12 hours of which must be continuous and during daylight
hours). Your camp must pay all CCUSA staff members the entire designated amount of base pocket money upon completion of the contract period. The assigned pocket money, based on category, is the minimum net amount that you must pay your international staff. Please make certain your wage policies adhere to your State Labor Board's laws. CCUSA recommends that you have your staff members sign a camp contract with the dates of employment and amount of pocket money specified clearly prior to or upon their arrival. In the event that your camp runs over the basic 63-day/70-day/77-day contract, you must pay additional pocket money in the amounts of $30/day for Counselors or $40/day for Support Staff. The amount paid is not based on their category, but on the type of post-camp work performed. This does not include days off and each staff member must be insured during the post-camp work. If a CCUSA staff member needs to depart camp early or is dismissed before the end of their 63-day (77day for day camps) contract, the Pocket Money and Fee to CCUSA will be prorated. Please contact CCUSA immediately in such an event, and we will assist you in calculating the fees due.
Taxes and Social Security The following information has been compiled to assist you in understanding taxes and Social Security issues for your international staff. CCUSA, however, cannot legally provide tax advice. If you have further questions on these topics, we suggest that you contact the IRS or a certified accountant. CCUSA staff are exchange visitors on a J-1 visa designated by the U.S. Department of State. While working at camp, international participants are classified as nonresident aliens. Therefore, according to the IRS they are subject to U.S. tax laws and are responsible for filing tax returns for wages earned in the U.S.
Forms I-9 Form Immigration law requires all employers to fill out an I-9 Employment Eligibility Verification form for each employee. This form verifies the employee’s identity and work eligibility. Please make sure to do this for all of your CCUSA participants. Under Section 1, “Employee Information and Verification”, check the fourth box (“An alien authorized to work until…”) and fill it in with the dates listed in Section 3 of the DS2019 form. The government advises that you keep these forms for at least three years. If you need to obtain one of these forms, you may download it off of the Department of Justice website at http://www.uscis.gov/files/form/i-9.pdf.
W-4 Form As stated in the Employer’s Tax Guide, Circular E Publication 15, all non-resident aliens are required to complete a W-4 form as outlined in section 9 “Withholding from Employees' Wages” (p. 16). You may also refer to Camp Web Access (http://cwa.ccusa.com) for more information.
W-2 Form The Employer’s Tax Guide also states that employers must provide a W-2 form to each employee (Circular E Publication 15, “Withholding from Employees' Wages”). Participants can request a W-2 form in writing before the employment period has ended. It’s up to the employer to decide if they want to provide it early. Participants are entitled to receive these W-2 forms early if they submit a letter of request to the employer before the employment period has ended. Please be sure to obtain their correct mailing address information before the end of camp.
Tax Withholding Social Security (FICA), Federal Unemployment (FUTA), and Medicare taxes According to the U.S. Tax Guide for Aliens (Publication 519), non-resident aliens are to have no Social Security (FICA), Federal Unemployment (FUTA) or Medicare taxes deducted from their pay. Even though participants may have a Social Security number, they do not qualify for the Social Security program or unemployment benefits. Therefore, international participants are exempt from the withholding of these taxes. For more information, refer to the Internal Revenue Code 3121 (b)(19)(FICA exemption) and Section 3306 (c)(19)(FUTA exemption). You can find more information on your Camp Web Access account (http://cwa.ccusa.com). If Social Security and Medicare taxes are withheld in error, the employer should immediately correct the error and reimburse the participants for the erroneously withheld taxes.
Federal Taxes For Federal tax withholding procedures, please refer to the tables at the back of your Employer’s Tax Guide, Circular E Publication 15.
State and City Income Tax There is no consistent rule among the 50 states regarding the amount of tax that is to be withheld for state tax purposes. For specific tax information on your state, please contact your local Employment Bureau.
Social Security Identification Cards CCUSA staff will assist participants with completing the Social Security application form at the pre-departure orientation meetings in their home countries, but it is the camp's responsibility to facilitate a trip to the local Social Security office so that participants may apply. Please note that participants must wait ten days after they arrive at camp to apply for their card. How does a participant apply for a Social Security card? CCUSA participants must apply for a Social Security card in person at a local Social Security office. To apply, they will need to present their passport, DS2019 form, I-94 card, completed SS-5 application form and a letter of program support (provided by CCUSA on participants' Footprints account) when applying. CCUSA cannot apply on behalf of the participant. The processing of a Social Security card usually takes 4-8 weeks. If participants have not received their card within this amount of time, they should return to their local Social Security office with proof of identity and their application receipt. Social Security numbers are not given out via the Social Security nationwide office toll-free number.
If a participant applied for a Social Security card but has not received it yet, how do they follow up? When participants apply for a Social Security card they are given a receipt. This receipt is proof of filing a Social Security application. Participants can call the phone number located on the bottom of the receipt to follow up with the Social Security issuing agent. They can also go in person to a local Social Security office to obtain their SS number. Can a camp pay a participant without a Social Security card? The U.S. Treasury Department regulations state that a person can present a receipt from the Social Security Agency for filing of a SS-5 (Application for Social Security Number), and, when completing the employer W-4 form, write “Applied for” in the box the requesting the Social Security number. The employer then can wait to get an actual number from the person until the time of the employer’s annual tax filings in January. The Treasury Department regulation that states this can be found at 26 Code of Federal Regulations Section 31.6011 (b)(2)(b)(1)(iii).
CCUSA Competency Guide Competency Glossary 1. Teaching/Coaching - Measures applicant’s ability to instruct in a specialty skill area based on past experiences and successes. This includes level of expertise, concern for safety, and instruction method. (Counselor applicants only.) 2. Sensitivity to Diversity - Evaluates the applicant’s openness and exposure to people from other cultural backgrounds. It also demonstrates willingness to share one's own culture with others. 3. Sound Judgment - Evaluates the applicant’s ability to make decisions and take initiative. 4. Creativity - Demonstrates the applicant’s ability to utilize imagination and innovation. Indicates ability to transform mundane tasks into fun activities. (Counselor applicants only.) 5. Self-Management - Measures applicant’s ability to manage stress and respond appropriately. 6. Leadership Skills - Indicates applicant’s effectiveness in leading a group. This includes sensitivity to others, earnestness, and peer recognition. 7. Work Ethic - Measures applicant’s willingness to fulfil expectations and designated goals. 8. Communication - Evaluates applicant’s ability to convey information and ideas in a clear and appropriate manner. 9. Supervision - Indicates applicant’s ability to follow a routine schedule consistently and provide structure to others. 10. Ability to Work with Children - Measures applicant’s responsiveness to the needs of children. Expresses desire to foster meaningful relationships with children. (Counselor applicants only.) 11. English Language Ability - Evaluates individual applicant’s ability to speak and understand the English language. (See anchor examples.) All CCUSA Competencies on the IRF (Interviewer's Report Form) are rated on a scale of 1-5 (1 = lowest, 5 = highest). The following is a sample of a CCUSA Competency Scale in English ability. Does not meet requirements – 1 • Does not understand spoken English even at a slow rate of speech.
• Speaks English very slowly and constantly searches for vocabulary. Limited vocabulary makes communication difficult or impossible. • Cannot understand or follow written directions/rules. • Written and oral communication has severe grammatical errors making understanding difficult or impossible. • Has a very strong accent, making comprehension for interviewer difficult or impossible. Meets minimal requirements – 2 • Understands basic spoken English at an average rate of speech. May require interviewer to repeat some questions or statements. • Speaks slower than normal but able to carry on a conversation. • Has minor difficulty reading but can follow basic written instructions. • Makes minor grammatical errors in written and oral communication, but overall meaning is understood. • Has a strong accent, but can still be understood with little effort. Meets requirements – 3 • Understands almost all conversation at a normal rate of speech. Occasionally requires some clarification. • Speaks English at a normal rate of speech with very few pauses. • Has a good vocabulary base and understands some slang and colloquial expressions. • Can read, write and understand written text/instructions in English. • Makes few, if any, grammatical mistakes in written or oral communication. • Has a moderate accent but is not difficult to understand. Exceeds requirements – 4 • Understands all conversation at a normal rate of speech. Does not need any clarification. • Speaks at a normal rate of speech with no pauses. • Full knowledge of English vocabulary; understands many American slang words and colloquial expressions and can use some of them. • Can read, write and understand advanced text in English with few problems. • Makes no grammatical errors in written or oral communication. • Has a mild accent but not difficult to understand at all. Superior in requirements – 5 • Understands advanced conversation at a faster than normal rate of speech. • Speaks at a normal rate. • Has advanced vocabulary and full understanding of American slang and colloquial expressions. • Has ability to correct grammar mistakes in others. • Has no traceable foreign accent. • Can understand American accents (Southern, East Coast, Midwest) without difficulty. NOTE: A rating of a “3” means solid performance in that competency. You should expect that some candidates will exceed requirements on some competencies and be solid on others. A rating of “5” is rarely ever given to a non-native English speaker. Participants who receive a “1” in English comprehension or speaking will not be accepted to the program.
CCUSA’S PRACTICAL TRAINING PROGRAM HOST QUALIFIED CANDIDATES TO TRAIN IN CAMP MANAGEMENT!
Program Overview Qualified participants may work for up to 12 or 18 months anywhere in the United States in a CCUSA-approved training program in the categories of Management, Finance, Commerce or Business (includes hotel, resort, and camp management). The training visa is not a long-term work visa, but rather one that allows the camp to train a participant in a field related to either their degree course or a present field of employment.
There are no fixed starting dates for the program and the training position can start at any time of the year. The maximum length for the program is 18 months, but it is also acceptable for a position to be less than 18 months. The CCUSA trainee program can be extended up to a maximum of 18 months. Trainees may be eligible to do the program another time, if they remain outside the US for at least two years after they finish their training program.
Benefits of Hosting a Trainee Trainees offer valuable academic and professional experience while sharing business practices from their home countries. International trainees are a cost effective way of bringing cultural diversity to your camp environment and promoting global understanding. This unique opportunity attracts highly skilled, motivated trainee candidates who are focused and committed to their training experience.
Services to Meet Your Camp’s Needs Independent Option Step One: Camps are responsible for finding a prospective trainee and offering a training program in one of the approved categories. Step Two: Visit our website at www.ccusa.com and download a Practical Training Independent Employer Application. Submit this profile along with your one-page curriculum outline for review. Step Three: Your camp will be contacted for an informational session to answer questions you have regarding the practical training program. Step Four: CCUSA will consult with your camp on the training curriculum requirements. Your camp will be required to submit a full curriculum defining the objectives, tasks and training methods. Step Five: Once your training curriculum is approved, CCUSA will begin the visa sponsorship process. Please allow 8 weeks for processing. Placement Program CCUSA will create a customized posting of your camp’s training opportunity to recruit candidates for you to assess. Step One: To register for this opportunity, visit our website at www.ccusa.com and fill out a Practical Training Employer Placement Profile. Submit this profile along with your one-page curriculum outline for review to firstname.lastname@example.org or fax to 415-339-2744. Step Two: Your camp will be contacted for an informational session to answer questions you have regarding the placement process. Step Three: CCUSA will consult with your camp on the training curriculum requirements. Your camp will be required to submit a full curriculum defining the objectives, tasks and training methods.
Step Four: Once your training curriculum is approved, CCUSA will begin the recruiting and matching process with qualified candidates. The placement process can take up to 3 to 4 months to insure the best possible match. Step Five: Your camp will have the opportunity to interview and give final approval for your trainee.
Trainee Screening Process Trainee candidates are required to fill out a CCUSA application, obtain two references and go through an in-person interview to assess program eligibility. Trainees are evaluated based on their education/course studies, work experience and career goals as well as personality match and motivation. To be eligible for PTUSA, a trainee must fit the following criteria:
At least 18 years of age Have a post secondary degree in the field of training or a related field plus one year experience outside the US in an applicable field OR have five years experience outside the US in the field of training or a related field. Intention to pursue a career in the field in which training will be held Fluent English language ability Prospective Trainees can only apply for the Practical Training program through a CCUSA office in their country of citizenship. We do not accept applicants from countries where we do not have a local office (Note: Placement Program not offered in all countries).
The trainee pays program fees that cover up to 18 months travel insurance, J-1 visa paperwork and processing, free phone support while in the US and pre-departure orientation information. The trainee is responsible for all flight and travel costs. Unless covered in the employment agreement with the company, the trainee is responsible for all accommodation and living expenses while in the USA. Employers need to provide the trainee with information about approximate living expenses and assistance with housing arrangements. TRAINING CURRICULUM REQUIREMENTS A training program must clearly involve learning and training of a formal nature. This must be ongoing and closely supervised as well as demonstrate the achievement of specific goals that will be evaluated periodically by CCUSA. This program is not a work program. Only proposals that clearly define the training methods will be accepted. Visit our website to download the training program criteria. CONTACT CCUSA If you should have questions about the program, or any of the documents required, you may contact CCUSA via email, email@example.com or at 1-800-999-2267.