iE Handbook
A Resource Guide for Students and Host Families
INCLUDED IN THIS HANDBOOK: A STUDENT’S FIRST WEEK IN THE U.S. – A CHECKLIST........................................... 4
1st Week
IE PROGRAM RULES ............................................................................................................ 5 BEHAVIOR.............................................................................................................................................................5 CELL PHONES..................................................................................................................................................... 5 CHANGING HOST FAMILIES / STUDENT MOVES..................................................................................... 6 COMMUNICATION ............................................................................................................................................. 6
Program Rules
CONVALIDATION................................................................................................................................................ 6 DATING, SEX AND PREGNANCY ................................................................................................................. 7 DRIVING A MOTORIZED VEHICLE............................................................................................................... 7 DRUGS & ALCOHOL........................................................................................................................................... 8 EMPLOYMENT......................................................................................................................................................8 FINANCES.............................................................................................................................................................8 FOOD/MEALS.......................................................................................................................................................9
Insurance
HOST FAMILY LIFE......................................................................................................................................... 10 ILLEGAL CONTENT......................................................................................................................................... 10 LIFE-CHANGING DECISIONS....................................................................................................................... 10 LOCAL, STATE AND FEDERAL LAWS - VIOLATION OF..................................................................... 10 MENTAL HEALTH............................................................................................................................................. 11 PROBLEM RESOLUTION................................................................................................................................. 11
DoS Letters
PROGRAM END DATE / STUDENTS RETURNING HOME....................................................................12 RELIGION............................................................................................................................................................12 SCHOOL AND GRADES...................................................................................................................................12 SPORTS................................................................................................................................................................13 STUDENT DISMISSAL......................................................................................................................................13 STUDENT TRAVEL............................................................................................................................................14
Worksheet
TRANSPORTATION........................................................................................................................................... 15 VIOLENCE (CAUSING HARM TO ANOTHER PERSON OR PROPERTY)...........................................15 VISITS BY NATURAL PARENTS, FAMILY MEMBERS OR FRIENDS..................................................15
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INSURANCE............................................................................................................................ 16
1st Week
WHAT TYPE OF INSURANCE DO IE EXCHANGE STUDENTS HAVE?................................................ 16 HOW CAN I FIND MY STUDENT’S INSURANCE CARD?....................................................................... 16 WHAT DOES THE STUDENT’S INSURANCE POLICY COVER?............................................................. 16 WHAT IS NOT COVERED UNDER THE STUDENT’S INSURANCE POLICY?..................................... 16 WHAT IS A PRE-EXISTING CONDITION?.................................................................................................. 17
Program Rules
WHAT ABOUT DENTAL CARE?..................................................................................................................... 17 ARE HEALTH CHECKUPS, IMMUNIZATIONS AND SPORTS PHYSICALS COVERED?................ 17 IS THERE A DEDUCTIBLE THAT MUST BE PAID AT EACH VISIT?................................................. 17 WHAT ABOUT EMERGENCY ROOM VISITS?............................................................................................. 17 WHICH DOCTORS CAN THE STUDENT GO TO?......................................................................................18 IS PRE-AUTHORIZATION NEEDED PRIOR TO OBTAINING MEDICAL CARE?............................18 HOW IS BILLING TYPICALLY HANDLED? .............................................................................................. 19
Insurance
WHOSE INFORMATION SHOULD BE LISTED ON MEDICAL FORMS?..............................................19 ARE STUDENTS REIMBURSED FOR PRESCRIPTION DRUG PURCHASES?.................................20 ADDITIONAL QUESTIONS ABOUT INSURANCE?...................................................................................20
DEPARTMENT OF STATE LETTERS.................................................................................22 STUDENT AND HOST FAMILY WORKSHEET..................................................................24
DoS Letters
MY Local Coordinator (LC) Name:
Phone: Email:
Worksheet
My Regional Director (RD) Name:
Phone: Email:
EMERGENCY NUMBER: 866-794-4629 (answered 24-hours a day)
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A STUDENT’S FIRST WEEK IN THE U.S. – A CHECKLIST FOR HOST FAMILIES & STUDENTS: 1st Week
T he host family and student should complete the ‘Host Family Worksheet’ together, located at the back of this handbook.
Program Rules
The host family should take the student to a local cell phone carrier store so they can sign up for a local phone number. Pay-as-you-go phone plans are also available at large stores like Walmart and Target. NOTE: i E requires all students purchase a cell phone plan which includes a U.S. phone number. The student should enter important U.S. numbers into their cell phone (iE’s emergency number, their LC’s name and numbers, and the names and numbers of applicable host family members).
Insurance
The host family should take the student to the high school they will be attending: Take a tour of the high school. Register for classes.
DoS Letters
eet with the Guidance Counselor to learn of ways to get M involved (clubs, sports, theater, volunteering, etc.) NOTE: iE encourages students to be active in at least one extracurricular activity per semester/trimester. I f interested, the student should deposit money into a hot lunch account, pay athletic participation fees, etc.
Worksheet
The student should place their passport and visa documents in a secure location which is accessible to them at all times. NOTE: Students should not give these documents to anyone, including their host family. If the student would like to purchase a small lockbox to keep these documents, cash, and other items during their stay, the host parents can take them to a store such as Walmart to purchase one at the student’s expense. The student should make sure they have a copy of their insurance card in their purse or wallet. A copy of this card should also be made for the host parents.
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IE PROGRAM RULES
BEHAVIOR
CELL PHONES
Insurance
Students are accepted into iE’s program because they met program requirements and presented themselves as mature, respectful and open-minded individuals who are committed to learning about and actively experiencing a culture different from their own. Students agree to serve as ambassadors while in the U.S.A. Their behavior should positively and respectfully represent their home country, iE, and student exchange.
Program Rules
It is the student’s responsibility to understand and follow iE Program Rules and Standards of Conduct. If the student and/or host family has questions, they should contact their Local Coordinator (LC) or Regional Director (RD).
1st Week
The information below is condensed from iE’s Program Rules and Standards of Conduct. The full document is available in the “Documents” section of iE’s online system under ‘Policies and Procedures’.
i E students are required to have a U.S. telephone number while on program, at their expense.
DoS Letters Worksheet
ost families and/or schools may set rules about cell phone use. Failure H to follow these rules may result in the temporary and reasonable loss of a student’s cell phone or cell phone privileges. In the unlikely event that a student temporarily loses their cell phone privileges, host families must ensure their student has access to their phone in situations where they may need to contact their host family for communication and/or safety purposes (e.g. when they are out with friends, at an event and/or away from their host family). er the Department of State, a student must always have the ability to P contact their natural parents. i E strongly advises host families against adding their student to their cell phone plan. If a host family chooses to do so, iE is not responsible for any potential costs.
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CHANGING HOST FAMILIES / STUDENT MOVES 1st Week
student may only change host families as a last resort, and after A all reasonable attempts at finding a solution to a conflict or issue between the student and family have been exhausted. decision to move a student can only be made by an iE Regional A Director, the National Director or the iE Advisory Committee.
Program Rules
nless a move outside the district is deemed necessary by iE, U attempts will be made to relocate the student to a new family in the student’s current school attendance area. tudent moves may involve expenses (e.g. new placement fees, flights, S etc.). iE’s Advisory Committee will determine if a fee is applicable, based on the student’s contractual agreement with iE.
Insurance
I n the event of a student emergency, call iE’s emergency number at 1-866-794-4629. This number is answered 24 hours a day, seven days a week.
DoS Letters
COMMUNICATION
he Regional Director communicates information to the student’s T iE representative in their home country, who communicates information to the student’s natural parents when needed.
I n non-emergency situations, the first line of communication for students and host families is their Local Coordinator. If needed, students and host families may also contact their Regional Director.
Worksheet
he above lines of communication are based on iE’s experience T working with thousands of exchange students over the past twenty years. Failure to follow this process leads to problems and misunderstandings.
CONVALIDATION
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onvalidation is the process of verifying that a student’s U.S. C grade transcript will be valid in their home country. This process includes having the student’s grade transcript notarized and approved with an apostille stamp by the Secretary of State.
1st Week
he Convalidation process is only performed for select students T who are attending school in the U.S. for credit (e.g. students from Spain). iE staff know in advance which students need convalidation services. An iE staff member will manage the convalidation process (students, LCs and HFs do not need to do anything). Questions should be directed to iE’s main office in Northfield, MN.
DATING, SEX AND PREGNANCY Program Rules
xchange students are not allowed to have sex or engage in sexual E activity while on program. tudents found to be pregnant or responsible for a pregnancy S while on program will be sent home immediately.
Insurance
nder no circumstances may host families, Local Coordinators U or Regional Directors offer consent to a student to terminate a pregnancy. ating is normal, both culturally and developmentally. There is D nothing wrong with a student going to a movie, a game or out for a meal with someone they like, provided the host parents feel comfortable with the circumstances.
DoS Letters
erious relationships quickly cause exchange students to S disconnect from their friends, activities at school, and their host family. Students should refrain from getting involved in serious relationships. ost parents should set reasonable boundaries (like curfews) to H help ensure their student’s safety.
DRIVING A MOTORIZED VEHICLE Worksheet
xchange students are not allowed to operate a motorized vehicle. E Additionally, the student’s iE insurance policy does not cover medical expenses associated with a potential injury to the student or someone else and/or property damage which are the result of a student operating a vehicle.
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DRUGS & ALCOHOL 1st Week
urchasing, possessing, selling or consuming alcoholic beverages P of any kind is against the law for individuals under the age of 21 and not allowed while on program.
Program Rules
urchasing, possessing, selling, smoking or ingesting tobacco P products of any kind is against the law for individuals under the age of 18 and not allowed while on program (this includes electronic and vapor cigarettes). urchasing, possessing, selling or using illegal drugs or any P controlled drugs, unless prescribed by the student’s physician, is against the law for students and not allowed while on program.
EMPLOYMENT
Insurance
I t is illegal for the student to take regular employment while in the U.S.A. The only exceptions are occasional odd jobs, such as yard work or babysitting. Any such jobs must not interfere with schoolwork, and the student must have host family permission.
FINANCES DoS Letters
he student must not borrow money from or loan money to T anyone while on program (host family, friends, etc.) ost families should never open a joint banking account with their H exchange student. atural parents agree in advance to supply their son/daughter N with an adequate amount of spending money at all times, normally $250-$300 per month.
Worksheet
he student is responsible for paying for his/her miscellaneous T expenses, such as toiletries, entertainment costs, special food requests, cell phone plans, etc. i E students must pay for any incurred data charges which are in excess of the host family’s current data plan.
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ost students travel to the U.S. with a debit and/or a credit card. M This is safe and convenient.
1st Week
I f the student experiences problems with their credit card or withdrawing cash from a cash machine, the students should contact their natural parents right away to find a solution. Contact your Local Coordinator or Regional Director for additional assistance.
Program Rules
tudents who arrive in the U.S. with a large amount of cash should S keep a small amount with them and store the rest in a secure, locked location (special spot in the student’s bedroom, etc.) Please include a balance sheet with the cash and record the date and reason when cash is taken. iE is not responsible for lost or stolen money.
FOOD/MEALS
Insurance
ost families agree to provide their exchange student(s) three H well-balanced meals each day. I f a student wants to eat hot lunch at school (or off campus when allowed by schools), the student needs to pay for the hot lunch fees charged by the school.
DoS Letters
ost families cannot charge students for groceries. However, if H the student requests a special kind of food that the host family does not typically buy, the student must buy these items on their own (e.g. Nutella). Host families should invite the student to go grocery shopping with them in these situations so the student can purchase their special food. ost families do not need to prepare special food/meals for their H exchange students.
Worksheet
ome of the best conversations occur at the dinner table. Even S though it may not always be possible, try to reserve a couple of days each week to eating together as a family. I f the host family chooses to eat out at a restaurant, the student should be included in the meal as a member of the family and they should not be asked to pay for their own food (treated as a member of the family).
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FOOD/MEALS, continued...
1st Week
I f the host family is interested in going someplace very special or expensive for dinner that is above and beyond a traditional meal out, they can ask the student in advance if they want to participate and what it would cost to do so. If the student chooses to participate, they pay the costs discussed in advance. If the student chooses not to participate, the host family simply needs to ensure the student has alternate dinner plans (e.g. food for them to eat at home).
Program Rules
HOST FAMILY LIFE he student must comply with all reasonable rules of the host family T (e.g. curfews, chores, visitors, phone calls, computer use, etc.).
Insurance
he student must obtain their host family’s prior permission and T keep them informed at all times about their whereabouts, who they are with, information about transportation (who is driving, does the student need a ride, etc.) and the time the student is leaving and expecting to return to the host family’s home. emember, this is a cultural exchange experience. Expect R differences and work together to overcome challenges.
ILLEGAL CONTENT DoS Letters
xchange students may not access, view, download, receive or E send any internet sites or content that might be deemed unlawful or pornographic in nature. This includes, but is not limited to, chat sites, videos, photographs, texts, and pirated music, movies, etc.
LIFE-CHANGING DECISIONS
Worksheet
tudents will not be permitted to make life-changing decisions, S including but not limited to marriage, religious conversion, tattoos & other body modifications, and other decisions with legal, political, religious, and/or social ramifications.
LOCAL, STATE AND FEDERAL LAWS - VIOLATION OF...
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I f iE learns that a student has broken a U.S. law, the student may be sent home immediately, at their own expense, and without prior warning.
MENTAL HEALTH 1st Week
I t is the policy of iE that students needing mental health care, including counseling, should return home to receive such care. The level of English proficiency and the comfort speaking in English varies among our exchange students, and the level of experience and comfort managing mental health issues varies significantly among our host families. Treatment can last for a few weeks to many years, depending on the type of counseling and the patient’s situation. Because iE cannot control these three vital aspects, we feel it is in the student’s best interest to receive mental health care in their home country, in their native language and with the longterm support of their natural parents.
Program Rules
PROBLEM RESOLUTION
Insurance
ay-to-day life as an exchange student and host parent will D not always be easy, and there will likely be times that you will experience frustration. If you experience a problem, talk about it calmly, respectfully and honestly.
DoS Letters
ost problems start because of a communication issue, which M is preventable. Please do not keep your concerns regarding your exchange experience to yourself - share them with your Local Coordinator or Regional Director! Too often students and host families try to manage problems on their own and by the time they notify or involve their Local Coordinator, it’s too late. These situations rarely turn out well.
Worksheet
I f a student is not following iE program rules or their behavior does not meet iE’s required standard of conduct, the following process for resolving the issue is most often used: Verbal Warning Written Warning Probation
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PROBLEM RESOLUTION, continued... IMPORTANT:
1st Week
Mediation/family meetings often accompany the problem resolution process. If iE deems necessary, the student may be given a written warning or probation without any prior warning being issued. I f iE staff learn that a student has broken a U.S. law, the student’s program will most likely be terminated immediately without any prior warnings (e.g. consumption of alcohol and/or drug use).
Program Rules
he decision to terminate a student’s program may only be made T by the iE Advisory Committee.
PROGRAM END DATE / STUDENTS RETURNING HOME AT THE END OF THEIR PROGRAM
Insurance
I f a student is in good standing with iE, and their host family agrees to extend their stay, exchange students may remain in the U.S. for an additional 14 days after their last day of school.
DoS Letters
he only exception allowed will be for exchange students traveling T in the U.S. with their natural parents, provided all U.S. visa laws are adhered to. A signed Program Release Form is required prior to any confirmed flight arrangements being made for exchange students traveling with their natural parents. Students must extend their insurance coverage, if necessary.
RELIGION
Worksheet
xchange students are encouraged to participate in religious E services and/or youth group with their host family as part of their cultural exchange experience. However, the Department of State prohibits students on a J1 visa from being required to attend religious services. Participation is commonly required for students on an F1 visa who attend a private school affiliated with a particular religion.
SCHOOL AND GRADES Exchange students are not guaranteed placement in a certain
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grade level, the ability to receive transferable course credits, participation in select courses or a high school diploma.
1st Week
tudents must maintain a “C” average, with no “F” (failing) grades S at the end of the semester.
Program Rules
tudents must obey all school rules and attend classes regularly. It S is the student’s responsibility to manage their academic experience (homework, school projects, exam preparation, etc.). If a student is struggling in any aspect of school, the student should consult the guidance counselor or individual teacher for assistance. he exchange student is responsible for all school fees. Such fees T may include but are not limited to: registration, books, athletic fees, lab fees, yearbook, student activities, uniforms, etc. he student may choose to bring a lunch from home on school T days, or – at their own expense – purchase a lunch at school.
Insurance
SPORTS xchange students are not guaranteed participation in a particular E school or club sport. (Note that access to a particular sport through the iE Activity Request does not guarantee participation.)
DoS Letters
xchange students are required to follow the athletic rules of the E school, school district and/or guidelines of their state’s high school athletic association (e.g. team qualification guidelines, academic, behavioral or attendance requirements, etc.). Each state has different rules of participation.
Worksheet
NOTE: If varsity sports are not available to the student, there may still be options for the student to participate: Ask the school’s guidance counselor about JV sports, student manager role, club sports, community leagues, etc.
STUDENT DISMISSAL student’s program can only be terminated by the iE Advisory A Committee. Members of the committee include but are not limited to: The student’s Regional Director or Program Director, the National Director and the Student Case Manager.
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STUDENT DISMISSAL, continued...
1st Week
rior to terminating a student’s program, iE will attempt problem P resolution (verbal warning, written warning and probation letter). The goal of these warnings is to document a problem(s) and the agreed-to action steps to resolve the situation. IMPORTANT: In certain situations, iE may deem it necessary to skip one or more of these steps and go straight to probation or program termination.
Program Rules
I f iE staff learn that a student has broken a U.S. law (e.g. consuming alcohol, smoking pot, shoplifting, etc.), the student’s program will most likely be terminated immediately without any prior warnings.
STUDENT TRAVEL
Insurance
xchange students are not permitted to travel outside the local E area alone or with peers. ll student travel involving an overnight stay must be approved by A the host family and chaperoned by a responsible adult at least 25 years of age.
DoS Letters
ravel involving 4 overnight stays or more requires the prior T written approval of the natural parents and either the Regional Director or iE’s National Director. A completed and signed Travel Request and Hold Harmless Form must be provided to iE before travel arrangements are finalized (e.g. tickets purchased), and at least two weeks prior to any travel which does not require advanced booking or purchase. The form is available in the “Documents” section of iE’s online system. For additional assistance, contact your Local Coordinator.
Worksheet
he Local Coordinator must be informed of all travel and have a T phone number to reach the student in the event of an emergency. ravel outside of the U.S. requires an additional signature in the T travel validation/endorsement section of the visa document.
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J1 students with a DS- 2019 visa document: The student’s original DS-2019 visa document must be sent to iE’s national office in Minnesota at least four weeks prior to travel.
Mail to: I nternational Experience, Attn: Compliance, 209 S. Water Street, Suite 102, Northfield, MN 55057.
1st Week
1 students with an I-20 visa document: The student’s F original I-20 form must be brought to the school for the additional signature. Students should ask their Local Coordinator for assistance.
Program Rules
lease note: Per U.S. immigration laws, students without the above P noted additional signature may not be eligible for re-entry to the U.S.
TRANSPORTATION ost families agree to provide reasonable transportation for their H exchange student(s). When needed, a host family can assist the student with alternate carpooling options.
Insurance
NOTE: Transportation via Uber, Lyft or a taxi cab is not recommended for safety reasons. arpooling and asking for rides is common for teenagers in C the U.S. to initiate, but it is not common for teenagers in other countries where public transportation is common. Students and host families should talk openly about this and work to find solutions together.
DoS Letters
VIOLENCE (CAUSING HARM TO ANOTHER PERSON OR PROPERTY) tudents must not commit or take part in any act of violence S against another person or property.
VISITS BY NATURAL PARENTS, FAMILY MEMBERS OR FRIENDS Worksheet
isits by members of the student’s natural family or friends from V his/her home country are strongly discouraged during a student’s program year. Instead, visits are recommended to occur at the end of the student’s program. A Parent Visit form, available in the “Documents” section of iE’s online system, must be submitted to and approved by the student’s Regional Director.
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INSURANCE 1st Week
WHAT TYPE OF INSURANCE DO IE EXCHANGE STUDENTS HAVE? Each exchange student signed up for a basic illness and injury health insurance plan through Global Benefits Group (GBG) with the Aetna provider network, effective the day they arrived in the U.S.
Program Rules
HOW CAN I FIND MY STUDENT’S INSURANCE CARD? Exchange students are issued an insurance card, accessible to them, host families, LCs and RDs via iE’s online system: STUDENTS: Login to iE-usa.org, click on “Uploads” and then “Student Insurance PDF.”
Insurance
HOST FAMILIES: Login to iE-usa.org, click on “Students” and then “Welcome Packet.” Students and host families should each print a copy of this card so that it’s available should the student need healthcare while in the USA. Also, if the students download the MyInsurance Mobile App they will have the informa-
DoS Letters
tion on their phone: Insurance ID-Card, important contact details and service hotlines, a doctor and/or hospital search, and a summary of benefits.
WHAT DOES THE STUDENT’S INSURANCE POLICY COVER? Basic health care for injuries and illnesses obtained while the student is on exchange in the U.S., and third party liability insurance.
Worksheet
WHAT IS NOT COVERED UNDER THE STUDENT’S INSURANCE POLICY?
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Maintenance or care for a pre-existing condition, routine health checkups, preventive care, immunizations, sports physicals, care/treatment as the result of alcohol or drug use, pregnancy tests and care, psychological/mental health care, elective surgeries, injuries incurred while operating any kind of motorized vehicle or injuries incurred while participating in an extreme sport which the insurance company has deemed ‘dangerous’ (Uninsured Activities – A complete list is available in iE’s online system under ‘Documents’ and then ‘Insurance’).
WHAT IS A PRE-EXISTING CONDITION? 1st Week
Pre-existing conditions are illnesses or injuries, physical or mental conditions, for which the student received a diagnosis, medical advice or treatment, including a prescription drug, within 18 months prior to their insurance start date (the date they arrived in the U.S.). For example: Diabetes, joint and bone conditions, asthma, allergies.
Program Rules
WHAT ABOUT DENTAL CARE? The exchange student’s healthcare plan covers emergency dental care only (e.g. emergency care as the result of an injury due to an accident, etc.).
ARE HEALTH CHECKUPS, IMMUNIZATIONS AND SPORTS PHYSICALS COVERED?
Insurance
Routine health checkups, preventive care, immunizations or sports physicals are NOT covered under this policy.
IS THERE A DEDUCTIBLE THAT MUST BE PAID AT EACH VISIT? Although the coverage of each student’s health care plan is the same, natural parents have the option of selecting one of two deductible plans:
DoS Letters
$0 deductible $100 deductible per injury or illness (not per visit)
Worksheet
It is noted on the front of the student’s health insurance card which deductible plan they have. If a student has the $100 deductible plan, he/she should bring their credit card with them to all doctor visits as some health care providers require this payment up front/at the time of the visit.
WHAT ABOUT EMERGENCY ROOM VISITS? All students have a $350 copay for treatment received at an emergency room. This fee is only waived if the student is admitted to the hospital. Unless it’s an emergency, it is recommended that students have scheduled health care appointments or visits to a same day/urgent care clinic.
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EMERGENCY ROOM VISITS, continued...
1st Week
IMPORTANT: Students or host parents should call GBG Assist at 1-800817-4345 prior to taking a student to the emergency room to pre-determine the recommended level of care needed based on the severity of their condition (e.g. urgent care versus emergency room). This process is referred to as ‘triage’. In emergency situations where calling GBG Assist is not reasonable or possible, please call within 48 hours after.
Program Rules
WHICH DOCTORS CAN THE STUDENT GO TO? We recommend that host families make sure that the healthcare provider they take their exchange student to is an in-network provider. To obtain an online list of network providers in your area, go to: www.Aetna.com/docfind/ custom/passport or call GBG Assist for assistance at 1-800-817-4345.
Insurance
IS PRE-AUTHORIZATION NEEDED PRIOR TO OBTAINING MEDICAL CARE? In addition to emergency room visits (please see above), preauthorization by GBG is needed for select medical care which is scheduled in advance: Outpatient surgery Hospitalization
DoS Letters
Ambulance transfers Follow-up CAT scans or MRIs Physical and rehabilitation services.
Worksheet
IMPORTANT: If the above care is received but it is not scheduled in advance, GBG must be notified within 48 hours of admission or care received. Call 1-800-817-4345 to reach GBG Assist.
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HOW IS BILLING TYPICALLY HANDLED? 1st Week
The exchange student’s health care plan is designed to be paperless, with the exception of select situations. Using the information noted on the student’s insurance card, the healthcare provider will automatically invoice the insurance company for care the student received while in the U.S. In most situations, the healthcare provider will send the host family a statement listing if the insurance company paid the full amount, or if there is a balance due. If there is a balance due, the host family should forward the statement to insurance@international-experience.net. At that point, an iE staff member will take the lead, answering any questions or providing additional information to the insurance provider, etc.
Program Rules Insurance
IMPORTANT: Host families should not wait several months, or even worse, until the end of the year, to forward healthcare statements to iE if an amount due is listed. Please also note that exchange students can, and should, access their Explanation of Benefits (EoB) through their online insurance portal. If a claim has a balance due, sending iE the EoB will help us process the claim quickly (send to insurance@international-experience.net).
DoS Letters
Host parents have written authorization by the natural parents to seek medical treatment for the exchange student(s) they are hosting while in the U.S. A copy of the Medical Release Form, signed by the student’s natural parents or guardians, is included in the student’s welcome packet, accessible to host families via iE’s online system. To access, login to iE-usa.org and click on ‘Students’ and then ‘Welcome Packet’.
WHOSE INFORMATION SHOULD BE LISTED ON MEDICAL FORMS? Worksheet
Some families list their name and contact details on required medical paperwork for their exchange student and others list iE-USA’s address and phone number (iE-USA, 209 Water Street, Suite 102, Northfield, MN 55057 / 507301-3613). Regardless, if a host family immediately forwards any medical statements or invoices with a balance due to iE as noted above, an iE staff member will manage the situation until it is fully resolved.
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ARE STUDENTS REIMBURSED FOR PRESCRIPTION DRUG PURCHASES?
Program Rules
1st Week
If a student is ill or injured while on program and their healthcare provider prescribes prescription medicine, the student will need to pay for the prescription using their personal credit/debit card. The student should submit a reimbursement form, available online through the insurance company’s online insurance portal (e.g. the student should have received an email notifying them how to access this portal around the time they arrived in the US). Students are also provided this information in writing from their home country office. IMPORTANT: The student will need an itemized receipt showing their payment of the prescription medicine to receive reimbursement.
ADDITIONAL QUESTIONS ABOUT INSURANCE?
Worksheet
DoS Letters
Insurance
Send an email to insurance@international-experience.net or call GBG Assist for assistance at 1-800-817-4345.
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1st Week
Program Rules
Insurance
DoS Letters
Worksheet
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DEPARTMENT OF STATE LETTERS 1st Week
United States Department of State Bureau of Educational and Cultural Affairs Washington, DC 20522
Dear American Host Family:
Dear American Host Family:
2019 UnitedJanuary States8,8, Department of State January 2019 Bureau of Educational and Cultural Affairs
Insurance
Program Rules
On behalf of the U.S. Department of State, IWashington, welcome your DC decision to host a secondary school student. The 20522 On behalf of the U.S. Department of State, I welcome your decision to host a secondary school secondary school student program is one of many ways foreign nationals participate in people-to-people student.programs The secondary school student program one of manyare ways foreigntool nationals participate exchange in the United States. People-to-people exchanges a valuable of foreign policy. in January 8, is 2019 programs in the United States. People-to-people exchanges arethe a valuable Thepeople-to-people secondary schoolexchange student program offers a unique opportunity for you to experience firsthand richness diversity of a culture different from yourstudent own, and for youoffers to exemplify American valuesfor andyou tool ofand foreign policy. The secondary school program a unique opportunity Dear American Host Family: culture to a foreignfirsthand visitor. Through this program, you will thousands of American families as to experience the richness and diversity of join a culture different from your own,who andserve for you citizen ambassadors of the United States. Many your families have to found the secondaryschool schoolstudent. studentThe program to On behalf of the U.S. Department of State, I welcome decision host a secondary to exemplify American values and culture to a foreign visitor. Through this program, you will join be aschool rewarding andprogram enjoyable secondary student is experience. one of many ways foreign nationals participate in people-to-people thousands of American families who serve as citizen ambassadors of the United States. Many famexchange programs in the United States. People-to-people exchanges are a valuable tool of foreign policy. ilies have found thehave secondary school student program toyou be atorewarding and enjoyable High School programs beenoffers a part U.S. public diplomacy efforts since 1949. Approximately 25,000 The secondary school student program aof unique opportunity for experience firsthand the experience. high students from around thefrom world participate infor thisyou program each year. The good willand of richness andschool diversity of a culture different your own, and to exemplify American values School programs have beenhomes a you partto ofthese U.S. public diplomacy efforts since Approxihost families in opening their international visitors is vital to1949. this program’s cultureAmerican to High a foreign visitor. Through this program, will joinyoung thousands of American families who serve as mately 25,000 school students from around the world participate instudent this program citizen success. ambassadors of thehigh United States. Many families have found the secondary school programeach to year. be a rewarding and enjoyable experience. host families in opening their homes to these young international The good will of American The health, safety, and well-being of the young people who participate in this program are our highest visitors is vital to this program’s success. priority. A host have family has amany responsibilities, the most efforts important of 1949. which Approximately is properly caring for an High School programs been part of U.S. public diplomacy since 25,000 international student duringthe theworld courseparticipate of his/herin program. The student is a guest in your home and in our high school students from around this program each year. The good will of The health, safety, and well-being of the young people who participate in this program are our country you may be the their first “real Americans” this young person visitors meets. is How with this American host and families in opening homes to these young international vitalyou to relate this program’s A hostimage family many responsibilities, student willpriority. create a lasting of has our country and its people. the most important of which is properly success. highest
caring for an international student during the course of his/her program. The student is a guest in
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Theyour regulations governing the secondary school student found at eCFR — young Exchange Visitor home in our country and you may beparticipate theprogram first “real Americans” meets. The health, safety, andand well-being of the young people who inare this program arethis our highestperson Program regulations (22 CFR 62 - Exchange Visitor Program). These address most priority. A hostyou family haswith many responsibilities, mostaimportant of which is properly caring forpeople. an How relate this student willthe create lasting image ofregulations our country and the its frequently asked questions aboutofthe program and provide the rules program It is international student during the course his/her program. The student is aunder guest which in yourthe home and inoperates. our important you notify your sponsoring organization if you have any concerns or the student’s countryextremely and youregulations may be thethat first “real Americans” this young person meets. How you relate with this The governing the secondary school student program are found at ifeCFR — Exhealth, safetyimage or well-being is threatened in any way. If the sponsoring organization is not studentpersonal will create a lasting of regulations our country and people. change Visitor Program (22its CFR 62 - Exchange Visitor Program). These regulations responsive to your concerns, you should contact the Department of State directly through our J-1 Visa address the most frequently asked questions about the program and provide theorrules under Emergency Helpline (1-866-283-9090), which is also available 24 hours a day,— 7Exchange days a week, by e-mail The regulations governing the secondary school student program are found at eCFR Visitor which the program operates. It is extremely important that you notify your sponsoring organiat JVisas@state.gov. Program regulations (22 CFR 62 - Exchange Visitor Program). These regulations address the most you have anythe concerns if provide the student’s personal health, oroperates. well-being frequentlyzation asked if questions about programor and the rules under which the safety program It isis threatTheened secondary school program offers you, your family, your exchange your school and extremely important that you student notify your sponsoring organization you have any concerns if thelocal student’s in any way. If the sponsoring organization isifnot responsive tostudent, yourorconcerns, you should community the opportunity to of create a strong hopeEmergency this will be ais positive and personal health, safety or well-being is threatened in lifelong anythrough way.relationship. If the organization not contact the Department State directly oursponsoring J-1 IVisa Helpline (1-866-283rewarding of you. The Department of State is deeply appreciative of your part in ensuring responsive to yourexperience concerns, for youall should contact the Department of State directly through our J-1 Visa which is also available 24 hours day, 7educational days a week, by e-mail at JVisas@state.gov. the9090), program its maximum potential as aaavailable quality andor cultural Emergency Helplinereaches (1-866-283-9090), which is also 24 hours a day, 7 days aexchange week, or experience. by e-mail at JVisas@state.gov. The secondary school student program offers you, Sincerely, your family, your exchange student, your local school schoolstudent and community theyou, opportunity to create a strongstudent, lifelong relationship. hope this The secondary program offers your family, your exchange your local school Iand will a positive experience for allI hope of you. of State is deeply community thebe opportunity to and createrewarding a strong lifelong relationship. thisThe will Department be a positive and rewardingappreciative experience forofallyour of you. The of State is deeply appreciative of your part in ensuring part inDepartment ensuring the program reaches its maximum potential as a quality the program reaches its and maximum potential as a quality educational and cultural exchange experience. educational cultural exchange experience. G.K. Saba Director, Policy & Program Support Sincerely, Sincerely, for Private Sector Exchange
G.K. Saba
Director, Policy & Program Support
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for Private Sector Exchange
G.K. Saba Director, Policy & Program Support for Private Sector Exchange
United States Department of State Bureau of Educational and Cultural Affairs
January January8,8,2019 2019
Dear American Host Family:
Dear Secondary School Student:
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Helpline (1-866-283-9090), which is also available 24 hours a day, 7 days a week, or by e-mail
The secondary school student program offers you, your family, your exchange student, your local school and at JVisas@state.gov. community the opportunity to create a strong lifelong relationship. I hope this will be a positive and G.K. Saba rewardingWe experience for allthat of you. Department of State is deeplyDirector, appreciative of your part in Support ensuring & Program are pleased youThe made the decision to participate in thePolicy Exchange Visitor Program and I the program reaches its maximum potential as a quality educational and cultural exchange for Private Sector experience. Exchange hope you enjoy your stay in the United States.
Sincerely,
Sincerely,
G.K. Saba Director, Policy & Program Support for Private Sector Exchange
G.K. Saba Director, Policy & Program Support for Private Sector Exchange
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tance of any kind while you are here, or if something just does not feel right to you, immediately
The regulations governing the secondary school student program are found at exchange eCFR — Exchange Visitor contact yourschool U.S. sponsor. It is your sponsor’s to help you with any The secondary student program offers you, your responsibility family, your student, your localproblems, school and Program community regulations (22 opportunity CFR 62you - Exchange Visitor These should regulations address the to create a strong lifelong relationship. I hope this willthe bemost aan positive and teleneeds, or concerns may have. YourProgram). U.S. sponsor have given you emergency frequently asked questions about and Department provide the rules under whichThis the program operates. It is rewarding experience forthe all ofyour you.program The of State is deeply appreciative of your part inshould ensuring phone contact number inprogram orientation materials. telephone number be extremelythe important you notify your sponsoring organization if you haveand anycultural concerns or if theexperience. student’s programthat reaches its maximum potential as a quality educational exchange available to you 24 hours a day, 7 days a week. personal health, safety or well-being is threatened in any way. If the sponsoring organization is not responsive to your concerns, you should contact the Department of State directly through our J-1 Visa Sincerely, If Helpline you have(1-866-283-9090), concerns and/orwhich issues your U.S.24sponsor has 7not resolved, youe-mail find you canEmergency is that also available hours a day, days a week, or or by not reach your sponsor, please contact the Department of State through our J-1 Visa Emergency at JVisas@state.gov.
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American and of also the broader local community. Your participation in this program fosOn behalfHigh of the U.S. school Department State, welcome your decision to host a secondary schoolApproximately student. The 25,000 School programs have been aI part of U.S. public diplomacy efforts since 1949. ters a greater understanding our countries. secondaryhigh school student program one ofbetween many ways foreign nationals participate people-to-people school students fromisaround the world participate in this program eachinyear. The good will of exchangeAmerican programshost in the UnitedinStates. People-to-people areinternational a valuable tool of foreign families opening their homes to exchanges these young visitors is vitalpolicy. to this program’s You are a valued in the United States, and we want youtotoexperience succeed in this program. Your goal The secondary school studentguest program offers a unique opportunity for you firsthand the success. richness and diversity a culture different yourabout own, and for you to exemplify American values and should be tooflearn as much as from you can American customs, values and culture and to build culture toThe a foreign visitor. program, you will join classmates, thousands of and American families are who serve as health, safety,Through and well-being ofhost the family, young people who participate innew this program our highest strong relationships withthis your new friends. You will be living citizen ambassadors of thefamily Unitedhas States. Many families have found the secondary school student program to an priority. A host many responsibilities, the most important of which is properly caring for with a host family and attending a new school, both of which may have different rules and ways of be a rewarding and enjoyable experience. international student during the course of his/her program. The student is a guest in your home and in our life from what you are used to, so keeping an open mind will be very important to your success. country and you may be the first “real Americans” this young person meets. How you relate with this High School programs haveabeen a part of U.S. public diplomacy efforts since 1949. Approximately 25,000 student will create lasting image of our country and its people. You and your family haveparticipate agreed to follow the program that govern high school students from host around the world in this program each year.rules The good will of the secondary school student exchange program. We hope you have taken the time to review the program rules AmericanThe hostregulations families ingoverning opening their homes to these young international visitors is vital to thisExchange program’s the secondary school student program are found at eCFR — Visitor success. Program carefully and that (22 youCFR understand your rights responsibilities. If you have any and/ regulations 62 - Exchange Visitorand Program). These regulations address thequestions most frequently questions about the program and provide theplease rules under which theU.S. program operates. It is or do notasked understand your rights and responsibilities, contact your sponsor. The health, safety, and well-being of the young people who participate in this program are our highest extremely important that you notify your sponsoring organization if you have any concerns or if the student’s priority. personal AYour host U.S. family has many the important is properly caring for anisStates. health, safety well-being is threatened in any way.ofIfwhich theyour sponsoring not sponsor isorresponsibilities, your first point ofmost contact throughout stay inorganization the United Your international student during the courseyou of his/her program. The student is aofguest your home andour in our responsive your concerns, contact the Department Stateindirectly J-1 Visa Prosponsor istoidentified on your should Form DS-2019, Certificate of Eligibility forthrough Exchange Visitor country and you mayHelpline be the first “real Americans”which this young meets. Howayou with this or by e-mail Emergency (1-866-283-9090), is alsoperson available 24 hours day,relate 7 days a week, (J-1) Status. If you have any and questions about your exchange program, if you need assisstudent will create a lasting image of our country its people. atgram JVisas@state.gov.
Program Rules
United States Department of State On behalf of the U.S. Department of State, I welcome your decision to host a secondary school student. The Congratulations on your participation in theofExchange Visitor behalf of the U.S. Bureau Educational andProgram! Cultural On Affairs secondary school student program is one of many ways foreign nationals participate in people-to-people Department of State, I want you to know that your decision to come to the United States is imexchange programs in the United States. People-to-people exchanges are a valuable tool of foreign policy. Washington, DCmemorable 20522 portant to us.school We want your stay tooffers be aapositive and forfirsthand you. the The secondary student program unique opportunity for youexperience to experience richness and diversity of a culture different from your own, and for you to exemplify American values and January 8, 2019 As a secondary school Through student,this youprogram, are part ofwill a U.S. of State families culturalwho exchange culture to a foreign visitor. you join Department thousands of American serve as citizen ambassadors the United States. Many have found the around secondary school student program in whichofyou, like thousands of families other students from the world, will program have theto Dear American Host Family: be a rewarding andshare enjoyable opportunity to your experience. language, culture and customs with your American host family, your
1st Week
Washington, DC 20522
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STUDENT AND HOST FAMILY WORKSHEET 1st Week
Past experience has taught us that laying out the “ground rules� shortly after student arrival saves a lot of misunderstandings down the road. Students and host families should complete this worksheet together within two weeks after the student arrives in the U.S.
NAMES AND NICKNAMES: Program Rules
1. W hat should the student call his/her host parents? 2. W hat should the host family call the student?
MEALS AND FOOD: 1. W hat do mealtimes usually look like on an average weekday? 2. W hat do mealtimes usually look like on an average weekend?
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3. Is the student responsible for making their own breakfast? 4. Which foods are available to snack on? 5. Which foods are available to take to school if the student decides to pack a lunch rather than buying hot lunch at school?
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6. A re there any house rules about where the student can or cannot eat food? 7. Does the student or anyone in the host family have a special food allergy or restriction?
CHORES
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1. W hat chores is the student responsible for doing on a regular basis? (List each chore and when and how it is to be completed). 2. I s the student responsible for doing their own laundry? If yes, show the student how to operate these machines. Write the instructions down for the student to reference later. If no, who washes it and are there any special instructions for when it is washed, etc.?
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1. M any appliances, electronics or bathroom fixtures work differently
in the U.S. than they do in a student’s home country. Review these common things together (e.g. what not to flush down the toilet!)
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CURFEW 1. Is there a set curfew for weeknights? 2. I s there a set curfew for weekends? 3. Does the student need a key or garage code to enter the home?
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FRIENDS AND NEIGHBORHOOD 1. C an the student invite friends to come over to the house? If so, under what circumstances? Do they need to provide advance notice? 2. C an the student go for a walk or run around the neighborhood? If so, are there times of day or areas which should be avoided? Students, remember to ask before leaving the home - don’t just leave!
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PHONE AND INTERNET USE 1. What is the access code for the internet in the home? 2. A re there any rules or guidelines to be followed regarding internet use?
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3. A re there any rules or guidelines to be followed regarding cell phone use?
COMMUNICATION 1. When and how is the student expected to communicate with their host parents about their whereabouts, plans, etc.?
SCHOOL Worksheet
1. What are the student’s school hours? 2. H ow will the student get to school each day? 3. What time does the student need to be ready to leave for school each morning? 4. How will the student get home from school?
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SCHOOL, continued... 5. Students are encouraged to be active at school. Who will pick them up after their activities?
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6. C an the student get rides from friends?
RELIGION (SEE ‘RELIGION’ SECTION OF THIS HANDBOOK FOR MORE INFORMATION)
Program Rules
1. D oes the host family participate in religious services? If so, is the student invited to attend? 2. W hat should the student wear? 3. How long does the service last? 4. Does the student have any personal requests regarding the practice of their own religion (e.g. private place to pray)?
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MONEY (SEE “FINANCES” SECTION OF THIS HANDBOOK FOR MORE INFORMATION) 1. D id the student bring a credit/debit card on exchange? 2. I f yes, how can they withdraw cash (e.g. who will take them to a cash machine and when)?
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3. If no, students and host families should discuss how the student plans to pay for their expenses (phone plan, school fees, entertainment, etc.)
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1st Week
Program Rules
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EMERGENCY NUMBER: 866-794-4629 Mailing Address: I nternational Experience 209 S. Water Street Suite 102 Northfield, MN 55057
Phone: 1-888-266-2921 or 507-301-3613 Fax: 952-223-6103
Email: usa@international-experience.net Website: ie-usa.org