Host Family Clearance Process

Host Family

  1. Primary Contact submits the Host Family Application
  2. All adults in the home will need to sign the Host Family Application. (electronic signature)
  3. All adults in the home will need to sign the Background Check Authorization Form. (electronic signature)
  4. All adults in the home will need to register for a background check. The instructions to register for a background check are emailed to you automatically when submitting the host family application.
  5. Complete an in home visit with the Youth Exchange Officer. The YEO will need to take a few photos of your home & review a questionnaire with your family. Required photos: exterior, kitchen, student’s bedroom, bathroom the student will use, family room/living room area.
  6. Primary Contact completes online Host Family Training. The link will be emailed to you within a week of submitting the application. Sender: NAYEN Training Administrator, noreply@nayen.org

Youth Exchange Officer

  1. Review the Host Family Application once signed.
  2. Contact the family’s references & submit the Reference Contact Form. This will be copied to you, the Country Contact & the District automatically.
  3. Complete the in home visit with the family. Take photos of the home, upload the photos & submit all answers to the in home interview. This will be copied to you, the Country Contact & the District automatically. Required photos: exterior, kitchen, student’s bedroom, bathroom the student will use, family room/living room area.
  4. Follow up with the Country Contact if you have not received the background check clearance confirmation.
  5. Provide copies of the Host Family Handbook, the Dept. of State Welcome Letter to the family. Only provide the student’s application after all background checks have cleared.
  6. Confirm you have completed all your steps by reviewing & signing the Host Family Process Form (electronic signature)

Please confirm with the family if they have any questions about the background check system or online training.

Country Contact

  1. Review the Host Family Application once signed.
  2. Log into the background check system & confirm all adults in the home have clear background checks. Submit the background check clearance confirmation. This will be copied to you, the YEO & the District automatically.
  3. Review the home visit photos and answers.
  4. Follow up with the YEO if you have not received the Reference Contact Form.
  5. Confirm you have completed all your steps by reviewing & signing the Host Family Process Form (electronic signature)

For the first host family, also submit the Inbound Visa Paperwork Form, which will include all pieces of information we need to issue the student’s visa paperwork.

A student cannot move into the home until the full process has been completed.

This includes all signatures, background checks, the interview, training, and references have been contacted.