LANGUAGE HOSTS
HOST FAMILY GUIDELINES, TERMS & CONDITIONS
Students are placed with families from our carefully selected panel of Host families. These families reflect the diversity in Ireland with a range of different ethnic backgrounds which includes traditional families with children, couples with no children, single people, young and old and retired couples with and without children.
Host families will have house rules and guidelines which they will relay to the students at the beginning of their immersion programme.
Language Hosts Policy
• Only one student of each nationality may be accommodated at any one time unless requested by Language Hosts (e.g. friends, siblings, groups etc.). Please inform us if you are hosting any other students from other schools.
• Many problems are created if families cancel students, so we would ask you not to accept bookings if you are unsure of your availability.
• Language hosts will contact you to arrange a suitable time to come and visit your home for Quality Assurance purposes. During this visit, our host family co-ordinator will discuss all aspects of hosting students.
General Information
High School Programmes – Academic Year
Language Hosts International students attend High School programmes in schools nationwide, offering academic students the opportunity of a homestay experience with a welcoming local Host Family for the duration of their stay. Academic year runs September – June and students can choose from three options: Full Academic Year (September – June), September – December (Term 1) or January – June (Term 2 & 3).
Payment Rate & Schedule
• Hosting Rate – Language hosts rates differ depending on programme type. Rates will be confirmed with the Host before placement.
• Hosting payments will be made per night of the students stay in the Host Family accommodation.
• Host Families hosting Academic students - payment will be made on the 25th of each month.
• Academic Hosting payments are made for the full Academic year with the exception of Christmas and Easter holidays.
• In the unusual event of a student/host family placement breakdown. Payment will be made up until the day the student/s leaves the host family home.
• Payment will not be made if a Host Family chooses to go on holiday during a hosting period and alternative accommodation must be sourced for their student.
• Due to banking processes, Host Family payments may take 2/3 working days to appear in the Host Family bank account.
• If a student fails to arrive, every effort will be made to find another student. There is no payment if the student does not arrive.
· Language Hosts cannot be considered responsible for any damage, theft, injury, expense or inconvenience which may occur as a result of a student’s stay in a host family.
· If a student wishes to extend their length of stay, this must be arranged through Language Hosts.
Tax
This is a self-employed positions and therefore your taxes are your own responsibilty. Further information is available on revenue https://www.revenue.ie/en/personal-tax-credits-reliefs-and-exemptions/land-and-property/rent-a-room-relief/index.aspx
Meals
3 x Meals per day must be provided by the Host family in accordance with normal family life and that the household routine meals are varied and nutritious. See sample meals below.
• Breakfast normally consists of cereal, toast, fruit or yogurt and juice
• Lunch should be varied and normally consists of sandwiches / wraps / soup, a bottle of water or juice, a piece of fruit and a treat snack. Please ask the student what is their preference for sandwich fillers. A packed lunch is required for camp and excursion days.
• Dinner should be the normal family evening meal. Students should never be left to eat alone.
We advise students to inform their Host family if there are any foods that they cannot eat, but in general students are expected to fit into the normal household routine and take their meals with the family. Students should never be left to eat their meals alone.
Bedroom preparation
Students should be provided with a clean, well presented room, with fresh clean bed linen, duvet covers and pillowcases. Bed base should not be exposed and must be covered with a valance or valance-sheet. Host families must also provide adequate storage, linen basket, mirror and bin. Students must also have a study desk in their bedroom.
Tidiness & Manners
• Our students are advised that while they are living with the Host Family, they are part of the household, and therefore the student should keep their bedroom clean and tidy and help the family to clear up after dinner and with small daily chores etc.
• The Host Family should provide clean fresh towels, a change of bed linen and also do the students’ laundry on a weekly basis. Please advise the student of the normal laundry routine for your family when they arrive as it may differ to their own household.
House Rules - Use of the Bathroom / Kitchen, TV, Wi-Fi
• Students should be given access to the family WIFI on arrival.
• Students should have access to have one shower a day in the Host family accommodation, but should be careful of the time they spend in the bathroom and the amount of hot water they use as homes are often busy and should be aware of other family members’ needs.
• Students are required to clean the bath/shower/wash basin after each use and hang up towels etc. It is important to leave the bathroom in a clean and tidy condition after use.
• All personal toiletries must be supplied by the student i.e. Shampoo, conditioner, toothpaste etc. The Host family is not required to provide these items.
• Students should not take food from the kitchen cupboards or fridge without permission.
• Students should respect the use of communal areas in the household including the living room, TV room and they must not take over any space that is normally shared by other members of the Hosting family.
• Should a student damage or break any item, their parents will be asked to compensate the Hosting family, where appropriate, and if the damage has been caused deliberately by the student, Language Hosts reserve the right to request the student to leave the programme.
• Language Hosts takes no responsibility for any such damage caused by the student.
• Language Hosts High School students must have their own room – unless in exceptional circumstances or for special requests etc. There must be a table or desk in the room for studying. Students must be allowed to have at least 1 shower per day and there must be an adequate supply of hot water available. During winter, students’ rooms should be well heated, have warm duvets and additional bedding available.
· Sleepovers are not permitted. This is for your own protection, your family and that of the student.
· Student house parties are not permitted or for your student to attend house parties. Again this is for your protection as the student’s responsible guardian and also for the safety of your student.
Smoking/Alcohol
• Smoking is strictly prohibited by law in Ireland in all public areas, transport links, schools and is not permitted in the Host family home.
• Students (under 18 years of age) or those attending school / summer programmes are not permitted to consume alcohol, whether inside or outside of the Hosting family home
• Students are not permitted to enter any bars alone or without their host family presence and supervision. This rule applies regardless of what is permitted in the students own home or country of origin
• Students are not permitted to enter any nightclubs. This rule applies regardless of what is permitted in the students own home or country of origin
• Use of alcohol or drugs by the student will result in the immediate removal from the programme and no refund of fees will be applicable.
Travelling to School/Coming Home
• The Host family must be on the bus route or volunteer to take their student to and from school. Our students cannot avail of private buses to and from school due to the cost of this to the student. It is the reponsibility of the Host Family to arrange the school bus ticket which will be reimbursed by Language Host upon proof of ticket. Finally please be available to assist students with orientation to make their way to school / camp over the first few days.
• Student are not permitted to travel alone with others. They must only travel with the host family or the school bus. This is for the protection and safety of the pupil and host family.
• The Host family will have a normal routine and this will continue during the hosting period. Students are requested to try to fit in with this normal family routine.
• In some Host family homes, the parents may work and would not be home before 5.00pm. In the case, the Student should be informed of this arrangement and before student arrival.
School
Host families must ensure students attend school regularly and advise Language hosts when students are home ill. Host families must communicate any absences from school to Language hosts.
Work experience
Some students are required to attend 2 weeks work experience during the academic year. Hosts are required to organise work experience in advance with their students.
Home Supervision
• Under no circumstances should a student be left alone to look after themselves regardless of the freedom they may have in their own country. This is in order to protect the student, the Host family members and the Host family home.
• Students must not be requested to babysit. This is for the protection of the pupil and host family.
• Students attending a Language Hosts programme (under 18 years of age) are not permitted, under any circumstances, to stay out beyond their curfew time or stay outside of the Host family home overnight. It is the responsibilty of the host family to ensure students are home before their curfew time.
• Sleepovers are not permitted.
• Students (over 18 years of age) must be contactable at all times. Please exchange contact details with your student upon arrival.
• Host families must inform Language Hosts of ANY problems (no matter how small) that arise during the students stay. Host families must not tackle any issues or concerns with the students directly.
GP
Host families must register their student with their local GP prior to arrival. Students will have their own health insurance which will cover all costs.
Students are required to fill out a health form prior to arrival. They will have a copy of this with them. It is very important that you store your students health form somewhere safe for future reference if needed.
Sickness
If students are absence from school due to illness, Host families must report this to both the students school and language hosts on the first day of their illness.
If your student needs to attend a GP appointment, Host families are responsible for arranging and attending this appointment as the responsible guardian.
Medication
Host families must not give their students any medication under any circumstances unless prior approval is given by the student's parents. This approval must be in writing.
House Key
It is at the discretion of the Host family whether they permit a student to have a key to their home.
Free Time
• Students will have free time in the early evening after taking part in extra-curricular school activities or Language Hosts activities and we ask students to make their way home on time for family dinner.
• Academic students will usually have evening homework or study.
• We advise Host parents of students of 18 years and under, that upon arrival to the home that they set their own limitations and ensure that students are not permitted to leave the local area during this time.
• Students are not permitted to travel to cities or large towns at night under any circumstances.
• During their free time (Saturday / Sundays), the Host family should note that students need to be given limitations / rules / curfew time etc. for their own safety.
• If a student is going to miss an evening meal, they should inform the Host family, in advance. Permission for such absences is at the Host family’s discretion.
• Saturday & Sunday is a day where students can choose to spend the day with their Host family or with their friends. Language Hosts would ask the Host family to include students in family activities on Sunday where possible and not to leave the student alone at home.
• Language hosts do not give students approval to travel to Cities or large Towns. Only your student parents can give this permission.
• Students attending Summer Programmes are not permitted to travel to Cities, large Towns during the day or night or to attend nightclubs / or other such events not arranged by Language Hosts.
Curfew for Summer Programme Students
• All students attending a Language Hosts Summer Programme are advised that they must abide by the curfew times set out below. This information is provided by Language Hosts to the student prior to their arrival at the Host Family home:
o 12-15 years must be accompanied by a Host Parent and never left alone
o 16-18 years 21:00
• It is the Host Family’s responsibility to ensure that students are home safely by the curfew time.
• If a student is not home by the curfew time, the Host Family must inform the Language Hosts Team by using the emergency mobile telephone number provided to the Host Family.
• Students who continually disobey the curfew rule will be removed from the Programme.
• Students attending a Language Hosts Adult Immersion Programme are advised that they should inform the Host Family of any times when they will arrive home late or any planned overnight absences in advance (over 18 years of age / Adult Students only).
Curfew for Academic (High School) Programme Students
• It is the Host family’s responsibility to ensure that students are home safely by the curfew times.
If a student is not home by their set curfew time, the Host family must inform a Language Hosts coordinator by using the emergency mobile telephone number provided to the Host family.
Procedures relating to school attendance for Academic (High School) Programme Students
• If a student does not attend school for any reason, e.g. illness the host family must contact a Language Hosts Team member immediately.
• Students cannot decide that they do not want to attend school unless they are ill. Student must return to school by day 3 if they are not seriously ill or visit their Host Family doctor.
• Free Classes does not mean that students do not attend school. Students are required to attend morning registration as instructed. The school calendar has the full listing for the Academic year and is available on the School website.
• Students cannot leave school unless the school and a member of the Language Hosts team is notified and receive prior notification.
Phone Calls
• Students can only make emergency telephone calls from the Host Family home telephone under supervision. The student will be responsible for reimbursing the Host Family all costs for calls made without permission.
Student Release Form
• In the event of a student requesting to attend an event outside of the set programme or beyond agreed curfew, written or verbal parental permission must be communicated to Language Hosts in advance, i.e. Travel Release Form. Permission is subject to the agreement and discretion of Language Hosts management.
Insurance
• The Host Family should inform their Insurance Company that they host paid students. It is the Host Family’s responsibility to ensure they have adequate insurance whilst hosting.
• Language Hosts is not responsible for any damage caused by students during their stay in a Host Family home.
• In the first instance, it is vital to discuss any problem you may have with your student to try to find a solution.
• If the problem continues or you feel you cannot deal with the situation yourself, please call your local Co-ordinator who will be able to help.
• It is important to look at any problem from the perspectives of the student and the Host family in order to find an agreed solution.
• In the event that either the Host family or the student is still unhappy with the hosting arrangement, Language Hosts will, where possible, source alternative appropriate accommodation for the student with another Host family.
If the host placement has broken down, Host Families will be paid up to the final night and no longer.
Garda Vetting
A Garda Vetting Form is required by families wishing to host minors. Garda Vetting forms are required to be completed by every person over the age of 16 years that are living in the household. For families members living in the host family home between the ages of 16 and 18 they will also need to complete garda vetting.
Early termination of placement
1. If the Host family wishes to terminate a homestay placement before the end of the agreed period, the Host family should provide Language Hosts with a 14 day notice of termination to allow time to find a new placement for their student.
2. Fees owed to Host families will be paid by bank transfer on the final night of the placement.
3. If the host family fails to meet the requirements or criteria of Language Hosts or if the Host family breaches any of the terms and conditions contained in the Agreement, Language Hosts may terminate any homestay placement without advance notice.
4. If any difficulties arise which make the Homestay placement impossible to continue Language Hosts may terminate the homestay arrangement. The Host family will be paid for the duration of the students stay only.
5. Please note that if a student requests to be moved from a host family Language Hosts will be obliged to arrange alternative accommodation for the student
Social Media
• Language Hosts reserves the right to expel any student found abusing or insulting any other Language Host student or Host Family accommodation on any form of social media.
Legal Notice
• Language Hosts reserve the right to alter and amend information contained in these Terms and Conditions without notice. We reserve the right not to accept Host Family applications deemed to be unsuitable for our Student Programmes.
Medical Emergencies
• The Host Family should deal with any emergency in the same way that they would with a member of their own family.
• This may require telephoning the Gardaí / Ambulance or Doctor in advance of telephoning Language Hosts.
• Any pre-existing medical information, if known to Language Hosts, will be provided upon confirmation of a student.
• A Language host coordinator is available 24 hours a day and should be informed immediately or as soon as possible of any such emergency.
LIVING WITH COVID-19 – 2022
As we now know, Covid-19 will continue to be part of our lives for the foreseeable future, please be aware of Language Hosts protocols and FOLLOW the HSE regulations.
Covid-19 Protocols – Host family & School Information:
Whilst the student is residing with the family, it will be assumed that the HF will agree to continue to host the student under their care in their home should they themselves, any family members or the student present with symptoms of Covid-19, or subsequently test positive for Covid-19. https://www2.hse.ie/conditions/covid19/testing/positive-result/
The host family should follow HSE and government advice for themselves and other family members and specifically follow the advice from HSE and tips below
https://www2.hse.ie/conditions/covid19/testing/positive-result/#how-long-to-self-isolate
• Do not permit your student to leave your home or if at school, aid with facilitating the student’s safe return to your home.
• Isolate the student from the rest of your family.
• Follow the advice of your local GP and HSE.
• Inform Language Hosts Ireland by calling +873267624 or your student coordinator. Language Hosts will then take responsibility of communicating with parents, assisting you and offering support.
• At all times Language Hosts and the student coordinator will be there to assist both the student and the host family.
Before the student arrives/holiday periods: Should a host family member test positive for Covid-19 or present with symptoms of Covid-19 before the agreed hosting period, or during holidays when the student has returned home, please contact Language Hosts as soon as possible. In this instance we will try to source temporary alternative accommodation during this period or delay the return/arrival of the student. As always Language Hosts prioritise the safety of all our students/host families and will follow Government guidelines to ensure everyone is fully protected.
School Closures: In the unlikely event of a school closure, it will be Language Hosts recommendation that students continue the programme in Ireland with online lessons as per each school’s guidelines, tuition will be maintained through an online or ‘blended’ learning programme to ensure that the curriculum is delivered appropriately to students, whether they are resident here in Ireland or in their home countries and ongoing support and assistance will be provided by Language Hosts.
In circumstances where the homestay family is unable to accommodate a student during a school closure mandated by the Government of Ireland, Language Hosts will attempt to source alternative homestay accommodation.
A student may remain with the homestay family only where the homestay family is in agreement.
In the event that Language Hosts is unable to source another homestay accommodation, we will advise that your student return home and complete the programme in their country of origin. In such circumstances Language Hosts is not liable for costs in relation to flights or to airport transfers.
In the event that the homestay family and/or the boarding school is unable to facilitate the student’s requirement to self-isolate, and Language Hosts is unable to secure alternative homestay family accommodation for the student, Language Hosts will be required to make alternative arrangements. In such circumstances Language Hosts may charge an additional fee to cover the cost of that accommodation and subsistence.
Please acknowledge that the accommodation arrangements in these circumstances may not comply with the normal standards of homestay accommodation as students may be housed in commercial accommodation.
This may also involve requesting parents/guardians to travel to Ireland and in these circumstances Language Hosts will offer support and assistance in whatever way is possible, taking into account that the parents have ultimate responsibility for the care and welfare of their child.
Student tests positive for Covid-19 with acute symptoms and/or requires Hospitalisation. In circumstances where a student tests positive for Covid-19 and is very ill and/or requires hospitalisation the natural parents will be required to come to supervise the recovery of their child. In these circumstances Language Hosts will provide support and assistance in whatever way possible taking into account that the parents have ultimate responsibility for the care and welfare of their child. Language Hosts is not liable for costs in relation to parents’/guardians’ travel to Ireland or accommodation and related costs while staying in Ireland.
EMERGENCY CONTACT NUMBER
+353 873267624 (OUT OF HOURS) 18.00 - 09.00
•Students must organise their own Medical Insurance prior to travelling to Ireland.
• Students from outside the European Union (EU) will have arranged to have a private medical insurance policy in place for the duration of their stay in Ireland.
• All medical costs and associated costs will be covered by the student where their medical insurance does not cover these costs.
• Students must have sufficient funds to cover any necessary visits to the Doctor / Dentist etc. When their visit is not covered by the EU Medical Insurance card or by a personal medical insurance policy.
Please note:
We receive feedback from our students and Host families following each immersion homestay placement. This feedback, along with an inspection by our Host Family Co-ordinator, allows us recommend Host families to students. Language Hosts accepts no responsibility for any incidences occurring during the home stay programme or for damage or loss incurred.
CONTACT NUMBERS
Caroline Leonard
+353 87 3267624
09.00 – 18.00
By signing this document you agree to observe the terms and conditions outlined above.