Support for Exchange Visitors and Hosts
Expectations from Hosts
Hosting Responsibilities
Training Plan Information
Recruitment of Exchange Visitors
Exchange Visitor Placement Process
Accommodation Guidelines
Difference Between an "Intern" and a "Trainee"
What you can expect from CAEP?
- Age Range: Exchange visitors are typically aged 18-28 (21-35 for enology applicants).
- Experience: Applicants should have at least one year of practical experience in their field.
- Language Skills: A basic understanding of English is required.
Support for Exchange Visitors and Hosts
- Application Process: CAEP collaborates with country offices to review and interview applicants. If there's no office in the applicant's home country, interviews will be conducted through the nearest regional or corporate office.
- Placement: CAEP strives to make the best possible placements based on the information provided.
- Visa Preparation: CAEP handles the paperwork necessary for obtaining the cultural training visa.
- Arrival Coordination: We will contact hosts regarding the exchange visitor's arrival details.
- Insurance: CAEP ensures exchange visitors have adequate medical and travel insurance upon arrival.
- Ongoing Support: CAEP will follow up with both the host and exchange visitor throughout the program, including potential on-site visits and informational seminars.
- Resources: Hosts and exchange visitors receive helpful handbooks for reference.
- Feedback: Hosts will be asked to provide feedback on the placement through evaluation forms and receive newsletters with program updates.
Expectations from Hosts
- Hosting an exchange visitor is a unique opportunity for cultural exchange. We expect hosts to engage actively with the visitor and provide a supportive learning environment.
- Application Requirements: Hosts must submit a complete and updated hosting application and training plan that details the skills to be learned month by month.
Hosting Responsibilities
- Fees:
- $100.00 placement fee per exchange visitor
- $75.00 administrative fee per month per exchange visitor
- Room and Board: Hosts should assist with housing and meals for the exchange visitor.
- Time Off: Exchange visitors should have an average of 1.5 days off per week.
- Insurance: Hosts must obtain worker's compensation or appropriate liability insurance as required by state law.
- Taxes: Hosts are responsible for withholding income taxes but do not need to withhold FICA/FUTA taxes.
- Participation: Hosts should support exchange visitors in attending CAEP-sponsored seminars and events.
- Follow the Fair Labor Standard Act and Migrant & Seasonal Agriculture Worker Protection Act.
Training Plan Information
The U.S. Trainee and Intern Program requires a completed training plan for each exchange visitor, which outlines the training offered at the host's operation.
Minimum Components of the Training Plan:
- Description of the exchange visitor's role
- Specific tasks and activities
- Goals and objectives
- Skills or techniques to be taught (unskilled labor tasks are not permitted)
- Supervision and evaluation methods
- Cultural activities
CAEP offers "Skillability," an online database to help hosts create training plans and track skills imparted. The Training Plan (DS-7002). Is part of the application process and guide through the program.
Exchange Visitor Placement Process
- Application Submission: Exchange visitors complete online paperwork through country offices or direct to CAEP.
- Review Process: The country office reviews and interviews the applicant before forwarding the application to CAEP.
- Host Placement: Once the application is found appropriate for a program, the application is shared with potential hosts.
- Training Plan Submission: After acceptance, the host submits a signed training plan (DS-7002).
- Visa Application: the sponsoring organization, CAEP enters information into SEVIS and prints form DS-2019, which is forwarded to the applicant for visa interview at a US consulate.
- Travel Arrangements: Once the visa is approved and issued by the consulate, the exchange visitor can make travel arrangements.
Accommodation Guidelines
As a host, you must provide or help the exchange visitor or find adequate living arrangements. Minimum requirements include:
- Furnishings: Bed, chair, desk, chest of drawers, and closet
- Bedding: Clean sheets, blankets, pillows, towels, and access to bathing facilities
- Kitchen Access: Cooking facilities and refrigerator (if meals are not provided)
- Utilities: Safe drinking water, electricity, and pest-free environment
- Safety Features: Smoke alarms and fire extinguishers
Difference Between an "Intern" and a "Trainee"
- Intern: A current student or recent graduate (within 12 months) with at least one year of practical experience.
- Trainee: A graduate with at least one year of practical experience or five years of experience in the field without a degree.