1. 2015-16 Host Family Orientation
St. Paul Preparatory School

2. Introduction
St. Paul Preparatory School

3. St. Paul Prep – Just the Facts
What are we? 501(c)3 nonprofit private school established by Nacel Open Door in 2003
What is Our Mission? At SPP, we prepare our international student body for success in a global society by offering a college/university preparatory education, comprehensive language instruction, and cultural exchange opportunities.
Who do we serve? Local and international students interested in gaining an international cultural experience. Since opening our doors in 2003, we have served more than 2,000 students representing over 35 countries and speaking more than 30 languages.

4. Who are SPP Students? 90% international
All high school students ranging in age from 14-21
Students coming from different school systems can be at different levels depending on the requirements of the individual countries and schools
*Students are anxious and excited to:
Learn and improve their English skills
Discover and experience American culture
Share their own culture with their new friends and family
Become a part of your family
*address varying levels of “excitement” about participating in the host family experience (“priorities”)

5. Responsibilities and Expectations

6. Host Family Responsibilities
Greet your student at the airport
Welcome your student as a family member
Provide a safe home and environment
Providing breakfast, lunch and dinner daily
Share dinner as a family at least 3 times per week
Provide students with their own bed and a suitable study space
*Support students when challenges arise (school, culture shock, language barriers, homesickness, etc.)
**Encourage cultural exchange
*This doesn’t mean “do it for them” or “have all the answers,” but just as you would with your own family, lending an ear or a shoulder to lean on, gentle guidance is often all that is needed and can go a long way in giving the students the confidence to solve their own problems.
**Students may gravitate towards others with similar cultural backgrounds, but we should continue to encourage them to step outside of their comfort zone and try new things. When students allow themselves to be open to true cultural exchange, they will form deeper friendships with others from cultural backgrounds different from their own and they will more greatly improve their English as they continue to use it as the common language between friends more and more.

7. Host Family Responsibilities Cont…
Completing all initial or renewal paperwork in a timely manner
Application
Background Check
Renewal Home Visit
References (every 2 years)
Host Family Agreement
One time unless information changes: W-9, Direct Deposit form, Minnesota Background check (notarized)
Being available and communicative regularly with the coordinator and host family department

8. Student Responsibilities
Serve as ambassadors from their countries
Represent their culture
Follow SPP and host family rules
Adapt to host family, be involved and flexible and help with household chores
Maintain high academic performance
Communicate in English
Personal expenses: students are expected to cover the costs of any additional activities and meals beyond those required to be provided by the host family and/or school
Be prepared to expand on what the expectations are around what expenses families are expected to cover for the students
-families should be prepared to cover activities they EXPECT or REQUIRE students to participate in as a part of the family
-optional activities and independent activities should be covered by the student

9. Student Expectations (Continued…)
DO NOT LOSE….
Passport (Keep at home!)
I-20 (Should be kept with passport.)
Student Identification card
Bus card
How can host families help? Encourage student’s to keep a copy or two, you could offer to keep a folder of copies of important documents, but they should be responsible for their own originals and at least one copy of their materials

10. Coordinator Responsibilities
Join new host families as they greet their students at the airport
First line of contact: mediate and support students and families equally
School liaison
*Monthly contact reports (MCR) – monthly check-ins with students and host families providing insight from both parties on the progress of the host experience. The information from these reports is relayed to natural parents through the host family department and foreign partners.
Promoting a positive and supportive experience for all parties involved
*It’s important that we receive these reports on time, families should make they are available and responsive to coordinators when they reach out to arrange these check ins.

11. Host Family Department Staff Responsibilities
Act as liaisons between coordinators, students, families, school and foreign partners/natural parents
Communicate placements and other important information to foreign partners
Manage and track student moves
Review MCRs and follow up with all parties on any concerns (including the natural parents through the foreign partners)
Evaluate MCR data to look for trends
Ensure all policies and procedures are followed
Manage department budget (including tracking and submitting accurate host family stipend payments and host family referral bonuses)

12. Overview: Program Rules

13. SPP Program Rules: Students
*No drinking alcohol
No driving
No dance clubs (even if they allow people under 18)
*Many students are of legal drinking age in their home countries, however, in the US they are not and they must follow both SPP rules and US laws. Students who are of drinking age in the US are still bound by SPP program rules to remain drug free/alcohol free as a requirement of the program and the provision of the I-20 visa.
**Same goes for driving and dance clubs. These rules and laws are in place for the safety of our students and the sustainability of our programs.

14. SPP Program Rules: Students
No staying overnight at a hotel, college dormitory or apartments
No sexual activity
Obey curfew
10pm weeknights and 12am weekends (recommended)
No life-changing decisions (e.g. tattoos, piercings, babies, marriage…)
Hennepin Co.: It is unlawful for a juvenile, age 12 to 14, to be present in any public place or establishment within Hennepin County:
(a) any time between 10:00 p.m. on any Sunday, Monday, Tuesday, Wednesday, or Thursday and 5:00 a.m. of the following day.
(b) any time between 11:00 p.m. on any Friday or Saturday and 5:00 a.m. on the following day.
 It is unlawful for a juvenile, age 15 to 17, to be present in any public place or establishment within Hennepin County:
(a) any time between 11:00 p.m. on any Sunday, Monday, Tuesday, Wednesday, or Thursday and 5:00 a.m. of the following day.
(b) any time between 12:01 a.m. and 5:00 a.m. on any Saturday or Sunday.
Ramsey Co.: The curfew ordinance requires juveniles age 15 and younger to be home by 10 pm every night of the week, and those age to be home by midnight.  Curfew applies to any public space, such as streets, parks, highways, and schools.  Curfew also applies to public establishments, such as movie theatres, restaurants, and bowling alleys.  Teens accompanied by a parent or guardian may be out after these deadlines (see Exceptions below).
Anoka Co.: Ages 12 to 14 Sunday thru Thursday - 10:00 PM Friday & Saturday - 11:00 PM
Ages 15 to 17 Sunday thru Thursday - 11:00 PM Friday & Saturday - 12:01 AM

15. SPP Program Rules: Host Families
Under no circumstances should the student be left alone over night – they must be supervised by an adult at least 25 years of age whose background check has been cleared by the Host Family Department.
Please notify your coordinator ASAP of your plans to travel with or without your student(s).
Your coordinator can help you find a temporary host family, though students sometimes arrange this with a friend.
Please connect with the host family to confirm the arrangements. (A Student Directory will be sent out periodically throughout the year via .)

16. SPP Program Rules: Student Moves
If a student (other than the student your family has agreed to host) stays overnight with you for 5 consecutive days or more, you should be compensated for this stay. Please communicate this to your coordinator ASAP.
Moves need to be communicated to the coordinator and host family department as soon as possible – we cannot go back to pay a family for a move or situation that we were unaware of until months later
If you or your student request a change in host family, our first step is to try to work through the issue. If a resolution cannot be found we will proceed with moving the student to a new family.
Students cannot make the decision to move themselves.

17. SPP Program Rules: Student Moves
If a host family requests a student move, we require a minimum of 48 hour notice.
Students will not be moved on the same day unless it is a health or safety concern. These include:
Violence in the home (physical, verbal, sexual)
Police calls
Please note that these situations are extremely rare!

18. What else should I be aware of?

19. Through the Student’s Eyes
Adjusting
Through the Host Family’s Eyes
Through the Student’s Eyes
Make an effort to get to know your student and involve them in your family activities.
Ask questions if you don’t understand, let them know its okay to make mistakes with the language, they may be self conscious about speaking .
Be patient
Make an effort to spend time with your host family.
Ask questions if you don’t understand.
Say thank you!
In making an effort to get to know your student, remember that sometimes a “no” to an invitation to join in an new activity, may be hesitation and a desire for more information and encouragement – not always the case, but while kids are adjusting they may need a little extra encouragement to open up to new experiences. However, pushing to hard may cause a student to shut down, try to find the balance between encouragement and space.
THIS TAKES EFFORT!

20. Adjusting Cont.: Homesickness
What does it look like?
What should you do?
Quiet, withdrawn behavior
Excessive need for sleep
Communicating with family/friends back home too often (multiple hours per day)
Lack of a willingness to try new things
Major changes in academic performance
Be aware, look for changes
Communicate openly with your student about these changes – ask them questions even if they seem unresponsive to them
Ask them about what they miss about their home culture
Encourage your students to get involved in activities
If these signs persist and you are concerned about the student’s health and well-being, please contact the Host Family department or school counselor.

21. Intercultural communication requires EFFORT and PATIENCE!
Students
Host Families
Make sure your family knows where you are and when you will be home
We encourage you to get a cell phone (and keep it charged!)
Make sure your host family says yes to your plans before you leave to do something.
Make sure your student has all of the proper contact information for your family
Help your student to get set up with a phone when they arrive (DO NOT put the students phone on your plan or under your name, this should NOT be a contract phone)
Make sure the students are keeping their phone charged
Set clear boundaries and expectations from day one
Intercultural communication requires EFFORT and PATIENCE!

22. Communication cont. Sleep Food
Set clear expectations about bed time – and stick to it!
Remind students that a good night’s sleep allows them to be ready to speak English with friends, host family and to do well in class.
Check in right away about dietary preferences or needs
Encourage your student to join you at the grocery store
Encourage students to try food at least once
Ask your students about traditional meals you can make together.
Allow for a grace period for the first few days while the students adjust to the new time zones/recover from jet lag

23. Communication cont. Chores
Student may not be accustomed to doing household chores they may need additional instruction and some gentle reminders
Set clear expectations from the beginning and be consistent throughout their stay – sudden changes can be confusing for students
Treat your students as you would your own children
Leave notes around the house to help students become self sufficient and welcome to do things like put dishes in the dishwasher, use the microwave, etc.

24. Communication Cont. – Religious Practices
Attending religious services or activities can be a great way for students to be involved with your family or community
However, while host families are welcome to invite students to participate with them it CANNOT be required
It is also important that host families respect their students religious practices and beliefs
We are a program built on diversity, which we celebrate!

25. Money - Who Pays? Spending money/Personal purchases
Students
Host Families
Spending money/Personal purchases
Independent activities/travel
School Activities (clubs, sports, etc.)
Lunch at the food courts (if they choose not to bring bag lunch)
Breakfast, lunch and dinner daily (this can include leftovers!)
Required/expected participation in family activities/travel
Household expenses (utilities, internet, etc.)
Shared household items (laundry soap, toilet paper, dish soap, etc.)
Note that the aside from required/expected participation in host family activities, the costs of the student’s needs should be covered by the stipend
Prepare a message around the issue of stipend level

26. Social Life Dating Visitors
Discuss with your student your family rules about dating.
No friends of opposite sex in bedroom is a common rule.
Set out clear expectations around having friends over to your home
Talk with your student about the possibility of any family coming to visit
Get to know your students friends and their host families as you would for your own children
Talk about the picture

27. Transportation 1st days on the bus
Help your student through their first day getting to school – make a plan
Bus cards handed out at orientation (new students) or the 1st day of school (returning students)
Check metrotransit.org to see if the bus route has changed
Google Maps
Talk to your student about being safe and aware of their surroundings
Being aware of surroundings – not making yourself a target/obvious tourist

28. Student Travel
School calendar –Travel opportunities (Winter and Spring Break)
Travel forms- >“Forms and Resources”
If they miss
school, the travel
proposal may not
be approved.
Travel without
approval may
result in probation
at minimum.
Depending on how much school, and the academic standing of the student.
May result in being sent home at worst.

29. Student Insurance
The details on what to do if your student needs to access medical care

30. When it Comes to Insurance…DO
DON’T
Use SPP’s address for billing purposes
Ever use your family’s address!
Take your student to the doctor for injuries or illnesses
Take your student to get sports physicals or immunizations (not covered by insurance)
Submit NDC receipts (stapled to the bag with medication) for prescription refunds
Submit cash register receipts (not necessary for refund)
Have your student pay for bills or prescriptions
Pay for your student’s medical expenses

31. Taking Your Student to the Doctor
Where to go:
You can take your student to any provider
Allina clinics and Regions Hospital know SPP
Minute Clinic and Target Clinics have often requested payment at time of service
What to do:
- Present your student’s insurance card.
Do not sign as your student’s guarantor as Nacel Open Door is the guarantor.
List SPP’s address for billing or other documentation rather than your family’s address.
Who should pay?:
The student should pay any for any bills or prescriptions
It is not the responsibility of host families to pay medical bills for their students
Meredith

32. Requesting a Refund
The student or host family who paid can request a full refund by completing a refund request form and mail, fax, or turning it into the student insurance mailbox at the front desk of the school.
To help avoid delayed claims and statements being sent to the host families, a new Online Visit Form will be available for host parents to complete.
Providing this information and a short narrative as to why you brought your student to the doctor (i.e. the nature of their illness or onset of their injury), will allow a claim to be submitted much more quickly.
The form will be available to be downloaded from the forms/resources link on the SPP website.
Include in your refund request:
NDC receipts
Any instructions, print outs, or post-visit care instructions (used as supporting documentation for the claim)

33. Requesting a Refund - Forms

34. NDC Receipt (National Drug Code)
NDC (stands for National Drug Code) receipts are required by the insurance for a full refund because they contain specific codes for the medicines they purchased and the fee the student paid for the medication.
The NDC receipt is almost always stapled to the bag the medication came in and it is re-printable upon the student or host parent’s request if it is lost. It is not necessary to have the cash register receipt.

36. School Communication School to Parent Parent to School
(Friday Focus, SPP Newsletters, Host Family Newsletter)
Grades and Attendance (PowerSchool – Parent Log In)
One Call Now ( , text, phone) – new system will call to inform families of school closures, attendance, upcoming events)
Website (check regularly for exciting SPP updates!)
Other forms and resources are located at the bottom of the website through the Forms and Resources link
Parent to School
Attendance Policy> Student Handbook
Attendance line/
Please notify the school of absences by 10:00am
is our main form of contact, please make sure the school has the most up to date address for you!
Refer to for a list of reasons for excused absences and unexcused absences.
Refer to welcome letter?
Print this slide for families

37. Wrap-Up
-Author Unknown

38. Other Resources Forms and Resources on www.stpaulprep.org
Academic Calendar
Courses websites
Student handbook
Travel
Forms
Handbooks
Host Family Online Orientation
Miscellaneous

39. Your Support Team Coordinator: SPP Host Family Staff:
Phone:
SPP Host Family Staff:
Desiree Guida – or
Megan Peterson – or ext. 642
Emergency Cell Phone –
SPP Front Desk (Ginger) –
Nacel Open Door
Insurance Questions – or
Print this slide for families to keep as a reference

40. Thank in different languages por favor!