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Pre-departure Orientation for Co-op Interns

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Presentation on theme: "Pre-departure Orientation for Co-op Interns"— Presentation transcript:

1 Pre-departure Orientation for Co-op Interns
Presented by Cathy Stein International Employment Specialist For all students using a different sponsor than Cultural Vistas- All internal, swap and Intrax interns need to attend this session RUN CULTURE SHOCK VIDEO PRIOR TO STARTING THE SESSION

2 Culture Shock

3 Welcome Shut off cell phones, set to vibrate Avoid any talking please
Take notes as there is a lot of information that will be shared Slides will be posted eventually, but not right away so I suggest you still take notes.

4 Agenda J-1 Visa rules Social Security Cards Important Documents
Bank Accounts Entering the U.S. Payroll forms Housing Driving Tonnes of information to get through, sit back, get comfortable First half of the agenda

5 J1 Exchange Visitor Program
Who is your Program Sponsor? Distinction between “work” and “training” “I am an intern going to the U.S. to train on a J-1 visa.” Duties and activities should follow Training Plan Only train until the end date on DS-2019 extend your internship- is possible in some cases 30-day grace period before and after internship No travelling outside US during 30 day period Intrax, internal, SWAP

6 J1 Exchange Visitor Program
No changing companies or working at other companies Two-year Residency Rule 212(e) (international students) Maximum duration of 8 months (Waterloo co-op interns) Number of internships not limited

7 Entering the United States;
Important Documents

8 Form DS-2019 Show at the border Keep for life
Replacement cost is charged First document you need to show customs Point out the important fields Note the training dates Where it gets stamped Where you sign If you lose it, what happens? Keep this document for life! It’s as important as your birth certificate and passport! Customs should stamp, sign and date this form- important stamps to look for to make sure entered the country correctly

9 Visa Stamp Non-Canadian citizens
Non-Canadians will receive this after their consulate appointment- put right inside your passport Hang onto old passports and old Forms DS-2019 Will need to show both visa stamp and Form DS-2019 Point out all the important areas on document

10 Passport Second document you need to show customs
You must have a valid passport that is good for 6 months upon your return- this is a Canadian immigration requirement. They are not required to let you back into Canada if you don’t have a valid passport. Why we have you at the start of the application process and make sure everyone has a valid passport

11 SEVIS Receipt Student and Exchange Visitor Information System
Generates Form DS-2019 Tracks visa holders Need to pay for prior to Consulate Interview and/or arrival in the U.S. Show at Customs and/or Consular Appointment as proof that you paid the SEVIS fee.

12 Electronic I-94: Entering by Air
Your entry is automatically recorded and you will not receive a card Upon arrival in the U.S. retrieve your arrival record online: https://i94.cbp.dhs.gov/I94/request.html Download, save and print!

13 Electronic I-94: Flying

14 I-94 Card: Driving Record of arrival and departure to and from the U.S. Obtained at the port of entry Fill it out using your full legal name Refer to page 8 You obtain this at your border crossing point. If you are driving you need to pull over to the “house” and go inside with all your documents. May have to ask for this- they may charge you for it. Fill it out in its entirety and with your FULL LEGAL NAME so it matches the rest of your documents, e.g. passport. Form is the record of your arrival and departures from the U.S..

15 Other Important Documents
Proof of funds $3,000 bank statement, credit card statement, support letter Signed Training Plan Offer letter from employer Address of where you will be staying Résumé

16 Before you leave Canada
Gather and scan all documentation it to yourself and emergency contact Clean out wallets and purses Arrange travel only if you have your DS-2019 Confirm housing appointments Connect with other students going to same destination You can access your from any where in the world. If your baggage is lost or your purse is stolen, you can easily replace all your documentation if you have copies. Your emergency contact person needs your information as well and this way they can assist you will getting your information re-issued. Only take what is necessary to the USA. Leave your block buster card at home! If you have received your DS 2019 form today, they you can start confirming your travel arrangements and housing appointments.

17 Arrival in the United States
Crossing the border- flying vs driving If you are driving, you must pull over and enter Customs/Immigration to ensure that your entry as a J-1 visa holder is processed correctly.

18 Immediate Arrival Checklist
Check your documentation to ensure you have entered the U.S. correctly us with your US mailing address: within 24 hours of arriving Update Cathy immediately if your address, phone, or changes Register with the Canadian consulate If you have entered as a tourist, you will need to re-enter the country so that you are legally able to work in the US Complete address with phone number- do that ASAP after entering non- Canadians register with their home country’s consulate Each student has to send in their OWN confirmation with address- no group in the same house Copy Cathy on CDS arrival !- one to both of us

19 Housing Connect with other Waterloo students
Off campus housing hot housing leads Look online and university bulletin boards Ask a lot of questions Read everything carefully before signing Use Google Earth Resell furniture & household supplies Find an American roommate! Cathy would have sent information on connecting with other students going to the same city or employer. Contact other Waterloo Students to arrange housing together Ask your employer where students in the past have stayed; they just might connect you with them for housing If in a university town, look at their housing websites If its too good to be true, then it probably is Don’t trust landlords to send to photos- go and see the place PERSONALLY or send someone you trust to view it for you Try Google earth to see what the neighborhood look likes

20 Social Security Number
Applying for a card: Wait 10 days after entering U.S. before applying Make sure your visa sponsor has validated your visa with SEVIS Bring DS-2019 form/Visa stamp, passport application form, and offer to nearest SSA office Get a receipt for your application Card should say “Valid for Work Only with DHS Authorization” Have your name on your residence's mailbox to ensure SSN card delivery by the U.S. Postal Service Social Security number is valid for life; do not apply for a new number if one has already been issued to you Social Security website:

21 Bank Accounts Bring passport, Social Security card and proof of address Ask about Student accounts Monthly Fees and Minimum Balance Time for deposited funds to clear Bank hours Bring home your money

22 Tax Deduction Form May have filled in this form for your employer already W-4 lets you decide when to pay taxes Take a total of 0 or 1 allowances Pages Used for payroll First day on the job your employer will ask you to fill this in ( included in some offer packages from employers) Take 1 or none allowances because it allow the government to take more taxes now, but next year, you will get it back. Better to let them take the money now, so you end up, after filing taxes with the IRS, with a refund. Its very hard to come up with money next year to pay the IRS ( US currency too!)

23 Source: Life After School. Explained. Cap & Compass, LLC
Tax Deduction Form Source: Life After School. Explained. Cap & Compass, LLC

24 Driving in the US Never drive a car without insurance!
Check your insurance companies here to see if you are covered there Read through your policy carefully Check your state’s laws! Many states will require U.S. license after 3 months

25 Agenda Intercultural experience U.S. Taxes
Risk management and personal safety Workplace Traveling Your responsibilities Health Insurance Culture shock U.S. Laws Evaluations

26 Your Intercultural Experience

27 While you’re there The first few weeks are the most difficult.
Do not be disappointed if you’re not involved with the most challenging projects in the beginning. Ask your supervisor about reporting sick days as well as other office rules. Establish comfortable routine. Stay informed on global and security issues. Arrived, trying to find the apartment, get the bank account set up, finding your way around the city, getting groceries….its hard The first few weeks are the hardest Don’t be disappointed if you are not working on the most challenging jobs yet Sick days- usually not given any and find out what you need to do if you are sick- call in? ? Make up the time? Cut your lunches? Do you need the health note from a doctor? Cause if you do, guess what you have to call the number to get the note

28 Getting Involved Join a sports or community club
Company group activities or discounts to cultural institutions and events Volunteer

29 Traveling Abroad Signature
Refers to outside of Canada and Mexico Cathy dates of travel and destination Always travel with your Passport, I-94, DS-2019 and health insurance card Non-Canadians must have a multiple entry visa Signature

30 Health Insurance

31 UW Health and Dental Coverage
Know what you are covered for Travel Card in wallet at all times Know how to use the plan in case of an emergency OHIP extension- 8 month and returners for more details

32 SunLife Health Coverage
Travel card at the bottom, fill it in NOW Member ID #- is your student ID number Call number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the US 8 month work term?? –extend your OHIP coverage

33 US Tax Forms

34 U.S. Taxes Only subject to income taxes federal, state and local Do not pay Social Security, Medicare, and Unemployment taxes Your responsibility to make sure these are not withheld from your pay check

35 U.S. Tax Forms Paid internships Unpaid internships
Federal Form 1040NR or 1040NR-EZ State Tax Form Federal Form 8843 Unpaid internships

36 W-2 Form Summary of earnings and taxes withheld
U.S. company will mail by February 15 Make sure they have your address for this time

37 Filing Taxes Internal Revenue Service www.irs.gov
Publication 519 U.S. Tax Guide for Aliens Publication 515, Tax guide for employer File early. Deadline is April 15th. You will be penalized for filing late! Alumus in our website can assist you as well

38 U.S. Laws Federal Drinking age is 21 No drunk driving
Open container law No drugs No hitch-hiking State Open container laws Restricted smoking If you are not sure, go online or ask!

39 Emergency Protocol Plan
Risk Management form All submitted prior to this session Emergency contact listed Arrival Notice submissions how we can reach you in an emergency How we will be in touch- phone first, then Tweets to check your Police Services Available for you 24 hours a day Three keys thing we ask students to submit to Waterloo for purposes of an emergency situation RM- why we ask them to submit and how important is their emergency contact person- when we would contact them Arrival notice they have submitted- used to determine if you are in the area of a disaster or crisis situation- current address and phone number and alternative s you check Police Services- come in and discuss with the students their services and how they will get in touch with CECA staff Hurricane Sandy occurred last Fall and 97 students were in the effected area- yes, we had advanced notification, we were lucky, Sponsor sent emergency evacuation notices to all students to prepare.

40 Arrival Notice What it should look like
Need a copy of your DS2019 form/EA/H3

41 Naveed thought he would take the shortcut back to residence.
SMART CHOICES? Some facts… Travel in groups, safety vans, taxis, etc. Be aware of your surroundings If you don’t this at home, don’t do it abroad Notes Familiarize yourself with campus security programs (e.g. walk-home, emergency lights). Consider purchasing a cell phone while abroad. Learn how to make an emergency call before an emergency occurs. Avoid walking alone at night, especially in unlit areas. References travel.state.gov/family/family_issues/death/death_594.html#

42 Michelle thought she knew the way to the embassy.
SMART CHOICES? Keep in mind… Avoid being an obvious target for theft, violence and unsolicited attention. Notes Avoid opening your map or guide book in the middle of the street. Study maps beforehand and pick a route, remembering key names of streets. Consider stopping at a café or store to consult map. Carry phone numbers of local friends and police; know how to use a public phone beforehand.

43 Richard was having a great time in Germany, especially after meeting Heidi. They slept together once. SMART CHOICES? Make good decisions regarding sexual encounters Be wise about risky sexual situations Don’t leave your drink unattended If at all possible, stay with a “buddy” when at a bar Say “NO” to ANY unwanted touch or sexual advancement Notes References

44 Responsibilities Student
Pre-departure meetings, documentation, health insurance coverage, travel arrangements, housing, risk management, personal security, emergency notification Employer Financial compensation, arrival orientation, job supervision, mentoring, professional development, evaluation, (assist with relocation/housing) University Visa and process advice, pre-departure meetings, student connections, work term and travel advisory monitoring, emergency response, employer assessment Visa sponsor Pre-departure meetings, visa documents, health insurance, reports and evaluations, SEVIS tracking

45 Evaluations CECA Work term report for CECA
Performance online – find out Reminder for PD courses? Performance Evaluation for CECA Two very different reports that are required to be submitted- can’t use one for both of them

46 Returning to Canada Bring your CECA employer evaluation form
Leave permanent address with your employer for tax information

47 Photo Contest We need photographs and lots of them! Here is where you come in! While on your work term capture: Scenery outside your apartment or around the city You at your place of employment Places you have visited and /or toured while on the work term A nice sunset, or the view of the rocky mountains A group shot of all the UW co-ops working at your location The city centre, local attractions or famous sites

48 Questions


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