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Home and Away
Home and Away
The International Department must be notified every time your student is out of your care overnight. This includes:
times when you are unable to care for your student for any reason
organised group tours
a sleepover at a registered Kapiti College homestay house
staying with a friend at a host family with another college
any planned trip including going away with their natural family.
International students can not be left alone overnight or with anyone not already vetted by the school, such as your extended family or a friend. All notification and request forms are available on this page.
Temporary Placement Requests
Temporary Placement Requests
If you are unavailable to care for a student you will need to notify us. International students can not be left unattended overnight and can only be supervised by a Kapiti College registered homestay provider. Please note, alternative placements can only be made by the International Department.
Homestay hosts must use this form to formally request temporary placement for an international student in their care. Please submit requests at least two weeks in advance where possible. Homestay payments are redirected for the duration of the temporary placement.
For urgent requests due to emergencies please call the homestay coordinator.
Sleepover Request
Sleepover Request
International students can have sleepovers with friends staying in a Kapiti College registered homestay. International students are NOT able to stay overnight in an unvetted household, including Kiwi school friend's houses. Homestay payments are not redirected for sleepovers.
Students must use this form to notify the International Department of a sleepover at another Kapiti College homestay. Students must have permission from their friend's homestay and their own homestay before submitting this form.
Requests to stay with a homestay registered with another college must be submitted on the tours or trips form.
Tours and Trips
Tours and Trips
Kapiti College International students must request permission from the International Department for any tour or trips they are planning, this includes tours with tour companies, trips to visit other international friends, and holidays with their natural parents. Students can not travel without the supervision of a responsible and vetted adult. All costs for the trip, including airport transfers and day-to-day costs, are at the student's own expense.
Students must use this form for permission to go on any overnight trip without their usual homestay or Kapiti College. Students must have permission from their natural parents, and their own homestay before submitting this form.
Requests to stay with friend at a homestay registered with another college must be submitted on this form, and will require prior agreement from the friend's homestay, natural parents, and current homestay. This form must be submitted with at least two weeks' notice. Homestay payments are not redirected for tours or trips.
Payment adjustments
If the student is away from your care because you are unavailable to care for them, the payments are redirected to the temporary homestay. If the student is away from your care because of their plans (such as sleepovers, tours and holidays of up to two weeks) payments will not be redirected. Homestays do not receive additional payment for a sleepover or inviting another student on a trip. Payments may be withheld if your student is away from your home without the school being notified.
What if they stay out without permission?
Let us know if they’re staying out or sneaking out so we can remind the student of our rules and expectations. We will inform their agent / natural parents and may take further action as necessary. It also covers you if we have it on record.
What about an emergency?
We will take the student to an emergency placement with one of our fully-vetted registered homestays.
What about holidays with you and your family?
You are able to take them away for up to a week without notifying us, but if it's for any longer, you'll have to let us know by email so we can advise their agent. If you are taking another international student as a friend, we will need a form filled out for that friend. Homestay payments are not redirected for any students you have invited as a guest.
Why is it necessary to notify the International Department of sleepovers or student trips?
The school has a duty of care under the Code of Practice, as well as individual agreements with their agents and parents. We must know where the students are at all times and must ensure the students are under the care of a fully vetted person.
As teenagers aren't great at communicating their plans, please assume that unless the school has contacted you about their activity we might not know about it, so please make sure you keep us informed of all instances where your student is not in your care overnight.
How to notify the International Department
Students are responsible for submitting their sleepover and travel request forms, and must give us enough notice for us to process the forms, but if you know they are going away, please also let us know via email so we can chase them up.
If you need a temporary placement please use the form rather than email.
Please fill out the relevant form with at least two weeks' notice where possible.
Please only call or text after hours for urgent matters. If you need emergency care for your student please call.
Contact: Raen.Fraser@kc.school.nz or Paul.Western@kc.school.nz
For urgent matters: call or text: Raen: 0204 078 3303 Paul: 022 061 5160
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