Our Ref: AGV/DMB 5 May 2017

Dear Parent/Guardian

Spanish Student Exchange Oaklands - San Antonio Maria Claret

Spanish students in UK: 2 – 8 of July (provisional)

Oaklands students in Spain: 18 – 25 October (to be confirmed)

We are very pleased to be organising a student exchange with the school San Antonio Maria Claret in Las Palmas de Gran Canaria, Spain. This will be an exciting opportunity for our students to learn about the culture first hand and enjoy a range of visits and activities. Oaklands students and staff have already visited this highly reputable catholic school on a previous occasion and we look forward to another very successful experience.

Host families in England will need to provide accommodation and meals for the Spanish students during their visit to England and help with local travel arrangements. Spanish students will be attending school and taking part in trips and a range of activities with their partners. They are likely to have at least one full day with the host family.The Spanish students will be in the UK from 2 July to 8 July 2017. Our return visit is planned to take place around 18-25th October 2017 (depending on flight availability) to include the patron saint festivities.

All host families will be required to complete safeguarding checks (free of charge). Please see enclosed information proforma.

There will be a formal meeting after half term (date to be confirmed).

As we are limited in the number of students that we can take, I would like parents to submit an application but not send in any deposit at present. Please return the register of interest slip below to the Finance Office by Thursday 11 May 2017. If the activity is oversubscribed, a transparent draw will take place on Friday 12 May. Notification as to whether your child has a place will be will be communicated by email. The remainder will be put on a reserve list in the order they are drawn from the ballot.

The cost of the visit is expected to be no more than £520.00, this will be confirmed after securing the flights. A deposit of £150.00 will be due by 17 May, followed by:

5 June 2017£150.00

3 July 2017£150.00

6 September 2017£70.00

Please make cheques payable to Oaklands Catholic School but please do not send post-dated cheques. Alternatively, you can pay online.As this trip is deemed to be an enhancement to the curriculum, the school normally is unable to offer financial assistance and therefore the full cost of the activity must be borne by yourselves. Payments and accompanying paperwork must be handed in on or before the deadline date specified to avoid jeopardising your child’s place on the trip/activity. Should your child withdraw from the activity, please be aware that deposits are non-refundable and any further payments can only be refunded if the place can be filled by another student on a waiting list, or if the withdrawal is for an insurable reason. If there are significant changes to the cost of the trip, these may have to be passed on to the student. Be assured that we will try to keep such costs to a minimum.

We would advise that students do not to take valuables out on school activities, however, should they be taken parents should ensure personal possessions are adequately insured.

If you have any questions in the meantime, please do not hesitate to contact me.

Yours sincerely

Mrs Garcia

Head of MFL

PLEASE RETURN TO THE FINANCE OFFICE BY THURSDAY 11 MAY 2017

Spanish Student Exchange

Student Name: …………………………………………….…. Form: …………………….

I would like to submit an application for my child to participate in the Spanish Student Exchange and I am happy to host a Spanish student

My child will not be taking part in the visit to Spain but I am happy to host a Spanish student

He/she is in good health and I consent to him/her taking part in the programme detailed in your letter. Should my child secure a place on this trip, I will ensure deposits and payments are made according to the payment schedule as outlined in the trip letter.

I will make future payments on line

Parental signature: ………………………………………...…….Date: ……………….

Email address: …………………………………………………………………………….

TO BE RETURNED WITH REGISTER OF INTEREST FORM TO THE FINANCE OFFICE

Spanish Student Exchange Oaklands - San Antonio Maria Claret

Spanish students in UK: 2 - 8 July

Oaklands students in Spain: 18th – 25th October (to be confirmed)

Safeguarding checks information

The Department for Education now requires that every person aged 16 or over staying in the house whilst hosting a foreign exchange student must have a DBS check. This will be free of charge as it is done voluntarily through the school. Spanish host families will go through a similar process themselves

If your child is successful in obtaining a place on this trip, a link will be sent to your email address in order for you to apply for a DBS check for each person aged 16 or over who will be staying in the house during the visit. Please note once the DBS is completed online you are required to bring in 3 original pieces of ID for each person aged 16 years and over, such as passport, birth certificate and driving licence in person to Karen Hastilow (HR/Payroll Officer).

We also need individual email addresses for each person to be DBS’d (please see below)

For Oaklands’ students (aged 16 years and over), their passport and original birth certificate will suffice.

Names and email addresses of all person aged 16 or over who will be staying in the house during the visit:

Name / Email address
1.
2.
3.
4.
5.
6.