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How to Apply - Host Units

Host units wishing to invite international visitors should work with International Visitor Program (IVP) staff to determine the most suitable visa type for the specific activity.  The purpose of the visit, profile of the visitor, length of stay, sources of funds, and other logistical concerns are all considerations in determining which visa is appropriate.  As B-1 visas are only appropriate for specific types of activities, it is best to begin by assuming your visitor will require a J-1 visa and initiate the application process for the J-1 Exchange Visitor Program outlined below. An IVP Specialist will review the documents and advise you if another visa type might be appropriate. For example, international students in the U.S. on F-1 visas may be eligible to engage in Optional or Curricular Practical Training.

If you wish to invite an international guest as a J-1 Exchange Visitor or provide other support (insurance or maintenance allowances via debit cards), you should begin the application process at least 12 weeks in advance of the visit or program.  It is important to allow sufficient time for the visa application process as it can take as long as 2-3 months.  We encourage future hosts of international visitors to contact IVP as early as possible to discuss proposed programs.

Note:  The IVP team facilitates the process of inviting international visitors.  It also works to see that USDA and the USFS are complying with a number of complex regulations.  Units and staff hosting visitors through the International Visitor Program also assume responsibility for adhering to the various regulations and for carrying out the obligations as hosts of J-1 Exchange Visitors.

Host Process

[collapsed title=Plan Your Program or Event - Identify Participants]

  • Define program goals, activities, budget, and levels of support or assistance required for international participants
  • Understand prospective visitors, their backgrounds and levels of English language proficiency*
  • Clarify the prospective visitors’ expectations and objectives
  • Discuss visa classifications and the J-1 Exchange Program with an International Visitor Program Specialist. Your program design, the profile of your participants, and the funding sources can help determine if it is appropriate for the participants to apply for B-1 visas, J-1 visas or if they are eligible to participate in another visa status, such as the F-1 student visa.
  • Determine the IVP services you need to support your international visitors (insurance, debit cards to cover maintenance allowances or local travel costs, etc).
  • Determine whether or not you will need to establish the visitor as an ‘invitational traveler’ for domestic or international airline tickets or other required travel. 

*While there is no English language requirement for holders of B-1 visas, sufficient English language skills are required for participation in any J-1 Exchange Visitor Program. Host units must share their knowledge of the participants’ English language skills in the application and verify that they are capable of benefiting fully from the program.  Thus, it is important to have extensive conversations or communication with prospective visitors prior to issuing an official invitation or requesting participation in the J-1 Exchange Visitor Program. If you have questions about English language requirements, please contact the International Visitor Program Coordinator.

Resources

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[collapsed title=IVP Review & Processing]

Email your IVP Specialist for review of the proposed activities, budget, services to be provided and the prospective visitor’s profile and immigration history to see that the visa type requested or recommended is appropriate.  

If a B-1 visa is appropriate we advise the host unit to issue an official letter of invitation directly to the visitor.  International Programs files copies of the official invitation letter and records the visit in the International Visitors database. The collection of this information enhances the Agency’s ability to respond or assist in an emergency. If special services were requested, such as insurance or a debit card, IVP will send appropriate documents to the host unit.

If a J-1 visa is appropriate, the IVP Specialist will proceed with the application review and processing.  All proposed activities, services and visitor’s profile must fit the approved program categories and criteria for participation in the J-1 Exchange Visitor Program as established by the Forest Service and U.S. Department of State. The program activity must be clearly linked to the goals and approved activities of the Forest Service which promote international exchange and the proposed funding must be adequate.

If an F-1 visa holder is requesting a period of practical training, the IVP Specialist will request additional documentation from the student’s Academic Advisor and the Designated School Official.

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[collapsed title=Security Check]

Prospective international visitors are subject to a mandatory security check processed by the USDA Office of Homeland Security and Emergency Coordination.

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[collapsed title=Issuance of DS-2019]

Once the program activities are approved, an IVP Specialist, who serves as an Alternate Responsible Officer for the J-1 Exchange Visitor Program, issues a Certificate of Eligibility for Exchange Visitor (J-1) Status - Form DS-2019.  The DS-2019 and other pre-arrival instructions are sent directly to the Visitor via express international delivery services.  The visitor needs the signed original of the DS-2019 to apply for a visa.

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[collapsed title=Services]

International Programs will communicate directly with Host Units about the provision of insurance, debit cards, and other services.  In general, International Programs waits to process these until program dates are reconfirmed and it is certain that the visitor has obtained the necessary visa to enter the United States.  In this way, we are able to save our Host Units from incurring additional costs related to date changes or cancellations. 

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[collapsed title=Prepare for Arrival]

Communicate with the visitor to confirm travel and arrival plans. Make sure the visitor has emergency telephone numbers. You may want to refer to the Welcome Kit Ideas sheet and the Checklist for Hosting an Exchange Visitor to help you plan.

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[collapsed title=Mandatory Check-In – Program Validation]

Within 48 hours of arrival send the following items to the IVP Specialist by email:

  • Copy of Stamped DS-2019
  • Copy of visa and entry stamps
  • Copy of I-94 form printed from www.cbp.gov/i94
  • Residential Address
  • Verification of Insurance meeting the J-1 Exchange Visitor Program requirements

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[collapsed title=IVP & Local Orientations]

  • Sign up to attend the monthly IVP Orientation Webinar held the first Thursday of each month.  Email invitations are sent out 1 week in advance. Contact the IVP Specialist for more information.
  • Provide the visitor with an on-site orientation to the office and community.  Explain workplace expectations and community resources. The Community Resource Information Sheet and the On-Site Orientation Checklist for Hosting an Exchange Visitor may be useful.
  • Instruct the visitor to view the online orientation materials during their first week.

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[collapsed title=Program Progress/Completion]

The host unit is responsible for collecting progress or program completion reports and notifying International Programs of the visitor’s departure. If you wish to change or extend a program, please contact your International Visitor Specialist directly.

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