Student Interns

KSU departments and faculty members: Please know that in order for a student internship to be compliant with federal and KSU regulations, the internship opportunity you are providing must follow the guidelines below: 
The internship must be at least three weeks and no more than one year. 

• The internship must be at least 32 hours per week.
• The internship activities must take place on campus.
• All tasks assigned must be "necessary for the completion of the student internship program." [22 C.F.R. § 62.23(i)(8)(iv)]
• The student intern must be paid in accordance with the internship duties as determined by KSU's Human Resources, with a minimum of at least $7.25 per hour. 
• Internships of 1300 hours or more will be considered beneficial positions.
• The internship tasks may consist of no more than 20 percent clerical work. [22 C.F.R. § 62.23(i)(8)(iv)]
• The internship must expose the participant to "American techniques, methodologies, and technology," expand upon the participant's existing knowledge and skills, and "not duplicate the student intern's prior experience." [22 C.F.R. § 62.23(i)(2)(iii)]
• Internships cannot place a student intern in any position that involves the following [22 C.F.R. § 62.23(i)(8)(i)]: Unskilled or casual labor, child care or elder care, aviation,
• "Clinical positions or engaging in any other kind of work that involves patient care or contact, including any work that would require student interns to provide therapy, medication, or other clinical or medical care (e.g., sports or physical therapy, psychological counseling, nursing, dentistry, veterinary medicine, social work, speech therapy, or early childhood education)," or any "position, occupation, or business that could bring the Exchange Visitor Program or the Department into notoriety or disrepute." [22 C.F.R. § 62.23(i)(8)(ii)]
• The internship cannot "serve to fill a labor need" [22 C.F.R. § 62.23(i)(3)(ii)(B)]
• The internship must exist "solely to assist the student intern in achieving the objectives of his or her participation in a student internship program." [22 C.F.R. § 62.23(i)(3)(ii)(B)]
• The KSU Department of Faculty members must provide at least four cultural activity options for the student intern each month. These activities may be on- or off-campus, planned solely for the intern, or for the community at large.
• The internship must consist of "work-based learning," rather than "ordinary employment or unskilled labor." [22 C.F.R. § 62.23(i)(7)(i)]
• The internship cannot displace "American workers" (including full or part-time, temporary or permanent). [22 C.F.R. § 62.23(i)(3)(i)(B)]
• The internship must meet all requirements of the Fair Labor Standards Act (FLSA) and the Migrant and Seasonal Agricultural Worker Protection Act. [22 C.F.R. § 62.23(i)(3)(ii)(C)] 

1. The KSU department or faculty member and potential student intern discuss the details of the internship and complete the Eligibility for J-1 Student Internship Form located in the documentation section.
2. If the student intern will be paid, the KSU department initiates the hiring process with HR to work out employment details. Please note that the student intern must pass an international background check prior to beginning internship duties. If a department is not state-funded, the department will be required to pay for the background check. The approximate cost for an international background check is $300.
3. The KSU department issues an official offer letter, which the student intern signs and returns via email. The ISSS will also need confirmation from HR that a paid student intern has completed the hiring process before issuing any visa documents.
4. The student intern completes the KSU Application for a J-1 visa and submits the documents to the KSU department or faculty supervisor. The application includes: 
   • DS-2019 Application, which includes the Student Financial Statement, Transportation Waiver, Health Insurance Requirements, and Application Acknowledgement.
   • The faculty supervisor and department chair complete their part of the application, which includes certification and acknowledgment of responsibilities as well as information for the student intern's DS-7002, a Department of State document required for the J-1 visa's student intern category.  
   • A letter from the home institution/organization recommending the student intern’s participation in this student internship opportunity. Please see a sample letter on the forms section of the J-1 Student Intern page on our website.  
   • A copy of the identification page of the student intern’s passport  
   • Official university transcripts for the student intern’s current education level. If the transcripts are not in English, they must be accompanied by an official translation. We recommend you review these to identify any concerns regarding the student's academic qualifications for the internship opportunity.  
   • Proof of funding (if necessary).
   • Proof of English proficiency
5. The KSU department or faculty member submits the completed application package and an offer letter to the ISSS. Template offer letters can be found in the documentation section.
6. The ISSS creates the DS-7002 Training/Internship Placement Plan (T/IPP) and meets with the faculty supervisor for their signature on the document. Once signed, the department will forward it by email to the student intern for their signature.  
7. The ISSS issues the DS-2019 to the student along with the offer letter and original DS-7002 and notifies the KSU department. The student is responsible for arranging for the mail courier. 
   The student intern applies for the visa. Please see this website for information about the visa application and interview process.

• KSU does not offer housing to J-1 Student Interns. The KSU department hosting the intern should assist the intern in finding appropriate lodging during their stay. Some options are a homestay, an off-campus dormitory, an apartment, or an extended-stay hotel. Average costs for homestays, off-campus dormitories, or apartments are $800-$1000 per month. Extended-stay hotels average between $50-$100 per night. Please view the Housing Options page for more information.
• As KSU staff, student interns will be eligible for a faculty/staff meal plan if they desire. Please see the KSU University Dining website for more information.
• KSU offers free university transportation using the B.O.B.Big Owl Bus shuttle to certain locations. Visit Parking and Transportation for route and schedule information. Please note that the B.O.B. shuttleBig Owl Bus does not normally run when classes are not in session.
• KSU is also connected to the CobbLinc public bus system, with buses 40 and 45 servicing the Kennesaw campus and bus 10 servicing the Marietta campus. There are also several buses stopping at the Marietta Transfer Center, a half-mile walk from the Marietta campus. Please visit Parking and Transportation for route and schedule information. 

Obtaining a visa is only one step in the J-1 Student Intern process. KSU faculty members and the student interns must be compliant with the regulations throughout the student intern's time in the U.S. This includes: 

• The student intern must obtain adequate health insurance for the duration of the J-1 student internship program and submit the documentation to the KSU ISSS.
• The student intern must complete the visa check-in process with ISSS upon arrival. The KSU faculty member is responsible for arranging a time for check-in with ISSS.
• If paid, the student intern must attend KSU's Human Resources orientation, successfully pass the international background check, and receive a KSU ID card. Please note that the student intern may not begin their internship duties until the hiring process is completed. The paid student intern must apply for a Social Security number upon arrival. Please note that the student intern may not be paid until a copy of the Social Security card is on file. This can take approximately two weeks from the time the student intern applies for the SSN. The paid student intern must file taxes in accordance with federal and state deadlines.
• The KSU faculty member and student intern must each complete the mid-term evaluation and final evaluation forms.
• The KSU faculty member must offer at least four cultural activities on- or off-campus per month; the student intern should make every effort to attend the cultural activities.

As the faculty supervisor, you are required to report any changes to the student intern’s situation within 10 days, including:

• Changes in address, funding, site of activity, and department contact.  
• If the Exchange Visitor completes or withdraws from the program prior to the end date shown on his/her DS-2019.    
• If the department wishes to extend his/her program. Notify the ISSS at least 30 days prior to the Exchange Visitor’s current program end date. If the intern is paid, an extension may require a re-classification to a regular, benefitted position. Please consult with HR regarding an extension for paid interns. 

Complete ISSS-Required Evaluations. KSU is required by the Department of State and the Department of Homeland Security to retain mid-point and end-of-program evaluations of the student intern’s work. These forms can be accessed from the documentation section elsewhere on this page. Notify the ISSS when the J-1 completes his/her program at KSU and set up an appointment with the ISSS for a pre-departure meeting with the student intern at least two weeks before departure.