PLAS DOL-Y-MOCH OUTDOOR EDUCATION CENTRE
Conditions of the confirmation of course offer
SECONDARY AND ACADEMY APPLICATIONS
IMPORTANT INFORMATION
A LEVEL STUDY COURSES ONLY (INCLUDING BIOLOGY/GEOGRAPHY/MEDIA STUDIES)
We are changing the booking system for A level study groups.
The aim of the new system is to address the unpredictability of A level numbers before the start of term, and reduce the financial risk to schools and OES.
From Sept 16 we will offer several dedicated booking slots for A level groups from across the City.
Firm bookings for these slots will be offered in Sept 16 when schools will have confirmed numbers of students on A level courses. Schools will then apply for the exact number of places required. The confirmed booking will be contractual with all places payable.
At this stage please indicate on the course application form the preferred time of year and approximate numbers required to enable us to programme appropriate slots.
OTHER SECONDARY / ACADEMY COURSES
- PROGRAMME OF PROCEDURES
January2016 / - / Application forms are attached.
12thFebruary, 2016 / - / All applications collated within school and returned to Plas Dol-y-Moch.
15th April 2016 / - / Draft Programme completed by the Centre. Schools informed of course allocation and booking arrangements in writing.
6th May, 2016 / - / Schools confirm or decline the course dates offered.
Regrettably, if deadlines are not met, an offer of courses cannot be guaranteed.
- BOOKING CONDITIONS
a)Bookings are contractual i.e. schools are contracted to fill the places booked.
b)Cancellation Charge - schools are required to pay the cost of any places booked but not taken.
c)Insurance - the insurance cover for pupils attending local authority schools includes a cancellation cover if pupils cannot attend for medical reasons provided they have a certificate from their doctor. This cover will pay for the parental contribution and the schools devolved charge, with a £15 excess clause. Academies will need to ensure that they have their own insurance arrangements in place.
d)Staff places - Plas Dol-y-Moch is keen to support all staff that are prepared to work with their pupils on courses at the Centre. All residential courses should be staffed at a ratio of 1:10 with a minimum of 2 staff. If staff are required to support students with special needs there will be no additional charge levied for staff needed above this minimum ratio. However, please be aware that maximum places are limited by:
i)coach capacity
ii)bedroom accommodation
iii)mini bus capacity
Maximum free staff places:
60 pupils – 7 staff
50 pupils - 6 staff
40 pupils – 5 staff
30 pupils - 4 staff
20 pupils - 3 staff
10 pupils – 2 staff
PLEASE NOTE: We will try to accommodate additional staff above these numbers. However, there will be a charge of £36.50 per night, and it might be necessary for them to make their own way to the Centre if there is no room on the coach. Regrettably, the Centre cannot cover the travel costs incurred.
All accompanying adults must be competent (see the Educational Visits policy and guidance for advice on assessing staff competence), have a DBS clearance and be fully aware of their roles and responsibilities.
- ALLOCATION OF PLACES
Applications received by the 12th February 2016 will be given priority in the allocation of places.
Any applications received after this date will be allocated places in order of receipt by Dol-y-Moch.
An email confirmation of receipt of the application(s) will be sent to the school Educational Visits Co-ordinator.
- COURSE LENGTH
A 4 night course consists of 2 travelling days and 3 activity days. Most courses will travel from Coventry at 1.45pm - 2.30pm arriving at approximately 6.00pm and will leave from Dol-y-Moch at 9.00am on the morning of departure. The Centre operates a continuous rolling programme so the day of arrival and departure could be any day of theweek. Courses may run over bank holidays and start and finish days may well include first or last day of holiday weekends. The first course after a holiday leaves Coventry at 12.30pm – 12.45pm.
If schools have preferences, they can state them but it is not always possible to meet these preferences. Special Schools have priority on the very few Monday to Friday courses that the rolling programme throws up.
SPECIFIC NOTES TO HELP YOU FILL IN THE APPLICATION FORM
Please complete the application form after reading these notes. Applications can be made by individual teachers but must be co-ordinated by the senior member of staff responsible for residential opportunities.
APPLICATION PRIORITY NUMBER
This refers to one school submitting multiple applications. These should be prioritised by Senior staff.
TYPE OF COURSE
Please indicate whether the course is:
(i)examination linked fieldwork (please state level, subject and syllabus)
(ii) designed to support an academic subject (state which)
(iii) personal and social development.
NUMBER OF PUPILS
The Centre has to maximise its use of bed spaces to accommodate all requests for places and maintain best value for all schools.
For this reason:
- Normally, all Primary and Y7-11 Secondary courses need to apply for 60, 50, 40, 30, 20, 10 places
- Where schools apply for odd numbers it may be possible to accommodate them by combining two schools requesting odd numbers. Both schools would have to agree to mixed activity groups of 10 pupils.
- Special Needs groups are determined by their needs:- please give best estimate of numbers
DOL-Y-MOCH CAPACITY
In this booking period, we are trying to respond positively to schools with increased pupil numbers. For single school occupancy we can occasionally offer places for up to 60 pupils and 7 staff. Please clearly indicate on your booking form if you need extra places.
ACCOMMODATION
The House / Accommodates 39 pupils on 2 separate floors.House Top Floor / 17 pupil beds (in rooms of 6, 4, 3, 2 and 2)
House Middle Floor / 22 pupil beds (in rooms of 8, 8 and 6)
The Stables / 25 pupil beds
(in rooms of 8, 7, 6 and 4)
Stable dormitories are all en-suite, this block is appropriate for mixed gender groups for both primary and secondary aged pupils.
DURATION OF COURSE
Our standard course is 4 nights and 3 activity days. If you require a different length of course please tick the ‘other’ box and enter the number of nights required.
PREFERRED TIME OF YEAR
State clearly any preference or unacceptable periods e.g. months of year, holiday periods, specific weeks. The more flexible schools are, the easier it is to satisfy the demand. There are certain periods of the year which are very popular and it is impossible to satisfy every school’s request in these periods. Please remember that the climate of Plas Dol-y-Moch is unpredictable - at any time of the year it can be wet. The advantages of relatively warm weather can be offset by midges in Summer. Winter days can be mild and wet or crisp and dry. Most groups can cope with any time of the year.
This year we are introducing two discounted courses;
Last week of Autumn Term 2016
Last week of Summer Term 2017
If you are interested in either of these weeks please enter in the ‘Preferences and Priorities’ section.
PREFERENCES AND PRIORITIES
Details in this section will help us to offer you a course date which is acceptable to you.
Application forms that have very specific date requirementscan be difficult for us to accommodate. This may lead to disappointment.
The more flexible you can be on your application form, the greater the possibility of us being able to offer you course dates which suit your needs.