Oxford Pathways – Parental Consent Form

Dear Parent/Guardian,

We are delighted that your child/ward has been selected to attend one of the Oxford Pathways Study Days on 15th, 16th or 17th March 2016, in Oxford. This letter gives you a bit more information about the day, and asks you provide consent for them to visit.

Your child/ward will not be able to attend the Study Day unless we receive this fully completed form back by 5pm on Friday 4th March.

Travel

Your child/ward is expected to make travel arrangements to and from Oxford, and, if using public transport, to walk from the train or coach station to the venue. There is no parking available in any of the Study Day locations. The easiest way of getting to Oxford city centre is by coach or train. He or she can find details of travel times and tickets at the following websites:

www.nationalrail.co.uk/
www.nationalexpress.com/

We recommend that they organise travel as soon as they can. The main Oxford train station is around 15 minutes’ walk, and coach station 5 minutes’ walk from the city centre, where most of the colleges are located. Maps of Oxford and more travel advice can be found here:

http://www.ox.ac.uk/visitors_friends/maps_and_directions/index.html

We recommend that he or she takes a map of Oxford city centre with them on the day, or has access to maps on their phone. Every participant will receive a further email before the end of 11th March containing a programme and instructions on where to report on arrival in Oxford. The day will begin with registration between 10am and 10.30am and the day will finish at 4pm.

Parents are not able to accompany students on Study Days (although they are of course welcome to drop them off, and spend the day in Oxford until the Study Day has finished). In most cases, teachers will not be attending either.

Expenses

Pathways are delighted to be able to offer each student a contribution towards the cost of travel to the Study Days. Alongside this consent form, you should also be able to download an optional Payment Request Form, which gives details of the amount we are able to offer to students from your area. We appreciate that in some cases this may not cover the full fare, but hope that it provides a significant contribution to students who may otherwise have been unable to attend. If you wish to claim this contribution, please return the Payment Request Form, alongside the below consent form, before Friday 4th March.

Please note that Payment Requests will be reimbursed after the event, once we have a register of attendance. We are not able to purchase travel tickets for your son/daughter in advance.

The Visit

The programme takes place in various Oxford colleges and academic departments, and will include a welcome talk, two academic sessions with tutors, a college lunch and tour. Your child/ward will be supervised during the activities by tutors and undergraduate helpers. Your child/ward has already been sent via email some basic information about the date and subject group we are offering him/her a place for. A full copy of the final programme will be sent to your child/ward before the end of the 11th March. The day will involve a reasonable amount of walking around Oxford, so sensible shoes and clothing is recommended!

Accommodation

We will be offering some Study Day attendees free accommodation for the night before their Study Day. If we are able to offer accommodation to your son/daughter we will detail this in an email to them on or before 19th February. Several Oxford colleges, close to the centre of the city, are providing accommodation, and this will normally include a free breakfast. Accommodation will be in single rooms with shared bathrooms. Towels and soap may not be provided so they should bring their own, unless told otherwise. We aim to organise an evening event for all Study Days overnight guests, along with some current student volunteers, in one of the colleges, during which we plan to offer some free pizza. Your child/ward will not be supervised at all times during the evening and early morning, but each college has a 24 hour manned reception area, known as the “Porter’s Lodge”, if any questions or problems arise.

Emergency contact details

If you have any queries leading up to the event, please email or ring Claire Hogben on 01865 279973 or Emma Bausch on 01865 276518.

If you need to get in touch with the organisers during the event, please contact the Pathways team on 07790 016141. Additional emergency contact details will be provided to overnight guests before the event.

Please fill in the below form and return to us by Friday 4th March. You child/ward cannot take part in the Study Days unless we receive the form by the deadline.

Oxford Pathways – Parental Consent Form

Please return the below form by Friday 4th March:

·  by email (with the form scanned or photographed as an attachment) to

·  by post to Pathways Study Days, c/o Andrew Miller, Oriel College, Oxford, OX1 4EW

Please note our preferred method to return the form is scan/email, but post is also acceptable.

Full Student Name
Current School
Study Day date and subject
(Please note that the date and subject has already been assigned to the student via email and cannot be change here)
Any dietary requirements
Any allergies/medical/mobility conditions we should know about (please attach an additional sheet if necessary)
Parent/guardian name
Parent/guardian telephone contact number(s)
(Please provide at least one)


By signing below, I confirm that:

-  I DO give consent for my child/ward to attend the Oxford University Pathways Study Day, including overnight accommodation if offered.

-  I have provided up to date telephone contact details, and all relevant details of any special dietary, medical or mobility requirements, so that adequate provision can be made.

-  In the highly unlikely event of a medical emergency, I consent to the use of standard First Aid procedures on my child/ward by qualified University or College staff if needed (please list any exceptions above, in the “Any allergies” box).

SIGNED:
DATE:

We may also wish to take photographs of the Study Days events, which could include your child/ward. These photographs could be used for marketing and publicity purposes, to publicize and advertise the event in the future.
If you do not wish your child/ward to be included in these photographs, please tick here

Data Protection: The information that has been provided in this form is confidential and will be treated in accordance with the Data Protection Act (1998). Only organisations that require the information for the funding, delivery, evaluation and tracking of the programme, the student’s school / college, and the Higher Education Statistics Authority will be given access to the data. We will NOT use the data provided in this form for marketing purposes, and it will form no part of Oxford’s admissions process.