This is a joint trip with D’Arcy Magee High School 2017 - Application Package... · Burgos, Guided City Tour, Visit Burgos Cathedral Day 5: Travel to Bilboa, Guided City Tour, Visit

Ecole Secondaire Philemon Wright High School 80 Daniel Johnson, Gatineau, Quebec

J8Z 1S3, (819)776-3158

Dear Parents and Students, During March Break 2017, I will be taking a group of students on a trip to Spain with EF Tours. While

there, our private tour guide will take us on a 10-day adventure that will start in Madrid and will take us to Segovia, Burgos, Bilbao, San Sebastien, Pamplona and finally to Barcelona. Some important things to note:

The trip is scheduled for 10 days from Fri, Feb 24, 2017 to Sun, Mar 5, 2017 (allow up to 1 day for changes in scheduling)

The trip will cost roughly $2850 (including airfare, hotel, private coach, breakfast, dinner, attractions, and all-inclusive travel and medical insurance)

The price does not include lunches, tipping, on-tour optional excursions and spending money

All chaperones are teachers (sorry, no parents)

A minimum of 12 students is needed

This is a joint trip with D’Arcy Magee High School

The trip has been approved by the School Council at Philemon Wright, by the Governing Board at Philemon Wright, and by the Western Quebec School Board

This application package includes a variety of forms that must be read, signed and returned to me before being submitted to EF Tours. Please ensure the following:

Read the following: o Spain 2017 – Information Guide o EF Booking Conditions

Return the following: o Spain 2017 – Application Package o Minimum deposit of $199 (credit card information or cheque payable to “EF Educational

Tours”) Once I have received all of the above, I will submit your application to EF Tours and you should receive confirmation within a couple of weeks. Do not sign up online directly with EF without my prior approval. Also, there will be a meeting for students and parents at 6pm on Wednesday, May 11 in my classroom (room 232). More detailed information about the trip will be presented at this meeting. This information meeting will be repeated immediately following Meet-the-Teacher at 8pm on Thursday, September 22. Please feel free to contact me at 819-776-3158 ext. 2731 or at [email protected] if you have any questions or concerns. Sincerely, Rafi Khan Philemon Wright High School

Spain 2017 – Information Guide

The purpose of this guide is to give students and parents an overview of some of the trip details.

We will go into much more detail during our lunchtime meetings

Itinerary Day 1: Travel Day to Spain Day 2: Arrive in Madrid, Walking Tour,

Visit the Prado Day 3: Guided City Tour, Visit the Royal Palace,

Excursion to visit Toledo Day 4: Travel to Segovia, Guided City Tour,

Visit the Segovia Alcazar, Travel to Burgos, Guided City Tour, Visit Burgos Cathedral

Day 5: Travel to Bilboa, Guided City Tour, Visit the Guggenheim Museum

Day 6: Travel to San Sebastian, Guided City Tour, Visit Monte Igueldo

Day 7: Travel to Pamplona, City Tour, Travel to Barcelona

Day 8: Guided City Tour, Visit Park Guell, Walking Tour Day 9: Visit La Sagrada Familia, Free Time in Barcelona Day 10: Travel Day to Canada

Meetings

During the application process, there will be several lunchtime recruitment meetings: o Students interested in travelling to Spain are encouraged to attend one of these meetings o Listen to the morning announcements for the date of the next meeting

During the application process, there will be a couple of parent meetings: o The first meeting will be held at 6pm on Wed, May 11, 2016 o The second meeting will be held after Meet-the-Teacher at 8pm on Thu, Sep 22, 2016 o Parents need only attend one of these meetings o The goal of the meeting is to go over the trip, application process, and general questions

Once the application deadline of Nov 11 has passed, students will be expected to attend roughly 12 mandatory lunchtime meetings

o Assignments o Safety and security while travelling o What to expect for hotels, food, transport, etc o Everything related to spending money o What to pack and how to pack o General travel tips

A few weeks before we depart, there will be a mandatory student and parent meeting: o The meeting will be held in the evening at the start of February 2017 o The goal of the meeting is to go over the flight details, hotel details, and last second

questions

Cost Breakdown Fixed Costs

Description Cost

Pa

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o

EF

To

urs

Program fee (including airfare, hotels, private bus, breakfast, dinner, guided sightseeing tours, entrance

costs to attractions, private tour guide, insurance) $2853

Pa

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to M

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Kh

an

Tipping Money (to be collected in cash in February 2017) 60 Euros

All payments are made payable to “EF Educational Tours”. The school is not involved in collecting or processing payments.

The deposit is $199 and is due upon enrolment.

There are three payment options for the balance of your account: o Full payment upon enrolment o Automatic Payment Plan: balance divided equally into monthly payments until January 2017

(see attached EF Booking Conditions) o Manual Payment Plan: payment of $500 within 30 days after enrolment, second payment of

$500 within 90 days after enrolment, balance due by Friday, November 11, 2016 (see attached EF Booking Conditions)

Tour costs are locked once a student signs up…so sign up early to avoid any increase in cost (refunds will be issued if the price drops)

Late fees will apply if payment deadlines are missed (see attached EF Booking Conditions)

Please make sure you have read the Refund and Cancellation policy (see attached EF Booking Conditions)

Information regarding EF’s All-inclusive Insurance can be found in attached EF Booking Conditions Non-fixed Costs

Description Cost

Lunches and miscellaneous snacks Minimum 150 euros

Souvenirs and other related expenses Minimum 150 euros

On-tour optional excursions (this is optional and needed only if they arise)

50 euros

In Spain, the currency is called the Euro.

You are encouraged to bring enough Euros in cash to last most of the trip.

Please do not bring Canadian dollars expecting to convert them to Euros while in Spain, however you may need to bring a little for the airports

I would discourage the thought of using debit and/or credit cards on a daily basis since this can be costly, ineffective, or impossible to use.

You can purchase Euros through your bank, or through a currency exchange store like Accu-rate: www.accu-rate.ca

This seems to be a lot of money to be carrying around in your wallet...that's why you will not be putting all of your money in your wallet. Instead, every student MUST bring a money belt (not a fanny pack). This is to be worn under your clothes, and will help keep your valuables secure...particularly in touristy areas with pick pockets.

Fundraising and Bursaries

We may attempt to do some minimal group fundraising activities only if the entire group is willing

Students who want to fundraise individually, or in small groups should contact me for more info

Students may apply for a travel scholarship: o SYTA Youth Foundation “Road Scholarship” o Up to $1000 may be awarded o Application period open from Aug 30 to Oct 17, Winners are announced during the week of

Dec 12 (note that this is after the Spain application deadline of Nov 11) o Students must be nominated by a teacher and have to complete an application

o More information at http://sytayouthfoundation.org o Interested students should contact Mr. Khan at the start of the 2016-17 school year

What to expect while in Spain A Typical Day

6:30am Wake up

7:15am Breakfast

8:00am Leave the hotel and travel by bus to our first stop of the day

9:00am Guided city tour

11:30am Free time for lunch and some shopping/exploring

1:00pm Travel by bus to the second stop of the day

2:00pm Visit an attraction

5:00pm Free time for shopping/exploring

6:30pm Dinner

9:00pm Return to hotel

10:00pm Curfew

Hotels and Rooming

Rooms are smaller with fewer amenities (do not expect working wifi, on-site laundry facilities, swimming pool, etc)

Each room will have a simple bathroom (not shared with other rooms)

2 to 4 students per room…boys with boys, girls with girls

There is a small chance that students may be roomed with students from D’Arcy Magee High School

Roomates may change throughout the trip in order to accommodate a variety of needs

Chaperones will choose roomates but will keep in mind student requests

Hotels may be located outside of the city centre, and we may be required to travel to the city centre using our private coach bus

Names of hotels are not finalized until January 2017 Safety and Security

Travel and medical insurance is provided by EF Tours (you cannot opt out of this)

Chaperones will carry student passports at all times during the trip

Students must stay in groups of at least 3 during free time…this is not negotiable

Students must bring a money belt

Each student will receive a laminated Emergency Card that indicates phone numbers for the chaperone and tour guide, as well as hotel addresses and phone numbers

Meals

Breakfast is included: o Expect a simple European continental breakfast with bread, cereal, juice, coffee…possibly

eggs, cold meats, fruits

Lunch is not included: o Students should use this opportunity to try new foods, and are encouraged to stay away from

western fast foods (Mcdonalds, Subway, etc) o Students may choose to spend less time and money and grab a take-away lunch, or sit down

at a restaurant for a more civilized meal o Students who are picky eaters, or require more food in a day should stock up at lunch o Lunch is a great time to get some food and have a picnic in a park

Dinner is included: o Expect a European version of a simple dinner including lots of carbs, some protein and

limited vegetables…water is included, but soft drinks are extra

Other than vegetarians, we may not be able to accommodate special diets

Students should have snacks on them at all times

Whenever possible, students will be encouraged to go to a grocery store to stock up on fruits, vegetables and snacks at much more reasonable prices

Miscellaneous

Consolidated Group: o We will be travelling with grade 10 and 11 students from D’Arcy Magee High School o We are different groups with different rules and expectations o We may also be consolidated with a small group from another school o In the very slim chance that we are consolidated with a larger group, the itinerary may be

changed by up to 50%

Travelling with others: o Students should expect the loss of some privacy when travelling with others in a close

environment for an extended period of time o Students may be required to room with, sit with, eat with, interact with students they do not

like…if you can’t handle this, don’t sign up o Students will likely experience some level of home sickness o Students will be pushed to their limits physically, mentally and emotionally… a meltdown is

possible o Students who have difficulties in social environments must notify Mr. Khan ahead of time in

order to develop strategies to cope with the stress

Students cannot opt of planned activities o We will be a large group, and chaperones cannot break from the group to supervise a

student who chooses to opt out of an activity o Students who are tired are still required to participate. Students are encouraged to sleep at

night (don’t stay up and chat/play games), and sleep on the bus when possible o Accommodations will be made for students who are seriously ill

When possible, students will be offered to participate in optional activities: o The tour guide and/or chaperones may offer excursions not part of the original itinerary o Students are encouraged to bring extra cash for these optional activities o If needed, we may split the group…one group and chaperone(s) will participate in the

optional activity, the other group and chaperone(s) will not

The 3 No’s (as per School Board Policy): o No Smoking: Students who are smokers must quit smoking in order to travel to Spain o No Alcohol: Regardless of parental permission, or the culture in Spain, students are not

permitted to drink or purchase alcohol (including as a gift) o No Weapons: Students are not permitted to purchase weapons or replica weapons. This

includes knives, daggers, swords, slingshots, historical replica muskets, etc

Final thoughts: o Be aware that a lot of time will be spent travelling on a private coach bus o Students and parents are encouraged to disconnect from one another so that both can enjoy

their time away. I will send messages home to parents on a daily basis to ensure that they stay in the loop.

o While travelling, students should stay away from Facebook, Instagram, Snapchat, Twitter, Facetime, etc. Too much time and energy is wasted doing this, when instead students should be enjoying their surroundings.

o Students will get some free time throughout the trip, but most of the trip is jam-packed. o Expect the unexpected. We might encounter bad weather, crazy traffic jams, lost luggage,

delayed flights, etc. We might also get a chance to experience something special like renting bicycles on a sunny day while we visit a medieval town, sticking our toes in the Mediterranean Sea while on the beach in Barcelona or dipping churros in hot chocolate while we take in the sights and sounds of Plaza Mayor in Madrid.

o This is not a shopping trip, or a relaxing vacation…this is a travel adventure. Students should expect to return home tired and happy!

Checklist

Use the following checklist to ensure that you have completed all of the required steps and submitted all of the required forms. During the application process (between April 2016 and November 2016):

My parents and I will attend one of the Information evenings (May 11 or September 22)

I will read, complete and submit the entire Application Package to Mr. Khan

(due by Fri, Nov 11, 2016)

I will pay the minimum deposit of $199 (due by Fri, Nov 11, 2016) I will complete my payments by the deadline of Fri, Nov 11, 2016 OR I will sign up on the monthly

automated payment program and complete my payments by January 2017

Once I sign up, I will verify that EF Tours has the correct spelling of my name as indicated on my passport (due by Fri, Nov 11, 2016)

After the application process is complete (between November 2016 and February 2017): I will check my email for regular updates from Mr. Khan (ongoing from now, until we leave)

I will follow the rules as described in the Student Contract (ongoing from now, until we leave)

I will attend all lunchtime meetings (meetings will take place in Mr. Khan’s and will begin after

Fri, Nov 11, 2016)

I will complete all of the assignments required (dates to be determined)

I will read and understand the Travel and Packing Tips (to be given out by January 2017)

My parents and I will attend the afterschool Parents’ meeting (February 2017)

I will provide a clear photocopy of my passport, which expires after September 2017 (due by

Parents’ meeting in February 2017) I will verify that my Emergency Contact Info is correct (due by Parents’ meeting in February 2017) I will provide my tipping money of 60 Euros (due by Parents’ meeting in February 2017) I will obtain Euros for spending money (by February 2017)

Sample Packing List

Clothes Toiletries Electronics

Comfortable Shoes x 2 Flipflops Tshirts Sweaters Jeans Belt Pyjamas Swimwear Socks Underwear Jacket Hat Gloves

Toothbrush Toothpaste Deodorant Shampoo Sunscreen Qtips Soap Visine Nail clippers Tweezers Ear plugs Hand sanitizer Bandaids Gravol Tylenol Immodium Kleenex Comb/brush

Camera + charger Phone/music player + charger Headphones/earbuds Watch Plug adapter

Miscellaneous Carry-on On your body

Face towel Snacks Book to read Poncho Umbrella Sunglasses Notepad Pen or pencil Ziplock bags (2) Shopping bags (2) Travel pillow Laundry bag

Medication Change of clothes Wallet Passport Ziplock bag containing

toiletries Spanish phrase book Emergency contact card Snacks

Money belt

You will be permitted to bring one checked bag (40lbs), and one carry on bag (20lbs)

You will be carrying and moving all of your luggage (there won’t be any valets)

Pack light, pack light, pack light

EF Booking Conditions

Spain 2017 – Application Package

Student Information Please clearly fill out the following information and return it to Mr. Khan as soon as possible. The information provided must be accurate as it will be used to communicate information, provide updates, send notification of meetings, contact in case of emergency, etc.

Student Name:

Student Email Address:

Quebec Health Insurance Number:

Expiry Date:

Parent/Guardian Name:

Relationship with Student: Mother Father Other:

Parent/Guardian Phone Number:

Home: Work:

Parent/Guardian Email Address:

Student Meal Preference: Regular Vegetarian

Student Medical Information (allergies, medication, IEP info, psychological assessments, etc):

I give my son/daughter permission to travel on an educational tour to Spain from Friday, February 24, 2017 to Sunday, March 5, 2017 (dates may change up to 1 day) under the supervision of the Group Leader Raffie Khan. I permit the Group Leader to give my child any over-the-counter medication that my child might need while travelling (ie. Tylenol, Gravol, Immodium, etc). I also permit the Group Leader to bring my child to seek the help of a medical professional if needed. Parent/Guardian Signature: _____________________________________________________

Student Contract

Although this trip is not directly linked with a specific course, it inherently remains an educational and school sanctioned trip. If you are interested in registering for the trip, you must…

pay your school fees

provide all required information according to a set timeline (ie. Application forms, copies of passports, etc)

complete payments by the predetermined payment deadline

attend roughly 12 lunch time meetings (dates to be determined)

participate by completing the required assignments

catch up/make up all classes missed as a result of this trip by communicating directly with all of their subject teachers

adhere to school rules (avoid being sent out of class, detentions and suspensions, etc)

ensure Attitude to Study is never RED or YELLOW

complete the WQSB Field Trip Policy (note that you will not be permitted to smoke or consume alcohol at any point during the trip, nor are you allowed to purchase any weapons/replica weapons)

Please be aware that if a student does not follow the above guidelines, they may incur late fees, be given detentions at lunch, lose free time during the trip or lose their eligibility for the trip entirely. If this occurs, all submitted documentation will be returned to them and refunds will be issued according EF’s Booking Conditions. If serious problems occur on the trip, the student may be sent home at their own expense.

INNAPPROPRIATE BEHAVIOUR WILL NOT BE TOLERATED BEFORE OR DURING THIS TRIP. IF

THIS MAY BE A PROBLEM FOR YOU, DO NOT SIGN UP.

I have read, understood and agree to adhere to the above guidelines. I also understand that if the above guidelines are not followed, I may not be allowed on the trip, may lose any/all fees paid and/or may be sent home directly from Europe.

Student Name (print clearly): ___________________________________

Student Signature: ___________________________________

Parent Name (print clearly): ___________________________________

Parent Signature: ___________________________________

Date: ___________________________________

WQSB Field Trip Policy

WQSB EXTENDED FIELD TRIP RULES OF CONDUCT AGREEMENT FOR

STUDENTS Travel Within and Outside of Canada

1. The use of alcoholic beverages, marijuana, or chemical or controlled substances is prohibited; 2. Possession or carrying of knives, firearms, or any other weapon is prohibited; 3. Hitchhiking and the rental or driving of motorized vehicles (for example, motorbikes or snowmobiles) is prohibited; 4. No recreational swimming is allowed as part of the field trip experience unless there are appropriate trained staff,

certified in life-saving, on duty and additional staff available to assist in supervision of the activity; 5. Students will be allowed to use recreational watercraft (i.e. Rowboats, canoes, jet skis, etc.) only when there is

confirmation that the owner/operator of the watercraft carries the required insurance to protect WQSB staff and students. For all other circumstances, students will not be permitted to use these recreational watercrafts. Group charters of commercial watercraft may be permitted provided that the owner/operator of the watercraft carries the required insurance to protect WQSB’s staff and students;

6. Abusive language and/or conduct endangering the health and safety of participants and others is prohibited (for example, swearing and fighting are not allowed);

7. Visitors or group members of the opposite sex are not permitted into each other’s rooms; 8. Any games or activities which involve the exchange of money or other items of value are prohibited (for example,

gambling is prohibited); 9. Smoking is not allowed; 10. In the interests of maintaining good human relations among members of the group and between our school district,

students, parents and our hosts, respect is to be shown for everyone with whom we come in contact. Good manners are expected from everyone;

11. All scheduled activities in the program are obligatory; a. Students are to be punctual; b. A student who is ill or injured must immediately inform his or her chaperone; c. Students are expected to pay careful attention to their health needs, this includes getting enough sleep,

keeping clean, and wearing dry clothing; 12. To ensure a reasonable state of alertness for the following day’s activities, evening curfew hours will be set by the staff

member in charge and strictly observed by all students, including those 18 years of age and older; 13. A “buddy system” will be employed throughout the trip. Participants are expected to know where their “buddies” are at

all times. No student shall leave the group or group’s headquarters at any time during the trip without an authorized chaperone;

14. Students who wish to visit with relatives and/or friends along the way shall meet them where the student field trip group is assembled. Written parent/legal guardian permission will be required, in advance of the trip departure, if a student is allowed to leave the group. At no time shall the student leave the group without an authorized chaperone.

15. The parent/guardian of any student carrying prescribed medication will be required to inform the staff member in charge, in writing in advance of the trip, of the type of medication, instruction for its use, and adverse side effects that could be experienced by the student using the medication;

16. All participants, including those currently enrolled students who are 18 years of age or older, who have elected to join a school sponsored field trip shall adhere to the preceding rules and any other rules introduced out of necessity during the course of the trip.

17. Whenever a student is in doubt about what to do, he/she is expected to see advice from the staff member in charge or from a chaperone.

18. If there are serious infractions of rules of conduct or violations of the law, a student may be sent home at the parent/guardian’s expense. This decision will be made after the staff member in charge has consulted with the student, the principal, and the student’s parent/guardian. (At all times, on international field trips, participants are to carry a copy of their passports, any necessary medical information, and the emergency phone numbers that parents want called)

I agree to abide by the rules and regulations stated above and to accept other decisions on appropriate behavior made by

the adult(s) in charge of the extended field trip program.

Signature of Student: Date:

I agree to the above rules and regulations which will govern my son’s/daughter’s conduct while on this extended field trip

program, as well as other decisions on appropriate behavior which may be made by the adult(s) in charge of this program.

Signature of Parent/Legal Guardian: Date: