School Groups Terms and Conditions

Working With Your Group Leader When planning and delivering a School Project, the IPC Projects Director (or Projects Team member) will be working with a named representative of the school - usually an English teacher or Head Teacher at the school. The specific course / project programme will be negotiated between IPC and the school representative. Nothing will be confirmed until the specific programme and the specific price have been agreed between IPC and the group organiser. This agreement forms the basis of the contract between IPC and the visiting school group. IPC will present a detailed quotation which will specify every element of supply. The school will then promote the offer directly to its students and their parents.

The School Project Administration The school will convey all of the programme information and details to the parents and students directly, using the material provided by IPC but often translating it into the first language of the school.

Safeguarding Group Leaders travelling to IPC Exeter with a group of students are required to provide evidence of their 'fit and proper person' status - for example a police check, letter of recommendation from Head Teacher.

Deposit and Balancing Payment Once the school has made a clear travel plan - ie booked flights or other form of transport to the UK and confirmed to IPC the specific number of students who will join the programme, ICP will request a deposit payment for each student. This will be negotiable but will be a minimum of £100 per student travelling to Exeter. Once this has been paid IPC will begin work on the project. The group leader will liaise with IPC Projects Team and send completed student and teacher information sheets. This allows IPC to start work on allocating accommodation to the group.

Student Information Sheet - please ensure that you declare any and all relevant conditions medical and otherwise on your student info sheet. If we need to discuss any issues before confirming your booking we will do so in a sensitive manner, taking account of the facts and our knowledge of the courses we run.

Your Agreement and Parental Consent - in completing an application form you agree to our placement with homestay host. You agree to participation in our programme, being fully cognizant of all the elements it includes. You agree to being unaccompanied on journeys to and from school (other than by other students) and during sections of the programme that include free time.

Your Accommodation with a Homestay Host You will complete a student information sheet and a parental consent form. With these forms we can organise your accommodation placement. Accommodation will normally be in pairs with a homestay host - this allows for students to travel to and from school accompanied. It also allows students to feel happy and confident at home and we believe that this encourages more speaking of English.

Your host will provide bed, breakfast, a packed lunch and an evening meal each day. This will be typical English food as described in the 'Accommodation' pages of this website. No more than 4 students will be placed with any one host.

On the first morning of the course the host will take you into school. You will receive a bus pass and all other journeys will be made using the local 'Stagecoach' transport system.

Journey Time to School Your journey to school will usually be between 15 and 45 minutes depending upon the location of your host. The journey will involve a bus journey and then a walk from the centre of town to the summer school location

Damage and Breakages - students responsible for damage to the homestay host's home will be asked to pay promptly for the damage. We will always contact parents first. In case of a dispute over who was responsible for the damage you agree that the school will investigate and draw its conclusion. One example of damage would be leaving hair straighteners on a carpet and burning it. Another example would be breaking a bed frame by bouncing on the bed

Your Money and Valuables - please look after your money and valuables carefully. We recommend that you do not bring too much cash - in our experience especially younger students can easily lose track of what they have spent. Always take your wallet with you and do not leave money or valuables lying around at the homestay host's home. If you lose money or valuables talk to your Activity Leader who will pass on the information to the school leaders. the school cannot be held responsible for your money or valuables.

Your Passport - You will need a passport to travel to the UK - you cannot travel on an ID card as you could pre-Brexit. Ensure that you have a valid passport when travelling and that you apply for it in good time. The school cannot be responsible for your passport/visa staus at time of travel and if you have paid fees but then cannot travel due to not having the correct paperwork you will forfeit fees. Keep your passport safely at home or ask to place in the school safe.

School Rules - you agree to abide by the school rules.

We do not tolerate - Bullying and intimidation. Disruption of classes - this includes repeated lateness and absence from lessons. Acts of verbal or physical aggression. Committing a criminal offence. Actions resulting in a police caution. Illegal involvement with drugs, alcohol or illegal weapons. Promoting radical and or extremist views contrary to core British values and the school's ethos of a supportive and cooperative learning environment.

Absence from School - if a student does not arrive at school we will make every effort to track them down by contacting the homestay host and if necessary Stagecoach Devon (bus service provider) and the police. Students enrolled on but not participating in our programme will be considered outside the cover provided by our public liability insurances.

Going Home Early - In the event of a serious breach of school rules the school reserves the right to send a student home early. This will be at the expense of the parent or sending agency.

Medical - The Parent/Guardian explicitly allow the school to organise treatment of the student
for medical emergencies if that treatment is advised by a Medical Officer as necessary for the Student’s welfare.

The Parent/Guardian agree to pay for that medical treatment. The school advises the Parent/Guardian to ensure that the student has insurance cover for all medical costs.

The Parent/Guardian explicitly allow the student to be given emergency First Aid treatment in case of accident or medical emergency.

The Parent/Guardian should take note that staff at the school cannot provide students with any medicines, for example aspirin or paracetamol.

The Parent/Guardian agree to allow a member of the school staff to take the student to a pharmacy to buy medicines where the pharmacist can advise and help the student.

Medicines - The Parent/Guardian must disclose details of the student’s current medical condition,
disability or allergy and all prescribed medicines that the student is taking at the time of enrolment.

The School accepts no responsibility for medical emergencies arising from nondisclosure of current medical information or failure of the student to take the prescribed medicine.

A student who has suffered from an infectious disease in the 2 weeks prior to commencement of the course can only be accepted with a doctor’s certificate that he/she is no longer infectious.

The Parent/Guardian agree to arrange all tests necessary to enter the UK due to Covid-19 or Pandemic restrictions. Any medical tests required (e.g. covid-19 lateral flows, pcr tests) must be pre-paid by Parent/Guardians for departure from the UK.

Medical and Travel insurance - The Parent/Guardian must take out medical insurance for the student before arrival in the UK if there is no reciprocal medical agreement between the student’s home country and the UK or if the student requires private medical treatment.

The Parent/Guardian agrees to pay relevant medical or dental fees immediately.

Travel insurance - The Parent/Guardian must take out travel and luggage insurance. These risks are not covered by the School.

24 Hour Emergency Contact Number - the school provides a 24 hour contact number in case of accident or emergency. This is + 44 (0) 7789 640753

GDPR and Data Protection - We store the information you send us in electronic and paper formats. We may write to you to explain in detail how we hold your information and what we do with it and how you can request a Data Subject Request.

The School holds information about the Parent/Guardian and the student in order to safeguard and promote the Students’ welfare, promote the objects and interest of the school, ensure the efficient operation of the school and ensure legal obligations are complied with.