field trips - skyward · trip master. field trip maintenance • school year – the school year...

Field Trips

Field Trip MasterAdd Field TripEdit Field TripDelete Field Trip

Adding/Deleting Students from Field TripsAdd Individual StudentsAdd Students by ActivityAdd Students by ClassAdd Students by RangeRemove All StudentsRemove Individual Students

Maintaining Student Field Trip InformationEdit in the Field Trip MasterMass Update Student Field Trips Utility

Field Trip ReportsField Trip RosterIllinois Reimbursable Field Trip WorksheetStudent Field Trip Report

FIELD TRIP GUIDE

Field Trip MasterAdd Field TripEdit Field TripDelete Field Trip

The Field Trip Master will allow you to add, edit, and delete field trips. You can also maintain permission slip information at a student level. The Field Trip Master is found by going to Student Management > Office > Activities > Field Trip Master.

The Change School Year option allows you to determine the field trips that display based upon the selected school year.

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen.

FIELD TRIP GUIDE

Add Field Trip

You can create a Field Trip by going to Student Management > Office > Activities > Field Trip Master.

Field Trip Maintenance• School Year – The School Year defaults to the year selected with the “Change

School Year” option.• *Short Description – Enter a description for the field trip up to 15 characters.• Entity – You can select either from the entity where you are adding the Field Trip or

the District Entity. If a field trip is assigned to the District Entity, all entities will have the ability to view, edit, delete, and add/remove students from that field trip.

• *Departure/Return Date – Enter the date for the departure and return of the Field Trip.

• Departure/Return Time – Select the time for the departure and return of the Field Trip.

• Field Trip Type – Select from Academic, Athletic, Other, or Social.• Total Miles – Use this to track the total miles of the Field Trip.• State Funded – If this Field Trip is state funded, select this option.• Show this on the Public Events Calendar – Should this Field Trip display on the

Public Events Calendar?


FIELD TRIP GUIDE

LocationThe Address of the Field Trip can be entered, either by selecting/adding the address from the list of addresses in the system or by entering a free-form address.Permission Slips

• Slips Sent – Is a permission slip being sent home for this Field Trip?• Date Sent – Select the date the Permission Slip was sent home.

Long DescriptionYou can enter more information related to the Field Trip in the Long Description. The character max for the Long Description is 300 characters.

Special InstructionsThe Special Instructions allow you to enter additional instructions for this Field Trip.

After you have entered the required fields, you will click on Save.

Edit Field Trip

You can modify an existing Field Trip by going to Student Management > Office > Activities > Field Trip Master. You will highlight the Field Trip and click on Edit. When you Edit the Field Trip, all fields can be modified.


FIELD TRIP GUIDE

Delete Field TripYou can delete a Field Trip by going to Student Management > Office > Activities > Field Trip Master. You will highlight the Field Trip and click on Delete. If students are attached to the Field Trip, you will not be able to delete it.

Click Yes to delete the Field Trip.

Adding/Deleting Student from a Field TripAdd Individual StudentsAdd Students by ActivityAdd Students by ClassAdd Students by RangeRemove All StudentsRemove Individual Students

You can add/delete students from a Field Trip by going to Student Management > Office > Activities > Field Trip Master.


FIELD TRIP GUIDE

You will expand by the Field Trip to have the ability to • Add Individual Students• Add Students by Activity• Add Students by Class• Add Students by Range• Remove All Students

Add Individual Students

You can Add Individual Students by going to Student Management > Office > Activities > Field Trip Master. The Add Individual Students allows you to add individual student(s) to a Field Trip. You can also create a filter and use the “Select All Shown” to select a range of students.


FIELD TRIP GUIDE

Add Students by Activity

You can find the Add Students by Activity option in Student Management > Office > Activities > Field Trip Master. The Add Students by Activity option allows you to select an Activity and have all students attached to that Activity added to the Field Trip.

After you select the Activity, you will click Save to add the students to the Field Trip.


FIELD TRIP GUIDE

Add Students by Class

The Add Students by Class option can be found by going to Student Management > Office > Activities > Field Trip Master. This option will allow you to select a class and add the students in the selected class to the Field Trip.

After you select the class, you will click Save to add the students to the Field Trip.


FIELD TRIP GUIDE

Add Students by Range

The Add Students by Range option can be found by going to Student Management > Office > Activities > Field Trip Master. This option allows you to set up “Student Ranges” to add students to the Field Trip. You will want to verify the “Student Ranges” before clicking on Run; there is no processing screen before the students are added to the Field Trip.

Remove All StudentsYou can remove every student from the Field Trip by using the option to “Remove All Students.” This option can be found by going to Student Management > Office > Activities > Field Trip Master.

After you click Remove All Students, you will receive the above message. You will click OK to remove every student from the Field Trip.


FIELD TRIP GUIDE

Remove Individual Students

You can remove individual students from a Field Trip by going to Student Management > Office > Activities > Fields Trip Master. You will expand by the Field Trip and then expand by the Students Assigned. Now you will locate the student and click on Remove.

After clicking Remove, you will receive the above message. You will click OK to remove the student from the Field Trip.


FIELD TRIP GUIDE

Maintaining Student Field Trip InformationEdit in the Field Trip MasterMass Update Student Field Trips Utility

You can maintain student field trip information by going to Student Management > Office > Activities > Field Trip Master. Then expand by the Field Trip and the Student Assigned section. You will locate the student and click on Edit.

This allows you to track information regarding the permission slip, field trip attendance, normal busing participants, and comments regarding the field trip.


FIELD TRIP GUIDE

Mass Update Student Field Trips

The Mass Update Field Trips utility saves data entry time by allowing you to quickly update permission slips and field trip attendance information for all students assigned to the field trip. You can find the Mass Update Field Trips utility by going to Student Management > Office > Activities > Setup > Utilities.

You will then select Mass Update Student Field Trips.

The first screen that will display is the Field Trip selection screen. You will highlight the Field Trip and click on Select.


FIELD TRIP GUIDE

You can then select the field(s) that you would like to update. Changing the “Permission Slips Send” or “Permission Slips Returned” to “No” will automatically reset the date. In addition, all fields changed will overwrite any existing information for each student on the selected Field Trip. After selecting the fields to update, you will select Run.

A list of students display on the screen for you to preview the records that will be changed. After verifying the list, you will click Process.


FIELD TRIP GUIDE

After clicking on Process, you will receive the above message. You will click OK to update the student’s field trip records.

Once the process has completed you can click on View Report to show all the records with updated information.


FIELD TRIP GUIDE

Field Trip ReportsField Trip RosterIllinois Reimbursable Field Trip WorksheetStudent Field Trip Report

You can find the Field Trip report by going to Student Management > Activities > Reports.

The following Field Trip Reports are available:• Field Trip Roster• Illinois Reimbursable Field Trips Worksheet• Student Field Trip Report


FIELD TRIP GUIDE

Field Trip Roster

The Field Trip Roster Report produces a printout of who is scheduled to participate in a field trip. You have the option to include information such as Emergency Contacts and phone numbers on this report. This report can be found by going to Student Management > Office > Activities > Reports.

Field Trip Range SelectionsThe Field Trip Range Selections allow you to determine the Field Trip(s) that will print on the report.


FIELD TRIP GUIDE

Student Range Selections

The Student Range Selections allow you to determine the student(s) that will print on the report.

Field Trip Print Options

Field Trip Print Options allow you to print the long description and/or Special Instructions for the Field Trip.

Student Print Options

Several Student Print Options are available to select for the Field Trip Roster Report. It may be beneficial to include Alert Information as well as Emergency Contacts.


FIELD TRIP GUIDE

Illinois Reimbursable Field Trips Worksheet

The Illinois Reimbursable Field Trips Worksheet will give you a report of students who qualify as reimbursable for transportation under Illinois law. It provides the total number of days transported for students who are not normally transported, but can be claimed for Field Trip Transportation. You can find this report by going to Student Management > Office > Activities > Reports.

Student Range SelectionsThe Student Range Selections allow you to determine the students that will print on the report.


FIELD TRIP GUIDE

Field Trip Range Selections

The Field Trip Range Selections allow you to determine the Field Trips that will display on the report. You can uncheck All Transportation Codes and click the Tran. Code button. Only check the Transportation Codes that represent Transportation Categories that cannot normally be claimed for transportation.


FIELD TRIP GUIDE

Student Field Trip Report

The Student Field Trip Report generates a report of field trip participation by student. This report can be found by going to Student Management > Office > Activities > Reports.

Student Range SelectionsThe Student Range Selections allow you to determine the student that will print on the report.


FIELD TRIP GUIDE

Field Trip Range Selections

The Field Trip Range Selections allow you to determine the field trip(s) that will display for students on the report.

Other Print Options

The Other Print Options allow you to select to print the Home Phone Number and/or the Confidential Phone Number.


field trips - skyward · trip master. field trip maintenance • school year – the school year...

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