What has changed?

1. The New Look EVOLVE

2. New guidance

3. Modified system for LA schools to apply for insurance

4. Note for EVCs and Heads

The New Look EVOLVE

There is a new look for the EVOLVE system. Presentation and selection has been streamlined, inconsistencies reduced and new features added.

The processes are very much the same but with a different look which makes navigating around the site easier. There are more icons and instead of the ‘banner’ system a ‘tab’ system has been introduced to eliminate scrolling up and down the screens.

This is a list of the more noticeable changes:

· ‘Educational Aims’ replaced with ‘Learning Outcomes’ to improve post visit evaluation.

· Early Years & Foundation Stage Purposes added under ‘Purpose of Visit’

· An option for ‘Visit Evaluation’ added so the Visit Leader, EVC or Head can evaluate a visit against the identified Learning Outcomes.

· Cleaner redesigned tabbed interface reduces the need for scrolling and new icons add clarity.

· Key Documents moved from ‘Home’ page to ‘Resources’ tab.

· News feed – an ‘Important News’ pop up on the Home page.

Other changes:

· Staff visit history can be retained and imported when changing school or LA.

· Reminder message if you fail to select the ‘Residential’ visit type for visits of 2 or more consecutive days, up to 7 days apart.

· Optional email alert when transferring a visit form to another member of staff.

· An automatic email reminder to go to EVC and Head where a returned visit has not been resubmitted.

· The ability to ‘Add Note’ from windows mobile.

· A new section for ‘Unsubmitted Visits’ with a counter and advice on how to deal with these when the visit date has passed.

· Male/Female counter added to the ‘Visit Register’ not just for ‘Attendees’.

· The option for online completion of risk assessments, locked after visit approval, exportable to other visits.

· Help feature redesigned.

· Ability to toggle between school/venue/provider from the Diary facility.

· Data entry streamlined with multiple selections where appropriate and drop- down menus to reduce scrolling.

New Guidance

New guidance documents were issued earlier this year by the Government, and the Outdoor Education Advisers’ Panel (OEAP). We have completely revised Oldham’s visit guidance to take account of this. In many cases we have included links to the OEAP Employer Guidance on-line document. Where local variations apply these are outlined in a new document Guidance for Offsite Visits and Adventure Activities (GOVAA).

(Please note that ORGEV and HASPEV have been replaced!).

Key changes:

· Part one leader training is a requirement for visit leaders from January 2013

· The EV2 form has been replaced with an updated Provider Form.

· Guidance on parental consent has been modified to include recent statements from the DFE.

· Guidance on Exchange Visits and Home stays has changed (CRB checks not normally required).

· We have clarified which activities are classed as adventurous and require LA approval.

· We have clarified arrangements with Academies and other schools where the LA is not the employer

· The need for submission of a Leader Approval Request (LAR) via Evolve prior to a member of staff delivering an adventure activity is re-inforced

Modified system for LA schools to apply for insurance

The insurance application form (for residential and overseas visits) is available under the Resources tab. This form should be completed and attached to the EVOLVE application (No need to post, FAX or email now). The confirmation will appear as a note on EVOLVE from the Insurance section – you will not get a separate notification.

Note for all EVCs and Heads

The changes to the educational visit management system (EVOLVE) will affect all establishments and staff.

Please note that these changes are likely to create a need for staff training and preparation in your establishment.

We are offering free briefing sessions for Heads and EVCs in the Autumn Term that will include demonstration of key features on the ‘new look’ EVOLVE, and an explanation of key changes in the new guidance.

Dates and application information will be available in the ‘Training’ section of EVOLVE.

Please contact us if you have any concerns about this change or if you feel any training may be required. (See contacts on EVOLVE).