GeorgetownUniversity
Depending on the time of the year, we may have a large group of scholars or just one or two.We have had the scheduled orientation for about three years, and it has taken almost that long forscholars to get used to coming at a set time rather than just setting up a one-on-one appointmentwith their advisor when they arrive. When SEVIS was implemented, we made a point to get theword out to department administrators via meetings and e-mails about how important it is thatthese scholars attend the orientation as soon as possible after arrival. I think this has helped ingetting the word out to scholars to come at the specified time on Wednesday.
We start off by having everyone introduce themselves, say what department at Georgetown theywill be working with and what country they are from. I then try to get feedback on the visa andtravel procedures - who had difficulties, why, and how long it took. We then look at the visadocuments, and I explain what all the documents mean, which ones are important, what thenotations on them mean (D/S, SEVIS ID number, 212(e), 1-94, multiple-entry visas versus one ortwo entry visas). I go over their responsibilities for maintaining their J-l status, what SEVISrequires them to do, and what benefits they have being in J-l status. We cover travel, healthinsurance, extensions, limitations of stay, transfers, the grace period, work regulations and J-2work permission. For those that are paid by Georgetown, they are advised to go to HumanResources to sign up for their health insurance within their first 30 days of employment. Forthose who are not paid by Georgetown, we provide brochures of companies that cover J-1exchange visitors or answer questions about insurance they may have brought from home.
I then go over post-arrival issues such as how to apply for a social security number. I go throughthe post-arrival checklist to make sure that they understand all that they need to do to get theirID, get a paycheck, e-mail account, and library privileges. Since the ID can take a week or twoto obtain, at this time I offer to write them a letter for the transportation office to request atemporary pass for the shuttle bus if they can wait a few minutes after the orientation. I makesure that if they are to be paid by the university that they set up an appointment with the taxoffice on campus to set up their tax withholding or to claim tax treaty benefits. I go over thecampus map to point out the most important things for them to know (the ID office, the shuttlebus stops, Human Resources, the off-campus housing office, the library, the student center, andthe cafeterias).
We then go through the orientation packet which is attached. I point out things in the handbookand refer them to our web site for the immigration information. We decided this year not to putimmigration information in our handbook because last year it changed so much that ourhandbooks were out of date by the end of the year. We go through what is in the packet such asthe information on how to obtain a driver's license, English as a Second Language centers in thearea, bus and metro maps and schedules, grocery stores, and bookstores. We discuss theprograms available to them such as the Language Exchange Program, GUINT-L, our e-maillistserv, coffee hours, and 1-Week. Usually the scholars bring up questions during this timeabout things like banking, cell phones, and shopping which I answer as we go along.
I then have them complete the Personal Information Sheet, the J-l Health Insurance ComplianceForm and the Responsibilities of a J-l Scholar form while I photocopy their passport, visa, 1-94card and DS-2019 form.