This form constitutes a binding contract between Camp Counselors USA (“CCUSA”) and your Camp (“Camp”). The following Terms & Conditions outline your requirements in partnering with CCUSA under the US State Department BridgeUSA J-1 Exchange Visitor program for the 2025 Camping season (September 1, 2024 to September 30, 2025).
Section 1: As the visa sponsor, CCUSA agrees to provide participants with:
1. A mandatory pre-departure orientation in the participant’s home country.
2. A DS2019 form with CCUSA as the Designated Visa Sponsor. Each participant’s specific visa dates will be shown in the participant’s online CCUSA account.
• The Camp Counselor BridgeUSA J-1 Visa is valid for a period of up to 4 months, starting no earlier than May 1 and ending no later than September 21.
• The Summer Work Travel BridgeUSA J-1 Visa used for program participation by Support Staff will have defined break dates set by the US State Department for the participant’s specific country as well as the participant’s University of attendance.
3. Assistance in scheduling and applying for an interview for the Bridge USA J-1 Visa at a US Embassy or Consulate in the home/resident country of the participant.
4. Insurance coverage matching the participant’s confirmed visa dates. Participants must be covered by CCUSA insurance for the duration of their camp contract dates. If a participant/Camp extends a camp contract during the season, the participant or Camp must pay for an insurance extension for the additional working period in advance of contract extension confirmation. Participants must also be covered during their grace period (30 days post contract end date) by CCUSA insurance, however, this is at an additional cost to the participant.
5. 24-hour emergency support services during the camping season (May 1 through September 21).
Section 2: As the employer, Camp agrees to provide each participant with the following before employment begins:
1. Information by mail, email, telephone and/or virtual platform within one week after placement outlining Camp rules, policies, and participant’s job responsibilities.
2. A job that matches the participant’s skills, abilities, and visa category for the duration of the contract period.
3. Current visa regulations require that all Summer Work Travel participants (Support Staff) be provided with a contract from camp no later than 14 days prior to their visa start date. Contracts must include (but are not limited to): report to Camp date, contract start and end dates, salary with pay period clarification, job description and housing description.
4. Counselors must be provided with a contract from Camp which includes (but is not limited to): report to Camp date, contract start and end dates, salary with pay period clarification, job description and housing description.
5. All Pre-Placed and Returnee participants must be provided with a contract from Camp, which includes (but is not limited to): report to Camp date, contract start and end dates, salary with pay period clarification, job description and housing description.
6. Provide travel to Camp instructions to CCUSA at least 10 weeks prior to participant’s designated arrival date.
7. One-way travel to Camp transportation from the designated meeting point (selected by Camp) for all participants.
8. Camp is responsible for the cost of domestic travel to the designated meeting point (selected by Camp) for all F-category participants. This includes all air and ground transportation costs. If travel is booked by CCUSA, Camp will be invoiced for it. If travel is purchased by the participant, Camp must reimburse the participant directly.
9. A method other than email (e.g.- toll-free phone #, What’s App, virtual platforms, etc.) for participants to speak directly with someone at Camp upon arrival to the US (as needed). The preferred contact method provided by camp must be answered by someone (at camp) 24/7.
Section 3: As the employer, Camp agrees to provide each participant with the following during the Camp season:
1. Orientation upon arrival at Camp covering (but not limited to): Camp rules, policies, participant responsibilities, completion of the I-9 form, and assistance in obtaining a Social Security number.
2. Free room & board, bedding, and uniforms (if required) for the duration of employment. Camp must also make laundry facilities or service available to participants. (*Camps paying and meeting hourly wage requirements may deduct room and board from participants’ pay as State Employment laws allow).
3. A minimum of 24 hours (at least 12 hours must be consecutive and daylight hours) off per week or time- off in accordance with Camp policy, which may offer more, but no less than the CCUSA requirement in accordance with the US State Department regulations.
4. Assistance with transportation on days and evenings off.
5. Support Staff may only work 9.5 hours per day (a total of 57 hours per week) and 6 days per week maximum. This is subject to change and may be updated at any time to comply with US State Department regulations. Camp must also check and comply with individual state Department of Labor laws.
6. Camp ensures that all staff housing conforms to Federal, State, and local codes and regulations (including any CDC requirements). Camp will make sure all staff are in housing that is proper and follows occupancy laws for the number of people in the structure. Should any displacement or change of residence become necessary due to improper housing conditions, Camp is responsible for all costs and must notify CCUSA of changes.
7. Camp must take all staff to a Social Security office to apply for their Social Security number, a requirement of the BridgeUSA J-1 visa program. It is suggested that Camp wait at least 5-7 days after the participant validates their visa online with CCUSA before taking them to apply for a Social Security number. Going any sooner may result in Social Security declining the application if they have not received notification from the US State Department that the participant has validated their visa. Staff must apply for their Social Security number no later than 4 weeks prior to the end date of their visa. *Note: Time spent at Social Security may NOT be counted as time/day off from work for staff.
8. Camp agrees to pay participants the amount specified in ‘Pocket Money to Staff’ prior to the end of the Camp season. This is the minimum gross amount to be paid to each participant (see page 5).
9. Camp is required to deduct Federal and State (where applicable) taxes from each participant’s Pocket Money. However, No FICA (Social Security & Medicare) or FUTA (Unemployment) taxes may be deducted from this amount as BridgeUSA J-1 visa participants are exempt.
10. Camp must check with its State Labor Board to ensure that these amounts comply with its state’s minimum wage laws. (*Note- Support Staff working in minimum wage states have different wage requirements. Refer to Section 9 for details on payment to Support Staff at camps located in minimum wage states).
11. The CCUSA standard Resident Camp contract is nine weeks (63 days total) and the CCUSA standard Day Camp contract is eleven weeks (77 days total). These periods include general staff training/orientation days and days off. CCUSA Agency Fees and Pocket Money are calculated based on a contract season that begins on the first day of the Camp’s general staff orientation OR on the first day of a per-camp training/certification course.
12. Camp may not start the pay period any later than 2 days after the participant’s arrival date to camp.
13. Camps that operate as both a residential and day camp will be considered a residential camp by CCUSA’s terms & conditions.
14. For additional days of work beyond the standard CCUSA 63-day (residential camp) or 77-day (day camp) contract period, Camp must pay additional Pocket Money of $50/day for Counselors (or more if required by State wage laws) and an additional $60/day for Support Staff (or more if required by State wage laws). This per diem amount excludes days off. *Note: Staff earning minimum wage must earn at least the required minimum pocket money as specified by CCUSA for the standard Camp contract period (refer to Section 9 as well as page 5)
15. If Camp pays by check, Camp must provide participant with a way to cash the check at each pay period. Camp must ensure that participant is able to cash any final checks before departing Camp.
16. If Camp must send a check or wire final pay to a participant in their home country, Camp must include extra money to cover the cost the participant may incur for cashing a foreign check and any wire/transfer fee.
17. Camp will pay all participants at regular pay period intervals consistent with Camp’s accounting. If Camp does not pay until the end of Camp, Camp must allow the participant to take advances on their pocket money during the summer.
18. Neither the CCUSA Agency Fee nor the Pocket Money will be pro-rated for a participant contracted for less than 9 weeks for resident camps or 11 weeks for day camps.
19. Pre-camp work at any point prior to the participant’s contract start date is only allowed for returning staff. Camp must have written permission from CCUSA and a signed agreement between Camp and the participant outlining details of the work duties. *Note- this does not refer to pre-camp training courses.
20. Pre-camp work is not allowed for first-time staff.
21. If staff training/orientation includes any pre-camp work, this must be communicated in writing to the participant prior to the participant’s arrival at Camp. Pre-camp work is considered any work prior to the start of all-camp general orientation. Returnees are allowed to be contracted for pre-camp work duties in line with their BridgeUSA J-1 Visa regulations. First-time staff are not allowed to be contracted for pre-camp work.
22. If any CCUSA sponsored participants will be working at Camp while a ‘user group’ is present, Camp must obtain prior written approval from CCUSA.
23. If any of Camp’s policies differ from the policies stated in this Letter of Agreement, Camp must communicate its policies clearly in writing to participants and CCUSA prior to placement and must obtain CCUSA and participant’s written consent.
24. Participants may not work in any jobs prohibited by visa regulations dependent on their visa category. Participants may not change visa category at any point during their employment. Camp must notify CCUSA of any intentions of changing job duties or roles of participants.
Section 4: Payment to CCUSA:
1. Camp agrees to pay their existing balance to CCUSA in two installments:
a. 50% of CCUSA Fees are due on or before May 1, 2025.
b. Balance is due on or before July 1, 2025.
2. CCUSA only provides invoices via email which will be sent to your preferred email address(es). Log in to your Camp Web Access account to add/edit your preferred E-billing contacts or contact CCUSA directly for assistance.
3. Camp can access and print invoices/transactions lists directly through their Camp Web Access account at any time.
4. CCUSA accepts payment by check (must be postmarked before payment deadline date) or credit card. If using a credit card, please log in to your Camp Web Access account and go to the ‘Invoices & Billing’ section to make a credit card payment online. We are unable to accept card payments by phone or email. *Please note that CCUSA does not pass the merchant fee charge for credit card payments (usually 4%) on to camp.
5. A late payment charge will be assessed at the rate of 1.5% per month and will be added to your August invoice. Failure to meet the payment deadlines will impact future hiring opportunities/options with CCUSA.
6. A $35 SEVIS fee will be charged to Camp for every participant placed. This fee is set by the US State Department and is subject to increase at any time. CCUSA reserves the right to raise this fee to camp should any legislation cause an increase in the fee charged by any federal government agency. This fee may not be passed on to the participant by the Camp. This fee is in addition to the CCUSA Agency Fee for each participant.
7. Camp will receive a 1.5% Early Bird discount off the ‘Agency Fee to CCUSA’ if full payment of the balance due for all placements made prior to February 1, 2025, is received by February 15, 2025. (This discount does not apply to charges for travel, SEVIS or any other fees paid by Camp to CCUSA).
8. Camp approves up to $400 for domestic airfare for F-category participants. If the cost of domestic airfare is above $400, CCUSA will notify you in advance of booking.
9. There is a $45 fee charged to Camp if Camp requests to change the contract dates for any participant after the DS2019 form for that participant has been issued. (*Note- if it is the participant who requests to change their contract dates, they will be responsible for the fee as per their Program Agreement).
10. Any request to extend a participant’s visa end date once they are in the US must be made 10 days or more before the current visa expiry date and will incur a fee of $45 payable by camp or participant. Any requests received within 10 days of the visa expiry date may not be able to be accommodated.
11. Participants must submit an updated contract and complete their CCUSA insurance extension payment online before the visa date extension will be authorized.
12. For participants moving to work at a new camp after their existing camp contract ends, there will be a $125 fee charged to the new camp per participant. If the request to move to a new camp is submitted by Camp or participant in under a week before the contract start date at the new camp, there will be a charge of $150.
Section 5: Cancellations:
1. Any cancellation of confirmed placements by the Camp will incur an administrative fee of $500 per canceled placement.
2. If Camp changes the arrival date for a F-category participant after the international and/or domestic flight tickets have been issued, Camp will be charged a flight date change fee of $200 (min), plus any additional airline cancellation/change fees.
3. If Camp changes the arrival date for a N or H-category participant after they have booked their international and/or domestic flights, camp is required to compensate them for any change fees they may incur.
4. If Camp cancels a placement for a participant who has already purchased a flight or for whom a flight has already been purchased, Camp will incur a charge for the full amount of the flight(s) purchased specifically for travel to Camp.
Section 6: Late Arrivals:
1. CCUSA Agency Fees and Pocket Money for a participant will not be discounted or pro-rated if a Camp hires a staff member after the start of the Camp’s summer season unless the staff member is being transferred from another site of employment in the U.S.
2. CCUSA Agency Fees and Pocket Money for a participant will not be pro-rated due to delays in visa issuance or flight delays experienced by the participant.
3. CCUSA Agency Fees and Pocket Money for a participant will not be pro-rated if a camp hires a participant to work for a contract period that is less than the standard 9-week (residential camp) or 11-week (day camp).
Section 7: Early Departures:
1. Camps must notify CCUSA immediately if a problem arises with a CCUSA participant and provide the participant with the opportunity to speak with CCUSA directly before departing camp property permanently. It is a regulation of the BridgeUSA J-1 visa that CCUSA notify the US State Department about the early departure of any participant.
2. Camp agrees to maintain written documentation of all incidents or warnings involving a participant and provide these to CCUSA upon request in the instance of early dismissal from Camp. To be eligible for a partial refund of agency fees (see Sec. 7, Pt. 5) the Camp must supply a written report of the incident(s) within 48 hours of a participant’s departure from Camp. Reports must include details of all incidents leading to the dismissal. CCUSA is required to file incident reports with the US State Department for every early departure/dismissal.
3. Camp agrees to arrange safe transportation from Camp and first night’s lodging for any participant who is dismissed from camp early.
4. Participants dismissed from Camp may receive a second placement at another camp at the discretion of CCUSA.
5. Early Departure Reimbursement*:
• For any First-time participant who departs camp prior to the mid-way point of their original camp contract dates or prior to their 32nd day of their contract, Camp will be reimbursed $500 of the total agency fee paid to CCUSA.
• For any First-time participant who departs camp after the mid-way point of their original camp contract dates or on the 32nd day or after of their contract, Camp will be reimbursed $250 of the total agency fee paid to CCUSA.
• There will be no reimbursement of any agency fees paid to CCUSA for any First-time participant who departs within the last 2 weeks of their original camp contract dates or after 49 days at camp.
• There is no reimbursement of the agency fee paid to CCUSA for any Pre-Placed or Returnee participant who fails to complete their camp contract period.
* (The partial refund of agency fees paid to CCUSA will only be refunded to Camp (where applicable) if CCUSA is notified by Camp prior to the participant’s dismissal or early departure from camp).
6. The SEVIS fee and any domestic travel costs paid by camp will not be credited or pro-rated for any participant who leaves camp before the end of their contract period for any reason.
7. Camp is responsible for paying the participant the pocket money (or remainder thereof) that they are due, in full before the participant departs Camp.
8. Any staff member departing camp before the end of their contract period due to a work-related injury must be paid the full season Pocket Money as specified by CCUSA (see page 5) by Camp.
9. CCUSA reserves the right to remove a participant from a Camp if there is evidence of a threat to the participant’s health, safety, or well-being or if the Camp is not compliant with the BridgeUSA J-1 visa rules and regulations. In such an instance, the Camp will not receive a refund of any agency fees paid to CCUSA and must pay the participant the full amount they have earned to date.
10. Should Camp need to shorten a participant’s original contract end date due to unexpected early closure or reduced staffing requirements, Camp is responsible for the cost of any travel date changes incurred by the participant and must pay the participant the full season Pocket Money as specified by CCUSA (see page 5). Camp will also be responsible for the full CCUSA Agency Fees for each participant.
Section 8: Compliance with US State Department BridgeUSA Program Regulations:
1. Camp will monitor and provide participants with the ability to validate their visa online (in the participant’s CCUSA account) within 72 hours of arrival to Camp. This is a US State Department regulation. CCUSA greatly appreciates the assistance of the Camp in ensuring this is done.
2. Camp will monitor and provide the time and ability for all participants to complete their mandatory check-in(s) online with CCUSA every 25-30 days from the start of their camp contract date. This is a US State Department regulation.
3. Camp will respond in writing or by phone to CCUSA when issues stemming from mandatory sponsor check-in of a participant require follow up from CCUSA and reporting to the US State Department.
4. The Exchange Visitor Program has a required cultural component. Participants must have the opportunity to participate in at least one cultural activity each week to expand their knowledge of American culture and life.
5. If the Camp charges the participant for any services while at Camp, CCUSA must be provided with a summary of the charges. Please refer to section 3.2.
6. Camp must provide CCUSA with the following documents including, but not limited to: EIN tax ID number, a copy of the current cover page of Camp’s Worker’s Compensation Insurance policy (covering the summer period), and Certificate of Business operation or 501c3 document for Non-Profit organizations. Camp may upload these documents directly to their Camp Web Access account online.
7. Camp understands that as a Visa Sponsor, CCUSA is obligated to abide by the US State Department Bridge/USA program regulations stating: ‘If a sponsor has reason to suspect that a participant is not being compensated in accordance with Federal, State or Local laws, the sponsor must contact the appropriate authorities, including, but not limited to the US Department of Labor Wage and Hour Division’.
Section 9: Camps employing Support Staff in Minimum Wage States
For Camps employing Support Staff who are paid an hourly minimum wage, the following conditions apply:
1. Camp must ensure Support Staff participants earn at least $3750 after deductions for the initial Camp contract period of 63 days (residential camp) or 77 days (day camp) or shorter.
2. Camp guarantees that Support Staff earning a minimum hourly wage will be paid in regular (weekly or bi-monthly) intervals and will have earned a minimum of $3750 (after deductions, but prior to taxes) to have the CCUSA Enhanced Program Fee voluntarily withheld from their wages by Camp.
Section 10: Force Majeure Clause:
The Camp agrees to waive and release CCUSA and its affiliates, agents and employees from any claims whatsoever arising from any injury, loss, damage, accident, delay, or expense resulting from events beyond its control, including without limitation acts of God, acts of war, strikes, incidents of politically motivated violence, terrorism, pandemics, sickness or quarantine, government restrictions or regulations, and, in the absence of gross negligence (or negligence in the case of personal injury) by CCUSA, arising from the use of any vehicle or from any act or omission by any agent or employee or guests of the participating camp/employer, individual, firm, or company in relation to transportation to, from and within the U.S. or another facility or service organized on your behalf.
Dispute Resolution
This agreement and any claim arising out of or related to it, shall be governed by and construed under California law. The parties further agree to submit to the nonexclusive jurisdiction of California courts, and to bring any claim in California. Camp and CCUSA agree that any claims arising out of or related to this agreement shall be determined by arbitration administered by the American Arbitration Association under its commercial arbitration rules, such arbitration to be held in San Francisco, California and governed by the substantive law of California, and further agree that judgment on the arbitration award may be entered in any court having jurisdiction thereof. By signing below or accepting a CCUSA participant, Camp and CCUSA agree to the foregoing terms and conditions. In addition, we agree to follow the “ACA Best Practices” for international staff.