Before requesting the List of Travellers form we recommend that you read the guidance notes about this scheme. They are available here

Requesting the forms

You can now apply for the form online at http://www.britishcouncil.org/listoftravellers

The advantages of doing this are that you can apply at a convenient time and you do not have to telephone us during office hours.  You can also edit the form as often as you like, at any time up to 2 weeks before the date of travel.

Please note that only school staff can apply for a form. Pupils, parents, travel agents or any third party cannot apply on the schools behalf.

You can only apply for the form between 8 weeks and 2 weeks of the start date of your trip

If you are within 2 weeks of the start of the trip you will need to telephone us on 0161 957 7755. Our lines are open from 09:00 to 17:30 Monday to Friday.

The form cannot be issued without the following information in full.

			The date of the trip
			The destination of the trip
			Any other EU countries to be visited during the trip
			The total number of pupils travelling
			The total number of non-EU pupils travelling
			The nationalities of the non-EU pupils
			Confirmation that the non-EU pupils have their own valid individual passport containing a Home Office stamp giving them either (A) Indefinite Leave to Remain in the UK or (B) Leave to Stay in the UK until a fixed date (this date must be later than the date of travel).
			The name and contact details of the school
			The name of the lead accompanying teacher

Please have the non-EU pupils’ passports to hand when you call us, as you will need to supply details of the individual pupils.

When you call an automatic message will give you a list of options. The List of Travellers is option 2. You can dial this as soon as you start hearing the automated message. You will then be played an automatic message giving information about the trip and explaining the information you will need to give to obtain a form. If you have read these pages and have the information listed above then you don’t need to listen to the message and you can skip it by dialling 1 at any point in the message.

Completing the forms
If you have applied online, you will receive a form printed with the details of the trip and pupils which you have already input.  All you need to do is enter the town and postcode of your school in the ‘Locality’ section and make sure the forms are signed by your headteacher and stamped with the school’s official stamp.

Once you have filled in the forms keep them, and take them on the trip with you. You do not need to send the forms back to us.

You can only use the forms for one trip, they cannot be used for different trips, and cannot be photocopied and used on a different occasion. You need to obtain a new set of forms for every trip.

Which pupils need to go on the forms
If your trip does not go into Germany then you will only need to list the pupils who are of a non-EU nationality.

If your trip only goes to Germany and you are not travelling through any other countries then you will need to list every pupil going on the trip no matter what their nationality is.

If your trip goes into Germany and other countries then you will need two sets of forms. On one set you will need to list all the pupils. You will use this set of forms for Germany. On the other set of forms you will only need to list the pupils who are of a non-EU nationality. You will use this set of forms for the other countries.

Each form has space for ten pupils. We will send you enough forms to cover your trip.

On each form you will need to put certain general information about the school, the trip. You will also need to enter specific details for each of the pupils who need to go on the forms. (see above).

The general information needed is:

			the school’s name and address
			the purpose and length of the trip
			the name of the teacher who is leading the trip.

You will also see a section called ‘Locality’. You will need to put the school’s town and post code here.

The information you will need to enter for each pupil is their:

			Surname
			First name
			Place of birth
			Date of birth
			Nationality

This information will need to match what is in the pupils’ passports.

When you have done all this you will need to get each form authorised. The headteacher needs to do this by signing the form and stamping it with the school stamp.

When the forms have been completed and authorised they are ready for you to use.

Using the forms
You will need to show the forms whenever the trip passes through immigration or passport control. You will need to show the forms to the entry clearance officer in conjunction with the pupils’ passports.

Along with the List of Travellers forms we will also have sent you a copy of a supporting letter from the embassy of each country your trip enters. When you enter a country you should show the appropriate embassy letter at the same time as you show the forms and passports.

If you are travelling by air you will also have received a letter explaining to the airlines about the scheme, with references to the appropriate sections of the International Air Transport Association's Travel Information Manual.

You must keep all the documents throughout the trip. If any officials request a copy of the documents then they can make a photocopy but you must keep the originals.

At the end of the trip you can either destroy the forms or keep them for your records. You will not be able to re-use them.