Enrollment and Agreement
At the beginning of each season, we request that our cooperators return a signed copy of the IC Agreement, along with the required supplemental documentation. We will enroll your agency for every application year, which usually opens in July. Acceptance of applicants will hinge on your compliance with our requirements. We will hold an annual meeting to discuss the previous season’s outcomes and set goals for the upcoming season.
Enrollment and Agreement Requirements
The U.S. government requires all sponsors to have written contracts with their International Cooperators (IC), supported by documentation of business legitimacy. InterExchange will not release DS-2019 Forms to International Cooperators until the contract is signed and all supporting documents are submitted. The supporting documents should be original and include translations for items not in English. All documentation must be updated annually. These documents include:
- A written contract between InterExchange and the International Cooperator, including prices charged by IC and InterExchange.
- Proof of business incorporation and current operating license. Agreement to notify InterExchange immediately of any change in legal business status (with translation).
- Notarized statement from bank ensuring credit-worthiness of business or financial solvency (with translation).
- Admission of any previous bankruptcy and all legal actions pending.
- Three references from current business associates or partner organizations (with translation).
- Outline of all previous experience conducting J-1 program activity, including names of previous and/or current sponsors in the U.S.
- Outline of recruiting methods and copies of advertisements.
- Criminal background clearance of responsible officers, which includes employees who administer the Camp Counselor program, have access to participant documents, and those who contact InterExchange or government agencies regarding the participants.
- Detailed price list. The prices should clearly state all fees, including InterExchange, insurance, embassy visa application, SEVIS, and any travel arrangement charges.
- Notarized financial statements.
Contact Information – Please ensure that the contact information in your online account is accurate and up-to-date.
Country – Please note that if you recruit candidates from more than one country, you must complete multiple contracts and submit separate documents for each country. You must also: 1) obtain a business license, 2) maintain a physical presence in the country, and 3) conduct background checks on all staff in each location. Ensure that you consider elements such as flights and population numbers for each country on an individual basis.
Recruitment projections – Our focus is on placing a higher percentage of accepted applicants and providing a better quality of support to those applicants. We ask that you concentrate on recruiting candidates with highly specialized skills, a high level of English proficiency, and availability to arrive by June 15th or earlier. If you do not anticipate having as many potential applicants as we have allocated to you, please notify us early so we can plan accordingly.
Applicant fees – As a nonprofit organization, InterExchange keeps its program fees low to reach the widest audience possible. We expect our cooperators to join us in keeping the program affordable and
require that you inform us in writing about any fees you charge participants.
Once you have submitted your fees with the IC Agreement, you have agreed that you will not charge participants more than that amount. Please think carefully about your financial needs for the season before confirming your fees.
Fees
Your fee and refund policy must be clear and submitted to InterExchange.
Before a participant pays the program fee, they must understand what is included and which additional fees they may incur (such as the visa application fee, flights, and the cost of a background check). As one of our International Cooperators (ICs), you are required to provide documents that clearly outline all charges and financial policies in your organization’s promotional literature. Both InterExchange and participants must be informed of all fees in advance, as mandated by the U.S. Department of State.
Any fees charged to the IC by InterExchange (such as cancellation fees and returner fees) are outlined in your individual IC Agreement, Exhibit B. At the end of the summer, we will reconcile invoices, balancing the commissions earned against the fees owed.
Please note that InterExchange does not charge you, the IC, program fees, SEVIS fees, or insurance fees for the First Time Camp Placement program. Please keep this in mind when setting your prices. Our goal is to help you maintain affordability and competitiveness in the program.