Appendix IV Tool Kit for EOTC Management
Purpose
The Tool Kit contains a selection of sample forms and templates that reflect current best practice procedures for EOTC safety. The Tool Kit is intended to assist schools to refine their systems for EOTC management and meet their legal and accepted best practice responsibilities
Note that NOT all forms are required for every EOTC event. Many low risk events may have few or NO forms (see Chapter 3, Table 3.1).
Using the ToolKit
When using the tool kit, please note the following:
- Forms should be adapted to your school’s needs and requirements, including putting your school’s letterhead at the top. (Forms 25 and 30 cannot be adapted.)
- Instructions for adapting the forms are written in green and should be deleted.
- Schools are strongly encouraged to put this Tool Kit onto the school’s intranet, so it is available for all staff to use.
- The forms may be freely photocopied by any organisation.
- Each form details a procedure. Depending on the level of risk of the activity, some procedures may be carried out informally (for example verbally) rather than using a form
Remember that the risk management (and paperwork) should be in proportion to the level of risk associated with the EOTC activity.
Planning
See Chapter 3 Planning
- Table 3.1 on pages 26 – 27 shows the suggested approval, parental consent, and risk management planning processes for various EOTC event types.
- Figure 3.1 on page 31 shows where each form, if used, fits in the five-stage process of EOTC management.
Acknowledgements
Thanks to the following schools and organizations for providing forms and templates to use or adapt for this Tool Kit:
- Dunstan High School
- Outdoors New Zealand
- Kaiapoi High School
- Horizons Unlimited
- Thorndon Primary School
- Education Outdoors New Zealand
Pre-event approval and planning
- Sample form 1_EOTC event proposal (Word 115 kB)
- Sample form 2_EOTC event approval (Word 54 kB)
- Sample form 3_EOTC event planning checklist (Word 170 kB)
Communication with parents, whanau and students
- Sample form 4_Information for parents (Word 39 kB)
- Sample form 5_ Blanket consent (Word 61 kB)
- Sample form 7_Health profile and medical consent (Word 123 kB)
- Sample form 8_Record of medication administered (Word 66 kB)
- Sample form 9_Health care plan (Word 116 kB)
- Sample form 10_Aquatic activity consent (Word 74 kB)
- Sample form 11_Student contract (Word 70 kB)
Staffing and supervision
- Sample form 12_Activity leader (Word 73 kB)
- Sample form 13_Volunteer assistant agreement (Word 60 kB)
- Sample form 14_Contracting checklist (Word 103 kB)
- Sample form 15_Agreement between school and provider (Word 98 kB)
- Sample form 16 _Outside provider (Word 80 kB)
Safety management
- Sample form 17_RAMS_Hazard assessment and control (Word 99 kB)
- Sample form 18_RAMS_Risk management plan (Word 122 kB)
- Sample form 19_SAP_Safety Action Plan (Word 94 kB)
- Sample form 20_Summary of participants (Word 57 kB)
- Sample form 21_EOTC Event proposal (Word 76 kB)
- Sample form 22_Venue facility safety (Word 81 kB)
- Sample form 23_Transport safety and student drivers (Word 128 kB)
- Sample form 24_EOTC Management self audit checklist (Word 68 kB)
Post-event evaluation, logging and reporting
- Sample form 26_EOTC Event report and evaluation (Word 62 kB)
- Sample form 27_EOTC Leader log book (Word 63 kB)
- Sample form 28_EOTC Equipment log (Word 70 kB)
- Sample form 29_Injury report form (Word 245 kB)
- Sample form 31_First aid lists (Word 69 kB)
To download the complete toolkit please click below:
- Appendix 4 Tool Kit Sample Forms (ZIP 736 kB)
