Changes to the KCC Educational Visits Approval systems for 2017

New KCC Educational Visits Approval System

The new system is called EVOLVE, and is used by many other local authorities in the UK. It will provide a modern and efficient approvals process, along with access to an extensive resource library for advice and guidance, and improved reporting functions to monitor and report on visits and activities.

It will provide Headteachers and Educational Visits Coordinators with an effective 'tool' to help manage educational visit information and gain approval for visits. It will allow schools to manage all their visits and activities using a single online database system, including local day trips and adventurous and residential visits.

It also has optional features that schools can choose to purchase (EVOLVE+) that link with school information management system (SIMS) allowing input of pupil information directly into visit approvals e.g. pupil names, medical information, etc along with electronic visit consent, SMS and emails to parents.

Transition Arrangements

As the current e-Go system is extensively used by a large number of schools and youth groups and contains many years of important information, a significant transition period between the two systems will be required.

We will therefore be running the two systems in parallel for a transition period, before ‘archiving’ the e-Go system to ‘read-only’ in the summer holidays. The new system will take over entirely from September 2017. Schools will continue to be able to access their previous visit information in e-Go, during and after the transition period.

The new EVOLVE system will be launched in January 2017, and we are asking schools to enter all new visit information and requests for approval on to the EVOLVE system. Practical training, phone support and downloadable help sheets will be available.

As there are some visits for 2017 already entered in e-Go, we will approve these visits in the current e-Go system; therefore Headteachers and EVCs may need to use both systems to manage their educational visits approvals during the transition period.

Further information and updates will follow later in the term regarding transition arrangements, and how to access the system and training.

Please feel free to contact the Outdoor Education Unit for further information or with any questions.

Contact Details

The Outdoor Education Unit
Telephone: 03000 41 09 01
Email: outdoor.education@kent.gov.uk