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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 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 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.

Pre-event approval and planning

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

A template form for the Board of Trustees to sign their approval for the EOTC event.

See Table 3.1 for guidance

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

Communication with parents, whānau and students

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

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

 See Table 3.1 for guidance

A template form to be signed by parent for individual EOTC events. Includes section for parent to include their emergency contact details. 

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.

Template for staff to fill out during EOTC event to record administering medication for students.

A form should be printed for each individual student requiring medication. 

A template plan to be filled out for individual students with high health needs.

A form for parents to fill our providing information about their child’s swimming ability and providing consent for their child to participate in aquatic activities.

A behavior agreement for students to sign before attending EOTC events. The content of this contract should ideally be composed with the students ad be appropriate to their age and the nature of the event’s activities.

Staffing and supervision

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

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

A checklist that schools can send to outside providers to help assess the level of safety management expertise of the provider. Includes a section where organisation can list referee details.

An agreement between the school and provider to sign before an EOTC events. The agreement details the health and safety responsibilities of both parties. 

A template contract for services between the school and provider.  

Risk Analysis Management System (RAMS) tool to identify and assess hazards and plan how to control them. 

A Risk Analysis Management System  (RAMS) planning tool to be filled out, that identifies risks and how to manage them. 

A Safety Action Plan (SAP) template to be filled out that identifies risks and details the necessary sequenced information to plan an event safely. It is supported with information on how to fill one out. 

Safety management  

A template table to be filled in with summary information about all participants on the EOTC event, there emergency contact information and medical information.

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

Report to be filled out with details about the venue. 

A 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.

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

Advice for media interview, in the event of an incident occurring. This card can be kept in the wallet of the school’s media contact person.

 *cannot be adjusted 

Post-event evaluation, logging and reporting 

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

A form for the Person in Charge to fill out, after the event, reflecting on how well the plan for the EOTC event worked. To be attached to the RAMS form. 

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

If a student or staff member experiences an injury, this form should be filled out. 

The National Incident Database (NID) is managed by the Mountain Safety Council (MSC) on behalf of the outdoor sector. 

This form is to be filled if an incident occurs on an EOTC event and provided to the NID.

*form cannot be adapted

A list of suggested minimum contents for first aid kits.

A template table, which identifies any gaps in competence levels for staff and includes a section for professional development to fill these gaps. 

Acknowledgements

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

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

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