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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.
Fundraising: Associate VP for Advancement and Controller need to approve trips that plan to have fundraising.
Students: For trad student participants, student life gets notified to approve each student on the trip, once the trip is closed to participants. DE gets notified if a DE student is a participant. The yellow circle next to the participant will have a green check when they are approved.
Non-UNW participants: participants flagged as 'Other' will need HR approval pending a background check.
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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