CAEP EVs
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Host FAQ

What You Can Expect From CAEP?
Exchange Visitor and Host Support
What CAEP Expects From Hosts?
Training Plan Information
How CAEP Recruits Exchange Visitors
Exchange Visitor Placement Process
Accommodation Guidelines
What is the Difference Between an "Intern" and a "Trainee"?

What you can expect from CAEP?

  • Exchange Visitor participants will generally be between the ages of 18-28 (although Enology applicants are typically between 21-35 years of age).
  • Applicant has at least one year of practical experience in the field of requested training
  • The applicant will have a basic understanding of English

Exchange Visitor and Host Support

  • CAEP partners with its country offices to review and interview the prospective Exchange Visitors to determine if they are acceptable for the program.  CAEP also provides general guidance on the CAEP program and visa rules.  If there is no country office in the applicant's home country, CAEP will instruct and interview the applicant via its closest regional office or its corporate office in the USA
  • CAEP will make the best possible placement with the information provided to us
  • CAEP will prepare the paperwork necessary for the Exchange Visitor to obtain the cultural training visa
  • CAEP will contact hosts regarding the Exchange Visitors arrival details
  • CAEP will ensure the Exchange Visitor has an adequate medical/accident and travel insurance upon arrival
  • CAEP will contact the host and Exchange Visiter following the Exchange Visitors arrival (and throughout their stay) to answer questions. This follow-up may include an on-site supervision visit and an informational seminar (mandatory)
  • CAEP will provide host and Exchange Visiter with helpful handbooks to reference
    Hosts can reach CAEP at a toll-free number (USA)
  • CAEP will send hosts evaluation forms soliciting feedback regarding the placement made and the assistance received from CAEP.
  • CAEP will send a host newsletter including updates about any new changes

What CAEP expects from Hosts?

  • Hosting offers the unique benefit of cultural exchange. We expect that CAEP hosts are interested in more than merely acquiring an additional employee and that they will treat an Exchange Visiter differently than a typical employee. Hosts often find they learn as much from their Exchange Visitor as they learn from them!
  • CAEP must have a complete, updated hosting application form and training plan on file.  A training plan must list the skills imparted to the Exchange Visitor on a month-by-month basis.

Hosting Responsibilities:

  • All CAEP hosts automatically become members of the non-profit membership organization called Communicating for America (CA). The nominal membership fee enables these programs to exist, so timely payment of the membership fee is important. Because CAEP allows each host a waiver of one placement fee, the annual membership fee is offset entirely. Hosts will receive a membership package explaining the benefits of the CA membership.
  • Hosting Fee Details:
    • $96.00 CA annual membership fee
    • $100.00 placement fee for each Exchange Visitor (one waived placement fee with CA membership)
    • $75.00 per month/per Exchange Visitor administrative fee *You do not need to send any payment with your application. You will not be billed until your approved Exchange Visitor arrives.
  • Hosts are required to provide room and board to their Exchange Visitor.  The minimum food allowance is 300 per month. Please see the Accommodation Guidelines section of this page for more information.
  • Exchange Visitors should be allowed- on average- 1½ days off per week.  Exchange Visitors in the U.S. for six months or more are entitled to 3 weeks of unpaid holiday time during their stay.  This time is to be agreed upon by the Exchange Visitor and host beforehand.
  • Hosts are responsible to obtain worker's compensation or sufficient liability insurance as required in your state. You also will withhold taxes from your Exchange Visitor - however, you will not be withholding or paying FICA/FUTA taxes for your Exchange Visitors.
  • Hosts will assist the Exchange Visitor in attending CAEP-sponsored seminars and events.  CAEP will make every effort to schedule these to accommodate host needs.
  • All CAEP hosts automatically become members of the non-profit membership organization called Communicating for  America (CA). The nominal membership fee enables these programs to exist, so timely payment of the membership fee is important. Because CAEP allows each host a waiver of one placement fee, the annual membership fee is offset entirely. Hosts will receive a membership package explaining the benefits of the CA membership.
  • Hosting Fee Details:
    • $96.00 CA pay an annual membership fee
    • $100.00 placement fee for each Exchange Visitor (one  waived placement fee with CA membership)
    • $75.00 per month/ per Exchange Visitor’s administrative fee *You do not need to send any payment with your application. You will not be billed until your approved Exchange Visitor arrives.
  • Hosts are required to provide room and board to their Exchange Visitor.  The minimum food allowance is 300 per month. Please see the Accommodation Guidelines section of this page for more information.
  • They should be allowed- on average- 1½ days off per week. Exchange Visitor’s in the U.S. for six months or more are entitled to  3 weeks of unpaid holiday time during their stay.  This time is to be agreed upon by the Exchange Visitor and host beforehand.
  • Hosts are responsible for obtaining worker's compensation or sufficient liability insurance as required in your state. You also will withhold taxes from your Exchange Visitor - however, you will not be withholding or paying FICA/FUTA taxes for your Exchange Visitor.
  • Hosts will assist the Visitors in attending  CAEP-sponsored seminars and events.  CAEP will make every effort to schedule these to accommodate host needs.

Training Plan Information

The U.S. Department of State sets the rules and guidelines for all exchange visitor programs.  The State Department requires each CAEP Exchange Visitor to have a completed, current training plan on file.  The training plan is a "syllabus" of the training you offer at your operation. At a minimum, training plans should include:

  • Description of the Exchange Visitors role
  • Specific tasks and activities to be completed
  • Specific goals and objectives
  • Knowledge, skills, or techniques to be imparted
  • Description of how the Exchange Visitor will be supervised and evaluated
  • Cultural activities

The training plan is taken to the embassy during the applicant's visa appointment on an official government form called a Training/Internship Placement Plan- or DS-7002. To assist with the creation of a training plan that meets the standards of the U.S. Department of State, CAEP has developed "Skillability."  This online skill database tracks the skills offered by hosts to the Exchange Visitor and builds an online resume- which they can use for future employment around the world.

The CAEP hosting application will ask you to develop your unique training plan using CAEP "standard skills" as well as personalized skills created by you.  This will reflect the unique training experience offered at your operation.

  • CAEP Standard Skills:  A list, compiled by CAEP, of basic and commonly-learned skills for each CAEP program.
  • Personalized Skills:  Skills created and defined by hosts who describe specialized training opportunities or unique aspects of a host operation that can be shared with Exchange Visitors.

When you accept an Exchange Visitors to be placed with your operation, they receive specific information about their U.S. placement- including the training plan you, their host, has created.  This sets realistic expectations for both Exchange Visitor and host regarding the nature of the placement. The Exchange Visitor will also receive information (including contact information) about the host family, whether in the area, community events, and equipment they may use during the placement.

We strongly encourage contact between the host and the Exchange Visitor prior their arrival so that questions may be answered and a relationship may be established before the host or Exchange Visitor making the final commitment to the program and each other.

How CAEP Recruits Exchange Visitors

  • Established country offices and partners promote our program and provide information to universities and agriculture communities in other countries.
  • Past Exchange Visitors may recommend the CAEP program to friends or has become a paid CAEP recruiter (learn how you can become a CAEP recruiter).
  • Hosts may find an Exchange Visitor independently through personal contacts, friends of the family, or international workers they've hosted previously.
  • Exchange Visitors may independently contact a U.S. operation requesting to be a part of their training/intern program.
  • Potential Exchange Visitors may contact CAEP directly through the CAEP website, social media forum, or other marketing channels.

In all of these cases, CAEP can assist! It can be extremely difficult to host a citizen of another country legally. Similarly, it can prove difficult for potential Exchange Visitors to find someone they can trust for assistance in coming to the U.S. Sponsoring organizations like CA can navigate hosts and Exchange Visitor s through the process efficiently- while answering questions and offering support along the way.  If an Exchange Visitor is interested in applying for the CAEP program, we will refer them to the CAEP office or CAEP partner in their home country to begin the paperwork process. Our offices and partners handle the majority of their concerns before their arrival in the U.S., including application completion, travel arrangements, fee collection, and visa validation. CAEP secures placement for the Exchange Visitor, issues the DS-2019 (visa application), and becomes their primary source of support upon their arrival in the U.S. and throughout their stay.

Exchange Visitor Placement Process

Many hosts wish their Exchange Visitors could come immediately; however, there are many necessary steps to be taken by your Exchange Visitor, the country office/partner and CAEP before your they can arrive in the U.S.  We are not a job service- rather, we are an exchange program overseen by the U.S. Department of State.  We must take the time to ensure all Exchange Visitors have gone through the required procedures before our issuing the DS-2019 (visa application forms).

The following is an example of a "typical" Exchange Visitor placement process:

  1. Exchange Visitors receives online paperwork and information from our country office/partner organization, completes paperwork online and submits it to them.
  2. The country office/partner reviews the paperwork and interviews the Exchange Visitor.
  3. The paperwork is sent electronically to our office in Fergus Falls, MN for processing.
  4. The paperwork is passed along to the proper program coordinator.
  5. If the Exchange Visitor has applied directly, the above is handled solely by the CAEP office in Fergus Falls, MN. After ensuring all required documents have been submitted, and the Exchange Visitor meets the guidelines of the CAEP program, the coordinator sends the application to a potential host.
  6. If the Exchange Visitor is "pre-placed," (i.e., has independently approached a business that is not a CAEP host) that business must go through the process of applying to become a CAEP host.  This includes the completion of a hosting business application, training plan and an interview with a CAEP coordinator.
  7. After receiving acceptance of the Exchange Visitor by the host and a signed training plan (DS-7002), CAEP passes the placement information along to the country office/partner or directly to them.
  8. Upon acceptance of the placement by the Exchange VIsitor CAEP must confirm how and when they will pay their administrative fee and confirm they have made arrangements for the proper insurance coverage.
  9. We then ship the Exchange Visitor DS-2019 to the appropriate country office/partner or directly to them.
  10. The Exchange Visitor must interview at a U.S. Consulate/Embassy and have their DS-2019 validated by an Embassy/Consulate official (a Canadian's paperwork is validated upon arrival in the USA).  Depending on the country from which the applicant is applying and time of the year, this process may take six weeks.  Some applicants may be asked to return for a second interview or submit additional documents which will further delay their arrival.
  11. Once an Exchange Visitor has their validated DS-2019, they are free to make travel arrangements to the U.S., which are passed along to the CAEP office.  CAEP will then pass this information along to you, the host, and order insurance for the Exchange Visitor.
  12. They will typically arrive at the airport closest to your operation/where you live.

Accommodation Guidelines

As a host, you must supply - or help your Exchange Visitors locate - adequate living accommodations.  This can be achieved in several different ways.  If living accommodations are provided outside the home, they must be compensated adequately above the minimum allowance to pay for his/her lodging and food expenses.

Appropriate Living Guidelines:

  1. A bed, chair, desk or writing table, chest of drawers and closet as minimum furnishings
  2. Bedding (sheets, blankets, pillow) and towels, shower or bathing facilities and sink with hot and cold running water
  3. Toilet facilities with adequate sewage disposal
  4. Access to cooking facilities and a refrigerator (if meals are not provided)
  5. Safe drinking water
  6. Access to a vacuum cleaner, broom, and other cleaning materials
  7. Access to a washing machine, detergent/bleach, and clothesline or dryer (if the host does not do their laundry)
  8. Access to a storm shelter
  9. Access to a telephone
  10. Access to safe and secure storage for personal belongings
  11. Pest-free
  12. Smoke alarms and fire extinguisher

What is the Difference Between an "Intern" and a "Trainee"?

  • An intern is a current student or recent graduate (within 12 months) with at least one year of practical experience.
  • A trainee is a university graduate with at least one year of practical experience OR, at least five years of practical experience instead of a degree.
  • A trainee's training plan will be more in-depth than that of an intern.