EOTC Workflow Design & Implementation Package
Streamline EOTC Management - Collaboratively and Effectively
Managing Education Outside the Classroom (EOTC) in New Zealand schools can be complex. At Workflow Assist, I specialise in designing and implementing EOTC processes that are tailored to your school’s unique needs, using the platforms and systems you already have. No generic software, no extra subscriptions - just practical, solutions that make EOTC safer, simpler, and more efficient.
Why Choose WorkflowAssist for EOTC?
- Collaborative Approach: I work alongside your staff to co-design every workflow, ensuring buy-in and relevance.
- Tailored Solutions: Every process is customised for your school’s systems (e.g., SchoolBridge by InboxDesign, KAMAR, Microsoft 365, Google).
- Efficient & Compliant: Automation and clear processes reduce admin time and help you meet EONZ (Education Outdoors New Zealand) guidelines.
- Comprehensive Support: Staff receive step-by-step guides, training, and ongoing support.
What’s Included in a EOTC Project Package?
A complete, collaborative solution
1. Discovery & Co-Design
- Working with your team to identify current challenges and map out your ideal EOTC workflow, designed in alignment with EONZ best practice.
- Review of your existing systems and integration opportunities.
2. Custom Workflow Development
- Digital forms for every stage: proposals, risk assessments, planning, incident reporting, event reviews, and more.
- Consent and permission templates for all EOTC activities: day trips, overnight camps, swimming, hiking, transport, health information, and more.
- Automated reminders for key tasks: volunteer checks, weather updates, attendance notifications, and pre-departure checklists.
3. Integration
- All solutions are built using your school’s current platforms.
- No need for new software. Get the best from the tools you already use!
4. Staff Training & Support
- Quick reference guides, process charts, and training materials for every stage.
- Step-by-step “How To” documentation for each workflow.
- Ongoing support during rollout and beyond.
5. Review and Improve
- Adjustments based on feedback during training and options presented to provide ongoing support.
Ready to Transform EOTC Management at Your School?
Developing a tailored EOTC workflow, with a series of digital forms and multi-stage approvals, is a complex process.
For schools beginning their transition from paper to digital, a 12-week project is ideal. The estimated fee range is NZD $28,800 – $33,600, depending on your specific requirements.
Ready to get started or want to check availability?
Contact me to discuss your needs and receive a personalised quote for your EOTC project package.
Let’s make EOTC safer, simpler, and more efficient.
Examples of what works for EOTC
Standard EOTC Workflow Stages
Standard EOTC Workflow Stages
Standard EOTC Workflow Stages
Initial Proposal
- Staff in charge completes the EOTC Initial Proposal form.
- Includes event details, risk category, staff planning, and preliminary budget.
- Submit for Pre-Approval.
Pre-Approval
- Line manager as Pre-Approver reviews details, checks faculty impact, and approves or requests changes.
- Discussion and collaboration as required before approval.
Board Approval (if required)
- For overnight or overseas trips, Board Secretary adds proposal to Board Pack.
- Approval recorded after meeting before proceeding further.
Initial Proposal Approval
- EOTC Coordinator reviews and approves.
- Additional forms added to the workflow for completion by the Staff in Charge of the event.
Complete Additional Forms
- Person in Charge Checklist: Tracks all tasks.
- Budget Form: Detailed cost breakdown and funding arrangements.
- Risk Assessment & Supervision Plan: Includes hazards, controls, and volunteer vetting.
- Emergency Response Guide: Contact details and procedures.
- Transport Plan: Detailed transport arrangement and route planning if transport required.
- Accommodation Plan: Detailed accommodation arrangement and planning if required.
- Volunteer Checks: Volunteer details compiled and appropriate vetting completed.
Permission Slip Setup
- Create and configure permission slip linked to the event.
- Attach correct consent form, set payment options, add students, and upload parent information letter.
Submit All Forms for Final Approval
- Tick completed tasks in the checklist.
- Submit all forms for review.
Budget, Permission Slip & Staffing Approval
- EOTC Coordinator reviews budget, permission slip and staffing plan.
- Relief Coordinator receives notification and acknowledges staff relief requirements.
- Accounts dept receive notification of costs to student and confirms when charges are added.
Activate & Send Permission Slips
- Permission slips sent to parents/caregivers.
- Monitor responses and payments.
Final EOTC Event Approval
- EOTC Coordinator completes remaining checks (eg, Risk, Emergency Planning, Transport, Accommodation Volunteers etc.) and approves event.
- Automated notifications sent to office staff and student centre.
Pre-Event Checks
- Complete scheduled Weather Check forms
- Print and distribute Take-Along Report, Emergency Response Guide and other essential hardcopies.
- Ensure relief arrangements are in place.
Event Day
- Reminder to Student Centre (automated).
- Mark attendance digitally or on paper.
- Ensure all documentation is on hand.
Post-Event
- Complete and submit Event Review Forms and if necessary Incident Reports.
COMMONLY USED EOTC FORMS
Standard EOTC Workflow Stages
Standard EOTC Workflow Stages
Planning & Approval
- EOTC Initial Proposal Form: Captures event details, risk category, staff planning, and preliminary budget.
- Pre-Approver Checklist: Ensures faculty considerations are addressed.
- Board Approval Form: For overnight or overseas trips requiring governance approval.
- EOTC Coordinator Checklist: Confirms compliance before approval.
Additional Forms for Event Planning
- Person in Charge Checklist: Tracks all tasks for the staff leading the event.
- Budget Form: Detailed cost breakdown, funding arrangements, and payment method setup.
- Risk Assessment & Supervision Plan: Includes hazards, controls, and volunteer vetting aligned with EONZ guidelines.
- Emergency Response Guide: Summarises emergency contacts and procedures.
- Transport Plan: Specifically useful for events requiring multiple drivers.
Consent & Communication
- Permission Slip Setup: Linked to the EOTC workflow, the permission slip seeks parent/caregiver consent.
- Customised Consent Forms:
- Day trips
- Overnight camps
- Health information
- Transport permissions
- Swimming, hiking, surfing activities
- Parent Information Letter: Sent with permission slips providing comprehensive details for parents.
Event Management & Compliance
- Weather Check Form: Completed 7 days prior, 1 day prior, and on the event day.
- Take-Along Report: Includes student health flags, emergency contacts, and attendance list.
- Incident Report Form: For recording any issues during the event.
- Event Review Form: For post-event evaluation and continuous improvement.
Privacy Policy
WorkflowAssist values your privacy. We collect only the personal information needed to deliver our services and handle all data securely under the New Zealand Privacy Act 2020. We never share information without consent. Contact support@workflowassist.co.nz for more details or data access requests.
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