Most groups will wish to provide their own expedition programme and Kirklees DofE supports this aim. The idea of this page is to point out the key facts in preparing and notification for your groups practise and qualifing expedition. All information can be found in the DofE Award Groups Operation Manual which you should have a copy of upon signing your service level agreement with Kirklees DofE.

If you require further help, please contact Kirklees DofE on 01484 225952 or email dofe.awards@kirklees.gov.uk

 

Leader Qualifications

All Leaders must be registered with Kirklees DofE by filling out a staff enrolment form and copies of all qualifications, DBS and driving qualification where needed, sent to Kirklees DofE before they are able to supervise an expedition group.

Expedition supervisors are required to hold one or more of the following nationally recognised qualifications (NGB’s) to conduct expeditions:

- Lowland Expedition Leader (LEL) Level 3 Award (or the old BEL level 2 or 3) issued by the Sports Leaders UK, for training/supervision of bronze, silver & gold awards within the remit of the BEL.

- The appropriate level of the Mountain Training, Lowland Leader (LL) or Hill & Moorland Leader (HML) both with the Expedition Skills Module, Walking Group Leader (WGL) or Mountain Leader Award (ML) issued by Mountain Leader Training UK for expeditions (on moorland terrain) within remit of the Award.

- Countryside Leader Award, for training/supervision of bronze and possible silver awards that are within the remit of the CLA.

- For other modes of transport (cycle, canoe etc.) consult with the D of E Manager concerning the appropriate qualifications or experience required.

- All supervisors must hold a current minimum 16 hour First Aid Certificate appropriate to the activities undertaken.

- The DofE Manager may recognise other qualifications/experience on a ‘case by case’ basis for more information please contact Kirklees DofE if you believe this may apply to you. Appendix 5 in the Guidelines includes a qualification matrix we currently use for DofE activities.

- Attendance at a D of E specific Supervisors course is highly recommended, as this concentrates on the ‘soft skills’ and Remote Supervision specific to D of E requirements. Kirklees Council offers this course. Contact the D of E Manager for further information.

- All expedition assessors must attend a DofE Assessors Accreditation Course and complete the registration requirements before assessing DofE expeditions.

 

Group/Leader Ratio's

A suitably Outdoor qualified supervisor shall take responsibility for no more than two teams undertaking either a practice or qualifying expedition.

 

Commercial Providers

External expeditions from commercial providers should comply with the requirements of Health and Safety Executive Licensing Regulations 2007 (if applicable). These providers must also be a DofE Approved Activity Provider (AAP). A list of these can be found on www.dofe.info The group co-ordinator must obtain the AALA licence number of any outside organisation offering commercial services and provide this to Kirklees Council.

In addition to this, Kirklees Registered groups must still gain approval of these expeditions. See Below about this process.

 

Pre Expedition Requirements

Before accrediting an application the DofE Co-ordinator will need to be satisfied that the Expedition meets the following requirements:-

a)  Expedition Team Competence
Team members shall be adequately trained and physically able and fit for the challenge chosen for the venture.  (This is normally facilitated by the provision of adequate training and ‘practice’ expeditions and careful consideration of appropriateness to each team). 

b) Equipment
The group and personal expedition equipment must be fit for the nature of the expedition.  All expedition teams should have their equipment checked by a qualified person prior to the expedition.

c) Supervisors and Assessors
We as the Licensed Organisation accredit all Assessors and Supervisors.
No group will be allowed to undertake expeditions without the correct ratio of adult supervisors.  Multiple/Special Needs Groups, will need to review the Risk Assessment and increase the supervision as appropriate. An appropriately qualified supervisor must take responsibility for no more than two expedition groups. If the groups are being electronically tracked using a tracking device an appropriately qualified supervisor can take responsibility for up to three groups with adequate support in place.

d) Risk assessment
A Formal Risk Assessment has been carried out for each expedition; this must include campsites, proposed routes and the formation of a remote supervision plan.

e) Transport
In all circumstances, it is expected that all necessary precautions, legal and otherwise, are taken in the transportation of participants and leaders engaging in the Duke of Edinburgh’s Award Programme, including Roadworthiness, Kirklees Mini Bus Safety Test, Drivers hours, Breakdown cover, appropriate insurance, risk assessment.

f) Major Incident Plan
All expeditions should have a plan to cover a major incident (e.g. hospitalisation, injury to participants or leaders etc).

 

Notification Procedures/timescales

All practice and qualifying expeditions must be approved by Kirklees DofE and the relevant DofE Expedition area if appropriate. Failure to do this will invalidate the expedition.
This system of notification will ensure that Kirklees Council knows in advance which groups are undertaking expeditions. The appropriate DofE Expedition Area Office can also give approval and ensure that all requirements are met. Kirklees DofE staff are happy to assist with guidance, planning etc.
Whilst appreciating that groups/schools may operate their own ‘Out of School Activities’ procedures, it is still necessary to notify Kirklees Council of any expeditions offered under the Duke of Edinburgh’s Award to ensure accreditation and insurance under the auspices of The Duke of Edinburgh’s Award.

a) Bronze, Silver & Gold Practice or Qualifying Expeditions

A Minimum of Six Weeks in Advance the information is to be uploaded onto EVOLVE and a completed Expedition Notification Form (EVDofE) should be attached to your EVOLVE entry. DofE groups that do not use EVOLVE must complete an Expedition Notification Form (EVDofE) and send to Kirklees DofE via post or email (dofe.awards@kirklees.gov.uk).
Once approved, all DofE groups will be notified with a Local Expedition Notification Number (LENN) for the expedition.

b) Overseas expeditions

For ventures abroad there needs to be a great amount of planning and the DofE advice at least one year in advance of the notification of plans. Therefore please involve the DofE co-ordinator as soon as possible. Approval is also required from a Regional Level.

c) Expedition Variations and Pre-expedition Checks.

If a qualifying expedition does not meet any of the 20 conditions (appendix 8) a variation request
form needs to be completed and sent to Kirklees Council for approval (variation form :- http://www.dofe.info/go/expeditiondownloads/).

Where a young person may have difficulties in meeting the 20 conditions of the expedition due to illness, injury, disability or impairment a variation may be accepted. Please see hand book or talk to the award manager.

Final approval to all variations may be needed from the Regional DofE office. Contact the DofE co-ordinator for advice at least twelve weeks ahead.

Where Gold Assessed Expeditions are taking place, Centres must ensure Pre Expedition Checks are in place.

e) EVOLVE submission

For those groups who use Evolve the following procedures should be used.

1. Complete the EV1 Duke of Edinburgh form (EV DofE) as this includes the specific Participant Number which the Operating Authority will need to know.
2. Log onto Evolve.
3. Click ‘Add’.
4. The Visit Name should start with ‘DofE’ and end with ‘Centre Name’ e.g.  “DofE  Bronze Expedition White Peak Mirfield Open Award Centre”.
5. Under ‘Primary Purpose’ on the drop down list click on  ‘Duke of Edinburgh’.
6. Continue through the form until you get to...
7. DofE Forms - upload the EV DofE as well as any other appropriate forms.
8. Complete the Evolve form by adding risk assessments and any other relevant documents (route maps/cards, letters to participants, etc).
9. When you are satisfied everything is in order click ‘Submit’.
10. The form will be sent to your EVC who checks it and submits it to the Head Teacher.
11. When the Head Teacher is satisfied everything is in place they click  ‘Process’.

 

The Kirklees DofE Development Officer, will formerly approve DofE trips. On approval, you will receive a LENN for each DofE Group undertaking an expedition. This Notification Number should be used on participant’s eDofE accounts.  The Kirklees Education Visits Advisors will then receive notification when the trip has been approved.

f) Non- EVOLVE submission
If your group is not registered on EVOLVE, you must fill in an Expedition Notification Form (EVDofE) (appendix 6) and send it with copies of routes and risk assessments attached to The DofE Development Officer, The Duke of Edinburgh’s Award, Little Deer Wood, Shepley Bridge Marina, Huddersfield Road, Mirfield, WF14 9HR or email it to dofe.awards@kikrlees.gov.uk.

 

Local Expedtion Notification Number (LENN)

The Kirklees DofE Development Officer, will formerly approve DofE trips. On approval, you will receive a Local Expedition Notification Number (LENN) for each expedition. This Notification Number should be used as a reference for your expedition. Any Kirklees Registered DofE group that fails to get an LENN will mean the expedition is invalid. The Kirklees Education Visits Advisors, Kirklees Emergency Planning Team, will then receive notification when the trip has been approved.

 

Variations

If a participant requires a variation on the 20 Conditions please see the Expedition Variation Map and Variation form for who will approve this for you.