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Appendix 4 Tool Kit for EOTC Management

Purpose

The Tool Kit contains a selection of sample forms and templates that reflect current good 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 good 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).

“This table compares the original forms and the new forms and shows you what has changed.”

Using the Tool Kit

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.    
  • Instructions for adapting the forms are written in green and should be deleted.
  • Schools are strongly encouraged to put the 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.

The EOTC safety management plan should form the basis of why and how you plan to manage safety in your EOTC programme. This document sits under the school-wide health and safety management system and alongside safety management plans for other areas within the school.
This is a template, with examples included. Black text = required, leave it there. Blue text = customise/adapt for your situation; and yellow speech bubbles are additional explanations and should be deleted from the School’s version.

Planning

See Chapter 3 Planning

Table 3.1 on pages 30–31 shows the suggested approval, parental consent, and risk management planning processes for various EOTC event types.

Figure 3.1 on pages 35–36 shows where each form, if used, fits in the five-stage process of EOTC management.

Template form for the Person In Charge, (eg classroom teacher) to complete at the outset of planning an EOTC event.

See Table 3.1 for guidance

Template agreement to be read and signed by all volunteer assistants on EOTC events. These can be kept on file and used for future EOTC events. 

Form for adult participant to fill out explaining their skills and competencies. 

Checklist that schools can send to outside providers to help assess the level of safety management expertise of the provider.    

Template form for parents to sign to provide blanket consent for their child to participate in low risk EOTC activities. Form includes statement explaining what low-risk means.

 See Table 3.1 for guidance

Parents should be sent information about EOTC events, especially in the “higher-risk” categories.

This information will usually include a cover letter, the parental consent form and medical information form.

See Table 3.1 for guidance

Template form to be signed by parent for individual EOTC events.   

Checklist for a school to fill out to show they have an adequate safety management system.

Also to be completed by the EOTC Coordinator/PIC to ensure all planning has been done for the EOTC event. 

Template form to be signed by a driver students are to be transported to an EOTC event in a private vehicle.  Confirms that driver has WOF, registration and licence and which students the driver will be transporting.

Template list to store all applicable emergency numbers. Give a copy to all supervisors during the event. 

Form to be filled out if a student or staff member experiences an injury. 

Template form for teacher in charge to fill out and verify that all gear has been returned in good condition.

Template form evaluating aspects of the event, to be completed by the Person in Charge.   

Template form for parents to fill out with their child’s medical information and to provide consent for their child to receive medical treatment and return to school. 

 

Acknowledgements

Thank you to the following schools and organisations for providing forms and templates to use or adapt for the Tool Kit:

  • Dunstan High School
  • Kaiapoi High School
  • Horizons Unlimited
  • Thorndon Primary School
  • Education Outdoors New Zealand

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