Fermilab’s J-1 Programs

1. Research Scholar Trainee Intern Fermilab’s J-1 Programs FRA maintains three J-1 Programs:

2. Research Scholars: May stay in the U.S. for between 6 months and 5 years; and Are individuals who: are enrolled in, or graduated from, PhD programs in Physics; or Are enrolled in, or graduated from, Master’s programs in Computer Science or Engineering. The rules for Research Scholars are unchanged. Fermilab’s J-1 “Research Scholar” Programs

3. Fermilab’s J-1 “Trainees and Interns” Programs Trainees and Interns (the “Students”) • May stay in the U.S. for between 3 and 18 months. • Must train in Physics, Engineering or Computing. • Must: • Hold a foreign degree and at least 1 year of prior related foreign work experience; • Have 5 years of related foreign work experience; • Be currently enrolled in a foreign degree-granting post-secondary academic institution; OR • Have graduated no more than 12 months prior to the J-1 Program start date. Concerns about national security and fraud resulted in changes to the regulations governing these programs in July 2007. These changes force the Visa Office to change how we run our “Trainee/Intern” J-1 Programs.

4. Fermilab’s J-1 “Trainees and Interns” Programs Regulatory changes means we now must: • Document our evaluation of the candidates for the programs. • Document English language abilities. • Document the training plan using required government forms, and in a more structured manner. • Obtain mid-point and final evaluations from Students and Mentors prior to the Program’s end, and/or departure of the Student. And we should: • Obtain copies of transcripts and CVs from students during selection, to ensure more efficient J-1 paperwork processing.

5. Fermilab’s J-1 Training and Internship Programs • Evaluation • Regulations require that we have a “system” for selection of candidates. Our current system is: • Application • Evaluation • Selection • Determination of Anticipated Activities / Focus • Therefore, we need: • A copy of preliminary documents • Application, References, Essay (for IPM) • Transcripts and CV • An explanation of who is chosen and (briefly) why

6. Fermilab’s J-1 Training and Internship Programs • English Language Skills Regulations require us to have in our file, during selection: • Evidence of a passing grade on a TOEFL or similar “recognizable” exam, • A signed document from an academic institution or English language school confirming sufficient English Language abilities, or • Evidence of an interview conducted by an FNAL employee, via an in-person, videoconference or web camera interview, and documented by attestation.

7. Fermilab’s J-1 Training and Internship Programs • Training Plan: The new regulations mean we must: • Use the Form DS-7002 on which to create the Training Plan, • Articulate a specific focus or goal of the Training Plan (i.e. avoid generic or non-specific lists of activities), • Include differentiated phases in the Training Plan, which build on the identifiable skills or abilities being developed (by copying Page 2 as many times as needed), and • Justify any “on-the-job” training. The DS-7002 Training Plan: • Must be signed (“certified”) by the Student, Mentor and then by Borys/Melissa/Amanda to represent the Sponsor, • False certification can subject the Sponsor to prosecution, and • Is submitted to the Consulate and reviewed by a DOS officer.

8. Fermilab’s J-1 Training and Internship Programs • Mid-Point and Final Evaluations Regulations require that we obtain, prior to the Program’s end: • A final report from student and Mentor for programs of fewer than 6 months, and • Mid-point and final evaluations for programs of 6 months or more. Evaluations must mirror the Training Plan.

9. Fermilab’s J-1 Training and Internship Programs • Transcripts and CVs Not mandatory, but a really good idea…. We should have copies of Transcripts and CVs as early as possible • To document our “selection system,” and • To speed the processing of the visa paperwork. If we get these during the application process, then we do not have wait on successful candidates to obtain these from their schools and then send to Melissa before starting the paperwork.

10. Fermilab’s J-1 Training and Internship Programs If we do not change, FRA will be in violation of regulations: • Program designation would be at risk, if audited by Department of State. Sanctions for violations include: • Probation, pending implementation of a “corrective action plan,” and/or • Reduction in number of permitted participants, or • Temporary suspension of program participation, or • Immediate revocation of Designation • Consulates likely would be slow to process, and more likely to deny, J-1 visa applications. • Responsible and Alternate Responsible Officers’ appointments could be suspended or revoked.

11. Fermilab’s J-1 Training and Internship Programs Change is necessary. Help us make the changes that: • Facilitate our paperwork, • Do not interfere too much in your work, • Aid the student in the visa processing, and • Comply with the regulations….

12. Fermilab’s J-1 Training and Internship Programs Topics for Discussion • Selection. • English language abilities. • Training Plan. • Mid- and End-point Evaluations. • Transcripts and CVs.