CAPS-I Standards of Practice

PROGRAM MANAGEMENT

CAPS-I members will adhere to the following practices in terms of Program Management by:

1. complying with any international education-related standards/guidelines as outlined by their province/territory and federal authorities
2. making all fees (tuition, homestay, etc.) publicly available on the CAPS-I website
3. publishing programs’ legal requirements/limitations, such as having a written refund policy which addresses all fees (tuition, homestay, etc.) and is publicly available
4. providing a 24 hour emergency contact for international students and host families

 STUDENT CARE & SUPPORT

CAPS-I members will adhere to the following practices in terms of Student Care & Support by: 

1. providing a comprehensive orientation for new international students
2. providing a detailed profile of the host family, Homestay Coordinators contact info and a welcome package including emergency information card, health insurance info, city map and timetable
3. having an established support network for students within and beyond the school community
4. maintaining regular communication with international students
5. having established expectations regarding the role of the students’ custodian
6. clearly communicating expectations/rules to all international students, their natural & homestay parents
7. conducting an assessment of the students’ English or French language ability before or after their arrival
8. supporting the transition of international students to post-secondary institutions

HOMESTAY

CAPS-I members will adhere to the following practices in terms of Homestay Screening & Selection by:

1. offering homestay services either in-house or outsourced and having an oral/written agreement with one or more homestay service providers if outsourced
2. utilizing a comprehensive application form for prospective host families
3. conducting criminal/police record/vulnerable sector/child abuse registry checks (as applicable in each province) and personal reference checks with initial screening of all host family members (that are the age of majority at a minimum) and updated/reviewed per individual Board policy and/or procedures
4. ensuring that at least one of Canada’s official languages, English and/or French is the primary language spoken in the home
5. conducting home visits and interviews with host families to ensure the following is/remains in place: private bedroom in compliance with local building/fire codes (e.g. window in the room) furnished with a bed, desk/chair, adequate lighting and a closet or sufficient storage for belongs, key/security access to the home, 3 nutritious meals and snacks daily, access to a bathroom, linens, laundry and wifi
6. having a formal Code of Conduct/agreement which clearly defines expectations of host families to ensure a minimum level of service/care/support is provided to all students
7. having staff responsible for the oversight of the homestay program/services
8. having an established process for record keeping that complies with protection of privacy legislation
9. ensuring both students and host families receive profile information in a timely fashion
10. having host families consult with their insurance provider, advise they will be hosting and update their policy as necessary

CAPS-I members will adhere to the following practices in terms of Homestay Monitoring / Support by:

1. providing host families with a detailed profile of their international student, a comprehensive orientation/training session and welcome package
2. clearly defining and communicating expectations of students and host families
3. monitoring the relationship to ensure the social, emotional and physical well-being/needs of the international student are met
4. having a process in place to deal with homestay conflicts and misunderstandings
5. having a process in place to deal with relocation
6. having an evaluation process for host families and students regarding their experience

 AGENCY RELATIONSHIPS

CAPS-I members working with agents shall adhere to the following practices by:

1. having a method for screening prospective agents
2. having an agent profile form to collect information about prospective and current agents
3. utilizing a formal agency contract/agreement outlining commissions/referral fees, rules and expectations.
4. developing and managing agent relationships so they are mutually beneficial
5. maintaining good communication and providing accurate information such as fees/deadlines