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- If any approver decides to deny a trip or wants more information (labeled ‘Needs Work’) prior to approving, they have that option and will be required to enter comments if either of those options are selected. The trip coordinator will receive an email with whatever action the approver has taken.
- Once the trip has been approved, the trip coordinator can open the STATUS page on the trip and when ready to open the trip for participants, can activate the trip.
- This allows for a trip to be submitted for approvals, well in advance of actually making it available for participants to register for the trip. This is important for international trips that need to be in the system and approved prior to June 1 for the upcoming academic year.
- The trip coordinator can also close the trip to participants at any time on the STATUS page of the trip.
Sidebar links and Dashboards
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My Approvals: shows approvers what trips need their approval
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
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All Trips: can search all data for any trip
Risk Management Dash: used by risk management office to download trip information to send to insurance carrier. Allows the ability to check off trips that have already been downloaded to track if new trips have been added later. This shows international trips only.
New Group Trip: add a new trip
All Participants: can search by participant on any trip
Participants
Personal info defaults in from Banner if the user logged in is a current UNW student or employee. If they are not a 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 receives a warning message on the screen if the passport document will expire before the trip ends.
- 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.
- 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
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- other participants will be required to agree to this for all trips.
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- Students sign this when they become a student here so they won’t see this on the travel app.
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Status: gives information if any details are incomplete or if approvals are needed
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| First Name | Last Name | Date of Birth | Policy Start Date | Policy End Date | Destination | Traveler's Citizenship |
Sidebar links and Dashboards
My Trips: all trips that you are a trip leader, trip coordinator, or a participant on
My Approvals: shows Trip approvers what trips need their approval; this is not used for student or background check approvals
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 downloaded and printed for travel purposes.
All Trips: can search all data for any trip
Risk Management Dash: used by risk management office to download trip information to send to insurance carrier. Allows the ability to check off trips that have already been downloaded to track if new trips have been added later. This shows international trips only.
- Use this icon to download the information needed for submitting trip info for insurance purposes.
- Once you've downloaded a trip, you can 'check it off' the list by clicking the green checkbox. This helps you know which trips you've already downloaded.
Create New Trip: add a new trip (only approved trip coordinators can create a new trip)
All Participants: can search by participant on any trip