Intern and Trainee FAQ's |
General Information
Q. What is Career Training USA?
A. Career Training USA is the department within InterExchange, Inc., which is designated by the U.S. Department of State to act as a J-1 Visa sponsor for Intern/Trainee program. In order to apply for a J-1 Visa at a U.S. Embassy/Consulate, all applicants must first have an organization such as ours agree to sponsor them during their program. In addition, Career Training USA can assist international students and young professionals with securing internships and practical training programs in the U.S. We also provide U.S. employers with access to highly motivated and qualified international candidates, who not only help to diversify the workplace but who also provide the international insight and cultural perspective organizations need to compete in the global market.
Q. What is a J-1 Visa?
A. The J Visa is a nonimmigrant visa issued through the Exchange Visitor Program. Entry into the U.S. as a participant in the Exchange Visitor Program is granted with the understanding that participants will complete the objectives of their program category. The program categories offered through Career Training USA are "Intern" and "Trainee".
Q. What are the eligibility requirements for the program?
A. The participant eligibility requirements are available on our site.
Q. What is the difference between an Intern and a Trainee?
A. Interns: Currently enrolled in and pursuing studies at a degree- or certificate-granting post-secondary academic institution outside the U.S. OR have graduated from such an institution within 12 months of program start date. Interns are permitted to work in the U.S. for up to 12 months, and their field of training must be related to their field of study.
Trainees: Have earned a degree or professional certificate from a foreign post-secondary academic institution (the degree does not have to be related to the field of training) and at least one year of related professional experience acquired outside the U. S. OR five years of related professional experience acquired outside the U. S. Trainees are permitted to work in the U.S. for up to 18 months (the exception is that Hospitality/Tourism programs may not be longer than 12 months). The Trainee's field of training should be related to their professional experience.
Q. What is the difference between the J-1 Visa Sponsorship Program and the Internship Placement Program?
A. J-1 Visa Sponsorship Program: Applicant and U.S. employer have arranged internship together and simply need a J-1 Visa sponsor.
Internship Placement Program: Applicants and U.S. employers would like Career Training USA to help arrange an internship AND serve as the J-1 Visa sponsor.
Q. How long can I stay in the U.S.?
A. The maximum duration of the J1 Intern visa is 12 months. The maximum duration of the J1 Trainee visa is 18 months. Hospitality/Tourism programs are limited to 12 months, per the program regulations.
Q. What is a DS-2019?
A. In order to apply for a J1 Intern/Trainee visa, an applicant must first be approved for sponsorship and be issued a DS-2019, which is a U.S. government document issued by Career Training USA certifying that we have agreed to sponsor your J1 Intern/Trainee visa.
Q. What is SEVIS?
A. SEVIS is the Student and Exchange Visitor Information System. All Interns/Trainees must be registered in the SEVIS database. Career Training USA will enter you into the SEVIS database if you are approved for sponsorship.
Q. What is the SEVIS fee?
A. You must pay the $180 SEVIS fee prior to your visa appointment at the U.S. Embassy. Career Training USA will give you instructions for making your SEVIS payment after your application has been approved. This fee goes to the Department of Homeland Security-not to Career Training USA.
Q. Can Career Training USA issue a J-1 visa?
A. No. Upon acceptance of an application, Career Training USA will issue a DS-2019 form. The Intern/Trainee then takes the DS-2019 form to the U.S. Embassy/Consulate in her/his home country when applying for the J-1 Visa. We can sponsor the visa, but we cannot issue it.
Q. I am already in the US. Can I apply?
A. No. Applicants should return to their home country to apply to the Intern/Trainee program
Q. I am currently participating in the Work & Travel program. Can I apply to be an Intern/Trainee?
A. You may apply to the Intern/Trainee program, but you must first return to your home country. The Intern/Trainee program may not function as an extension of the Work & Travel program.
Q. I have already had a J-1 Visa. Can I get another J-1 Visa through Career Training USA?
A. Applicants who have previously had J-1 Visas in other categories (Au Pair, Student, Work and Travel, etc.) can apply for both the J-1 Intern and J-1 Trainee visa at a later date.
Q. I have already done an Intern/Trainee program. Can I do the program again?
A. The J-1 Intern Visa is repeatable. However, to qualify for a new J1 Intern Visa, an applicant must show that they are learning new or more advanced skills. Career Training USA cannot sponsor back-to-back J-1 Intern Visas. For example, completing a J-1 Intern Visa of 12 months and immediately applying to do another J-1 Intern Visa of 12 months is not permissible. Our policy is that applicants should return to school for at least one more term before applying to another J-1 Intern program in order to demonstrate that they are actively pursuing a degree.
Interns/Trainees who have completed a J-1 Trainee visa must wait at least two years before being eligible for another J-1 Trainee Visa. This is not related to the Two Year Rule (Rule 212e), but it is part of the regulations for the J-1 Trainee Visa.
Q. Do I need insurance?
A. Participants are required to have accident and sickness insurance for the entirety of their stay in the US. Career Training USA offers insurance at an affordable rate. Alternatively, you can arrange insurance through our partner agency in your home country or independently, as long as it meets our insurance requirements. The insurance requirements for the program are listed in the application.
Q. Can I bring my dependents (spouse and children) to the U.S.?
A. Yes. Your spouse and/or dependent children may accompany you for the duration of your program. However, they must apply for the J-2 Visa (also sponsored through Career Training USA). Please indicate on your application that you will be bringing your spouse and/or children with you.
Q. Do my dependents need insurance?
A. Yes. Please submit a Confirmation of Existing Coverage Form for each dependent that will be accompanying you. Career Training USA cannot provide insurance for dependents. The Confirmation of Existing Insurance form in the application must be completed/signed/stamped by the insurance provider confirming coverage beyond all stated limits for the duration of the program.
Q. What is an I-94 card?
A. The I-94 card is used by Immigration and Customs Enforcement to track the arrival and departure of foreign nationals. You will receive an I-94 card upon entering the U.S., and you will be asked to give the card back when you leave. Please note the date indicated on your card-this is the date by which you must leave the U.S. If it is marked "D/S", that means you may remain in the U.S. for the duration of your program status. That is the end date of your program, plus your 30-day grace period.
Q. I lost my I-94 card. What do I do?
A. If you have lost your I-94 card, you can apply for a new one at the following link:
http://travel.state.gov/visa/temp/info/info_2009.html
Q. Is my employer required to pay me?
A. Programs may be paid or unpaid. Any pay or benefits should be arranged between the Intern/Trainee and his or her host company. However, you may only work at the location of your internship/training program, per the program regulations. If your position will be unpaid, please ensure you will have sufficient funds to support yourself while in the U.S., as you will not be able to work anywhere else.
Q. I am starting university next month. Can I apply for the International Student Internship Program?
A. No. You must be a full-time student currently enrolled in and pursuing studies at a university outside the U.S. or a recent graduate from a university outside the U.S. (within the past 12 months of your intended start date). You will be eligible to apply after you have started your degree.
Application Process
Q. How do I apply?
A. You can review our application process on our site.
Q. How long does the application process take?
A. Once we receive a complete application, the processing time for J-1 Visa Sponsorship is usually between 2-4 weeks. For the Internship Placement Program, the process can take up to 4-6 months, depending on your qualifications and the availability of jobs.
Q. Can you expedite the review of my application?
A. No. Career Training USA does not have a "rush" option and cannot expedite applications. Applications are reviewed on a first-come, first-served basis. Please submit your complete application to Career Training USA at least six weeks prior to the date on which you intend to begin your training.
Q. What are the reasons an application might be rejected?
A. Each application is considered on a case-by-case basis and we may reject any application that we feel does not meet our interpretation of the program rules and regulations. The most common reasons for rejecting an application, though, are as follows:
1. The applicant does not have the required education or experience in order to satisfy the eligibility requirements. Education is verified through transcripts or copies of your degree(s). Work experience is verified through letters of recommendation. Additional letters indicating verification of employment must be submitted if your years of experience cannot be verified through the letters of recommendation. If it is not demonstrated that you have the appropriate education and experience, your application cannot be approved.
2. The proposed internship/training program is for unskilled labor. If you are intending to perform unskilled or manual labor (waiting tables, housekeeping, etc.) we recommend contacting our H-2B or Work and Travel departments, through which unskilled labor is permitted.
3. The host employer does not meet the requirements listed in the application. Employers should have a ratio of at least 3 full time employees to each Intern/Trainee to qualify for the program. In addition, we are unable to sponsor applicants to train at home-based businesses or with companies who do not have a valid Workers' Compensation Insurance policy.
4. The proposed internship/training program is not related to the applicant's field of study or occupational experience. Interns' programs must be related to their academic field of study and Trainees' programs must be related to their occupational background.
5. The proposed program is in a field Career Training USA is not able to sponsor. Our general categories for sponsorship are as follows: Hospitality and Tourism; Information Media & Communications; Management, Business, Commerce, and Finance; Public Administration & Law; and the Sciences, Engineering, Architecture, Mathematics, and Industrial Occupations. We encourage you to inquire before submitting an application as to whether your program is in a field we are able to sponsor.
Q. I want to find my own internship. Where should I start?
A. Visit our page on Finding an Internship in the U.S. to get you started in the process.
Q. I found my internship. Are there any requirements my employer must meet?
A. Yes. All employers must have a Federal Identification Number, a Dun & Bradstreet Number, and an active Worker's Compensation Insurance Policy. In addition, the employer cannot be a home-based business and should have a full time employee to Intern/Trainee ratio of at least 3 to 1. All employers must also develop and sign a Host Employer Agreement Form as well as a Training/Internship Placement Plan, which describes the responsibilities and activities to be pursued in the internship/training program. Each employer is vetted and considered for eligibility on a case-by-case basis. If the employer or job tasks/responsibilities are found to be unsuitable for fulfilling the requirements of the program, we will ask you to pursue a program with another host employer.
Q. I am applying to the Internship Placement Program. Which format should I use for my resume?
A. All resumes/CV's should be in a U.S. format. For guidance, please refer to our templates on the Finding an Internship in the U.S. page.
Q. I can't submit all of my documents right now. Can you still approve my application?
A. In order to process an application, all information should be included. We cannot begin reviewing your application without all required documentation, so it is best to wait until your application is complete and submit all the materials at the same time.
Q. If my application is approved, am I guaranteed to get a visa?
A. The decision to grant a visa is the U.S. Embassy/Consulate's alone. While visa denials are rare, they do occur. Career Training USA has no control over the U.S. Embassy/Consulate's decision to grant or deny a visa application, but we will discuss alternative options with you should you be denied a visa.
Q. Do my dependents need to complete an application for the program?
A. No. There is a section in the application where you can add your dependent's biographical information. If you are bringing more than one dependent, please submit an additional attached document with the biographical information requested in the application. Dependents must also submit a copy of their passport, copies of all previous visas, and a Confirmation of Existing Insurance form confirming coverage beyond all required limits is in place for the duration of the program. Please note that dependents are not eligible for InterExchange's insurance.
Q. Is the application available is a format that is savable?
A. The application is only available in PDF format and is therefore not savable unless you have a professional version of Adobe.
Q. I am having trouble downloading the application. Can you help me?
A. The most common problem is not having the latest version of Adobe Acrobat. You can download the latest version at http://www.adobe.com/products/acrobat/readstep2.html
Q. Can I use my employer's health insurance?
A. Unfortunately, we cannot accept your potential employer's insurance, as in most cases it does not cover what is required for the program. In addition, coverage must be in place prior to accepting your application and must prove the coverage is valid for the duration of your program. In the event you quit or are fired, insurance coverage offered by your employer would end and you would not be in compliance with the program rules and regulations.
Q. I received my degree from inside the U.S. Do I qualify for the program?
To be eligible for the program, the regulations state that your degree must be earned in a post-secondary institution outside of the U.S. Therefore, your U.S degree does not qualify you for the program. If you are currently attending a U.S. institution, you may be able to pursue practical training after graduation as part of your current academic visa. Visit an international student advisor at your school to learn more about your options.
Q. My work experience occurred within the U.S. Do I qualify for the program?
A. Per the regulations for the program, only experience earned outside the U.S. is counted towards your eligibility. Therefore, you must first earn sufficient work experience outside the U.S in order to be eligible.
Q. Can I submit recommendations from U.S. employers/professors?
A. You should submit two letters of recommendation from employers/professors from outside the U.S. who can comment on the education and work experience you have gained outside the U.S. You may submit additional letters from U.S. employers/professors to supplement your application if you would like.
Q. How do I prove I have the requisite work experience for the Trainee visa?
A. If you are trying to show eligibility based on your degree plus one year related professional work experience or based on your five years related professional work experience earned outside the U.S, your recommendations must show that you have earned the appropriate number of years of related professional work experience. If you cannot document the required number of years of experience through letters of recommendation, you may provide verification of employment by submitting a letter from your other past employers simply stating your dates of employment.
Arrival & During the Program
Q. I just arrived in the U.S. Is there anything I need to do?
A. You must contact Career Training USA within 10 days of arrival with the following information:
1. Your exact arrival date into the United States
2. Your residential address in the United States
3. Your mobile and residential phone number (if you have secured one) in the United States
4. Your Date of Birth
5. Copy of your visa if you have not submitted it yet
6. Exact arrival date of your dependents (if applicable)
The preferred method of notification is by email, but you may contact us by phone or fax if you do not have access to the Internet. Upon receipt, we will activate your program in SEVIS. This is very important. If you do not contact us, you will go into 'No Show' status, and your program will be canceled.
Q. I am moving to a new apartment. Is there anything I need to do?
A. You must notify Career Training USA within 10 days of any change of address so that your record can be updated in SEVIS.
Q. How do I get a social security number?
A. The instructions for getting a Social Security Card can be found in the Intern/Trainee Handbook that was sent to you with your acceptance packet.
Q. What do I do if I lose my DS-2019 form?
A. You must notify Career Training USA immediately, and we will reprint your DS-2019 for a fee of $25. If you would like us to overnight it to you, there is an additional $20 fee for shipping.
Q. What do I need to do if I want to travel outside the US during my program?
A. Please submit your DS-2019 form to Career Training USA for a travel authorization signature. You can come into the office in New York or mail the form to us (registered mail is advised). Please submit a cover letter with your DS that includes the dates of travel, the destination, and a return address where we can send the DS. If you would like us to overnight the DS back to you, please include the $20 shipping fee.
Q. What do I do if I'm not feeling well?
A. If you need to see a doctor and are covered by insurance purchased through Career Training USA, you should contact the insurance company prior to your doctor's visit. The number for the insurance company is on the card that was sent to you with your acceptance packet. For further information regarding your insurance and a list of doctors and hospitals in your area, please visit the Insurance Information section of our Participant Resource Center.
Q. What do I do if I'm arrested, detained by immigration officials, seriously injured, or have any other emergency?
A. Please contact Career Training USA immediately. The toll free number during business hours is 1-888-621-1202. During non-business hours or the weekend, you can contact our emergency line at 917-373-0994. All other non-emergency inquiries should be made during normal business hours.
Q. I'm not making enough money. Can I get another job to earn some extra money?
A. No. The J-1 Intern/Trainee regulations prohibit you from holding a second job. You may only work at the place of employment indicated on the Training/Internship Placement Plan (DS-7002).
Q. I don't like my internship and would like to return home. Is there anything I need to do?
A. If you decide that you are going to end your program and leave the country, you must contact Career Training USA by phone or email. You must also submit the following information:
1. Intern/Trainee Final Evaluations from both you and your employer.
2. Your original DS 2019 form.
3. A cover letter or email stating that you are ending your program and returning home. This should include your last day of training at the company and your intended date of departure.
Q. I don't like my internship and would like to work for another host company. Can I switch to another company?
A. In order to change host companies, you must first notify Career Training USA by email explaining why such a change if necessary. If we agree that a change of host is reasonable, we will send you the Change of Host Application, which should be completed with your new host employer and submitted to us for review. If approved, you may begin training with your new host employer. Please note, you are not permitted to begin training at the new host employer until approved by Career Training USA. If you do so, you will be working at the company illegally and could be subject to program termination.
Q. I was fired, but I do not want to return home. Can I stay in the U.S.?
A. If you were fired, you must contact Career Training USA immediately. Depending on the circumstances of the termination of employment, you may be eligible to apply for a Change of Host.
Q. My program has ended. How long can I remain in the U.S.?
A. Although you are not permitted to work past the end date on your DS-2019, Interns/Trainees are permitted to stay a maximum of 30 days past the end date to travel within the U.S. and gather their belongings. This is referred to as the "grace period".
Q. I really like my Internship/Training program, but it is ending soon. Is there any way that I can stay in the U.S. and work at my internship a little longer?
A. The maximum duration of the Internship program is 12 months and the maximum duration of the Trainee program is 18 months (12 months for Hospitality/Tourism). If your program is shorter than the maximum durations listed above, you may be able to extend your program. Please contact us for additional information and an application. All extension applications must be submitted at least one month prior to your original end date. Please note: You cannot extend your program past the maximum duration listed above.
Q. Why do my employer and I have to submit evaluations during my program?
A. Interns/Trainees/Employers must submit evaluations to remain in accordance with the program regulations. Interns'Trainees with programs of 5 months or shorter must only submit final evaluation forms. Participants with programs of 6 months or longer must submit both interim (midpoint) and final evaluation forms to remain in compliance with the J-1 Visa regulations.
