T. Otani & Associates - International Relations, Ltd.

400-1050 Alberni St. Vancouver BC, Canada V6E1A3
Tel.(604) 683-0175  Fax.(604) 683-1659   E-mail mailto:homestay@toa-cpci.com

INFORMATION FOR HOMESTAY HOST FAMILIES


A TOA host family is:
A warm, welcoming, communicative and friendly family. A TOA host family takes the student into the family and treats her/him as one of their own. Offering support and encouragement, the host helps the student to adjust to what may be a completely different way of life. Interaction between student and family during the first two weeks in general, is crucial. During the first week, students may feel homesick, jet-lagged and unsure of what to expect. They may worry about making mistakes and not being able to communicate. Just imagine how you or one of your children would feel in a similar situation, showing that you care about them helps the adjustment process.

A TOA student is:
Typically a young Japanese adult excited about traveling to Canada and getting to know their Canadian family. Students are interested in learning our culture and sharing theirs with you. The student chooses homestay instead of a hostel or apartment because they wants to be part of an English speaking family and where, through daily interaction and conversation, the lessons learned during the day can be put to use. Please ensure that only English is spoken when the student is at home and remember that speaking slowly may aid communication.

General Guidelines

House:
The house must be clean, comfortable and well maintained. The location should be within 45 minutes of downtown by public transport and close to a bus stop. A telephone, laundry facilities, TV and a house key should be available.

Insurance: 
It is a host family’s responsibility to check with its own insurance company for proper coverage to have a student in your residence. The student’s travel insurance coverage may not be extended for certain liabilities.

Homestay Fee and the duration of Homestay:
Homestay fees are paid from TOA. Direct money transaction between students and hosts is not acceptable. The homestay fee includes G.S.T.. (GST# 893545830-RC). Please call the homestay coordinator with any questions. Cheques are mailed out towards the end of the first week. Please confirm the rates with the homestay coordinator upon placement. You will be told the payment schedule when a student is booked with you. Students may stay from one week to one year. Students are required to give appropriate notice (typically 30 days notice) if they decide to leave homestay early.  When a student takes a holiday over 7 days while they are at your home, they are entitled to a $5 per day refund.

Student room:
The room must be the one approved by the homestay coordinator. If you need to change the room, please call us. The room should be warm, light and comparable to the rest of the house. Ground floor and above is preferred as below ground basements can be dark and cold, therefore unsuitable. The room needs a bed, desk or table and chair, closet and adequate lighting. A window that opens is also necessary. You provide towels and bed linen, but the student will bring their own shampoo and toiletries.

Meals:
A student needs three adequate meals per day, breakfast, packed lunch and dinner. It is a good idea to take him/her with you when you grocery shop so that they can tell you what they like. A student is required to inform us before they arrive if they have allergies.

Breakfast:
It may be served or offered on a “help yourself” basis, whatever is usual for your family. Make sure students understand what is available, where it is kept and how to prepare the various foods. Breakfast may be any of the following; cereal, toast, fruit or juice, tea or coffee, eggs or pancakes. A lighter breakfast during the week and a cooked one on the weekend is acceptable. Some students like to eat rice for breakfast in which case you could make extra if you are serving rice for dinner the night before.

Lunch:
A packed lunch consisting of soup and a meat, cheese, or fish sandwich; fruit, a drink, and a snack should be offered. Some students may require less. A microwave and kettle is available at school for hot foods. A student can prepare their own lunch if you show them how. Not everyone knows how to make a tuna sandwich!

Dinner:
It is eaten with the family and is whatever you are having that night, from pasta to steak. If you eat out as a family, take your student with you. Dinnertime is a good time to engage your student in conversation. Encourage them to help prepare the food or set the table. Remember to include them in your dinner table conversation.  It is sometimes difficult at first for less assertive cultures to break into conversations and activities unless directly invited. Encourage them to help with kitchen clean up and invite them to join in after dinner activities such as walks or videos, so that he/she has more opportunities to chat and interact with you.

Vegetarianism:
very few students are vegetarian. Hosts who are vegetarian must be prepared to serve meat regularly, either as sandwich fillings or at dinner.

Telephone:
Students are required to call collect or use a pre-paid card. They should not make long distance charges on your bill. Most of our students (long term) bring their own laptop computers and want to get access to internet / email by telephone modem. Please advise the student of telephone rules.

Airport pick-up/drop off:
The host family is responsible for pick-up and drop-off for the student at the airport, and your expenses (gas milage and parking) will be reimbursed. Prior to student’s arrival you will receive a sign with the student’s name for pick-up, and their flight information. Be sure to always check arrival information before leaving your home to see if the flight is on time. Plan to arrive at the airport 1 hour after the flight has landed to allow for customs and immigration clearance.

Laundry etc.: 
Students may either do their own laundry or you may prefer to do it for them. You will provide laundry supplies. Students are expected to keep their own room tidy, and clean up after themselves in the bathroom, but are not responsible for general house cleaning.
Activities:
Please invite your student to join in your family activities, just as you would your own child. If students are long-term, they will of course make friends and plan a lot of their own activities, but invite them along anyway. Ask them if they would like to have a friend over for dinner, or a video and sleepover. Tell them which days would be suitable.

House rules:
It is a good idea to have a written sheet for the students to keep such as meal times, emergency contacts, and laundry days. If your house is protected by an alarm, they will need operation instructions. Students should fit in with the family and follow the same rules as everyone else; bearing in mind they are adults. Let them know what the family bathroom schedule is if they are sharing with you.

Family absences:
If the host mother has to be away overnight, please call the homestay coordinator in advance. If you have a long-term student, and the whole family will be away, we will need to make other arrangements. A student must not be left alone overnight in the house, or a female student left alone overnight with only male family members, without prior approval from the homestay coordinator.

Maximum number of students:
Including the TOA student a maximum of two students per household is permitted. Students must be of different nationalities. If you have an in/out date overlap situation, please call the homestay coordinator so we can explain to our student that this is a temporary situation only.

Orientation:
During the first two days of the student’s arrival, please ensure the student is comfortable with your neighborhood, the location of banks, drugstores and bus stops. Also, please explain the bus schedule and, if possible, take them on the bus route to and from school so they know what to do. If you are unable to go on the bus with them, please drive the exact bus route with them, pointing out landmarks so they know where to get on and off. Students are responsible for their own bus fares and are not eligible for student discount bus passes. 

IMPORTANT:
TOA reserves the right to remove the student without due one-month notice in the case of a health concerns from previously unknown medical conditions, such as allergic reaction to pets. TOA also reserves the right to terminate or change the homestay and agreement with students and with hosts at our discretion. However it is our intention to always work things out between students and hosts. We also ask students to complete a final evaluation of their homestay experience. Anything that we learn that will help you as a host family, we will pass on to you. 

Hosting an International student is an enriching experience and a chance to make friends for life.  As a host family, we have read the above and agree to host students registered by T. Otani & Associates (TOA)


Your Name: Signature: Date:



Please retain one copy for your reference.
We must receive the signed copy to complete registration process.
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