Studying abroad for two weeks can feel like an eternity for parents, mixing pride with worry as you imagine your teen landing, finding their room, eating, and making friends, while hoping they’re not homesick.

From arrival day at the airport to departure, Immerse’s Oxford summer school provides pastoral care so your child feels safe, supported, and settled.

In this article, we’ll explain who looks after your child, how the team supports them each day, and what safeguarding and wellbeing support really looks like in practice.

Let’s calm those nerves and walk through exactly what you and your child can expect.

The Day Before Arrival: What To Expect

The day before arrival is often when things start to feel real for parents. You’re proud your teen is doing something big, but you also want clarity: where they’ll go, who they’ll meet, and what happens if they feel nervous. 

This is exactly why we send clear pre-arrival information, including airport meeting point details and what to expect when they land.

We’ll also ask you to complete your post-enrolment form in advance, covering dietary needs, religious observance, and medical information. That way, our team can plan support early, and your child arrives as a known individual, not a name on a list. 

You’ll receive a packing list once enrolled, and all participants must bring a personal laptop for academic activities.

Arrival Day Explained: Who Meets Your Child And How Transfers Work

Arrival day is planned so your child isn’t trying to figure things out alone in a busy arrivals hall. An Airport Transfer Coordinator oversees operations and stays in direct contact with the team on the ground and transfer providers, with support available throughout the day.

After your child collects their luggage, a member of our pastoral team meets them at the Meeting Point in the arrivals terminal and stays with them until they step onto our transfer service. We send the Meeting Point details in advance, so there’s no guessing.

To make it easy to spot us, our team wears a dark blue Immerse polo, a lanyard, and holds a sign. All team members pass an Enhanced DBS check, or international equivalent, and complete safeguarding and welfare training.

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The First Evening In Oxford: How Your Child Is Settled And Supported

Once participants arrive at the accommodation, the priority is a smooth, supervised settle-in. 

Entry points are controlled, with colleges typically using a single main entrance via reception, and many having 24/7 security at the Porter’s Lodge. Access is usually monitored by CCTV and restricted to key holders after hours.

That first evening also sets the routine we follow throughout the programme. We use roll calls at key points, including a 10 p.m. curfew, so we have a clear picture of who is on site.

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Who Will Be Looking After Your Child Day To Day?

Just as our academic sessions are designed to stretch and inspire, our pastoral care is built to feel steady, warm, and genuinely top-tier.

Here are the types of people who will care for your child during our Oxford summer programme.

1. College Managers: Your Main Point Of Contact

Your child’s College Manager is one of the first key people you’ll hear from, and they keep a steady eye on how your child is doing day to day. They’re experienced education professionals, trained to Level 2 safeguarding standards, and on site throughout the programme.

Level 2 safeguarding training means they’re equipped to spot concerns early, respond appropriately if a young person shares something, and follow clear reporting steps. In other words, they know what to do, and they act quickly and calmly.

What this looks like in practice:

  • On-site support throughout the programme, helping your child settle and stay happy
  • Your main point of contact before and during the summer
  • Trained to handle well-being concerns with professionalism and care
  • Regular informal check-ins with participants, so small issues don’t get missed

If your child is unsure, overwhelmed, or just needs a quick word, the College Manager is a familiar, responsible adult they can turn to without fuss.

2. Mentors and Mentor Families: Everyday Pastoral Support

Mentors are often the friendly, familiar faces your child leans on most. They’re past or current Oxford or Cambridge University students, and they’re trained and background-checked so they can support the wider pastoral team properly.

Your child will be placed into a Mentor Family before the summer starts. It’s a small group of ten participants led by a mentor who also lives on site, which gives your child an instant support network and social group from day one.

What mentors do in real life:

  • Help participants settle in and feel at home in Oxford
  • Share local knowledge and what university life is really like
  • Get participants to class on time and help them navigate the day
  • Offer a steady point of contact for homesickness, friendships, or confidence dips
  • Act as positive role models, chosen for empathy, responsibility, and approachability

3. Area Managers And Tutors: Additional Oversight And Care

Area Managers provide an extra layer of oversight, especially when a situation is more complex. They support College Managers, help coordinate next steps, and can escalate concerns when needed. They’re trained to a minimum of Level 3 safeguarding standards, which adds experience and accountability behind the scenes.

Tutors are also part of your child’s wider support network. They’re subject experts who go through a rigorous recruitment process, including appropriate criminal record checks, before teaching on programme. Beyond academics, they help create a safe, respectful environment in academic sessions, so participants feel confident to speak up and take part.

What this means in practice:

  • College Managers handle day-to-day wellbeing
  • Area Managers support and escalate higher-need concerns
  • Tutors help keep academic sessions safe and supportive

What Daily Life Looks Like For Your Child

To put your mind at ease, here’s the kind of steady routine your teen will follow each day in our Oxford summer school, so they always know what’s happening next and who’s nearby if they need support.

A typical day might look like this:

  • Morning: Breakfast and a quick roll call, then academic sessions with expert tutors.
  • Afternoon: Supervised activities, study time, or an excursion, all planned with safety in mind.
  • Evening: Dinner on site, then relaxed social events where friendships form naturally.
  • Night: A final roll call and a 10 pm curfew, with mentors nearby if your child needs a chat or extra support.

This structure gives your child space to grow in confidence, while keeping the day anchored in consistent supervision and familiar faces.

Departure Day: How We Help Your Child Get Home Calmly And Safely

Departure day can feel like a mix of relief and emotion. Your teen is proud, a little tired, and ready to tell you everything. Our job is to keep the final steps calm, organised, and well supported.

The final Friday is a proper send-off. Lessons finish at 3 pm, followed by a presentation of participants’ work, then a graduation ceremony, gala dinner, and an evening celebration with friends. It’s a confident end to a big two weeks.

Just like on arrival day, the focus is on clear supervision and simple instructions. Breakfast is served from 8 am to 9 am, then participants check out and return their keys by 10 am. Mentors stay close, help everyone move through the morning routine, and make sure no one is rushing alone.

Our shared airport transfer service departs for London Heathrow on Saturday at 7 am and 12 pm. Book in advance to guarantee a seat.

Most participants depart shortly after check-out, but our team remains on site until 3 pm, and we can typically hold luggage in a secure room if needed. The goal is that your child leaves Oxford feeling confident, cared for, and ready to come home safely.

Why Parents Trust Immerse’s Oxford Summer School

Parents trust us because safeguarding is built into how we recruit, train, and run every programme. Our approach follows three simple principles: recruiting the right people, creating safe environments, and using clear, transparent systems for raising concerns.

Here’s what that looks like in practice:

  • Safer recruitment and vetting, including Enhanced DBS checks or international equivalents.
  • Staff training so teams can respond quickly and appropriately.
  • Clear reporting routes, with safeguarding contacts available throughout.
  • External signposting to trusted organisations such as NSPCC and ChildLine, so additional support is always available.
  • Key emergency contact details shared on arrival, often printed on lanyards.

And it’s not only about systems. Families also choose us for our track record, with over 20,000+ alumni globally and 97% of participants saying they would recommend Immerse.

FAQs

What happens if my child feels sick?

If your child feels unwell, they can tell their mentor or College Manager straight away. Our on-course staff are trained in first aid, and we keep first aid kits and emergency supplies available during activities and excursions.

What happens if my child feels homesick or unwell?

Mentors and College Managers train in emotional wellbeing support and mental health awareness, so your child always has a trusted, approachable person to talk to as a first port of call.

Can I talk to my child during the programme?

Yes. Your child can contact you during their free time, and if anything is urgent, our College Managers will get in touch with you straight away.

How will I know who to contact?

You’ll have a clear main contact through the College Manager, and participants receive key emergency contact details on arrival, often printed on their lanyards.

Conclusion

Choosing an Oxford summer school for your teen can feel exciting and nerve-wracking at the same time. What matters most is knowing they’ll be supported and safe.

At Immerse’s Oxford summer school, pastoral care is built into every stage, from pre-arrival preparation to daily routines and trained safeguarding oversight.

Your child will always know who to go to, whether that’s a mentor, College Manager, or another trained team member. You’ll also know who to contact, and how concerns are handled.

If you’d like to explore what life on our programme looks like, we’d love to help. Take a look at our Oxford summer courses options and see how we support participants to grow in confidence, safely.