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Commitments
Your Contract with the International YMCA
Your contract with the ICCP includes three parties: International participant (that’s you), camp or host organization (your employer),and the International YMCA (your sponsor). The success of your experience relies upon each party upholding its commitments to the process.
They are as follows:Commitments of the Regular Program Participant and the Work/Travel Participant The Applicant (Participant) will:
•Provide accurate and complete application information
•Accept the placement arrangements made by ICCP
•Promptly inform ICCP recruiters of cancellations, changes in application information or participant plans
•Accept and abide by all the regulations of the Exchange Visitor Visa (as explained in participant handbook) and return home prior to the expiration date on the visa
•Comply with all camp rules, policies, regulations and performance standards
•Be responsible for own expenses related to food and lodging if arriving to U.S. prior to the arrival date assigned by ICCP
•Notify ICCP of arrival to camp within 5 days and of whereabouts when not on camp premises
•ICCP participant commits to a minimum of 10 weeks work (including camp training) or to the end of camp which ever comes first to be eligible for stipend (determined by ICCP) which is paid directly to participant by the camp (NOTE: some camps may have a longer summer season).
•Contact ICCP immediately concerning a serious camp problem, after first consulting with the camp director
•Be responsible for own expenses related to all travel from camp at the end of the camp work assignment, and for all other personal Expenses incurred from end of camp until return home including medical expenses not covered by ICCP insurance.
•In the event of early departure from the camp by an International staff person without proper notification, consultation and approval by ICCP, that person will reimburse ICCP for a pro rate amount of the ICCP service fee to be refunded to the camp
•Be responsible for all expenses (food, lodging, travel) if employment is terminated by camp or if participant leaves camp before the end of the season until placed at another camp if it is so determined by ICCP staff
•ICCP may terminate this contract and send a participant home at the participant’s expense in the event participant does not comply with the above terms
Commitments of the Returning Staff/Direct Placement Program Participant The participant agrees to:
•Accept the placement arrangements made by the host organization, carry out responsibilities to the best of his or her ability, and adhere to the policies and regulations of the employer.
•Notify ICCP of arrival to camp within 72 Hours of start date on the DS-2019 form
•Attest to the accuracy of information given in the application.
•Negotiate with the camp director all details concerning salary, arrival and departure dates, work position, and payment of related fees and travel expense.
•Promptly sign and return a copy of the Camp/Staff Contract.
•Submit a completed medical report upon arrival at the camp.
•Promptly notify ICCP of arrival to camp.
•Submit SEVIS update form to ICCP and maintain ICCP abreast of ALL travel plans.
•Be financially responsible for all personal or incidental expenses before, during, and after the work commitment.
Complete the length of service as described in the Camp/Staff Contract.
•Accept the terms of the Exchange Visitor visa; return home no later than the expiration date of the visa.
•Maintain sickness and accident insurance that meets USA government regulations for the entire stay in the USA.
Commitments of the Camp/Conference Center to the Regular Program Participant (Counselor and Work/Travel Program)
•Provide staff training covering camp rules, policies and on-going supervision
•Notify ICCP immediately if a problem arises with a participant, providing written documentation of incidents or warnings given to participant prior to termination
•Provide a participant with a minimum of 24 hours off each week (of which at least 12 hours must be continuous) and with assistance with transportation off campsite on days and evenings off. Support staff may not work more than 10 consecutive hours per day
•Pay stipend, as determined by ICCP, to the participant for ten weeks of work (including staff training) or to the end of camp which ever comes first.
NOTES: (No FICA or FUTA can be deducted from this amount as J-1 participants are exempt).
•The Stipend is the minimum net amount to be given to participants. Check with your State Labor Board to be sure that these amounts comply with the state minimum wage laws.
•The standard resident camp season is ten weeks (70 days) and the standard day camp season is eleven 5-day weeks (77 days), plus one week of staff training. The Stipend amount is based on these standard seasons (no pro-ration of the ICCP fee or stipend will be given if camp contracts a participant for less than the standard ten weeks).
•For work beyond the ten weeks camps must pay ICCP participant the same wage that an American counselor would earn (some camps may have a longer summer season)
•The fee to ICCP and the Stipend to staff are calculated from the day after the staff member arrives at camp, including the staff training; however, if a participant arrives earlier than the staff orientation for a certification-training course sponsored by the camp, their ten week contract will be effective on the first day of the camp’s general staff orientation
•Full payment of stipend MUST be made to participant before participant leaves camp.
•Provide general liability insurance
•Provide room & board or arrange home stay/host family (if a day camp) for duration of program
•Conduct evaluations and submit to ICCP
Commitments of the Camp/Conference Center to the Returning Staff/Direct Placement Program Participant
•Arrange for a face-to-face interview with the participant that is conducted by a person who is knowledgeable about requirements for employment at the host site.
•Provide the participant with the position described in the staff contract for a period not to exceed four months.
•Make sure participant notifies ICCP of arrival within 15 days of the start date on the DS-2019 form. 13
Promptly notify ICCP of any significant problems (such as delayed arrival) that may remain unresolved.
•Cover all medical and other expenses that result directly from on-duty, job-related incidents, through worker’s compensation or liability insurance.
•Negotiate with the participant all details concerning stipend, arrival and departure dates, camp position, and payment of related fees and travel expenses. Total expense and reimbursement to the participant cannot be less than that paid to an American staff member.
•Provide room and board for the time that the participant is on site.
•Comply with the rules and regulations governing the Exchange Visitor Program.
•Take full responsibility for the participant’s placement and supervision, and assure that the applicant meets all requirements for employment at the host site.
•Promptly notify ICCP of any significant problems (such as delayed arrival, or unsatisfactory behavior or job performance) that may remain unresolved after a reasonable adjustment period (two weeks).
Commitments of the International YMCA to the Regular Program Participant (Counselor and Work/Travel Program)
ICCP (Program Sponsor) will:
•Provide promotional materials to recruiters and applicants
•Initiate and monitor the placement process of applicants
•Determine final selection of applicants
•Process visa application forms for participants and forward them to recruiters
•Provide up to 4 months of accident/illness insurance for participants which meets U.S. government mandated standard
•Provide an orientation for participants in the U.S. or in the home country
•Greet participants upon arrival at designated airport if travel information is provided in advance
•Provide assistance with domestic travel arrangements for those attending orientation in the U.S.
•Provide 24 hour assistance and support services to recruiters, camps and participants, as needed
•Maintain compliance with U.S. government J-1 visa regulations
•Conduct evaluations and share results with recruiters
•Maintain a problem case file and forward to recruiter
Commitments of the International YMCA to the Returning Staff/Direct Placement Participant Counselor and Work/Travel Program)
•Exchange Visitor Visa form (DS-2019)
•Visa application interview guidelines
•On-going support and assistance to the participant and host institution
•Program monitoring
•Representation and program reporting to the USA government
•Up to 16 weeks of sickness and accident insurance that meets government regulations
•Terminate sponsorship if the contract or the J-1 Visa regulations are violated
What else should I know about the International YMCA Contract?
Evaluation is a required part of the program. At the conclusion of your program, the International YMCA will send you a web-evaluation of the ICCP program. Please fill it out immediately and return it to the International YMCA. In addition, you and your director/supervisor should have evaluation sessions to discuss your progress. The evaluationsessions and the International YMCA questionnaire will help you, your supervisor, and the International YMCA understand what you have learned.
You should also have received an evaluation form to assess your placement camp on “Best Practices for International Staff”. The purpose of this form is to identify those camps that have demonstrated exemplary practices in the hiring of international staff and have proven their commitment to promoting cultural exchange through their camp programs. This form should also be filled out by you towards the end of your program and submitted to ICCP.
You may work only at the camp or site at which the International YMCA has placed you. If you try to work any place else while in the USA, you violate the terms of your visa. Not only could you find yourself in serious legal trouble, but the person who tries to illegally employ you will face expensive fines.
You must leave the USA before the expiration date on your DS-2019 form plus 30 days. Even if you are able to legally change your visa to another category in order to stay in the USA, you must leave the country and re-enter on your new status.
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๋J1 visa
About the Exchange Visitor Visa J-1
Purpose of the Exchange Visitor Visa (J-1)
You are a participant in a cultural exchange program approved by the United States Department of State. The YMCA is authorized to operate the International Camp Counselor Program and YMCA Work/Travel Program using the Exchange Visitor Visa (J-1 Visa).
Under the terms of your visa, you are allowed to receive compensation. In November, 1986, the United States Congress passed a new immigration law that requires employers to verify that all employees—both USA and non-resident aliens— are eligible to work. Your supervisor may ask to see your passport, I-94 form and the Exchange Visitor Visa Form (called DS-2019 form). These are the documents which prove your eligibility and identity. You will also be asked to sign a form (I-9) which the host institution keeps in its files. The form proves that the host institution has verified your eligibility.
The Visa Sponsor Form (DS-2019)
The visa sponsor form (DS-2019 form) allows you to apply at the American embassy or consulate in your country for the Exchange Visitor Visa (J-1). This visa will allow you to work at the site indicated on your application. You may not accept any other employment. If you do, you will be violating the terms of your visa and will be in serious legal trouble. You may work in the U.S. between the dates indicated on your DS-2019, not the dates on your J-1 visa in your passport.
You should apply for the visa as soon as you can. In some countries the application process is taking up to 12 weeks
DO NOT WAIT UNTIL THE LAST MINUTE. Also, do not make your travel arrangements until you actually have your visa. Unplanned delays in getting your visa are common.
Terms and Conditions of Your J-1 Visa
• The J-1 Visa is given to exchange visitors. It is issued with the understanding that at the end of the program you will return to your country to continue promoting international understanding.
• Under the terms of the program, you are allowed to serve as a staff person at a summer camp.
• The visa does not allow you to engage in any other employment while in the USA.
• The government regulations implemented in 1994 limit your visa to a maximum stay of four months. Your J-1 Visa cannot be extended.
• The DS-2019 form sent to you by the International YMCA must be with your passport in order for your J-1 Visa to be valid.
If you lose the DS-2019 form, you should contact the International YMCA immediately for a replacement. The International YMCA charges a fee to replace lost DS-2019 forms.
The dates on the DS-2019 form govern the length of your stay, not the dates on the J-1 visa in your passport.
What You Should Know About Your Visa
How long can a J-1 Visitor stay in the U.S?
Before arriving in the USA you were given a form I-94 (a small white card that is your arrival and departure record). When you entered the USA, the Arrival portion of the form was detached and kept by CIS (Former Immigration and Naturalization Service). The Departure record was placed (probably stapled) into your passport.
Form I-94 indicates the place and date of your admission to the USA and shows the period of your authorized stay. Note the red stamp on the form. The letters “D/S” should be written.
This stands for “Duration of Stay.” It means that you can stay until the expiration date on your DS-2019 form plus 30 days for travel. During the 30-day travel period, you may be a tourist in the USA, but you may not work. If you leave the USA during the 30-day travel period, you cannot be re-admitted on your J-1 Visa. If you wish to stay beyond the 30 days after the expiration of your DS-2019 form, you must leave the country and reenter on another visa (tourist, student, etc.).
The International YMCA staff is not able to help you with this process.
Your departure from the USA will be automatically recorded by the International YMCA, based on the information you have submitted to ICCP on your SEVIS update form on our website //www.internationalymca.org/UpDate.shtml. If you make alternative departure arrangements after you have submitted your SEVIS update, please be sure to notify ICCP. If you do not, the departure records will indicate that you have remained in the USA, which will result in serious legal consequences.
Getting a J-1 Visa
A J-1 Visa is permission given by the USA consular officer in your home country for you to enter the USA to perform specific activities. You cannot get a visa to enter the USA if you are already in the USA. For this reason, your DS-2019 form cannot be sent to a USA address. A visa is a legal document which shows that the USA consular officer has determined that you have the proper background and sponsorship to enter the USA. If the Consular Officer cannot verify your background, you will be denied the visa. For this reason, J-1 Visas are issued in your country of legal residence.
Here’s what you must do to get the J-1 Visa:
• First, contact the USA consulate to find out what documents you will need in addition to the DS-2019 form. Ask if you need an appointment before going to the consulate. You should do this early, as new government regulations are lengthening the visa application process.
• Be aware that there will be fees charged by the USA government for the appointment and for the actual visa.
Government regulations require that your sponsoring agency (International YMCA) register you in the Student and Exchange Visitor Information System (SEVIS). You are automatically registered by the International YMCA and your SEVIS number is the same as your DS-2019 number, which is located above the bar code in the upper right hand corner of your visa form.
• Having a DS-2019 form does not guarantee that you will be issued a visa. The DS-2019 form is certification that you have an official sponsor to enter the USA. You have the responsibility to prove to the consular officer that you are going to leave the USA within the time period stipulated by the visa.
Section 214 (b) of the Immigration and Nationality Act states:
“Every alien shall be presumed to be an immigrant until he establishes to the satisfaction of the consular officer, at the time of application for a visa, and the immigration officers, at the time of application for admission, that he is entitled to a
Non-immigrant status…”
• During the brief interview and review of your visa application and supporting documents, you must show that you have a permanent residence and other ties in your home country that would compel you to leave the USA at the end of your temporary stay. Such evidence might include:
A document that shows that you own or rent a house or apartment.
A document that shows that you have a job waiting on your return.
A letter from your university stating that you are enrolled and expected to return by a specific date.
An offer for a university placement when you return.
A marriage certificate.
Birth certificates of any children you have.
Names and addresses of family members in your home country.
A recent bank statement.
Your voter registration card.
A letter from your religious leader attesting to your intent to return.
A character reference from a professional person that states their confidence in your intent to return.
A copy of the travel itinerary for your proposed return trip (Do NOT purchase your travel tickets before receiving your visa).
A document that shows that you have other commitments that would require you to leave the USA at the end of the visa period.
Each person’s situation is different and consular officers examine the long-range plans and prospects you have within your country of residence.
If You Already Have a J-1 Visa
Even if you already have a J-1 Visa, you will need to make an appointment at the USA Consulate to register your new DS-2019 form. Unless the stamp on your J-1 Visa matches the program designation on your DS-2019 form, you will not be allowed into the USA.
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