F-1 High School Host Family Handbook. Information, Policies, Resources and Tips

Transcription

1 F-1 High School Host Family Handbook Information, Policies, Resources and Tips

2 WELCOME! Quest Exchange is a nonprofit organization committed to advancing intercultural, educational student exchange for American and international high school students. Incorporated in 1999, Quest Exchange promotes cultural awareness and international understanding by offering quality, educational and cultural programs for students, host families and schools. The Quest Exchange staff is dedicated to creating a positive exchange experience for all participants. Our program is based on the belief that participation in student exchange promotes understanding and awareness among all nations. As a Host Family you lead the way to this perspective. By opening your heart and sharing your home, you give our exchange students the opportunity to feel the warmth of an American family, the vitality of an American community, and the diversity of our educational system. This handbook outlines the Host Family and Student s responsibilities. It is also intended to serve as a practical guide to helping you and your student adjust to a different lifestyle, culture shock, and possibly homesickness. Should you have any questions or concerns, please contact your Local Coordinator, or the National Office for more information. Host Family Handbook 2/17 rev 11/11/2014

3 Overview of Quest Exchange Quest Exchange was founded in 1999 as a nonprofit organization committed to international, educational student exchange. Our goal is to promote cultural awareness and international understanding by offering quality, educational and cultural programs for students, host families and schools. Our staff is dedicated to creating a positive exchange experience for all program participants. The Quest Exchange National Office is located in San Francisco, California. We offer a wide variety of exchange opportunities for Americans and international students. Our programs are open to both youth and adults interested in learning a language or becoming integrated with a new culture. Our partnerships are with American schools and foreign organizations overseas. We value the relationships we have with our partners, and we work together to provide quality programs to our participants. National Office The Quest National Office is located in San Francisco, California and is open from 8:00 am to 5:30 pm Monday through Friday, Pacific Standard Time. Please feel free to contact us info@questexchange.org National Office Staff The Quest Exchange Office staff will be supervising your hosting experience. Your monthly stipends will be paid from the National Office at the end of each month. If you move, we would appreciate notification so we can keep your payment information up to date. Please do not negotiate payments with your student or their natural family. Do not offer guardianship or legal power of attorney. Do not ask your student for extra money to cover expenses unless you have contacted the National Office for information about what is allowed. We are here to answer questions and to give you and your student a good exchange experience. Please feel free to contact us. Quest Local Coordinator Your Local Coordinator is your local contact. It is his/her responsibility to support exchange students and host families. Coordinators have been trained and are prepared to assist you and your exchange student. Your Local Coordinator s responsibilities are to: Promote Quest Exchange s student exchange program in the local community. Contact local high schools to determine the feasibility of student placements, including the identification of any special school requirements. Obtain written school acceptance of student. Conduct host family home visits and interviews. Conduct Orientations for students and host families. This meeting allows Quest Exchange students to get acquainted with one another and to share some of their initial experiences. Host families are required to attend so they can meet other host families who live nearby, as well as other exchange students and to meet the field support. Monitor, on a monthly basis, the progress and experiences of student placement, host family, and school. Act as intermediary between host family and student when problems arise. Host Family Handbook 3/17 rev 11/11/2014

4 Emergency Procedures In case of an emergency a Quest Coordinator and/or the student s host family must report to the National Office immediately, please use the emergency line: (415) giving the following information: Student s name and country Nature of illness or emergency Address and telephone number where the student can be reached Telephone number of attending physician Quest Exchange will be in contact with the natural family and the foreign partner office regarding emergencies. National Incident Quest Exchange will act promptly and professionally in getting immediate information to the foreign organization/partner and natural parents regarding the safety of all exchange students in the case of a National Crisis. An attempt to make contact will be made utilizing all methods of available communication. The safety of exchange students is Quest Exchange s number one priority. Emergency calls will be returned; please do not call after hours unless it is a real emergency. Remember that our office is located in the Pacific Standard Time zone. Host Family Handbook 4/17 rev 11/11/2014

5 COMMONLY ASKED QUESTIONS What is expected of the exchange student? Our students are here on an academic, cultural exchange program. They must attend and participate in all of their classes and maintain at least a C average. Prior to his/her departure to the US, your student has had an orientation, explaining the rules and regulations of the program. Quest Exchange rules include obeying all local, state, and federal laws. Students are also expected to follow host family rules, including family responsibilities (e.g., participating in household activities, curfews, chores, etc.) What types of families are acceptable? We accept many types of families: single parent families, families with children of any age, childless families and families with grown children retired persons and in some cases single people, if the student agrees. What are the rewards of hosting? The rewards are many! Your family will learn and grow with the experience of hosting a foreign exchange student. The focus of our program is for host families and students to share their cultures, customs and traditions, as you build a lifelong friendship! What happens if the student is ill or in an accident? Quest Exchange students have full medical insurance. Students receive an insurance card and vouchers/claim forms; you will receive more information about insurance during the student/host family orientation. What about money? The student s natural parents agree to send adequate spending money. This money should be enough for clothing, social activities, trips, school expenses, meals outside of the home and telephone calls to their home country. Are we expected to show them America? You are not obligated, but if your family is taking a vacation, you may include your exchange student. Quest can connect students with third-party organizations that facilitate travel opportunities for exchange students. Keep in mind that the Quest Program is an academic program, and travel will only be permitted for students who are meeting their academic standards. Participation in these trips is the financial responsibility of the exchange student. What is the length of stay? Most of our students arrive in August for a 10-month academic stay returning to their home country in June. There are some students who will want to stay the summer and attend another F-1 program in the fall. Quest Exchange provides students with summer opportunities including camps, ESL camps and other accommodations. Host families are not obligated to keep students during the summer. If you chose to do this, please contact your Quest Coordinator. Host Family Handbook 5/17 rev 11/11/2014

6 What does Quest Exchange look for when screening Exchange students? Quest Exchange works with foreign partners who do the pre-screening of students. Our partners recruit only those students who they feel will be excellent candidates for the program. Once they accept the student, the paperwork is sent to us and we repeat the screening process to assure that we are getting acceptable students. Here are some of the things we look at: o o o o o o Academics - We review the grades, teacher recommendations and remarks, type of school the student is attending and student class ranking. We also look for patterns in grading. Grades should be consistently good without a recent decline in performance. A C or better in all subjects is a minimum we look for. English Ability - Most students are given a SLEP test (tests listening, reading comprehension), have an oral interview by their English teacher, and have a teacher recommendation of their overall language ability. Students must have at least 3 years of English language study and must be able to speak English. Personality - Students must present an essay that adequately describes their personality and home life. The essay must be positive and friendly. Interests/Activities - Students should show a variety of interests in studying, sports, music or other hobbies. We also consider accomplishments within their interests. Adaptability - All students are challenged to explain how and why they feel they can adjust to the differences of their American host family, school friends and culture. Maturity - Based on parent comments, teacher comments, foreign partner recommendations and other data, students are selected if they can display a maturity level that will sustain them through their school year abroad. Student Ambassadors Quest Exchange students are considered ambassadors for their country. Their attitude and behavior must reflect the highest standards set by this program. Students must be open to new cultures, be willing to make lifestyle adjustments and to do so understanding the fact that they have chosen to participate in this cultural exchange experience. Student Visa Your student is here on an F-1 visa, which is valid for up to 5 years. Students and natural parents have agreed to a Year Program as a commitment of 10 months with a host family. Semester students visa are agreed for 5 months and can be extended. Quest will honor a request from student and host family for an extension of stay for up to 10 months at a time. Host Family Responsibilities Your official role as a host family is to provide a caring and supportive environment for your exchange student along with food and shelter. Your student will learn a lot about American culture from experiences with friends, school, and community, but your student will learn the most from living with you and your family. Host family must be able to financially provide for the student and cannot receive government subsidized income. Host family must be able to pick their student up at the airport (the same applies for returning them upon their departure). Student must be provided food for breakfast, lunch and dinner. Food items for making lunch are to be available to the student. Host families do not have to make the lunch, this can be the student s own responsibility. Families may not ask student to pitch in money for groceries, or ask Host Family Handbook 6/17 rev 11/11/2014

7 student to buy their own food or drinks. When eating dinner out, it is the student s responsibility to pay their own way. If you want to treat your student that is okay, but be clear to them that this is a one time treat and not to always expect it. We ask host families to limit how often they eat out as it becomes costly for the student. Cooking meals and sharing meal time with your student is important. Student s bedroom may be shared with another child of the same gender and in the same age range. A separate bed must be provided for the student, cots are not acceptable. Students must have a quiet place where they can study; this may be the bedroom. Host family may not expect or ask exchange student to work for them in exchange for hosting the student. Student may not be asked do any labor type work in the home such as heavy yard work, gardening, remodeling, etc. Student is not required to babysit or supervise elderly persons living in the home. Host family must accept that hosting an international student can mean certain lifestyle changes. Students will need supervision; they need to feel that they are a part of the family. You will have to enforce rules and may have to discipline your student. Your student may need to be picked up or dropped off so they can attend social events. Host families should be willing to participate at this level. A student is a new family member that will become a part of your daily life. Your student may want to participate in sports or after school activities and may need your help with transportation. Students are here to experience as much as they can and they often want to participate in these activities, please be willing to drive them if possible or help them find transportation solutions. You are not responsible for transportation to and from school, it would be great if you could take your student to school every day, but we understand this is not always possible. We do ask that you provide your local Quest Coordinator with accurate information on the services in your area for your student to get to and from school and the estimated commute time. Host family stipend money may not be used to pay rent, mortgage or utilities. It is not to be considered income, but rather a stipend, which helps offset the cost of hosting. You may not ask your student for money or make any private arrangements for monthly stipends directly from your student. Stipends are pro-rated and paid monthly from the Quest National Office. Quest is not responsible for reimbursement for items purchased by host family to accommodate hosting a student. We do not cover the cost of a new bed, linens or any other items you choose to purchase. Host family is responsible for keeping the home warm and safe. It is unacceptable for a family to place a student in a bedroom without central heating. The family may not charge the student for things such as heaters or utilities. Host family must ensure the safety of their student at all times. Students may not be left alone overnight in the home. The host family is responsible for finding acceptable supervision for the student should you need to leave town or a take a trip away from home. You will be responsible for finding a friend, neighbor or relative who can take your student, or have an adult member over the age of 25 come to stay with the student. Your Quest Coordinator is not responsible for locating temporary supervision. Quest will not make payments to substitute families for supervising a student. Host Family Handbook 7/17 rev 11/11/2014

8 The key to hosting is a combination of patience, love, and support. It is important that your student becomes a member of the family and not treated as a guest. Bonding with your student may not occur immediately, it takes time for both you and your student to adjust. Eventually your student will become part of your family. Here are some suggestions: By becoming involved in your student s life, you develop a relationship of mutual respect and cooperation. Explain language differences, American slang words and phrases, this will help prevent your student from being misunderstood or embarrassed while trying to communicate. When making decisions about letting your student participate in something, we suggest you ask yourself, would I let my own child do this? If you are not sure about your decision, talk to the student, allow him/her to be involved in the decision making process. Become interested in your student s country and customs, you are letting the student know that they are important. Be flexible but firm. The more accepting you are of your student, the more you will enjoy the exchange of lifestyles and cultures. Let your student know what you expect in the way of behavior. Be open and honest about this from the start, most young people want to know what is expected of them. Do not treat your student as though he/she is company. It is important that they participate and be incorporated into family and school activities/routines. Student Arrival Prior to Student Arrival Helpful Hints Prior to your student s arrival, we suggest that the family do some research regarding your student s native country, its customs and traditions. You may want to check out some information at your local library such as travel videos, documentaries, books including information about the country s customs, and traditions, National Geographic magazines, and cookbooks. Additionally, you could purchase a map of the world and highlight the student s country, and find a visible place to hang it. Watch travel shows on TV, especially PBS and the Discovery channels, which have some interesting programs. Host Family House Rules Your Local Coordinator will give you a copy of House Rules along with this handbook. Quest requires you to fill in the details prior to your student s arrival. Your Local Quest Coordinator will go over these rules with your family and your student at the orientation. This document will help you set the ground rules for your student and will provide them with much-needed information upon their arrival. At the Airport It is important that you meet your student at the airport, please be on time for their arrival. It is a good idea to greet your student with a WELCOME sign with their name on it. Students are relieved when greeted with smiling friendly faces. Contact your Local Coordinator and ask him/her to join you at the airport for the Welcoming celebration. When your student first arrives he/she will be confused, tired, excited, nervous, and probably scared. Be patient; give him/her time to unwind from the long flight. Don t talk too fast or too much and don t bombard him/her with questions. It will take time for your student to recover from jet lag so please be patient if he/she seems a bit quiet or withdrawn. Encourage your student to contact their natural parent, via fax, phone, , or letter, to let them know he/she has arrived safely. First Day At Home Talk to your student about how to get in touch with you at work, and show them where the important phone numbers are kept. Explain your family policies regarding calling you at work and in what situations they will need to contact you. Many families find that posting a list of basic expectations on Host Family Handbook 8/17 rev 11/11/2014

9 the refrigerator helps the student identify his/ her responsibilities. We suggest not overloading your student with too much information upon their arrival. Talk about the family s eating habits and meal times. Students often say they like American food, but once they are here, they find they cannot eat the food we are accustomed to. It may take some effort on your part to introduce your family s eating habits to your student. Keep in mind that most Asian and European countries eat healthier and a lot more vegetables than the typical American. Please be open to providing your student with food they can relate to. Rules talk openly about what your expectations are, use the Host Family House Rules to cover all topics i.e. the daily household routine, what time to get up, how much time to spend on the Internet, household chores, how to take phone messages, etc. Student Adjustment Adjusting to a new culture will take time. Both your student and your family will find yourselves making adjustments. Be ready to teach and to learn. Remember, your student is not yet an adult. The first few weeks can be very stressful for them. Try to be patient and understanding, and do your best to keep a sense of humor. Culture shock is a condition of anxiety and disorientation that can affect someone suddenly exposed to a new culture. For your student, anxiety and disorientation may show itself in many ways. It often develops after the initial excitement of being in the United States wears off. Symptoms vary from student to student. Your student may show some of the more common symptoms or perhaps, none at all. Keep an eye out for difficulties, because the symptoms of culture shock can be very much like common teenage behavior. Symptoms of culture shock include: excessive sleeping frequent, ongoing criticism of the US, comparison with better things at home weight gain or loss irritability or anger without good reason depression, spending a lot of time alone in his /her own room excessive homesickness uncommunicative behavior It will take time for your student to adjust to America and your home. If culture shock does occur, remember it is curable. Your student may not be able to express what he/she is feeling and they may feel their only recourse is to either lash out or clam up. Your student may think that moving to a new host family could solve the problems that they are experiencing. Be patient and ask your Local Coordinator for help. It is hard not to take this behavior personally, but be assured that their behavior does not reflect on you or your family. Even though your student has heard a lot about what it means to be an exchange student from their friends or relatives, the only way to completely understand life as an exchange student is through the experience itself. Your student may make comparisons between the US and their home country. Criticism is a common defense mechanism used by exchange students to make themselves feel secure in their living arrangements. By criticizing an event, person, or behavior they can assure themselves that their way is correct. Using criticism as a defense mechanism also can mean that the student is afraid and needs to feel better about him/herself, so they may revert to cynicism or sarcasm. Keeping an open line of communication is crucial in conquering culture shock. Help the student understand his/her emotions. Encourage physical exercise and participation in different activities to distract your student from thinking too much about their home country. Host Family Handbook 9/17 rev 11/11/2014

10 Homesickness Homesickness is often associated with culture shock. Some students suffer from homesickness; others take to American life with ease. Even though your student may be somewhat prepared to deal with these feelings, you may also need to assist. Involve your student in your daily life, spend time together doing anything he/she might enjoy; work together in the yard, take the dog for a walk, prepare a meal together, etc. Do not allow yourself to feel guilty about your student s unhappiness. If your student continues to be unhappy and depressed long enough for you to be concerned, please contact your Quest Exchange Local Coordinator for assistance. Excessive phone calls from your student s natural parents can actually prolong homesickness and culture shock. Phone calls usually make people feel worse, not better. Encourage your student to limit his/her calls home to once or twice a month. If you find that your student s natural parents call your home excessive and you feel they are hindering your student s adjustment, please communicate with Quest Exchange Coordinator. Holidays can be depressing for your exchange student. Encourage your student to share their traditions and customs with your family. Also, keep your student actively involved in your holiday celebration. Homesickness and culture shock are very real and very painful emotions. They can make your whole family miserable. You can help combat homesickness and culture shock with patience, and understanding. Cultural Differences Undoubtedly, the most difficult part of the exchange will be resolving cultural differences. Knowing a little about some of these cultural differences may help you identify a misunderstanding before it becomes a problem. Here are some of the differences we hear about most often. Standards for sexual behavior vary widely from culture to culture. Discuss your family s customs, traditions and church/community traditions. For example, some of our students come from cultures and families where sex is openly discussed; others expect sexuality to be a very private issue. Do let your student know what is acceptable in your home. Some students find it difficult to accept the control and supervision from their host parents. They may not understand that our U.S. cities and towns may not always be a safe place. In this regard, relate how important it is for you to know where and whom they are with (at all times), just like their natural parents would want to know. Communication Responsibilities and privileges should be the same for your exchange student as they are for your own children. Please keep in mind that our students are teenagers, and teenagers are the same throughout the world. They will test the boundaries of the host family (as well as their own family), evaluate their personal relationships and encounter new/exciting experiences. Like adolescents everywhere, your exchange student will be very independent and mature at times, yet reach out for your support and guidance. Your student s English skills range from good to excellent, but it may take them a while to tune in to your regional English. Often the student will say yes to almost everything, don t accept this as proof of understanding. If you say something important to the student at the first meeting, repeat it again at least once in the next day or two. Additionally, as with most Host Family Handbook 10/17 rev 11/11/2014

11 teenagers, you will probably need to remind them of the family household rules from time to time. Among a student s first concerns may be What do I call my new host parents? You can eliminate anxiety by telling the student what you would like to be called. Many students do call their host parents Mom or Dad, but some host families may be uncomfortable with this. Again, be clear, if you prefer to be called by your first name, make the student aware of your preference this will help your student understand the dynamics of your family and your family s rules and restrictions. Student Rules Your Local Coordinator should give you a copy of the Student Rules prior to your student s arrival. Students sign the rules prior to being accepted into the Quest Exchange program. Please read through the Student Program Rules and contact your Coordinator should you have any questions. Students participating in the Quest Exchange program must abide by these rules and we hope that as a host family, you will notify your Quest Coordinator if your student is not following the rules. Counseling and Problem Solving The Quest Exchange staff will provide support and assistance for students, host families and area Coordinators. Students who show difficulties in one or more of the following: obeying host family rules, school guidelines, severe culture shock or any other disciplinary issues will be counseled by the Quest Exchange staff. A student who cannot follow the rules will be placed on Probation and will be given time to show improvement. Probation letters will be signed by student, refusal to sign a probation letter will result in termination of the student from the Quest program. Our Foreign Partner office agrees to translate the probation letter accurately and to provide the natural family with a copy. The conditions and length of probation is determined by Quest Exchange, probation terms are not limited to but may include: a restricted amount of time for correspondence and telephone calls to and from natural country, cell phones and personal computers taken away, house restrictions imposed by the host family. Students may not ask for a new host family based on their inability to follow family rules. Quest Exchange will not work at finding a new host family for students who are on probation and showing no improvement. If a student on probation is asked to leave the host family home, Quest will evaluate the circumstances to determine if the student will be placed with another host family or will be terminated. We urge you to talk to your Local Coordinator about concerns or misunderstandings before they become serious. It is important that you involve your Quest Exchange Coordinator should your exchange student have disciplinary problems or problems in school. If you cannot reach your local Coordinator and need help, please contact the Quest Exchange National Office so we can objectively assist you and your student. Probation Letter Probation outlines expectations, while giving a time frame for improvement. Probation is a trial period in which the Quest Exchange National Counselor determines whether or not the student will make behavioral changes deemed necessary to stay within the program. Based on information derived from Incident Reports and/or letters submitted, the Quest Exchange staff will issue a Probation Letter. A copy will be given to student, host family, area Coordinator, foreign partner office and natural family. In some cases a copy will be sent to the school counselor. If a student on probation is asked to leave the host family home, Quest will evaluate the circumstances to determine if the student will be placed with another host family or will be terminated. Host Family Handbook 11/17 rev 11/11/2014

12 Students can be dismissed from the Quest Exchange Program for the following reasons: - failure to make appropriate changes in response to probation; - low or failing grades with no effort to improve them; - psychiatric diagnosis, i.e., depression/psychosis; - diagnosed eating disorder, i.e., anorexia/bulimia - failure to obtain written permission to travel and/or permission for natural parent visits - life changing decision, i.e., religious conversion, marriage - expulsion from school - inability to adjust to living with an American family following a warning or probation letters; and - failure to respect and abide by Quest Exchange rules, or any other behavior discrediting the Quest Exchange and/or School Immediate dismissal will result if a student: - is caught using, selling, or possessing a controlled substance; - is caught drinking and a police report has been filed; - has broken a National, State, or Local law. Probation letters give students the opportunity to improve. If improvements are not made, students are then at risk dismissal from the program. Quest Exchange wishes to give exchange students every opportunity for improvement. We will work with you and your student to resolve conflicts and/or disciplinary difficulties. If you feel your student has behavior or attitude problems, please call our National Office immediately so we can work together to resolve these issues. Host Family Rules Students are expected to follow the house rules of the host family; failure to do so may result in written probation. Failure to meet probation criteria may result in termination from the Quest Exchange program and possible visa termination. Local Coordinators are there to help students and families resolve difficulties on the local level. The National Counselor will step in to address any unresolved problems between family and student should the problem persist. We are not in the business of sending students home, but rather to help students grow and learn to work through and deal with interpersonal relationship issues. We appreciate your willingness to work with our program officials to ensure this resolution. Religion Discuss your family s religious activities, encourage your student to attend perhaps one activity so they can determine for themselves if it is something they wish to become active with. If attending religious services is part of your family life and you would like your student to attend, by all means, invite them. **Some of the private schools require that students be of a particular religion and require the student to participate in religious worship, church services, and religious activities. In these cases, students have agreed to participate in these things, by accepting admission to the school, and are therefore required to attend. Moving a Student We understand that not all problems can be resolved to everyone s satisfaction. Should problems persist, it may be necessary to move your student from your home. This move may be at your request or at the request of the student. The Quest Exchange Coordinator must be involved in moving a student. You may not dismiss a student from your home without first contacting your local Coordinator who will need to be present in order to move the student. In Host Family Handbook 12/17 rev 11/11/2014

13 turn, the student may not leave your home without first contacting a Quest Coordinator. Quest Exchange will make every effort to find a new placement for your student as soon as possible, however, this may take time and we ask that allow the student to remain in your home until a new host family is found. Dismissal Procedures Student dismissal is based upon the review of Incident Reports, Probation Letters, and the ongoing student behavior. Behavior that has been deemed unacceptable and violates rules and/or regulations as set forth by Quest Exchange, or the hosting school will result in dismissal. Notification of dismissal will be forwarded to students natural family whereupon the student s F- 1 Visa will be terminated by the school official and the student will be requested to return to his/her country. Please note in all cases of dismissal, Quest Exchange will make every effort to support the student, during this timeframe, thus ensuring that students have been given a fair opportunity to remain in the program. If you are having difficulties with your student and feel you need advice or counseling, please contact your Local Coordinator. If your area Coordinator is not available or is unable to assist you, please contact the National Office at: our National Counselor will be on hand to help you. Insurance Student insurance covers illness or injuries that may occur during their exchange year. Routine physical exams (for sports, etc.) and immunizations are not covered. If your student requires a physical exam in the U.S., please advise your student that their natural parents are responsible for payment. Your student carries an independent insurance policy and YOU ARE NOT responsible for their medical bills. Do not be persuaded to guarantee payment for your exchange student s medical treatment. You are authorized to have your student treated for medical care without agreeing to be responsible for medical bills. Please contact the Quest National Office immediately if you have any questions regarding insurance. All students come with full medical and emergency dental (only) insurance. Some students have their own insurance provider that was chosen by the natural parents, other students have chosen to be covered by the insurance provider offered through the Quest Exchange program. Quest is NOT an insurance provider; we offer an insurance option under a large group umbrella policy which allows students an affordable option. Quest will assist with claims issues ONLY if the student insurance is the policy that was offered through Quest. We are familiar with the policy and procedures of this company, however we cannot assist with a long list of other insurance companies that are based in other countries. We hope you understand and respect our position in this matter. We ask host families to be prepared to help their student with filing a claim and following the insurance procedures. Upon your student s arrival, please ask to see the documents he/she has brought so you can make copies for yourself. Students should have an insurance voucher or ID card with them. Please identify the student s insurance policy number, write down any telephone numbers you may need should a claim need to be filed. Please be aware that a to visit a doctor or hospital will require proof of insurance. You must have insurance information with you and be prepared to follow the proper procedures for getting the medical expenses paid by the insurance company. If your student goes to the doctor or receives medical care you must ask for an itemized bill before leaving the office. You should have a completed form and itemized statement denoting the care that was given. Insurance companies cannot process a claim without an itemized statement. Host Family Handbook 13/17 rev 11/11/2014

14 Quest Exchange cannot directly handle a claim; it must be done through the insurance provider. Please read all insurance information given to you by your student so you can be familiar with the procedures of their insurance provider. As a host family you should never pay for medical services, students should be prepared to pay in advance and collect the money through the claim process. It is absolutely necessary that you follow these procedures for medical payments to be covered by the insurance provider. IN CASE OF MEDICAL EMERGENCY If your student is in an accident or is admitted to the hospital you must contact your Quest Coordinator or the National Office on our emergency line. please use the 24 hour emergency line and provide us the following information: Student s name and country Nature of illness or emergency Address and telephone number where you/ the student can be reached. Telephone number of attending physician Please follow the instructions for reaching the emergency contact person. Quest will contact the natural parents in the home country and will be in contact with you as soon as possible. Student Financial Responsibilities Neither Quest Exchange nor the host family shall assume any financial responsibility for the acts of the students, whether willful or negligent, this includes damage to property. Your student is expected to have his or her own spending money. We recommend to the natural family that they provide adequate monthly stipend approx. $250-$500 per month depending on the family. Host family s responsibilities are limited to room and board. It is recommended that student arrive with a phone card and enough money to provide for themselves for at least the first 2 months. Students may not borrow money from their host family. Student must pay for their own phone bill on a monthly basis. There can be many misunderstandings regarding money; we suggest that the student be financially separated from your family. Joint bank accounts with your student are not permissible under any circumstances. The student s account must be in their name only. Keeping separate accounts is a safeguard for you and your student. As with American teenagers, your student may sometimes need guidance in managing money. Caution your student against lending to or borrowing money from anyone. Money transfers from overseas sounds quick, but in actuality, it takes several weeks. If you feel that your student does not have enough money for their personal needs, please let your Local Coordinator know. Since banking practices vary throughout the U.S, we suggest that you assist your student in setting up an account at a local bank, especially a bank that accepts a transfer funds form the student s home country bank. Some of our students are given ATM cards or international VISA cards for their personal use. Check to see if the card works at ATMs marked Visa before there is a money crisis. Again, your student should never use your account or have a joint account with you. We do also discourage families from being a co-signer on a student s bank account. If a student changes host families, you are then still tied to the student through the bank account and potential allegations of having made changes on it. Some states make it difficult for students under the age of 18 to have an account of their own, so you may want to contact your bank and see what the procedure would be. Students are financially responsible for: Neither Quest nor the students host family will assume any financial responsibility for the acts of the students, whether willful or negligent, this includes damage to property, lost or stolen money (students are advised NOT to carry large amounts of cash at any time). Host Family Handbook 14/17 rev 11/11/2014

15 Student must bring or buy their own phone or use a phone card. Host family may NOT sign phone contracts for students Student is responsible for bringing their own laptop computer; host family should not allow student the use of their personal computers Student must purchase own personal use items such as shampoo, deodorant, toothpaste, razors, etc. Transportation not provided by the host family is not covered in program fees Student may not borrow money from you, the host family Student must have an adequate monthly stipend from their natural family, we recommend $250-$500 per month depending on the family Student must be prepared to pay for meals eaten outside the host family home, if they choose to accompany the host family for dinner at a restaurant, they must offer to pay for their own meal School Private schools have regulations and guidelines regarding enrollment, and the decision of acceptance will be at the discretion of each school administrator. Students are required to take the same required courses as an American student which usually includes American History /American Government and English. Each high school has regulations regarding exchange students. Students may hope to enroll as a senior, to graduate, take driver s education or play varsity sports. Quest Exchange does not promise participation in any of these activities; your student is aware that it is up to school officials to make these decisions. Students are expected to attend school regularly and on time, to abide by all school regulations, and to maintain a C average in all courses. If a school reports an uncooperative attitude or has other complaints about the student, please notify your Local Coordinator immediately. Complaints from the school regarding student s behavior, attendance, and/or grades may result in written Probation and/or expulsion from school. School expulsion will automatically result in termination from the Quest Exchange program. In Short, Students must: Attend school regularly. Maintain a C average in all classes. Must take English and one of the following; American History or US Government. Follow all school rules and policies. Be able to communicate and follow course work in English. Student Travel Policies Host family, school, church or other organized trips are encouraged, but there are some restrictions. Students are allowed to travel with an adult and with your approval and in some cases the approval of Quest Exchange. Students are not permitted to travel with a group of teenagers without a responsible adult that has been approved by your Local Coordinator. Occasionally, students are permitted to fly (given that they have their natural parent s written permission) to visit relatives or family friends in another part of the U.S. You are granted the discretion to decide whether the student is allowed to go on a trip, it is always a good idea to have written permission from the natural parents, especially, if it involves more than an overnight stay. Please let your Local Coordinator know of any travel plans. Visits by natural parents during the student s program may negatively affect the exchange experience for your family and your student. While we cannot tell a natural family what they can and cannot do, Quest Exchange strongly discourages parent visits during the first 6 months of the program year. Visits should only occur during the last month of the program year or semester. Natural parents must be prepared to arrange their own accommodations during their stay and not impose on host families. Do NOT let a natural family make you feel that you must Host Family Handbook 15/17 rev 11/11/2014

16 host them in your home during a visit, please discuss their accommodation arrangement prior to their arrival. Students may not have friends or siblings from home visit at any time during program participation. Travel/Overnight Trips Overnight trips require advance written permission from student s host family. For student s safety: The school must approve trips involving absence from school in advance. Travel must be with an approved group or to visit persons known to student s natural family or host family (a written invitation must be sent to Quest Exchange, including the date(s) of the visit and the name, address and phone number of the person(s) issuing the invitation). Your Quest Exchange Local Coordinator must be informed in advance regarding any trips your student plans to take and must be informed where students will be unless the trip is with the host family. Your Student s Departure Students must return to home country at the end of the exchange program as scheduled, we recommend the student schedules departure within 10 days of the last day of school. In the event that there is an airline strike or airline flight cancellations, which delay the scheduled return of students to their home countries, arrangements will be made by Quest to extend students stay as long as necessary with their host families or other acceptable accommodations. The student will pay any added costs arising from ticket changes. Quest assumes no responsibility for booking or confirming return reservations for students. Students may not remain with host family for an extended amount of time unless the extension has been discussed with the host family and Quest Exchange local coordinator. Any extended time spent in the U.S. must be reported to Quest Exchange in order for visa arrangements to be made in advance. Most often students airline tickets were booked by their parents or an overseas agency. Please check with your student well in advance of departure to ensure that tickets arrangements have been made. Quest Exchange does NOT assume any responsibility for flight schedules or changes, students and natural families must provide details of flight arrangements. RETURN TICKETS Quest Exchange has not booked airline tickets for students. We cannot make changes to return flights. It is advised that you discuss the return dates with your exchange student at least one month prior to departure. Extensions/Private Arrangements: Sometimes, once a student has developed a good relationship with the host family, they are tempted to ask the family if it would be possible to return to live with them next year without the help of Quest Exchange. We absolutely discourage host families from engaging in private deals with their host students and their natural families. Private arrangements put the burden on the host family and the student to make the placement work. Quest students and host Host Family Handbook 16/17 rev 11/11/2014

17 families that have made private arrangements receive no further support or counseling from Quest, and if a student becomes a problem, the host family is stuck with a private arrangement and no easy way out. On top of that, families would have to receive their stipend directly from the student, rather than as a discrete check from Quest. If you are approached by your student to make private arrangements, please contact either your local Quest Coordinator or the National Office immediately. This is an uncomfortable situation for everyone and will not be tolerated. Quest Students in the News Please visit our website to view students in the news and our photo album. We ask that you please send us photos and news about your student so that we can highlight our students on our webpage. Please encourage your student to share his/her news with you, so you can share it with us! A WORD OF THANKS We look forward to the year ahead and thank you for your role in it. As a Host Family you are the cornerstone of our exchange program and your commitment is greatly appreciated. The year ahead will bring many new challenges and rewards for your family and for the young person you are preparing to welcome. Again, thank you for hosting a Quest Exchange student. Please, stay in touch! Lisa Laviolette President Host Family Handbook 17/17 rev 11/11/2014