Yes. Please register all staff that have EOTC oversight at your school.

The following documents must be retained by the school for the period stated after which they can be destroyed.  

Documents	Retained for	Destroyed
Enrolment forms and information gathered as part of enrolment e.g., blanket consent forms used as part of the enrolment process	7 years	After 7 years
For EOTC event forms including signed consent forms, attendance lists and trip plans	As long as required for admin and reference.	With boards permission
EOTC Safety management policy and procedures e.g. the EOTC safety management plan	At least 10 years	Never
Non serious accident register If the school has 1 register for all accident information it must be treated as a serious accident register.	Until school closes	After school closes
Serious accident register.	At least 10 years	Never

NB:  Records that must not be destroyed can be sent to NZ Archives after 10 years and MUST be sent to NZ Archives after 25 years.   For further information see Ministry of Education Managing school Records

The school has obligations when the student: 

• Competes in the school uniform. 

• Is entered under the school’s name. 

• Participates in an event where parents might reasonably assume it is school-organised. 

Examples include activities like equestrian events, motocross, or zone/national competitions where a student qualifies as the sole representative from the school. 

School Responsibilities 

Clarity of Roles 

• Clearly communicate to parents/caregivers what the school is and isn’t responsible for during the event. 

• Ensure parents understand they are responsible for transport, supervision, and any necessary safety decisions during the event. 

Information Sharing 

• Pass on relevant details from event organisers, such as schedules, safety guidelines, and rules. 

• Provide any school-specific expectations, like behaviour standards or uniform requirements. 

Event Safety 

• If applicable, review the event’s safety plan and share any concerns with parents/caregivers. 

• Highlight the importance of parents ensuring the student’s safety during travel and participation. 

Parental Consent 

• Ensure parents/caregivers formally acknowledge and accept their responsibilities through written or email confirmation. 

Clear communication ensures everyone is on the same page and supports the safe participation of students in these events. 

e.g. 

“Thank you for supporting Heemi’s participation in the XYZ event and for taking responsibility for his attendance. We are proud that he will be representing Ruby Red Intermediate and will ensure that all relevant information from the event organisers is promptly forwarded to you. 

As Heemi is the sole participant from our school, we have not assessed the event’s safety management. It is your responsibility to make a judgment regarding the adequacy of safety measures in place. We appreciate your commitment to overseeing his transportation to and from the event, as well as his safety during the activity. 

If you have any concerns or there is an incident during the event please let us know as soon as you are able to.

Please reply to this email to confirm your agreement with these arrangements. If you have any questions or need further clarification, do not hesitate to get in touch”. 

The EOTC Guidelines (pg. 68) state that schools must ensure "ready access to a qualified first aider and adequate first aid supplies." 

Each school needs to interpret what this means for their specific EOTC activities and situations. While it’s ideal to have a first aider on every trip, this isn’t always practical. Schools should aim to increase the number of staff with up-to-date first aid qualifications to make this easier. 

Key points to consider when planning: 

In an emergency how easily can a first aider be accessed from somewhere else?   

• How far is the event from school, is it possible to get a staff first aider in an emergency? 

• Would there be one in the supermarket across the road from the event? 

• Does the venue have one (e.g. museum, fire station, sports event)? 

What health requirements do the students involved in the trip have?   

What is the nature of the event/ trip? How much risk is involved? 

How far from school is the event and is there an overnight stay involved? 

It’s good practice to document your decisions and the factors considered during the decision-making process. 

Your school’s EOTC procedures should also include clear guidance on when a qualified first aider is required. For example, first aiders should be present for trips that: 

• Include adventure activities 

• Involve travel more than an hour from school 

• Require overnight stays 

Having two drivers for long journeys is ideal but isn’t always practical. The EOTC Guidelines Bringing the Curriculum Alive (2016) outline key considerations for managing driving hours and preventing driver fatigue: 

Key Guidelines: 

Driving Hours and Work Time 

• Follow Waka Kotahi NZ Transport Agency (NZTA) regulations for driving hours and total workday length. 

Fatigue Prevention 

• Use strategies like sharing driving duties or planning stops for breaks, food, and rest. 

Driver Observation 

• Ensure there is an alert passenger observing the driver for signs of fatigue. 

NZTA Regulations in Practice: 

• Work Limits: You can work a maximum of 13 hours per day, including both driving and non-driving tasks like teaching or camp supervision. 

• Breaks: Take a 30-minute break every 5½ hours, which counts toward the 13-hour total. 
  (Example: 5½ hours driving + ½-hour break + 5½ hours driving + ½-hour break = 13 hours) 

• Rest Periods: After 13 hours of work, you must take a 10-hour continuous break before working again. 

Remember: Work-time includes everything you do as part of the job. Consider what drivers have done before driving, such as: 

• Teaching all day, then driving four hours. 

• Running camp activities or supervising overnight, then driving students back to school. 

Tips to Prevent Fatigue: 

• Plan rest breaks every two hours during long drives. 

• Drive only during times you’re typically awake. 

• Stay hydrated and avoid medications that may cause drowsiness. 

• Share driving responsibilities if possible. 

For more information refer to Driving Good Practice Guidelines. 

It's essential to emphasise to parents and caregivers the importance of knowing who is transporting their child and ensuring clear communication. Accurate information is crucial in the event of an incident, as all parents will want timely and precise updates about their child. 

This message can be shared in the school newsletter to raise awareness and educate parents about the importance of keeping track of student travel arrangements during trips. 

Key Practices: 

Pre-Trip Briefing 

Discuss travel arrangements with all involved before the event begins. 

Managing Last-Minute Changes 

Include a simple instruction for parents/caregivers in your communications: 
“If there are any last-minute changes to travel arrangements (e.g., students are in different cars than originally planned), please text the teacher in charge or the school office on 027 … to ensure records are updated.” 

Parental Consent for Changes 

If a parent/caregiver has given permission for their child to travel with a specific person, any changes to these arrangements should only be made after seeking their approval. 

Clear processes like these ensure safety, transparency, and peace of mind for everyone involved. 

Yes, a school should be able to purchase an EpiPen for your EOTC First Aid Kit.

EpiPen® are a restricted medicine in New Zealand and your school is not currently able to get free Epipen® on prescription for general use.  

However, schools can purchase an EpiPen for your EOTC First Aid Kit by visiting and speaking with your local Pharmist or ordering online at https://www.chemistwarehouse.co.nz/shop-online/5344/epipen and completing the online form.

Schools must ensure: 

• Students who require one always bring their personal EpiPen and have a clear plan on its use based on the student’s emergency action plan. 

• Staff know where each EpiPen is stored or carried during activities (both personal and any School one). 

• Clear guidelines are in place about when and how to administer any EpiPens.

Yes, New Zealand schools can request donations for Education Outside the Classroom (EOTC) activities, including school camps. However, the ability to request donations depends on whether the school has opted into the Ministry of Education's donations scheme. 

Schools Opted into the Donations Scheme: 

• These schools receive additional funding per student and agree not to ask parents for donations for curriculum-related activities, with the exception of overnight camps. For overnight camps, schools can request donations to help cover costs. It's important to note that these donations are voluntary, and students cannot be excluded from participation if their families choose not to contribute.  

Schools Not Opted into the Donations Scheme: 

• Schools that have not joined the donations scheme can ask for donations for various curriculum-related activities, including day trips and overnight camps. As with schools in the scheme, any requested donations are voluntary, and non-payment cannot be a basis for excluding a student from participating in the activity.  

Key Points for All Schools: 

• Voluntary Nature of Donations: All donations requested by schools are voluntary. Schools must clearly communicate to parents and caregivers that there is no obligation to pay, and students will not face any penalties or exclusion for non-payment. 

• Communication: Schools should ensure transparency when requesting donations, providing detailed information about what the donations will cover and reinforcing that participation does not depend on payment. 

• Tax Credits: Parents and caregivers can claim tax credits for donations made to schools, which can help offset the cost of contributions.  

In summary, while schools in New Zealand can request donations for EOTC activities like school camps, they must adhere to guidelines ensuring that such contributions are voluntary and that all students have equal access to educational opportunities, regardless of their ability to pay. 

For Further information see Ministry of Education Fees and charges at school.