Checklist for a Successful Program
Checklist for a Successful Program
Successful experiences with the InterExchange Career Training USA intern and trainee program are due in large part to host employers like you who provide exceptional training. Here is a step-by-step checklist to make sure that you are providing the best J-1 Traineeship or Internship that you are able!
1. Prepare your Participant for Arrival And Onboarding
- Offer housing guidance! Include tips about the local area, banks, shops, and share our housing information resources.
- Provide a formal introduction and company handbook, so they can be more familiar with the environment, staff, and culture of their new day-to-day life.
- Inform participants of the company’s policies and benefits (such as paid time off, sick days, or office perks).
- Discuss all the on-boarding paperwork with participants and, if paid, let them know what to expect in their paycheck after taxes. Realistic expectations can help them budget accordingly.
2. Review the Differences in J-1 Non-Resident Taxes
- SSN: Your participant cannot apply for a Social Security Number until they have arrived, their program start date has passed, and their SEVIS record has been activated. Even then, there is often a delay– be prepared to pay your participants before they are issued a SSN.
- W-4 Form: Explain how to fill out this form and explain what U.S. taxes they will be paying.
- For tax purposes, J-1 Visa Holders are considered “Non-Resident Aliens,” and are exempt from paying FICA (Social Security) and FUTA (federal unemployment taxes per IRS Code Section 31.21. (B)(19).
- I-9 Form: Employment Eligibility Verification Form, notifies the Federal Government that they are allowed to work in the U.S. Complete as much of this form as you can, then set aside for when the participant receives their SSN.
3. Provide Participants with a Clear Set of Guidelines
- Be clear, direct, and honest with your expectations so participants know what to do. First impressions can set the tone for the rest of the program.
- Most misunderstandings arise from miscommunication or cultural differences. Regular communication, clear schedules, and explicit deadlines will make the program run smoother for everyone!
- In certain cultures, it is not appropriate for subordinates to address concerns with superiors, so if you notice participants are having a difficult time, take the first step and open the conversation.
4. Integrate Participants into the Company
- Activities (like cultural activities!) encourage staff cohesion and provide an alternate setting for social interactions outside of the working environment.
- Make sure you create opportunities for them to share their culture with you, too– remember this is an exchange!
- Include them in company activities and traditions, both in and out of the office– things like office sports teams, group lunches, parties or picnics, or even a speaker series!
5. Listen to your Participant, and be on the Lookout for Culture Shock
- Bringing international interns or trainees into your office can cause culture shock for everyone involved. Frequent and open communication is the best way to resolve this! Be ready to adapt your style and approach.
- Ask about the standard business practices and culture from back home, to understand their perspective, get to know them, and make them more comfortable. Not only will it help them get the most out of the experience, but it ultimately benefits your company as well!
- Remember to fully support your participant as they learn and ask questions, and be sure to provide challenging, professional-level tasks.
- While all J-1 Visa participants are required to have English language proficiency, a second language takes some getting used to. Be patient, and mind idioms and slang– those can be tricky even for native speakers!
- If your participants are having trouble, try to imagine yourself in a similar situation. They may require some extra attention or assistance. Welcome them, treat them fairly and communicate openly for the best results.
6. Check-in Regularly
- Weekly check-ins or one-on-ones are great ways to track progress, offer feedback and guidance, and allow time to discuss questions or concerns. This doesn’t have to be a formal performance review or evaluation– setting aside time to regularly talk about how things are going can be just as effective!
- Particularly for longer programs, evaluations (written or in person) allow you to touch base with the intern/trainee and assess both the program and their performance. They also help to gather important feedback to improve the program for you and your future participants!
- Conducting an exit interview is also a great opportunity to assess what your participants have learned about U.S. business culture, as this may help to inform your practice in global environments.
7. Keep in Touch with InterExchange
We love to hear from both you and participants! Please make sure to reach out to us for any of the following:
- Training Plan Changes: New supervisors, moving office locations, compensation changes (such as raises!), participants leaving early, or any big adjustment to the training plan phases as they were written when approved
- Injury/Accidents: Participants’ Program Fees include accident and sickness insurance, so please tell us about any concerns for your participant’s wellbeing. Especially in the case of any accidents or hospitalizations, or anything that may impact the participant’s training, be sure to get in touch with us ASAP!
- Issues/Concerns: Any challenges with a participant, concerns about the program, or even if the participant leaves early, be sure to contact InterExchange first before deciding to end a program. We’re here to help you!
- Fun Stuff: We love to hear about all of the fun parts of the program, too! If you have pictures, a success story, or any interesting activities, feel free to email them to us! We would love to hear from both you and the participants.
