Northland School Board of Trustees

Education Outside the Classroom (EOTC) Policy

Rationale

Students’ learning is enhanced by a broad range of experiences that take place out of school but form part of or complement the classroom programme. Northland School will provide opportunities and encouragement for students to experience a broad and balanced range of cultural, social, recreational and other learning activities, beyond the classroom, that are linked to classroom programmes and appropriate learning outcomes.

Purpose

To ensure that
• The established rationale behind EOTC activity at Northland School guides the selection and implementation of planned activities.
• Northland School has agreed planning and approval procedures to cover the range of EOTC activities.
• Northland School EOTC guidelines on risk analysis and safety practices reflect best practice and comply with relevant legislation.
• Northland School has agreed procedures for determining and recovering the cost of EOTC activities.

Guidelines

• All EOTC activity is directly and specifically linked to appropriate learning outcomes.
• Consideration for the safety of students and staff is paramount at all times.
• The Principal or Deputy Principal must approve all EOTC activity outside the school grounds.

Permission Sought From Parents/Caregivers for EOTC Activity

• At the start of each year the school will seek written permission in principle for the coming year from parents/caregivers for their child/ren to leave the school on EOTC activities during school hours. Such permission will be required for students to participate in EOTC activities.
• The school will seek specific permission from parents/caregivers for planned EOTC activities that involve an absence from school that extends outside the school day and for overnight trips/camps.

Planning, Risk Assessment and Evaluation

• An Event Proposal Form is to be completed for all EOTC activities. (refer Event Proposal Form)
• Before each EOTC activity takes place, relevant staff will carry out a risk analysis for approval by the Principal/Deputy Principal. The risk analysis determines that safe practices are planned, assures the adequate supervision of students, meets legal requirements and involves contingency planning.
• The Principal will advise the Board of any serious incident, especially relating to the safety of students or staff, during a trip away from school.
• Overnight or school camps require a written evaluation.

Supervision

• Students will be supervised at all times during EOTC activities. The ratio of adults to children required will be determined relative to the assessed risks associated with the activity. Staff will follow good practice guidelines in determining the risks and related supervision requirements (including adult to student ratios) associated with EOTC activities. (Refer: EOTC Guidelines Bringing the Curriculum Alive, Ministry Of Education 2009)
• EOTC activity will not take place unless adequate supervision is provided.
• To meet appropriate supervision type and ratio for the planned EOTC activity parents/caregivers will be invited to accompany the group as supervisors. Parents/caregivers will be selected by staff on a first come first served basis except where specific supervision requirements dictate otherwise.
• Additional parents/caregivers will be welcome to join the trip as parent helpers if planned arrangements allow. Parents/caregivers joining an EOTC activity who are not required for supervision purposes may be required to make their own transport or other arrangements and will be asked to meet their own costs.
• No parent/caregiver with an accompanying pre-schooler will be used in a supervisory role.
• All parents/caregivers known to be accompanying EOTC trips will be informed of

• Planning details of the trip.
• The purpose/s of the EOTC activity
• Specific expectations that the staff may have of parents as supervisors.
• All parents or other volunteers acting as supervisors will be required to complete a Parent Supervisors/Volunteer Assistants Form (refer sample)

(Refer: Volunteer Assistants Guidelines from: EOTC Guidelines Bringing the Curriculum Alive, Ministry Of Education 2009

Transport

• If private cars are used to transport students in the course of an EOTC activity, staff will ensure drivers are aware of the school’s Road Safety Policy and are aware that the school will not be liable for accidents. Drivers will need to complete a Drivers’ Information Form (refer Drivers’ Information Form)
• All students will be seated on a bus or in a car.
• Parent permission will be sought if students are being transported by car. (refer Passenger Permission Form)

Board Approval for Overnight Trips/Camps

• The Board’s prior approval in principle is required for proposed EOTC activity involving overnight trips and/or camps. Full Board approval will be given at least a month before a trip/camp once detailed planning (including risk analyses) covering all aspects of the event has been provided. The board will base such approval on an assessment of the relevance and suitability of the proposed trip/camp and the EOTC activities involved, and the measures in place to maximise the safety of the students at all times.

Finance

• At the start of the year each Teaching Team will be allocated an annual EOTC budget on a per student basis. This budget is used for trips, entry fees, visiting groups, swimming etc and will include transport costs.
• Parents/caregivers are expected to pay the EOTC costs for their child/ren. At the start of the year, parents/caregivers will be informed of the cost per child of planned EOTC activity for the year.
• In response to the ongoing classroom programme and in order to make the most of local and Wellington region events as they occur, spontaneous EOTC activity may be planned for teams or individual classes that incurs costs not covered in the EOTC budget. Such activity will require an additional payment by the parents of the students involved to cover costs.

Approved: 20 October 2010

Review Date: 2013