Q: I know who I want to hire. What should I do next?
A: First, register with us for free. Then, be sure to send your applicant a signed contract on camp letterhead, outlining the dates of employment, position, and stipend. If this is a returning staff member, you can give him/her a performance evaluation from last summer, which can be used as his reference for the application. Once you've taken care of that, your applicant will be ready to fill out our Self Placement Application.
Q: When should my staff send in their Self Placement applications?
A: As early as possible. The earlier participants send them in, the earlier we'll be able to provide them with their paperwork. All applications should be submitted at least 2 months before they are supposed to be at camp. This will give them enough time to receive their paperwork, get a J-1 Visa appointment at the U.S. Embassy, and find a flight to get them to camp on time. Please remember that our Self Placement application deadline is April 30. Applications received May 1 to May 8 will incur a $100 late fee. Applications received on or after May 9 will incur a $125 penalty. InterExchange cannot guarantee that we will process any applications received after the April 30th deadline.
Q: Who pays the Self Placement fees?
A: Participants are responsible for paying their own program, visa, insurance and travel fees. You may elect to pay the fees for the participant, However, you're not required to do so. If you do choose to pay the program fees for your participant, please keep in mind that if they do not receive a visa or pull out of the program after their forms have been printed, applicable refunds are dependent upon them returning their forms to us. If applicants pay for their own fees, they have more incentive to return the forms in order to get a refund.
Q: One of my staff members came through another organization last year. Is it okay if she comes through InterExchange this year?
A: Yes. Participants who were sponsored through other cultural exchange programs are welcome to return through InterExchange Camp USA Self Placement program.
Q: This is one of my staff member's third summer at camp. Is there any restriction on how many years a participant can work at camp?
A: Counselors are welcome to return for a third year or more, but InterExchange can only provide J-1 Visa sponsorship to a limited number of counselors who are returning for their third year or more. We encourage these counselors to send in their applications as early as possible so that we have a better chance of assisting them. We usually fill our quota by early April. There's no restriction involved for returning support staff other than that they must still be students.
Q: How long will it take to process an application?
A: Once we receive a complete application, payment, and confirm the placement with the camp, participants will get their DS-2019 and SEVIS receipts within 3 weeks. Many times, applications are held up because something is missing from the application, we are missing payment, or we are unable to confirm the placement with the camp. As a director, you can speed up the process by confirming placements online or by sending back the Pre-Placed Director's Form as soon as you receive it. Please note that our 3-week guarantee does not apply to applications we receive after the deadline.
Q: What happens if I pay for a staff member who receives a visa rejection or pulls out of the program?
A: In order to receive a refund for these participants, they must return their DS-2019 forms to InterExchange. Without this form, we cannot issue a refund. Once we receive the DS-2019 form, we will refund you the full amount paid, minus a $100 administrative fee and the non-refundable $35 SEVIS fee if the applicant pulled out of the program after InterExchange issued a DS-2019 form or if they were rejected a J-1 Visa. This is why we recommend that camps do not pay for participants fees so that they are responsible for returning the forms.
If the participant pulled out of the program before InterExchange issued a DS-2019, you will receive a full refund minus a $50 administrative fee and the $35 SEVIS fee. All late fees and/or shipping fees are non-refundable. Please note that all refunds are processed in September, and the SEVIS, shipping, and late fees are all non-refundable.
Q: I am hiring participants through Camp USA's Regular and Self Placement programs. If I am paying my Self Placement participants' fees, can you add those fees onto my final invoice?
A: No. In order to process a Self Placement application, Camp USA must have full payment. If you would like to pay for a Self Placement participant's fee, you can pay by check or credit card. We also offer a convenient online payment option.
Q: What is the easiest way for me to check the status of a staff member's application?
A: Log in to your personal account. On the main page, you will see a list of all of your staff members "On Review", both Regular and Self Placement. By clicking on your Self Placement staff member's name, you can see what is missing from his or her application, view the application, and confirm placement online.