First Steps & Timelines

Key Forms to Complete - CES "Compliance" forms

These forms must be received by CES in good time, as having them is very important for our quality accreditations. 

If we do not received these, we will not be able to release information regarding homestay and airport transfers., so please send them as soon as possible after a group enrols with you! 

Please download these forms and complete them as per the instructions on the form. 

To download these documents, open the files in a new window and  click on File and  then Download:

Form 1: Agent/Institution Declaration regarding group leader suitability (Police Check)

The agency should complete this form to confirm that group leaders are suitable to escort junior students. This includes teachers and agency appointed staff:

Form 2: Group Leader Agreement

This describes our expectations of group leaders in terms of the role they play in managing and supervising the group. 

We ask all groups leaders (teachers accompanying institutional groups and agency appointed staff) to sign this agreement  and return to us to before travelling to confirm they they have read and understood this.

Form 3: Parental Consent Form

This form is for parents to complete.

We now have 2 options. 

Our preferred method is for parents to complete this form electronically using this Microsoft form:

https://forms.office.com/e/g9DAUe9uzT 

Parents and Students need to know the group reference number which is a 4-digit number  which we will confirm after receiving your bookings.

Alternatively we have a Word document which can be downloaded and sent to schools and parents:

Spreadsheet 1: Group Listing

This template spreadsheet contains all the information we need to process the group booking and capture all accommodation groupings and special requirements for students and leaders.

We understand that many educational travel organisers have their own templates. If you plan to use your own, please use this as a guide to the information required.

Timelines

Information from you:

Please ensure that we receive information regarding aspects of the group's stay on or before the deadlines below!

8 weeks before arrival

Accommodation sharing preferences

Allergies and Medical information

Flight information

Summer groups ONLY - additional activities not part of our core programme  that require admissions and bookings to be made

4 weeks before arrival 

Activities that require admissions and bookings to be made

2 weeks before arrival

English tests and group academic needs analysis

Bus ticket orders

Information from CES

We will normally follow this pattern for confirming arrangement for your group's stay with CES:

4 weeks before arrival

Draft programme for the group's stay for comment and final adjustments

2 weeks before arrival

Final programme

Host family listing
Host family confirmation letters

The Week before arrival

Confirmation of classes/results of placement test and an academic summary and plan in response to the needs analysis

Airport transfer confirmation