Empathy - the key to accommodating an International student

Dear Host,

On behalf of Homestay Australia , we would like to take this opportunity to thank you in advance for acceptance of our students.

The primary reason for this email is to thank you for kindly joining us in welcoming our students to Australia and more specifically, your home. We acknowledge, not only are you providing a roof over their head, you are providing a happy and safe home environment; a new ‘family-like’ comfort zone.

Many international students struggle with the cultural transition and being away from their families. More often than not, this is a first time experience for most students.

As our students are here to learn English, we strongly encourage you to communicate with our student in English only, in a friendly and patient manner.  Remembering that English is not the first language, please expect the odd language barrier and possible cultural differences that can take some adjustment time.

Through experience, we find that reading through a set of reasonable house rules with the student, with a warm smile, works best. We understand sometimes, what is acceptable in one culture is very different to that of the Australian culture. On this note, please be mindful about provision of food – instant noodles and nachos, for example, are considered snacks. Whichever method you choose to create a positive and harmonious ambience within your home, we trust you will make our students feel welcome.

Please remember we offer our unlimited support to you. If you encounter any issues you feel needs addressing, please do not hesitate to contact Homestay Australia who will escalate the matter. An open communication loop is absolutely welcomed.

Lastly, we truly hope that your Homestay placements are just as rewarding for you as it is for the student. Homestay Australia believes that cultural exchange is a wonderful trade and we thank you again for opening your door and your hearts.

Many thanks!

Homestay Australia.

Arrival

Dear Host

Confirmation of the Arrival of your student is required.

Once your student has arrived at your home please text a picture of your student to:

0400 468 658

Once you have your student's Australian mobile number, please send to 0400 4680 658.

If the student does not arrive after two hours of their specific landing time, call 0400 468 658.

Homestay Visits & Training

Homestay Australia PL arranges visits to each Host family every 6 months. This work is covered by staff in each state. When meeting Hosts, staff, through their extensive experience give advise on the following topics.

• Their Understanding of Different cultures

• Their ability to provide meals that are acceptable in different cultures

• Discussion of the difficulties they face with an International student in their home - strategies to achieve a balance for all parties involved.

• Current market conditions for International students

• Changes to Legislation that can affect the International student

• Changes in Economic conditions in the countries that most student come form i.e. China

• Changes in procedures of Student placement

• Changes in Homestay Requirements

• Update Hosts in reference to Insurance

• Checking their Understanding of the following information

  Creating a Long Term Homestay Environment 

  Asian V Western Thinking                                                                           

• Confirm that the Homestay is still acceptable as accommodation for International students

Payment is made initially once :

Hosting Students Under 18 Years.

Homestay Host means the approved carer for the Homestay student in their home.

This person is recognised by law as having all the duties, powers, responsibilities and authority relating to the student that, by law, parents would normally have in relation to their children.

Hosts for Under 18 Year Students are required to provide a Duty of Care for their Students.

1. Students must be home before dark to have their dinner 7 days per week unless they have the school's permission to stay overnight elsewhere.

    A student is in breach of their visa conditions if this process is not followed.

2. Students must have written permission from their school to either stay at another Homestay or have a friend stay overnight with them, 7 days per week.

    A student is in breach of their visa conditions if this process is not followed.

3. Students who wish to change their Homestay accommodation must seek approval from their school who will advise the student if they approve of their change of accommodation.

    A student is in breach of their visa conditions if this process is not followed.

4. THE HOMESTAY MOTHER MUST NEVER LEAVE THE HOME OVERNIGHT WHILE ACCOMMODATING STUDENTS.

    The Homestay Mother of each Homestay home must reside within the home at all times while a student is in residence.

     Students cannot be left by themselves in a Homestay overnight, 7 days per week.

      A student is in breach of their visa conditions if this process is not followed;   

      As well as the Host will no longer have any insurance cover for their, contents, the student's contents and their premises;

      As well  as potentially expose the Homestay Host to legal liability if the student is injured whilst the Homestay Mother is away.

Student’s responsibilities in Homestay

Ensure the Host is aware of the student's health and well being

Ensure that the student is contactable 24/7 by either the school, the Host and their Parents.

To be responsible for their own personal hygiene

To be responsible for their own study pattern

To respect the personal space of other members of their Homestay

To respect the privacy of other members of the Homestay

Do their own washing.

To ensure that the student becomes a part of the family and participate in the day to day activities of the family by not mainly staying in their bedroom when they are home and including themselves in daily family chores. Example : Empty the dishwasher; clearing up after meals; by leaving the bathroom as you have found it; by minimizing time in the bathroom as a consideration for other family members; by leaving the kitchen as they have found it; by being home at the designated meal time.

Host responsibilities

In the Homestay, the host is expected to provide the following service :

Be aware of the student's health and well being

Ensure that the student is contactable 24/7 by either the school, the Host and their Parents

Provide Evening Meals x 7 days per week (Breakfast and Lunch are self serve)

Provide Single furnished bedroom

Provide access to laundry facilities in the Homestay

Provide healthy meals

·     Ensure that a student has acceptable hygiene habits

   ·  Ensure that the student is coping with living in a foreign country

·     Ensure that the student is attending school as required

      Ensure that the student is not up late on their computer gaming

      Ensure that the student understands Western culture

      Ensure that Homestay Australia is contacted if there are any changes in a students behaviour i.e. Study Stress

Homestay Australia does not accept any liability for the effect or the result of non disclosure and misleading or inaccurate information by the Host Family, the Agent, the School, the Guardian and the Student and their Families and Associates.

INSURANCE  

Dear Host

You have to have insurance cover for your student.

2. Contents Insurance for your student (Compulsory)

Does your insurer cover the contents of your student ?  Call your insurer and ask them the following question.

              “Does my contents Insurance cover the Unrelated Guest, Visitor or student residing in my home?”

                There are only 2 answers – Yes or No

                If Yes – then record the name of the person you spoke to, the time and date of the call and

                advise Homestay Australia that your Content Insurance does cover your students.

                 If No – then contact one of the suggested Insurers below.

Please provide the information required once you have arranged both the Public Liability Insurance and Contents Insurance for your home.

AAMI www.aami.com.au Tel: 13 22 44

Allianz www.allianz.com.au Tel: 13 10 00

Australian Unity www.australianunity.com.au Tel: 13 29 39

CGU www.cgu.com.au Tel: 13 15 32

GIO www.gio.com.au Tel: 13 10 10

RACV www.racv.com.au Tel: 13 72 28

UNDERSTANDING

Homestay Australia Pty. Ltd. will not accept any liability for any injury to any person. No liability will be accepted for any damage, loss, theft or disappearance of any property belonging to anyone. No liability will be accepted for any illegal or criminal activity by any persons. Responsibility must be taken by all parties for their own safety and the safety of their belongings. Total responsibility rests upon all parties to have appropriate Insurance for all aspects.

WWCC

WWCC Introduction

WWCC   - Requirements Australian Capital Territory

WWCC   - Requirements New South Wales

WWCC   - Requirements Victoria

WWCC   - Requirements Queensland

WWCC   - Requirements South Australia

WWCC   - Requirements Western Australia

WWCC   - Requirements Tasmania

STUDENT ADVISES DEPARTURE DATE

Dear Host

Please follow the following procedure :

1. Confirm your student is over 18 years and is allowed to leave your home.

2. Confirm that you have been given 2 weeks notice before the Departure date.

3. Confirm that you have advised Homestay Australia of the Departure date.

4. Confirm that you have arranged with your student on Departure DAY

a)   The agreed time the student will leave your home. As the Host you must be present when your student departs the home to check their bedroom for any issues.

b)   The student to return their key to you personally

c)    To say goodbye and good luck for the future to the student

Critical Incidents

The management of critical incidents affecting the health and wellbeing of international students in HomeStay is a part of the services provided by Homestay Australia.

The ESOS National Code 2007, Standard 6.4 specifies that there must be:

…a documented critical incident policy together with procedures that covers the action to be taken in the event of a critical incident, required follow-up to the incident, and records of the incident and action taken.

Guidelines

 1.    Critical incidents are to be reported and managed in accordance with the guidelines for local students, with additional overlaying responsibilities where appropriate for International students.

 2.    A critical incident is an occurrence where an international student’s health or wellbeing is, or has been, placed at risk. Some examples of critical incidents include: missing students, abuse, neglect, serious injury, self harm, fatalities and crime. Homestay Australia has a Duty of Care in prevention, intervention and reporting of such incidents to the school the student attends.

 3.    Homestay Australia is required to notify the school immediately that the student attends about any incident, emergency or criminal activity, in which the safety or wellbeing of an international student is or has been placed at risk. The School has welfare responsibility for international students under the Age of 18 who do not reside with a DIAC-approved relative in Australia.

 4.    International students remain at particular risk and are especially vulnerable to potential harm. They are often exposed to a range of additional risks that must be addressed. These include their temporary status, the conditions of their visa, the implications of cultural differences and norms, their level of English language skill, access to immediate family, and social support relationships.

School Responsibilities

 1.    Schools are responsible for the development of appropriate welfare structures to ensure the provision of a positive and supportive school environment with coordinated and comprehensive services for students.

 2.    Schools must follow the emergency management plans developed in response to critical incidents involving their students, including international students attending their school.

 3.    Schools remain responsible for program service delivery to international students. They retain welfare support and emergency management resources, and should work to develop a trusting and supportive relationship with the student. Schools remain best placed to coordinate an immediate service support response.

Procedure – Critical incidents

 Identify

 • When a critical incident occurs, immediate and effective steps must be taken to ensure the student’s safety and that appropriate professional and specialist support services are put in place.

 • The school the student attends is immediately notified of the incident. If appropriate, the student may be referred to approved professionals and/or support agencies at the discretion of the school. Privacy of the student must be considered.

 •  Information provided to the school by Homestay Australia must be succinct and accurate.

Critical Incident Report

• Homestay Australia will generate a Critical Incident Report at the request of the school, including any actions taken and their outcomes.  

 Action

• The School advises Homestay Australia of the best course of action to be taken based on the School’s student welfare policy.

Follow up

• At the request of the School, Homestay Australia will provide regular updates via the Host family as to the student’s progress post-incident.

ATO

Homestay Terms & Conditions for All Hosts and Students

Homestay Australia is accommodation for International students only. Hosts who accommodate an International student cannot accept nightly guests; guests for one

week or less; Backpackers or Travellers.

If you have any questions please email placements@homestay-australia.com

PLACEMENT CONDITIONS

Only one gender of International student is allowed in each home with no exceptions.

There is no mixed gender in the same room.

We reserve the right to apply our discretion to individual cases.

Liability will not be accepted when our Terms and Conditions are not met by any party.

THE HOME

Homestay Hosts must provide a clean, tidy, comfortable, SAFE and Secure home for an International

student;

THE HOST

The Homestay host must reside in the same residence as their students to be registered as Homestay

Accommodation.

THE ROOM

Each student is to have his/her own room, bed, desk.

If a Shared room no more than 2 persons per room (same gender) each of whom must have

separate bed and desk;

Students are not to share rooms with Host family members and sharing arrangements will only be

provided if the parents of the Student request a shared room;

Students are to be given a key to the Home or arrangements made so that the Student can gain

access to the home at any time;

There must be adequate lighting for study purposes;

There must be heating in winter and some means of cooling in summer;

There must be access to kitchen and laundry facilities and use of shared living areas of home;

Student rooms are not for meals. They are for studying and sleeping.

The Homestay fee will also covers all costs for electricity, gas and water.

Students must have access to laundry facilities in the home.

The main entrance door need to be lockable for Insurance purposes.

STUDENT NUMBERS

There are to be no more than 5 overseas students residing in the home at any one time; depending

on the total number of rooms at each homestay.

HOUSE RULES

House rules are to be discussed and explained to the Student, (including friends visiting, use of

phone and incoming calls, cleaning of room or other household tasks, meal times and rules for

behaviour such as going out and times for arriving home, manners and courtesy);

INSURANCE

Hosts are required to have Public Liability Insurance and Contents Insurance Cover for their home

and students.

For more detailed information please refer to :

http://www.homestay-australia.com/insurance1.htm

TRAVEL DIRECTIONS

Hosts are required to show their student to and from the student's school via public transport

during the weekend, when the student arrives. The student must be ready to take public

transport to the school on their first day on Monday.

PAYMENTS / TIMES

All Homestay payments are made by Homestay Australia to the Host. The student does not pay

the Host Directly.

All bookings are a minimum of Four weeks 28 nights. Exception applies to study groups and junior

programs.

Two weeks’ notice applies at all times if student has extended past the first 4 weeks so is ongoing.

If the student decides to leave the accommodation a period of 2 weeks’ notice is required and

placement fee is non-refundable.

Homestay Australia does not require a student to sign a Contract nor pay a Bond for their

accommodation. All questions of payment should be referred to accounts@homestay-australia.com

HOLIDAY

A student must provide 2 weeks’ notice if he/she is taking a holiday break and wishes to hold the

room during the homestay period. Any notice less than 2 weeks is subjected to host availability to

hold or extend the homestay.

ISSUES

If you have an issue regarding your host or student ;

Call 0400 468 658

Email srm@homestay-australia.com

Our staff are available during office hours for any issues. All contact is confidential.

AFTER HOURS EMERGENCIES (After 5.00pm Weekdays or at Weekends)

If your student requires Medical attention urgently call 000 and ask for an Ambulance.

Once the Ambulance has arrived ask the Ambulance Officer which Hospital the student is being

taken to then call our office immediately and advise us of this information.

0400 468 658.

If your student is not contactable and has not come home at an agreed time, call our office

immediately. 0400 468 658.

YOUR HOMESTAY INFORMATION

Homestay Australia will receive from your Application information.

This information (once we have placed a student with you) is sent to the following organizations and

persons :

The School the student will attend

The Agency that represents the student

The student and their family.

We will also add your details to Accommodation Websites and University web sites. Your specific

address is not advertised.

This information must be accurate at the time of sending. Otherwise, if there is any dispute between

the student and the Host and the Homestay information is not accurate, the student has no

obligation to adhere to our requirements of giving 2 weeks’ notice to leave, and can leave

immediately.

The Host is then required to refund any outstanding monies that have been paid to the Host for the

accommodation payment period that the student was not there for.

MEALS

The Homestay Host is to provide meals as agreed to and, in providing meals, the Homestay Host

must be aware of and take account of cultural differences. Food should be available for Students to

make themselves an after school snack; Students can use the Kettle, Toaster and Microwave only

Breakfast - Self Service (help yourself) : (For Example) A choice of cereal, toast, condiments, milk OR

noodles. Foods are to be provided by the Homestay and student is to help themselves.

Lunch - Self Service (help yourself) : (For Example) Can be a choice of Sandwiches OR a Container of

Food to be heated plus piece of fruit and a drink. Foods are to be provided by the Homestay and

student is to help themselves.

Dinner - A cooked meal. (To be provided by the Host) The Homestay can provide different styles of

food i.e., Western and Asian.

LAUNDRY

All students are expected to iron their own clothes and do their own washing once a week. The

host mother needs to show the student how to use the Washing machine or do their washing

themselves. There is no extra payment for this.

TOILETRIES

Students supply their own toothpaste, shampoo and towels. But the Host Family will supply items

such as toilet paper and soap.

BATHROOM

There must be access to shared bathroom, with reasonable time allowed for showers (15 minutes).

CLEANING

Students are expected to clean their own room and to keep it tidy. When students use such areas as

the kitchen and bathroom, they must leave them as they find them.

SMOKING

All Homestay homes must be non-smoking. No smoking inside the home at all times, even if the

student is a smoker.

BEDROOMS

All bedrooms are for study or sleeping and not for taking meals.

All student rooms must have Smoke Detectors.

TELEPHONE

Students have no access to the Home phone. Students must have their own Mobile phone.

INTERNET

All hosts are required to provide internet access. The Cost is $40.00 per month. This fee is included

in your Homestay payment. The Internet connection is what is provided, not a computer. Each

student must have their own laptop.

The Internet use is for email correspondence with family, friends and study purposes only.

Downloading of Music and Movies, playing Internet Games or Chat rooms are considered excessive

use of the internet and are not allowed.

If a student decides to create their own connection then they are free to do so at their own expense.

HEATING/COOLING

Hosts are expected to provide adequate heating and fans in your bedroom during sleeping

hours. ADDITIONAL CHARGES ($2.00 per day) can apply to for use of additional heaters.

There is no air conditioner provided in the homestay.

CHANGE OF HOST

Students may change Homestay Premises if there is a medical reason to do so, a request from

parents of the Student or the placement in a particular Homestay premises is not compatible, in the

reasonable opinion of the School, the Parents, Homestay Australia and the Student. Changes to

Homestay placement do not incur an additional fee.

WWCC

Recognising the importance of child protection, Homestay Providers and Homestay Hosts ensure

that all adult individuals over 18 years residing at any Homestay Premises will have a Working With

Children Check;

HOME VISITS

Homestay Premises are to be visited by Homestay Australia regularly to ensure that standards are

being met.

TRANSFERS

Hosts are not to take any responsibility for transferring students - to and from school, airports,

excursions etc. as there is no insurance cover.

FIRE SAFETY IN THE KITCHEN

Hosts are requested to have a Fire Blanket and a Fire Extinguisher in their kitchen; know how to use

both items and have shown their student how to use them as well.

FIRE SAFETY

Hosts are to request their student to :

Not to use power boards greater than 2 sockets (10 amp per outlet)

Not to leave your desk lamp on all night.

Not to have a fan heater in their bedroom.

Ensure your student has turned off their monitor from the wall switch at the end of the day

Ensure that your student is only allowed to use the Toaster, Kettle and Microwave to make their

breakfast and lunch. Ensure your students never leave the kitchen while they are preparing food.

HOST EMERGENCY

If special circumstances occur and you have to be away from your home when you have students

residing with you, contact our office to advise of your situation.

M : 0400468 658

THE HOMESTAY MOTHER MUST NEVER LEAVE THE HOME OVERNIGHT WHILE ACCOMMODATING

STUDENTS

Whether your student is over or under 18 years, the Homestay Mother of each Homestay home

must reside overnight in the home while a student is in residence.

If you have to leave your home in an emergency, contact our office by PHONE before leaving

your home.

If you have a friend or relative who has a WWC card, who can take care of your student, reside in

your home for the time period you are away, then we need to be advised of this arrangement so as

permission can be granted from the school the student attends. Once the School has agreed to the

arrangements then you can be absent from your home.

If the time you are away is more than two weeks then we will relocate the student from your home

on a permanent basis.

Accommodating a student especially Under 18 student is a commitment, not only for providing

a service but for a period. The host family may take holidays when the student is away on a

holiday.

UNDERSTANDING

Homestay Australia Pty Ltd will not accept any liability for any injury to any person. No liability will

be accepted for any damage, loss, theft or disappearance of any property belonging to anyone. No

liability will be accepted for any illegal or criminal activity by any persons. Responsibility must be

taken by all parties for their own safety and the safety of their belongings. Total responsibility rests

upon all parties to have appropriate Insurance for all aspects.

Child Safety Code of Conduct

All personnel of Homestay Australia are responsible for the safety, participation, wellbeing and empowerment of children by

• Taking all reasonable steps to protect children from abuse

• Treating everyone with respect

• Listening and responding to the views and concerns of children, particularly if they are telling you that they or another child have been abused and /or are worried about the safety of that of another

• Promoting the culture safety, participation and empowerment of Indigenous children, and children with culturally linguistically diverse backgrounds (having Zero tolerance of discrimination) and children with disabilities

• Reporting any allegations of child abuse or safety to the Police or Child Protection Services

• If an allegation of child abuse is made, ensure quickly that the child or children are safe

• Must not develop any ‘special ‘relationships with children that could be seen as favouritism

• Must not exhibit behaviours with children which may be construed as unnecessarily physical (e.g..  Inappropriate sitting on laps.  Sitting on laps maybe appropriate for very young children)

• Must not put children at risk of abuse by locking doors whilst a child is in a room unsupervised

• Must not do things of a personal nature that a child can do for themselves, such as toileting or changing clothes

• Must not engage in open discussions of a mature or adult nature in the presence of children (for example an adult’s personal social activities)

• Must not use inappropriate language in the presence of children

• Must not express personal views on cultures, race of sexuality in the presence of children

• Must not discriminate against any child because of culture, race, ethnicity or disability

• Must not have on line contact with a child or their family unless it is necessary

• Must not ignore or disregard any suspected or disclosed child abuse

• Must not humiliate children

• Must not film or photograph a child without their consent.

Homestay Australia requests accommodation under the following conditions:

Only one gender of International student allowed in each home with no exceptions.

Host families where there is a Male child 13 years or older can only accept a Male International student.

Host families where there is a Female child of any age can only accept a Female international student.

Host families where there is a  Male and Female child under 13 years of age can only accept a Female International student.

Host families where there is a  Male and Female child over 13 years of age can only accept a Male student.

We reserve the right to apply our discretion to individual cases.

Liability will not be accepted when our Terms and Conditions are not met by any party.

Homestay Australia Pty Ltd

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