Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
This agreement is made on the ************ for a period of 3 years, between Suffolk County Council (hereafter
known as the Operating Authority) and ********** (hereafter known as the Centre). It sets out the arrangements
and requirements by which *********** will operate the Duke of Edinburgh’s Award in agreement with the
Licence granted to Suffolk County Council by The Award Scheme Limited (ASL). This agreement states the
expectations and responsibilities for both the Centre and the Operating Authority.
The Centre agrees to undertake the following:
1. STAFFING
a) Nominate one centre coordinator who will act in accordance with the job description as set out in
appendix 1 on page 10.
b) Assist the centre coordinator to attend at least one coordinator meeting per academic year.
c) Ensure there is sufficient staffing either voluntary or paid to run activities safely.
d) Provide new staff the opportunity to take part in Introduction to the Award training as part of the Centre’s
induction process.
e) Ensure that any third party acting for the centre as an Accredited Expedition Assessor has a recent DBS
check.
f) Ensure that the coordinator and leaders have undertaken sufficient training from the Duke of Edinburgh’s
Award modular training framework to run the DofE program.
g) Inform the Operating Authority when the centre coordinator leaves the role.
2. ADMINISTRATION
a) Ensure all new and existing participants are enrolled using the correct Enrolment Form received from the
Operating Authority.
b) Ensure that the centre coordinator is allowed adequate time to update records using eDofE.
b) Ensure that all completions presented to the Suffolk DofE Office have been checked by the centre
coordinator and are correct to the best of their knowledge.
c) Ensure that the centre coordinator provides accurate records of all staff, both voluntary and paid,
approved to deliver the DofE program as and when requested by the Operating Authority.
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3. STANDARDS & QUALITY
a) Will respond to complaints in a timely fashion and deal efficiently with those complaints reporting back
to the Operating Authority where appropriate.
b) Does everything within their power to maintain the national average completion rate as set by Charities
Trustees.
c) Maintains the credibility of the DofE programme.
4. POLICIES
a) Ensure that the following policies are in place and all adults taking part in the DofE program are aware of
and abide by the centres:
I.
Safeguarding policy
II.
Child Protection policy
III.
Disclosure and Barring Service policy
IV.
Educational Trips & Visits policy
V.
Health & Safety policy
VI.
Emergency plan
b) Has a Safe Operating Procedure for either open & normal countryside walking (Bronze & Silver) and/or
wild county walking (Gold).
c) Direct access to the person within the centre responsible for trips and visits.
5. FUNDING AND FINANCE
a) Provide payment for all charges presented in a timely fashion.
b) Where charges are to be passed on to parents, clearly explain at the point of enrolment the centres
charging structure with a breakdown of costs.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
6. EXPEDITIONS
a) Be familiar with the contents of the latest DofE Expedition Guide as published by ASL.
b) All expeditions are to be staffed in accordance to the ratio of 1:7 or a member of staff per walking group.
c) Ensure that the DofE coordinator has sought approval for expeditions at all levels from the appropriate body
within the centre.
d) Ensure that the DofE coordinator sends a copy of the Expedition Notification Form for approval to the
Suffolk DofE Office 4 weeks before the venture takes place.
e) Where required, ensure that the DofE coordinator provides a copy of the Red or Green form(s) to the Suffolk
DofE Office 4 weeks prior to the venture taking place.
f) Where required, ensures that the DofE coordinator provides the original Blue form for all overseas
expeditions to the Suffolk DofE Manager 8 weeks before the venture takes place.
g) The Operating Authority reserves the right to turn down any expedition if they feel that it does not meet the
Duke of Edinburgh’s 20 conditions or that the safety of participants is brought into question.
h) An appropriate expedition notification number issued by Suffolk County Council should be placed on
participants eDofE account.
i) All expeditions and hazardous activities are to be carried out in accordance with the centres Safe Operating
Procedures relevant to the area in which the expedition is to take place.
j) The Operating Authority may from time to time request copies of route plans before the expedition takes
place to look at the content and structure of the walking group’s route.
Along with the detail above, all centres (excluding local authority maintained schools) who act under
Suffolk County Councils Operating Licence, are also subject to point i) – k) below:
k) Have a set of Safe Operating Procedures for Normal & Open Country walking in Bronze and Silver terrain,
and/or
l) Have a set of Safe Operating Procedures for Wild Country walking in Gold terrain.
m) All Safe Operating Procedures must have been agreed by the centres governing body or board of trustees
and a copy sent to the Operating Authority for reference.
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SERVICE LEVEL AGREEMENT
7. APPROVED ACTIVITY PROVIDERS
a) Where independent arrangements are made with Approved Activity Providers, formal notice of these
arrangements must be made in writing to the Operating Authority setting out what service is being
provided. Please see appendix 3 on page 13.
b) Centres who engage the services of an Approved Activity Provider are still subject to point 7 a – j above.
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SERVICE LEVEL AGREEMENT
The OPERATING AUTHORITY agrees to undertake the following:
8. ADMINISTRATION
a) Process enrolment forms within 14 days of receipt.
b) Provide Welcome Packs for every participant it enrols.
c) Process Bronze & Silver completions within 14 days of receipt.
d) Provide certificates and badges for all participants who successfully complete their Award.
e) Check completed Gold Awards comply with the DofE conditions and submit details for authorisation to
the Regional Office.
f) Provide an expedition notification number within 7 days of receipt of an Expedition Notification Form.
9. SUPPORT AND MONITORING
a) Provides access to support & advice through:
i.
The County DofE Manager
ii.
County Website – www.suffolkDofE.co.uk
iii.
Suffolk DofE Office
iv.
Other forms of common communication sources.
b) Provide a free copy of the latest DofE Leaders Handbook to the centre.
10. TRAINING
a) Take responsibility for providing training in accordance with the modular training framework.
b) Cascade information relating to training from the Regional office from time to time.
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SERVICE LEVEL AGREEMENT
11. STANDARDS & QUALITY
a) Review, evaluate and regulate the quality of delivery of DofE programs by the centre.
b) Record complaints and deal efficiently with those complaints whether made by a participant, parent or
member of the local community.
c) The County Manager (or a person on behalf of the County Manager) will monitor expeditions every third
year, offering feedback to the centre coordinator within 20 days.
d) The County Manager (or a person on behalf of the County Manager) will carry out an eDofE audit every
year, in order to provide statistical analysis as requested by the Regional Office, and offer feedback to the
centre coordinator within 20 days.
12. FUNDING AND FINANCE
a) Provide information relating to free enrolment places for centres that target their work with
disadvantaged young people.
b) Inform the centre in writing about any increase or changes to the annual service charge and enrolment fee
in good time.
c) Offer written support to the centre for any external applications for funding
13. INSURANCE
a) Suffolk County Councils Public Liability policy will provide cover for Suffolk County Councils liability in
relation to the Duke of Edinburgh’s Award scheme. This will apply to all Centres operating under Suffolk
County Councils licence regardless of their status.
b) Provide advice and information on insurance matters for centres.
c) All activities delivered directly by the Operating Authority are covered by their own insurance policy.
d) Provide relevant information regarding the DofE personal accident insurance as set out under appendix 4
on page 14.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
14. EXPEDITIONS
a) Provide an Adventure Activities Licensing Authority (AALA) Licence for Wild Country Hill walking &
mountaineering. This will cover:
i. All Licensed DofE centre s who offer participants expedition places from other organisations.
ii. Participants who are no longer enrolled on a school register.
b) Regulate the quality of the expedition program complies with the requirements of the Adventure Activities
Licensing Authority by monitoring a random sample of expeditions to ensure that they comply with the
expedition requirements.
c) The Operating Authority will approve and provide an expedition number based on DofE and AALA licensing
requirements.
d) Approve all Supervisors and Assessors for expeditions.
e) Approve all Mountain Leaders running Gold expeditions.
f) Check all wild country green forms and approve those that comply with the Wild Country Safe Operating
Procedures that are received within the specified time periods.
g) Ensure the DofE Charity (through the Regional office) is notified of all expeditions taking place in DofE wild
country areas and outside of the UK following the timescales and procedures set out on the national DofE
website.
The certificate is issued to ************ on the grounds that both parties adhere to the requirements placed
upon them, and is in force for the period of time stated at the top of the Agreement.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
TERMINATION OF THE AGREEMENT BY THE OPERATING AUTHORITY
The Operating Authority will terminate the agreement by giving 90 days written notice to the head of
*********** stating the reasons why the decision was taken, to include:
i.
The Centre fails to adhere to the safety requirements of the Award.
ii.
The Centre enters into an activity that the Operating Authority considers inappropriate to young people
and The Duke of Edinburgh’s Award.
iii.
The Centre has no named centre coordinator.
iv.
The Operating Authority fails to hold a national operating licence.
v.
The DofE centre does not maintain its obligations as established in this Licence Agreement.
TERMINATION BY *****************
The Centre can terminate the agreement by writing to the Suffolk DofE Office, giving 90 days written notice,
stating their wish to close down the centre. The DofE centre will provide details of all current participants to the
Suffolk DofE Office so that they can be offered support by other means.
I agree to operate The Duke of Edinburgh's Award in accordance with this agreement.
Signed: ………………………………………..…………….
Print Name: ……………………………………………….
Position:………………………………………………………
Date: ………………………………………………………….
The Operating Authority agrees to uphold the agreement by fulfilling its part.
Signed: …………………………….….……………………
Print Name: Hannah Mitchell
Position: Duke of Edinburgh’s County Award Manager
Date: …………………………………………………………
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
Appendices
Page
1.
The role of the Coordinator explained
10 – 11
2.
DofE Definitions
12
3.
Approved Activity Providers responsibilities
13
4.
DofE personal liability insurance
14
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
The Role of the DofE Coordinator
Hours: Variable - a minimum of 3 per week is average
Reports to: Head of the organisation and the Suffolk County Council DofE Manager
Appointed by: Head of the organisation
Main purpose:
DofE coordinators perform a vital role on behalf of the Charity, operating authority (Suffolk County Council) and
organisation they work for. They are the person who sets up and manages the Duke of Edinburgh’s Award. They
support the DofE Leaders, volunteers and oversee the participants.
The role of the DofE coordinator varies depending on the type of Operating Authority they are working for. In Suffolk
County Councils case the DofE coordinator is likely to be based in one location where DofE is being run, such as a
school, youth or voluntary organisation.
Key tasks are:
• Ensure the delivery of high quality programmes to young people within a DofE centre.
• Manage the provision of a safe and enjoyable DofE programme for participants within a DofE centre.
• Encourage the use of eDofE by participants and agree the completion of Awards.
• Use eDofE to actively manage the participation rates and completions.
• Celebrate achievement within the DofE centre.
• Ensure that any adult who works directly with young people have been appropriately checked and have
undertaken safeguard training.
• Keep in regular contact with the County DofE Manager and take part in meetings on a local and county scale.
• Respond to requests from the Suffolk DofE Office in a timely manner.
• Ensure that all notification paperwork has been submitted appropriately to the operating authority.
• Deal with complaints from the operating authority, participants and parents or from the general public.
• DofE coordinators must undertake the e-induction and Introduction to the DofE courses.
• Where a DofE coordinator also acts as the Expedition leader, appropriate training must have been undertaken
in order to run Bronze & Silver expeditions.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
DofE Coordinator Skills and Knowledge
Essential

Desirable

Experience of running a DofE programme

An ability to communicate with adults and young
people, both verbally and in writing.
An ability to plan and organise effectively.

Volunteer and staff management

IT literate.

Knowledge of current policies which effect young
people

Ability to manage staff and volunteers effectively

A walking qualification such as Basic Expedition
leadership (BEL), Walking Group Leader (WGL) or
Mountain Leader (ML)

Able to provide inspirational leadership and 
motivate adults and young people.
DofE MTF training. For example: Expedition Supervisors
Course or Assessor Accreditation Course.

Build, maintain and facilitate effective working
relationships with a wide range of people.

Plan, manage and monitor own tasks and time.

Undertake training where and when required.
Qualities:






Integrity
Respected decision maker
Committed to ensuring high standards
Committed to DofE’s guiding principles
Flexible
Self – motivated
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
Table of defi nitions
20 conditions
Assessor
Accredited Expedition
Assessor
BELA / BEL
Coordinator
E.V.C
The 20 requirements for an expedition laid down by the Award and used as criteria for
assessment.
The person responsible for signing off the volunteering, physical and skill section
The person responsible for the assessment of the fi nal (qualifying) expedition.
Basic Expedition Leaders Award qualifi cation for running expeditions in normal and open
country below 500m
The person responsible for running and administering an Award unit
Evolve
Educational Visits Co-ordinator. The person within the organisation responsible for checking
and approving expeditions.
System used to record all trips and educational visits in schools.
eDofE
System which Participants use to record their achievements
Expedition
Expedition Leader
Expedition supervisor
Green Forms
Group leader
ML
Mode of travel
Practice Expedition
Qualifying Expedition
Red Forms
Regional Office
Residential
Sections
SOP's
Suffolk Notification Form
Training
Unit
Walking Group
WGL
Venture that takes place over a number of days and nights that qualifi es for the expedition
section (see 20 conditions)
The person responsible for the administration and safe running of the expedition on behalf of
the unit.
The person appropriately trained who has the responsibility for the running the actual
expedition. Not necessarily the same person as the Expedition Leader.
Notifi cation form required for wild country expeditions, this can also be used to request an
assessor
The person responsible for an individual walking group
Mountain Leader Award (highest of the domestic walking awards) qualifi es the holder to lead
groups in almost all British terrestrial terrain.
The form of transport used for an expedition i.e. walking, horse riding, sailing, kayaking,
canoeing, cycling
Fi rst venture that must take place before the qualifi er. The practice should take place a
sufficient amount of time before the assessed expedition in order for the participants to gain
enough
learning venture,
from theaexperience.
An have
assessor
isplace
not required
for the practice.
Fi
nal qualifying
practice must
taken
before hand
Form used to notify expeditions to normal country in the peak district.
Division of the Award administration responsible for Suffolk currently sits with the Central
England Office based in Birmingham.
Extra section that must be completed at Gold level only
The individual parts of the Award e.g. voluntary (Service), Skill, Physical, Expedition.
Residential for Gold only.
Safe Operating Procedures. Guidance laid down by SCC for the safe running of educational
visits.
Generic notifi cation form used for every expedition which takes place, including overnight
training.
Teaching of expedition skills (navigation, cooking etc) to participants
Any organisation that runs the Duke of Edinburgh's Award.
Group of participants that undertake the expedition together. The group will consist of
between 4 and 7 participants, unless a tandem mode of travel is used e.g. canoe or tandem
bike
Walking
Group Leader: an award allowing the holder to lead groups in normal open and some
wild country in Great Britain
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
Approved Activity Provider - Agreement of Responsibilities
Agreement of responsibilities between AAP & DofE Centre
Training
DofE Centre
responsibility
AAP Staff
responsibility
First Aid & Emergency Procedures
Awareness of risk & hazards
Navigation and route planning
Camp craft and equipment
Food & Cooking
Countryside, Highway and water codes of practice
Observation and recording
Team building
Proficiency in the mode of travel
Practice
Planning
Notification to Operating Authority
Provide qualified supervisors
Provide expedition support staff
Safety Checks
Camping equipment
Agreement that candidates are safe and competent to undertake a
remotely supervised expedition
Assessed
Planning
Notification to Operating Authority
Provide qualified supervisors
Provide expedition support staff
Provide accredited assessors
Collect assessors reports
Safety Checks
Camping equipment
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
1. What type of insurance does the Duke of Edinburgh’s Award have?
The DofE has a Group Personal Accident insurance policy, which provides for the payment of a certain benefit(s) in the
event of a participant or adult helper (see 2 - who is insured) sustaining accidental bodily injury whilst taking part in an
approved DofE activity. The insurance does not provide cover for any personal belongings or equipment damaged or
lost whilst doing a DofE activity.
2. Who is insured?
 All bona fide holders of a current Participation Place issued by an Operating Authority whilst they are doing a
DofE activity.
 All Leaders, Supervisors and Assessors and volunteers approved by an Operating Authority whilst undertaking
an DofE activity.
 All adults assisting in any capacity with the DofE.
The insurance applies to person’s resident within the United Kingdom but includes:
 Pupils attending schools under the auspices of or organised by Her Majesty's Forces of the United Kingdom
 Members of Her Majesty's Forces of the United Kingdom overseas
 Children of:
o Members of, or civilians attached to, Her Majesty's Forces of the United Kingdom overseas.
o Members of Government Departments overseas.
 DofE participants normally resident outside the United Kingdom but attending schools or other educational
institutions within the United Kingdom
 Overseas persons and Gold DofE groups whilst participating in a DofE activity in the United Kingdom.
 Disabled children while on outings organised by participants as part of a DofE activity.
3. What is insured?
Personal Accident Benefit
If an insured person suffers accidental bodily injury arising in connection with an Award Activity which, within 12
months of the accident, is the sole cause of: Death
Permanent Injury i.e. complete and permanent loss of the sight of an eye or complete and permanent loss of the use
of a hand or foot or permanent total disablement from attending to business or occupation of any kind.
Temporary Disablement i.e. total disablement from attending to the insured person's usual business or occupation.
The insurance extends to include benefit for such injury suffered while an insured person is outside the UK.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
Medical Expenses and Hospital Benefit
When a payment is made or liability is admitted in the above section there is cover for medical expenses and time
spent in hospital.
Travelling expenses
Travelling expenses which are reasonably and necessarily incurred by the parents, wife or husband of an insured
person as a result of the insured person's injury.
4. What is not insured?
Death or injury arising from:suicide, attempted suicide or intentional self injury, directly or indirectly from an attributable to HIV (Human
Immunodeficiency virus) or any HIV related illness including AIDS (Acquired Immune Deficiency Syndrome) or any
mutant derivative or variations of it however caused and whenever contracted from the insured person taking part in
flying or other aerial activities except as a fare-paying passenger in a licensed passenger-carrying aircraft or whilst
gliding, parachuting or parascending.
5. What will the payout of the insurance company be?
Benefit
Death or Permanent Injury
Category A (bona fide holders of a£ £5,000
Temporary Disablement
£35 per week
current record book age 13-15)
Category B (bona fide holders of a£ £10,000
£50 per week
current record book aged 16-25)
Category C (Leaders,
Supervisors,£ £10,000
assessors, volunteers and assisting
adults)
£ £100 per week
Temporary Disablement Benefit is payable for up to 104 weeks. The insurance company will only pay under one
category above. The weekly benefit is only paid when the total amount payable is agreed.
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Duke of Edinburgh’s Award
SERVICE LEVEL AGREEMENT
Medical Expenses and Hospital Benefit
1. Medical Expenses - up to £250 for related medical expenses which are reasonably and necessarily incurred by the
injured person.
2. Hospital Benefit - If as a result of bodily injury occurring during the effective time the Insured person is confined as
an in-patient to a hospital for more than 48 hours the Insurers will pay a sum of £50 per day for each complete 24 hour
period of confinement for the first 20 days and £15 per day thereafter for each complete 24 hour period of
confinement for up to a total of 52 weeks in all.
Travelling Expenses are not provided for under the Personal Accident policy.
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