This form is to be completed by the Centre Coordinator and countersigned by the Head of Establishment and then returned to the DofE Manager. Home contact numbers are required for emergency only and will not appear on any contact lists.
The Centre
Name of Centre: ______
Type of Centre LEA School Academy Foundation School Independent School
Open Award Centre other (please state) ______
Usual meeting place ______
Address ______
______Post Code ______
E-Mail ______
Telephone ______FAX ______
The Centre Coordinator
Name of Centre Co-ordinator ______
Contact Address (if different from above) ______
______Post Code ______
E-Mail ______
Telephone ______Mobile ______
Home Address ______
______Post Code ______
E-Mail ______
Telephone ______Mobile ______
The Centre’s Head of Establishment (Headteacher, Manager etc)
Name of Head of Establishment ______Title (Headteacher etc) ______
Contact Address (if different from above) ______
______Post Code ______
E-Mail ______
Telephone ______Mobile ______
Other leaders / volunteers / helpersName / Role
(leader/volunteer/ expedition leader etc) / Qualifications
(include all relevant outdoor qualifications + DofE training courses…ITTDofE, EAAS) / Approx years of DofE experience / First aid
(8 or 16 hours + date of expiry)
Application for Centre authorisation should be submitted to the DofE Manager for Cambridgeshire.
A Certificate of Authorisation to deliver DofE can be provided on request.
We agree to abide by the Conditions of Authorisation shown overleaf.
______
Signature of Centre Co-ordinator Date Signature of Head of Establishment Date
For Office Use only
Application/Renewal for User Unit Authorisation approved ______
TracyGrant – DofE Manager Cambridgeshire Date
The Operating Authority reserves the right to withdraw authorisation at any time
in the event of failure to comply with the following conditions.
Conditions of Centre Licence Authorisation
Before being registered as a DofE centre the organisation must assure the Operating Authority (Cambridgeshire County Council) that they are able to undertake the following responsibilities
General:
1) The Centre agrees to pay the Operating Authority annual licence fee within 30 days of receiving the invoice in April each year.
2) Designate a specific adult (or adults) as Centre Co-ordinator to be responsible for all matters relating to the DofE within the organisation and make arrangements for the day to day running of the DofE Award. The Centre Coordinator(s) will be the contact between the Centre and the DofE Manager.
3) Ensure that the Centre Co-ordinator completes appropriate training as required by the Operating Authority and the DofE.
4) Ensure that the Centre Co-ordinator is provided with the necessary resources and time to operate the DofE in the school/organisation.
5) Register young people to enrol in the DofE with the Operating Authority in accordance with the age requirements.
6) Run DofE programmes according to the philosophy, conditions and requirements of the DofE.
7) Monitor the progress of all participants through their DofE programmes and provide appropriate guidance, supervision and support to them.
6) Review, evaluate and regulate the delivery of DofE programmes to maintain the quality, standards and credibility of the DofE.
7) Provide statistics and/or information to the Operating Authority when required. This should include accurate records of all staff/volunteers delivering DofE activities (eg DBS, 1st Aid, other relevant qualifications)
8) Access to the Centre should be inclusive, but numbers may be restricted by staff numbers.
9) Maintain a system of approval of Instructors, Leaders, Supervisors and Assessors, which ensures that they are appropriately qualified/experienced and are acceptable for their roles in accordance with the Operating Authority’s policy and guidelines.
10) Ensure the safety of participants and adults during DofE activities by working to the safety procedures laid down by The Operating Authority.
11) Ensure the Centre has appropriate insurance cover in place for all aspects of DofE organised by them. This is in addition to the basic personal accident cover provided for participants, upon buying a participation place. Every centre delivering the DofE must have in place public liability insurance with an indemnity limit of not less than £5 million.
12) Notify the Operating Authority of all Expeditions in accordance with the County’s notification procedure (Evolve).
13) Facilitate the inspection of Expeditions and activities by the Adventure Activities Licensing Service where such activities fall within the scope of the AALS.
14) Be aware of, and comply with, the Operating Authority child protection procedure.
15) Ensure all staff are DBS checked.
16) Ensure that the Centre Co-ordinator attends the Autumn and Spring business meetings. (Failure to attend these events could result in the centre being charged for on-site training.)
17) Notify the Operating Authority of any planned changes in Centre leadership or staffing.
18) Ensure that any new staff complete the free e-induction training as a minimum. Anyone with responsibility within the Centre DofE team must also attend an Introduction to the DofE course.
19) Ensure continuation of the DofE should the Centre Co-ordinator leave the organisation.
20) When using an AAP, the AAP must NOT deliver ALL sections of a DofE Award.
Cont.
Expeditions:
21) The expedition section must only be delivered by volunteers or staff of the Centre or Operating Authority, or by using an AAP.
22) If an AAP is contracted by the school to deliver expeditions, then the Centre is responsible for ensuring the skill, expertise and suitability of the AAP. Additionally the Centre must ensure that the AAP complies with the OA’s policies on expeditions, including staffing ratios, and that expeditions are registered and approved on Evolve.
23) A Centre Coordinator cannot also be the AAP for their own centre.
24) Submit all expedition plans via Evolve a minimum of 4 weeks (but preferably longer) in advance of the visit
25) Ensure all staff on expeditions are qualified at the appropriate level for the area they are visiting, in line with guidance documents from the Advisor for Outdoor Education.
26) Ensure that a copy of any accident or near miss report is sent to Operating Authority FAO The DofE Manager as soon as possible after the event or immediately if the emergency services are involved.
27) Agree that in order to maintain quality any expedition may be visited at any time by the DofE Manager or Central England Regional office staff to ensure appropriate standards are maintained.
28) DofE Green form (notification for expeditions in DofE wild country) and DofE Blue form (notification for expeditions outside of the UK) are to be submitted in compliance with the DofE notification process.
eDofE:
29) Use eDofE to monitor participation within the centre, accessing eDofE on a regular basis to monitor progress of participants.
30) Ensure that all Keeping Track booklets/eDofE accounts presented to the DofE Verifier have been checked and are correct
31) Paperwork/eDofE should be passed on promptly for enrolment or for completion of an Award (21 days max advised).
The Operating Authority (Cambridgeshire County Council) Agrees to:
1) Provide the DofE Coordinator with access to the Operating Authority via The DofE Manager and the DofE Verifier/administrator
2) Provide the DofE Coordinator and other centre staff with support and advice, responding promptly to queries.
3) Provide a programme of suitable training for new and existing DofE staff and Volunteers.
4) Check all Expedition notifications on Evolve and offer advice and guidance to make sure all expeditions comply with OA and DofE guidelines.
5) Provide a 6 monthly DofE business meeting to disseminate DofE information and provide County support and training.
6) Provide ongoing training, help and assistance with the eDofE monitoring system.
7) Monitor a sample of expeditions to ensure they comply with DofE Expedition requirements.
8) Issue all Welcome Packs, participation places and other requested materials within 20 working days of the order from the Centre being received at the office (Subject to supplier availability).
9) Check all Keeping Track booklets or eDofE submissions within 20 working days of submission.
10) Provide badges and certificates for all participants within 20 working days of the successful completion of an Award being received.
11) Visit centres/centre staff when requested to do so, to improve the quality of the Award at the Centre.
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