Helen Cook

GENERAL AND HELPFUL INFORMATION FOR NEW AND VETERAN HOST PARENTS

YOUR AU PAIR IS ARRIVING?   WHERE IS THE PICK-UP LOCATION?

Families in “Our Area” have a choice of three locations for “Au Pair Arrival”.   The most common choice is “WAYNE, PA” …

1)      Au Pair Training School  (Host Families Personally “Pick-Up Au Pair At School”), Campus of St. John’s University (Oakdale), 500 Montauk Highway, Oakdale, New York

*There is no charge for Au Pair Pick-Up at the Au Pair Training School

2)      New Jersey

3)      “WAYNE”  –  THE MOST COMMON PICK-UP (AU PAIR ARRIVAL) CHOICE.

Almost all families in “our group” choose to pick-up their newly arriving Au Pair at the “Wayne, PA” Location.

The Gateway Shopping Center

299 East Swedesford Road

Wayne, Pa.

(Bus Drop-Off in Front of Outback Steakhouse - Occasionally Rear of Outback)

(Approximate Cost for Wayne Arrival:   $95  (subject to change)

The Au Pairs arrive on a bus from the Au Pair Training School between approximately 1:15 p.m. and 2:00 p.m.   There will be a Cultural Care representative at the bus arrival point for assist you and/or to welcome the Au Pairs.

Please call the Bus Line –  1-800-590-1126 - about 12:00 p.m. to check to see if the bus is “on schedule”.   Please remember that delays may occur due to weather, traffic, or any other unforeseeable circumstances.

            Directions To Gateway Shopping Center

(Gateway Shopping Center is off Rt. 202 - about 2 miles south of King of Prussia Mall)

• From 202 South: Take the exit to North Valley Forge Rd. /West Valley Rd.
• Continue on E. Swedesford Rd.
• Turn Left at W. Valley Rd. Turn left at E. Swedesford Rd. to arrive at the

 Gateway Shopping Center, 299 E. Swedesford Rd. Wayne, PA.

LCC AVAILABILITY  

My job is to work equally for the Host Family and Au Pair. I am here to assist you. I am available on weekdays by phone at home 610-797-5887 or by cell 610-393-3919.  If I am not available, please leave a message and I will certainly return the call within 24 hours. I would ask that on weekends, before 9:00 a.m. or after 8:00 p.m. that the calls be for emergencies only (unless we have agreed to a specific time.) 

If you have an emergency, please call the Boston office at 1-800-333-6056 at any time. There is a representative of the Boston Office on duty 24 hours per day - but again - this emergency service is for “emergencies such as serious illness, accidents, hospitalizations, and events of that sort. 

You can email me at any time and I will return the email within 24 hours:   My emails are:                

            helenjanec@aol.com      or    helen.cook@lcc.cutluralcare.com

If I go out of town, I may email you to let you know the name of another LCC (who will usually be Mindi Hecklin of Doylestown who is available at 215-208-8598) who will be covering for me. If you need to speak to my manager, her name is Veronica Thibodeau.

 MONTHLY AU PAIR MEETINGS

 Each month I will hold an Au Pair meeting.  Au Pairs are required to attend unless they have an acceptable excuse (college class at the same time or they are out of town on vacation). “Working” for your Host Family is not an acceptable reason to miss a monthly meeting.  Host Families must give Au Pairs this time off and provide them transportation to and from the meeting.  I try to give both Au Pairs and Host Families as much lead time as I can and most meeting dates (not necessarily the activity) are planned from 3 to 6 months in advance.   Meeting Dates and Activities will be sent by email and postings on my website.  It is the Au Pair’s and the Host Family’s responsibility to record the meetings on their respective calendars.  Meetings are most often held on a Sunday (length of time for the meeting obviously depends on the activity).   There are no make-up meetings scheduled except for the more expensive meetings wherein an alternative meeting (often on a Thursday night and just consisting of “Coffee and Conversation” with the LCC).  

 Au Pairs are mandated to attend ten (10) out of twelve (12) meetings offered.  Extension Au Pairs are required to attend Monthly Meetings (6 Mos. Extension may miss one (1) meeting; 9 Mos. And 12 Mos. Extensions may miss two (2) meetings).   IF an Au Pair does not attend the required meetings he/she forfeits his/her right to extend/deposit and flight home.   The consequences are high!

OBTAINING A SOCIAL SECURITY NUMBER

 Au Pairs are eligible to apply for non-working Social Security numbers. Many states require SS# to apply for driver’s License, and some banks and schools require the SSN to open accounts or register for classes. Not every Au Pair will need a SSN - however, it can make all of the mentioned processes easier.  All pertinent Social Security Information is listed in the “Social Security” Page of this Website.

 To obtain a Social Security Number, an Au Pair must download an application for a social security number (form SS-5) available at:   www.socialsecurity.gov (or see  Link to the right of this website).

•  I-94 Form
• DS-2019 Form
• Social Security Letter - This letter can be printed from your extranet account at the Cultural Care website. It can be found under the “Placement Information” tab.

 Cultural Care recommends that Au Pairs wait at least two weeks after arriving to the US to apply for the SSN. This allows immigration time to update their database with the Au Pair’s US entry information.

 The whole process can take several days or weeks, so the Au Pair may not receive his/her SSN immediately. 

 DRIVING IN THE USA

 CULTURAL CARE HIGHLY RECOMMENDS THAT YOU AU PAIR GET HIS/HER AMERICAN DRIVERS LICENSE.   AN AU PAIR HAS THIRTY (30) DAYS.  SOME PENN DOT CENTERS WILL ONLY ALLOW 60 DAYS FROM ARRIVAL IN USA - AND THE RULES VARY FROM LOCATION FROM LOCATION.   THEREFORE, AN AU PAIR SHOULD MAKE THIS “GETTING A PENNSYLVANIA DRIVER’S LICENSE (and Social Security Number in order to process the PA Driver’s License) A MAJOR PRIORITY!!  AN AU PAIR SHOULD DO IT AS SOON AS YOU HAS RECEIVED YOUR SOCIAL SECURITY NUMBER WITHIN YOUR FIRST MONTH.  (PLEASE SEE “DRIVING IN PENNSYLVANIA” PAGE FOR FURTHER DETAILS.)

According to the Geneva Convention, visitors are permitted to drive in the USA for up to 1 year with the following 4 documents: an international driver’s license, a home country license, a J-1 visa and a DS-2019 form.

All Au Pairs should be sure to have the following documents with them when they are driving:

1. International Driver’s License

2. Home Country Driver’s License

3. Vehicle Registration

4. Vehicle Insurance Certificate

5. Copy of J1 visa

6. Copy of DS2019 form

If you feel that a driving lessons or an evaluation would be helpful, here are two schools recommended by current Host Families:

VACATION

An Au Pair must be given 2 weeks vacation.  This means 14 days (not 10 days)

An Au Pair must also be given 1 full weekend off each month

An Au Pair must also be given 1 and ½ days off each week (7 day period)

Each Au Pair’s schedule and vacation days are unique and need to be decided by the Au Pair and Host Family and all parties need to be in agreement. Please let me know if you need assistance with this.

45 HOURS FOR AU PAIRS

45 Hours Per Week.    An Au Pair can work up to 45 Hours Per Week.   This does not necessarily mean the Au Pair MUST work up to 45 hours per week!   If you have an hour or two “left over” .- it certainly is within the “rules” to have the Au Pair work - say on a Saturday to “get in your hours” - but some thought should be given to this situation.   In addition - when an Au Pair has “off” - the “off” time should be a minimum of three (3) hours.   An Au Pair cannot be given an entirely “split” day where an Au Pair works a few hours, has an hour or two off, works a few hours, has an hour or two off - thereby never really having anytime off that is meaningful or constructive.

DAYS OFF FOR AU PAIRS

An Au Pair must be given 1 ½ Days Off (Consecutively - Together) - A “half-day” usually means after noon time until the next day or vice versa. 

WEEKENDS OFF FOR AU PAIRS

An Au Pair is entitled to a minimum of One Weekend “off” per month.   This “free” Weekend should be discussed with the Au Pair and Host Family no later than the beginning of the month involved so that both parties can make plans!   (It is not really fair to tell an Au Pair that a weekend will be “off”, the Au Pair makes plans, and then the Host Family “changes” the weekend.)   The Weekend “off” time begins when the Au Pair has finished the assigned work schedule on Friday night (example:  If an Au Pair works until 6:00 p.m. on a Friday - then the Weekend Off begins at 6:00 p.m.) and goes until beginning of work scheduled on Monday morning.  (It also would not be “fair” to have an Au Pair always work on a Friday night until very late - unless it is part of the regular work schedule - Example:  a Nurse who works the 3-11 shift weekly).  In a case like the Nurse, some other leave way should be given to the Au Pair.

HOW DO I GET A CHILDCARE RECEIPT FOR MY TAXES      

If you need a receipt from us for tax purposes, please contact our Account Services team at 800/333-6056, Press 3, OR send an email with your Host Family name and number to account.services@culturalcare.com Cultural Care’s Tax ID is 20-2020345.

Cultural Care Tax ID No.:   20-2020345

TRAVELING OUTSIDE OF THE USA

BEST ADVICE:   IF AU PAIR IS TRAVELING OUTSIDE THE U.S. - ALWAYS ALWAYS BEST TO CALL BOSTON (1-800-333-6056  PRESS 3) AND ASK BOSTON (VISA OFFICE) IF IT IS SAFE FOR YOUR PERSONAL SITUATION TO TRAVEL OUTSIDE THE U.S.

1.  For Au Pairs in their First Au Pair Year.     Before traveling internationally the Au Pair needs to make sure that the visa in his/her passport has not expired.  The Au Pair’s DS-2019 form must be signed by an Alternate Responsible Officer from the Cultural Care office in Boston. The DS-2019 form (also referred to as Certificate of Eligibility for the J-1 visa) is the letter-sized white piece of paper that contains the biographical information of the Au Pair. Au Pairs do not need to send their passport or I-94 card to be signed for travel. Au Pairs must send in their DS-2019 form 3-4 weeks before their travel date and must include the following information:

• Destination country
• Date of departure
• Date of return
• All countries being entered/exited during trip (includes cruises visiting multiple countries)

 All of this information must be included in a self-addressed stamped envelope. It is very important that the Au Pair writes this information clearly so that there is no delay in the return of the signed form.

 If an Au Pair sends in the DS-2019 form less than 3 weeks before the dates of travel, he/she should include a pre-paid Federal Express return envelope. If a FedEx return envelope is not included and expedited shipping is required, a fee of 10 USD will be charged.

 If an Au Pair has moved or has an incorrect U.S. address on the DS-2019 form, he/she should call the Operations Department to request that a new form be sent to them, signed for travel.

 Many Au Pairs will need a tourist visa to visit different countries and the best way to check if they will need a visa is to contact the embassy for the country they are visiting, usually they will have a website with information about who needs a visa and how to apply for one. It is the Au Pair’s responsibility to confirm this information prior to travel. Au Pairs can visit the website: www.embassyworld.com for a listing of the embassies for various countries. Au Pairs from Eastern Europe, South America, or South Africa should always check this website as they are more apt to be required to obtain a tourist visa when traveling internationally.

 We recommend that Au Pairs not travel outside the U.S. within 2 months or less of their visa expiration date as re-entry to the U.S. may be difficult. It is very important that Au Pairs check the dates on the visa in their passport, not just the dates on the DS-2019 form. It is possible that a visa could expire earlier than the dates on the DS-2019 form.

2.   For Au Pairs For Au Pairs in Extension Program Year

Au Pairs may travel to Mexico, Canada and the adjacent islands without renewing their J-1 visa but they will need to call in to the Cultural Care Operations Department at 1-800- 448-5753 to find out about the process.

 If an Au Pair would like to travel in their extension year anywhere other than Mexico, Canada and the adjacent islands they need to return to their home country to renew their J-1 visa prior to returning to the U.S. An Au Pair who does not renew her/his J-1 visa risks not being allowed to reenter the United States to continue on the program.

 Au Pairs and Host Families should be aware that it can sometimes take six to eight weeks to obtain an appointment to renew a J-1 visa at U.S. embassies around the world. Contact information for U.S. Embassies abroad can be found at usembassy.state.gov Cultural Care Au Pair cannot guarantee the renewal of a J-1 visa. Although an Au Pair has been approved by the U.S. Department of State to participate in the extension program, the decision to renew the visa is at the discretion of the consular officer who interviews the Au Pair.

 Extension Au Pairs must always send in their DS-2019 form to be signed for international travel. The Au Pair’s DS-2019 form must be signed by an Alternate Responsible Officer from the Cultural Care office in Cambridge. Au Pairs do not need to send their passport or I-94 card to be signed for travel. They will need to do so 3-4 weeks prior to travel and will need to include the following information.

<!-[if !supportLists]->· <!-[endif]->Destination country

<!-[if !supportLists]->· <!-[endif]->Date of departure

<!-[if !supportLists]->· <!-[endif]->Date of return

<!-[if !supportLists]->· <!-[endif]->All countries being entered/exited during trip (includes cruises visiting multiple countries)

All of this information must be included in a self-addressed stamped envelope. It is very important that the Au Pair writes this information clearly so that there is no delay in the return of the signed form.

BEST ADVICE:   IF AU PAIR IS TRAVELING OUTSIDE THE U.S. - ALWAYS ALWAYS BEST TO CALL BOSTON (1-800-333-6056  PRESS 3) AND ASK BOSTON (VISA OFFICE) IF IT IS SAFE FOR YOUR PERSONAL SITUATION TO TRAVEL OUTSIDE THE U.S.

AU PAIR “ROOM PREPARATION” …

What is required for an Au Pair Room? –  Tips For Approving and Improving The Au Pair Bedroom

The term “suitable bedroom” sometimes causes confusion.  What does this mean? Here are some guidelines to follow:

• The Au Pair’s bedroom must be his/her own and cannot be a shared space. This means that it would not be acceptable to have a room serve as the bedroom but also act as the entryway to another room such as the laundry room. It would also not be acceptable to have the Au Pair share the room with one of the other children or to have them be expected to move out of the room when guests come to visit the family. The Au Pair’s bedroom must have a door that they can close so that their space is private. An Au Pair’s bedroom should have a dresser/bureau and a closet/armoire/additional storage space.
•  The Au Pair’s bedroom must be shown to the LCC in the condition it will be in at the time of the Au Pair’s arrival. What this means is that rooms under construction or that are being “worked on” or “converted” have to be finished and approved by the LCC and seen in their final state before the Au Pair moves in. In the event that the room is not completed before the Au Pair moves in, the LCC must approve an appropriate temporary room and then the permanent room once it is completed.

• An Au Pair does NOT have to have a private bathroom or a separate entrance.

• There may be local or state laws in your area which determine whether a living space is considered appropriate. It is important that your families are familiar with these as the guidelines provided by Cultural Care pertain only to the program regulations. This would mean that your bedroom would need to be within local regulations regarding egress and ingress guidelines.

• The room an Au Pair occupies during their program year is his/her own and must be a space that he or she can be comfortable in and retreat to during his/her personal time. The more comfortable he/she is in this space, the more rested and rejuvenated he/she will be when he/she returns to his/her working time.

• Always think of the room as: “Would I want my son or daughter to live her if he or she were in a foreign country - away from “home”?

• Au Pairs live and work in the same “building” so it’s important to remember that when they are not working, the room they use is the only place in the host family house that is truly their own home away from home. Everyone should respect this need for privacy, etc.

• Some great ways that many host families personalize the room are:

*Furniture does not need to be “new” .. but certainly appropriate as a host family would  want “their” children to use in the home.

*Provide a framed photo from the Au Pair’s application in the room upon their arrival

*Provide a framed photo of the host family in the room upon their arrival. 

*Has the family been thinking of painting the room?  Involve the Au Pair in choosing the color. If room is being used for the 2^nd, 3^rd, etc. Au Pair - try to find out something about the “new” Au Pair and personalize the room for his/her personality!

“SO?  WHAT IS LIGHT HOUSEKEEPING?”

 This is what the Department of State says:

 ”While the primary responsibility of the Au Pair is to care for the children,

Au Pairs can perform some household duties that are child related (meal preparation, light housekeeping, etc.)”

But what does that mean to you?

• Au Pairs should expect to do any necessary cleaning associated with the children
  • Children’s Laundry
  • Children’s Bathroom
  • Children’s Bedrooms
  • Children’s Toys/Belongings
  • Preparation and Clean-up of Children’s Meals

• Au Pairs should not do anything associated with the parents
  • Parent’s Laundry
  • Parent’s Bathroom
  • Parent’s Bedroom
  • Parent’s Belongings

• Au Pairs should clean up after themselves
  • AuPair’s Laundry
  • AuPair’s Bathroom
  • AuPair’s Bedroom
  • AuPair’s Belongings

• Au Pairs should always leave a room as neat or neater than when you arrived
  • If you sleep on it, make it up
  • If you wear it, hang it up
  • If you drop it, pick it up
  • If you cook or eat from it, wash it up
  • If you make a mess, clean it up
  • If you open it, close it.
  • If you borrow it, put it back

 Above all, don’t give the Host Family any reason to feel that having you in the house makes more work for them.

FREQUENTLY ASKED QUESTIONS BY HOST FAMILIES RE AU PAIR PROGRAM

The following questions are ones we hear frequently from parents regarding the U.S. State Department regulations.

Can I share my Au Pair with another family?

No, Au Pairs are placed with an individual family that has been properly screened by Cultural Care Au Pair. Au Pairs are permitted to care for the children of their Host Family and may not babysit additional children in or outside of the Host Family’s home.

Can my Au Pair care for kids other than my own (i.e., children who are over for a play date)?

No, Au Pairs are only permitted to care for the children of their Host Family.

Can I pay my Au Pair extra money to work overtime?

No. Au Pairs are permitted to work a maximum of 10 hours per day, 45 hours per week. The program regulations do not permit Au Pairs to work additional hours for extra pay, regardless of the circumstances.

What if the children are asleep? Does this count toward the hourly limit?

ALL sleeping hours count as working hours if your Au Pair is the person solely responsible for the children at that time. For example, if you leave for work at 5:00am and the kids do not get up until 7:00am, these still counts as two work hours for your Au Pair as she is the responsible adult in the home.

Can I bank my Au Pair’s hours from week to week (i.e. If they work 35 hours 1 week can she work 45 hours the next)?

No, the weekly limit is 45 hours, regardless of how many hours your Au Pair
worked the previous week.

Can I pay my Au Pair once a month? What about every other week?

No, the Au Pair should receive her stipend on an agreed upon day each week.

Can my Au Pair work during her 13th month?

Au Pairs are not allowed to work during their 13th month. The 13th month is a 30 day grace period following the completion of their program term, during which Au Pairs are permitted to travel in the U.S. During this time, Au Pairs are no longer having J-1 visa status and are under the jurisdiction of the Department of Homeland Security.

Can my Au Pair work another job? What if they are not working the full 45 hours/week for our family?

No, the J-1 visa does not allow Au Pairs to engage in employment outside of the Au Pair position, regardless of the number of hours she/he works caring for the children. Engaging in unauthorized employment is a violation of the J-1 visa and is grounds for termination from the program.

Can my Au Pair live in a separate apartment/guest house?

Au Pairs must live with the Host Family during their time in the U.S. Some Host Families have separate guest housing on their property, and in most cases this is an appropriate solution, provided the Au Pair has full access to the Host Family’s main house at all times and is invited to join them in daily activities such as mealtimes. An Au Pair cannot live in a separate apartment or separate building which is not part of the Host Family’s property.

All Host Families have an in-home interview prior to the Au Pair’s arrival, and at this time the Local Childcare Coordinator (LCC) will inspect the living space reserved for the Au Pair. She or he will make the final determination as to whether the Au Pair’s housing arrangements meet the program requirements.

Can my Au Pair share a room with my children?

No, the Au Pair must have her own private bedroom.

Can they share a bathroom?

Yes, Au Pairs are not required to have a private bathroom.

Do I need to provide my Au Pair with a car?

No, Au Pairs are not required to have access to the Host Family’s car. However, if you do not allow your Au Pair to drive, you are responsible for providing or arranging transportation for your Au Pair to get to monthly meetings and local classes. Cultural Care also recommends that you consider alternate transportation options that are available in your area for when your Au Pair wants to visit with friends during her free time. If you live in a rural area with no access to public transportation your Au Pair may feel isolated.

Do I need to provide my Au Pair with their own telephone/cell phone? Their own computer?

No, you are not required to provide your Au Pair with her own telephone or computer. Your Au Pair will need some way to stay in touch with her own family and friends, however. So, if she/he is to share your family’s phone and computer, you should discuss the rules surrounding their usage, including payment of any telephone bills.

Can my Au Pair help care for our pets?

You cannot require your Au Pair to care for your pets, but if she chooses to, it is okay for her/him to help.

Can my Au Pair do the family’s laundry?

It’s fine for you Au Pair to do their own laundry as well as the children’s laundry. However, you cannot require that she/he do other family members’ laundry.

If it is customary in my Au Pair’s home country to drink alcohol before the age of 21, is it ok to offer my Au Pair alcoholic drinks in my home?

Because the legal drinking age in the U.S. is 21, Cultural Care recommends that all Host Families abide by this law at all times. All Cultural Care Au Pairs sign an agreement stating that they will not consume alcoholic beverages if under the age of 21 years.

ADVICE FROM OTHER HOST PARENTS

“Remember that your Au Pair is also someone’s daughter or son, so keep in mind how you would want your child treated if she/he were to travel overseas as an Au Pair. Be confident in yourself that you can learn to love someone that is not family because they open their hearts up to your children. Because relationships take time to build, you can’t expect the Au Pair to know everything the first day they arrive. Work toward a lasting relationship, and if it doesn’t work out, don’t hold it against them. They may not be the right fit for your family but could be perfect someone else. Everyone deserves a second chance.”

“Communicate early and often. Realize that this is a give and take relationship. Life is a balance, and an Au Pair is an additional family member that requires additional balance.”

“Try to find a proper balance between being family and employee. Treat them with the respect you would a family member, but also with how you would like your employer to treat you. Give them a schedule in advance, and stick to it when possible. Invite them to be part of the family, but understand that they will also have their own plans and friends. “