Off-Site Forms

Off-Site forms are used to create a specific form of Risk Assessment, catered for instances where a Learner is away from your organisation, for example, school trips/external sports events etc.

Configuring Off-Site Form Options

There are 6 different values that you can configure in relation to Off-Site forms. To configure these options, go to Administration > Standard Values > Learner Values. The five options are:

• Offsite Form Activity Categories
• Offsite Form Hazards
• Offsite Form Persons at Risk
• Offsite Form Control Measures
• Offsite Form Risk Rating
• Offsite Form Custom Fields

Each of these 6 values are configured in the same way, other than the Custom Fields - click on the value you want to configure, and a window will appear, listing all values already set up on your Databridge. To add a new value, click on the blue Add Value button. You will then be able to input the label of the new value and click the green Save button. 

Clicking on the notepad icon next to any entry will allow you to edit it.

Clicking on the trashcan icon next to any entry will allow you to delete it.

Information:
The other exception to these values is the Offsite Form Activity Categories value, which once created, you can then create Sub-Categories of by clicking on the blue New Offsite Form Activity Sub Category button.

For Offsite Custom Fields, when you click on this option in Standard Values you are taken to a new screen where you can apply custom fields that will then appear on the form. This feature works in a similar style to setting up Event Log Categories. Add a field, and then click on the tool icon to then select which field you wish to appear.

Next, go to Administration > Policies > Learner Policies > and tick the checkbox labelled 'Offsite Forms - Show Custom Fields'. The fields you have added in will now appear on the form.

Configuring Party Leader Fields

To configure the questions that appear in the 'To Be Completed By Party Leader' section, go to Administration > Standard Values > Defaults > System Labels and then select the Offsite Forms tab. This will list each of the fields where you can then enter the label for them here.

Viewing Off-Site Forms

To reach the Off-Site form page, click on Learners in the module list on the left, and then Offsite Forms from the drop down that appears. 

Use the Date Range button at the top of the screen to specify the timeframe of the Offsite Forms you want to view, and the Site button next to it to specify which site. Based on these filters, the page will list all Offsite Approval Forms already on your system, displaying the following information for each Form:

• The date for Offsite Approval
• The site of the Form in question
• The Offsite destination 
• The Staff member in charge of the off-site visit
• Who approved the trip
• When the trip was last updated

There are then three options for any existing Offsite forms, edit, print, and delete as denoted by the corresponding icons:

Creating Off-Site Forms

To create a new Offsite Form, click on the blue Add Entry button in the top left of the screen. This will take you to a new page with a blank template, where you can then fill in the details as required. The Offsite form contains seven sections:

• Activity Details - Specify the activity taking place, the date and location as well as transport details
• Learner Details - Add learners to the form here, as well as specify what medication and/or equipment they will need, as well as store Emergency Contact information.
• Staff Details - Add staff to the form here and specify if they are:

                    - Medication Trained

                    - First Aid Trained

                    - Have Manual Handling Training

• Risk Assessment - Create Risk Assessment entries for the Offsite Form here (You will need to have configured the Hazards, Who is at Risk, Control Measures and Risk Rating prior to this in Administration > Standard Values > Learner Values.
• Document - Attach any relevant documents here
• To Be Completed By The Party Leader - This section is a sign off area, with 10 toggle option fields. You can configure what questions you want to appear here by configuring the options in Administration > Standard Values > Defaults > System Labels > Offsite Forms. This section is also where you set who the Party Leader in the bottom left field.
• Send Approval Notification To - This area is to select who to send a notification of the Offsite Form to and request their approval of the Form itself.