School Exchange Starter Pack

School Exchange Toolkit

School exchange starter pack

These documents are designed to get you thinking about the necessary steps to plan and run a school exchange. It is very important that you update and amend these documents to suit the needs of pupils, parents and staff in your school, as the circumstances and risks will be different for every trip.

There are accompanying child protection guidelines which contain lots of key information about safeguarding children on trips. It is important to read these guidelines and consider them alongside your own school child protection policy when planning a trip overseas, or within the UK.

If you would like to contribute any further documents to the school exchange starter pack or suggest any changes, please email with ‘School exchange Toolkitas the subject.

Contents

Letter to Chair of Governors...... 4

Initial letter to parents asking for host families and interest in return trip...... 5

Letter to parents with details of trip to partner school...... 7

Acceptance letter...... 9

Tasks for completion

IMPORTANT: Passport / Visa Information

Code of conduct for pupils

Equipment checklist

Writing to the children...... 20

Itinerary for trip

Emergency procedures

Emergency action procedures briefing for children

Sticky contact labels for students

School trips policy

Risk assessment form – example

Appendix………………………………………………………………………………………...36

Letter to Chair of Governors

[Trip name]

[Dates of the trip]

Dear Chair of Governors,

I am writing to seek formal approval for the above visit to [enter partner school and destination country]. The aim of the project is to support [brief explanation e.g. MFL learning, history project, eTwinning].

The visit will:

[List up to eight benefits that the visit will have e.g. learning independence skills, improved IT skills, increased cultural awareness.]

[Confirm that risk assessments have been carried out. Confirm how the children will travel and where they will stay.]

The following members of staff are involved in this visit:

[List members of staff attending the trip]

There are also X children attending the visit.

Kind regards

[Staff name]

[Job title]

I……………………………………………give my formal approval for the visit to [partner school and destination] from the [trip dates]

Signed

[Name] - Chair of Governors.

Initial letter to parents asking for host families and interest in return trip

[Date]

Partnership with [name of partner school and location]

Dear Parent/ Guardian,

We are now in the X year with [name of partner school], our partner school in [city and country of partner school].

[Colleague in partner school, partner school] would like to bring a group of pupils to [destination of school] in [month of visit]. The proposed dates are XXXX.

The return visit to [destination of partner school] would take place from XXXX to XXXX. Our programme would include [list some of the highlights of the trip] and will be a fantastic educational experience for our pupils.

At the time of writing, the cost of a visit to [destination] in [month of visit] is approximately £X which would include [list the included costs e.g. flights, transport, accommodation, activities.]

In [UK destination and overseas], pupils will stay with host families.

We are therefore looking for X families who are able to host X guests from [dates of visit] and for a small group of our pupils who would like to visit [destination country] in [month of return visit]. The host families in [destination country] are being carefully selected by [colleague in partner school].

If your family is interested in hosting for a week or if your child would like to take part in the return trip to [destination country], please return the form enclosed to school by [deadline date].

Yours sincerely

[Staff name]

[Role title]

Please complete this form as soon as possible and return to [staff responsible, address and deadline date].

Name of child
Date of birth

Please complete the following as appropriate:

We would like to offer hospitality to X boys / x girls / either x boys or girls from [partner school] from [dates of trip].
My child would like / not like to be considered for a place on the visit to [destination] from [dates of trip].
Please contact us by letter via pupil / letter directly home / e-mail.

Name of Parent
Signed
Date
e-mail contact

Letter to parents with details of trip to partner school

[Date]

Dear parents/carers,

[Name and dates of trip plus year group]

As part of our [explain here any curriculum work relating to the visit e.g. is it in support of MFL teaching, a history project, or an Erasmus+ project] we have the unique opportunity to visit our partner school in [enter name of country you will be visiting] from the [dates of trip].

We have been invited to visit our partner school in [give the address of the school – this gives parents the opportunity to look up the school on the internet, if they are interested.]

[Explain here what the trip will involve. Describe the partnership between the schools. Have any members of staff or students already visited the partner school? Will students stay in a hotel or with host families? What will their main activities be? How many students will be on the trip? How were these students selected for the trip?]

We think that the students will greatly benefit from this educational week in [country] attending lessons at our partner school and interacting with children and teachers from a different country.

We will be holding an information meeting for parents on [enter date, time and location here] in order to provide you with all the information you need.

We would like to make a firm booking as soon as possible, so if you would like your child to take part in this trip please return the consent form attached by [enter date]. If the consent form is not returned by the due date, we will assume that your child will not be coming with us.

Please note that children will need a [enter necessary documents here e.g. valid passport, European Health Card, travel visa] to enter [country].

If you have any questions please don’t hesitate to contact us.

Yours sincerely,

[Your name]

[Your title]

Example:

23 October 2017

Dear parents/carers,

Year Eleven trip to Lycee Saint-Francis, Marseille, in April 2018

As part of our eTwinning partnership with Lycée Saint-Francis we have the unique opportunity to visit our partner school in France from the 8 – 14 April 2018

We have been invited to visit our partner school at Av de la Timone, Marseille.

Students and staff will stay with host families from our partner school. Each morning will be spent in Lycée Saint Francis, before the students go out with the staff exploring Marseilles and the surrounding areas in the afternoon. Visits will include to the Basilique Notre Dame de la Garde, the Parc National des Calanques, as well as visits to local museums, markets and other historical sites.

We think that the students will greatly benefit from this educational week in France attending lessons at our partner school and interacting with children and teachers from a different country.

We will be holding an initial information meeting for parents on Monday 24 November in order to provide you with all the information you need.

We would like to make a firm booking as soon as possible, so if you would like your child to take part in this trip please return the consent form attached byFriday 14 November. If the consent form is not returned by the due date, we will assume that your child will not be coming with us.

Please note that children will need a valid passport and a valid EHICto enter France. If you have any questions please don’t hesitate to contact us.

Yours sincerely,

Mrs Brown

International Co-ordinator, Example School

Acceptance letter

Dear Parent/Carer [Date]

[Name and dates of trip]

We are delighted to offer your son / daughter a place on the [name and dates of trip]. We expect this to be a very powerful experience and the pupils will come back with [list some of the benefits of the trip].

The trip is able to take place due to your contribution of £X.

It is essential that you communicate closely and quickly with me if there is any issue regarding payment. You can use any of the contact details at the bottom of this letter.

The cost includes:

[List the included costs here. This could include accommodation, flights, transport, meals, insurance, visa applications, equipment, activities]. This cost does not include spending money for the pupils.

We would recommend taking nomore than £X extra (and we would anticipate that a high proportion of this could be brought home if students are prudent).

Travel documents

Please send in a photocopy of your son/ daughter’s passport and EHIC card to [staff name] as soon as possible. This will be used for booking transport. All details will be stored securely.

Pre-visit meetings

The following meetings will provide information for students and parents about the trip. We strongly advise you to attend all these meetings. If you are unable to make a meeting please contact [staff member] to ensure you have all the relevant information.

[List any trip meetings here, including the location, time and date of each meeting. Make sure to specify if the meeting is for students, parents, or both. Specify where the PowerPoint/ notes from the meeting will be hosted on the school website for parents to access if they are unable to attend the meetings].

The basic itinerary for the trip is:

[List the basic itinerary for each day of the trip]

Project work: this will include such things as:
[If your trip includes project work e.g. for an eTwinning project, list some of the key activities/ learning objectives of the project].

Payment

First instalment –non-refundabledeposit of £X as soon as possible, but by [deadline date] at the latest.

Final instalment -£X by [deadline date]

Monthly payment breakdown - £X per month [give breakdown of total cost of trip over a monthly period – this is a more affordable option for many parents/ guardians].

If at any point you think that you are unable to come on the trip before handing in your deposit, please discuss this as soon as possible with me as we may be able to offer financial support.

Safety

Safety on the trip will be given top priority. There are a few risk assessment factors which I will make you aware of at the parents’ meeting.

I look forward to your response and to welcoming you to the parents meeting where we will hopefully be able to bring to life the unique experience your son/daughter will gain. If you are not able to attend please let us know as soon as possible.

Yours sincerely

[Staff name]

[Job title]

Please complete and return to [staff name, location] as soon as possible.

I/We parents of ………………………….……………………. in Tutor Group …………….. give consent to take part in the [name and dates of trip] including extra-curricular build up sessions. I also confirm that we *are /are not able to pay the contributions set out in this letter.

(Please tick)

⁭I enclose a deposit for £X (cheques made payable to [school name])

⁭[IF APPLICABLE] I have/will make arrangements for my son/daughter to receive the necessary immunisations for travelling to [destination country]. (Information on this can be gained from your GP or online)

You will be given student medical forms to complete separately nearer the time of the trip

(Include this letter with the acceptance letter – parents need to be informed of the financial costs and deadlines for tasks as soon as possible to give them time to prepare and contact the school with any issues).

Tasks for completion

Tasks to complete as soon as possible, and by the deadlines. Please communicate with us if there are any problems in meeting them.

Tasks for [trip name, destination and dates] / Deadline
(all documents to be signed in to [staff member, location])
Financial Contribution: £X / Date
Financial Contribution: £X / Date
Monthly financial contribution £X per month / List of the monthly dates
IF VISA IS NEEDED: Bring passport to [staff member in location]
It will be kept securely, and then sent by recorded mail to process the Visa necessary to travel to [destination country]. You mustensure that you have a valid passport with 6 months remaining before the renewal date – necessary at the time of travel.
Should you need advice about this, there is a 24 hour passport advice-line: 0300 222 0000. The Home Office Identity and Passport Office website will help you to gain or renew a passport. This link will take you to the costs page where there are other links to help you apply:
What if you need to renew or apply for a new passport?
If this is the case, you will need to confirm thisby [insert date]. This information will help us to take advantage of a discount on group Visa applications, keeping the cost down. / Date
Confirm whether your son / daughter will need their passport between now and [deadline date] and communicate the details of this.
(e.g. Ski trip or family holiday over Easter Holidays) / As soon as possible
Confirmation from your Doctor’s surgerythat immunisations have been administered
We advise that you consult your doctor about vaccinations based on individual cases. It is vital that you are appropriately vaccinated. / Letter from your doctor or copies of immunisation certificates by
[Date]
Complete medical and authorisation forms and return as soon as possible to the Sports College Office / Date
Complete Visa Application Forms
[List relevant Visa Application Forms] / Date

(It is important to include this with the acceptance letter - parents need time to check their child’s passports and renew them if necessary).

IMPORTANT: Passport / Visa Information

[Always check that this information is up-to-date before you send it to parents/ guardians/ students]

If your son/daughter does not have a passport or needs it renewing, please consult the IPS website (exert included below – this may be out of date as the website is the most up to date source of information). The passport should be renewed at the earliest opportunity and handed to the lead teacher/languages teacher/school secretary (depending on whether you intend on storing the passports before the trip or letting students bring their own travel documents.)

Edited from IPS website:

The Identity and Passport Service recommend that you apply early using the Post Office Check & Send service* (which is available at certain Post Office® branches). If you are applying at a passport office, you must make an appointment by calling us on 0300 222 0000. A Premium same-day service is only available on weekdays if you make an appointment before 16.00 in London, 13:30 in Liverpool, 13:00 in Peterborough, 12:30 in Glasgow and Newport and 12.00 in Belfast and Durham. On Saturday, the Premium same-day service is available for appointments before 11.00. The waiting time for your passport will be four hours once the application has been accepted and a receipt supplied by the cashier.

By post - not guaranteed standard three week service / At certain Post Office® branches – two week Check & Send service* / By appointment only at passport office counters guaranteed one week Fast Track service / By appointment only at passport office counters – guaranteed same day Premium service
Replacement of a lost, stolen, missing or damaged passport** / £72.50 / £72.50 / £103 / Not available
First child passport (also when previously included on a parent's passport) and to replace a lost, stolen, missing or damaged passport. / £46 / £46 / £87 / Not available
Renewal or Amendment of an existing child passport (if extension does not apply)*** / £46 / £46 / £87 / £87

Fast Track and Premium services will attract the difference between the standard passport fee of £72.50 and the fee charged for the enhanced service provided at the counter (for example, usual Fast Track fee is £103 less standard fee of £72 - fee payable £30.50).
*** Children aged 15 or under should apply for a child passport, which is valid for five years. Applicants aged 16 years or over should apply for an adult passport.
Parental consent form

[School name]

Overseas Educational Visit Parental Consent Form

Name of Trip: ……………………………….
Dates of trip: ……………………………………..
Name of Pupil / Date of Birth
Home Address / Home Telephone
Mobile Telephone
1
2
Name of Emergency Contact 1 / Email Address
Name of Emergency Contact 2
Name of Family Doctor , Address and Telephone Number
Dietary Requirements / Medical Conditions & medication used
(Please specify if the child can administer the medication themselves or if a member of staff will be responsible for this).
Consent & Agreements

I consent to my child attending [name and dates of trip here]

I consent to my child receiving any regular medication as detailed above.

I consent to my child receiving any emergency medical, dental or surgical treatment including anaesthetic or blood transfusion as considered necessary by a suitably qualified medical professional.

I will ensure my child provides two sets of medication if necessary, for example, epipens, one to be carried by the teacher and one to be carried by the child

I will ensure that my child understands the importance of good behaviour and keeping safe whilst in the care of school staff.

I consent to my child being photographed and filmed for school usage.[Always ensure that you add the correct data protection disclaimer onto the form here that is up-to-date at the time of the form being signed.]

I will drop off and pick up my child at the agreed times on the day of departure and upon their return to the UK or make the school aware of alternative arrangements

Name of Parent/Carer:

Signature:

Date:

IF APPLICABLE for pupils with specific medical needs