STROUD-ANCENIS EXCHANGE

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1 STROUD-ANCENIS EXCHANGE Modern Languages Departments Marling School September 2018 Dear Parents and Carers In July we contacted you regarding the French Exchange which will be running for Year 9 and Year 12 students this academic year. This long-running link means we have celebrated over 25 years of partnership between our three schools. Over this time, around 4,000 young British and French students have benefitted from the opportunity to discover each other s countries and cultures and have often made lasting friendships as a result. We are delighted that we will be able to offer your sons and daughters the opportunity to continue this fine tradition this year. Situated on the river Loire some 20 miles inland from Nantes, Ancenis is a small, well-integrated town within reach of many places of local interest. The Collège-Lycée St Joseph is a well-regarded secondary school for students aged Each Stroud student is carefully partnered with a French pupil before the first (Stroud) leg of the exchange. During their stay in Stroud and Ancenis, participating pupils will be accommodated in their partners families. The family will provide packed lunches for the excursions and the evenings and weekends will be spent entirely with host families. Included in the reciprocal responsibilities of both French and British host families is that of making arrangements to get the guest child to and from school on time for classes and/or excursions. It is important to be aware at this stage that some school bus services have very limited extra space and alternative arrangements may be necessary. It is also important to note that excursions will return after the normal end to our school day on several days and host families will need to accommodate this. The confirmed dates for the trip are: French students in Stroud: Tues 26 February 2019 to Thurs 7 March 2019 British students in Ancenis: Thurs 28 March 2019 to Fri 5 April 2019 If your son/ daughter would like to go on the exchange, we are now asking for definite numbers and deposits. We will travel by British coach (Rover Coaches) and by ferry. Year 9 students will take part in activities in school and around the town of Ancenis, as well as going out on day trips. Year 12 students will do work experience placements in local businesses as well as going out for a day to a city where they will have a group lunch and do an activity. We are unable to confirm the exact cost at this stage until we have exact numbers, but we estimate a total trip cost per student of around 375. Once you have confirmed that your son or daughter would like to attend, it is also absolutely vital that no student drops out of the trip both for financial reasons and also as this will mean that a French student can no longer take part.

2 To confirm participation, please complete the reply slip below and return it along with a 100 deposit in an envelope labelled French Exchange along with your son/daughter s name and form. All replies should be returned by Friday 28 September Boys should take their replies directly to the Main School Reception and girls to the Finance Office. Marling Students, please make all cheques payable to Cotswold Beacon Academy Trust and High School students to and write your son/daughter s name on the reverse of the cheque. Marling only: If you wish to pay using Parentpay or require financial assistance please contact the Finance Office. only: If you would like to pay via bacs payment our account details are as follows. Please ensure that you include a reference with Ancenis and your child s name otherwise we are unable to allocate payments to individual accounts. Lloyds Bank: Sort Code: Account No: Payee Name: Below is a suggested payment schedule for the parental contribution for this exchange. If you would prefer to pay in one instalment please feel free to do so. If you need to discuss finances or arrange a different schedule please contact the relevant school. Payment Schedule 100 by end September DEPOSIT 100 by end October by end December by end January 2019 Once we have confirmed numbers, we will be in touch again regarding the DBS check required for each family as well as details for pairing up students with their partners. Yours sincerely Mrs H Bedford Head of Foreign Languages Marling School Holly.bedford@marling.gloucs.sch.uk Miss S Tapscott CTL French stapscott@stroudhigh.gloucs.sch.uk

3 Ancenis Exchange 2019 Permission Slip: I, the parent of Tutor Group: would like my child to be considered to take part in the above trip. I understand that should the trip be oversubscribed, names will be drawn out of a hat and deposits will be returned to those not successful. I enclose as the non-refundable deposit (cheques payable to ) I understand that there will be a payment schedule sent once a place is confirmed. I have made a bacs payment of directly to Marling School Any dietary requirements I enclose a photocopy of my daughter s passport and/or EHIC card. I will apply for a passport and/or an EHIC card for my child once their place on the trip is confirmed. We are able to host a boy Signed: (Parent/Carer) Date: If you would like to discuss any aspect of the Exchange please contact Miss Sarah Tapscott as soon as possible. Please return this slip by Friday 18 September 2018 to SHS Finance Office

4 Terms and Conditions including DBS Checks DBS checks Due to revised changes in regulations to the safeguarding of Children and Young People, the school is required to undertake an enhanced Disclosure and Barring Services (DBS) check with barred list information for one adult within each household that will be hosting an exchange student. To administer the checks within the appropriate timeframe, these checks must be done prior to the Exchange trip leaving the UK. The checks will require the nominated adult to attend school at a designated time with all appropriate paperwork. More detail about times available and paperwork required will be sent nearer the time. There will be NO charge for the DBS check. You need to determine who the responsible adult will be (mother/father/main carer) for the period of stay and that person will have the DBS check. The check will establish whether the responsible adult are barred in regulated activity relating to children, but will also allow the school to consider any criminal record information shown on the certificate would indicate unsuitability for hosting a child. Please confirm on the reply slip who will undertake the DBS check and we will be in touch nearer the time to arrange for the process to be completed. Should you have any questions regarding this process please contact the school. School trip terms and conditions The school has holiday insurance which will cover your child whilst away on the trip for any medical, accident or injury, however our insurance does not cover cancellation charges and the loss of personal belongings. Cancellation charges: We must make you aware that in paying the NON-REFUNDABLE deposit and/or the balance that you have committed to the trip and paying for it in full. In the event that you need to cancel your child s place on this trip, cancellation charges will apply and are normally calculated on a sliding scale: 8 weeks before trip 70% of payment is non-refundable, 6 weeks before 90% non-refundable and 2 weeks before 100% non-refundable. However if the school has already booked or paid for flights, coaches, entrance fees and any other trip expenses, these costs are not refundable. A cancellation invoice for insurance purposes will be sent once the cancellation has been processed. You will need to refer to your own insurance for details of your cover. If your child is unable to attend the trip for any reason this must be put in writing to the trip leader as soon as possible. It is therefore advisable to purchase your own travel insurance. Whilst this is a voluntary contribution, the trip unfortunately cannot proceed without sufficient contributions to make it viable. The school may be able to offer financial support if such contributions are not affordable for you, or if your child has been identified as eligible for pupil premium or a bursary. If you wish to apply for support to fund this education trip, please contact the Finance Office; all such applications are dealt with in confidence. I understand and agree that once I have paid the non-refundable deposit I am committing to pay for the full cost of the trip, even though it is a voluntary contribution. I understand that any monies I have paid even though it is a voluntary contribution that the school may not be able to refund any payment should I withdraw my child from the trip and that the school has advised me to purchase my own travel insurance. I understand it is my responsibility to ensure any medical information is submitted to the school prior to the trip.

5 Ancenis Exchange 2019 Student Name Tutor Group Trip Destination Dates of trip By signing below you are confirming that you have read, understood and agree to the above terms and conditions. Name for DBS check I understand that I will be the responsible adult for the host during their stay. Signed (Parent/Carer) Date Please return this slip by Friday 28 September 2018 to SHS Finance Office