Host Family Housing Guidelines and Expectations

These norms apply to:

• Students who freely choose to live with a host family arranged by the University and apply for SLU-Madrid housing.  
• All visiting (study abroad) students whose home universities require a host family arranged by SLU-Madrid as the only housing option for their students. Visiting students must talk with their home institutions about their housing requirements. These requirements may include, but are not limited to, mandatory host family accommodation, not being assigned with more than one student from the same University, no kitchen privileges, meal plan, etc.

• Students select their preferred host family through the housing portal.
• During the application process, students are required to select homestays according to their legal gender as specified by the students themselves on their admissions application. After completing the application, students with questions about gender considerations in the placement process are encouraged to contact Housing Coordinator Beatrice Torres ([email protected]), to discuss available options.
• SLU-Madrid Housing makes every reasonable effort to accommodate students' gender identity, dietary needs, and other individual considerations, including relevant health needs, in the placement process (See "Special Considerations"). While specific preferences and needs may not always be fully matched due to host family availability, the University is committed to ensuring that all placements provide a respectful, safe, and supportive living environment for every student. In cases where an appropriate host family match cannot be identified, students may need to pursue alternative housing arrangements.
• Once assigned and living with a host family, students may not leave the host-family program without University approval and are expected to remain in the program for the duration of the assignment. However, students may request a change of host-family placement. If a student leaves the host-family program without University approval, the student is responsible for the full cost of their housing.
• Students are eligible for a full or partial refund of their housing payment or payments according to the following guidelines:
  • Students may receive a full refund of payments made toward the upcoming term's housing summary if, before the official confirmation date, they inform the housing coordinator in writing that they no longer plan to live with a host family.
  • If a student formally withdraws from the University during the semester, they may receive a partial refund of the semester's entire housing cost according to the SLU-Madrid policy for the applicable academic year.
• Students who pay housing in installments must pay any outstanding balance on the entire semester's housing summary if they:
  • Leave host-family housing arranged through the University after taking occupancy but remain enrolled at SLU-Madrid;
  • Are suspended from host-family housing arranged through the University for disciplinary reasons for a period of time; and/or
  • Are expelled from the University or host-family housing arranged through the University for disciplinary reasons.
• Students are expected to comply with all move-in and move-out dates. Students may not arrive before the designated move-in date or remain in the host family's home after the designated move-out date.
• Applications should be submitted as early as possible, as availability is limited, especially for special dietary needs and families near campus.

Special Considerations  

Dietary Preferences and Restrictions 

Students with dietary preferences or restrictions are expected to communicate their needs to their host family as soon as they receive their housing assignment and no later than two weeks before arrival in Madrid. SLU-Madrid Housing will make reasonable efforts to place students with a compatible host family; however, accommodation cannot be guaranteed. In some cases, medical dietary restrictions may require documentation. By sharing dietary information through the housing application or with the housing coordinator, students acknowledge that this information may be shared with prospective host families for placement purposes.

Gender Identity and Related Considerations

SLU-Madrid Housing strives to provide an inclusive and respectful living environment for all students. Students may communicate gender identity considerations, pronoun preferences, or other housing-related concerns during the housing application process. While every reasonable effort will be made to accommodate these considerations and needs, specific housing arrangements cannot be guaranteed and will depend on the host family’s availability and compatibility.

Move-In Date/Move-Out Date

• Students must contact their host family at least two weeks before the move-in date to confirm the actual time of their arrival.  
• Students may not move into their host family's home before the official move-in day and are responsible for arranging their own accommodation if they arrive earlier.
• Students must leave the host family home by 1 p.m., on the scheduled move-out date.
• Students are expected to leave the host family home during the Christmas and Holy Week (Semana Santa) breaks and are responsible for their own lodging and meals during these times.

• Housing Payments
  All housing payments must be made to the University via the SLU-Madrid payment portal, not directly to the host family.
• Responsibility for Damages
  Students are financially responsible for any damage caused in the host family's home. This includes, but is not limited to, damage to furniture, appliances, and any personal property belonging to the host family. Damage may also include misuse of utilities such as telephone, electricity or water.
• Definition of Damage
  Damage does not include normal wear and tear on household items (e.g., shower heads, faucets, bed linens, bed frames, or minor marks/stains on carpets or walls).
• Reporting and Inspection Process
  Any damage must be reported by the host family to both the student and the housing coordinator as soon as possible and prior to the official move-out date. Before the student's departure, the host family must inspect the student’s room to identify any damage or personal items left behind. After the official move-out date, no compensation claims will be accepted.
• Payment of Damages
  All charges related to damages must be processed through the Department of Housing. Payments are made to the SLU-Madrid campus as per instructions they will receive from the Department of Finance, which will transfer the corresponding amount to the host family. Failure to make payment may result in a financial hold on the student’s account.
• Pest-Related Damages
  Host families are expected to follow standard preventive measures to avoid infestations. If it is determined that a student is responsible for introducing pests (e.g., bed bugs or fleas), the student may be held responsible for associated fumigation costs.
• Early Departure
  Once a student has moved into the host-family home, they remain financially responsible for the full housing costs for the duration of the assignment, even if they choose to leave the program early without approval.

Communication and Cultural Expectations

• Most host families speak primarily Spanish; students are encouraged to communicate openly and respectfully. Living with a host family requires flexibility, openness and a willingness to engage with new cultural norms and practices.
• The University encourages open and respectful communication between students and host families. Many day-to-day concerns can often be resolved through direct conversation; however, students are encouraged to contact Housing Coordinator Beatrice Torres at [email protected], at any time if they have concerns or feel uncomfortable addressing a situation directly.
• Students and host families should be mindful of cultural differences and approach sensitive conversations with respect and awareness of differing perspectives.
• Host families are similarly expected to support a respectful, welcoming environment and to engage openly with students from diverse backgrounds.

Behavior Expectations

Students are expected to respect the host family's household norms, schedules and living environment. This includes maintaining open and respectful communication, keeping living spaces clean, and contributing to a positive and safe home environment.

• Students should be mindful of cultural differences and approach the homestay experience with flexibility and mutual respect.
• Host families are similarly expected to provide a respectful, welcoming and supportive environment and to engage with students in a manner that reflects the values of the SLU-Madrid community.
• Behavior that is significantly disruptive, disrespectful, or in violation of SLU-Madrid policies may result in a housing reassignment or other action, as appropriate.

Meal Plans - Half Board and Semi-Independent

• Half-board (breakfast and dinner): Breakfast includes coffee, tea, or hot chocolate with toasted bread butter and jelly, fruit, yogurt and cereal. Dinner includes a first course, main course and dessert (in Spain, dessert customarily consists of a piece of fruit or yogurt).
• Semi-independent (no meals) students are responsible for purchasing and preparing their own meals and must clean the kitchen after each use. The host family is expected to establish a schedule for kitchen use that is convenient for both the family and student. The student is expected to respect the family's customs, clean up after themselves (e.g. wash their own dishes), and ensure the kitchen is always kept clean.

Room Specifications and Expectations

• Single rooms are approximately 10-13 m².  
• Double rooms are approximately 15-18 m².
• Each student will be provided with a twin bed, desk, chair, desk lamp, and closet in their room.  
• Refrain from keeping or consuming food in the bedroom.  
• The possession and/or consumption of alcohol and/or drugs in the home is strictly prohibited. 

Privacy Expectations

• Host families are expected to respect the student's privacy (e.g. knock and seek permission before entering the student's room).
• Students are expected to keep their room and shared spaces clean and respect family privacy.
• Guests are allowed only with prior permission during the day; no overnight guests are permitted.
• The students must inform their host family if they will not be spending the night at home.

Laundry

• Host families will provide weekly laundry service for the students' clothing, bed linens and towels (including at least two large towels). This service should include one load of whites and one load of colors, with the family responsible for separating the laundry. Host families must also provide weekly cleaning of the students' bedroom, bathroom and common areas.
• Host families are not responsible for washing clothing from prearrival travel or academic break periods, including Semana Santa. Students who would like the host family to wash clothing following Semana Santa may request this directly from the host family; a fee of 50 euros will apply.
• Host families are not responsible for dry cleaning or special care of delicate clothing. Students are responsible for all care and costs of delicate clothing and/or dry cleaning.  
• Host families are responsible for any student clothing items that are damaged or ruined during washing. Compensation may include replacing the item with a similar one or reimbursing the student up to 20 euros per damaged clothing item.

Internet

• Use the internet moderately and reasonably.  
• Refrain from downloading movies and games. Coursework may get jeopardized if the line and Wi-Fi access are used for those two purposes.  
• Refrain from receiving telephone or video calls between 11 p.m. and 8 a.m. unless it is an emergency. The students should limit the noise, the number, and the length of calls they receive to a minimum during the hours mentioned above.

Utilities

• Students should conserve electricity and water, including limiting showers to approximately 10-15 minutes.

Security and Keys

• Students receive one set of keys and are responsible for any replacement costs.
• Students should always keep their keys with them and always lock the front door.  
• The family may request the student in their home to leave the keys in the home while the student is travelling.  
• Keys issued by the host family may not be duplicated, modified or loaned to another person.  
• All lost, stolen or broken keys must be reported to the host family and the housing coordinator. Students are responsible for the cost of replacing lost or stolen keys and the actual lock of the front door, if the host family wishes to replace the lock. The estimated cost of replacing the lock can range anywhere from 100 to 1,000 euros.
• If a student is locked out of the home, they must contact the host family immediately for further instructions. If the host family cannot be reached, the student is responsible for arranging temporary accommodation (e.g., a hotel stay). The use of locksmith services is not permitted without prior approval from the host family.

• SLU-Madrid reserves the right to relocate a student to another host family if requested by the student and if deemed necessary and appropriate. Additionally, SLU-Madrid may remove a student from host family home immediately and without prior notice if the University determines that the circumstances require urgent and immediate action.
• A host family may request that a student be relocated if the student behaves in a manner that endangers, offends, or intimidates members of the household, consistently disregards house rules, or engages in physical or verbal abuse toward the family.
• Requests initiated by students to change host families are reviewed on a case-by-case basis and depend on availability.
  • Students are expected to remain in their current assignment until a reassignment is formally approved.
  • The University is not responsible for hotel or temporary housing costs during the reassignment process.

Medical Emergencies

In the event of hospitalization or medical emergency, SLU-Madrid may share relevant information with the student's host family, home campus authorities, and, where appropriate, the student’s designated emergency contacts, in order to support the student's care and well-being.

Medical Conditions and Well-Being

Students are responsible for managing any pre-existing medical or mental health conditions and for following guidance provided by their healthcare providers. Students are also expected to seek appropriate support and continue recommended treatment while studying in Madrid.

SLU-Madrid is committed to supporting student well-being and provides access to resources such as Sanitas medical coverage and the SLU-Madrid Counseling Center. Students are encouraged to contact these services as needed.

• Students may use their Sanitas Medical Insurance, which is included in the tuition price. Students may contact Rubén Borrás, M.D., general practitioner in Sanitas, who will be able to refer you to any specialist within Sanitas. Contact: [email protected]  
• Students may contact the SLU-Madrid Counseling Center for support with personal issues or when seeking a referral for mental health services at Sinews, the off-campus mental health provider of SLU-Madrid. Contact: [email protected]

While the University will make every reasonable effort to support students in successfully completing their academic program and participating in housing, there may be situations in which a student's health needs require additional support or accommodations beyond what can be provided within a host-family setting. In such situations, alternative housing or other arrangements may be required. When determining whether a student's health needs require an alternative housing arrangement, the housing coordinator may request additional health-related information from the student, or may seek consultation with healthcare providers, the University Counseling Center, or other relevant or appropriate healthcare professionals.