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Thread: Regarding Paperwork and Deadlines

  1. #1
    Official JET Staff miamicoordinator's Avatar
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    Default Regarding Paperwork and Deadlines

    Hi everyone,

    I just wanted to take a few momments to talk about paperwork and deadlines, especially in regards to JETs (both short-listers and alternates alike).

    We are now at the time when everyone is scrambling to submit paperwork, and hopefully get everything to us in time.

    I cannot stress how important it is to get us everything by the deadline. These dates are not fabricated for our own amusement, but rather, they are dates that we need to submit vital information to Japan by. If someone does not submit a document, then you may forfeit your space on the short-list. I do not say this to scare anyone, but rather try to impress upon you the importance of dates and deadlines, especially with the Japanese government.

    I know many of you are still in school and have finals, and other issues going on in your life. My advice is, do not procrastinate. There are always blips with the finger printing. There are always issues with the mail (things get lost, or misplaced by FedEx, UPS, etc..) A wide array of things can happen. It is better to procede with caution and not wait till the last minute.

    If you intend of declining your alternate or short-list status, please be considerate and at least send us a pdf version of the reply form (if you do not want to waste stamps for the original copy). That way we can move forward with those who are still interested.

    I made this thread because I think most people have the mentality of "I'll do it tomorrow" and then all of a sudden, it is the day before the deadline and you are scrambling. Do not put your trust in next day mail service. Send everything with ample time to avoid any issues.

    We will do our best to help you, but remember that some consulates have 100+ short-listers. Coordinators may not have time to immediately respond to your questions, thus, i stress again, PLEASE DO NOT WAIT TILL THE LAST MINUTE!

    Thanks everyone ^_^
    Last edited by miamicoordinator; April 4th, 2014 at 03:12.

  2. #2

    Default Re: Regarding Paperwork and Deadlines

    The email from the SF coordinator said that more information will be coming this week about required documents. I want to get started on getting all the required documents, but I should just wait until I receive the email from the coordinator so I know exactly what is needed, right?

  3. #3
    Official JET Staff miamicoordinator's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by Cutthroat-finch View Post
    The email from the SF coordinator said that more information will be coming this week about required documents. I want to get started on getting all the required documents, but I should just wait until I receive the email from the coordinator so I know exactly what is needed, right?
    Yes, go ahead and wait till he gives you everything you need to send in. I can tell you for sure you will need a copy of your passport, so get in that if you haven't already. Your coordinator is an awesome guy, and very organized when it comes to this stuff. He will make sure you have everything you need in time.

  4. #4

    Default Re: Regarding Paperwork and Deadlines

    The reply form asks for two pictures, which will be used for the work visa application I assume? I'm wondering if I can use the same picture I used for my interview voucher, the thing is I have a slight smile in the photo. Would this still be ok for the official document, in your opinion?

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    Official JET Staff miamicoordinator's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by Sarenka View Post
    The reply form asks for two pictures, which will be used for the work visa application I assume? I'm wondering if I can use the same picture I used for my interview voucher, the thing is I have a slight smile in the photo. Would this still be ok for the official document, in your opinion?
    The pictures you send will not be used for the visa. In July, you will need to submit a visa application for your actual visa and an additional picture will be needed. The two pictures required for the reply form is because we send hard copies of documents to Japan and they need to know what you look like for when they pick you up from the airport/train station.

    Yes, you use the same pictures you used for the interview voucher as long as it falls under the specifications stated (white background, standard size, etc..) The "no smile" thing is very real in Japan when taking government issued IDs and such, but a little smile is not going to make a big difference for the reply form.

  6. #6

    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by miamicoordinator View Post
    The pictures you send will not be used for the visa. In July, you will need to submit a visa application for your actual visa and an additional picture will be needed. The two pictures required for the reply form is because we send hard copies of documents to Japan and they need to know what you look like for when they pick you up from the airport/train station.

    Yes, you use the same pictures you used for the interview voucher as long as it falls under the specifications stated (white background, standard size, etc..) The "no smile" thing is very real in Japan when taking government issued IDs and such, but a little smile is not going to make a big difference for the reply form.
    Awesome, thank you! Just one more question to pester you with... I had two-step TB testing done in the summer of last year (and it's good for a year I'm told), so would I be able to submit this for the mandatory TB testing *or* the chest x-ray?

    Thanks very much in advance.

  7. #7
    Official JET Staff miamicoordinator's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by Sarenka View Post
    Awesome, thank you! Just one more question to pester you with... I had two-step TB testing done in the summer of last year (and it's good for a year I'm told), so would I be able to submit this for the mandatory TB testing *or* the chest x-ray?

    Thanks very much in advance.
    Unfortunately not Sarenka. You would need a new appointment to get the doctor to fill out the Certificate of Health. Medical exams done in the summer of last year would not be valid for this year's departure. No one likes going to the doctor, I know :/

  8. #8

    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by miamicoordinator View Post
    Unfortunately not Sarenka. You would need a new appointment to get the doctor to fill out the Certificate of Health. Medical exams done in the summer of last year would not be valid for this year's departure. No one likes going to the doctor, I know :/
    Awh damn. I assumed as much, but I thought I would ask anyway.

    It's not that I mind going to the doctor, it's more along the lines of TB tests are expensive and x-rays take a while. I might be away for the last week of April so that puts me in a real time crunch with everything.

    Thanks for the help! It's very much appreciated to have your support and knowledge around here.

  9. #9
    Senior Member LaVie's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Hey y'all, I'm not a shortlister or anything but concerning the FBI background check - when they say do it as soon as possible, they mean it. Maybe it was just me because I sent it in right after the government shutdown fiasco ended, but it didn't get in my hands until the last possible second. I was frankly surprised that they even bothered matching it to my application since it was so close to the deadline (a day or two).

    Also, idk if anyone can say for sure if this helps or not, but it might be best to send in two sets of your finger prints (in the same envelope). I did so and included a note explaining that one was an extra in case the others weren't printed right.
    Last edited by LaVie; April 4th, 2014 at 04:51.
    Alternate - Washington DC

  10. #10
    Official JET Staff miamicoordinator's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by LaVie View Post
    Hey y'all, I'm not a shortlister or anything but concerning the FBI background check - when they say do it as soon as possible, they mean it. Maybe it was just me because I sent it in right after the government shutdown fiasco ended, but it didn't get in my hands until the last possible second. I was frankly surprised that they even bothered matching it to my application since it was so close to the deadline (a day or two).

    Also, idk if anyone can say for sure if this helps or not, but it might be best to send in two sets of your finger prints (in the same envelope). I did so and included a note explaining that one was an extra in case the others weren't printed right.
    I'm glad you mentioned this LaVie. We get countless numbers of FBI prints that are rejected every year! Some people have to get prints done 3 times, and even then they can't read them. At this time of year, many people are applying for jobs overseas in Korea, and Japan which causes a huge increase of FBI applications and a backlog occurs. You have two options for fingerprints, ink and digital(livescan). Our awesome SF coordinator was on the phone with some people this morning and got the following information:


    • You can get a Livescan scan printed out onto the FD-258 fingerprint card (the standard one). You can then submit that for the FBI Background Check.
    • Livescan is recommended over ink because you can easily take the fingerprints over if they’re smudged. You can also tell if someone’s fingerprints are naturally poor and unable to be read at that moment, rather than having to wait the 4-6 weeks for the FBI to tell you so.
    • If you send your fingerprints to the FBI and they can’t be read, they will send the “Your fingerprints can’t be read, please do it again” form that probably all of us are familiar with. You can apply for the background check a max of three times. If you fail all three background checks, the FBI will then do a background check using your name and SSN and send us that. The reason why this system is in place is because of the American Disabilities Act, which says that not having readable fingerprints as a disability, and since you can’t discriminate against someone because of a disability, an alternative method must be available.
    • In California when you apply for a state background check you have to do them through Livescan and they are sent digitally sent to the California DOJ. (Some states still allow you to submit an ink print.) Because each state has a different electronic card that they use for fingerprinting, you must get your state background fingerprinting done in that state. You are unable to get your fingerprints done in Texas for an Ohio background check, for example.
    • An ORI (Originating Agency Identification) number is necessary when submitting a fingerprint digitally (with the exception of state background checks, I believe). You do not need an ORI number to have your fingerprints printed out on the FD-258 form. Our JET participants can try to tell the fingerprinting place that. However, some fingerprinting places will only do digital submissions and so they don’t carry those FD-258 forms. In that case the JET participant has to go to a different agency.
    • The owner recommends not going to a place like UPS to get your ink fingerprints done. Even though the establishment may be licensed to give fingerprints, it could only be the manager that has the license and training, not the actual people that do the fingerprinting, which means there’s a higher chance for error. It’s best to do Livescan when you can (and it should be the same price, if not cheaper). (Of course, the owner is assuredly bias )


    Good luck!

  11. #11
    Member Shelia's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Wow the US background check sounds crazy complicated, I'm glad the Australian one is much easier, just online submission and no finger prints required - I got my certificate in just a few days.
    Last edited by Shelia; April 4th, 2014 at 05:14.

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    Constant Fu*kup sharpinthefang's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    The UK one seams so easy as well, just have to get the ICPC one and the chest x-ray, as they want everything else (uni confirmation etc) sent in with the main application

  13. #13
    Member Shelia's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Word. The chest x-ray is now my utmost priority considering Easter break is right around the corner and Pathology places can be awfully slow.
    2014 Short-listed, Sydney (≧∇≦)/ Yamaguchi-ken

  14. #14
    Member Curious-Cat's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Help in the DC area! I've been looking for places to get my fingerprinting done by a technician, but no one in the area does it for Federal only. They do a combination for State and Federal, but the state of Maryland requires an authorization number before they are allowed to proceed and JET doesn't provide one. I thought I might be able to go into DC and have it done at the FBI office, but they don't seem to offer it either...

    If I have to do it myself, do I need special paper or will normal printer paper work? I'm worried I'm interpreting "standard paper stock" incorrectly...

  15. #15

    Default Re: Regarding Paperwork and Deadlines

    I got my alternate reply form sent out yesterday, so aside from fingerprints I should be good! I hope being so early with the paperwork helps out a bit...
    Alternate 2014 | Houston

  16. #16
    Senior Member LaVie's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Sent off my reply form today by Certified mail, as per my coordinator's suggestion. Already did the background check so that's one less thing to worry about!
    Alternate - Washington DC

  17. #17

    Default Re: Regarding Paperwork and Deadlines

    Is everyone mailing the required documents in at once or sending each one in as they are completed? I could send in most of the required documents tomorrow (reply form, copy of FBI/IRS form, passport photocopy) but I don't know if I should wait until if I have the certificate of health completed as well.

  18. #18
    Official JET Staff miamicoordinator's Avatar
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by Cutthroat-finch View Post
    Is everyone mailing the required documents in at once or sending each one in as they are completed? I could send in most of the required documents tomorrow (reply form, copy of FBI/IRS form, passport photocopy) but I don't know if I should wait until if I have the certificate of health completed as well.
    It is usually better to send everything at once to avoid anything getting lost. However, if you are getting too close to the deadline, it might be better to send what you have.

  19. #19

    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by miamicoordinator View Post
    It is usually better to send everything at once to avoid anything getting lost. However, if you are getting too close to the deadline, it might be better to send what you have.
    Thank you! I was planning on sending it in all at once, which I will be able to do on Wednesday of next week.

  20. #20
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    Default Re: Regarding Paperwork and Deadlines

    Quote Originally Posted by miamicoordinator View Post
    The pictures you send will not be used for the visa. In July, you will need to submit a visa application for your actual visa and an additional picture will be needed. The two pictures required for the reply form is because we send hard copies of documents to Japan and they need to know what you look like for when they pick you up from the airport/train station.

    Yes, you use the same pictures you used for the interview voucher as long as it falls under the specifications stated (white background, standard size, etc..) The "no smile" thing is very real in Japan when taking government issued IDs and such, but a little smile is not going to make a big difference for the reply form.
    Could you give me some peace of mind for just how specific the standards for passport style photos are, please? On the advice of the internet, I went and had real passport photos done for my application, at a measly $13 charge for two. Now I need two more sets for my reply form, and at least another set for an International Driving Permit, and god knows for what else I haven't even gotten into yet. All of these applications and forms to various places cost money as well. I'm not going to go broke spending $40 on passport photos, but I'd really like to not spend any money that I don't absolutely have to at this point. What's the verdict on me just taking a picture of myself against a white background and printing out photos on photo paper, as long as I make sure that the picture is 2x2?
    Last edited by greyjoy; April 5th, 2014 at 16:46.

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