LAL Berkhamsted School Host Home Procedure

Introduction and Overview

The Welfare Manager will be responsible for the smooth running of the Host Home Programme, ensuring that the host homes follow the Code of Conduct as specified by the British Council and that can be found in the Host Home Manual. It is vital that you, the Welfare Manager, actively encourage and maintain open communication between all members of staff, host home students and host homes, ensuring that all parties are aware of timetables and any changes that may occur during the running of the centre. Keep in mind that students staying in host homes cannot access information as freely and easily as students staying on campus.

The Welfare Manager must take care to ensure that all members of staff are fully aware of the Host Home Programme and its students. After the main induction, you will have a meeting with all senior staff to give a briefing on how duties regarding the Host Home Programme should be carried out. In your briefing you should cover:

  • Host Home Register/Briefing
  • Host Home Timetable
  • Arrivals/Departures/Shuttle Bus Routes
  • Delivering Information to Students
  • Code of Conduct Regarding Vulnerable People


Host Home Register/Briefing

The Host Home Register should be at the Welfare Manager’s desk at all times. This register should be updated every day by the member of staff covering the opening of the office. Once the register has been updated it should be returned to the WM’s desk so that student absences can be dealt with by the welfare and academic teams.

Each evening there should be a host home student meeting at the office (at least 5 minutes before the scheduled leaving time) where students sign out and are informed of their timetable for the following day. It is vital that all Host Home students attend this meeting.


Host Home Timetable

The WM should ensure that all members of staff are aware of the Host Home Timetable. Please note that host home students spend the evening and have their evening meal with their host home twice a week (Sunday and Thursday week 1, 3, 5 and Sundays and Friday week 2, 4 and 6). This is timetabled and host homes expect their students back at the time stated. This cannot be changed.

Arrivals/Departures/Shuttle Bus Routes

The Welfare Manager is responsible for cross-referencing transfer reports and student lists in order to know at what time host home students arrive and depart.

On arrival and departure days, host homes will pick up and drop off their young learners. The Welfare Manager is responsible for emailing the host homes with arrival and departure information (at least 5 days before arrival/departure).

The WM will give the correct information to the Excursion Manager, Leisure Manager or Transfers Manager (e.g. student names and addresses as well as arrival and departure times and dates) so coaches and taxis can be booked.

Berkhamsted School provides several shuttle buses for students who do not live within walking distance. The routes and chaperone rota will be organised by the WM, CM and Berkhamsted School.

Please note that during weeks when there are a higher number of students, other means of transport will be put in place to transport students between Berkhamsted School and their host homes (in this case, LAL Head Office will inform on-site staff).


Delivering Information

The skills and experience of the teachers are essential in delivering information to students; they will have the knowledge of how to communicate with a range of different levels and abilities. Host home students will be highlighted on class registers so that teachers know which of their students are on the Host Home Programme and can check if they are aware of their timetable. The Academic Manager will be responsible for highlighting host home students on class registers and the Welfare Manager will ensure that this happens.

On arrival, students will have a small induction with the Welfare Manager to make the programme clear and answer any questions or queries.

Clear communication is paramount, you should always be aware of your use of English and grade your language to reflect the needs of your students. In some cultures it is polite to say ‘yes’ even if you do not understand. You should use concept check questions such as ‘what time is your excursion?’ ‘Where is the meeting point?’ to check your students’ understanding. Try not to ask ‘yes and no’ questions such as ‘do you understand?’ as students are likely to say ‘yes’ whether they understand you or not.


Vulnerable People and the Code of Conduct

Members of staff should alert a senior member of staff if they see any signs that suggest that host homes are not following the Code of Conduct towards Vulnerable People (The code of conduct can be found in the Host Home Manual which is available onsite).

If you have any questions regarding the Host Home Programme please speak to your Centre Manager or contact the Summer Schools Operations and Welfare Co-ordinator at