LC Exchange Guide+School Toolkit - Flipbook - Page 27
Sample to do list
Before going abroad
• Send letter to BOM for approval
• Get quotes for transport (flights, ferry, coach, etc.)
• Give information letter to students
• Record name and contact details of interested students
(see sample table)
• Book the school phone (if there is one)
• Organise the parents/students meeting (liaise with
caretaker, etc.)
• Prepare presentation: include key dates; itinerary; rules;
what it will be like away from family; trying out food;
participation in family life; expectations; benefits; Q
and A; dress code (think seasons and activities); list of
documents you will require; phone number you will be
contactable at; and luggage restrictions
• Invite parents/guardians to meeting
• Once you have a list of students, check with year
head/management/guidance counsellor to see if there
are any issues you need to know about. Make contact
with parent/guardian if necessary.
• Confirm numbers with partner school
• Check quote for flights/ferry/coach
• Organise the payments from parents/guardians
(online/office)
• Confirm places (see sample letter/email)
• Send forms which need to be filled in by email (medical
form; code of behaviour; and permission for authorities)
• Get a quote for teachers’ accommodation (if necessary)
• Continue updating the student information document.
Send reminder about passport, EHIC
(https://www.hse.ie/eng/services/list/1/schemes/ehic/)
and medical form
• If you book your own outings, book the outings for
students and teachers. Sometimes you get a better
price if the partner school books it for you, in which case
organise reimbursement. Confirm numbers with venue
and find out if accompanying teachers are free of charge;
confirm time of arrival; confirm car park for coach; etc.
• If you spend time in your partner school, discuss
arrangements such as rules regarding mobile phones,
times, division of students to visit classes, canteen
(who pays), doing activities together (orienteering,
games, drama, etc.), meeting town officials, etc.
• Get insurance quotes
• Book insurance
• Book flights/ferry tickets (sometimes names are required
at a later stage)
• If you use a coach, confirm times, pick‑up place, driver’s
phone number, seatbelts, etc.
• Prepare the itinerary (see sample)
• Send itinerary to parents
• Get students to fill in their form (See sample)
• Match students to partners
• Put students in contact with their exchange partner
(write letters, emails or have a Skype session as well as
having their own correspondence, usually via social
media)
• Check payments and forms
• Have a copy of the itinerary for each host family
Before departure
• Get the school phone and charger
• Ask students to save their number with first name
and surname in the phone
• Think of adaptors (have spares as there is always a
student without one)
Day of departure
• As students get on the bus/arrive at the airport, ask them
to show their passport. You might consider collecting
them and giving them out when needed
How-to Manual for School Exchanges
25
