HOST FAMILY HANDBOOK 2021-2022 - ABBEY COLLEGE MANCHESTER
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HOST FAMILY
HANDBOOK
2021-2022
ABBEY COLLEGE
MANCHESTER
1.
HANDBOOK FOR HOSTS: 2021 - 2022
CONTENTS PAGE
Section One: Introduction
Introduction and background page 4
Statement of Boarding Principles and Practice page 5
Our International students page 5
Section Two: Roles and responsibilities of the Host
Expectations page 6
The student accommodation page 7
Safety matters page 8
Meals page 9
Dealing with illness page 9
Welfare matters page 10
Curfews and visits page 10
Missing students page 11
Child protection page 12
Money matters page 12
Common problems and how to resolve them page 13
Section Three: Responsibilities and rights of the student page 13
Section Four: Responsibilities and rights of Abbey College page 14
The tenancy period page 15
Terminating the tenancy page 17
Declarations page 19
2
APPENDICES
Appendix 1: Emergency contacts page 20
Appendix 2: CSAS overnight stay form page 21
Appendix 3: Culture shock page 22
Appendix 4: Damages form page 23
Appendix 5: Term dates page 24
Appendix 6: Invoicing schedule page 25
Appendix 7: Sample invoices and templates page 27
Appendix 8: Opening Charter page 30
3SECTION ONE: INTRODUCTION
We extend a warm welcome to you and are delighted that you have been accepted as a
Homestay host for Abbey College Manchester.
This Host Family Handbook gives a summary of the responsibilities and expectations of you
as host, the student and Abbey College. Please read through it carefully before signing the
declaration. This must be returned to the Director of Accommodation before any
student can be hosted.
If any item needs clarification, please talk to the Director of Accommodation who will be
happy to discuss it with you.
We cannot and will not act in a discriminatory manner as this constitutes a breach of
UK law. Therefore there will be no discrimination against a request to be a host family
on the basis of cultural or religious background, sexual orientation or marital or socio-
economic status. Nor will we entertain such a request from a host family against a
potential student. If it is felt that discriminatory requests are being made, we reserve
the right not to proceed with arranging the accommodation.
We will, however, make every effort to house students in a way that is sensitive to
individual differences and to facilitate good relationships (such as placing students on
strict Halal diets with families who are prepared to offer such a diet, or accommodating
students with allergies in appropriate families). We therefore request that both parties
provide as much information as possible so we are able to match students and hosts
appropriately. We strive to act in the best wishes of both parties but do request that
any requirements you may have are within reason.
Our policy is that all hosts (and members of their family aged 16 and over) have a
current DBS check (formerly CRB) if they wish to host students, regardless of
the student’s age. This can be processed and paid for by us. It is also a requirement
that any other persons over 16 (other than Abbey College students) residing/lodging
with a Host family for 6 months or longer undergo a DBS check.
Prospective hosts must be DBS checked before being able to take a student. A current
DBS check from a previous employer can be accepted whilst we are considering a
host’s application, but Abbey College must carry out their own before allocating a
student to a homestay .
Processing of a DBS check can take several weeks and, once completed, the
certificate will be sent directly to the homestay host. We then need to see a copy to
record the number. For further details please go to
www.gov.uk/government/organisations/disclosure-and-barring
Please note there is no obligation on the part of Abbey College to allocate a student to
a Host family who is registered with us.
4Statement of Boarding Principles & Practices
Our Mission:
To provide a safe and stimulation learning environment which maximises individual
potential and ensures every student is well equipped to meet future challenges.
Abbey College Manchester aims to follow our mission statement by providing boarding
students with facilities and care of the highest standard to enable them to thrive in their
academic studies and in the wider life of the college. Our boarding is based on mutual
respect for all members of the community.
Safeguarding and promoting the welfare of our boarders is of paramount importance to us.
Our boarders benefit from a safe and secure environment in which they can develop the
skills required to live independently whilst being part of the boarding community. Each
boarder benefits from the constant and consistent support given by our boarding team. The
approach is individual-centred, supporting each student by addressing their individual needs.
Each individual has the right to work and relax, free from intimidation, harassment, teasing
and bullying. Boarders and staff acknowledge the right of each person’s privacy.
Boarders are encouraged to develop responsibility for themselves and for others, gaining
leadership qualities and contributing to an environment which promotes tolerance of, and
respect for, others and British values. There is equality of opportunity for all boarders,
irrespective of gender, ethnicity, religion, culture or disability. All boarders are actively
encouraged to join in with activities from our enrichment programme and the recreational
social calendar. All boarders should be enabled to develop spiritually, culturally, morally and
socially during their time at the college.
We operate boarding in compliance with the National Minimum Standards for boarding
schools and exceed those standards wherever possible.
Our International students.
There are many different reasons why an international student may choose to live with a host
family but usually it is a combination of:
a desire to immerse themselves in English to enable them to learn the language
quicker
to experience British culture
to make a range of friends
parental choice for their son/daughter because it reassures them that they are being
looked after i.e. in “loco parentis”
Our students are mainly of sixth form age, though some are younger and some older. Over
20 different nationalities are represented in the college, the main ones being China,
Cambodia and Iranian.
Some students have limited English skills and will be enrolled to study English as a foreign
language before going on to do A-levels or the International Foundation Programme (IFP),
others will already be enrolled on those courses as they have a better command of English.
5Some students come to study GCSEs before continuing at a higher level. All our students
have University in sight as their main goal and many wish to continue studying at a UK
University.
The majority of their time, therefore, will be spent attending college, studying and spending
time with friends. However, it is important that they are also encouraged to join in family life
through meal times, family occasions and trips out. Simple activities like watching TV,
discussing current events and even shopping together can help support integration and use
of English.
SECTION TWO: ROLES AND RESPONSIBILITIES OF THE HOST FAMILY
Taking on the role of host to a student is an important step. It brings a great deal
of responsibility for their welfare but also can be a very rewarding experience.
Expectations
Host families are carefully selected on the basis of their ability to provide an
environment that is safe, secure, welcoming and friendly in a location that is within
easy reach of main public transport links into Manchester city centre.
Even though they are a paying guest the host should treat each student as a member
of their extended family. Hosts should help the student to feel at home by encouraging
them to integrate with the family as much as possible.
It is important that students are encouraged to speak English at home during their stay
in order to improve their language skills.
Hosts should provide safe, clean and welcoming accommodation whereby the student
feels they are in a home away from home.
Hosts should keep an open mind when listening to student requests in order to make
their stay more comfortable.
They should maintain a supportive and stress-free environment for the student and
make sure he/she is able to study and rest adequately, free from harassment and
disruption.
They should respect the student’s need for privacy whilst at the same time maintaining
support and communication, and enable the students to develop their self-knowledge,
self-esteem and self-confidence. Hosts must ensure they meet and speak to their
student daily.
Hosts must show due concern for the welfare, safety and security of the student during
their stay, and maintain close liaison with the Director of Accommodation to help
resolve any problems they may encounter, whilst ensuring the students accept
responsibility for their behaviour and distinguish right from wrong.
Hosts must respect the different cultural backgrounds of students and be sensitive to
their needs whilst also ensuring they are made aware of and respect basic British
values.
6 Hosts must notify the Director of Accommodation of any changes in family
arrangements or other students moving in or out of the accommodation.
Hosts and their families are entitled to courteous treatment from students.
When the Student Arrives
Hosts must be present on the arrival of the student to welcome him/her to the home
and should assist the student in becoming familiar with their surroundings. They
should help students to familiarise themselves with public transport and the route to
and from college. Ideally this should be done before the student starts the college
induction.
Within a week of arrival, the host must ensure the student is registered with the
local doctor. We can provide a letter to assist with this, confirming proof of study.
When this is done the host should ensure the Director of Accommodation is informed of
the name of the GP and address and telephone number of the medical practice.
Hosts should monitor their students sleep and ensure they are awake and have had
breakfast in good time to attend registration (08.50) or their first class of the day. A
student timetable should be provided to you. This should be displayed in a prominent
place and regularly checked. This will help to familiarise the student’s routine.
A house key should be given to the student to allow access to and from the house as
and when required, along with details/instructions for alarm codes if applicable.
The Accommodation
The student's room is for his/her exclusive use. The room should be clean and
adequately heated.
As a minimum it must contain:
o a bed,
o clothing storage
o a chair and a table/desk with lamp for study
o additional storage and / or shelving
o a waste bin.
o clean bed linen and towels should be provided on a weekly basis.
The host must have access to the room, at least on a weekly basis, for cleaning. There
must also be some form of lockable storage for student valuables e.g. a lockable
cupboard or drawer.
In order for them to feel at home, students should be able to personalise their rooms
with posters, photos etc. A pin-board could be provided for this but hosts must ensure
the student is aware about their accepted use of blu-tac/drawing pins etc. in the room.
Students should have access to the internet for study and for communication with
family in their home country. However hosts need to be aware of excessive use of the
internet by students for leisure purposes. It is important to be aware of excessive
gaming or use of Social networking sites.
The student should be allowed access to all communal areas.
7 The student must always have access to bathroom facilities and must be able to have
a bath or shower daily. Bathrooms must be lockable to ensure privacy.
The student's personal laundry (clothing) should be done weekly by the host. This
can be negotiated between parties if the student wishes to do his / her own laundry, in
which case instructions must be given as to how to use any laundry equipment.
Students may use the host’s landline telephone with permission or in case of
emergency. The host has the right to request payment for any calls made other than in
an emergency. The student should be allowed to receive calls from parents or family
members within reason. However, reasonable consideration for time differences must
be taken into account.
The host is entitled to request that reasonable house rules be complied with and that
the student keeps his/her bedroom tidy and presentable and should show courtesy and
punctuality at all times. For this purpose it is recommended that hosts post a set of
‘house rules’ in a prominent location e.g. the student’s room or the kitchen and discuss
them with the student on their arrival. It would be useful for a copy of these to be
sent to the Director of Accommodation.
Safety Matters
It is the responsibility of the host to have adequate provision against fire and other
hazards to safety and to make the student aware of the arrangements in case of fire
or other emergencies.
All homes should have a working (and regularly tested) smoke alarm and carbon
monoxide detector. A small fire extinguisher or fire blanket would be useful but is not
compulsory. The College has a Fire Safety Officer who can come and carry out checks
on the home.
All gas appliances must be checked and a Gas safety check certificate provided and
regularly updated.
Hosts should familiarise students with the use of Emergency 999 services and when
they should be used. Also the non-emergency 101 Police and 111 NHS numbers
Students should be made aware of safety measures in the home e.g. use of kitchen
appliances, keeping doors and windows locked on leaving the house or when they are
home alone, use of house alarms etc.
Hosts should ensure that students purchase a UK SIM card as soon as possible after
arriving.
Provide the student with all emergency phone numbers where you can be reached.
Having the number of a close relative or neighbour is also recommended.
Ensure the student has all these names and numbers stored in their mobile phone
It is important that hosts do not find themselves in situations of one to one contact with
a student which could be deemed inappropriate. They should take measures to ensure
8the student’s room door is kept ajar in such circumstances or they are accompanied by
another person if possible. This is important for the safeguarding of both parties.
Meals
The host must provide the student with a healthy, balanced and appropriate diet including
fresh fruit and vegetables – being wary of any allergies.
Full Board accommodation means that Breakfast, Lunch (packed lunch on
weekdays) and Evening meal should be provided 7 days-a-week.
Meals should consist of the following as a minimum requirement:
Breakfast: A selection of cereals, toast and spreads, juice, tea/coffee and maybe
on occasions a cooked breakfast if wanted.
Lunch: Sandwiches, soup or similar light lunch which you may ask the student to
prepare if you are not going to be at home
Dinner: A main course including either fish or meat, or a vegetarian alternative
accompanied by either a starter or dessert.
Ready meals and microwavable meals should not be provided as standard but may
be given on occasions.
At other times students should be allowed to help themselves to soft drinks / hot
drinks and snacks such as biscuits, fresh fruit etc.
Dealing with Illness
If a student is not able to attend classes due to illness or other reason hosts must
contact Reception administration staff on 0161 817 2700. It is the hosts judgement
as to whether a student is ill enough to be absent from college. The Director of
Accommodation must be informed if a student is feeling unwell but still decided to
come into college.
If a student is unwell, it is the host’s responsibility to ensure the student is seen by a
GP if necessary and that reasonable care and supervisory arrangements are in
place if he/she is unable to attend college. This is particularly important if the student is
under 18.
The host must maintain communication with college in cases of prolonged illness and
let us know if the student’s medical condition deteriorates or referral to hospital is
needed. Hosts must log concerns of absence with the Director of Accommodation.
If a student becomes seriously ill out of surgery hours the NHS helpline number 111
should be called for non-emergency or 999 for emergencies.
Hosts will be informed if a student has any medical problem that has been
communicated to the college.
9 Students should only take their own prescribed medicine from a GP or their own over
the counter medicines recommended by a GP. Hosts should never offer their own
medication to students. All medicines should be kept in a locked cabinet or drawer.
Hosts can offer basic medical assistance, in accordance with First Aid Training.
Welfare Matters
Hosts are “in loco parentis” and therefore should provide supervision consistent with
being a responsible parent.
While a host family is accommodating a student, a responsible member of the family
should remain at home as much as possible during term time evenings.
However, it is accepted that there will be occasions when hosts are out during the
evening, have to be away overnight, or even take a short holiday. It is expected that
hosts will arrange holidays whilst the student has returned to their home country i.e.
during college holiday periods. If hosts do have to go away during term time and the
student is under 18, provision must be made for a responsible adult, who is DBS
checked, to live in and look after the student until the host’s return. The adult must be
known to the student and he/she must be comfortable with being in their care.
Hosts must inform the Director of Accommodation, as far in advance as
possible, that they will be away from home. This is 2 weeks in advance as an
absolute minimum. This is particularly the case where the student is under 18 years
of age.
If there are other concerns such as behaviour or other welfare issues please ask to
speak to the Director of Accommodation.
In the event of an extreme emergency please refer to the Emergency contact
numbers.
(SEE APPENDIX 1 EMERGENCY CONTACT NUMBERS)
Curfews and Arrangements for Visits Overnight or Longer
Abbey College has a Duty of Care to all its students and therefore it is important that
guidelines are in place for student safety and welfare. The following practices must
be read carefully and must be complied with.
Hosts must ensure they know the whereabouts of their student at all times.
A curfew of 10.30 p.m. must be set and students are expected to return to their
homestay during the week at this time if they go out in the evening. For CSA students
a curfew of 10.00 p.m. is suggested.
Students should not be allowed to stay out overnight during the week unless there are
exceptional circumstances agreed in advance.
10 It is suggested that at the weekend a curfew of 11.30 p.m. is kept. There can be more
flexibility at weekends but only if agreed by the host. For CSA students a curfew of
11.00 p.m. is suggested.
Students must give the host as much notice as possible as to their arrangements (see
below). Issues surrounding student welfare include ensuring students are looked after,
not lacking sleep or getting into potentially unsafe situations. An International student
will be more vulnerable whilst in a different culture and surroundings. Students must
remember that they are in the UK primarily to study hard with the aim of getting
into University.
If a student under 18 should wish to stay with a friend or relative at the weekend,
parental or appointed guardian permission must be obtained in writing one week
in advance and a copy given to the host and Director of Accommodation. This should
contain the following:
o The name of the person with whom they are staying
o Their relationship (if any)
o The address
o The main contact phone number of the person
o Dates and times of when the student will be leaving and returning.
(For CSA students this will be completed on a CSAS overnight stay form and kept in
the student file, see APPENDIX 2)
If a student is to stay away from the homestay for longer period e.g. during the holidays
the same conditions apply.
All students must ensure that they have the host landline and mobile numbers in
their phones. Student mobile phones must remain switched on and fully
charged.
Missing Students
It is important that hosts are aware of the whereabouts of their students at all times. If a
student fails to return home at an agreed time, hosts should follow this procedure:
call the student and explain the reason for your concern and that they need to return
home immediately
if there is no reply, leave an answerphone message and a text message and continue
to call at regular intervals
check with other students in the house and/or the student’s friends to see if they have
been in contact. Inform the friends that, if the student is not found by an agreed time,
you will have to inform the college and the police
if there is no response and the student has not been found by the agreed time, call
one of the Emergency college numbers and tell the member of college staff the
details, explaining that you are going to inform the police
11 ring the police to report the student as a missing person and keep in communication
with the college member of staff until the situation has been resolved
The member of staff at the college will take responsibility for informing agents and/or parents
or guardians. Once the student has been found the parents will be informed and appropriate
disciplinary action will be taken.
This should be a rare occurrence; however, some students are consistently late in returning
to the homestay. In these cases, the college should be informed and appropriate disciplinary
action will be taken.
Child Protection
The Alpha Plus Group aims to provide a supportive and protective environment in which
children and young people are encouraged to pursue high academic and personal goals as
happy and secure individuals. The Group expects that all its staff will be alert to the needs
of its students-including their need for protection- and will put the interests of young people
first at all times.
All hosts must read the Child Protection and Safeguarding Policy (which they will have
been supplied a copy of) and sign to confirm that they have read it. All hosts will be
required to complete the NSPCC Child Protection online course, and a copy of the
certificate given to Abbey College.
The policy will be reviewed annually and updated as required by the Board of Governors.
Copies of the policy will be provided to any member of staff or parent on request.
The Designated Safeguarding Lead for Abbey College Manchester is Chris Randell. If a
host has any concerns regarding Child Protection/Safeguarding they should email him on
chris.randell@abbeymanchester.co.uk or ring the College reception on 0161 817 2700 to
speak to him during College hours.
Money Matters
Hosts should not enter into any agreements with students relating to money. Students
should be responsible for looking after their finances. However, it is important that the
host discusses, and the student is made aware of, issues such as card fraud and use of
internet for purchasing goods. Students will be made aware in more detail of this at the
initial college induction.
Students should not lend or borrow money from hosts and similarly hosts should
not lend or borrow money from students. If either party asks to borrow money, we
should be informed. We do not approve of this and are unable to guarantee the
refunding of any money lent to students by hosts, or to hosts by students.
Hosts must not receive any form of payment directly from the student. There are some
exceptions to this, which are highlighted in this handbook. All matters regarding
payments must be referred to the Director of Accommodation.
N.B. Host must be aware of the requirement to declare any extra income to the
Inland Revenue for taxation purposes. We cannot be responsible for any issues
arising from non-declaration of earnings.
12Common Problems and Tips to Resolve Them.
Cultural differences –
Try to make allowances for a lack of awareness initially of some accepted norms in
the U.K. e.g. differences in use of polite language, difference in attitude to the roles
of men and women, timekeeping etc. Hopefully these will settle after a while of
being here with your help!
English skills –
Some students have limited skills, others are much better. There will be challenges
of communication.
Use as much English as possible but communicate in other ways (e.g. pictures) as
well as verbally and use praise where possible.
Showers and heating –
Many students come from warmer climates and do suffer from the cold initially.
Try to acknowledge this but also discuss with students about wasting heat, wearing
warm clothes and the cost of energy in the UK.
If possible a small heater to use when it is particularly cold may help.
Students do love long hot showers! Encourage the use of a set showering time
where possible. Again the conversation about water use and heating bills may
help.
Food and mealtimes – this is a common area for problems.
Try to discuss what foods are eaten in both the student’s home country and here to
find common ground.
Organise a menu for the week with the student.
Let them accompany you to do the shopping, if possible, to allow them to pick items
they like.
Allow them to cook when and if possible but not unsupervised.
Encourage them to eat with the family and to be on time for meals. It is acceptable
to plate a meal to be microwaved later if a student is going to be late. They must
always let you know if this is going to happen.
Remember that not eating familiar foods is often associated with homesickness and
culture shock.
(SEE APPENDIX 3 CULTURE SHOCK )
SECTION THREE: RESPONSIBILITIES AND RIGHTS OF THE STUDENT
(Students will receive their own version of the Handbook which gives more detail.)
Students are entitled to courteous and supportive treatment and interaction with
the host family, to regular and satisfying meals, and to a stress-free environment in
which to rest and study.
The student should keep his/her room clean and tidy and make the bed. They should
avoid disrupting normal family practices in the home, should respect their host and
make the most of the opportunity to live in a British home and adapt to life in this
country.
13 Students should assist in clearing their own dishes after meals and an offer of help with
some domestic activities will always be appreciated.
The student should be courteous and inform the host in good time if he / she is going to
be absent or late for a meal. This is very important in terms of respect and in
preventing wastage of food.
Students are expected to follow any ‘ground-rules’ set by the host for a peaceful co-
existence. These include issues to do with wastage around the home – i.e. excessive
use of water or heating, keeping lights switched on unnecessarily, excessive use of
internet etc.
Internet access is not to be abused. This requires that from midnight - 7.00am
access to the internet is not allowed unless for the specific purpose of contacting
parents or family members. If Skype or other online communication is used the
student should not disturb others in the home.
Students should not bring friends home without the agreement of their host, and
never invite anyone to stay overnight in their bedrooms. In exceptional
circumstances this recommendation might be waived if the visit has been agreed in
advance with the host. The host does then have the right to request additional
money for the extra occupant(s) who stays. This money must be paid direct to the host
by the visiting student.
Smoking is not allowed in any area of the homestay accommodation. Use of
alcohol or illegal substances is completely prohibited.
Students must be aware of safety in the home and ensure that doors and windows are
closed and/or locked at night and on leaving the house, and that appliances are used
safely
Students should not lose or damage any property at the homestay. Where loss or
damage has occurred the host will contact the Director of Accommodation for due
compensation by completing a damages claim form and producing invoices for their
outlay. Costs will be taken from the student damages deposit.
(SEE APPENDIX 4 DAMAGES CLAIM FORM.)
SECTION FOUR: RESPONSIBILITIES AND RIGHTS OF ABBEY COLLEGE
The Director of Accommodation is responsible for giving clear and accurate details of
the accommodation to a student and details of the student to the host family, and also
for reserving places in advance on behalf of the student.
We are responsible for informing hosts if we are aware of any medical conditions or
prescribed medication that the student may be taking during their stay.
The Director of Accommodation is responsible for ensuring all Accommodation fees are
paid by students/guarantors. The Accounts manager is responsible for processing
invoices for payment.
14 The Director of Accommodation is responsible for maintaining clear records as to which
student is with which host family, recording details of DBS certificates and expiry dates
and ‘matching’ students with suitable hosts.
We reserve the right to intervene in cases of disputes which may arise concerning
perceived misconduct on the part of either the host or the student and will try to help
resolve such disputes. We do encourage all parties to try to resolve any disputes
amicably, however, in situations where more mediation is necessary, the first point of
contact should be the Director of Accommodation.
We reserve the right to remove a host family from its accommodation database if
the host is deemed to have behaved in a manner that is detrimental to the well-being or
reputation of the student or the College.
There is no obligation to provide students to host families. Should there be a reduction
in the student intake originally predicted, or issues surrounding students being refused
visas, this will immediately impact on the likelihood of hosting.
We reserve the right to contact a student’s agent and / or parents if it is felt that any
inappropriate behaviour has taken place or serious issues have arisen. Under these
circumstances the student may have to leave at short notice. Any return of fees to
Abbey College or compensation to the host would be negotiated on a case by case
basis.
The Director of Accommodation will maintain communication with the host family to
give support and will respond to any concerns or issues as soon as possible.
The Director of Accommodation will make periodic checks to ensure standards are
being met with at least one visit per academic year.
*New* - We are now required to report to the Children’s Services of your local
authority, any Children living in your house under the age of 16 years old. This will
trigger a visit by Social Services to meet you and visit the house, and could also result
in regular visits throughout the year.
The Tenancy Period.
The tenancy period runs from 1st September 2021 until 6th July 2022.
This period includes all college holidays within the academic year (except
Christmas when students must return home.)
(SEE APPENDIX 5 TERM DATES 2021-22)
Arrangements for keeping the room over the summer holiday, for students who will
be returning, are given below.
Rental Payments
The arrangement for host family services is between Abbey College Manchester and the
host. All matters relating to this arrangement must be referred directly to the Director of
Accommodation.
15 Rent for the accommodation is paid directly into the ACM bank account by the student
or the student’s guarantor.
Rent for 2021-22 is calculated on a weekly basis, Wednesday – Tuesday at a rate of
£188 per week for all students.
In order for a host to receive payment, an invoice is submitted to the Director of
Accommodation and Accounts Manager and forwarded to Head Office for payment.
Please note that the first invoice can only be submitted once the student has arrived.
Subsequent invoices are submitted in accordance with the invoicing schedule attached.
(SEE APPENDIX 6 INVOICING SCHEDULE)
Payment is made approximately every 8 weeks directly into the host’s bank account via
BACs transfer.
The invoice should contain the following information:-
o Host name and address
o Unique invoice number (a separate one for each student, and each subsequent
invoice)
o Invoice date
o Full name of student
o Breakdown of accommodation services claimed (see attached sample invoice)
o Host’s bank account details (account name, sort code, account number, bank
name and address)
(SEE APPENDIX 7 INVOICES)
The rent paid into the host’s bank account covers all holidays including bank holidays
(except the Summer holiday, see * below).
The rent paid covers the following:
Breakfast every day
Lunch box on weekdays during term time
Lunch at weekends and during holidays or illness
Evening Meal every day
All utility costs such as electricity, gas and water
Internet access
Laundry of clothing
The rent paid does not cover the following:
Calls made from the host’s telephone
Insurance for the student’s personal belongings.
* As stated, the rental period is the Academic year as shown on the sample invoice
therefore the rent does not cover the summer holiday.
16 Those students who will be returning to the same homestay in September 2022 will pay
a retainer of 30% of the current weekly rent to hold their belongings in the room, if they
choose to do this. This should be the only payment made direct to the host.
Hosts must not increase the rent of the accommodation during the 2021-22 academic
year as rents are reviewed annually. Hosts will have signed an agreement to this effect.
Hosts should not draw up, or ask the student to sign, a contract binding him / her
to take the accommodation for a fixed period. Students may move out of
accommodation provided they have: -
discussed their intentions with the Director of Accommodation
given the statutory 4-week notice
paid their rental fees in full up to the date they wish to leave
made recompense for any loss or damages to the host’s property
Hosts must not ask students directly to compensate for any loss, damage or breakages
within the home. The host must contact the Director of Accommodation and send
receipts for any claims. The host will then be reimbursed from the student’s damages
deposit.
Terminating the Tenancy
Students are booked to stay with the host family for the full academic year.
The minimum expected period of tenancy is one full term after their arrival, unless
there are exceptional circumstances such as severe illness, a death in the family or
non-compliance with the terms and conditions, as set out in this Handbook, by the host or
student.
Hosts are entitled to receive compensation payment of one week’s rent if a student
withdraws within one month of arriving at the homestay. This should only be in
exceptional circumstances.
Students must give 4 weeks’ notice if they wish to leave the homestay
accommodation thereafter.
In the first instance, the student must speak with parents and the Director of
Accommodation who will then inform the host of the decision.
It may be possible for the student to leave before the notice period is up but the full 4
weeks rent must still be paid.
If the host has received advance payment for rental for any weeks after the student’s
leaving date, this sum will be calculated by the Director of Accommodation and agreed
with the host. The host must then refund the agreed rent within 14 days of the
student’s last day of residency.
17 If however, there is a situation whereby the reasons for wishing to leave the
property require some investigation, final decisions regarding the timing of the
notice period will be taken by the Director of Accommodation.
If there is a situation where the host feels unhappy with their student or things are not
working out, contact must be made with the Director of Accommodation with an
explanation of what the issues are. If they cannot be resolved, or the situation does not
improve, the host has the right to request that the student leaves the accommodation
by serving 4 weeks’ written notice of this decision to the Director of Accommodation.
Reasons for doing this may be personal, practical, or other but such a decision should
not be taken lightly. If it is deemed that the situation is immediately untenable then a
decision will be taken to make alternative arrangements as soon as possible.
If a student is unable to secure a visa, although efforts will be made to place another
student with the host family, the student will not be required to pay compensation as
such circumstances are out of their control.
Hosts have the right to raise any issues with the Director of Accommodation if they
have concerns regarding a student or perhaps feel that parental / guardian intervention
is required.
It is not the responsibility of the departing student to find a replacement tenant for
the homestay if they move out.
If a student has been allocated to live with a host, but does not come to Abbey College
for any reason, the host will not be due any compensation for holding the room. Reasons
a student may not come to the college are: withdrawal of application by the student,
withdrawal of Visa application by Abbey College, and Visa refusal. Abbey College cannot
guarantee once a student has been allocated that they will definitely come. However,
please note that the vast majority of students do arrive as scheduled.
If a student has been allocated to live with a host, but comes to Abbey College later than
the normal start date, the payment for that student will be back-dated to when the room is
allocated. For example, if a student is due to arrive in September but doesn’t arrive in the
UK until mid-October, the host will be paid from when the student was due to arrive in
September. There are two enrolment dates throughout the year – September or January.
When a student is being allocated to a host, the host will be advised of when the students
enrolment is.
When all members of the household over 16 years of age have read the Handbook,
please sign the following declaration page and return to Marc Arrowsmith at
marc.arrowsmith@abbeymanchester.co.uk
18Key Points
> When your student arrives, establish whether a large amount of cash has been
carried with them and lock away in safe tin provided by Abbey College Manchester.
>Talk to your student about life in the UK – Fundamental British Values such as the
correct way to behave in public, carrying of large amounts of money, manners etc.
> Establish whether your student has any special dietary requirements, or any pre-
existing medical conditions. This information will have been passed to you by the
Director of Accommodation when the student was allocated to you, but some students
don’t add this information to their application form so it is best to double check.
> Ensure students are registered with a GP within two weeks of arrival in the UK
> Accompany students to GP and other medical appointments where possible
(essential for Under 16’s)
> Conduct tour of local area, showing bus/tram/train stops, banks, supermarkets,
libraries, sports pitches etc. Also, where possible, do a dummy run into Manchester
on the bus and walk them to Abbey College so they know where to go on their first
day
>Integrate into your family and family life as much as possible, giving them the chance
to learn about what it is like to live with a traditional British family
> Exchange phone numbers, email addresses etc. and establish rules of
communication
> Explain to students the rules around sickness and what to do if they are feeling too
sick to go to school. Remember, we now have a school nurse 4/5 days per week, so if
a student says they are feeling sick it would be good to tell them to go into school to
see the nurse – once they are here they will probably end up staying here for the rest
of the day
> Establish curfew rules (see page 10 for our recommendations) and do not hesitate to
let the Director of Accommodation know if the students are not adhering to your rules.
19DECLARATIONS
I have read and understood the accommodation agreement as detailed in this
Handbook.
I understand what is expected of me as a host and will uphold the standards as
outlined in the Handbook.
I agree to be bound by its terms and conditions.
I understand that if I do not abide by the conditions as outlined in the Handbook I may
no longer be considered as suitable to host for Abbey College Manchester.
Homestay host declaration
Full name: ………………………………………… Signature: …………………………………
Date: ……………………………….
Family members’ declaration
Full name: ………………………… Age: …….. Signature …………………………………
Full name: ………………………… Age: …….. Signature …………………………………
Full name: ………………………… Age: …….. Signature …………………………………
Declaration on behalf of Abbey College Manchester
Full name: ………………………………………………………………………
Signature: ……………………………………………… Date: ……………………………….
20APPENDIX 1 WHERE TO GO FOR HELP
Emergency Contact details
For all accommodation enquiries please contact Marc Arrowsmith c/o Abbey College
Manchester, 5-7 Cheapside, Manchester M2 4WG; 0161 817 2702 or e mail on
marc.arrowsmith@abbeymanchester.co.uk
NAME TELEPHONE E MAIL
Reception opening hours: 8 a.m. to 5 p.m. Monday – Friday.
Abbey College
Reception 0161 817 2700 admin@abbeymanchester.co.uk
Marc Arrowsmith
(Director of 0161 817 2702 marc.arrowsmith@abbeymanchester.co.uk
Accommodation)
Kath Shipley
kath.shipley@abbeymanchester.co.uk
(Accounts) 0161 817 2707
In case of extreme emergency which cannot wait until College opening hours,
please try the numbers below.
NAME TELEPHONE E MAIL
Marc Arrowsmith
(Director of 07469 852 582 marc.arrowsmith@abbeymanchester.co.uk
Accommodation)
Liz Elam
(College Principal) 07920 790 312 liz.elam@abbeymanchester.co.uk
Iain Stewart
(International Office) 07932 654 972 iain.stewart@abbeymanchester.co.uk
Chris Randell
(Assistant Principal: 07584 705 715 chris.randell@abbeymanchester.co.uk
Boarding and Welfare)
21APPENDIX 2
CSAS Overnight stay check sheet
(Please complete a new form each time a student stays away overnight)
Student name (Given and English names)
Date of birth / /
Have you received permission from the parent/guardian? Yes □ No□
(Store email in folder on your pc or print out and keep with this form)
Duration of overnight stay from/to / / to / /
Address where student staying
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Who student is staying with?
____
How student is travelling to above address
If being collected, what time?
Contact telephone numbers mobile/landline of person student is
staying with (make sure you have the student’s contact numbers also)
When student will return Time _____:_____ date: / /
Does the student have your contact details? Yes □ No □
(Both parties must sign below to confirm the details are correct.)
Student signature: Date:__________________
Host signature: Date:__________________
22APPENDIX 3
CULTURE SHOCK.
“Culture shock” describes the impact of moving from a familiar culture to one which
is unfamiliar, usually for work or study. It can cause emotional distress and the
symptoms can also be very physical.
For many students at Abbey College this is perhaps the first time they have been away from
their parents, their home and their country for a prolonged period of time.
Although living in a new culture can be very exciting, it can also be very difficult as the
student has to cope with a lot of new experiences in a short space of time. All students will
have a period of adjustment but some may suffer more than others and may become
withdrawn as a result.
Some of the things that may be a challenge to the student are:
Opening a bank account
Using public transport
Attending a medical appointment
Making friends
Learning a new language
New teachers and ways of teaching and learning
New foods
Different moral and religious codes and customs
Not understanding “social rules”
Students may:
Miss family and friends
Find it hard to adjust to the weather
Feel sad or lonely
Have health worries
Have erratic sleep patterns
Feel a loss of identity
Have no desire to interact
Lack confidence
Behave inappropriately in a manner they would not normally behave when at home.
(This can often be because being in a different environment makes people feel they are in a
“bubble” or different zone so they take risks or behave in a manner that is not usual for them.)
If you suspect your student is suffering from “Culture shock”, please be patient and
remember communication is important; between the student, you and Abbey College.
If you feel it is necessary make an appointment to discuss this with the GP.
23APPENDIX 4 - DAMAGES CLAIM FORM
Please write details of the damage below
……………………………………………………………………………………..
……………………………………………………………………………………..
……………………………………………………………………………………..
…………………………………………………………………………………….
Student agreement to damage in the Homestay
I ……………………………………….. Accept responsibility for the above damages
and agree to the amount for repair or replacement being taken from my damages
deposit.
Signed ………………………………………………….
Host agreement
I ……………………………………… have explained the damage above to the student
in my Homestay.
I agree to submit evidence of the cost of repair or replacement to the Director of
Accommodation.
I agree that I will repair or replace any damaged goods at reasonable cost.
If any work needs to be carried out, I agree to get at least two quotes and submit
these to the Director of Accommodation.
I understand that the Director of Accommodation reserves the right to inspect any
damage or request photographic evidence.
I understand that I cannot reasonably claim for normal wear and tear to the property
during the student’s stay.
Signed …………………………………………………….
24APPENDIX 5 – TERM DATES
Autumn Term 2021
Monday 6th to Friday 10th September 2021
Pastoral and Academic Induction
Monday 13th September 2021
Term Starts
Lessons Start For All Students
Please Note: All documents and paperwork must be
completed before students start classes.
Half Term
Monday 25th October – Friday 29th October 2021
Break
Term Ends Friday 17th December 2021 (at 4.30pm)
Spring Term 2022
Term Starts Monday 10th January 2022
Half Term
Monday 21st February – Friday 25th February 2022
Break
Term Ends Friday 8th April 2022
Summer Term 2022
Term Starts Tuesday 19th April 2022
Bank Holiday Monday 2nd May 2022
Half Term
Monday 30th May - Friday 3rd June 2022
Break
Term Ends Tuesday 5th July 2022
25APPENDIX 6 - INVOICING SCHEDULE
No of Invoice Invoice
Week
weeks number Submission
commencing
claimed date
Wednesday 1st September 2021 Week 1
Wednesday 8th September 2021 Week 2
Wednesday 15th September 2021 Week 3
Wednesday 22nd September 2021 Week 4
Wednesday 29th September 2021 Week 5 Invoice 1 When the student has
arrived at the Homestay
Wednesday 6th October 2021 Week 6
Wednesday 13th October 2021 Week 7
Wednesday 20th October 2021 Week 8
Wednesday 27th October 2021 Week 1
Wednesday 3rd November 2021 Week 2
Wednesday 10th November 2021 Week 3
Wednesday 17th November 2021 Week 4
Invoice 2 From 11th October 2021
Wednesday 24th November 2021 Week 5
Wednesday 1st December 2021 Week 6
Wednesday 8th December 2021 Week 7
Wednesday 15th December 2021 Week 8
Wednesday 22nd December 2021 Week 1
Wednesday 29th December 2021 Week 2
Wednesday 5th January 2022 Week 3
Wednesday 12th January 2022 Week 4 Invoice 3 From 6th December 2021
Wednesday 19th January 2022 Week 5
Wednesday 26th January 2022 Week 6
Wednesday 2nd February 2022 Week 7
Wednesday 9th February 2022 Week 8
26No of Invoice Invoice
Week
weeks number Submission
commencing
claimed date
Wednesday 16th February 2022 Week 1
Wednesday 23rd February 2022 Week 2
Wednesday 2nd March 2022 Week 3
Wednesday 9th March 2022 Week 4 Invoice 4 From 1st February 2022
Wednesday 16th March 2022 Week 5
Wednesday 23rd March 2022 Week 6
Wednesday 30th March 2022 Week 7
Wednesday 6th April 2022 Week 8
Wednesday 13th April 2022 Week 1
Wednesday 20th April 2022 Week 2
Wednesday 27th April 2022 Week 3
Invoice 5 From 28th March 2022
Wednesday 4th May 2022 Week 4
Wednesday 11th May 2022 Week 5
Wednesday 18th May 2022 Week 6
Wednesday 25th May 2022 Week 1
Wednesday 1st June 2022 Week 2
Wednesday 8th June 2022 Week 3
Invoice 6 From 9th May 2022
Wednesday 15th June 2022 Week 4
Wednesday 22nd June 2022 Week 5
Wednesday 29th June 2022 Week 6
All invoices must be submitted to the Accounts manager Kath Shipley
(accounts@abbeymanchester.co.uk) on the dates specified above in order to receive payment.
27APPENDIX 7
ACM Invoice 2021-2022
SAMPLE INVOICE
Host Parent Name:
Host Parent Address:
INVOICE NUMBER: XXX
DATE: XXX
BILL TO: Kath Shipley STUDENT NAME: Student name
Accounts manager
Alpha Plus Group Ltd
DATE
WEEKS CLAIMED AMOUNT
(WEEK COMMENCING)
1st September 2021 Week 1 ( 4 days x £26.85) £107.40
8th September 2021 Week 2 £188
15th September 2021 Week 3 £188
22nd September 2021 Week 4 £188
29th September 2021 Week 5 £188
6th October 2021 Week 6 £188
13th October 2021 Week 7 £188
20th October 2021 Week 8 £188
TOTAL AMOUNT DUE £ 1,423.40
HOST PARENT BANK DETAILS
Account name: Roger Blackwood
Sort Code: 01-02-03
Account number: 12345678
Bank Name: Royal Bank of Scotland
Bank Address: 79-83 Corporation Street
Manchester M14 6QF
28ACM Invoice 2021-2022
Host Name:
Host Address:
INVOICE NUMBER:
DATE:
BILL TO: Kath Shipley STUDENT NAME:
Alpha Plus Group Ltd
50 Queen Anne Street,
London
W1G 8HJ
DATE
WEEKS CLAIMED AMOUNT
(WEEK COMMENCING)
TOTAL AMOUNT DUE
HOST PARENT BANK DETAILS
Account name:
Sort Code:
Account number:
Bank Name:
Bank Address:
29Appendix 8
Opening Charter
College Building Cheapside
We Will
Ensure that all areas are deep cleaned
Ensure that hand sanitiser/soap is readily available throughout the college
Ensure that the one-way system is clearly marked and explained to students
Ensure that social distancing markers are clear and explained to students
Ensure that temperatures are taken of people entering the building
Ensure that there are notices around the building explaining the new rules
Ensure that students have somebody to talk to if they are feeling anxious
Ensure that the college nurse is available during normal college opening times
Allow any member of the community to wear masks and other appropriate PPE
Students will
Travel to and from College safely and responsibly, adhering to current social
distancing rules
Follow the new one-way system around the building
Maintain social distancing and follow the markers on the floor
Have their temperature taken regularly
Ensure that they wash their hand regularly
Follow the guidance of “Catch-it, Bin-it, Kill-it" when coughing or sneezing
Self-isolate/quarantine themselves should the need arise, following government
guidelines
Not leave the building before the end of morning lessons
Not cause offence to any member of the community relating to the pandemic
Talk to an appropriate adult about any concerns
Not share equipment with other students
Not share food or drink with other students
Follow any new government guidance as it is published
Seek medical guidance should they feel unwell
Ensure that they have a laptop to enable them to access online learning
For Riverside students, in addition to the above
We will
Ensure that bathrooms are cleaned on a daily basis
Ensure that isolation areas are provided
Ensure that students are collected from the airport by a named person with PPE
Ensure that unwell students are dealt with in accordance to latest guidance
Ensure that students are looked after at weekends and that all latest guidance is
adhered to regarding leaving the building
Ensure that there is a range of enrichment activities arranged for students
Students will
Quarantine upon arrival according to latest government guidance and not leave their
flat
30 Not leave the building to smoke when in quarantine
Follow all social distancing rules at all times including the weekends
Ensure they have sufficient supplies for any quarantine period (toiletries, clothes
etc...)
Obey all free-time rules including not leaving the building if asked not to
Keep their rooms clean and tidy and clean the bathroom at least once a week
Agree to pay for their room to be cleaned if it falls below acceptable standards
Homestay and students living independently/with parents or relatives are expected to follow
social distancing rules as set by the government when they are not on college premises.
Staff will adhere to the same guidance
Abbey College Manchester reserves the right to amend any of the charter and the protocols
in response to changing government guidance.
Failure to follow the charter will lead to disciplinary action.
ACM
June 2021
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