| Catalog of Information Collection Requirements | |||||||||
| Collection Vehicle: Not in the Student and Exchange Visitor Information System (Non-SEVIS) | |||||||||
| Section | Description | Respondents | # Respondents | # Responses | Hours / Response | Total Hours | Cost / Response | Total Cost | Comments |
| 62.9(d)(3) | Provide informational materials to prospective exchange visitors which clearly explain the activities, costs, conditions, and restrictions of the program; | Sponsors | 1415 | 275,000 | 0.5 | 137,500 | $5 | $1,375,000 | Third-party information disclosure |
| 62.9(e)(2) | The Department of State may require nongovernment sponsors to provide evidence satisfactory to the Department of State that funds necessary to fulfill all obligations and responsibilities attendant to sponsorship of exchange visitors are readily available and in the sponsor's control, including such supplementary or explanatory financial information as the Department of State may deem appropriate such as, for example, audited financial statements. | Sponsors | 5 | 5 | 1 | 5 | $0 | $0 | Reporting requirement. Usually less than 5 respondents per year. In some instances an audit may be required, although in many cases this would not impose an additional burden since many organizations have audits performed on a regular basis. Given the small number of respondents (fewer than 10), we estimate the cost burden to be $0. |
| 62.10(b) | Pre arrival information. Sponsors shall provide exchange visitors with pre arrival materials including, but not limited to, information on: | Sponsors | 1415 | 275,000 | 0.5 | 137,500 | $10 | $2,750,000 | Third-party information disclosure |
| (1) The purpose of the Exchange Visitor Program; (2) Home country physical presence requirement; (3) Travel and entry into the United States; (4) Housing; (5) Fees payable to the sponsor; (6) Other costs that the exchange visitor will likely incur (e.g., living expenses) while in the United States; (7) Health care and insurance; and (8) Other information which will assist exchange visitors to prepare for their stay in the United States. | |||||||||
| 62.10(c) | Orientation. Sponsors shall offer appropriate orientation for all exchange visitors. Sponsors are encouraged to provide orientation for the exchange visitor's immediate family, especially those who are expected to be in the United States for more than one year. Orientation shall include, but not be limited to, information concerning: | Sponsors | 1415 | 275,000 | 1 | 275,000 | $10 | $2,750,000 | Third-party information disclosure |
| (1) Life and customs in the United States; | |||||||||
| (2) Local community resources (e.g., public transportation, medical centers, schools, libraries, recreation centers, and banks), to the extent possible; | |||||||||
| (3) Available health care, emergency assistance, and insurance coverage; | |||||||||
| (4) A description of the program in which the exchange visitor is participating; | |||||||||
| (5) Rules that the exchange visitors are required to follow under the sponsor's program; | |||||||||
| (6) Address of the sponsor and the name and telephone number of the responsible officer; and | |||||||||
| (7) Address and telephone number of the Exchange Visitor Program Services of the Department of State and a copy of the Exchange Visitor Program brochure outlining the regulations relevant to the exchange visitors. | |||||||||
| 62.10(f) | Requests by the Department of State. Sponsors shall, to the extent lawfully permitted, furnish to the Department of State within a reasonable time all information, reports, documents, books, files, and other records requested by the Department of State on all matters related to their exchange visitor programs. | Sponsors | 20 | 20 | 4 | 80 | $50 | $1,000 | Reporting requirement. |
| 62.10(h) | Retention of records. Sponsors shall retain all records related to their exchange visitor program and exchange visitors for a minimum of three years. | Sponsors | 1415 | Recordkeeping burden. Almost all EV records are maintained in SEVIS, eliminated virtual all costs associated with this provision. The cost of maintaining any other paper records would be minimal, and considered a customary and routine business practice. | |||||
| 62.12(d) | (3) Notify the Department of State promptly by telephone (confirmed promptly in writing) or facsimile of the document number of any completed Form DS-2019 that is presumed lost or stolen or any blank Form DS-2019 lost or stolen | Sponsors | 5 | 5 | 0.8 | 0.42 | $0 | $0 | Less than 5 notifications of this type are received per year. Reporting requirement. |
| (4) Forward the completed Form DS-2019 only to an exchange visitor, either directly or via an employee, officer, or agent of the sponsor, or to an individual designated by the exchange visitor | Sponsors | 5 | 5 | 0.8 | 0.42 | $0 | $0 | The only cost incurred by this requirement would be the cost of postage, which is very minimal. | |
| 62.13(b) | (b) Serious problem or controversy. Sponsors shall inform the Department of State promptly by telephone (confirmed promptly in writing) or facsimile of any serious problem or controversy which could be expected to bring the Department of State or the sponsor's exchange visitor program into notoriety or disrepute. | Sponsors | Less than 5 per year | 5 | 1 | 5 hours | $0 | $0 | Reporting burden |
| 62.14(e) | At the request of a non governmental sponsor of an exchange visitor program, and upon a showing that such sponsor has funds readily available and under its control sufficient to meet therequirements of this section, the Department of State may permit the sponsor to self insure or to accept full financial responsibility for such requirements. | Sponsor | 0 | 0 | 0.25 | 0 | $0 | $0 | |
| 62.14(g) | An accompanying spouse or dependent of an exchange visitor is required to be covered by insurance in the amounts set forth in Sec. 62.14(a) above. Sponsors shall inform exchange visitors of this requirement, in writing, in advance of the exchange visitor's arrival in the United States. | Refer to 62.10(b) for burden. | |||||||
| 62.20 (g) | (i) To obtain authorization to engage in occasional lectures or short term consultations involving wages or other remuneration, the exchange visitor shall present to the responsible officer | Exchange Visitor | 100 | 100 | 1 | 100 | $20 | $2,000 | |
| (A) A letter from the offeror setting forth the terms and conditions of the offer to lecture or consult, including the duration, number of hours, field or subject, amount of compensation, and description of such activity | |||||||||
| (B) A letter from his or her department head or supervisor recommending such activity and explaining how it would enhance the exchange visitor's program. | |||||||||
| (ii) The responsible officer shall review the letters required in Sec. 62.20(g)(2)(i) above and make a written determination whether such activity is warranted and satisfies the criteria set forth in Sec. 62.20(g)(1). | Sponsors | 80 | 100 | 15 min | 25 | $0 | $0 | ||
| 62.20(i) | (2) ... A sponsor seeking to conduct a discrete activity requiring more than the permitted three years of program duration, but less than six years of program duration, shall make written request to the Department of State and secure written Department of State approval. Such request shall include | Sponsor | 2 | 2 | 2 | 4 | $0 | $0 | |
| (i) A detailed explanation of the discrete exchange activity | |||||||||
| (ii) A certification that the participation of selected research scholars will be financed directly by United States or foreign government funds | |||||||||
| 62.22(d) | (d) Obligations of training program sponsors. (1) Sponsors designated by the Department of State to provide training to foreign exchange visitors shall: | Sponsors | 155 | 30,000 | 1 | 30,000 | $30 | $900,000 | |
| (iii) Develop, prior to the start of training, a detailed training plan geared to defined objectives for each trainee or group of similarly situated trainees. | |||||||||
| (iv) Ensure that continuous supervision and periodic evaluation of each trainee is provided | Sponsors | 155 | 30,000 | 2 | 60,000 | $0 | $0 | ||
| 62.22 (e) | (e) Use of third parties. (1) The sponsor may utilize the services of third parties in the conduct of the designated training program. | Sponsors | 155 | 10,000 | 1 | 10,000 | $30 | $300,000 | Training programs are conducted by third parties for approximately 10,000 Evs |
| (e)(1) (cont.) If a third party is utilized, the sponsor and the third party shall execute a written agreement which delineates the respective obligations and duties of the parties and specifically recites the third party's obligation to act in accordance with these regulations. The sponsor shall maintain a copy of such agreement in its files. | Sponsors | 155 | 465 | 0.5 | 233 | $30 | $13,950 | Recordkeeping burden. | |
| 62.22(e) | (2)(i) An applicant shall provide the Department of State with documentary evidence of its competence to provide the training for which designation is sought. (ii) If third parties are to be used to conduct one or more aspects of the activities for which designation is sought, the applicant shall provide the Department of State with forms and procedures which will be used by the sponsor to ensure third party compliance with all applicable regulations and fulfillment of the goals and purposes of the sponsor's exchange visitor program. (iii) If the applicant intends to utilize the services of third parties to conduct the training, a copy of an executed third party agreement or, if one has not yet been executed, an illustrative copy of the type of agreement the applicant intends to execute with third parties shall be submitted with the application. | Potential sponsors | 40 | 40 | 20 | 800 | $400 | $16,000 | |
| 62.22(e) | (3) If the training program is accredited in accordance with Sec. 62.22(n), the applicant shall include a copy of the accreditation in its application. | ||||||||
| (4) The application shall include a certification that: (i) Sufficient physical plant, equipment, and trained personnel will be dedicated to provide the training specified; (ii) The training program is not designed to recruit and train aliens for employment in the United States; (iii) Trainees will not be placed in positions which displace full time or part time employees. | |||||||||
| (5) As to each occupational division for which the applicant seeks designation, the applicant shall indicate whether it intends to provide training in specialty or non specialty occupations, or both. | Refer to burden listed on Attachment 1, Section 62.5(a). | ||||||||
| (6) In order to meet the requirements of this subsection and to evidence the competence of the applicant and/or third parties conducting one or more aspects of the applicant's exchange visitor program to provide training, the applicant for designation may submit any one of the following types of training plans for each division for which designation is sought; | |||||||||
| (i) If the applicant has already designed a structured training plan to use in the proposed exchange visitor program, a copy of such training plan may be submitted with the application; | |||||||||
| (ii) If the applicant has not yet prepared a new training plan, but has been engaged previously in the type of training, directly or through third parties, for which designation is being sought, the applicant may demonstrate its capability to conduct such training by submitting a copy of a previously used training plan; | |||||||||
| (iii) If the applicant proposes to create individualized training plans for as yet unidentified trainees, then the applicant may submit a hypothetical training plan which illustrates the training the applicant proposes to provide, directly or through third parties. | |||||||||
| 62.22(g) | The training plan. Each training plan required to be prepared for a trainee or group of trainees pursuant to Sec. 62.22(d)(1)(iii) above, shall include, at a minimum, | Sponsors | 155 | 30000 | 1 | 30000 | $30 | $900,000 | |
| (1) A statement of the objectives of the training; (2) The skills to be imparted to the trainee; (3) A copy of the training syllabus or chronology; | |||||||||
| (4) A justification for the utilization of on the job training to achieve stated course competencies; and | |||||||||
| (5) A description of how the trainee will be supervised and evaluated. | |||||||||
| 62.22(i) | (i) Records. Sponsors shall retain for three years all records pertaining to individual trainees, training plans, trainee evaluations, and agreements with third parties. Such records shall be made available to the Department of State upon the Department of State's request. | Sponsors | 155 | 30,000 | 1 | 30,000 | $10 | $300,000 | Recordkeeping burden. |
| 62.22(l) | Sponsors shall provide trainees, prior to their arrival in the United States, with: | Sponsors | 155 | 30,000 | 1 | 30,000 | $10 | $300,000 | Third-party information disclosure |
| (1) A written statement which clearly states the stipend, if any, to be paid to the trainee; | |||||||||
| (2) The costs and fees for which the trainee will be obligated; | |||||||||
| (3) An estimate of living expenses during the duration of the trainee's stay; and | |||||||||
| (4) A summary of the training program which recites the training objectives and all significant components of the program. | |||||||||
| 62.22(m) | Evaluation. In order to ensure the quality of the training program, the sponsor shall develop procedures for the ongoing evaluation of each training segment. Such evaluation shall include, as a minimum, midpoint and concluding evaluation reports from the trainee and his or her immediate supervisor, signed by both parties. For training courses of less than three months duration, evaluation reports are required upon conclusion of the training program. | Sponsors | 155 | 30,000 | 1 | 30,000 | $10 | $300,000 | Reporting burden |
| 62.23(e) | Full course of study requirement. Exchange visitor students shall pursue a full course of study at a post secondary accredited educational institution in the United States as defined in Sec. 62.2, except under the following circumstances: | Exchange visitor | 100 | 100 | 0.5 | 50 | $0 | $0 | |
| (2) Medical problem. If the student is compelled to reduce or interrupt a full course of study due to an illness or medical condition and the student presents to the responsible officer a written statement from a physician requiring or recommending an interruption or reduction in studies. | |||||||||
| (3) Bona fide academic reason. If the student is compelled to pursue less than a full course of study for a term and the student presents to the responsible officer a written statement from the academic dean or advisor recommending the student to reduce his or her academic load to less than a full course of study due to an academic reason. | |||||||||
| 62.23(f) | (1) A student may participate in academic training programs during his or her studies, without wages or other remuneration,with the approval of the academic dean or advisor and the responsible officer. | ||||||||
| (3) Criteria. (iv) The student receives written approval in advance from the responsible officer for the duration and type of academic training. | See 62.23 (f) (5) below for burden. | ||||||||
| (4) Time limitations. The exchange visitor is authorized to participate in academic training for the length of time necessary to complete the goals | |||||||||
| and objectives of the training, provided that the amount of time for academic training: | |||||||||
| (i) Is approved by the academic dean or advisor and approved by the responsible officer; | See 62.23 (f) (5) below for burden. | ||||||||
| (iii) For post doctoral training, does not exceed a total of thirty six (36) months, inclusive of any prior academic training in the United States as an exchange visitor, or the period of the full course of study in the United States, whichever is less. A new Form DS-2019 shall be issued for each eighteen (18) month period. | |||||||||
| (5) Procedures. To obtain authorization to engage in academic training: | Exchange visitor | 10,000 | 10,000 | 0.5 | 5,000 | $0 | $0 | ||
| (i) The exchange visitor shall present to the responsible officer a letter of recommendation from the student's academic dean or advisor setting forth: | |||||||||
| (A) The goals and objectives of the specific training program; | |||||||||
| (B) A description of the training program, including its location, the name and address of the training supervisor, number of hours per week, and dates of the training; | |||||||||
| (C) How the training relates to the student's major field of study; and | |||||||||
| (D) Why it is an integral or critical part of the academic program of the exchange visitor student. | |||||||||
| (ii) The responsible officer shall: | Sponsors | 800 | 10,000 | 0.5 | 5,000 | $0 | $0 | ||
| (A) Determine if and to what extent the student has previously participated in academic training as an exchange | |||||||||
| visitor student, in order to ensure the student does not exceed the period permitted in Sec. 62.23(f); | |||||||||
| (B) Review the letter required in paragraph (f)(5)(i) of this section; and | |||||||||
| (C) Make a written determination of whether the academic training currently being requested is warranted and the criteria and time limitations set forth in Sec. 62.23(f) (3) and (4) are satisfied. | |||||||||
| (6) Evaluation requirements. The sponsor shall evaluate the effectiveness and appropriateness of the academic training in achieving the stated goals and objectives in order to ensure the quality of the academic training program. | |||||||||
| 62.23(g) | Student employment. Exchange visitor students may engage in part time employment when the following criteria and conditions are satisfied. | Sponsors | 800 | 1000 | 0.5 | 500 | $20 | $20,000 | |
| (2) Exchange visitor students may engage in employment as provided in paragraph (g)(1) of this section if the: | |||||||||
| (iv) The responsible officer has approved the specific employment in advance and in writing. Such approval may be valid up to twelve months, but is automatically withdrawn if the student's program is terminated. | |||||||||
| Description | Respondents | # Respondents | # Responses | Hours / Response | Total Hours | Cost / Response | Total Cost | Comments | |
| 62.24(d) and (e) | Teacher proof of eligibility: (d)(i) Meets the qualifications for teaching primary, including pre-kindergarten, or secondary levels in schools in hisor her home cuontry and is working as a teacher in his or her home country at the time of application, and has at least two years of full-time teaching experience or (ii)...has had at least two years full-time teaching experience within the past eight years, and, within 12 months of ...hsi or her application submission date for the program has or will have completed an advanced degree (beyond a degree equivalent to a U.S. bachelor's degree) in education or in an academic subject matter that individual intends to teach or that is directly related to his/her teaching subject field; (d)(2) At a minimum has a degree equivalent to a U.S. Bachelor's degree in either education or the academic subject field in which he/she intends to teach; (3) Satisfies the teaching eligibility standards of the U.S. state in which he or she will teach (e.g., meets minimum educational requirements, has passed teacher training coursework, has deomnstrated the requisite prior teaching experience), to include any required criminal background or other checks; (e) sponsors must also: (1) Verify the qualifications of each foreign teacher to determine whether he/she satisfies the criteria set forth in paragraph (d) of this section; (2) Secure references from one colleague and one current or former supervisor of each foreign teacher, attesting to that teacher’s good reputation, character, and teaching skills; (3) Verify that each selected foreign teacher applicant possesses sufficient proficiency in the English language to function in American classrooms and to function on a day-to-day basis, in accordance with the provision for selection of exchange visitors set forth at 22 CFR 62.10(a)(2); and |
Exchange visitors | 1200 | 1200 | 6 | 7200 | $26.26 | $189,072 | Teacher cost (Not previously included) |
| 62.24(d), (e), (f) | Sponsor check of teacher eligibility and host school match: (d)(i) Meets the qualifications for teaching primary, including pre-kindergarten, or secondary levels in schools in hisor her home country and is working as a teacher in his or her home country at the time of application, and has at least two years of full-time teaching experience or (ii)...has had at least two years full-time teaching experience within the past eight years, and, within 12 months of ...application; submission has or will have completed an advanced degree (beyond a degree equivalent to a U.S. bachelor's degree) in education or in an academic subject matter that individual intends to teach or that is directly related to his/her teaching subject field; (d)(2) and related letter indicating a home country school that will work with the teacher on the cultural component. At a minimum has a degree equivalent to a U.S. Bachelor's degree in either education or the academic subject field in which he/she intends to teach; (3) Satisfies the teaching eligibility standards of the U.S. state in which he or she will teach, to include any required criminal background or other checks; check submission of host school letter stating school's willingness to work with exchange teacher on culturql component, if relevant to application; (f) (4) and (5) Verify that teaching positions in host schools are temporary and that duties, responsibilities, hours of employment, and compensation are commensurate with similar-situated U.S. teachers. | Sponsors | 54 | 1,200 | 2 | 2,400 | $31.50 | $75,600 | $18,900 new cost for sponsor. 0.5 new burden hours. |
| 62.24(d)(1)(ii) | Teacher additional documentation if qualifying differently: (4)Ensuring that each foreign teacher who is eligible for the program under paragraph (d)(1)(ii) above has a letter from the head of a school in another country, preferably the teacher’s home country, stating that school’s willingness to work with an exchange teacher on the cultural activity components set forth in paragraph (h)(1)(ii). The foreign school with which the exchange teacher plans to work must be at the same academic level as the foreign teacher’s proposed host school. The letter submitted as part of the foreign teacher’s application package must be on the foreign school or school district’s letterhead; the official signing the letter must list both e-mail and telephone contact information. The letter may be submitted in English or in the original language of the home country with an English translation; the name, title/organization, and contact information of the translator must be noted on the translation. | Exchange visitors | 50 | 50 | 2 | 100 | $26.26 | $2,626 | Teacher cost (previously not included) |
| 62.24(f)(4) and (5) | Sponsors must ensure: (1) Forms DS-2019 are not issued until potential exchange teachers have received and accepted written offers of full-time teaching positions from the accredited primary (including pre-kindergarten level) or secondary schools in which they will teach. Sponsors must also ensure that (4) exchange teacher appointments to positions within accredited primary or secondary schools aretemporary,and (5) Teaching positions, including duties, responsibilities, hours of employment, and compensation are commensurate with similarly-situated U.S. teachers in the school districtor host school where that exchange teacher is assigned to teach. | Sponsors | 54 | 1200 | 0.5 | 600 | 31.5 | 18,900 | not a new cost; no increase in burden hours |
| 62.24(f) (1) and(4) | Offer letters by host schools. Sponsors must ensure: (1) Forms DS-2019 are not issued until potential exchange teachers have received and accepted written offers of full-time teaching positions from the accredited primary (including pre-kindergarten level) or secondary schools in which they will teach.(4) Exchange teacher appointments to positions within accredited primary or secondary schools are temporary, even if the teaching positions are permanent, and do not lead to tenure; exchange teachers must be employees of either the host or home school during their exchange. (5) Teaching positions, including duties, responsibilities, hours of employment, and compensation, are commensurate with those of similarly-situated U.S. teachers in the school district or host school where that exchange teacher is assigned to teach; |
Host Schools | 1200 | 1200 | 1 | 1,200 | 43.12 | $51,744 | host schools (not previously included) |
| 62.24(g) | Program disclosure: (1) As part of recruitment, in addition to the information required by 22 CFR §62.10(b) and (c), sponsors must provide on their main websites and in their recruiting materials a summary of all fees and other costs for the program. This summary should include, but not be limited to, visa fee, the Student and Exchange Visitor Information System (SEVIS) fee, insurance costs, estimates for food, housing and transportation costs, foreign agent or partner fee, sponsor fee, expected work-related deductions, and estimates of all other fees charged for and significant general costs related to participation in the teacher exchange program. (2) At the time a foreign teacher is selected into the program and prior to the signing of any contracts, sponsors must provide a document with placement, cost, and fee information for each individual exchange teacher. The document must include the summary of all fees and other costs provided in accordance with paragraph (g)(1); the length of program participation; the name, location, and brief description of the host school; terms and conditions of compensation (including deductions from the exchange teacher’s gross salary); any provisions affecting the ability of the teacher to be accompanied abroad by a spouse or dependents (including any assistance and allowances offered therewith); and a summary of the significant components of the program (including a statement of the teaching requirements and related professional obligations, as well as the required cultural activity components, as set forth in paragraph (h)). Teacher compensation, unless provided directly to the exchange teachers through government funding or through continued support from the exchange teacher’s home school, must be paid directly by the home schools or school districts in which the exchange teachers are placed. (3) Sponsors must ensure that, together with the host school contract, host schools send a document with specific information on the fees and costs that the exchange teacher will need to pay while on exchange in that school district to each exchange teacher selected for the program. This document should include information on at a minimum, anticipated housing options and cost implications; specific transportation options and cost implications between the exchange teacher’s residence and school; medical, evacuation and repatriation insurance costs; estimated personal expense money for initial costs exchange teachers may incur upon arrival in the United States prior to receiving the first paycheck; certification or licensure procedures and costs at the host school; administrative fees; and placement fees. (1) As part of recruitment, in addition to the information required by 22 CFR §62.10(b) and (c), sponsors must provide on their main websites and in their recruiting materials a summary of all fees and other costs for the program. This summary should include, but not be limited to, visa fee, the Student and Exchange Visitor Information System (SEVIS) fee, insurance costs, estimates for food, housing and transportation costs, foreign agent or partner fee, sponsor fee, expected work-related deductions, and estimates of all other fees charged for and significant general costs related to participation in the teacher exchange program. (2) At the time a foreign teacher is selected into the program and prior to the signing of any contracts, sponsors must provide a document with placement, cost, and fee information for each individual exchange teacher. The document must include the summary of all fees and other costs provided in accordance with paragraph (g)(1); the length of program participation; the name, location, and brief description of the host school; terms and conditions of compensation (including deductions from the exchange teacher’s gross salary); any provisions affecting the ability of the teacher to be accompanied abroad by a spouse or dependents (including any assistance and allowances offered therewith); and a summary of the significant components of the program (including a statement of the teaching requirements and related professional obligations, as well as the required cultural activity components, as set forth in paragraph (h)). Teacher compensation, unless provided directly to the exchange teachers through government funding or through continued support from the exchange teacher’s home school, must be paid directly by the home schools or school districts in which the exchange teachers are placed. (3) Sponsors must ensure that, together with the host school contract, host schools send a document with specific information on the fees and costs that the exchange teacher will need to pay while on exchange in that school district to each exchange teacher selected for the program. This document should include information on at a minimum, anticipated housing options and cost implications; specific transportation options and cost implications between the exchange teacher’s residence and school; medical, evacuation and repatriation insurance costs; estimated personal expense money for initial costs exchange teachers may incur upon arrival in the United States prior to receiving the first paycheck; certification or licensure procedures and costs at the host school; administrative fees; and placement fees. |
Sponsors | 54 | 4,000 | 1 | 4,000 | $31.50 | $126,000 | 0.5 hour requested increase ($63,000 new cost for sponsor) 0.5 new burden hours. |
| 62.24(h) | (h) Cross-cultural activity components. In addition to the requirements of 22 CFR 62.10: (1) Sponsors must require each exchange teacher to complete within the United States each academic year of program participation at least one cross-cultural activity from each of the following two categories: (i) An activity for the teacher’s classroom, larger school population, or the community at large designed to give an overview of the history, traditions, heritage, culture, economy, educational system and/or other attributes of his or her home country. Sponsors of exchange teachers placed at international schools must require their exchange teachers to conduct at least one cross-cultural activity per academic year outside the host school in nearby schools or communities where international opportunities may be more limited than those found in their host school; and (ii) An activity that that involves U.S. student dialogue with schools or students in another country, preferably in the exchange teacher’s home school, through virtual exchange or other means, in order to supplement the goals of the in-person exchange. (2) Sponsors must collect annual reports from their exchange teachers detailing the cross-cultural activity components of their exchange program. The annual report does not have to be in a specific format, but must include the exchange teacher’s full name and the program sponsor’s name. The report section about the cross-cultural activity components must contain the following information: (i) date(s) of each activity; (ii) location of each activity; (iii) audience for and participants in each activity; (iv) a general overview of each activity, including the topic; and (v) estimated impact of each activity. |
Exchange visitors | 4,000 | 4,000 | 3 | 12,000 | $26.26 | $315,120 | Teacher cost (Not previously included) |
| 62.24(h) | (h) Cross-cultural activity components. In addition to the requirements of 22 CFR 62.10: (1) Sponsors must require each exchange teacher to complete within the United States each academic year of program participation at least one cross-cultural activity from each of the following two categories: (i) An activity for the teacher’s classroom, larger school population, or the community at large designed to give an overview of the history, traditions, heritage, culture, economy, educational system and/or other attributes of his or her home country. Sponsors of exchange teachers placed at international schools must require their exchange teachers to conduct at least one cross-cultural activity per academic year outside the host school in nearby schools or communities where international opportunities may be more limited than those found in their host school; and (ii) An activity that that involves U.S. student dialogue with schools or students in another country, preferably in the exchange teacher’s home school, through virtual exchange or other means, in order to supplement the goals of the in-person exchange. (2) Sponsors must collect annual reports from their exchange teachers detailing the cross-cultural activity components of their exchange program. The annual report does not have to be in a specific format, but must include the exchange teacher’s full name and the program sponsor’s name. The report section about the cross-cultural activity components must contain the following information: (i) date(s) of each activity; (ii) location of each activity; (iii) audience for and participants in each activity; (iv) a general overview of each activity, including the topic; and (v) estimated impact of each activity. |
Sponsors | 54 | 4,000 | 1 | 4,000 | $31.50 | $161,000 | 0.5 burden hour increase - Sum also includes in addition $35,000 for keeping the cultural activity reports of 7,000 teachers x $5 per teacher ($63,000 new cost for sponsor) |
| 62.24(k) | (k) Program extensions. (1) Sponsors may request from the Department an extension of an exchange teacher’s exchange by either one or two years, but not by a semester or by other fractions of academic years. (2) The sponsor’s request for extension must include: (i) a letter of reference on official letterhead written by the host school or district administrator responsible for overseeing the exchange teacher describing the exchange teacher’s performance during the previous three years of the exchange and how the school has benefited from the exchange teacher’s presence; and (ii) a document describing how the exchange teacher over the previous three years has engaged his or her classroom, the wider host school, or community through the cross-cultural activity components, if these activities are not already detailed in the exchange teacher’s annual reports. (3) Sponsors must submit their extension request and supporting documentation for the extension to the Department no later than three months prior to the beginning of the desired extension period for the exchange teacher. (4) Sponsor requests for extension must include proof of payment of the required non-refundable extension fee as set forth in 22 CFR 62.17. |
Host Schools | 250 | 250 | 1 | 250 | $43.12 | $10,780 | host school (not previously included) |
| 62.24(k) | (k) Program extensions. (1) Sponsors may request from the Department an extension of an exchange teacher’s exchange by either one or two years, but not by a semester or by other fractions of academic years. (2) The sponsor’s request for extension must include: (i) a letter of reference on official letterhead written by the host school or district administrator responsible for overseeing the exchange teacher describing the exchange teacher’s performance during the previous three years of the exchange and how the school has benefited from the exchange teacher’s presence; and (ii) a document describing how the exchange teacher over the previous three years has engaged his or her classroom, the wider host school, or community through the cross-cultural activity components, if these activities are not already detailed in the exchange teacher’s annual reports. (3) Sponsors must submit their extension request and supporting documentation for the extension to the Department no later than three months prior to the beginning of the desired extension period for the exchange teacher. (4) Sponsor requests for extension must include proof of payment of the required non-refundable extension fee as set forth in 22 CFR 62.17. |
Sponsor | 54 | 250 | 1 | 250 | $31.50 | $9,125 | 1 burden hour increase for a total of $7875. Sum in column I includes in addition $1,250 for keeping files of 250 extending teachers annually at $5 per file. |
| 62.25(d) | (1)Sponsors must demonstrate the individual's successful completion of all initial training requirements and that annual refresher training is also successfully completed. | 84 | 4,000 | 0.5 | 2,000 | $5 | $10,000 | ||
| (3) Sponsors must ensure that all organizational officers, employees, representatives, agents, and volunteers acting on their behalf have been vetted annually through a criminal background check (which must include a search of the Department of Justice's National Sex Offender Public Registry); (d)(11) Sponsors must maintain, at minimum, a monthly schedule of personal contact with the exchange student. The first monthly contact between the local coordinator and the exchange student must be in person. All other contacts may take place in-person, on the phone, or via electronic mail and must be properly documented. The sponsor is responsible for ensuring that issues raised through such contacts are promptly and appropriately addressed. | Sponsors | 84 | 4,000 | 0.5 | 2,000 | $10 | $20,000 | ||
| 62.25(g) | (g)(5) A detailed profile of the school and community in which the exchange student will be placed. The profile must state whether the student will pay tuition (g)(6) Sponsors must provide an identification card, that lists the exchange student's name, United States host family placement address and telephone numbers (landline and cellular), sponsor name and main office and emergency telephone numbers, name and telephone numbers (landline and cellular) of the local coordinator and area representative, the telephone number of Department's Office of Designation, and the Secondary School Student program toll free emergency telephone number. The identification card must also contain the name of the health insurance provider and policy number. Such cards must be corrected, reprinted, and reissued to the student if changes in contact information occur due to a change in the student's placement. | Sponsors | 84 | 2,600 | 1 | 2,600 | $10 | 2,600 | |
| 62.25(j) | (j)Host family screening (2) Sponsors must at a minimum utilize a standard application form developed by the sponsor that includes, at a minimum, all data fields provided in Appendix F, “Information to be Collected on Secondary School Student Host Family Applications”. The form must include a statement stating that: “The income data collected will be used solely for the purposes of determining that the basic needs of the exchange student can be met, including three quality meals and transportation to and from school activities.” Such application form must be signed and dated at the time of application by all potential host family applicants. The host family application must be designed to provide a detailed summary and profile of the host family, the physical home environment (to include photographs of the host family home's exterior and grounds, kitchen, student's bedroom, bathroom, and family or living room), family composition, and community environment. Exchange students are not permitted to reside with their relatives. (j)(4) Ensure that the host family is capable of providing a comfortable and nurturing home environment and that the home is clean and sanitary; that the exchange student's bedroom contains a separate bed for the student that is neither convertible nor inflatable in nature; and that the student has adequate storage space for clothes and personal belongings, reasonable access to bathroom facilities, study space if not otherwise available in the house and reasonable, unimpeded access to the outside of the house in the event of a fire or similar emergency. An exchange student may share a bedroom, but with no more than one other individual of the same sex. |
Sponsors | 84 | 26,000 | 2 | 52,000 | $20 | $1,040,000 | |
| (j) (9) Ensure that a potential single adult host parent without a child in the home undergoes a secondary level review by an organizational representative other than the individual who recruited and selected the applicant. Such secondary review should include demonstrated evidence of the individual's friends or family who can provide an additional support network for the exchange student and evidence of the individual's ties to his/her community. Both the exchange student and his or her natural parents must agree in writing in advance of the student's placement with a single adult host parent without a child in the home. | Sponsors | 84 | 2,600 | 2 | 5200 | $10 | $52,000 | ||
| 62.25(l) | Host Family Placement (1) (ii) Place more than one exchange student with a host family without the express prior written consent of the host family, the natural parents, and the students being placed. Under no circumstance may more than two exchange students be placed with a host family, or in the home of a local coordinator, regional coordinator, or volunteer. Sponsors may not place students from the same countries or with the same native languages in a single home. | Sponsors | 84 | 2000 | 0.5 | 1000 | $10 | $10,000 | |
| 62.25(n) | Reporting requirements. (2) A report of all final academic year and semester program participant placements by August 31 for the upcoming academic year or January 15 for the Spring semester and calendar year. The report must be in the format directed by the Department and must include at a minimum, the exchange student's full name, Form DS-2019 number (SEVIS ID #), host family placement (current U.S. address), school (site of activity) address, the local coordinator's name and zip code, and other information the Department may request; and (3) A report of all situations which resulted in the placement of an exchange student with more than one host family or in more than one school. The report must be in a format directed by the Department and include, at a minimum, the exchange student's full name, Form DS-019 number (SEVIS ID #), host family placements (current U.S. address), schools (site of activity address), the reason for the change in placement, and the date of the move. This report is due by July 31 for the previous academic school year. | Sponsors | 84 | 84 | 0.5 | 42 | $20 | $840 | |
| 62.27 (b) | Clinical exchange programs. The Educational Commission for Foreign Medical Graduates must sponsor alien physicians who wish to pursue programs of graduate medical education or training conducted by accredited U.S. schools of medicine or scientific institutions. | Foreign governments | 100 | 2500 | 0.5 | 1250 | $50 | $125,000 | |
| Such Foreign Medical Graduates shall: (6) Provide a statement of need from the government of the country of their nationality or last legal permanent residence. Such statement must provide written assurance, satisfactory to the Secretary of Health and Human Services, that there is a need in that country for persons with the skills the alien physician seeks to acquire and shall be submitted to the Educational Commission for Foreign Medical Graduates by the participant's government. The statement of need must bear the seal of the concerned government and be signed by a duly designated official of the government. The text of such statement of need shall read as follows: Name of applicant for Visa: ____. There currently exists in (Country) a need for qualified medical practitioners in the speciality of _____. | |||||||||
| (Name of applicant for Visa) has filed a written assurance with the government of this country that he/she will return to this country upon completion of training in the United States and intends to enter the practice of medicine in the specialty for which training is being sought. Stamp (or Seal and signature) of issuing official of named country Dated:______________Official of Named Country. | |||||||||
| 62.27 (b) | (7) Submit an agreement or contract from a U.S. accredited medical school, an affiliated hospital, or a scientific institution to provide the accredited graduate medical education. The agreement or contract must be signed by both the alien physician and the official responsible for the training. | U.S. medical schools | 105 | 2500 | 1 | 2500 | $50 | $62,500 | |
| 62.29 (e) | Program disclosure. Before the beginning of the program, the sponsor shall provide the government visitor with: | ||||||||
| (1) Information on the length and location(s) of his or her exchange visitor program; | |||||||||
| (2) A summary of the significant components of the program; and | Sponsors | 100 | 25,000 | 1 | 25,000 | $10 | $250,000 | ||
| (3) A written statement which clearly states the stipend, if any, to be paid to the government visitor. | |||||||||
| 62.30(c) | Participant selection. In addition to satisfying the requirements in Sec. 62.10(a), sponsors shall adequately screen all international candidates for camp counselor programs and at a minimum: | ||||||||
| (1) Conduct an in‑person interview; and | |||||||||
| (2) Secure references from a participant's employer or teacher regarding his or her suitability for participation in a camp counselor exchange. | Sponsors | 33 | 18,000 | 1 | 18,000 | $20 | $360,000 | ||
| 62.30 (d) | Participant orientation. Sponsors shall provide participants, prior to their departure from the home country, detailed information regarding: | Sponsors | 33 | 18,000 | 1 | 18,000 | $10 | $180,000 | |
| (1) Duties and responsibilities relating to their service as a camp counselor; | |||||||||
| (2) Contractual obligations relating to their acceptance of a camp counselor position; and | |||||||||
| (3) Financial compensation for their service as a camp counselor. | |||||||||
| 62.31 (c) | Program eligibility. Sponsors designated by the Department of State to conduct an au pair exchange program shall; (6) Require that each local organizational representative maintain a record of all personal monthly contacts (or more frequently as required) with each au pair and host family for which he or she is responsible and issues or problems discussed | Sponsors& local reps | 7 | 12,000 | 0.5 | 6,000 | $10 | $120,000 | |
| 62.31 (d) | Au pair selection. In addition to satisfying the requirements of Sec. 62.10(a), sponsors shall ensure that all participants in a designated au pair exchange program: (5) Have been personally interviewed, in English, by an organizational representative who shall prepare a report of the interview which shall be provided to the host family; and (6) Have successfully passed a background investigation that includes verification of school, three, non‑family related personal and employment references, a criminal background check or its recognized equivalent and a personality profile. Such personality profile will be based upon a psychometric test designed to measure differences in characteristics among applicants against those characteristics considered most important to successfully participate in the au pair program. | Sponsors | 7 | 12,000 | 2 | 24,000 | $50 | $600,000 | |
| 62.31 (e) | Au pair placement. Sponsors shall secure, prior to the au pair's departure from the home country, a host family placement for each participant. Sponsors shall not: (5) Place an au pair with a host family unless a written agreement between the au pair and the host family detailing the au pair's obligation to provide child care has been signed by both the au pair and the host family prior to the au pair's departure from his or her home country. Such agreement shall clearly state whether the au pair is anEduCare program participant or not. Such agreement shall limit the obligation to provide child care services to not more than 10 hours per day or more than 45 hours per week unless the au pair is an EduCare participant. Such agreement shall limit the obligation of an EduCare participant to provide child care service to not more than 10 hours per day or more than 30 hours per week. | ||||||||
| (7) Place an au pair with a host family unless the host family has interviewed the au pair by telephone prior to the au pair's departure from his or her home country. | Sponsors | 7 | 12,000 | 0.5 | 6,000 | $20 | $240,000 | ||
| 62.31 (f) | Au pair orientation. In addition to the orientation requirements set forth at Sec. 62.10, all sponsors shall provide au pairs, prior to their departure from the home country, with the following information: (1) A copy of all operating procedures, rules, and regulations, including a grievance process, which govern the au pair's participation in the exchange program; (2) A detailed profile of the family and community in which the au pair will be placed; (3) A detailed profile of the educational institutions in the community where the au pair will be placed, including the financial cost of attendance at these institutions; (4) A detailed summary of travel arrangements; and (5) A copy of the Department of State's written statement and brochure regarding the au pair program. | Sponsors | 7 | 12,000 | 1 hour | 12,000 | $10 | $120,000 | |
| 62.31 (h) | Host family selection. Sponsors shall adequately screen all potential host families and at a minimum shall: | ||||||||
| (6) Provide a written detailed summary of the exchange program and the parameters of their and the au pair's duties, participation, and obligations; and | Sponsors | 7 | 12,000 | 0.25 | 3,000 | $5 | $60,000 | ||
| (7) Provide the host family with the prospective au pair participant's complete application, including all references. | |||||||||
| 62.31 (l) | Monitoring. Sponsors shall fully monitor all au pair exchanges, and at a minimum shall: (1) Require monthly personal contact by the local counselor with each au pair and host family for which the counselor is responsible. Counselors shall maintain a record of this contact; | Sponsors | 7 | 12,000 | 1 | 12,000 | $10 | $120,000 | |
| (2) Require quarterly contact by the regional counselor with each au pair and host family for which the counselor is responsible. Counselors shall maintain a record of this contact; (3) Require that all local and regional counselors are appraised of their obligation to report unusual or serious situations or incidents involving either the au pair or host family; and | |||||||||
| (4) Promptly report to the Department of State any incidents involving or alleging a crime of moral turpitude or violence. | |||||||||
| Description | Respondents | # Respondents | # Responses | Hours / Response | Total Hours | Cost / Response | Total Cost | Comments | |
| 62.32(d)(9) | Recuritment transparency - A sponsor must include in its recruiting material, and post on its main website, examples of the typical monthly budgets of exchange visitors placed in various regions of the United States to illustrate wages (based on the minimum-required 32 hours of work at a typical host placement) balanced against estimated fees and costs. | Sponsors | 41 | 41 | 1 | 41 | $26 | $1,066 | New cost to sponsors. |
| 62.32(e)(1)(2) | Candidate screening for eligibility and selection. (1) Sponsors must verify and document, prior to each exchange visitor;'s selection, that each exchange visitor: (i) Iwill be at least 18 years of age by the program start date; (ii) Is, at the time of application, a foreign national post-secondary student, who is enrolled in and actively pursuing a full-time course of study toward a degree at a classroom-based post-secondary academic institution tthat is physically located outside the United States and is ministerially-recognized within the national education system where the student is enrolled.; (iii) Has not participated in more than two previous Summer Work Travel program visits to the United States; (iv) Has at least a level of English language proficiency, determined in accordance with 22 CFR 62.10(a)(2), that allows him or her to communicate effectively when speaking with co-workers and community members, understand work requirements, discuss autobiographical information, and comprehend both written and oral instructions related to work, housing and transportation; and (v) Intends to participate in sponsor, host-entity or self-initiated cross-cultural activities while in the United States. (2) Prior to selecting exchange visitors, a sponsor must conduct an interview with each potential exchange visitor either in-person or by video-conference, and where requested by the host entity or exchange visitor, facilitate a video-conference between the host entity and the exchange visitor. |
Sponsors | 41 | 90,000 | 0.5 | 45,000 | $26 | $1,170,000 | Not a new cost to sponsors |
| 62.32(e)(1)(2) | Exchange visitor screening for eligibility and selection (applicant provision of documents/interview time). (1) Sponsors must verify and document, prior to each exchange visitor;'s selection, that each exchange visitor: (i) Iwill be at least 18 years of age by the program start date; (ii) Is, at the time of application, a foreign national post-secondary student, who is enrolled in and actively pursuing a full-time course of study toward a degree at a classroom-based post-secondary academic institution tthat is physically located outside the United States and is ministerially-recognized within the national education system where the student is enrolled.; (iii) Has not participated in more than two previous Summer Work Travel program visits to the United States; (iv) Has at least a level of English language proficiency, determined in accordance with 22 CFR 62.10(a)(2), that allows him or her to communicate effectively when speaking with co-workers and community members, understand work requirements, discuss autobiographical information, and comprehend both written and oral instructions related to work, housing and transportation; and (v) Intends to participate in sponsor, host-entity or self-initiated cross-cultural activities while in the United States. (2) Prior to selecting exchange visitors, a sponsor must conduct an interview with each potential exchange visitor either in-person or by video-conference, and where requested by the host entity or exchange visitor, facilitate a video-conference between the host entity and the exchange visitor. . ( |
Exchange Visitors | 90,000 | 90,000 | 1 | 90,000 | $1 | $90,000 | New cost to spreadsheet. |
| 62.32(f) | Exchange visitor pre-placement at host entities. (1) Before issuing a Form DS-2019, a sponsor must secure for each exchange visitor a host placement(s) that (i) That is seasonal or temporary in nature; (ii) Requiring only minimal training; (iii) Entailing daily interaction with, and work alongside, American guests, customers, co-workers and supervisors, as an integral part of the host placement function; (iv) Providingthe exchange visitor with hours of work numbering berween the allowable minimum and maximum, in no more than two host placements in accordance with 22 CFR 62.32(f)(4); (v) Meeting the requirements for compensation in accordance with 22 CFR 62.32(f)(6); (vi) Provided by a host entity that has been vetted in accordance with 22 CFR 62.32(i); (vii) Provided by a host entity informed of its responsibilities pursuant to t22 CFR 62.32(j); (viii) Not on the program exclusions list set forth at 22 CFR 62.32(k). (ix) Satisfying the standard for exchange visitor housing and local transportation as set forth in 22 CFR 62.32(l); (x) IProvided by a host entity that has been fully oriented by the sponsor aboutt the public diplomacy purpose of the Exchange Visitor Program, federal regulations (including updates), and other requirements of the Exchange Visitor Program. Check of ownership relationship and of ongoing strikes: (2) Sponsors must divulge to the Department where a partial or full ownership relationship exists between the sponsor and the host entity. In these instances, the sponsor must identify an individual who will act as an independent advocate for the exchange visitor, such as an ombudsperson, should the Department determine there is a need. (3) During the placement phase, sponsors must not match an exchange visitor with host entity locations at which there is an ongoing strike or other labor dispute of such significance that it affects the host entity’s operation at the host placement location. |
Sponsors | 41 | 90,000 | 1 | 90,000 | $10 | $900,000 | Not a new cost to sponsors |
| 62.32(g)(1) | Door-to-door sales placements: A sponsor placing an exchange visitor in a door-to-door sales position must, in addition to the requirements set forth in 22 CFR 62.32(f): (1) Fully execute an agreement that explains in detail the exchange visitor’s placement duties and expectations, who will obtain and pay for reimburse the exchange visiotr for any necessary state or local permits, the geographical area the host placement encompasses, and how exchange visitors, while traveling, may access housing that has been pre-arranged by the sponsor or host entity. The agreement must be included as an appendix to Form DS-7007 and must be accepted in writing by the exchange visitor before he or she receives a Form DS-2019. | Sponsors | 1 | 1,325 | 0.5 | 664 | $5 | $3,313 | New cost to sponsors. |
| 62.32(h) | Exchange visitor host re-placement. A sponsor must: (1) Find and fully vet a new host entity for the exchange visitor (i.e., verify, at a minimum, the terms and ocnditions of the exchange visitor's employment at that host entity) within three business days in response to the exchange visitor's reasonable request to change host placements, provided the request is made before the final four weeks of the exchange visitor's program. (2) Ensure that the host re-placement meets the requirments applicable to the orginal placement(s). (3) Complete and secure the requisite signatures on a new Form DS-7007 prior to an exchange visitor’s beginning work at a host re-placement. |
Sponsors | 41 | 2,500 | 0.5 | 1,250 | $10 | $12,500 | Not a new cost to sponsors |
| 62.32(i) | Sponsor vetting of host entities: A sponsor must:(1) Exercise all due diligence in vetting host entity, its owners, and its managers and supervisors who work with exchange visitors. In conducting such verting, a sponsor must confirm that a host entity is a legitimate and reputable business by taking, at a minim, the following steps annually: (i) Check, through direct contact in person or by telephone, the names of the entity’s owner(s) and manager(s), name(s) of the supervisor(s), for the exchange visitor, business telephone numbers, e-mail addresses, street addresses, and professional activities; (ii) Use publicly available information (e.g., state registries, advertisements, brochures, web sites, court registries, state sex-offender registries) and available information from prior exchange visitor placements to confirm that all host entities and their owners are of good repute and financially viable, and that all managers and superviors of the exchange visitor are reputable and have each had a criminal backgrtound check that the sponsor may review; iii) Record a potential host entitiy’s Employer Identification Numbers (EIN) and obtain copies of its current business or professional license or permit, or certificate issued by the jurisdiction where the business operates, granting the host entity the right to operate in that jurisdiction; (iv) Check whether the host entity will use any third parties (including staffing agencies) to conduct the exchange visitor program and verify using publicly available information to check whether such third parties are legitimate and reputable and that their managers and supervisors working with exchange visitors have each had a criminal background check that the sponsor may review...wv) Verify that each potential host entity will have Workers' compensation Insurance coverage or its equivalent, as applicable, in the appropriate u.S. state during the time when the exchange visitor will be placed there, or, if applicable, evidence of that state's exemption from requjirement of such coverage;(vi) Obtain verification at the beginning of each season that a host entity with which an exchange visitor is planned to be placed will not displace U.S. wokers, has not experienced layoffs in the past 120 days, and does not have workers on lockout or strike; and (vii) Review the U.S. Department of Labor website and state resources for judgments and debarments and revocations pertaining to the host entity or business owner, | Sponsors | 41 | 26,000 | 0.5 | 12,500 | $26 | $338,000 | Not a new cost to sponsors |
| 62.32(l) | Exchange visitor housing and local transportation. (1) Every sponsor-approved placement must include identification of acceptable housing and local transportation before that sponsor approves the placement and issues a Form DS-2019. Housing must be fully and accurately described on the Housing Addendum of Form DS-7007 in accordance with § 62.32(m). (2) Acceptable housing must meet all applicable housing codes and ordinances and be: (i) affordable for the exchange visitor; (ii) provided in compliance with applicable federal, state, and local laws, including 29 CFR part 531 (if the host entity plans to deduct housing costs from the exchange visitor’s wages); (iii) in a safe location; (iv) within a reasonable distance of the exchange visitor’s site of activity at the host entity(ies); (v) in an area with regular, safe and affordable local transportation options to commercial infrastructure and to his or her site of activity at the host entity; and (vi) in a location that is neither isolated, nor difficult to access. (3) The requirements in subparagraphs (iv), (v) and (vi) above are waived if the sponsor or host entity provides reliable, safe, and affordable local transportation to the exchange visitor during his/her on- and off-hours, and has a transportation plan in case of emergency. A sponsor placing an exchange visitor in a remote national park, ski or mountain resort, or summer camp must document the host entity’s written arrangement for transportation for that exchange visitor during his/her off hours and in case of emergency. (4) Neither a sponsor nor its host entity is permitted to require an exchange visitor to pay a separate fee to identify housing in excess of any fee charged for the exchange visitor’s placement at the host entity. (5) In the event that the exchange visitor chooses to secure his or her own housing, both the sponsor and the exchange visitor must document this in writing and the sponsor must verify compliance with the requirements of paragraph (2) prior to the exchange visitor’s arrival in the United States, or the sponsor may deny the housing or the entire host placement. (6) If either the sponsor or the Department determines that an exchange visitor’s housing situation is unacceptable or otherwise problematic (e.g., excessive noise, serious conflict among housemates), the sponsor must identify new acceptable housing and notify the exchange visitor of that alternative within one week of this determination; if the exchange visitor opts not to accept the new housing, the sponsor may determine that the placement is in violation of this regulation. (7) If an exchange visitor bicycles to and from the host entity or to reach commercial infrastructure, his or her sponsor must ensure that the exchange visitor is informed that he or she must wear a helmet and other appropriate protective gear and that he or she must check that the bicycle is in working order (e.g., brakes function, the frame is not bent, all tires are inflated properly, bicycle chain and gears function). All sponsors must provide exchange visitors in pre-arrival materials and during orientation with bicycle safety information, including the Department-generated bicycle safety flyer, and place the Department-generated bicycle safety video on their website. No exchange visitor should be expected by his or her sponsor or host entity to ride a bicycle to his or her site of activity at the host entity if he or she chooses not to do so, or be expected to ride a bicycle to his or her site of activity on a highway or other major road without bicycle lanes; likewise, no exchange visitor should be expected to ride a bicycle over distances of longer than a total of eight miles per day in order to travel to and from the host entity or reach commercial infrastructure. |
Sponsors | 41 | 90,000 | 1 | 90,000 | $10 | $900,000 | Not a new cost to sponsors. |
| 62.32(m) | Form DS-7007 (Host Placement Certification Form). ). The purpose of this form is to ensure a common understanding among all parties (through required signature of the sponsor, exchange visitor, and host entity) about the terms of the host placement and arranged housing before the exchange visitor begins work at his or her host entity. (1) A sponsor must: (i) Fully complete a Form DS-7007 for each exchange visitor placement, which must include: location and description of the host entity; number of employees and other exchange visitors on location; hours of work each week that will be offered the exchange visitor; duties, wages (including expectations for overtime), expected training period, if any; physical demands of the host placement; any placement-related benefits or amenities; total itemized fees charged by sponsors, host entities, and third parties, identifying clearly which are mandatory and which are optional that that exchange visitor will incur; other estimated costs to the exchange visitor of the placement at the host entity or for other aspects of the program (e.g. costs and deductions for benefits, mandatory and optional deductions, meals included at host entity). Deductions taken from wages must be disclosed in advance to the exchange visitor. A DS-7007 must be executed for each placement the exchange visitor accepts and updated according to Department guidance if the terms of a placement change significantly; (ii) Fully execute a Form DS-7007 (excluding Housing Addendum) before completing and signing a Form DS-2019 for each exchange visitor; (iii) Provide each signatory an executed copy of the Form DS-7007 (excluding Housing Addendum) before the exchange visitor makes his or her visa application; and (iv) Inform the exchange visitor that he or she must have his or her fully executed Form DS-7007 (excluding Housing Addendum) available (along with his or her Form DS-2019) for the visa interview. (2) A sponsor must ensure that the Housing Addendum of the Form DS-7007 is completed (including by the host entity), if relevant, and that a copy is sent to the exchange visitor prior to the exchange visitor’s departure to the United States and if the exchange visitor changes housing. A sponsor must include a description of the housing; information about local transportation type and cost, and distance to the host entity; cost of housing either weekly or monthly; need for an exchange visitor housing deposit; utilities covered in rent and those that the exchange visitor must pay separately; whether deductions for housing or local transportation will be taken from exchange visitors’ wages; number of other tenants; housing features and description (including numbers of bedrooms and bathrooms); and whether there is a firm contract for the housing that the exchange visitor must sign for a fixed period of time. The Housing Addendum page must state the market value of housing and/or local transportation. Deductions from wages may only be made in accordance with Fair Labor Standards Act regulations set forth at 29 CFR part 531. |
Sponsors/host entities | 41 | 92,500 | 1.25 | $115,625 | $26 | $3,006,250 | includes re-placements; new cost to sponsors |
| 62.32(n) | Exchange visitor pre-departure orientation and documentation. (n) Exchange visitor pre-departure orientation and documentation. (1) In addition to satisfying the requirements set forth at § 62.10(b)-(c), a sponsor must provide to each exchange visitor prior to departure from his or her home country, an orientation in-person, online, or a combination of both that includes the following information and documentation: (i) An explanation of the sponsor’s role during the program, including monitoring, and of host entity responsibilities; (ii) The Department of State’s Summer Work Travel Exchange Visitor Welcome Letter and Diversity Flyer; (iii) The sponsor’s 24/7 immediate (i.e., non-answering machine) contact telephone number; (iv) A description of exchange visitor and host entity obligations and responsibilities, including a list of program obligations and responsibilities as set forth in subparagraph (2) below; (v) Information explaining the cross-cultural component of the Summer Work Travel program, including the exchange visitor’s obligation to participate in sponsor- and host entity-arranged cross-cultural activities, and how best to experience local or national U.S. culture; (vi) Information on how to identify and report workplace abuse, sexual abuse, sexual harassment, bullying, exploitation, wage violations, housing violations, poor housing conditions, and instances of retaliation against the exchange visitor for reporting problems, including how to access whistleblower protection. The orientation must also include information for exchange visitors on the sponsor monitoring process, and inform exchange visitors that they must notify their sponsor within ten days of arrival in the United States and of any changes to the terms agreed to in Form DS-7007; (vii) Information on general personal, pedestrian, and transportation safety, including bicycle safety information (i.e., providing the Department-generated bicycle safety flyer and placing a bicycle safety video on the sponsor’s website); (viii) An identification card with a photo of the exchange visitor listing the exchange visitor’s name, the sponsor’s name, and main office and emergency telephone numbers, 911, the telephone number of the Department’s J-1 visa toll-free emergency help line, the J-1 visa e-mail address, and the name and policy number of the sponsor’s health insurance provider, if applicable; and (ix) Information on medical care in the United States (e.g., information on insurance deductibles, differences between emergency room visits and regular hospital visits, how generally to seek medical care in the U.S.) and location of the nearest medical facilities. (2) Information on exchange visitor and host entity obligations and responsibilities must include the following: (i) The exchange visitor must notify his or her sponsor within ten days of arrival in the United States, as set forth in § 62.10(c)(9); (ii) The exchange visitor must notify his or her sponsor of any changes to the terms agreed to in Form DS-7007, as set forth in paragraph (m)(1)(i); (iii) An exchange visitor must not change his or her host site of activity at the host entity, type of position within his or her current host placement, or residence without first notifying the sponsor, as set forth in paragraph (d)(11); (iv) The host entity must not permit an exchange visitor to begin working for an additional host entity, or at a different host entity, until the sponsor has vetted such host entity, as set forth at paragraph (i), and provided the exchange visitor and host entity a fully executed Form DS-7007 for such a placement in accordance with paragraph (m); (v) A description of the circumstances that may lead to termination of the exchange visitor’s program under rules governing the program, including, but not limited to, the following: engaging in more than three Summer Work Travel programs during the exchange visitor’s academic career; failure of an exchange visitor to report to his or her sponsor within ten days of arrival in the United States; failure to appear timely at the initial host placement without notifying the sponsor in advance of any inability to appear on time; beginning employment at a non-vetted host entity or at a host placement on the program exclusions list set forth at paragraph (k); engaging in illegal activities (e.g., fraud); failure to give two-weeks’ notice of departure to the current host entity, except in cases where health, safety, or welfare of the exchange visitor is endangered; failure to report change of position or change of title within the current host placement or change of residence; a pattern of unresponsiveness to sponsor communications; and violation of sponsor-specific rules regarding the exchange visitor program; (vi) The circumstances that may lead to program termination of the host entity; and (vii) The exchange visitor is prohibited from engaging in any activities that could bring the Exchange Visitor Program into notoriety or disrepute. |
Sponsors | 41 | 90,000 | 0.5 | 45,000 | $26 | $1,170,000 | Not a new cost to sponsor |
| 62.32(o) | Cross-Cultural activities. A sponsor must: (1) Ensure that the exchange visitor’s placement at the host entity requires regular interaction with co-workers and customers and that the exchange visitor’s host entity also facilitates the regular interaction of the exchange visitor with U.S. persons during the workday portion of their program; (2) Plan and initiate cultural activities, and/or act as a resource for host entities, domestic third parties, or local community groups in arranging cultural activities that provide the exchange visitor exposure to U.S. culture and/or interaction with U.S. persons throughout their programs; (3) Ensure that, at a minimum, it or its host entity or entities arrange one cross-cultural activity within each calendar month for the exchange visitor; and (4) Facilitate additional cross-cultural activities throughout the duration of the exchange visitor’s program, and document such activities. |
Sponsors (and /or host entities) | 30,041 | 26,000 | 24 | 624,000 | $10 | $6,240,000 | New cost to sponsors. Respondents may be either sponsors and host entities, or both. |
| 62.32(p) | Exchange visitor monitoring and assistance. A sponsor must: (1) Maintain, at a minimum, monthly personal contacts with the exchange visitor. Such sponsor contact is permitted to be in-person, by telephone, or via exchanges of e-mail (communications via e-mail and voicemail messages must elicit a response from the exchange visitor that provides information on the exchange visitor’s well-being); (2) Gauge the exchange visitor’s overall health, safety, and welfare and appropriately address issues identified through monitoring that involve the suitability of employment, housing and transportation, and any other issues affecting, or that could affect, the exchange visitor’s health, safety, and welfare; (3) Be available to the exchange visitor as a facilitator, counselor, and information resource and provide appropriate assistance on an as-needed basis; (4) Document all efforts to resolve any issue that could result in program termination, including problematic placements and inability to contact a non-responsive exchange visitor, before pursuing program termination; (5) Prepare any host entity to facilitate Department oversight and visits to placement locations; and (6) Incorporate additional monitoring steps at the suggestion of the Department in the case of Department-noted problems in the sponsor’s Summer Work Travel program. |
Sponsors | 41 | 90,000 | 0.5 | 45,000 | $10 | $450,000 | Not a new cost to sponsors |
| 62.32(q) - (t) | Sponsor use and vetting of foreign/domestic third parties. (q) Sponsor use of foreign third parties. A sponsor must, in addition to the description set forth in § 62.2 in the definition of Third Party, satisfy the following requirements if it elects to use a foreign third party: (1) Select only a foreign third party that: (i) the sponsor has vetted in accordance with § 62.32(r); (ii) has a fixed office address, employees with professional experience in the services the foreign third party provides, an organizational mission applicable to cultural and educational exchange, and a system to collect and protect the personal data of potential and actual exchange visitors; (iii) markets the Summer Work Travel program as a cultural and educational program with a work component; (iv) has fees and other charges that are permissible under this Part, transparent, justifiable in terms of services provided, and legal, and (v) would not bring the Exchange Visitor Program into notoriety or dispute, or engage in actions that would endanger the health, safety or welfare of an exchange visitor; (2) Fully execute a written agreement, with documented review every three years, with the foreign third party and work only with foreign third parties with which the sponsor has concluded such written agreements; agreements must specifically authorize the foreign third party to carry out certain program functions;, (3) Orient adequately any foreign third party it engages on the purpose of the Exchange Visitor Program and all applicable regulations in this Part and updates and related guidance; (4) Require, review, and approve annually the third party’s marketing materials, including updated price lists based on any Department-required template, for programs marketed on the sponsor’s behalf. The price lists must include itemization of all fees charged to the exchange visitor and estimated costs the exchange visitor might incur, as set forth in § 62.9(d)(3); (5) Ensure that the foreign third party does not permit the use of any other third party (including staffing or employment agencies or subcontractors) to work directly with any prospective or current exchange visitor for the purpose of programmatic planning, or otherwise cooperate or contract with any such other third party; (6) Place information about each of its foreign third parties on the sponsor’s main website, including the official name, headquarters address, and specific program functions performed; (7) Establish and implement internal controls to ensure that each foreign third party complies with the terms of its agreement with the sponsor; (8) Ensure the foreign third party knows and complies with all applicable provisions of these regulations. Failure by any foreign third party to comply with the regulations will be imputed to the sponsor; and (9) Not use a foreign third party if the Department has determined and informed that sponsor that the third party does not meet the requirements of subparagraph (1). (r) Sponsor vetting of foreign third parties. A sponsor must: (1) Ensure that any foreign third party it utilizes or intends to utilize is legitimate and employs only reputable individuals or organizations qualified to perform agreed program functions; (2) At a minimum, review annually current documentation for each of its foreign third parties, including: (i) Proof that it is legally authorized to conduct business in every location in which it operates; (ii) Any bankruptcy filing, adverse legal judgment, or pending legal action or complaint against such foreign third party relevant to its conduct of the exchange visitor program; (iii) Written references from three current business associates or partner organizations; (iv) A criminal background-check report (including originals and English translations, as applicable) for each owner and officer of the foreign third party; and (v) A copy of the foreign third party’s recent financial statements certified by an independent public accountant. (s) Sponsor use of domestic third parties. A sponsor must, in addition to the description set forth in § 62.2 (definition of Third Party), satisfy the following requirements if it elects to use a domestic third party: (1) Select only a domestic third party that: (i) the sponsor has vetted in accordance with paragraph (t), unless the selected entity serving as a domestic third party is another designated sponsor; in that case, the sponsor must require that the domestic third party sponsor provide proof of current Department designation; (ii) has a fixed office address, employees with professional experience in the services the domestic third party provides, an organizational mission applicable to cultural and educational exchange, and a system to collect and protect the personal data of potential and actual exchange visitors; (iii) has fees and other charges that are permissible under this Part, transparent, justifiable in terms of services provided, and legal; and (iv) would not bring the Exchange Visitor Program into notoriety or dispute, or engage in actions that would endanger the health, safety, or welfare of exchange visitors. (2) Fully execute a written agreement, with documented review every three years, with the domestic third party and work only with domestic third parties with which the sponsor has concluded such written agreements; (3) Orient adequately any domestic third party it engages on the purpose of the Exchange Visitor Program and all applicable regulations in this Part and updates and related guidance; (4) Place information about each domestic third party it engages on the sponsor’s main website, including its official name, headquarters address, and specific program functions performed; (5) Establish and implement controls to ensure that the domestic third party complies with the terms of its agreement with the sponsor; (6) Ensure the domestic third party knows and complies with all applicable provisions of these regulations. Failure by any domestic third party to comply with the regulations will be imputed to the sponsor; and (7) Not use a domestic third party if the Department has determined and informed that sponsor that the third party does not meet the requirements of subparagraph(1). (t) Sponsor vetting of domestic third parties. A sponsor must: (1) Ensure that any domestic third party it utilizes or intends to utilize is legitimate and employs only reputable individuals or organizations qualified to perform agreed program functions; and (2) At a minimum, review annually current documentation for each of its domestic third parties: (i) Proof that it is legally authorized to conduct business in every location in which it operates; (ii) Any bankruptcy filing, adverse legal judgment, or pending legal action or complaint against such domestic third party relevant to its conduct of the exchange visitor program; and (iii) Proof of sufficient liability insurance to cover the activities provided to the sponsor. |
Sponsors | 41 | 1,900 | 2.0 | 1,900 | $26 | $98,800 | Not a new cost to sponsors |
| 62.32(u) | Reporting requirements. (1) Foreign third party reporting: Within 30 days of its conclusion of a new written agreement with a foreign third party, a sponsor must provide the Department with that third party’s name and contact information (i.e., telephone number, e-mail address, street address, city address, point of contact, and website address). The sponsor also must provide the Department with updated contact information for its foreign third party within 30 days after receiving notice of any change in that party’s contact information. A sponsor also must notify the Department no later than 30 days after ceasing to work with a foreign third party previously reported. (2) Price lists: A sponsor must submit to the Department each year, no later than December 1, itemized exchange visitor price lists (in accordance with any Department template) which identify the costs that exchange visitors must pay each sponsor and foreign third party on a country-specific basis in order to participate in the program. |
Sponsors | 41 | 41 | 2 | 82 | $26 | $2,132 | Not a new cost to sponsors |
| 62.42 (c) | Upon return of the completed Form DS-2019, the responsible officer of the program to which the exchange visitor has transferred shall provide: | Sponsors | 1460 | 1,000 | 0.5 | 500 | $0 | $200,000 | |
| (1) The exchange visitor his or her copy of the Form DS-2019; and | |||||||||
| (2) A notification copy of such form to the Department of State. | |||||||||
| TOTAL BURDEN: | 190,000 | 1,928,788 | Total hours: | 2,171,951 | Total Cost: | $29,003,918 | |||
| Section | Description | Respondents | # Respondents | # Responses | Hours / Response | Total Hours | Cost / Response | Total Cost | Comments |
| File Type | application/vnd.ms-excel |
| Author | Jacqueline M. Fraser |
| Last Modified By | NuppJ |
| File Modified | 2016-12-08 |
| File Created | 2003-12-15 |