Clifton Terrace Model School

Education Outside the Classroom

Parent Helper’s Guide

What is EOTC?

Education Outside the Classroom (EOTC) is any curriculum-based activity that

takes place outside the school gate ranging from a library or gallery visit, sports
trip, outdoor education camp, to a rocky shore field trip.

The Parent Helper Programme at CTMS is crucial to allow CTMS students to

attend EOTC programmes outside our school.

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What is an EOTC ratio?

A ratio in EOTC is a relationship that shows the number of experienced/ skilled

supervisors compared to the number of students/novices (unskilled parent in
that particular field) involved in an EOTC activity. For example:

Case 1

A kayaking trip on a grade 2 river involving:

 one instructor holding NZOIA Kayak 1 Award

 one teacher with ten years of experience leading and participating in kayak
trips up to grade three
 one parent with no experience
 seven year 12 students.

The ratio is 1:4 (2 skilled supervisors per 8 novices). Note: The parent is
counted as a novice in this activity.

Case 2

A walk through the botanic gardens involving:

 one teacher
 three parents
 28 year 3 students.

The ratio is 1:7 (1 adult supervisor per 7 students) or the ratio could be 1: 9 (1
adult supervisor per 9 students with the teacher remaining free to supervise
the overall group). Note: All parents are counted as supervisors in this activity.

When our school attends an EOTC trip, we are provided with a ratio by the
venue i.e. Te Papa and the Dowse Gallery are one adult to every 6 primary
students.

The experienced teacher is responsible for the organisation of the trip and
parent helpers are asked to follow the guidelines and protocols outlined by the
teacher ‘in charge’.

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CTMS Teaching Staff Responsibilities:

It is the responsibility of the CTMS Teaching staff to:

 Approach CTMS parents for parent help either by phone or in a tear-off slip.

 Get back to all parents who have offered their time, to let them know if they
are needed on the trip so they have enough time to arrange leave.

 Meet with the parents prior to the trip to advise what their role is for this
particular trip and to answer any queries parents might have. Refer to
frequently asked questions at the end of the booklet.

 If the EOTC trip involves an overnight stay, such as a school camp, all parent
helpers need to be police vetted. The school is responsible for making sure
this occurs.

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Parent Helper Responsibilities:

Please make sure you attend the ‘event briefing’ before the actual event.

Be on time, as we cannot leave the school without the required EOTC ratio.

Supervision (if assigned to a group of students):

 Know who is in your assigned group of students

 Count your group regularly and often
 Do a head count each time you move from one area to another, while they are
interacting with others or working on activities
 Keep your group together
 Support your group to carry out instructions given by the teacher-in-charge.
 Support your group in their learning, help them to listen and encourage them
to respond appropriately

Walking:

 Be safe and focussed

 Ensure your group moves in a safe and controlled way
 Keep up and remain with the main group
 Walk in the established routine of:
 Older and younger student partnerships
 Older student on roadside / younger student on building side of
path
 Hold hands to cross road
 Stay on footpath

Car Travel:

 Students must be in a seatbelt at all times

 Get into and out of car from the footpath
 Parents must have a full drivers licence to assist with transport on school
trips and the car must have a current Warrant of Fitness and Car
Registration.
 Booster seats must be provided for any child under the age of 7 years old.
(If you are unable to provide the required number of booster seats please let
your classroom teacher know.)

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Care:

 All necessary care will be given to the children under your responsibility.
 Be aware of changing conditions and respond appropriately to this.
 Take with you/or check with the teacher in charge where the emergency
items are located:
 First Aid kit
 Cell phone
 School Directory
 Sunscreen

 Ensure your students have:

 Sunhats / raincoats
 Appropriate clothing and footwear
 Lunch/water bottles – if appropriate
 Backpacks – if appropriate

Frequently asked questions include:

Q. What happens if there are 6 children left to cross the road and the light
changes, do we hold the traffic up and get all the children across or do we
split the group and wait until the next set of lights?
A. Wait until the next set of lights.

Q. Why do we assign parents to a group that doesn’t necessarily have my own

child in it?
A. As a parent helper you are responsible for the needs of the whole class or
your assigned group. You aren’t there for your own child!

Q. If I am at a sporting event that has run overtime, am I allowed to

purchase/provide the children in my group a treat?
A. This is discouraged due to allergies and being fair to all groups on the trip.

Q. If one child in my group needs to go to the bathroom do I take them or stay

with the rest in my group?
A. This will depend on the event/venue. Check with the ‘teacher in charge’.

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Q. If a child in my group doesn’t listen to my instructions or keeps trying to
wander off, can I ask one of the CTMS Teaching staff to take this child in
their group?
A. Let the ‘teacher in charge’ know that you are experiencing difficulty straight
away and they will resolve the matter for you.

Q. Am I allowed to take photos at the event?

A. Check with the ‘teacher in charge’ as some student’s caregivers have
requested their child is not photographed and different venues have
different rules.

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