The following "best practices" have been
identified as those that directly contribute
to the success of the cultural exchange
experience for the camp and for the staff
member. They also support the legal and
regulatory obligations of the exchange
visa program.
Sponsoring Agency
and Administrative Practices
Expected practices of directors:
- Understand that the governmental purpose
of the J-1 visa program is for cultural
exchange and implement that philosophy.
- Understand and comply with regulatory
opportunities and limitations of the
J-1 visa programs.
- Establish a strong relationship with
sponsoring agency and meet financial
obligations to them.
- Complete SEVIS validation for arriving
staff promptly according to sponsoring
agency procedures.
- Assist international staff in obtaining
a Social Security card.
- Provide appropriate wages and access
to money owed. (Note that checks are
hard for internationals to cash. Offer
help with that process!)
- Provide worker’s compensation
insurance according to requirements of
state regulations.
- Develop and implement a crisis plan
for dealing with injury to, arrest, or
death of an international.
- Develop and implement policies that
include immediate notification to sponsoring
agency of any personnel action, including
a change of location/site within the
organization, or any emergency situation
with an international staff member.
Exemplary practices of directors:
- Feature cultural programming in camp.
- Show international programs and staff
in camp marketing materials.
Hiring Process
Expected practices
of directors:
- Define and articulate why the camp
wants to include internationals on their
staff (other than filling vacancies).
- Interview the potential applicant
on the phone prior to hiring.
- Be thorough in evaluating candidates
and selecting staff.
- Spend as much time in the hiring process
as you do with American staff.
- Show honesty in matching candidates’ skills
and interests with their needs.
- Provide clear expectations of staff
while at camp.
Exemplary practices of
directors:
- Define and articulate how inclusion
of international staff fits into their
camp philosophy.
- Avoid stereotyping nationalities by
demonstrating a willingness to hire international
staff from all countries and use them
in all positions.
After Hiring - Prior
to Camp
Expected practices
of directors:
- Talk to the staff member by phone
or e-mail before camp.
- Provide advanced information by mail
or e-mail including policies, handbook,
organizational chart, map, weather, what
to bring, camp Web site, orientation/training
schedule, job descriptions, camper profile,
rules and regulations, mission/purpose,
time-off policies, transportation-to-town
options, e-mail of mentor/buddy, local
attractions/local community info, etc.
- Present a realistic picture of the
camp and establish expectations, i.e.,
help with understanding of rural community
differences, sleeping accommodations,
typical menus.
Exemplary practices
of directors:
- Provide opportunities for effective
networking with former international
staff in their country, e.g., share e-mail
addresses of former camp staff.
Arrival and Pre-camp
Expected practices
of directors:
- Provide comfortable/efficient transportation
to camp from orientation site.
- Arrange for welcoming of international
staff on arrival.
- Show sensitivity to time and cultural
adjustments needed.
- Provide adequate housing that is welcoming
and clean, including linens and bedding.
- Provide separate orientation/training
for international staff to help them
make cultural adjustment.
- Make an active effort to integrate
groups of staff.
- Show sensitivity to language issues.
- Demonstrate in training an understanding
in dealing with cultural differences,
sexual practices, hygiene, sexual harassment,
fashions, etc.
- Provide responsible education/orientation
and training for understanding and competence.
- Show sensitivity to food issues, health/stamina
issues, allergies, cultural and religious
practices, e.g., lactose intolerance,
pork.
Exemplary practices
of directors:
- Demonstrate a real attitude of "I
care about you and want you to have a
successful summer."
- Provide training to American staff
on purpose of J-1 visa program and how
to create a successful international
team.
- Utilize a contact/liaison on camp
staff who understands international issues.
- Develop a buddy/mentor system.
During the Summer
Expected practices
of directors:
- Provide positive feedback and reinforcement.
- Continue to acknowledge and work with
language differences.
- Help arrange transportation on time
off.
- Continue to partnership with agency
on "problems."
- Show sensitivity to financial issues—e.g.,
cashing checks.
- Provide secure place for papers and
valuables.
- Provide access to a telephone.
- Treat all staff as adults; treat support
staff equal to program staff.
- Have trained/competent supervisors.
- Provide for open communication between
the director and international staff.
- Provide Internet access—e-mail.
- Demonstrate a real VALUING of international
staff and acceptance of cultural differences.
- Provide ongoing training and support.
- Provide at least some cultural programming
as a part of the camp’s activities.
- Show sensitivity to health issues—doctors,
dentists, medications, etc.
- Encourage staff to obey the rules
of the program and return to home country
after the summer.
- Support the rules governing the J-1
program, which restricts switching staff
between support and counseling roles.
- Develop a program of training and
support to solve a problem, using fair
termination policy as a last resort and
only after consultation with the sponsoring
agency
- Provide opportunities for out-of-camp
recreational or area tourist experiences.
- Make provisions for international
staff to do their laundry.
- Give access to camp activities and
facilities.
- Treat American and international staff
equally especially in number of hours
required to work and adequate time off.
Exemplary practices
of directors:
- Have outstanding cultural programming.
- Provide international staff with access
to food and snacks from their home culture
as well as "home" newspapers.
- Provide multi-national opportunities
showing diversity in camp.
- Feature some international staff and
programming in the camp video.
- Identify and work with local family
or alumni sponsors to integrate staff
into the local community.
- Provide international staff with equal
access to key positions and leadership
opportunities.
- Help with transportation post-camp.
Sponsoring Agency
Expected practices
of agencies:
- Understand, monitor, and comply with
all issues, regulations, and requirements
of the J-1 cultural exchange Camp Counselor
and Summer Work Travel programs.
- Conduct thorough in-person interviews
with every applicant using a suitably
qualified interviewer.
- Recruit applicants with a good level
of English.
- Conduct thorough in-depth, pre-departure
and/or arrival orientation.
- Provide twenty-four hour emergency
support for applicants during their J-1
visa term.
- Provide camps with as much information
as possible on applicants.
- Provide applicants with information
about U.S. culture as well as different
types of camps, the nature of camp life,
and working with children.
- Spot check references to ensure quality
applicants are being accepted.
- Require participants to provide a
background check and provide help for
this when necessary.
- Place participants at camps and in
positions best suited to their skills,
interests, background, and experience.
Exemplary practices
of agencies:
- Ensure that staff placed as camp counselors
understand they will be working with
children and are suitable candidates
to do so.
- Encourage camps to hire participants
from a variety of countries.
- Provide camps with information about
participants’ countries/cultures.
- Educate camps on the best way to host
international staff.
- Provide readily accessible and quality
ongoing care, advice, and support for
participants and camps during the summer,
including camp visiting and the collection
and monitoring of feedback.
- Monitor and evaluate information about
the quality of the experience provided
to international staff by each camp and
work with camps and participants to improve
the overall program experience and level
of agency service.
American Camp Association
Expected practices
of ACA:
- Monitor public policy issues related
to the J-1 visa exchange program and
keep camp professionals informed of those
policies.
- Keep J-1 visa regulatory and legislative
issues as a priority focus of ACA public
policy.
- Facilitate communication with and
among sponsoring agencies.
- Promote the benefits of cultural exchange
programs to camps and the public in general.
- Develop and track statistical information
that is of value to camps, the agencies,
and ACA.
Exemplary practices
of ACA:
- Provide educational resources to help
camp professionals address international
staff issues.
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