YMCA International

International Camp Counselor Program

Camp Directors

Registration

Letter of Understanding and Agreement 2005

Please read carefully. If you have any questions, contact your ICCP Program Director for clarification. This is a legal and binding agreement.

Terms and Conditions:

These terms and conditions are designed to be fair to the international participant, the camp and to clarify the responsibilities of the camp, the participant and ICCP. Acceptance (verbal or written) of a staff person under the ICCP program shall constitute de facto agreement to these terms and conditions by the camp.

Regular Placement Program

ARRIVAL ORIENTATION INFORMATION:

International participants will arrive to one of three (3) orientation sites (New York, Chicago, Los Angeles, Disneyland Paris) prior to arrival to camp. ICCP will meet participants at the arrival airport and transport them to the orientation site. Participants will travel to camp immediately following the end of orientation. Camp Directors are responsible for one-way domestic travel to camp. ICCP will relay travel instructions and transportation tickets provided by camp director to participants. Those who wish to delay a participant’s departure from orientation or arrival at camp must assume full financial responsibility for the participant’s room and board during the interim. ICCP staff must be informed of such arrangements at the time of placement.

Orientation Sites and Dates:

NEW YORK CITY CHICAGO LOS ANGELES
● May 10-11 ● May/June 31-1 ● May/June 31-1
● May 17-18 ● June 7-8 ● June 7-8
● May 24-25
● May/June 31-1
● June 7- 8
● June 14-15
● June 21-22
The U.S. Camp Site (Employer) will:

Provide the participant with a contract and information prior to arrival to site, outlining rules, regulations and job responsibilities.

Provide staff training covering site rules, policies and on-going supervision.

Pay ICCP a program fee of $845 or $945 for each international participant (depending upon participant’s home country) for a minimum of 10 weeks including staff training.

Pay the participant at least the minimum stipend stipulated by ICCP. No FICA or FUTA can be deducted from this amount, as J-1 participants are exempt.

Provide travel instructions to ICCP to be forwarded to participant.

Pay one way domestic transportation to camp.

Provide general liability insurance and workmen’s Compensation.

Provide room board or arrange home stay/host family for entire 10 weeks (if a day camp).

Ensure that international staff have at least 24 hours off per week (of which at least 10 hours must be continuous).

Assist international staff with transportation out of camp on days and evenings off.

Consult with ICCP before early termination of an international staff placement.

Pay participant a pro rated sum based on total days worked in the event of early departure or termination.

ICCP (Program Sponsor) will:

Ensure that each international participant has a valid and appropriate U.S. visa to permit work at placement site.

Collect travel to camp information and forward to participant.

Relay to camp final ‘travel to camp’ details.

Provide up to 4 months of accident/illness insurance for participants which meets U.S. government mandated standard.

Provide comprehensive orientation.

Provide 24 hour assistance and support services to camps and participants, as needed from May 1st to October 1st.

Represent and report to U.S. government.

Assist participant with application of the social security card, when possible.

Direct Placement Program

The U.S. Camp Site will:

Arrange for a face to face interview with the participant.

Provide the participant with a contract and information prior to arrival to site, outlining rules, regulations and job responsibilities.

Provide staff training covering site rules, policies and on-going supervision.

Pay ICCP a program fee of $550 for each international participant for a maximum of 16 weeks. Negotiate salary directly with the participant. No FICA or FUTA can be deducted from this amount, as J-1 participants are exempt.

Make transportation arrangements directly with the participant.

Notify ICCP of the participant’s arrival to camp for visa validation.

Notify ICCP in writing of visa denial or cancellation.

Written notice must be received within 15 days of the visa start date to receive a $200 refund.

Provide general liability insurance & workmen’s compensation insurance. Provide room board or arrange home stay/host family (if a day camp).

Ensure that international staff have at least 24 hours off per week (of which at least 10 hours must be continuous).

Assist international staff with transportation out of camp on days and evenings off.

ICCP (Program Sponsor) will:

Pay the SEVIS fee in full and supply the participant with a receipt and a valid DS-2019 form.

Ensure that each international participant has a valid and appropriate U.S. visa to permit work at placement site.

Provide up to 4 months of accident/illness insurance for participants which meets U.S. government mandated standard.

Provide 24 hour assistance and support services to camps and participants, as needed May 1st to October 1st.

Refund $200 to camp upon receipt of written notice within 15 days of visa start date of visa denial, cancellation.

Represent and report to U.S. government.

Trainee Program

The U.S. Camp Site will:

Take full responsibility for the participant’s placement and performance, and assure that the candidate meets all requirements for the participant’s placement and performance, and assure that the candidate meets all requirements for the training program at the host institution’s site.

To pay YMCA International Branch the application fee which covers processing of the DS-2019 form and SEVIS fee.

To maintain sickness and accident insurance coverage for the participant during the training program.

If the package containing the DS-2019 form is undeliverable to the address provided on the application, the host will pay the YMCA International Branch $50 for second delivery.

To supply YMCA International Branch with a copy of a training plan for the trainee, and to advise YMCA International Branch of any alterations in that plan during the training period.

To ensure continuous supervision of the trainee and to complete, with the trainee, all evaluation forms sent by YMCA International Branch.

To guarantee sufficient facilities, equipment and guidance of trained personnel to provide the specified training.

To understand the trainee is here for training in the skills and knowledge needed to perform the particular task in the home country, not to be trained for employment in the United States.

To guarantee trainees will not be in positions that would otherwise be filled by U.S. residents as full or part-time employees.

To accept the terms and the Exchange Visitor Visa: representatives of the host institution may not in any way assist the trainee to extend his/her stay or remain in the United States after the expiration date of the visa.

To understand that the sponsor of the training program is YMCA International Branch and any problems, changes, and pertinent information must be reported directly to YMCA International Branch including exact arrival, departure, and travel dates.

To be responsible for orientation; to notify the trainee what expenses are covered by the host institution; to clearly specify those expenses for which the trainee is personally responsible. The expenses of room, board, and transportation must be considered.

To understand the YMCA International Branch as the program sponsor is responsible to monitor compliance with J-1 visa regulations, the training plan, and YMCA policies. The training plan cannot be modified without YMCA International Branch approval.

The YMCA International Branch may require modification of the training plan or terminate visa sponsorship if Branch staff determine the J-1 regulations, the training plan, or YMCA policy are not being followed.

To adhere to all Federal, State, and Local regulations regarding payroll taxes, insurance, and background screening.

ICCP (Program Sponsor) will:

Pay the SEVIS fee in full and supply the participant with a receipt and a valid DS-2019 form.

Provide Visa application interview guidelines.

Provide On-going support and assistance to trainee and training site.

Constantly monitor the program.

Represent and report to the U.S. government.

Provide up to 18 months of accident/illness insurance for participants which meets U.S. government mandated standard.

Refund all of the accident/illness insurance and $200 of the program fee to camp upon receipt of written notice within 15 days of visa start date for visa denial and cancellation.

Fee Schedule for 2005

Regular Program:

Job Category Regions of the world
Camp Pays Participant

(includes salary and Flight refund)

Camp Pays ICCP TOTAL
Camp Counselor

Europe and
the Americas

$1060 $945 $2005
Rest of the
World

$1160 $845 $2005
Support Staff &
Special Needs
Counselor

Europe and
the Americas

$1200 $945 $2145
Rest of the
World

$1300 $845 $2145
REFUND POLICY
(Camp will receive a full refund for participants that are denied a visa. Camps that terminate participants should notify ICCP Immediately and should pay the participant a pro rated amount for salary. ICCP will then consider a prorated refund of the ICCP fee.)

Direct / Returning Staff Program:

Camp Pays ICCP
(Includes Ds-2019
sponsorship, ICCP Fees,
Insurance, SEVIS Fee,
Express Mailing)

Camp Pays
Participant

Total Cost to you
$550

Negotiable Guideline:
Pay should be equivalent to
a U.S. staff person performing
the same job, but also taking
their travel expenses into
consideration.
REFUND POLICY
(Camp must notify ICCP in writing, of any participant cancellations within 15 days of the DS-2019 start date to be eligible for a $200 refund.)

Trainee Program:

Camp Pays ICCP
(Includes DS-2019
sponsorship, ICCP Fees,
SEVIS Fee, Express
Mailing)

Camp Pays
Participant

3 - 6 Months

$665

Negotiable Guidelines:
Pay should reasonably cover
living expenses for training
period.
6 - 12 Months

$715

Negotiable Guidelines:
Pay should reasonably cover
living expenses for training
period.
12 - 18 Months

$765

Negotiable Guidelines:
Pay should reasonably cover
living expenses for training
period.
Additional Costs:
Insurance at $9.75 per week Varies
Express Mail $50
Extension of training plan $150 (up to maximum of 18 months)
REFUND POLICY
(ICCP will refund all of the accident/illness insurance and $200 of the program fee to camp upon receipt of written notice within 15 days of visa start date of visa denial, cancellation. Camps that terminate participants or if participants leave the program early should notify ICCP immediately and should pay the participant a pro rated amount for salary. ICCP will then consider a prorated insurance refund, calculated using the remaining number of weeks on the training plan.)

DS-2019 FORM REPLACEMENT ALL PROGRAMS

DS-2019 forms can be re-issued under all of our programs for a fee of $50.

Forms

In Word Format

In PDF Format

Direct Placement / Returning Staff
Special Note: Unfortunately ICCP will only be able to process “Returning Staff” from Zambia, Togo and Tanzania. We are unable to process direct placements for those countries.
All other countries are not affected.

Complete 2005 Application	 	Complete 2005 Application
    Instructions for Application	 	Instructions for Application
    PART A (Host site)	 	PART A (Host site)
    PART B (Participant)	 	PART B (Participant)
    Reference Instructions	 	Reference Instructions
    Reference	 	Reference
    Health History	 	Health History

In Word Format

In PDF Format

Trainee Program
Instructions for Application Instructions for Application
Complete 2005 Application Complete 2005 Application
Trainee Manual Trainee Manual
PART A (Host site) PART A (Host site)
PART B (Participant) PART B (Participant)
Training Plan Training Plan
Reference Instructions Reference Instructions
Reference Reference
Health History Health History
Trainee Agreement Trainee Agreement
ICCP Interview Report 2005 ICCP Interview Report 2005

Evaluations
In Word Format In PDF Format

Mid Term

Trainee

Camp Director

End of Stay

Trainee

Camp Director

In Word Format In PDF Format

Other Trainee Program Tools
Trainee Manual Trainee Manual
Insurance Information Insurance Information
Instructions for Designing an Acceptable
Training Plan Instructions for Designing an Acceptable
Training Plan
Sample Training Plan for Management Sample Training Plan for Management
Sample Training Plan for Education Sample Training Plan for Education
Sample Training Plan for Arts & Culture Sample Training Plan for Arts & Culture
Back to the Top

In Word Format In PDF Format
Other Tools
Complete 2005 Application Complete 2005 Application
Letter of Agreement Letter of Agreement
2005 Registration 2005 Registration
DS-156
DS-157
DS-158
Tax Information Instructions and Form 1040NR-EZ
Insurance Information Form 1040NR-EZ
After Camp Insurance I-9 Employment Eligibility Form
Request for additional Insurance Social Security Application Form
Types of Visa Camp Recognition Evaluation
International Telephone Dialing Information Camp Directors Evaluation of ICCP

Camp Directors Evaluation of Participants

ACA Best Practices for International Staff

Camp Director’s Manual

ICCP: The YMCA International Camp Counselor Program (ICCP) was established in 1959 and is an educational exchange program recognized by the US government. ICCP recruits qualified counselors and camp staff from all over the world and places them according to preference and camp need. ICCP works to internationalize participating camps and increase cross-cultural understanding, and provides on-going assistance to participants and camps during the summer.

Table of Contents
Just click on the item you want to read.

LETTER TO DIRECTORS
CONTRACT WITH ICCP

CARING FOR YOUR INTERNATIONAL STAFF

CHECK LIST FOR CAMPS HIRING ICCP STAFF

LEGAL AND PAYROLL ISSUES

GOVERNMENT FORMS AND PUBLICATIONS

WORKER’S COMPENSATION AND INSURANCE

RETURNING AND DIRECT PLACEMENT STAFF

HANDLING THE UNEXPECTED

MEDICAL CLAIMS

DISCIPLINE ISSUES; ICCP SCREENING

PARTICIPANT TELEPHONE BILLS; ARRIVAL ORIENTATION CONTENT

CULTURAL ADJUSTMENT; REDUCING CULTURAL STRESS

WHAT WE TELL INTERNATIONAL STAFF ABOUT THE U.S.

CHILDREN IN THE UNITED STATES

INTERNATIONAL PROGRAMMING IDEAS

PRACTICAL TIPS FOR FINDING HOST FAMILIES

OF SPECIAL INTEREST TO YMCA CAMPS

Dear Camp Director:
You are part of the ICCP family, which in 2004 will serve more than 575 camps and welcome more than 1,800 counselors and camp staff from some 70 countries. We are happy to include you in our family!

We hope this manual will enable you to answer your questions about hiring international staff. You will want to keep page 16 with your payroll records. A discussion of how ICCP screens applicants should help answer questions on child abuse prevention. Also new this year is an explanation of how international staff can extend their sickness and accident insurance if they are staying in the United States more than 12 weeks. We invite you to telephone us with questions not answered herein. We thank all Camp Directors who have made suggestions for the 2004 Director’s Manual, and encourage everyone to make suggestions for 2004.

Our ICCP staff is available to answer any questions you may have. We can be reached Monday through Friday from 9 am to 5 pm EDT. We also monitor an emergency cell phone line during weekends: 917-273-8964.This line will give you emergency access to ICCP staff.

We hope you find this manual beneficial in assisting you. Please let us know how we are doing so we can continue to offer the best possible service to our camps, counselors and camp workers!

Have a wonderful summer!

ICCP Staff

Your CONTRACT with the International Camp Counselor Program includes three parties: participant, camp and ICCP. The success of this experience relies upon each party upholding its commitments to the process. They are as follows:

COMMITMENT OF THE PARTICIPANT

The ICCP Participant will-

    Fulfill the conditions as stated on the ICCP application and brochure.

    Attest to the accuracy of information given in the dossier.

       Promptly sign and return a copy of the Camp Staff Contract.

    Upon arrival at camp, provide the camp with a completed medical report.

    Fulfill the job responsibilities as outlined.

       Complete the length of service as described in the Camp Staff Contract.

    In the event of early departure from camp by the ICCP participant, the participant will reimburse ICCP for a pro rata amount of the $1275 ICCP service fee which ICCP will then refund to the camp.

             Accept terms of the Exchange Visitor visa; work only in camp; leave the U.S.A. no later than the expiration date of the visa.

             Assume responsibility for transportation from camp to point of departure, and for all financial needs from the close of camp until departure flight.

         Provide police background check as part of application.

COMMITMENT OF THE CAMP

The U.S. sponsoring camp agrees to:

    Send two copies of regular Camp Staff Contract to the participant via air mail, stating remuneration of not less than $450 for 9 weeks work plus staff training.  For each week worked over 9 weeks (excluding staff training), the camp agrees to pay the participant the same weekly wage as paid to American staff with similar responsibilities.

    Carry general liability insurance covering staff.

    Make transportation arrangements and pay costs for the participant's travel, including any necessary lodging and meals, from the ICCP arrival orientation to camp.

       Promptly notify ICCP of any significant problems (such as delayed arrival, unsatisfactory behavior or job performance) that may remain unresolved after a reasonable adjustment period (two-three weeks).
    
         NOTE: The participant will be paid a pro rata pocket money remuneration of $45.00 per week worked in the event of early release or early departure.

    Cover all expenses involving medical and other costs resulting directly from on-duty, job-related incidents, through worker's compensation or liability insurance.

    Provide ICCP participant the position stated in the contract with respective job responsibilities.

    Comply with the rules and regulations governing the Exchange Visitor Program.

    Assume responsibility for the ICCP applicant beginning at noon on the day his/her orientation ends.

    Provide home-stay or host family arrangements for international staff who are not working in resident camps which must include room and board.

COMMITMENT OF ICCP

ICCP agrees to:

    Provide each participant with adequate introductory information before departure from home country.

    Provide partial flight reimbursement to participants who paid for their own flights.

    Provide an orientation program for ICCP participants upon arrival in the United States unless specifically requested not to do so by the camp.

    Ensure that each participant is in possession of a valid and appropriate U.S. visa to permit work at camp.

    Provide medical insurance through its designated carrier for each ICCP participant.

    Provide ongoing assistance to the camp and participant after arrival at camp.

Please understand that the YMCA International Camp Counselor Program does the best job possible in its international camp/staff background checks. However, you should be aware that these background checks may not be issued with the same standards as what you may be used to receiving from justice or police officials in the United States. Therefore, we urge you to take particular care in supervising and training your international staff.

CARING FOR YOUR INTERNATIONAL STAFF!

Help make your international staff’s adjustment easier and happier with advance correspondence. Participants who correspond with their camps regarding camp details and expectations before arrival adjust fast. Letters help prepare them for their new experience. Send letters Air Mail or Express. Better yet, telephone your ICCP camp staff for that personal touch.

International Staff arrive tired, confused and disoriented. They need rest, encouragement and support. Remember that they are adjusting to a new time, people, job, food, climate, customs and language. Understand their confusion in a new culture. Give them a warm welcome and allow them time to overcome jet lag.

Assign a sympathetic and experienced American or a returning international mentor to make the transition easier. The mentor may be a returning counselor or a full-time staff person who can welcome the new international visitor, give personalized support, assist with adjustment, and help with questions and explanations throughout the summer.

Assist your international staff in planning for time off and for the end of the summer. Whether at day or resident camps, they will benefit from having host families. Day camp staff, of course, need host families for housing. Resident camp staff, however, welcome the chance to visit and learn from American host families on days off.

Support international counselors and camp staff by encouraging their input to make international programming an important part of camp life. Help us to achieve ICCP’s mission, which is to foster international understanding, to encourage cross-cultural education and to promote world peace and justice. And please, promptly notify ICCP of any significant problems.

RETURNING AND DIRECT PLACEMENT STAFF

Returning Staff: An international camp staff person who has worked with ICCP, wishing to return the SAME camp.

Direct Placement Staff: An international young adult whom a U.S. camp director knows and wishes to hire but needs ICCP for visa support.

ICCP will assist camps in bringing returning and direct placement staff to the USA under its Exchange Visitor Program authorized by the US Department of State, provided that the camp and the participant understand these conditions:

    RETURNING STAFF: Exchange Visitor programs which include a work component are for persons who could not otherwise afford to visit the USA.  We have been instructed by the US Department of State to keep our numbers of returning staff under 10% of the total program.  Camps wishing a returning staff are asked to document that the applicant will NOT be taking the place of a first-year international exchange participant and not displacing an American applicant.
    
         As of April 11, 1994 new Federal regulations have been posted which limit the numbers of returning staff, who are participating under J-1 visa status for the third or greater time, to no more than 10% of the previous year's total participation in ICCP.  Please note that this 10% cap is on ICCP, not on your camp.  We carefully monitor applications for repeat returning staff to comply with this new regulation.  If your camp plans on hiring a specific international staff person who has already participated in the camp counselor program twice, it is imperative that the Returning Staff application be submitted to ICCP as early as possible

    DIRECT PLACEMENT: All international staff must meet general ICCP qualifications.  ICCP office staff do not interview these candidates.  Camp directors are responsible for the selection and performance of these participants, including arranging a face to face interview to assess suitability for the program.  Please note that under the new Federal regulations, all of these participants must have a face to face interview as part of the selection process.  Telephone interviews cannot be the sole method of selection.
    
         Camps wishing ICCP to provide full applications including interviews should request their applicants to apply for the regular ICCP program through an overseas ICCP recruiter.  ICCP can furnish addresses of recruiters.  When the application reaches us, we will send it to you.

    VISA:  The YMCA has been authorized by the US Government to operate ICCP as an Exchange Visitor Program which is officially described as follows:
    
                     "A program of the YMCA International Program Services, operated by the YMCA of Greater New York as agent for the YMCA of the USA, to bring qualified foreign nationals to the United States for the summer months to act as counselors in resident or day camps selected by the YMCA, as a measure to promote the general interests of international exchange."
    
         ICCP issues form DS-2019 which international participants take to the nearest American Consulate to apply for the Exchange Visitor Visa.  Once the visa is issued, the classification J-1 will be stamped in their passports.  The visa is valid during the dates printed on the DS-2019.  In addition, the US Immigration and Naturalization Service permits a thirty date grace period during which participants may travel, but not work.  ICCP cannot assist with visa extensions as our J-1 program does not allow stays after the four month visa period plus the 30 day travel period.  Again, all participants must leave the country before the thirty day grace period expires.

    FEES AND SERVICES:  Since ICCP is not directly recruiting these participants, our costs are lower than for first year camp staff.  We charge the camp a flat fee.  The camp negotiates salary and transportation directly with the participant.  The camp's financial responsibility for the ICCP fee and international transportation may be reflected in this negotiated salary.

    FLIGHTS:  Participants arrange their own means of transportation.  ICCP recruiters in Australia, Denmark, Hungary, Russia, Spain, and Sweden are willing to include Returning and Direct Placement ICCP participants on the group flights originating in those countries.  The flight cost is the participant's responsibility, but may be less than an individual fare.

    Please read elsewhere in this Manual regarding Insurance, Worker's Compensation, Payroll and Tax issues.

COMMITMENT OF ICCP

    Upon receipt of completed forms and payment for qualified applicants, to promptly process the Visa Application (Form DS-2019) and mail to counselor.

    To provide opportunity for participants to attend one of the scheduled ICCP orientations.

    Upon receipt of the arrival form, to provide illness and accident insurance for a period of stay in the USA of up to 12 weeks.  For work related accidents or illness, the ICCP health insurance is secondary to Worker's Compensation.

COMMITMENT OF THE CAMP

    Making all agreements concerning employment, job responsibilities, salary, arrival and departure dates are between the participant and camp.

    Assuring the total reimbursement to the returning international staff be no less than the salary of an American staff or an equivalent position on the camp staff.

    Transportation arrangements are the responsibility of the camp and the participant.

    Attesting to the accuracy of the information provided to ICCP.

    Obtaining from the participant a commitment to work at camp, and to the dates of employment.

    Abide by all government regulations of the program.

Camp Director’s Announcements

In Word Format

In PDF Format
No deadlines for returning staff!
No deadlines for returning staff!

ACA Mid-states Conference

ACA Mid-states Conference

New England Conference

New England Conference

Direct Placement / Returning Staff Reminder

Direct Placement / Returning Staff Reminder

Staff Update

Staff Update

ICCP attending ACA National

ICCP attending ACA National

Direct Placement / Returning Staff Reminder

Direct Placement / Returning Staff Reminder

Applicants online Jan 2005

Applicants online Jan 2005

Direct Placement / Returning Staff Application

Direct Placement / Returning Staff Application

2004 Camp Recognition Winners

2004 Camp Recognition Winners

Christmas Newsletter

Christmas Newsletter

August 2004 2nd Newsletter

Camp Recognition Reminder

Ideas

COOK’S NIGHT OFF
INTERNATIONAL WEEK
Rotation
AROUND THE WORLD IN EIGHTY MINUTES
AROUND THE WORLD IN GLOBAL WAYS
CHRISTMAS IN JULY
INTERNATIONAL FAIR AND INVENTORS CONVENTION
AROUND THE WORLD AT VCB
AROUND THE WORLD IN 48 HOURS
CARING FOR INTERNATIONAL RESIDENT CAMP COUNSELORS
CARNIVAL OF CULTURES
ESTONIAN DAY
FLIGHT NIGHT
FLIGHT NIGHT
GLOBAL VILLAGE
HIGHLIGHT A DIFFERENT INTERNATIONAL STAFF PERSON
HOLIDAYS AROUND THE WORLD
INCORPORATING THE INTERNATIONAL THEME
INTERNATIONAL CAMPERS
INTERNATIONAL CORNER
INTERNATIONAL DAY
INTERNATIONAL FLIGHT NIGHT
INTERNATIONAL FOODS
INTERNATIONAL NIGHT
INTERNATIONAL NIGHT
INTERNATIONAL NIGHT
INTERNATIONAL OLYMPICS
INTERNATIONAL THEME DAY
VESPERS PROGRAM
MISSION PROJECTS IN TIJUANA, MEXICO
OPENING CEREMONY FOR Y-OLYMPICS
RADIO SHOW - WVAC

YMCA International
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New York, NY 10023-9197
(212) 727-8800
Toll Free: (888) 477-9622