Field Trip Setup Guide

Overview

This guide offers a clear overview of how to set up and manage field trip forms, starting from the initial setup to handling submissions. For more detailed information on specific topics, please click on the links provided throughout the page.

Table of Contents

Guide to Setting Up Field Trip Forms

1. Setup Activities and Venues

• Create a list of approved activities and venues.

  • Access the Activity & Venue Management page to input approved activities and venues.

2. Create a Field Trip Form

• Select roles for approval/denial of applications.

• Add an activity dropdown:

  • Include all activities that should be available for selection.

• Add a venue dropdown:

  • Link this dropdown to the previously created activity dropdown.

• Add a risk field:

  • Link this field to the activity dropdown.

• System Tags (Optional):

  • Add system tags to your form fields if required.

• Set Permissions:

  • Configure who can access and manage the form.

• Save your form.

3. Create a Field Trip Confirmation Form

• Base Form Selection:

  • Select the previously created Field Trip form as the Base Form.

• Field Setup:

  • Add necessary fields.

  • Use staff-only fields for sensitive items that parents should not modify.

  • For activity, venue, or risk information carried over from the Field Trip form, ensure fields are set up identically.

• Mapping Information:

  • Utilize the SE - Base Form map source to pull information from the Field Trip form.

  • Ensure the field names match on both the Field Trip and Field Trip Confirmation form.

• Set Permissions:

  • Configure permissions for the form. Typically

• Save your form.

Guide to Using Field Trip Forms

1. Submit a New Application

• Initiate Application: As a teacher or staff member, start by creating a new Field Trip form application.

• Complete and Submit: Fill out the form details and click "Submit".

2. Select Your Students

• Access Your Submission: After submitting, refresh your page or navigate to your newly submitted application via the Home page.

• Choose Students: Click the Select Students button located in the actions panel on the left-hand side of the screen and select the students this field trip will apply to.

3. Approve the Application

• Role-Based Approval: As a user in one of the approval roles, either approve or deny the field trip application.

• Automated Confirmation: If approved, Field Trip Confirmation forms will be sent to the selected students. If a "SendOutDate" System Tag has been used, the forms will be dispatched accordingly.

• Status Update: Once the forms have been sent, the application’s status will update to "Forms Sent".

4. Monitor Parent Submissions

• Review Submissions: Navigate to the Field Trip Review page and select the approved application to monitor ongoing parent submissions and form completions.

5. Complete the Field Trip

• Finalize Details: Once the field trip has taken place, or if it needs to be cancelled, an approved staff member should select "Complete Field Trip" or "Cancel Field Trip" from the actions panel.