Camp Director FAQ's
General and Regular Program
Does the Camp USA office staff have camp experience?
What does it cost to register and to look at applications?
What countries do you recruit participants from?
How does Camp USA screen its applicants?
How do I review applications?
How long will Camp USA participants be able to work at camp?
What if I already have someone I want to hire?
What's the 10% rule I've heard about?
How do I sign up?
I just registered with Camp USA. How long will it take for me to get my username and password?
What happens if I make a mistake while I'm logged on to my camp's page?
I already approved a Pre-Placed applicant. Why is s/he still listed as "On Review"?
What do I do if I want to reconsider someone I previously rejected?
My participant's visa status is listed as "pending." Should I be worried?
What is the SEVIS fee I've heard about?
Are international staff exempt from paying taxes?
Are international staff exempt from Social Security, Medicare tax, and Unemployment withholdings?
What if I am having a problem with one of my InterExchange Camp USA staff members?
What if I need additional staff during the summer or for post-camp?
Pre-Placed Program
I have an international staff member who I would like to hire for next summer. What can I do to help him get his application ready?
When can my staff send in their Pre-Placed applications?
Who should pay the Pre-Placed fees?
Are Pre-Placed fees the same in every country?
One of my staff members came through another organization last year. Is it okay if she comes through Camp USA this year?
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?
How long will it take to process an application?
Can one of my staff members send in his application after the April 23rd deadline?
What is the SEVIS fee, and why is it non-refundable?
What happens if I pay for a staff member who receives a visa rejection or pulls out of the program?
I am hiring participants through Camp USA's Regular and Pre-Placed programs. If I am paying my Pre-Placed participants' fees, can you add those fees onto my final invoice?
What is the easiest way for me to check the status of a staff member's application?
General and Regular Program
Q. Does the Camp USA office staff have camp experience?
Q. What does it cost to register and to look at applications?
Q. What countries do you recruit participants from?
Q. How does Camp USA screen its applicants?
Q. How do I review applications?
Q. How long will Camp USA participants be able to work at camp?
Q. What if I already have someone I want to hire?
Q. What's the 10% rule I've heard about?
Q. How do I sign up?
Q. I just registered with Camp USA. How long will it take for me to get my username and password?
Q. What happens if I make a mistake while I'm logged on to my camp's page?
Q. I already approved a Pre-Placed applicant. Why is s/he still listed as "On Review”?
A. Pre-Placed applicants remain "On Review" until their applications are complete. For a list of items that your applicant is missing, please click on his or her name.
Q. What do I do if I want to reconsider someone I previously rejected?
A. Call us. We will tell you if the applicant is still available.
Q. My participant's visa status is listed as "pending." Should I be worried?
Q. What is the SEVIS fee I've heard about?
A. On September 1, 2004, the U.S. Department of State mandated a $35 Student and Exchange Visitor Information System (SEVIS) fee for all camp participants. This fee must be paid before Camp USA is able to print DS-2019 forms. Camp USA will provide participants with SEVIS receipts, which they must bring to the embassy as proof of payment. Participants are responsible for paying their SEVIS fee, which is included in all Regular program fees. We recommend that camps allow Pre-Placed applicants to pay the SEVIS fee on their own.
Q. Are international staff exempt from paying taxes?
Q. Are international staff exempt from Social Security, Medicare tax, and Unemployment withholdings?
A. Yes. Camp USA participants are non-resident aliens on a J-1 Visa. They should not have Social Security, Medicare, or Unemployment withheld. For more detailed information, please look at the IRS's Employer Tax Guide and Publication 515 at www.irs.gov.
Q. What if I am having a problem with one of my InterExchange Camp USA staff members?
A. Call us immediately. The Camp USA office staff is here to help with any issues you might have with your participants.
Q. What if I need additional staff during the summer or for post-camp?
A. Give us a call and let us know what you are looking for. We will keep you in mind in case any staff members become available. For post-camp staff, please let us know what positions you need to fill and the dates they need to be there. When participants call us at the end of the summer looking for post-camp work, we will pass along your contact information for them to get in touch with you.
Pre-Placed Program
Q: I have an international staff member who I would like to hire for next summer. What can I do to help him get his application ready?
A: First, you will need to register with Camp USA for the upcoming season. You will also need to send your staff member a signed contract on camp letterhead, outlining the dates of employment, position, and stipend. If the staff member is a returning employee, you can give him a performance evaluation from last summer, which he can use as his reference for the application. Once you have taken care of those three things, your staff member will have everything he needs from you to complete his Pre-Placed application.
Q: When can my staff send in their Pre-Placed applications?
A: As early as possible. We encourage participants to send in their applications as soon as they are complete. We print DS-2019 forms in the order that the applications were received. The earlier participants send them in, the earlier they will get their paperwork. However, we recommend that they send in their applications at least 2 months before they are supposed to be at camp to ensure that they have enough time to receive the paperwork, get a visa appointment, and find a flight to get them to camp on time.
Q: Who should pay the Pre-Placed fees?
A: Camp USA encourages participants, not camps, to pay all fees. That way, camps are not financially responsible for their staff members if any of them receive a visa rejection or decide to pull out of the program. However, if camps prefer to pay the fees, they may do so.
Q: Are Pre-Placed fees the same in every country?
A: Aside from Canada, all Pre-Placed participants pay the same fees. Canadians pay a slightly lower program fee. Participants who apply through one of our international cooperators will still pay the same Pre-Placed fees as someone who is applying directly to Camp USA.
Q: One of my staff members came through another organization last year. Is it okay if she comes through Camp USA this year?
A: Yes. Participants who went through other cultural exchange programs in the past can come through the Camp USA 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: For counselors, there is a restriction for how many participants Camp USA can sponsor if they have worked at camp for 3 years or more. Camp USA can only bring over 10% of the total number of counselors we brought over last summer to work as 3rd-year or more counselors. This restriction does not exist for support staff participants. Because of this regulation, we encourage 3rd-year or more participants to send in their applications as early as possible so we do not reach our quota before we can process their applications.
Q: How long will it take to process an application?
A: Once we receive a complete application 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: Can one of my staff members send in his application after the April 27th deadline?
A: Yes, but Camp USA cannot guarantee that we will process it. Also, if the application is going to arrive after the April 27th deadline, the participant must include the appropriate late fee. We are allotted a certain number of DS-2019 forms to distribute each season, and we may run out after the initial deadline. Be sure your staff members apply early to avoid this problem. Our 3-week guarantee does not apply to applications we receive after the deadline.
Q: What is the SEVIS fee and why is it non-refundable?
A: SEVIS (the Student and Exchange Visitor Information System) was created by the U.S. Department of State to track student and exchange visitors entering and exiting the country. All J-1 Visa applicants must pay this fee. It is non-refundable because Camp USA must pay the $35 to the government before the SEVIS receipt is issued. Therefore, this fee must be paid before any paperwork can be printed, and we cannot return SEVIS receipts to the government for a refund if a participant is unable to come on the program.
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 Camp USA or their cooperator by September 1, 2009. 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 if the participant pulled out of the program after Camp USA issued a DS-2019 form or if the participant received a visa rejection and cannot submit proof of the denial. If the participant pulled out of the program before Camp USA issued a DS-2019 or if the participant received a visa rejection and can submit proof of the denial, you will receive a full refund minus a $50 administrative 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 Pre-Placed programs. If I am paying my Pre-Placed participants' fees, can you add those fees onto my final invoice?
A: No. In order to process a Pre-Placed application, Camp USA must have full payment. If you would like to pay for a Pre-Placed participant's fee, you can pay by check, credit card, or our online payment option.
Q: What is the easiest way for me to check the status of a staff member's application ?
A: Log on to your personal Camp Director's Home Page. On the main page, you will see a list of all of your staff members "On Review", both Regular and Pre-Placed. By clicking on your Pre-Placed staff member's name, you can see what is missing from his or her application, view the application, and confirm placement online.
For additional information about the Pre-Placed application process for international staff, please visit the Pre-Placed participant FAQ page.
