Host Application

Host Application

ICLS Intern and Trainee Program
Dear host organization representative,

Thank you for your interest in hosting an Intern/Trainee. The internship programs give organizations in the U.S. the opportunity to hire talent from around the world as part of the U.S. government’s J-1 Exchange Visitor Program. ICLS is designated as a program sponsor by the U.S. Department of State.

ICLS program participants receive one of these two categories of the J-1 visa:
Purpose: This program is intended to enhance understanding of American culture and society, and to improve knowledge of career fields through exposure to American methodologies and expertise. This objective is best met by ensuring that participants return to their home countries to share the skills they acquired in the United States, thereby strengthening ties between nations. Please check yes if you have read and understand.

YesNo
Opportunity: Provide structured on-the-job training to qualified candidates while promoting the value of cross-cultural exchange. Two distinct programs for international students, graduates, and working professionals make it possible for U.S. organizations to create a more dynamic and international workplace.

The Role of the Host Organization: To participate in the J-1 Intern or Trainee program, your organization must be able to provide a structured, practical training experience while abiding by some key program regulations. Because the purpose of the program is to foster professional exchange, the host organization is expected to ensure that the DS-7002 Training/Internship Placement Plan is followed for the duration of the program.

There must be a match between a participant’s background and their potential field of training. The participant’s academic and/or professional experience and career goals must correlate to their Training/Internship Placement Plan. Upon completion of the program, the participant should return to their home country better equipped to meet the unique challenges of their field or profession.

This program is not intended to fill a labor need within your organization. The training plan should reflect an understanding of the participant’s needs. As a host organization, you are expected to provide a balanced exchange of skills and knowledge between your organization and the participant. However, we understand that certain occupations require familiarity with unskilled and clerical activities as part of the standard procedures. Participants can engage in limited office support and clerical activities to a maximum of 20% as part of their entire training program.

The Role of Training/Internship Placement Plan: The government-issued DS-7002 form is part of the J-1 exchange program application. This form is used to outline the proposed training and to serve as an agreement between the host organization and the participant about the specifics of tasks and objectives that will be completed during the program.

The proposed plan also determines the correlation between the training and the participant’s background and the overall appropriateness of the training program in compliance with the program application requirements.

The DS-7002 Form will be reviewed by ICLS as well as by a U.S. consular officer during the applicant’s mandatory visa interview. For this reason, it is essential that you take the time carefully to consider the training you intend to provide.
Host Organization Eligibility Criteria
Host organizations interested in participating in the program are required to meet the J-1 Exchange Visitor Program rules and ICLS sponsorship rules. Host organizations:

Must be an established business in operation for at least one year and provide their Employer Identification Number (EIN) as well as a valid workers' compensation insurance policy. Proof of exemption is required if exempted by law from having insurance.

Must abide by all federal, state, and local labors and wage laws, including laws related to withholding applicable taxes as appropriate. J-1 visa trainees and interns do not pay FICA (Social Security/Medicare) and FUTA (unemployment) and are required to obtain a Social Security Number to receive a stipend. J-1 participants should not be employed as independent contractors. The host organization agrees to pay participants while they wait for receiving a Social Security number.

Must interview applicant via webcam, video conference, phone, or in person.

Must not place J-1 visa trainees and interns for ordinary employment or staffing and must not replace American workers with interns/trainees.

Should provide participants with “real life” experience through exposure to various aspects of the field, as well as activities corresponding to the participant’s career level and interests. Training goals and objectives should be clearly defined, and requirements and activities should be specified in the training plan. Internship or training program elements should not be changed without ICLS’s approval.

Must provide orientation upon arrival to ensure the participant is prepared for participation in the program and clearly explain company rules, policies, and any benefits to which the participant is entitled.

Must offer a minimum of 32 hours and a maximum of 40 hours per week to the participant and not more than 20% clerical work during the whole program.

Must provide English speaking environment for intern and trainee to be able to practice English speaking skills.

Must provide continuous on-site supervision of participants and their program activities and provide feedback to facilitate the participant’s development. The program requires an adequately trained staff to host participants.

Should encourage participants to seek maximum interaction with Americans both professionally and socially.

Must ensure participants notify ICLS of their arrival and complete all required evaluation forms.

Must submit evaluation reports at the end of each training phase (Orientation and mid-term evaluation) and a final evaluation report upon completion of the program.

Must inform ICLS of any issues in a timely fashion.

Must not intend to assist J-1 visa trainees or interns in remaining in the United States beyond the authorized program dates or in changing their status to another type of visa.
ICLS Sponsor Responsibilities
Must provide an orientation before participants begin training to ensure that the host companies are prepared for hosting participants and understand the J-1 Intern/Trainee Exchange Visitor Program and ICLS sponsorship requirements.

Must ensure that participants notify ICLS of their arrival and submit required documents for J-1 status activation.

Must admit new participants to the J-1 Exchange Visitor Program and provide an orientation to ensure that participants are prepared for participation in the program and that they understand their benefits and responsibilities.

Must provide guidance in designing a training plan on the DS-7002 form. ICLS must review and approve proposed plans to ensure their appropriateness with the participants’ career or professional levels and interests.

Training or Internship goals and objectives should be clearly defined as well as requirements and activities should be specified in the training plans (DS-7002). Internship or training program elements should not be changed without ICLS’s approval.

Must ensure that participants have proper health and accident insurance and sufficient funds before DS-2019 issuance.

Must provide timely support and counseling to participants throughout the program.

Is responsible for monitoring and evaluating the exchange participant’s participation. Must review the participant’s and host supervisor’s progress and evaluation reports on time.

Must ensure that both the participant and the host supervisor are following a training plan.

Must visit new and active host companies to assess their training environment.

Must provide timely support to the participant if the host company is no longer capable of providing adequate training.

Must serve as a mediator if a problem arises between the participant and the host. ICLS must conduct an objective investigation and work with both the participant and the host supervisor to find solutions. If a solution is not found, ICLS reserves the right to withdraw the participant from the host company.

Must collect End of the Program report to ensure the participant’s timely departure.
Host Organization Application Form
The following information is a required part of the Training/Internship Placement Plan. Forms not completed in their entirety will be held as incomplete and may delay processing. Your organization’s eligibility for hosting is determined by the information provided here. ICLS reserves the right to conduct a site visit at any prospective Host Organization as part of the application review process.
Name of Trainee/Intern*

PrefixFirst NameMiddle NameLast Name
Have you completed an interview with the Applicant (via the web camera/video conference, telephone, or in-person), and found his/her background and English language skills to be sufficient to function on a day-to-day basis in his/her internship/training environment?*
Host Organization Name*
Include DBA if applicable
Address of Training/Internship Site*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Phone Number*

Area CodePhone Number
Fax Number*

Area CodePhone Number
Website*
Do you have another training site?*
Address of the training site

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Training Site Phone Number

Area CodePhone Number
Training Site Fax Number

Area CodePhone Number
Employer ID Number (EIN)*
Worker’s Compensation Plan Name*
Worker’s Compensation Plan Number*
Is your organization, under state laws, exempt from Workers' Compensation?*
Please provide a copy of the workers' compensation plan

Upload a File

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Please provide a copy of the exemption document

Upload a File

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Annual Revenue*
Host Organization Activities*
What does your company do and what services does it provide its customers?
You may also include a company brochure or a one-page promotional summary

Upload a File

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Year founded*
To the best of your knowledge, does your organization hire any individuals convicted of felonies, violent crime, or sexual crimes?*

YesNo
If yes, please provide their name below.
How do you as a company check the backgrounds of your employees? *
Does your company have mandatory drug testing for employees?*

YesNo
Approximate number of full-time employees at the host organization:*
Total Number of Full-Time Employees at the site of training activity: (do not include J-1 interns)
Approximate number of part-time employees (do not include J-1 participants):*
Total Number of Contractor/Contracted Employees at the site of training activity: (do not include J-1 interns)*
Total Number American Interns at the site of training activity:*
Total Number of Full-Time Employees at the site of training activity: (do not include J-1 interns)*
Total Number of Full-Time Employees Companywide in the U.S.*
Total Number of other Interns at a site of training activity (do not include this Intern/Trainee)*
Has your organization hosted International Interns or Trainees in the past?*
How many J-1 Interns or Trainees do you typically have in one year?*
Percent (%) that English is spoken at this host organization*
Percent (%) of other language(s) spoken, and specify language (s)*
Host Organization’s Support of Intern/Trainee. Indicate below approximate value of each support per month in USD:
Stipend $*
Housing $*
Board $*
Transportation $*
Supervisor's Name*

PrefixFirst NameMiddle NameLast Name
Supervisor's Title*
Supervisor's length of time working in this organization*
Supervisor's years of experience in the field*
Supervisor's years of experience in supervising international interns*
Supervisor's years of experience in supervising American interns*
Supervisor's E-mail*
Supervisor's Phone Number*

Area CodePhone Number
Name of Alternate Contact(s)*

PrefixFirst NameMiddle NameLast Name
Alternate Contact's Title*
Alternate Contact's Length of time working in this organization*
Alternate Contact's Years of experience in this field*
Alternate Contact's E-mail*
Alternate Contact's Phone Number*

Area CodePhone Number

THIRD PARTY AGREEMENT
This agreement (“Agreement”) is between the sponsor, International Center for Language Studies (“ICLS”), located at 1133 15^th Street NW, Suite 600, Washington D.C. 20005 and the company entered (hereafter “Host Organization”), located at the address entered in the form. The purpose of this Agreement is to establish the respective rights and obligations of the parties thereto regarding the hosting of ICLS Program Interns/Trainees (“Participants”) with Host Organization in an Internship/Training program (“Program”). This Agreement becomes effective on the date it is signed and is valid for 12 months beyond that date. ICLS is a U.S. Department of State designated sponsor of the Exchange Visitor Program and is the legal sponsor of participants during their participation in the program.

Severability: If any provision of this Agreement or the application thereof is held to be invalid, illegal or unenforceable for any reason, such provision or application shall not impair the other provisions or applications of the Agreement.

Complete Agreement: Both parties acknowledge that this document contains the complete Agreement between them and that any additions or deletions must be made in writing and signed by both parties.

Termination: Either party may terminate this agreement “at will” by submitting a written notice to the other party.

HOST ORGANIZATION AGREES TO FOLLOW ICLS AND DEPARTMENT OF STATE PROGRAM REGULATIONS, INCLUDING:

To have sufficient resources, plant, equipment and trained personnel available to provide the specified training and internship program, as described in the pre-approved training plan (DS 7002).

To mentor and provide continuous on-site supervision to Intern/Trainee by experienced and knowledgeable staff.

To ensure that Intern/Trainee obtains skills, knowledge and competencies through structured and guided activities.

To ensure that Intern/Trainee is placed in English speaking environment to be able to speak English daily with staff and customers.

To provide cross-cultural activities and encourage Intern/Trainee to engage in them.

To provide a minimum of 32 and a maximum of 40 hours of participation per week for Intern/Trainee and to ensure that the internship position does not involve more than 20% clerical work. Intern/Trainee should not perform tasks at a host site more than 35 hours per week to provide opportunities to participate in cultural and social activities inside and outside of the training site.

To share skills, expertise and information about your business and profession with Intern/Trainee as needed for training.

To supervise, mentor Intern/Trainee and provide evaluation reports on his/her progress and development to ICLS.

To observe all applicable local, state and federal labor laws including occupational safety and health.

To notify ICLS of any encountered or growing problem in a timely fashion.

To notify ICLS immediately if Intern/Trainee leaves his or her internship for any reason.

To accept that ICLS reserves the right to withdraw Intern/Trainee from the training site if the Host Company does not comply with the J-1 Exchange Visitor Program and ICLS sponsorship rules.

To accept that ICLS is not responsible for any civil or criminal liability incurred by Intern/Trainee.

To agree not to displace permanent/temporary, full/part-time U.S. employees by hiring Intern/Trainee.

To certify that the Host Company is not a staffing or employment agency.

For paid internships: [per IRS Publication 515] the Host Company understands that participants on a J-1 visa are considered non-resident aliens who are not subject to Social Security, FICA, Medicare, or federal unemployment withholding taxes. Host Company agrees to consult with a tax professional regarding any state unemployment tax exemptions within the Host Company’s state.

HOST COMPANY CONFIRMS THE FOLLOWING:

Follow J-1 Exchange Visitor Program guidelines in hosting a J-1 Exchange Intern/Trainee sponsored by ICLS.

Provide well-designed training/internship placement plan (DS-7002), skill-based internship training environment, sustained supervision and support to a J-1 Exchange Intern/Trainee throughout the program.

For paid internships only: Pay a monthly stipend to J-1 Exchange Intern/Trainee during the first month of training, while Intern/Trainee obtains a Social Security Number.

ICLS WILL:

Help design a well-structured training plan on the DS-7002 form in compliance with the J-1 Exchange Visitor Program rules outlined in the ICLS Host Application Guide.

Ensure that Intern/Trainee is in good standing and complies with the J-1 Exchange Visitor Program, ICLS sponsorship rules, and follows the Host Company Training Plan (DS-7002) at all times.

Ensure proof of proper health and accident insurance plan and evidence of sufficient funds before DS-2019 issuance.

Monitor and evaluate the exchange visitor’s participation at the Host Company site throughout the program.

Potentially arrange visits to a host training site to meet with participants and assess their training environment.

By signing below and submitting, I affirm that:

1. Any employment vacancy within the Host Company will be advertised and offered to American workers, and will not be impacted by the Exchange Visitor's training program.

2. Employment of American workers within the Host Company will not be negatively impacted by the continuation of an Exchange Visitor's training program.

3. Future employment of American workers will be a hiring priority of the Host Company, and there are currently no plans to utilize foreign Exchange Visitors in an employment position.

4. All training at the host site will be conducted according to the health and safety guidelines set forth by both the Centers for Disease Control (CDC) and the Department of Labor (DoL). Further, all health and safety guidelines of the CDC and DoL will be made available for interns/trainees under my supervision.
Host Organization Representative*

PrefixFirst NameMiddle NameLast Name
Representative's Title*
Representative's Signature*
Date signed*

MonthDayYear
Date
Date Signed

MonthDayYear
Date
To Be Filled Out by ICLS

INTERN/TRAINEE EXCHANGE PROGRAM SPONSOR
ICLS - International Center for Language Studies, Inc

ICLS Sponsor Representative Name (First/Last):

Title:

Signature: _________________________________________

Date: _________________________
Submit to ICLS

Thank you for completing the Host Organization Application and Agreement. Please keep one copy for your records.

Thank you for supporting the US Exchange Visitor program and hosting an international participant. We wish you both successful participation in our program.
Should be Empty:

Host Application

Host Organization Eligibility Criteria

ICLS Sponsor Responsibilities

Host Organization Application Form

THIRD PARTY AGREEMENT

To Be Filled Out by ICLS