How to Host a Compliant J-1 Intern or Trainee Program 

Maintaining program compliance is essential for companies who are hosting J-1 visa holders. Adhering to program guidelines ensures continued eligibility, upholds the quality of the position, and creates a positive professional and cultural experience for the J-1 participant. 

A range of factors determine the compliance and quality of an Intern or Trainee position. Thoughtfully investing in the following best practices protects both the employer and foreign national and ensures a company’s ability to repeatedly welcome J-1 holders.   Below, we’ll break down what makes a U.S. Intern or Trainee program successful and compliant for J-1 visa sponsorship. When completing a sponsorship application, we will work with you to understand these components of your J-1 program so that we can accurately and robustly evaluate your case and complete the federal training plan, Form DS-7002, on your behalf.  

Onboarding and Training Your J-1 Visitor 

As your J-1 holder begins their program with your host company, ensure they are properly trained on the following by qualified employees: 

• Policies, procedures, expectations, and technology that apply to their position. This should be on-going as the program progresses. 
• Safety training, if applicable. 
• Resources and protocol related to Human Resources and payroll, including lodging safety complaints in the workplace, requesting time-off, and other HR-related information. 
• U.S. business and company cultural norms. 

While employees are expected to be resourceful and it may seem intuitive for seasoned U.S. employees to navigate support divisions within a company, your J-1 holder comes from a background where business culture, norms, and rights vary. Greener employees can also simply lack professional experience and may not even know what questions to ask. In some cultures, for example, raising complaints, making requests or sharing ideas with superiors can be seen as taboo, or new employees may fear retribution. The more foreign nationals can understand your expectations, resources, cultural norms and tools early on in their program, the smoother the experience for everyone in the long run.  

J-1 Position Objectives and Activities 

The Official Training Plan (form DS-7002) details your J-1 Exchange Visitor’s responsibilities and daily activities. It is important to clearly articulate the expected deliverables and activities that are clearly structured, varied, and designed to support ongoing learning. The role should help them build on existing skills, expand prior knowledge, and let them gain new skills. Manual labor is broadly prohibited, and clerical activities must not exceed 20% of their time. 

J-1 holders must engage in business activities for at least 32 hours per week to meet the full-time position requirement, with at least 60% of that time spent on-site. They should be fully integrated into the workplace and their respective team, made up predominantly of Americans. Meaningful interaction and collaboration with colleagues in the workplace help to achieve the cultural exchange objectives of the J-1 program.  

If a host company, or employer, has multiple J-1 holders at a time, they must receive individualized attention.  J-1 holders must receive different tasks and work on different projects or teams whenever possible. If multiple J-1 holders are on the same project or team at the same time, make sure that U.S. employees far outnumber J-1 holders. Additionally, J-1s cannot be used to fill an employment gap. By demonstrating appropriate employee ratios and varied tasks, a clearer case is presented for compliant use of the program. 

J-1 Supervisor Compliance 

The J-1 holder’s supervisor plays an important role in shaping their experience at your host company and ensuring program compliance. It’s vital that supervisors are qualified and follow all their outlined responsibilities. Tasks and objectives, supervisor names, contact information and qualifications must be outlined on federal documents. 

Supervisors must meet the following qualifications to be eligible: 

• U.S.-based employee (not a fellow temporary visitor) 
• Employed by the host company for at least six months 
• Have at least two years of relevant work experience 
• Demonstrate more experience than the J-1 holder 
• Hold a higher position than the J-1 
• Is primarily located at the site of training 
• Has prior supervisory experience (highly recommended) 

The supervisor must be available to provide the J-1 regular training, support, general monitoring, oversight, and performance evaluations. Supervisors must also become familiar with the DS-7002 Official Training Plan form—they will be responsible for signing and following the training information outlined within it. 

Multiple supervisors or mentors may be assigned to one J-1 holder. For example, a primary supervisor may be assigned to oversee the program, and other supervisors may be designated for unique daily operations, projects, or phases of the training. 

If multiple J-1 holders are on site simultaneously, it is generally advised that each have unique supervisors or mentors assigned to them. 

Monitoring and Evaluation 

Monitoring and evaluating the J-1 participants are two of the supervisor’s most important responsibilities. Program and performance evaluations should take place regularly. To ensure positions can be sponsored, host companies should follow these steps: 

• Implement a combination of informal and formal check-ins throughout the program. 
• Have supervisors, mentors, or team members provide feedback to the participant at set intervals. 
• Explain formal channels for communication and for participants to request feedback. 
• Create a safe space and designated tools for the J-1 participant to ask questions, seek guidance, and provide their feedback. 

Like any employee, structured and meaningful monitoring and evaluation can result in increased satisfaction and productivity. Supervisors should track participants’ attendance, performance, and progress toward learning objectives, recording quantitative performance indicators whenever possible. Regular evaluations should assess deliverables and overall development. 

In addition to job performance, supervisors should monitor how well J-1 participants adapt to the workplace culture and business protocols. If a participant struggles with acclimation, notify the visa sponsor so they can provide additional support. 

Clear communication is key. Some cultures do not encourage people to voice concerns or difficulties openly. Therefore, supervisors should ask direct questions to ensure participants are adapting to the workplace environment and understand expectations, evolving responsibilities, and workplace dynamics. 

Throughout the program, both supervisors and participants should regularly review the DS-7002 Training Plan to maintain compliance and ensure its accuracy. If a supervisor detects a change in program activities, or a change in the participants’ ability to execute the described position, the program sponsor must be notified immediately.  

Federally Mandated Evaluations 

In addition to the internal protocols mentioned above, Federal regulation requires J-1 visa sponsors to disseminate program evaluations to monitor program quality, ongoing compliance, and the well-being of the program participant. 

Both supervisors and J-1 holders will receive a mid-term program evaluation (for positions exceeding six months) and a final program evaluation from their sponsor (AIFS Professional Pathways). This must be completed in a timely manner to maintain program compliance. 

Exposure to U.S. Culture 

The J-1 is a cultural exchange visa with the goal of exposing foreign nationals to U.S. institutions, business practices, methodologies, American culture, and democratic norms. This exposure increases mutual understanding, improves perceptions of America and Americans, and by doing so, helps build stronger global ties. The U.S. host company plays a vital role in providing this exposure to J-1 Trainees and Interns. 

To ensure J-1 visa holders receive appropriate exposure to U.S. culture and business practices, host companies must provide daily opportunities to: 

• Engage with American employees 
• Speak English on the job 
• Be exposed to business practices, technologies, and methodologies unique to the U.S. business 
• Experience and be trained on U.S. business culture 

Host companies should also actively plan and provide the J-1 visa holder with opportunities outside of the workplace to gain a holistic understanding of American culture. Examples include: 

• Social gatherings (company picnics, office lunches, or happy hours) 
• Local, cultural, or heritage events (local tours, sporting events, or museums) 
• U.S. holiday celebrations (Thanksgiving dinner, Fourth of July activities, office winter holiday parties) 
• Community service 

By ensuring your J-1 participant has sufficient exposure to American business practices, institutions, and culture, your host company not only remains compliant but also enriches the participant’s experience in the U.S. 

AIFS Professional Pathways—Your Partner in J-1 Intern and Trainee Compliance 

Navigating the J-1 visa process can be a challenge for foreign citizens and host companies. Fortunately, AIFS Professional Pathways is here to help. As a trustworthy and efficient DOS-designated J-1 sponsor, we’ll help determine eligibility, ensure all parties remain and understand compliance, and provide support throughout the program. Discover how easy the J-1 visa process can be by partnering with AIFS Professional Pathways. 

Request Info About J-1 Visa Sponsorship