GUIDE FOR HOSTING INTERNATIONAL STUDENTS 2014-2015
INTRODUCTION We would like to thank you for your interest in becoming a Homestay Host for our International students. Many homestay hosts find it very rewarding to accommodate a student. It can take a period of adjustment for both parties, but it is well worth the perseverance. We as a College aim to provide you and the student with the support you need throughout your hosting experience and we have created a partnership document (Homestay Agreement) to ensure that all parties concerned are aware of their responsibilities. We hope you find this guide useful and if you have any queries please do not hesitate to contact us. We would like to thank you once again and wish you happy hosting!! Central College Nottingham Beeston Centre High Road Beeston Nottingham NG9 4AH Accommodation Enquiries: + 44 (0)115 884 2536 E-mail: international@centralnottingham.ac.uk; marlys.murray@centralnottingham.ac.uk In case of an emergency please call our 24-hour Emergency Mobile Number: 07843340105 Please note that this number should only be called if immediate urgent assistance is required. If you are informing us of an incident please consider if it would be more appropriate to call during office hours. Thank you. Academic year 2014-2015 2
GENERAL INFORMATION Homestay (living with a British family in their home) is accommodation particularly suitable for young students who are moving away from their home for the first time. It is College Policy for all Hosts and members of their household over the age of 18 to have completed a DBS (Disclosure and Barring Service) check formerly CRB (Criminal Record Bureau) which the Host will need to pay for themselves. We are unable to place any student with you until these are completed. Please note that if your DBS Certificate is either more than 3 years old or there has been a lapse of more than 3 months since you last hosted, a new DBS application form would have to be completed. Therefore, we would strongly recommend that you subscribe to the DBS Update Service. By subscribing to this service, you could save yourself a lot of time and money depending upon how many DBS checks you have needed in the past. You can have your DBS Certificate kept up-to-date and take it with you from role to role, within the same workforce ( Child and Adult Workforce ) which involves working/volunteering with both children and adults, where the same type and level of check is required. Further information on the DBS Update Service can be found on pages 13 and 14. Students can choose from two types of accommodation while living with a Host; Bed and breakfast (with use of the kitchen) Bed, breakfast and an evening meal (with lunch at weekends) The majority of our students will be studying at the Beeston Centre, High Road in Chilwell and request that Hosts are within reasonable distance (one bus journey) of this site but we have other campuses throughout Nottingham that may also require Homestay providers. Most students arrive in September and stay until the following June. However, we are now welcoming students throughout the academic year. Students may study on short English Language courses lasting from 4 weeks to 1year or one academic year International Foundation courses commencing in January. We also have the extended International Foundation courses commencing in May until June the following year. The students come mainly from China, Hong Kong, Vietnam, South East Asia, the Middle East and Europe. The majority are aged 16-18, but the college now has a number of projects working with young, male professionals (aged 25-35) from the Saudi Military services, who often request Homestay accommodation. We ask all of our new students what type of accommodation and facilities they require and endeavour to match this to the Host. Students from overseas soon settle into their new environment and are very appreciative of the support that is given. Academic year 2014-2015 3
HOMESTAY PAYMENTS There will be an agreed weekly/ monthly fee for the providing Homestay. The student will usually pay their accommodation fees directly to the Host on either a weekly or monthly basis. We also recommend Hosts should give students a written receipt for each rent payment made. Some students prefer to pay the college for their accommodation fees, and in these cases the college will arrange a monthly payment to the Host, either by cheque or bank transfer. A deposit of 250 will be requested from the student by the College. The deposit is to cover any loss of or damage to the Host s property caused directly by the student whilst they are living there. It is also refundable to the student, should they decide to leave the accommodation early. The deposit will not be kept to cover costs such as extra internet or utility bill charges. The College will return the deposit to the student by cheque or telegraphic transfer. The student will be required to provide 2 weeks notice to both the Homestay Provider and the College if he/she wishes to leave earlier than the agreed date. The Host must also agree to provide 2 weeks notice to the student if you require them to leave earlier than the agreed date, except where this is due to serious misconduct. HOW MUCH SHOULD THE HOST CHARGE THE STUDENT? Please find below the he prices for the academic year 2014-2015 85 GBP per week - Bed and breakfast 130 GBP per week - Bed, breakfast and an evening meal (with lunch at weekends) All prices include lighting, heating, Internet and laundry. Please note that these costs would not include use of the telephone. Academic year 2014-2015 4
LIVING ARRANGEMENTS The student should have their own bedroom and share all other communal rooms. Their room should have standard basic furniture, consisting of: Bed Duvet Pillow Wardrobe; Drawers Desk and Chair Students living in Homestay accommodation should have their own keys which should be returned when they move out. We recommend that students are provided with a lockable drawer/cupboard. Please note that we do not request that you put a lock on the student s bedroom door but it is essential that there is some form of lock on the bathroom door. The bathroom should be available for the student to take a daily bath or shower. Some students will bring their own towels, however, we recommend you are able to provide towels for the student in case they are unable to bring their own. A clear understanding is needed about the use of the kitchen. Some hosts are happy to allow students unlimited access to the kitchen for making drinks, snacks or even meals, but this cannot be assumed in all cases. We suggest you clarify this upon the student s arrival. Where meals are provided by the Host, a good, varied breakfast and a substantial dinner at night should be offered, as well as access to reasonable amount of fresh fruit & vegetables. At weekends lunch must also be provided. Students who have special dietary or medical requirements should make this clear to the College at the time of requesting accommodation and this will be discussed with the Host before a placement is confirmed. Arrangements for laundry should be discussed at the start of the students stay, and bed linen should be changed weekly. During our initial visit we will look for: Sufficiently spacious and adequately equipped room. Adequate lighting and heating. Table or desk for private study. Adequate hanging and drawer space for clothes. Adequate washing facilities and access to the bathroom. A good supply of blankets. A proper state of cleanliness and repair in the home. Academic year 2014-2015 5
ACCOMMODATION POLICY FOR STUDENTS UNDER 18 College Policy states that all students under the age of 18 years must reside in Homestay accommodation. If you are hosting a student who is under the age of 18 and they wish to move out of your home you must inform the College before the student moves out and instruct them to come and see a member of staff first. Also, we recommend you impose the curfew hours (22:30 hours). Students under 18 will need permission from their parents to: Stay overnight with friends To arrange their own holidays with friends To take part in college activities: trips, educational visits etc This will be arranged before arrival and the information will be communicated to the host before the student arrives. Academic year 2014-2015 6
THE DUTIES OF THE HOMESTAY PROVIDER The object of placing international students in Homestay is to help to improve their English language skills and to enable them to gain insight into British culture and way of life. We therefore ask you to assist in this process by: Making the student feel welcome. Ensuring that a maximum of four students will be accommodated in a homestay at any one time. Notifying the College if you already host or plan to host a student from another education provider who shares the same first language as our student. Remembering that English is the student s second language - speak slowly and clearly to ensure you have been understood. Being aware that there may be some cultural differences and if there is something you are not comfortable with, discussing this with the student calmly and politely, making sure they also have the opportunity to speak on issues that are normal to us but very strange to them. Showing interest in the student s personal development. We recommend you impose the curfew hours (22:30 hours) for students under the age of 18. Socialising and listening to your student daily in order that they will truly benefit from the time spent with you. Inviting your student to watch television with you. Allowing the student to have their dinner with the rest of the family. Discussing and considering different food preferences and dietary requirements. Agreeing to share your contact details with the student s parents to allow them to contact you to discuss their child s wellbeing. We recommend that you carry out a formal inspection of the student s room 2 weeks prior to departure. Maintaining contact with the International Office, so we can help to resolve any problems that the student may encounter during his/her stay. We expect that you will provide: A room that is comfortable with a desk or table, suitably lit, for quiet study. Academic year 2014-2015 7
A lockable drawer or cabinet for personal or private belongings. (Not essential) Heating appropriate to the time of year; lighting and hot water sufficient to allow for a shower or a bath daily. The laundering of personal clothing in reasonable amounts or the opportunity for the student to do their own laundry. Weekly change of bed linen and towels. Weekly cleaning of student s bedroom. Food and refreshments in line with agreed board arrangements, 7 days per week, and enough fruit to fulfil healthy eating guidelines. A key to the house. Internet access (wireless internet access is recommended). Adequate home contents insurance to cover the belongings of the student living with you. In addition to this, it is a legal requirement that all Homestay Providers have the following to adhere to health and safety obligations: Smoke detectors - there should be at least one smoke detector on each level of the house. A yearly gas safety check by a Gas Safe registered installer to ensure that your gas appliances are kept safe. Helpful Hints: Upon arrival smile, be patient and put the student at ease as much as possible. Try not to make them feel rushed. Remember they may have been travelling for many hours and it will take time for them to settle in to their new home. Speak slowly and clearly and if you are not sure you have been understood, write down the information. New students can often understand the written word rather than the spoken word. Offer the student the opportunity to speak on issues, encourage them to ask questions and talk to you about their home country, this can help students relax and many enjoy sharing their experiences with you. It is a good idea to spend some time with the student at the beginning of the hosting arrangement; this can be used as an opportunity to get to know one another. You can discuss `house rules`, payment of rent, meal times, telephone, how to use the kitchen and bathroom appliances, etc. Academic year 2014-2015 8
THE DUTIES OF THE STUDENT Students are expected to behave in a reasonable way when living in Homestay, showing respect and consideration to the Host, the Host s family and the property. The student will be given the following guidelines: Attend all of their timetabled classes Agree the arrangements for paying the rent, using laundry/kitchen facilities and using the internet when they arrive. Pay the College a returnable deposit of 250 to cover any breakages or damages caused during their stay with their host. Providing there are no breakages or damage, the deposit will be returned to the student at the end of their stay. Adhere to curfew hours and sociable hours. (The curfew hours for under 18s is 22:30 hours). Although there are no curfews for over 18s, social hours apply and students will need to adhere to the rules agreed with their host. Give an approximate time they will be home in the evening for their meal (if included), and inform you if he/she will be late. Inform you if he/she is not planning to eat a meal at home. If he/she goes out in the evenings or at weekends or during college holidays they must inform you where they are going, who they will be with, a telephone number for that person and what time he/she expects to be back. If he/she intends to return home to his/her own country during college holidays, they should inform you of their intentions in advance and give you their flight arrival and departure times. Have no overnight guests unless otherwise negotiated with you. Ask guests to leave by the agreed curfew time unless otherwise negotiated with you. Keep whole room clean and tidy, and help to make sure other areas of the house that they use are left clean and tidy (e.g. bathroom, kitchen, etc). Tell you as soon as possible if they break or damage anything. Be polite and courteous to you, your family and any visitors to the house. Ask you or the International Office for advice if he/she is unsure of, or worried about any cultural differences in the UK. Tell you and the College if he/she is ill, and ask for help in making an appointment Academic year 2014-2015 9
to see a doctor if required. Tell you and the College if he/she is worried about anything, including bullying or harassment. Speak to a member of staff at the International Office If he/she wants to leave their Homestay accommodation. Give you at least 2 weeks notice before moving out and inform the International Office and his/her Personal Tutor of their change in address. Ask for extra blankets or heating in their room if he/she is cold. DO NOT leave lights, electric fires or heaters on when they are out. DO NOT use the kitchen or help themselves to food unless they have agreed this with you. DO NOT put pictures on the wall unless you have agreed this. DO NOT be under the influence of alcohol. DO NOT possess or consume illegal drugs at any time. DO NOT smoke in his/her bedroom or in the house if it is a non-smoking household. DO Pay his/her Homestay fees in full by the agreed date. Failure to comply with the above may result in the College taking disciplinary action against the student, and his/her parents will be informed. If you have any concerns about the student s behaviour, you should inform the International Office. THE DUTIES OF CENTRAL COLLEGE NOTTINGHAM The College agrees to: Match students to Homestay Providers in line with preferences stated by both parties. Students with the same first language will not be lodged in the same home at the same time (unless written consent of the student or the agent on behalf of the parents or legal guardian is obtained in advance of arrival). Academic year 2014-2015 10
Notify the Homestay Provider at least one week in advance of arrival of your student s name, arrival and contact details, and expected duration of stay. Please be aware that during the busy period in September, may give you less than one week s notice prior to the student s arrival. Notify the student at least one week in advance of arrival of the Homestay Provider s name and contact details (providing the student s arrival details have been sent to the International Office on time). Ensure the student understands the protocols for living with a Host. Administer payment of weekly/monthly fees to the Host on behalf of the student where relevant. Provide assistance in resolving any issues that may arise between the Host and the student living with them. Provide a 24-hour emergency telephone number to allow you to contact a member of the International Office in the event of an emergency. Visit you at least once per year to carry out an official inspection and discuss renewal of the Homestay Agreement. Meet with the student to obtain feedback on their Homestay arrangement. The College and the Homestay Provider must agree to: Not to host another student of the same native language at the same time unless by special arrangement with the students, the Host and the College. Not to accommodate more than 4 students in Homestay at any one time. OTHER INFORMATION Council tax Hosts should contact their own local council with regards to council tax arrangements whilst hosting a student over the age of 18. Students over the age of 18 who are in full-time education should not have to pay Council Tax but this cannot be expected in all cases. The college can provide a letter for the student for exemption purposes upon request. Academic year 2014-2015 11
Insurance We recommend that Hosts inform their insurance company that there is a full time international student living in the house. It should not affect your policy or payment. Students should ensure that they have sufficient insurance cover for all of their personal possessions, including bicycles. This information is distributed to students during Induction. Induction During Induction we give the international student information to ensure they have a good reference base to enable them to settle into their new environment as quickly as possible and to allow them to be independent. This information covers: registration with a doctor, the dentist and the police; insurance; visas; opening a bank account. All supporting documents can be provided by the International Office. We request that Hosts assist the students with finding a local doctor and help the student familiarise themselves with the local area and bus routes to and from college. End of Homestay If it becomes apparent that the relationship between Host and student has broken down, as a last resort a change of accommodation may be necessary. Central College Nottingham cannot be held responsible for any changes in dates of arrival or departure, students being withdrawn from the college, or last-minute cancellations. WHAT TO DO NOW If you would like to become a host with Central College Nottingham please complete the enclosed Homestay Application Form and send it to us in the prepaid envelope provided. Once we receive the application we will contact you to arrange a home visit to enable us to provide you with further information regarding hosting an International Student. If you are successful, a Disclosure and Barring Service (DBS) check formerly Criminal Records Bureau (CRB) will need to be carried out by all members of the household over the age of 18. We will provide you with a Disclosure Application Form and Disclosure Guide for your completion. We will liaise with you to arrange a mutually convenient time for you to come to the College to have the evidence requested on the form checked by a designated DBS signatory. Please note: the cost for the DBS checks to be carried out must be incurred by the host. Academic year 2014-2015 12
Since 17 June 2013, you can subscribe to the new DBS Update Service when you next apply for a DBS check, and you may never need to apply for another one again. What is the DBS Update Service? For a small annual subscription of just 13 you can have your DBS Certificate kept up-to-date and take it with you from role to role, within the same workforce ( Child and Adult Workforce which involves working/volunteering with both children and adults), where the same type and level of check is required. By subscribing to the new service you could save yourself a lot of time and money depending upon how many DBS checks you have needed in the past. When can you subscribe? You can subscribe to the Update Service at the same time as you apply for your next DBS check using your application form reference number. Your form must be received by the DBS within 28 days of you subscribing. When your DBS Certificate is issued the DBS will automatically add it to your account. If you already have an application in progress; can you subscribe to the Update Service using the application form reference? You can if your DBS application form was received by the DBS on or after 17 June 2013. If you have applied before this date you can t use that application form, or the resulting Certificate to subscribe to the Update Service. If you didn t subscribe with your application form reference, can you subscribe with your DBS Certificate number? If you did not subscribe with your application form reference number and wish to use your DBS Certificate number you must use it within 14 days of the resulting DBS Certificate issue date. You already have a DBS Certificate, can you subscribe to the Update Service? If you use your Certificate number to subscribe to the Update Service you must subscribe within 14 days of the date that the Certificate was issued. How do you access the Update Service? You can join the Update Service online at www.gov.uk/dbs. Subscribing online is quick and simple. Just enter your application form or DBS Certificate number, name, date of birth and address and pay the subscription fee securely from your account. Benefits to you Saves you time and money. One DBS Certificate is all you may ever need. Take your DBS Certificate from role to role within the same workforce. You are in control of your DBS Certificate. Academic year 2014-2015 13
Get ahead of the rest and apply for jobs DBS pre-checked. Benefits to your employer/college Instant online checks of DBS Certificates. No more DBS application forms to fill in. You may never need to apply for another DBS check for an employee again. Less bureaucracy. Saves you time and money. Enhances your safeguarding processes and may help to reduce your risks. Easy to incorporate into your existing suitability decision-making processes What else you need to know Please note the DBS will no longer automatically issue a copy of your DBS Certificate to the Registered Body who countersigned your DBS application form. Employers/College will need to ask you for sight of your DBS Certificate. This is to give you greater control over your information. You can find further information including quick guides; frequently asked questions; terms, conditions and exceptions at www.gov.uk/dbs Once we have completed all of our relevant checks and you are happy with hosting we will contact you when a suitable student requests to stay with a Host. We will call you and give you some brief information about the student; when they are due to arrive/want to move in, the course they are studying, their age, name, nationality etc. we do our best to match the student and the Host with their stated preference. If you are happy to go ahead with hosting the student then we will confirm the details in writing which will also include some important information for the student when they arrive. We will also request that a 3 way agreement between yourself, the student and the College is signed and completed within 1 week of the student s arrival. Most hosting arrangements are extremely successful and lifelong friendships are often made. We hope that you will have the same rewarding experience as most of our other Host. If Hosts need our support at any time with issues relating to our students or the hosting arrangement we will always be happy to help. Please feel free to contact us if you require anymore information and once again thank you for your interest in hosting our international students. Academic year 2014-2015 14
Central College Nottingham NOTES & INSPECTION Central College Nottingham reserves the right to inspect the accommodation with a minimum of two days notice. Central College Nottingham will carry out an annual inspection in line with the guidelines set out by the British Council (copy available on request). Central College Nottingham reserves the right to re-house a student, without notice or compensation, if the guidelines in this document are not met, or an inspection proves the accommodation to be unsuitable. Central College Nottingham cannot accept any responsibility for money owed to you by students, or repairs or replacements of items damaged by students. This should be claimed either from the student or via your household insurance. We will only place our students with families who will regard them as members of the household and will try to integrate them into life in the UK and show an interest in their personal development. Quality Standards The College is bound by quality standards set by the British Council. As part of this standard, the College and the accommodation provided for students is regularly inspected, the British Council inspects the College approximately every 3 years and will randomly pick Homestay houses to inspect. We will advise you when an inspection is due; however, we are often given very short notice from the inspectors regarding the Hosts they wish to visit. We apologise for any inconvenience caused by this and endeavour to inform you as soon as possible if your property is to be inspected. Academic year 2014-2015 15