In order to successfully complete your EOTC please complete these simples steps

  1. Before starting refresh your browser page, this reconnects you to the server
  2. Only complete the questions in REDThen press save.
  3. Then head to the EOTC calendar page located on your school's landing page



For instructions on completing this form visit How to Complete EOTC Forms


EOTC Trip Submission Form - Day Excursions Only

For Information regarding the documents required for trips. Please refer to the EOTC Guidelines and Practices.

PLEASE READ BEFORE COMPLETING

Confluence will log you off if you are idle for more than 1 hour.  The downside to this is it appears that you are still logged in until you try and save anything.  So please follow these steps when creating an EOTC trip submission; thus, you reduce the risk of losing work.

  1. Fill in the answers to the following questions/fields only. These are marked as red text to help identify quickly.  You can also click on the item below, and it will take you to correct spot in the form.
    1. Has the Trip Proposal been approved by the School?
    2. School
    3. Name of Excursion
    4. Date of Excursion
    5. Upload Student list into the first upload space
    6. Name of the staff member who will take charge
    7. Bursar & Principal names (please consult your school for the correct names)
  2. Then click the SAVE button and wait for the record added box to appear in the top right.

The basic's of your EOTC is now saved and you and complete the rest through the FORM RESULTS.  Make sure you press SAVE after adding some new information, and you aren't idle for more than an hour.

QuickLinks

3.2 EOTC Staff, Adult Helper and Student List

3.3 EOTC Budget Summary

3.4 EOTC Activity Plan / Itinerary

3.5 EOTC Internal Risk Analysis and Management (RAM) Plan

3.6 EOTC Third Party Provider Register

3.7 EOTC Emergency Plan

3.8 EOTC Consent Letter

3.9 EOTC Medical Information

Submit for Review


Has the Trip Proposal been approved by the School?
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School:
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Type of Excursion:
Day Excursion

Name of Excursion:
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Class / Year:

Date of Excursion:
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Submitted By:

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3.2 EOTC Staff, Adult Helper and Student List

Adult Helpers

Date Of Birth

WWCC Number

Other Teachers:

Upload Student List

The Student list MUST include First Name, Last Name, Academic Year, Sex and Significant Medical needs

PLEASE READ BEFORE ATTACHING STUDENT LIST

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, file type, school and year.   For example, 5R Bike Day class list Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.

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3.3 EOTC Budget Summary

Please complete the Budget Summary below or upload the budget below. Totals will not be seen here but can be seen in FORM RESULTS once the form is submitted.

Please note that this is ONLY for budget income and expenses. NOT for general student or school count.

Budget Upload

Income

Number of students

Income per student ($)

Please enter number value only

Total ($)

Student

School

Fundraising

Other

Total Income







Expenses

Number of Students

Cost per student ($)

Please enter number value only

Total ($)

Accommodation

Food

Transport

Activities

Other

Total Expense







Surplus / (Deficit)




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3.4 EOTC Activity Plan / Itinerary

Either upload Activity Plan / Itinerary OR Fill in the form below.

PLEASE READ BEFORE ATTACHING ACTIVITY PLAN/ITINERARY 

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, file type, school and year.   For example, 5R Bike Day Intinerary Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.


Date/Time

Activity

Location

Contingency Plan if for some reason the above activities cannot continue as planned.


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3.5 EOTC Internal Risk Analysis and Management (RAM) Plan

Risk Assessment Matrix

Severity*: How serious could the injury be?

Likelihood**: How likely is it to be that serious?

Very unlikely

Unlikely

Likely

Very likely

Death or permanent disability

3

2

1

1

Long term illness or serious injury

4

3

2

1

Medical attention and several days off

5

4

3

2

First aid needed

6

5

4

3


See EOTC Hazard document for more information.


Where applicable, upload additional insurance cover.

PLEASE READ BEFORE ATTACHING INSURANCE 

in order for the file to be saved, it must be a unique name.  To help with this please include the Orginal filename, class, excursion title, school and year.   For example Insurance Document 5R Bike Day Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.


Either upload RAM plan OR fill in the form below.

PLEASE READ BEFORE ATTACHING RAM PLAN 

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, RAM, school and year.   For example 5R Bike Day RAM Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.



Activity and Hazard (identify the risky activities)

Initial Risk Rating

Control Measures (how will you control the risk)

Final Risk Rating

Who is responsible for implementing the control measures


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3.6 EOTC Third Party Provider Register

Provide a list of all external providers who will provide services to students on this trip. Attach the company's risk assessment and management plan for each activity. For each third party person who will be directly working with children, please list Name, Date of Birth, and WWCC number.

Company Name:

ABN:

Service/s provided

Initial Risk Rating

Final Risk Rating

RAM Uploaded

Company Name:

ABN:

Service/s provided

Initial Risk Rating

Final Risk Rating

RAM Uploaded

Company Name:

ABN:

Service/s provided

Initial Risk Rating

Final Risk Rating

RAM Uploaded

Company Name:

ABN:

Service/s provided

Initial Risk Rating

Final Risk Rating

RAM Uploaded

Company Name:

ABN:

Service/s provided

Initial Risk Rating

Final Risk Rating

RAM Uploaded


Please upload a list of ALL helpers that will be involved containing their Name, Date of Birth and WWCC Number.

PLEASE READ BEFORE ATTACHING THIRD-PARTY WWCC LIST

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, file type, school and year.   For example, 5R Bike Day 3rd party wwcc Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.

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3.7 EOTC Emergency Plan

Name of the staff member who will take charge

Name of the staff member(s) with first aid skills

Outline your plan of how you will respond to an emergency, ie. What will your immediate actions be, and whom will you contact to seek assistance from?


List Local Emergency Service Contacts and Locations:
Police Station Location

Contact No.

Hospital Location

Contact No.

Other Useful Location/s

Contact No.


Who have you arranged with from school to act as a contact person?

Emergency Equipment Checklist (Tick the box when taken care of)

Are you taking a First Aid Kit?

Are you taking a Mobile Phone?

Have you checked the student medical forms and noted any conditions you need to consider in your planning. For significant considerations, include these in the RAM form.

Is the activity in bushland or on the ocean? If so, are you taking:

a EPIRB?

a Satellite Phone?



Upload any Additional Emergency Plan Documents

PLEASE READ BEFORE ATTACHING ADDITIONAL EMERGENCY PLAN 

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, file type, school and year.   For example, 5R Bike Day 3rd party Additional Emergency Plan Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.

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3.8 EOTC Consent Letter

Upload Consent letter scanned in as ONE PDF document.

PLEASE READ BEFORE ATTACHING CONSENT LETTER

in order for the file to be saved, it must be a unique name.  To help with this please include the class, excursion title, file type, school and year.   For example, 5R Bike Day 3rd party Consent Port Macquarie 2019. If you don't do this there is a chance the file won't save correctly to confluence.


Sample Consent Letter.

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3.9 EOTC Medical Information

All excursion leaders MUST take a printed summary of student medical information. This can be accessed in MAZE or SEQTA.

For overnight and Overseas excursions, an additional Medical Information Form is required from each student and adult participant. This form may be completed as a HARD or SOFT COPY as directed by the School.

Information provided will be treated with confidentiality. It will be used for the purpose of planning safe activities, or in the event of a medical situation arising at school or away on a trip. 

Click HERE for the Medical Information Form.

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Submit for Review

Bursar / Business manager:

Principal / Head of School / Authorised Delegate:

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When you have completed the form and no longer need to edit it: Please check the box below and click SAVE. This will notify the relevant persons for review.

When the form is incomplete, and you wish to continue to edit the form, click on save without checking the box below. You will then be able to access the form under FORM RESULTS where you will find an EDIT FORM button near the top to edit your submission.

When ready to submit, check the box below then click SAVE.


I am ready to submit for review.