For many camps, hiring J-1 visa support and counselor staff has become a key part of annual hiring. But it’s not the same as hiring domestic employees. There are extra steps, unique challenges, and cultural considerations, and camps often ask: How do we get it right?

This two-part blog series provides clear, actionable steps and timelines to help camps engage international staff before they arrive. The months leading up to camp are critical for setting expectations, building connections, and preparing counselors for success. Consistent engagement reduces anxiety, increases retention, and ensures a smoother Day One.

Why Communication Matters: A Personal Story

Years ago, I interviewed for and accepted a managerial role at a summer camp. After the initial call and a few emails, communication stopped. For months, I wasn’t sure if I still had the job. Eventually, I accepted a local call center role just to be safe. Then, out of the blue, the camp emailed me with next steps. I quit the call center job and headed to NYC for the summer. It turned out well, but the lack of communication left a lasting impression.

For international staff, uncertainty like this can feel even more overwhelming. With visas, travel plans, and cultural adjustments on the line, silence can create unnecessary stress. That’s why proactive onboarding and communication are essential to retaining J-1 visa counselors.

Best Practices for Onboarding J-1 Visa Staff

Immediately After Hiring (Weeks 1–2)

• Welcome Message: Send a personalized email or video message.
• Introduce Key Contacts: Share the names of staff who will support them (HR, program director, camp director).
• Next Steps Checklist: Clearly outline paperwork, visa steps, and deadlines.

TO-DO: Send a welcome packet within 48 hours of hire, including a camp overview, key contacts, and a timeline of next steps.

1–2 Months After Hiring

• Consistent Communication: Create a routine (monthly newsletters, WhatsApp or Facebook group updates). Share camp news — new hires, construction updates, or fun program plans. Require staff to check group updates, and incentivize participation with a small financial bonus, like an added $50 to $100 to their first paycheck. This also helps gauge commitment.
• Get-to-Know-You Activities: Use short surveys (favorite camp song, hobbies, foods) and share responses to build community.
• Camp Culture Insights: Share a video introducing daily life — meals, cabins, camp traditions.

TO-DO: Create a private staff group for domestic and international counselors to connect early.

2–3 Months Before Camp

• Set Clear Expectations: Provide details about camp schedules, days off, curfews, and rules.
• Role Preparation: Share resources on handling homesickness, conflict resolution, and camper care.
• Visa Monitoring: Check progress on J1 visas — program payments, DS-2019 issuance, embassy interview results. Early monitoring prevents last-minute staffing issues.
• Cultural Competency Training: Offer cross-cultural workshops for both domestic and international staff. This prepares teams for cultural differences and improves communication.

TO-DO: Host virtual meet-and-greets for staff introductions, Q&A, and icebreakers.

1 Month Before Camp

• Confirm Practical Details: Review arrival logistics, packing lists, airport pickups, and safety guidelines.
• Mentorship Pairing: Match J-1 visa hires with returners for peer support.
• Countdown Engagement: Share weekly “camp countdown” updates to keep energy high.
  TO-DO: Send a final checklist covering travel, packing, and the first 72 hours at camp.

The Bigger Picture: Retaining and Preparing J-1 Visa Counselors

By keeping consistent touchpoints through email, staff groups, and virtual calls, camps show international counselors they are valued long before arrival. Adding cultural competency resources ensures staff feel prepared not only logistically, but also socially and culturally.

Onboarding international staff isn’t just about logistics, it’s about connection. Every email, call, and group update builds retention, reduces no-shows, and strengthens camp culture.

Don’t wait until Day One to build relationships. Start early, engage consistently, and your J-1 visa staff will arrive ready to succeed.

. . . and off you go!

Resource

• J-1 Visa Staff Engagement and Onboarding Checklist — Use this checklist to stay organized through every phase of the hiring and onboarding process for J-1 visa staff.

Photo courtesy of Camp Rock in Bloomington, IN

This blog was written on behalf of ACA's Project Real Job, whose goal is to support camps in their efforts to recruit, hire, and retain staff. 

Kelsy Melton has dedicated much of her life to culture exchange both personally and professionally. She has worked as a J-1 visa sponsor in the Intern, Trainee, and Camp Counselor visa categories. She has also worked with international recruitment agents producing candidates for these categories. Her educational background is in international management, earning her MBA at Université de Rennes (France) during which she took a Cultural Competency course that strengthened her foundation of cultural exchange. She has had the pleasure of living in Turkey, France, and The Netherlands, as well as extensive travel in neighboring areas. Kelsy can be reached at [email protected].