Planning A Gap Year

This advice is written for the benefit of all parents both UK and NON UK citizens - although we have used mainly UK terminology.

It is useful to discuss your son or daughters potential Gap Year plans or Summer travel plans over the summer holidays between lower and upper sixth (or year 12 and 13), ensuring that when they return in September for the start of their last academic year they have an outline plan which they can describe to their advantage on their UCAS Personal Statement or CV.

We can help provide any information that may support their University application ensuring they give themselves their best possible opportunity whether applying for higher education or employment.

This gives you time as a family to:

•    Discuss the pros and cons of constructive time out (please read Benefits and Employability), how best to fill a year out ensuring they maximise the opportunity.

•    To discuss whether to take a full Gap Year or simply do something constructive over the summer holidays before, during or after higher education, or for those not interested in higher education before they start a job (clearly the skills developed really help their CV and potential recruitment or entry to university or college).

•    Carry out research on the various Gap Year options, which are very varied: back packing with friends, adventure travel (overland trucks), expeditions, sports coaching & qualifications (skiing etc), intern programmes both in UK and overseas (we offer these overseas in medicine, law, teaching/care + sports, journalism/media and business – combined with a volunteering option including conservation and community), paid work, structured voluntary work and so on.

•    Carry out research on the various Gap Year Companies of which there are many! A very good place to start is the Year Out Group. This is an independent organisation set up with Government support in 1999 to promote safe, well-structured Gap Year Programmes.

There are only 37 members and membership criteria is difficult as YOG wish to maintain the highest standards in the industry. Members cannot join until they have been operating for 3 years and then annually are subject to an audit checking amongst others: risk assessments and crisis management plans, client satisfaction feedback, protection of clients funds, insurance etc and ensuring that members are subject to the standards and guidelines described in British Standards BS8848. We strictly abide by their Year Out Groups Code of Conduct.

YOG have some excellent questions for the benefit of potential volunteers and their parents to ask each organisation ensuring you whittle down the list to those that really meet your needs and expectations.

For example some companies like The Leap spend far more overseas than others, offer pre departure briefings, see volunteers off at the airport, have project leaders that are actually living with the volunteers and managing them 24/7 – as opposed to a ‘rep’ based 100’s of miles away (that is clearly a very different level of ‘support’), offer a decent quality of food (3 meals including weekends), accommodation, transport and excellent well researched and needed project work.

Many companies do not include these services or ask people to pay extra on the ground so please thoroughly research exactly what you do receive for your money and then compare whether its value for money.

•    Talk to friends who have sent children overseas with Gap Year companies for referrals and opinions on the service they received. We are very happy to put you in touch with past parents and their sons or daughters so you can ask them what they felt about us.

•    Fully research what they want to do and in which country. Then ask our advice, call or email us – we are here to help, you can also pop in to our office to go through options or come to one of our Open Days run monthly in Bristol. We appreciate it’s not an easy decision getting it right and can be daunting, but we are a small and friendly company with experience stretching back to 1994 so can help guide you to make the right decision.

•    The most popular scenario for those taking a full Gap Year (15 months from the date they leave school to starting at Uni or less if they decide to by pass Uni and get a job) is to get paid work after their exams (we have Fundraising Advice providing tips on how to get work and raise money through fundraising and sponsorship and employment through Wesser) until Christmas (tips are good pre Xmas and presents from friends can include Vouchers as contributions).

Then either some constructive and structured Voluntary work or specific Intern programmes for 6 or 10 weeks leaving early January (avoiding the UK winter – lucky them!) or early April (perhaps after a ski season or just longer raising the funds).

With extendable airline tickets so that they can travel around the region afterwards with friends they have made in a Leap team (or hook up with friends from home to travel with – allowing them to maximise the value of the international airline ticket e.g. if you fly to Kenya but travel overland to Uganda and Tanzania then you have seen 3 countries for the price of 1 flight ticket..:), or in the summer holidays returning back in time for any personal plans.

They have then had:

•   time to work and raise the funds, in itself an important aspect of developing the right skills and a feeling of ownership over their placement, they have earned it (perhaps with some help if they are lucky from friends and family) so they are more likely to understand the value of hard work and will get the most from their experience. Here at The leap we find that gapers who have realised all or most of the funds are more committed to the challenge and make the most of every opportunity.

•   Time to carry out some constructive voluntary work that allows them to have fun and make friends for life (we have ex leapers still going on reunions who travelled with us in 2003 onwards) in a structured and safe environment, do something really positive for others less fortunate than themselves, grow in confidence and maturity, increase their knowledge of the world and different cultures, perhaps learn or improve a language and develop their ‘soft’ skills to enhance their CV.

•   Time to travel, chill out, see some amazing places, meet some fantastic people, really have a break form the treadmill of education allowing people the time to really evaluate the career or subject choices they have made at school and perhaps change their minds/courses before they start their course at Un or college or even their choice of career. We have had loads of past Leapers saying how their time out changed their perceptions and their choices. The last thing anyone wants is for someone to drop out of higher education or a job after a year because they don’t like it and hadn’t really thought it through.

•   Ultimately this is one if not the only time in their lives that they can take such a long period of time off to explore – so make the most of it, don’t waste it – make it count in every way!

•    We find that most people will start booking their Gap Year or summer break 6-8 months prior to departure (some super organised a year in advance – thank you to them polish your halo’s). We have placements running for 6 or 10 weeks from early January, April and September and 6 week placements that run over the summer holidays returning for ‘A’ level results.

NB this is just a guide – plenty of people book less than 4 months prior to departure with a few even booking a month prior, but we are a small company and our placements are in high demand so if you want to secure your first choice destination then you need to book reasonably early please.

•    Once you are booked on a placement then we will take care of the rest.

Leap Time Line
Prior to your son or daughters departure we will write to you and your son or daughter as follows, directing you/them towards the following relevant information in the My Leap section.

The following is a useful guide:

Pre Booking (Application) – Consultation Phase
•    The Leap receive a request for information, send a brochure and other promotional information (DVD’s if applicable) with links to films, feedback, facebook groups and so on.

•    At this stage we usually spend a good deal of time talking to potential volunteers and their parents, assisting them to make the right choice. Anyone is welcome to come and see us face to face in our office on Marlborough High Street if they wish. We also have Open Days usually once a month in Bristol, where you can come along and meet us, and some parents, and volunteers who have already booked.

•    We are very happy to put you in touch with other volunteers or their parents so you can ask them what they thought of us. Please let us know so we can help.

NB Please note: many people simply skip the above stage and go straight to Booking - whatever makes you feel most comfortable.

The Leap Receive a Booking (Application Form) – Decision Time
•    At this stage we will call you to tell you more about the placement you have chosen and answer any questions.

•    We will then send you a letter with our Placement Guidelines (a detailed document covering everything from food, accommodation, tasks, safety, weather, medical, project leader support and much more … most of which is one our website. Please also take a look at our Booking Conditions.

•    We include in this letter a Consent Form to be signed and returned along with a Deposit of £100, which reserves your place, covers the initial registration and administration and the cost of the Briefing Day. For those that cannot attend a Briefing Day we have online Briefing Videos. We usually require these back within 5 working days giving you a chance as a family to read everything and ensure you are happy before sending off the Deposit.

•   Non UK Citizens:
We will happily put you in touch with volunteers and their parents from your home country, who have travelled with us. Once you have seen the online  Briefing Videos we can set up a skype or telephone call to answer any questions and put your mind at rest.

We will also recommend easy ways to pay (credit card, Pay Pal etc), and cover in the Insurance and Flights sections in My Leap specific advice for you.

•    We also provide parents and volunteers who have booked with access to a private community area: My Leap – in the Our Experience section we cover what this area includes (Flights, Safety, Health, Visas, Medical, Clothes, Fundraising, Safety, Travel Advice, Insurance, Contact Numbers and more).

Please note: we provide all the services and information above free of charge (unlike some of our competitors who request people include deposits with their Booking Forms or pay for brochures).

We Offer Great Flexibility & Peace Of Mind - 100% Financial Protection
We accept things happen that might derail your plans so if you have to change your mind having paid The Deposit and/or other payments we try our best to ensure you don’t loose out and still get the chance to volunteer overseas, improve life skills and make a positive difference by holding your payment as a ‘credit’ against a future placement that has to be taken within 1-3 years, or with permission transferred to a sibling. Our Booking Conditions apply.

We also recommend that once your son or daughter has paid the Deposit and Second payment that you take out travel insurance so that they are fully protected financially in the unlikely event they have to cancel for an insurable reason (medical issues etc).

We believe as a small, friendly, independent family run business our moral values and ethos underpin our approach to everything and we are delighted to offer this type of flexibility and fairness, which is uncommon in business.

We wish to provide a first class service to all concerned, to develop lasting long term relationships based on mutual respect and trust and aim to be a force for good (our Mission) and demonstrate how much we spend overseas on our Finance Page in this section.

6 months 
Second payment of £500 due. This covers ongoing planning, administration and research.
This is a vital and inherent part of any successful placement.
My Leap – Insurance, flights – your flights will be provisionally booked by The Leap through STA Travel, unless you wish to book your own, ensuring everyone is on the same flight.

3 months 
My Leap – Travel advice, medical, equipment, contact details of your team, visas, flight times confirmed. Please note if you are booking your own flights, please arrange to arrive at the same time as the rest of the team in order to avoid extra transfer costs.  Please contact us for details.

Please do not pay for any flight unless you have checked with us that the minimum group size has been achieved as The Leap cannot be held responsible for any errors with flights - as the contract for flights is between the Volunteer and their travel agent.

2-1 month
Pay final balance due.
My Leap - Safety information including emergency contact numbers, latest Placement Information, itinerary and flight tickets.

NB this is simply a guide and can be tailored to suit each persons individual needs (fundraising efforts etc) and specific date of booking (Application). Many people do not follow the time line above and book 3 months or less prior to departure, in fact we continue to take Bookings right up to a week before departure.

Obviously we prefer people to book as early as they can so we all have plenty of time to prepare, book flights (which get more expensive nearer to departure) and to ensure that you get your first choice placement. We are a small company and places are in high demand. 

“We were deeply impressed with The Leap and their dedication to the volunteers and the causes they support". Mrs Cornick

“I received my first phone call from Enzo this morning, he sounds so happy and said he is with a great bunch of Leapers and having an amazing time - fishing in the bush, eating well and hearing the lions roar at night! Today I thought back to the day I phoned Alice (at The Leap) and had a long chat about what the Leap is all about. She was so helpful and enthusiastic her gap year with the organisation and now my son is having a once in a life time experience too - a dream come true!!”. Mrs Ciucci

“Being in Ireland and not knowing anything about The Leap was rather daunting but I did research for over two months the different possibilities for Robert. The Leap has more than filled my expectations.  Truly from day 1 when I enquired (during a weekend!) I immediately had emails back giving me any information I had requested.
 During the planning of this trip-the team in the office were always so so helpful and many thanks to all of you for this.
Not being able to make Bristol for the Induction Day was really a bummer but weather dictated our non show.   

I know there was a Skype date set up for Robert and two other kids who could not make that day but unfortunately our Skype was not at its best that day so Alice-thank you for taking all that time on the phone with Robert explaining everything to him and being so understanding of what questions were asked". Mrs Burns