International Homestay Host Information

Homestay accommodation is a vital part of a student’s overall experience of studying in Edinburgh. Many of our students are non-native English speakers. As Homestay Hosts, we hope you will encourage them to take part in household life, as this provides the ideal atmosphere for improving language skills and learning about life in Scotland.

Types of accommodation

Half-board 

Homestay Hosts provide breakfast and a two or three-course evening meal for students. We hope that hosts will allow access to the kitchen for tea and coffee making. Many international students choose this type of accommodation because it allows plenty of time for studying and offers many opportunities to interact with their host. Some students may have particular dietary needs and cultural requirements. We encourage both homestay hosts and students to be as flexible as possible regarding food. Discuss likes and dislikes at the start of the stay, and on an ongoing basis.

Self-catering

Students rent a room within a homestay host’s home, but cater for themselves. In this case, students will require a cupboard and fridge space to store food. Students who choose this option tend to prefer a bit more independence; however, they still appreciate opportunities to interact and practise their English with their host.

Our Students

Our students come from a variety of international backgrounds, with both EU and non-EU students attending courses at the college.

Long-Term Students

Our academic year runs from the end of August to the middle of June and is divided into 2 semesters: August-January and January-June. During this time, we have ‘long-term’ students who are looking for homestay accommodation for either 1 or 2 semesters. These students may be studying English or an academic course. They usually require single rooms and choose either half board or self-catering accommodation.

Short-Stay Individuals and Groups

Throughout the year, we host individuals and groups of students who come to Edinburgh College for 1 to 12 weeks, sometimes longer. These students usually come to study English courses, or English combined with another subject, such as Business or Tourism. These students usually require either single or twin rooms, and most groups choose half-board accommodation.

Summer School Students

The months of July and August are the busiest time for the International Team as we run a popular Summer School. Students may stay for between 2 and 8 weeks. We increase our rates during the summer to reflect the high demand for accommodation in Edinburgh. These students usually require either single or twin rooms, and choose either half-board or self-catering.

Motor Vehicle Students

We also currently help to accommodate ‘block-release’ motor vehicle students. These students are undertaking 3-year apprenticeships with employers across Scotland and are released from their employers for 1 week per month to attend college. All of our motor vehicle students have half-board accommodation, and we try to place two students together in twin rooms where possible. As many of these students are under 18, the hosts will be asked to complete the PVG disclosure process. Find more information about the PVG disclosure at Disclosure Scotland.

Becoming a Homestay Host: What can I expect?

By signing up to be a homestay host for Edinburgh College, you are joining our register of hosts. We can never guarantee that you will be given a student, or that a student placed with you will remain for the full duration of their placement.

Placements

We do our best to place students with a suitable homestay host. Only in exceptional circumstances, and temporarily, will we place more than four students in the same household, or two students of the same nationality or language. Please inform us of any other students staying with you. Bookings are always confirmed in writing.

We recommend that you keep a ‘Visitor Book’ for students’ names, addresses and dates of stay.

Our Support

The Edinburgh College International Team is here to support you and your students with any issues that arise during the homestay experience. This may include providing cultural advice and other guidance about hosting international students.

Rates

Rates for our homestay accommodation will vary. For example, students staying for longer may pay lower rates than our short-stay groups. Furthermore, summer school prices will reflect the higher rates across Edinburgh in the summer period. Please contact us for up-to-date rates.

Council Tax

If you are claiming a single-person discount on your council tax, then hosting students may affect this. If you have concerns about this, please get in touch with your council.

Payment

We will always tell you the payment plans in advance. In most cases, the College will pay you by bank transfer, normally within the first two weeks of the student’s stay. This is especially true for short-stay groups, agency students, and Summer School students.

Most long-term students go home for college holidays at Christmas and Easter. We do not normally expect students to be charged during this time. However, hosts may wish to implement a retainer fee in some cases.

Please note that hosts are responsible for managing any declarations to Inland Revenue regarding taxable income.

Cancellation of Accommodation

Hosts and students should give reasonable notice if they wish to cancel the agreed accommodation booking. Edinburgh College will liaise with both parties to reach a satisfactory resolution regarding payment, depending on the reason for the cancellation. 

Please note that Edinburgh College reserves the right to remove a student from a homestay without notice if there is concern about their safety or welfare. In the case of a last-minute cancellation, no-show or a student moving out without notice, please note that Edinburgh College cannot provide compensation. If this occurs, homestay hosts will be placed on a priority list to ensure that they are offered the next suitable student.

Please contact us as soon as possible if your circumstances change just before or during a student’s stay.

Insurance

We strongly recommend that you check your household insurance to ensure that your policy covers hosting students, accidental breakage, damage from fire and water, and liability. The College is unfortunately unable to cover the cost of any damages.

Becoming a Homestay Host: Our Requirements

In line with our British Council accreditation, Edinburgh College requires all homestay hosts to fulfil the requirements outlined below. We understand that there is a lot of information here, so please do not hesitate to get in touch with any queries.

Inspections

We personally inspect all prospective student accommodation in compliance with Accreditation UK criteria before placing any students in your home. Additionally, we will revisit you again at least every two years. This is to ensure there have been no changes to the quality of the accommodation provided, and to allow us to talk to you about your experience hosting our students and to answer any questions or concerns you may have. 

References

Before you join our homestay register, we will ask you to provide two references whom we can contact to discuss your suitability to host our students. Examples of suitable references might include other language schools you have hosted students for, your employer, an organisation you volunteer for, an existing Edinburgh College homestay host, or a member of Edinburgh College staff. Family members would not be considered suitable referees.

Gas Safety

All hosts providing homestay accommodation are classified as landlords under the Gas Safety (Installation and Use) Regulations 1998. These regulations were introduced to ensure that all gas appliances in rented premises were modern and safe for tenants’ use.

To conform to these regulations, hosts with gas appliances in their homes must ensure all of the following:

• Gas boilers and central heating systems are installed and serviced regularly by a Gas Safe-registered installer.
• A Gas Safety Check is carried out annually on any gas 
  appliances.
• You have a current Landlord’s Gas Safety Record.

Furthermore, rooms containing gas appliances must have adequate ventilation, with any air inlets, flues and chimneys clear. To find a local Gas Safe Register installer, please check the Gas Safe Register.

Alternatively, if you already have a HomeCare contract with British Gas, contact them to find out how to upgrade to a Property Care contract. This is the same as HomeCare 200 and also includes a Gas Safety Record.

The International Team will require a copy of a Landlord’s Gas Safety Certificate from all new hosts who use gas appliances, and again each year that gas appliances are serviced.

Fire and Carbon Monoxide Safety

We require all hosts to have working fire alarms and carbon monoxide detectors in their homes, as appropriate. These must be interlinked Fire Alarms to comply with Scottish laws as of February 2022. These must be checked regularly to ensure they are functioning correctly and have sufficient power (e.g., when battery-operated). Before becoming a host, we ask that you complete a Fire Risk Assessment. This is to help you identify potential risks in your home and implement appropriate control measures.

Smoking or Vaping

We ask that hosts who smoke or vape do so only outside their home in keeping with the law to protect against passive smoking. Please be aware that smoking or vaping in or around the household may impact upon students’ comfort or wellbeing, and that the college reserves the right to withdraw students from homestays in which they are uncomfortable with smoking or vaping.

Medical Incidents

For minor health complaints, we advise students to go to a pharmacy first. If a student requires a GP, they will need to register with a medical practice near where they are staying. The college can provide advice to students and hosts on eligibility for NHS services and the documents required for registration. Some students will have medical insurance, enabling them to access private healthcare. 

While we ask that hosts not provide students with medication, we recommend keeping a basic first-aid kit at home. Please check with students about allergies.

In an emergency, always dial 999.

Driving with Students

If you wish to drive students in your vehicle, we advise that you be responsible for their safety. Please ensure that you have a valid driving license and that your vehicle is in a safe condition with an up-to-date MOT and insurance. International students may need to be reminded to wear seatbelts.

Our Requirements: Facilities 

Bedrooms

Most students ask to be placed in a single room, especially for longer stays. Twin rooms are sometimes required for our short-stay groups and summer students, so if you do have a large room, we recommend furnishing it with two single beds (not bunk beds). This will increase the likelihood that we can place a student with you, as the room can be let as either a single or a twin. 

The student room should contain a full-size bed, adequate space for clothes and books, a desk for study, a table, a chair and adequate lighting for study, including access to natural light. Where a desk cannot be in the room, facilities should be provided elsewhere in the house where the student can study in a quiet atmosphere. Bedding, bed linen and towels should also be provided.

Public Rooms

As our lecturing staff encourage students to watch television and chat with their hosts, we hope that students will also have some use of public rooms, just like any other member of the household. 

Bathrooms

Students should be allowed to bathe or shower every day. International students may have different cultural bathroom practices and may require guidance regarding local norms.

Heating

Students require adequate heating in their rooms, but are advised not to leave heaters on in their rooms overnight or when they are out. We suggest you provide extra blankets, as many students from warmer climates find it hard to adjust to Scottish weather. We recommend that temperatures in areas used by students be at least 17 degrees.

Laundry

Many hosts prefer to do the student’s washing along with their own. However, if this is not the case, you should allow use of your washing machine at times 
convenient to yourselves. Please ensure that laundry arrangements are explained clearly to students. We ask that fresh bedding and towels be provided each week.

Cleaning

We require that homestays be kept clean and in good repair. While we expect students to keep their rooms tidy, hosts should clean bedrooms once a week. 

Internet

Wifi needs to be available in all homestays. This is vital not only for students’ studies but also to keep in touch with family and friends in their home country.

Phone Calls

The majority of students have their own mobile phones and will make local overseas calls using their own SIM cards and/or applications. 

However, please discuss the use of your home telephone with students. If you are concerned about unpermitted international calls, a ‘call barring’ system may be available through your network.

House Keys

We expect students to be provided with their own key. If this is not possible, we ask that you inform the student(s) of the location of an emergency key or a key lockbox where they can access a key.

Our Requirements: Safeguarding

Under 18s

Edinburgh College hosts students of all ages, but many are aged 16 and 17. To protect these young students, both the college and our homestay hosts must implement additional safeguarding measures. Although some hosts choose to take only students over the age of 18, if you are happy to take students aged 16 and 17 and are prepared to comply with these additional measures, this will increase the likelihood that we can place a student with you. 

PVG Scheme

Edinburgh College will only place a student under 18 in a homestay with a host following a satisfactory PVG scheme check of all the adult members of the household. If you would like to learn more about this, please refer to Disclosure and Protection Scotland. Our International Team staff will advise you on the PVG application process. 

Curfew

Students under 18 are expected to adhere to a curfew, returning to their homestays by 11 PM each night. This is clearly communicated to the students and is jointly enforced by group leaders, the college and you, the hosts. If any college excursions are arranged that will mean a student coming home after 11 PM, the hosts will be notified by the college in advance.

Students under 18 years old must provide the college with written permission from their parents in advance if they wish to stay out overnight, go on an overnight trip, or travel outside of Edinburgh. If you host students under 18, we ask that you ensure a responsible adult is at home overnight.

Safeguarding Training

In compliance with Edinburgh College’s British Council accreditation, we require all hosts to complete basic safeguarding awareness training annually. We facilitate this and are flexible in our arrangements for doing so. We will contact you about arranging training for this. However, please do not hesitate to get in touch with any questions in the meantime.

If you have any Safeguarding concerns about a student living with you, please get in touch with the International Team as soon as possible.

Smartphones and Social Media

The majority of our students have smartphones, and it is common for them to take photos and videos to record their experience in Edinburgh. As part of the settling-in period, please discuss boundaries around any photographs, videos or other content recorded within the homestay. 

We ask that students not take photos, videos, or other recordings without permission, and we expect the same of hosts. However, please note that Edinburgh College cannot control students’ recording and sharing of content, including on social media.

Student Welfare

For many of our students, their stay in Edinburgh may be their first away from home. Friends and family located overseas and in a different time zone may seem very far away, so feelings of homesickness are common. 

In addition, some students may struggle academically with their course or with social and cultural integration. 

Signs that your student may be struggling may include:

• Spending a lot of time alone in their room
• Often seeming tearful or in a bad mood
• Continued difficulty communicating
• Seeming isolated from the peer group
• Significant changes in appetite
• Excessive consumption of alcohol and/or other substances
• Sudden interest in extreme political or other views

If you are worried about your student or notice any changes in their behaviour that cause concern, please contact the International Team so we can discuss ways to provide additional support for both you and your student. Our Safeguarding Policy is available at any time for reference and guidance.

Resolving Issues in the Home

We hope that hosting our students will be a trouble-free and enjoyable experience. We recognise that welcoming additional people into your home can sometimes be challenging, and we ask that hosts and students work together initially to accommodate one another’s needs.

If any aspect of a homestay placement is causing you worry or stress, please contact us straight away. This is so we can work with you to resolve any problems as soon as possible. Please note that it is never acceptable to lose your temper with a student. If you find yourself struggling, please contact the International Team immediately – do not allow issues to build up.

Things to consider

Introductory meeting

We advise hosts to hold an introductory meeting with students upon their arrival. This is an opportunity to introduce yourself and learn about the student. It is also a good time to set out the house rules. At this time, you should discuss and agree on the matters you feel will ensure the smooth running of your household, as this will prevent misunderstandings later on.

These are some key topics to discuss:

• Exchanging phone numbers/contact details 
• Mealtimes and dietary requirements (half board students)
• Use of the kitchen
• Use of the bathroom
• Smoking/Vaping
• What happens at weekends?
• Laundry
• Use of the telephone/internet
• Can your student bring friends home?
• Photos/videos
• Cultural/religious requirements
• Buses/trams to college and the city centre
• Local shops and amenities
• Registering with a GP (long-term students only)
• Fire safety in the home/what to do in case of a fire
• Any other details that you feel they may need to know regarding their daily life, safety and security

Hosts should ensure that an adult is available to receive students upon their first arrival at the homestay. During the first few days, it is important to remember that there is a “settling in” period. It will take time for you and your student to get used to living together. We ask that you bring your student to college on their first day and make sure they are confident about getting home again.

Food

Hosts providing meals for students must provide breakfast and dinner with at least two courses each day. Please ensure that these offer a well-balanced diet, are varied, appetising and flexible in accommodating any reasonable dietary requirements. While we understand that many of our hosts lead busy lives, we ask that you please refrain from regular use of processed microwave meals. 

Students are advised that they must buy their own snacks. If you don’t want these eaten in bedrooms, ensure you inform the student during your introductory meeting, and discuss whether students can help themselves to fruit, biscuits, crisps, etc.

We will inform you of any special requirements prior to placing a student with you, but we recommend that you discuss likes and dislikes with students at the beginning of their stay, and on an ongoing basis.

Remember, students come from a number of different countries, and what's normal for them may differ from your own. If a student dislikes your food, this is not personal, and may just be a cultural difference, discussing food preferences regularly may be necessary. Other cultures can often be more direct and less polite than the British way. 

Communicating with students

Students are here to improve their English skills, so regular conversations at home are very beneficial for them. If an issue arises with a student staying in your home, it is better to discuss this in person. Try to avoid discussing negative subjects over text messages, as they can be misinterpreted and taken out of context. 

If you have any serious concerns, please speak to the accommodation officer or the International Team.

Cultural differences 

Most students visiting are from different cultures and backgrounds. It is important to consider this when looking at behaviour. In some cultures, people may appear cold and distant or always in a hurry/always late. Every culture has unwritten rules that affect how people treat each other.

In Britain, we have a very polite and formal culture; being late and not saying please or thank you are considered rude, but it is important to remember that these may be culturally acceptable elsewhere. 

If an issue arises with a student staying in your home, we ask you to first communicate with the student to try to improve the situation. Nevertheless, the International Team is available to provide support throughout the homestay.