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About the Lewis School The Lewis School of English was established in 1976 by Derek Lewis. Alistair Walker has been the

owner and director of the school since 1994. In 1997 we also began providing Junior Programmes and

now run Junior Centres every summer in Southampton, Reading and Dundee, as well as the New

Forest.

We also specialise in Performing Arts and Teacher Training, delivering courses to many schools

worldwide.

We are committed to high quality standards in all areas of teaching and welfare. The school is accredited

by the British Council and is a member of English UK and Quality English. Our junior centres were

inspected in July 2015 and we awarded eight areas of strength, including accommodation, care of students

and care of under-18s. We also passed our ISI inspection in August 2015, achieving the highest possible

grades in all three areas.

For more information, visit www.lewis-school.co.uk.

3 Lewis School of English – Homestay Manual – New Forest

Dear Host Family,

Thank you for your interest in wishing to host some of our overseas students. We have produced this

Host Family Manual, which we hope you will find useful. It attempts to answer your most frequently

asked questions.

It would benefit both the school and families if you would take the time to read it through and refer to

it when you have a query, thereby saving unnecessary phone calls. Naturally we shall continue to help

with specific problems and always welcome your comments on any issue.

Hosting a foreign student can be a very rewarding experience for you and your family. For many of our

more experienced families it has become practically a way of life.

We wish you every success and enjoyment.

With kind regards,

Joanne Bell

Homestay Officer

Contents

Useful Information

Student Arrivals

The Basics

Communicating with your Student

Junior Students

5

5

7

8

Regulations & Other Essential

Information

Informing Insurance Companies

Gas Safe Register

Laws & Regulations You May Not Know

Prevent

Information Given to Students

Students’ Feedback Form

Compensation Policy

Homestay Agreement

Timetable

Contact Details

Food Pictures

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12

13

14

16

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19

20

22

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Section 1

Useful Information

5 Lewis School of English – Homestay Manual – New Forest

Student Arrivals

Greeting your Student

When meeting your student for the first time it can be embarrassing for all concerned due to cultural

differences. Most Latin cultures will tend to kiss their new hosts on both cheeks (sometimes three

times for the French!). This may be alien to the British but don't be alarmed and don't back off. This

can offend and upset the student. The very minimum is a handshake. Please bear this in mind and

respond to the student in the way you feel they want to greet you.

On the other hand, Asian students would be upset by a kiss and would probably not venture any physical

contact. Don't be upset if your outstretched hand is not shaken.

First impressions are critical, so give importance to the greeting to make them feel special and welcome.

They may be jet-lagged, homesick and in culture shock. Make them feel at home.

The Basics Food

Shopping

We advise families not to bulk shop before the student arrives because firstly there is the possibility

that the student may not arrive. Secondly, the student may not eat the food you have bought and thus

you may be left with extra food you may not be able to use.

Muslims & Pork

As you know, Muslims do not eat pork. This includes anything derived from pork such as ham, bacon,

pork/beef sausages, pork fat - in short, anything which is related to a pig!

Heating

Please remember that students coming from warmer climates find Britain very cold. If your student

complains of the cold, be sympathetic and offer them extra blankets or turn the heating up a few

degrees.

The British custom is to set our hot water and central heating systems on a timer. Students are often

surprised to wake up in the night to find the radiators are cold. Likewise they are not always aware that

hot water is generally stored in a hot water tank. When it is used up they have to wait for more. Make

sure you explain your heating system to them and the system for sharing the hot water among members

of the household. Students often confuse our system of the timer as a mean and penny-pinching

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approach rather than an energy-conserving and economic approach as recommended by the power

companies.

Keys

Junior students must return by the time specified by the school and should not be provided with their

own key. If there are any problems with this, please inform the school. Remind students that they are

staying in a family home and that they should not expect a lock on their bedroom door.

Laundry

It is your responsibility to provide reasonable and regular access to laundry facilities. There are various

agreements you can come to over the washing of clothes and you should discuss this with students at

the beginning of their stay. It may be convenient for you to wash the student’s clothes with the family

wash or the student may prefer to do her/his own washing. Drying and ironing facilities should be

explained and made available to the student. The student’s bed linen and towels

should be changed at least once a week.

Healthcare

Doctors & Dentists

If your student needs a doctor or a dentist, you should make an appointment for them with your own

doctor. Alternatively, visit a walk-in centre (see the information below).

National Health Service (NHS) – Contact Details NHS 111 (24-hour service giving advice over the phone) Call 111

NHS 111 Website (health advice in many languages including Arabic, French, Korean, Polish,

Portuguese, Spanish & Turkish). Google ‘NHS 111’

Daytime Contact

We may have to contact families during working hours; please make sure we have a daytime contact

number since it saves a lot of time and frustration.

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Communicating with your Student

During the students’ stay there will inevitably be communication problems. Some of these will be due

to the level of English; others will arise out of cultural differences. We get a lot of telephone calls asking,

‘Can you explain x, y or z because we don't think our student has understood?’

With the help of our teachers we have compiled a list of helpful hints to make your communication a

little easier.

Have a short list of household rules in simple English and put it on the fridge with a magnet. Please

DO NOT pin it up in the student's bedroom since this makes them feel that the rules apply only to

them. It also gives the impression that they are in a B&B rather than in a family.

Most students will understand the meaning of 'OK'.

Keep questions simple and use as few words as possible.

Speak slowly and clearly but in a natural way.

Avoid being patronising.

Don't simply repeat what you are saying (unless the student insists for learning purposes). Re-phrase

the question. It can be frustrating but it is also a challenge!

Use gestures - actions speak louder than words.

Students can often understand the written word better than the spoken word. Have a notepad

handy and encourage the use of the dictionary.

Be tolerant. Keep in mind the fact that you are not addressing an English person. Do not expect a

similar reaction to your own and do not get upset if the student sounds rude. This is largely due to

different intonation patterns in the mother tongue. English, especially British English, is very sensitive

to tone and this informs us whether a native speaker is being courteous, friendly, and sarcastic or

not. This is an advanced aspect of the language and one that has to be 'learned' by the foreign student.

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Junior Students

There are certain responsibilities attached to accepting a junior student into your home. However

independent and mature a junior appears to be, they are nevertheless entering into a strange and

possibly daunting environment, away from their family. As a host to a junior student, you are acting as

the student’s guardian for the period of their stay in England, and you are a very important part of their

experience. We hope you can make your student feel at home and welcome them into your family.

House Rules

As with any student it is a good idea to establish house rules early on to help avoid embarrassing

misunderstandings. This is especially important with junior students as it can help contribute to a sense

of stability in their new situation. If the student doesn’t seem to understand at first, it may be helpful to

write a list of the rules and put it where everyone can see it (not the student’s bedroom, as the rules

should apply to everyone in the house).

First Day

We give the students a placement test on their first morning, so we would appreciate it if you could

ensure they arrive at the school by 9.00am at the latest.

The Student’s Whereabouts

It is important that between the host family and the school, the whereabouts of the student is known

at all times. You will be provided with a detailed list of each week’s activities and excursions, so you

will know what time to expect your student home. See the back of this guide for the timetable.

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If there is any delay, please contact the Centre Manager. On no account are students allowed to wander

unsupervised on their free evenings. Students must be accompanied by a member of your family or a

member of Lewis School staff at all times.

It is also essential that there is always a responsible adult in the house when the student leaves in the

morning and when they return home. The student must not be given a key to let themselves in. In the

event of illness, you will need to make arrangements to be at home for the student.

Food English food is likely to seem very different to the food in your student’s country, and at first this can

contribute to his or her feelings of homesickness. Although students should be encouraged to sample

English food, it’s a good idea to try to get an idea of any particular likes or dislikes as soon as possible.

Homesickness

This should pass after a day or so, especially if the child can telephone his or her parents (with a phone

card of course!). If the students’ homesickness seems particularly bad, please contact the Centre

Manager or, if the student has come as part of a group, their group leader. Remember not to take it

personally if the student is homesick as it is perfectly normal, especially for younger students for whom

this may be the first trip away from home.

Emergencies

In an emergency, please call: Tony Andrews, Centre Manager. His number is on the inside back cover.

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Section 2 Regulations & Other Essential

Information

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Informing Insurance Companies

A Message from English UK

Dear Student Host,

It has been brought to our attention that all families providing accommodation to overseas students are

required to inform their household insurers that they have students staying with them in the house.

Some insurance companies apply exclusions to their policies if students are in residence; others even

refuse to continue to provide cover.

Failing to inform your insurers of the reality may well have grave repercussions. At one end of the scale

a student may spill tomato ketchup all over your new cream carpet. If the insurance company

subsequently find out that a student was responsible for the accident and they have not been informed

that the student stays in the house, the company may well decide not to pay out.

It is not unknown for claims for small amounts to be made citing a member of the family as having

caused the damage. This practice is fraud and is considered to be a criminal offence if proven. In addition

insurance companies often now appoint loss adjusters for relatively small sums and during the course

of such an investigation any attempt to defraud will almost certainly be discovered.

At the other end of the scale imagine, however, that a student accidentally starts a fire and burns the

house down, with complete loss of home and contents. Since the sum is substantial, a loss adjuster will

be appointed as a matter of course. If the insurance company has not been informed of the student

accommodation it is highly unlikely they will agree to any claim.

We do urge you to think about your own situation and, if you have not already done so, to get in touch

with your insurance broker or company.

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Gas Safe Register

Gas Safety Regulations (Installation & Use) 1994 and Amendments 1996

Host families providing accommodation are classified as Landlords/Ladies under the Gas Safety

Regulations (Installations & Use). These regulations were introduced to ensure that all gas appliances

in rented premises were modern and safe for the tenant's use. The Regulations as amended define a

landlord as someone who leases relevant premises for a period of less than 7 years and relevant

premises or any part of premises occupied for residential purposes. Thus renting a room in your house

comes under the definition of a lease.

Consequently, providing a room for anyone, including an international student, means you have specific

legal responsibilities to your tenants when it comes to gas safety.

Annual checks

As a landlord, you are legally responsible for making sure that a Gas Safe registered engineer (Corgi

registered) checks the gas appliances in your rental properties every 12 months and gives you copies

of the gas safety certificates which confirms that the appliances have been checked and are safe.

You will be asked to produce these when you are visited by the Accommodations Officer and please

send up to date copies to the school.

For more information, visit www.gassaferegister.co.uk

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Laws & Regulations You May Not Know

Data Protection Act

You are entitled to see any records held on a computer that concern you. We keep such information

on a database at school. The Citizens Advice Bureau can give you more information relating to your

rights.

Number of Students per Household

British Council regulations currently specify a maximum of 3 adult students or 4 juniors per homestay

provider.

Housing Act

In the 1980 Housing Act there is a regulation that states that the minimum room size is 70 sq ft for one

adult and 110 sq ft for 2 adults. Children of 10 years and over are considered adults.

Fire Safety

Please refer to the home safety guide at the Fire & Rescue services website

(www.fire.gov.uk/Home+safety). There is a home safety checklist and many other useful resources.

You are also required to complete and display a Fire Risk Assessment (form available at www.lewis-

school.co.uk/hs).

Capital Gains Tax

As long as you are providing meals and the student has use of (shares) the lounge or other rooms in the

house with you and your family, you will not be liable for CGT. If you need further information contact

your local HM Revenue & Customs Office or visit www.hmrc.gov.uk.

Income Tax

You can currently earn up to £4250 in rent tax free each year. See your local HM Revenue & Customs

Office for further information, or visit https://www.gov.uk/rent-room-in-your-home. You can also

download an English UK information sheet from our Homestay Area at www.lewis-school.co.uk/hs.

Social Security

The Department for Work & Pensions (DWP) has the right to see any records of payments made to

you as part of an investigation into Social Security fraud. This comes under the Social Security

Administration Act 1992.

Mail & Luggage

You are not allowed to hold onto students' mail. You should send it back to the Post Office marked

'Gone away'. However, if a student leaves any belongings behind, you may hold onto them if there is

money outstanding. After a period of 3-6 months, the student or student's parents should be contacted

regarding the disposal of the items. If they want them back they should send you the cost of the postage

before you send the goods back to them.

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Prevent

A new government strategy aimed at reducing the likelihood of people getting involved in

extremism/terrorism has been introduced. Its name is PREVENT.

Its main focus is to implement and exemplify core British values:

• Democracy

• Rule of law

• Individual liberty

• Respect & tolerance for those with other faiths and beliefs

Lewis School of English is a multicultural community within which we celebrate people and cultures

from all over the world. At the same time, the school is keen to support all students in learning about

and deepening their understanding of British values, culture and principles. We actively promote British

values mainly by:

• Encouraging students to respect other people’s opinions, public institutions and services

(democracy)

• Ensuring that school rules and expectations are transparent, clear and fair (rule of law)

• Supporting all students to develop positive self-esteem, self-confidence and self-awareness

(individual liberty)

• Using classroom lessons and activities/trips to expose students to British and other cultures, their

ways of life and faiths (respect & tolerance)

• Providing opportunities for all pupils/staff to understand how we can all work together as a

community for the greater good (summary)

Signs that may cause concern

Students talking about exposure to extremist materials or views outside school

Changes in behaviour, e.g. becoming isolated

Fall in standard of work, poor attendance, disengagement

Changes in attitude, e.g. intolerant of differences / having closed mind

Asking questions about certain topics (e.g. connected to extremism)

Offering opinions that appear to have come from extremist ideologies

Attempts to impose own views/beliefs on others

Use of extremist vocabulary to exclude others or incite violence

Accessing extremist material online or via social network sites

Overt new religious practices

Drawings or posters (e.g. in accommodation) showing extremist ideology/views/ symbols

Students voicing concerns about anyone

The following are not extremist or signs of exploitation:

A young man growing or having beard

A man with a tattoo of his national flag

A young woman wearing a nicab, hijab or jilbab

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Students being passionate about national or international politics

A student becoming more serious about their faith

Should you notice anything alarming regarding your student’s behaviour, please call Nick Rahovitis, our

designated Prevent Officer on 07730 747619.

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Information Given to Students

The following guidelines are provided in the students’ handbooks.

Living with a host family is a great way to practise your English. Please respect your family’s rules, enjoy

yourself, and try to speak as much as possible!

General

• Say ‘PLEASE’ and ‘THANK YOU’. This is the British way!

• If you cannot come to school tell your host family.

• If you are not happy with your host family, please tell us.

Mealtimes

• Your family will provide breakfast, evening meal and a packed lunch for trips.

• Make sure you are on time for meals, but contact your family if you are going to be late.

• Remember that English food is different. Try it before you say no.

• Please offer to help with clearing the table or washing up. It builds a good relationship.

• On school days, you will have lunch at the canteen. On evenings with an activity, you will also have a

hot dinner at the canteen.

Household Arrangements

• Always ask permission before using the family’s telephone. Always use a phonecard.

• Make sure you know the bathroom arrangements. Don’t spend too long in the bathroom.

Clean the bath, shower or basin after using it.

• Always flush the toilet after using it. Use the bin for sanitary towels, cotton wool etc.

• Your family will wash your clothes but they are not expected to iron.

• Keep your bedroom tidy.

• You must pay for any damage you cause.

• Do not invite friends to the house without your host family’s permission.

Please keep to the house rules. Make an effort to fit in with your family’s lifestyle.

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Students’ Feedback Form

Host Family Feedback Form

Your Name ___________________________________________________ Date ___ / ___ / ___

Name of your host family _________________________________________________________

Please tell us about your homestay. Tick () the boxes below.

If no, please comment

1. Did you feel welcome on arrival?

No So-so Yes

2. Do you feel comfortable in this

house?

3. Are all the family helpful and

friendly?

4. Is your room ok?

5. Do you normally eat with the

family?

No Sometimes Yes

6. Do you like the food? Is it enough?

7. Would you like to stay with this

family again?

No Maybe Yes

Please tick () to say what there is in your room

Bed

Desk Chair Window Lamp Wardrobe Chest of

drawers

Any other comments

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Homestay Compensation Policy

Sometimes we may have to make a change to a homestay booking. This can be for a variety of reasons.

In such an event, we will endeavour to minimise any inconvenience caused to our homestay hosts. The

policy below explains which circumstances qualify for compensation, and the steps we take to replace

your student.

Before Arrival

• If a student cancels their homestay booking prior to arrival, due to accident, bereavement visa

complications, illness, or financial problems etc., we will do our best replace the student with an

alternative booking as soon as possible. In this event, no compensation will be paid, as the student

has not yet arrived due to the cancellation being unavoidable.

• Compensation will be offered to a host family only when we consider that a financial commitment

has been made (e.g. extra food purchased) and therefore we will offer compensation equivalent to

a few days to reimburse the host family.

Upon Arrival

If the student is part of a group and fails to arrive as expected without giving due notification, and

the family has come to collect their student, three days’ compensation will be paid, unless another

student can be placed with the family at short notice. The school policy is that if we have another

student to replace the cancelled student then this is the offer that will be made instead of financial

compensation.

During Their Stay

• If there are no issues between the student and the host, but the student requests to move out (e.g.

to move into their own accommodation, to be nearer to school or to share with a friend), we do

request that they pay one week’s notice to their host family.

• If the homestay host notifies us that they are no longer able to host the student (e.g. due to a change

in circumstances, a clash of personalities or a family emergency) we will move the student as soon

as possible, and no compensation will be paid to the family.

• If the student requests to be moved on the grounds that they are made to feel uncomfortable or

unwelcome at their host’s home, there has been a disagreement of some kind, and Lewis school

agree, or the student feels that they are not receiving the standard of accommodation that both they

and the Lewis School would expect, no compensation will be paid to the family.

• If, in the middle of their stay, the student has to leave temporarily at short notice but wishes to keep

their possessions in their room with the agreement of their host family (e.g. due to a family

emergency back home or a problem with their visa), a retainer fee will be paid. See your Payment

Calendar for details of this fee.

Last updated January 2016

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Homestay Agreement

I/we understand the following.

Mealtimes, Board and Dietary Requirements Students / Group Leaders require breakfast and an evening meal Monday to Friday, and all meals at the weekend.

They also require a packed lunch if on a full-day trip.

Dietary requirements and board will be given on booking, and will also be in the student confirmation.

We strongly recommend that you do not purchase too much food in preparation for your student before you

establish their particular likes and dislikes.

Mealtimes are an important part of the homestay experience. They can be a social time and can often be the best way

to get to know the student and for them to practice their English. The Lewis School requests that mealtimes are always

spent with the student, unless their timetable prevents it.

Journey to/from School I am / we are required to accompany the junior student to school on their first morning, if within walking distance.

For students travelling by car I am / we are able to take and collect the student on a daily basis.

Keys Junior students should not be given a key, and it is a requirement that a responsible adult be present at home to

see their student off in the morning and welcome them home at the end of the day. Unless otherwise specified,

a junior student will return home directly after their class/evening activity has finished and then spend the evening

with the homestay host. Group Leader require their own front door key to allow free access but are still expected

to keep their host informed about their movements.

Arrival & Departure I am / we are required to pick up the junior student on arrival and drop them off with their luggage for departure.

Safeguarding In support of the Lewis School’s safeguarding ethos, an enhanced DBS will be required to host students under

18.

Fire and Gas Safety Any gas boiler in the house must be in possession of a valid safety certificate/paperwork updated annually. I / we

will complete and display a Fire Risk Assessment (form can be downloaded from www.lewis-school.co.uk/hs.

Sickness If the student is unwell or is likely to be late for any reason, they are expected to telephone the school first thing

in the morning. If they are too unwell to telephone themselves, I/we will contact the Lewis School on their behalf.

In accordance with the required level of care, I/we will take our student to our doctor or dentist in the event of

illness/injury and inform the school.

Guidance for Students / Student Welfare The school is not responsible for any calls made by the student. Please DO NOT let students use the telephone.

The Lewis School is NOT responsible for any damage or loss caused by a student. All homestay hosts are strongly

advised to notify their insurance company that they are taking 'paying guests'.

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I/we will provide a welcoming and secure environment for our student and encourage them to integrate with

my/our family, for example by taking them shopping or on outings and allowing them to make tea/coffee/snacks.

I/we will talk to the student and help them if they have difficulties.

I/we will do a reasonable amount of laundry for our students.

I/we will change our students’ bed linen and towels once a week.

I/we will allow our students to shower/bath daily.

Further information such as the safeguarding policy and homestay manual (including compensation policy) can be

downloaded from www.lewis-school.co.uk/hs.

Declaration

I have read, understood and agree to the sections on: Please tick ()

Mealtimes, Board and Dietary Requirements

Journey to/from School

Keys

Arrival & Departure

Safeguarding

Fire & Gas Safety

Sickness

Guidance for Students / Student Welfare

I further agree: Please tick ()

to accept certain responsibilities for the wellbeing of the student, as a homestay host for the

Lewis School of English. This includes showing due concern for their welfare, safety and security

during their stay.

I have received a Homestay Manual, In Case of Fire Notice, Fire Risk Assessment Form and Homestay Agreement.

Signature: Date:

Print name:

21 Lewis School of English – Homestay Manual – New Forest

Images on front cover (top), page 7 and page 19 courtesy of Deep South Media.

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Timetable

Weekdays

Drop-off time in the morning is 9.00 – 9.15.

Pick-up time is 17.00 on days with no evening activities and 21.00 when there is an evening activity.

Saturdays

Drop-off time is 8.15. Pick-up time is 18.00

Please provide your student with a packed lunch for the full-day trip.

If in doubt, please check with Tony Andrews, Centre Manager (his phone number is on the inside back

cover). Please let Tony know if your student is going to be late or absent for any reason. If the pick-up

and drop-off times change due to unforeseen circumstances, Tony will inform you as quickly as possible.

We will provide you with a full timetable. This is also available online at

www.lewis-school.co.uk/newforest and at

www.lewis-school.co.uk/pdf_files/2016_junior/New_Forest_Timetable_2016.pdf

Contact Details

Tony Andrews, Centre Manager: 07510 647 668

Tony’s role is to co-ordinate all aspects of the programme.

In an emergency, please call Tony on the above number

Joanne Bell, Homestay Officer: 07522 771 867

Joanne’s role is to troubleshoot any accommodation issues

Alistair Walker: 07801 0893014

Alistair’s role is to oversee the smooth runnng of the Centre and to liaise with the

sponsors and agents responsible for sending the students.

23 Lewis School of English – Homestay Manual – New Forest

Food Pictures

Meat

Chicken Beef Lamb Pork Fish

Dairy Products

Milk Cheese Butter

Other

Bread Pasta Rice Potato Cereals

Eggs Nuts Lentils Spice Chilli

Salad Vegetables Fruit Garlic

You may find the pictures above useful if your student has a low level of English

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For the most up-to-date information,

please visit the Homestay area of our website at:

www.lewis-school.co.uk/hs