Online Notifications and Approvals System - Evolve
Evolve should have been rolled out to all schools by the end of the Summer Term 2008 with a view to ending paper notifications for all Level 3 visits going out from September 2008 onwards.
It is hoped that establishments will quickly see the benefits of using the system for all offsite visits, not only for ensuring there is a clear audit trail for the planning and approval of visits but as a useful archive of information available to organisers of future visits.
The good news is that it won't cost establishments a penny!
Accessing Evolve
The link to 'Evolve' in Hertfordshire is:
This is a "live" site and can only be accessed once establishments have been provided with their log in details.
'Evolve' is an Internet-based system and can be accessed by staff using their login details wherever there are Internet access facilities.
Establishments will be provided with login details for their Offsite Visits Coordinators and Heads/Managers. Individual staff accounts can be set up by the OVCs or Heads/Managers and these can be transferred when required if staff change establishments within Herts.
What is Evolve?
The system is intended for internal use within establishments for planning, notification and approval of all levels of offsite visits, including repeat trips such as Year 4/5 swimming lessons at the local baths and sports team fixtures. It is also intended for notifying the Local Authority of level 3 visits which include self-led adventurous activities, fieldwork trips to open or "wild" country, and all trips overseas.
All visits can be planned on the system which takes users through a step-by-step process until all required stages are complete. The stages can be completed in whatever order suits the user and 'Evolve' allows the user to leave the process and log out of the system and then come back again to a particular visit, without losing any of their work.
External documents, such as detailed Risk Assessments (OV4 & 5) and lists of participants' names and summary details (OV8) can be completed electronically and attached as required.
Once the planning stages are complete, the visit can be submitted to the establishment's OVC for checking and initial approval. The OVC may insert a comment and then either refer the visit on to the Head/Manager (or the person with the delegated authority for approval on the Head's behalf) for formal approval, or back to the appropriate member of staff for amendment or further work.
The visit can either be finally approved by means of an electronic signature (PIN), referred back for further work, or refused. As with all PINs, Heads/Managers should be careful about who these are shared with. They will still be regarded as responsible for approving a visit in the same way as they would be with a signature on a paper approval form (OV3).
Once a visit has been formally approved, all material details become "locked" as an historic record and cannot be changed, although comments can still be added where required. Where applicable,the system will prompt the user that a visit needs to be submitted to the Local Authority for notification.
Hard copies of the visit summary details can be printed from the system at any stage if required.
'Evolve' also provides facilities to generate reports for OVCs and Heads to build up a profile of visits by the establishment by various categories, which may be of use in a variety of situations.
Offsite Visit Providers
The system contains extensive databases of all kinds of providers from coach operators to activity centres. It should be stressed that just because a provider appears in one of the databases, that is no guarantee of their quality and establishments should take the usual steps to satisfy themselves as to the suitability of any provider selected for use.
However it is possible to see which other establishment within Herts has used a particular provider and it is anticipated there will be a feedback facility for comments on the site. Users can also add details of other providers which may not already be in the databases where they wish. Details can be removed, if required, by contacting the Offsite Visits Advisor.
Support
There are no plans for formal training in the use of 'Evolve' as the system is very intuitive for new users. The "Help" menu is being constantly refined and it is hoped there will be no long-term need for a formal support service. However this will remain open for review. Meanwhile, enjoy and, "Have a good trip!"
Mark Falkingham
Offsite Visits Advisor
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