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The Essential J-1 Teacher Arrival Host Checklist

Schools can prepare by confirming visa and SEVIS details, training staff on J-1 regulations, communicating role expectations before arrival, planning structured cultural exchange activities, and providing consistent compliance oversight and ongoing support throughout the program.

Use this checklist to stay on course.

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The Essential J-1 Teacher Arrival Host Checklist

Pre-Arrival and Program Readiness

  • Train supervisors and staff on J-1 rules and requirements
  • Verify visa dates, program dates, and grace periods
  • Collect required documentation from teachers (passport, visa, certifications, health forms)
  • Review health insurance coverage for each participant
  • Establish crisis response plan with sponsoring agency
  • Define notification procedures for emergencies or program changes

Cultural Exchange Planning

  • Plan structured cultural exchange activities
  • Schedule community-based experiences
  • Identify local partners, families, or alumni for integration
  • Create opportunities for peer connection and networking
  • Encourage collaboration with U.S. educators and students

Pre-Arrival Communication

  • Share role expectations and program overview
  • Provide school policies, handbooks, and mission overview
  • Send orientation and training schedules
  • Share campus maps, weather guidance, and packing lists
  • Share mentor or point-of-contact details
  • Set clear expectations and present an accurate picture of school life
  • Provide housing and transportation information (if necessary)
  • Communicate regularly and respond promptly to questions
  • Build early connection through updates and program communications

Travel and Arrival Preparation

  • Send detailed travel instructions and arrival logistics
  • Confirm arrival contacts and day-of-arrival procedures
  • Complete SEVIS validation promptly upon arrival

Compliance and Program Administration

  • Ensure policies are applied consistently and equitably
  • Understand tax, insurance, and regulatory obligations
  • Maintain required reporting to your sponsoring agency
  • Confirm understanding of travel and reentry rules during the program
  • Review return travel procedures and timelines

Ongoing Support and Engagement

  • Maintain open, consistent communication
  • Provide ongoing guidance and problem-solving support
  • Offer regular feedback and encouragement
  • Demonstrate cultural sensitivity and inclusion
  • Partner with your sponsor on any issues that arise
  • Reinforce program rules and exchange objectives
  • Support post-program travel planning where appropriate
  • Highlight international educators and cultural programming in school communications

 

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J-1 Teacher Arrival Host checklist

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