Need EOTC approval ?
EOTC Categories
To streamline the approval process, EOTC events can be sorted into 2 types:
Trips in High Risk environments Trips in Low Risk environments
EOTC Approvals Pathway
Step 1. All Trips:
Fill out the EOTC 1 TRIP APPROVAL FORM
(Part A)
High Risk or overnight trips.
EOTC 1 APPROVALS FORM including Part A and B and the
EOTC 4 RISK ASSESSMENT FORM (page 3)
or a
Separate EOTC 4 RISK ASSESSMENT FORM
or have your own risk management system.
for all High Risk trips you will need to fill in both the A and B sections of the EOTC 1 Approvals Form and an EOTC 4 Risk management form.
This must be 2 weeks prior to the event as it will need to be discussed in a SLT EOTC meeting.
Low Risk Trips
Share your filled in google doc
EOTC 1 APPROVALS FORM Part A
Please remember to share any other relevant google docs also with eotcpaperwork@mtaspiring.school.nz
This must be 2 weeks prior to the event as it will need to be discussed in a Senior Leadership Team meeting.
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Share your filled in googledoc's and other paperwork with
eotcpaperwork@mtaspiring.school.nz:
This will share your form with:
EOTC Coordinator (Luke Faed), and the office angels and SLT.
They will check your approval request and if it is correct then they will sign off your risk assessment check.
If there are areas which require further information, you will receive a notification email requesting it.
Your EOTC trip approval request will be discussed at the next Friday SLT EOTC Coordinator meeting. Please ensure that you have submitted your approval request paperwork for approval at least 2 weeks prior to your trip.
*****Please ensure ALL STAFF on your trip have read and initialled the risk documentation area on page 1. They need to ensure that they have read all paperwork connect with the trip, the Risk management and the Trip and Transport procedures.
Luke will send a message out regarding the EOTC coordinator consent and Dean will send you a message of SLT trip approval.
If there is any outstanding requirements or questions then this would normally occur prior to approval, or approval would be given pending a certain requirement.
Dean Sheppard will update the MAC Calendar
to show the approved event if needed.
Liaise with the Office regarding collection of trip fees (Kathy).
Liaise with Dean Sheppard regarding relief requirements.
The EOTC Paperwork group and office must have access to your:
- Your EOTC 1 Approval Form
- any letters to parents and trip paperwork,
- Trip plans,
- Contact information,
- Full list of students / staff and helpers on the trip.
You MUST give the access to your relevant google forms
On the day of the trip, leave the OFFICE with:
An accurate list of participants
Any updates regarding contact details (phone numbers) and estimated time of return.
You MUST ensure you take:
A first aid kit or kits suitable for the requirements for your trip.
Access to your trip paperwork.
Go on the trip. Have a wonderful experience.
On return, complete INCIDENT FORMS (if applicable) and hand to the EOTC Coordinator.
Review your trip for next time.
