InterExchange Camp USA | 2014 Camp Director Handbook€¦ · CC-EH01-1213 5 Camp Director Handbook ``Host employers and families do not have the authority to cancel the J-1 Visa.Only

Inte

rnational Cultural M

erit

2014

Camp Director Handbook

CC-EH01-1213 1 Camp Director Handbook

All information in this handbook is subject to change without notice. Please contact an InterExchange representative if you have questions about the most up-to-date information regarding any topic covered.

Table of Contents

Chapter 1 - About InterExchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Chapter 2: Participant Rights, Protections, Understanding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Chapter 3 - The InterExchange Camp USA Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Chapter 4 - Program Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Chapter 5 - The Selection Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 6 - The Placement Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Chapter 7 – Sample Interview Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 8 - What Camp Placement Participants Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Chapter 9 - The Self Placement Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Chapter 10 - Your Contract With InterExchange Camp USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Chapter 11 - Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Chapter 12 - Transportation in the U .S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Chapter 13 - Flights to Camp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Chapter 14 - Employment Verification & Tax Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Chapter 15 - Insurance Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Chapter 16 - Handling Health Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Chapter 17 - How You Can Prepare for Challenges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Chapter 18 - Last-Minute Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Chapter 19 - Camp Roles & Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Chapter 20 - Cultural Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Chapter 21 - Handling Staff Problems and Program Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Chapter 22 - Travel Directions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Keep in Touch!InterExchange Camp USA

161 Sixth Avenue 10th Floor New York, NY 10013

Tel: 800 .597 .1722 ext . 599 Fax: 212 .924 .0575

Email: campusa@interexchange .org

Summer Emergency Phone: 917 .741 .5057

Office Hours: Monday–Friday 9:30 a .m . – 5:30 p .m . EST

www .InterExchange .org/campusa

www .facebook .com/InterExchangeCampUSA

twitter .com/IEXCampUSA

blog .InterExchange .org/camp-usa

Camp Director Handbook 2 CC-EH01-1213

Chapter 1 - About InterExchange

InterExchange is a nonprofit organization with more than 40 years of experience dedicated to promoting cultural awareness through a wide range of affordable and exciting work & travel, professional training, internship, au pair, camp, language learning and volunteer programs within the U.S. and abroad. InterExchange is designated by the U.S. Department of State to sponsor the J-1 Visa for people from around the world who would like to engage in cultural exchange by visiting the U.S. for a defined period of time. We also connect U.S. and Canadian citizens with work and volunteer opportunities that enable them to learn about life in other countries.

We encourage all our participants and professional colleagues to learn about The Fulbright-Hays Act of 1961, also known as the Mutual Educational and Cultural Exchange Act of 1961. This important act enables the Government of the United States to:

`` increase mutual understanding between the people of the United States and the people of other countries by means of educational and cultural exchange;`` strengthen the ties which unite us with other nations by demonstrating the educational and cultural interests, developments,

and achievements of the people of the United States and other nations, and the contributions being made toward a peaceful and more fruitful life for people throughout the world;`` promote international cooperation for educational and cultural advancement; and thus assist in the development of friendly,

sympathetic, and peaceful relations between the United States and the other countries of the world.

Our J-1 Visa participants and their hosts must follow all regulations set forth by the U.S. Department of State and maintain contact with InterExchange throughout their selected programs. We guide international visitors to best take advantage of the cultural opportunities offered by their local host communities in the U.S. Similarly, we encourage U.S. host families and employers to promote cultural learning by introducing international visitors to uniquely American values, customs, history and activities while simultaneously learning about the countries and cultures of visiting participants. Strengthening these relationships makes achieving the goals of mutual cultural exchange possible and allows us to build a global community—one person at a time.

The InterExchange Camp USA program places international participants, ages 18-28, in U.S. summer camps in counselor or support staff positions. InterExchange also sponsors visas for returning staff or for participants who have found their own camp jobs. The Camp Counselor J-1 Visa is a 4-month visa. The InterExchange Camp USA program runs between May 1st and October 15th during the program year.

Other InterExchange Programs

Au Pair USA is a 12-month program that gives young people, ages 18-26, the opportunity to experience the U.S. by living with an American host family and providing child care. In return for their services, au pairs receive room, board, a weekly stipend, accident and sickness insurance, airfare and an educational allowance to use toward college-level courses. This program can be extended for an additional 6, 9 or 12 months after successfully completing the original 12-month program.

Career Training USA assists international students and young professionals, ages 18-38, with J-1 Visa sponsorship for internships and practical training programs in the U.S. Candidates may apply for the J-1 Intern or Trainee Visa if they have already secured an appropriate position in the U.S. International students and recent graduates may apply as Interns and pursue an internship for up to 12 months in a field related to their academic field of study. International working professionals may apply as Trainees and pursue training programs for up to 18 months in a field related to their occupational background. To be eligible, participants’ education and work experience must have been earned outside the U.S.

Work & Travel USA offers international university students ages 18-28 the opportunity to live and work in the U.S. for up to 4 months during their breaks from university classes. Students work in seasonal and temporary positions in hotels, inns, amusement parks, national parks, retail stores and ski resorts, among other types of businesses. They receive a wage, assistance with housing, accident and sickness insurance, program support and an optional month for travel to explore the United States. Work & Travel USA also offers a 12-month program for citizens of Australia and New Zealand.

Working Abroad enables U.S. citizens, generally ages 18-30, to build diverse work experiences overseas. Opportunities include Au Pair, English language instruction, work and travel, and volunteer abroad placements. We offer programs in Australia, Africa, Asia, South America and numerous European countries.

The InterExchange Foundation was established in 2007 to provide grant funding to motivated young Americans who contribute to worthy work or volunteer projects abroad. The Working Abroad Grant supports participants of select InterExchange


Working Abroad programs, and the Christianson Grant supports individuals who have sought out and arranged their own long-term work abroad programs. Many students study abroad every year, but far fewer take advantage of the opportunity to work, intern, or volunteer overseas. By providing financial assistance to talented candidates, we encourage young Americans to discover and contribute to the world and benefit from the unique and enriching insights one can only gain from living and working abroad.

International Cooperator (IC)

InterExchange is proud to work with International Cooperator (IC) companies and organizations in more than 60 countries. Our IC network represents a cross-section of the most exceptional and trusted companies involved in promoting and recruiting for cultural exchange programs.

Our ICs introduce InterExchange programs to prospective participants in their home countries and emphasize the benefits of spending time in the U.S. to expand their knowledge of U.S. culture and personal experiences. ICs collaborate with us to fulfill the goals of cultural exchange, so our international participants can enjoy learning opportunities in the U.S., while host employers and families can meet and learn about people from all over the world. One of the key responsibilities ICs fulfill is to recruit, pre-screen and select applicants who meet visa eligibility requirements and are prepared to make the most of the cultural exchange experience when working with host employers, families and host communities.

In addition to providing ICs with detailed information and guidance for marketing our programs in their home countries, we also provide content for orientations to teach participants about life in the U.S. and prepare them for adapting to a new culture and country. Each in-bound international participant is interviewed by either InterExchange staff or an IC to evaluate the candidate’s ability to be successful on the program. Final acceptance to the program and program monitoring are exclusively the responsibility of the sponsor. Every IC is an important part of the process for making sure that all participants are equipped for the benefits as well as the challenges of joining one of our cultural exchange programs.


Chapter 2: Participant Rights, Protections, Understanding

InterExchange makes it a priority to ensure that all our participants enjoy a safe, healthy and well monitored cultural exchange experience in the U.S.

The following information describes a baseline for conduct that our participants can expect from InterExchange and their hosts as well as their responsibilities during their visits to the United States through InterExchange programs. We’re happy to say that the majority of our participants and hosts regularly make an extra effort beyond these standards to create a truly memorable, life-changing cultural exchange experience for everyone involved.

During Their Programs, InterExchange Participants Can Expect:

`` A safe, healthy and legal work environment.`` A safe, healthy and legal living situation.`` Opportunities to interact with Americans on a regular basis.`` Protection of their legal rights under United States immigrant, labor, and employment laws.`` Fair treatment and payment practices.`` Right to keep passport and other documents in their possession.`` Right to report abuse without retaliation.`` Right to contact the J-1 Visa Emergency Helpline of the U.S. Department of State.`` Right not to be held in a job against their will.`` Right to end their programs and return to their home countries.`` Right to request help from unions, labor rights groups and other groups.`` Right to seek justice in U.S. courts if warranted.

Participants Can Also Expect the Following Support From InterExchange Throughout Their Programs:

`` Emergency assistance 24 hours every day. (InterExchange Camp USA emergency contact number: 917.741.5057).`` Serving as a reliable resource for general information.`` Resources and guidance to help them engage in cultural learning and American daily life.`` At a minimum, monthly contact and monitoring.`` Vetting and conducting due diligence to verify each host employer or host family.`` Available staff with extensive international experience and language skills.`` Available staff who can provide support for special situations if needed.`` Acting as a neutral advocate to help resolve any disputes that occur.`` Accident and Sickness insurance that meets or exceeds J-1 Visa regulatory requirements.

Participants in Our Programs Acknowledge That:

`` The primary purpose of InterExchange cultural exchange programs is to interact with U.S. citizens, practice the English language, travel and experience U.S. culture while sharing their culture with Americans.`` They will abide by the laws of the United States.`` They will abide by all rules and regulations applicable to U.S. Department of State Exchange Visitor programs.`` They have not come on a J-1 Visa program seeking permanent residency or employment in the U.S.`` They are expected to follow the guidelines of employment provided by their host employer or host family.`` InterExchange is their visa sponsor. A U.S. host employer or host family is not a visa sponsor.`` Any wages earned during the programs are only meant to help defray living expenses during the programs. Earning money

is not the primary purpose of cultural exchange programs.`` Host employers and families may terminate their employment relationship with participants.


`` Host employers and families do not have the authority to cancel the J-1 Visa. Only the U.S. Government or InterExchange has that authority.`` They must contact InterExchange in the event of an emergency or if any problems occur during the program.`` They will respond to all requests and inquiries sent from InterExchange.`` They are required to leave the United States at the end of their programs.


Chapter 3 - The InterExchange Camp USA Program

Program Overview

InterExchange Camp USA places general counselors, activity counselors and support staff at summer camps throughout the United States. We recruit international applicants who are skilled, hard working, dedicated to the ideals of camping and committed to learning about American culture. InterExchange works with international cooperating organizations (International Cooperators or “ICs”) to recruit qualified camp staff from many countries around the world.

Our Role

As a J-1 Visa sponsor, InterExchange serves as the central contact point for U.S. camps, international participants and ICs. We take great pride in running our program with a personal approach, which is why our team travels around the world to screen applicants, enhance relationships with ICs and meet with U.S. embassies. During the summer, we visit as many camps as possible to evaluate the success of our participants and gain a better sense of each host camp’s environment and staffing needs. When you choose to work with us, you can expect:

`` Personalized service from dedicated InterExchange Camp USA program professionals.`` Your own placement specialist who will identify candidates truly appropriate for your camp.`` Thoroughly screened applicants, interviewed by an InterExchange Camp USA placement specialist or a trained International

Cooperator.`` DS-2019 Forms and visa application support for all of our participants.`` 24-hour program support throughout the summer.

InterExchange Camp USA Requirements

Each fall, InterExchange and its International Cooperators distribute promotional materials and organize information sessions abroad to attract a select pool of skilled applicants.

InterExchange Camp USA recruits applicants who are:

`` Between the ages of 18 and 28 during the summer of participation.`` International students, teachers, youth workers or individuals with specialized skills.`` University students, if applying for support staff positions.`` Fluent in English and able to attend an orientation and interview in their home country. Experienced and/or enthusiastic

about working with children in a camp environment.`` Highly motivated and committed to the program for 8 to 15 weeks.

InterExchange Camp USA is committed to selecting and matching the most qualified candidates to prospective camps. We understand and appreciate the importance of camper safety; we work with you to address your safety concerns by maintaining strict standards and procedures throughout the selection process and to address questions during your participation in the program.


Chapter 4 - Program Options

All InterExchange Camp USA candidates participate in one of two program options: Camp Placement or Self Placement. Camp Placement participants are screened and placed in a U.S. camp by InterExchange Camp USA. Self Placement participants are international candidates who have secured a job offer by contacting a U.S. camp and making arrangements with the camp directly. Regardless of the program option selected, all participants must submit the required paperwork in order to be considered for participation in our program.

Camp Placement Participants

While InterExchange makes placement arrangements for Camp Placement participants, they must submit the following documents to their ICs as part of the process:

`` Completed InterExchange Camp USA Camp Placement application`` Personal Statement `` Medical report`` Two references`` Police background check`` Proof of student status (mandatory for support staff)`` Photocopy of valid passport`` One headshot

Self Placement Participants

InterExchange Camp USA requires Self Placement participants to submit the following paperwork to their ICs (or directly to InterExchange if they don’t have an IC):

`` Completed Camp USA Self Placement application `` Medical report`` One reference (participants may submit a written performance evaluation from the previous summer)`` Police background check`` Proof of student status (mandatory for support staff only)`` Photocopy of valid passport`` Copy of the confirmed placement offer typed on camp letterhead and signed by the camp director, outlining the dates of

employment, position and stipend.`` Program, SEVIS and insurance fees.


Chapter 5 - The Selection Process

Applicant Screening for Camp Placement Program Participants

InterExchange and our International Cooperators (ICs) thoroughly screen all Camp Placement program applicants. The screening process includes:

Pre-Screening and Selection

ICs pre-screen prospective applicants by phone or in person before distributing an information packet and application. When an IC representative receives a completed application, he or she reviews the paperwork to determine if the applicant is an appropriate candidate for the program. The IC then decides either to invite the applicant to an in-country orientation and interview or to reject the applicant at that time.

Orientation

The purpose of the three-hour, in-country orientation is to provide prospective candidates with a realistic picture of the Camp USA program. Some of the topics we cover include types of camps, daily schedules, potential responsibilities of counselors and support staff, stipends, visas, program requirements and general benefits and requirements of participating in our Camp USA program. We intersperse camp-related songs and games throughout the orientation to determine the applicants’ comfort level with such activities. We also include other exercises in the orientation that allow participants to practice their English skills. If for some reason a participant is not able to attend the orientation session, an online orientation will be available to them. The online orientation can also be available to any participant for future reference.

Interview and Language Assessment

First, all applicants complete a written, on-the-spot Interview Supplement composed of short-answer questions (without any form of language aid). Next, they spend 30 to 45 minutes speaking to an InterExchange Camp USA staff member or a trained interviewer. Here, the interviewer inquires about the applicant’s relevant skills and experience with children and evaluates the applicant’s reasons for applying. At the same time, the interviewer critically assesses each applicant’s language speed, comprehension, fluency and clarity. Throughout the conversation, the interviewer records his or her observations on a written report. A sample Interview Report is provided in Chapter 7 for your reference.

References

Each applicant must submit two references (one skill reference and one open letter reference) from employers, teachers or coaches. All ICs verbally verify both references.

Accepting an Applicant

The IC forwards all completed applications to the InterExchange Camp USA office in New York. After considering the applicant’s attitude, skill level, maturity, availability and English level, our program staff decides whether or not to accept the applicant into the program.


Chapter 6 - The Placement Process

InterExchange Camp USA works closely with both camps and participants to match appropriate candidates with available positions.

Registration

Each camp director fills out a registration form online, which outlines general information about the camp and specific staffing needs for the upcoming summer, and agrees to InterExchange Terms and Conditions in the Camp Agreement.

Matching

Based on the camp directors’ requests and the participants’ strengths and interests, InterExchange Camp USA selects appropriate candidates for each camp and directs these applications to the camp hiring manager.

Review

The camp retains each participant’s application for exclusive review for a period of five days. At this time, camp directors may contact the participant to get a better idea of how he or she might fit in at the camp.

Decision

After making a decision about an applicant, the camp director logs onto the camp director home page through the InterExchange website. If a participant is accepted, we notify the IC, who then forwards an InterExchange Camp USA placement offer and commitment letter to the participant.

Confirmation

To accept the position, the participant must return the signed InterExchange Camp USA commitment letter to both our office and the camp. The InterExchange Camp USA commitment letter serves as the participant’s contract and indicates that the candidate understands and agrees to all terms of the camp placement.

Matching Camps & Participants

In matching participants and camps, InterExchange Camp USA considers several factors, including:

`` Personality`` Skills`` Dates of availability`` Age`` English level`` Maturity`` Attitude

Please inform us of any special circumstances within your camp environment that might affect the placement process. The more detail you give us, the better able we are to find the perfect staff for your camp.

Diversify your staff when hiring! One of the primary benefits of cultural exchange is the opportunity to learn more about other cultures and to engage with people from around the world . If you only hire participants from one country, it’s very likely that they will only speak to each other in their native language and potentially interact less with other people . Hiring staff from different countries allows staff members to practice and improve their English skills and meet new friends from around the world!

Our program also introduces a whole world to your American team . By interacting regularly with international students and other young people at your camp, your American staff can learn about other countries, cultures and languages .


Chapter 7 – Sample Interview Report

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Chapter 8 - What Camp Placement Participants Receive

Camp Placement Program Participants

All participants pay an enrollment fee to the International Cooperator, insurance fee and a SEVIS fee. Please note that the visa application fee that all participants pay directly to the U.S. Embassy or Consulate is in addition to the fees listed.

InterExchange Camp USA Provides the Following to Accepted Participants:

`` An orientation and interview to help ensure a camp match that’s right for each participant.`` A camp placement offer, including stipend, room and board for the duration of the placement.`` Online orientation.`` Documents to obtain a J-1 Visa (DS-2019 Form).`` Accident & sickness insurance for 3.5 months that exceeds the U.S. Department of State requirements.`` One night’s hostel accommodation and arrival orientation in New York City.`` InterExchange Camp USA Participant Handbook, Inside the USA Guide, Camp USA T-shirt, certificate of completion,

Cultural Immersion Reference Letter and 24-hour program support throughout the summer.

The Camp Is Responsible for Providing:

`` A set stipend, according to age, covering the entire contracted time at camp (participants contracted for longer than 63 days receive an additional $30 per day). The work period begins the day of the contracted start date and includes any pre-camp staff training and orientation sessions as well as time off. Support Staff must be paid minimum wage or at least $2700 (pre-tax). `` Workers' compensation insurance for any work related injuries.`` Room and board (including linens).`` Training for the specified position.`` Reimbursement for the participant’s trip from New York to camp.`` Ensure the safety and well-being of the participants while on the program. `` Cultural exchange opportunities.`` Access to transportation for off-site activities and when medical attention is needed.

Self-Travel Option

Self-Travel participants arrange their own flights and will receive a higher stipend.


Chapter 9 - The Self Placement Program


A Self Placement participant is someone 18 years of age or older who has independently secured a position with a camp in the U.S. and needs assistance in obtaining the necessary paperwork to apply for a J-1 Visa. All Self Placement participants are responsible for their own travel. Returnees are considered Self Placement participants and will apply through ICs in their home countries. If no IC is available, the participant may apply through the InterExchange New York office.

Application Process

Hiring Staff`` Each camp is responsible for personally interviewing Self Placement participants and negotiating appropriate stipends

directly with the participants. When doing so, the camp must decide who is paying for the flight, who is paying for transportation to camp and who is going to cover InterExchange Camp USA program fees.

Obtaining Applications`` Self Placement applications will be available for camps to view on the camp director home page.

Confirming Placement`` Once a completed application arrives in the InterExchange Camp USA office, we verify the placement with the camp

director. The camp director must confirm the stipend amount, employment dates, position and that the camp has interviewed the applicant. We ask that all camps confirm this information as quickly as possible, as we cannot finish processing the application without it.

Printing DS-2019 Forms`` InterExchange Camp USA will not print a DS-2019 Form until the camp has confirmed the placement and full payment

has been received (this includes the program, insurance, SEVIS and any late penalty fees). Once the application process is complete, we will issue the participant’s DS-2019 Form within three weeks.

Self Placement participants must apply through an InterExchange IC if there is one in their home country. There is no additional fee to the camp to do so. We have found that participants who work through our ICs benefit from having a contact person in their home country who is familiar with the visa application process. Please contact us for a list of countries where we have cooperators.

In order to expedite Self Placement application processing, we recommend that participants, not camps, pay the program, insurance and SEVIS fees.

Please note that the deadline for Self Placement applications is May 1, 2014. We will charge the applicant a late fee for any application received after May 1st. InterExchange cannot guarantee that we will process any applications received after this deadline. Applications received after May 23, 2014 will not be processed.

The 10% rule restricts the total number of repeat-year counselors InterExchange is allowed to sponsor on the program . Last year, InterExchange met this quota in early April, before the Self Placement deadline . Please encourage your returning staff members to apply as early as possible to secure a spot in the program .

InterExchange Camp USA Provides:

`` Online orientation.`` Documents to obtain a J-1 Visa (DS-2019 Form).`` Accident & sickness insurance for the duration of program, that meets or exceeds the Department of State requirements.`` InterExchange Camp USA Participant Handbook and Inside the USA Guide. `` 24-hour program support throughout the summer.`` Self Placement participants are not eligible for any of the other privileges or benefits of the Camp Placement program.


Chapter 10 - Your Contract With InterExchange Camp USA

Fees

The fees that camps pay to InterExchange cover participant related costs such as:

`` Recruitment, screening, interviewing and placement. `` Online orientation.`` DS-2019 paperwork.`` Transatlantic flights for all Camp Placement program participants.`` One night’s accommodation in New York City.`` U.S. arrival orientation. `` Government reporting and administrative expenses.`` 24-hour program support for the duration of the summer.

Contracts and Agreements

The InterExchange fee scale is outlined in our 2014 Camp Director Program Agreement and can be found on our website here: www.InterExchange.org/camp-usa/hire-costs (program fees subject to change). When a camp accepts a participant, it agrees to pay all related fees. InterExchange bills each camp in two installments:

June 15, 2014: 50% of the total camp fee is due.

August 15, 2014: The remainder of the fee is due.

Late Payment Charges

InterExchange charges $25 for all late payments. Any outstanding balance as of August 31, 2014, will be charged an interest rate of 1.5% per month.

Tax Status

InterExchange is recognized as a tax-exempt 501(c)(3) nonprofit organization by the Internal Revenue Service.

Participants’ Breach of Contract

Please notify InterExchange immediately if you have difficulties with an international staff member recruited through our program. If the problem cannot be corrected or resolved and the participant leaves unexpectedly or is terminated, the participant’s stipend (and Travel Supplement, if applicable) and the InterExchange program fee will be pro-rated according to the number of days the participant worked. However, if the participant has worked at a camp for 42 days or more, we will not pro-rate our program fee. This policy encourages camps to contact InterExchange as soon as a problem arises. This way, camps will not wait until the 6th week of camp to deal with an ongoing issue. If a problem with one of your staff members occurs, call us immediately so we can help resolve the issue.

Pro-rating Stipends

To pro-rate a participant’s stipend, divide the amount payable (including Travel Supplement, when applicable) by 63 days and multiply that number by the number of days the participant actually worked. Be sure to add or deduct any fees (e.g. canteen charges, phone bills) the participant accumulated while at camp.

Example: A 23-year-old Camp Placement counselor is terminated after 3 weeks (21 days) .

$2,700(stipend)

x 21(actual days worked) = $90063 days

(contracted work period)

The camp would pay the counselor $900 for 21 days of work .


Camp Transfers

InterExchange discourages camp transfers unless absolutely necessary. A camp transfer may occur when a placement does not work out due to no fault of the participant. In these instances, InterExchange works with both the participant and the camp to assess the need for a transfer. We generally ask that the staff member leave the camp community and come to New York until we can arrange a new placement. Regardless of the situation, the camp must pay the participant a prorated stipend for the days worked at camp before he or she actually leaves the camp’s property.


Chapter 11 - Fees

Debts

InterExchange is not responsible for any money owed by the participant to the camp or by the camp to the participant. Please make sure all financial questions are settled before the participant leaves camp.

Fee Scale

As a nonprofit organization, InterExchange strives to deliver the highest quality, personal service at a low cost to both the participant and the camp. We believe our current fee structure reflects this goal.

Fee Table

A complete list of our current fees can be found at: www.InterExchange.org/camp-usa/hire-costs.

Please do not hesitate to contact an InterExchange Camp USA representative for more information on fees by phone 800.597.1722 or email [email protected].


Chapter 12 - Transportation in the U.S.

Transportation Details

Prior to leaving their home countries, participants receive an orientation packet and access to an online orientation that includes information on transportation from New York airports to the New York City hostel or InterExchange office. The day after they arrive, participants attend an in-person orientation in the morning and depart for camp in the early afternoon.

The arrival orientation is an extremely important part of the InterExchange Camp USA program. On its simplest level, it allows the participants to see a familiar face (often the InterExchange Camp USA staff member who interviewed them overseas), collect essential information and connect with fellow travelers. It also allows InterExchange Camp USA to confirm that everyone has arrived and that all participants understand their travel directions to camp. During orientation, we cover practical and serious topics such as insurance coverage, Social Security cards, emergency support and SEVIS. In addition to presenting the benefits of this cultural exchange experience and encouraging participants to engage with Americans and other new people during the program, we also address adjustment issues, both cultural and work-related, that participants can expect at camp. In speaking with camp directors and participants, we’ve found that attendance at orientation often determines whether or not a participant will acclimate easily to camp. All Camp Placement participants must attend the full orientation, which occurs the morning after their arrival in New York. Camps decide whether they would like participants to depart immediately after orientation or early the next day. Orientation will run until 2:00 p.m., so participants who leave directly following orientation will need to take a bus, train or flight that leaves after this time. If you decide that your international camp staff will need to stay another night in the hostel, you must cover that expense.

Travel to Camp

Camps are financially responsible for their Camp Placement participants’ trips from New York to camp. Some camps pick up participants at the hostel or another location in New York City. Other camps reimburse the participants for incurred travel expenses once they arrive at camp. For those participants who travel independently to their camps, InterExchange distributes travel directions to each participant.

Important: If the participant is not flying into New York on an InterExchange Camp USA scheduled flight and is traveling directly to camp, the camp must pick up the participant at the airport .

If you do not pre-purchase tickets, please reimburse your participants for the trip to camp as soon as possible .


Chapter 13 - Flights to Camp

If a camp would like its international participants to fly to camp from New York, arrangements must be made with InterExchange to purchase those tickets in advance. InterExchange will send an invoice for the amount, plus any fees. InterExchange will choose the most inexpensive, reasonable flight option available. However, InterExchange does not book flights until the participant has received his or her visa. Therefore, a camp should expect that a price estimate given in February may increase by the time we purchase the ticket in May. If a camp feels more comfortable purchasing the tickets, they should notify InterExchange of such plans.

Return Flights

All InterExchange Camp USA participants will have their return tickets in their possession when they arrive at camp. We will send instructions on how to change return tickets for all participants in July.


Self Placement participants are not eligible for a free night in the New York hostel. Self Placement participants and their camps take full responsibility for all travel arrangements and costs. We strongly recommend that Self Placement participants do not purchase their tickets to the United States until they obtain their visas. We also suggest that camps include transportation and accommodation information in their welcome packets for Self Placement participants.


Chapter 14 - Employment Verification & Tax Issues

InterExchange has compiled the following information as a general resource. Tax laws are subject to change. InterExchange program staff are not tax advisers and cannot assume any responsibility for tax issues a camp might have with its international participants. We encourage all camps to contact the IRS or a tax adviser for assistance and more up-to-date information.

Work Authorization

Each participant is authorized to work legally under his or her J-1 Visa status.

This visa allows the participant to work only between the dates listed in Section 3 of the participant’s DS-2019 Form.

Note: An InterExchange participant is only authorized to work at his or her assigned camp and is prohibited from working anywhere else.

Documentation for Your Records

Camps must collect the following documents within three days of the participant’s arrival at camp. We suggest allocating some time during your staff orientation to organize this paperwork.

`` Copy of the participant’s passport: Serves as proof of identity (cover page, I-94 card stapled into the applicant’s passport and J-1 Visa entry stamp). `` Copies of the participant’s DS-2019 Form: Evidence of legal entrance into the U.S. and dates of work eligibility. `` Completed I-9 Employment Eligibility Verification Form: Employee’s information and verification form.

The information collected will serve as verification of the participant’s identity and his or her eligibility to work while in the United States. Keep all records on file for at least three years or as recommended by the IRS and U.S. Department of Labor.

Social Security and Identification Numbers

In order for international J-1 staff to file tax returns at the end of the year, they should obtain a Social Security number. U.S. government regulations dictate that Social Security offices confirm each applicant’s legitimacy with USCIS (United States Citizenship and Immigration Services), which may delay processing. We ask that you allow your staff to apply as early as possible.

Your international staff are required to have Social Security numbers . Please assist them with transportation to the closest Social Security office during the first week of camp .

Taxes and Withholdings

Under IRS Code Section 3121(b)(19), all InterExchange participants are classified as nonresident aliens. All nonresident aliens are exempt from paying FICA (Social Security) taxes. They are also exempt from paying Medicare and FUTA (unemployment) taxes.

All employees (resident or nonresident) are required to complete Form W-4 and submit it to their employers. Procedures that went into effect on January 1, 2007, require nonresident alien employees to:

`` Not claim exemption from withholding`` Request withholding as if they are single, regardless of the actual marital status`` Claim only one allowance (nonresident aliens from Canada, Mexico or Korea may claim more than one allowance)`` Write “Nonresident Alien” or “NRA” above the dotted line on line 6 of Form W-4

Participants may be required to pay income taxes, depending on where they work. Since all participants are required to file 1040NR (or 1040NR-EZ) with the IRS, camps must issue a Form W-2 to their camp staff in a timely manner. Form 1042-S should be issued to reflect wages exempt from tax under an income tax treaty.

For more detailed information, please refer to Publication 515: Withholding of Tax on Nonresident Aliens and Foreign Corporations on the IRS website.


Requesting Government Forms and Publications

InterExchange understands the complexity involved with handling the various tax codes and responsibilities. As such, we have provided the following information to assist in the search for accurate information. We suggest contacting a tax adviser for the most up-to-date information.

Internal Revenue Service

1.800.829.1040 (for individual tax questions)

1.800.829.4933 (for business tax questions)

www.irs.gov

Social Security Administration

1.800.772.1213

www.ssa.gov

United States Citizenship and Immigration Services (USCIS)

1.800.375.5283

www.uscis.gov

U.S. Department of State

202.663.1225

www.state.gov


Chapter 15 - Insurance Coverage

Insurance Coverage for Camp Placement Participants

All participants must have InterExchange-arranged insurance for the length of their stays in the U.S. InterExchange-arranged accident & sickness insurance meets U.S. Department of State requirements, which is part of the terms and conditions of the J-1 Visa. Camp Placement participants must pay an insurance fee, which provides insurance coverage for three and a half (3.5) months. If participants plan to travel in the U.S. for another month, they should purchase additional insurance.

Insurance Coverage for Self Placement Participants

Self Placement participants must also purchase InterExchange-arranged insurance. We require all participants to have the insurance we specify so that we can assist with problems if necessary.

Workers’ Compensation

As with any camp staff member, if an InterExchange Camp USA participant is hurt while working at camp, the camp’s workers’ compensation plan is expected to provide insurance coverage. Camps should assist any participant with filing workers’ compensation claims should this become necessary. InterExchange-arranged insurance will deny coverage for any claim deemed to be work-related.

InterExchange will terminate relations with any camp that does not properly file work-related injuries for participants, as false claims will negatively impact our claim ratios and forces higher premiums or make the insurance difficult to obtain at reasonable prices for participants in the future.

You can help participants by locating a medical provider in advance that takes InterExchange-arranged insurance . This will keep the participant from paying out-of-pocket expenses and help keep claims costs low .

Remind your participants to make copies of any claim forms and bills they submit to the insurance company .


Chapter 16 - Handling Health Issues

Handling Health Issues & Medical Emergencies

InterExchange arranges accident and sickness insurance for all of our participants. The insurance will cover more than the minimum coverage required by regulations.

For the most up-to-date policy information, as well as additional insurance forms, please refer to the InterExchange website. If you need more information, please contact an InterExchange representative.

Completed claim forms and the original bills can be sent by the participant, doctor, hospital or clinic directly to the insurance company. Please do not send them to the InterExchange office.

Emergencies

The health, safety and welfare of participants is the primary concern of InterExchange and the U.S. Department of State. Do not place participants in positions that can endanger their well-being or adversely affect their impressions of the U.S. or American people.

If your camp experiences an emergency involving one of our participants (e.g., accident, illness, mental, nervous disorder or fatality), call InterExchange immediately. We will provide guidance to help you manage the situation. If the emergency occurs after normal office hours (9:30 a.m. to 5:30 p.m., Monday-Friday) or on a weekend, you can contact a member of the InterExchange Camp USA staff at our 24-hour emergency support number: 1.800.597.1722 and follow the directions or call 917.741.5057.

Emergency room visits can be very expensive. All participants who visit the ER but are not admitted as an emergency will be charged a $250 deductible. Please advise participants to visit a doctor first and only visit the ER if it is an actual emergency.

Emergency and Severe Weather Instructions

In case of emergencies (e.g., hurricanes, flooding, earthquakes, fires, terrorist attacks), you must advise participants to follow your guidance and/or that of local authorities if the guidance is different from InterExchange guidance.

The most important aspects of promoting safety are communication, preparedness and coordination. Make sure you have an emergency contingency plan and make your plan known to participants as part of their training and orientation. Timely communication with InterExchange throughout an emergency event is necessary and a requirement of hosting participants. Please always respond to InterExchange’s inquiries about the safety of participants as soon as reasonably possible.

Camps must issue emergency instructions to participants to prepare them in case of emergencies.

You must make participants aware of emergency and evacuation procedures issued by government authorities. Please also encourage compliance.

Important Note

InterExchange is not responsible for participants’ medical bills. Please settle all outstanding bills before participants leave your camp.


Chapter 17 - How You Can Prepare for Challenges

Visa Rejections and Other Last-Minute Frustrations

You carefully plan around your needs and budget for the summer, anticipating exactly how many staff members you can hire in each area. After months of recruiting, reviewing and hiring, you finally send out your last contract and relax now that you have assembled a perfect team. But unexpected changes can occur: your waterfront director may get a great offer from a consulting firm in her home country where she has to start in July; your rock-climbing specialist might fail an exam and can’t leave his country until two weeks after camp starts; two of your maintenance staff may call to say they were denied visas and can’t leave their country at all.

Visa rejections and other complications are a source of frustration and disappointment to everyone involved. Below are some ways we are helping address the problems that do arise. We are here to assist you if other challenges occur as well.

What Is InterExchange Doing to Avoid Last-Minute Complications?

Learning From the PastEach year, we evaluate every element of our program from start to finish. In doing so, we evaluate problems by country and IC. Did our participants have trouble securing visas from one particular embassy? Did a disproportionate number of runaways or problem participants come from a single country? If we have had difficulties working in a certain country or with a particular organization, then we either make significant adjustments or discontinue the program in that region.

Visiting EmbassiesBecause InterExchange representatives travel around the world to conduct personal interviews with our applicants, we are often able to meet with consular officials at the American embassies. By doing so, we establish our reputation as a serious organization and ask for the Consul General’s assistance in creating successful cultural exchange opportunities for young people. At the same time, we are able to get an idea of potential complications in the visa application process for each country. We continue to update the embassy on our program throughout the year via phone, fax and email.

Changing Our CalendarDue to recent visa delays and other unexpected challenges, we have made a concerted effort to move up the timeline of our program. Confirming placements early in the spring benefits everyone involved.

Keeping in Touch Whenever we receive word that something may, even potentially, delay the arrival of one of our participants (or prevent that participant from coming at all), we will contact the camp immediately.

Encourage your Self Placement participants to get to the Embassy as early as possible . Many participants had to wait 6-8 weeks before receiving visas in previous years .


Chapter 18 - Last-Minute Issues

What Can I Do to Avoid Last-minute Complications?

Diversify, Diversify, Diversify .Seek out diversity in every element of your staff. For international staff, hire from different countries and different regions of the world. That way, if one country presents a problem in terms of visas, you won’t lose half of your counselors.

Seek Out Staff With a Range of Skills . Finding a horseback-riding specialist is great, but finding a horseback-riding specialist who can help out in arts and crafts is even better! Keep in mind that you may need to do some shifting of responsibilities at first, before staff become comfortable with their roles. Prepare your staff for this possibility as well!

Hire Early and Often . Unanticipated embassy issues can delay the visa process for weeks or even months at a time. Do not wait until a month before your camp opens to start looking at the holes in your staff. Also, if at all possible, plan for more staff than you need. You are better off having too many staff than too few.

Think Carefully About Start Dates . Plan to bring international staff to camp a few days early. If everything goes smoothly, you will have some extra help opening up camp, and your staff will have a few days to adjust to their new surroundings. If there is any sort of glitch and someone must arrive late, you have given yourself a time cushion.

What Else Should I Keep in Mind?

1 . Visas Can Be Tricky . The only person who determines whether or not a certain participant gets a visa is the consular officer in that particular Embassy/Consulate on that particular day. You provide the job and InterExchange provides the paperwork and support for every application, but the Embassy alone makes the final decision on whether to grant a visa or not. InterExchange can never guarantee that an Embassy/Consulate will grant a participant a visa.

2 . Life Is Unpredictable! It sounds trite, but mentally preparing yourself for last-minute challenges may be the most important thing you can do. If you are able to remain calm and maintain a sense of humor in a potentially challenging situation, your staff will follow your lead.

3 . InterExchange Is Here for You . Our team is always here to provide you with guidance and suggestions for improving your experience hosting international participants. In addition to helping you manage the cultural learning and exchange process, we also provide the necessary support for your staffing needs. As camp program professionals, we understand what can and cannot be done at the last minute. Whenever possible, we will assist with replacements or additional staff. Most importantly, we will provide you with an honest analysis of the situation, as well as a realistic picture of how we can help.

Hiring a diverse group not only helps you avoid visa issues but also allows your staff to improve their English as they communicate with one another .


Chapter 19 - Camp Roles & Responsibilities

InterExchange Camp USA is, first and foremost, a cultural exchange program. Participants travel a very long way to make new friends, learn about American culture and improve their English. As you welcome InterExchange Camp USA participants into your camp family, we ask that you stay focused on the purpose of the program and help participants to achieve these goals. We thank you for providing young people with this opportunity and offer the following suggestions to help maximize the positive impact of cultural exchange at your camp.

Pre-Camp

Pre-Camp ContactLet your staff know you’re excited about working with them! Send a welcome letter and camp brochure, plus any relevant forms. InterExchange highly recommends sending international staff your standard camp contract with start and end dates and any important camp rules. You may also want to include a packet from your local Chamber of Commerce. Pre-camp contact reduces your paper chase once the summer begins. Get contracts signed and returned and copies of certificates and medical reports on file before your staff is physically at camp. Assign one of your U.S. based year-round team members the responsibility of responding to all calls, emails and faxes from future international staff. Remember, your international participants are just as excited as you are and they want to be prepared. Make sure all contact information is on camp stationery and other pre-camp paperwork is updated.

In-Country CommunicationTo cut down on telephone inquiries, provide your incoming international staff with names and phone numbers of past summer staff from the same home country. Be sure you have former participants’ consent before sharing their information.

Web PagesUse digital information, websites and social media to assist you. Keep web pages current. If you have a staff website, make sure you inform your international staff about it. As the summer draws closer, use your web page and regular email communications to share critical travel and logistical information to arriving participants.

Arrival & Orientation at Camp

Meet & GreetFirst impressions are long lasting! Encourage returning staff to meet and greet new arrivals. An immediate support structure promotes smooth transitions and begins the orientation process in an effective manner. Ask your camp leadership (unit heads, program directors, etc.) to set an example by reaching out to international staff.

OrientationCreate effective orientation strategies. Use experiential exercises and role-playing examples, provide handouts and conduct meetings, rotate group composition and group sizes to encourage maximum exposure. Provide staff with enough time to process information between each orientation activity. Downtime also allows for greater participation, discussions and social interaction.

Play TimeUse traditional camp activities to educate staff further and to break up the potential monotony of orientation.

IntegrateWhile you will need to set aside time to train both counselors and support staff in their specific duties, you should try to conduct as much of the orientation with the entire staff as possible. Whenever you break down into smaller groups, double check that every group includes both American and international staff. Also, try to house counselors and support staff together, even if just for orientation.

Important Note on Language Skills

Although all InterExchange participants are screened for their ability to understand and speak English, participants are often self-conscious and afraid of speaking imperfect English. Don’t assume that a participant who is reluctant to speak English is someone with limited language skills. In fact, he or she is completely capable of understanding and communicating. Support your staff by being patient and providing a comfortable environment for participants to improve their English. Let them know it is all right to make mistakes and that you’re there to guide them!


Throughout the Summer

Basic NeedsYou are responsible for providing international staff with appropriate housing, three nutritious meals a day and a stipend for the duration of their contract dates. If your camp shuts down for weekends or for a few days between sessions, please make sure that participants are not left without food or shelter during this time. Keep in mind that this time off, regardless of length, counts as part of the 63-day work period.

Staff MeetingsEveryone appreciates having someone to listen to them. Set aside a specific time for staff to offer feedback about camp on (at least) a weekly basis. Let them know you’re there to guide them! Whenever possible, incorporate staff suggestions into camp life. Staff meetings are also an excellent time for you to address ongoing issues with your staff. Like orientation, staff meetings should involve both counselors and support staff.

Personal EvaluationsTake a few minutes to sit down with each staff member after a reasonable adjustment period. Encourage each person to do a verbal self-evaluation, then add your own praise and constructive criticism. If you are not happy with a staff member’s performance, say so! Honest, diplomatic conversations prevent future conflicts and misunderstandings. Be sure to end the meeting by offering positive reinforcement and concrete suggestions for improvement, whether related to job performance, engagement in American culture or general interactions.

Staff LoungeA space that is designated as “camp staff only” is a nice way for staff to meet peers, relax and take time to reenergize.

Computer TimeProvide participants with access to computers where they can email or Skype with friends and family back home.

Off-Camp TransportationInternational staff generally do not have access to vehicles while at camp. Before the summer begins, have someone research the most time- and cost-effective ways to provide staff transportation.

Some possibilities:

`` Run a camp van into town or to the nearest bus station twice a day.`` Speak to a rental car company about discounted rates for the summer.`` Invite staff who are off-duty to join campers going on out-of-camp trips.`` If you provide use of bicycles, please confirm the safety of the roads and discuss bike safety with your participants. Helmets

and lights must be provided if participants will use bicycles as a method of transportation.`` Time away from camp relaxes and reenergizes your staff!

Laundry ServicesIf there is no laundry facility on camp property, please provide your staff with information on and transportation to the nearest laundromat.

At the End of the Summer

All staff members should receive their stipends prior to leaving camp grounds. Please consider paying your international staff with traveler’s checks as they may have trouble cashing a normal paycheck. Also, many of them will travel after camp and it isn’t safe for them to carry large amounts of cash with them.

Think about the difficulties you personally might face if you were to live and work in a foreign country . How can you help your staff overcome these challenges?


Chapter 20 - Cultural Exchange

Helping Participants Gain a New Understanding of the USA

Cultural exchange occurs when people gain more in-depth understanding and knowledge about another country, its culture, its customs and its day-to-day practices through person-to-person contact. Our participants as well as our hosts embrace this aspect of InterExchange programs and understand its importance whether they’re part of a camp, a family, a seasonal business or a professional environment.

The United States is often described as a “melting pot” attracting people from countries all over the world. It is a culture that is continuously being reshaped and redefined as more people from other countries gain exposure to the country. It is also influenced by visitors who share their cultures during their time in the U.S., and by the deeper insights and favorable attitudes about American life they return to their home countries with.

InterExchange makes it a priority to give our participants and hosts resources to explore cultural learning opportunities together or independently. We’ve created an online guide to U.S. culture, including recommended sites and activities for everyone to enjoy during time spent in the U.S. We encourage everyone to discover new places and aspects of American culture, whether they’re visitors or natives!

www.InterExchange.org/american-culture

Culture Shock—Helping Participants Adjust

Be aware of culture shock. Culture shock is described as the anxiety, feelings of frustration, alienation and anger that may occur when a person is placed in a new culture. Many of the customs here may seem odd or uncomfortably different from those of participants’ home countries. Being in a new and unfamiliar place can be challenging even for the experienced traveler, and some feelings of isolation and frustration are normal. Participants experience culture shock to varying degrees; some hardly notice it at all, while others can find it very difficult to adapt to their new environment. Many may not attribute their problems to culture shock. Whatever the case may be, understanding these issues and why they happen will help.

Read our brief overview about culture shock and ways that you can help international participants overcome any difficulties:

www.InterExchange.org/american-culture/culture-shock


Chapter 21 - Handling Staff Problems and Program Evaluation

Problems With InterExchange Camp USA Participants

While we arrange every placement with the best of intentions, we understand that no hiring system is foolproof. Should you experience a problem with an InterExchange participant, we ask that you take the following steps:

`` Speak to the participant as soon as you feel there is cause for concern. Describe the problem in an honest and straightforward manner and then listen to what he or she has to say. Once you feel you completely understand the situation, tell the participant specifically how he or she can improve matters. `` Contact InterExchange immediately. Please do not wait to call us when you’re already at the point where you want to fire a

participant. Regardless of how trivial or serious any situation may seem at the time, we like to know what is going on with our participants. If necessary, we may ask you to have the participant call us. Often, we are able to remind participants of their purpose at camp, help eliminate misunderstandings and resolve any problems. `` Document any and all conversations and incidents involving the participant. Have the participant sign off on all write-ups

and evaluations so there is no question as to his or her understanding of the situation. `` Should you ultimately decide to terminate a participant, please let us know exactly when you are asking that person to leave

camp. We need to speak with the participant before he or she leaves the grounds. The participant should come directly to New York and stay at Hostelling International in New York at his or her own expense. We will meet with the participant the next day (or on Monday if it’s a weekend). After this meeting, we will call you to follow up.

Evaluation

Every season we rely on InterExchange participants and camp directors to keep us informed about the strength and effectiveness of our program. Changes in previous years’ recruitment efforts were based on comments and suggestions from evaluations completed at the end of the season. We are constantly updating our end-of-season evaluation to obtain the most valuable information.

We love hearing from you throughout the year, and we always welcome your comments and suggestions. Please let us know what you feel are the most valuable aspects of the program so that we can continue to maintain and improve upon those elements.

We appreciate our camps’ commitment to creating successful cultural exchange experiences and providing opportunities for international young people to develop meaningful connections with Americans during the summer. We’re looking forward to a long relationship with your camp!

Keep us informed! We can only help you if we know what’s going on .


Chapter 22 - Travel Directions

To InterExchange Camp USA Office

InterExchange 161 Sixth Avenue, 10th Floor New York, NY 10013 Phone: 1.800.597.1722 www.InterExchange.org Office Hours: Monday-Friday, 9:30 a.m.-5:30 p.m.

By Car

From the NorthTake the West Side Highway to Canal Street. Turn left on Canal Street and left again onto Sixth Avenue. The InterExchange office is on the corner of Spring Street and Sixth Avenue (Avenue of the Americas).

From the South or WestTake the Holland Tunnel to Canal Street east. Take Canal to Sixth Avenue and turn left. The InterExchange office is on the corner of Spring Street and Sixth Avenue (Avenue of the Americas).

From the East (Long Island)Take the Williamsburg Bridge to Delancey Street. Turn left onto the Bowery, and right onto Canal Street. Take Canal Street to Sixth Avenue and turn right. The InterExchange office is on the corner of Spring Street and Sixth Avenue (Avenue of the Americas).

By Subway

From the west side of Manhattan, take the C or E train to the Spring Street station. This is the blue route on the left side of the NYC subway map. Do not get on the A train. The fare for a one-way ride is $2.75. When you get out of the subway, look for 6th Avenue. The InterExchange office is located on the 10th floor of 161 6th Avenue (Avenue of the Americas). There is a stone plaque on both sides of the building that reads, “Butterick Building.”

InterExchange Phone Numbers:

Tel: 1.800.597.1722

Fax: 212.924.0575

After-hours Emergency: 917.741.5057 or 1.800.597.1722 x850

Thank You

We look forward to working with you to create lifelong memories through this cultural exchange program. You, our international participants and your campers are all an important part of the process for developing a global community—one person at a time!

TEL 212.924.0446 or 1.800.597.1722 FAX 212.924.0575161 Sixth Avenue, New York, NY 10013

www.InterExchange.org

© InterExchange, Inc. Published December 2013