EOTC Safety Management Procedures

NAG 5: HEALTH AND SAFETY

TRENTHAM SCHOOL

EDUCATION OUTSIDE THE CLASSROOM (EOTC) SAFETY MANAGEMENT PROCEDURES

Reviewed by Leadership – October 2019

Reviewed by BOT – November 2022

Ratified by BOT – November 2019

Next review date – November 2025

PURPOSES

Experiences outside the classroom reinforce learning by enabling students to make connections between what they have learnt in the classroom and the world beyond the classroom.

EOTC experiences give students opportunities to demonstrate the essential knowledge, skills, values, attitudes and key competencies identified in the National Curriculum (New Zealand Curriculum and Te Maratanga O Aotearoa).

GUIDELINES

Trentham School will endeavour to:

Use learning experiences outside the classroom to enhance learning.  First priority should be given to the utilisation of resources in the school’s local area.

Ensure that where possible all students have an opportunity to participate in learning experiences outside the classroom programmes, and parents, caregivers and the wider community will be involved.

In planning school trips, consideration must be given to the needs of the students, cost to parents, other school events and the availability of resources.  Actual costs need to be kept to a minimum and events carefully scheduled on a school-wide basis to spread costs to parents. When the school accepts the annual 'MOE Donations Scheme' funding this must be used to cover the curriculum component of the EOTC events.

Ensure that there is appropriate risk management of all activities and that sound emergency procedures are in place.

Staff trained in risk management will make decisions on the suitability of the event for the child, taking all reasonable care possible in the circumstances.

Ensure that all learning experiences outside the classroom conform to current legislation, and those outside of the school environment must also have the principal’s approval.

The Day Trip and RAMS form must be completed and submitted to the Principal for approval at least 48 hours prior to a trip.

Once approval of camp has been given by the Board of Trustees, they will be kept informed regularly.

PROCEDURES

Staff at Trentham School will use the steps below when planning an EOTC activity

PURPOSE

When considering an EOTC activity, the following should be considered:

What is the aim of the trip?

What are the desired learning outcomes?

Where is the best place to achieve these outcomes?

What are the students' learning needs?

What other benefits will the students gain?

Links to the curriculum should be identified.

PLAN

Risk management

RAMS matrix must be completed for all activities, staff must identify hazards, assess which hazards need to be managed, and develop controls for each hazard, then monitor over time if the controls are working

All teaching staff participating in an EOTC activity must sight and sign the RAMS matrix

Completed RAMS matrix must be submitted to the Principal 48 hours before the trip

Day trip form

Day trip form must be completed and submitted to office 48 hours prior to an activity

Staff and Volunteer requirements

Consideration must be given to the skills required by staff and volunteers to carry out the planned EOTC activity

Participants and staff should have access to someone with current first aid skills

If the necessary skills are not held by staff or volunteers than outside providers may be recruited to support with an activity

Supervision 

Staff and volunteers must have clearly defined roles and responsibilities for the group they are supervising

Consideration should be given for the supervision structure and organization of volunteers

The ratio of adults to students is dependent on the activity being planned. Staff member in charge must be confident that there is adequate supervision to ensure the event can be carried out safely. Use Good Practice Safety Guidelines from https://www.eonz.org.nz/eotc-management/good-practice-guidelines/ 

Wherever possible, the supervising adults must be at least 18 years of age.  Supervisors 16 and over may be used in situations where the entire group is not separated throughout the trip.  An adult accompanied by a pre-school child cannot be considered a supervisor

External Providers

When engaging external providers (e.g. Camp) the following checks must be completed

Check provider is registered with WorkSafeNZ and their registration is up to date on the register of adventure activity providers

Ask for details of their safety management systems, risk management process and emergency preparedness

Communication with Parents

Parents and caregivers must be appropriately informed and engaged, whenever students are involved in EOTC events

Parents provide Blanket consent for students to participate in Low Risk activities within the Hutt Valley area on enrolment of their child. However parents must still be notified of the upcoming activity

Letters to parents should include learning outcomes, activities students will be undertaking, event dates, departure and return times and location/s

Logistics 

Transport

When parents assist in transporting children

Vehicle registration number must be recorded on consent form

Seat-belts must be worn by all passengers and an approved child restraint provided for students under 7 years of age - children aged 7 must be secured in a restraint if one is available in the vehicle

The driver must have a current WOF and registration

Communication during trip

Consider the communication capability you will have (e.g will there be cell phone coverage)

Equipment

Ensure there will be sufficient clothing and equipment for the event

Develop an equipment list for the upcoming activity

Contingency plan and Emergency planning

Staff must ensure there is a robust contingency plan for responding to natural disasters, weather effects, staff and student health, transport issues, and any other changes that may occur

Ensure that procedures to be followed in an emergency are identified including:

plans for potential emergencies that are explained to staff during briefing (e.g. missing student, motor vehicle incident, natural disaster)

clarify staff roles and responsibilities in an emergency response

identify what emergency response resources need to be available

PREPARE

Week beforehand: This should focus on gathering resources, information and checking everything is on track including:

preparing any equipment, 

consent if required

student and health details summarised, 

leaders briefed 

first aid kits checked

relief organised

weather forecast checked

vehicles checked

Implement

Departure day

check weather forecast and road conditions

make decision to continue, postpone or cancel

communicate changes

Checklist before departure

• students that are present, names provided to office

• students have correct footwear, clothing and equipment

• any necessary medication collected

• communication device available

• any equipment checked

• first aid kits on hand

• final briefing for students, volunteers and staff

• emergency contact details for all students

Throughout trip

 monitor weather and changes to conditions, make changes as necessary

communicate safety matters and concerns with staff and volunteers

ensure incidents are reported as pre school requirements

Post Event

Complete the event by acknowledging staff, volunteers, and external providers review and evaluate the event, how well did you meet the objectives of the trip, was there anything you would do differently next time

Additional requirements

The school’s Statements of Intent related to health and safety must be adhered to.

The teacher in charge must be named and clearly understand their legal responsibilities. These are described in the Ministry of Education (2009) EOTC Guidelines: Bringing the Curriculum Alive, Learning Safety, A Shared Responsibility.

For overnight stays approval from the Board is required in Term 1 and the documentation shared in Term 4.  Refer to the Trentham School Timeline and Countdown.

For camp, sample forms from EOTC Guidelines: ‘Bringing the Curriculum Alive’ have been used to develop Trentham EOTC forms for the following:

• Parental Consent And Risk Disclosure

• Health Profile

• Staff/volunteer Competence

• Risk Management Plan (RAMS)

• Useful Emergency Numbers
  
  
  

5. All safety management documentation and camp documentation must be stored on the School Shared Drive.

Timeline for Senior School EOTC Camp Programme

Term 1

Proposal to Board of Trustees

Booking confirmed for campsite

Book bus, gear truck, instructors for specialised activities i.e. abseiling, kayaking

Notify parents- proposed dates, venue, proposed activities, estimated costs

Term 2

Camp Parent Evening - see separate sheet for a suggested agenda

Police Vetting back by end of term

Fundraising if required

Term 3

Camp Information sheets sent out to students - permission slips and medical files

Camp programme finalised

Medical files prepared ready for Term 4

Final enrolments for camp by end of term 3

Term 4

See separate Camp Countdown

Pre camp visit 

Documentation to the B.O.T. - RAMS, Camp timetable, Behaviour Management protocols, Emergency Contact List/Trentham School Emergency Communication Procedures

Term 4 Senior Camp Countdown 

Week 1

Medical Files 

Newsletter- reminder of final camp payment, gear list goes home

Letter out to supervisors- medical information, emergency contacts, notification of camp supervisor meeting, confirmation of Camp pre-visit 

Teachers to fill out volunteer competence form, medical information, emergency contacts

Week 2

Camp programme and timetable

Pre-camp visit

Balance finances

Revisit RAMS

Update Emergency Contact List and Trentham School Emergency Communication Procedures

Documentation to B.O.T.

Week 3

Delegate camp responsibilities, camp organisation

Decide on parent supervisors and teachers accommodation

Medical files presented at Team Meeting

Final reminder slip of camp fee balance still owing

Week 4

Form groups for cabins (including shower times) and activities

Laminate RAMS

Concert items

Final camp payments due 

Week 5

Meet with Camp Supervisors 

Organise camp supervisor responsibilities

List of materials to purchase

Swap duties for week away at camp

Letter about camp to parents - baking, gear list, gear check

Confirm buses, truck for transporting gear

Forms for permission for administration of medication sent home

Girls Puberty sessions

Week 6

Make passports

Practise orienteering

Purchases 

Start with own classes on EOTC activities, camp preparation, camp books