Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Dept of StateDept of State22 CFR Part 6222 CFR Part 62

RevisionsRevisions

April 4, 2006April 4, 2006

                                          

                                                       

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Program Eligibility:Program Eligibility:

Require all participants to be enrolled and Require all participants to be enrolled and participating in a full course of study; participating in a full course of study;

Not less than one academic semester nor Not less than one academic semester nor more than two;more than two;

Be conducted on a U.S. academic calendar Be conducted on a U.S. academic calendar year basis, except for students from year basis, except for students from countries whose academic year is opposite countries whose academic year is opposite

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Program Administration:Program Administration: Ensure all volunteers and officers:Ensure all volunteers and officers:

Are adequately trained, supervised, and Are adequately trained, supervised, and those with personal contact are vetted those with personal contact are vetted through a criminal background check ;through a criminal background check ;

Make no student placement beyond 120 miles Make no student placement beyond 120 miles of the home of a local organizational of the home of a local organizational representative;representative;

Ensure that no organizational Ensure that no organizational representative acts as both host family and representative acts as both host family and area supervisor area supervisor

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Program Administration:Program Administration: Ensure all volunteers and officers:Ensure all volunteers and officers:

Maintain, at minimum, a monthly schedule of Maintain, at minimum, a monthly schedule of personal contact with the student and host personal contact with the student and host family; family;

Ensure that the school has contact Ensure that the school has contact information for the local organizational information for the local organizational representative and the program main office representative and the program main office

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Selection:Student Selection:

Are secondary school students in their Are secondary school students in their home country who have not completed more home country who have not completed more than eleven years of primary and secondary than eleven years of primary and secondary study, exclusive of kindergarten; study, exclusive of kindergarten;

are at least 15 years of age but not more are at least 15 years of age but not more than 18 years and six months of age as of than 18 years and six months of age as of the program start date;the program start date;

OROR

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Selection:Student Selection:

Demonstrate maturity, good character, and Demonstrate maturity, good character, and scholastic aptitude; andscholastic aptitude; and

Have not previously participated in an Have not previously participated in an academic year oracademic year orsemester secondary school student exchange semester secondary school student exchange program in the United States or attended program in the United States or attended school in the United States in either F-1 or school in the United States in either F-1 or J-1 visa status. J-1 visa status.

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Enrollment:Student Enrollment:

Sponsors must secure Sponsors must secure priorprior written acceptance written acceptance for the enrollment of any exchange student for the enrollment of any exchange student participantparticipant in ain aUnited States public or private secondary United States public or private secondary school;school; Sponsors must maintain copies of all Sponsors must maintain copies of all written acceptances and make such documents written acceptances and make such documents available for Department of State available for Department of State inspection upon request;inspection upon request; Sponsors must provide the school with a Sponsors must provide the school with a translated ``written English language translated ``written English language summary'' of complete academic course work summary'' of complete academic course work prior to commencement of school prior to commencement of school

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Enrollment:Student Enrollment:

Sponsors must inform the prospective host Sponsors must inform the prospective host school of any student who has completed school of any student who has completed secondary school in his/her home country;secondary school in his/her home country;

Sponsors may not facilitate the enrollment of Sponsors may not facilitate the enrollment of more than five exchange students in one more than five exchange students in one school unless the school itself has school unless the school itself has requested, in writing, the placement of morerequested, in writing, the placement of more

Upon issuance of Form DS-2019 to a Upon issuance of Form DS-2019 to a prospective participant, the sponsor prospective participant, the sponsor accepts full responsibility for placing the accepts full responsibility for placing the student student

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Orientation:Student Orientation:

Prior to departure from home:Prior to departure from home:

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

Age and Age and language appropriatelanguage appropriate information on information on how to identify and report sexual abuse or how to identify and report sexual abuse or exploitation exploitation

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Orientation:Student Orientation:

Prior to departure from home:Prior to departure from home:

A detailed profile of the host family in A detailed profile of the host family in which the exchange student is placed. The which the exchange student is placed. The profile must state whether the host family profile must state whether the host family is a permanent or a temporary host family; is a permanent or a temporary host family;

A detailed profile of the school and A detailed profile of the school and community in which the exchange student is community in which the exchange student is placed; and placed; and

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Orientation:Student Orientation:

Prior to departure from home or upon entry:Prior to departure from home or upon entry:

Student name

Host family address and telephone

Program sponsor telephone (immediate contact)

Program sponsor local representative telephone

Dept of State telephone

Identification Card

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Extra-curricular Student Extra-curricular Activities: Activities:

May participate in school sanctioned and May participate in school sanctioned and sponsored extra-curricular activities, sponsored extra-curricular activities, including athletics, if: including athletics, if:

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

Authorized by the State authority Authorized by the State authority responsible for determination of responsible for determination of athletic eligibility athletic eligibility

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Student Employment:Student Employment:

Exchange students may not be employed on Exchange students may not be employed on either a full or part-time basis either a full or part-time basis

May accept sporadic or intermittent May accept sporadic or intermittent employment such as babysitting or yard work employment such as babysitting or yard work

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family Screening Host Family Screening and Selection:and Selection:

Provide potential host families with a Provide potential host families with a detailed summarydetailed summary of the exchange visitor of the exchange visitor program and the parameters of their program and the parameters of their participation, duties, and obligations; participation, duties, and obligations;

Utilize a Utilize a standard application formstandard application form that that must be must be signed and datedsigned and dated by all potential by all potential host family applicants which provides a host family applicants which provides a detailed detailed summary and profilesummary and profile of the of the host host familyfamily, the physical , the physical home environmenthome environment, , family family compositioncomposition, and , and communitycommunity environment; environment;

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family Screening Host Family Screening and Selection:and Selection:

Exchange students are not permitted to Exchange students are not permitted to reside with relatives; reside with relatives;

Conduct an Conduct an in-person interviewin-person interview with all with all family members residing in the home; family members residing in the home;

Ensure that the host family has a good Ensure that the host family has a good reputation and character by securing reputation and character by securing two two personal referencespersonal references for each host family for each host family from the school or community; from the school or community;

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family Screening Host Family Screening and Selection:and Selection:

Ensure that the host family has adequate Ensure that the host family has adequate financial resources to undertake hosting financial resources to undertake hosting obligations; obligations; Verify that Verify that each membereach member of the host family of the host family household eighteen years of age and older household eighteen years of age and older has undergone a has undergone a criminal background checkcriminal background check; ;

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family Screening Host Family Screening and Selection:and Selection:

Maintain a Maintain a record of all documentationrecord of all documentation for for all selected host families, including but not all selected host families, including but not limited to:, limited to:,

application application formsforms

background background checkschecks

evaluationsevaluations

interviewsinterviews

for three for three yearsyears

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family Orientation:Host Family Orientation:

InformInform all host families of the philosophy, all host families of the philosophy, rules, andrules, andregulations governing the sponsor's exchange regulations governing the sponsor's exchange visitor program;visitor program;Provide all selected host families with a Provide all selected host families with a copy of DoS copy of DoS Exchange Visitor Program Exchange Visitor Program regulationsregulations; ; Advise all selected host families of Advise all selected host families of strategies for cross-cultural interaction strategies for cross-cultural interaction and and conduct workshopsconduct workshops which will familiarize which will familiarize the host family with the host family with cultural differencescultural differences and practicesand practices..

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family PlacementHost Family PlacementSponsors Sponsors May NotMay Not::

Facilitate the entry into the United States Facilitate the entry into the United States for an exchangefor an exchangestudent for whom a host family placement has student for whom a host family placement has not been secured;not been secured;Place more than one exchange student with a Place more than one exchange student with a host familyhost familywithout the prior written consent of the without the prior written consent of the Department of State; Department of State;

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Host Family PlacementHost Family PlacementSponsors Sponsors MustMust::

Facilitate and encourage the exchange of Facilitate and encourage the exchange of correspondencecorrespondencebetween the two prior to the student's between the two prior to the student's departure from the home country;departure from the home country;

Document the reason(s) necessitating any Document the reason(s) necessitating any unplanned changeunplanned change in host family and provide in host family and provide the Department of State with an annual the Department of State with an annual statistical summary.statistical summary.

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Reporting RequirementsReporting Requirements

Immediately reportImmediately report to the Department any to the Department any incident or allegation involving the actual incident or allegation involving the actual or alleged sexual exploitation or abuse of or alleged sexual exploitation or abuse of an exchange student participant. Sponsors an exchange student participant. Sponsors must also report such allegations as must also report such allegations as required by local or state statute or required by local or state statute or regulation;regulation;Failure to report such incidents to the Failure to report such incidents to the Department and to local law enforcement Department and to local law enforcement authorities shall be grounds for the authorities shall be grounds for the summary summary suspension and termination of the sponsor's suspension and termination of the sponsor's programprogram..

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Reporting RequirementsReporting Requirements

Summation of all situations which resulted Summation of all situations which resulted in the placement of exchange student in the placement of exchange student participants with more than one host family participants with more than one host family or school placement;or school placement;

Provide a report of all final academic year Provide a report of all final academic year and semesterand semesterprogram participant placements by August 31 program participant placements by August 31 for the upcoming academic year.for the upcoming academic year.

Eastern States Student Exchange, Inc. (ESSEX)

ESSEX 7/06

Dept of StateDept of State22 CFR Part 6222 CFR Part 62

April 4, 2006April 4, 2006