CCLL Leaders Handbook

CHERNOBYL CHILDRENS
LIFE LINE
A registered Charity
UK Registration Number: 1014274
Scottish Registration Number: SC040136

LEADERS HANDBOOK
Guidance and advice

CCLL admin document 1016

Page 1

June 2015

CCLL Leaders Handbook

Subject

Page No:

Introduction from Victor Mizzi

What is a CCLL Link and how does it operate?

The Offices in Minsk and Ukraine

Your duties in Belarus/Ukraine

Biometric Visas:

The Process of obtaining a Biometric Visa

At The Airport

Arrival at UK Airports

Example of Landing Card .

10

While in the UK

11

Your Role in Child Protection

12

The Journey Home:

12

Airport Check In

13

After you return Home:

13

Important Telephone Numbers for your Reference:

14

CCLL admin document 1016

Page 2

June 2015

CCLL Leaders Handbook

Introduction from Victor Mizzi

Welcome to the Chernobyl Childrens Life Line Leaders Handbook.

This document has been written for use by all Leaders to provide
guidance for them and to let them know what is expected of them as
a Leader by Chernobyl Childrens Lifeline.
I wish you an enjoyable visit to our country and I am most grateful to
every Leader for giving their time to look after these children.

Victor E Mizzi M.B.E.

Chairman/Trustee
Chernobyl Children Life Line

CCLL admin document 1016

Page 3

June 2015

CCLL Leaders Handbook

A typical group enjoying their visit

CCLL admin document 1016

Page 4

June 2015

CCLL Leaders Handbook

What is a CCLL Link and how does it operate?

The Charity operates with a system of approximately 100 groups in the UK and
each of these groups are referred to as a Link.

All Links have a Committee who follow the same administrative rules and will be
made up of a Chairperson, Vice Chairperson, Treasurer plus other members or
the committee some of whom will have specific responsibilities.

The Link Committee in turn report to the Chief Executive of the Charity, Dennis
Vystavkin and he in turn reports to the governing body of the Charity which is
made up of the Trustees, currently headed by the Chairman, Victor E Mizzi
MBE.

The Trustees are responsible for the Policies of the Charity and to ensure that
these Policies are followed. However, each Link has variations to the way in
which they work to fit in with the region where they operate.

Each Link is responsible to their own Committee and has to raise funds to bring
the children to the UK. They have to recruit and visit Host Families and part of
this process is to make sure that all Host Families are meeting a predefined set
of criteria to establish that the child will be safe and well cared for whilst staying
in their home.

Another part of this process is to ensure that Disclosure Barring Service (DBS)
or Disclosure Scotland (DS) Application Forms are completed correctly and sent
to Head Office, this is an absolute requirement in the UK. The purpose of this
form is to establish that no person putting themselves forward as a potential
Host Parent has a record of Criminal Activity which would in any way be
detrimental to the well being of the child/children. You should know that this
process is only able to check against records held and therefore not infallible.
You, along with all members of the Link must always be vigilant in respect of
the well being of the children.

Links must have good co-ordination between the Host Families, the Link
Committee members and the Group Leader as they are totally responsible for
the safety of the children under their care, in addition as the Group Leader we
understand that you are also responsible to the Belarusian authorities.

During the course of the visit, the Link will arrange various activities and outings
for the Children. While the Group Leader acts as an interpreter you are also the
Leader of the Group and can veto any activity which you may not find fitting for
the children to participate in. This should only be done following
consultation with the Link Chairperson or Co-ordinator - such a situation
rarely arises

The Offices in Minsk and Ukraine

CCLL have a well established office in Minsk in Belarus and well established partner
offices in Ukraine. These offices carry out all the Administrative requirements on behalf
of the UK and should be your point of communication regarding all administrative
matters for the group prior to leaving your country.

CCLL admin document 1016

Page 5

June 2015

CCLL Leaders Handbook

Your duties in Belarus/Ukraine

Leaders who accept the position of a Group Leader must visit the children who will be
travelling in their group and hold a meeting with them and their parents before the
travel to establish confidence with the parents and children.
It is very important that the following instructions are completed as soon as possible but
no later than one month before departure.
1. If the invitation that has been submitted is for first time travellers you must
check the passport of each child to establish that they have not travelled abroad
before. If they have been abroad to any country previously then you must
contact the CCLL Office in Belarus/ Ukraine and take advice.
2. Prepare and submit to the Minsk Office or corresponding office in Ukraine a
description sheet for each child travelling. Please try to make this as accurate
as possible as the Host families will rely on this information to make certain
provisions for the children on arrival. Also, the Host families will be eagerly
awaiting information about their new visitors so please encourage the parents to
be as forthcoming as possible with information regarding their child.
3. It is essential that the description sheet states whether a child is carrying any
medicines or may need any medication during their stay.
4. Please impress upon the parents that openness and honesty can only be
beneficial for the child. It is understandable that a parent might think a child will
not be wanted if, for instance, they were to tell you that the child wets the bed or
has an allergy or dislike to something. Please reassure them that this is never
the case, the Host families only want to be as prepared as possible to offer the
child a warm welcome and a comfortable stay.
5. The parents must complete and sign a form for each child to give you, the
Leader, permission to act on their behalf with medical/dental situations and
confirming that no money has passed hands for the selection of their child to
travel.
6. Leaders are asked to ensure that the parents and children know that they are
not to bring mobile telephones or cameras when they visit the UK. You should
explain to the parents that they must not constantly telephone the children as
this upsets them and can make them homesick. The Host families are asked to
allow the children to telephone them on their arrival in the UK and will generally
call again before they leave. Parents who find the telephone number of Host
Families in the UK and continue to telephone them whilst their child is visiting,
run the risk of preventing children from being selected from that area in the
future.
7. In the event of an emergency, the parents should contact the representative of
the Minsk Office who will be able to make immediate contact with the UK
representative to resolve any problems that have arisen.
8. A passenger list must be prepared stating clearly the date of birth of each child
travelling together with Passport numbers and date of issue and expire for each
passport. Please check that all information given is identical to that stated
in the passport as errors could result in the child being refused
permission to travel.
CCLL admin document 1016

Page 6

June 2015

CCLL Leaders Handbook

9. Another important thing to check is that the photograph shown in the passport
and the visa are the same, if this is not the case it is very possible that the
children will be refused travel by passport control.
10. You may be asked to look after children who are returning to the UK on a
repeat visit, it is particularly important that you take care when checking the
passports of these children to make sure that they are still valid and that all the
necessary stamps from the various authorities are in place.
11. When a child reaches the age of 16 the Passport has to be changed.

Biometric Visas:
In 2008 a new law was introduced by the UK Government, which means that every
traveller to the UK, regardless of age, has to apply for a Biometric Visa in person
though a Visa Application Centre of the UK Visas & Immigration in Minsk or Kiev as
appropriate. Because of this, all children will have to undertake this journey before
being given permission to travel.
You will need to liaise with the CCLL Minsk or the relative Office in Ukraine for
instructions and they will inform you what is required with regard to Biometric Visas.
Please note, it is imperative that there are as few changes to children travelling as
possible as any change will result in the new child having to be taken to the Visa Office
for their visa to be issued and we are sure that you will understand it is far better and
more cost effective for all the children in a group to go together.
Many of the children will not have met each other before and the time taken to travel to
the Visa Application Centre for the Biometric Visa procedure would be a good time for
the children to get to know each other and for you to familiarise yourself with each one
of them and identify any worries the children may have about travelling or any
additional information you feel might be beneficial to pass on to the Host Family on
arrival in the UK.

The Process of obtaining a Biometric Visa

1. The Leader and some accompanying parents(if required) must take the group
of children by minibus, coach or train to attend the relevant Centre in Minsk or
Kiev where biometric photographs and finger-prints will be taken.

2. Visas are not issued on the same day as application is made. You will be
advised by the appropriate CCLL office when all Visas have been issued and
you will then need to liaise with all of the families to make final arrangements for
you to travel to the Airport on the day of departure for the UK.

CCLL admin document 1016

Page 7

June 2015

CCLL Leaders Handbook

At The Airport
When you are at the Airport awaiting departure the group will have to pass through
various passport and security checks. Please make sure that the children stay together
in one group and be aware that you may be called upon to answer questions in the
event that any queries arise.
The children will be very excited about their journey and care must be taken that no
one strays away from the group.
The time waiting to board the flight can be used very productively by discussing the
events that will take place in the UK. By this time you will know the names of the
families the children will be staying with and it is a very useful exercise to make sure
that each child knows the name/names of the family they will be staying with as soon
as possible. They should practise saying them to allow pronunciation to be as good as
possible. In the case of younger children this could take place as part of a game.
Again, whilst waiting at the airport and during the flight to the UK there are several
important pieces of information that could be passed on to the children.
Examples of these are:

Do not talk to strangers and never go off with a person you do not recognise as
part of your group

Learn your Host families names as soon as possible (if you have not already
done so), they will want to learn yours as well

Things will seem a little different from home but do not worry

Your Host family will show you around the home, where the bathrooms and
toilet are, where your bedroom is and where their bedroom is in case you need
them in the night.

If you have any worries at all ask to talk to me, just say my name and your host
family will call me you will never get into trouble for asking to speak to me if
you have a worry about anything.

Food yes this may look different from the food you are used to and you do not
have to eat anything if you really dont like it but you should try just a little before
you say no.

There are many many more cars on the roads in Britain than you will be used to
seeing at home and some of them go very fast! You must always stop and wait
before crossing the road and anytime you hear someone shout stop, you must
stop immediately and wait for them.

Always wear your CCLL hats when you are out in a group so that we can see
where you are and then you wont get lost. Dont wander off from the group on
your own at any time.

Enjoy yourself! Be part of the family you are staying with, respect the home and
each other

CCLL admin document 1016

Page 8

June 2015

CCLL Leaders Handbook

Arrival at UK Airports
Whilst on the flight to the UK you must complete the immigration forms for the children
in your care. Doing this saves time, which is particularly important for those travelling
onward on domestic flights. Please refer to the following guide on completion of the UK
Landing Cards.
In Belarus, Alexey Kishkel should give you UK landing cards, one for each passenger.
If he doesn't then ask for them as soon as possible when you are on the plane as filling
them in before you arrive will save a great deal of time. Please refer to the example
below on how to complete the card.
If you are flying from Ukraine you must ask the Steward/ Stewardess on board to
provide you with the cards well in advance before you land.
The details of where the child is staying is only an example, please complete as per the
details on your invitation
The length of stay is 28 days
The child is a STUDENT
The port of last departure is Minsk/ or Kiev
The flight number is as shown on line on the Belavia /UIA Website
Print each child's name on the card but you(Leader) sign where it says signature.
When you are in the airport building follow the signs for Immigration and passport
control, the signs will say for NON European citizens, do NOT follow the signs for UK
and European Passport holders. When you get to immigration go to the lines on the far
LEFT of the hall. Make sure you have each landing card in the passport at the visa
page and give each child their own passport. When you reach the front of the queue
you go first, explain to the person at the desk that you have a group of children with
you from Chernobyl Children Charity and then each child should come forward one at a
time with their own passport, as they are cleared tell them to wait quietly on the other
side for you.
When all are finished, take the passports back and follow the signs for baggage
collection to collect any bags that were put on the plane.
When you have collected all the bags follow the green signs for Nothing to Declare and
when you come through the final doors please go to the left hand side of the hall where
you will see a row of chairs against the wall. Wait there for the Link representative to
collect you.
If you have any missing luggage, have a good look around for it and ask an assistant if
available. If unsuccessful, go to the Lost Luggage desk and fill in the necessary forms
stating your address in the UK. The missing luggage will be delivered to this address
later.
If you are travelling to Links that require a further internal flight please follow the
instructions you have been given for this onward journey.

CCLL admin document 1016

Page 9

June 2015

CCLL Leaders Handbook

Example of Landing Card .

Please complete with details for your Group

.

When you reach your destination you will be greeted by the Link Chair or Link
Representative. Please make sure that you have the following information ready to
hand over.
The original copy of the information about the children.

A copy of the insurance documents.

The original passenger list.

CCLL admin document 1016

Page 10

June 2015

CCLL Leaders Handbook

Parental approval document with the signatures of the parents giving their
consent for necessary treatments for their children.

The Link must forward this information to the CCLL Head Office where it will
remain on file.
A group photograph will be taken of all the children by the Link Representative and this
will be sent to Head Office. Each child will be issued with a CCLL hat. It is part of your
duty to make sure the children understand they should wear these hats at all times
when out as a group. It will also assist both you and the Link in identifying the children
and making sure all are accounted for at all times.
You will be given your fee in English currency which is for your own personal use.

While in the UK
Please remember that it is the Link Chair who is responsible for the Group Visit and
your loyalty must be to them at all times. You should not discuss matters relating to the
children, the Charity or issues in Belarus to anyone within the Link without first
discussing the matter with the Link Chair or other nominated person in charge of the
Group Visit. To ignore this instruction can cause problems within the Link and result in
the loss of Host Parents or even prevent further visits for children.
While in the UK, the Group Leaders are responsible for the welfare of the children
under their care in conjunction with the Link Chairperson and the Link Committee.
1. Your Link Chairperson or other Link member will make sure you meet all Host
Families soon after their arrival in the UK to ensure that the children are settling
in well and are happy. Please do listen to everything the children tell you
whether it is in respect of the Host Family and the home they are staying in, or if
in relation to their home/family in Belarus/Ukraine. If you feel there are any
areas of concern please discuss this immediately with your Link Chairperson
and ask that the discussion is documented for future reference. It may be that
you feel the issue is only a minor one in which case, on discussion with the Link
Chairperson or Link member you may jointly decide to set a time and date to
follow up on the issue.
If on the other hand you feel this is a serious issue then you should ask the Link
Chair to immediately report the matter to the Chief Executive of the Charity,
Dennis Vystavkin on 07515 760698. Dennis will be able to talk to you in in
Russian. By documenting your concerns, you protect both the child, yourself
and the Charity.
Paying serious attention to anything the child or indeed the Host parent
may report to you as a potential problem or area for concern is of utmost
importance and the Link Chair will deal with this as a matter of priority.
2. You must accompany the children on all Group activities and also must
accompany the children when they attend dental and optician appointments in
order to translate.
3. Leaders must accompany the children on any hospital visits should the need
arise.
4. You must discuss and try to solve any problems arising with the children.

CCLL admin document 1016

Page 11

June 2015

CCLL Leaders Handbook

5. The Leaders are jointly with the Link Chair, responsible for the safety of the
children. Together with the inviting Link you must ensure that:
a)
b)

The children wear safety belts in cars and use booster seats as required
this is dependant on the height of the child.
The children wear life-jackets on boats.
c)
The children are instructed on the danger of tides if they visit the
seaside.
d)
The children must be warned never to go with strangers.

Your Role in Child Protection

The matter of Child Protection is taken very seriously in the UK and by CCLL.
You are asked to always be aware of signs of anything that may be termed as Abuse
or Neglect whether this takes place in the UK or in Belarus/Ukraine. Any suspicions
you have and report will be treated in absolute confidence and will not affect your future
selection as a Leader for the charity.
If a child appears to be unhappy, downcast or uncomfortable in the family home or in
the presence of others please make a point of taking the child aside and talking to them
quietly and gently to see if they are having any problems. Emphasise to them that they
are not in any trouble and anything they tell you will be treated confidentially, all you
and the charity want to do is to help them and there will be no repercussions. If they
appear to be embarrassed to talk to you, if for instance the child is a boy, then ask if
they would like to talk to someone else and then make every effort to arrange this.
Always communicate with the child in a way that is appropriate to their age, taking time
to make sure they feel comfortable with the discussion. Do not jump to conclusions or
act in haste and always make every effort to gather as many facts as possible.
Abuse and Neglect can take the form of Physical and/or emotional maltreatment and is
unacceptable under any circumstances.
In the rare event that you suspect sexual abuse has been or is taking place you must
insist that Dennis Vystavkin is contacted immediately. In the event you cannot contact
the Link Chairperson or other Link member to discuss this you must contact Dennis
yourself by calling his mobile number. You may contact Dennis at all times, day or night
but only in the event of an emergency and when you have been unable to contact the
Link Chair or other appropriate Link representative.
Should your concerns for a child only arise on your return to Belarus or Ukraine you
must still report this to Dennis Vystavkin in the UK either by telephone or email
(dennis@ccll.org.uk).

The Journey Home:

Luggage allowances:
Each person travelling to the UK is allowed a maximum of 20kgs of luggage and a
maximum of 30kgs of luggage to take home on the return flight plus an additional 8kgs
which may be carried on as hand luggage although this must not exceed the regulated
size for hand luggage. This ruling for Luggage allowance also applies to the Leader
travelling with the group. Do not ask the children to carry items for you if your luggage
exceeds the allowance. This is unfairly reducing what they can take home for
themselves and their families and will be reported to Head Office where it will be dealt
with as a disciplinary matter.

CCLL admin document 1016

Page 12

June 2015

CCLL Leaders Handbook

A first time travelling child may have been given a smoke alarm, please endure that the
Host family know this is to be packed in their hold luggage and not any hand luggage
they may have. On arrival home please explain to the parent meeting the child that the
smoke alarm should be installed as soon as possible, it has been given to them by the
Charity to warn them of smoke in the case of fire and can save their lives in the event
of a fire occurring.

Airport Check In
The checking in at airports must be orderly and the following procedures should be
followed.

1.

The children must be wearing the CCLL hats they were given on their arrival.
Please ensure they are wearing them properly and that this directive is
followed.

2.

They must line up in single file and each have their own luggage on a trolley.

3.

The Leader must give each child their own passport and ensure they dont
loose it.

4.

One at a time children must come forward to the Desk to be checked in.

6.

When checking-in is completed all the passports and embarkation cards are
to be given to the Leader.

7.

Each child is to be given their boarding card and Passport before boarding
and in order to enter the immigration security area.

After you return Home:

When you arrive at the Airport, please try to take the time to spend a few minutes with
each of the collecting parents to talk with them about the visit and how their child got
on. Try to establish future communication with them and especially encourage them to
maintain contact with the Host families as this can result in possible visits via Private
Invitations along with other possible further help.
On returning home you should complete a report about your visit and submit this to the
appropriate Minsk or Ukraine Office. Please try to be objective in your report and
always feel free to mention anything you feel may help to improve future visits, either
generally or with reference to the particular Link you have visited.
We hope that you too will have enjoyed your visit to the UK whether your first visit or if
this was one of many and we hope that you will continue to support CCLL in the future.
We thank you for your time in reading and implementing this document

CCLL admin document 1016

Page 13

June 2015

CCLL Leaders Handbook

Important Telephone Numbers for your Reference:

Dennis Vystavkin
Telephone: Office
Mobile:

+44 (0) 1428 642523

+44 (0) 7515 760698

CCLL Minsk Office Contacts:

Telephone:
Fax.:

+375 17 2371136/ 2371138

+375 17 2371139

CCLL Ukraine Office Contacts:

Korosten:
Telephone
Mobile

+380 380 4142 45100/00 380 4142 702631

+380 963 702 631

Borodyanka
Telephone
Mobile

+380 4577 53050/00 380 4577 52002

+380 97 349 8503

Kiev
Telephone
Mobile

+380 44 272 6589

+380 963 767 329/00 380 503 572697

end

CCLL admin document 1016

Page 14

June 2015