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2. How we match students and hosts together?

Owned by Aoife Burke
Last updated: 10 Mar, 2022
2 min read

How do we allocate students to hosts?

Several times a year we ask hosts to give us their availability for hosting. We also collect data on their preferences such as whether they can accommodate dietary requirements and if they have any pets. Once we have a list of which hosts are available for which courses we match the hosts and students together. 


What information is required in order to allocate students to hosts?

Before students travel to the UK, we send them a registration form (via the partner university administration contact) which asks for the following details:

  • student name, date of birth, gender and contact details

  • any allergies or medical problems

  • details of any medication the student will need to take and any medication allergies (this information is kept on file and only used in the case of a medical emergency to share with medical practitioners if the student is not able to share the information)

  • details of any disability or medical condition that would prevent the student from making a bus journey to university (this information is used when thinking about the location of a host and which students to place with them)

  • details of any pet allergies or food allergies

  • whether the student is happy to stay in a family with young children (ages six years or less)

  • whether the student smokes and whether they are happy to stay with a smoking host

  • whether the student is happy to stay with a host who also has students from another university staying with them

  • details of the student’s hobbies (to share with the host)

  • contact details for the student’s emergency contact 

  • details of the student’s studies i.e current year of study, subject etc

It is very helpful if students can include any information regarding allergies and preferences so that when we allocate them to a host we make the best match possible.

When does short courses collect the student registration information?

We aim to have all the student registration forms returned to us by a minimum of eight weeks before the programme start date, but the earlier we can obtain the information the better. 

When do we allocate students to hosts?

We aim to allocate students a minimum of six weeks before the programme start date and to send the details of the allocations to the partner university a minimum of four weeks before the programme start date.

What information do the students receive about their hosts?

After the student/host allocation has taken place, CGP will send the partner university the following information:

  • (for staff reference only) a spreadsheet detailing which host each student has been placed with including the name, address and contact details for each host

  • (to be shared with students) an individual letter for each student from their host. The letter usually includes the following: 

    • a picture of the host

    • details about the host i.e who is in the family, names and ages of children, hobbies and interests, what type of work the host does

    • contact details