International Students

ENROLLING GROUPS

 

1. Expression of interest for group visit received from Agent or School

 

2. Group Booking Request Form sent to Agent or School

 

3. Agent to return completed Group Booking Request Form

 

4. School to look at budget for hosting the group as per the booking request form

 

5. School to confirm to Agent or School whether they can host the group

 

6. School to send the following documents to the Agent:

a) Application form to be completed for each person in the group (including all adults)

 

b) Recruitment Agent Agreement to be read signed and returned to the school

Memorandum of Understanding between Agent and the School to be read, signed and returned to the school

 

c) Invoice for the fees for the group visit requesting 50% deposit to secure the group visit

 

d) A receipt following payment of the deposit and then after final payment of the fees

 

7. Agent to send the School the following documents:

a) Confirmed itinerary from the day they leave their home country until they day they return

 

b)Completed Application forms

 

c)Copies of main page of passport for each group member and also for parents of students under 10

 

d) A list of adults travelling with the children and their relationship to the students on the tour. 

 

e) The name/s of adults who speak English and will be able to translate for the group

 

f) A copy of the Travel Insurance Policy that each student will have in English so that we can ensure that they are covered for their stay including repatriation to their home country

 

g) Copies of each person’s Travel Insurance Documents

 

h) Copies of any materials that are being used to advertise the study tour

 

i) Risk Management Documents for any weekend and after school activities organised by the Agent

 

j) Details about the bus company that will transport students to and from the airport and for any weekend activities

 

k) Payment for the group visit (deposit and then final payment)

 

 

8. If group requires Homestay:

a) Send out a request for expression of interest for Homestay Families to the school community

 

b) Once expressions of interest have been sent back to the school, send home a Homestay Application Pack for each family.  Homestay application pack needs to include;

i) Homestay Families Application Form

ii) Terms and Conditions of Homestay

iii) Police Vetting Forms

iv) Information for Homestay Families

 

c) Once Homestay Application packs have been sent back to school;

i) Make times to complete Homestay visits

ii) Visit each home and complete Residential Caregiver Suitability and Assessment Form

iii) Complete Police Vets for all people over 18 years of age as filled out in each homestay application pack

iv) Confirm homestay placements to homestay families by sending out a letter or email

v) Match up group students to homestay families and send the list to the agent.  Include;

• Student

• Gender

• Age

• Buddy

• Host Family

• Address

• Transport to School

• Pets

• Family Information

vi) Send home information about each student to the homestay families

 

9. Confirm Itinerary and Programme of work for students while they are at school with the agent

 

10. Organise/purchase any resources/gifts required for group visit

 

11. Organise a homestay meeting with all homestay families to go over expectations, emergency procedures and answer any questions etc.  Ensure Residential Caregiver Agreement has been signed.

 

12. Organise emergency cards to give to each student on arrival.  Emergency cards to include;

a) students name

b) homestay address

c) 24/7 contact number

d) school phone number

 

13. Organise Orientation programme and welcome for group to the school

 

14. Check that all required documentation has been received from agent, students and any other adults on the group tour prior to the group arriving