Expedition Set up User Guide
The revised Expedition Set Up Screens in eDofE have been designed to make 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 the
Frequently Asked Questions document for more information.
Where to find Expedition Set up:
On the left hand menu, select
‘Manage Participants’. The menu
options will expand and you will be
able to select ‘Expedition Setup’.
From the Expedition Setup screen
you will first need to choose your
participants using the hierarchy
filter. You then have the choice of
which element of the expedition
section that you would like to add
information to (for example
Training, Practice and Qualifying
Expeditions and Expedition
Presentation).
Fig.1 – Where to find Expedition Set up
Expedition Training
There are no changes to the Expedition
training screen.
Fig.2 – Expedition Training
On this screen 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
The practice and qualifying expedition screens have been amalgamated in the updated version of
Expedition setup. 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 (as you can see below in
Fig.3 and Fig.4).
Last updated 24th Feb 2017
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.
Fig.3 Practice expedition screen
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 end point: 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: Rather than in a separate section, 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.
Last updated 24th Feb 2017
Proposed hours of activity (qualifying only): please enter the total number of hours of journeying
and exploring that the group will undertake.
Fig.4 Qualifying expedition screen
Expedition References
The Expedition summary field (Fig.5) 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
Last updated 24th Feb 2017
If you click on 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
Fig.5 – Expedition Summary & Expedition Reference numbers
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 (Fig.6), it
is also possible to see if there is a date clash with the participant’s enrolment date (Fig.7).
Expedition Setup will not allow an expedition to be added to a participant if there is a date clash and
the new version will highlight where the clash is. 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.
Fig.6 Expedition date clash – Qualifying expedition
before practice
Fig.7 Enrolment date clash
Notification forms
One of the features of the new Expedition set up screens is that it is 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.
Please note that some information will still need to be added to the notification form before
submitting it.
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.
Expedition Presentation
The Expedition Presentation screen remains unchanged and a past or future date can be added for
the date that the Expedition Presentation took place. 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 has passed.
Last updated 24th Feb 2017