746 N LaSalle Drive | Chicago, IL 60654

P: 866-684-9675 | F: 312-577-0692
workprogram@ccigreenheart.org
www.ccigreenheart.org

Best Practices for Submitting SAJOs (Self-arranged Job Offers)

Filling out the SAJO: All information on the SAJO must be complete and correct, keeping in mind that CCI
Greenheart confirms all job details with the employer during the verification process.
Company Name – should include both parent company AND worksite name. For example: Patt Enterprises DBA
McDonalds. DBA stands for “Doing Business As.”
Primary Contact name – should be the name of the manager at the employer that is authorized to offer jobs on
behalf of the company, as well as the person that CCI Greenheart staff can speak/email with to confirm
placements. If the main contact for the employer throughout the season is someone other than the contact listed
on the SAJO, please let CCI Greenheart know.
Telephone – must be the worksite number, not cell phone. An off-season or cell number can be listed in the
Mobile/Off-season Phone field and will be used by CCI Greenheart verification staff as a back-up only.
Contact email – will receive all email updates and notices from CCI Greenheart on a regular basis leading up to and
throughout the season. An example of such an email is a report that tells them the names of their students that
are on probation for CCI Greenheart
Worksite Address – this is the address where the participant will physically be working and cannot be a PO Box.
Primary Business Address – this is the main office of the business or headquarters and may be a PO Box.
Job Description – should be as detailed as possible. The participants should not be asked to perform job duties not
referenced in the SAJO. Reminder that the list of CCI Greenheart prohibited placements can be found here:
http://www.ccigreenheart.org/work-travel-regulations/
Estimated # of hours/week –CCI Greenheart requests that all primary placements guarantee at least 32
hours/week. Regardless, participants must receive the (average) hours listed on the SAJO.
Cost of uniform/dress code – any and all costs paid to the employer/company for any items should be included
here. For example, if they have to purchase company shirts or put down a deposit for equipment.
Wage – must meet the minimum wage for the state: http://www.dol.gov/whd/minwage/america.htm#content. If
the employer pays per room cleaned for housekeeping positions, they must guarantee at least minimum wage per
hour if participants are not able to clean the specified number of rooms in any given hour.
Overtime wage and availability – Likelihood of OT hours should be indicated in the SAJO. Unless the employer is
exempt from paying OT wages, OT wages are expected to pay “time and a half”.
Pay Frequency – this is how often the participants will receive their paychecks. It is usually weekly, every 2 weeks
or monthly.
Housing, if provided or arranged by the employer: make sure the cost is reasonable, both to the student
individually, and when taking in to account how many participants are working there (example: if a participant is
making $12/hour and paying $400/month for rent, that is reasonable for the participant. But, if they are sharing
the housing with 6 other people that means the housing costs $2800/month, which is unreasonable in most areas).
Transportation to work must be reasonable and affordable.
Housing, if arranged by participant: the participant should detail their plan, not simply put a website like
www.craigslist.com. If they have housing already arranged, providing an address and name of housing (such as
Best Western) will be sufficient. Some return participants may be using housing they had in previous seasons, so
this can be indicated, along with the address. We understand they may not have an actual address yet, so they can
indicate something like “I plan to use www.craigslist.com to find suitable housing before I arrive in the US. If I
cannot find permanent housing before I arrive, I will book a room at the Best Western in Anytown, USA until I can
find permanent housing.” If the participant is going to an area that is notorious for a lack of housing, you may be
asked to provide more information on their plan to secure safe and affordable housing before the SAJO is
approved by CCI Greenheart.

Last Updated on February 24, 2014

Before you submit any SAJO to CCI Greenheart:

1. Do a Background Check – CCI Greenheart expects that participants are already in contact with their employer.
In addition, you, as the partner, should use search engines, like Google, to ensure company information (address,
phone) are valid and the business is legitimate.

2. Documents (indicated herein) – You may find it easier, and our verification process to go faster, if you collect
these from the employer(s) directly. At the time of submitting the SAJO, you can upload these documents to the
participants’ record under the miscellaneous documents field. Alternatively, you may email them to
_workprogram@ccigreenheart.org. If you are emailing them, be sure to include the names and CCI ID numbers of
all participants placed with that employer, as well as the name of the employer as indicated on the SAJO.

This is what we are looking for: note that the following documents expire on an annual basis, so be sure to check
the expiration dates before submitting them to CCI Greenheart to ensure validity

- Workers’ Compensation: We need the policy “Information Page” that proves coverage (must include business
name and address where the participants are working, insurance company name, policy number, and dates the
policy is valid). If the company is not required to have Workers’ Compensation, proof of exemption is required. For
example, Texas does not require any Workers’ Compensation and some states do not require it if there are fewer
than 3 or 4 employees. More information, by state, can be found here: http://www.shopinsuranceonline.com/
- Business License: this can be any kind of license or permit proving the business is legal to do business in its
location (the actual worksite/state where the participant(s) will be working). If the employer is not required to
have any licenses or permits, or is unable to provide them, upon request CCI Greenheart can research the business
on the state’s Secretary of State website to ensure they are Active or In Good Standing.

3. Suitability – During the verification call to confirm your SP participants, CCI Greenheart will ask the employers
specific questions to ensure they are in compliance with DOS regulations and are suitable to hire J1s on the SWT
program. They would be considered suitable if they meet the below requirements, but are always subject to CCI
Greenheart’s discretion. We look forward to the employer’s cooperation during these verification calls.

- Positions are seasonal or temporary and this can be proven with documentation. Seasonality means the
business has a “peak season” where the sales/business increases. Temporary would be a one-time occurrence
where the company has a need for extra employees.
- Positions include significant interaction with Americans
- Positions are not on the list of prohibited positions by CCI Greenheart or Department of State:
http://www.ccigreenheart.org/work-travel-regulations/
- Positions do not displace American workers
- Company has not experienced layoffs for the past 120 days and does not have workers currently on lockout or
strike
- Location of business offers safe, convenient and reasonably priced housing and transportation options
- Local of business provides opportunities for cultural activities and community engagement
- Position provides sufficient income for day-to-day living and does not require J1s to work “graveyard” shifts
(hours predominantly between 10pm and 6am)

Last Updated on February 24, 2014