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Welcome and introduction from the guardianship organisation

Welcome to OSME Education, your trusted partner in providing a safe, supportive, and enriching home environment for international students studying in the UK. As a company sponsored by the prestigious University College London (UCL), we bring innovation, dedication, and a deep understanding of the educational landscape to every aspect of our service. We understand the vital role that homestay families play in the success of our students, and we are committed to supporting you in creating a welcoming and nurturing home for them.

About OSME Education

Headquartered near UCL in London, OSME Education was founded under the sponsorship of UCL’s entrepreneurship program, which supports innovative startups with promising futures. Our connection with UCL not only inspires our methodologies but also provides us with access to cutting-edge resources and educational insights. This unique relationship enables us to enhance our guardianship services with the latest educational strategies and a deep commitment to student welfare.

At OSME Education, we are passionate about the international student experience, from logistical arrangements to personal growth and adjustment. We believe that effective guardianship goes beyond addressing basic needs; it involves creating a supportive environment where students can emotionally and academically flourish. Our team is dedicated to being a positive and guiding presence in your home, helping students navigate their new surroundings with confidence and ease.

We are honored to partner with you in this journey and are committed to delivering the highest quality of support and collaboration. Should you have any questions or need assistance, please do not hesitate to reach out to any member of our team.

Meet Our Team

Lois - Managing Director and Founder

Lois is the visionary behind OSME Education, leveraging her extensive experience in educational guardianship to foster an environment where every student can succeed. She remains your primary point of contact for any emergencies, ensuring round-the-clock support.

Contact:

l Phone: +44 7507 584696

l Email: Lois.chen@osmeuk.com

Ken - Partner

Ken helps steer the company towards its mission, using his expertise to ensure that our services are both effective and nurturing.

Contact:

l Email: ken.chen@osmeuk.com

Archie - Business Development Manager

Archie focuses on the growth and continuous improvement of our services, ensuring that we meet the evolving needs of our students and their families.

l Email: Archie.wei@osmeuk.com

Our Commitment

OSME Education is committed to providing a nurturing environment that supports the personal and academic growth of our students. Our team is here to support you in your role as a homestay provider, making the experience fulfilling and transformative for both you and the students.

We are excited to welcome you to the OSME family. Should you have any questions or require further information, please do not hesitate to contact us.

Contact Details

There will be times that you need to contact us. We are always here to assist you with any questions or concerns that you may have. You can contact in the following ways:

The role of the guardianship organisation, your role as a homestay

At OSME Education, we recognize that a successful homestay experience requires clear roles and responsibilities for both the guardianship organization and the homestay family. This section outlines what you can expect from us and what we expect from you.

The guardianship organisation

OSME Education provides comprehensive support to ensure the well-being and academic success of international students. Our responsibilities include:

Advocacy and Representation:

l Acting as the student's advocate in educational settings, handling communication with schools, and intervening on behalf of the student and parents to support their educational journey.

Welfare Oversight:

l Monitoring the student’s welfare, ensuring they are healthy, safe, and adapting well both academically and socially.

l Providing regular updates to parents about their child's progress and well-being.

Emergency Support:

l Offering a 24/7 emergency contact service, ready to act swiftly in any crisis, from health emergencies to unexpected travel issues.

Logistical Support:

l Assisting with school enrollments, arranging transportation, and helping with local administrative tasks such as setting up bank accounts.

Counseling and Guidance:

l Offering emotional support and counseling services to help students navigate challenges and cultural adjustments.

Parental Communication:

l Maintaining regular communication with parents, keeping them informed of their child’s progress, and addressing any concerns they may have.

Your role as a homestay

As a homestay family, you play a crucial role in providing a welcoming and supportive environment for our students. Your responsibilities include:

Providing a Safe and Comfortable Home:

l Ensure that the student has a clean, safe, and comfortable place to live, including a private bedroom equipped with basic furniture such as a bed, desk, wardrobe, and chair.

l Provide access to common areas such as the bathroom, kitchen, and living room.

Daily Care and Support:

l Integrate the student into your family life, treating them as a member of the family.

l Offer guidance on daily routines, household rules, and local customs.

Meals and Nutrition:

l Provide nutritious meals (breakfast, lunch, and dinner) that cater to the student's dietary needs and preferences.

Emotional Support:

l Be attentive to the student’s emotional well-being, offering support and understanding as they adapt to a new culture and environment.

Health and Safety:

l Ensure the student’s safety by maintaining a secure living environment and following health and safety guidelines.

l Monitor for any signs of illness or distress and report these to OSME Education promptly.

Communication:

l Maintain open lines of communication with the student, OSME Education, and the student’s parents.

l Provide regular updates on the student’s adjustment and any issues that arise.

Compliance with Policies:

l Adhere to all guidelines and policies set by OSME Education, including those related to safeguarding and student welfare.

By working together, OSME Education and our homestay families can ensure that international students have a positive, safe, and enriching experience while studying in the UK. Your role is integral to their success, and we are here to support you every step of the way.

Looking after and respecting the rights of the student

We host students aged between 10 to 24 years old. Students of different ages may require different care. For example, younger students will require greater nurturing and supervision during their stay, whereas older students will be more independent and may be allowed to visit the local area on their own. Parental permissions may vary from student to student too. We will explain to you what we expect from you prior to placing any student with you.

One of the most mutually rewarding experiences of hosting an international student is learning about another culture. We ask that all homestays respect the students’ own culture, values and background and be mindful that there will be some differences in the way students approach everyday life, such as when greeting others or whilst eating. Likewise, the students may have a different religious belief to the homestay. Again, we ask that you are respectful of any differences.

Local Parentis

We expect our homestays to exercise the same levels of care as a responsible parent – in loco parentis. This means that you are accepting the day-to-day responsibility for the care of the student whilst they are staying with you.

Codes of conduct

OSME Education has a code of conduct for staff and homestays. Please take time to read through this document as it outlines how staff and homestays are expected to behave whilst working for the guardianship organisation. www.osmeuk.com

Likewise we have a code of conduct for students. This outlines the expected standards of behaviour for our students. Please read through this as it will help you to understand our expectations. www.osmeuk.com

Safeguarding

OSME Education is committed to safeguarding and child protection. We have comprehensive policies on safeguarding, prevent / anti-radicalisation, low level concerns, complaints, anti-bullying, missing student, online safety, data protection that provide further information and outline our procedures. These can be found on our website www.osmeuk.com. Please ensure that you have read and understood all our policies. 

You are required to undertake a basic certificated course on safeguarding. This should be refreshed every three years. We will also provide an annual safeguarding update. This will be via annual visit

We encourage students to talk to any trusted adult should they have any concerns. As a homestay, a student may consider you to be a trusted adult. There may be students who feel more comfortable speaking to other homestay family members about a concern they may have. You should therefore ensure that all members of your household are aware of what to do if a concern is shared with them. We have explained to students that any concerns they raise will be treated seriously. If a student comes to you or any homestay member to raise a concern, please ensure that it is dealt with in line with our published procedure (see safeguarding policy) and reported to our Designated Safeguarding Lead as soon as possible.

Control

Homestays may only use reasonable, appropriate and lawful means of control to maintain safety.  Under no circumstances should physical punishment ever be used.     

Homesickness

When students arrive in the UK, they might be homesick.

Signs that they may be feeling homesick include:

● A strong desire to go home

● Feeling lonely

● Feeling sad

● Feeling anxious

● Lack of motivation

● Loss of confidence

● Feeling depressed

● Experiencing mood swings

● Feeling insecure

● Finding simple tasks difficult

● Physical symptoms, such as headaches and nausea

If your student is showing signs of homesickness, tell them not to worry as there are many people who can help them manage their feelings. Let them talk to you about their feelings, and remind them that they can always talk to their house parent, teacher, parent, guardian, or any member of guardian staff who will listen and will be able to support you and offer advice. It is best not to encourage them to frequently call home, as this can make the feelings worse. Keeping the student busy and interested in a variety of family activities and discussions may help them settle and feel happier. Please do let us know if you are concerned that your student is suffering with homesickness. We are here to support both you and the student.

How to comfort a student in distress

There may be occasions where your student is upset. For example, the student may be homesick (see above), unwell or experiencing pressure in their academic studies. In such incidences please do not comfort the student physically. It is inappropriate to hug a student as you may comfort your own child, however there are many things you can do to help:

● Listen to the student’s concerns

● Offer comforting words and advice

● If you can speak the students’ first language, this may help to calm the student

● Please do alert us to the problem and we will offer you support

Curfews and Bedtimes

Students who have permission to go out on their own will be required to return to homestays by the following times:

l Students between 13-15 – No later than 8pm or before dark

l Students aged 16+ - No later than 10pm

l Students 18+ - We do not set a curfew, but they must act responsibly and respectfully.

We will inform you whether or not the student you are hosting has permission to go out alone. All students who are permitted to go out unaccompanied by their homestay must take their mobile phone (fully charged) with them and keep this switched on. Please make sure that they have your telephone number programmed into their phone.  It is important that if students do go out unaccompanied, that they let you know where they are going and roughly know long they will be out. If for any reason they are delayed, students must contact you to keep you informed of their whereabouts.

OSME Education suggests that student bedtimes should be as follows:

l Ages under 15 - before 10pm

l Age 16-17 – before 11pm

l Age17-18 - before 12pm

Any deviation to these times should be discussed with the homestay.

Permission for students to visit the local area / travelling further afield

OSME Education understands the importance of allowing students the opportunity to explore their local surroundings and occasionally travel further afield. These experiences contribute to their cultural understanding and personal growth. However, ensuring student safety is paramount. Below, we outline the procedures and permissions required for such activities.

Local Area Visits

1. Standard Permission:

l Students are generally permitted to visit the local area for leisure activities, shopping, and meeting friends, provided they have informed their homestay family of their plans.

l Homestay families should know the student's whereabouts and expected return time.

2. Parental Consent:

l For regular, low-risk activities within the local area, parental consent is typically implied. However, parents should be informed of the general guidelines and any specific activities that might require additional consent.

3. Communication:

l Students must keep their mobile phones charged and with them at all times.

l Students should provide contact details and the location of their destination to their homestay family.

4. Curfew and Safety:

l Homestay families are encouraged to establish a reasonable curfew to ensure students are back home at a safe time.

l Students should be reminded of basic safety rules, such as not traveling alone at night and avoiding unfamiliar areas.

Travelling Further Afield

1. Advance Permission:

l Travel outside the local area requires advance permission from both OSME Education and the student's parents.

l Requests should be made at least one week in advance to allow sufficient time for review and approval.

2. Detailed Itinerary:

l Students must provide a detailed itinerary, including travel dates, destination, accommodation details, and contact information.

l The itinerary should also outline the purpose of the trip and the activities planned.

3. Guardian Approval:

l OSME Education will review the travel plans and ensure they are safe and appropriate. This may involve coordinating with the student’s parents to confirm consent.

l Homestay families should communicate any concerns or recommendations to OSME Education.

4. Emergency Contacts:

l Students must have a list of emergency contacts, including their homestay family, OSME Education representatives, and local emergency services.

l Students should check in regularly with their homestay family and OSME Education while traveling.

5. Travel Insurance:

l Students must have adequate travel insurance that covers medical emergencies, trip cancellations, and other potential issues.

l OSME Education can assist in verifying that the insurance policy is comprehensive and valid.

Special Circumstances

1. School Trips:

l For school-organized trips, the school will typically handle permissions and arrangements. However, OSME Education and homestay families should still be informed.

l Parents should receive details of the trip and provide consent through the appropriate school channels.

2. Unexpected Travel Needs:

l In cases of unexpected travel needs, such as family emergencies, OSME Education will work closely with the student, their parents, and the homestay family to facilitate safe and prompt travel arrangements.

By following these guidelines, OSME Education ensures that students can enjoy their travel experiences safely and with the proper permissions. Our priority is to support their growth and exploration while maintaining their safety and well-being.

Students staying away from the homestay

OSME Education recognizes that there may be occasions when students need to stay away from their homestay families. It is essential to have clear procedures and expectations to ensure the safety and well-being of the students during these times.

If the student will not be staying in a homestay provided by OSME Education, we will work with the parents to sign a contract outlining the expectations and responsibilities for the student’s accommodation and care during the absence.
OSME Education requires detailed advance notice and written parental consent for any overnight stays away from the assigned homestay. This notice should include the full itinerary, contact information for the responsible adult, and any relevant details regarding the stay.
Students should be reminded to only use UK plugs and avoid using overseas adapters, which can pose significant fire hazards. Additionally, regular check-ins between OSME Education, the student, and the homestay family are mandatory during such absences to ensure all arrangements remain safe and satisfactory.

Expectations

1. Advance Notice:

l Students must provide advance notice to their homestay families and OSME Education if they plan to stay away from the homestay.

l Notification should be given at least one week in advance, whenever possible, to allow for proper planning and approval.

2. Parental Consent:

l For overnight stays, weekends, or any extended period away from the homestay, written consent from the student’s parents or guardians is required.

l This consent must be submitted to OSME Education before the student’s departure.

3. Detailed Itinerary:

l Students must provide a detailed itinerary of their plans, including dates, destinations, contact information for where they will be staying, and any other relevant details.

l The itinerary should also include the purpose of the stay and any activities planned.

4. Safety and Contact:

l Students are expected to keep their mobile phones charged and with them at all times.

l They must check in regularly with their homestay family and OSME Education, especially upon arrival and departure from their destination.

Procedures

1. Approval Process:

l OSME Education will review the student’s request and the provided itinerary. If the plans are deemed safe and appropriate, approval will be granted.

l Any concerns or additional information required will be communicated to the student and their parents.

2. Emergency Contacts:

l Students must have a list of emergency contacts, including their homestay family, OSME Education representatives, and local emergency services.

l OSME Education will ensure that the student knows how to reach these contacts in case of an emergency.

3. Travel Insurance:

l Students must have adequate travel insurance that covers medical emergencies, trip cancellations, and other potential issues.

l OSME Education will assist in verifying that the insurance policy is comprehensive and valid.

4. Communication:

l Homestay families should maintain open communication with the student and OSME Education during the student’s time away.

l Any changes to the student’s plans must be promptly communicated to both the homestay family and OSME Education.

5. School-Organized Trips:

l For trips organized by the school, the school will typically handle permissions and arrangements. However, OSME Education and homestay families should still be informed of the details.

l Parents should provide consent through the appropriate school channels, and OSME Education will ensure that all necessary permissions are in place.

6. Unexpected Absences:

l In the event of an unexpected need to stay away from the homestay, such as a family emergency, OSME Education will work closely with the student, their parents, and the homestay family to facilitate safe and appropriate arrangements.

l Immediate communication is essential to ensure that all parties are aware of the situation and can provide support as needed.

By following these guidelines, OSME Education ensures that students can safely stay away from their homestay when necessary while maintaining clear communication and support from all involved parties. This approach helps to protect the students’ well-being and provides peace of mind for their families and homestay hosts.

Accommodation requirements

Homestays should ensure that they provide a comfortable living environment for students. We require our students to be provided with the following:

● A suitable bedroom and social area(s) which are well kept, clean and in good repair, with sufficient natural light.

● Suitable safeguards must be in place to ensure that students have sufficient privacy from other students. Parents should be made aware of students who may wish to share bedrooms and must give consent before the arrangement goes ahead.

● Where homestays are using a double bed, only one student is using this facility. Under no circumstances should students share a double bed.

● The rooms should have suitable heating and lighting and there should be access to sufficient supplies of hot water as required.

● Students should have access to a private space to study.

● Students should have access to appropriate hanging and drawer space for clothing.

● Students should have access to a bathroom with a lock on the door and either a shower or bath.

● Students should be treated as part of the family, and therefore have access to the communal rooms in the home. They should not have access to family member’s bedrooms.

Please make us aware if any member of the homestay is a smoker, or if you have any pets. Students should have the right to opt for a non-smoking and/or non-pet homestay environment.

Please be aware of the need to ascertain the adequacy of your home insurance in respect of hosting international students. The insured (homeowner) should declare all facts to the insurer in order to a) obtain the right cover and b) obtain the right premium.

No more than three students should be placed with the same homestay at any one time, unless in exceptional circumstances. Please ensure that you inform us if you work with other guardianship organisations as we need to check that you are not accommodating more than three students in total when members of an AEGIS guardianship organisation are being hosted.  

When students under the age of 16 are in the care of a homestay, no students over the age of 20 should be hosted either by the guardianship organisation or another guardianship organisation working within the same homestay.

Homestays should not host any other paying guests or operate any form of bed and breakfast facility when hosting AEGIS students.

While there are no legal restrictions, homestays are expected to adhere to NSPCC advice on adult supervision and ensure that:

• Students aged 12 and under are not left home alone for a long period of time.

• Students aged 16 and under are not left home alone overnight.

• Students are not left home alone regardless of their age if they do not feel comfortable with this.

Meals and Snacks

We ask that homestays provide students with a full board provision of breakfast, lunch and dinner during their stay, taking account of any dietary needs. In addition, students should be provided with access to suitable drinks and snacks during their stay.

Laundry

Homestays are asked to provide students with suitable laundry facilities if they are resident for more than one night. In most cases the homestay would undertake to do the laundry for the student.  Depending upon the age of the students, the homestay may give permission for them to do their own laundry if requested and agreed.

Use of the homestay’s car for transport

Any cars used to transport student should be roadworthy with up-to-date tax, insurance, and MOT (where required). If you provide transport using your car for the students in your care, please be aware of the need for adequate comprehensive vehicle insurance and that you should  inform your insurers that you will be using your car to provide transport to international students for which you may be paid or receive expenses.

Please ensure that all relevant laws relating to the use of child seats or booster seats for under 12s, when the student is below 135cm in height, and seat belts for over 12s or more than 135cm tall are discussed with students and adhered to.  

Access to computers and the internet & safe use of the internet

It is most likely that your student will want to access the internet during their stay. We ask that they use their own devices and not the family computer. We have an online safety policy that outlines the main risks to be aware of and what you can do as a homestay to help keep students safe. Please take time to read this document.  www.osmeuk.com

Health and Safety in the Home

We expect all homestays to adhere to our health and safety guidelines:

● A minimum of one smoke alarm should be installed on every storey.

● A carbon monoxide alarm to be installed in any room containing a gas, liquid or solid fuel burning appliance.

● An annual landlord gas safety check to be undertaken by a Gas Safe registered engineer and a copy of the certificate provided to the guardianship organisation.  

● The homestay must ensure that the electrical system is safe, e.g. sockets and light fittings are secure and not overloaded and any appliances used by the student are safe.

● The homestay must discuss the possible evacuation routes from the property with students on a regular basis. If doors or windows are locked students must know where to find the key in the event of a fire.

● If fire extinguishers and fire blankets are provided, they must be suitably serviced.

● Where open fires are used, a suitable fire guard should be in place when the fire is lit.

● Any matches / lighters should be appropriately stored.

● A basic first aid kit should be available to include, plasters, sterile eye-pad, triangular bandage, safety pins, non-medicated wound dressing, disposable gloves, leaflet giving guidance on first aid.

● Any prescription medication and drugs should be kept safely especially when hosting young students.

● Alcohol should be appropriately stored.

● The homestay should have an awareness of basic food hygiene when preparing meals for students.

We will conduct an initial visit to check that your accommodation is suitable prior to you hosting a student. Thereafter we will visit at least once a year to undertake an annual check. Please let us know immediately if there are any changes in the accommodation you are offering. This includes informing us of any temporary building work that may take place when you are due to host students.

Please refer to our separate Welfare, Health and Safety statement, that can be found www.osmeuk.com

Private Fostering

Where OSME Education has any day students under the age of 16 (under 18, if the student has a disability) living with homestays who are not their parent or a close relative for 28 days or more, they must adhere to the regulations regarding private fostering in place within their local area as directed by their local authority.

OSME Education is required to liaise with the school and the homestay to ensure that where possible the local authority are notified of the proposal for a private fostering arrangement at least six weeks before the date on which the arrangement is to begin.  Where the arrangement is to begin within six weeks, the local authority is to be informed immediately.

OSME Education will liaise with the school and homestay to explain carefully what is required of them in entering into a private fostering arrangement. This includes explaining that there will be regular visits and meetings with the local authority.

OSME Education has a system in place for recording all correspondence with the local authority private fostering team and securing relevant permissions to share such information as is necessary with the student, parents, agents (where appropriate), homestay and partner school.

In the case of day students over the age of 16, we are mindful of the extended period students will spend with homestays and regularly carry out suitable checks to monitor and ensure their welfare.

Changes in circumstances

You are required to inform the guardianship organisation about any changes to the homestay arrangements.

Expenses and payments

OSME Education ensures that any payments due to homestays are transacted promptly and in line with any contractual agreements in place.

OSME Education ensures that any payments due to homestays are transacted promptly and in line with any contractual agreements in place. We aim to send a booking confirmation with the family information within 3 working days of receiving the booking. However, this timeframe may be longer during peak seasons or for bookings with specific requirements. After the student accepts the offer and makes the payment, we will transfer the homestay fee within 24 hours, ensuring that the fee is transferred to the host family before the student checks in.

When students incur incidental expenses during their stay with the host family—such as expenses for restaurants, tickets, trips, or purchases like books, medicine, and clothes—the host family should keep detailed records and receipts. These expenses must be submitted to OSME Education for reimbursement. Once the bills are received, we will review and verify the claims. Approved incidental expenses will be reimbursed to the host family within 2 working days of receipt.

Regular updates on payment schedules and any changes to the reimbursement process will be provided to homestay families. Any questions or concerns about payments and expenses can be directed to our finance team. We are committed to maintaining financial transparency and integrity, ensuring that all transactions are conducted fairly and in accordance with agreed terms. By following these procedures, OSME Education ensures that homestay families are compensated fairly and promptly for their vital role in supporting our students.

Your contract and cancelling the agreement

The agreement between OSME Education and homestay families is formalized through a detailed contract that outlines the terms and conditions of the hosting arrangement. This contract ensures that both parties are aware of their responsibilities and the procedures for terminating the agreement.

Termination by the Student or Parents

If the student wishes to cancel the booking, it is required to inform OSME Education at least two weeks before the check-in date. If the cancellation notice is given between three days to two weeks before check-in, a 20% cancellation fee will be charged. If the cancellation notice is given within three days of check-in, a 50% cancellation fee will be charged. These fees help cover the administrative costs and potential loss of hosting opportunities.

Termination by the Host Family

If the host family wishes to stop hosting the student and terminate the contract, they are required to provide at least one week's notice to OSME Education. Additionally, the host family will need to pay a cancellation fee of 30% of the remaining hosting fee. This policy ensures that there is sufficient time to make alternative arrangements for the student, minimizing disruption to their stay.

Notice Periods

1. Student Cancellation Notice:

l Two weeks or more before check-in: No cancellation fee.

l Three days to two weeks before check-in: 20% cancellation fee.

l Within three days before check-in: 50% cancellation fee.

2. Host Family Termination Notice:

l At least one week before termination: 30% of the remaining hosting fee as a cancellation fee.

Communication and Support

For any cancellations or termination requests, please contact OSME Education directly. Our team is here to assist you through the process and ensure that all necessary steps are taken to manage the transition smoothly.

By adhering to these guidelines, both OSME Education and the homestay families can ensure a fair and orderly process for cancelling or terminating the hosting agreement. This helps maintain a stable and supportive environment for our students and ensures that all parties are treated with respect and consideration.

Responsibilities during a pandemic

Pandemics can cause major disruption to travel and schooling. It is important in such events that OSME Education takes advice from the government, the UK Health Security Agency, and the World Health Organisation. AEGIS also provides guidance for members to follow, which is regularly updated as the situation develops. Usually, during a pandemic, it is crucial to restrict movement to prevent the further spread of the disease, meaning that boarding school students would typically remain at school. In the event of a pandemic, OSME Education may not be able to offer homestay accommodation as this could place students, homestay families, and the wider community at risk. OSME Education will work with parents to arrange flights to home countries where necessary and collaborate with schools to meet students’ needs, including supporting remote learning as directed by the school. Where required, OSME Education will work with parents and schools to find suitable quarantine accommodation for students. OSME Education follows government policies on pandemic procedures. You can find the relevant government policy here:

https://www.gov.uk/government/publications/uk-pandemic-preparedness