Studying at a US high school is one of the most exciting decisions an international family can make. It is also one of the most logistically complex. There are tests to take, transcripts to gather, applications to submit, payments to plan around, host families to match with, visas to apply for, flights to book, and an entire trip to prepare for — often while juggling life, school, and time zones back home.
The good news is that the process is well-defined. Every family that goes through it follows the same general path. Once you know what comes next, what to expect at each stage, and who is responsible for what, the whole thing becomes manageable.
This guide walks you through every step of preparing for your US high school program, in the order it actually happens. It is built for families who have decided to move forward and want a clear picture of the road ahead.
Before You Begin: The Two Big Questions
Before stepping into the process, two foundational questions shape everything that follows:
- Which program type is right for your child? The two main options are the J-1 cultural exchange program (one year, public school, host family chosen by program, lowest cost) and the F-1 academic program (one or multiple years, choice of public/private/boarding school, possibility of US diploma, higher cost). For a deep comparison, see our F-1 vs. J-1 guide.
- What is your child's current English level? Their English ability determines which schools they qualify for and which programs are realistic.
If you are still deciding, our Program Quiz takes about two minutes and gives a clear recommendation. Once you have a direction in mind, the steps below kick in.
Step 1: Take an English Proficiency Test
The first concrete step is to take an English proficiency test. The test result determines which schools and programs your child is eligible to apply to — so this comes before everything else.
The most common tests for international high school applicants include:
- ELTiS (English Language Test for International Students) — the standard test for J-1 exchange programs and accepted by many F-1 schools. Measures listening and reading proficiency at a level appropriate for high school.
- TOEFL Junior — designed for ages 11-17, widely accepted by F-1 schools, particularly private and boarding schools
- Duolingo English Test — accepted by a growing number of US schools, taken online from home, with results in 48 hours
Different programs and schools require different tests, and they have different minimum scores. For example, J-1 requires the ELTiS at the Proficient level. Many F-1 private day schools and public schools require similar or higher levels, while some boarding schools accept lower English levels because they offer on-campus ESL (English as a Second Language) support.
If you are not sure which test to take or what level your child currently has, our team can help you choose the right test and arrange it. Start a free assessment and we will guide you.
Step 2: Gather Academic Transcripts and Records
Your child's academic transcripts are the second major piece of documentation that determines which schools they qualify for. Schools want to see what kind of student they will be enrolling, and transcripts tell that story.
What you need to gather:
- Transcripts in English — either issued in English by your school with the school seal, or accompanied by a certified English translation
- At least the last three years of grades — including the most recent semester, even if the school year is not complete
- Grades in a recognizable format — typically A/B/C/D/F or numeric, with hours per week per course
- Recommendation letters from teachers (typically required for F-1 private school and boarding applications)
- Immunization records in English — required for school enrollment in the United States
Stronger transcripts open more doors. A student with a strong academic record may qualify for more competitive schools, more scholarship opportunities, or graduation/diploma options. A student with average grades still has plenty of options — they may just need to focus on schools with broader admissions.
Step 3: Select Your Program (and Possibly a Specific School)
With test scores and transcripts in hand, you and your sending organization can now identify the programs and schools your child is actually eligible for.
For J-1, this step is simpler. There is one program type (one year or one semester, US public school, vetted host family). Your child does not choose their specific school or location — placement is determined by host family availability across the United States. The main decision at this stage is duration (academic year vs. semester) and confirming eligibility.
For F-1, this step takes more work. F-1 students can attend public schools (limited availability, one year max), private day schools, or boarding schools. Within each category there are dozens or hundreds of school options. Your child's English level, academic record, athletic interests, regional preferences, and budget all narrow the field. Our team works with families to identify a short list of schools that fit, then guides the application process for each. Browse our school directory to start exploring options.
Step 4: The Application Process
Once you have selected a program and (for F-1) the schools to apply to, the application process begins. Here is how the application chain works:
- The student and family complete the application through Xperience Edu, their Sending Organization (SO). This includes the test scores, transcripts, recommendation letters, immunization records, signed program rules, and a personal statement from the student.
- Xperience Edu reviews the application to ensure everything is complete, accurate, and presents the student in the strongest light.
- The application is submitted to the Receiving Organization (RO) — the US-based partner that coordinates placement. For J-1, this is the Designated Sponsor authorized by the U.S. Department of State. For F-1, this may be an organization or the school itself, depending on the program.
- The RO submits the application to the school (for F-1) or matches the student with a host family and public school (for J-1).
- Acceptance is issued by the school (F-1) or by the program (J-1).
The application timeline can take a few weeks to a few months depending on the time of year, the program type, and the school. Earlier applications generally have access to more options. For a broader overview of how all these roles work together, read our guide on the people behind your exchange.
Step 5: The Payment Process
Once your child has been accepted, payment begins. The exact structure depends on the program type:
For F-1 Programs
F-1 programs typically follow a two-payment structure:
- 50% deposit due upon acceptance — this triggers the school to issue the I-20, which is the document your child needs to apply for the F-1 visa at the US Embassy
- Remaining 50% due in July (for fall start dates) — this finalizes the enrollment and confirms everything is in place before the start of school
Payment dates and structures can vary slightly by school, so the exact dates will be confirmed during the application process. The key milestone is the first 50% — without it, the I-20 cannot be issued and the visa cannot be applied for.
For J-1 Programs
J-1 payment also follows a structured timeline tied to the application deadlines and the issuance of the DS-2019 form (the J-1 equivalent of the I-20). Your team will walk you through the exact payment schedule once your child is accepted.
For both programs, additional costs that fall outside the program fee include international airfare, visa application fees, SEVIS fees, and personal spending money. Use our Cost Estimator to model your overall budget.
Step 6: The Placement Process
Once payment is processed, the placement process begins in earnest. This is when the Receiving Organization is actively working to match your child with a host family or finalize their living arrangement.
For students living with a host family (most F-1 day school students and all J-1 students):
- The RO and Local Coordinator network identifies host families in their region who have already been through the full vetting process — application, in-home visit, criminal background checks, references, orientation
- The student's profile is shared with available host families, and a family selects the student based on shared interests, personality fit, and what they want to learn from the cultural exchange
- The student and host family are introduced, often through written communication and sometimes video calls, before arrival
- Final placement is confirmed, including the host family's address, the school the student will attend, the closest airport for arrival, and other key details
For F-1 boarding school students, this step is simpler — the school confirms the student's dorm assignment and provides arrival instructions directly.
Once placement is finalized, the trip-preparation phase begins.
Step 7: Final Trip Preparation
With your child accepted, paid, and placed, the focus shifts to making sure they arrive ready. Key trip-preparation tasks include:
- Personal spending money — most programs recommend approximately $500 per month for personal expenses (school supplies, toiletries, entertainment, occasional school lunches, transportation). The best approach is a debit card or prepaid card in the student's name with enough funds for the program duration, plus a credit card for emergencies.
- A copy of all contact information for the people they will be relying on while in the United States. Xperience Edu provides this before departure and it includes:
- The host family's name, address, and phone number
- The Local Coordinator's name, phone number, and email
- The school's name, address, and contact info
- The Receiving Organization's contact details and 24-hour emergency line
- Xperience Edu's contact details for any home-side support
- The closest US Embassy or Consulate in case the student needs assistance
- Copies of important documents — passport, visa, I-20 or DS-2019, insurance card, acceptance letter, and a printed copy of contact information (in case the phone runs out of battery or gets lost)
- Clothing appropriate for the placement region and season — research the weather where the student will be living. New England winters and Arizona summers require very different wardrobes.
- Adapters and electronics for US power outlets (Type A/B, 120V)
- Small gift from the home country for the host family — this is a thoughtful gesture and a great conversation starter
Step 8: Booking Flights
Flights are booked once the Receiving Organization confirms the official arrival date window and passes that information through to Xperience Edu. Booking too early — before the arrival date is confirmed — can result in expensive changes if the dates shift.
Key things to know about flight booking:
- Arrival airport is determined by the host family's location (for host family placements) or the school's location (for boarding school students). Your team will tell you exactly which airport to book into.
- Arrival window is set by the program — there is typically a specific date or short range of dates when host families are ready to receive students
- Flight information must be submitted to the program well in advance, so host families and local coordinators can plan airport pickup
- Return flight should be booked close to the school's last day, within the program's allowed return window
- Unaccompanied minor services through the airline are generally discouraged for J-1 and similar programs — they can complicate connections and add extra fees. If your child is younger and your family wants this service, discuss it with our team first.
Once flights are booked, send the itinerary to Xperience Edu so it can be entered into the program's system. The host family and Local Coordinator will be notified automatically.
Step 9: Navigating the Airport on Arrival
The travel day itself is a big moment. Here is what your child should expect after they land in the United States:
- Immigration / Customs and Border Protection — every international arrival goes through US immigration. Your child will need to present their passport, visa, and I-20 (F-1) or DS-2019 (J-1). The officer will ask basic questions about the purpose of their visit, who they will be staying with, and how long they will be in the US. Honest, clear answers are all that is needed.
- Baggage claim — after clearing immigration, they collect their checked luggage from the baggage carousel
- Customs declaration — they hand in a customs form (or complete it electronically) declaring any food, gifts, or items they are bringing. Most exchange students have nothing to declare.
- Connecting flight (if applicable) — if they have a connecting domestic flight, they will go through TSA security again after clearing customs, then proceed to their next gate
- Final arrival airport — once they reach their final destination, they follow signs to "Arrivals" or "Ground Transportation," where they will be met by their host family
Throughout the airport process, your child should keep their passport, I-20 / DS-2019, and printed contact information accessible — not buried in a suitcase. The Receiving Organization's 24-hour emergency line is the right number to call if anything goes wrong during travel.
Step 10: Arrival at the Host Family
This is the moment everyone has been preparing for. After clearing the airport, your child will be met by their host family in the arrivals area.
What to expect:
- A warm welcome — many host families bring a welcome sign, flowers, or balloons. Some bring their own children or other family members to greet the student.
- A drive home — the first car ride is often quiet, partly because the student is exhausted from travel and partly because everyone is feeling a little nervous. This is normal.
- A tour of the home — host families show the student their bedroom, the bathroom, the kitchen, and explain household basics
- A first meal — often something simple, often shared with the family at the kitchen table. This first meal is the beginning of what becomes daily life together.
- Rest — host families know jet lag is real and that the student needs sleep. The first few days are usually slow and gentle on purpose.
Within the first week, the Local Coordinator will reach out to begin their regular contact, the student will be enrolled at their school, and the year — the one you have been preparing for — officially begins.
The Timeline at a Glance
Here is the typical timeline for a student starting in August:
- 12-18 months before arrival: Decide on program type, take English test, begin researching schools
- 9-12 months before arrival: Gather transcripts and supporting documents, finalize school list, begin applications
- 6-9 months before arrival: Submit applications, receive acceptances, make initial payment, begin visa process
- 3-6 months before arrival: Receive I-20 / DS-2019, apply for visa, complete medical and immunization requirements, begin trip preparation
- 1-3 months before arrival: Host family placement confirmed, final payment, book flights, begin packing
- Final weeks: Pre-departure orientation, final trip preparation, send flight info to program
- Arrival day: Travel, immigration, meet host family
- First week: Adjust to time zone, meet Local Coordinator, enroll in school
Earlier in the process is always better — it gives more options, more time, and less stress.
You Are Not Doing This Alone
The preparation process can look overwhelming when laid out step by step, but the entire point of working with an experienced organization like Xperience Edu is that you are not doing it alone. Every family has a team behind them:
- Your Xperience Edu advisor walks you through every stage, helps you choose the right program and schools, and stays involved throughout the program year
- The Receiving Organization handles host family vetting, placement, and supervision in the United States
- The Local Coordinator in your child's host community is the day-to-day point of contact once the program begins
- The school handles the academic and social experience
- The host family provides home, meals, transportation, and emotional support
You are sending your child across the world, but you are placing them into a structured, supervised, and experienced system. Every step in this guide exists because thousands of families have gone through it before you and the process has been refined over decades.
Ready to Begin?
The process starts with a conversation. Take our Program Quiz for a quick recommendation, start a free assessment to talk with our team, or browse our school directory to see what is possible.
For deeper reading on specific parts of the journey, explore our related guides: the F-1 vs. J-1 decision, the boarding school vs. host family comparison, the ultimate J-1 guide, the ultimate F-1 guide, the host family guide, the language fast-track piece, and our people behind your exchange overview.
The journey from "we are thinking about studying in America" to "I am living with my American family" is real, structured, and absolutely possible. Let's take the next step together.
