Hosted Accommodation Participation Agreement
As a participant in West Vancouver Schools International Programs, the following terms and conditions apply. This agreement aligns with the Hosted Accommodation Manual and current program policies.
Welcome and Support (Care and Connect)
- Hosts will welcome the student with respect and inclusion.
- The student will be invited to join age‑appropriate family activities and will have reasonable use of household amenities.
- Hosts will provide a clean, safe, supervised environment, including emotional support, encouragement, and clear daily routines.
- Hosts will provide three nutritious meals each day, plus reasonable snacks. Students may purchase specialty dietary items that are not part of a typical diet unless the program approves otherwise.
- Hosts will share written house rules during the first week and review expectations together (curfew, communication, bathroom, kitchen, chores, technology, visitors).
- English will be the primary language used in the home when students are present.
- Hosts and students will identify a safe plan for emergencies, including how to enter the home and who to contact if no one is available.
- Hosts may check the student’s room periodically to ensure safety and cleanliness. Any checks will be brief, respectful, and scheduled in advance.
Daily Living Routines
- Transportation: hosts will help the student learn public transit routes to school and the community.
- Phones and internet: the student must maintain a working mobile phone. Hosts may set quiet hours and reasonable internet limits to protect sleep, study, and shared living. Misuse of internet resources may lead to program consequences.
- Privacy: the student has a private bedroom that is respected as personal space. Hosts will not enter without permission unless there is a safety concern.
- Private areas of the home will be clearly identified.
- Bathrooms and laundry: hosts will explain shower length, water containment, clean‑up, and the laundry schedule. Students may do laundry up to two times per week.
- Cameras: any security cameras must be disclosed during inspection and orientation. Cameras are never placed in bedrooms or bathrooms.
Curfew, Sleepovers, and Travel
- Curfew: students must follow the current curfew posted on the Current Students accommodations page.
- Sleepovers: students must ask in advance. No visitors are permitted in bedrooms. Sleepovers may be limited, and rules may change. Students must share the supervising adult’s contact information with their host.
- Travel: all overnight travel requires prior approval through the Student Travel Application, with adult supervision (25+) at all times. Local day travel requires clear communication of plans and adherence to curfew.
Bedroom and House Amenities
- The student will have a private, fully furnished bedroom with natural light, a bed, bedding, dresser, closet, desk, chair, lamp, and a study space.
- The student will have defined access to common areas that support independent living, including kitchen, dining area, living room, and laundry.
- Hosts will provide essentials such as pillows, linens, towels, toilet paper, and basic hygiene supplies.
Legal Responsibilities and Compliance
- Duty of care: adults in the household will take reasonable steps to keep students safe, provide appropriate supervision, and reduce foreseeable risks of harm.
- Hosts do not act as guardians or custodians and do not have legal decision‑making authority for students.
- Hosts cannot sign contracts, permission slips, medical forms, financial agreements, or any legally binding documents for students. Only parents or legally appointed custodians may sign.
- Police Information Checks (PIC), including Vulnerable Sector Checks, must be current for all adults in the home and renewed every three years.
- International Programs may inspect the home on reasonable notice, or immediately in an emergency.
- Hosts will complete required training and communicate with program staff in a timely manner.
Reporting Concerns, Mediation, and Accommodation Change
- Report safety, medical, or legal emergencies to the custodian first in an immediate emergency, then contact the Accommodation Coordinator.
- If concerns arise, contact the Accommodation Coordinator promptly. The coordinator will listen, gather facts, provide guidance, and support respectful communication between host and student.
- The program may approve an accommodation change when there is a verified safety concern, when the home no longer meets standards, when family circumstances change, or when the relationship has broken down despite mediation.
- A two‑week termination period applies for non‑urgent moves. During this period, the student follows all rules, the host provides full services, and the coordinator checks in with both parties. The notice does not apply in urgent safety situations.
Payments and Fees
- Monthly hosted‑accommodation fee: $1,600 per student (effective September 2026). Fees cover the full calendar month and are not prorated, except when the Nightly Rate is used for a mid‑month move.
- Payment method: direct deposit from the School District Accounting Department before the month begins, or direct payment from the student at month start.
- No security or damage deposits are permitted. Hosts must not charge extra fees without district approval. No borrowing or lending money between hosts and students.
- Damage claims must be reported to the Accommodation Coordinator before the student departs. Regular wear and tear is not eligible for a damage claim. Keep receipts for any approved reimbursements.
- The Nightly Rate for partial months is based on the official Payment Grid. The final month of a student’s program may be non‑refundable, as posted by the program.
Privacy and Confidentiality
- Student records and application information are private and confidential. Information is provided only to support health, safety, and student success.
- Hosts must not copy or share student records, photographs, or sensitive information without program approval.
Prohibitions and Safety Rules
- Hosts will never permit students to drive family vehicles.
- Hosts will not require students to supervise children, perform heavy labour, or complete risky chores.
- Hosts will never provide alcohol, cannabis, or controlled substances to students, and will report suspected use to the Accommodation Coordinator.
Acknowledgment
I have read and understood the Hosted Accommodation Participation Agreement and the Hosted Accommodation Manual. I agree to follow the program’s rules, standards, and policies. I understand that failure to comply may result in the removal of a student from my home, and may affect my ability to continue as a host.