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Foreign Exchange Guidelines

GUIDELINES FOR ADMISSION OF FOREIGN EXCHANGE STUDENTS

ST. MARY’S COUNTY PUBLIC SCHOOLS 

I. INTRODUCTION

The purpose of admitting exchange students in St. Mary’s County Public Schools (SMCPS) is to enhance their cultural and academic background by participating in an American school program for two full academic semesters. The experience of living with a host family and the exposure to the amenities of the community will enrich the cultural horizon of the exchange student.

The Department of Student Services with SMCPS monitors compliance with procedures and regulations for the admission of exchange students. Student Services works with local organizational representatives, school principals and other school staff to facilitate this review process.

II. DURATION OF THE PROGRAM

The maximum length of the program is two full academic semesters. Exchange students are not admitted for less than two full semesters of school.  The regular school year is from August to June. Exchange students are not admitted for less than one full semester of school. Applications for the admission of exchange students are accepted between April 15 and June 15 for the start of the upcoming academic school year.

The U.S. Department of State requires exchange students to return to their country of residency at the expiration of their visa status. Exchange students are expected to rejoin the secondary program of studies they were attending in their home country prior to their experience in SMCPS. Exchange students are not eligible to graduate from SMCPS but if eligible, will be able to participate in the graduation ceremony.

Foreign Exchange Students may be eligible to participate in school sports provided they were eligible at their prior school. The Head Coach has discretion over whether a foreign exchange student may try out, as other students who are already on the established team or trying out may be adversely affected. When an exchange student expresses an interest in playing a high school sport, he/she should make every effort to time his/her arrival prior to tryouts, or risk exclusion.

III.  ADMISSIONS PROCESS

The admission of exchange students in SMCPS is governed by SMCPS Regulation, JEC-R, Admission of Foreign Exchange Students and the Guidelines for the Admission of Exchange Students. The Application for Admission of Exchange Students in SMCPS, is the official document used for admission. Students will be considered for acceptance and enrollment on a space available basis.

Step One

The Local Organizational Representative (LOR) must fully complete each item of Part I on the Application for Admission of Exchange Students in SMCPS, and submit it with all the listed supporting documentation to the Department of Student Services between April 15 and June 15. Student Services will not review incomplete applications. The LOR must present all required documentation by June 15.

Supporting documentation includes:

Student's profile:  containing biographical data; activities, achievements and interests; teachers' and counselors' comments with regard to the student's abilities and academic background, work habits, etc.; school letter with regard to the student's behavior and ability to adapt to changes; immunizations; and any other related information.

Official school records for the two previous school years, and the first semester of the current year, if applicable, must be submitted. Official English translations are required if the original school records are recorded in another language.

Documentation indicating the student's English proficiency is required when the student's native language is not English. Students are expected to function independently in school without English language support. Examples of this documentation may include a student's written essays in English, teachers' statements and comments, etc.

The host parent must complete a Host Family Affidavit accepting responsibility for the student and provide proof of county residency.

Exchange students must meet immunization requirements for enrollment. 

The MDH 896 form shall be used to record compliance. 

Step Two

The LOR must present the entire Application for Admission of Exchange Students in SMCPS, the school letter with regards to student behavior and ability to adapt to changes, evidence that the student did not graduate, a completed MDH 896 immunization form,  and Host Family Affidavit by the last day of the respective deadline, June 15. Student Services will notify the LOR if the supporting documentation is incomplete as well as inform the LOR when the application is approved or denied.

Step Three

If requirements are met, the Department of Student Services will forward the application of the exchange student to the high school to which the host parent residence is districted.  The school principal will grant enrollment approval or denial. Notification of approval or denial for enrollment will be sent to the coordinator of the exchange program by the school principal or their designee preferably within two weeks of receipt of an application but no later than July 1. 

Step Four

If the application is approved, the host parent(s) will contact the registrar at the receiving school for a registration appointment upon the student's arrival. At least one host parent must be present during the registration.  

The following documents are to be presented at the time of registration:

  • Student's passport and visa
  • Official school records for the last school semester not previously presented
  • Student's immunization records (MDH 896)
  • An official picture ID from the host parent
  • Copy of Federal Form DS-2019: Certificate of Eligibility for Exchange Visitor (J-1) Status issued by the U.S. Department of State
  • Legal Identification (with photo ID) from the host parent and proof of St. Mary’s County Residency
  • Copy of Exchange Visitor Program exchange student ID card
Step Five

Placements are considered final. Only in hardship situations specific to the host family will a change in the exchange student's placement be considered. In this situation, the LOR must notify the Department of Student Services or designee in writing explaining details of the situation, identify the new host family within the same school district, file another Application for Exchange Students with the Department of Student Services and present the required supporting documentation related to the prospective host parents.

The Department of Student Services will review the new application and supporting documentation and approve the  change of living arrangements according to the circumstances of each case. SMCPS transfer request regulations are not applicable for exchange students.

IV.   APPLICANT'S REQUIREMENTS

  1. All applicants must have a J-1 visa for the duration of the placement. SMCPS does not admit foreign students with any other type of immigration status who are sponsored by student exchange organizations, including students under the visa waiver program who are allowed to stay in the United States for a maximum of 90 days or students with B-1 or B-2 Visitor's Visa.
  2. Applicants must be enrolled in a secondary school program in their country of residency and must be at least 16 years of age at the time of enrollment in SMCPS. Applicants who have graduated from an equivalent of high school are not eligible for admission in SMCPS.
  3. Applicants must have appropriate academic credentials, a grade of B or better average in a high school program, written evidence of appropriate behavior, and the ability to adapt to a different school and living environment.
  4. Applicants must demonstrate ability to function academically in English without the support of an English Language Learner Program (ELL).
  5. Applicants must meet the Maryland State health requirements for students enrolled in public schools. (MDH 896); Physical Examination Form
  6. Applicants must comply with SMCPS rules and regulations during the entire period of their stay.

V.   HOST FAMILY REQUIREMENTS

  1. The host parents must reside in St. Mary’s County and must not have a family relationship with the prospective exchange student.
  2. All adult members (18 years or older) of the host family in contact with the exchange student must meet the requirements of the U.S. Department of State, including presentation of criminal background checks to the exchange program organization.
  3. Host parents must complete the Host Family Affidavit and assume responsibility for the exchange student during the full period of stay. SMCPS does not accept temporary placement or interim host parents.

VI.  EXCHANGE PROGRAM ORGANIZATION REQUIREMENTS

  1. The exchange program organization must be authorized by the U.S. Department of State and comply with all current regulations of the U.S. Department of State with regard to their obligation to obtain criminal background checks and review local sex offender registry reports related to adults (18 years or older) living in the residence of the host family and from the LOR.
  2. The exchange program organization is responsible for obtaining a J-1 exchange visa for each eligible applicant for the duration of the program. Applicants must have a J-1 visa for the duration of the instructional program.
  3. The exchange program organization must have the official approval of the Council on Standards for International Educational Travel (CSIET). CSIET's address is 1800 Diagonal Road, Ste. 600, Alexandria, Virginia 22314. The telephone number is (703) 739-9050.
  4. The exchange program must adhere to rules and procedures established by SMCPS Regulation, JEC-R, Admission of Foreign Exchange Students and the Guidelines for the Admission of Exchange Students in St. Mary's County Public Schools.
  5. The exchange program organization will send a letter of credentials to the Department of Student Services each year, presenting its LOR. This letter must indicate the LOR's name, address, and telephone number. It must also state that the LOR successfully completed the training required by the U.S. Department of State. The exchange program organization must inform the Department of Student Services of any changes of the LOR's status.

VII.  LOCAL ORGANIZATIONAL REPRESENTATIVE (LOR) REQUIREMENTS

  1. The LOR must reside within a 60 mile geographical radius of St. Mary’s County.
  2. The LOR is responsible for completing and signing the SMCPS form, Application for Admission of Exchange Students and presenting the required supporting documentation with the application within the time frame of April 15 - June 15.
  3. The LOR is responsible for confirming host parents for each exchange student according to the regulations of the U.S. Department of State. SMCPS does not accept interim host parents or temporary living arrangements. In case of extreme/hardship situations that may result in the change of host family, the LOR is responsible for notifying the Department of Student Services in writing explaining the details of the situation, finding a new host family within the same school district, filing another Application for Admission of Exchange Students form with the Department of Student Services and presenting the required supporting documentation related to the prospective host parents.
  4. The LOR is responsible for informing prospective students and host parents of regulations governing the admission of exchange students required by the U.S. State Department and SMCPS.