Lux 1 extracurricular activities GENERAL CONDITIONS

Extracurricular activities - General Conditions 20245-2026

Extracurricular activities - General Conditions 20245-2026

 

WHO, WHAT & WHEN

  • Extracurricular activities are primarily for pupils of the European School Luxembourg I. Children from Luxembourg II may also be accepted if places allow.
  • The list of activities at Lux I, including courses organised by the Conservatoire, is available at: https://periscolaire.apeeel1.lu.

 

GUIDING PRINCIPLES & RULES

  • School Rules: All school regulations apply. Pupils and parents must behave appropriately before, during, and after activities, and take care of the facilities and materials provided.
  • Location & Timing: Activities take place only on school premises and only after school hours.
  • Supervision: Nursery and primary pupils cannot remain unsupervised before, between, or after activities.
  • Breaks Between Activities:
    • If the break between two activities is 15 minutes or less, parents do not need to come.
    • If the break is longer than 15 minutes, a parent must supervise their child until the next activity begins.
  • Attendance Rules:
    • Absences: Parents must inform the activity monitor if their child is absent. If the child is attending APS, the APS surveillant must also be informed.
    • If a pupil misses three consecutive sessions without informing the extracurricular team and the monitor, their place will be considered abandoned and may be offered to another child. Exceptions may apply at APEEEL1’s discretion.
    • Conservatoire: Attendance rules are published on the Conservatoire de Luxembourg’s website.
  • Minimum Participants: Each activity requires a minimum number of students. The organisers may adjust or cancel activities if needed.
  • Cancellations:
    • If APEEEL1 cancels a session, parents will be informed.
    • If a monitor is absent unexpectedly, APEEEL1 will try to find a replacement and update parents on any changes.
  • Online Adaptation: If activities cannot take place on-site, they may be moved online. If an activity cannot be taught online, it will be suspended for that period, and parents may request a refund for missed sessions.
  • Exclusion: APEEEL1 may exclude pupils who do not respect school or extracurricular rules.
  • Changes: These general conditions may be updated during the school year.

ENROLMENT PROCEDURE

  • Priority Access: In line with the General Assembly recommendations and APEEEL1 statutes, priority for activities is given to registered, paid-up members of the Parents’ Association (APEEEL1).
  • Online Registration Only: All registrations are done via the APEEEL1 extracurricular activities website: https://periscolaire.apeeel1.lu
  • Payment:
    • Payment is by credit card only.
    • A confirmation email will be sent after payment.
  • Full Activities:
    • A waiting list system is in place.
    • If a space becomes available or a duplicate course is opened, children on the waiting list have priority.
  • Lux 2 Children:
    • Parents of Lux 2 can enrol their children in Lux 1 activities, even if the child does not attend Lux 1.
    • APEEEL2 members do not have priority and must pay the administration fee as non-members.
  • Mid-Year Enrolment:
    • If places are available, enrolment during the school year is possible.
    • Contact the Extracurricular team: periscolaire@apeeel1.lu
    • Fees are calculated pro-rata.
  • Fees for Non-Members:
    • Group Activities: 50 € administration fee.
    • Private Lessons: 50 € administration fee for first semester only (not for the second semester).
  • Parental Enrolment Only:
    • Only parents or legal guardians can enrol a child.
    • If this rule is violated, the child will be withdrawn from the activity and fees will not be refunded.

REFUND POLICY

  • Activity Cancellation by organisers: If the organisers cancel an activity, all fees paid in advance will be refunded.
  • Early Cancellation:
    • For activities and APS, refunds are allowed within the first 2 weeks, until 21/10/2025.
    • A €30 administration fee will be retained.
    • Summer Camp: Refunds are possible only if cancellation occurs at least 2 weeks before the start and a €30 administration fee will be retained.
  • Late Cancellation:
    • After the above deadlines, refunds are allowed only in exceptional and justified cases (e.g., leaving the school, medical certificate).
    • Refunds will be calculated pro rata for the period concerned, after deduction of the €30 administration fee.
  • Activity Transfer:
    • Transfers incur a €15 fee.
    • If the new activity costs more, the difference must be paid.
    • If the new activity costs less, no refund will be given for the difference.
  • No Refunds:
    • Occasional absences of pupils or monitors.
    • Exclusion from an activity or APS.

PRIVATE LESSONS

  • Location & Instruments :
    • Lessons take place only on EE1 school premises.
    • Pupils must bring their own instrument, except for piano.
  • External Examinations: Any request for external exams must be discussed with the monitor. An additional payment may be required.
  • Monitor Absence :
    • If the monitor is absent, they will inform the parents and arrange a make-up session during the current school year.
  • Student Absence :
    • Parents must inform the monitor in advance, no later than the day before (e.g., school trip, pedagogical day, illness).
    • If notice is not given, the lesson will be considered delivered and counted.
    • In case of exceptional school closures, alternative solutions may be offered.
    • No refund is possible for student absences; make-up lessons are at the monitor’s discretion.
  • Withdrawal:
    • In case of withdrawal during the semester, no refund will be given unless there are exceptional and justified circumstances.
    • Parents must give at least two weeks’ notice to the monitor and Extracurricular team before the semester ends if the child will not continue in the second term.

APS (ACTIVITES PERISCOLAIRE SERVICE)

  • Registration is valid for the full school year, on the days the child has extracurricular activities.
  • Availability:
    • Primary pupils: Monday–Friday
    • Nursery pupils :  Tuesday–Thursday
  • Service hours:
    • Primary building: 13:00–17:45 on short days; 16:00–17:45 on long days
    • Nursery building: Tuesday 13:00–16:30, Wednesday 12:30–16:00, Thursday 12:30–16:30
  • Only children registered in extracurricular activities on the same day and in the same building can use APS.
  • Lunch: Families may choose Sodexo meals or bring a packed lunch. Parents not using CPE but wishing to order Sodexo meals should contact them directly (ecoleeuropeenne1.LU@sodexo.com ).
  • Absences: Please inform the APS educator as early as possible.

SUPERVISION, SAFETY & CONDUCT RULES

  • Insurance & Emergency :
    • All participating children are covered by AAA insurance and APEEEL1 civil liability/Baloise accident insurance, including Lux II pupils attending Lux I activities.
    • In emergencies, course supervisors or coordinators act in loco parentis.
  • Health & Special Needs :
    • A policy of equal treatment applies. Parents/legal guardians must inform organisers of any health issues or special needs before registration.
    • In certain cases, organisers may refuse enrolment for safety or suitability reasons.
  • Access to School Premises :
    • Parents, legal guardians, or authorised persons are not allowed to enter the school premises during activities.
    • Visits during activities require prior approval from the Extracurricular team. Requests must be sent by email to periscolaire@apeeel1.lu.
  • Supervision & Responsibility:
    • Monitor responsibility: For the duration of the activity, including the time before the child is handed to the monitor, during the activity, and during APS, the monitor/surveillant assumes full responsibility for supervision.
    • Child absence: APEEEL1 is not responsible if a child does not attend an extracurricular activity.
  • Punctuality:
    • Pupils must arrive on time and be collected promptly at the end of activities and APS. Parents/legal guardians/authorised persons must stay with the nursery and primary child until the monitor arrives.
    • If a pupil arrives late, the monitor will proceed with the rest of the group to the activity/APS location. In exceptional cases, the late pupil may enter alone without supervision.
  • Leaving the School Premises:
    • Secondary pupils may leave the school premises unaccompanied after the activity.
    • Primary pupils may leave alone only if they have a disclaimer form, which must be shown to the security guard and given the monitor/surveillant.
    • Nursery pupils must always be picked up and cannot leave alone.
  • Pick-Up & Fines :
    • Late collection (>10 minutes) incurs a €35 fine, payable before the next session. Proof of payment must be sent to periscolaire@apeeel1.lu .
    • Repeated late pick-ups (3 times) may lead to permanent withdrawal from activities/APS without refund.
    • If a child is not collected within 45 minutes after the last activity/APS and no communication is made, the Luxembourg authorities will be contacted.
  • Behaviour & Conduct :
    • Pupils are required to wear suitable clothing and footwear for the activity. APEEEL1 is not responsible for any damage to clothing or shoes.
    • Pupils are responsible for personal belongings; lost items can be searched for in “lost and found”.
    • Pupils must follow monitors’ instructions and the code of conduct.
    • Disruptive behaviour may lead to exclusion.
    • Harassment, bullying, or physical assault is strictly prohibited. Incidents will be reported, and disciplinary measures may include activity change or suspension.
  • Safety & Prohibited Items :
    • Dangerous objects (knives, lasers, etc.) are strictly prohibited unless medically required.
    • The use of mobile phones is prohibited for all participants during activities.
    • Material damage caused by students will be charged to parents.

 

DATA PROTECTION & CONSENT

  • Data collected on the basis of consent is used exclusively for the management of extracurricular activities. Parents, legal guardians, or the children themselves may withdraw their consent and request the deletion of their personal information at any time.
  • Consent and Processing:
    By registering on our website https://www.apeeel1.lu/, you consent to APEEEL1 storing your data for the following purposes:
    • Processing 1: Extracurricular activity registrations – data stored for the entire school period, from July year A to September year A+1 (14 months).
    • Processing 2: Management of claims related to payments and refunds – data stored for one full fiscal year after the end of the school period, from September year A to December year A+1 (16 months).
    • Your data will then be systematically deleted from the system.
  • Sharing: The information collected during registration for activities, including participant lists, may be shared with the school, security, the CPE, the LTS or the Conservatoire if necessary.
  • For any claim or deletion request, please contact: periscolaire@apeeel1.lu