CHI Internship Program (IP) Internships

Cultural Homestay International (CHI) is a non-profit, public benefit, educational organization. The purpose of CHI is to bring people of diverse cultures together so those who participate gain a greater knowledge and understanding of one another. CHI believes that the best way to learn about the cultures, languages and customs of other countries is through international work exchanges and homestay programs.

What is the Internship Program (IP)?

The IP is a maximum 12-month practical learning experience related to the Intern’s course of study and career development objectives. Participation in the IP improves the Intern’s understanding of American business practices and methodologies as well as enabling the overseas participant to gain valuable insight into American culture and society. CHI is designated by the U.S. Department of State (USDoS) to sponsor participants in an exchange visitor program under the “Internship” category. CHI is able to issue Form DS-2019 so participants may apply for a J-1 visa. To contact the Department use http//:exchange.state.gov.

After you have read the details about the IP program, if you decide you are interested in applying, or if you have any questions about the program, please send us an email using the form at the bottom of this page.

Program Summary

CHI’s Internship Program (IP) provides:

   J-1 visa documentation
   Program orientation
   Intern Handbook
   24-hour toll-free emergency phone number (1-800-432-4643)
   Program administration and online resource service
   Health and accident insurance for the duration of the program

The IP does NOT provide:

   Round trip airfare to the U.S.
   Any daily living expenses, including housing rental (if applicable) and
      transportation to and from the Host Business
   Any applicable visa application fees at the U.S. Consulate/Embassy in
      the participant’s home country

Eligibility

In order to be considered for CHI’s IP, the applicant is required:

   To be currently enrolled in a degree or certificate granting post-secondary academic institution
      outside the U.S. or to have graduated from an institution within 12 months of the
      internship start date in the U.S.
   To have an intermediate to advanced level of English proficiency and submit proof of English ability.
   To complete the application packet and submit supporting documents, including curriculum vitae/resume;
      letter to the Business; 2 letters of recommendation (written or translated into English);
      2 passport and 2 casual photos.
   To read, sign and submit the Internship Placement Plan.
   To submit proof of university attendance or diploma/certification within the last 12 months.
   Applicants who are pregnant or become pregnant are not eligible, and participants who become pregnant will be terminated from the program.

Visa Status – United States

CHI is designated by the U.S. Department of State as a sponsor of an Exchange Visitor Program under the “Internship” category. This designation allows CHI to issue Form DS-2019 to qualified IP participants to apply for the J-1 visa.

Once CHI has placed you at a Host Business, CHI will send the Partner Agency a DS-2019 form which is called a “Certificate of Eligibility for Exchange Visitor (J-1) Status.” This document indicates the program sponsor and purpose and specifies the duration of the program. The DS-2019 form is NOT a visa application form.

To apply for the J-1 visa, you must take the DS-2019 form along with your passport and SEVIS fee receipt to the nearest U.S. Consulate or Embassy in your home country. Once the form is processed, the visa is issued and attached to your passport. It is extremely important to retain a copy of the DS-2019 form throughout the remainder of your program.

PLEASE NOTE: The DS-2019 form will only be issued once your program fee invoice is paid in full by your Agency. Also, no program extensions will be granted once the DS-2019 form is issued. The program duration dates on your DS-2019 are final.

Frequently Asked Questions (FAQs) - J Visas

Question:  What career fields are accepted under CHI’s J-1 Internship visa?
Answer:  CHI is designated to sponsor interns in the following 6 general occupational categories:
   1) Arts and Culture
   2) Information Media and Communications
   3) Education, Social Sciences, Library Science, Counseling and Social Services
   4) Management, Business, Commerce and Finance (including Hospitality and Hotel Management)
   5) The Sciences, Engineering, Architecture, Mathematics, and Industrial Occupations
   6) Public Administration and Law

Question:  What career fields are NOT accepted under CHI’s J-1 Intern visa?
Answer:  CHI is not authorized, under the Internship category, to sponsor interns to work as au pairs or any domestic work, such as babysitting or house-keeping, camp counselor, medical interns or anything involving hands-on therapy, counseling, administering medical treatment or making diagnoses of medical, psychiatric or psychological patients. Also, CHI is not authorized to sponsor participants to intern as crew members on a ship or airplane or as pilots.

Question:  Can I work while on CHI’s J-1 visa?
Answer:  No. Extra-curricular employment outside the participant’s CHI J-1 internship program is strictly prohibited.

Question:  What is SEVIS?
Answer:  The Department of State has implemented a system called SEVIS, which keeps a record
of international students who are participating on exchange programs. SEVIS enables sponsors to transmit participant information to the DHS (Department of Homeland Security) and DOS (the Department of State). Only sponsor agencies are allowed to enter the SEVIS system and validate participants’ visas.

Question:  Are there any visa limitations regarding the length of stay in the U.S.?
Answer:  You will be issued a J-1 visa for the exact dates listed on your DS- 2019 form (e.g. your legal internship dates). Also, upon entry into the U.S., a Form I-94 will be attached to your passport. The I-94 indicates the last day you may be in the U.S. on this J-1 visa. Alternatively, “D/S” may be stamped on the I-94 card instead of an actual date. “D/S” is an abbreviation for “Duration of Status” which is equivalent to the specified time indicated on the DS-2019 form plus a 30-day “grace” period reserved for travel purposes only.

Question:  Can I continue my internship at the Host Business during the 30- day “grace” period?
Answer:  NO. Once your DS dates have expired, you are no longer in a bona fide sponsored internship program and cannot continue at the Host Business. You have the option of either returning home or staying in the U.S. an additional 30 days beyond the expired DS dates for the exclusive purpose of travel. If you wish to remain in the U.S. to travel longer than the 30 days allowed following the program, you need to contact the Office of Homeland Security and request a change of status to a B-2 (tourist) visa. You will need to complete the OHS form I-539 and pay a fee of $75. The Office of Homeland Security recommends that the tourist visa application be submitted 45 days prior to the expiration of the participant’s J-1 visa. As a reminder, you are responsible for purchasing appropriate insurance to cover the travel period following the internship program.

Question:  Can I return to the U.S. on a second J-1 Internship program?
Answer:  Yes, as long as you are enrolled in a post-secondary institution or have graduated within 12 months.

Question:  Can I transfer from CHI’s J-1 visa internship program to another organization’s J program?
NO. CHI cannot release you in the U.S. from its J-1 program in order for you to transfer to another J program. Answer:  

Question:  Can I transfer from an F visa to a J visa?
Answer:  CHI is unable to transfer a participant who is currently on an F-1 student visa in the U.S. to CHI’s J-1 visa. The participant MUST return home in order to apply for CHI’s IP.

Program Deposit, Cancellation and Refund Policy

There is a deposit due at the time of submission of the application. If the applicant cancels prior to arrival and has not been placed in a Host Business, he/she forfeits a portion of the deposit fee. If the applicant cancels prior to arrival and has been placed in a Host Business, he/she forfeits the entire deposit fee.

Should the participant decide to delay or postpone his/her program for an indefinite period of time after having been placed with a Host Business, CHI will place the participant on a 30 day “hold” status. The original placement will also be on hold for 30 days. Should the participant need more than 30 days to delay his/her program, he/she will need to reapply to the program and pay a USD$500 reinstatement fee. The original placement will be void, and a new placement process will begin.

If the participant is denied a U.S. J-1 visa, the participant is required to return the unused DS-2019 form and submit proof of denial, after which a program refund will be issued less an administrative fee.

In no case will a refund be issued to a participant who has already entered North America. No refunds will be issued for early departure or dismissal from the program.

Completing the Application Packet

When completing the application packet, please type ALL sections, and supporting documentation must be filled out in detail. Incomplete or illegible (difficult to read) applications will be immediately disqualified.

It is your responsibility to provide as much information and detail as possible in the application packet. This is the opportunity to indicate your strengths and abilities to the Host Business. The more detailed and specific the information you provide, the more equipped and prepared CHI will be to provide you a positive and productive internship.

Please keep in mind that CHI requires a 12 week placement setup time for all CHI arranged placements and a six week set up for self-placement. Upon acceptance of the original application at the CHI Main office, the placement process begins for CHI-arranged placements, or visa paper work begins for self-placed participants.

The Internship Placement Plan

The Internship Placement Plan (DS 7002 form) is an outline of your specific career goals and objectives during your internship. The IPP is also a specific roadmap linking your goals and objectives to the practical internship with the Host Business. U.S. government regulations mandate that this form be thoroughly completed and agreed upon by CHI, you and your Host Business prior to the start of your internship. Your IPP must be adhered to during your program. The CHI Community Coordinator (CC) is available to counsel with you should your IPP deviate from the original agreement.

Curriculum vitae (C.V.) and Letter to the Host Business

Both your curriculum vitae (C.V.) and letter to the Host Business MUST be typed. A handwritten C.V. and Host Business letter is not acceptable. The C.V. is a one page summary of your academic background and achievements and any work experience. Please be sure to emphasize the skills you learned through your studies and any work contributions you made through your job experience. Also, please indicate all computer software programs you are familiar with.

The Host Business letter is an essay detailing your abilities. You should cite specific examples of your achievements and skills. You should also mention what you can offer the Host Business and what you hope to gain by participating in an internship program at their company. Outlining your career goals and objectives is also important.

English Language Proficiency Requirement

In order to gain the maximum benefit from the internship, your English language ability is of utmost importance. As part of the application process, CHI requests that you submit verification of English language proficiency, such as a recognized English language test score (e.g. TOEFL, Cambridge), an evaluation letter from a certified English instructor and/ or any certification indicating intermediate to advanced level of English language ability. The Paid Internship option requires the applicant to show proof of a minimum 550 TOEFL score, or its equivalent.

Letters of Recommendation

Two letters of recommendation are to be included with the application. It is important that the letters are written in, or translated into, English. Recommendations from your teachers, professors, and/or employers should characterize and support your academic background and career goals. The letter should be typed on official university or company letterhead stationery and signed by the person who is recommending you. Letters from friends or relatives are not acceptable.

Host Business Profile

CHI’s RCs/CCs do their utmost to match your academic goals and objectives with the most appropriate Host Business available. The placement is based on your thoroughness in completing the application packet, your English level, and the business’s desire and need to host an intern. It is your responsibility to provide as much detail as possible about yourself in the application packet.

The Host Business helps you gain a thorough insight into your career field. There may be different methods in which the Host Business conducts the internship—through observation, rotation through different departments, internship seminars or research.

For the first two weeks at the Host Business, you should expect an introductory period whereby the Host Business may need to assess your skills, goals and objectives before assigning specific tasks and/or projects. While the Host Business makes every effort to keep you fully engaged in interesting activities, there may be “down” times in which the Host Business will ask you to do basic tasks in your field of focus and/or general tasks in the office or as outlined on your IPP.

Please discuss any problems or concerns regarding your Host Business with your CC directly. Independently changing your Host Business without the CC’s knowledge and CHI Main Office approval is prohibited. Changing your Host Business without consulting the CC or the CHI Main office will result in the withdrawal of CHI’s program sponsorship and will terminate your legal visa status. Per the policies set forth in the J-1 visa internship sponsored program, you are only authorized to intern at the company in which CHI placed you and who also completed the IPP DS 7002 paperwork.

All Interns should observe the following code of behavior at the Host Business:

   To act in a positive and professional manner.
   To understand and obey all rules and regulations.
   To undertake all duties assigned in a precise and timely manner.
   To respect management and all employees at the Host Business.

Unacceptable actions and behavior dismissal from the program.

Preparation for Travel to the U.S.A.

Once you have been issued the J-1 visa, the excitement of traveling to the U.S. begins. Before you leave, one of the most important tasks you need to do is:

   MAKE TWO COPIES OF YOUR PASSPORT , DS-2019 FORM, AND J-1 VISA. Leave one set    of copies at home and pack the other set in your luggage, separate from the originals.

ALL ORIGINAL DOCUMENTS MUST BE IN YOUR POSSESSION AT ALL TIMES DURING YOUR TRIP TO THE U.S.

ESSENTIAL CARRY-ON ITEMS CHECKLIST

   Passport with J-1 Visa and DS-2019 form.
   Airline tickets and any other transportation tickets.
   Insurance documents.
   Proof of Sufficient Funds form (a completed & signed copy from your program application).
   Change of clothing (highly recommended should your luggage be temporarily lost).
   Any personal valuables (glasses, electronics, medication, etc.).
   Minimum 2 photo identification (ID) cards.
   Traveler’s checks or U.S. currency in small bills.
   Credit card and/or ATM card (if applicable).
   CHI Internship Handbook.
   International driver’s license (if applicable).

ENTERING THE U.S. - IMPORTANT IMMIGRATION FACTS

There are five important documents which you MUST have in your possession and present to the U.S. immigration officials upon arrival in the U.S.:

   1. Valid passport
   2. DS-2019 Form
   3. I-797 SEVIS fee receipt
   4. J-1 Visa
   5. I-94 card

The immigration officer will review all five documents and validate copies of both your DS-2019 form and I-94 form. The officer will then return all validated documents to you, including the DS-2019 form and the I-94 card attached to your passport. You should have no problem entering the U.S. as long as you have all the proper documentation AND cooperate and communicate respectfully with the U.S. immigration officers at the airport.

I-94 Card

On the airplane en route to the U.S., you will be given an I-94 form to complete. When you go through immigration, the card will be validated and attached to your passport. Please keep in mind the following: When you complete the I-94 form, make sure you put your information in printed capital letters, the way it is in all other documents, with the dates according to the format requested in I-94 card. Any mistake, not matching information, or wrong format in your date of birth may result in problems when getting your social security number. The I-94 card is a record of your arrival and departure in and out of the U.S. It also specifically indicates the last day you are authorized to stay in the U.S. legally on the J-1 visa. Also note that D/S may be stamped on your I-94 card instead of an actual date. D/S is an abbreviation for “Duration of Status”. D/S is equivalent to the dates indicated on your DS-2019 form, plus an optional 30-day period after internship program, for travel purposes only. In either case, you must depart the U.S. as specified on your I-94 card. Otherwise, you will be subject to arrest and deportation.

Internship Paperwork

If you are a paid internship participant, there are several important forms that need to be completed before you can be paid by the Host Business.

Social Security Card

The Social Security Card is used for tax identity purposes by your Host Business and by the U.S. government. It is your responsibility to apply for the Social Security Card. Neither CHI nor your Host Business can do this for you. You are required to apply for the card in person at the nearest Social Security office in your placement community. CHI’s CC will assist you with locating an office near you as well as answering any questions you have with the application process. You can locate the nearest Social Security office by looking on the Social Security Administration’s web site at www.ssa.gov.

You will need to bring the following documents to apply for the Social Security Card:

   Valid passport with your I-94 departure card stapled inside.
   Copy of your DS-2019 Form.
   Sponsorship letter from your Host Business.

When completing the Social Security Card Application Form you should:

   Check the box labeled “Legal Alien Allowed to Work” in response to question #3 (citizenship).
   Enter your Host Business address as your mailing address. Your Social Security Card will be sent to this address.
   Make sure you ask for a receipt—proof that you applied for your Social Security Card. Some
      host businesses may require this proof before they allow you to begin your internship.

   Your Social Security Card will be mailed to you within approximately 30 to 40 business days from
   the date of application. It is your responsibility to follow up with the Social Security    Administration regarding the status of your card. You can request your number from the local    SSA office before you receive your card.

Once you have been issued the card and number, immediately report your Social Security number to your Host Business.

I-9 Form

You will be required by your Host Business to complete an I-9 Employment Eligibility Verification form to prove you can work legally. You should complete the appropriate section of the form and write in all the information requested. Check the box “An alien authorized to work until” and enter the expiration date of your program which is indicated on your DS- 2019 form. The “Admission Number” is printed on the upper left corner of your I- 94 card. Sign and date the form. Your Host Business completes Section 2. Show your passport, visa documents and I-94 card to your Host Business and they will complete the remaining section.

W-4 Form

Along with the I-9 form, you will also be asked to complete a W-4 form—Employee’s Withholding Allowance Certificate. The information on the W-4 ensures that you will not be over-taxed and also indicates to your employer how much tax should be withheld on your paycheck. While you are classified as a “Non-Resident Alien,” the instructions on the actual W-4 form apply to current U.S. citizens only. Therefore, the following is a guide for you to complete the W-4 form: Check only “Single” marital status on line 3 (regardless of your actual marital status).

On line 5, claim only ONE (1) withholding allowance, unless you are a resident of Canada, Mexico, Japan or South Korea. Request that your Host Business withhold an additional amount of $7.60 per week on Line 6. If your wages are paid based on a 2-week pay period, the additional amount will be $15.30. For other payroll periods, ask your Host Business for the amount to enter. Do NOT claim “Exempt” withholding status on Line 7. For participants from Canada, Mexico, Japan or South Korea, the “30 percent withholding rule” applies. You may want to show the following example to your Host Business. Example: Yukiko earned a gross salary of $6,000 by working 100 days. To determine withholding, use the following formula: Multiply the number of days worked by $7.65 (Yukiko’s example: 100 X $7.65 = $765). Take the total dollar amount from the total days worked and subtract it from the gross salary ($6,000 - $765= $5,235). Withholding at 30 percent is applied against the balance (30 percent of $5,235 is $1,570.50.) Thus, $1,570.50 in tax is withheld. You and your Host Business can also refer to the Internal Revenue Service’s (IRS) Publication 519 (U.S. Tax Guidelines for Aliens and Non- Residents) for further information regarding withholding and other tax issues.

Taxes

There are two key words to understand what you are obligated to pay in taxes and what you do not have to pay. “Exempt” means that you do not have to pay out money for a certain type of tax. “Non-Exempt” means you are obligated to pay a certain amount of money for taxes.

Social Security, Medicare, Federal Unemployment Tax - EXEMPT

Your Host Business should NOT make this deduction from your paycheck. CHI’s “Dear Employer” letter explains this exemption clearly, and the letter should be given to your Host Business on the first day of work. If these deductions are made in error, they will appear on your pay stub under the category of “Social Security” or “FICA/FUTA”. If you notice such a deduction on your paycheck, you should notify your employer immediately.

Income Taxes — NON-EXEMPT

Income taxes are imposed by federal, state and local governments. In order for the Internal Revenue Service (IRS) — the U.S. government tax agency — to collect personal income taxes, your Host Business generally withholds income tax from your salary and pays it directly to the government. There is no way of avoiding this tax; you must pay it. Otherwise, you may have problems in the future if you apply for any visas to return to the U.S.

Federal Income Tax - NON-EXEMPT

Approximately 10 to 15 percent of your salary will be withheld for federal income tax. You may be able to claim a refund of a portion of this tax by filing a U.S. tax return.

State and City Income Tax - VARIES

State and local/city income tax withholding varies from state to state and from city to city. If state and local taxes are withheld, they will be deducted from your paycheck. You may be able to claim a refund for a portion of these taxes by filing a state tax return.

The W-2 Form and Filing Tax Returns

The U.S. tax year begins on January 1 and ends on December 31. All IP trainees who are paid are required and responsible for filing U.S. tax returns by April 15th of the next year. At the end of the tax year, your employer will mail you the W-2 form. The W-2 detailsyour total wages and the amount of each tax that was withheld.

BE SURE TO LEAVE A SELF-ADDRESSED STAMPED ENVELOPE FOR YOUR HOST BUSINESS before departing the U.S. so that they can mail you the W-2 form. If you do not receive your W-2 form by March 1, you should contact your Host Business directly and request replacements. To file a tax return, you must complete separate forms for federal taxes and state/local taxes. All forms are available on-line, at banks, libraries, and post offices in the U.S. If you are in your home country, federal forms are available at U.S. Embassies. You may also download tax forms on the Internal Revenue Service (IRS) website: www.irs.ustreas.gov. Links to state tax forms are also available on the IRS website.

The federal tax form to be completed by a paid intern is: FORM 1040NREZ U.S. TAX RETURN FOR CERTAIN NON-RESIDENT ALIENS. Instructions on how to complete the form are available. If too little tax was withheld from your paychecks, you must pay the balance owed to the U.S. government. If too much was withheld, you qualify for a refund. Be sure to attach the appropriate copy of the W-2 form with your tax returns and make copies of your tax documents for your records before mailing them. For assistance with your tax refund you may also contact “Tax Back” who will file your taxes for you for a small fee. Please contact Tax Back at www.taxback.com/chi.

Housing

CHI will provide suggestions and assistance in locating an apartment or alternative boarding. Please remember that you are responsible for securing and paying for your own accommodations. Also, you are responsible for abiding by the housing management’s rules and terms. In addition to the accommodation rental cost, there may be monthly utilities (electricity, phone, water, garbage service, cable TV service) as well as grocery expenses and furniture. All these additional living expenses will be your sole responsibility.

Housing Cancellation

You have up to five weeks prior to arrival to change your original housing option. You are responsible for notifying your Agency of the housing request change. You cannot change your original housing selection between 5 weeks and up to arrival day, and you are obligated to follow through with your original housing selection upon arrival in North America.

Transfer from Homestay to Independent Housing

If you have selected a homestay but decide, upon arrival, to change to independent accommodations, you are obligated to the following terms: Intern will be charged a USD$100 housing change fee. This fee will be deducted from the balance of your housing fee. Intern must give a minimum 30 days notice to CHI personnel (CC/RC) of the change to independent housing. Failure to notify CHI will result in a USD$500 housing cancellation fee. This will be deducted from the balance of your housing fee.

Intern is obligated to pay a minimum of 30 days rent at the Host Family upon notification of the housing change. Early departure from the Host Family will result in a USD$500 cancellation fee. This will be deducted from the balance of your housing fee. Intern is responsible for paying for any and all monthly Host Family fees applicable to his/her stay with the Host Family.

Transfer from Independent Housing to Homestay

If you have selected an independent housing arrangement but decide upon arrival to change to a homestay, you are obligated to the following terms: Intern will be charged a USD$100 housing change fee. Intern is required to give notice to the previous housing landlord. The Intern is also required to give CHI personnel (CC/RC) a 30 day notice of the change to homestay accommodations. Failure to notify CHI will result in a USD$100 housing cancellation fee and all applicable housing rental terms. Intern is responsible for paying for any and all monthly rental fees applicable to his/her stay at the independent housing location.

Arrival in North America

CHI requests that you and your Agency arrange your airline flight into and out of the local airport nearest the placement community. CHI needs your complete flight itinerary a minimum of 10 days prior to your arrival in North America. The definition of “complete round-trip flight information” is: arrival information from your home country’s international gateway airport to the U.S. international gateway airport AND departure information at the end of your program from your placement community airport to the international gateway airport. If there is a U.S. domestic flight from the gateway airport to the airport in the placement community, CHI needs this information.

Example: Flight information for:
  Pascal Kaidi - Placement community: Seattle, Washington. Arrival
  Information: June 5, 2002
  Paris to Chicago— United Airlines # 001
  Departs Paris 10:00; Arrives Chicago 15:00
  Chicago to Seattle— United Airlines #1001
  Departs Chicago 17:00; Arrives Seattle 19:15
  Departure Information: January 8, 2003
  Seattle to Chicago— United Airlines #1100
  Departs Seattle 08:30; Arrives Chicago 14:15

CHI requests that arrival be no later than 9 p.m. local time. On departure day, the flight must depart no earlier than 8 a.m. local time. Should you arrive later than requested, you are responsible for arranging and paying for overnight accommodations. If you are scheduled to depart earlier than required, you must arrange and pay for your own means of transfer to the airport or arrange and pay for overnight accommodations (with shuttle service) near the airport.

If you do not fly into the placement community airport destination as requested by CHI, you are responsible for transferring yourself to a mutually agreed upon location in the placement community where CHI’s CC will meet you. You are responsible for paying for the independent transfer.

Orientation

Within 48 hours of your arrival, your CC (Community Coordinator) will give you an orientation about the Internship Program. The orientation includes: information about the host community and services; review of program guidelines and policies; review Host Business courtesy and respect issues; and financial obligations. The CC will accompany and introduce you on the first day at the Host Business, if possible.

Reports and Program Evaluations

Reports

In order to ensure a quality program and to support you during your program, the CC will contact you and your Host Business on a regular basis to check on your internship progress. It is important that you respond to your CC when contacted.

Midterm and Final Evaluations

The U.S. Department of State requires that all Host Businesses complete a Midterm Evaluation at the halfway point in the program. The Midterm Evaluation is an opportunity for the Host Business to assess your internship goals and objectives in relation to the Internship Placement Plan. At this time, you and the Host Business may indicate areas of improvement in order to achieve the internship plan objectives.

The Final Evaluation is also required documentation to be completed before the termination of your program. This evaluation summarizes your internship in relation to the Internship Placement Plan. Both Midterm and Final Evaluations need to be submitted as requested by the CC and/or the CHI Main Office. Failure to comply with completing the evaluation is a violation of program visa requirements and may jeopardize your good standing in the program.

Addressing Problems and Concerns

CHI’s objective is to make your educational and cultural exchange experience as rewarding as possible. The CC is available to discuss any aspect of the program during your introductory period. You are encouraged to communicate with the CC as frequently as possible. If you have any questions or problems involving the Host Business, the CC is 22 the mediator in resolving the issue. Independently changing your Host Business or Host Family without the CC’s knowledge and CHI Main Office approval is prohibited. Changing your Host Business without consulting the CC or CHI Main Office will result in the withdrawal of CHI’s program sponsorship and will terminate your legal visa status. Your cooperation and communication with the CC are essential when working out problems.

Personal Expenses

Plan to bring adequate funds appropriate for the length of your stay in the U.S. or Canada. You should also have access to funds in your home country in case of emergency. During the program, you are responsible for paying the following:

   Cost of transportation to and from the Host Business
   Cost of housing rental (if applicable)
   Living expenses associated with living independently, such as electricity,
      telephone, cable television, and Internet
   Personal items (toiletries, prescription medication)
   Special food/diet items; alcohol and tobacco
   Gasoline money for carpool driver (if applicable)
   Lunch money during the work week
   Phone calls
   Entertainment activities, including restaurants and sightseeing expenses
   Medical and dental expenses

Local Transportation

Commute time between your housing location and the Host Business can be as long as an hour one way. Types of transportation may include public buses, subway or train. Carpooling with a fellow employee, walking or riding a bicycle are other options. Many interns purchase cars.

Car Rental

Generally, you must be over 25 years of age and have a valid driver’s license to be eligible to rent a car at your own expense and liability. Also, remember that car insurance is required when renting a car and is an additional cost from the rental car. You are solely responsible for arranging and assuming liability for the car rental during your program.

Your J-1 Visa and Traveling Abroad

If you wish to travel outside the U.S. during your IP, please keep in mind the following information: In order to remain in status on your IP, you are only allowed to enter another country before the expiration date listed on your J-1 visa, or the departure date indicated on your I-94 card (“D/S” = Duration Status), whichever date is earlier. You will also only be allowed to reenter the United States before the expiration date listed on your J-1 visa, or the departure date indicated on your I-94 card, whichever date is earlier. Should you travel outside the U.S. during your program, we recommend that you send your DS-2019 form to CHI for our signature. A Responsible Officer (RO) at CHI must sign the DS-2019 form, which states that the participant is in good standing in the program. If you don’t, you may encounter problems when you attempt to reenter the U.S. on your J-1 visa. Please carry your passport, DS-2019 form and I-94 card with you at all times while traveling. It may be necessary to show these documents to personnel at the border in order to re-enter the U.S.

Travel to Mexico & Canada

Should you decide to take a trip to Canada or Mexico from the U.S. during your program, some nationalities require tourist visas or cards, while other nationalities do not. Check with the nearest Canadian or Mexican Consulate to find out what is required.

Program Termination Date & Post-Program Activities

The Internship Program in the U.S. terminates per the dates indicated on the DS-2019 form. Once the DS-2019 is issued and you have entered the U.S., no program extension will be granted beyond the original program duration dates as indicated on the DS-2019 Form. Keep in mind that there is a 30 day “grace” period after the program termination dates which allows you to stay in the U.S. for travel purposes only. All travel and accommodation expenses during the 30 day “grace” period will be your responsibility. If you wish to remain in the U.S. to travel beyond the 30 days allowed following the program, you will need to apply for a change of status to a B1/B2 tourist visa. This request must be made before the initial 30 day period has elapsed. You are solely responsible for applying and paying for the tourist visa extension. In Canada, the IP terminates per the dates on your original program application. You may travel independently at your expense and liability after your Canadian program termination date. For any post-program travel in the U.S. or Canada, you are still bound under the terms of your current visa. Should any of those terms and/or visa expiration dates be violated, you will be subject to a fine, penalty, incarceration and repatriation by either the U.S. or Canadian government.

CHI Program Policies

1. Participants must abide by the laws of the United States and Canada. Any violation will result in the immediate dismissal from the program and repatriation.

2. Participants in the USA under 21 years of age may not drink alcoholic beverages. Participants who are 21 or over must have the permission of the Host Family before consuming alcohol in the home. Repeated unacceptable behavior using alcohol may result in dismissal from the program.

3. Participants may not smoke in the Host Family home unless the family smokes or previous arrangements have been made. All North American businesses have policies about smoking in the workplace. The participant must abide by those policies.

4. Participants may only use medication prescribed by a licensed physician or purchased for the specific purpose of maintaining good health. Use of any illegal drugs will result in immediate dismissal from the program and repatriation.

5. Participants may operate a rented vehicle. The participant must qualify under the rental agency’s criteria. All liability and responsibility for the rental vehicle is borne by the participant.

6. Participants are prohibited from changing their Host Family or Host Business at will. Any concerns or problems are to be discussed and resolved through the CC. Unauthorized change of business without CHI’s knowledge will result in withdrawal of CHI’s program sponsorship and will terminate your legal visa status.

7. Participants are not permitted to participate in any dangerous activity, such as skydiving, bungee-jumping, etc.

8. Participants are responsible for any damages due to negligence or carelessness inflicted upon a Host Family’s home, independent housing or to a Host Business.

9. Participants are to show respect to their Host Family, Host Business and CHI’s CC. All rules and guidelines within the home and business, as outlined in this handbook, should be obeyed.

10. The placement particulars are presented to the participant prior to arrival in North America. There will be no changes made after arrival.

No program extensions will be granted once the DS-2019 Form is issued and the participant is in the U.S.

11. There are no refunds for early departure or dismissal from the IP.

12. Participants are required to read the IP Intern Handbook thoughly prior to applying to the program. Participants must sign an acknowledgement form indicating agreement with the program’s policies and terms as outlined in the CHI Handbook.

Host Family Letter and Information

If you are staying in a Host Family, you must write a Host family letter. The letter to the Host Family is a friendly introduction of yourself. You may want to describe your parents and family, your hometown and hobbies. The letter should indicate the reason you are choosing to experience living with a North American family. It is also recommended that you include in your letter a word of thanks to the Host Family for their consideration and invitation into their home.

CHI’s Community Coordinators will locate and place you with a wellmatched and pre-screened Host Family. The Host Family provides a private sleeping area and access to food for two meals (breakfast/dinner) during the work week and three meals during the weekend. Keep in mind that many North American families have very busy schedules. Sometimes you may be asked to prepare your own meals. Host Families are not obligated to transport interns to and from the Host Business unless previous arrangements have been made by the CC.

CHI does not discriminate on the basis of race, color or religion when selecting Host Families. The U.S. and Canada have diverse and multicultural populations, and so CHI’s Host Families will reflect this diverse mix of people. For the IP, CHI’s Host Families may include a traditional family unit, but a single professional man or woman, or single mothers or fathers with one or more children can be considered a Host Family for this program.

Although CHI’s Host Families in the IP are paid a stipend, you are expected to be courteous and respectful during your stay, such as sharing the family television, phone, computer, bathroom, and picking up after yourself. The Host Family’s rules about drinking and smoking should be respected. Contributions to the family’s daily routine — such as helping with meal preparation and doing laundry — will be appreciated. To have a rewarding and positive cultural exchange experience, you are encouraged to make every effort to communicate and interact with the Host Family as much as possible. There may be a possibility that you have more than one Host Family during the program due to family vacation plans or other personal family circumstances.

Independently changing your Host Family without your CC’s knowledge and CHI Main office approval is prohibited. Please discuss any Host Family living issues with your CC directly. A penalty may be assessed should you change your family without CHI’s authorization.

Can I Extend My Stay?

While you may wish the excitement and pleasure of living and working in the U.S. to go on forever, extending your stay beyond the designated program dates on your DS-2019 form is not possible. CHI is only authorized to sponsor you during the specified program period indicated on your DS-2019 form. You were accepted into the program and granted the J-1 visa on the condition that you would depart the U.S. upon the termination of your program. CHI has no authority to issue DS-2019 forms for student sponsorship outside the set program dates.

Quick Reference

POSTAGE U.S. domestic mail weighing less than 1 oz. requires a 41 cent stamp. International mail weighing less than .5 oz. requires a 66 cent stamp. For general questions regarding postal service in the U.S. (express mail, zip codes), call 1-800-ASK USPS (1-800-275-8777) for recorded information.

METRIC EQUIVALENTS 1 mile = 1.6 kilometers, 1 pound = 0.45 kilograms, 1 yard (3 feet) = 91.4 centimeters,
1 ounce = 28.35 grams, 1 foot (12 inches) = 30.48 centimeters, 1 gallon = 3.79 liters,
1 inch = 2.54 centimeters, 1 quart = 0.95 liters

TEMPERATURE 32 degrees Fahrenheit = 0 degrees Celsius
68 degrees Fahrenheit = 20 degrees Celsius
95 degrees Fahrenheit = 35 degrees Celsius

ELECTRICITY Don’t forget to bring an adapter or converter to use any electrical appliances. U.S. electrical appliances run on 110 volts.

TIME ZONES The U. S. is divided into four time zones: Eastern, Central, Mountain, and Pacific. For example:
1. Eastern: 12 noon.
2. Central: 11 a.m.
3. Mountain: 10 a.m.
4. Pacific: 9 a.m.

Health Insurance

If you need medical attention or treatment, please call the 24 hour assistance line at: 1-866-509-7714 In the event of an emergency, accident, or illness, you may not have the time to call the Assistance Line immediately. The assistance line must be notified within 48 hours of any accident or illness. Multilingual operators are available.

Please complete a Claim Form for every accident or illness. The Claim Form must be completed in full and signed by both the doctor and yourself. For each incident you are required to pay a $100 deductible. Be aware that in the event that you go to an emergency room or “urgent care” facility with a non-emergency case, the deductible will be $250.

The Claim Form should be attached to each bill or statement you submit and sent to the address below within 60 days:
CLAIM OFFICES
   CareMed Claims
   CISI Claims Department
   River Plaza, 9 West Broad Street
   Stamford, CT 06902-3788
   Tel: 1-866-404-2062.
It will take around 4 to 6 weeks to process your insurance bill. For more information about your insurance please see the CareMed Insurance Brochure or visit www.caremed-assistance.com.

Please keep in mind, your insurance has the same dates as the dates on your DS-2019 form. Be aware if you are coming to the US before the start date on your DS-2019 form or you are leaving after the end date on your DS-2019 form, there is no medical coverage for that period of time.

Emergencies

As your Exchange Visitor Program sponsor, we are responsible for your well-being while you are in the U.S. We are here to assist you should you have a sudden emergency, such as serious illness. At the same time, you are also welcome to contact us regarding non-emergency issues.

An Emergency is:
   A life or death crisis such as critical injury or illness requiring hospitalization.
   If you are a victim of a violent crime.
   If you have been arrested.

Please contact CHI at the 24-hour toll-free emergency phone number: 1-800-432-4643. The staff member on emergency phone duty may be limited to what type of emergency service can be provided, as many types of legal and financial services are closed.

Non-Emergency During regular business hours, please contact CHI regarding non-emergency issues such as:
   Loss of DS-2019 form and / or I-94 card.
   Loss of passport.
   Theft or a non-violent crime (lost valuables, luggage).
   Employee / employer concerns.
   General social security and tax resource information.

To Apply or Learn More

If you are interested in applying for, or learning more about the CHI IP internship program, please enter your name, email address, age, and any comments or questions you might have below and then press the Send button. You should receive a confirmation email shortly and we will respond to your request for information as soon as possible.

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