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EOTC Guidelines Update Log


Latest Guidelines document version: 1 July 2017

Latest Tool Kit forms (all): Files dated 12.02.18

Latest SMP Template: Version 1.4 dated 12.02.18

Guidelines and Tool Kit Location: Te Kete Ipurangi (TKI).

EOTC Logo CMYK-267-859-96

Make sure you access the latest version and keep your working document current.

Approved changes 29 January 2018

Amendments and additions made to the Tool Kit forms numbers 2,3,4 and 12 and the SMP Template, material that supports the EOTC Guidelines. Check the changes - summarised here.

Versions are all dated 12.02.18 and now carry Creative Commons copyright.

1 July 2017 

EONZ recommends existing hard copies of the guidelines in schools be collected in and new copies be downloaded, as the following changes impact across the document. If new hard copies are made, ensure there is a visible flag for users on the front cover to check the correct version date is being used. The version date is found on the contents page.

Change 1.     Good Practice

The term 'accepted best practice’ has been replaced with the term ‘good practice’ throughout the document. This change aligns with outdoor industry terminology use and practice.

Change 2.     New Tool Kit Forms

New forms have been developed and are housed in the Tool Kit in Appendix 4. This is an area of significant change with the forms condensed from 32 to 18. The new forms have been correctly cross-referenced throughout the guidelines text.

We strongly recommend you:

  • Inform your staff;
  • Use the Comparison table found inside the Tool Kit (Appendix 4) to identify how the forms have been condensed.  The comparison form is also downloadable here;
  • As part of your ongoing review process systematically compare your current forms against the new ones:
  • PRIORITISE a review of the following, as it is here that there has been a change in recommended practice:
  1. External Provider Agreement process. (New Form 6 against old forms 13, 14 and 15)
  2. EOTC Risk Assessment. (New Form 2 against old forms 17,18 and 19). 
Change 3.     Clarification around the position of volunteers

Page 47 has been amended to clarify the position of volunteers. Paragraphs 200 and 203 have been re written as follows (go to Page 47 of the Staffing and Supervision chapter for detail in full context): 

Paragraph 200 
"Volunteers who support EOTC events should be carefully selected by the school. Ideally, they should be well known to the school and the students and have relevant knowledge, experience and skills to share, as well as proven supervisory skills. In most cases, schools should not plan to leave students in the sole charge of voluntary assistance.

Volunteers, (as unpaid workers) are not required to be safety checked under the Vulnerable Children Act 2014 (VCA) or Police vetted under the Education Act.

Volunteers may include educators, parents, helpers (volunteering to go on school camps) club leaders and sports coaches.

The only unpaid workers who will need to be safety checked are those working in services or schools, as part of an educational or vocational training course e.g.student teachers on practicum. Further information on the VCA can be found in the VCA Practical Guide"

Paragraph 203 
"Parents who support their children's school by billeting children on school trips are volunteers and therefore not required to be safety checked under the VCA or Police vetted under the Education Act 1989.

School boards have the primary duty to care for and manage risks to the health and safety of workers and others (including students) arising from the work of the school. This means that schools must take reasonable steps to ensure that the accommodation that the school is providing for their students and staff on school trips, including in private homes (while under their care and responsibility), is healthy and safe."

4.     Access to Automated External Defibrillators (AEDs)

Information on Page 69, Paragraph 334  is updated to include the importance of ensuring staff and students know where AEDs are located and when and how to use them.

16 February 2017

Page 39: Paragraph 149. Bullet point added to Transport consent and safety section, this following a coroners recommendation regarding driver fatigue.

  • "Due consideration be given that there should be an observer in the vehicle who is awake at all times and observant of the driver and driver fatigue."


Nga Ratonga Kaupapa Atawhai CS No. CC25473.