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FLTA - Pre-Arrival Information

Thank you for serving as a host and supervisor to the FLTAs at your institution! Without your support, this critical U.S. Department of State Exchange Visitor Program would not be possible.

The purpose of the FLTA Supervisor Toolkit is to provide you with the resources and information needed to lay the groundwork for a productive and enriching year. It provides information on how to prepare for the FLTA’s arrival, on the policies and procedures that the FLTAs must follow, on how to work with the IIE advisor, on FLTA best practices, and on how to navigate common issues that might arise during the year.

Please direct any questions to the appropriate IIE Advisor.

We hope that you are excited to welcome your FLTA to the U.S. very soon! Review the following pre-arrival resources at least two months prior to the start of the Fall term to ensure that you and your FLTA are prepared for a successful and enriching year.

Prepare for Your FLTA’s Arrival

Planning and communication during the first two to three months before your FLTA’s arrival can lay the groundwork for a positive, productive year. Follow these steps to start the year off right:

  1. Communicate regularly with your FLTA and inform them if you will have limited access to email due to travel plans. If you will be unreachable for an extended period, name an available contact to address inquiries. See Communicate with Your FLTA below for topics to discuss.

  2. Review and understand your FLTA’s Terms of Appointment (TOA). IIE will distribute the TOAs to you during the summer.

  3. Request a completed medical form and any required immunizations or tests from your FLTA if you do not already have them. Submit the form to your institution’s health services center so they can determine whether the FLTA meets your institution’s medical requirements. If the FLTA medical form is not acceptable, remind them that they must submit your institution’s form. FLTAs must be informed if they do not meet your requirements before arriving in the U.S.

  4. Request your FLTA’s itinerary. Someone should greet the FLTA at the airport if possible. If this is not possible, provide explicit instructions on transportation from the airport.

  5. Prepare for questions about housing. Housing concerns FLTAs more than any other issue. The TOA outlines the FLTA’s housing arrangements. If FLTAs must locate housing on their own, we recommend arranging temporary lodging for them so they know they will have accommodations while they search for permanent housing. It is critical that the FLTA knows where they will stay their first nights on campus.

    • If a housing application fee is required, the FLTA will be responsible for paying this. This may be difficult to pay from their country, so we recommend extending fee or deposit deadlines if possible. If this is not possible, IIE may be able to pay the fee and deduct the amount from the FLTA’s stipend. Contact the appropriate IIE Advisor for details.

    • If IIE is paying for on-campus housing, invoices should be sent to GlobalProgramOperations@iie.org.

  6. Help the FLTA register for courses, and notify the Bursar’s Office of the tuition waiver.

  7. Notify the following offices that FLTA(s) will be on campus:

    • The Registrar’s office

    • The International Student and Scholar Services Office

    • The Housing Office

    • The Office of Student Life

    • The Health Center

    • The Campus Police Office

  8. Consider developing your own checklist to send to the FLTA prior to their arrival. They will appreciate knowing what they must do before and after arriving on campus.

 

Communicate with Your FLTA During the Summer

Your FLTA has been advised to contact you during the summer regarding the following topics to help ensure that they are prepared for their FLTA Program and that they have realistic expectations about their FLTA experience.

  • Travel to their host institution. Specific topics include the best route and mode of transportation, how they should spend their gap period, airport pickup, housing, and what materials they should bring from their home country.  

  • Life in their host community. FLTAs are asked to do thorough research on life in their host community and at their host campus and to contact you with any questions that arise. Topics that they might bring up range from transportation to community engagement.

  • Housing. Housing concerns FLTAs more than any other topic, so please be prepared to answer questions about this topic.

  • Access to housing and/or the meal plan during campus closures. If your FLTA will be living on campus and/ or using the campus meal plan, please be prepared to share the dates that these services will be unavailable.

  • FLTA Teaching Assistant responsibilities. Please be prepared to answer questions about your FLTA’s teaching assistant duties. FLTAs are informed that these duties are subject to change based on the needs of the department.

  • Financial considerations. If your institution is providing financial considerations, please be prepared to discuss payment terms, payment schedule, tax withholdings, and any paperwork that the FLTA will need to complete.

  • Medical form and immunizations. Please advise your FLTA on how to submit their medical form and any applicable immunization records to your institution.

Verify That You Are Prepared
Pre-Arrival Checklists

To ensure the FLTA’s safe and smooth arrival, the FLTA should have the following information before departing their country:

  • Address where they will be staying upon arrival, even if this is only temporary housing.

  • The complete contact information for their primary and secondary points of contact, including email and work, home, and mobile phone numbers.

  • The name, description, and complete contact information for the person who will greet them at the airport, or explicit instructions on transportation from the airport.


Prior to the FLTA’s arrival, the supervisors should have and understand the following:

  • The FLTA’s Terms of Appointment

  • The FLTA’s dossier, which includes transcripts

  • The FLTA’s summer orientation assignment and dates

  • The FLTA’s travel itinerary

  • An agreement regarding what materials the FLTA should bring to teach their language and culture. Host institutions should be willing to provide funds if they are requesting that the FLTA bring or ship many items.


Post-Arrival Checklist

Be prepared to complete the following steps after your FLTA arrives:

  • Sign the FLTA’s Initial Report within 15 days of the FLTA’s arrival on campus. See the “FLTA Policies and Procedures” section of this document for details. Your FLTA will present the form to you for your signature.

  • Arrange to have someone assist the FLTA in applying for a Social Security Number if possible. The FLTA must wait until they receive an email from their IIE advisor informing them that they may apply. If they apply early, their application will be rejected.

  • Consult with your business office regarding local and state tax obligations and whether the FLTA will need to complete any tax forms.

  • Provide suggestions about which banks offer the most convenient locations or services.

  • Identify colleagues who can share the management of the FLTA. We appreciate your attention to their concerns, but it can be a lot for one person and you may not always be available.

  • Arrange coverage for any FLTA responsibilities during the week of December 11-15, 2019, as the FLTA will be required to attend the Mid-Year Conference in Washington, DC during this time.