Abberley Hall Summer School

Transcription

1 Arrival & Departure Procedures Here you will find information on: Documents Required to Travel..2 Transfer Information Form Letter of Consent to Travel Visa Support Information Information on Airport Transfers....4 Arrivals Departures Travelling as an Unaccompanied Minor Information on Parent Transfers Bringing a student to the college Collecting a student on departure day Directions to Oxford College

2 Documents Required to Travel Transfer Information Form Students who have booked an airport transfer service will need to complete the Transfer Information Form and return this to us so that we can arrange your transfers accordingly. A copy of this form can be downloaded from the Parent Welcome Pack. Letter of Consent to Travel Every student u n d e r t h e a g e o f 1 8 a n d travelling to the UK without their parents or guardian MUST CARRY the Letter of Consent to Travel with their passport; you do not need to send this letter to SBC. This letter confirms that the named student is attending Oxford College and contains the telephone number for the college. A template of this letter can be found and downloaded from the Parent Welcome Pack. Parents must sign this letter and students should carry it with their passport all the time when travelling. They may be asked to show it at immigration / passport control when entering the UK. Parents and guardians may also want to consider having this letter notarised (witnessed or signed by a solicitor) as the regulations are different for students travelling from certain countries without their parent. In particular this applies to students travelling from ITALY or SPAIN who may not be able to board a flight without either a notarised letter or a letter from the local police (in Italy this is called the Dichiarazione Di Affido). We recommend that you check with your airline and local police about whether the student will need any official documentation to leave the country without being accompanied by a parent or guardian. Students have in the past been refused boarding onto their flight because they did not have the correct documentation. Countries known to be affected by such regulations are (this list is not exhaustive): ITALY, SPAIN, FRANCE, PORTUGAL, LATVIA. Visa Support Information We advise that students requiring UK entry clearance (a visa), carefully read the information below before beginning the Visa application process. We advise that all students requiring a visa should apply for a Short Term Study (c hild) visa and ask that you read the terms and conditions thoroughly before proceeding with the application. Please be aware that it is extremely difficult to make amendments to any visa once the application process is underway. In order to obtain a Short Term Study (child) visa students must demonstrate the following: That they have been offered a place on a course in the UK at an accredited place of study for a limited period, not exceeding 6 months That a parent/guardian agrees to them travelling and can financially support them They do not intend to seek private medical treatment during the visit (other than in an emergency) 2

3 They do not intend to take employment in the United Kingdom They are under the age of 18 They can demonstrate that suitable arrangements have been made for travel to and from the United Kingdom and that reception and care in the United Kingdom have been arranged for the duration of the stay A parent or guardian in the student s home country or country of habitual residence is responsible for his or her care To assist with the visa application Summer Boarding Courses is able to provide a Visa Support Letter, once we have received the course deposit payment. This letter will contain the following information: Full name and date of birth of the student Student s passport number, date of issue and date of expiry The start and finish dates of the course and the full address of the college at which the student will be staying The total cost of the course Confirmation that the course is residential with all meals included, confirmation that all English lessons and activities are included and confirmation that Summer Boarding Courses is accredited by the British Council Confirmation of travel insurance As soon as the deposit has been paid and all the details above are in place, Summer Boarding Courses will send you a copy of the Visa Support Letter via . Please check with your Embassy if you need to provide the original document, as a hard copy of the letter can be sent by courier (at an additional cost of 70). It is important to note that, depending on the country, visa applications can take around 20 working days (or 3-4 weeks). If a visa is required, you are advised to begin the visa application process as early as possible. Once the visa is obtained, we will need to receive a scanned copy of the student s passport and the visa by . Summer Boarding Courses. reserve the right to cancel a booking, if a copy of the visa has not been received 4 weeks before the course arrival date. Please note, if a student is unable to obtain their visa, Summer Boarding Courses will issue a full refund less a administration fee only upon receipt of a valid visa refusal letter. The visa application must be made with sufficient time prior to the arrival date as indicated by UK Visas and Immigration (UKVI), all necessary documentation must be provided as indicated by the UK Visas and Immigration (UKVI), and the parent/guardian must be able to demonstrate that all necessary steps were taken to obtain the correct visa. No refund will be given if any of these criteria are not met. For more information on applying for a visa see the link : If you have any queries regarding the first stage of the visa application process, please contact your local Embassy who should be able to offer you the correct support and guidance. 3

4 Cambridge Oxford Abberley Preparation College Hall College Summer Summer College School School Information on Airport Transfers Arrivals Students who have booked an airport transfer will be met at the airport on their arrival by Summer Boarding Courses staff. Once the flight has landed, students should go through Passport Control and then collect their baggage. Once they have their baggage, students should follow the signs to the Exit /Arrivals Hall. Immediately on entering the Arrivals Hall, a member of staff will be waiting for the student. Please note, Heathrow airport is very busy and at peak times, it can take 1-2 hours from the time a flight lands to complete Passport Control and Baggage Collection. Our staff will always follow the live flight information and will be aware of any delays. In the Arrivals Hall, our staff will be easily identifiable wearing a bright YELLOW T-SHIRT with SBC on the front and TRANSFER TEAM on the back. They will also be holding a sign displaying the student s name. In the unlikely event that a student is unable to see a member of Summer Boarding Courses staff, the student should go directly to the Airport Information Point in the terminal and inform a member of airport staff. Students using our Heathrow Shared Transfer Service will be accompanied from the main Arrivals Hall to meet with other students, and then share a transfer to the college. Please note the journey time from Heathrow Airport to the college takes approximately 1 hour and a half. Students using our Taxi Transfer Service will be accompanied from the arrivals hall directly to a waiting taxi and then transferred directly to the college with a member of staff. The Shared Transfer Service is available for flights arriving at HEATHROW Airport on the published Arrival Dates between and For flights arriving outside of these times, or for other UK airports you will need to book the Taxi Transfer Service. Once at the college, students will be checked in at the Oxford College Office, where they can hand in their passport and any valuable documents to be kept securely in the college safe. We ask that all spending money is also handed in to the office to be kept in the college safe. Students can come to the office to withdraw spending money during their free time. Once checked in, students are then shown to their boarding house and given time to unpack and settle in to their rooms. Students will be introduced to the College Mentors and to other students in their boarding house. 4

5 Departures On the departure day, Oxford College staff will wake up the students and ensure they have all their belongings ready for their departure our staff will return passports, any flight information and valuable documents. Students using our Airport Transfer Service will then depart the college at a suitable time, to ensure they are at the airport at least 2 hours before their flight departs. We recommend booking flights to depart between and The Shared Transfer Service is available for flights departing HEATHROW Airport after For flights departing outside of these times, or for other UK airports you will need to book the Taxi Transfer Service. Some airlines require online check-in prior to departure to guarantee a flight booking. It is the parent s responsibility to check the policy with the airline. If required, we recommend that parents do the online check-in and any registration documents, e-tickets or boarding passes should be given to the student prior to travelling to the UK. Alternatively, we can assist with printing off any required documents if they are ed to the office during their stay. Travelling as an Unaccompanied Minor You may wish to request UNACCOMPANIED MINOR (UM) Assistance directly from your airline if the student is flying to the UK without a parent or guardian. This means that a member of the airline staff will stay with the student from check-in until handing him or her over to a named representative at the destination. The UM Assistance is available from most airlines, and should be arranged with the airline when making the flight reservation. Most airlines will charge a small fee for this service. Some airlines will not accept c h i l d travellers under the age of 16 without also booking the UM service. We recommend you check the airline s policy about child travellers in advance of the date of travel. When the UM Assistance is booked, the airline will usually request the name and contact number of the person meeting the student at the destination, and we can provide you with this information if it is required nearer to the summer. On occasion there may be changes to arrangements and the named member of staff given for the UM Assistance may change. If this is the case we will always arrange for another member of our team to meet the student and the named member of staff will sign a Letter of Authorisation for the collection of the UM child traveller. Once you have confirmed the UM service with your travel agency and/ or your airline, please a scanned copy of the paperwork confirming the UM service usually this is called the Unaccompanied Minor s Declaration Form. When we have a copy of the paperwork it makes for a very smooth handover with the airline staff. In some cases, some airlines do not provide paperwork until at the airport, if this is the case please let your SBC contact know. 5

6 Information on Parent Transfers Bringing a student to the school For those parents or guardians who are bringing students to the college, we ask that they aim to arrive at the college between 11.00am and 2.00pm on the arrival day. When arriving at Oxford College please follow the signs for the Summer School Office, where there will be staff available to meet and check-in our new students. Once at the college, students will be checked in at the Summer School Office, where they can hand in their passport and any valuable documents to be kept securely in the college safe. We ask that all spending money is also handed in to the office to be kept in the college safe. Students can come to the office to withdraw spending money during their free time. Once checked in, students are then shown to their boarding house and given time to unpack and settle in to their rooms. Students will be introduced to the College Mentors and to other students in their boarding house. Collecting a student on departure day For those parents collecting students at the end of their stay, please note the place for is signposted Summer School Office. We recommend that you aim to arrive in the morning to collect your child between 9:00am and 11:00am. Please note, in advance of the departure day, we kindly ask you to provide the name of the parent or guardian collecting the student from our care. This named person will be required to show a form of ID and will need to sign a form to confirm that they have collected the student. On the departure day, Oxford College staff will wake up the students and ensure they have all their belongings ready for their flight our staff will return passports and any valuable documents. Directions to Oxford College The address for the college is below. We have also provided some directions on the following page. Oxford College Summer School Wycliffe Hall 54 Banbury Road Oxford OX2 6PW 6

7 TRAVELLING BY TRAIN - If you are travelling by rail there are regular trains from London Paddington, Birmingham New Street and Bristol. The college is a 5 minute taxi ride from the station. Train times can be found on TRAVELLING BY CAR Oxford College is located on Banbury Road. On arrival into Oxford from: Birmingham or the North - Travel South on the M40 to exit 9, then take the A34 towards Oxford and locate the school using the map below. London or the East - Follow signs for M40 Oxford. The South and West - Travelling east on the M4, exit at junction 13. Follow the A34 towards Oxford and locate Oxford College using the map below. Use the map below to help guide you to the college: 7