USPUK’s Ukrainian Sponsorship Project Matching Policy
[Last updated by USPUK’s Sponsors Coordinator on 16/10/2025]
As a recognised provider under the UK government’s Homes for Ukraine scheme, USPUK is committed to ensuring that our ‘matching scheme’ delivers safe, suitable and appropriate matches between sponsors and displaced Ukrainians. Our approach is guided by our matching principles, our safeguarding policy and our commitment to achieving the best possible outcome for both sponsors and guests.
Matching Based on Background and Compatibility
USPUK aims to ensure compatibility so that both parties feel comfortable, reducing the likelihood of early breakdowns in sponsorship. We are proud that the percentage of cases in which the relationship between sponsor and guest has broken down is less than 1% across over 500 matches that we have arranged or facilitated. Almost all the guests we have matched were still living with their sponsors over a year after their arrival. To foster long-lasting and positive sponsorship relationships, matches are made with consideration of:
Any specific needs of the guest or sponsor (e.g., families with children matched to hosts with child-friendly homes).
Shared interests, values, or cultural backgrounds between the sponsor and the guest(s)
Common language, profession, or life experiences to facilitate better communication and integration.
Host Screening Policy
The process starts when the prospective host has filled out the registration form. Before approving an individual as a sponsor, USPUK team members will arrange a screening call to ensure that our safeguarding principles are being observed. The call aims to ensure that the prospective sponsor has good intentions, understands what the role will entail and is able and willing to provide a suitable and positive hosting environment.
Our safeguarding policies are in place to mitigate potential threats such as exploitation, trafficking and unsafe hosting environments, but also to ensure a suitable and lasting hosting relationship. In general, we do not approve prospective sponsors who behave aggressively, evasively, are unwilling to provide required details or have unreasonable expectations for a guest.
In line with our safeguarding policies, we will not match single male sponsors with single female guests or families that do not include a male guest. This policy is a strict requirement and we regret that we are unable to make exceptions in most cases. We would only be able to facilitate such a match if the sponsor and guest are already known to each other personally, or if the sponsor has previously hosted female guests successfully. In the latter situation, USPUK would need to speak directly with the previous guest(s) and the sponsor’s local council to confirm this. In general, single male sponsors can only sponsor a combination of guests that includes at least one man.
We will not approve any sponsor who has unreasonable expectations for a guest. Some of these are detailed below. In most cases, a key element is flexibility: the more rigid or inflexible a prospective sponsor’s requirements are, the less likely we will be to approve them.
Sponsors must not expect their guests to provide free labour (e.g. childcare, care for elderly family members). Sponsors also should not employ their guests as a live-in carer or nanny, as this risks creating a conflict of interest. We will not facilitate matches in which sponsors have these expectations.
Sponsors must not have any expectations for the guest outside of normal shared living relationships and under absolutely no circumstances are they to have romantic or sexual motivations for offering sponsorship to displaced Ukrainians. Any indication of this will lead to instant rejection of the prospective sponsor.
It is not a problem if the sponsor is motivated primarily by the financial aspects of the sponsorship, as long as they are aware of and happy with the amount of financial support that sponsors receive. However, sponsors must not charge the guest rent or expect money from the guest in return for any services, for the initial six months of the sponsorship at least. The relationship should be supportive rather than merely transactional.
Sponsors must not impose unreasonable living requirements on their guests. In particular, guests must be allowed to come and go from the accommodation whenever they please, without the need for authorisation or access from the sponsor.
Character References
We require all sponsors to provide us with a character reference before we can approve them as a sponsor and begin to look for potential guests. This is a mandatory requirement, even if the prospective sponsor already has DBS clearance or has hosted displaced Ukrainians before. Character references are an internal USPUK requirement and are a separate process from DBS checks, which are conducted by the local councils at a later stage of the sponsorship process.
We will be unable to approve a sponsor who declines to provide a character reference. Understandably, it is a concern if a prospective sponsor is unable to provide the details of a single person who can vouch for their good character and suitability to host vulnerable individuals.
Non-Discrimination Policy
USPUK is committed to rejecting discrimination of any kind in our matching process. This includes prospective sponsors not wanting to sponsor a guest of a particular ethnicity, sexuality or religion. It is important to note that this is not the same as expressing a preference, which sponsors are encouraged to do. We will not approve any potential sponsor who indicates that they hold discriminatory or politically extreme views.
We would also discourage prospective sponsors from taking the view that any guest is undeserving of sponsorship given their specific circumstances (such as the region of Ukraine that they come from, the country in which they are living at the moment, their gender, or their relationship status). Any inflexible or intolerant views expressed will likely limit the chances that we would approve the prospective sponsor.
In line with our commitment not to discriminate, we will not exclude individuals with a Russian background or holding Russian nationality from sponsoring Ukrainians, provided that they align with USPUK’s values of supporting displaced Ukrainians, we have no concerns regarding their stance on the war or political affiliations, and that the guest feels comfortable with the match.
Members of Sponsor Household
On the initial screening call, we will ask prospective sponsors about other members of their household. We expect prospective sponsors to have already discussed sponsoring with anyone who lives with them or visits regularly, and to have ensured that members of their household are happy with sponsoring and would not pose any issue.
Before finalising a match with a prospective guest, all the adult members of the sponsor’s household (including any lodgers or people who are not family members) must participate in a call with USPUK team members and the guest(s) to ensure that the household understands the commitment and expectations of sponsorship ,that the match is suitable in terms of accommodation and cultural sensitivities, and that any concerns from the sponsor or guest are addressed before moving forward.
Commitment to Re-Matching Experienced Sponsors
As the war in Ukraine continues, USPUK is committed to re-matching sponsors who have successfully hosted before. Sponsors who previously provided accommodation and wish to host again will be given preference in new matching opportunities.
Reasonable Contribution Toward Household Expenses
Sponsors must not charge rent or require excessive financial contributions from displaced people. However, reasonable contributions toward utilities and household expenses may be agreed upon if:
The arrangement is voluntary and fair to both parties.
The contribution does not create financial hardship for the guest.
The sponsor clearly communicates expected costs upfront and before the guest has agreed to the sponsorship.
Three Attempts of Contact Policy
To confirm interest in a match and avoid delays, USPUK will make three attempts to contact both sponsors and guests. Contact attempts will be made initially via email, with a follow-up telephone call and a further email or call if required. If no response is received after three attempts within a reasonable timeframe, we will assume that the sponsor is no longer interested in sponsoring.
Post-Arrival Support
USPUK does not provide continuous post-arrival support, as this responsibility lies with local councils.
After confirming a match from both sides, USPUK assists with guests’ visa applications and provides support and advice on travel arrangements. USPUK is not responsible for travel expenses.
Upon arrival, sponsors and guests are directed to relevant local council services and external support networks when needed.
USPUK assists sponsors in case of visa delays or application issues by:
Providing guidance and escalation through relevant government channels if necessary.
Offering resources and advice on managing visa problems.
Connecting sponsors with other legal aid charities if additional support is needed.
After a match is made, sponsors receive:
A follow-up survey to provide feedback on the process every 6 months.
Additional information and necessary links related to hosting responsibilities.
Insights from host follow-up survey responses:
“Delightful family - they fit perfectly with our family”
“Things are going very well. Our guest graduated her Masters, is working as a freelance designer and is engaged to get married”
“Going really well. Very happy”
“We are really enjoying this experience for the 3rd time. Our current guests have become a big part of our family and we also regularly see our previous guests who now live independently in our town. “
Matching Case Study
When Oksana and her family applied through USPUK to find a host family in the UK, they were looking for safety and hope. The USPUK Matching team managed to identify a right match and connect with a kind host family in the UK who opened their home and hearts. What began as a moment of fear has turned into a story of resilience, care, and a new beginning.
In Oksana’s own words:
“When the full-scale war began, me and my family continued to live in the Sumy region, which is only 50 km from the frontline, hoping the situation would improve. But one day, a missile struck just five kilometres from our home. It seemed far,” Oksana recalls, “but our windows flew open from the blast. I took my phone and filled out the form on USPUK’s website to sign up for support. It felt like throwing a message in a bottle into the ocean.”
At that moment, she knew very little about life in the UK — the challenges, the language barrier, or how her family would adapt. But one thought guided her decision: to protect her son.
“Children are the most important thing in life,” she says. “I know this too well because I’ve already lost my eldest son...” Soon after, USPUK matched Oksana’s family with kind sponsors in the UK under the Homes for Ukraine scheme. “We didn’t hesitate for a moment,” she remembers. “It was a big step, but we knew it was the right one.”
Oksana’s younger son, Artem, was diagnosed with autism — something that made life and social adaptation challenging back home in Ukraine. Moving to a new country, with a new language and culture, was a major change. Yet, the family found support and kindness at every step.
“Artem is my hero,” Oksana says with a smile. “He goes to school every day with joy and also attends different activities. Seeing him happy and safe means everything to me.” Nearly a year later, the family still lives with their UK sponsors — people Oksana calls “those with the biggest hearts.”
“Our lives have changed completely,” she says. “Here in England, I feel supported by everyone around me. I’m happy because my child is safe.“Thank you, USPUK, for this wonderful chance and for the opportunity to keep living,”
Oksana’s story is one of courage, love, and resilience — a reminder of how one decision, and right connection made, can change a family’s future.
USPUK Matching Principles, Best Practices & Case Studies
USPUK utilises an evidence-based, human-centred and trauma-informed approach built around safety, compatibility, and sustainability.
1. Right-sizing and family fit
→ This ensures realistic use of space, minimises friction, and improves duration of stay.
2. Language, gender, and cultural comfort
Hosts comfortable with Ukrainian/Russian/Polish (or with prior hosting experience) often appear in repeat matches.
Female guests travelling alone are placed with female or family hosts, as a safeguarding measure.
3. Prioritising educational & community access
We use plenty of tags such as “schools nearby,” “quiet community,” or “urban area” to give the guests the best idea about the place they are coming to.
Host records include proximity to the nearest town or city centre/job centre/GP/public transport info → consistent with integration-first approach.
4. Health and trauma-informed sensitivity
Matching avoids hosts with pets or access barriers when guests mention medical/allergy conditions.
Hosts described as “understanding,” “experienced,” or “patient” were used for most vulnerable or elderly guests.
5. Sustainability over speed
Multiple “attempt” columns (1st/2nd/3rd) suggest iterative vetting.
“Match confirmed” entries often follow interviews and photo reviews, showing quality control before placement.
USPUK ia a recognised provider under the UK Government’s Homes for Ukraine Visa Scheme, USPUK continues to support safe and appropriate sponsorship matches for displaced Ukrainians.
You can make a difference
At USPUK, we support not only Ukrainian families on their journey to the UK but also the generous hosts who open their homes to them. From the moment they register on our website throughout their hosting experience, we are here to help.
If you’d like to help someone on their journey to a new beginning, consider becoming a host today. Visit our Become a Host page to learn more.