HOW TO WRITE A DS 7002 TRAINING

PLAN

The Purpose of this Orientation

■ This orientation document will take you through, step-by-step, how to fill out the DS-7002 required for the J-1 Visitor Exchange Program.

■ Due to the nature of the form, some information here is duplicated. This was done so that you can follow the orientation while filling out the form.

■ Please feel free to save a copy of the form for your own use – it will make writing training plans for future interns much easier!

Important Terms/Lingo

Entities■ Intern/Trainee – J-1 program participant

■ Host company/host organization –company/organization that is providing training

■ Partner – company that aids hosts/interns/trainees/ICLS in the application & placement process

■ Sponsor – ICLS. We sponsor J-1 visas as per the State Department

Terms/Lingo■ EV – “exchange visitor” – another term for

Intern/Trainee

■ Training Plan – DS 7002 form

Differences Between Interns and Trainees

INTERN CATEGORY TRAINEE CATEGORYEntry-level Mid-level to AdvancedCurrently enrolled in undergraduate/graduate courses Recent graduates w/ at least 12 months work experience (mid-level) |

Graduates w/ at least 3 years work experience (advanced)

No skills Previous experience creates skillsNo significant work/professional experience Significant work/professional experienceNO SIGNIFICANT SKILLS: REQUIRE ENTRY LEVEL TRAINING (not clerical <20%) Business correspondence Conducting research Learning how to write reports How to create presentations How to attend and participate in meetings How to create databases How to utilize resources

Trainees cannot participate in programs which directly mirror their previous work experience. All training plans must include new assignments that will foster new skills development and expand their knowledge in a new field

LIMITED SKILLS: REQUIRE MID-ENTRY LEVEL TRAINING (not clerical <20%) Research and reporting is more advanced Report writing is more advanced Proposal writing Collecting information for proposals Participating in team projects Being able to handle follow up correspondence

Based on previous work experience, assignments should be focused on growth and development.

For example:

Previous work experience: administrative workProposed training: management training

Programs can be longer in duration to allow for adequate time to learn Programs can be shorter in duration because it is assumed that participant already has skills

What is a DS-7002?

■ The DS-7002 form is the official training plan for your J-1 intern/trainee. It outlines the skills that the intern/trainee will learn while completing their program with you.

■ The form is the roadmap of the intern/trainee’s time in the United States. It provides them with a detailed, highly specific breakdown of their time, and gives them goals to reach for.

■ The form also allows the host company to accurately, and without any doubt, provide the high-level training the interns/trainees are looking for.

What’s the regulation?

(g) Training Plan is required to be prepared for a trainee or intern or group of trainees/interns pursuant to paragraph (d)(1)(iii) of this section, shall include, at a

minimum, (1) A statement of the objectives of the training; (2) The skills to be imparted to the trainee; (3) A copy of the training syllabus or chronology; (4) A justification for the

utilization of on-the-job training to achieve stated course competencies; and (5) A description of how the trainee will be supervised and evaluated.

Why am I writing the DS 7002? Shouldn’t ICLS write it?■ You are writing the DS 7002 because you

know specifically what you can offer to teach your intern/trainee. You know the limitations, you know the area, and you know the skills that you can impart.

■ ICLS is available and happy to help polish submitted training plans!

■ Redacted training plans can be provided to you to aid in writing the plan!

How does the DS-7002 work?

■ The DS-7002 (Training Plan) is divided into PHASES. Depending on the length of the program, the training plan will have multiple phases:

– Orientation Phase– Mid Term Phase(s)– Final Phase

Intern Trainee

Orientation Phase (length dependent on length of program) – required of

all program lengths

1 week –1 month

1 week –1 month

Length of Program: 3-6 months 2+ phases 2-3+ phases

Length of Program: 6-12 months 3+ phases 3-4+ phases

Length of Program: Over 12 months N/A 4-5+ phases

Section 1: Additional Exchange Visitor Information

■ This information is to be filled out by either ICLS or the partner organization your intern/trainee is working with (if applicable)

■ Please leave this section blank

Section 2: Compensation■ Please fill out ALL boxes

■ Please note

– “Exchange visitor hours per week” is to remain at 32-35. Do not change this.– If you are exempt from worker’s compensation, you will need to provide the

exemption information– The number of full time employees onsite at the location DOES NOT include

contracted/part time employees.

Section 3: Certifications

■ The intern/trainee will sign this portion AFTER the training plan has been approved and sent to them.

■ Please do not sign this section.

■ Please leave it blank.

Sponsor Signature Page

■ This page is to be signed by the sponsor (ICLS) ONLY

■ Please do not sign this page.

■ Please leave this page blank.

INTRODUCTION/ORIENTATION PHASE

Section 4: Training/Internship Placement Plan

■ Please fill out the highlighted sections:

– Main Program Supervisor/POC at Host Organization– Title– Supervisor Contact Information

Phase Information: Introduction/Orientation■ Phase site name: name of host organization

■ Training/Internship field: the area of study

■ Phase Site Address: physical address of host organization

■ Phase name: INTRODUCTION/ORIENTATION (do not change this – intros/orientations are required of all training plans)

■ Start date/end date: remember that, depending on the length of the over all program, the orientation phase can be anywhere from 1 week to 1 month. Consult ICLS/the partner for more information here.

■ Phase 1 of _: change this portion AFTER you’ve completed the rest of the phases, so you know how many there are in total.

■ Primary Phase Sponsor: Same sponsor as listed earlier in the form

■ Supervisor Title/e-mail/phone number: same as listed earlier in the form.

Phase Information: Introduction/Orientation■ A: EV needs to receive an orientation to

company’s business practices. Needs to be introduced to supervisor and staff, company standard operating procedures, work culture, training goals/responsibilities. Needs to receive an introduction to the business sector in question, standard operating procedures, structure, and past/current projects.

■ B: EV needs to receive overview of company’s projects. Needs to be introduced to some of the topics/skills that will be taught in phases to come.

■ C: Detailed information of host supervisors. Qualifications/years of experience. You can copy this section and paste it later in the other phases.

Phase Information: Introduction/Orientation■ D: List cultural activities available in the area

– museums, sporting events, volunteer opportunities, etc. Can also list any host sponsored events (happy hours, holiday parties, etc).

■ E: “Become familiar” – the EV needs to become familiar with the skills to be taught in the following phases. Become familiar with host/staff/ongoing projects/host’s proprietary technology/software.

■ F: Attending meetings/brainstorming sessions. Discussion of work plans with supervisors. Study and discuss company overview, orientation handbook, current projects. Learn company software/company history. Discuss training goals/objectives with supervisor.

Phase Information: Introduction/Orientation■ G: EV & supervisor(s) will meet to

review tasks and completion. EV will receive adequate guidance, mentorship and support. Supervisors will meet to evaluate EV performance and provide feedback.

– ICLS will add in the mandatory evaluation submission dates from both the EV and the host.

■ H: ICLS will fill this section in. You are not required to fill this in.

Phase Information: Introduction/Orientation■ This is your signature page! Please

sign and date – e-signatures are accepted, although handwritten signatures are preferred.

■ Please do not forget to put the date of your signature! This is mandatory!

MIDTERM PHASE(S)

Midterm Phase(s) Information

■ Midterm phases are the middle phases of the training plan

■ These phases are reserved for teaching new skills/knowledge, helping to complete projects (with supervision), and participating in company exercises/projects

■ These phases are designed for ON-GOING training – ideally, each phase would build off of the previous one.

■ Proposed skills to be taught should be specific, easily measured/identified, and specific to the subject matter/field.

– Try to avoid general skills such as “leadership” “management” “organization” etc.

■ Ideally, these skills would be ones that the EV would have a hard time acquiring in their home country/university/company.

Section 4: Training/Internship Placement Plan

■ Please fill out the highlighted sections:

– Main Program Supervisor/POC at Host Organization– Title– Supervisor Contact Information

Phase Information - Midterm Phase(s)■ Phase site name: name of host organization

■ Training/Internship field: the area of study

■ Phase Site Address: physical address of host organization

■ Phase Name: Overview of what is going to be taught/learned in this phase – ex. “Real Estate Marketing” “Introduction to Non-Profit Research” etc

■ Start/End Date: most mid-term phases last between 2-3 months, depending on what is being taught, the projects involved, etc.

■ Phase ___ of ___: change this portion AFTER you’ve completed the rest of the phases, so you know how many there are in total.

■ Primary Phase Sponsor: Same sponsor as listed earlier in the form

■ Supervisor Title/e-mail/phone number: same as listed earlier in the form.

Phase Information: Midterm Phase(s)

■ A: This section should summarize what the EV will learn in the midterm phase(s) –focus on industry research/studies. Study and discuss past/current projects related to the industry. Participate in current/ongoing projects.

■ B: List the goals and objectives – what should the EV expect to learn by the end of the phase? Opportunities for development? Any specific projects? Specific aspects of the host organization that will be learned? Specific aspects of operation?

■ C: Detailed information of host supervisors. Qualifications/years of experience. You can copy this section and paste it later in the other phases.

Phase Information: Midterm Phase(s)

■ D: List cultural activities available in the area – museums, sporting events, volunteer opportunities, etc. Can also list any host sponsored events (happy hours, holiday parties, etc).

■ E: List specific skills/knowledge that will be acquired. Avoid broad and difficult to identify skills such as “leadership” “management” “organization”, etc.

■ F: Attending meetings/brainstorming sessions. Discussion of work plans with supervisors. Discuss training goals/objectives with supervisor. What will the EV participate in?

Phase Information: Midterm Phase(s)

■ G: EV & supervisor(s) will meet to review tasks and completion. EV will receive adequate guidance, mentorship and support. Supervisors will meet to evaluate EV performance and provide feedback.

– ICLS will add in the mandatory evaluation submission dates from both the EV and the host.

■ H: ICLS will fill this section in. You are not required to fill this in.

Phase Information: Midterm Phase(s)

■ This is your signature page! Please sign and date – e-signatures are accepted, although handwritten signatures are preferred.

■ Please do not forget to put the date of your signature! This is mandatory!

Midterm Phase(s) Information

■ Please duplicate blank phase pages (including signature pages) as necessary – the blank template provided only includes 2 phases by default.

■ Each phase needs to be distinct – the EV must learn different things!

■ Phase dates MUST flow directly from one to the other – do not skip days due to weekends or holidays:

– Phase 1: 01/01/2019-01/31/2019– Phase 2: 02/01/2019-02/28/2019– Phase 3: 03/01/2019-03/31/2019

FINAL PHASE

Final Phase Information

■ This is the phase for advanced training!

■ Special projects and more independent time for the EV

■ Wrap up of things learned

■ The durations of programs are as follows:

– Interns – maximum 12 months– Trainees – maximum of 18

months*

■ ICLS will normally only approve trainings of up to 12 months – if extensions are necessary, they can be applied for

*Hospitality/Tourism 12 months

Section 4: Training/Internship Placement Plan

■ Please fill out the highlighted sections:

– Main Program Supervisor/POC at Host Organization– Title– Supervisor Contact Information

Phase Information – Final Phase■ Phase site name: name of host organization

■ Training/Internship field: the area of study

■ Phase Site Address: physical address of host organization

■ Phase Name: Overview of what is going to be taught/learned in this phase – ex. “Real Estate Marketing” “Introduction to Non-Profit Research” etc

■ Start/End Date: most final phases last 1-3 months, depending on what is being taught, the projects involved, etc.

■ Phase ___ of ___: change this portion AFTER you’ve completed the rest of the phases, so you know how many there are in total.

■ Primary Phase Sponsor: Same sponsor as listed earlier in the form

■ Supervisor Title/e-mail/phone number: same as listed earlier in the form.

Phase Information: Final Phase

■ A: This section should summarize what the EV will learn in the final phase– focus on special projects. What is the project? What will the EV be helping with?

■ B: List the goals and objectives –what should the EV expect to learn by the end of the phase? Opportunities for development? Any specific projects? Specific aspects of the host organization that will be learned? Specific aspects of operation?

■ C: Detailed information of host supervisors. Qualifications/years of experience. You can copy this section and paste it later in the other phases.

Phase Information: Final Phase

■ D: List cultural activities available in the area – museums, sporting events, volunteer opportunities, etc. Can also list any host sponsored events (happy hours, holiday parties, etc).

■ E: List specific skills/knowledge that will be acquired. Avoid broad and difficult to identify skills such as “leadership” “management” “organization”, etc.

■ F: Attending meetings/brainstorming sessions. Discussion of work plans with supervisors. Discuss training goals/objectives with supervisor. What will the EV participate in?

Phase Information: Final Phase

■ G: EV & supervisor(s) will meet to review tasks and completion. EV will receive adequate guidance, mentorship and support. Supervisors will meet to evaluate EV performance and provide feedback.

– ICLS will add in the mandatory evaluation submission dates from both the EV and the host. Final evaluations are normally due 2-3 weeks before the program’s end.

■ H: ICLS will fill this section in. You are not required to fill this in.

Phase Information: Final Phase

■ This is your signature page! Please sign and date – e-signatures are accepted, although handwritten signatures are preferred.

■ Please do not forget to put the date of your signature! This is mandatory!

FINAL IMPORTANT INFO

Don’t Forget!

■ As per ICLS’s regulations, EVs cannot train for more than 35 hours per week – please plan accordingly when having EVs handle projects!

■ No more than 20% of the EV’s time can be spent doing clerical work –copying, filing, stapling, etc.

■ The J-1 Program is not meant as a work program – the EVs are NOT meant to fulfil an employment need in your company!

■ Training plans must be followed closely! Any deviation from the training plan must be reported to ICLS.

■ Evaluations are mandatory – make sure you mark the due dates on your calendars!

THANK YOU!Good luck!