Before conducting your Pre-Departure Orientation, please review the below information.
All J-1 students need to attend a Pre Departure Orientation (PDO). Their PDO must include the documents found on this page. All students need to be fully aware of the expectations and rules of their program in the U.S. The CIEE Pre Departure Guidelines are sent via email in advance of every PDO season, and a Pre-Departure PowerPoint presentation is also available for your use. The 2019 version will be uploaded shortly.
Please remember to have your students sign the PDO Attendance log. The Pre-Departure Information form will need to be signed and completed by you (the international representative) when the PDO has been completed. Please return both forms as well as the completed Acknowledgement of Program Fees form and SAMPLE Fee Acknowledgement form to your J-1 Account Specialist immediately upon completion of the PDO. Please do not hesitate to contact any of us (HSOps@ciee.org) with questions regarding orientations.
All signed forms for January 2018 program students are due prior to January 1, 2018.
Please be aware, the U.S. Department of State requires that students receive written information about the program regarding these regulations. Make sure to provide each of your students and natural parents with the information on this pageand explain that the USA High School Program officially begins at Orientation, and all program rules apply during that time. It could be helpful to translate this information for your students and natural parents as well.
The handouts include:
Other document to provide to your students include:
*Please be advised, this information below will soon be available in Beacon. Instructions will be emailed.
*The Confirmation of Insurance (COI) document becomes available for each of your students on your Atlas Representative Reports site once their DS-2019 has been issued. To access the COIs, go to the Representative Reports site click the Excel link at the bottom of the high school page. Please print off Confirmation of Insurance forms for each of your students and provide it to them prior to departure. This form has the dates of the student’s insurance coverage as well as the Insurance Group # and policy #. Students will also receive a copy of the COI upon arrival at their orientation which includes the peel-off insurance card. Please remind students they should always present their insurance card (not their picture ID card) when visiting a doctor. Please note, students attending NY1 will have their insurance dates updated shortly to reflect their earlier arrival.
**Each student’s Temporary ID card/Placement Details Report is available through the Representative Reports site as soon as a student is placed in a host family. You can access individual Temporary ID cards through the link in the “Assignment Placement Details” column. The PDF generated serves as both the placement details report and the Temporary ID card. Students must travel to orientation with a copy of their Temporary ID card.
Students are asked to travel to orientation with a “Help Me, I’m Lost!” form. Please help each of your students fill out this form and remind them to have it accessible while they are traveling to orientation. Students should also be reminded never to leave the airport until they have been met by a CIEE staff member.
To maintain our compliance with current Department of State Regulations, we continue to highlight the most recent regulation changes that took effect:
Travel & Entry into the United States
Please let your students know that part of their arrival process may include a secondary inspection at their port of entry to the US. Secondary inspection allows inspectors to conduct additional research in order to verify information. Verifications are done apart from the primary inspection lines so that an individual case will not cause delays for other arriving passengers. Please advise your students to have readily available the toll free CIEE phone number in case their admission/participation needs to be verified. All visitors with a SEVIS record (including J-1 and F-1 Visa holders) may be screened for a SEVIS check as part of this updated arrival process. Students should have their visa and all relevant travel documents available (DS-2019 form) for the inspection. More information on the entry process may be found here: http://www.cbp.gov/travel/international-visitors/study-exchange/exchange-arrivals
Affordable Care Act
Per Department of State regulations, please inform the students that they may be subject to the requirements of the Affordable Care Act. As all CIEE students are provided with insurance, it, most likely, will not pertain to them. More information on the Affordable Care Act may be found here http://www.hhs.gov/opa/affordable-care-act/index.html
William Wilberforce Act
The William Wilberforce Act is attached to this e-mail. Please provide each of your students with a copy.
To conduct your Pre-Departure Orientation (PDO), you will need all of the below files
Files that must be completed and returned to CIEE after your PDO:
Files that must be shared with students during the PDO: