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Open Trips: all trips that are open for participants to apply.
Use this to view participants on a trip.
Understanding the dashboard:
- Student role - Status = Requirements Incomplete: Participant has not completed all their requirements for going on the trip.
- Student role - Status = Pending Approval: Once a trip is closed to participants, student life (for trad) or dual enrollment office (for DE) will be notified to review each student and determine approval status. The yellow circle will indicate green or red status depending on approved/denied.
- Other role - Status = Pending Approval: All participants who are not employees or current students need to have a background check. HR will approve/deny the person based on passing the background check. Yellow circle will indicate status.
- Employee role - Employees are automatically approved.
When everything has been completed, the status will show 'Ready for Travel'. The document icons indicate passport and health insurance information which can be
All Trips: can search all data for any trip
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Personal info defaults in from Banner if the user logged in is a current UNW student or employee. If they are not in that categorya current student or employee, the trip coordinator will need to register the person for the trip. They must have an ID in Banner since that is where we store birthdate, gender, email, phone, and emergency contact info. The trip coordinator can submit a ticket to IT if they need a Banner ID created.
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Role: this will default student, employee, or other if you aren’t a current UNW student or employee.
Trip Requirements:
- Emergency Contact information defaults in from Banner but it gives an EDIT option if the participant wants to have different contacts for this trip only.
- Passport, Health Insurance card, and Health Care Directive documents can be uploaded and retrieved here. - Participant received a warning message on the screen if the passport will expire before the trip ends.
- Financial Contract: for trips that require the participant to pay a fee, this section will appear where they will be required to agree and submit. For current students, the wording will explain that it will be billed to their student account. For employees and others, it will indicate how they will be billed and how they can pay.
Health Information: Vaccination information will default in for students from Banner but that can also be overwritten here. . Use Edit button at the bottom to update any health information.
Willful Participation: employee and other participants will be required to agree to this for all trips. Students sign this when they become a student here so they won’t see this on the travel app.
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Travel Details: gives information about the trip, however, participant can update details here that are specific to them if they are different from the rest of the group. They can add more destinations here as well. (I’m not seeing the page for Financial contract (student) or page for uploading travel documents yet so can’t add that info at this time.)
iNext Insurance
On the Trip screen, when viewing the participants, you have a button to use for downloading info for the iNext spreadsheet process.
You will get the following information from each participant on the trip. Cut and paste this information into the formatted iNext spreadsheet that gets emailed to Sheree Meader.
| First Name | Last Name | Date of Birth | Policy Start Date | Policy End Date | Destination | Traveler's Citizenship |