INFORMATION FOR PARENTS

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1 INFORMATION FOR PARENTS The information in this document has been arranged alphabetically, if you require any further details on any aspect of your child s time at Concord College Summer School, please refer to the Frequently Asked Questions on the website or contact the Summer Course Office Contents Accommodation 2 Active English 2 Activities/Excursions 2 Alcohol/Drugs/Smoking 2 Arrival 3 Balance of Fees 3 Bullying 3 Cancellation 3 Departure 4 Dress/Clothing 4 Electrical items 4 Example Daily Routine 4 Insurance 4 Laundry 5 Medical/Welfare Information 5 Outdoor Pursuits 5 Photography 6 Pocket Money 6 Security 6 Telephone/Fax 6 Transfer to College 6 Travel Arrangements 6 1

2 Accommodation We provide single occupancy bedrooms. There are a small number of twin bedded rooms available and we will try to accommodate requests for these. Any special accommodation requests must be made with the application but the College cannot guarantee to accommodate such requests. Room changes cannot be arranged once the course has begun. The College s decision regarding students accommodation will be final. Bedding including pillow cases and duvet cover is provided and is changed once a week or as the need arises. Any extra night s accommodation will be charged at 35 per night, ie for students arriving a day early or stopping between courses. Active English Students choosing photography (if available) for Active English lessons should bring their own digital camera if possible, and for the music option, they should bring a musical instrument with them if possible such as a flute, guitar, violin. Activities/Excursions A variety of supervised activities/excursions take place during a course, not specified in our brochure; eg. ice-skating, rock-climbing and canoeing. Unless particular requests are made to the College in writing, the College will not dissuade or prevent any student from participating fully in such excursions or activities. Please ensure you have completed and returned a Supervision on Excursions form. Each Wednesday afternoon there is a half day excursion to Shrewsbury. In addition, students are taken on full day excursions to various parts of England, (eg. Chester, Birmingham, Cardiff, London, Oxford, Manchester or Liverpool). Students are accompanied when on College excursions. The College will act upon the parental instructions given on the Supervision on Excursions form completed at application, for their child to be supervised at all times or unsupervised with friends during excursions. Any changes requested by parents after course commencement must be advised in writing. Should students wish to travel to visit relatives or friends in the UK this will only be permitted with written authorisation (fax/letter/ ) from parents. Alcohol/Drugs/Smoking Smoking is NOT permitted anywhere on College premises, or on any journey undertaken as part of the summer course programme. It is absolutely forbidden for any student to bring cigarettes, alcohol or drugs in to the College. As students are under 18 years of age, it would be illegal for them to attempt to purchase such drink in the UK. Anyone discovered with illegal drugs will be expelled immediately. Please see the separate Alcohol and Drugs policies on the website. 2

3 Arrival We will take charge of students passport and return travel (ticket/itinerary) to be held securely until departure and to facilitate checking the accuracy of return travel information held. Each student will be given their room key, safe key and information pack. The information pack provides information on timetables, maps of campus, laundry etc. It also gives advice and guidance on safety, rules and includes a code of conduct form for completion. A member of staff will guide the student to their room. Each student will be assigned a pastoral tutor who will be resident in the same house. There will be a short test the morning after arrival (Monday) followed by recreational activities and induction. Balance of Fees Payment of the balance of fees is due by 20 May 2016 for courses beginning on 3 July 2016 and 17 June 2016 for courses beginning on 31 July Bank account details for payment will be provided on receipt of application. Please ensure that the student s name is quoted on any transfer receipt. We cannot guarantee to keep a student s place unless fees are paid by the due dates. Payments may also be made by credit card but these incur an administration charge. Card details must only be sent strictly in accordance with our instructions, available on request. Bank to Bank transfers and foreign cheques may incur bank charges. Please ensure allowance is made for these in the amount remitted. VAT (Value added tax) is not currently chargeable on the course fees. In the event of any change you will be notified in writing. Any surplus fees will be refunded to students at the end of the course. Please see our separate Methods of Payment document for further details. Bullying Concord has a zero tolerance to bullying of any kind which includes physical, verbal, emotional and psychological bullying. Students engaged in this activity may be asked to leave. Please see the separate Anti-Bullying Policy on the website. Cancellation Please ensure you are familiar with our Cancellation Policy which is available to view on the website. If any student behaves in a manner which puts himself/herself at risk, or contravenes British law, or behaves in a manner which, in the view of the College, seriously undermines the smooth running of a course, the College reserves the right to withdraw that student from the course, and to pass on to the parent/guardian/agent all costs associated with that withdrawal. No refund of fees will be made in these circumstances. Any deliberate damage to College or private property will be charged to the student or parent/guardian. Vandalism will not be tolerated and may lead to expulsion. 3

4 Departure Details of departures will be publicised on the notice boards a few days before departure day. Students should check that details are correct and see the Course Director if they need amending. All passports/travel documents will be returned to students on departure day. Early breakfasts or snack boxes will be provided for students on departure day. Students will be accompanied to Heathrow to their departure terminal at least two hours before their flight departs. Dress/Clothing Students should bring casual holiday wear, a lightweight water proof and include a sweatshirt/sweater. They should also bring two towels (plus sports/ swimming towel), soap, shampoo etc. Although equipment for the varied sporting programmes on offer is provided, your son/daughter should bring basic sports kit (plenty of shorts and T-shirts), and such items as tennis shoes and racket, football boots and swimwear should they wish to participate in these activities. Electrical Items An electrical adaptor for use in the UK will be needed for hair dryer, mobile phone charger etc. SIM cards for use on a British network and phone cards can be purchased at the College. Example Daily Routine Insurance Time Activity 08:00-08:30 Breakfast 09:00 Lessons 10:30 Morning break 11:00 Lessons 12:30 Lunch 13:30-15:00 Lessons 15:30 Sports and off-campus activities 18:30 Supper 20:00 Evening activities programme 22:30 Bedtime We strongly recommend that you take out insurance to cover course fees in the event of cancellation. Students from EU Countries should carry a European Health Insurance Card. We also recommend medical (holiday) insurance is arranged in the country of residence to cover non-emergency treatment or repatriation e.g. by air ambulance. 4

5 Laundry Clothes may be sent (once a week) to the College laundry and washed at no charge. All items sent to the laundry MUST BE CLEARLY MARKED WITH THE STUDENT S NAME. The laundry is a normal hot wash and cannot cater for clothes requiring specialist treatment. We are unable to dry clean clothes on campus. Please draw your child s attention to any expensive or delicate items which cannot be washed in a normal hot wash. Shoes should not be sent to the laundry. Medical/Welfare Information Please ensure that all information pertaining to any medical condition or medication has been sent that may affect a student s welfare whilst attending our courses; for example, participation in sporting activities, special dietary requirements, administering of medicines and previous medical/hospital treatment. If a student arrives to College with a medical condition or medication a letter must be provided from parents giving full details. Please also ensure that the College has been made fully aware of any learning support that a student might need. Outdoor Pursuits Students wishing to take part in outdoor pursuits such as climbing, canoeing, hill walking and caving should bring their own walking boots or strong shoes/trainers, warm sweaters and a waterproof. New, delicate, or valuable trainers, are NOT suitable when taking part in outdoor pursuits. Pocket Money For the security of personal possessions, each student bedroom has a security safe. The safes are large enough to store wallets, purses, mobile telephones, ipad, lap top etc. A security key will operate each safe. Each student is responsible for his/her safe key as well as their room key. A charge of 30 each will be made for any lost keys as we will change the whole lock assembly to maintain security of rooms and safes. All students can keep and manage their own pocket money. The College will only operate a pocket money distribution service to students whose parents have personally requested it, and who have deposited pocket money with the College in advance of their course. If you wish us to handle your child s pocket money, please request this in writing. Should you wish to send additional pocket money to a student during the course, this may be transferred into the College Bank account for passing on to the student. However, our account must receive the credit before money can be given to the student. We must therefore insist that any Bank transfers are arranged no later than seven days prior to student departures, or in an emergency same day express transfers are arranged. Copy of transfer receipt must be sent (faxed/ ed) showing student name, amount and identifying funds for personal use of student. Certain optional offcampus excursions and activities may involve entrance charges, which have to be paid for by the students out of their pocket money. In previous years examples have included entrance charges to an ice rink, ten-pin bowling alley, cinema, laser quest, theatre etc. 5

6 Photography The College will, from time to time, make use of photographic images of students on our courses in college promotional material and on the college website. Photography or filming will only take place with the permission of Concord College s staff, and under appropriate supervision. Images that might cause embarrassment or distress will not be used nor images associated with material on issues that are sensitive. Should you object to any photograph of your child appearing in any of our material or on the website, please advise the Director of Summer Courses accordingly. A copy of the college s Data Protection Policy for Students is available on request. Transfer to College Your son/daughter will be met at the arrivals area, after customs, by a member of our staff holding a Concord sign. Travel to College will be by coach. In the unlikely event that your child does not find the Concord teacher at the arrivals area, they should stay there and, if possible, telephone Concord College on +44 (0) The team coordinating transfers will be at College throughout the day and will contact the teacher at the airport terminal to locate your son or daughter. PLEASE GIVE THIS TELEPHONE NUMBER TO YOUR SON OR DAUGHTER BEFORE DEPARTURE. Security You will understand that we take the personal security of our students extremely seriously. We must insist therefore that students DO NOT LEAVE THEIR BOARDING HOUSE AFTER BEDTIME. Please emphasise this to your son/daughter. Students must not leave the campus without permission from the Course Director except to the village shop. The College reserves the right to send home any student who seriously or consistently breaks the course rules; the cost of such would be borne by the parents/guardian and refunds of fees cannot be made under these circumstances. Telephone/Fax We are always pleased to accept fax/ messages which can be passed on to your child. There are a number of telephones available to students using prepaid cards which are available for purchase at College. facilities are available free of charge at Concord and this is often the easiest and cheapest way to communicate with your child. All buildings on campus are WiFi enabled. SIM cards for use within UK and top up cards are available for purchase at College. Travel Arrangements Details of your child s confirmed travel arrangements must be notified to the College no later than three weeks prior to arrival. Please see details on airport transfers in the Advice for Parents section of the website. All students to carry a completed Letter of Consent to travel. 6 February 2016

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