Coordinator Training Guide: Part I

Coordinator Training Guide: Part I

1. ISEP Glossary

2. Coordinator Training Guide 3. Web IS Login info

I. About ISEP

A. Explanation of ISEP: ISEP is a non-profit network of over 320 universities in 50 countries based in the Washington DC area. It was founded in 1979. To date more than 40,000 students have participated in ISEP Programs

B. ISEP’s mission is immersion. Students need to be mature, independent and have realistic

expectations. Encourage students to do their own research on ISEP website and member institution websites.

II. ISEP Programs A. ISEP Exchange

1) Between the universities in the USA and universities in 50 countries 2) What is an ISEP Exchange?

• ••

• ISEP students pay the home university the established amount for tuition, housing

and meals based on the duration of their program while receiving these same benefits from the host university

• ••

• Each student's exchange placement is assigned a value: 1.0 for a full year, 0.5 for a

semester and 0.25 for a summer term. An outgoing student counts as a negative (-1.0, -0.5, -0.25) and an incoming student counts as a positive (1.0, 0.5, 0.25) Please see your status report online in WebIS.

B. ISEP Direct

1) ISEP Direct is a fee paid option. There is no exchange in students, and instead of paying the home institution, students pay a set program fee directly to ISEP Central.

2) One third of the ISEP Direct programs are unique to Direct and not available via ISEP Exchange. These are primarily language and culture programs. In all cases, the curricula are developed and administered by the host institution, and students are immersed in the local culture to the greatest extent possible.

3) Two thirds of the ISEP Direct programs are identical to the corresponding ISEP Exchange option: regular university courses at host institution. In these cases, ISEP Direct may be used as an option for programs with limited Exchange space.

4) ISEP Direct chances of placement for qualified students are nearly 100%; few of the programs have meaningful space limitations. The relative ease of placement, as compared to ISEP Exchange, is a function of Direct being a unilateral placement, not constrained by the need to balance bilateral student substitutions, and does not in any way correlate with diminished admissions standards.

5) ISEP Direct is generally far less expensive than other fee paid programs through third party providers, and may be an excellent option for students paying out of state tuition or with other financial considerations. Financial aid is generally applicable. ISEP Direct

benefits may differ between programs, for example Tuition only, Tuition and Housing. 6) ISEP Direct placements are listed as 0.0 because they do not count in the exchange

balance.

C. International-to-International (I-to-I) Exchange among international members. This is sometimes referred to as “Multilateral.”

1) It follows same payment structure and balance structure of ISEP Exchange.

2) Students at all ISEP members, both U.S. and International, are eligible for ISEP Direct programs.

D. ISEP Global Engagement Programs (GEP)

1) These are programs that provide additional benefits to ISEP participants that enable them to enrich their experience abroad by becoming actively engaged with the local

communities. ISEP directly facilitates community engagement opportunities which may include: volunteer work, service learning for academic credit, independent study,

community service, internships and/or research projects. GEP programs currently include Costa Rica and Ghana. GEP site development is ongoing and managed by ISEP Central. 2) All GEP’s include

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• ISEP facilitated community engagement opportunities

3) GEP’s may include

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• On-site Resident Director assistance •

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• ISEP excursions •

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• ISEP-organized language course •

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• Pre-session course.

4) Additional fees for ISEP Exchange students may apply for these programs. GEP fees are included in the cost of the ISEP Direct program fee.

III. ISEP Benefits

A. Tuition, Housing and Meals are provided to all students participating in ISEP Exchange. Students are entitled to a minimum of 19 meals per week on ISEP.

B. ISEP Direct benefits may vary depending on the package the student selects. Consult the ISEP web site for program details.

C. Each ISEP member has a designated ISEP Coordinator who will facilitate the delivery of ISEP Benefits.

D. ISEP Exchange Benefits are equivalent and not identical:

1) Because higher education is funded differently throughout the world and exchange rates fluctuate, the monetary value of housing and meals benefits paid by ISEP Exchange participants at their home institution may not be identical to the benefits received at the home institution. ISEP Exchange, in other words, is based on in-kind equivalents, and not identical dollar amounts. Housing and meals will reflect the lifestyle of a local student.

IV. _{WEBIS (ISEP’s online database system)}

A. Status Report – an updated list of incoming and outgoing students’ status at each stage of placement process. See Status Report Code Chart found in the Resources section of WebIS for explanation of codes.

B. Resources Tab in WebIS

1) Emergency Response - contact numbers and emergency response guidelines 2) Coordinators Contact List - For networking, use ISEP-L. For emergencies, contact

coordinators directly

3) Guidelines and Forms - includes forms for Academic Training and Work Authorization 4) ISEP Central Staff - includes “Whom Do I Call” guide, staff directory, and biographies for

ISEP staff

5) Financial Information- includes information about paying ISEP Direct program fees and program fee breakdowns for financial aid purposes

6) Online Application Support - includes an Online Application Manual and Online Application Frequently Asked Questions

V. Recruiting

A. Comprehensive student catalogs are mailed out in August. Distribute materials where they’ll be most used (e.g. study abroad fairs, classroom info sessions, student union building, intl. office advising center). Additional tools for download are available online: see coordinator’s section of website, under “Promote ISEP”. Power point presentations can be customized.

B. Gain support from faculty, returned students, or visiting students.

C. ISEP Ambassadors, Facebook, Twitter, Pinterest, Instagram and Photo-essays are great recruiting tools.

D. ISEP Central offers webinar on a range of topics and programs for both students and coordinators.

VI. ISEP Membership Directory

Click on the Directory link on the far right side of the screen, then select US Universities, International Universities or ISEP Direct Universities. You can view sites by state or country. For example, click on a site in Argentina or Arkansas. Notice the link for the university’s website where the student can research course offerings. Check Language notes and Academic notes. Particularly note any closed departments. Many have Photo Essays.

A. Review your Membership Directory Entry: For Exchange members, it is crucial that the

information in your directory page is accurate and up-to-date. This description is used to advertise your program to incoming students. List accurate information on fields of study if classes are feasibly open. Check if TOEFL is correct or if alternative language tests are accepted. Students apply based on the criteria outlined, and Program Officers place students according to the

requirements set forth. After the annual updates, admissions requirements should not change for the academic year and students should be confirmed based on the stipulated criteria.

VII. Advising

1) Search by Language and Field of Study: From blue bar for US or International students, select “Search for a Program.”

2) Sites Open for Applications: Click back to the students’ page and click “Sites Open for

Applications”. This is the most important webpage to check for the actual space available for applications at each institution. It is updated regularly before and during the placement season. You can see ISEP Exchange or ISEP Direct programs open for applications. Refer to this site also for late applicants after the deadline.

B. Tools on Coordinator’s Section of the Website: See “Advise Your Students” or “Application Tips”

VIII. How to Apply

A. See “How to Apply” on ISEP website for a detailed list of application contents. ISEP’s online application can be accessed by logging into the ISEP database (webis.isep.org). You will need to establish some of your institution’s preferences for managing online applications when you first login. For more information about managing ISEP online application please review the “ISEP Online Application Manual for Coordinators” which is found in the “Resources” tab of the database

(https://webis.isep.org/Resources/OnlineApplicationManualforCoordinators.pdf). Once students

have submitted their applications home coordinators should review applications to ensure completeness and that requested sites are available on “Sites Open for Applications” before approving the application After the application has been approved students will need to submit payment for the placement fee/deposit before their application will begin to be processed by ISEP. B. Exchange Placement Fee and Direct Deposits:

1) ISEP Exchange: a $395 Placement fee is due with the application.

2) ISEP Direct: a $395 program deposit is due with the application. The deposit will be fully applied towards the overall program cost;

3) For applications to two different sites in consecutive terms, a $495 dual placements fee is due with the application. If an Exchange applicant is placed on Direct, or the reverse, the $395 tendered with the application will be redesignated as appropriate.

C. Priority Deadlines

1) Exchange applicants:

o Fall or Full-year placements: February 15 for all US and International students o Spring placements: September 1 for all US and International students

o After the priority deadline, applications are accepted as space is available and time remains for visas. See Sites Open for Applications page. ISEP Direct program

deadlines are usually later than the priority deadline.

2) Direct applicants: Direct program deadlines vary based on the administrative requirements of the host institutions. Consult the ISEP website for details. D. Submission of applications: The home coordinator reviews and approves submitted online

applications. Again student must submit payment before their application will start to be

processed. . For competitive sites, it’s essential to submit a complete application and pay on time. If the application is incomplete, it’s better to wait to approve the complete application late rather than send the incomplete application by the deadline. Exchange applications are generally not reviewed before the priority deadline. If an application arrives incomplete the student’s placement may be impacted.

IX. Placement and Confirmation Process

A. Home coordinator approves applications and student pays for them to be submitted to ISEP. B. ISEP begins to enter host placements based on requests and availability 2-3 weeks after the priority

deadline.

C. ISEP submits online applications to host. Host has 3 weeks to review applications and return Host Institution Placement Confirmations (HIPC). Over 90% of placements are confirmed.

1) The Confirmation Process:

Host coordinator reviews applications as soon as they receive them to speed along the confirmation process and allow time for visas. Each institution determines how

confirmations are processed internally (i.e. through international office, admissions office, departmental advisors, etc.). Applications are usually submitted to hosts in early October for SM2 placements, and mid/late March for SM1 or FY placements.

2) Check the Course Request List to confirm if the classes requested are available or suggest alternatives. Note any program officer comments or mandatory required courses.

3) Send the Host Institution Placement Confirmation (HIPC) online by the due date listed. The HIPC is found by clicking the “Inbound” tab in the Online Applications section of the database. Check yes/no; undergrad/grad; write in if the student is confirmed for a degree-seeking graduate status. Include any special conditions/comments on class availability or alternatives. If an academic advisor has been designated, include his/her contact

information. The HIPC indicates your institution officially agrees to accept the student. Check the Status Report to see when students accept.

• After a student is confirmed, placements cannot be revoked (unless student does not meet condition stipulated by host coordinator or ISEP on HIPC). These conditions will be stipulated to the student on their acceptance materials.

D. Immediately after receiving the HIPC, ISEP emails home coordinator to download the PPAF acceptance packet and Institutional Information Sheet (IIS) from WebIS.

1) What is an IIS? The Institutional Information Sheet is perhaps the MOST IMPORTANT document an incoming student will receive. This document contains information regarding program dates, ISEP Benefits, university contacts, transcripts etc.

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• The IIS is a contract, and stipulates what the host university will provide to incoming

students.

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• Students cannot be confirmed by ISEP until the IIS is updated for the academic year.

It is therefore very important that the IIS is updated on time. Sometimes the responsibility for updating the IIS falls upon another party in the same office. In these cases, it is important that the primary ISEP coordinator communicates with their colleagues to ensure that the IIS is updated on time.

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• After students have been confirmed, an IIS should not be changed. If changes are

absolutely necessary you should consult ISEP Central. It is the responsibility of the host ISEP Coordinator to send revised IISes and notify students of changes.

2) The more detailed information you provide on the IIS, the less surprise, confusion and questions you will receive from students! Put yourself in the students' shoes and think of what you would want to know if you were studying abroad. Remember for many students this is their first time out of the country, what may seem obvious to you is new to them. 3) Prepare your university’s Institutional Information Sheet (IIS) - Northern Hemisphere

IIS's are updated every December-January, Southern Hemisphere IIS’s are updated every August.

Instructions for updating IIS

1. Access coordinator login for WebIS by going to webis.isep.org, or by going to our website and clicking on the coordinators tab, then selecting login.

2. Click on Update Exchange IIS or Update Direct IIS (depending on which type of IIS you need to update) in the tabs across the top of the page.

a. Note: Some institutions may have more than one IIS because they may have different program options that require separate information. 3. Click on Details for the IIS you would like to update

4. Once you have selected details you will see a list of options on the Actions menu to the left.

a. Options two through seven will be the only options you will select for updating your IIS. Selecting option one (organization) will simply show your institution’s details in the database.

5. After selecting one of the updating options click Edit to make any changes. 6. Click on the Update button to save any changes you have made to the IIS. 7. As soon as ISEP Central approves these changes you will be able to view the

updated version of your IIS. 8. Pay special attention to:

a. The Calendar: Dates are very important; students are making their plans and buying tickets based on this information. If you do not know your SM2 dates yet, indicate TBA or Tentative under the Official Arrival Date Notes or Last Date of Benefits Notes sections of the Calendar Actions tab. Please remember to update this section with the actual dates as soon as this information is available. The official arrival date and last date of benefits are the official dates when students must receive the guaranteed benefits. The arrival date must be at least one day prior to orientation. The last date of benefits should be one day after the last day of exams. Orientation should be at least one day before the start of classes.

b. Housing and Meal Benefits: All ISEP Exchange participants should receive housing benefits and 19-21 meals per week for the full period of the exchange. Exception: during breaks between semesters for full-year students, only housing is required. Meals are not required

c. Transcripts: Ensure that transcripts are sent to ISEP Central only, never to students, by the dates indicated on your IIS. You may need to work with registrars’ office or collect student waivers. First official copy of

Coordinator Training Guide: Part II

Once the student is placed by ISEP and confirmed by the host institution, an email will be sent to the home coordinator and the student indicating that the home coordinator may download the PPAF for the student. You will need to log on to the coordinator’s section of WebIS to retrieve the PPAF. A. Step 1: Print the PPAF. The Participant Placement Acceptance Form is the firm contract for the

student’s acceptance. It outlines the placement, special conditions, and further steps to complete the acceptance. It includes a medical self-assessment form and instructions for enrolling in ISEP health insurance online at $73 per month (rate subject to change). For US and I-to-I students, PPAF includes the ISEP Certification Letter needed for a visa.

1) When students sign and accept their placement, they are agreeing to the conditions set forth in the PPAF, Special Conditions of Placement, IIS, and Student and Country

Handbooks. They are indicating that they have read and understood this information. 2) ISEP recommends reviewing these documents with the student to ensure clarity. 3) When students accept placement they are accepting financial responsibility for their

entire program, either in payment to their home institution for ISEP Exchange, or payment of their program fee for ISEP Direct.

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• If a student withdraws after accepting placement or returns early from their

program, they are financially responsible for the entirety of their program unless the balance of their fee can be negotiated to just the non-recoverable costs.

Non-recoverable costs may include, but are not limited to, housing deposits, registration fees, or general fees to reserve the student’s stay.

B. Step 2: Print IIS – Institutional Information Sheet. The IIS is also downloadable from the

coordinators section of WebIS. Part of the PPAF contract, it contains specific details about the host program and benefits. IIS is only available in the password-protected WebIS. Coordinators should highlight important IIS sections with students, particularly housing, meals, and transcripts. Students should thoroughly read the IIS and carry it abroad.

C. Step 3: Student Handbook – Found online in the “Placed Students” section of the ISEP website. Emphasize “Before You Go”, “Health and Safety”, and “Your Return”.

D. Step 4: Country Handbook – Found online in the “Placed Students” section of the ISEP website. Specific to each country, it includes visa details, information about daily life, and a bibliography. E. Step 5: Sign and Accept. Students have 3 weeks to decide, sign and submit PPAF to their

coordinator for signature. The home coordinator will then scan the signature pages of the PPAF to ISEP. An original copy is not necessary.

XI. Financial Information for ISEP Direct

A. PPAF lists the program balance due. Students mark financial aid release date. ISEP Direct deposit of $395 is due when the application is submitted to ISEP.

B. Fee breakdowns are published in password-protected WebIS. ISEP authorizes home coordinators to complete financial aid forms on behalf of ISEP.

C. Invoices for remaining balances are sent approximately one month before program begins to home coordinator only, never to individual students. Includes institutional invoice for all ISEP Direct students and individual invoices to forward to student.

D. ISEP Direct program balances are due before the program begins, or immediately after the financial aid release date. ISEP sends invoices to the home coordinator. Universities decide internally

whether to pass the invoice to the student to pay directly or to use other financial systems within the university to execute payment on the student’s behalf.

XII. Pre-Arrival Preparation

A. For International-to-US ISEP students: ISEP will begin to mail the DS-2019 visa documents to home coordinators in May for fall students and October for spring students. See Part 3 of the Guide, or the ISEP website for details on the visa process, extensions, travel, employment authorization, and academic training.

B. If international students ask about J-1 visa/DS-2019, refer them to their Home ISEP Coordinator or ISEP Central, since ISEP is the student’s visa sponsor. DS-2019s are sent to the student’s home coordinator after they are confirmed. The host institution cannot issue any visa forms for ISEP students.

C. Send Welcome Packet Directly to Students: Do NOT send to ISEP Central. Include general international student information, i.e. admission letter, housing information, course registration instructions, etc. NOTE: Be sure to customize your general materials with specific differences for ISEP students - visas, insurance, benefits, finances, etc. IMPORTANT: For the incoming students to receive their visas, they will need an official admission letter from your institution.

1) If your procedures and requirements for ISEP students are different than those of other international students, please be sure to distinguish these in all communications. D. Prepare Student Benefits: Make arrangements for housing and meals as soon as the students are

confirmed. Don’t delay, especially with the short time frame in the fall.

1) Please remember that students are not financially responsible for their programs until they have accepted their placements. Please take this into account when preparing benefits, and avoid spending money on students behalves until they have accepted placement

2) Please be sure that university administrators realize that these are exchange students and not scholarship students. Any stipend given to the exchange students should not be taxed by the IRS.

E. Open Communication: After students are confirmed, you can have direct contact with them. Incoming students will also have your contact details in their IIS.

XIII. Arrival and Orientation on Campus

A. Each site can create its own internal orientation procedures. ISEP students can be included with other students’ orientations, but remind them of the benefits provided in the ISEP IIS. Make sure International-to-US students know they are under ISEP’s J-1 visa sponsorship. Orientation

Guidelines can be found on the ISEP website:

http://www.isep.org/Coordinators/onsite_orientation_guide.asp

XIV. During the Program

A. Home coordinator conducts pre-departure orientation. Host provides onsite orientation. B. Emergencies should be reported to ISEP. The after-hours emergency number is 301-681-2388.

C. Clear communication from the student directly to the on-site host coordinator, who can contact ISEP Central or the home coordinator if problems arise. Encourage students to use resources at host site before alarming parents or home coordinator.

XV. After the Program

A. Transcript Forms are included in the PPAF. For extras, see WebIS Resources Tab, under “Placement Information”, click “Guidelines and Forms”, scroll down to “Transcript Related Documents”.

1) Host Institution Enrollment Form (optional) – Only for US students abroad. Upon arrival, students verify course enrollment with host coordinator and complete Part 1; fax a copy to home coordinator. The student does not need to send a copy to ISEP Central. At the end of term, students complete Part 2 with list of courses actually completed; host keeps a copy, and the student carries a copy to home coordinator upon return. Best resource for avoiding transcript discrepancies. Can also be used for financial aid purposes.

2) Transcripts are sent from the host university to ISEP Central only; ISEP will forward to home Coordinator. ISEP may hold the transcript if there are unpaid charges on student’s account. Do not accept transcripts from students. See #17 of IIS for transcript release date.

3) Transcript Evaluation Guidelines – give link to registrar and academic advisors. Only a

guideline. Please refer students to any individual regulations related to credit transfer at home university. http://www.isep.org/Coordinators/Downloads/TranEval.pdf

4) Problems with Transcript – contact ISEP Transcript Manager.

B. ISEP Student Evaluations online – reminders are emailed after the program ends.

C. Photo Essay Contest – Students can submit up to 10 photos, creative writing, or videos on their ISEP experience; twice annual cash prizes.

Additional Resources for SEVIS

I. J-1 Visa Information for International-to-US students

Read more about visa issues such as temporary departures, as well as extensions, employment authorization, and academic training. From www.isep.org, go to Students, then Placed Students, select Country Handbooks, and USA, Visas and Residency.

II. General information: http://www.isep.org/students/Intl_Students/visa_information.asp

III. Arrival information: http://www.isep.org/students/Intl_Students/visa_procedures_status.asp

IV. Validation information: http://www.isep.org/students/Intl_Students/visa_keeping.asp

• As your program start date passes (as listed on the IIS), ISEP Central will send an ISEP-L with instructions with an inserted link that coordinators will use to send student

information to ISEP Central. Coordinators may also send this information either via email or fax, a form can be provided. You will need to verify you have seen each student arrive on campus and send us their current physical US address. This needs to be done ASAP upon arrival. If information is not returned in a timely fashion student records will automatically move into NO SHOW status.

• If a student does not have the DS-2019 upon entry, they will be issued an I-515A (a 30-day temporary entry document). Contact ISEP’s SEVIS department for assistance. Please be aware that CBP is no longer stamping DS-2019s.

• Student must be enrolled full-time to stay in status.

V. Travel Validation: DS-2019s should be collected and mailed to ISEP as soon as possible for travel signature. Please Do Not Sign These!

(http://www.isep.org/students/Intl_Students/visa_departure_travel.asp)

VI. Social Security Number Letter: ISEP students only need Social Security letters if they are gainfully employed. Then, their Academic Training letter or Employment Authorization will suffice to apply at the Social Security office.

VII. Employment Authorization: http://www.isep.org/students/Intl_Students/working_usa.asp

Students can do on-campus, part-time jobs during the semester (form under Guidelines and Forms). Students need to go to the ISEP coordinator to obtain the form and signatures. Host Coordinators will submit paperwork (these may be scanned and returned) to the Program Officer that oversees the student’s home institution. Do not allow students to begin working unless they have received ISEP’s authorization letter.

VIII. Academic Training:

http://www.isep.org/students/Intl_students/academic_training.asp

Students can stay in the US after their exchange to pursue Academic Training in a job directly related to their academic field of study at the host. They must find the job offer and complete the request form (found in ISEP Guidelines and Forms). ISEP will extend their program end date, update their primary site of activity in SEVIS, and send a new DS-2019. Students are responsible for

housing and meals on their own. See guidelines on the ISEP website or contact the ISEP SEVIS department. Deadlines: please be sure to submit paperwork no later than 30 days before the end date listed on the student’s DS-2019.

IX. Extension Information: http://www.isep.org/students/Intl_Students/visa_extensions.asp

Students will need to complete the form with the coordinator, found in the Coordinator’s Section of the WebIS under Guidelines and Forms. Deadlines: December 1 and May 1.