Department for Educational Research and Design
Office of International Student Exchanges
Amy Flynn, Director
1829 Denver West Drive, Building 27
Golden, Colorado, 80401
Phone: 303-982-8939
Fax: 303-982-6993
Email:aflynn@jeffco.k12.co.us
9 September, 2014
Dear International Student Exchange Agency Leader:
I am writing to invite your agency to apply for inclusion on Jefferson County Public Schools’ list of agencies
approved to place international exchange students in our district’s twenty high schools. All interested
agencies, including those currently approved, must apply on an annual basis. The application process includes
this requirement to attend our annual agency informational meeting to learn about Jeffco’s student exchange
program and expectations. All agencies who wish to apply for Jeffco’s approved list and to place
international exchange students in Jefferson County schools for the 2015-16 school year must have a local,
metro Denver area based representative at this meeting.
This meeting will be held:
Thursday, December 4, 2014, 10:00 a.m. - 11:30 a.m.
Jeffco Ed Center
1829 Denver West Drive, Bldg. 27, Room 4E, Golden, CO 80401
(I-70 to Denver West Blvd., west across I-70 onto Denver West Marriott Blvd. – turn left onto Denver West
Parkway, turn left at four-way stop onto Denver West Drive. The building 27 entrance faces I-70.)
Please RSVP to me by Friday, November 28, 2014 with the name of your agency and the number of
representatives who will attend.
During the meeting, we will review the Jefferson County School District exchange program policies, the agency
application process, and important deadlines. There will also be time for a question and answer session.
December 4th is also the deadline for agencies to complete and submit the following three documents. All of
these forms are included with this letter.
1. Agency Application (Please be sure to include all explanatory program material or samples
requested in the application.)
2. Contact Information Form
3. Affirmation of Agreement
Please send all of the above items to me at the address above via U.S. mail, email or fax, or your local
representative can bring them to the December 4th meeting.
I look forward to working with you in my role as the liaison between Jefferson County Public Schools and our
partner exchange agencies. In the meantime, please don't hesitate to contact me if you have any questions.
Best regards,
Amy Flynn, M.A.
Director of International Student Exchanges
DISTRICT REGULATION
JFABB-R
ADMISSION OF EXCHANGE AND
INTERNATIONAL STUDENTS
Adopted: June 26, 1997
Revised: September, 2013
International Exchange Program Requirements
To be considered for approval by the Jefferson County Schools, international student exchange
programs must meet the following minimum requirements:
1. The program must be designated by the United States Department of State as a secondary
student exchange visitor program, also called the high school exchange program and must
currently be in good standing with the United States Department of State.
2. The program must be approved by and in good standing with the Council on Standards for
International Educational Travel (CSIET).
3. Jefferson County civic organizations may be exempt from numbers one and two above but will
be expected to comply with all other requirements which apply to international exchange
organizations.
4. The program must have a local representative who resides within the greater metropolitan
Denver area and who will meet with school personnel, the student and the host family on a
regular basis.
5. The exchange organization must provide outbound exchange opportunities for American
students just as it provides inbound exchange opportunities for students from other countries.
The local representative must supply each high school with literature about its outbound
programs and offer to talk with interested students about those programs.
6. Orientation, both pre-departure and upon arrival in the United States, must be provided to help
international exchange students adjust to a new culture and, perhaps, language. Ongoing
contact and support from the local representative of the exchange organization must also be
provided.
7. Orientation must be provided to the host family in advance of the international exchange
student's arrival. The family should be acquainted with the needs and requirements of housing
a visitor for a long period of time, advised of potential problems in hosting an exchange
student, and provided with suggestions for coping with these problems. Ongoing contact and
support from the local representative of the exchange organization must also be provided.
8. The program annually must submit an application for approval to the appropriate District official
assigned to coordinate and evaluate the program. The application format will be prescribed by
the District. Applications are due by a date in the month of December to be determined by the
Coordinator for consideration for the following school year. Applications will be reviewed by
the International Exchange Student Program Advisory Committee and agencies will be
informed of their decision. This committee will be chaired by the program coordinator and will
include a central administrator and a parent. The committee may also include appropriate
school based administrators and counselors.
International Exchange Student Admission Requirements
The District regards students sponsored by District-approved international exchange organizations
and those privately sponsored by Jefferson County legal adult residents as international exchange
students, though the former will be seeking admission under J-1 visas and the latter under F-1 visas.
International exchange organizations designated by the United States Department of State may issue
the IAP-66, which is required to obtain a J-1 visa, after a student is granted permission to attend a
Jefferson County school by the program coordinator. The Grants and Entitlement Program Office of
the Jefferson County Schools may issue the I-20, which is required to obtain an F-1 visa, after a
student is granted permission to attend a Jefferson County school. Regardless of the type of visa,
international exchange students must meet criteria 1-6 below.
1. The student must not have turned 19 years of age before September 15 of the year of
enrollment in a Jefferson County school.
2. The student must not have graduated from high school or its equivalent.
3. The student must reside with a legal adult resident of the Jefferson County School District.
Every effort should be made to place international exchange students with host families where
one or more students from that family attend the same school the exchange student will
attend.
4. The student must have sufficient knowledge of the English language to enable effective oral
and written communication, to use instructional materials and textbooks printed in English and
to function in the regular educational program without special professional assistance.
5. The student must have average or above-average grades in the student's home school and
must not be receiving special professional assistance to function in the regular academic
program.
6. To request admission the international exchange organization or privately sponsored
international exchange student must submit the following documents:
a. A completed Jeffco International Exchange Student Admission Request Form.
b. A copy of the face page of the host family agency application.
c. Three years of official transcripts and/or records of prior education from the student's
home school and an English translation of the same documents. The records should
reflect courses taken and grades/credits earned. Evidence that the student has
successfully completed a minimum of three years of instruction in the English language,
which includes speaking and listening as well as reading and writing.
d. Evidence of required immunizations.
e. Proof of English language proficiency: evidence the student has passed a test of
English language proficiency, such as the SLEP, TOEFL or FSI, at a level of proficient
or higher. For the SLEP test, that is a rating of 48 or higher.
f. A written application or a letter of application from the potential international exchange
student to the district or school. This application/letter should provide pertinent
information about the student (e.g., name, age, birth date, home country, level of
education), the student's reasons for wanting to attend school in Jefferson County and
the projected duration of enrollment. The name, address and phone number(s) of the
international exchange student's own parents/guardians, the host family and the local
international exchange program representative.
g. Two character references, one must be from the student's English language teacher
documenting the type of instruction the student has had and the student's level of
proficiency and one from someone who has been acquainted with the student for at
least one year.
Placement of International Exchange Students in the Schools
Only international exchange students who are sponsored by district-approved international exchange
organizations or sponsored privately by a legal adult resident of Jefferson County and who have met
the criteria outlined in the previous section may seek admission to the Jefferson County Schools.
1. All completed applications with supporting documentation are to be submitted to the Program
Coordinator by May for the first semester. Enrollment commencing the second semester will
be permitted only by special approval of the Coordinator(s). Applications for second semester
should be finalized by November 1. If special circumstances require waiving these deadlines,
arrangements must be made with the Coordinator.
2. All applications will be screened by the Program Coordinator.
3. An international exchange student may not be enrolled in a Jefferson County school without
prior written approval from the appropriate Program Coordinator.
4. Upon the international exchange student's arrival in Jefferson County, the adult sponsor (host
family and/or local representative of the exchange organization) and student must go to the
school the student has been authorized to attend to complete the enrollment process.
International exchange students must arrive in sufficient time for attendance on the first day of school.
International Exchange Student Placement Limitations
Only a limited number of students can be afforded this opportunity each year. Therefore:
1. Enrollment of international exchange students in each Jefferson County school is limited to
one international exchange student per each 250 students. At the principal's discretion, this
recommended limit may be increased, but the number of international exchange students may
not exceed 1% of the school's enrollment.
2. To enhance the cultural diversity international exchange students bring to a school, no more
than two students of the same nationality will be accepted for each school.
3. So that all high schools may have the opportunity to share in the experience of hosting
international exchange students, exchange organizations are asked to disperse the students
they are sponsoring throughout the District's high schools. A maximum of four students
sponsored by any exchange organization may be placed in a single school and no more than
two of these students may be of the same nationality.
4. If there is greater demand by international exchange organizations for admission of students
than can be accommodated by the District's schools, specific limits may be given to
organizations. Limitations may also be placed on new organizations and organizations
approved on a conditional basis.
5. For the District to consider a double placement, i.e. two international exchange student's with
the same family, the following people and agencies need to agree, in writing, prior to the
students' placements:
1. The exchange agency(s) involved
2. The parents of both exchange students
3. The American host family
4. Jefferson County Public Schools
Written agreements must be included in the students' applications when they are submitted to
the program coordinator. In addition, the U.S. State Department must be notified by the
exchange agency(s) of the agreement of all parties to the double placement.
Status/Academic/Graduation Standards for International Exchange Students
1. International exchange students will be treated as regular students. They are responsible for
complying with district policies and regulations regarding attendance, academic standards,
responsibilities and rights, discipline and graduation requirements.
2. International exchange students are expected to take five classes per term including one
language arts/English class and one American history and/or government class and are
expected to maintain passing grades in all classes.
3. High school-aged international exchange students enrolled for one school year or less will be
classified as juniors. They will earn grades and receive credit for courses successfully
completed but will not be included on the cumulative academic class ranking.
4. Exchange students are not eligible to receive scholastic awards but may be eligible to receive
extracurricular awards. Exceptions will be made for privately sponsored international exchange
students enrolled for two school years or longer and meeting all graduation requirements.
5. International exchange students are eligible to receive a Jefferson County diploma only if they
meet all graduation requirements as prescribed by Board policy on graduation requirements. It
is difficult for most international exchange students enrolled for only one year or less to meet
these requirements, particularly the social studies and language arts requirements. At the
discretion of the individual school, the international exchange student not meeting graduation
requirements may still be formally recognized and may receive an honorary certificate for
attendance.
6. The eligibility requirements of the Colorado High School Activities Association will be followed.
Interested parties should refer to the CHSAA Bylaws, Article 18, Section 1860 - Foreign
Students.
7. International exchange students are expected to pay for all lunches, book, athletic, student
activity and other fees, yearbook costs, and all other school-incurred expenses that are
expected of other students in the Jefferson County schools. District or group activity funds will
not be allowed for these expenses, and there will be no fee waivers or reduced prices.
8. The District will not provide international exchange students with admission to such programs
as special education for handicapped pupils, Jefferson County Pregnancy and Parenting
Program, English as a second language or Warren Occupational Technical Center, unless
tuition for the unsubsidized per capita cost is paid by the student. Under no circumstances will
the district pay tuition for international exchange students to attend other schools or institutions
of higher education.
Responsibilities of Private Sponsors, Exchange Organizations and Host Families
Private sponsors, exchange organizations and host families are in loco parentis with respect to adult
supervision of international exchange students. The following are specific responsibilities, which the
district expects these adults to assume:
1. The private sponsor, host family and local coordinator for the exchange organization must
maintain personal contact with the school and must be available and willing to meet with
school personnel when problems or situations require it.
2. If an international exchange student's English proficiency is found to be insufficient to function
in the regular instructional program without special professional assistance, the exchange
organization or the private sponsor must provide a tutor or make other educational
arrangements for the student at their expense according to the student's need.
3. The exchange organization or private sponsor must assume the final responsibility for
resolving problems including, if necessary, the early return home of the international exchange
student because of personal, family or school difficulties which cannot be resolved.
4. If a student's grades, attendance and/or behavior are deemed unsatisfactory by school
officials, the international exchange student may be withdrawn from school and the United
States Department of Justice, Immigration and Naturalization Service will be advised
immediately.
Suspension, Revocation or Dismissal
Exchange organizations, private sponsors, host families and/or international exchange students found
to be in violation of any of the Jefferson County Public Schools policies and regulations are subject to
having their relationship with the district terminated.
Jefferson County School District R-1
Jefferson County, Colorado
JEFFERSON COUNTY INTERNATIONAL STUDENT EXCHANGE
AGENCY APPLICATION FOR APPROVAL
AGENCY NAME:____________________________
SCHOOL YEAR: 2015-2016
Exchange – visitor (J-1) Agency Request to Place International Exchange Students
ORGANIZATION: Structure and History
1.
Is this organization designated as a teenage-exchange-visitor program by the United States State
Department?
_____Yes
_____No
If yes, when was this designation received and what is the current status of the organization with the
United States State Department?
Date: __________
2.
Is this organization approved by the Council on Standards for International Educational Travel (CSIET)?
_____Yes
3.
Status: ____________________
_____No
If this organization is not designated by the State Department and/or is not approved by CSIET, please
describe the status and history of this organization as an international exchange program. Be sure to
indicate where the organization is headquartered and incorporated and whether the program has profit
or nonprofit status.
___________________________________________________________________________________
___________________________________________________________________________________
4.
5.
___________________________________________________________________________________
Is this organization known by any other names? If so, what?
___________________________________________________________________________________
What countries are involved in this organization's international student exchange program? Which cities
and states in the USA are involved?
___________________________________________________________________________________
___________________________________________________________________________________
6.
How long has this program operated in Colorado?
_______________
Please provide the names, addresses and phone numbers of three persons who may be contacted as
references. The references should include a school administrator and a host family and may not include
persons directly associated with the organization.
Name: _____________________________________________________________________________
Address: _____________________________________________________________________________
Phone Number: ___________________________ Email: _____________________________________
Name: _____________________________________________________________________________
Address: _____________________________________________________________________________
Phone Number: ___________________________ Email: _____________________________________
Name: _____________________________________________________________________________
Address: _____________________________________________________________________________
Phone Number: ___________________________ Email: _____________________________________
7.
How many students from other countries have participated in this organization's inbound student
exchange programs in the last three years? _______________
How many of these students have come to Colorado schools? _______________
8.
How many American students have participated in this organization's outbound student exchange
program in the last three years? _______________
How many of these were Colorado students? _______________
9.
Does this organization place students recruited by other organizations?
_____Yes
_____No
10. What are the goals and objectives of this international student exchange program and how are they
achieved?
___________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
INBOUND STUDENTS: Program Design
1.
How are host families in Jefferson County recruited for this program and what are the criteria for
acceptance? Please submit a copy of the host family application and interview forms.
___________________________________________________________________________________
___________________________________________________________________________________
2.
___________________________________________________________________________________
How are students from other countries recruited for the program and what are the criteria for
acceptance in the program? Please submit a copy of the student application form.
___________________________________________________________________________________
___________________________________________________________________________________
4.
___________________________________________________________________________________
How does this program assess English language proficiency? What criteria does your program use to
determine a student's capability to use effective oral and written communication, to use instructional
materials and textbooks printed in English, and to function in the regular educational program with
special professional assistance? How does your organization handle the situation where a student is
unable to function in the regular program because his/her English is found to be insufficient?
___________________________________________________________________________________
5.
___________________________________________________________________________________
Does your organization have access to the Secondary Level English Proficiency (SLEP) test?
_____Yes
6.
_____No
If the answer is no, is your organization willing to purchase SLEP examination materials to measure
students' English language proficiency?*
_____Yes
_____No
*Secondary Level English Proficiency Test- SLEP
Order Service Section, L02, P.O. Box 6158
Princeton, NJ 08541-6158
Telephone: 609-406-5090
Or
ELTIS – English Language Test for International Students
Ballard & Tighe, Publishers
7.
What type of orientation and ongoing support does this organization provide for international exchange
students, their host families, and schools? Please provide copies of any handbooks or other support
materials.
___________________________________________________________________________________
___________________________________________________________________________________
8.
___________________________________________________________________________________
What program personnel are available for assistance to international exchange students, their host
families, and their host schools in case of questions, problems, or emergencies?
___________________________________________________________________________________
___________________________________________________________________________________
9.
___________________________________________________________________________________
What training do local representatives receive to prepare and assist them in their work with international
students, host families, and schools?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
INBOUND STUDENTS: Program Safety
1.
What provisions are made for health care of an inbound international exchange student sponsored by
this program?
___________________________________________________________________________________
___________________________________________________________________________________
2.
___________________________________________________________________________________
What accident/health insurance is provided for an inbound international exchange student sponsored by
this program?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
3.
What are your policies regarding inbound international exchange student conduct and school
performance?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
OUTBOUND STUDENTS: Program Design
1.
What opportunities are there for Jefferson County Public Schools' students to travel and live in another
country under the auspices of this program?
___________________________________________________________________________________
___________________________________________________________________________________
2.
___________________________________________________________________________________
How are host families in other countries recruited for this program and what are the criteria for
acceptance? Please submit a copy of the host family application and interview forms.
___________________________________________________________________________________
___________________________________________________________________________________
3.
___________________________________________________________________________________
How are students from Jefferson County Public Schools recruited for this program and what are the
criteria for acceptance? Please submit a copy of the student application form and recruitment materials.
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
OUTBOUND STUDENTS: Program Safety
1.
What provisions are made for health care of an outbound American exchange student sponsored by this
program?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
2.
What accident/health insurance is provided for an outbound American exchange student sponsored by
this program?
___________________________________________________________________________________
___________________________________________________________________________________
3.
___________________________________________________________________________________
What are your policies regarding outbound American exchange student conduct and school
performance?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
PROGRAM COSTS
1. What are the itemized and total program costs in American dollars for an inbound exchange student
sponsored by this program? (e.g., travel, insurance, program fees, etc.)
TOTALS
Item
_______________________________
Cost
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
2. What are the itemized and total program costs in American dollars for an outbound Jefferson County
Schools student sponsored by this program? (e.g., travel, insurance, program fees, etc.)
TOTALS
Item
_______________________________
Cost
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
3. What is the cost of this program to a Jefferson County host family?
___________________________________________________________________________________
4.
Does a Jefferson County host family receive a stipend for hosting an inbound student?
_____Yes
5.
_____No
What arrangements are in place in the event a student must be sent home before the conclusion of the
program?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
PROGRAM PROJECTIONS
If this program is accepted by the Jefferson County Public Schools for the next school year…
1.
How many inbound students would you like to enroll, and in which schools would you like to place them?
Jefferson County places international exchange students on a space available basis in the district’s regular
public and charter high schools only. We do not place students in surrounding school districts nor in any
private, parochial or option schools
___________________________________________________________________________________
2.
How many outbound Jefferson County Schools' students could be accommodated by this program?
___________________________________________________________________________________
JEFFERSON COUNTY INTERNATIONAL STUDENT EXCHANGE
AGENCY REPRESENTATIVES CONTACT INFORMATION
SCHOOL YEAR 2015-2016
Name of Organization: ______________________________________________________________
National Director: _________________________________________________________________
Street Address ____________________________________________________________________
City/State/Zip
____________________________________________________________________
Phone _______________________________ Fax ________________________________________
Email ____________________________________________________________________________
Area/Regional Coordinator: __________________________________________________________
Street Address ____________________________________________________________________
City/State/Zip
____________________________________________________________________
Phone _______________________________ Fax ________________________________________
Email ____________________________________________________________________________
Local Representative: _______________________________________________________________
Street Address ____________________________________________________________________
City/State/Zip
____________________________________________________________________
Phone _______________________________ Fax ________________________________________
Email ____________________________________________________________________________
Local Representative: _______________________________________________________________
Street Address ____________________________________________________________________
City/State/Zip
____________________________________________________________________
Phone _______________________________ Fax ________________________________________
Email ____________________________________________________________________________
Submitted by: _____________________________________________________________________
Date: ____________________________________________________________________________
---------------------------------------------------------------------------------------------------------------------------Submit this form to:
Amy Flynn, Director of International Student Exchanges
Jefferson County Public Schools
1829 Denver West Drive, Building 27, PO Box 4001, Golden, CO 80401
Fax: 303-982-6993
Phone: 303-982-8939
Email: aflynn@jeffco.k12.co.us
Agency Representatives Contact Info., Revised 9/2014
This document replaces earlier versions.
JEFFERSON COUNTY INTERNATIONAL STUDENT EXCHANGE
LOCAL REPRESENTATIVES’ AFFIRMATION AGREEMENT
SCHOOL YEAR 2015-2016
I, ___________________________________________________________, a Representative for
______________________________________________________ (Exchange Agency), AFFIRM:
that I will abide by the policy and regulations of the Jefferson County Schools' Board of Education
regarding the Admission of International Exchange Students;
that I will place international students in Jefferson County after acceptance by the district’s Exchange
Program Coordinator, not before; and,
that I will inform the district’s Exchange Program Coordinator of any changes in host families after
initial placement.
Representative's Name (Printed) _____________________________________________________
Street Address ___________________________________________________________________
City/State/Zip
___________________________________________________________________
Phone _______________________________ Fax _______________________________________
Email ___________________________________________________________________________
Signature ________________________________________________________________________
Date ____________________________________________________________________________
Submit this form to:
Amy Flynn, Director of International Student Exchanges
Jefferson County Public Schools
1829 Denver West Drive, Building #27
Golden, Colorado, 80401
Phone: 303-982-8939
Fax: 303-982-6993
Email: aflynn@jeffco.k12.co.us
Agency Representatives Affirmation, Revised 9/14
This document replaces earlier versions.