J-1 EXCHANGE VISITOR STUDENT INTERN PROGRAM UNIVERSITY OF ARKANSAS INTERNATIONAL STUDENTS & SCHOLARS

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1 J-1 EXCHANGE VISITOR STUDENT INTERN PROGRAM UNIVERSITY OF ARKANSAS INTERNATIONAL STUDENTS & SCHOLARS Regulations enacted by the U.S. Department of State in July, 2008 have created a new and unique category within the College and University Student designation for approved program sponsors. The University of Arkansas, as an exchange visitor program sponsor approved for the student designation, is able to utilize this category of Student Intern. This packet will provide you with information on the J-1 Student Intern category, including requirements and limitations established by federal regulation and/or institutional policy. Please note that the Student Intern category is subject to very specific regulatory limitations and federal reporting requirements; therefore, you should review the information and instructions in this packet carefully and be sure that it is the appropriate category for an exchange visitor you wish to host. Should you have any questions or need further assistance, please contact Audra Johnston or Michael Freeman at International Students & Scholars. Basic Requirements: To be considered appropriate for the J-1 Student Intern category, the following criteria must be met: The student intern must be currently enrolled in and pursuing a degree at an accredited postsecondary institution outside the United States; The student intern must be in good academic standing at the home institution; The University of Arkansas must have accepted the student intern into an internship program administered in and by a University department (not an outside employer or entity); The internship must be full-time, that is, at least 32 hours per week, and may not exceed twelve months; The internship must consist of work-based learning and not serve to fill a labor need; The internship cannot involve any of the following: unskilled or casual labor, child care or elder care, aviation, clinical positions or engaging in any form of patient care or contact; The internship must expose the student to American techniques, methodologies, and technology, and must not duplicate the student s prior experiences; A concluding evaluation (as well as a midpoint evaluation if internship exceeds six months), to be signed by the student intern and the immediate supervisor at the University of Arkansas, must be kept on record by ISS for three years following completion of the internship; The proposed internship at the University of Arkansas must fulfill the educational objectives for the student intern s current degree program at the home institution; The student intern must have verifiable English language skills sufficient to function on a day to day basis in the internship environment at the University of Arkansas; The student intern must have sufficient finances to support him/herself and any accompanying dependents for the entire internship period in the United States, including housing and living expenses; The student intern must be in the United States primarily to engage in an internship program, rather than to engage in employment or provide services to an employer; The student intern must return to the home institution after completion of the internship at the University of Arkansas and complete the degree program at the home institution outside the United States.

2 STUDENT INTERN PROCESS CHECKLIST The process of inviting a J-1 non-immigrant student intern to the University of Arkansas must be coordinated by the hosting department at the university. Please review the following instructions carefully. All the required preparatory steps should be completed and documentation submitted to International Students & Scholars in one packet. Prior to the issuance of visa documents to the prospective student intern, the following complete packet must be received and processed by ISS: Home Institution Verification Form, which must be completed by the student intern s Academic Dean or Academic Advisor at the home institution outside the United States; Internship Placement Plan, which must be completed and signed by the prospective student intern and the supervisor in the hosting University of Arkansas department; Biographical Data Form, which provides information necessary to establish records in ISIS and SEVIS (the Homeland Security database) for the intern; Immigration and Identity Documents (copies of passport identity page and any prior U.S. visas/visa documents for student intern and any accompanying dependents); Resume/CV for the intern, showing academic and professional experience, including names and dates of any academic degrees already completed and anticipated completion dates of any academic programs currently in progress; Current Proof of Financial Resources, in amounts sufficient to meet all anticipated expenses for the duration of the internship, including funds for any dependents who may be accompanying the intern. Proof of Insurance Coverage, through the duration of the internship, which meets U.S. Department of State minimum requirements Process Flowchart/Timeline Please note there are three phases to the process, and each phase is sequenced strictly according to federal regulations. We strongly encourage you to make plans as far in advance as possible for the internship, given the time required to move through the phases. Hosting department sends student intern packet to the prospective intern Intern obtains needed documents from his/her home institution and hosting supervisor at UA Upon completion, intern returns packet to hosting department at UA; hosting department submits to ISS Upon submission to ISS, allow one week for processing of Department of State Internship Placement Plan (IPP) ISS generates Dept. of State Internship Placement Plan (IPP) form ISS sends PDF scan of IPP to intern and supervisor for signatures Intern and supervisor sign IPP and return to ISS Upon submission to ISS, allow one week for processing of Form DS-2019 and related documents ISS generates Dept. of State Form DS-2019 for intern s use in visa application Hosting department collects Form DS-2019 from ISS and sends to intern Intern applies for J-1 visa at appropriate U.S. Embassy or Consulate Upon issuance of J-1 visa, intern may arrive in U.S. no earlier than 30 days prior to program start date on Form DS Delays due to visa wait times, security clearances, etc. may require amendment of the program dates; the hosting department must remain in contact with ISS to ensure timely updates to the record as needed.

3 J-1 EXCHANGE VISITOR STUDENT INTERN CATEGORY HOME INSTITUTION VERIFICATION FORM Prospective Intern s Name: Prospective Intern s Signature: To the Academic Advisor or Academic Dean: The student named above desires to pursue an internship at the University of Arkansas. United States immigration regulations require that we verify certain information regarding the student s enrollment and degree progress in your institution before we may issue visa documents to the student. The student s signature above constitutes authorization to release the information requested. If you have questions or concerns, please contact our office. Thank you in advance for your assistance. As the academic advisor or academic dean of the student named above, I attest to the following (please indicate by initial or mark next to each statement): Institution name: is accredited for post-secondary study; The student named above is currently enrolled; This student is currently pursuing a degree in (please indicate field of study); This student is considered to be in good academic standing; I am familiar with the proposed internship plan for the student at the University of Arkansas; The proposed internship will fulfill the student s educational objectives for his/her current degree program in this institution; This student is eligible to return to complete his/her degree program here following the period of internship in the United States; To my knowledge and belief, the student WILL return and complete his/her degree program in this institution after completing the internship in the United States. If the student should be offered the opportunity for employment as part of the internship program, I grant my approval as the student s advisor or academic dean to engage in such employment (please note, employment is NOT guaranteed or assured, unless otherwise previously stated in writing). If you have any additional comments regarding the proposed internship for this student, please attach. Name of academic advisor/academic dean: Signature: Date:

4 J-1 STUDENT INTERN HOSTING DEPARTMENT VERIFICATION FORM Prospective Intern s Name: The student named above is planning to participate in a J-1 exchange program as a student intern. This non-immigrant status category has very detailed and specific restrictions, as set forth by the U.S. Department of State. To ensure the appropriateness of the internship placement and maintain institutional compliance with federal regulations, these attestations must be completed and submitted to International Students & Scholars (ISS) before visa documents may be issued for the prospective intern. Should you have questions or need additional assistance, please contact Audra Johnston or Michael Freeman at ISS ( , audra@uark.edu, or mfreeman@uark.edu). As the prospective intern s immediate supervisor, I attest that (please initial/mark each item): I have verified the student s ability to function in English on a day to day basis in the internship environment by at least one of the following (check all that apply): Interviewing the intern in English via telephone (preferred); A recognized English language test (such as TOEFL, TSE, IELTS, etc.); Signed documentation from an academic institution or English language school The internship will consist of at least 32 hours per week, no more than 20 percent shall be clerical work, and the internship shall not serve to fill a labor need; All tasks assigned shall be necessary for the completion of the [internship], and the internship shall consist of work-based learning rather than ordinary employment or unskilled labor; The internship shall expose the participant to American techniques, methodologies, and technology, expand upon the intern s existing knowledge and skills, and not repeat prior experience; If in the field of agriculture, the internship meets all requirements of the Fair Labor Standards Act and the Migrant and Seasonal Agricultural Worker Protection Act; The internship shall not place the participant in any position involving any of the following: unskilled or casual labor, child care or elder care, aviation, clinical positions, or any other kind of work which involves patient care or contact; or, any "position, occupation, or business that could bring the Exchange Visitor Program or the [State] Department into notoriety or disrepute." I attest to all the above statements and agree to provide ISS with copies of required evaluations signed by myself and the student intern program participant. I agree not to place the participant in activities or employment outside the hosting department without prior approval of International Students & Scholars. Supervisor: Signature: Date: Dept. Head: Signature: Date:

5 J-1 STUDENT INTERN INTERNSHIP PLANNING FORM Name of Intern (LAST, First, MI): Field of Internship: Name of Internship: Hosting Department Name: Hosting Department Address: Is this the address where the intern will be performing tasks/duties? [ ] Yes [ ] No If no, please explain: Supervisor s Name (LAST, First, MI): Supervisor s Title: Phone: Fax: Dates of Internship (mm-dd-yyyy): From Please note, the maximum length of internship is twelve months. to Number of hours per week (must be at least 32): Stipend paid? [ ] Yes [ ] No If yes, amount is: $ per Is intern eligible for University of Arkansas benefits? [ ] Yes [ ] No On the next page, you will describe the content of the internship itself. An acceptable Internship Placement Plan should cover a definite period of time and should consist of definite components of training or tasks performed with specific objectives stated. The plan must also contain information on how the intern will accomplish those objectives (i.e. classes, individual instruction, shadowing, etc.) Each objective/accomplishment must build upon prior objectives/accomplishments to show a progression in the internship. A separate copy of page 2 must be completed for each phase if an intern is rotating through departments, etc. All internships must include a concluding evaluation signed by the supervisor and the intern, a copy of which must be provided to International Students & Scholars. Internships of more than six months in duration must also have a midpoint evaluation.

6 INTERNSHIP OBJECTIVES Complete a copy for EACH phase of the internship Name of Intern: Field of Internship: Name of Internship Phase: Start Date for this Phase: End Date for this Phase: Brief description of intern s role for this phase: Specific goals and objectives for this phase: Specific knowledge, skills, or techniques which will be learned: How, specifically, these skills, techniques, knowledge will be taught (include specific tasks and activities for this phase, chronology/methodology/etc.): Plans in place for the intern to participate in American cultural activities (required):

7 INTERNSHIP OBJECTIVES, CONTINUED Supervision: Who will provide daily supervision of the intern, and what are their qualifications to impart the planned learning during this phase? Performance Evaluation: How will the intern s acquisition of new skills and competencies be measured during this phase? J-1 STUDENT INTERN

8 BIOGRAPHICAL DATA FORM Name, exactly as it appears on passport: Gender (check one): [ ] Male [ ] Female Date of Birth (mm/dd/yyyy): Marital Status: [ ] Single [ ] Married Will you be bringing spouse and/or children to the U.S. with you during internship? [ ] Yes * [ ] No *If you answered yes, you must include passport copies for EACH dependent who will accompany you. City where you were born: Country where you were born: Country of permanent residence (include even if same as above): Current program/level of study in home country: Name of the school you attend in home country: Date you plan to complete your current academic program/degree: How will you fund your internship? Please explain briefly here AND attach documentation verifying the source and amount of funding: When do you plan to arrive to begin your internship? When do you plan to end it? Have you ever been in the United States previously? If so, list ALL dates you were present, and what your immigration status was at that time: Have you ever participated in a J-1 Student Intern program before? [ *If you answered yes, what were the dates of the internship? ] Yes * [ ] No J-1 Exchange Visitors to the United States are required to maintain major medical insurance. Please provide a copy of your insurance policy (in English) to International Students and Scholars. We MUST have this documentation on file before we can issue your Student Intern DS-2019 form. I certify that all the information I have provided in this document and any attachments is true and correct. I have attached a copy of my current, valid passport and any prior DS-2019 forms I have been issued. Signature: Date: