The revised Expedition Set Up screens in eDofE have been designed to make the recording of
DofE expeditions in eDofE easier for both leaders and participants. This user guide sets out
to explain the changes to the process and how to use the key functionality.
Users should also reference Expedition Setup FAQs for more information.
Where is Expedition Set up?
Expedition set up is located on the left-hand menu under ‘Manage Participants’.
To add the expeditions, you will need to filter your participants by using the Location, Subgroup and User details filter. You have to select the right participant's award level to add the correct information on to the correct level. Please see below:
You then have the choice to select which element of the expedition section you would like to add information to (for example Training, Practice and Qualifying Expeditions and Expedition Presentation).
For BRONZE Award only, practice and presentation section is removed. Please refer to Bronze Expedition changes for more information.
On the Expedition training section, you need to enter the date that the expedition training was completed.
Please note that this date must be either today’s date or a date in the past. You need to select which participants you would like to mark as having completed Expedition training to and then select ‘Approve Training’.
Practice and Qualifying Expeditions
Users will need to select whether they would like to add either a Practice or a Qualifying expedition using the radio button next to ‘Expedition type’. Depending on whether you are adding a practice or qualifying expedition, the fields will alter slightly.
Practice expedition radio button will be disabled for Bronze award participants.
Expedition Type: Please select between setting up a Practice or a Qualifying Expedition.
Start date: Please enter the date of your practice or qualifying expedition. This date can be
either in the past or the future.
Wild Country and Expedition location: If your expedition is taking place in a DofE wild
country area, you will be asked to select the appropriate option from the drop menu. If your
expedition is not in a wild country area, you will need to type the area in which the expedition
is taking place. If your expedition is taking place overseas, please enter the country in which
your expedition is taking place.
Expedition start point: If your expedition is in the UK you will be required to enter either a
full postcode or a 6 figure grid reference (including sheet reference). The help button on the
screen will show the different format options that are accepted in this field. You can use the
eDofE Mapping link to find a grid reference, alternatively, you can use an online map (for
example Google Maps or Bing maps) to find out your postcode.
If your expedition is overseas, please enter the area that the expedition is taking place in (this does not need to be a postcode or a grid reference).
Expedition endpoint: Like the Expedition start point, you will be required to enter either a
full postcode or a 6 figure grid reference (including sheet reference).
Mode of travel: Leaders are able to select the mode of travel for participants on the ‘Practice and Qualifying expedition’ menu.
Expedition notification no: If you have received an expedition notification number, please
enter it here.
Expedition aim: In this field, leaders are able to enter the participant’s expedition team aim,
this will be added to each participant that you select (please note that this is only compulsory
for Qualifying expeditions).
Number of days (practice only): In this field, please enter the number of days that the
practice expedition will consist of.
Proposed hours of activity (qualifying only): please enter the total number of hours of
journeying and exploring that the group will undertake.
The Expedition summary field contains details about expeditions that have been
added to a participant and will contain a number of different reference numbers. The first
two letters will indicate who and what type of expedition this is, for example:
• PP0002095494 – This is a practice expedition that has been added by a participant
• PQ0002095493 - This is a qualifying expedition that has been added by a participant
• LP0002095491 – This is a practice expedition that has been added by a leader
• LQ0002095492 - This is a qualifying expedition that has been added by a leader
• PEx000001 – This is a practice expedition that has been added using the old version
of Expedition Setup
• QEx00001 - This is a qualifying expedition that has been added using the old version
of Expedition Setup
If you select the Expedition Reference number it will display which participants have been
added to this expedition (please note this will not work for old PEx or QEx references).
Add – The add icon within the ‘Expedition summary’ box allows participants to be added to
an expedition that you have already created in eDofE. To add an expedition to a participant,
you will need to know the Expedition Reference that you wish to add to the participant. To
ensure you add participants to expeditions only within your jurisdiction/ hierarchy, the
expedition must appear elsewhere in the results grid. If it doesn’t, then adjust your initial
search criteria accordingly.
If there is a date clash with an existing expedition –this will be shown on screen in red text it is also possible to see if there is a date clash with the participant’s enrolment date
If the chosen date does not fit with the details already on the participant’s account or meet the programme requirements (for example, if it is before the enrolment date or if there is a clash with another level), it will not be possible to select the participant.
It's possible to produce a Green Form using data that is already stored in eDofE. In order to generate this form, you will first need to add the required practice and/or qualifying expedition information to your chosen participants.
Once added, you will be able to select a maximum of 7 participants (or 8 if it is a tandem
mode of travel) that have matching expedition reference numbers using the selection boxes
on the right-hand side. You can then scroll down and select ‘Print notification form’. If the
participants have more than one matching Expedition Reference number, you will be given
the choice of which expedition you would like to print. This will then open up in a document
in a separate screen.
It will also allow you to add the Expedition notification number retrospectively once the practice and/or qualifying information has been created. You can add the notification number by selecting the participant’s expedition reference no. and a pop-up box will appear with their practice and/or qualifying details. You can select the Edit button *paper and pencil icon* and add their expedition notification and select the green tick button to save it.
You can also add the notification number via the Participants Profile page> Expedition
section. You will see the “Add” link beside Expedition notification number and you can add,
save or delete accordingly.
A past or future date can be added for the Expedition Presentation. Please note that the
Expedition Presentation cannot be a date before the end of the qualifying expedition and if a
date in the future is added –the expedition section cannot be approved until the future date