WWW Family Guidelines - American International School …€¦ · · 2015-01-21o...

Family Guidelines

Week Without Walls

Feb 1-‐5, 2015

November 2014 p 2

TABLE OF CONTENTS

o INTRODUCING THE TRIP

o The Goal of Week Without Walls (WWW) o Students who do not participate in WWW o Destinations o Student Eligibility for Participation o Visas

Section 2 – Family Booklet & Forms

o RULES, GUIDELINES AND REMINDERS FOR WWW TRIPS

o Airport, plane and transit o Attendance o Behavior o Communication o Commitment o Complaints o Dietary provisions

Ø Allergies Ø Halal meat and meals Ø Fasting during Ramadan Ø Ordering food from outside the hotel

o Disclaimer o General Issues o Hotel and Curfew o Medical procedures and appointments o Paperwork – in case of a lost passport o Reminders o Tours and planned activities

o FORMS o Field Trip Permission o WWW Rules Agreement o Medical Release Form

November 2014 p 3

INTRODUCING THE TRIP

The Goal of ‘Week Without Walls’ (WWW) Our goal via these WWW trips is not to change the world, nor to visit places for a particular political cause. It is our hope that we are able to give our students greater life experiences that motivates each of them to take action—whether that be in how they see their place in the world, their community, or our interdependent world. We approached setting up our WWW trips to mirror what many expat teachers seek when they start overseas; we wanted our students to want to learn more about daily life in other locations and to also appreciate the rich history and culture that exist in other countries. Our intention is to further build the trips, to include more aspects of the curriculum, and help bring the classroom to life. We also intend to further develop a range of activities for students who do not travel internationally. Activities will include learning and service activities on campus, day trips within Cairo, and ultimately, opportunities for educational or service travel within Egypt. Students who do not participate in WWW Not every student or family chooses to participate. Students who remain on campus will be able to select from a variety of activities. Activities will range from supervised study relating to the class WWW trip, to research projects, service activities, service day trips, crafts, or other specialized academic opportunities. There may be a fee for specialized materials used in these activities. More information will be provided in the future in regards to this campus-‐based WWW program. Destinations 2015

Grade 6 – Morocco. Organizing teacher – Linda Lankenau Grade 7 – Greece. Organizing teacher – Matt Roy Grade 8 – Switzerland. Organizing teacher – Ric Floyd Grade 9 – China. Organizing teacher – Mark Clark Grade 10 – India Organizing teacher – Michael Lizotte

Student Eligibility for Participation To participate in a WWW trip students must;

1. Be currently enrolled at the school, 2. Return all forms on the required date/s, 3. Pay all money by the required date/s, 4. Have a discipline record with no:

a. Level 3 Red card infractions b. suspensions for serious infractions, or c. suspensions resulting from infractions on previous international trips.

5. Serious infractions in Term 2 may result in a student being removed from a WWW trip, with no refund.

NB – Items 4 and 5 will be verified and vetted by the High School principal before denying student participation. VISAS Students and parents need to remember that teachers and chaperones have regular classes and curriculum and faculty commitments on top of their organizing / supervisory role in the WWW trips. As such this trip, particularly securing the visa, will not go ahead without the direct assistance and cooperation of students, parents, the Admissions Office and the school

November 2014 p 4

administration. WWW trips are rewarding, but they do require a ‘team’ approach in regards to planning and organizing. The Travel Agent will check visa requirements, communicate the visa documentation needed and be directly involved in booking visa appointments, if a group booking is required, otherwise parents will organize an individual booking for their child. It is vital that visa applications are filled in correctly and on time. It is also vital that students and parents do not miss any scheduled embassy appointments in regards to securing visas. Students may require an enrolment letter, permission letters from the principal, etc. in order to secure a visa. These must be printed on school letterhead. The Travel Coordinator and/or Admissions Office will prepare the necessary letters. Parent & student assistance

• All students and parents must assist the Organizing Teacher and the Travel Co-‐ordinator with any papers required.

• All students and parents must organize and attend any embassy visits, if required. • Parents are responsible for ensuring that the details provided by them to the school

for the WWW trip are up to date and correct i.e. they are the same as the details on Synergetics.

• Students must provide hard copies (paper copies) of any passport pages or documentation, rather than emailing them.

Disclaimer about visas –

The school and teachers can’t be held responsible in any way in regards to; • securing timely visa bookings, • the student being refused a visa, • the student being unable to secure a visa in time for departure, or • or any other issue related to securing the correct visa.

Teachers do NOT have any influence over embassies, consulates or companies related to the procurement of any visas, nor act or perform the duties of travel agents or visa, immigration or Schengen visa specialists. Filling in of all visa forms and school permission / clearance slips -‐ If any forms are not filled in correctly (that are required by the consulate, embassy, company or the school) this can cause the visa to be denied and / or delayed. Only legal names with consistent spellings are to be used; the name must match the passport. Tickets booked under an incomplete, wrong, or misspelled name cannot be used for travel. Students and parents will be liable for any further costs involved to correct this problem. All names that are included in your student’s passport must be included on these forms – ALL NAMES with correct spelling, as spelt in the passport.

Health Insurance – Depending on the host country, students may need to obtain the appropriate health insurance to obtain a visa. This will be checked by the Travel Agent; insurance is to be organized privately by parents. Multiple passports -‐ If a student is a dual citizen of a European (EU or non-‐EU) country, a North American (US or Canadian) country, Australia or New Zealand, these passports would

November 2014 p 5

be advantageous to use in regards to WWW trips. Generally these passport holders do not require as much paperwork or do not require a visa at all.

Validity of passports – All passports must have at least 6 months validity left i.e. from the last day of the trip. This must be checked by parents, as different countries may have a longer or additional requirements in this regard.

Correct visa – The correct visa must be applied for as stipulated by the Travel Agent or Travel Coordinator. Do not attempt to secure any type of visa, due to it being ‘easier’ to obtain, as this can result in a student being denied entry on the plane or entry into the host country. Correct country of visa application (Schengen visas in particular) – For example, if a student is travelling to Italy and requires a Schengen visa they must obtain this visa through the Italian embassy. They can’t obtain a Schengen visa through another EU country (some parents have done this in the past as they believe it is ‘easier’ to secure visa appointments through other embassies). This has occurred in the past and has resulted in students being denied entry to the plane at Cairo airport. Teachers will refuse entry on the school bus to the airport without verifying the appropriate Schengen visa from the appropriate country / embassy. Already have a Schengen visa? -‐ For those students who have a current Schengen visa or Permanent residency in an EU country that allows them to travel without a Schengen visa (parents must confirm this) they must provide a copy of this visa to the Organizing Teacher. Also, it is a student’s responsibility to ensure that this visa is still valid and in date during the duration of the trip. Lastly note the following very carefully – students and parents need to confirm via the Travel Agent that this visa has been used before and that the student entered the country that they obtained the visa from. This needs to be checked because even if the Schengen visa a child has been issued with has never been used before it can’t be used to enter some EU countries (i.e. Italy). Section 2 – Family Booklet & Forms

Family Information WWW 2015 p 1

THE AMERICAN INTERNATIONAL SCHOOL IN EGYPT STUDENT RULES, GUIDELINES & REMINDERS FOR ‘WEEK WITHOUT WALLS’ TRIPS

It is your responsibility as a student, parent or guardian to familiarize yourself with this document. This document will be referred to should a dispute or incident occur whilst on the trip and it has been alphabetized for your easy perusal. The student and at least one parent and / or guardian must sign this form in order for the student to attend this trip.

Do not rip this booklet apart, keep it stapled. However, students and parents need to fill in the 3 documents included in this packet on pages 6 & 7. Students and parents are responsible for any missing information on these forms.

AIRPORT, PLANE AND TRANSIT

• For the duration of the trip, from departure from AIS to arrival back at AIS, students will travel with the group, following

the approved itinerary. Requests for private side trips, or to leave the group to visit with family members or family friends will be respectfully denied.

• Students are expected to use AIS transport to get to and from the airport. • A security guard travels on all bus trips to and from the Cairo airport. • If students do not arrive by the appointed time, the AIS bus will leave without them and will NOT stop at any point to

pick up late students. This will be strictly enforced, as it is a security measure put in place for the protection of all the students. It is then the parent’s responsibility to get a late student to the airport to meet up with the group.

• A student who missed the AIS bus needs to join their WWW group before they begin going through the security checks. Again, the group will NOT wait for a missing student. It is then the responsibility of the parent to see their child through the various security points.

• At the end of the trip, chaperones are NOT allowed to leave a student in the airport waiting for private transport. All students who have not been picked up by family, must take the AIS bus to campus. The bus will NOT stop en route.

• Follow the directions of all AIS chaperones and transit staff. • Act in an orderly manner at all times. • Remain quiet so as not to disturb other commuters and passengers. • Students must comply with all customs regulations. This is the student’s responsibility; chaperones will not intervene. • Do not speak about controversial topics at the airport, on the plane, whilst in transit or when using public or privately

organized transport.

ATTENDANCE

• Attendance will be taken by chaperones during various times in the day. It is a student’s responsibility to ensure they keep to the schedule regarding roll calls. Consequences will result from a student missing a scheduled roll call.

• Students participating in the WWW trip are expected to be in full attendance on the school day following the trip. They are also expected to be at school on the day of departure unless otherwise stated. Failure to do so may result in being declared ineligible to participate in future trips.

BEHAVIOR

• Student behavior records can be used to deny student participation in a ‘Week Without Walls’ trip. • Students must observe the laws of the country they are visiting and the specific guidelines of all tourist sites. • Smoking, drinking of alcohol and drug abuse will not be permitted during any school activity and will be immediately

reported to AIS administration by the chaperones. • All regular AIS discipline policy rules and practices apply i.e. a Yellow or Red card can be awarded. • AIS chaperones can add to or amend the rules at their discretion, in response to travel conditions and situations.


• The school administration has the right to discipline students due to poor behavior on the ‘Week Without Walls’. This includes, but is not limited to all infractions, a ‘near miss’ or not following important chaperone instructions.

• Any problems arising during the trip must be reported to the AIS chaperones immediately for corrective measures. • Any serious infraction will result in the notification of parents and the School principal. Students can be sent home on

the next available flight at the additional expense of the parent. This decision will come solely from the school administration, who will then advise the trip chaperones.

• Students need to also be sensitive to local customs and attitudes, even if they don’t understand or agree with them. • Rough horseplay is expressly forbidden. • Bad language, inappropriate behavior, non-‐compliance and arguing has no place on an international trip. • If students are acting inappropriately in the hotel or during the tour at any stage they can be disciplined by AIS

chaperones by being banished to their hotel room for a ‘time-‐out’ and / or miss or be held back from a scheduled event/s on the itinerary if they are deemed an unacceptable safety or security risk.

COMMUNICATION

• In order to ensure the trip is an enjoyable and successful learning experience it is essential that students communicate

with chaperones regarding any concerns they may have. • Students are encouraged to stay in contact with their parents during the trip. It is expected that the children will have

their own cellphone, with international roaming capabilities, to communicate with their parents, during specified times. • Students who use a hotel phone to ring home will accrue an expensive phone bill that they must pay. • Please note that constant phone calls during this trip to students, particularly when chaperones are organizing students

to go on a tour and / or are in transit is extremely disruptive. Thus, students will be asked to turn off their phones whilst important instructions or lectures are given. Please be aware that some sites do not allow cellphones.

• If parents need to communicate with a chaperone they should do so via the hotel (i.e. ring the hotel). Parents should only do so in the case of an emergency. If there is an emergency situation parents should also immediately contact the school administration. NB -‐ A complaint about the itinerary, implementation of the curfew or disciplinary action taken on the trip is not deemed an emergency.

COMMITTMENT

The student and parents understand that if their child is participating in this trip they must; • Attend all meetings, • Read and action all instructions, • Provide current contact information to the school (for Synergetics) and organizing teachers, • Understand that if the student pulls out after the payment of ANY fees or deposits, for ANY reason including illness,

injury or being de-‐listed by the school’s administration (due to safety or behavior concerns) these money are forfeited, • Understand that teachers are not involved in any transactions, fee-‐setting, refunds or fee recovery.

COMPLAINTS

• Students and parents should understand that AIS chaperones have a lot of responsibilities on an international tour. Chaperones do their very best to make the trip both educational and enjoyable. However, it is not possible to cater to every individual student or parent desire. Please keep this in mind.

• Any complaint regarding the itinerary, minor disciplinary action or the implementation of the curfew can wait until the trip is completed. The parent or guardian can then address the chaperones about any issues regarding these topics via their school email address upon their return to Egypt.

• If parents have a major concern or complaint during the trip they are encouraged to contact the school administration.


DIETARY PROVISIONS If your child has specific dietary requirements than you need to consider the following –

Allergies • If your child is allergic to any food, additive or preservative than this needs to be noted in the ‘Medical Release’ form. • If your child needs to carry epinephrine pens with them this too needs to be noted on the ‘Medical Release’ form. Also

your child needs to bring enough epinephrine pens with them so that they can carry one on their person at all times . • Do not pack all your child’s medication into one bag, in case a bag is lost in transit. Split their medication into different

bags. • If your child is allergic to certain foods than ultimately they are responsible for what they eat. It is very difficult for a

teacher to monitor what a student eats during a trip or whilst in transit. • If a student is unsure about the ingredients of a particular meal or foodstuff than they should always err on the side of

caution and not consume it. Students with these type of allergies have to be particularly careful with sauces and deserts.

Halal meat and meals • A teacher will NOT monitor a child’s consumption of halal meat / meals due to their religious custom. This is the sole

responsibility of the student. • Many of these trips are held in countries where halal meat is in short supply or not available. As such it is the student’s

responsibility to eat other items on the hotel, restaurant or canteen menu if they wish to adhere to their halal diet.

Fasting during Ramadan • If a trip takes place during Ramadan then the student and parents need to decide if their child will be fasting during the

trip days. This decision is independent of the teachers and the school and thus this will not be monitored by teachers or chaperones.

• It is your responsibility to consult your local religious leaders for specific advice in regards to this issue.

Ordering food from outside the hotel • This will not be allowed, unless under extraordinary circumstances. If chaperones deem food delivery adviseable, the

cost must be met by the student. DISCLAIMER

• The American International School (AIS) West -‐ Egypt, which includes the owner, administration, chaperones and teachers will not be held liable for;

Ø any accident, injury or incident resulting from unforeseen circumstances during the trip, Ø any accident, injury or incident due to student misbehavior and / or student negligence, Ø any changes to the itinerary due to inclement weather and / or road conditions, Ø any changes to the itinerary due to a change in the security status of the destination country, Ø any other injury, incident or change to the trip due to an ‘act of God’ which is not within the school’s, teacher’s

or chaperone’s immediate control, Ø refunding of any trip or flight money paid, and Ø the payment of any expenses accrued by the student outside of the fee paid for the trip i.e. this may include

but is not limited to fines, penalties, replacing damaged hotel items etc.

• Please kindly note that chaperones and teachers are not travel agents or visa specialists.

GENERAL ISSUES

• During free time students are to remain in their group of no less than 3 students. • When using the amenities in public places students are to go in a group of no less than 3 students. • When being addressed by chaperones, bus drivers, or tour guides, students must not use their phones.


HOTEL AND CURFEW

• Students must observe all hotel rules at all times. • Students are not permitted to leave their hotel room after curfew or attend any event outside the hotel without

speaking to an AIS chaperone first. • The curfew time will be set by the chaperones and is dependent upon the following day’s itinerary and behavior.

Please note that as a general rule, the later the curfew time the more difficult it is for chaperones to mobilize students for their breakfast and to meet their transport deadlines for the next day.

• Chaperones assign students their hotel room and can have students change rooms if they are misbehaving. • Each student must ensure that he / she is in their assigned hotel room by the curfew hour set by the chaperones. • No male student may enter a female student’s room and no female student may enter a male student’s room. • Keep your room and bags tidy so personal items can be located easily and quickly. • Students are responsible for their hotel key (if they lose it they will pay and organize to replace it). • Students are responsible for securing their own money and valuables in their hotel room and on their person (it is

strongly suggested that students do not bring laptops, hand-‐held games or tablets). • The hotel may have a secure safe for valuable items, however students are responsible for depositing or withdrawing

their items from this safety box. Chaperones will not return to the hotel room to pick up forgotten items. • Students should be considerate to all other guests, including keeping noise to a minimum after curfew time. • If students use the mini-‐bar or room phone they are responsible for finalizing the bill. • Students are not to allow anyone who is not from AIS (even if they are the same gender) into their hotel room at any

stage. This includes any family or family friends that may be in the country the student is visiting. They instead can meet them in the hotel lobby, if arranged with a chaperone. Under no circumstance will a student be allowed to leave the AIS group to go with a family member or family friend.

• Students are to lock their hotel room door every time they leave the room, even if it is for a short period of time.

MEDICAL PROCEDURES • Students can’t organize any medical procedures whilst in the host country. This could include aesthetic procedures

such as piercings, using a sun-‐bed etc. • Hospitals, doctors or medical professionals that treat a student during a school trip will do so based on their

professional capacity. Teachers and chaperones are not responsible, in any way, for any negative or unforeseen circumstances or outcomes that may occur due to any procedures, operations or treatments in the host country.

PAPERWORK – IN CASE OF A LOST PASSPORT • Students need to keep 3 photocopies of their passport information page/s. • Students need to keep 3 photocopies of their itinerary. • Students are to bring the originals of all documents they submitted to the embassy, consulate or company in order to

obtain their visa (as these can be asked for by immigration officials at the host country). If this is not possible they must minimally bring photocopies of these forms.

• In case of a lost passport student’s should also bring copies of the following documentation as well – Ø Their mother’s passport Ø Their father’s passport Ø Birth certificate (student) Ø Birth certificate (mother) Ø Birth certificate (father) Ø National ID card (mother) Ø National ID card (father) Ø 6 spare passport photos

NB – In the case of a lost passport, parents will be notified by the school administration and will have to follow their direction in regards to securing a new passport, booking new flights etc.


REMINDERS

• Students are responsible for bringing all medication they may require with the accompanying doctor’s instructions. Please ensure that students have enough medication for the entire duration of the trip, plus a few additional days, in case inclement weather conditions delay flights.

• All passports must have at least 6 months validity left i.e. from the last day of the trip. This must be checked by parents, as different countries may have longer or additional requirements in this regard.

• Students must save their parent’s mobile phone number under ICE (In Case of Emergency) in their phone’s contacts list with the full number and international dialing code.

• Students must save the school’s number in their mobile phone under the contact name AIS with the full number and international dialing code.

• Bring appropriate clothing, particularly warm clothing as the weather can change quickly and without warning at some localities.

• It would be a good idea to take a small water bottle with you during outdoor trips. • Bring a wide-‐brimmed hat, sunscreen and towel.

TOURS AND PLANNED ACTIVITIES

• Follow the instructions of the tour guide/s at all times & listen attentively, after all they know more than we do

concerning the sites we are visiting. • Every student must attend all planned activities unless otherwise directed. • Exploration of the local environment will not be permitted without the express knowledge and consent of chaperones. • Follow the guidelines set by the local authorities when visiting heritage sites.

After carefully reading the previous pages please print, sign and return the forms on the following two pages. If they are not returned to the responsible teacher on the scheduled date your child will be denied from participating in this ‘Week Without Walls’ trip.


Field Trip Permission

I give permission for my child ________________________________ to participate in the ‘Week Without Walls’ trip schedule for ______ February 2015. I also authorize the AIS chaperones to act in the absence of parents/guardian. All hospitals, clinics as well as doctors, nurses, medics, paramedics or other medical personnel may rely on the decisions and authorizations of the AIS chaperones concerning whatever care or treatment, including surgical procedures, they deem necessary for our child. I accept all the rules, guidelines and consequences as outlined in the AIS West Handbook, and acknowledge that they may be changed or amended by teachers and chaperones. Parent’s Name:__________________________________

Parent’s Signature: ______________________________

Emergency phone numbers:

Home: ___________________

Father’s Mobile: ____________________ Father’s Email: ________________________________________

Mother’s Mobile: ____________________ Mother’s Email: _______________________________________

Other relative’s mobile ________________________________ Relation to Student: ___________________

WWW Rules Agreement I agree to follow all AIS rules during this trip. I understand that failure to do so can result in my curfew being shortened, withdrawal from selected tours, being sent back to Cairo and / or being disciplined by the Principal upon my return to school. I understand that I am to be in my room during room check and that if I am found not to be in my room at this time I will lose my free evening privileges and can be disciplined by chaperones and teachers. I also understand that the AIS Discipline Policy and the rules set out therein apply during this trip. Student’s Signature: _________________________ Date: ___________


Medical Release Form

MEDICATION

List any medication(s) that your son/daughter will be taking while participating:

Please inform us of any medical problems or allergies that we should be aware of:

AUTHORIZATION FOR MEDICAL TREATMENT

The undersigned ________________________ (print parent or guardian name) do hereby authorize and empower any chaperones to make any and all decisions concerning the medical and/or surgical care of our child_________________________ (print child’s name) which may become necessary in the course of an AIS activity or trip.

All hospitals, clinics or other similar facilities, as well as doctors, nurses, medics, paramedics or other medical personnel may rely on the decisions and authorizations of any of the chaperones concerning whatever medical care or treatment, including surgical procedures they deem necessary for our child.

_____________________________ _____________________________

Name of Student (block Capitals) Name of Parent (block Capitals)

_____________________________ _____________________________

Signature of Student Signature of Parent

Student’s Name

MUST HAVE 4 NAMES (student name, father’s name, paternal grandfather’s name and family name). This must be the name as spelt in the passport in English.

Student name –

Father’s first name –

Paternal Grandfather’s name –

Family name –

Age Date of Birth

Student Passport Number Nationality

Father’s Name Mother’s Name

Father’s Mobile Mother’s Mobile

Emergency Numbers-‐Home Office

WWW Family Guidelines - American International School …€¦ · · 2015-01-21o...

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Transcript of WWW Family Guidelines - American International School …€¦ · · 2015-01-21o...