Pre-departure Orientation for University of Waterloo Co-op Interns

December 3, 2013

Culture Shock

http://www.youtube.com/watch?v=SFbPCj _cajY&feature=relatedShock Video

Presenters
Anya Carrasco
Cultural Vistas Senior Program Manager Train USA acarrasco@culturalvistas.org 212-497-3528

Cathy Stein

University of Waterloo Co-op Education & Career Action Intl Employment Specialist cestein@uwaterloo.ca 519-888-4567, ext. 36624 TC1111

Duncan Gray
Cultural Vistas Associate Program Manager Train USA dgray@culturalvistas.org 212-497-3523

Welcome

Shut off cell phones Take notes Presentation slides will be available for a limited time only!

Cultural Vistas folder Participant Handbook Last day to pick up visa documents: Wednesday, December 18

Agenda

Cultural Vistas Rules of the J-1 Visa Important Documents Entering the U.S. Housing

Payroll Social Security Bank Accounts Driving Break!

Who We Are

Mission-driven nonprofit organization More than 100 years of experience Facilitated more than 100,000 exchanges Designated J-1 visa sponsor by U.S. State Department Professional fellowships and grant programs Vast global network with partners in over 100 countries

J-1 Exchange Visitor Program

Cultural Vistas is your Program Sponsor Working versus training I am an intern going to the U.S. to train on a J-1 visa. Duties and activities should follow Training Plan No training allowed beyond end date on DS-2019 Contact us to extend your internship 30-day grace period before and after internship No traveling outside U.S. during grace period

J-1 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

Entering the United States: Important Documents

Form DS-2019

Show at the border

Keep for life $100 replacement cost

Passport

Visa Stamp

Non-Canadian citizens

SEVIS Receipt

Student and Exchange Visitor Information System Generates DS-2019 Tracks visa holders Cultural Vistas pays $180 SEVIS on your behalf prior to consulate interview and/or arrival in the U.S.

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!

Electronic I-94: Flying

I-94 Card: Entering by Land

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 as it appears on your passport

I-94 Card: Entering by Land

Entry date, J-1, and D/S marked on this form Stapled to your passport until the last time you leave the U.S. Submitted to U.S. or Canadian customs If you get back to school and you still have it inside your passport contact Cultural Vistas or Waterloo

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 Rsum

Before you leave Canada

Gather and scan all documentation Email 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

Arrival in the United States

Immediate Arrival Checklist

1. Check your documentation to ensure you have entered the U.S. correctly 2. Email Cultural Vistas with your U.S. home address validations@culturalvistas.org
Apple and Qualcomm email: myhomeaddress@culturalvistas.org

3. Submit UW online arrival form: http://strobe.uwaterloo.ca/cecs/arrival-form/ 4. Update Cultural Vistas immediately if your address, phone, or e-mail changes 5. Register with the Canadian consulate www.voyage.gc.ca/register

Waterloo Online Arrival form

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!

Moving Forward

Apply for a Social Security Number Set up local bank account Set up internet/phone Fill out HR forms Set personal and professional objectives

Apply for a Social Security Number

Wait 10 calendar days after entering the U.S. Make sure you have sent your home address to CECA and Cultural Vistas Visit www.ssa.gov to locate nearest office and download Form SS-5 Bring DS-2019 Form, Passport and I-94, Form SS-5 and Letter of Support Get a receipt for your application Have your name on your residence's mailbox

Social Security Card

Valid for Work Only with DHS Authorization SSN is valid for life Keep card in a safe place Only official entities should ask for this: banks, host company, doctors office, etc. Let us know if you have any problems.

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 Choose a bank close to your host company

Tax Deduction Form

W-4 lets you decide when to pay taxes Non-Canadians can only claim 0 or 1 allowance on line 5.

Tax Deduction Form

Source: Life After School. Explained. Cap & Compass, LLC

Driving in the U.S.

Never drive a car without insurance! Check your states laws! www.dmv.org Many states will require U.S. license after 3 months Uses for U.S. Driving License: Legal driving permit Accepted proof of age

7th Inning Stretch

Agenda

Intercultural experience Workplace Traveling Health Insurance U.S. Laws

U.S. Taxes Risk management and personal safety Your responsibilities Culture shock Evaluations

Your Intercultural Experience

While Youre There

The first few weeks are the most difficult. Do not be disappointed if youre not involved with the most challenging projects in the beginning. Ask your supervisor about reporting sick days as well as other office rules. Establish a comfortable routine. Stay informed on global and security issues.

Getting Involved

Join sports or community clubs Participate in company group activities or discounts to cultural institutions and events Volunteer www.idealist.org www.volunteermatch.org

Travelling to Canada

Email Cultural Vistas validations@culturalvistas.org with dates of travel, destination and emergency contact Always travel with your passport, DS-2019, health insurance card and I-94 card/printout Non-Canadians must have a multiple entry visa

Traveling Outside of Canada

You will need a travel validation signature Email Cultural Vistas with travel plans Travel with all important documents. $30 Travel Validation Fee Applies

Signature

Health Insurance

IEES
Print and review insurance policy Our insurance can be used at any doctor Tips Carry insurance card with you Locate doctor/hospital/clinic you can use before emergency Familiarize yourself with the reimbursement process Contact co-op@culturalvistas.org with any questions

SunLife Health Coverage

Travel card at the bottom, fill it in NOW

Member ID # is your student ID number

Call 1-800 number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the U.S.

8-month work term? Extend your OHIP coverage

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
www.ihaveaplan.ca for more details

Questions

Filing 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

U.S. Tax Forms

Paid internships Federal Form 1040NR or 1040NR-EZ State Tax Form Federal Form 8843 Unpaid internships Federal Form 8843

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

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!

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!

Still very new to her surroundings, Amy felt like the taxi driver was taking an unfamiliar route back home.
SMART CHOICES?

Some facts
There are dangers to driving alone, at night and in unfamiliar surroundings Travel in groups, safety vans, taxis, etc. Be aware of your surroundings

If you dont this at home, dont do it abroad

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.

Greg was having fun in Costa Rica when the earthquake happened 200 km away. The story was carried in the news in Canada.

SMART CHOICES? Keep in mind Family and friends at home want to stay connected to you while youre abroad.

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 email Tweets to check your email

Police Services
Available for you 24 hours a day 519-888-4911 uwpolice@uwaterloo.ca

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

Evaluations
Cultural Vistas 4-month internship only requires a Final Evaluation 8-month internship requires Intermediate and Final Evaluations You and your immediate supervisor must sign Email evaluation(s) before you leave the U.S.! CECA Work term report for CECA Performance Evaluation for CECA WatPD courses Sign up and start the course while on your work term Determine your requirements for your area of study Need to complete one course each work term watpd.uwaterloo.ca for more info

Social Media

Photo Contests Follow us on twitter.com/#!/culturalvistas facebook.com/CulturalVistas Tumblr http://culturalvistas.tumblr.com/

Facebook groups in New York and San Francisco

Returning to Canada

Bring your CECA employer evaluation form Submit your evaluation(s) to Cultural Vistas before you leave the U.S. Leave permanent address with your employer for tax information

Questions