MAC EOTC

Introduction


Education Outside the Classroom (EOTC) enables learning to extend beyond the confines of the classroom. It is seen as an essential part of school life, and is encouraged and supported at Mount Aspiring College.
Learning and safety are paramount in EOTC. There are strict procedures that ensure all EOTC trips are thoroughly planned and run to ensure the safety of all participants.
If you want to take a group on an EOTC event then you must follow the approval processes detailed in the EOTC handbook or found on this website. If you need help with the process you can approach the EOTC Coordinator or HOD Outdoor Pursuits.


General Principles

  • Approvals are granted by Senior Staff, with input from the EOTC coordinator for high risk trips.
  • Interruptions to class should be minimized to allow the rest of the school to function as normal.
  • Approval processes need to be initiated at least 3 weeks prior to the trip and need to be included in a senior staff meeting for discussion, preferably earlier.
  • No information is to be sent home until full approval is granted by Senior Staff.
  • Copies of all trip information must be given to the Office, along with the completed  EOTC 1 trip approval form.
  • All groups leaving the College must leave class lists and contact details with the Office.

Consent


All EOTC events require a form of parental consent. There are 2 options, depending on the type of trip. 


1. Blanket Consent – grants consent for all “low risk” events. Obtained on enrolment. 

This means parents do not need to give specific approval for such events, and nor do they
need to fill out a full medical form for each event.



2. Separate Consent – obtained for a specific event. Used for all high-risk EOTC events.

Trip organizer collects and keeps all Separate Consents.



Risk assessment and Trip Procedures


There are generic procedures that apply to all trips, and these have been outlined in the documents: 
All staff should be familiar with these documents as they pertain to all EOTC events.

Trips into higher risk environments, and overnight trips, will require a trip specific risk assessment to be completed. This is to identify the risks and management strategies for that particular event. The EOTC Coordinator must check the risk assessment document. 




Health Information and First Aid.


All trips must have a First Aider with a current First Aid qualification. Exceptions to this rule must be noted in the trip approval process and be discussed by the EOTC Coordinator and Senior Staff. 

Trip leaders are responsible for ensuring Health Information is collected about each participant. There are 2 parts to this.

1. Print out a Medical Summary from Kamar. This is easy for class groups. It is best practise to check this information with students.

2. Utilise the medical update information given by parents with the event/trip consent process: Part of EOTC 2: Event/trip Consent Form 





Transport


There are EOTC 6: Transport Procedures that should be read by all staff. This document has been developed as a guideline regarding how to get things right regarding transport. However some trips may require further guidelines long distance, multiple vehicles and winter time driving. These aspects can be listed in a EOTC 4 Risk Assessment Form.
Additional information on booking and using transport is available in the Staff Handbook. 

School Vans

Ask the OP Administrator (Andrea Woolley) to put the keys in your pigeonhole, or retrieve them from the OP shed which is open from 8.30 am until around 1.20 pm.

  • Find the van. It will usually be near the OP shed. 
  • Check the basics like oil and water and pressure in tyres. This will take from 5 – 
20 minutes. There is a
 checklist in the van if you want to be super thorough. Any comments onto the Running Sheet please. 
  • Ask students to clean the inside of the van. 
  • Fill in the running sheet by recording the odometer reading and charge details 
  • Fill in an Incident or Accident Reporting Form, Appendix 4, if needed. 
  • Put the van back where you found it ensuring not to gridlock the OP area. 
  • Return the key to the OP shed key drop. 
  • If the vans are below 1/3 fuel, please fill them up at the Caltex in town. There is a fuel allocated to each van. Please keep the receipts and record the amount on the running sheet.
  • If you notice anything that needs to be addressed regarding the vans then please contact Andrea regarding this e.g, maintenance issue, damage 

External transport providers

If the school vans are unavailable, you can arrange transport directly with the following external transport providers.
when dealing with these providers, please ensure:
  • You get a quote and that it works with your budget.
  • Arrange to either pick it up or get your transport dropped off at school, some providers charge a fee for this.
  • Check and make a note for existing damage.
  • Check to see if you need to clean and fill up the vans before finishing with them.
  • In regards to invoicing, you MUST include your trip title and your name as a reference for the office.

Private Transport:
  • When private vehicles (cars and vans) are used for transporting students the following procedures apply: 
  • All private vehicles must hold current registration and warrants or certificates of fitness. 
  • The driver of the private vehicle must be specified and they must hold a current full NZ driver’s licence. 
  • The parents/caregivers of students who will be transported by private vehicles must be informed who will be transporting their child and agree to the arrangements. 
  • It is the responsibility of the trip organiser to ensure that the procedures above are carried out. 
  • The driver must ensure that all passengers wear seat belts. 


Letters to Parents and other information


Most EOTC events require a letter/information to be sent home to parents. The letter needs to outline: 
  • The date / times of the event 
  • The purpose of the event 
  • Venues / location 
  • Students involved 
  • Staff involves and organizers name 
  • Transport arrangements 
  • Accommodation arrangements (if overnight) 
  • Equipment and clothing requirements 
  • Cost of the trip and request for payment 
  • Contact details for when on the trip 
  • Request for updated medical or contact details (if required) 
The office needs to have a copy of all letters sent out, and can assist with providing some templates. 
****Please make sure that the office also knows where to send them, if they receive any.

****If your trip requires students to turn up with certain gear, then you will need to provide this information to them. This is usually done in the form of a gear list. Please include your gear list with your paperwork for the office.



After Approval is Granted…


1. Copy of paperwork to Office. The office needs to have all trip information, including
letters home, class lists, contact details and payment information.
2. Liaise with Deb McMillan for relief requirements.
3. Trip Information and student lists posted on Staffroom whiteboard.
4. Send an email on “staff distribution” to inform all staff of the trip dates, times and students involved.
5. Book First Aid kits with Samantha Drayton at the Office.
6. Book any school vans (if required) with Andrea Woolley in the OP Department.



Incidents / Accidents


In the event of an incident refer to 

The College is required to collect and report information on any accidents or near misses.
In the event of an incident please fill out an incident / accident form and hand to the EOTC Coordinator. 




Incident forms will be reviewed by Senior management and used to improve processes for future events.