FAQ
EOTC
Ratios
Legal responsibilities
Alcohol
General
- Is it compulsory for my son or daughter to attend school camps and be expected to pay for it?
- If I have prior criminal convictions can I still help with EOTC events?
- When asking parents/caregivers to assist with transport on school trips, are schools required to ask for licence and Warrant of Fitness details?
- Does Parental Consent need to be obtained for students to participate in EOTC?
- Are my children covered by ACC if they suffer an injury on a sports trip overseas?
Q – What is EOTC?
A – Education Outside the Classroom (EOTC) is any curriculum-based activity that takes place outside the school gate ranging from a museum or marae visit, sports trip, outdoor education camp, to a rocky shore field trip.
Q – What is a ratio?
A – A ratio in EOTC is a relationship that shows the number of experienced/ skilled supervisors compared to the number of novices involved in an EOTC activity. For example:
Case 1
A kayaking trip on a grade 2 river involving:
- one instructor holding NZOIA Kayak 1 Award
- one teacher with ten years of experience leading and participating in kayak trips up to grade three
- one parent with no experience
- seven novice year 12 students.
The ratio is 1:4 (1 skilled supervisor per 4 novices). Note: The parent is counted as a novice in this activity.
Case 2
A walk through the botanic gardens involving:
- one teacher
- three parents
- 28 year 3 students.
The ratio is 1:7 (1 adult supervisor per 7 students) or the ratio could be 1: 9 (1 adult supervisor per 9 students with the teacher remaining free to supervise the overall group). Note: All parents are counted as supervisors in this activity.
Q – Does a school EOTC programme need to disclose risk to participants' parents/caregivers and have them sign a waiver form?
A – A signed waiver does NOT release the organisation or individual staff or person from responsibilities for the prevention of risk. A high standard of care is still owed, quality equipment is still expected, instructors need to be trained and qualified, emergency procedures need to be planned and activities supervised. The standard rises for those with special needs. Risk prevention is the obligation of all persons and a signed waiver form does not absolve any person from that obligation to take reasonable care in any situation.
Wavier forms do however have the advantage of bringing to the minds of all parties that risks exist, that measures to prevent those risks are being taken, and a continual surveillance of any risk is an obligation on all persons. In effect, they can be used most effectively as a means of risk disclosure.
Waiver forms are an attempt by an organisation to transfer the responsibility for the prevention of risk of injury or loss of property to the participant. There is no requirement to use these forms. However, there are some advantages if used correctly.
Firstly, a person can not agree to take responsibility for prevention of risks that they do not understand and appreciate in an EOTC activity. Secondly they cannot be said to have assumed to accept responsibility for prevention of hidden risks.
Therefore, releases will be most effective when:
- risks are fully explained so the participant understands them
- participants are given the opportunity to ask questions
- activities are entered into voluntarily (challenge by choice).
A waiver will not pass the responsibility for prevention of risk when the participant does not have the capacity to understand, therefore assume, the responsibility for the prevention of risk. For instance novices, minors and intellectually impaired individuals in particular, can not assume responsibility for risks that they have limited or no understanding of. But, the release form can acknowledge their special status and be tailored to meet that. The concept of transfer of risk in such situations must be questionable however.
Note
These comments do not cover the special requirements of the Health and Safety in Employment Act 1992. For further information, see also Liability FAQ on FAQ for Boards and Principals
Q – Is it okay for adults to drink a little alcohol at camp?
A – Accepted practice in the outdoor education industry is that there is no place for alcohol or illegal drugs in EOTC activities. Just as teachers and helpers in a classroom do not drink alcohol, teachers and helpers at camp have the same responsibilities.
It is important to remember that school camp includes more than just programmed EOTC activities. Responsibility for care extends into recreational times and overnight. Alcohol impairs a person's ability to provide a high level of care and to respond to an emergency at any time.
Q – Is it compulsory for my son or daughter to attend school camps and be expected to pay for it?
A – This is a decision for individual schools (for further information about the obligations of school boards, principals etc, click here).
School camps are often provided by schools as a compulsory part of the school’s total curriculum. It is reasonable for parents to be asked to contribute towards the cost of food and travel. Fees can also be expected for optional add-on activities which are not part of the curriculum. An example of this may be a school tramping club. For further information on school donations and activity fees, click here. Section 11 relates to school camps.
If you prefer not to send your child on the school camp for some reason, the school can be expected to provide work which will be an appropriate alternative to the camp.
If you have any concerns around a school camp you should talk to your child’s teacher, principal or the board of trustees through the board chair.
Q – If I have prior criminal convictions can I still help with EOTC events?
A – The Ministry of Education publication “Safety and Education outside the classroom – A good practice guide for New Zealand schools” recommends that schools should carefully select any extra supervisors required to supervise (EOTC) events, but this is a matter for each school board. Schools may consider having police vetting carried out on volunteers for some EOTC events, especially residential events.
Q – When asking parents/caregivers to assist with transport on school trips, are schools required to ask for licence and Warrant of Fitness details?
A – No, but it may be good practice, depending on the circumstances. This is a decision for each school board of trustees. The Ministry of Education publication “Safety and Education outside the classroom – A good practice guide for New Zealand schools” recommends that schools do sight such documents.
Q – Does Parental Consent need to be obtained for students to participate in EOTC?
A – This is a matter for each school board. Many schools get parents to sign blanket consent at the beginning of the year for local or low risk activities within school hours.
It is best practice to ask for specific consent when any EOTC activity extends beyond school hours, overnight or is higher risk than a family activity. These may include a school camp or an overnight stay at a Mārae.
Q – Are my children covered by ACC if they suffer an injury on a sports trip overseas?
A – ACC will generally not pay for any treatment outside of New Zealand. Your child will be entitled to all ACC services once you return to New Zealand, provided the injury is of the kind covered by ACC.
It is sensible in any event to take out medical insurance while your child is overseas.
