Centre Setup & Arrivals

Overview

This guide provides comprehensive information for the critical pre-program setup period and arrival day procedures. These first days establish the foundation for a successful program. All staff are expected to contribute actively to setup tasks and arrival day operations.

Key objectives:

  • Prepare campus facilities and classrooms for student arrival
  • Complete all administrative and logistical preparations
  • Conduct staff training and briefings
  • Execute a professional, welcoming arrival day experience
  • Make excellent first impressions on students and parents

Pre-Program Setup

The days before students arrive are critical for ensuring a smooth program start. All staff are expected to contribute to setup tasks.

Pre-Arrival Duties Checklist

Campus & Facilities (All Staff)

  • Classroom setup (desks, chairs, boards, projectors)
  • Identify noticeboards for displaying student work
  • Check accommodation rooms are clean and ready
  • Test WiFi and technology in all teaching spaces
  • Locate emergency exits, first aid kits, fire extinguishers

Materials & Resources (Teaching Staff)

  • Print first week's materials and activities
  • Organize flashcards, games, and realia by unit
  • Set up teacher resource area
  • Prepare welcome packets for students
  • Review curriculum and lesson plans for Week 1

Administrative (Coordinators)

  • Finalize class lists and room assignments
  • Print registers and attendance sheets
  • Prepare welcome signage and name tags
  • Confirm excursion bookings and transport
  • Set up emergency contact lists

Training & Briefings (All Staff)

  • Attend pre-program staff training sessions
  • Review safeguarding policies and procedures
  • Walk through campus to learn layout
  • Practice emergency procedures
  • Review student medical information and dietary requirements

Pre-Program Timeline

šŸ“ [CUSTOMIZE: Adjust timeline for your program]

3 Days Before Students Arrive (February 6th):

  • All staff arrive and settle into accommodation
  • Full day of training (safeguarding, program overview, expectations)
  • Campus orientation tour
  • Team dinner and social time

2 Days Before (February 7th):

  • Classroom setup and materials preparation
  • Finalize lesson plans for Week 1
  • Practice presentations and activities
  • Review student information

1 Day Before (February 8th):

  • Final briefing and role assignments for arrival day
  • Welcome area setup
  • Last-minute prep and questions
  • Some early student arrivals may occur

Staff Arrivals

Program Director (Sean):

  • On-site well in advance
  • Oversees all setup operations
  • Coordinates with local campus staff

Teachers and Volunteers:

  • Arrive February 6-7 for setup
  • Report directly to Academic Coordinator upon arrival
  • Attend all training sessions

Campus & Classroom Setup

Physical classroom preparation:

  • Arrange desks in U-shape or clusters for communication
  • Test all technology (projectors, IWBs, speakers)
  • Set up teacher resource station with materials
  • Create welcoming visual environment (posters, welcome signs)
  • Prepare bulletin boards for student work display
  • Ensure adequate lighting and ventilation
  • Check markers, erasers, and basic supplies

Technology verification:

  • WiFi connectivity in all teaching spaces
  • Projector functionality and connection to devices
  • Audio equipment for videos and music
  • Charging stations for devices
  • Backup plans for technology failures

Accommodation checks:

  • All student rooms clean and ready
  • Beds made with fresh linens
  • Adequate heating/cooling
  • Bathroom facilities functional
  • Room assignments finalized and posted

Materials Organization

Create organized systems for:

  • Daily lesson materials (filed by week and day)
  • Flashcards and visual aids (by topic/unit)
  • Games and activities (easily accessible)
  • Art supplies and craft materials
  • Student workbooks and handouts
  • Teacher resources and reference materials

Printing priorities:

  • Week 1 complete lesson materials
  • Welcome packets and orientation materials
  • Registers and attendance sheets
  • Name tags and signage
  • Emergency contact lists
  • Campus maps for staff

Training Sessions

Day 1 Training (Full Day - February 6th):

Morning Session (9:00 AM - 12:00 PM):

  • Welcome and introductions
  • Program overview and objectives
  • Role clarification and expectations
  • Team-building activities

Afternoon Session (2:00 PM - 5:00 PM):

  • Safeguarding training (critical - all staff attend)
  • Emergency procedures and protocols
  • Campus orientation walk-through
  • Review of student medical information

Evening (6:00 PM onwards):

  • Team dinner and social time
  • Build team cohesion before students arrive

Day 2 Training (February 7th - Practical Preparation):

Morning:

  • Classroom setup completion
  • Lesson planning finalization
  • Practice teaching activities
  • Volunteer briefings on classroom support roles

Afternoon:

  • Review arrival day procedures and roles
  • Practice placement testing procedures
  • Rehearse opening ceremony elements
  • Final questions and clarifications

Campus Orientation

All staff must know:

  • Location of all classrooms and teaching spaces
  • Dining hall and meal service areas
  • Student accommodation buildings
  • Staff accommodation and break rooms
  • First aid stations and emergency equipment
  • Emergency exits and assembly points
  • Bathroom facilities
  • Outdoor activity areas
  • Restricted areas

Safety walk-through:

  • Identify potential hazards
  • Locate fire extinguishers and first aid kits
  • Note emergency phone locations
  • Practice emergency evacuation routes
  • Identify safe outdoor spaces
  • Understand campus boundaries for student movement

Arrival Day Procedures

Arrival Day sets the tone for the entire program. First impressions matter enormously - especially because parents attend opening ceremony.

Arrival Window

Sunday, February 8th: Some students arrive
Monday, February 9th morning: Remaining students arrive

Students coming from different areas of China = staggered arrivals throughout the window.

Staff Preparation - Day of Arrival

Morning (8:00 AM):

  • All staff on site and in assigned roles
  • Final check of welcome area setup
  • Review roles and procedures one last time
  • Confirm registers and materials ready

Staff role assignments:

  • Welcome desk: Check-in and registration
  • Room allocation: Guide students to accommodation
  • Medical/dietary: Collect final medical forms and dietary information
  • Luggage assistance: Help with bags and settling in
  • Floaters: Respond to unexpected needs and questions

Student & Parent Welcome

Welcome area setup:

  • Clear signage in English and Chinese
  • Registration desk with class lists and paperwork
  • Welcome packets ready to distribute
  • Refreshments available (water, snacks)
  • Comfortable seating for waiting families
  • Program information display

Check-in procedure (per student):

  1. Register student arrival (mark attendance)
  2. Collect any outstanding medical/emergency forms
  3. Confirm dietary requirements
  4. Issue welcome packet (program schedule, campus map, name tag)
  5. Assign accommodation room (if residential)
  6. Guide to room with luggage assistance
  7. Allow settling-in time

Tone: Professional, warm, organized, efficient

What parents observe:

  • Staff organization and professionalism
  • Friendly, welcoming atmosphere
  • Clear communication and information
  • Safe, clean, modern facilities
  • Their children being warmly greeted

Opening Ceremony

CRITICAL: Parents attend the opening ceremony and introduction games. This is make-or-break for first impressions.

Timing: šŸ“ [TBC: Exact timing - likely late morning Monday, February 9th]

What parents see:

  • Professional, organized, enthusiastic team
  • Clear program structure and expectations
  • Their children being welcomed and engaged
  • Safe, modern facilities

What parents need to feel:

  • Their significant investment is worthwhile
  • Their children are in good hands
  • This program will deliver on its promises
  • Communication will be clear and regular

Ceremony elements šŸ“ [TBC: Exact format and timing]:

  • Welcome address (Sean - Program Director)

    • Thank parents for trust
    • Overview of program philosophy
    • Introduction of key staff
    • Clear communication channels

  • Staff introductions (make it engaging, not just names)

    • Each teacher introduces themselves memorably
    • Show personality and warmth
    • Build rapport with students

  • Program overview (what to expect)

    • Daily schedule and structure
    • SDG curriculum approach
    • Excursions and special events
    • Presentation and assessment information

  • Introduction games/ice-breakers (parents watch children participate)

    • Fun, inclusive activities
    • Students begin meeting each other
    • Demonstrate teaching style and approach
    • Show children enjoying themselves

  • Campus tour or orientation

    • Show facilities and teaching spaces
    • Highlight safety features
    • Answer questions

  • Q&A session (parents and students)

    • Address parent concerns
    • Clarify logistics and expectations
    • Build confidence and trust

Tone: Confident, warm, professional, exciting

Staff presentation:

  • Professional dress
  • High energy and enthusiasm
  • Clear, confident communication
  • Organized and coordinated
  • Demonstrate program values (communication, engagement, fun)

Parent Departure

After ceremony:

  • Parents say goodbye to children
  • Staff available for final questions
  • Reassure anxious students
  • Facilitate smooth transition

Parent communication going forward:

  • Clear contact protocols
  • Photo/video sharing system explained
  • Emergency contact procedures confirmed
  • Next parent communication scheduled

Day 1 Afternoon: Testing & Class Formation

After parents depart, afternoon focuses on placement and ice-breaking:

12:00 PM - 2:00 PM: Lunch

  • First meal together
  • Opportunity for students to socialize
  • Staff supervision and engagement

2:00 PM - 4:00 PM: Placement Testing

"All hands on deck" - every staff member has a role:

Test components:

  1. Initial grouping by age (provisional)

    • Separate students into age bands: 6-8, 9-10, 11-12, 13-15
    • Each group to separate testing space

  2. Writing test

    • Prompt appropriate for age group
    • 15-20 minutes
    • Assesses written fluency and accuracy

  3. Multiple choice grammar test

    • Age-appropriate versions
    • Auto-marked for speed
    • 20-30 questions
    • 15 minutes

Staffing needs:

  • Test proctors (monitoring each age group)
  • Immediate marking team (scoring tests quickly)
  • Data entry (recording scores)
  • Student supervision (keeping non-testing students engaged)

Class Formation:

  • Priority 1: Age grouping (6-8, 9-10, 11-12, 13-15)
  • Priority 2: Level within age band
  • Constraint: Maximum 3-year age spread per class
  • Target: ~20 students per class, 4 classes total

Timeline: Tests scored, classes formed, students informed before dinner (by 6:00 PM).

4:00 PM - 6:00 PM: Ice-breaker Activities

While tests are being marked, students participate in:

  • Generic ice-breaker activities (all ages together or by age group)
  • Name games and getting-to-know-you activities
  • Campus orientation and scavenger hunt
  • Low-stakes, high-fun atmosphere
  • Building community and friendships

Staff roles:

  • Facilitate activities
  • Learn student names
  • Observe student personalities and dynamics
  • Begin building relationships

6:00 PM - 7:00 PM: Dinner

  • Classes announced during dinner
  • Students excited to meet their teacher
  • Anticipation building for GTKY class

Day 1 Evening: GTKY Class

7:00 PM - 8:30 PM: First "class" session

Students meet their teacher and classmates in their assigned classroom.

This is NOT a formal lesson - this is relationship building:

Suggested structure:

  1. Teacher introduction (make it memorable - 5-10 minutes)

    • Personal story
    • Why you love teaching
    • What you're excited about for this program
    • Fun facts about yourself

  2. Student introductions (20-30 minutes)

    • Name games to help everyone learn names
    • Pair/share activities
    • Find someone who... (bingo-style mixer)

  3. Class expectations and routines (10 minutes)

    • How this class will work
    • English use expectations
    • Classroom agreements (co-created)

  4. Fun activity (20-30 minutes)

    • Team-building game
    • Collaborative challenge
    • Something that gets them laughing and working together

  5. Preview of tomorrow (5-10 minutes)

    • What to expect in first real lesson
    • Build excitement
    • Answer questions

Purpose: Students leave feeling:

  • Comfortable with their teacher
  • Connected to classmates
  • Excited about the program
  • Ready for Day 2 lessons

After GTKY (8:30 PM onwards):

  • Room time and settling in
  • Bathroom routines
  • Lights out (residential students)
  • Staff debrief and Day 2 prep

The Count Procedures for Arrival Day

Arrival Day requires extra vigilance as students are new and unfamiliar with procedures.

Critical Count moments:

  • Upon arrival and check-in (registration desk)
  • Before opening ceremony begins
  • Before lunch
  • After lunch
  • Before placement testing
  • After testing
  • Before dinner
  • After dinner
  • Before GTKY class
  • At bedtime (room checks)

Procedure:

  • Visual confirmation (see each student)
  • Mark register
  • Report to coordinator
  • Double-check if any discrepancies
  • Never assume - if uncertain, count again

Arrival Day challenges:

  • Students still arriving throughout day
  • Parents present (distraction)
  • Multiple simultaneous activities
  • New students unfamiliar with staff

Solutions:

  • Assign dedicated Count coordinator
  • Clear communication via WhatsApp/radio
  • Updated registers as students arrive
  • Patience and thoroughness

First Impressions Checklist

For students:

  • Warm, personal welcome
  • Clear information about what's happening next
  • Friendly, approachable staff
  • Exciting, engaging activities
  • Feeling safe and comfortable
  • Making new friends

For parents:

  • Professional, organized arrival process
  • Confident, competent staff
  • Clear communication about program
  • Safe, appropriate facilities
  • Reassurance their children are in good hands
  • Confidence in the investment they've made

For staff:

  • Clear roles and responsibilities
  • Smooth, coordinated operations
  • Team working well together
  • Successfully managing logistics
  • Building relationships with students
  • Ready for Day 2 teaching

Troubleshooting Common Arrival Day Issues

Late arrivals:

  • Have welcome packet ready
  • Quick individual orientation
  • Assign buddy student to help them settle
  • Catch up on missed information

Lost luggage:

  • Contact airline/transport immediately
  • Arrange emergency supplies
  • Keep student calm and reassured
  • Update parents

Student refusing to stay (homesickness/fear):

  • Program Director handles parent communication
  • Don't force separation
  • Allow gradual transition if possible
  • Provide extra support and reassurance
  • Monitor closely in first days

Medical information missing/incomplete:

  • Contact parents immediately
  • Don't allow participation in activities until confirmed
  • Hold student in safe area with supervision
  • Document everything

Behavioral issues (acting out due to stress):

  • Recognize it's stress-related
  • Provide calm, firm boundaries
  • Don't escalate
  • Give student space to settle
  • Monitor in coming days

Technology failures:

  • Have backup plans for all activities
  • Low-tech alternatives ready
  • Don't panic - students won't know difference
  • Fix issues before Day 2

Staff Wellbeing on Arrival Day

Arrival Day is intense. Look after yourself and each other:

Before:

  • Good night's sleep
  • Proper breakfast
  • Review your role clearly
  • Deep breath - you've got this

During:

  • Stay hydrated
  • Take micro-breaks when possible
  • Support colleagues
  • Ask for help if overwhelmed
  • Keep sense of humor

After:

  • Evening debrief with team
  • Celebrate what went well
  • Address any issues calmly
  • Rest and prepare for Day 2
  • You survived the hardest day!

Day 2 Transition

Day 2 is the first "normal" teaching day.

Morning briefing (8:15 AM):

  • Reflect on Day 1 successes and challenges
  • Address any student issues
  • Confirm Day 2 schedule
  • Materials check
  • Final questions before first lesson

First lesson tips:

  • Review student names (use name games again)
  • Establish routines and procedures
  • Start with engaging hook activity
  • Set academic expectations
  • Begin actual curriculum content
  • Be patient - students still settling

Related Induction Guides

TIME SPECIFIC

STAFF SPECIFIC

  • Teachers - Teaching methodology and classroom management
  • Volunteers - Volunteer roles and responsibilities

For questions about setup or arrival procedures, contact the Program Director or Academic Coordinator.