At Saint Kentigern, learning beyond the classroom happens at serious scale.
Across five schools and three campuses, hundreds of excursions were creating opportunities for students outside their everyday timetable. Behind every one sat another process: approvals, risk documentation, staff, students, transport and resources all had to come together before a trip could happen.
As activity grew, Saint Kentigern needed the systems behind those opportunities to keep up.
When opportunity grows, so does the work behind it
Saint Kentigern had been managing College excursions through a SharePoint workflow. It had served its initial purpose, but the school needed an approach that could support EOTC activity across the wider group and give staff clearer oversight of what was happening.
The scale was significant. Historical project data records 2,382 trips between January 2015 and July 2017. During peak periods, upwards of 5,000 students could move through the EOTC system in a month.
At that volume, even a small amount of chasing around each trip quickly adds up.
Designing around the way the school works
Saint Kentigern approached Schoolbox with the problem it needed to solve.
The existing process was reviewed, key stakeholders were brought into workshops, and student data and user stories helped shape a new EOTC workflow around the needs of the school.
Because the solution sat within Saint Kentigern’s existing Schoolbox environment, it could also work alongside tools such as calendar and resource booking rather than introducing another separate system.
“The Schoolbox EOTC module is now an essential tool for school admin at Saint Kentigern.”
Each excursion could bring together the information staff needed to coordinate it, while the approval process remained visible to the people involved.
That meant staff could see where an activity was up to, know when action was required and spend less time following up paperwork across different places.
Keeping every trip moving
The impact was felt in the work behind each excursion.
Saint Kentigern reported that staff no longer had to spend as much valuable time chasing approval documents, while the school gained greater visibility over activities happening beyond the classroom. The project also recorded improvements in accountability, safety and the efficiency of EOTC administration.
“Completing the excursion administration process is much simpler since the introduction of the EOTC functionality within Schoolbox.”
That matters because every piece of administration sits behind an experience the school is trying to make possible for students.
When the number of opportunities grows, the process supporting them has to grow too.
For Saint Kentigern, bringing EOTC into Schoolbox gave staff a clearer way to manage that complexity, helping keep hundreds of excursions moving without the administration becoming the thing that slowed them down.
Go deeper into the discovery process, workflow and trip data behind Saint Kentigern’s approach.
