Host Family Handbook

Philosophy

Welcome to the Education Travel and Culture (ETC) Exchange Visitor Program! Without you, our program would not exist.

We thank you heartily for being part of our organization and for acting as temporary parents to our foreign exchange students. The time you share with your student will last a lifetime, often carrying on to future generations. We are here to support you at all times and to ensure a positive experience.

The philosophy of ETC is to promote international goodwill and understanding by providing high quality educational and cultural exchange programs. It is our belief that participation in international experiences will foster a significant understanding of the values and attitudes of foreign cultures, while at the same time exposing foreign students to the uniqueness and diversity of American life.

MISSION

To promote international understanding and goodwill by providing high quality educational and cultural exchange programs for high school students.

Since 1999, Education Travel & Culture promotes cultural exchange programs.

Arrival Information

Most ETC students will arrive one or two weeks before their school start date. Per US Department of State regulations, a student may not arrive more than thirty (30) days before the school start date.

As ETC receives the final details of the student’s flight information, we will be sure to share it with you. Please review the flight information carefully and confirm that they have received the information. If you have received di erent flight information via the student or the natural parents, please contact your Local Coordinator (LC) or Field Manager (FM) immediately so the ETC o ce can verify which one is accurate.

Please check your student’s flight status before departing for the airport to confirm arrival time, and to avoid any unnecessary trips if the flight is delayed.

We encourage all host families to pick up their students at the airport. If you know that your student is flying as an unaccompanied minor (UM), please make sure the student lists both host parents and the LC on the list of authorized people to pick them up. The authorized person will need to show their ID at the airline check in. The student is often exhausted upon arrival, and it is reassuring for them to be greeted by the host family they have communicated with throughout the summer. When possible, the Local Coordinator or ETC representative will also be at the airport to greet the student and help with introductions.

Each student is provided with an ETC ID card, which was included at the bottom of their placement confirmation form (PCF), that was provided to them prior to their arrival by the agency in their home country. This information can also be found in the student’s ZAPP account. It is required that all ETC students keep their printed ID card with them (in their wallet) at all times as the card contains very important contact information for the host family, LC, and other phone numbers to call in case of an emergency. The ETC ID card also includes the student’s insurance information. If the student did not receive the printed ETC ID card from their agency in their home country, it is very important that the student print out their ID card immediately after arrival. If the student is not able to locate their ID card in their ZAPP account, please have them contact their local coordinator for assistance.

Tips for your Student’s Arrival

-Make a BIG welcome sign with your student’s name to help them find you (they don’t usually resemble their photo).

-It’s a nice gesture (although not absolutely necessary) to leave a small token gift like balloons or a basket of local souvenirs, e.g. items with the school logo in your student’s bedroom to present to the student.

-Greet them with smiles and warm gestures –they have been traveling for a very long time and have left behind their family and friends.

-Speak slowly and utilize hand gestures for the first few days. The students have su cient English abilities, but this will be their first experience using the language without the support of a teacher.

-Try to help them adjust to local time immediately. If they can stay awake until at l east 8 or 9 PM the first night, it will help their jet lag recovery. A healthy diet and busy schedule the first few days will also help.

-Welcome them into your home and show them around. However, avoid going over the house rules the first day. Give them a day to settle in.

-Make sure to cover the house rules and ETC’s Expectations Worksheet (Appendix A) within the first week. It will make for a much smoother experience. Remember it is better to overstate than understate!

-It is important that the host family’s rules and expectations for the student are WRITTEN down on the Expectations Worksheet as this provides a more “o cial” record of the expectations. It also prevents the student from having to try and remember lots of details all at once. The worksheet can be referred to as many times as is necessary over the course of the student’s program, and is a great tool to encourage regular, open discussion about the student’s behavior and adjustment to family life. Your local coordinator is required to obtain a copy of the completed Expectations Worksheet during the first Monthly Contact form. Please make sure complete this form as soon after student arrival as possible.

-After the first email/phone call home to the natural parents to let them know they have arrived, it is important that the student doesn’t rely too heavily on regular communication with home to help with adjustment issues. Important note: although you can encourage the student to use strategies that avoid too much contact with home, neither you nor the host family must ever prohibit the student from communicating with their natural family.

-Prior to the student leaving the home by themselves for the first time, ensure that the student has a copy of their ETC ID card and/or an emergency contact card in their wallet. This should include the host family name, address and contact phone numbers. ETC and US Department of State emergency numbers should be provided as well.

The US Department of State requires that all host families receive a Host Family Orientation (HFO) before their student arrives. In addition, they also require that all students attend a Student Orientation (STO) session within 10 days of their arrival.

Please be prepared for this once you student arrives.

ETC will o er group orientations for host families and students when possible. If you or your student are unavailable or unable to attend one of our group orientations, you will be required to have an individual session delivered by the Local Coordinator.

Important Documents

ETC will o er group orientations for host families and students whenpossible. If you or your student are unavailable or unable to attend one of our group orientations, you will be required to have an individual session delivered by the Local Coordinator.

•Plane ticket

• Passport with J-1 visa

•DS-2019 visa form issued by the ETC office

Please Note:

•Insurance card and ETC ID card should always be kept on the student’s person

•ETC’s emergency contact information should be readily accessible

At the airport or within the first 72 hours, please verify that the student has their DS-2019 form Please refer to Appendix B to view a sample DS-2019 form. If the student arrived without the DS-2019 form then the immigration o cer would have issued them an I-515A form, which is an o cial document given to travelers entering the United States who do not have all the required paperwork. If the student has form I-515A, please contact the ETC Program Manager, Jocelyn Oswald at the ETC office immediately: (877) 222-9803. As the sponsoring organization, ETC has thirty (30) days to submit the required documents to SEVIS. If the missing documents are not submitted within thirty (30) days after the student enters the United States, the student will fall out of legal status and will be required to leave the country immediately.

After the student’s arrival the student will receive an updated DS 2019 and visa coverletter with the actual program dates. These dates are based on the student’s school end date and (the dates stamped on the visa in the student’s passport are not usually correct). It is important that the student keeps the DS 2019 with their passport. For any approved travel outside of the U.S. the student must mail the DS 2019 to Jocelyn Oswald to sign in blue ink before you leave the country. If this is not done the student will not be allowed to re-enter the U.S.! If the student is approved to extend their stay at the end of the program, they may remain ONLY up to 30 days after their last day of school. This extension must be approved by ETC and an extension form will be provided to a few months prior to the end of your program. After the program end date and before departure, students cannot leave and re-enter the United States (such as travel to Mexico or Canada).

Host Family Guidelines

Students should be welcomed as a family member and treated with the same amount of respect and compassion that you would give your own child. Students should also be expected to follow the family rules and assist with household chores the same way an American son or daughter might. Students should not be expected to act as babysitters or housecleaners.

Host family (HF) members can be helpful to the student's progress by showing interest in English conversation and asking questions about their progress at school, and their adjustment to life in their new community.

House Rules

The family should familiarize the student with their house rules: e.g., when dinner is served; what the rules are for "helping oneself" to food; cell phone use rules, how laundry is handled; what time curfew is; etc. Please do not treat students like a guest and try to treat them as a family member as soon as possible. This helps to avoid feelings of being taken advantage of by the student or that the home is being used as a "hotel." As part of the assimilation process, it is also strongly recommended to write down all the house rules with the student during the first week of arrival and to make sure that the student is familiar with the house and all the house rules. Families that expectstudents to learn by watching the actions of their own children will often be disappointed. Do not expect students to learn primarily through observation and it is important that all expectations are written down and posted somewhere to serve as a reminder. The Host Family Expectations Worksheet provided to you in your welcome packet is a great tool that is required of each host family. Your local coordinator is required to obtain a copy during the first month’s monthly contact form.

A note about electronic phone usage: ETC has a Term of Participation that states students should not use their cell phone or electronics for nonacademic use for more than thirty minutes per day. Only thirty minutes a day to be on a cell phone, iPad, computer etc. is unrealistic for today’s teenager. ETC has this rule so that if we need to enforce it, we can. However, we ask that you make your own house rule regarding cell phone usage and times that are acceptable to use which go beyond 30 minutes. You have may have a rule for your own children or you can create one comparable to the average teen with the help of the local coordinator. We do not want electronics to interferewith your relationship with the student or the student’s integration into the USA. Should you have questions or concerns, contact your field manager or local coordinator.

Religion

No attempt should ever be made to change your student's religious beliefs or proselytize. It is acceptable to give your student an opportunity to be exposed to your religion as part of their US cultural experience. You may ask your student to attend church, synagogue or temple services on a few occasions, but they should not be required to attend regularly unless they specifically ask to.

Student Living Space

The HF must provide a separate bed, in a bedroom/enclosed room for their student. The student may share a room with one host sibling of the same gender and similar age. The student's bed cannot be placed in an open area such as a family room or furnished basement. The student’s bedroom must have a window and door that allow for escape in case of an emergency.

The HF must provide a private and quiet study space for their student to complete their homework.

Meals

The HF must provide up to three meals per day, including a sack lunch on school days. If the student wishes to buy lunch at school the student is responsible for paying for lunch, but they must be given the option of packing a lunch.

Transportation

The HF will ensure that the student has transportation to and from the school.If there is no school bus or public transportation available then they will have to arrange for a carpool or drive the student to and from school.

Money

Your student will bring their own spending money. Students will arrive with a credit/debit card to access their money. Students and their HFs should not borrow money from each other. Money misunderstandings can create distrust in student and HF relationships. If your student has any trouble accessing money, you must tell your local coordinator immediately.

The student is responsible for all personal expenses including:

•Meals: The HF must provide three meals a day. However, the student is responsible for any additional meals. If the student wants to buy lunch at school, the student is responsible for paying. If the student requires special foods that are not part of the HF's normal diet, the student is responsible for buying that food.

•Entertainment: Movies, snacks, sports events, restaurant meals, ETC events, etc.

•Travel and Excursions: Any cost associated with their own travel activities.

•Personal Items: Toothpaste, shampoo, makeup, deodorant, etc.

•Clothing: All clothing including winter jackets.

•School expenses: Including books, class fees, quarterly fees, yearbooks, sports and special events.

•Transportation: Travel to and from school if there is not a school bus.

•Phone calls and cell phone expenses: (Host Family should not provide the student with a cell phone or add student to family cell phone plan. This is their responsibility.)

•Miscellaneous: Stamps, entertainment subscriptions, Apostille fees, etc

Insurance

Students are insured for medical and dental emergencies. HFs should not pay any medical or dental bills. The student's insurance card or information sheet will have the appropriate information for reimbursement. Please see the "Insurance" section in the Host Family Handbook for more information.

Student Safety

ETC has created a “Student Safety Handbook” including information on Sexual Abuse Prevention, Disaster Preparedness, Internet and Cell Phone Safety, Instructions for Lost Students, Safe Travel, Guns, Teen Violence and Dating Precautions. We strongly encourage host families to read and discuss this with their students and answer questions that they may have. If the host family or student has questions, please ask your ETC Local Coordinator or ETC Management sta .

Guns

Guns are not a part of most other cultures. Families who have guns must not display them to the students and should keep them SECURELY LOCKED AWAY at all times. ETC students are not allowed to participate in any hunting or gun related events/excursions due to liability purposes. Paintball is not covered by the insurance and is also forbidden. If you have guns, the ETC Firearms Statement must be completed as part of your host family application.

Driving

ETC students may not drive any motorized vehicles (including cars, motorcycles, scooters, snowmobiles, jet skis, etc.) while they are on the program.

Smoking

ETC students are prohibited from smoking during the program. This includes all forms such as vaping or smokeless tobacco.

Travel

ETC is an educational homestay program, providing the exchange student the experience of living with an American family and attending an American high school. ETC is not a travel program, and host families are not expected to take students on a tour of the country. All travel requests must be pre-approved by the host family, ETC, and the student's natural parents. Please see the “Travel” section of the handbook for more details. Please note that ETC does provide some ETC organized trips to students in good standing throughout the year.

Students are not permitted to stay home alone OVERNIGHT for any reason. Any host family travel or situation where a student needs temporary housing must be discussed with the local coordinator prior to the host family’s travel plans. The local coordinator can assist finding temporary housing for the student if needed. Any temporary housing will require ETC is given the names and information of individuals so that we can provide full screening including criminal background checks for any adult over the age of 18 staying with the student as well as full name(s), dates and addresses of the student’s whereabouts for the duration of the stay.

Gifts

The family should be gracious in receiving gifts from the student's families, but it is not necessary for you to feel obligated to give gifts, since you are already providing the student with room and board. It is not uncommon for a family to give their student a gift for their birthday or during the holidays, but a family should not feel pressured to give elaborate or expensive presents.

Family Participation

Host families are encouraged to participate in ETC activities, especially the 'Welcome Party' in the fall and the 'Farewell Party' in the spring. Your Local Coordinator (LC) should also include host families in many of the events.

Monthly Reports

Each month your student is here in the U.S., your LC is required to complete a monthly report. Host families should assist in the timely completion of the monthly report. Please set aside a few minutes at the end of each month to discuss with your LC how things are going with your student. Each month y our LC is required to visit with your student in person. This may take place outside of the home, with other exchange students, or occasionally at your home. Please be cooperative with your coordinator in setting up these visits. It is required by ETC and the U.S. Department of State.

Host Family- 2nd Visit Interview (2VI)

Every host family is required to have a 2VI is required by the U.S. Department of State. All host family members must be present for the interview. The 2VI must occur within the 60 days of the student’s arrival into your home for regular placements and 30 days of student’s arrival into your home for Welcome Placements. The interview should take no longer than 20-30 minutes. Any changes to the host family home will be documented (including pictures of the home)

What to expect:

1.7 questions regarding the experience thus far, updates to application, travel plans, etc.

2.You will provide a tour of home and asked about any changes that deviate from the original interview. (i.e. if a student is now if a di erent bedroom than initially planned)

3.Verification of original state of the home and members residing in the home (i.e. someone has moved in or out.)

4.A person OTHER THAN the person who conducted the 1st interview must conduct the 2nd interview. (i.e. If your Local coordinator conducted the 1st interview, they are not allowed to conduct the 2nd per the U.S. Department of State.)

The family should accept these guidelines and the authority of the LC. If problems arise which the LC cannot resolve, please contact the Field Manager, or ETC Portland o ce. The ETC Portland o ce can be reached in an emergency, 24 hours a day, TOLL FREE (877) 222-9803. Our program

Helping Your Student Adjust

Culture Shock

Some students may initially su er from stress and culture shock. Do not panic. Instead, let your Local coordinator know if your student is eating poorly, withdrawing or not communicating. Some students may be simply overwhelmed by their new surroundings, so the best thing they can do is to stay busy and keep their minds o friends and loved ones back at home. Culture shock is not uncommon and it will usually last around one to two weeks after arrival. During that time, students should limit phone calls and e-mails with home in order to focus their learning around their host family, school and local community. If a student receives too many calls from friends and family in the home country, please let your local coordinator know and an ETC representative can communicate with the overseas partner about the situation. Reviewing the Adjustment Cycle with the student in the Student Handbook will be helpful to discuss feelings of culture shock as they arise.

Communication

Communicating with your student is the most important step you can take in helping your student adjust to their new environment. Most students have three to five years of English grammar and reading, but their conversational English may be awkward and formal. When your student arrives, allow them time to hear and speak English. Hearing another language requires hard work, but with your help and support your student will make great progress toward speaking clear and fluent English.

Every culture has a unique style of communication. Americans are more direct in speaking, use direct eye contact, and give lots of hugs. In some societies, this is considered unusual. Some linguistic di erences may also get in the way, for example, a student may say “yes” when she means “no” if your statement has a negative verb. Be patient and understanding with your student in order to avoid turning small cultural di erences into larger communication problems. Of course it's fine to “be yourself” and get your student warmed up to American cultural norms-that’s why they are here, after all!

Your student may arrive without the skills to use polite English grammar. They may not use “May I,” “Please,” or “Is it possible...." when stating a request. Please try not to interpret a direct request as a sign of rudeness. Example:

“I go to store” may actually mean "May I go to the store?" It’s fine to model and explain such phraseology to the student.

Household Rules and Expectations

ETC will give the students an orientation shortly after their arrival. However, you should familiarize your student to your home and how it works. Give them a tour and explain how to take a shower, how to use any essential gadgets, where everyone sleeps, and where the family eats. Don't take anything for granted. It is important to clearly explain the rules in detail.

It is important to go over these topics with your student while completing the Expectations Worksheet:

•Clarify your family’s rules for inviting friends over for visits, meals, and parties. Keep in mind that foreign students are allowed minimal contact with other students who speak their native language.

•Be sure to let your student understand your expectations regarding leaving the house. He or she should let you know where they are going and when they'll be back before taking o with a friend or neighbor.

•You may also need to help the student understand the appropriate attire for di erent occasions and what rules apply to dating.

•Tell him or her what hours are acceptable for cell phone use, phone calls (no daily calls home as this makes them more homesick), texting, computer use and television viewing.

•Clearly inform your student about the family schedule: dinner time, study time, bed time, etc.

•Explain your family’s table manners including who sets the table, who clears the dishes, and where in the home food and drink are allowed.

•Don't forget to let your student know about household chores, keeping their room and common areas tidy, washing dishes, making the bed, and washing clothes (they will not be familiar with American washing machines or dryers).

•We suggest you write down these rules with the student using the Expectations Worksheet. Many students are overwhelmed upon arrival and it helps for them to have a written document to refer to as they continue to settle in to life with their host family.

Transportation

Many students are used to extensive public transportation. It's hard for students to have to constantly ask for help from the host family, especially for transportation. You can make this easier by o ering to drive or to help the student arrange transportation with other students and families. However, you are not expected to be a taxi service for the student. Help them understand the “carpool” concept, which will also get them started on new friendships at school. Some families find a weekly meeting helpful to review the upcoming week’s activities.

If public transportation is available, go through the ticket-buying process and take a ride on the bus or train with them to show them how to use the system. Riding a bike may be an option as well, as long as safety is first and local laws are followed.

Money

Be sensitive to spending habits and money issues. Students may need help budgeting to make their money last. Problems may arise if the student and host siblings have significantly di erent amounts of money to spend, or if the student is used to a di erent economic lifestyle than that of the host family. Keep communicating and be open and sensitive to adjustments. If the student would like to join a gym or start a phone plan, please make sure that it is separate from yours and that the plan does not involve a membership commitment beyond the last day of school. Students and their host families should not borrow money from each other. Host families should not co-sign nor have access to a student’s bank account.

School

ETC students are expected to take school seriously and complete their class work and homework to the best of their ability. This includes good attendance. Students are dealing with a second language and many new concepts and approaches. Motivation may vary due to individual skill levels, interests in certain subjects, and the fact that many students will not receive credit at home for their academic work here. Encourage your student to do her best but beware of unrealistic expectations about performance and grades. If your student is struggling with school, please call your local coordinator sooner rather than later. Hiring a tutor is usually the best solution to keep grades at “C” or above in accordance with program regulations.

School Information

Graduation

Registration

The Host Family and Local coordinator are expected to help the student register for school. There are two important US Department of State regulations to remember when the students register for school:

1.Students are required to enroll in English and US History classes.

2.Students are required to take a full schedule of regular classes (no ESL or “Bridge” classes). Early dismissal or late arrival is not allowed.

Most US high schools will not allow exchange students to graduate or participate in the ceremony. The purpose of the ETC program is to expose students to American life for a semester/year, not to ensure that they graduate an American high school. ETC students are made aware of this in the ETC Terms of Participation. However, if a school o cial does invite an ETC student to participate in a graduation ceremony, they are permitted to attend.

What to take to Registration

1.Student application which contains health record, immunizations and transcripts

2.A list of recommended classes to take (subject to availability)

3.Information card for the counselor with the names, addresses, e-mail and phone numbers of the host family and LC. Please list the LC on the emergency numbers, but not in the first position. The LC will be allowed to visit the student at school only if their name appears on the emergency card.

4.Student passport (J-1 visa included)

5.A host parent or LC needs to be present at registration

Proposed Classes for ETC Students

Students must arrive with su cient English skills to be able to function in regular classes. English as a Second Language (ESL) classes are not available to exchange students as a general rule and must not be requested by the program organizations, host family or student. ETC students are required to take English and US History as part of a full course load. Students often have the opportunity to take classes which may not be available in their home country. Please remember that many subjects (including arts, band, sports, etc.) charge a class fee. If the school counselor believes the student needs additional help, even if grades are “C” or higher, the student is responsible for paying for private English tutoring at their own expense. Tutoring can cost up to $50 per hour and ETC usually recommends four hours of tutorials per week if requested by a teacher or school o cial. Weekly tutoring reports are required to be fill out by the tutor and student each week until tutoring concludes.

Sports Programs

Athletic eligibility or participation is not guaranteed. ETC is an academic and cultural exchange program. Placements are not based on a student’s individual athletic abilities. If a state activities or athletics association allows,

student may partake in sports provided that she or he makes the team, maintains good grades, pays the required sports fees, and is not on behavioral or other disciplinary probation with the school or exchange program.

Immunizations

As part of the registration process the school will check the student's immunization record (located in the student application). In some districts the student will not be allowed to register unless the immunization records meet all of the required standards. If the student does not meet the standards, the registration will be halted. If the school requires an extra vaccination the host family or LC will need to take the student to a health clinic to receive the necessary vaccinations. The students are responsible for paying for additional immunizations, which are not covered by their health insurance. Contact your LC right away if the school informs you that your student is required to receive an additional vaccination.

WRITTEN PERMISSION MUST BE RECEIVED FROM NATURAL PARENTS THROUGH THE SENDING ORGANIZATION PRIOR TO GETTING STUDENT IMMUNIZATIONS.

Important Information About Attending College or Private High School in the United States

The purpose of the J-1 visitor program is to expose the exchange student to life in America and not to facilitate entrance into an American college. Students are welcome to visit schools and take their TOEFL exam while in the USA. However, the host family is not obligated to help with the transportation, research or preparation for US university or private high school admission. In addition, ETC cannot make any arrangements for a student to stay for a college program. Most ETC students who attend college in the USA have to return to their home country to process the required visa paperwork. Students must always keep in mind that their future plans must not distract them from their current program responsibilities.

A student has the option of applying for a visa extension of thirty (30) days after the last day of school. If the student does not apply for an extension, the SEVIS computer system automatically cancels the J-1 visa at the end of the ETC program. We remind all students to depart from the USA before their J-1 visa is terminated. Students may not remain in the country on an expired J-1 visa even if they are awaiting another visa. If caught, a student may be deported and not be allowed to return to the USA for several years, or at all.

Students who would like to transfer to a private school program on an

School Information

F-1 visa may contact ETC’s sister organization PSE (Private School Exchange) at the ETC office: (503) 222-9803. Many private school deadlines are in winter, so interested students should apply early.

Tips for Students: The School Experience

Schools in the USA may be very di erent from your schools at home. Here are some important points to be aware of:

Exchange students in your school

Most schools will have several exchange students. You may have another ETC student in your school. ETC encourages you to make friends with American students and exchange students who are NOT from your home country. You are only allowed to speak English while at school and during ETC student activities and trips.

International Education Week (IEW) is just before Thanksgiving in November. ETC asks students to contribute to their school by giving a presentation about their country. Check if your school has an “International Club” Americans interested in foreign countries. If not, ask if you can start one to share your culture with others.

Attendance

All ETC students are required to attend every class, every day. If you are too sick to go to school, you must speak with your host family about missing class. You cannot miss school and stay at home without their permission. Should you miss school more than one day, your host family should inform your local coordinator.

Timeliness

You are also expected to be on time for every class. ETC does not tolerate excessive tardiness and may place you on a disciplinary document.

Attitude

You are an ambassador for your county. You are expected to represent yourself in this way when you are in class and on the school campus.

Listen and follow the teacher’s instructions. Ask them for help when you do not understand something. Be respectful and dress in an appropriate manner at school.

Homework

Most American schools require daily homework assignments. This will be a big change for many of you who are not used to handing in assignments every day. ETC students must complete all required homework and class assignments. If you do not understand an assignment, you must ask a teacher for help.

Grades

All ETC students are required to have a “C” or above in every class. Students falling below a “C” may be required to pay for a private tutor until their grades improve or attend after-school tutoring provided by the school. Your Local Coordinator will help you find a private tutor.

Friends

The first few days at school are very important in your attempts to make friends. In general, Americans are quite friendly to newcomers. Be sure to smile. One easy way to start making friends is to ask people for help. If you can’t find your way to the gym or cafeteria, just ask someone. Then you can try to have a conversation with them, asking questions about school, the neighborhood, restaurants and so on. Although many Americans already have friends they have known for years, if you are friendly and talkative, you will find it is relatively easy to get to know them. Don’t be afraid to make mistakes in English.

Sports/Band/Activities

Most schools have extracurricular clubs and activities to join– there is something for everyone and while participation is not guaranteed, it’s one of the easiest ways to meet new people.

*** As a reminder, you should remind your students to try and organize transportation with other students or you, the host family, far in advance to school sports, events and activities. Leaving transportation to the last minute can create issues.

ETC Student Rules

It is important for both students and host families to thoroughly read and understand the ETC rules. These rules are devised to give everyone the foundation for a successful, safe and satisfying homestay experience.

Continuous failure by the exchange student to abide by any of the following regulations may result in the dismissal from the ETC program and termination of the J-1 visa.

1. I am applying to participate because I wish to be an exchange student, to improve my language skills, to learn about di erent cultures, and to share my culture with others. I understand that the purpose of the program is to participate in an academic and cultural exchange in another country.

2. If at any time during the application process or my participation in the exchange program ETC finds that I am participating against my will, my participation may be terminated.

3. I will provide complete, accurate and truthful information related to my application. If at any time during the application process or my participation in the exchange program ETC determines that I have provided false, inaccurate or misleading information (including any material omission of information) related to my application (including information related to physical and mental health and well-being), my participation may be terminated.

4. I will serve as an “Ambassador” of my country while abroad. I understand that as an Ambassador, ETC will hold me to a higher standard than host family members, schoolmates, or other program participants. I understand that it is a privilege to be an international exchange student and I will represent myself, and by extension ETC, in an honorable manner at all times. I understand that only students who demonstrate strong academic skills and maturity will be selected to participate in the ETC program.

5. Whether I am accepted into the program and where I am placed is at the sole discretion of ETC and the sending organization. I understand there are no guarantees made regarding the host family type or geographic location.

6. In addition to learning the language and customs of the United States, I am expected to make every e ort to adapt to American culture and lifestyle. I understand that there may be significant cultural, economic and lifestyle di erences between the United States and my home country including customs, values and acceptable behavior with regards to age and gender.

7. I will use my best e orts to adapt to any placement, regardless of the state, region, or urban/rural environment. I understand that I am expected to be RESPECTFUL AND TOLERANT of my host family regardless of their ethnicity, political views, religious practices or the size of the community in which they live.

8. I understand that host families represent a wide range of socio-economic levels, which may vary greatly from my own. Hosts may be married, single, retired, with children, or have no children at all. I agree that I will make every e ort to adjust to and become a member of the host family and community, including spending a reasonable amount of time with my family each day.

9. I also understand that American families may impose more restrictions on me as a teenager than my natural family or than is common in my country. This may include being required to ask permission to go places and return home by a designated hour (commonly known in America as a "curfew.") Curfews vary widely from family to family.

10. I understand that although some areas of the United States have well-developed systems of transportation (including buses and train-type light rail systems) that I can use, other parts of the country do not have any such transportation and I may have to rely on host family members, friends, a bicycle or walking to get to destinations outside the house. I understand that this may limit my mobility while on the program.

11. My host family is volunteering to host me without compensation or payment. I agree not compare my host family to other families, or to discuss their private financial, family or business matters with anyone outside of my host family.

12. I agree that I must try to resolve any conflicts with my host family with the help of my program coordinator through discussion and compromise. I understand that I cannot change host families and schools just because I want to and that changing host families is always a last resort, and that any such decisions will be at the discretion of ETC.

13. I understand that I will be with my assigned host family for the duration of the program unless their circumstances change or if the family is listed as a “temporary/welcome family”.

14. I agree to respect each member of the host family and follow their rules about curfew, dating, watching television, use of electronic devices, etc. I will do my best to initiate participation in family mealtimes, chores, and other family activities. I will place greater importance on time spent with my host family than with friends. I will also limit my time alone in an e ort to prevent culture shock, boredom or loneliness.

15. As a program participant, I understand that my use of e-mail, the Internet and social media must comply with the ETC Electronic Media, Internet and Social Networking Policy (attached).

16. Compliance with U.S. Laws: I understand that I am responsible for learning and obeying all local, state, and federal laws that may a ect me, including but not limited to, seat belt and bike helmet laws, loitering, curfew, and laws concerning the use of tobacco and/or smoking related products, alcohol and both illegal and prescription drugs. I also understand that stealing or “shoplifting” from a store is a very serious violation of the law. Shoplifters can be arrested, fined, and punished. These laws apply to all possible surroundings regardless of law involvement including but not limited to your host family home and school. For example, theft of any kind is grounds for immediate termination.

17. I understand that if I break any law, whether or not I am arrested, fined or otherwise legally punished, I may be immediately terminated from the program. I also understand that ETC is not responsible for securing legal counsel or other representation in any situation in which I am accused of violating a law.

18. Illegal Drugs: I agree that I will not possess, use, or be in the presence of others who are using illegal drugs. The possession, sale, or use of illegal drugs is considered a serious crime in the U.S., which can result in fines and jail or prison sentences. I understand that possession, sale, or use of illegal drugs is grounds for immediate dismissal from the program. Items include but are not limited to marijuana, cocaine, bath salts, salvia, ecstasy, prescription drugs/pain killers (i.e. improper use or possession of pills that were not prescribed for you) and any other mind and/or body altering substance. All these items are considered a forbidden substances by ETC and are grounds for immediate dismissal from the program.

19. Alcohol: The legal drinking age in every state in the U.S. is 21 years of age and as a result, it is a violation of the law for me to drink alcohol while participating in the program. I agree that I will not drink alcohol, even at my host family home, or attend gatherings where alcohol is served to people under the age of 21. This applies regardless of laws in my home country or what my natural parents permit. ETC students are forbidden to purchase, possess, or to drink alcohol, to be in any area of a bar or

restaurant where minors under the age of 21 are prohibited, or to be in a group of minors who are in the possession of alcohol, even if the student is not personally drinking. I understand that a violation of any aspect of this rule is grounds for immediate dismissal from the program.

20. Sexual Relations and Conduct: I agree that I will not engage in sexual relations with any individual, or participate in any sexual contact or sexual activity, including anyone who I am dating or with whom I am romantically involved with. A sexual relationship with anyone, whether or not a host family member, is strictly forbidden and is grounds for termination from the program. I understand that in the United States, it is a crime (called "statutory rape") to have sexual intercourse with a minor (the age of which varies depending on the state, and which is frequently younger than 18), even if both parties are willing participants in the sexual intercourse. If a person accused of statutory rape is convicted in a court of law, that person may go to jail or to prison. This ban on sexual relations means that even if I willingly participate in sexual relations with another person and that person becomes pregnant or I become pregnant, I will be terminated from the program. As it relates to host family members and their relatives, any student who is in a dating relationship or suspected of being in such a relationship, or who has an abnormally close relationship with such an individual is subject to removal from the host family and may be terminated from the program.

21. Smoking and Tobacco related Products: I will not purchase, use, or possess any tobacco and/or smoking related products (including, but not limited to, cigarettes, e-cigarettes, vaping cartridges, hookahs and smokeless tobacco), as the legal minimum age to purchase tobacco is 21 years of age. I understand that it is illegal in the U.S. to buy tobacco and/or smoking related products if I am under the age of 21. I understand that I may be terminated from the program if I buy, use, or possess tobacco and/or smoking related products.

22. Weapons: I agree that I will not possess, use, or purchase any item that can be used as a weapon, or an object which may reasonably be considered as an object used for some

form of aggression or intimidation. This prohibition includes, but is not limited to, guns (including air-projectile guns such as those used in paintball or other games), bows, arrows, knives, "brass knuckles", whips, swords, etc. I understand that the student medical and travel insurance does not cover accidents or injuries caused by a weapon or weapons used by me. I also understand that I am not allowed to participate in any type of hunting activity, even as an observer. I may be terminated from the program if I violate any aspect of this rule.

23. Operating Motorized Vehicles: I agree not to drive or otherwise operate any motorized vehicle (including motorcycles, scooters, ATVs, snowmobiles, jet skis, motorized boats) at any time while I am participating in the ETC program. I may be a passenger only in cars, trucks, vans, and buses. I may NOT be a passenger on motorcycles, scooters, ATVs, snowmobiles, jet skis and other high risk open vehicles. I understand that I may not take any driving classes, whether school-sponsored or private, or other classes designed for the purpose of learning how to operate a motorized vehicle. Driving or operating a motorized vehicle is strictly forbidden and is grounds for termination from the program.

24.Hitchhiking (Requesting/Accepting Rides in Vehicles from Strangers):

I understand that in many states and cities in the United States, asking a stranger for a ride in a motorized vehicle, often by using your thumb to indicate you want a ride (known as "hitchhiking"), is illegal. It also can be very dangerous. I will not accept rides in any vehicle or other form of transportation from someone I do not know, or attempt to secure a ride from someone I do not know. Hitchhiking is strictly forbidden and is grounds for termination from the program.

25. Visits from or with relatives/friends:

I understand that my family members and friends from my home country are not permitted to visit me in the United States during my participation in the program (even if that person resides in the U.S. or is visiting the U.S.) This prohibition is in place until I have fully completed my J-1 program (after the last and final day of school), and is in place during holidays or school vacations.

ETC reserves the right to terminate a student for violating any part of this rule.

26.Travel: Students may not go on trips without written permission from their natural parents and approval from ETC and the sending organization. I agree to seek written permission for trips from ETC; ETC will forward the request to my sending organization and natural parents. I also understand that I may not miss a scheduled school day or any part thereof, or travel alone without prior authorization. Unauthorized travel is grounds for program and visa termination, and early return to my home country.

a.It is the student’s responsibility to complete and turn in all travel requests to the ETC o ce and to obtain required travel documents, including visas.

b.Please see the Travel Section of the ETC Student Handbook for more information.

27. In accordance with the purpose of this program, I agree to use English with my friends regardless of where they are from. I will focus on developing my English skills by making American friends and strictly limiting the use of my native language at all times, including when I am using electronic communication devices and using the Internet.

28. My natural parents and I agree to use our best e orts (unless in the case of a true emergency) to limit contact with each other, our family members and home country friends/relatives to one time per week, and for no longer than one hour. We understand that the purpose of this rule is to maximize assimilation and adaptation into the U.S. and the exchange experience. This rule applies to all methods of communication, e.g. phone, internet, text messaging, Skype, IM, Facebook. ETC strongly encourages students to have cell phones with US phone numbers while in the program. Cell phones are useful for emergency purposes and daily contact with one’s host family and others. Like all other electronic devices, however, students are still required to abide by the ETC rules regarding contact with home as outlined above.

a.Students should NOT sign any contracts for cell phones and only purchase the monthly “pay as you go”

plans from retail or online stores such as Walmart (walmart.com) or otherwise. There are many a ordable unlimited talk and data plans available.

b.Students are FORBIDDEN to go on host family plans and “share” the family’s cell phone.

29. I will limit non-academic computer or other electronic device use to no more than thirty minutes total per day, including e-mailing, "surfing" the internet, and playing computer games. I understand that this time is not cumulative and cannot rollover to the next day. I also understand that this rule applies to all electronic communication devices including those that I own and/or bring to the U.S. from my home country. All electronic communications must comply with the ETC Electronic Media, Internet and Social Networking Policy. I agree that my personal social networking accounts must conform to the ETC Media, Internet and Social Networking Policy before I depart my home country and for the duration of my participation in the program.

30. I understand that my English language skills must be su cient for immediate enrollment at a high school in the area in which I will be placed. If the school at which I am scheduled to attend denies enrollment due to my lack of English skills, I will be subject to early program termination and repatriated. If I am enrolled, but my English is deemed insu cient to ensure success, I agree to pay for private tutorials. If I take the SLEP or ELTiS test (or equivalent English proficiency test) after arrival and the result is 10% or more below ETC’s minimum required score, I understand that I may be terminated from the program at that time.

31. I must attend school daily and be present and on time to each scheduled class unless I have a note from a treating health care provider or other legitimate excuse. I am solely responsible for being ready in time to arrive on schedule for school each morning. If I am expelled or suspended from school for breaking any school rule or for any other reason, I understand I am subject to dismissal from the ETC program. I also understand that excessive tardiness, skipping classes, unauthorized absences, poor grades, or poor behavior at school can lead to school

disciplinary action and are grounds for dismissal from the J-1 visa program.

32. I agree to take U.S. History and English as part of a regular, full course load and as part of the J-1 visa requirements. I understand I am not allowed to take English as a Second Language ("ESL") class in place of regular English classes.

33. I will accept the grade level and courses assigned to me and I will not push for a specific grade level or specific classes, even if the school in my home country requires them. I understand that the school may change my grade level at their own discretion with or without notice.

34. I understand this is an educational program and I must maintain a C grade or higher in every class, or pay for private tutoring in order to assist me in reaching this grade/level. I also understand that I will be responsible for the costs of any private tutoring classes, which may cost $50 or more per hour depending on the region. I understand that if my grades fall below a C, or if I am expelled or suspended from school, ETC reserves the right to terminate my visa.

35. I accept that American schools do not generally guarantee graduation, and I will not ask the school to allow me to graduate or receive a diploma. Furthermore, I will not request that my host family, school, or ETC facilitate entry to postsecondary institutions of learning.

36. I am responsible for obtaining and paying for Convalidations, Apostillements, or any other certified or notarized transcripts or documents. ETC is not responsible for facilitating this process unless I complete the correct processing forms, pay the processing fee and request the transcripts from my school (once available).

37. I will show respect for all ETC representatives and follow their instructions. I will contact the ETC local coordinator at least once per month during my stay in the U.S. I also agree to send my coordinator monthly reports with grades when they are due or requested, or provide my local coordinator access to the online portal to my school records, and to cooperate respectfully with him or her. I will participate in monthly activities arranged by my coordinator.

I understand that if I am uncooperative I may be subject to probation or program termination.

38. I will provide a doctor’s letter of explanation in English to accompany all prescription drugs, over the counter drugs (other than ibuprofen or acetaminophen), and herbal supplements that I bring with me to the U.S., or that are sent to me during my participation in the ETC program.

39. I will not participate in unsafe activities such as skydiving, hang gliding, or bungee jumping. I will confirm insurance coverage for any potentially dangerous activity. I will request approval for and will never take part alone in such sports as: snow sports (snowboarding, snow skiing, inner tubing, etc); hiking; swimming; boating; or other potentially dangerous pastimes. For all potentially dangerous activities that are allowed, all extra appropriate precautions will be taken such as wearing a seat belt, helmet, body gear, etc.

a.Some host families may have swimming pools or may frequent pools, lakes, or beaches that may or may not have life guards present. I will notify the sending organization, ETC, host family and other related parties in advance if I am unable to swim or lack su cient swimming skills.

40. I understand that most states in the United States require everyone traveling in a car to wear a seatbelt, and I will always wear a seatbelt when riding in a car. Failure to wear seatbelts can cause serious injury in the event of an accident.

41. I will not visit inappropriate venues such as pornographic shops, adult theaters, all-ages clubs, or drinking establishments, and that going to such venues is prohibited.

42. I understand that I must not make any “life-changing” decisions such as getting married or converting to a di erent religion. I am allowed to attend church and learn about religions while in the U.S. but I cannot "convert" or change my religion during my program participation.

43. I understand that ETC forbids tattooing and body piercing while on the program. I agree to

abide by ETC’s demand to remove any piercings that it deems unacceptable. I also understand that I cannot dye my hair an unnatural color while participating in the ETC program.

44. I understand that the J-1 visa ends on the last day of school at my school. I agree to return home within several days after the last day of school and no more than one week after school has ended. ETC will accept extension requests only for students in good standing with the host family, school, and ETC. If granted an extension and my insurance is not issued by ETC, I am responsible for obtaining su cient insurance coverage until my return to my home country. I understand that if I am granted a visa extension I must remain in the U.S. until my departure to my home country, and I cannot travel to Canada or Mexico or any other foreign destinations during this time period.

45. I promise to remain in school through my program end date. If I want to return to my home country earlier, I agree to complete a Voluntary Program Release form providing the reasons for my return, and flight information. I further understand that if I chose to return to my home country early, I may not receive credit for the semester I am terminating early from. Any credit given in this circumstance will be at the sole discretion of the school.

46. I understand that one of my natural parents must have a valid passport for emergency situations in which they are required to travel to the U.S. during the program.

47. Should a problem arise during the program that is not an emergency, I must make best e orts to first contact my ETC local coordinator or field manager in order to facilitate an e cient resolution to the problem. In the case of an emergency or hospitalization, I will contact my local coordinator and the ETC o ce as soon as practically possible.

48. I must have access to a minimum of USD $400 per month to meet expenses not covered in the program at all times during my participation in the program. School fees for books, sports, clubs, dances, lunches, and bus transportation are not covered. I also understand that I must have access to USD

$500.00 at the beginning and the end of my program to cover additional expenditure associated with arrival and departure. I understand that my host family is responsible for housing, minimal transportation, and three meals per day. I am responsible for all other expenses including, but not limited to: seasonal clothing; personal food and toiletry items; entertainment expenses and travel expenses while with the host family. I must also have USD $500.00 available in emergency funds for medical or other unexpected expenses.

49. The immunizations listed elsewhere in the student application are required by American schools. I agree to get all of these vaccinations prior to departure from my home country, or to obtain them at my cost immediately upon arrival in the U.S. in addition to any other vaccines or procedures required by the state or my school.

50. I understand that any pre-existing health condition will not be covered by the program insurance. If it becomes apparent after my arrival in the U.S. that I have previously undisclosed or undiscovered health issues, ETC reserves the right to end my program and terminate my J-1 visa. All pre-existing conditions must be disclosed to ETC and if approved as eligible for program consideration will require the advance purchase of su cient medical insurance that cannot be purchased after entry into the U.S. and will therefore require program termination if not acquired in advance. I am not allowed to use or take any prescription drugs from my home country or from the U.S. once in America without prior disclosure and approval by ETC. It is very important that my natural parents and I disclose of ALL previous mental and physical conditions and treatments that I have had before I enter the U.S. on the program.

51. I agree to pay for any medical expenses not covered by the program insurance. If required to pay before treatment, I understand that I will be responsible for such payment and I will have the money available. If ETC or my host family pays any medical bills I agree to reimburse them upon request, even after I have returned to my home country.

52.Health and Wellness: I agree to maintain balanced and normal physical and mental health while participating in the ETC program.

Behaviors which may result in immediate termination include but are not limited to; excessive sleeping and/or sleep deprivation, behaviors consistent with eating disorders such as binge eating or anorexia, rapid weight loss and/or gain and purging food after eating, acts of self-harm and/or self-mutilation including cutting. This includes but is not limited to avoidance of dangerous activities, such as challenges that might cause serious harm. Please refer to the Student Safety Handbook for more details.

53. I agree to pay any outstanding debts before I return to my home country. If ETC or my host family pays any such debts on my behalf, I agree to reimburse them upon request. I am responsible for paying for any property or other damage I may cause during my participation in the program.

54. I understand that I may not undertake any regular part-time or full-time employment while on the ETC program, including self-employment.

55. I understand that athletic eligibility or participation at my school or on a club is not guaranteed and is only allowed if authorized by state or local associations and approved in advance by ETC. Typically, eligibility status is not reviewed by state athletic associations until after a student has arrived in the USA, and the rules will vary depending on the state.

Participation in extra-curricular activities is also not guaranteed. Any participant who requests to stay with a specific host family in a specific community and school (Direct Placement) may not be eligible for athletic participation in that school. The determination of athletic eligibility will be made by the school and state o ce of education or athletics. I understand that if I am approved to participate in an athletic program, ETC reserves the right to demand that I resign from the sport or activity or terminate me from the program if I violate any rule or regulation of the governing athletic body. I understand that the primary purpose of this program is cultural exchange and not athletics/sports.

56. I confirm that I have never been a participant in the F-1 (private school) or J-1 (public school) program in the United States.

57. No refund will be given if I cancel, withdraw, or am terminated from the program after the DS 2019 (J-1 visa form) has been issued.

58. It is the policy of ETC to provide equality of opportunity in education for all students. Accordingly, ETC does not practice or condone unlawful discrimination in any form against students or host families on the grounds of race, color, religion, creed, sex, national origin, age, disability, or veteran status. Nor does ETC allow discrimination on the basis of sexual orientation. Discrimination based upon race, color, religion, creed, sex, national origin, age, disability, veteran status, or sexual orientation is in violation of federal and state law and ETC’s policy, and will not be tolerated. ETC will respond promptly to all complaints of discrimination and retaliation. Violation of this policy can result in serious disciplinary action up to and including program termination or discharge for employees. Retaliation against any person complaining of discrimination is in violation of federal and state law and ETC policy, and will not be tolerated.

59.PROGRAM TERMINATION: I understand and agree that Education Travel & Culture, Inc. (ETC) reserves the right to terminate my program participation as the result of violating any of its rules and terms of participation. If terminated, the participant must depart the U.S. within 48 hours of the e ective date of termination. I further understand that if I am terminated from the program, I may not receive credit for the semester I am terminating early. Any credit given in this circumstance will be at the sole discretion of the school.

60. I understand and agree to comply with all of the above Terms. I also understand and agree that if ETC terminates my participation in the program, I am responsible for paying the full cost of my flight home and any other early return costs.

Rules #16-26 and #52 are very important. A student who does not adhere to these rules may be released from the program, be sent back to their home country, and have their visa revoked.

A failure to abide by rules #1-15 and 27-60 will mean that the student may be placed on probationary status in order to correct his/her behavior. If the student does not show immediate and continual improvement, the student may be dismissed from the program. Students will not be placed on probation for the same o ence twice! You only get one opportunity to correct your behavior.

***A student in the ETC program who is arrested for violation of any local, state, or federal laws will be sent home immediately. This can also a ect your status with immigration o cials and have a negative e ect on your ability to visit the country in the future.

Host Family Rules for Students

Every Host Family will have unique household rules and expectations. ETC asks each host family to write down their rules, expectations, and basic family operations in order to give the student a clear idea of how the family functions and what the consequences are if the rules are not followed. If your host family does not give/discuss their expectations with you, please ask them what they are and be very certain that you understand them. Ask questions if something is not clear.

Here is a sample set of expectations for a typical American family:

1.Learn our name, address and phone number immediately.

2.We all live here together. You are a part of our family. We will treat you the same way that we treat our own children.

3.We are your parents for the time you are here. Please treat us the way you want to be treated.

4.American children share household chores with their parents. We must all do our share to keep the house looking nice. We must take care of our possessions and ourselves. We must help others as needed.

5.We must all use good manners in our home. "Please," "Thank you," "I'm sorry," "May I help you?" and good manners during meals and around each other are necessary.

6.Don’t bring your cell phone to dinner. Chew with your mouth closed, and say, “May I be excused?” before you leave. Take your dishes to the kitchen.

7.If you have a concern, a question, or you feel lonely, sad or happy, please talk to any of us. We are your family for the time you are with us, and we want to be part of your life and share the happy as well as the sad.

Here is a sample of everyday household rules for a typical American family:

1.Keep your room and bathroom clean.

2.Make your bed and pick up your things each day.

3.Clean your bathroom once a week.

4.Change your sheets regularly.

5.Do not take food into your bedroom.

6.Clean the trash can in your room and bathroom.

7.Make your own breakfast and lunch on school days. When you are finished, clean up after yourself. This means putting the food away, washing the dishes, cleaning the counters and cleaning up any other spills.

8.Whenever you cook or do a project, clean up after yourself afterwards.

9.Everyone takes turns doing chores. Please check to see what yours are and do them without having to be reminded.

10.To conserve, please turn o the lights, radios, etc. when they are not in use.

11.You will be responsible for your own laundry. Ask the host parents to show you how to use the washer and dryer.

Students have responsibilities when joining a homestay program. It is important that you realize this before you leave your home country and that you be willing to accept these responsibilities once you arrive in your host country. The following areas need to be considered:

Responsibility to Your Home Country

You are an ambassador of your home country. You may be the only person from your country that your host family, their friends, your school sta and classmates, and the people in your community have ever met. It is important that you be an excellent representative of your country. Your actions and manners need to bring favorable reactions from those you encounter during your stay.

Responsibility to Your Host Family

Your host family is showing kindness and courage by inviting you to live with them for an extended period of time. Just as you are brave for coming into a totally new and di erent situation, they are brave for their willingness to host a teenager with a di erent background, culture and customs. This may be the first time they have lived with a teenager. It is your responsibility to fit into the lifestyle of your host family. Do not expect them to change their ways of doing things to be more like what you have at home. If there are changes to be made, you are the one who needs to make them. Families host mainly for a learning experience. It is important for you to come prepared to share your country and culture with your host families and friends. Please bring pictures, examples of arts/crafts from your home country, recipes of your favorite dish, or music that is popular with teens from your country.

Responsibility to Your School

Students are required to maintain passing grades in their classes. Host families are encouraged to provide support in this area and to report immediately to the local coordinator if the student is experiencing di culty maintaining acceptable grades. Schools are not required to accept exchange students. They do so as a further educational experience for their students. It is vital that you come prepared to "give back" to your school and community by sharing your country in history or current events classes; giving demonstrations at elementary schools; participating in a panel with other exchange students; starting or joining the international club at your school; or speaking at community clubs. Do not wait to be asked to do these things -volunteer to be part of them. ETC Exchange Students are eligible to win a prize if they give the “Best Presentation” about their home country during International Education Week in

November. By making a traditional dish for your classmates, teaching a folk dance, or dressing up in a traditional costume, you are more likely to win first place! Bring as many items as you can from your home country to enhance your presentation. It is very important that you spend your time during your homestay joining in activities in your host school and community. There is a real temptation to find other students from your home country and do everything with them. When you do this, the normal inclination is to speak in your native language. This excludes everyone else and soon other students will give up trying to make friends with you. We encourage you to send in photographs of activities you participate in so we can publish them in our online ETC Newsletter! Any time you have an achievement you want to share, send a note to your ETC Field Manager. Our newsletter is shared with overseas partners, host families, and other exchange students and LCs. Students usually state that one reason for coming on a homestay is to improve their English. The best way to improve your English is to practice. No one will fault you if you make a mistake in English; rather they will think you're very brave to be able to do as well as you do.

Responsibility to Your Coordinator

Local coordinators are the student’s main contact person while they are here. LCs call and visit with host families and students on a regular basis to evaluate the student's performance in school and their behavior at home. LCs also plan activities for the students each month, which the students are expected to attend. Your LC is there to help you, so make sure you make time regularly to talk or visit with them. If you have questions relating to your relationship with your LC, please phone the ETC o ce or discuss it with your Field Manager.

Responsibility to Complete the Monthly Reports

The US Department of State requires local coordinators to have monthly contact with foreign students attending public schools. Every month, the LC will complete a progress report. For the first part of the report, your LC will ask you and your host family how things are going at home and at school. This is the time to tell your LC if you are having any issues with your host family or school.

For the second part of the report, the LC or HF will access the online portal with your grades and attendance OR you, the student, will take the ETC

grade report sheet to your teachers who will fill in your grade for each class, along with comments. Students are required to submit the grade report every month, even if near the end of a school grading period. If your school provides access to grades online then you may print out these grades or

Conflict Resolution

In this program, we are bringing together two very di erent participants: an American host family and the foreign high school student. It is our hope that the student/HF will spend the duration of the program together and will feel a great deal of success at the conclusion of the program. Occasionally, the relationship between the host family and the student does not work out. A series of steps will be implemented by the LC/FM to attempt to resolve the conflict. If this fails, ETC may decide that the di erences are irreconcilable and recommend that the student be moved to another family. This does not mean that anyone was at fault. It simply means that the combination of personalities did not work.

Important Tips for Host Families and Students

•Good communication between the student and host family is critical.

•Get all the facts before forming opinions. Things are not always as they seem.

• Remember to avoid blaming language when discussing the problem

•Host families should not hold their students to higher standards than their own children.

•Inform your local coordinator of the problem and utilize their skills in gathering information and mediating the problem between all parties.

• Try to resolve the issue (s). We only move students when there is no other solution.

• If the problem becomes too difficult or if you need advice advice or support, call your LC. If your LC cannot be reached, contact the FM or Regional Manager.

ETC Conflict Procedure

1.If the student is experiencing a behavior problem, the natural family is not the first contact. Rather, the LC should attempt to resolve the issue. The LC should also notify their FM and the FD. Every attempt possible should be made to mediate and resolve the conflicts that have occurred. A student will be clearly advised on the behavioral changes they are required to successfully continue the Exchange Visitor program, and in most cases a Positive Action Plan (PAP) will be given to assist the student in making those changes. The student’s Sending Organization (SO) will also be notified.

2.If every attempt to reconcile the student and host family fails, the LC will be responsible for finding a new family for the student.

3.If the student continues to have a behavior problem after a period of time on the PAP, they may be placed on Probation and the SO will be informed that there is a chance the student may be terminated from the program. ETC does not usually place students on probation for the same behavior twice. If the student’s behavior improves for a short time after the probationary period, but then severely relapses, the student may be dismissed from the program.

4.If a student is dismissed from the program, the ETC o ce will inform the student and host family of this decision and issue a Termination Letter. Normally, the LC will withdraw the student from school the same day. ETC administrators will terminate the visa and communicate with the Sending Organization, who will in turn tell the student’s natural family. The US Department of State requires the student to leave the United States immediately.

5.The LC and host family should not contact the sending organization or natural family abroad to discuss the situation with them. Only the ETC Administration Team may do this after discussing the situation with all parties involved.

6.The above procedures are set up to deal with extreme circumstances. In the event that these steps are necessary, it is our intention to o er guidance and support to both the student and the host family during this di cult time.

If any member of a host family has allegations of abuse brought against them, the student will be removed from the home immediately and permanently.

Student Travel

While ETC offers a few trips during the school year, it is not primarily a travel program. The purpose of the program is to excel in relationships with your host family and school. ETC will only permit travel when it has been determined to enhance the educational and cultural experience of the students. ETC has the right to refuse any travel request and any student who travels without the written permission of ETC will face automatic termination from the program.

US Department of State Regulations require that students arrive no sooner than 30 days before School Start Date and stay no longer than 30 days past School End Date (with Program Extension).

IMPORTANT: ETC Program Policy states that visits with the natural family or friends from their home country, even during holidays, are prohibited before the last day of school and will result in Program Termination.

Travel Deadlines: 4 weeks for Canada/Mexico; 3 weeks for domestic travel

The host family/student sends the Permission to Travel Request in ZAPP. If ETC approves the request, ETC will send it to the foreign partner for permission from natural parents All travel requests should be submitted in ZAPP at least three weeks prior to the Departure date.

International travel requires the DS 2019 to be emailed to the ETC office four weeks before departure. Any travel causing a student to miss school requires teacher authorization.

Changes to Travel Requests

Students and host families must report any changes immediately to the local coordinator.

International Travel (Includes Canada and Mexico)

ETC discourages international travel. ETC IS NOT RESPONSIBLE FOR VISA ISSUANCE OR ISSUES THAT MAY ARISE DURING INTERNATIONAL TRAVEL. Travel to Mexico must be pre-approved by the Program Manager. If a student wishes to travel internationally, the DS-2019 must first be signed by a representative in the ETC Portland office four weeks ahead of the travel date. The student must carry the signed DS- 2019 form during the trip. If the DS-2019 is not sent 4 weeks before departure date, the Student should pay for FedEx shipping to ensure timely arrival of the document.

It is the responsibility of the student to contact the appropriate consulates and gather information regarding entry/exit of the desired country of travel. Students have been refused entry into the country of destination, held overnight at a detention facility, then sent back to the United States with the host family, forgoing their entire vacation. For a preliminary review of travel documentation, one website we have found helpful is www.visahq.com/citizens/. On this website, the student enters the country of destination and his country of citizenship and the website will show the visa requirements. However, we urge you not to rely on this website alone. Even with proper documentation, students with J-I visa status are not guaranteed the right to re-enter the United States. ETC has no influence over the student’s exit/entrance of the United States. If a student is refused re-entry into the United States, then they will be deported to their home country. Students are responsible for contacting the consulates to find out if they need to obtain a travel visa. Students are not allowed to travel outside of the US (such as to Mexico or Canada) during 30-day extension period as they will not be able to re-enter the US.

Accompanied Travel

Accompanied Travel is defined as any travel, from start to finish, that occurs in the presence of a mature adult who is over 21. The adult must have a background check if staying overnight with the student. If a student is

travelling to a destination alone or with others under age 21, it is considered unaccompanied travel.

Unaccompanied travel

Unaccompanied Travel is defined as any travel that will occur, in any part, without the presence of a person over the age of 21. ETC discourages unaccompanied travel, and any unaccompanied travel must be pre-approved by the Program Manager.

Host Family Travel without a student:

Students are not permitted to stay home alone OVERNIGHT for any reason. Any host family travel or situation where a student needs temporary housing must be discussed with the local coordinator prior to the host family’s travel plans. The local coordinator can assist finding temporary housing for the student if needed. Any temporary housing will require ETC is given the names and information of individuals so that we can provide full screening including criminal background checks for any adult over the age of 18 staying with the student as well as full name(s), dates and addresses of the student’s whereabouts for the duration of the stay.

Travel Documentation Procedure

Follow these steps and send the form to the ETC Portland office (not natural parents or SO):

1. Determine whether your travel is ‘Accompanied’, ‘Unaccompanied’, or ‘International’.

2. Submit the Permission to Travel Request in ZAPP at least 3-4 weeks before your travel date, making sure to mark whether your travel is ‘Accompanied’, ‘Unaccompanied’, or ‘International.’ If international, check visa requirements and email in DS-2019 form to the Portland office **even for travel to Mexico/Canada.

3. If you are requesting to travel with an adult other than your host parents, ETC will require that the traveling adult members are screened through criminal background checks. The student will need to complete the Permission to Travel Request (PTR) in ZAPP with a detailed itinerary with phone numbers and addresses of where they will be staying.

4. ETC reserves the right to request an instructor permission to travel form for those students who will be missing school as a result of their travel plans.

5. If ETC approves the trip, we will send the form to the student’s overseas sending organization via ZAPP.

6. If the overseas agency and the student’s natural parents approve the travel request, all parties will be notified.

7. The student and host family should inform the LC of any changes to the travel itinerary. The LC is responsible for notifying the ETC office of any changes. The LC is also responsible for confirming the student's return on the appropriate date.

8. Family and friends from home may not visit before your program end date. Doing so will result in Program Termination.

9. Always carry your ETC ID card and Insurance card with you. Your host family or guardian should keep the Medical Release form with them during the trip.

Please note that no students are permitted to book flights for ETC trips which will cause them to have unnecessarily long layovers or layovers that will force the student to spend the night in an airport. If you need assistance booking a flight or have questions about if a flight will be approved, please contact ETC at support@edutrav.org

If a student books a flight which causes them to have unnecessarily long layovers (6 hours or longer) or layovers that will force the student to spend the night in an airport, the student will be required to rebook their flight at the student’s own cost. ETC will not be responsible for paying any change fees or additional booking fees due to the student’s error.

Insurance

All ETC students have a travel medical insurance policy. These policies will cover any non pre-existing medical conditions that arise during their stay. Host parents or student should always phone the insurance company to ensure coverage and to find a provider that is within the network so the student does not have to pay out of pocket and then get reimbursed. Call 503-222-9803 if the Insurance says something is not covered after an accident. Dental work and ophthalmology services are covered on an emergency basis only. Pre-existing conditions, school sports physicals, regular optical care, regular dental or orthodontic care, immunizations, and high-risk adventure activities are generally not covered by insurance. Host families should always carry a copy of the insurance card and Medical Release when traveling.

Insurance Procedure

We kindly ask that Students, Host Families and Local Coordinators follow these steps to facilitate payment for each provider (doctor/ER/ambulance /radiology/lab), for each visit:

1.If you have not downloaded a list of in-network providers near you, call insurance and go to in-network provider. Get Claim Number if provided by insurance.

2.If the insurance company tells you there is no “network of providers” you must still get pre-approval from insurance for the procedure.

3.Student pays out of pocket if:

a.Not pre-approved or outside the scope of coverage

b.Pre-existing condition

c.if policy states something is covered and Insurance says it is not covered, call Jocelyn Oswald at the ETC Portland o ce on (503) 222-9803

4.Very important: give insurance card (not the ETC Student Photo ID) to Provider. Make sure all billing o ces get a copy of the card and phone Insurance.

5.Before leaving the o ce, try to get the following:

a.Name and phone of representative for each billing o ce (eg. doctor/ ER/ ambulance/ radiology/ lab)

b.Confirmation whether each o ce will bill Insurance directly and the name of Insurance Representative they spoke with c.Claim number/reference number if not previously available

d.If Provider not billing Insurance, keep original receipt and Diagnosis to send in with Claim

6.If Provider requires up-front payment, ask student to pay with personal credit card. Student completes Claim for reimbursement.

a.If student credit card funds are insu cient, do not pay. Call Jocelyn Oswald. Natural parents can reimburse ETC through Sending Organization if necessary

7.ETC Coordinator is the first point of contact to help Student/HF complete and mail Claim to Insurance for reimbursement

8.For insurance issued by Sending Organization, Student should contact Sending Organization representative to help with Claim if LC can’t help. Host Families and Coordinators do not contact Sending Organization

9.Call Jocelyn if the above procedure is not working or HF getting bills after student leaves

ETC Issued Insurance

Students with ETC issued insurance will be provided with the policy information prior to the start of their program. The host families will also be provided with this information prior to the arrival of their student.

Cards

All students are provided an insurance card upon arrival, unless their Sending Organization is providing insurance. In that case, the student is issued the card before departure. Students are required to carry their ETC ID Cards and Insurance cards with them in their wallets at all times. Within the first few weeks of arrival, the student should access the insurance web site or phone their insurance company’s phone number to obtain a list of local doctors within their insurance network. Any time an insurance card is lost, please contact ETC. A copy of the student’s insurance card is also on the student’s application. Host families should never pay for student deductibles or medical care. If you receive a bill, please forward it to your LC, and the head o ce at <info@edutrav.org>. Students must confirm all medical claims have been filed before returning to their home country. Host families should never sign any documents regarding medical payment responsibilities, especially ones that infer they are responsible for all medical fees. If a clinic or hospital is requiring this signature in order to treat the student, please contact ETC.

Insurance Claims

If there are insurance-related questions, or if the host family receives any bills after the student has gone home, they should phone the main o ce as soon as possible at 1-877-222-9803. No host family should ever be burdened with a student’s medical expense!

Students should always be aware of their responsibility to pay the deductible if applicable They should also understand the specifics of the policy and have their insurance card in hand before departure from their home country if issued by the Sending Organization

To locate Student Insurance Information, please log on to gozapp.com Make sure you are in the cycle (i.e. January 2024) and then you will be able to download all information.

Preparing for the Return Home

All students are expected to depart for their native country no later than a few days after their last day of school. If Extending Stay, file Permission to Extend Stay Up to 30 Days Past School End date form (Appendix C) with Regional Office before arranging return flight.

52 Permission to Extend Stay up to 30 Days:

The ETC program o cially ends for students on the last day of school. This is the case even if your original DS 2019 or passport shows a di erent date. All visas/health insurance will expire on this day and all students must return to their home country unless arranged in advance. ETC host families are asked to host only for a few days after the last day of school. The host family should not feel any obligation to extend their hosting commitment.

To extend their stay, students must do the following before arranging their return flight and at least 30 days before their last day of school.

1.The student must discuss their plans with Host Parents and Natural Parents for their extended stay. If they will not be traveling, they must ask permission of the host family to remain in their home. If it is not OK with the host family, they must find an alternate place to stay or return to the home country. If extending stay, obtain all signatures before finalizing your return flight plans.

2.Complete and submit the “Permission to Extend Stay up to 30 Days After Last Day after SEVIS and School End Date & Program Release”. The student must be in good standing in the program, pay o all medical and other bills, and contact the main o ce to find out the last date they can stay in the country. This is not shown on the original DS 2019 form or in the Student’s Passport. This form must be submitted to ETC 30 days before the end of the program. There is no grace period for this deadline. Please note that ETC cannot facilitate travel outside the U.S.

3.After the Extend Stay has been approved through the ETC o ce, the travel plans will be changed by the overseas partner.

4.When the correct Return Flight Information has been confirmed, the Insurance Extension is a ected, and new Insurance End date sent to student. ETC does not charge for an insurance extension, but if you got insurance through the foreign agency, they may charge. The student should check with your insurance provider.

5.All student visas are voided on the Program End Date (the last day of school). The only way to receive an extension is to complete the above steps.

6.If the form is turned into the ETC o ce on time and approved, a 30-day extension will be granted. Approval is not guaranteed.

7.There is no further extension to be given past the 30 days.

8.The Department of State does not allow visits outside the U.S. during the 30-day Stay Extension after the last day of school. Students may not be allowed to re-enter the U.S. if they do so.

Note about Tourist Visas:

All ETC students are in the United States on a J-1 visa. Some students may also have a Tourist visa. Tourist visas are invalid when in possession of a J-1 visa. Therefore, a student cannot extend past the 30 days even if they are in possession of a Tourist visa.

Continuing the Connection after the J-1 Program

ETC’s sister organization can help arrange a continuation of the student’s studies in the United States. Through the F-1 Private Student Exchange (PSE), many students are able to graduate with an American diploma and then transfer their visa to an American college or university. Most private high schools have very high standards for grades, ELTiS, and behavior. Please contact our Portland o ce at 1-877-222-9803 and speak Kristina Neiman for additional information.

Student Responsibilities for Departure

1. A Departure Re-Entry Orientation (DREO) is mandatory for all students. This usually takes place in April/May for AYP/Spring Semester students. It usually takes place in December for CYP/Fall students.

2. If the student is extending from a Semester to an Academic Year program, the new School Acceptance, Extension Request and payment should be completed by Nov. 1

3. Make airline departure reservations (no later than Nov 1st for January departures and April 1st for summer departures-Complete PES form before booking flights). In many cases, the organization that sent the student sets up the return ticket, but sometimes the student is responsible for doing so. The Sending Organization inputs the return flight information into the ZAPP system.

4. If the student is planning to return to their home country before the last day of school, they must inform you, the LC of the reason so you can notify the ETC office. The SEVIS Program End date will then be updated to show the last actual day of school.

5. Sending clothes home (student should check with the airline for baggage limits and compare to other shipping method costs).

6. Payment of final bills: This includes school costs, cell phone bills, medical and all tutoring. Students should take care of these expenses several weeks in advance, especially if planning to complete a PES form.

7. Separating from the host family- student should write a thank-you note and consider giving a small gift to the host family as a thank you.

8. Permission to Extend Stay form due at least 30 days before the end of school.

Arranging Departures

Each sending organization makes di erent arrangements for departure. It is not ETC's responsibility to arrange the student’s return flight, but we must receive all students return flight details. Students should check with their sending organization about how final reservations should be made. In many cases, the student and natural parents are responsible for making their own reservations. All students should book their flights to depart within one week of the last day of school. Host families are asked to host the student for only a few days after school ends. Natural parents may not visit before the last day of school.

Sending Clothes Home

It is a good idea to start sending clothes and belongings home several weeks before departure. It takes 6-8 weeks to ship packages by sea, which is the cheapest method. In some areas, airfreight may be the only option. Students should start sorting through their belongings about six weeks before the end of school. Items should be packed that are no longer needed and ship them home in advance, so that the student has less to deal with when they depart. If the student has accumulated too much “stu ” that is no longer needed, it should be suggested that they make a community donation. It is important that students do not leave anything for their host families to have to ship home to them.

As the departure date approaches, the student should call the designated airline and check the size and weight of luggage allowed without excess baggage charges. Some airlines are very strict about this. The student needs to make the decision to either ship the majority of their belongings or pay the excess airline baggage fee. It is not appropriate for the student to leave extra luggage behind for the host family to send to the home country.

Payment of Final Bills

A month or two before departure, the student must talk to their host family about any remaining unpaid bills. Consider any school, Apostille fees, health club membership, cell phone, or medical bills accumulated during the stay. The student must settle all debts before departure. Students with unpaid bills will not be given an extension of the visa.

Separating from the Host Family

As the time grows closer for the student to leave the host family, the student should not hesitate to talk about their feelings surrounding the departure. This should be at a time when they are close to their host family. Some people have trouble saying "good-bye." During the exchange experience, there will have been positive times and negative times. Since leaving can be di cult for all concerned, it’s best to focus on the positive times as the student prepares to make the break from the host family and high school. Some students have expressed concerns about returning home, e.g., remembering the native language; reuniting with your friends, etc. The best way to deal with these concerns or fears is to identify them and talk about them. Review the “Departure Re-Entry Orientation Workbook” with your student and host family to make sure you they are working through di cult feelings in a constructive way, and be sure to suggest the student sets aside special, uninterrupted time with the host family 24 to 48 hours before they leave.

Students should write a thank you note or letter to the host family at the end of their stay or after returning home Host families are also going through the separation process and appreciate some heartfelt words at this time Students should be reminded not to post negative comments about their host family on social networking sites or other online forums, in ANY language

Apostillement and Transcript Requests

School documentation is the responsibility of the exchange student However, the ETC staff is always willing to provide support when needed. Students from Brazil, South Korea and Spain need to contact their sending agencies for information about completing the apostille process.

Transcripts

Make sure to check the spelling of your name on school documents so that they are acceptable to the institution(s) to which you will present them If you leave before the end of the semester, most schools will not

issue a transcript or grades for that semester. Students are not to ask for special accommodations such as early exams. To order extra o cial transcripts for completed semesters, contact your school registrar.

Make sure to return all books, uniforms, etc., and pay all school bills in full so that the transcript can be released. Schools do not send transcripts if there are unpaid bills.

Emergency Procedures

Accident or Illness

•If a student is ill or may be in need of medical attention, you must inform ETC.

•Host families and coordinators are instructed to always seek medical attention for the student when needed. The student’s insurance card and medical release must be presented to the medical provider to obtain treatment. It is wise to have an extra copy of all student documents in a separate file at the host family home.

•For serious medical emergencies, contact the ETC Portland o ce immediately at (877) 222-9803 (24-hour answering service available).

•Proceed with the doctor’s advice for emergency treatment.

•The ETC o ce will contact and relay advice to and from the parents abroad.

•Student must complete insurance procedures as explained in the insurance section of this handbook.

•ETC will be directly involved in determining the right course of care for students and must always be kept up to date with information pertaining to the student’s health.

Smoking, Drinking & Breaking the Law

•ETC prohibits smoking and the use or possession of drugs and alcohol. Host families are reminded not to serve students alcoholic beverages.

•If the student is discovered partaking in a severe infraction of the law, the host family or local coordinator should contact the ETC o ce immediately.

Lost Student

•Contact the ETC office on (877) 222-9803

• Contact your local law enforcement agency as soon as you have determined your child is missing or has been abducted. Do not delay in reporting your child missing to law enforcement

• If known, provide law enforcement with the date, time, and location where you child was last seen

•If known, provide law enforcement with the name(s) of the last person/ people who saw your child prior to the disappearance

•Determine the names or descriptions of companions or associates last seen with your child

•Secure your child’s room and personal belongings until law enforcement has had the opportunity to conduct a search

• Identify and secure any computers, online resources, and communications devices used by your child, but do not attempt to conduct a search of these devices on your own. Ask law enforcement to look for clues in any chat, dating or social networking sites your child has visited or hosts

• Try to keep all telephone lines open

• Provide law enforcement with information about any changes in your child’s behavior or individuals showing an unusual interest in your child prior to the disappearance

•Obtain the name and contact information of the primary investigator assigned to your child’s case.

Reporting

Abuse (Physical, Sexual, &Verbal) or Neglect

What is child abuse and neglect?

•When a parent, guardian or custodian inflicts or allows the infliction of physical, sexual or emotional abuse, neglect, exploitation or abandonment.

•Physical abuse includes non-accidental physical injuries such as bruises, broken bones, burns, cuts or other injuries.

•Sexual abuse occurs when sex acts are performed with children. Using children in pornography, prostitution or other types of sexual activity is also sexual abuse.

•Neglect occurs when children are not given necessary care for illness or injury. Neglect also includes leaving young children unsupervised or alone, locked in or out of the house, or without adequate clothing, food, or shelter. Allowing children to live in a very dirty house which could be a health hazard may also be considered neglect.

•Emotional abuse of a child is evidenced by severe anxiety, depression, withdrawal or improper aggressive behavior as diagnosed by a medical doctor or psychologist, and caused by the acts or omissions of the parent or caretaker.

•Exploitation means use of a child by a parent, guardian or custodian for material gain.

•Abandonment means the failure of the parent to provide reasonable support and to maintain regular contact with the child, including providing normal supervision, when such failure is intentional and continues for an indefinite period.

When to report?

•A report should be made when any person, who reasonably believes that a child under 18 has been abused, neglected, exploited or abandoned.

•A report of suspected abuse, neglect, exploitation or abandonment is only a request for an investigation. The person making the report does not need to prove the abuse. Investigation and validation of child abuse reports are the responsibilities of child protective service workers.

•If additional incidents of abuse occur after the initial report has been made, make another report.

How is abuse reported?

•A report can be made to the CPS Statewide Toll-Free Child Abuse Hotline at 1-888-767-2445, (1-888-SOS-CHILD) or law enforcement o ce.

o(see ETC’s Notification policy in Appendix D)

If you witness or hear about the abuse of an ETC student, please contact the ETC Portland o ce immediately at (877) 222-9803.

If any charges or allegations of abuse are brought against any member of the host family, contact the ETC Portland o ce immediately at (877)222-9803.

Sexual Abuse Awareness & Prevention

Step 1. Learn the facts. Understand the risks. Realities – not trusts – should influence your decisions regarding children. The facts about child sexual abuse can be staggering, but they can help us understand the risks children face.

Step 2. Minimize opportunity.

If you eliminate or reduce one-adult/one-child situations, you’ll dramatically lower the risk of sexual abuse for children.

Step 3. Talk about it.

Children often keep abuse secret, but barriers can be broken down by talking openly about it.

Step 4. Recognize the Signs

Don’t expect obvious signs when a child is being abused. Signs are often there, but you have to know what to look for.

Step 5. React Responsibly

Be prepared to react responsibly if a child discloses abuse to you, or if you suspect or see that boundaries have been violated.

Source: www.d2l.org/site/c.4dICIJOkGcISE/b.6143703/k.15DC/7_Steps_to_Protecting_Our_Children.htm

Definition of Sexual Abuse

Components of Child Sexual Abuse Prevention in a Youth Serving Organization:

Component 1: Thorough Screening and Selection of Employees and Volunteers

Component 2: Provide Guidelines on Interactions Between Individuals

Component 3: Monitor Behavior

Component 4: Ensure Safe Environments

Component 5: Respond to Inappropriate Behavior, Breaches in Policy, and Allegations and Suspicions of Child Sexual Abuse

Component 6: Train Employees, Volunteers and Youth about Child Sexual Abuse Prevention

Source: US Department of Health & Human Services (2007)

Sextortion Crimes Affecting Secondary School Students:

We ask that you encourage exchange students to stay vigilant online and be aware of potential threats. Additionally, please advise students that if they encounter an incident of online exploitation or sextortion, they should cease all communication with the scammer/predator, refrain from sending money, and immediately contact their host parents, local coordinator, and sponsor for assistance.

More information can be found at Know2Protect.gov which is a national public awareness campaign developed by the Department of Homeland Security to educate and empower children, teens, parents, trusted adults, and policymakers to prevent and combat online CSEA; explain how to report online enticement and victimization; and offer response and support resources for victims and survivors of online child sexual exploitation and their supporters.

Secondary School Student/Teacher/Physician Program Branch

Office of Private Sector Exchange Program Administration

Bureau of Educational and Cultural Affairs

U S Department of State

ETC Sta

Education Travel and Culture was founded as a small, personalized organization 1998. It is our goal to help both the exchange student and their host families to have the most enjoyable experience possible. The main ETC office is located in downtown Portland, Oregon and we encourage you to call if we can help in any way.

Local Coordinators

ETC has a dedicated network of local coordinators (LCs) throughout the United States. Our local LCs are the first point of contact for any questions or concerns the families and students may have. Each LC is required to contact their students and host families once a month. The LC will also help to organize transportation for the student orientation; assist with school registration; notify you of ETC events and deadlines; and arrange an activity once a month with their group of students. The LCs will contact both the students and the host families near the end of each month for the completion of the monthly reports and obtain monthly academic progress reports from the school and the exchange student. All LCs are paid a monthly stipend for their work with our families and students.

ETC Staff

If you have any questions or concerns that have not been addressed by your local coordinator or field manager, please do not hesitate to contact us at TOLL FREE 877-222-9803 9 AM – 5 PM. After hours, our answering service will locate a sta member to return your call.

503.222.9803

Email: info@edutrav.org www.edutrav.org

ETC O ce Telephone Number & 24-Hour Emergency Service

24-hour answering service at the Portland o ce: (503) 222-9803 or (877) 222-9803 (Toll Free)

U.S. Department of State Contact Information: Office of Private Sector Exchange (ECA/EC) SA-4E, 2430 E Street, NW Washington, DC 20037

Exchange Visitor Emergency Hotline: 1-866-283-9090

Exchange Visitor Program Email Address: jvisas@state.gov National Human Trafficking Resource Center: 1-888-373-7888 Exchange Visitor Program Website: www.J1Visa.state.gov http://exchanges.state.gov/non-us/exchange-experience

J-1 Visa Regulations

DEPARTMENT OF STATE 22 CFR Part 62

Rule Title: Secondary School Student Exchange Programs

E ective Date(s): November 26, 2010

2. Section 62.25 is revised to read as follows: § 62.25 Secondary school students.

(a)Purpose. This section governs Department of State designated exchange visitor programs under which foreign secondary school students are a orded the opportunity to study in the United States at accredited public or private secondary schools for an academic semester or an academic year, while living with American host families or residing at accredited U.S. boarding schools.

(b)Program sponsor eligibility. Eligibility for designation as a secondary school student exchange visitor program sponsor is limited to organizations:

(1)With tax-exempt status as conferred by the Internal Revenue Service pursuant to section 501(c)(3) of the Internal Revenue Code; and

(2)Which are United States citizens as such term is defined in §62.2.

(c)Program eligibility. Secondary school student exchange visitor programs designated by the Department of State must:

(1)Require all exchange students to be enrolled and participating in a full course of study at an accredited academic institution;

(2)Allow entry of exchange students for not less than one academic semester (or quarter equivalency) and not more than two academic semesters (or quarter equivalency) duration; and

(3)Ensure that the program is conducted on a U.S. academic calendar year basis, except for students from countries whose academic year is opposite that of the United States. Exchange students may begin an exchange program in the second semester of a U.S. academic year only if specifically permitted to do so, in writing, by the school in which the exchange student is enrolled. In all cases, sponsors must notify both the host family and school prior to the exchange student's arrival in the United States whether the placement is for an academic semester, an academic year, or a calendar year.

(d)Program administration. Sponsors must ensure that all organizational o cers, employees, representatives, agents, and volunteers acting on their behalf:

(1)Are adequately trained. Sponsors must administer training for local coordinators that specifically includes, at a minimum, instruction in: Conflict resolution; procedures for handling and reporting emergency situations; awareness or knowledge of child safety standards; information on sexual conduct codes; procedures for handling and reporting allegations of sexual misconduct or any other allegations of abuse or neglect; and the criteria to be used to screen potential host families and exercise good judgment when identifying what constitutes suitable host family placements. In addition to their own training, sponsors must ensure that all local coordinators complete the Department of State mandated training module prior to their appointment as a local coordinator or assumption of duties. The Department of State training module will include instruction designed to provide a comprehensive understanding of the Exchange Visitor Program; its public diplomacy objectives; and the Secondary School Student category rules and regulations. Sponsors must demonstrate the individual's successful completion of all initial training requirements and that annual refresher training is also successfully completed.

(2)Are adequately supervised. Sponsors must create and implement organization-specific standard operating procedures for the supervision of local coordinators designed to prevent or deter fraud, abuse, or misconduct in the performance of the duties of these employees/agents/ volunteers. They must also have su cient internal controls to ensure that such employees/agents/volunteers comply with such standard operating procedures.

(3)Have been vetted annually through a criminal background check (which must include a search of the Department of Justice's National Sex O ender Public Registry);

(4)Place no exchange student with his or her relatives;

(5)Make no exchange student placement beyond 120 miles of the home of the local coordinator authorized to act on the sponsor's behalf in both routine and emergency matters arising from that exchange student's participation in the Exchange Visitor Program;

(6)Make no monetary payments or other incentives to host families;

(7)Provide exchange students with reasonable access to their natural parents and family by telephone and e-mail;

(8)Make certain that the exchange student's government issued documents (i.e., passports, Forms DS–2019) are not removed from his/her possession;

(9)Conduct the host family orientation after the host family has been fully vetted and accepted;

(10)Refrain, without exception, from acting as:

(i)Both a host family and a local coordinator or area supervisor for an exchange student;

(ii)A host family for one sponsor and a local coordinator for another sponsor; or

(iii)A local coordinator for any exchange student over whom he/she has a position of trust or authority such as the student's teacher or principal. This requirement is not applicable to a boarding school placement.

(11)Maintain, at minimum, a monthly schedule of personal contact with the exchange student. The first monthly contact between the local coordinator and the exchange student must be in person. All other contacts may take place in-person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring that issues raised through such contacts are promptly and appropriately addressed.

(12)That a sponsor representative other than the local coordinator who recruited, screened and selected the host family visit the exchange student/ host family home within the first or second month following the student's placement in the home.

(13)Maintain, at a minimum, a monthly schedule of personal contact with the host family. At least once during the fall semester and at least once during the spring semester, (i.e., twice during the academic year) the contact by the local coordinator with the host family must be in person. All other contacts may take place in person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring the issues raised through such contacts are promptly and appropriately addressed.

(14)That host schools are provided contact information for the local organizational representative (including name, direct phone number, and e-mail address), the program sponsor, and the Department's O ce of Designation;

(15)Adhere to all regulatory provisions set forth in this Part and all additional terms and conditions governing program administration that the Department may impose.

(e)Student selection. In addition to satisfying the requirements of §62.10(a), sponsors must ensure that all participants in a designated secondary school student exchange visitor program:

(1)Are secondary school students in their home countries who have not completed more than 11 years of primary and secondary study, exclusive of kindergarten; or are at least 14 years of age, but not more than 18 years and six months of age as of the program start date;

(2)Demonstrate maturity, good character, and scholastic aptitude; and

(3)Have not previously participated in an academic year or semester secondary school student exchange program in the United States or attended school in the United States in either F–1 or J–1 visa status.

(f)Student enrollment. (1) Sponsors must secure prior written acceptance for the enrollment of any exchange student in a United States public or private secondary school. Such prior acceptance must:

(i)Be secured from the school principal or other authorized school administrator of the school or school system that the exchange student will attend; and

(ii)Include written arrangements concerning the payment of tuition or waiver thereof if applicable.

(2)Under no circumstance may a sponsor facilitate the entry into the United States of an exchange student for whom a written school placement has not been secured.

(3)Under no circumstance may a sponsor charge a student private school tuition if such arrangements are not finalized in writing prior to the issuance of Form DS–2019.

(4)Sponsors must maintain copies of all written acceptances for a minimum of three years and make such documents available for Department of State inspection upon request.

(5)Sponsors must provide the school with a translated “written English language summary” of the exchange student's complete academic course work prior to commencement of school, in addition to any additional documents the school may require. Sponsors must inform the prospective host school of any student who has completed secondary school in his/her home country.

(6)Sponsors may not facilitate the enrollment of more than five exchange students in one school unless the school itself has requested, in writing, the placement of more than five students from the sponsor.

(7)Upon issuance of a Form DS–2019 to a prospective participant, the sponsor accepts full responsibility for securing a school and host family placement for the student, except in cases of voluntary student withdrawal or visa denial.

(g)Student orientation. In addition to the orientation requirements set forth at §62.10, all sponsors must provide exchange students, prior to their departure from their home countries, with the following information:

(1)A summary of all operating procedures, rules, and regulations governing student participation in the exchange visitor program along with a detailed summary of travel arrangements;

(2)A copy of the Department's welcome letter to exchange students;

(3)Age and language appropriate information on how to identify and report sexual abuse or exploitation;

(4)A detailed profile of the host family with whom the exchange student will be placed. The profile must state whether the host family is either a permanent placement or a temporary-arrival family;

(5)A detailed profile of the school and community in which the exchange student will be placed. The profile must state whether the student will pay tuition; and

(6)An identification card, that lists the exchange student's name, United States host family placement address and telephone numbers (landline and cellular), sponsor name and main o ce and emergency telephone numbers, name and telephone numbers (landline and cellular) of the local coordinator and area representative, the telephone number of Department's O ce of Designation, and the Secondary School Student program toll free emergency telephone number. The identification card must also contain the name of the health insurance provider and policy number. Such cards must be corrected, reprinted, and reissued to the student if changes in contact information occur due to a change in the student's placement.

(h)Student extra-curricular activities. Exchange students may participate in school sanctioned and sponsored extra-curricular activities, including athletics, if such participation is:

(1)Authorized by the local school district in which the student is enrolled; and

(2)Authorized by the state authority responsible for determination of athletic eligibility, if applicable. Sponsors shall not knowingly be party to a placement (inclusive of direct placements) based on athletic abilities, whether initiated by a student, a natural or host family, a school, or any other interested party.

(3)Any placement in which either the student or the sending organization in the foreign country is party to an arrangement with any other party, including receiving school personnel, whereby the student will attend a particular school or live with a particular host family must be reported to the particular school and the National Federation of State High School Associations prior to the first day of classes.

(i)Student employment. Exchange students may not be employed on either a full or part-time basis but may accept sporadic or intermittent employment such as babysitting or yard work.

(j)Host family application and selection. Sponsors must adequately screen and select all potential host families and at a minimum must:

(1)Provide potential host families with a detailed summary of the Exchange Visitor Program and of their requirements, obligations and commitment to host;

(2)Utilize a standard application form developed by the sponsor that includes,

at a minimum, all data fields provided in Appendix F, “Information to be Collected on Secondary School Student Host Family Applications”. The form must include a statement stating that: “The income data collected will be used solely for the purposes of determining that the basic needs of the exchange student can be met, including three quality meals and transportation to and from school activities.”

Such application form must be signed and dated at the time of application by all potential host family applicants. The host family application must be designed to provide a detailed summary and profile of the host family, the physical home environment (to include photographs of the host family home's exterior and grounds, kitchen, student's bedroom, bathroom, and family or living room), family composition, and community environment. Exchange students are not permitted to reside with their relatives.

(3)Conduct an in-person interview with all family members residing in the home where the student will be living;

(4)Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student's bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex.

(5)Ensure that the host family has a good reputation and character by securing two personal references from within the community from individuals who are not relatives of the potential host family or representatives of the sponsor (i.e., field sta or volunteers), attesting to the host family's good reputation and character;

(6)Ensure that the host family has adequate financial resources to undertake hosting obligations and is not receiving needs-based government subsidies for food or housing;

(7)Verify that each member of the host family household 18 years of age and older, as well as any new adult member added to the household, or any member of the host family household who will turn eighteen years of age during the exchange student's stay in that household, has undergone a criminal background check (which must include a search of the Department of Justice's National Sex O ender Public Registry);

(8)Maintain a record of all documentation on a student's exchange program, including but not limited to application forms, background checks, evaluations, and interviews, for all selected host families for a period of three years following program completion; and

(9)Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual's friends or family who can provide an additional support network for the exchange student and evidence of the individual's ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student's placement with a single adult host parent without a child in the home.

(k)Host family orientation. In addition to the orientation requirements set forth in §62.10, sponsors must:

(1)Inform all host families of the philosophy, rules, and regulations governing the sponsor's exchange visitor program, including examples of “best practices” developed by the exchange community;

(2)Provide all selected host families with a copy of the Department's letter of appreciation to host families;

(3)Provide all selected host families with a copy of Department of Statepromulgated Exchange Visitor Program regulations;

(4)Advise all selected host families of strategies for cross-cultural interaction and conduct workshops to familiarize host families with cultural di erences and practices; and

(5)Advise host families of their responsibility to inform the sponsor of any and all material changes in the status of the host family or student, including, but not limited to, changes in address, finances, employment and criminal arrests.

(l)Host family placement. (1) Sponsors must secure, prior to the student's departure from his or her home country, a permanent or arrival host family placement for each exchange student participant. Sponsors may not:

(i)Facilitate the entry into the United States of an exchange student for whom a host family placement has not been secured;

(ii)Place more than one exchange student with a host family without the express prior written consent of the host family, the natural parents, and the students being placed. Under no circumstance may more than two exchange students be placed with a host family, or in the home of a local coordinator, regional coordinator, or volunteer. Sponsors may not place students from the same countries or with the same native languages in a single home.

(2)Prior to the student's departure from his or her home country, sponsors must advise both the exchange student and host family, in writing, of the respective family compositions and backgrounds of each, whether the host family placement is a permanent or arrival placement, and facilitate and encourage the exchange of correspondence between the two.

(3)In the event of unforeseen circumstances that necessitate a change of host family placement, the sponsor must document the reason(s) necessitating such change and provide the Department of State with an annual statistical summary reflecting the number and reason(s) for such change in host family placement in the program's annual report.

(m)Advertising and Marketing for the recruitment of host families. In addition to the requirements set forth in §62.9 in advertising and promoting for host family recruiting, sponsors must:

(1)Utilize only promotional materials that professionally, ethically, and accurately reflect the sponsor's purposes, activities, and sponsorship;

(2)Not publicize the need for host families via any public media with announcements, notices, advertisements, etc. that are not su ciently in advance of the exchange student's arrival, appeal to public pity or guilt, imply in any way that an exchange student will be denied participation if a host family is not found immediately, or identify photos of individual exchange students and include an appeal for an immediate family;

(3)Not promote or recruit for their programs in any way that compromises the privacy, safety or security of participants, families, or schools.

Specifically, sponsors shall not include personal student data or contact information (including addresses, phone numbers or email addresses) or photographs of the student on Web sites or in other promotional materials; and

(4)Ensure that access to exchange student photographs and personally identifying information, either online or in print form, is only made available to potential host families who have been fully vetted and selected for program participation. Such information, if available online, must also be password protected.

(n)Reporting requirements. Along with the annual report required by regulations set forth at §62.15, sponsors must file with the Department of State the following information:

(1)Sponsors must immediately report to the Department any incident or allegation involving the actual or alleged sexual exploitation or any other allegations of abuse or neglect of an exchange student. Sponsors must also report such allegations as required by local or state statute or regulation. Failure to report such incidents to the Department and, as required by state law or regulation, to local law enforcement authorities shall be grounds for the suspension and revocation of the sponsor's Exchange Visitor Program designation;

(2)A report of all final academic year and semester program participant placements by August 31 for the upcoming academic year or January 15 for the Spring semester and calendar year. The report must be in the format

directed by the Department and must include at a minimum, the exchange student's full name, Form DS–2019 number (SEVIS ID #), host family placement (current U.S. address), school (site of activity) address, the local coordinator's name and zip code, and other information the Department may request; and

(3)A report of all situations which resulted in the placement of an exchange student with more than one host family or in more than one school. The report must be in a format directed by the Department and include, at a minimum, the exchange student's full name, Form DS–019 number (SEVIS ID #), host family placements (current U.S. address), schools (site of activity address), the reason for the change in placement, and the date of the move. This report is due by July 31 for the previous academic school year.

August 2011 Arrivals: Appendix F to Part 62—Information To Be Collected on Secondary School Student Host Family Applications

Basic Family Information:

a.Host Family Member—Full name and relationship (children and adults) either living full-time or part-time in the home or who frequently stay at the home)

b.Date of Birth (DOB) of all family members

c.Street Address

d.Contact information (telephone; e-mail address) of host parents

e.Employment—employer name, job title, and point of contact for each working resident of the home

f.Is the residence the site of a functioning business? (e.g., daycare, farm)

g.Description of each household member (e.g., level of education, profession, interests, community involvement, and relevant behavioral or other characteristics of such household members that could a ect the successful integration of the exchange visitor into the household)

h.Has any member of your household ever been charged with any crime?

Household Pets:

a.Number of Pets

b.Type of Pets

Financial Resources:

a.Average Annual Income Range: Less than $25,000; $25,000–$35,000; $35,000–$45,000; $45,000–$55,000; $55,000–$65,000; $65,000–$75,000; and $75,000 and above. Note: The form must include a statement stating t hat: “The income data collected will be used solely for the purposes of ensuring that the basic needs of the exchange students can be met, including three quality meals and transportation to and from school activities”

b.Describe if anyone residing in the home receives any kind of public assistance (financial needs-based government subsidies for food or housing)

c.Identify those personal expenses expected to be covered by the student

Diet:

a.Does anyone in the family follow any dietary restrictions? (Y/N) If yes, describe:

b.Do you expect the student to follow any dietary restrictions? (Y/N) If yes, describe:

c.Would you feel comfortable hosting a student who follows a particular dietary restriction (ex. Vegetarian, Vegan, etc.)? (Y/N)

d.Would the family provide three (3) square meals daily?

High School Information:

a.Name and address of school (private or public school)

b.Name, address, e-mail and telephone number of school o cial

c.Approximate size of the school student body

d.Approximate distance between the school and your home

e.Approximate start date of the school year

f.How will the exchange student get to the school (e.g. bus, carpool, walk)?

g.Would the family provide special transportation for extracurricular activities after school or in the evenings, if required?

h.Which, if any, of your family's children, presently attend the school in which the exchange visitor is enrolled?

If applicable list sports/clubs/activities, if any, your child(ren) participate(s) in at the school

i.Does any member of your household work for the high school in a coaching/teaching/or administrative capacity?

j.Has any member of your household had contact with a coach regarding the hosting of an exchange student with particular athletic ability?

If yes, please describe the contact and sport.

Community Information:

a.In what type of community do you live (e.g.: Urban, Suburban, Rural, Farm)

b.Population of community

c.Nearest Major City (Distance and population)

d.Nearest Airport (Distance)

e.City or town website

f.Briefly describe your neighborhood and community

g.What points of interest are near your area (parks, museums, historical sites)?

h.Areas in or near neighborhood to be avoided?

Home Description:

a.Describe your type of home (e.g. single family home, condominium, duplex, apartment, mobile home) and include photographs of the host family home's exterior and grounds, kitchen, student's bedroom, student's bathroom, and family and living areas.

b.Describe Primary Rooms and Bedrooms

c.Number of Bathrooms

d.Will the exchange student share a bedroom? (Y/N) If yes, with which household resident?

e.Describe the student's bedroom

f.Describe amenities to which the student has access

g.Utilities

Family Activities:

a.Language spoken in home

b.Please describe activities and/or sports each family member participates in: (e.g., camping, hiking, dance, crafts, debate, drama, art, music, reading, soccer, baseball, horseback riding)

c.Describe your expectations regarding the responsibilities and behavior of the student while in your home (e.g., homework, household chores, curfew (school night and weekend), access to refrigerator and food, drinking of alcoholic beverages, driving, smoking, computer/Internet/E-Mail)

Would you be willing voluntarily to inform the exchange visitor in advance of any religious a liations of household members? (Y/N)

Would any member of the household have di culty hosting a student whose religious beliefs were di erent from their own? (Y/N) Note: A host family may want the exchange visitor to attend one or more religious services or programs with the family. The exchange visitor cannot be required to do so, but may decide to experience this facet of U.S. culture at his or her discretion.

How did you learn about being a host family?

References:

U.S. Department of State

BureauofEducational andCulturalAffairs

Private SectorExchange

....,, llridgcUSA

January 8,2024

Dear American Host Family:

Welcome tothe U.S. Department of State's BridgeUSA Exchange Visitor Program! On behalf of the U.S. Departmentof State, we would like to thankyouforyour decision to host an internationalexchange student. People-to-people exchanges are a valuabletool offoreign policy. BridgeUSA programs allow you to experience first-hand therichness anddiversityof a culture different from your own, as you exemplify American values and cultureto an exchange student. Through this program, you willjoin thousands of Americanfamilies who serve as citizen ambassadorsof the United States. Many families have found hosting an exchangestudent to be arewardingand memorable experience.

High Schoolexchange programs have been apart of U.S. public diplomacy efforts since 1949. Approximately 20,000 exchange students from aroundthe world participate in this program each year. The good will ofAmerican host families in opening their homes to these young international visitors is vitail to this program's success. Theexchange student is a guest in your home and inourcountryandyoumaybe the first Americans this young person meets. Your hospitalitywill create a lasting impression of our country andits people

The health, safety, and well-being of the young people who participate in this program are our highest priority. A host familyhas manyresponsibilities, the most importantof which isproperty caring foran international student during his/her program The regulations governing the secondary school student program are foundat eCFR - ExchangeVisitor Program regulations{22CFR 62 - Exchange Visitor Program). Theseregulationsaddress the most frequently asked questions about the program and provide the rules under which the program operates. It isextremely important that younotifyyour sponsor representative ifyou have any concerns or ifthe exchange student's personal health, safety, or well·being is threatened inany way. If the sponsoring organization is notresponsive toyour concerns, you should contact the Department ofState directly through ourJ.1 Visa Emergency Helpline 1-866-283-9090, which is available 24hours a day,7 daysa week, or by e-mail atJVisas@state gov

The BridgeUSA program will create a strong life-long bond between you, your international student,and your local community We are pleased thatyoumadethe decision tobepartof thisimpactful exchange program.

Sincerely,

Rebecca A. Pasini Deputy Assistant Secretary for PrivateSector Exchange

Department of State Welcome Brochure

Bureau of Educational and Cultural Affairs

United States Department of State

The Department of State welcomes you to the United States. We are pleased to receive you as an exchange visitor. As an Exchange Visitor Program participant, you will acquire an experience in the United States, and as an ambassador of your country you will help educate the American people about your home country and culture.

This brochure will help you understand the purpose of the Exchange Visitor Program, provide you with information on contacting the Department of State, and introduce you to some of the major requirements of the Exchange Visitor Program regulations.

THE EXCHANGE VISITOR PROGRAM

THE U.S. DEPARTMENT OF STATE administers the Exchange Visitor Program under the provisions of the Mutual Educational and Cultural Exchange Act of 1961, as amended. The Act promotes mutual understanding between the people of the United States and other countries by means of educational and cultural exchange. The Exchange Visitor Program provides foreign nationals opportunities to participate in exchange programs in the United States with the expectation that on completion of their exchange program, they will return home to share their experiences.

Sponsors

The U.S. Department of State designates U.S. organizations such as government agencies, academic institutions, educational and cultural organizations, and corporations to administer exchange visitor programs. These organizations are known as sponsors. Sponsors screen and select exchange visitors to participate in their programs based on the regulations governing the exchange activity and stated in 22 CFR Part 62. Sponsors provide exchange visitors pre-arrival information, an orientation, and monitor activities throughout their exchange program. Sponsors o er or identify cross-cultural activities that will expose exchange visitors to

American society, culture, and institutions. You are encouraged to participate in activities that provide them with an opportunity to share their language, culture, and history with Americans.

Responsible O cers

Sponsors appoint individuals as responsible o cers and alternate responsible o cers to advise and assist exchange visitors. These o cers issue the Certificate of Eligibility (Form DS-2019), and conduct o cial communications with the Department of State and the Department of Homeland Security (DHS) on your behalf. Your sponsor’s role is to help you manage your program. If problems arise or you have questions, your sponsor is there to help you. Should you have any questions about the regulations or any aspect of your exchange program, your initial and primary contact is your sponsor. Unless provided specific contact information by your sponsor you should contact the person whose name and telephone number can be found on your Form DS-2019.

Exchange Visitor

An exchange visitor is a foreign national selected by a sponsor to participate in an exchange visitor program and who is seeking to enter or has entered the United States temporarily on a J-1 visa.

Spouse and dependents - Some categories of the Exchange Visitor Program permit a spouse and/or unmarried children, under 21 years of age, to accompany an exchange visitor to the United States. These individuals may apply for J-2 visas with the permission of your sponsor.

REGULATIONS – RULES

IT IS IMPORTANT THAT YOU understand and abide by the Exchange Visitor Program regulations, U.S. laws and sponsor rules. Regular contact with your sponsor will help you keep current with any change which may a ect your J-1 visa status. Some requirements of the Federal regulations and where to find them are indicated below.

Register with your sponsor

Your Form DS-2019 was created in a computerized system known as the Student and Exchange Visitor Information System (SEVIS). This System is administered by the Department of Homeland Security and is used to collect and maintain information on the current status of non-immigrants and their dependents in the sponsor’s program during their stay in the United States.

When you arrive in the United States, you must contact your sponsor to ensure that your data in SEVIS is accurate and updated. Failing to maintain your status could result in serious consequences and may a ect your ability to remain in or return to the United States.

Activities and Program Provisions

You entered the United States in a specific program category, and are required to engage in that category and the activity listed on your Form DS-2019. You must comply with the specific program provisions of the regulations relating to your exchange category.

Insurance

You are required to have medical insurance in e ect for yourself (J-1), your spouse and any dependents (J-2) for the duration of your program. Some sponsors provide the required insurance for their exchange visitors. Other sponsors may allow you to make your own arrangements or may help to identify insurance carriers. Consult with your responsible o cer before the start of your program.

(a) Minimum Insurance Coverage – Insurance shall cover: (1) medical benefits of at least $100,000 per person per accident or illness; (2) repatriation of remains in the amount of $25,000; and (3) expenses associated with medical evacuation in the amount of $50,000.

(b) Additional Terms – A policy secured to fulfill the insurance requirements shall not have a deductible that exceeds $500 per accident or illness, and must meet other standards specified in the regulations.

(c) Maintenance of Insurance – Willful failure on your part to maintain the required insurance throughout your stay in the United States will result in the termination of your exchange program.

Maintenance of Valid Program Status

You are required to have a valid and unexpired Form DS-2019. Sponsors may terminate an exchange visitor’s program for violating U.S. laws, Exchange Visitor Program regulations, or the sponsor’s rules governing their particular program.

Required Notifications to Sponsors

You must immediately inform your sponsor if you change your address (residence) or telephone number, or complete or withdraw from your exchange visitor program early. Doing so assists your sponsor in complying with their notification and reporting requirements to the U.S. Department of State and the Department of Homeland Security. Failure to keep your sponsor informed could result in the termination of your program status.

Current Regulations

The Exchange Visitor Program regulations are located in the Code of Federal Regulations, (22 CFR, Part 62) and can be found at the J-1 Visa website: http://j1visa.state.gov/sponsors/current/regulations-compliance/.

Contacting the Department of State

The Exchange Visitor Program is administered under the oversight of the Deputy Assistant Secretary for Private Sector Exchange, Bureau of Educational and Cultural A airs (ECA).

Bureau of Educational and Cultural A airs

U.S. Department of State

SA-4E, 2430 E Street, NW Washington, DC 20037

Report Abuse or Exploitation

If you are mistreated and/or your rights are violated, and your sponsor is not providing the help you need, contact the Department of State for assistance:

J-1 Visa Emergency Hotline

Phone: 1-866-283-9090.

This line is for use by exchange visitors and third parties in the case of urgent situations. *A Department of State representative is available 24 hours a day.

Regular Communications or questions

Email: jvisas@state.gov.

This e-mail address is to communicate non-emergency issues, questions, and concerns.

ETC Student Expectations Worksheet

How to be a Part of Our Family

This form serves as a guide for things expected by both the host family and student. Please take time to fill in all the details prior to your student’s arrival. Once your student is here, review and discuss the information with them. ETC encourages you to keep this document out and visible (possibly on the refrigerator), especially during the first few weeks. It should be reviewed and revised at least once a semester. Our goal is to prevent misunderstandings that are typically the result of a simple lack of communication or lack of information. The more details you include, the better!

**Please provide a signed copy to your Local Coordinator and keep your LC updated any time there are revisions so they can continue to support you. Thank you!

Breakfast

*Lunch

Dinner

Snacks

FOOD/MEALS

NOTES:

*School Lunch: If the student chooses to purchase lunch at school, the student is responsible for paying for it. The approximate cost of purchasing lunch at school daily is________________________________________.

What is the school’s policy for paying for lunch (cash, online account, etc.)? ____________________________

Additional Information:

Where are we allowed to eat & drink, other than the kitchen or dining room?

Is the student allowed to cook in the kitchen? _

If yes, what are the guidelines for cooking (hours, cleanup, asking to use specific ingredients, etc.)? _________

Groceries:

Grocery shopping is typically done (please circle): daily - weekly - monthly - on a specific day ____________

Should student let family know when they are running low on certain items? If so, how? __________________

When student purchases specific items just for their own use (ex, protein shakes, candy, etc) where should these be kept? _____________________________________________________________________________ MEAL TIME EAT TOGETHER? Y/N Food Options Available/Who Prepares

Medications:

It is not unusual for students to bring medications with them from their home country. Some may be prescription medicines and others are simple over-the-counter medicines. In the interest of everyone’s safety, it’s important that the family know about all these medications. Finding a safe place to store them, away from small children and pets is important, too. Please list those medications brought to the US below:

Name of Medication Used for:

If necessary, please continue to list any additional medicines on the back of this page.

Where should all these medications be kept? _

What is the school’s policy regarding taking medications to school? ______________________

TIMES & LIMITS

EVENT

When to wake up

When to go to bed

Time bedroom lights should be off

Time to be home (Curfew)

WEEKDAYS WEEKEND

Host Families – do you prefer to arrive early, late or on time for events?

School attendance is mandatory, and students must arrive on time for all classes.

PERSONAL CHORES & DAILY ROUTINES

List things here that the student is responsible for him/herself. (ie. Making their bed, cleaning their bathroom, cleaning up after a snack, putting their dishes in the dishwasher, etc.)

Students should also have at least one assigned chore, so that they can contribute and help in maintaining their home. (i.e. vacuuming, dusting, common area cleaning, taking out the trash, emptying the dishwasher, etc.)

Daily Responsibilities/Assigned Chores Weekly Responsibilities As needed

PERSONAL HYGIENE AND LAUNDRY

It’s important that students know what is expected in terms of showering and using deodorant as these may be cultural differences. Please show students how to use the appliances and how to wash clothes. You may need to show them more than once, as they may be learning this for the first time.

EXPECTATIONS:

How often should the student shower?

What are the time limits for showers & bathroom use? Any specific time of day for showers?

How often should the student use deodorant?

Please help student purchase it, if it was not brought with him/her.

Who is responsible for washing student’s clothing?

What days/times are available for student to do laundry?

How often should bed sheets & towels be washed? And by whom?

Any further instructions about doing laundry in your home, such as how often dirty clothes should be washed:

CHURCH

We attend church (CIRCLE ONE): Yes No Sometimes

Reminder – Host Families cannot force students to attend church, but they can certainly invite them to go with them or allow them to go with friends.

TECHNOLOGY: Cell phones, laptops & social media

Communication with Natural Parents and friends from home is limited to one time a week for no more 60 minutes total. This includes all forms of communication (texting, social media messages,etc) *Terms of Participation #28

Rules around cell phones & social media

Appropriate times to use your phone (texting, internet, phone calls, & social media) Phone use should not interfere with family time.

Where are phones kept at night? ETC suggest all electronics be left outside the bedroom at night to ensure a good night’s sleep without interruptions Social Media posts limitations (ie: no location, no tagging, no photos with house #, etc).

Reminders:

EXPECTATIONS:

• Students should not visit websites that contain pornography, gambling or illegally download movies.

• For safety reasons, students should not communicate with strangers on Social Media or texts. Only become friends & communiciate on the internet with people you have actually met in person.

• Posts on Social Media should never speak negatively of the U.S., ETC, exchange program, friends or host family.

Any additional guidelines/rules regarding technology use:

ACTIVITIES, FRIENDS, & DATING

Activities should be communicated with the host family ahead of time. It is common in the US for families to require information about where you are, who you are with and what activities you are doing. Students and families need to determine in advance how transportation for sporting events, school activities, shopping, etc. will be managed.

Guidelines for going out with friends: EXPECTATIONS:

How far in advance should the student ask the family to go out? Is a same day notice okay?

What are the Host Family rules about riding with teen drivers? NOTE: There could be state laws regarding teen drivers & passengers. Is taking public transportation/using Ride Share Apps alone allowed?

NOTE: If so, student is responsible for the cost.

It is normal in America for Host Families to want to know where the student is at all times for safety reasons. Often plans change and the student should notify a host parent immediately if that happens.

I understand _________ (Student’s Initials)

EXTRACURRICULAR ACTIVITIES

Extracurricular Activities are a fun part of the exchange experience and a great way to make friends! Students should discuss their plans to join a sport or club with the host family before signing up to make sure the family can fit this into their schedule. A carpool with other parents or teens in enoucraged to make it easier on everyone. I understand (Student’s Initials)

ETC suggests discussing, coordinating and prioritizing everyone’s schedules and how transportation for events will be handled.

DATING: ETC’s top priority is maintaining student safety and security throughout the duration of the program. ETC highly discourages dating and encourages students to refrain from putting themselves in intimate situations.

Please confirm you read and understood. _____ _ _______ (Student’s Initials)

DRESS & PRIVACY

Americans may dress more modestly than other nationalities. As a culture, we value hygiene and practice privacy. Please clearly explain what is culturally appropriate in America and in your home.

CLOTHING TO BE WORN…

Around the house & after shower

What is appropriate swim attire, shorts length, skirt length and shirt length (crop tops)?

Clothing for School

Who controls the thermostat (temperature) of the home?

When should the student’s bedroom door be closed?

When should I knock?

WHO PAYS?

APPROPRIATE CLOTHING

*Review the school’s dress code policy to avoid any violations at school*

ADDITIONAL EXPECTATIONS

*Most families expect student to knock when a door is closed and should do the same regarding the student’s bedroom door*

Students are responsible for all personal items, school fees, school events, sports, clothing, entertainment, school lunches, personal public transportation (ie: bus & airfare), etc. Families are responsible for meals eaten in the home. Sometimes there are “gray areas” such as snacks, special request groceries and

eating out It is very important to make this clear as soon as your student arrives. If you choose “discuss each time” make sure this will not create an awkward situation. Don’t wait until you’re at the restaurant to discuss it.

ITEM/ACTIVITY

Student’s US cell phone plan

Medical Copays & Sports Physicals

When we go out to eat

When we go to the movies

Admission fees

Special events/trips

Toiletries/Hygiene products (i.e. Shampoo, deodorant, toothpaste)

Special or additional groceries

Activities with friends or host siblings

Not Allowed X

Not Allowed X

**Vacation/travel expenses should be listed and approved on the Travel Form** If a travel form is not required, please discuss the cost to the student in advance, which usually includes meals, admission to events, souvenirs, etc.

FREE TIME

Free time is necessary for EVERYONE to relax and recharge, but it also looks different to everyone. Understanding what everyone does to relax, unwind and enjoy their free time can be helpful. The student and each family member should list their free time activities These may be things like reading, watching TV, playing video games, going for walks, etc. and can be done alone or with others. To add additional family members, please continue on to another page.

Student/Host Family Member’s Name:

Activity (may list more than one)

Prefer to be alone or with others around? Is this Allowed?

STUDENT’S HOPES/GOALS/EXPECTATIONS

Students, this is your chance to express your hopes, dreams, goals, and expectations for your exchange experience and to discuss with your host family freely. List what is realistic and attainable, (i.e. going to high school football games, going to prom, joining drama club, seeing local sites, etc.)

HOPES/GOALS/EXPECTATIONS YES! WE CAN WE WILL TRY NOT POSSIBLE

HOPES/GOALS/EXPECTATIONS (if hosting two) YES! WE CAN WE WILL TRY NOT POSSIBLE

FAMILY’S HOPES/GOALS/EXPECTATIONS

Just like above, describe what your family hopes to get out of this experience. (ie: learn more about the student’s culture, share your American culture, learn new recipes, play sports together, lifelong friend, etc.)

HOPES/GOALS/EXPECATIONS of the FAMILY STUDENT RESPONSE

Any additional family or cultural expectations that will help your student:

We agree to the expectations set forth in this Student Expectations Worksheet.

Student Name (Printed) Student Signature Date

Student Name (Printed) (If hosting two) Student Signature Date

Host Parent Name (Printed) Host Parent Signature Date

FUTURE REVIEWS/REVISIONS

Please review this often (at least once a semester) and use it as a working document as your family grows and navigates what works best. Always provide an updated copy to your LC for continued support.

REVISIONS

Sample DS-2019

Permission to Extend Stay Up to 30 days

Student Name:

Permission to Extend Stay up to 30 Days after SEVIS and School End Date & Program Release

This form is for ETC students requesting permission to extend up to 30 days beyond the SEVIS expiration date and the last day of school. It also is a program release form from ETC.

IMPORTANT: The SEVIS J-1 visa END DATE is NOT the date in the student’s passport and should not be used to determine the valid end date of the J-1 visa. It is a date controlled by ETC in the US State Department’s SEVIS electronic system that corresponds to the last date of school. The J-1 program ends on the last date of school. Only students in good academic and behavioral standing may be considered for extensions no more than 30 days beyond the last day of school and the SEVIS end date. Students may be rejected at the sole discretion of ETC and then will be required to return to their home country immediately.

Pre-Approval Check List (complete at least 4 weeks before last day of school and SEVIS J-1 end date):

(insert name of representative)

regarding the last date I may remain in the USA. For any questions about this date, contact the Program Manager, Jocelyn Oswald (1-877-222-9803) joswald@edutrav.org

Description of activities planned during the 30 day extension as disclosed by the student. ETC is not responsible for any change of the plans below or the well-being and safety of the student during this time. I understand that if I am granted an extension I must remain in the U.S. until my departure to my home country, and I cannot travel to Canada or Mexico or any other foreign destinations during this time period.

THE SECTION BELOW MUST BE FULLY COMPLETED.

Departure Date

Arrival Date in Home Country

Education Travel & Culture Abuse Prevention and Notification Policy

I.BACKGROUND PRINCIPLES

• ETC, ETC’s sta , coordinators and representatives, the host family, and the overseas partner will not be held liable for any changes to the plans listed above.

• Student is responsible for ensuring that he/she has travel and medical insurance coverage for the extended period of time.

As the natural parent(s), we will be liable for any expenses ETC, the host family, our overseas partner or any other party or person(s) may incur to assist my child if necessary.

Education Travel & Culture has developed this abuse prevention policy, because we want our students to be safe, our coordinators and host families to be well-informed and our entire community to be mindful of the responsibility we share. Examples of student abuse that this policy is designed to prevent include: (1) physical injury to a student which has been caused by other than accidental means; (2) cruelty to a student resulting in observable and substantial impairment of the student's mental or psychological ability to function; and (3) sexual conduct.

I, , Education Travel and Culture (ETC) J-1 Program participant, hereby request to be formally released from the ETC Program for the purpose of . My release from the program begins on the last day of school and my SEVIS J-1 end date of . My return flight date is and is no more than 30 days after my program end date. During this time ETC, host family, overseas sending organization and all ETC sta and coordinators are not responsible for my whereabouts or well-being, including travel, hotel stays and airport transfers. I promise to abide by all local, state, and federal United States laws during the time I have been released from the program until I leave the United States for my home country.

This policy applies to everyone with any o cial responsibility for students (e.g. volunteers, chaperones, host families, et al) regardless of whether they are paid or volunteer. All those who work with students will receive a copy of this policy and agree to adhere to these policies.

Student Name

Natural Parent Name

Natural Parent Name

The Executive Director will review this policy and supporting procedures every year to make sure it still meets the needs of our community and that we are living up to the commitments outlined here.

Overseas Sending Organization Name

Date Submitted to ETC

II.SPECIFIC POLICIES

Attention Students: Please submit this form to the ETC o ce at least 4 weeks before your last day of school. ETC will forward this form to your sending organization for required signatures and approval.

1) Screening Requirements for Those Working or Volunteering with Students:

Failure to submit this form at least 4 weeks prior to the last day of school and your SEVIS J-1 end date will be grounds for denial of extension.

2)Before anyone can volunteer, work, or have routine contact with our students, he or she must have completed a criminal background check, undergone an interview, provided 3 personal references and attended an Education, Travel & Culture orientation.

3)Those hired specifically to work with students must participate in an annual Sexual Awareness and Prevention program. Currently we are using the “Stewards of Children” training program through the Darkness to Light organization.

4)Before anyone can work with students, he or she must agree in writing that he or she has read and agrees to follow the abuse prevention policies of Education Travel & Culture.

5)All workers and volunteers will undergo a criminal background check yearly.

(A)Restrictions:

1)Anyone who is known to have criminally abused another person is ineligible to work or volunteer with students at Education Travel & Culture.

2)Anyone convicted of a violent crime, or currently under investigation for a violent crime is ineligible to work or volunteer in any capacity with students.

3)Anyone convicted of a nonviolent crime can only volunteer or work with students if the Executive Director agrees that it is appropriate.

(B)Observation of Care:

1)With the exception of a host family member or ETC representative being in an unavoidable one-on-one situation with a student, those who work/volunteer with students must have a third person present at every event or activity. The third person may be another minor.

a.A host parent, ETC representative or volunteer should always be aware of potential risks and should avoid 1:1 situations when at all possible even if that means rescheduling an event until another person can be present.

b.An ETC representative with only one student should always try to meet with the

2)For the purpose of family development and understanding the scope of normal living arrangements there may be situations where students and host family members will unavoidably be in a one-on-one situation.

a.The 1:1 contact should be in a location (of the home or anywhere else) that is visible, interruptible and has doors and windows. Doors should remain open and windows should be visible to the outside.

b.Private meetings in bedrooms or other rooms within the house should always take place with the door left open. Under absolutely no circumstances should a student be in a room within the house in the company of another person with the door locked.

c.If students will be spending the night away from home, these policies should be passed along to the responsible adult for their safety as well as that of the student.

(C)Physical Contact:

Adults working with students should limit touch to appropriate areas of the body (e.g. hands, shoulders). Any and all forms of a ection between the student and others should be within healthy guidelines and should be with the full consent of the student. HF’s are never to spank, hit, or otherwise physically discipline students.

(D)Using the Restroom/ Dressing:

If a student needs assistance in the restroom or with dressing, the door should remain propped open while person is helping the student.

(F)Transportation:

In addition to being screened; any driver of the student will be responsible for having a current driver's license and proof of insurance.

(G)Reporting Abuse:

1) If an ETC representative, volunteer, or host family member witnesses student abuse, or is told of student abuse by a party involved, that person must promptly contact the ETC Portland office. They will make a report to the appropriate child protective service and local law enforcement agency. It is important to limit the amount of follow-up questions asked of the student in this situation, so that further investigation may be performed by trained interviewers. Those suspected of abuse should not be contacted at this time.

2) If the accused abuser has access to the student, the student should be moved immediately to a safe place. When abuse is reported within the home or host family, the student is moved at once. Our policy is to protect the parties involved now and ask appropriate questions later.

3) If an ETC representative, volunteer or host family member has cause to believe that abuse has occurred, but has not observed the abusive conduct directly, that person must report the information to their local ETC representative immediately. Messages should not be left, and the burden t o report remains until someone from ETC has been contacted. After consultation, if they decide the situation warrants it, they will make a r eport to the appropriate child protective service and local law enforcement agency. Discussion with the student should be kept to a m minimum and then only to confirm suspicions. Those suspected of abuse should not be contacted at this time.

4) Using the appropriate format, the Program Manager must report all relevant information concerning suspected or observed abuse to the US Department of State.

5) If an ETC representative, volunteer or host family member is alleged to have abused a student, the following steps shall be taken:

a. The student will be moved to a safe location immediately and the accused shall not have any further communication or access to the student.

b. The allegation will be reported as soon as possible to the proper child protective service agency and/or law enforcement agency in accordance with the appropriate state mandatory reporting guidelines.

c The incident shall be reported as soon as possible to the applicable insurance company and/or attorney.

d. The accused shall be relieved of duties until the prompt investigation of said accusation occurs.

e. ETC will follow the counsel of the US Department of State, an attorney and/or insurance company representative when reporting to authorities.

f. Sending Organizations and Natural Parents of the alleged victim shall be notified as soon as possible by an ETC Administrator.

g. If the accused is under the age of 18, their parents shall be notified as soon as possible.

h. If the accused is the student, all matters of safety, communication and reporting remain the same as above.

i. The alleged victim will be supported by all the love and care that is reasonably possible.

j. The accused will be treated with dignity and support.

6) All means must be taken to ensure confidentiality at all levels of this process. Disclosure of information regarding the abuse or suspected abuse is prohibited, except as required for reporting purposes.