TraiNet and Visa Compliance System Support United States Agency for International Development

Frequently Asked Questions

Frequently Asked Questions fall into several categories. Please select from the list below:

Frequently Asked Questions for those traveling to the United States

What are the steps that must be taken to obtain a J-1 visa?

STEPS FOR PROCESSING PARTICIPANTS FOR TRAINING IN THE U.S. through the USAID/Cairo Training Office:

  1. Read through the ADS 252 and 253 (available here: http://www.usaid.gov/policy/ads/), including the Best Practices for Training.
  2. Send an email to Somaya Zakaria (sazakaria@usaid.gov or 2522-6842) to have two people on your implementing partner's staff approved as R1(initiator) and R2(verifier). Include in the email: activity name, contracting company or grantee's name, address, phone and fax in Egypt and U.S., TraiNet data entry operator (R1) name and e-mail address, and TraiNet data verifier (R2) name and e-mail address. If the R1 and R2 expect to be away for a length of time, nominate a back-up.
  3. Begin entering the data into TraiNet.
  4. Contact Institute for International Education (IIE) Sherine Hegab (shegab@iie-egypt.org, 2524-2172, 2524-2175, 010-013-5051) for information on using their optional Pre-Departure Services.
  5. Make arrangements for the following required items:
    1. Medical Examination: If the program is over 30 days, the participants must undergo a standardized medical exam at one of the 3 Medical Centers contracted by IIE. If the program is 30 days or less, the medical exam can be waived with CTO approval – but the participant still needs medical insurance and other forms (see 5.2). Medical exams are only valid for 4 months, so timing of this step is important.
      • Medical Waiver letter: If the medical exam reveals a pre-existing condition, a medical waiver letter will be produced (generally by the implementing partner), requiring the signature of the participant, supervisor at employing agency, and stamp of employing agency.
    2. Health Insurance: See http://trainet.usaid.org/HACIns/. All USAID participants in the U.S. are required to show proof of enrollment in either:
      • HAC Plan A; or
      • HAC Plan B; or
      • HAC Plan C (for programs under 30 days, if there is no medical exam) and proof of a comprehensive insurance plan (ie. Highway to Health) that is accepted in the U.S. and a signed form (HAC C Letter) accepting full responsibility for medical costs.
    3. English Language Verification: either
      • a standardized test such as CEPA (contact Fatma Naguib, fnaguib@usaid.gov, or see ADS 253 Mandatory Reference, English Language Proficiency); or
      • written attestation from the CTO or designee that the participants are presumed competent in English because of education or previous USAID training (see ADS 253 Mandatory Reference, English Language Proficiency); or
      • a written attestation from the CTO or designee that each participant's command of English is sufficient for the training event; or
      • information about the interpreters that will accompany the participants.
  6. Collect the following documents (R-3 Package) and ensure that they are properly signed:
    1. Training Program Information Sheet
    2. Nomination Letter: If there is an Egyptian Partner institution or U.S. university, this letter is written by the Partner institution and is addressed to the CTO. If there is no partner, a list of participants is sufficient. The letter should include:
      • Principal (and possibly alternate) participant list: each participant's complete name as written per passport
      • program title
      • course or training content
      • start/end dates
      • location (city/state)
      • objectives to be achieved upon return to Egypt
    3. Copy of front pages of each participant's passport
    4. Conditions of Sponsorship For J-1 Visa Holders AID 1381-6 (English)
      • Read, understood, and signed by Participant/Exchange Visitor after its conditions have been explained in detail by implementing partner.
      • Arabic version shared with participant if appropriate.
    5. Revised Security Risk and Fraud Inquiry Form (9/2007)
      • Signed by contractor/grantee after thorough review of participant identity/information.
    6. Stakeholder's Responsibility Form (10/2007)
      • Read, understood, and signed by participant and employer
  7. Scan and upload the R-3 documents (except the SRFI and the Conditions of Sponsorship) in Part 6 into the Visa Compliance System (VCS) for each participant. Then submit hard copies of the R-3 documents in Part 6 to Fatma Naguib, fnaguib@usaid.gov. They may be submitted before the medical exams and English language verification are complete.
  8. If all is in order, the R-3 Approver (at USAID/Cairo) will authorize the printing of the DS-2019 in Washington. The DS-2019 will be express mailed to USAID/Cairo for pick-up by the Contractor/Grantee or individual participant, who will then make arrangements for a visa interview with the Consular Section by calling Vodafone at 0900 70 600. There will be a number of Consular forms to fill out in connection with the visa process.
  9. File W-7 with IRS for each participant to apply for ITIN number. This can be done once in the U.S. but you may want to get passport/visa copies notarized at the Consular section before departure.
  10. Before participants depart, deliver the following final documentation to Fatma Naguib:
    1. Budget Worksheet
    2. Medical Forms and Waivers
    3. Proof of Health Insurance
    4. English Language Verification Information
    5. Any other required waivers
  11. Contact Somaya Zakaria (sazakaria@usaid.gov or 2522-6842) to schedule the mandatory Re-Entry Workshop (post-training evaluation session) with participants.
  12. Review US Based Training Checklist to be sure that all is complete.

Who needs a J1 visa to travel to the United States?

All Egyptians who are fully or partially funded by USAID, either through the mission or USAID/Washington, are required to acquire a J visa through USAID's training data systems, TraiNet and the VCS.

How much time does it take to get a J-1 visa?

To process your Egyptian exchange visitors via the VCS system and ensure they get a USAID J visa, you should start the process 60 to 90 days prior to the date of travel.

How can an exchange visitor confirm English language proficiency?

The ADS 253 Mandatory Reference on English Language Proficiency provides detailed instructions for verifying English Language Proficiency. For a summary of that provision, read the ADS253 Mandatory Reference.

However, you should read the full reference to ensure compliance. Here you may view the complete ADS 253 (not including the Mandatory Reference).

If the academic program includes English language instruction the Sponsoring Unit may approve the exchange visitor; such procedures must be approved in advance by the project Cognizant Technical Officer (CTO).

Can an exchange visitor (EV) get a waiver/exemption from English language testing?

The project CTO may exempt EVs from English language testing:

  • If their secondary and post-secondary education was conducted in English;
  • If in the 10 years preceding USAID-sponsored enrollment, they completed an academic degree taught in English;
  • Individuals who have published a minimum of five documents in English or who have made a minimum of five presentations in English;
  • If an English Language Proficiency Certification is provided, it includes personal attestation to the fact that a participant's command of the English Language is sufficient for the subject training in English.

Is the project CTO the only one who can issue an exemption?

No, the project CTO may determine to delegate all waiver/exemption decisions to the implementer. In this case, the project CTO must notify the implementer in writing of the determination.

What happens to those exchange visitors who are not competent in English?

For those EVs not presumed competent in English, Sponsoring Units or implementers must verify English language proficiency. Verification can occur in Academic programs, Technical programs, or short-term courses.

For Academic Programs:

  • TOEFL

For Technical Programs:

  • CEPA - Communicative English Proficiency Assessment

For programs at academic institutions that do not lead to a degree or degree programs, the Sponsoring Unit must ensure:

  • The American Language Institute/Georgetown University English Proficiency Test (EPT); or
  • The State Department's Test of English Language Proficiency (TELP)

For Short-term Courses and Conferences:

(* All English language tests used for USAID-sponsored EVs are valid for 12 months)