7 Secrets To A Successful Orientation With J-1 Visa Interns: Computer, IT, Engineering Internships
Al Lostocco
April 20, 2009
www.internship4america.com
Up till this point the focus has been on screening your intern, helping them assemble their documents and assisting them with obtaining their visa. You can find articles on all the above topics at our website which is listed above. Now your emphasis has to shift to getting your new intern started on the right path. Keep in mind this is not the same as hiring and orienting a new employee that is an American. Your intern comes to you with many different expectations. Your American employee is looking for a job, knows the ropes, speaks the language, and knows American workplace expectations. All these factors are totally different from someone coming from a different country and culture.
What you have to do is make sure that you establish your rules, regulations and expectations from the very beginning to minimize misunderstandings. The way we accomplish this is that we have developed what we call an "orientation program agenda packet". This document includes all the elements of our orientation program. The intern is required to sign off on each agenda item and each document included in the packet. It may sound burdensome but in the event of a dispute at a later date when the intern gives you the old "you did not tell me, I did not understand" it will be very helpful to you to pull out this document and be able to reply "we reviewed this with you; we asked you if you understood; and you signed off on it".
Here is something else no one will tell you. DonŽt be surprised if the intern you are having trouble with picks up the phone and goes over your head to the sponsoring agency and in a worst-case scenario to the State Department. When something like this happens you will be thrilled that you have good documentation. DonŽt misunderstand me and think I am saying that all or even a majority of interns will give you trouble, that is not the case but as with all employees there is always that one who will try to change the rules of the game.
The following are the seven (7) key areas you should cover as part of your orientation:
1. Administrative Paper Work
a. Internship Conditions: This document is used to attest to the validity of the information provided and agreement to follow company procedures.
b. International Exchange Visitor Tax Guide: you can find these tax regulations on the Internet. They are different.
c. Tax Forms to be completed for payroll
d. I-9 Insurance Form to be completed
e. Social Security Application
f. Disclaimer and Release: That the intern understands that s/he is an exchange visitor trainee and not an employee of the company
2. Review of "Why are you here?"
a. We use a write up we call "Perception Vs Realities" the document reviews the reasons why the trainee is here, that the program works through on-the-job training and that means not all jobs are glamorous and at times we all have to pitch in and do what has to be done to keep the business moving ahead.
3. Your Program
a. About youŽre training program, about the company, and the work hours and schedule. Introduction to key staff members.
b. Absenteeism Policy
c. Vacation, conflict resolution, other employment rules
d. 9/11 Notice: Notice that if the trainee leaves the program that you are required to report them to the sponsoring agency and that it is illegal for them to seek other employment.
e. Performance Review: When they can expect this and if they will have a mentor to speak with on an informal basis.
4. Personal Considerations
a. Dress Code: If you have one or some general rules you should include them
b. Personal Hygiene: At times this can be a problem so you may want to explain what is acceptable in your organization. As an example use of underarm deodorant and strong perfumes used to cover body odor. Remember "different countries and cultures different rules".
5. Living Accommodations/Transportation:
a. Depending on what your agreement with the intern this may or may not be applicable. If you are providing housing you need to make it perfectly clear what your expectations are. The same thing goes for transportation.
6. Emergencies, Insurance and Medical:
a. You need to review who to contact and when. You need to understand the insurance coverage that is mandated by the State Department.
7. Policies and Procedure: The following are not necessarily the same in other countries.
a. Alcohol and Drug Policy
b. Communicable Diseases Policy
c. Discrimination Policy
d. Harassment Policy
e. Smoking Policy
Obviously, there are other things you may want to include in your orientation. The key point is that you want to make it complete and comprehensive with an eye to the protection of the organization in the event of an unwarranted dispute, especially since you are dealing with language and cultural differences. When its in writing it is hard to dispute.
If you have any additional questions feel free to contact me directly at lostocco1@internship4america.com. If you would like to review some of my other articles on instituting an internship program youŽll find them listed at www.internship4america.com. If you have had a similar experience I would like to hear about it.
Alexander H. Lostocco
Up till this point the focus has been on screening your intern, helping them assemble their documents and assisting them with obtaining their visa. You can find articles on all the above topics at our website which is listed above. Now your emphasis has to shift to getting your new intern started on the right path. Keep in mind this is not the same as hiring and orienting a new employee that is an American. Your intern comes to you with many different expectations. Your American employee is looking for a job, knows the ropes, speaks the language, and knows American workplace expectations. All these factors are totally different from someone coming from a different country and culture.
What you have to do is make sure that you establish your rules, regulations and expectations from the very beginning to minimize misunderstandings. The way we accomplish this is that we have developed what we call an "orientation program agenda packet". This document includes all the elements of our orientation program. The intern is required to sign off on each agenda item and each document included in the packet. It may sound burdensome but in the event of a dispute at a later date when the intern gives you the old "you did not tell me, I did not understand" it will be very helpful to you to pull out this document and be able to reply "we reviewed this with you; we asked you if you understood; and you signed off on it".
Here is something else no one will tell you. DonŽt be surprised if the intern you are having trouble with picks up the phone and goes over your head to the sponsoring agency and in a worst-case scenario to the State Department. When something like this happens you will be thrilled that you have good documentation. DonŽt misunderstand me and think I am saying that all or even a majority of interns will give you trouble, that is not the case but as with all employees there is always that one who will try to change the rules of the game.
The following are the seven (7) key areas you should cover as part of your orientation:
1. Administrative Paper Work
a. Internship Conditions: This document is used to attest to the validity of the information provided and agreement to follow company procedures.
b. International Exchange Visitor Tax Guide: you can find these tax regulations on the Internet. They are different.
c. Tax Forms to be completed for payroll
d. I-9 Insurance Form to be completed
e. Social Security Application
f. Disclaimer and Release: That the intern understands that s/he is an exchange visitor trainee and not an employee of the company
2. Review of "Why are you here?"
a. We use a write up we call "Perception Vs Realities" the document reviews the reasons why the trainee is here, that the program works through on-the-job training and that means not all jobs are glamorous and at times we all have to pitch in and do what has to be done to keep the business moving ahead.
3. Your Program
a. About youŽre training program, about the company, and the work hours and schedule. Introduction to key staff members.
b. Absenteeism Policy
c. Vacation, conflict resolution, other employment rules
d. 9/11 Notice: Notice that if the trainee leaves the program that you are required to report them to the sponsoring agency and that it is illegal for them to seek other employment.
e. Performance Review: When they can expect this and if they will have a mentor to speak with on an informal basis.
4. Personal Considerations
a. Dress Code: If you have one or some general rules you should include them
b. Personal Hygiene: At times this can be a problem so you may want to explain what is acceptable in your organization. As an example use of underarm deodorant and strong perfumes used to cover body odor. Remember "different countries and cultures different rules".
5. Living Accommodations/Transportation:
a. Depending on what your agreement with the intern this may or may not be applicable. If you are providing housing you need to make it perfectly clear what your expectations are. The same thing goes for transportation.
6. Emergencies, Insurance and Medical:
a. You need to review who to contact and when. You need to understand the insurance coverage that is mandated by the State Department.
7. Policies and Procedure: The following are not necessarily the same in other countries.
a. Alcohol and Drug Policy
b. Communicable Diseases Policy
c. Discrimination Policy
d. Harassment Policy
e. Smoking Policy
Obviously, there are other things you may want to include in your orientation. The key point is that you want to make it complete and comprehensive with an eye to the protection of the organization in the event of an unwarranted dispute, especially since you are dealing with language and cultural differences. When its in writing it is hard to dispute.
If you have any additional questions feel free to contact me directly at lostocco1@internship4america.com. If you would like to review some of my other articles on instituting an internship program youŽll find them listed at www.internship4america.com. If you have had a similar experience I would like to hear about it.
Alexander H. Lostocco
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