Group leader handbook by Iddy

Group Leader Handbook 2015

Contents

3 | Introduction 5 | Arrival and Transfers 6 | UKLC Staff

6 | The First Week

7 | Daily Timetable

7 | Organisation Of Lessons

7 | Attendance At Classes and Activities

8 | Trips

9 | Living In College

12 | Damage and Key Deposit

12 | Illness and Emergencies

13 | Drugs and Alcohol

Introduction Thank you for choosing UK Language Courses for this yearÂŤs summer course. We look forward to welcoming you and your students to our summer schools. We recognise the contribution a Group Leader can make to the success of a summer school. We consider the Group Leader to be an important link between our organisation, the student and the school/ college/university. With your help we aim to make our programmes enjoyable, safe and educational for both you and your students. This guide is for your information: to clarify the role and responsibilities of a Group Leader and to answer any queries you may have. If at any time you require any further information, please ask us or contact your agent; we will be pleased to help you.

Responsibilities of a Group Leader

Group Leaders« responsibilities also include caring for members of their group if they are unwell. Should any emergencies arise you must inform a member of staff immediately. They will organise for you to accompany the student to a surgery or hospital. Please be aware that there may be charges to pay and you should always be responsible (if the student cannot pay at the time) for any expenses incurred. We cannot take responsibility for any expenses incurred by students due to illness. Get a report number from the hospital and if the police are involved, an incident number from them. These will be needed for any insurance claims.

As the person the parents had their children to, the Group Leader is ultimately responsible for her or his students. Our staff are always on hand to share this responsibility but outside classes and specific programmed activities, the Group Leader stands in loco parentis and is responsible for their good behaviour. Programmed activities include lesson time, sports activities, afternoon activities, evening activities and the guided elements of excursions. Therefore we ask Group Leaders to be present and in charge of their students for the following times: all meal times, morning break, end of afternoon activities, end of evening activities and free time on excursions. (For approximate timings please see daily timetable below)

Group Leaders must also make sure their students:

You are very important to your students, especially for those who have never stayed away from home before, and they will be looking to you for explanations and reassurance. One of the most important of your responsibilities is making sure they understand what our staff have told them. Specifically, this includes making sure your students:

Always know where they should be and when

Turn up for meals at the right time & are well behaved in the dining hall

Understand and participate in fire drills

Observe health and safety regulations

It is important to appreciate that our staff will give all the assistance they can to Group Leaders in order to help them carry out their duties, but that Group Leaders have ultimate responsibility for the discipline and pastoral care of their students.

How will our staff help? The success of a centre requires staff and Group Leaders to work together to ensure that the students« stay is an enjoyable, educational and memorable one.

¥ Go to bed on time and are well behaved in the bedrooms ¥ Arrive for programmed activities, excursions and classes punctually ¥ Adhere to the rules and regulations that the staff will explain to them

One of the principal duties of the Centre Manager is therefore to hold regular meetings with Group Leaders, to hear their suggestions, comments and needs. It is essential that you attend these meetings, as the Group Leaders« active involvement is necessary to the Centre Manager, and vital for the programme to work to everyone«s satisfaction.

How will our staff help? The success of a centre requires staff and Group Leaders to work together to ensure that the students’ stay is an enjoyable, educational and memorable one. One of the principal duties of the Centre Manager is therefore to hold regular meetings with Group Leaders, to hear their suggestions, comments and needs. It is essential that you attend these meetings, as the Group Leaders« active involvement is necessary to the Centre Manager, and vital for the programme to work to everyone’s satisfaction.

What do you mean by ‘discipline’? We want both students and Group Leaders to have a good time during their stay with us and we work hard to create a good ÒholidayÓ atmosphere for everyone. At the same time, however, we appreciate that parents want their children to derive significant educational benefit from their stay. To ensure the smooth running of the course and the activities, it is essential that good discipline is maintained, and this means that some basic rules and regulations are laid down and observed. The Group Leaders« co-operation in maintaining discipline, and in communicating the rules and regulations to the students, is essential, particularly outside of the timetabled programme.

Arrival and transfers On your arrival at the airport, and again at your centre, you will be met and welcomed by members of our staff. They will give you some preliminary information about the centre and the first week«s programme. They will also invite you to a meeting to be held as soon as possible after your arrival where you will be given more detailed information and have ample opportunity to ask questions. It is essential you attend this meeting and familiarise yourself with the information given to you about the centre and the programme.

Arrival at the UK airport

On passing through passport control, collecting your luggage, and going through customs, you will enter the Arrivals Hall. (It is advisable for students to use the toilet facilities before they come through to the Arrivals Hall.)

To meet you and your group, there will be a member of our staff wearing a company t-shirt and holding a sign with your agent’s name and the centre you are going to clearly marked.

If, after a while (e.g. 10 minutes), you still cannot find our representative, you should: Contact the Information desk and ask them to call the UKLC/UKLC representative; gather your group at the meeting point indicated on the airport signs and find a telephone to call our emergency mobile number 0844 324 5304. It is important to keep your group together, as the airport is likely to be very busy.

Our staff member will normally ask you to wait while he/she goes to call for the bus as coaches are not allowed to leave the coach park until their group has been gathered in the Arrivals Hall. Due to the size of UK airports, it may take time (up to 30 minutes on the busiest days) for the bus to arrive from the coach park, or you may be obliged to wait for another group that is arriving shortly after you.

Our staff member will assist you to get on the coach, but it is your responsibility to ensure that all students are present. Please note that they may not travel with you to the centre, as they may have to meet other flights.

You will travel to your centre where the Centre Manager will be waiting to welcome you.

Departure from a UK airport

At least two days before departure check that all tickets and passports are in order.

¥ On leaving the Centre, please ensure that all keys have been handed in, any damages payments settled and all questionnaires given to the Centre Manager.

The Centre Manager will have booked a bus or taxi to take you to the airport and will inform you of the pick-up time at least 24 hours before departure.

Please check when leaving the bus that your students have not left anything on board.

You should check-in, then pass through Passport Control as soon as possible.

Our staff Usually, the staff you will meet first at the centre are the Centre Manager, the Excursion and Activity Manager and the Course Director.

The Centre Manager is responsible for the overall running of the centre

The Excursion and Activity Manager is responsible for the planning and smooth running of all afternoon and evening activities and trips

The Course Director is responsible for the academic programme and the teaching staff

The first week We do our utmost to plan a programme that students of all nationalities will enjoy. It is very difficult, however, to meet all individual requirements. To make sure our programme gets off to a good start, we have confirmed all first week activities and excursions in advance and are unable to change this week’s programme. We would appreciate it if the Group Leaders could explain this to their students. After the first week, there may be some flexibility in the planned programme, but it is important to remember that in the summer coaches and visits have to be booked well in advance and it may not be possible to change certain aspects of the planned programme.

Daily timetable Breakfast is usually served between 08.00 and 08.45. Morning lessons take place from 09.00 until 12.30, with a half-hour break from 10.30 to 11.00*. Lunch is available from 12.30 until 13.30 and afternoon activities run until about 17.00. Dinner is between 18.00 and 19.00 and evening activities go on until about 22.00 or 22.30. * Some centres may have minor variations on the above schedule according to whether there are longer lesson periods or a zig-zag programme.

What activities do you include in the programme? Students will participate in a different activity each day. In the afternoon, they are offered the opportunity to play a variety of outdoor and indoor sports such as football, volleyball, basketball, tennis, and to take part in sports tournaments. There are also non-sports options: depending on the centre, arts and crafts, treasure hunts, show rehearsals and local visits are all on offer.

In the evenings UKLC staff organise various activities. There is at least one disco per week at every centre, often with a different theme, such as fancy dress or horror. We also hold quiz and bingo nights, treasure hunts, video evenings, ÒBlind DateÓ, international nights, karaoke evenings and an ÒExtravaganzaÓ once each course when students, usually in class groups, perform a small play or comic sketch, sing songs and so on. Group Leaders are encouraged to participate actively in all these events. Activities are meant to be fun but they will not work if no students turn up! We ask Group leaders to join with the staff in ensuring that students always attend their afternoon and evening activities.

Organisation of lessons On the very first morning of the course, all students are tested, graded according to ability and allocated classes, which will begin the following day. They will then attend three hours of lessons each day. These lessons cover all four of the basic skills: reading, writing, listening and speaking, with the emphasis always on learning English naturally.

This means that teachers recreate in the classroom the situations students will encounter in real life, for example in shops or on trips. Most importantly, we aim to make the lessons enjoyable, thus motivating students to learn. Students will usually be taught by two different teachers each day to allow them exposure to different accents. All UKLC teachers have appropriate qualifications and experience of teaching English as a foreign language.

Attendance A class register will be taken at the beginning of each lesson. The importance of attending lessons should be impressed upon students and permission to be absent will only be given under exceptional circumstances agreed by the Group Leader in consultation with the Centre Manager.

Policy on student absences: All students enrolled in UK Language Courses summer schools must attend a minimum of 90% of the lessons, activities and excursions in their course in order to receive their certificate for having completed the course. Absence for any reason other than illness will not normally be accepted. Absence from lessons must be reported by the student«s Group Leader to the Course Director. Absence from activities and/or excursions must be reported by the Group Leader to the Activity Manager. If a student is absent due to illness for more than three days they must be attended to by a medical professional and a record of this must be kept. Group Leaders can arrange to observe lessons if they want to but you must arrange this in advance with the Course Director and teacher.

What if our students do not want to take part in the planned activities?

The Group Leader is vital in ensuring the students have understood what is expected of them, principally that:

Firstly, find out why. We have put together our activity and sports programme based on years of experience of what this age group enjoys.

However, we recognise that sometimes you and your students may wish to do something that is not in the programme. In this case please inform the Excursion and Activity Manager of your plans as soon as possible.

Please also explain to your students that, if your group decides to absent itself from any part of the programmed activities, those activities/excursions that are missed cannot be offered at an alternative time.

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They must be prompt to meet the coach, both on departure from the centre and for the return journey, so the complete planned itinerary can be followed and they will be back in time for the evening meal.

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They should not leave the group without permission from you.

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During your stay each student will be given a wrist band upon arrival, this will have the following emergency telephone number printed on it: 0844 324 5304.

Should you decide to take your students out on your own, you must also accept the responsibility for their welfare and safety that our staff would otherwise have exercised.

Organisation of trips

In addition to the full day and half-day trips, centres generally offer the opportunity to go on optional excursions and activities, predominantly on Sundays, which will have to be paid for by the students. If you plan to take your students on extra trips, or you have specific requests in mind, it may be a good idea to warn your students to bring additional money with them for these to avoid disappointment.

At most centres, students will go on one full day and one half day trip each week. This is one of the most enjoyable parts of the programme for students and Group Leaders and ensuring your students observe a few basic rules will make each trip pleasurable for everyone. The Group Leader should therefore make sure everyone has understood the itinerary, which will be given to you by our activity staff before the trip. A good ratio of UKLC staff to students is maintained on trips, but the Group Leader also has an important supervisory role. Communication and co-operation between Group Leaders and staff is especially important.

If your group does have a particular request for an optional excursion, we suggest you discuss it with the Activity Manager. They will be pleased to give you expert assistance as to cost and availability of coaches and entrances, details of how to book and advice and suggestions on itineraries. Please note that as optional trips sit outside of the planned programme, we are not able to offer staff to accompany Group Leaders on these occasions. Therefore, if you take your group out then you will be fully responsible for them during the outing. Alternatively, you can remain at the centre and some activities will be planned for you by our staff.

Living in college Obviously, living in residence is an unusual experience for most students, especially those taking part in a summer school for the first time. We appreciate that parents and Group Leaders have important questions about this aspect of a summer school and hope to answer some of them here:

What about supervision in the college? Our staff are naturally present throughout the daily timetable to supervise and help the students, but we always appreciate the Group Leaders« assistance. This is often especially valuable during mealtimes, for example if students are late getting up in the morning, or disruptive in the dining room. We would also ask Group Leaders to help us ensure students get to their lessons punctually after breakfast and that they behave correctly during and return to calls after the mid-morning break.

Is there anything we should know about bathrooms? It is safe to dispose of toilet paper down the toilet in the UK but women and girls should put sanitary towels in the disposal containers in public lavatories rather than into the toilet bowl. Please remind your students that water is plentiful in the UK and that it is therefore expected for the toilet to be flushed every time it is used.

What about after our students have gone to bed? We all have a duty of care towards our students and, furthermore, the parents of the students expect them to be properly supervised. We believe that parents would want their children to go to bed at a reasonable time so they are able to concentrate on their lessons the next day. It is essential that Group Leaders be around at bedtime to assist staff in getting students to bed in a quiet and orderly manner. Evening activities finish by 22.30 and this is the time we expect students to go to bed. This is a general guideline; obviously younger students will be expected to go to bed earlier, and older students may be allowed to help put the younger ones to bed and then stay up a little later than 22.30. However, this is at the Centre Manager«s discretion and we would appreciate Group Leaders« support for the decision he or she takes. After bedtime, the students are the Group Leaders« responsibility. Any student found to be out of their room after the set bedtime will be reported to the Group Leader who will discuss what disciplinary action should be taken with the Centre Manager. At all times, but particularly between 22.30 and 07.00, and during hot weather when windows are open, students are required to exercise care and concern for other residents and neighbours by not causing undue or excessive noise. This is particularly important after bedtime but obviously undue noise, rowdy behaviour, or loud music can be sources of inconvenience and annoyance to others at any time of day.

Policy on Student Behaviour:

UKLC operates a Òthree strikes and you«re outÓ policy. If a student behaves badly the Centre Manager can give them a first warning, if it happens again then we organise a telephone call home to their parents. If this fails to work and the student continues to misbehave then we will ask them to leave and contact their agent to organise their transport.

Can our students phone home? We realise that students, particularly the younger ones, will want to phone home often, and in particular will want to talk to their parents on the first night. Parents naturally become very anxious when their children are away from home (especially if it is the first time) and it is important that the children should put their parents« minds at rest by reassuring them they have arrived safely. We would appreciate Group Leaders making sure their students do phone home.

What are the security systems in the college? Please note that in English private schools it is normal not to have locks on bedroom doors for reasons of fire safety. Group Leaders are encouraged to give cash and valuables (passports, etc.) to the Centre Manager, who will put them in the college safe for security. The Centre Manager will arrange for Group Leaders to have regular access to the safe. We cannot take responsibility for valuables not left with the Centre Manager. Specific security arrangements will be in force at each centre and the Centre Manager will outline these to you. It is important you explain these carefully to your students, as their safety is ultimately the Group Leader«s responsibility. Certain basic guidelines are common to all centres and all students. You should advise them:

Never to go off by themselves!

Always to make sure that you know where they are!

Never to leave the residence or host family without permission in the evening!

¥ Always to make sure they have understood when and where the meeting point is whilst out on excursions! ¥

Always to take their identity card with them!

¥ That there is a 24hour emergency telephone number on the ID card (07770 588897) and that the number for the emergency services in England is 999!

That the police are there to help and protect and can be asked for assistance!

Never to respond to someone if they feel threatened, simply walk away!

To give you their money to put in the safe and never to carry large amounts of cash around

To be careful crossing the road. Remember that in England we drive on the left!!

If they are ill or need a doctor, to tell you or a member of UKLC staff immediately!

¥ To keep all windows closed when not in their bedrooms! We do not wish to frighten the students, but it is sensible to take these simple precautions to avoid any incidents. More information on students« safety can be obtained from the Centre Manager.

How will I get help if anything is lost or stolen? Please report any theft or missing item to the Centre Manager as soon as possible so he or she can assist you. Most insurance policies require you to report loss or theft to the police and to obtain a report or report number before they will consider any claim. If you intend to make an insurance claim for loss or theft, you MUST report the loss or theft as soon as it is discovered. Our staff will do their utmost to make any difficult or time-consuming insurance procedures easier for Group Leaders, accompanying them if requested to the police station and helping them and their students with paperwork.

What sort of fire regulations are in place for our safety? In Britain, it is legally necessary that visitors attending educational institutions for summer courses participate in fire drills and that very strict safety procedure be observed. This is obviously for the safety of all concerned and we would ask Group Leaders to stress this to their students. We ask you to make sure students know where the fire exits are, and what procedure to follow when they hear the alarm. You should also explain to your students that, for everyone«s safety, they are not allowed to use any naked light, including lighted candles, in their rooms, in any other part of the building or in the grounds. They must not use any of the kitchens in the building unless given permission by a staff member. All educational institutions are fitted with alarms, extinguishers, fire doors and other fire equipment. It must be clearly understood by all students that wilfully setting off the fire alarm is a criminal offence in the UK and will be dealt with accordingly.

If you need to contact the centre in the event of an emergency please call this number and follow the options for the relevant centre, this will then put you through to the person on duty. Please ensure your group wear these at all times. Students will go on full day trips according to their arrival groups and Group Leaders will accompany them. In addition to the full day and half-day trips, centres generally offer the opportunity to go on optional excursions and activities, predominantly on Sundays, which will have to be paid for by the students. If you plan to take your students on extra trips, or you have specific requests in mind, it may be a good idea to warn your students to bring additional money with them for these to avoid disappointment. If your group does have a particular request for an optional excursion, we suggest you discuss it with the Activity Manager. They will be pleased to give you expert assistance as to cost and availability of coaches and entrances, details of how to book and advice and suggestions on itineraries. Please note that as optional trips sit outside of the planned programme, we are not able to offer staff to accompany Group Leaders on these occasions. Therefore, if you take your group out then you will be fully responsible for them during the outing. Alternatively, you can remain at the centre and some activities will be planned for you by our staff.

We and the hosting institution also take a very serious view of letting off extinguishers and damage to any other safety or fire equipment, including removing or damaging fire or health and safety notices, as such damage affects the safety and health of every person on the premises. This vandalism will be severely punished. The Group Leader is vital in ensuring the students have understood what is expected of them, principally that:

They should not leave the group without permission from you.

During your stay each student will be given a wrist band upon arrival, this will have the following emergency telephone number printed on it: 0844 324 5304.

Damage deposit

Illness and emergencies

We have found that the best and fairest way to cover payment of damages by students is to request a €25 damage deposit from each student on arrival. This is naturally refunded at the end of the stay, providing no damage has occurred. This €25 may be used to cover damage to students« bedrooms, the setting off or illegal use of fire equipment, damage to sports equipment, etc.

Our staff will be able to contact a doctor in case of illness, though UK doctors do not often make house calls. They will also know where the nearest hospital is for emergencies.

Students will be required to pay any damage bills that exceed €25. It would be helpful if Group Leaders could collect this deposit from the students in their group and give it to the staff on arrival at the centre.

What about more serious damage? It must be stressed that deliberately causing major damage to college property is destructive not only to UKLC, but also to the students involved and to all the other students who will be affected by the bad atmosphere inevitably resulting from vandalism or other destructive behaviour. Group Leaders are very important in making sure students understand the basic rule:

If you are from a country not covered by these arrangements then you and your students must have private travel insurance that adequately covers medical costs. It is therefore necessary for you and your students to keep all receipts for medical expenses (for example, taxi and bus fares, consultation fees, medicine, x-rays). You should check the insurance policy you have arranged for details of medical cover. In all cases, our staff, both at the centre and at Head Office, will be on call to assist you and help you deal with any unfortunate occurrences, such as illness or accident, as smoothly and quickly as possible.

If there is an emergency, what do we do?

Any students found to have caused wilful damage to college or our property will be fined and possibly dismissed from the course and sent home at our sole discretion

The Emergency Services are the police, the fire service and the ambulance service. To call any Emergency Service in the UK, dial Ò999Ó on any telephone. THIS CALL IS FREE. An operator will answer immediately. Ask for the service you require and give your address or position.

Should this ultimate step be necessary, please ensure your students are also aware that:

If you are from a European Union country (or country with a reciprocal arrangement with the UK), necessary medical expenses will be covered. (You should also have arranged a private travel insurance that will cover you in full for medical costs.)

Any additional costs arising out of this, for example transfer costs, will be the responsibility of the student and not of UKLC.

What should we tell our students about drugs and alcohol?

If the abusive behaviour involves any member or our staff it should be reported directly to the Centre Manager and the Senior Management Team. (Please note that the Senior Management Team can be contacted at any time via the Centre Manager).

Group Leaders should make sure that their students are aware of the regulations concerning the use and possession of drugs in the UK, as they may be different in the students« home countries. Both hard and soft drugs are illegal in the UK: it is a criminal offence to possess them.

Student Welfare In each centre it is the Centre Manager who has responsibility for meeting students« religious, cultural and dietary needs. They are also there to help students deal with any issues relating to harassment, bullying, actual or threatened violence, damage to personal property and verbal and other abuse based on racial, sexual or religious differences and are conversant with UKLC«s policies on abusive behaviour.

Any student found in possession of, or using, any illegal substance must immediately be dismissed from the course and may be prosecuted by the police. Legislation governing the use of alcohol may also be different from that in students’ home countries.

Feedback and complaints

Group Leaders must explain to their students that in the UK it is illegal to enter a pub and buy alcohol until you are 18 years old and that it is also illegal for a shopkeeper to sell cigarettes to children under the age of 16. All of our colleges have strict rules on smoking on the premises.

When you arrive you will have a meeting with the Centre Manager in which you will be able to tell them of your first impressions and any initial problems you have encountered. They will ask you to select a couple of students to complete an initial feedback form. This is just so we get a feel for how the students are settling in and their first impressions of the course.

Policy on abusive behaviour: UKLC is committed to fostering an environment where students, Group Leaders, teachers and all the staff, both UKLC staff and those employed by the centre, can study, work and live free from intimidation, aggression, coercion and victimization. We are particularly concerned to eliminate all forms of harassment and bullying and consider such behaviour unacceptable and discriminatory. These behaviours are considered abusive and will not be tolerated. All students, staff and group leaders are responsible for helping to ensure that no one suffers in this way.

You will also be given feedback forms to complete by your Centre Manager and we want you to complete them as honestly as possible. Please bear in mind though, that we wish to hear your feedback all through the course and that there is nothing more frustrating for us than to receive bad feedback when a group is leaving and we can do nothing to improve things for them. We do have a complaints form which the Centre Manager can give you if you feel you need to make a formal complaint.

We aim to create a stimulating environment in which students can improve their English as much as possible and grow in confidence. We aim to build self-esteem by acknowledging the achievements of individuals and giving praise and recognition whenever possible. We, therefore, seek to encourage and reward good work, good behaviour and a good attitude.

The only other important thing you and your students should know is that we are looking forward to hosting you in Britain and we hope this information will help you to have an enjoyable and memorable stay!

If a student, Group Leader, or member of staff is the victim of, or aware of, any abusive behaviour they must report it immediately. Students can report such behaviour to any member of staff or their Group Leader, they will then in turn report the incident(s) to the Centre Manager and / or a member of the Senior Management Team.

UKLC Unit 1d, Rossett Business Village Rossett LL12 0AY United Kingdom Fax: 0044 1244 579 136 Telephone: 0044 1244 577 995 Email: info@uklanguagecourses.com