Our winter CIEE Work & Travel USA students are arriving and our summer participants just experienced a summer they’ll always remember and cherish! The reminders of their cultural exchange experiences are still appearing daily on our social media accounts – such as Instagram where pictures are flagged with the hashtag #CIEEWorkTravelers – as they share their summer with CIEE and the world.

We also had a period of uncertainty about the future of the J-1 Summer Work Travel program (and other J-1 cultural exchange programs). CIEE thanks you, our employers, for your support in advocating for the importance of this program, which is essential to businesses, communities, and lives across this country. The stories you shared, along with your calls and emails to elected officials, have sent a strong message. This program is invaluable to your business and communities and is a highly impactful public diplomacy tool. The outpouring of support for J-1 programs has not gone unnoticed, and while we cannot predict what the future holds, we are optimistic. With this in mind, CIEE and the J-1 community are moving forward. While we continue our advocacy efforts, we also remain focused on providing the best programs and experiences for all our stakeholders – our employers, our International Representatives, the communities we live in, and, most importantly, our students. On November 16, we invited you to join us on a conference call to provide an update on advocacy and the landscape of the program. For those who attended, thank you for joining. If you missed this and would like additional information, please email me and I’d be happy to share the content.

In this edition of Exchanges, you’ll read more about how CIEE is moving forward! You will learn about the industry’s advocacy efforts and how CIEE is educating, training, and preparing our network of International Representatives to recruit the best students and set expectations that will lead to successful programs. We also share how CIEE is engaging our alumni to tell their stories about program impact. Finally, we have information to prepare our winter employers to welcome our participants who are about to embark on their cultural exchange journey.

Thank you for taking the time to read the important updates below, and for your commitment to and focus on the future health of CIEE Work & Travel USA. You are valuable partners and help contribute to impactful cultural exchange programs. We could not do this without you!

Sincerely,
Cara
Cara Mills, Director, Employer Relations

In August, the Wall Street Journal reported that the Trump administration was considering significant cuts to or elimination of five J-1 exchange programs, including Summer Work Travel. Since then, the broader international exchange community has come together to defend and support the threatened programs. This effort has driven more than 100,000 letters to the administration and to elected officials, hundreds of media stories, and an internationally-trending #SaveJ1 hashtag. The outpouring of support for the J-1 programs has not gone unnoticed by members of Congress and others. While we continue our advocacy efforts, we are optimistic about the future of J-1 exchanges.

Legislative Action
As you know, J-1 exchanges enjoy broad bipartisan support in both houses of Congress and in state and local governments across the country. In the last two months, your calls and emails to your members of Congress have led to two significant legislative actions.

Senator Coons (D-DE) and Senator Murkowski (R-AK) cosponsored an amendment to the Senate Foreign Operations Bill that requires the administration to consult with Congress prior to making any significant changes to the J-1 programs. The legislation also asks for an analysis of the impact on public diplomacy and the economy. The amendment is included in the Senate Appropriations bill, which should be finalized before the end of the year.

In the House of Representatives, Rep. LoBiondo (R-NJ) and Rep. Keating (D-MA) cosponsored House Resolution 529 in support of J-1 Exchange Visitor programs. The resolution currently has 40 cosponsors, with additional members continuing to sign on.

Both of these actions send a strong message to the administration that J-1 programs are vital to the U.S. economy and public diplomacy efforts, and should not be reduced or eliminated.

Media Highlights
Since the original Wall Street Journal article, more than 400 domestic and international news articles have been published, the vast majority with a positive view toward exchanges. All of the articles, which you can filter by date and state, are posted online at Americans for Cultural Exchange.

Highlights include:

• “The U.S. makes ambassadors of visitors,” Wall Street Journal, September 27 
• “As Trump plan threatens ski resort tourism, industry mobilizes to protect visa worker program,” The Denver Post, September 22 
• “Foreign worker shortages extend into shoulder season,” Boston Globe, September 26 
• “Families, camps and businesses rally to protect J-1 visa program,” Washington Post, September 10 
• “Maine businesses worry Trump might cut program for foreign college student,” Portland Press Herald, September 1 

On social media, the hashtag #SaveJ1 took off, generating thousands of posts from all around the world. J1 sponsors also worked together to produce a #SaveJ1 video. The video and social media highlights are available on the Americans for Cultural Exchange website.

Moving Forward
In mid-November, J-1 sponsors came together for the Alliance Annual Meeting, which included presentations and panels from U.S. Department of State leadership. This meeting is a platform for the international exchange community to engage in programmatic and policy discussions with representatives from key government agencies. The overall tone of the meeting was positive, and U.S. Department of State representatives emphasized that we are continuing with business as usual for all programs.

For host employers, the best thing you can do is continue to offer participants a great experience. The excellence of our programs and employers are our best defense. For those interested in becoming more involved in advocacy efforts, we encourage you to join Americans for Cultural Exchange. The website includes talking points, a primer for visiting elected officials, and other useful advocacy resources. If you are interested in learning more, please contact CIEE.

On September 18 and 19, CIEE hosted an International Representative Forum with more than 100 attendees from nearly 50 countries for two days of training and meetings with CIEE staff at our headquarters in Portland, Maine. At this year’s forum, there was a focus on J-1 program advocacy and ways to keep student confidence in the program strong for the seasons ahead. CIEE hosts the forum biennially for Work Exchanges’ representatives to keep them unified, engaged, as well as up to speed on the latest program and policy updates. This allows us to set clear expectations for CIEE’s high performance standards.  

CIEE currently has a CIEE Work & Travel USA representative network of 93 agencies recruiting in 64 countries and we continue to reach out and expand our network into new markets to further program accessibility, as well as fulfill our mission of reaching a diverse range of participants.

​CIEE representatives are our ears on the ground in sending countries; they share feedback with CIEE about student and university system trends, as well as maintain close relationships with U.S. embassies to facilitate positive visa results. Since CIEE International Representatives are the first point of contact for prospective students, it is critical they are well-trained to screen for the best candidates, provide clear and accurate program expectations, and promote the program in a constructive and accurate light. That is why we provide ongoing training to and are in constant communication with our representatives; it ensures they are up to speed on the latest CIEE policies and procedures.

f you mention the word alumni to a CIEE Work & Travel USA participant, you’ll likely be met with a quizzical look. Why? Because this is a new concept to the majority of CIEE Work & Travel USA participants. Fortunately, CIEE is working to change that!

Many CIEE Work & Travel USA alumni return to their home countries and go on to have exceptional careers, working as change makers in their communities and around the world. This is often a direct result of their program participation and experiences. By connecting and engaging with our alumni, CIEE collects stories that demonstrate the benefits of program participation, highlighting the positive impact of our program. These stories add value for students, employers, and communities; they also enhance the importance of U.S. public diplomacy, which ensures program sustainability. As an alum of CIEE Work & Travel USA, our participants understand the power of international exchange: they come from all over the world to America to learn skills and share cultures. Not only do they return home better prepared to make a difference, but they become advocates for international exchange! Their stories matter; their programs matter. That is why engaging with our alumni is so important.

How do we engage?
After the program ends, participants are invited to join the CIEE Alumni Global Network. Here they can network with other CIEE alumni, gain professional experiences and resources, and learn about upcoming local CIEE alumni gatherings and online events. CIEE has a network of over 350,000 alumni from across our family of programs living and working in 170 countries around the world. This includes 220,660 Work & Travel USA alumni. Not only do we reach out to our alumni, but there are several ways they can connect with us, too: the CIEE Alumni website, the CIEE Alumni Instagram account, and the Work & Travel USA Ambassadors LinkedIn group. Even the U.S. State Department has an International Exchange Alumni group.

How can you help?
If your past participants are making change in their world, contact CIEE and also encourage these participants to get in touch with us directly to share their stories! Not only is storytelling a great way to reflect on the program experience, but it gives CIEE the chance to collect and share text, photos, and/or videos from alumni who want to tell others. In fact, to celebrate CIEE’s 70th anniversary, we went out to all our program alumni asking for stories. Atenea Rios Buzo, a CIEE Work & Travel USA participant from Glacier Park, won our video contest! This video speaks to the power of the program and the impact it has on our participants. By engaging our alumni, more stories like Atenea’s can be shared with the world and our program can continue to change lives.

It’s time to lay the groundwork for a successful winter season! Below are some best practices for communicating with your winter students, CIEE, and important program reminders and tips about how to facilitate a lasting cultural exchange experience with your students.

Connect With Your Winter Students
Your students are undoubtedly excited and nervous to meet you! Whether they just arrived or will arrive soon, it is important to open the lines of communication now to ensure a positive experience for everyone. If your students have not arrived yet, be sure to include the following in your welcome email:

• An introduction to your company, with an explanation of what it is like to work there during the winter months 
• Company expectations, including dress and grooming requirements 
• An digital copy of your company handbook, if available 
• A packing list, including weather-appropriate clothing, linens, and so on 
• Basic travel instructions, with a more detailed reminder closer to the date of arrival 
• A schedule of what they should expect to do during the first few days after arrival 
• When they will receive their first paycheck 
• A message stating that you will be in touch again before departure 
• Information on how to contact you with follow-up questions 
• If you provide housing: 
  • Send a description and photos, if available; also include information on how and when to sign up for housing, a reminder if they need to have a housing deposit ready upon arrival, and how to make roommate requests, if permitted 
• If you do not provide housing: 
  • Send information regarding where and when to find affordable housing, and check in to be sure housing has been arranged prior to arrival 

Below are a few things to remind students about within the first few days of arrival:

• SEVIS: Students must call CIEE when they arrive in the U.S. to register in the Student and Exchange Visitor Information System (SEVIS). They should call CIEE at 1.888.268.6245 and provide their DS-2019 number, housing address, and phone number, if available. 
• Monthly surveys: It is a program regulation that sponsors communicate at least monthly with students. As such, CIEE requires all students to complete a monthly survey to let us know how their program is going. Please remind students to complete these monthly surveys in a timely manner. 
• Second jobs: It is a program regulation that students report second jobs to their sponsor. If you’re interested in hiring a CIEE J-1 student for secondary employment, please remind the student that he/she must have approval BEFORE beginning work at your company. Students can reach CIEE at 1.888.268.6245, or contact@ciee.org for more information on reporting second jobs. 

You will also want to check-in with your students regarding these items:

• Social Security: We ask students to wait 5 business days after registering in SEVIS before they apply for a Social Security number. However, we recommend they apply within 10 days of starting work. While it may take several weeks for social security cards to arrive, it is legal for students to work and get paid in the meantime—as long as they have applied for a Social Security number. Ask your students to provide you with a receipt from the Social Security office to confirm they have applied. 
• Opening a bank account: Provide your students with information about banks in the area, and the paperwork needed to open an account. We recommend creating a handout, which you can add to each student’s orientation paperwork. You can also post a flyer in your break room. Please note: national banks are preferred, as they may also have international branches. 
• Payroll and taxes: Every student must pay federal, state, and local income taxes, but do not pay Social Security tax, Medicare, or federal unemployment taxes. 

Stay Connected with CIEE
Please contact us at any time; however, it’s especially important to contact us in these situations:

• A student does not arrive as expected 
• A student has a medical emergency and sought urgent care 
  • CIEE has a 24-hour emergency support line 1.888.268.6245 
• A student quits before his/her agreed job end date 
• There is a performance issue at work 
• The termination of a student’s employment 

Take advantage of our website for more information on the program, and ways to support your students throughout the season!

Cultural Programming
Cultural exchange is the core of the CIEE Work & Travel USA program. As an employer, you have a fantastic opportunity to cultivate this exchange, which will help students understand what makes the United States special.

Here are some winter activity ideas:

• Provide information about local winter recreation in your area 
• Create a bucket list for students, which can help them share what they hope to experience during their time in the U.S. 
• Organize a buddy system between your international and domestic employees 
• Organize a potluck, cookie decorating, or Valentine card-making party 
• Host a Secret Santa or secret snowflake gift exchange 
• Host a “Winter Olympics” game or party 
  • The 2018 Winter Olympic games kick off in PyeongChang, South Korea on February 2! 
• Encourage students to volunteer by partnering with local charities and community organizations 
• Plan a group volunteer event around the holidays, such as caroling at a local nursing home 
• Utilize email or social media to update your students regarding schedules, things to do in your community, and fun activities they can sign up for (be sure to use hashtag #CIEEWorkTravelers) 

Prepare Your Frontline and Domestic Staff
If you did not get a chance to join us for the CIEE Work & Travel USA Fundamentals webinar, please view this 20-minute recording. The webinar provides you, your supervisors, and frontline staff the opportunity to gain a deeper understanding of the CIEE Work & Travel USA program, the roles and responsibilities of all stakeholders, how to be an impactful cultural ambassador, and discusses the best practices for a successful winter. This is a great opportunity to get your team ready for the busy winter season.

If you and/or your managers would like to have a more extensive training to assist in effectively managing international students, watch our 30-minute webinar: Diving Deeper Into Cultures. Learn how to suspend judgement by adopting a practical tool and resource (D.I.V.E), which can help you and/or your managers become more effective during intercultural interactions.

As always, thank you so much for all that you do!