Database Guide Partner

Transcription

1 Database Guide Partner 1

2 Index Page Topic 2 Index 3-4 Program Eligibility Requirements 5 Overview of Application Process 6-10 Host Company Application Host Company ASPIRE Review Host Company Site Visit 17 Host Company Profile Status Guide Self-Placed Participant Application Pre-Placed Participant Application Participant ASPIRE Review (TP requirements) Participant Profile Status Guides 49 ASPIRE Internal Policies Host Company Database Guide Participant Database Guide Participant Check-In Guide 2

3 Eligibility Requirements Intern 1 Currently enrolled in a University outside of the U.S. a Full time b Degree seeking c Equivalent to U.S. Associate s Degree or higher 2 Recently graduated with a degree awarded outside the U.S. within 12 months a Equivalent to U.S. Associate s Degree or higher 3

4 Eligibility Requirements Trainee 1 Graduated with a degree awarded outside the U.S. + 1 year of experience a Equivalent to U.S. Associate s Degree or higher b Degree is not required to be the same as the training field with 1 year of experience post graduation, however the field of experience must act as a bridge or natural trajectory between the two c 1 year of experience in the field of training, full time, gained outside of the U.S. d If any experience is gained during their studies, reference letters must indicate full-time or experience will be counted as half. 2 5 years of experience in the training field a No degree required b 5 years of full time experience gained outside of the U.S. Participants currently completing - or recently completed - OPTs will not be applicable for these programs. 4

5 Overview of Application 1 Login to Partner profile Process 2 Host Company profile creation and submission 3 - ASPIRE review process a Profile b Host Company Agreement and Verification form c Workman s Compensation policy d Additional supporting documents 4 Site Visit (if necessary) 5 Candidate profile creation and submission linked to Approved Host Company 6 - ASPIRE review process a Application b Rules and Regulations c Proof of Status d Passport e Training Plan 7 Upon acceptance of candidate s profile and receipt of payment, DS-2019 issuance. 5

6 Host Company Application Database Link: 1 Partner Login 6

7 2 Create Host Company Profile a Host Companies b Add New c Complete all information d Enter cultural activities specific to surrounding area of Host Company e - Save 7

8 After saving the new Host Company profile, from your Host Company list select the profile Details to continue the application process. 3 Edit Employer Details a Used to update any information already input. 8

9 4 Edit Employers Supervisor Information a Mandatory input of direct supervisor information. b After ASPIRE review of files, the appropriate supervisor will be assigned to each candidate. 9

10 5 File Uploader a Signed Host Company Verification b Workmen s Compensation policy c Additional supporting documents 6 Submit to ASPIRE for review a Once a Host Company is submitted, they will receive an welcome from ASPIRE including important and related program information. 10

11 Host Company ASPIRE Review 1 Host Company Agreement Handwritten initials are required Reviewed for name, organization name, position, Signature and Date handwritten required By: 11

12 2 Verification Form Address and telephone will be verified by 3 rd party application. The Address must be of the physical Training site Company research will be done using the website and 3 rd party sources ASPIRE maintains a ratio of 7:1 Include a brief description and upload supporting documents into HC profile J1 Visa sponsor organization for Interns, Trainees, and Work & Travel programs. Annual Revenue for Training site only not entire corporation 12

13 3 Workmen s Compensation Policy Name of Insurer Name of Insured and Address of Training Site Insured ASSE International ASPIRE Worldwide 228 N Coast Hwy Laguna Beach, CA Policy Dates If address does not match, upon request any necessary addresses can be input here ASSE International ASPIRE Worldwide 228 N Coast Hwy Laguna Beach, CA

14 4 Additional Supporting Documents a Supporting material such as brochures, articles, promotional material, and more can be very useful in helping to approve a Host Company and is greatly appreciated. 14

15 Host Company Site Visit (if required) Requirements: Less than 25 employees Less than 3 million in revenue At the discretion of ASSE ASPIRE or or Training Plan will be requested to complete a site visit Depending on the availability of an area representative and the rural or urban setting, a site visit can take between 7 and 15 business days to complete from the date we receive the completed file with the Training Plan. 15

16 Site visit assessment criteria: Professional environment English environment Ability to offer structured Training or Internship Ability to offer constant supervision and mentoring Safety of the surrounding location Housing and Transportation availability Host Company (supervisors and staff) program knowledge Ensure that the Host Company is not involved in any of the following: Therapy or patient care Manufacturing, administration, or sales of medicines or chemicals Elderly or child care Ensure that the applicant will not be involved in any of the prohibited unskilled positions found in the Federal Regulations Part 62, Subpart G, Appendix E 16

17 Host Company Profile Status Guide 1 New Host Company has just been created and has not yet been submitted to ASPIRE. Host Companies under New status will not be reviewed until submitted. 2 Submitted to ASPIRE Once all information is completed, the file can be submitted to ASPIRE for review. 3 Missing Documents The file has been reviewed and something is incorrect or missing. Notes will be input directly in the profile. 4 Site Visit Required The file has been reviewed and qualified for a site visit. We are in the process of scheduling the visit with one of our area representatives while the file is under this status. 5 Site Visit Invoiced/Site Visit Paid The site visit has been invoiced/payment has been received. 7 Approved The Host Company is now eligible to host a J1 participant. 8 Not Approved The Host Company has been determined as not eligible. 17

18 Self-Placed Participant Application 1 Create Participant Profile a Participants b Add New 2 Complete Student Information a - Create username/password b Verify that Self Placed is selected c Select Intern or Trainee d Submit 18

19 3 Select Details for the profile that was just submitted 4 Complete each of the following tabs: a Interview b Application c Employer Info 19

20 Interview Tab Every applicant must complete an Interview to assess their English level and this will be submitted to ASPIRE. 20

21 Application Tab General Information Verify that the name appears the same as on the passport. For example, some applicants have two first names, while others may have a first and middle.. No characters can be included in the names (i.e. -,, ~) Double check the order of the Month and Date 21

22 Application Tab Program Information Select Business or Hospitality Select Eligibility US Address can be left blank if housing has not been secured, however please enter the foreign address below. 22

23 Application Tab Emergency Contact Information Required information 23

24 Application Tab Program Information The first two drop down box choices are found below: Position and Occupation must be selected. The Second two will offer most specific categories depending on which Occupation is selected 24

25 Employer Info Tab Assign an Approved Host Company to the applicant 25

26 Self-Placed Participant Application (cont.) 5 Complete the Document Uploader with the following items: a Rules and Regulations b Proof of Status i Degree(s) ii - References c DS-7002 Signature Pages d DS-7002 Phases e Passport copy f Additional documents i - Resume 6 Change the status to Submitted to ASPIRE and Submit

27 Pre-Placed Participant 1 Add New Application 2 Complete Student Information a - Create username/password b Verify that Pre-Placed is selected c Select Intern or Trainee d Submit 27

28 3 Select Details for the profile that was just submitted 4 Complete each of the following tabs: a Interview b Application 28

29 Interview Tab Every applicant must complete an Interview to assess their English level and this will be submitted to ASPIRE. 29

30 Application Tab General Information Verify that the name appears the same as on the passport. For example, some applicants have two first names, while others may have a first and middle.. Double check the order of the Month and Date 30

31 Application Tab Program Information Select Business or Hospitality Select Eligibility US Address can be left blank if housing has not been secured, however please enter the foreign address below. 31

32 Application Tab Emergency Contact Information Required information 32

33 Application Tab Program Information The first two drop down box choices are found below: Position and Occupation must be selected. The Second two will offer most specific categories depending on which Occupation is selected 33

34 Pre-Placed Participant Application (cont.) 5 Complete the Document Uploader with the following items: a Rules and Regulations b Proof of Status i Degree(s) ii - References c DS-7002 Signature Page and Phases will remain empty, for pre-placed programs the sponsor will complete this portion. e Passport copy f Additional documents i - Resume 6 Change the status to Submitted to ASPIRE and Submit

35 Participant ASPIRE Review 1 Rules and Regulations EV Initials are required handwritten, not electronic Applicant s signature, name and date are required: No electronic entries can be accepted. Initial Initial Initial Initial Agency s signature, name, and dates are required: no electronic entries can be accepted. Name Signature Date Name Signature 8 Date

36 2 Proof of Status Degree Example: Name of University and if possible address to show that it is located outside of the U.S. Type of Degree: Associate, Bachelor, or Master Field of Study Seals and Signatures Date awarded 36

37 2 Proof of Status Reference Example: Official seals, logos, stamps, etc. Duration: Must include start and end or start with clarification that they are still employed as of the current date. Position or duties are required Location Signature 37

38 3 DS-7002 Signature Pages Check-List All information on the Training Plan must be completed, the following are section specific notes to explain certain criteria. Name The Name in the TP must match the Database and Passport exactly Supervisor The supervisor must be the person who will be training the participant on a regular basis and have full knowledge of the program Address verification Must be the physical address of the actual training site Note: The number of employees for the specific location must correspond with the Host Company Agreement and Verification form. 38

39 Hours per Week The hours must be minimum 32 and maximum 40 per week This must be as accurate as possible to maintain expectations Worker s Compensation Policy All verified Host Companies must have a WCP that will cover the participant(s) while on the program. Signatures All signature must be completed All signature must be hand written (not electronic) All dates must be hand written (not electronic) in format mm/dd/yyyy Name of Sponsor Organization This should always appear as ASSE International, Inc only Program Number This should correspond with the appropriate program Intern: P Trainee: P

40 4 DS-7002 Phases Training Plan Requirements To ascertain that Trainees or Interns are adhering to correct guidelines, Training/Internship Placement Plans must use the following standard format: Include information on the methods for evaluating the trainee or intern. State the objectives of the training or internship programs and the skills to be imparted to the trainee or intern as well as a description of the specific tasks to completed by the trainee or intern and the methods of training. The duties of intern/trainee as outlined in the DS will not involve more than 20% clerical work, and that all tasks assigned are necessary for the completion of the program. For all program periods of 6 months or longer, the TP must contain a minimum of 3 departmental or functional rotations (orientation excluded) Each plan should be customized to the participant to build upon their education/experience. This implies that a Trainee plan will be more advanced than an Intern plan. 40

41 Training Plan Phases must not include the following: Wording referring to working as opposed to training Use of chemicals, handling/administering medications, caring for children or the elderly Unskilled labor tasks Him/her or he/she wording as each plan should be customized 41

42 6 Passport Copy a A clear copy should be submitted b All information should match the applicant s profile exactly. Name Name Number DOB Issuance/Expiration Barcode 42

43 Finalizing Participant Applications These final steps are to be completed after DS-2019 Issuance, prior to the arrival in the United States 1 Complete the Travel Details tab a Please input all travel details prior to applicant departure. 2 Complete Document Uploader a Add proof of orientation prior to departure E x a m p l e 43

44 Participant Profile Status Self Placed: Guide 1 New Participant has just been created and has not yet been submitted to ASPIRE. Participants under New status will not be reviewed until submitted. 2 Submitted to ASPIRE Once all information is completed, the file can be submitted to ASPIRE for review. Files will be invoiced under this status 3 Missing Documents The file has been reviewed and something is incorrect or missing. Notes will be input directly in the profile. 4 ASPIRE Interview Pending The file has been reviewed and the documents are accepted. ASPIRE will now complete Host Company verification calls. 5 Filing in Process The file is complete and the Host Company verification call was successful. Payment is pending receipt. Once received the file will be moved under Ready for SEVIS. 44

45 Pre Placed: 1 New Participant has just been created and has not yet been submitted to ASPIRE. Participants under New status will not be reviewed until submitted. 2 Submitted to ASPIRE Once all information is completed, the file can be submitted to ASPIRE for review. 3 Missing Documents The file has been reviewed and something is incorrect or missing. Notes will be input directly in the profile. 4 Interview A pre-screening interview is being arranged to verify eligibility. 5 Accepted The file has been fully reviewed and the applicant has been accepted onto the program. The placement process will begin. Files will be invoiced the program deposit under this status 6 Placed The applicant has been accepted at a Host Company. The DS Training Plan will be created. The file will be moved to Ready for SEVIS upon completion of the DS Files will be invoiced the full program fee under this status 45

46 Both Programs: 1 Ready for SEVIS The payment has been received and the file is ready to be submitted to SEVIS. 2 Submitted to SEVIS The file has been submitted to SEVIS for processing. 3 DS Issued The file has successfully been created in SEVIS and has been downloaded. At this point the applicant will be mailed all of their program material: a Handbook b DS-7002 Training Plan c DS-2019 d SEVIS payment receipt e 2 sponsor letters f Department of State Welcome Brochure g ASPIRE ID card 4 Activated in SEVIS The participant has arrived and completed their arrival checkin. They are activated on the program. 46

47 5 Canceled Program (prior to DS issuance) The applicant has withdrawn before the DS-2019 has been issued. 6 Canceled Program (after DS issuance) The applicant has withdrawn after the DS-2019 has been issued. 7 Repat The applicant has returned home prior to completion of their program. 8 Program Terminated The applicant has violated program rules and regulations or has illegally remained in the United States or is truant without communication with the sponsor. 9 Visa Denied The applicant s visa has been denied. Original DS-2019 and denial documents must be returned to the sponsor within 6 months. 47

48 10 Program Inactive The applicant did not complete an arrival check-in and their program has not been activated. Without rectifying this, the applicant will be out of visa status. 11 Program Ended The applicant has completed the program as scheduled. 12 Not Accepted The applicant was found ineligible for program participation. 48

49 ASPIRE Internal Policies 1 Ratio ASPIRE maintains a 7:1 ratio of US employees to J1 participants at the training site 2 Stipend ASPIRE requires all placements provide a stipend at minimum wage unless minimum wage is below $1,200 per month 3 Age Limits ASPIRE does not accept applicants over the age of 35 4 Restricted placements a Placements in warehouses b Placements involving labor/mechanics/assembly c Offices located in apartments/homes 5 Change of Status No petitions, applications, or the like for another type of visa will be permitted while participating on a J1 visa. 6 OPT Applicants who are currently participating or recently completed an OPT are not considered eligible for the J1 programs. 49

50 Database Guide Host Company 50

51 Overview 1 Login to Host Company profile ( If you have misplaced their login information, this can be retrieved through the agency or directly with the sponsor. 2 Use the following tabs to keep your profile up to date: Participants Profile Your Information 3 Use the following tabs to complete Host Company requirements throughout the program: Training Phases Evaluation 51

52 Tabs Directory Participants Tab: Used to keep track of the participants you have and their status. 52

53 Profile Tab: Used to upload missing or corrected files The box will appear orange if it is open for uploading The box will appear green if it is completed and approved 53

54 Your Information Tab: Used to update information such as address, phone number, etc. All updated information must be reviewed and approved 54

55 Training Phases Tab: Use to upload end of phase evaluations These are internal Host Company documents that detail the training, progress, supervision, and evaluation methods Pending indicates a phase evaluation that needs to be completed: Pending 55

56 Phase Evaluation Example Host Company Name 56

57 Evaluations Tab: Use to complete Mid-point and Final evaluations for each participant 57

58 Database Guide Participant 58

59 Overview 1 Login to your Participant profile ( If you have misplaced your login information, this can be retrieved through your agency or directly with the sponsor. 2 Use the following tabs to view your information and keep your profile up to date: Travel Details Employer Profile 3 Use the following tabs to complete Participant requirements throughout the program: Midpoint Evaluation Final Evaluation 59

60 Tabs Directory Travel Details: Used to enter your travel details before departing your home country to come to the United States. If this has not been entered by your agency, this can be done by you. 60

61 Employer Profile: This can be used to review your Host Company information. If you see any mistakes or this is not the correct Host Company or address, you can contact your sponsor. 61

62 Midpoint Evaluation: Towards the middle of your program you will be required to complete an evaluation. You will receive reminders with your login information. Promptly use this information to complete your program evaluation as this is a requirement to keep your visa in good status. Final Evaluation: At the end of your program you will be required to complete another evaluation. You will also receive reminders with your login information. Promptly use this information to complete your program evaluation to successfully end your program in good standing. 62

63 Evaluations Example 63

64 Participant Check-In 1 Go to our website: ( Guide 2 Follow the onscreen instructions to complete each check-in as is required. Should you have questions, please use this guide for detailed instructions. 64

65 Arrival Check-In 1 Within 3 days of your arrival you must check-in. 2 Go to this link in your browser: Click on Arrival Check-In 4 - Choose your program: Intern or Trainee 5 - Complete the form and submit! 65

66 Monthly Check-In 1 Every 30 days you must check-in with your sponsor. 2 Go to this link in your browser: Click on Monthly Check-In 4 - Choose your program: Intern or Trainee 5 - Complete the form and submit! 66

67 Cultural Activities A cultural activity can be anything that involved interacting with American people and American culture. Some general examples are listed for you here. Specific examples to your program area will be ed to you and you can ask your Host Company for suggestions. Cultural Activity Examples: Visit a museum Visit a theme park Visit the zoo Visit a monument (national or state) Visit a state or national park Go to an American movie at the cinema Visit a significant landmark Interact with American community (for example volunteer at a local church, food bank, or elderly/children s centers) Unnacceptable Cultural Activities: A picture of yourself with your apartment in the background A picture of something through a car window while driving Pictures containing nudity or alcohol Remember to explain your cultural activity in your checkin so we know where you were or what you were doing! 67

68 Cultural Activities Picture Examples 68

69 U.S. Address Change 1 You must report updated living addresses within 10 days. 2 Go to this link in your browser: Click on U.S. Address Change 4 - Choose your program: Intern or Trainee 5 - Complete the form and submit! 69