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Guide to Comenius

Individual Pupil Mobility



2011 Guide to Comenius

Individual Pupil Mobility



Guide to Comenius Individual Pupil Mobility

    Table of Contents/Structure for the on-line presentation of documents


Section 1. General information on Comenius Individual Pupil Mobility action

Section 2. Roles and responsibilities

Section 3. Indicative Deadlines

Section 4. Guidance for sending schools:

    ; Checklist for sending schools

    ; Guidance for sending schools on selecting pupils

    Section 5. Guidance for pupils and their parents/guardians:

    ; Tips for participating pupils

Section 6. Guidance for host schools:

    ; Checklist for host schools

    ; Guidance for mentors

    ; Guidance for host schools on selecting host families

Section 7. Guidance for host families:

    ; Tips for host families

Section 8. Guidance for sending schools and host schools on the learning agreement

    ; Guidance for schools on the learning agreement

Section 9. Guidance on crisis management

    ; Crisis management

    ; Insurance for Comenius pupils

    ; Country guide

Section 10. Templates to fill in:

    ; Learning agreement (sending school, host school)

    ; Report on the learning agreement (host school)

    ; Crisis action plan (sending school, host school)

    ; Rules of conduct (sending school, host school)

    ; Pupil application form (pupil, parents/guardians)

    ; Health form Part 1 and Part 2 (doctor, parents/guardians, pupil)

    ; Parental/Guardian consent form (parents/guardians, pupil)

    ; Host family information form (host family)

    ; Host family charter (host family)

    ; Request for payment (host school)

    ; Confirmation of payment received by host school (host school)



    The Comenius Individual Pupil mobility is a European initiative allowing secondary school pupils to spend between 3 and 10 months in a host school abroad. The action aims to develop their understanding of the diversity of European cultures and languages and to help them acquire competences necessary for their personal development. It also aims to strengthen the cooperation between participating schools and to enable them to recognise the studies undertaken at the partner school abroad.

    This Guide is designed to help the schools, teachers, pupils, parents and host families involved to ensure a successful learning experience and the pupils well-being during their stay abroad.

Content of the Guide

    This guide provides practical information for participants and is organised according to the different needs and interests of all those involved.

    Section 1 gives an overview of Comenius Individual Pupil Mobility.

    Section 2 clarifies the roles and responsibilities of those involved.

    Section 3 sets up the indicative deadlines to be met.

    Section 4 is aimed at schools sending pupils on a Comenius mobility. It contains a checklist on how to manage the action at school level and use the documentation. It also gives guidance on how to select pupils.

    Section 5 gives advice to pupils taking part and specifies which documents they and their parents/guardians have to read and sign.

    Section 6 is aimed at host schools. It contains a checklist on how to manage the action at school level and use the documentation. It also gives guidance for mentors and instructions on how to select host families.

    Section 7 gives advice to host families taking part and specifies which documents they have to read and sign.

    Section 8 focuses on how to set up and apply a learning agreement between the sending and the host school.

    Section 9 provides guidelines on how to manage a crisis and deal with the insurance procedures. Section 10 contains all templates that need to be filled in.

    All documentation is available in English on the Europa website. Other language versions are available on the National Agencies websites.


Section 1: General information on Comenius

    Individual Pupil Mobility

    Individual Pupil Mobility is one of the actions of the Comenius programme, which focuses on school 1education. Comenius is a part of the Lifelong Learning Programme.

Who can apply?

    Secondary schools that are located in the countries listed below can apply for grants for organising Individual Pupil Mobility. These schools must be or must have been involved in a Comenius School Partnership. Future participants, selected by the schools, need to be pupils aged at least 14 and 2enrolled full-time in an eligible school.

Which countries?

    In the school year 2011-12, the following countries will participate: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Italy, Latvia, Liechtenstein, Luxembourg, Norway, Poland, Slovakia, Slovenia, Spain, Sweden.

How to apply?

    Sending schools apply for funding from the National Agency in their country. The National Agency also

    provides the application forms and detailed information on the application procedure. All the relevant administrative information on the action, including the level of funding, can be found in the Lifelong

    Learning Programme Guide published every year together with the general call for proposals.

What does the funding cover?

    The grant is paid to the sending schools by their National Agency. The sending school is responsible for managing and distributing the funds. The grant will contribute to the following costs:

    ; Administrative costs incurred by the sending school

    ; Cost of linguistic preparation of the pupil

    ; Administrative costs incurred by the host school, including costs for mentoring

    ; One return journey for the pupil (domestic travel included)

    ; A monthly allowance for the pupil

    Costs related to compulsory training for pupils and teachers will be paid directly by the National Agency.

    During their stay abroad, pupils are covered by a Comenius Group Insurance Plan provided by AXA on behalf of the European Commission.

     1 Decision No 1720/2006/EC of the European Parliament and of the Council of 15 November 2006 establishing an action programme in the field of lifelong learning. 2 The relevant NA can provide more information on which are the eligible schools and the age limit of participating pupils in each country.


Section 2: Roles and responsibilities

The sending school

; Nominates a contact teacher

    ; Ensures that the contact teacher has all the necessary means (resources and help from

    colleagues) to support the pupil’s mobility in the best possible way

The contact teacher, in collaboration with his/her colleagues, will:

    o Carry out the selection of suitable pupils

    o Together with the host school, establish a Learning agreement, a Crisis action plan and Rules

    of conduct

    o Arrange the pupil’s travel to the host country and back

    o Prepare the pupil for the mobility

    o Attend the training for sending schools organised by the National Agency o Act as the link between the sending school and the sending National Agency, the host school,

    the pupil and his/her parents/guardians (including passing on information and documents) o Treat all the personal data received in the framework of this action as confidential o Transfer the monthly allowance to the pupil/pupil’s parents

    o Transfer the lump sum contribution to the host school

    o Communicate regularly with the mentor in the host school

    o Provide support to the pupil to help reintegration into the home community o Send the final report to the National Agency

    o After the acceptance of the final report, transfer the balance of the grant to the pupils (or

    parents) or reimburse the National Agency

The host school

    ; Nominates a mentor/s and a contact teacher (can be the same as the mentor; he/she should

    be responsible for the Learning agreement and other school-related tasks)

    ; Provides the mentor/s and the contact teacher (if applicable) with all the necessary means

    (resources and help from colleagues) to facilitate the integration and follow-up of the

    Comenius pupil


     The mentor, in collaboration with his/her colleagues, will:

    o Identify and select host families (including visits to the potential families) o Identify a contact teacher (can be the same as the mentor; responsible for the Learning

    agreement and other school-related tasks)

    o Prepare and sign the learning agreement together with the sending school and the pupil o Together with the sending school, establish Rules of conduct and a Crisis action plan

    o Be aware of child protection issues

    o Establish contact with the host family before the pupil arrives

    o Provide the host family with necessary information, contacts and documentation (about the

    action, child protection issues, crisis management, insurance)

    o Attend the training for host schools organised by the National Agency

    o Act as the link between the host school and the hosting National Agency, the sending school,

    the pupil and his/her host family and, if necessary, parents/guardians (including passing on

    information and documents)

    o Treat all the personal data received in the framework of this action as confidential o Arrange domestic travels to accompany the pupil on arrival and on departure o Introduce the pupil in the school and help him/her adjust to the new school system o Support the pupil throughout the stay and be easily reachable by the pupil and the host family o Take the decision to change the host family if necessary

    o Maintain records of host family details and keep the National Agency informed of any changes o Offer language learning opportunities for the pupil, if applicable

    o Contact the insurance company where necessary

    o Contact parents/legal guardians/contact teacher at sending school if necessary (in emergency) o Refer to the National Agency for advice and counselling

    o In very urgent cases decide to terminate the pupils stay (after agreement with the hosting

    National Agency)

    o Have available for cases of emergency: signed Pupil application form, original signed

    Parental/Guardian consent form, signed Host family charter, the copy of the Comenius Group

    Insurance Plan certificate and ID card with contact details to the insurance and assistance

    companies (the original stays with the pupil), Insurance guide for Comenius pupils, copy of the

    pupils European Health Insurance Card. He/she should also have the translations of the

    forms into the local language. He/she should check that the pupil has brought a completed

    Health form in a sealed envelope. All personal data received in the framework of this action

    are to be kept confidential.

    o Carry out the end-of-stay evaluation of the pupils stay

    o Assist the sending school with any follow-up or evaluation


    The host family

    The host family will:

    ; Agree that every adult member living in the family have a criminal record check prior to the

    decision on the selection of the host family

    ; Make sure that all the family members fully understand their rights and responsibilities as a

    host family (set up in the Host family charter)

    ; Sign the Host family charter

    ; Provide suitable accommodation and food

    ; Ensure that suitable means of transport are available for the pupil to go to school ; Exercise parental supervision of the pupil

    ; Ease the pupils transition and possible culture shock

    ; Familiarise themselves with child protection requirements and abide by them ; Read about the risks and emergency procedures set out in the Crisis management document

    and the Crisis action plan

    ; Communicate with the mentor/host school in case of problems

    ; Have the following documents for cases of emergency: copy of signed Parental/Guardian

    consent form, copy of signed Host family charter, copy of signed Pupil application form, the

    copy of the Comenius Group Insurance Plan certificate and ID card with contact details to the

    insurance and assistance companies (the original stays with the pupil), Insurance guide for

    Comenius pupils, copy of the pupils European Health Insurance Card. The family should also

    have the translations of the forms into the local language. They should check that the pupil

    has brought a completed Health form in a sealed envelope. All personal data received under

    this action be kept confidential.

    The pupil

    The pupil will:

    ; At the application stage, provide all necessary information (no omissions) which might be

    relevant for a long stay abroad (Pupil application form, Health form)

    ; Prepare for the stay abroad (linguistic preparation if necessary, participation in training events


    ; Prepare and sign the learning agreement with the sending and the host school ; Get to know possible risks and emergency procedures (Crisis management)

    ; Get to know the laws concerning minors in the host country and abide by them (Country guide)

    ; Sign the Parental/Guardian consent form and follow the rules of conduct established by the

    Parental/Guardian consent form and also those agreed by the two schools


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