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 found on this website. If you need help with the process you can approach the EOTC Coordinator or the SLT EOTC Representative.

General Principles

• Approvals are granted by SLT, with input from the EOTC coordinator for high risk trips.

• Interruptions to class should be minimised to allow the rest of the school to function as normal.

• Approval processes need to be initiated at least 2 weeks prior to the trip and need to be included in a senior staff meeting for discussion, preferably earlier.

• Copies, links and access to all trip information must be supplied via a completed  EOTC 1 trip approval form. A new form will need to be completed each year. 

• This form must be shared with the EOTC group: eotcpaperwork@mtaspiring.school.nz. This will give document access to SLT, the EOTC Coordinator, the Attendance Officer, the Relief Co-ordinator,  Invoicing  (office).

• All groups leaving the College must leave an attendance list 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 “low risk type” events which are within the local proximity of the school, usually a walking bus for transport and wont affect other classes. as this is obtained on enrolment house day permissions are collected with this blanket consent form.

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.

• Document: EOTC 8: Blanket Consent

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

Trip organiser collects and keeps all Separate Consents.

• Document: EOTC 2: Event/trip Consent Form 

Risk assessment and Trip Procedures

There are generic procedures that apply to all trips, and these have been outlined in the documents: 

• Document: EOTC 5 Trip Procedures (generic) 

• Document: EOTC 6: Transport Procedures 

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. 

• • On page 3 on the latest EOTC 1 Approval Form: EOTC 4 additional/high risk assessment form attached (page 3)

• Or a separate Document: EOTC 4 Risk Assessment Form

Health Information and First Aid: all students must* have access to a qualified first aider.

All trips must have a Qualified First Aider with a current First Aid qualification. 

TIC/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 & Vehicles

Vehicles must not be loaded greater than the number of available seats. All passengers in vans / cars must have a seat belt.

• MAC VW (silver) vans may carry 11 passengers

• MAC VW (black) van may carry 10 passengers

• MAC Gobus van (white) may carry 11 passengers

Prebook vehicles: 

• • MAC VW (silver vans & gobus): email Andrea Woolley

  • MAC VW (black van & silver subaru): Book via the MAC VAN/vehicle Calendar via staff access only (check availability here).

  • All drivers have been checked to identify that they have current drivers licences.

  • Inspect vehicle prior to use

  • Check trailer couplings (if used)

  • Check road conditions (eg AA roadwatch, Wanaka App road report)

  • Check for chains, spare wheel etc.

  • Keys: GoBus & Silver MAC vans - kept in the OP shed. Black vans - kept the school office. 

Post activity:

• • School vehicles must be left clean and more than ½ full with fuel. 

  • Return keys to the normal required place: 

    • Go Bus rented van & Silver vans - OP shed, 

    • Black vans - office, 

  • Inform the following people if there is any vehicle damage which occurs. 

  • Andrea: The Go Bus rented van and Silver MAC van. 

  • Roger: The Black van

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. 

  • Reimbursement can be offered to help parents with fuel costs and vehicle use. Please ensure you budget this into your trip costs. Here is a form to help gather this information: Transport Assistance Form

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 involved and TIC/ Trip Leaders 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 

• Document: EOTC 7 Incident Management Guidelines 

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. 

• MAC Accident/Incident Form

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