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Pre-departure Orientation for Co-op Interns. Presented by Cathy Stein International Employment Specialist. Culture Shock. Welcome. Shut off cell phones, set to vibrate Avoid any talking please

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pre departure orientation for co op interns

Pre-departure Orientation for Co-op Interns

Presented by

Cathy Stein

International Employment Specialist

culture shock
Culture Shock


Shut off cell phones, set to vibrate

Avoid any talking please

Take notes as there is a lot of information that will be shared


J-1 Visa rules

Important Documents

Entering the U.S.


Social Security Cards

Bank Accounts

Payroll forms


j1 exchange visitor program
J1 Exchange Visitor Program
  • Who is your Program Sponsor?
  • Distinction between “work” and “training”
    • “I am an intern going to the U.S. to train on a J-1 visa.”
  • Duties and activities should follow Training Plan
  • Only train until the end date on DS-2019
  • extend your internship- is possible in some cases
  • 30-day grace period before and after internship
  • No travelling outside US during 30 day period
j1 exchange visitor program1
J1 Exchange Visitor Program
  • No changing companies or working at other companies
  • Two-year Residency Rule 212(e) (international students)
  • Maximum duration of 8 months (Waterloo co-op interns)
  • Number of internships not limited

Entering the United States;

Important Documents

form ds 2019
Show at the border

Keep for life

Replacement cost is charged

Form DS-2019
sevis receipt
Student and Exchange Visitor Information System

Generates Form DS-2019

Tracks visa holders

Need to pay for prior to Consulate Interview and/or arrival in the U.S.

SEVIS Receipt
electronic i 94 entering by air
Electronic I-94: Entering by Air
  • Your entry is automatically recorded and you will not receive a card
  • Upon arrival in the U.S. retrieve your arrival record online:
  • Download, save and print!
i 94 card driving
I-94 Card: Driving
  • Record of arrival and departure to and from the U.S.
  • Obtained at the port of entry
  • Fill it out using your full legal name
other important documents
Other Important Documents
  • Proof of funds $3,000
  • bank statement, credit card statement, support letter
  • Signed Training Plan
  • Offer letter from employer
  • Address of where you will be staying
  • Résumé
before you leave canada
Before you leave Canada

Gather and scan all documentation

Email it to yourself and emergency contact

Clean out wallets and purses

Arrange travel only if you have your


Confirm housing appointments

Connect with other students going to same destination

immediate arrival checklist
Immediate Arrival Checklist

Check your documentation to ensure you have entered the U.S. correctly

Email us with your US mailing address:

within 24 hours of arriving

Update Cathy immediately if your address, phone, or e-mail changes

Register with the Canadian consulate

  • Connect with other Waterloo students
  • Off campus housing hot housing leads
  • Look online and university bulletin boards
  • Ask a lot of questions
  • Read everything carefully before signing
  • Use Google Earth
  • Resell furniture & household supplies
  • Find an American roommate!
social security number
Social Security Number

Applying for a card:

  • Wait 10 days after entering U.S. before applying
  • Make sure your visa sponsor has validated your visa with SEVIS
  • Bring DS-2019 form/Visa stamp, passport application form, and offer to nearest SSA office
  • Get a receipt for your application
  • Card should say “Valid for Work Only with DHS Authorization”
  • Have your name on your residence's mailbox to ensure SSN card delivery by the U.S. Postal Service
  • Social Security number is valid for life; do not apply for a new number if one has already been issued to you
  • Social Security website:
bank accounts
Bank Accounts
  • Bring passport, Social Security card and proof of address

Ask about

  • Student accounts
  • Monthly Fees and Minimum Balance
  • Time for deposited funds to clear
  • Bank hours
  • Bring home your money
tax deduction form
Tax Deduction Form

May have filled in this form for your employer already

W-4 lets you decide when to pay taxes

Take a total of 0 or 1 allowances

tax deduction form1
Tax Deduction Form

Source: Life After School. Explained. Cap & Compass, LLC

driving in the us
Driving in the US
  • Never drive a car without insurance!
  • Check your insurance companies here to see if you are covered there
  • Read through your policy carefully
  • Check your state’s laws!
  • Many states will require U.S. license after 3 months
  • Intercultural experience
  • Workplace
  • Traveling
  • Health Insurance
  • U.S. Laws
  • U.S. Taxes
  • Risk management and personal safety
  • Your responsibilities
  • Culture shock
  • Evaluations
while you re there
While you’re there
    • The first few weeks are the most difficult.
    • Do not be disappointed if you’re not involved with the most challenging projects in the beginning.
    • Ask your supervisor about reporting sick days as well as other office rules.
  • Establish comfortable routine.
  • Stay informed on global and security issues.
getting involved
Getting Involved
  • Join a sports or community club
  • Company group activities or discounts to cultural institutions and events
  • Volunteer
traveling abroad signature
Refers to outside of Canada and Mexico

Email Cathy dates of travel and destination

Always travel with your Passport, I-94, DS-2019 and health insurance card

Non-Canadians must have a multiple entry visa

Traveling Abroad Signature


uw health and dental coverage
UW Health and Dental Coverage
  • Know what you are covered for
  • Travel Card in wallet at all times
  • Know how to use the plan in case of an emergency
  • OHIP extension- 8 month and returners
  • for more details
sunlife health coverage
SunLife Health Coverage
  • Travel card at the bottom, fill it in NOW
  • Member ID #- is your student ID number
  • Call 1-800 number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the US
  • 8 month work term?? –extend your OHIP coverage
u s taxes
U.S. Taxes
    • Only subject to income taxes
      • federal, state and local
  • Do not pay Social Security, Medicare, and Unemployment taxes
  • Your responsibility to make sure these are not withheld from your pay check
u s tax forms
U.S. Tax Forms
  • Paid internships
    • Federal Form 1040NR or 1040NR-EZ
    • State Tax Form
    • Federal Form 8843
  • Unpaid internships
    • Federal Form 8843
w 2 form
Summary of earnings and taxes withheld

U.S. company will mail by February 15

Make sure they have your address for this time

W-2 Form
filing taxes
Filing Taxes

Internal Revenue Service

Publication 519 U.S. Tax Guide for Aliens

Publication 515, Tax guide for employer

File early. Deadline is April 15th. You will be penalized for filing late!

Alumus in our website can assist you as well

u s laws
U.S. Laws
  • Federal
  • Drinking age is 21
  • No drunk driving
  • Open container law
  • No drugs
  • No hitch-hiking
  • State
  • Open container laws
  • Restricted smoking
  • If you are not sure, go online or ask!
emergency protocol plan
Emergency Protocol Plan
  • Risk Management form
          • All submitted prior to this session
          • Emergency contact listed
  • Arrival Notice submissions
          • how we can reach you in an emergency
          • How we will be in touch- phone first, then email
          • Tweets to check your email
  • Police Services
          • 519-888-4911
          • Available for you 24 hours a day
arrival notice
Arrival Notice
  • What it should look like
  • Need a copy of your DS2019 form/EA/H3

Naveedthought he would take the shortcut back to residence.

  • Some facts…
  • Travel in groups, safety vans, taxis, etc.
  • Be aware of your surroundings
  • If you don’t this at home, don’t do it abroad

Michelle thought she knew the way to the embassy.

  • Keep in mind…
  • Avoid being an obvious target for theft, violence and unsolicited attention.

Richard was having a great time in Germany, especially after meeting Heidi. They slept together once.

  • Make good decisions regarding sexual encounters
  • Be wise about risky sexual situations
  • Don’t leave your drink unattended
  • If at all possible, stay with a “buddy” when at a bar
  • Say “NO” to ANY unwanted touch or sexual advancement
  • Student
    • Pre-departure meetings, documentation, health insurance coverage, travel arrangements, housing, risk management, personal security, emergency notification
  • Employer
    • Financial compensation, arrival orientation, job supervision, mentoring, professional development, evaluation, (assist with relocation/housing)
  • University
    • Visa and process advice, pre-departure meetings, student connections, work term and travel advisory monitoring, emergency response, employer assessment
  • Visa sponsor
    • Pre-departure meetings, visa documents, health insurance, reports and evaluations, SEVIS tracking
  • CECA
  • Work term report for CECA
  • Performance online – find out
  • Reminder for PD courses?
  • Performance Evaluation for CECA
returning to canada
Returning to Canada
  • Bring your CECA employer evaluation form
  • Leave permanent address with your employer for tax information
photo contest
Photo Contest

We need photographs and lots of them! Here is where you come in! While on your work term capture:

  • Scenery outside your apartment or around the city
  • You at your place of employment
  • Places you have visited and /or toured while on the work term
  • A nice sunset, or the view of the rocky mountains
  • A group shot of all the UW co-ops working at your location
  • The city centre, local attractions or famous sites