Application procedure from start to finish

1. Agent will ensure the employer details are complete on the “Employer Information” tab on the shared Google Doc. ERDT will use these details to get the Job Offer and Housing Plan directly from the employer. Agent should inform employer to look for ERDT’s email and reply promptly.

2. ERDT will place a Dropbox link containing the ERDT Job Offer(s), ERDT Housing Plan, housing photos, and a copy of the employer’s housing agreement (if applicable) into the Google Doc. The Job Offer and Housing Plan are for upload into the system; the other materials are for students to review prior to submitting their application.

3. Agent will invite the student to the Hanover application system by clicking "Create Participant," or “Add A New Participant.”

   • If student is a repeat applicant and the same email address is used, this will create a new application for them under their existing login.

   • Advise the student to check their spam if they don't see the invitation.

4. Participant should complete "Participant Information,” “Documents” and “Participant Agreement” sections in their Hanover application.

5. Participant should ensure their email and a number where they can receive SMS messages are kept updated in Hanover (profile icon in the top right corner of the screen) at all times until the end of their J1 program.

6. Agent should review the “Participant Information” and “Documents” section of each participant’s application. This can help avoid application rejection, or errors on the DS-2019 form.

7. Agent should interview the student in person or by video chat (never by phone) and enter all notes in “Interview Notes” in Hanover.

8. Student should review and check the application for errors, then submit it. Only the student can submit.

9. Agent should complete the “Placement Information” tab on the shared Google Doc. Appropriate program start and end dates should be determined using:

   • The official program dates set by the embassy

   • The info from the employer on the ERDT Job Offer

   • The dates in the "Participant Information" section of the application

   • Any additional info you have from speaking to the participant about his/her personal schedule

10. ERDT will review and accept the application, will verify the placement with the employer, and, after SEVIS processing, will give the agent the ability to send the DS form to the student via Hanover.

11. Agent should have students check DS-2019 forms for errors, pay SEVIS and schedule the visa appointment, completing the “Visa Information” section in each Hanover application.

12. Once a student is approved for a visa:

    • The “Visa Information” section in Hanover should be updated;

    • The “Flight Information” section in Hanover should be completed by the student;

    • Insurance should be arranged and proof uploaded into “Documents” in Hanover;

    • It should be determined whether the participant is available to attend the group Pre-Arrival Orientation, or whether he/she will need an individual orientation. Once the orientation is complete, the participant should complete the Pre-Arrival Orientation section in Hanover.

13. If a student is denied a visa:

    1. The “Visa Information” section in Hanover should be updated;

    2. You must send an email to ERDT to inform whether the student should be canceled.