NAFSA members reported receiving the reminder email NAFSA has transcribed below, from Rebecca A. Pasini, the Department of State (DOS) Deputy Assistant Secretary for Private Sector Exchange, sent on or about November 20, 2025. The NAFSA transcription adds hyperlinks to the regulations cited in the email.
Dear Sponsor:
This is a reminder of the requirements for monitoring exchange visitors' participation in their exchange programs, as outlined in the regulations at 22 CFR 62.10(d), Monitoring of Exchange Visitors.
Sponsors are required to:
- Ensure that exchange visitors' activities align with the category indicated on their Form DS-2019.
- Monitor the physical location (site of activity) and the program progress and welfare of exchange visitors.
- Report the current addresses and phone numbers of exchange visitors in the SEVIS database.
Sponsors are also responsible for compliance with category-specific regulations and requirements.
The Department clarifies that sponsors must make contact with each exchange visitor to assess their program progress and document this contact. Sponsors must report any changes to an exchange visitor's program, address, and/or phone numbers in SEVIS within 10 business days of notification. Providing pre-arrival and arrival orientation information that emphasizes reporting requirements and explains how exchange visitors can fulfill them will enhance reporting timeliness and effectiveness.
Communication should elicit a response (in-person, in writing, by telephone, or via telephone message) that provides clarity regarding the exchange visitor's well-being. Sponsors are expected to proactively monitor exchange visitors' overall health, safety, and welfare, address issues identified during monitoring in a timely manner, provide assistance, and serve as information resources, facilitators, and counselors upon request. To support these responsibilities, sponsors should access incident report forms and incident reporting rubrics through Sponsor Resource Pages. These pages provide program-specific guidance and tools to help sponsors effectively fulfill their obligations under the Exchange Visitor Program. Key resource pages include:
- Academic Program Sponsors Resource Page
- Au Pair Program Resource Page
- Camp Counselor Program Resource Page
- Intern and Trainee Program Resource Page
- Physician Program Resource Page
- Secondary School Student Program Sponsor Resource Page
- Summer Work Travel Resource Page
- Teacher Program Resource Page
Proper record keeping is essential to comply with the requirements to furnish the Department with requested documents and cooperate with any inquiry or investigation per 22 CFR 62.10(e) and (f). Sponsors must inform host organizations about the Department's reporting process, virtual and in-person monitoring, and outreach. Sponsors must also be prepared to incorporate additional monitoring steps to efficiently resolve any problems brought to its attention. Sponsors must also document all efforts to resolve issues and attempts to contact non-responsive exchange visitors before termination, as well as retain all records related to their exchange visitor program and exchange visitors (to include accompanying spouse and dependents, if any) for a minimum of three years following the completion of each exchange visitor program as required by 22 CFR 62.10(g).
The Department appreciates sponsors’ continued efforts to ensure the success and safety of exchange visitors and their exchange visitor programs. Please direct any questions to [email protected].
Sincerely,
Rebecca A. Pasini
Deputy Assistant Secretary
for Private Sector Exchange