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General
Accommodation is an area which can often give rise to problems on arrival abroad, if it has not been sorted out and the students have not been well-briefed (and even if they have there can be sometimes be problems). Not having a permanent roof over one's head is a highly stressful situation. For this reason, it is vital to get as much information as possible out to students early on so that they are briefed and able to cope with the different eventualities that the foreign location may throw at them. For those enrolling in universities, there will generally be a choice between university accommodation and renting on the open market. University accommodation in Europe varies in quality and cost. In France, for instance, university residences can often be very basic but, on the other hand, they are usually cheap, so in the interests of economy some compromises may have to be made. Most universities will have lists of accommodation to help students but as accommodation disappears fast in crowded student towns, a good deal of searching may be involved if nothing has been arranged prior to departure. Local newspapers may be a source of accommodation but, if using them, considerable care has to be taken in the interests of safety, particularly for girls. Estate agents are also possible but tend to charge sizeable fees. All in all, the best and most trustworthy source is likely to be the host university which will be experienced in dealing with exchange students. If the students are going to as language assistants or to work placement, the school or placement provider should help with the provision of accommodation but the students will need to know what the situation is, what to ask and where to go.
Information
Information about the different aspects of accommodation should be given in both written briefing and information sessions. You will probably want to compile a data bank of information on the topic, so a question about accommodation on any report form completed by returners can provide additional help and also ensure that the material held by the department is regularly updated. The participation of returners and L2landers in information sessions is also very important as the immediacy of their contribution makes an impact and provides back-up based on the recent experiences of young people. Of course, staff may need to make their own input into what is said so that a balanced view is given (e.g. if they are going to stress the importance of private over university accommodation in certain locations, implications about price, time and availability should be made clear). Visiting staff from host universities can also help with the discussion of accommodation (but check before getting them in that they do actually know about it). Where accommodation is not routinely provided in the same locations, as will be in particular the case for assistants, it is important to see that the students know what to expect in broad terms and what to do if they have an unhelpful school or placement provider.
Feasibility
A dose of realism may have to be injected - on a short stay, it may be very difficult to get the perfect solution and some compromises may have to be made in the interests of cost, convenience and availability.
Adherence to deadlines and requests for documentation
Particularly if they come from a very supportive environment, students may not realise the importance of strict adherence to deadlines and the necessity of supplying the requisite documentation as requested. The briefing needs to include information about the usual formalities in particular countries and the fact that non-compliance will almost inevitably land them in serious difficulties.
Social and cultural norms / behavioural patterns
It is a good idea also to include something about patterns of behaviour and acceptable standards of politeness - a failure to respect such intercultural differences can lead to unnecessary irritations and hassle. The nature of different types of accommodation and implicit social codes governing peer interaction and proprietor / tenant relationships have to be understood, particularly where there are likely to be significant differences with the situation in the home country (modes of social interaction between peers; noise levels; norms of tidiness and cleanliness; criteria of politeness are all matters likely to cause friction). In the worst cases, the student may even be asked to leave the accommodation. Behaviour perceived as antisocial will, of course, also damage the prospects of future students from the university in the location concerned as well as the generating ill-will towards the home country.
Security and health and safety
Students should be briefed on the need to take sensible precautions should be taken when viewing property and girls in particular should not go alone to look at accommodation (the Suzy Lamplugh video or some of the Trusts briefing material may prove helpful in this respect). Before renting, it is advisable to do a security check, making sure, for instance, that the place has secure locks and that the windows close properly. The student should also see that there are no obvious hazards which would constitute health and safety risks (unstable electrical fittings, leaking gas appliances and suchlike). Smoke alarms are not very expensive so if there is none it would be a good idea to get one fitted. Once in the property, the student should take measures to avoid theft by, for instance, not leaving doors unlocked or windows open and should also be aware of normal personal security precautions such as not answering doors before finding out who is on the other side.
Conditions of renting
The students should know what the usual conditions for renting are in particular countries and towns. As far as possible the rules are regarding payment and length of tenancy should be explained (e.g. are they going to have to pay their rent for the whole time in advance; are they going to have to pay to, say, the end of the summer in University accommodation even if leaving before this and is such an arrangement still likely to be the best deal available to them ). Where rent subsidies are available, this should be indicated and the procedures outlined.
Retention of deposits
The dodges to which unscrupulous proprietors may resort should certainly be mentioned (e.g. not declaring accommodation - thereby rendering the rent ineligible in some cases for rent rebate - or finding ways to withhold deposits). Students should be briefed on carefully checking lists of contents; seeing that any apparent damage (stains on carpets; scratches on walls and suchlike) are noted on arrival as these are areas where there is little comeback without written evidence. Receipts must be obtained for any payments made.
Items to take abroad
To save unnecessary financial outlay on arrival, the students should be warned about any likely practical gaps in the accommodation (no saucepans; do they need to bring bed linen and so forth).
Limits of responsibility
As well as providing students with full and accurate information about accommodation, they also need to be aware that allocation of accommodation abroad is not within the home university's power - often all that their home co-ordinator can do often is to exert some pressure on university partner or placement provider: however, given that there are generally too many incoming exchange students or impecunious young people and too few rooms, the best deals are not always possible. For those going for a semester, alternatives such as scheduling students to go end on may be considered (thereby ensuring residence for an academic year) but this has to be balanced against matters such as how the other half of the year is to be spent and the organisation of visits and so forth.
Special needs: children; disabilities
It is important to be aware of any students with particular difficulties - children, spouses, special needs which fall outside the run of the mill. Such cases have to be flagged early with host universities or placement providers in order to ensure suitable provision for the student. These students also have to be dealt with well in advance as their resolution may condition where other students are sent.
Written briefing
All these matters should be covered in the written briefing material on residence abroad, both so that it can be consulted at leisure, as people don't remember everything that has been said to them. Also in case of problems, it is essential to have a written record of the information given to the students.
Information for parents
You may also like to think about a leaflet for parents showing what their offspring may expect and what the financial implications of different types of residence are likely to be. It may also be useful if the leaflet contains information about the very different conditions obtaining in some other countries so that the parents do not expect the conditions of the home university to be replicated and so that they may give positive support to the students as well as understanding what the role and function of the home university is in relation to accommodation abroad. Practical hints such as the best ways to contact their offspring may also prove reassuring.
It may too be helpful to parents to know that there is a contact in the home university with whom they may get in touch should there be problems regarding their children's accommodation.
Booking temporary accommodation
It is important to stress to the students that they should book somewhere to stay for at least the first night in the location abroad if it is not possible to access reserved accommodation or if no accommodation has been arranged. Young people are not always aware of the dangers of nights in places such as station waiting rooms. A list of cheap accommodation is easy to put together and stresses the point as well as proving helpful for those unaccustomed to travel abroad. Such a list would typically include the names of inexpensive hotels, with student comment on them and the names of some inexpensive hotel chains. Youth hostels may also be included (provided they are considered adequate in the area in question) plus a reminder that the youth hostel card should be obtained before departure.
Contacts and help
Students ought to be aware of the person who can advise them in the host location and know how to find them . In the case of assistants they should be briefed on the fact that their school is expected to provide support and will normally designate a staff member to help them. They should also have appropriate telephone numbers / e-mails of staff in the home university in case there is a real problem.. It is helpful if they have too the general number / e-mail address for the department so that if there is difficulty making contact with the staff member, they can at least phone up and leave a message or send an e-mail.
Lis Lillie
27.10.99