EOTC Workflow Design & Implementation Package

Initial Proposal

Staff in charge completes the Education Outside the Classroom (EOTC) Initial Proposal form. This includes event details, risk category, staff planning, and a preliminary budget, all crucial for effective EOTC management. Submit for Pre-Approval.

Pre-Approval

The line manager acts as the Pre-Approver, reviewing details, checking faculty impact, and either approving or requesting changes. Discussion and collaboration may be required before approval.

Board Approval (if required)

For overnight or overseas trips, the Board Secretary adds the proposal to the Board Pack. Approval is recorded after the meeting before proceeding further.

Initial Proposal Approval

The EOTC Coordinator reviews and approves the proposal. Additional forms are added to the workflow solutions for completion by the Staff in Charge of the event.

Complete Additional Forms

- Person in Charge Checklist: Tracks all tasks.

- Budget Form: Provides a detailed cost breakdown and funding arrangements.

- Risk Assessment & Supervision Plan: Includes hazards, controls, and volunteer vetting.

- Emergency Response Guide: Contains contact details and procedures.

- Transport Plan: Details transport arrangements and route planning if transport is required.

- Accommodation Plan: Offers detailed accommodation arrangements and planning if necessary.

- Volunteer Checks: Compiles volunteer details and ensures appropriate vetting is completed.

Permission Slip Setup

Create and configure a permission slip linked to the event. Attach the correct consent form, set payment options, add students, and upload the parent information letter.

Submit All Forms for Final Approval

Tick completed tasks in the checklist and submit all forms for review.

Budget, Permission Slip & Staffing Approval

The EOTC Coordinator reviews the budget, permission slip, and staffing plan. The Relief Coordinator receives notification and acknowledges staff relief requirements. The accounts department receives notification of costs to students and confirms when charges are added.

Activate & Send Permission Slips

Permission slips are sent to parents/caregivers. Monitor responses and payments.

Final EOTC Event Approval

The EOTC Coordinator completes the remaining checks (e.g., Risk, Emergency Planning, Transport, Accommodation, Volunteers, etc.) and approves the event. Automated notifications are sent to office staff and the student center.

Pre-Event Checks

Complete scheduled Weather Check forms. Print and distribute the Take-Along Report, Emergency Response Guide, and other essential hard copies. Ensure relief arrangements are in place.

Event Day

A reminder is sent to the 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.

Planning & Approval

EOTC Initial Proposal Form: Captures event details, risk category, staff planning, and preliminary budget, essential for effective Education Outside the Classroom (EOTC) management. 

Pre-Approver Checklist: Ensures faculty considerations are addressed as part of the EOTC workflow solutions. 

Board Approval Form: Required for overnight or overseas trips that need governance approval. 

EOTC Coordinator Checklist: Confirms compliance before approval, ensuring all EOTC management protocols are met.

Additional Forms for Event Planning

Person in Charge Checklist: Tracks all tasks for the staff leading the event, critical for smooth EOTC management. 

Budget Form: Provides a detailed cost breakdown, funding arrangements, and payment method setup for transparency in budgeting. 

Risk Assessment & Supervision Plan: Includes hazards, controls, and volunteer vetting aligned with EONZ guidelines, reinforcing safety in EOTC activities. 

Emergency Response Guide: Summarizes emergency contacts and procedures to maintain safety during events. 

Transport Plan: Particularly useful for events requiring multiple drivers, ensuring efficient transport management.

Consent & Communication

Permission Slip Setup: Linked to the EOTC workflow, this permission slip seeks parent/caregiver consent for participation in activities. 

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 about the EOTC experience.

Event Management & Compliance

Weather Check Form: Completed 7 days prior, 1 day prior, and on the event day to ensure conditions are safe for EOTC activities. 

Take-Along Report: Includes student health flags, emergency contacts, and attendance list, crucial for effective event management. 

Incident Report Form: Used for recording any issues during the event to improve future EOTC management. 

Event Review Form: Facilitates post-event evaluation and continuous improvement of EOTC workflow solutions.