Travelling with Participants

Sleeping Accommodations

U.S. Department of State regulations permit a student to share a bedroom with one non-adult person of the same sex and require that the student always have a separate bed in the host family home. In alignment with these regulations and general youth safety practices, AFS policy requires that when traveling with a volunteer (or host parent/s), the student must sleep in a room separate from them. Similarly, when camping, students may not share a tent with any adult nor person of the opposite sex.

FAQ

• Why did AFS implement this policy?
  • We have implemented this policy for the safety and well-being of participants and to protect adults from false allegations of inappropriate behavior.
  • Unfortunately, we have had cases in which adults behaved inappropriately toward participants while sharing a sleeping space when traveling. The benefit of the policy is twofold; In addition to reducing risk to students and adults when traveling, we have been told by experts in the field of youth protection that clearly articulating our policies in this realm serves as a deterrent to would-be predators for involvement with AFS as it sends the message that it will be harder for them to engage in misconduct while involved with AFS, than it would be with other exchange organizations where youth safety policies and practices are not as widely known and/or practiced.
• Can more than two students of the same sex be in the same cabin or sleeping space during an orientation, family vacation, school, camping or church group trip?
  • Yes, they can. The rule that the student may share a room with only one non-adult of the same sex applies only to the bedroom in the host family home. In addition, event families can accommodate more than two students of the same sex in the same room.
• Can an adult volunteer to stay in a one-room cabin with a group of participants during an AFS orientation or other AFS event, held at a camp or retreat center?
  • Yes, and some camps/centers will require this for their own risk management purposes.
• What if a host family can’t afford any added expense needed to comply with this policy?
  • We recognize this policy may result in fewer opportunities for AFS students to travel with their host families, as it may add a financial burden that neither the host family nor the student themselves are able to accommodate. We regret that this may be the resulting trade-off to the safety and well-being concerns that the policy is intended to address.
• When traveling, can a student share a room with adults if there are other children present in the room?
  • No, the policy applies regardless of whether other children are in the room.
• Can the adult/s sleep in a bedroom within a hotel suite, and the participant on a sofa bed or rollaway bed outside of the bedroom?
  • Yes, as the adult/s would be in a separate room and, when traveling, it is permissible for the student to sleep on a convertible bed.
• Can any adult/s share a hotel room/sleeping space with a same sex or opposite sex participant?
  • No, the policy applies regardless of the sex of the parent/s and participant.
• Why is word “sex” used here instead of “gender” when the latter is more inclusive?
  • The Department of State regulations refer to “sex” not “gender” in the context of the hosting experience. If there are specific circumstances you would like to discuss, please contact AskAFS@afsusa.org.
• What should I do if I learn of a host family trip that has been planned that does not comply with these guidelines?
  • Explore, with your RFS, whether an Event or Temporary placement can be made.
    
• What should I do if I learn of a host family trip that has taken place that did not comply with the policy?
  • Ensure that the host family is aware of the policy and can comply with it going forward and if not, inform them that a Temporary or Event placement will be needed when they travel.
• What can I advise current or prospective host families who may be concerned about this policy after having shared the above points with them as appropriate?
  • Reassure them that AFS participants are told that AFS is an intercultural learning program, not a travel program and that our educational framework is designed to facilitate intercultural learning experiences regardless of whether the student travels while in the US. If they are not able to accommodate the policy, AFS will arrange for the student to stay in another screened family during their trip, which affords the student another valuable opportunity to experience US culture with a second family. Alternatively, it may be possible for an extended family member to stay with their student in their home while they are away, provided this person has been approved by AFS and successfully completed a criminal background check.
• Who should I contact if I have a question related to this policy that is not covered here?
  • Please contact AskAFS@afsusa.org.

Click here for a downloadable, printable summary of this policy that can be shared with host families.