Administrative​ ​Procedure​ ​303

STUDENT​ ​EXCHANGE Background The​ ​district​ ​recognizes​ ​the​ ​importance​ ​and​ ​benefits​ ​of​ ​providing​ ​students​ ​with​ ​exchange opportunities,​ ​and​ ​supports​ ​the​ ​Alberta​ ​Education​ ​perspective​ ​that​ ​they​ ​contribute​ ​to​ ​a​ ​student’s educational​ ​experiences,​ ​personal​ ​growth,​ ​and​ ​development​ ​of​ ​higher​ ​level​ ​thinking​ ​skills, cultural​ ​awareness​ ​and​ ​global​ ​perspectives. Recognizing​ ​these​ ​benefits​ ​of​ ​student​ ​exchanges,​ ​the​ ​district​ ​facilitates​ ​opportunities​ ​for​ ​its students​ ​to​ ​enhance​ ​second-language​ ​learning​ ​and​ ​enrich​ ​cultural​ ​experiences​ ​for: ● ● ●

District​ ​students​ ​to​ ​experience​ ​a​ ​different​ ​cultural​ ​milieu; International​ ​students​ ​to​ ​access​ ​education​ ​for​ ​a​ ​specified​ ​period​ ​of​ ​time​ ​in​ ​Alberta;​ ​and Canadian​ ​students​ ​from​ ​other​ ​provinces​ ​to​ ​experience​ ​a​ ​part​ ​of​ ​their​ ​education​ ​in Alberta.

Exchanges​ ​take​ ​place​ ​when​ ​a​ ​student​ ​registered​ ​with​ ​the​ ​district​ ​attends​ ​an​ ​exchange​ ​school (outgoing​ ​student)​ ​and​ ​the​ ​exchange​ ​student​ ​attends​ ​a​ ​district​ ​high​ ​school​ ​(incoming​ ​student). Both​ ​students​ ​benefit​ ​from​ ​these​ ​reciprocal​ ​exchanges.​ ​When​ ​students​ ​are​ ​involved​ ​in exchanges,​ ​they​ ​may​ ​simply​ ​change​ ​places​ ​for​ ​a​ ​period​ ​of​ ​time​ ​with​ ​each​ ​student​ ​hosted​ ​in​ ​the exchange​ ​school.​ ​In​ ​other​ ​cases,​ ​both​ ​students​ ​may​ ​be​ ​in​ ​the​ ​host​ ​school​ ​at​ ​the​ ​same​ ​time. Procedures 1. The​ ​district​ ​supports​ ​reciprocal​ ​exchange​ ​opportunities​ ​for​ ​both​ ​international​ ​students​ ​and for​ ​students​ ​from​ ​other​ ​Canadian​ ​provinces.​ ​In​ ​accordance​ ​with​ ​Alberta​ ​government​ ​policies, Alberta​ ​Education​ ​has​ ​established​ ​interprovincial​ ​agreements,​ ​as​ ​well​ ​as​ ​international agreements​ ​with​ ​Germany,​ ​Spain,​ ​Japan​ ​and​ ​Mexico. 2. Exchanges​ ​are​ ​limited​ ​to​ ​high​ ​school​ ​students​ ​only. 3. The​ ​district,​ ​Alberta​ ​Education​ ​or​ ​an​ ​approved​ ​non-profit​ ​exchange​ ​organization​ ​may organize​ ​reciprocal​ ​student​ ​exchanges​ ​that​ ​last​ ​for​ ​a​ ​maximum​ ​of​ ​one​ ​year. 4. Prior​ ​to​ ​circulating​ ​specific​ ​information,​ ​making​ ​presentations​ ​and/or​ ​posting​ ​flyers​ ​related​ ​to student​ ​exchanges,​ ​the​ ​principal​ ​must​ ​ensure​ ​the​ ​organization​ ​has​ ​permission​ ​from​ ​the district​ ​to​ ​do​ ​so. 5. Working​ ​through​ ​the​ ​international​ ​student​ ​education​ ​program​ ​office,​ ​the​ ​district​ ​will​ ​make​ ​the final​ ​decision​ ​whether​ ​or​ ​not​ ​to​ ​accept​ ​a​ ​student​ ​who​ ​has​ ​applied​ ​to​ ​study​ ​within​ ​the​ ​district. Prior​ ​to​ ​approval,​ ​the​ ​principal​ ​of​ ​the​ ​host​ ​school,​ ​in​ ​conjunction​ ​with​ ​the​ ​district​ ​international student​ ​education​ ​program​ ​office,​ ​determines​ ​that​ ​the​ ​exchange​ ​is​ ​compatible​ ​with​ ​the Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

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educational​ ​goals​ ​and​ ​resources​ ​of​ ​the​ ​school​ ​and​ ​the​ ​district.​ ​International​ ​students​ ​coming to​ ​Calgary​ ​must​ ​obtain​ ​a​ ​study​ ​visa​ ​if​ ​they​ ​plan​ ​to​ ​study​ ​in​ ​Canada​ ​for​ ​more​ ​than​ ​six​ ​months. 6. In​ ​making​ ​the​ ​decision​ ​for​ ​a​ ​student​ ​to​ ​study​ ​outside​ ​the​ ​district,​ ​one​ ​of​ ​the​ ​criteria​ ​will​ ​be that​ ​“interested​ ​applicants​ ​should​ ​be​ ​mature,​ ​committed,​ ​motivated,​ ​adaptable​ ​and​ ​serious students​ ​who​ ​would​ ​be​ ​excellent​ ​ambassadors​ ​for​ ​their​ ​schools,​ ​jurisdictions​ ​and​ ​the province​ ​of​ ​Alberta”​ ​(Student​ ​Exchange​ ​Bulletin​ ​3.4.3).​ ​It​ ​is​ ​the​ ​responsibility​ ​of​ ​the​ ​parents and​ ​the​ ​organization​ ​to​ ​determine​ ​whether​ ​or​ ​not​ ​the​ ​student​ ​is​ ​a​ ​suitable​ ​candidate​ ​for exchange. 7. Students​ ​may​ ​participate​ ​in​ ​a​ ​student​ ​exchange​ ​once​ ​the​ ​district​ ​has​ ​approved​ ​the​ ​exchange in​ ​writing. 8. Responsibilities​ ​of​ ​the​ ​exchange​ ​organization: It​ ​is​ ​the​ ​responsibility​ ​of​ ​the​ ​exchange​ ​organization​ ​to​ ​become​ ​aware​ ​of​ ​and​ ​operate​ ​within the​ ​parameters​ ​of​ ​the​ ​district’s​ ​administrative​ ​procedures​ ​and​ ​expectations.​ ​In​ ​addition,​ ​the organization​ ​must: 8.1

Establish​ ​and​ ​maintain​ ​ongoing​ ​communication​ ​with​ ​the​ ​district’s​ ​international​ ​student education​ ​program​ ​office​ ​before​ ​promoting​ ​and​ ​advertising​ ​student​ ​exchanges​ ​within the​ ​district;

8.2

Undertake​ ​reasonable​ ​efforts​ ​to​ ​ensure​ ​that​ ​the​ ​students​ ​and​ ​their​ ​parents​ ​have​ ​a​ ​clear understanding​ ​of​ ​the​ ​expectations​ ​for​ ​attendance,​ ​behaviour​ ​and​ ​engagement​ ​within the​ ​district​ ​schools;

8.3

Inform​ ​the​ ​parents​ ​that​ ​the​ ​district​ ​is​ ​faith​ ​based​ ​and​ ​the​ ​student’s​ ​full​ ​participation​ ​in​ ​all aspects​ ​of​ ​school​ ​life,​ ​including​ ​the​ ​Religious​ ​Education​ ​program,​ ​is​ ​required;

8.4

Arrange​ ​for​ ​homestays​ ​for​ ​the​ ​students;

8.5

Require​ ​appropriate​ ​medical,​ ​accident​ ​and​ ​insurance​ ​coverage​ ​for​ ​the​ ​duration​ ​of​ ​the exchange;

8.6

Assist​ ​with​ ​other​ ​details​ ​related​ ​to​ ​travel​ ​and​ ​cultural​ ​experiences;

8.7

Ensure​ ​the​ ​exchange​ ​student’s​ ​custodian​ ​is​ ​aware​ ​of​ ​their​ ​responsibility​ ​to​ ​attend​ ​the intake​ ​interview​ ​at​ ​the​ ​Reception​ ​Centre;​ ​and

8.8

Ensure​ ​the​ ​incoming​ ​and​ ​outgoing​ ​students​ ​have​ ​the​ ​appropriate​ ​study​ ​visas.

9. District​ ​responsibilities: The​ ​district​ ​will​ ​promote​ ​and​ ​support​ ​the​ ​exchange​ ​programs​ ​in​ ​collaboration​ ​with​ ​the district’s​ ​communication​ ​team​ ​and​ ​school​ ​based​ ​administrators.​ ​In​ ​addition,​ ​the​ ​district’s International​ ​Student​ ​Education​ ​Program​ ​office​ ​will: 9.1

Review​ ​requests​ ​from​ ​exchange​ ​organizations,​ ​schools​ ​or​ ​individuals​ ​who​ ​wish​ ​to​ ​offer an​ ​exchange​ ​opportunity​ ​to​ ​district​ ​schools;

9.2

Accept​ ​the​ ​application​ ​of​ ​the​ ​student​ ​desiring​ ​to​ ​participate​ ​in​ ​an​ ​exchange​ ​program;

9.3

Provide​ ​a​ ​letter​ ​of​ ​acceptance​ ​for​ ​the​ ​student​ ​to​ ​the​ ​exchange​ ​organization;

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9.4

Submit​ ​the​ ​appropriate​ ​forms​ ​to​ ​Alberta​ ​Education​ ​for​ ​funding​ ​purposes;

9.5

Identify​ ​a​ ​lead​ ​contact​ ​at​ ​the​ ​school;

9.6

Maintain​ ​communication​ ​with​ ​the​ ​non-profit​ ​organization​ ​that​ ​offers​ ​student​ ​exchange programs;​ ​and

9.7

Facilitate​ ​the​ ​booking​ ​of​ ​the​ ​required​ ​intake​ ​appointment​ ​at​ ​the​ ​district​ ​Reception Centre; Whenever​ ​possible,​ ​and​ ​within​ ​the​ ​limits​ ​of​ ​the​ ​district’s​ ​resources,​ ​the​ ​following support​ ​systems​ ​will​ ​be​ ​provided​ ​for​ ​exchange​ ​students.

9.8

An​ ​appropriate​ ​program​ ​that​ ​reflects​ ​the​ ​goals​ ​of​ ​the​ ​exchange;

9.9

ESL​ ​support​ ​as​ ​required.

10. School​ ​responsibilities: All​ ​school​ ​staff​ ​involved​ ​in​ ​student​ ​exchanges​ ​must​ ​become​ ​aware​ ​of​ ​the​ ​Alberta​ ​Education documents​ ​and​ ​the​ ​District​ ​Administrative​ ​Procedure​ ​that​ ​governs​ ​and​ ​supports​ ​exchange programs.​ ​Principals​ ​must​ ​ensure​ ​that​ ​all​ ​exchange​ ​students​ ​are​ ​working​ ​with​ ​a​ ​district approved​ ​organization.​ ​In​ ​cases​ ​where​ ​an​ ​exchange​ ​student​ ​arrives​ ​at​ ​a​ ​school​ ​without​ ​prior knowledge​ ​of​ ​the​ ​district,​ ​the​ ​parents​ ​must​ ​be​ ​directed​ ​to​ ​contact​ ​the​ ​International​ ​Student Education​ ​Program​ ​office.​ ​Principals​ ​may​ ​not​ ​register​ ​these​ ​students​ ​prior​ ​to​ ​district​ ​approval through​ ​the​ ​International​ ​Student​ ​Education​ ​Program​ ​office.​ ​In​ ​addition,​ ​principals​ ​must: 10.1 Appropriately​ ​evaluate​ ​the​ ​exchange​ ​students​ ​while​ ​they​ ​are​ ​with​ ​a​ ​district​ ​school; 10.2 Support​ ​and​ ​encourage​ ​full​ ​integration​ ​into​ ​the​ ​school​ ​community; 10.3 Maintain​ ​communication​ ​with​ ​the​ ​student’s​ ​custodian​ ​as​ ​they​ ​would​ ​with​ ​every other​ ​student; 10.4 Contact​ ​the​ ​International​ ​Student​ ​Education​ ​Program​ ​office​ ​to​ ​address​ ​emergent issues​ ​and​ ​concerns​ ​as​ ​early​ ​as​ ​possible;​ ​and 10.5 Complete​ ​the​ ​appropriate​ ​district​ ​reports​ ​as​ ​needed. 11. Exchange​ ​student​ ​responsibilities: 11.1 Exchange​ ​students​ ​are​ ​subject​ ​to​ ​all​ ​Canadian​ ​and​ ​Alberta​ ​laws​ ​as​ ​well​ ​as​ ​district administrative​ ​procedures​ ​and​ ​all​ ​school​ ​rules.​ ​Failure​ ​to​ ​comply​ ​may​ ​result​ ​in appropriate​ ​legal​ ​action​ ​and/or​ ​the​ ​requirement​ ​that​ ​the​ ​student​ ​return​ ​home immediately​ ​at​ ​their​ ​parents’​ ​expense; 11.2 Exchange​ ​students​ ​must​ ​participate​ ​fully​ ​in​ ​the​ ​academic​ ​program,​ ​attend​ ​classes, be​ ​diligent​ ​about​ ​working​ ​on​ ​their​ ​studies​ ​and​ ​participate​ ​fully​ ​in​ ​the​ ​faith component​ ​of​ ​the​ ​host​ ​school; 11.3 Exchange​ ​students​ ​may​ ​be​ ​evaluated​ ​for​ ​assignments​ ​and/or​ ​high​ ​school​ ​credits. Since​ ​the​ ​primary​ ​reasons​ ​for​ ​the​ ​exchange​ ​is​ ​to​ ​experience​ ​cultural​ ​and​ ​language differences,​ ​the​ ​focus​ ​will​ ​be​ ​on​ ​the​ ​experience​ ​rather​ ​than​ ​on​ ​the​ ​accumulation​ ​of credits;

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11.4 School​ ​fees​ ​may​ ​include​ ​textbook​ ​rental,​ ​field​ ​trips,​ ​extracurricular​ ​activities, special​ ​events,​ ​etc.​ ​Due​ ​to​ ​the​ ​exchange​ ​nature​ ​of​ ​these​ ​programs,​ ​tuition​ ​is waived. 12. Principals​ ​are​ ​to​ ​contact​ ​the​ ​International​ ​Student​ ​Education​ ​Program​ ​office​ ​in​ ​regard​ ​to​ ​any concerns,​ ​questions,​ ​or​ ​comments​ ​related​ ​to​ ​involvement​ ​in​ ​exchange​ ​programs. 13. The​ ​district​ ​reserves​ ​the​ ​right​ ​to​ ​terminate​ ​the​ ​exchange​ ​with​ ​appropriate​ ​notification​ ​at​ ​any time​ ​at​ ​no​ ​expense​ ​to​ ​the​ ​district. Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

School​ ​Act​​ ​Section​ ​8,​ ​12,​ ​20,​ ​44,​ ​46,​ ​47,​ ​49,​ ​60,​ ​61,​ ​96,​ ​113,​ ​124,​ ​273 Funding​ ​Manual​ ​for​ ​School​ ​Authorities International​ ​School​ ​Partnership​ ​Bulletin​ ​3.4.1 International​ ​Student​ ​Bulletin​ ​3.4.2 Student​ ​Exchange​ ​Bulletin​ ​3.4.3 Alberta/Quebec​ ​Student​ ​Exchange​ ​Program​ ​Handbook 

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