EOTC Review, Evaluation, and Reporting

At Paparoa Street School, we review and report on our EOTC programme and individual EOTC events to improve our practices and ensure our processes are working well, including our safety planning and risk assessment documentation. Reviews are carried out by kaimahi with knowledge about the events/activities. Actions arising from reviews are implemented and communicated to kaimahi and relevant parties.

EOTC programme review and reporting

Paparoa Street School review of our EOTC programme includes:

• reviewing EOTC events – see below
• monitoring EOTC delivery to ensure compliance and identify opportunities to improve safety management – see EOTC Governance Roles and Responsibilities and EOTC Management and Support Roles
• reviewing our EOTC policies and procedures regularly – see Review Schedule and Poari Matua Assurances.
• reviewing our safety management systems annually.

  EOTC safety management system review may include:

  • updating a list of all EOTC events held during the year
  • checking for compliance and good practice (e.g. new and changing legislation, standards, codes of practice, good practice guidelines)
  • reviewing the effectiveness of risk management processes
  • identifying professional learning opportunities for kaimahi
  • analysing incidents and any incident trends
  • reviewing emergency procedures
  • reviewing health and safety goals and targets, developing action plans to support improved safety performance, and keeping records of progress.

  EONZ: Safety Management Plan

EOTC event review

We review all major EOTC events, as well as any events involving an incident. We review other events wherever possible. The depth of the review reflects the nature of the event and may include:

• gathering feedback from those involved (e.g. kaimahi, ākonga, volunteers, external providers)
• evaluating how well learning, safety, and ākonga participation objectives were met, and noting any other benefits
• reviewing and following up all EOTC-related incidents, near misses, and safety concerns raised by ākonga, kaimahi, and others
• reporting to participants, kaimahi, parents, and external providers about the event as needed
• ensuring, where relevant, that any review findings inform future planning.

Reporting and record keeping

We report on EOTC events to improve our EOTC health and safety systems, and to ensure that our EOTC programme meets the intended learning outcomes for ākonga. Reporting includes:

• finalising actual versus budgeted costs and completing any financial reporting and outstanding payments
• checking that all incident reports have been reviewed and actioned
• sharing the results of the event review with relevant kaimahi (e.g. EOTC coordinator, tumuaki, poari matua)
• filing event records for future reference (including use in wider reviews).

Paparoa Street School complies with the guidelines set out in the School Records – Retention and Disposal Schedule and keeps kura records for the required timeframes.

Related policies

• EOTC Governance Roles and Responsibilities
• EOTC Management and Support Roles
• EOTC Incident Reporting
• Kura Records Retention and Disposal

Resources

• EONZ: Tailored EOTC Review and Support (external safety management system auditors can also supply audit forms)
• EONZ: EOTC Safety Management Plan and Toolkit
  • Incident Report
  • Event Review Form
  • EOTC Coordinator Toolkit - System Review Checklist
  • EOTC Coordinator Toolkit - EOTC Coordinator Responsibilities Checklist

Release history: Term 1 2024, Term 1 2021, Term 1 2019

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