TO SABLE
GUARDIANS
Thank you for being a host family with Sable Guardians.
The care and welfare of our students is at the heart of everything we do. By welcoming a student into your home, you provide not only accommodation, but also support, reassurance and a valuable opportunity for them to experience family life in the United Kingdom.
For many students, particularly younger boarders, staying with a host family may be their first experience away from both school and family. A positive host family experience can have a significant impact on a student’s wellbeing, confidence and enjoyment of their time in the UK.
In most cases, you will be caring for a child or young person who is attending a boarding school in the UK while their parents live overseas. Their stay with you may be for an exeat, school leave weekend, airport transfer stay, or a longer holiday period.
Many of our host families tell us that one of the most rewarding aspects of hosting is watching the children they care for grow into confident young adults. It is not uncommon for hosts to remain in contact with students long after they have left school, sharing in milestones such as university graduations, careers and even weddings.
As a host family, you play an important role in helping students feel safe, supported and valued whilst they are away from home. The kindness, stability and encouragement you provide can make a lasting difference to a young person’s experience of living and studying in the UK.
This handbook explains your responsibilities as a Sable Guardians host family and provides practical guidance on hosting students safely and successfully. It should be read alongside our Safeguarding and Child Protection Policy, Missing Student Policy, E-Safety Policy, Complaints Policy and other relevant safeguarding procedures.
1. THE ROLE OF A HOST FAMILY
When a student stays with you, they become a temporary member of your household. Whilst they remain under the overall guardianship arrangements managed by Sable Guardians, you are responsible for their day-to-day care, supervision and welfare during their stay.
If you host students through other organisations as well as Sable Guardians, you must ensure that AEGIS hosting standards are maintained at all times. In particular:
• No more than three students should be accommodated in the home at any one time.
• Each student should have their own bedroom.
• Students hosted at the same time should be of the same gender (unless they are siblings)
If you are unsure whether a hosting arrangement complies with Sable Guardians’ requirements, please contact us for advice before confirming the placement.
As a host family you are expected to:
• Provide a safe, comfortable and welcoming home environment.
• Treat students fairly and with respect.
• Promote students’ wellbeing and welfare. Encourage participation in family life. Provide appropriate supervision according to the student’s age and maturity.
• Maintain professional boundaries.
• Follow all safeguarding procedures. Report concerns promptly to Sable Guardians.
Students should never be treated as paying guests. They should be included in family life wherever possible whilst respecting their privacy and independence.
2. BEFORE A STUDENT ARRIVES
At Sable Guardians, we try wherever possible to introduce you to the students and their families when they first arrive in the UK, however this is not always possible. Prior to each stay, Sable Guardians will provide information including:
• Student name and age School attended
Nationality
• Emergency contact details
• Medical information
• Allergies and dietary requirements
Hobbies
Religious requirements
• Arrival and departure arrangements
Please read all information carefully before the student arrives.
If you have any concerns about your ability to meet a student’s needs, contact Sable Guardians immediately.
3. WELCOMING YOUR STUDENT
Students may feel nervous when they first arrive, even if they have visited previously. Remember that English may not be the student’s first language. Speak clearly and encourage questions.
On arrival:
• Welcome the student warmly.
• Introduce family members.
• Introduce pets.
• Show them around the house. Show them their bedroom and bathroom.
• Explain Wi-Fi arrangements.
• Explain house routines and expectations.
• Explain emergency procedures.
This is an ideal opportunity to sit down with a drink and snack and discuss:
• Meal times
• Laundry arrangements
• Bathroom routines
Internet use
Curfews
• House keys
• Local amenities
You need to know the whereabouts of the child at all times. Make sure they have a contact telephone number for you (and you have theirs) and that they also still have the emergency number for Sable Guardians saved on their phones.
4. CULTURAL AWARENESS
We hope that you will find your guest to be polite and well-mannered. However, please remember that students come from a wide range of cultural backgrounds, and customs, behaviours and communication styles may differ from those commonly expected in the UK. What may appear unusual or even impolite in one culture may be perfectly acceptable in another. Patience, understanding and open communication will help to build positive relationships and avoid misunderstandings.
Hosts should:
• Respect cultural differences.
• Be sensitive to religious beliefs.
• Avoid making assumptions based on nationality.
• Remain respectful when discussing politics, religion or world events.
Students are expected to adapt to the customs and routines of the host family during their stay.
5. ACCOMMODATION STANDARDS
Once the student has been shown to their bedroom, allow them some time to settle in and unpack. Take the opportunity to explain any particular features of the room, including how heating, lighting or other facilities operate. You should also explain the fire evacuation procedure and emergency escape routes from the property.
Bedrooms should be:
• Clean and tidy.
• Warm and adequately heated.
• Well ventilated.
• Equipped with suitable storage.
• Equipped with a desk or study area with desk light.
• Appropriately furnished.
Students should be encouraged to:
• Keep their room tidy.
• Make their bed.
• Respect household property.
Bathroom facilities should be lockable to provide privacy. If the bathroom is not for exclusive use by the student, please let them know the best time to use the facilities.
Bedroom doors should not be locked in a manner that could compromise safety during an emergency.
6. MEALS AND DAILY LIVING
Hosts are expected to provide three meals each day, to fit in with your family routine, unless alternative arrangements have been agreed.
Students should be encouraged to:
• Eat meals with the family.
• Try different foods.
• Use appropriate table manners.
• Participate in family conversation.
Hosts should:
• Respect dietary requirements.
• Consider allergies carefully.
• Provide reasonable snacks between meals as teenagers are growing rapidly and have good appetites!
• Encourage healthy eating habits.
Meal times should be welcoming and, wherever possible, screen-free. Please do let Sable Guardians know if you notice any unusual eating habits so that we can discuss this with their house parents when they return to school.
7. HOUSE RULES AND EXPECTATIONS
Students should be made aware of household expectations from the beginning of their stay.
Topics should include:
• Internet use
Curfews
• Bathroom use
• Laundry
• Bedroom standards
• Keys
Visitors
Noise levels
• Respect for household members
Clear expectations help students feel safe and settled.
8. TECHNOLOGY, INTERNET AND SOCIAL MEDIA
Most students will arrive with their own mobile phone, tablet or laptop.
Hosts should discuss internet access arrangements when the student arrives and explain any household expectations regarding screen time.
Students should be encouraged to participate in family life and not spend excessive amounts of time isolated in their bedroom using electronic devices.
Meal times should be screen-free to encourage conversation and family interaction.
Hosts should be aware that students may wish to communicate regularly with family and friends overseas. This should be supported whilst encouraging a healthy balance between online and offline activities.
Hosts should never:
Share photographs of students online without appropriate consent.
• Publish personal information about students.
• Access a student’s personal devices without good reason.
• Communicate with students through secretive or inappropriate channels.
Any concerns relating to cyberbullying, online exploitation, inappropriate content, radicalisation or online grooming should be reported immediately to Sable Guardians.
9. ACTIVITIES AND FREE TIME
Students should be encouraged to participate in family life wherever possible.
Activities may include:
Local sightseeing
Family outings
• Shopping trips
• Sporting activities
• Cultural events
Social activities appropriate to the student’s age
Many students will also need time to complete schoolwork, practise musical instruments or simply relax.
Hosts should encourage a healthy balance between social activities, study and rest.
Students should not be left unsupervised for extended periods where this would be inappropriate for their age or circumstances.
10. STUDENT SUPERVISION AND WHEREABOUTS
Hosts must know where students are at all times.
Students should:
Inform hosts where they are going. Tell hosts who they will be with.
• Carry a charged mobile phone.
• Provide contact details where appropriate.
• Return at agreed times.
Supervision arrangements should take account of:
• Age
• Maturity Confidence
Previous experience
• Individual circumstances
If a student cannot be contacted or fails to return as expected, hosts must follow the Missing Student Procedure and contact Sable Guardians immediately.
Under 13s: should only go out when accompanied by an adult member of the host family, and should not be left alone in the house. We suggest a 9.30pm bedtime.
Aged 14-16: may go out unaccompanied but must be back by 6.30pm. Please ensure that you have made plans together so that you know where the student is going and how they are going to travel / meet up with. Students at this age can be left alone in the house for short periods if they are comfortable with this – eg. to pop to the shops / walk a dog etc. We suggest a 10.30pm bedtime.
Students aged 17 and over: may go out unaccompanied, but must be back by 10pm at the latest. Please ensure that you have made plans together so that you know where the student is going and how they are going to travel / meet up with. We suggest an 11pm bedtime.
11. HEALTH, WELLBEING AND HOMESICKNESS
Many students experience homesickness during their time studying in the UK. This is quite normal as many are young and often being at school is their first time away from their family.
Hosts can help by:
• Being patient and supportive – let them know that it is a normal feeling to have.
• Encouraging communication with family. Including students in family activities. Listening to concerns.
• Helping students establish routines.
Signs that additional support may be required include:
Withdrawal from activities.
• Persistent sadness.
• Anxiety.
• Changes in appetite.
Sleep difficulties.
Significant changes in behaviour.
Any concerns regarding a student’s emotional wellbeing should be reported to Sable Guardians.
Hosts should never attempt to provide counselling or therapeutic support beyond their role as a caring adult.
12. PROFESSIONAL BOUNDARIES
Maintaining appropriate professional boundaries protects both students and host families.
Hosts should:
• Treat students with dignity and respect.
• Maintain appropriate adult-child relationships.
Act as responsible carers.
Respect privacy whilst maintaining appropriate supervision.
Hosts must never:
Share a bedroom with a student.
Enter into inappropriate relationships.
• Engage in behaviour that could be interpreted as grooming.
• Use physical punishment.
• Consume excessive alcohol whilst responsible for students.
Exchange gifts of significant value without informing Sable Guardians.
Where possible, situations that place a host alone with a student behind closed doors should be avoided or appropriately managed.
If an incident occurs that could be misinterpreted, hosts should inform Sable Guardians immediately.
13. VISITORS AND HOUSEHOLD CHANGES
Students have a right to feel safe within the host family environment.
Hosts should ensure that visitors behave appropriately around students and respect their privacy.
Sable Guardians must be informed immediately if:
A new adult moves into the household.
• A household member moves out.
• A significant change occurs within the family.
• Police become involved with a household member.
Circumstances arise that may affect suitability to host.
Any adult staying in the property will require additional safeguarding checks, so it is important that we are made aware of anyone over 16 who is living / staying at the host family house.
14. ALCOHOL, SMOKING, VAPING AND DRUGS
Students must comply with all school, parental and Sable Guardians expectations regarding alcohol, smoking, vaping and drugs.
Hosts must contact Sable Guardians immediately if a student:
• Smokes or vapes.
Possesses cigarettes, vapes or tobacco products.
Consumes alcohol without appropriate permission. For example, a student over 16 may only drink alcohol with prior written permission from their parents, when supervised by the host, for example, a glass of wine with a seated meal.
Uses illegal drugs.
Possesses drug-related items.
• Appears intoxicated.
Hosts should never purchase, supply or encourage the use of alcohol, vaping products or tobacco products by students.
Students should also follow the following rules:
• No tattoos or body piercing
• No hair dyeing
No sexual activity
Students must not drive any car belonging to the host family.
• Students should not operate garden machinery (lawnmowers, hedge trimmers etc)
15. OVERNIGHT STAYS AND TRAVEL
Students may not stay away overnight without prior approval from Sable Guardians and, where required, their parents.
If a host family intends to take a student away overnight:
Sable Guardians must be informed in advance.
• Full accommodation details must be provided.
• Appropriate parental permissions must be obtained.
• Suitable safeguarding arrangements must be confirmed.
No overnight arrangements should be made directly between hosts and students without involving Sable Guardians.
16. TRANSPORTING STUDENTS
Anyone transporting a student must:
Hold a full UK driving licence.
• Be appropriately insured.
• Drive a safe and roadworthy vehicle.
Students must:
• Wear seat belts at all times.
• Use child restraints where legally required.
Hosts should ensure students know their travel arrangements and have relevant contact details.
Students should never travel with unknown adults.
Any transport concerns should be reported immediately.
17. HEALTH AND SAFETY
Hosts are responsible for providing a safe home environment.
The home should have:
Working smoke alarms.
Carbon monoxide alarms where required.
• Safe electrical installations.
• Safe storage of medicines and cleaning products.
• Appropriate fire escape routes.
A basic first aid kit.
Students should be shown:
• Fire exits.
• Assembly points where appropriate.
Emergency contact information.
Procedures for calling emergency services.
Hosts should carry out regular checks to ensure safety arrangements remain effective.
18. MEDICAL EMERGENCIES
In the event of a medical emergency:
1. Call 999 immediately.
2. Administer first aid if trained and safe to do so.
3. Contact Sable Guardians as soon as possible.
4. Follow the advice of emergency services.
For minor illnesses or injuries:
• Provide reasonable care and support.
• Inform Sable Guardians. Record any treatment given where appropriate.
Students studying in the UK are entitled to access NHS services.
19. SAFEGUARDING AND CHILD PROTECTION
The welfare of children and young people is the highest priority of Sable Guardians.
Hosts must immediately report any concerns relating to:
• Physical abuse. Emotional abuse. Sexual abuse.
• Neglect.
• Bullying.
• Self-harm. Suicidal thoughts. Radicalisation.
• Criminal exploitation.
• Online exploitation.
• Domestic abuse. Missing student incidents.
If a student makes a disclosure:
• Remain calm. Listen carefully. Do not investigate.
• Do not promise confidentiality.
• Reassure the student they have done the right thing.
• Report the matter immediately.
All safeguarding concerns must be reported to Sable Guardians without delay.
20. LOW-LEVEL CONCERNS
Not all safeguarding concerns involve immediate risk.
Examples of low-level concerns may include:
• Unusual behaviour.
• Repeated sadness or anxiety.
Boundary issues.
Inappropriate comments.
• Concerns regarding another adult.
• Excessive secrecy.
• Changes in friendship groups.
If something does not feel right, report it as early intervention often prevents more serious concerns developing.
21. MISSING STUDENT PROCEDURE
If a student fails to return at an agreed time:
Step 1: Attempt immediate contact using all available methods.
Step 2: Check known locations and travel arrangements.
Step 3: Contact Sable Guardians immediately.
Step 4: Continue attempts to contact the student unless advised otherwise.
Step 5: Follow instructions provided by Sable Guardians.
Step 6: If there is immediate concern for the student’s safety, contact the police on 999.
A written record should be kept of all actions taken.
22. DAMAGE TO PROPERTY
Students are expected to treat the host family’s home with care and respect.
Accidental damage should be reported immediately.
Hosts should notify Sable Guardians of any significant damage.
Any discussions regarding reimbursement should be managed through Sable Guardians rather than directly with the student or their parents.
23. STUDENT FEEDBACK AND COMPLAINTS
Students should feel comfortable raising concerns or complaints.
Hosts should:
Listen respectfully.
Remain calm and professional.
• Encourage open communication.
• Inform Sable Guardians of significant concerns.
Students may contact Sable Guardians directly at any time.
Hosts should never discourage a student from raising a concern or complaint.
24. PAYMENTS AND EXPENSES
Current host family rates are issued separately by Sable Guardians and may be amended from time to time.
Claims should be submitted promptly using the approved claim process.
Receipts should be retained for all agreed reimbursable expenses.
Expenses should not be incurred on behalf of students without prior agreement where significant costs are involved.
25. ANNUAL CHECKS
Sable Guardians will provide annual safeguarding training to all host families. This training is designed to support you in providing a safe, caring and positive environment for our students. If there are any safeguarding or hosting topics you would like us to cover, please let us know.
A member of the Sable Guardians team will also visit you annually as part of our ongoing Health and Safety and accommodation review process.
In addition, we will contact you periodically to ensure our records remain up to date and to confirm whether there have been any changes to your household, family circumstances or contact details. It is important that you notify us promptly of any significant changes between reviews.
FINAL THOUGHTS
We understand this is a lot of information. Some of it may not apply to you right now. However, it is important that you are aware of it. You can refer back to this handbook at any time.
WE WILL FINISH WITH OUR MOST IMPORTANT MESSAGE:
If you are worried about anything - PLEASE ASK. No concern is too small.
We are here to help you every step of the way.
For your convenience, all documents referenced in this guide, as well as supplementary materials for host families, can be accessed via the Host area on website ( use password sent to you via email )
Sable Guardians 24 hour phone number: +44 (0)7513 106 451
Sable Guardians Office: Address: 18 St Swithin’s Lane, London, EC4N 8AD
Email: guardians@sableinternational.com
Website: www.sableinternationalguardians.co.uk