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SRS Student Travel Policy

Applies to all students participating in the StudentRoomStay Homestay Program

Effective Date: August 6, 2025

Last Updated: August 6, 2025

1. Purpose

This policy outlines the expectations and requirements for student travel while enrolled in a homestay program through StudentRoomStay (SRS). It is designed to ensure student safety, maintain host family communication, and support program integrity.

2. General Travel Guidelines

All students must:

  • Notify both SRS and their host family in writing before any overnight travel
  • Provide dates, destination, purpose of travel, and emergency contact information
  • Ensure travel does not interfere with school attendance or program responsibilities
  • Coordinate flight arrivals and departures with SRS before booking international travel

Failure to follow the travel policy may result in warnings, probation, or removal from the program.

3. U18 Student Travel Requirements

Students under 18 years of age must:

  • Obtain written permission from their parent or legal guardian prior to any overnight travel
  • Receive SRS approval before confirming any plans outside of school-sponsored trips
  • Never travel or stay overnight without an approved adult chaperone
  • Remain under the care of the assigned host family unless a temporary guardian has been approved in writing by SRS

Unauthorized travel will be considered a program violation and may result in immediate removal from the host home and/or the SRS program.

4. 18+ Student Travel Expectations

Students aged 18 or older are expected to:

  • Inform both the host family and SRS of all travel plans in advance
  • Use good judgment when planning trips and avoid travel that compromises safety or school performance
  • Share travel itineraries upon request, especially for international or extended trips
  • Coordinate long breaks (summer, winter, or semester changes) with SRS ahead of time

Even though students over 18 are legally adults, respectful communication with SRS and host families is expected at all times.

5. Airport Transfers

  • SRS may arrange airport pickup and drop-off if included in the package
  • Families must provide flight details at least two weeks before arrival
  • Last-minute changes may result in additional fees or unavailability of transfer
  • Students must communicate delays, cancellations, or schedule changes immediately

6. Emergency Travel

In the event of a family emergency or urgent need to travel:

  • Students or parents must contact SRS Support immediately
  • Emergency contact and medical details must be confirmed before departure
  • If an early return or relocation is required, SRS will assist with logistics as needed

7. Unauthorized Departures

If a student leaves their host home without prior notice or approval from SRS:

  • The student will be charged for the full duration of their assigned stay, regardless of actual departure
  • The placement will be considered active until proper termination notice is submitted and acknowledged by SRS
  • SRS is not responsible for housing, safety, or support once a student departs without notice
  • This behavior may result in disciplinary action or removal from the program

8. Acknowledgement

By signing below, the student and parent/guardian (if under 18) confirm:

  • They understand and agree to follow all travel-related rules and expectations
  • They will notify both SRS and the host family of any overnight travel or extended absence
  • They accept that travel violations may result in disciplinary action or removal from the program