The EOTC External Provider Agreement form is used when an external organisation is providing a service for the school. 

It outlines details of the service that will be provided, the hours it will be provided and any supporting services (for example, transport to the venue or event). It makes clear what the school is responsible for and what the provider is responsible for. 

Outcomes of discussions held should be recorded to demonstrate how the provider and the school will work together to ensure the health and safety of all participating and provide the best possible learning outcomes for ākonga. 

The key to this process is consultation, cooperation and coordination - and communication and collaboration between all those involved. 

This provides all the information needed by parents/caregivers and whānau to understand what activity is taking place, when it is occurring and other relevant details. It must give enough information about the event, the risks involved and the management of them for the parent/caregiver to give informed consent for their child’s participation. 

The letter will be accompanied by the appropriate consent form and the ākonga health profile form (or a request to ensure health information is up to date). It may also be accompanied by an EOTC transport passenger permission form. 

It may include details of other ways that information regarding the EOTC event will be shared, such as an evening hui, information on a website, YouTube link etc. Translation of information may also be required to enable all whānau to understand details of the activity and the risks involved, and be able to give informed consent.

This form should be altered to suit the specific information for the event. It could be used for a single activity OR a programme of activities OR to give information about activities covered by a blanket consent form. If the event is not covered by blanket consent (Form 8A), Form 8B or 8C will need to be attached.

The EOTC Blanket Consent form is used to cover activities which occur during the course of a school day, are low risk and may happen often throughout the year. This form may also be used for activities that occur as part of a programme of events (for example, a number of kayaking lessons over a period of six weeks as part of a Outdoor Education NCEA programme). 

This form must contain enough information about the events that it covers so that parents/caregivers understand the risks involved and can give informed consent. Parents/caregivers should always be encouraged to contact the school if they have any questions. Parents/caregivers should be informed about the events when they occur during the year.

The EOTC Parent/Caregiver Consent form is used for any activities that are medium to high risk, involve water environments or are overnight events. Specific consent should be obtained each time an EOTC activity falls into these categories. 

This form will be accompanied by the parent/caregiver information letter that will contain enough information about the EOTC activity so that parents/caregivers understand the risks involved and can give informed consent. Parents/caregivers should always be encouraged to contact the school if they have any questions.

The EOTC Aquatic Activities Competency and Consent form is used for any activities that involve water. By their very nature, these activities are high risk and this form ensures that specific information about water competency is gathered. This form contains all the information in the parent/caregiver consent form, so is used in place of that form if the activity involves water. 

This form will be accompanied by the parent/caregiver information letter that will contain enough information about the EOTC activity so that parents/caregivers understand the risks involved and can give informed consent. Parents/caregivers should always be encouraged to contact the school if they have any questions.

The EOTC Ākonga Health Profile form can be used to collect the health information of all ākonga attending the event. 

Health information should be updated with the school office if there are any changes during the year. It is important that current health information is collected and /or is available for EOTC events. 

The EOTC Ākonga Contract Form is designed to be used to form an agreement between ākonga and the school regarding behaviour and safety while attending the EOTC event. 

Contracts should be co-constructed, age appropriate, contextual to the school and tailored to the activity being undertaken. They may be individual or a group contract approach could be more appropriate.

The Individual Ākonga Support Planning form is used to guide and record planning for the inclusion of ākonga who may require support to participate fully and successfully in EOTC. 

The support plan should be co-constructed with all key people involved including staff and whānau, and if appropriate, the individual being supported. It should clearly outline support measures to be put in place and record actions that need to be taken. 

This plan should be shared with all involved in supporting the ākonga during the EOTC activity, including any external providers. 

The EOTC Transport Plan form is developed to record details regarding travel for the event.

The transport plan will record which vehicles are involved in transporting participants, other transport requirements, route descriptions and notes about road conditions and alternative routes. It should also make clear where the school has kept a record of which vehicle ākonga are travelling in.

The EOTC Transport Driver Agreement form should be completed by anyone who is driving a private vehicle for an EOTC activity. 

In it, the driver attests that their vehicle is compliant, they will ensure ākonga are seated safely and that they will drive responsibly. The driver’s original licence should be sighted and the details recorded (or a copy kept on file). 

NOTE: Due to the increased risk, it is not advisable that ākonga should transport other ākonga for EOTC activities. If a school allows this to occur, there must be a clear school policy that guides this practice, comprehensive paperwork to support it and a full understanding of the risk that the school is undertaking. This applies for both curriculum based and extra-curricular activities, including sport. At no time will a driver on a restricted licence be transporting other ākonga. 

The EOTC Transport Passenger Permission form is used to gain permission from a parent/caregiver for ākonga to travel in a private vehicle for an EOTC event. 

This form should accompany the EOTC Parent/Caregiver Information letter if transport in a private vehicle is involved in an EOTC activity. 

NOTE: Due to the increased risk, ākonga should not transport other ākonga for EOTC activities. If a school allows this to occur, there must be a clear school policy that guides this practice, comprehensive paperwork to support it and a full understanding of the risk that the school is undertaking. This applies for both curriculum based and extra-curricular activities, including sport. At no time will a driver on a restricted licence be transporting other ākonga. 

The EOTC Equipment Lists and Log form is used to store information about equipment required for an event. 

The form includes an equipment list to record all the personal, group, adaptive and emergency equipment that is needed for the event. 

It also includes an equipment log to record school items taken and used, the condition of the equipment when it is returned, and any action that may be needed to ensure that equipment is fit for use. If schools already have an equipment and maintenance log in place for this purpose, then this should be used in place of this part of the form.

The EOTC Site/Venue Checklist form is designed to be used by the Person In Charge (PIC) of an activity to gather key information about the venue where the EOTC event is taking place. 

It should be shared with venue providers and completed by them, then returned to the PIC as part of the due diligence procedures prior to an event. If the venue/activity area is not managed by a provider, the PIC should visit the area and complete this prior to the event taking place. 

EOTC coordinators should be assured that this checklist has been completed.

The EOTC Event Checklist form contains a list of key actions that need to be taken, from the initial approval to the completion of the event. 

It supports the Person In Charge (PIC) of an event to work through a timeline of actions and check off each as it is completed. It is useful to ensure that nothing is forgotten.

The EOTC Emergency Response Guide is used to support the response to an emergency that occurs during an EOTC event. It includes specific responses to a number of emergency scenarios. 

This guide will align with the school’s traumatic incident response plan/crisis management plan. 

A laminated copy of the EOTC Emergency Response Guide should be placed in each first aid kit in case of emergencies.

The EOTC Incident Report form is provided to record any incident or potential incident that occurs during an EOTC event. 

The school should use its own incident reporting process to record incidents and near misses, however, this form is provided to be used if the school does not have an existing incident reporting process in place. 

If the incident occurs while ākonga are with an external provider, there should be agreement on whose incident report form is used and then the completed form should be shared with both organisations to ensure any actions required are taken.

The EOTC Event Review form should be used to review significant and/or complex (e.g. multi-day, or high risk, multiple classes/activities) EOTC events, or when an incident has occurred. The form should be adapted to suit the nature of the event. 

It is important that multiple perspectives are gathered to inform the review, including ākonga, staff, volunteers, whānau, external providers, and others involved. 

Schools may have a format that is simpler for routine, smaller or lower risk events, for example: ‘what went well, what was challenging/didn’t go so well, what would you change for next time?’

The EOTC Staff Competency Database form is used to keep a comprehensive record of staff and their essential information for EOTC purposes. It records a staff member's skills, qualifications and experience to undertake EOTC activities, and keeps a record of their induction and ongoing professional learning and development. 

This should be kept as a database that is regularly updated to ensure currency. 

The EOTC Activity Competency Requirements form is designed to be used to identify the competency requirements for an activity. It includes the qualifications, experience, safety equipment and staff competence needed to undertake the activity. 

This level of recording is particularly important for secondary schools who run their own EOTC programme with higher risk events. This should be kept as a database that is regularly updated to ensure currency. 

The EOTC Staff Induction Checklist form records the EOTC induction of any new staff member to the school. It is designed to be used by the EOTC coordinator and new staff members to ensure that induction for EOTC has been thoroughly covered. 

Induction should occur before any EOTC activity is undertaken by staff. 

The EOTC System Review Checklist form is designed to be used to review your school’s EOTC system to ensure it is meeting current good practice. It identifies what parts of the system are complete, what needs further work and what is missing. This allows actions to improve the system to be identified and plans to put in place to complete the necessary work. 

The EOTC Coordinator Responsibilities Checklist form is designed to be used to ensure that the responsibilities of the EOTC Coordinator are being met. 

The checklist should be adapted to reflect the school’s expectations regarding the role.

The EOTC Personal Protective Equipment Purchase and Checking record is designed to be used to keep a record of your school’s EOTC personal protective equipment and other safety related equipment to ensure it is well maintained, fit for purpose and meeting current good practice. It identifies what your Personal Protective Equipment is, when it was purchased, reviewed and any maintenance that is required. It should outline the criteria for retiring equipment from use. 

Personal Protective Equipment includes things like helmets, PFDs (lifejackets), and ropes. It is also good practice to record this information for other equipment the school owns like mountain bikes, kayaks and cookers. Emergency equipment such as Personal Location Beacons should also be recorded and the maintenance checks recorded. First Aid equipment and supplies should be managed as part of the school wide First Aid system.