By Lindsay Marsh Coleman, Associate Director of Greenheart’s Career Advancement Program for Intern/Trainee
A Reminder for Host Organizations: Why Communication Is Critical in the J-1 Intern & Trainee Program
As a valued Host Organization in the BridgeUSA J-1 Intern and Trainee programs, we want to take a moment to reinforce the true purpose of these programs—and your critical role in ensuring their success.
The Intern and Trainee programs are not designed to fill labor shortages or serve as supplemental staffing. Instead, they are structured, educational exchange programs focused on professional development.
The Intent of the Intern & Trainee Programs
The J-1 Intern and Trainee programs are designed to provide participants with:
- Hands-on professional training
- Exposure to U.S. business practices
- Skill development in a specific occupational field
- Mentorship and guided learning through progressive training phases
Every participant’s experience must align with these objectives—not operational staffing needs.
The DS-7002 Training Plan (T/IPP): A Legal Obligation
The DS-7002 Training/Internship Placement Plan (T/IPP) is the foundation of each participant’s program. This document is:
- Reviewed and approved by the visa sponsor (Greenheart), Host Organization, phase supervisor, and participant
- Legally binding
- Required to be followed exactly—including content, duration, structure, and scheduling of each phase
Any changes to the training plan—no matter how small—must be reviewed and approved by Greenheart before they are implemented.
This includes changes to:
- Training content or duties
- Phase timing or duration
- Work schedules that impact training objectives
Addressing Performance Concerns Early and Correctly
If a participant is not meeting the objectives of a training phase, it is essential to act immediately and appropriately.
Host Organizations must:
- Address concerns directly with the participant
- Contact Greenheart as soon as concerns arise
- Document concerns internally and share documentation with Greenheart
Participants cannot be held back, delayed, or prevented from advancing to a future phase outlined in their T/IPP without informing and receiving approval from Greenheart.
Early communication allows Greenheart to:
- Provide guidance and support
- Adjust training plans when appropriate
- Ensure regulatory compliance
- Protect both the participant and Host Organization
The Role of the Phase Supervisor
Phase supervisors are expected to actively support and monitor participants throughout their training. With consistent supervision and feedback:
- Performance concerns should never come as a surprise
- Participants can course-correct in real time
- Training goals remain achievable and compliant
Ongoing mentorship and oversight are key components of a successful program.
Communication Is Not Optional—It’s Essential
Because formal evaluations occur only at the mid-point and final stages, regular communication with Greenheart is crucial throughout the program.
Please remember to:
- Complete mid-point and final evaluations on time
- Communicate concerns as soon as they arise, not months later
- Maintain consistent feedback loops with participants
- Monitor progress regularly against the approved T/IPP
In Summary
- The Intern and Trainee programs are training programs—not labor programs
- The DS-7002 T/IPP must be followed exactly
- Any changes require prior Greenheart approval
- Performance concerns must be addressed immediately and communicated
- Regular monitoring, feedback, and documentation protect everyone involved
Greenheart is your partner in ensuring these programs remain compliant, meaningful, and successful. When in doubt, communicate early and often. Voicing concerns promptly helps us support you—and your participant—every step of the way.
If you have questions or concerns at any point during a participant’s program, please contact Greenheart immediately.
Are you a U.S. business and interested in hosting international professionals to enrich your company with a global perspective? Visit HostGreenheartProfessionals.org to learn more.