Field Trips

The Trip Sponsor is not able to edit the Field Trip Request or upload additional documents once the form has been submitted. However, there are a couple of different options if you need to make changes or upload additional documents:

a) The Building Field Trip Coordinator can make changes to the form when it is at their step and they can also upload documents if needed.

b) The Building Field Trip Coordinator or Building Administrator can send the form back to the Trip Sponsor using the ‘Request Corrections’ option, and the form will route back to the Trip Sponsor, who will then be able to make changes or upload new documents.

You’ll notice that all of the fields under Expenses and Source of Funds (except for the ‘Other’ category) are required to be filled out in order to submit the Field Trip Request form. However, if any of these expenses or source of funds don’t apply to your trip, you can enter ‘0’. Just make sure that the total amounts under Expenses and Source of Funds match up.

Depending on how your site prefers to handle this, there are two options for requesting a bus:

a) Complete the Bus Transportation Data and Estimate Request form at the end of your Field Trip Request form. This form will become fillable if you select “Bus” when choosing your transportation type from the drop down menu. If choosing this option, the form will not route to Transportation directly, and the Building Field Trip Coordinator can download the completed form and send it to Transportation outside of Informed K12.

b) Complete the standalone Field Trip Transportation Request form on Informed K12. Once submitted, this form will route to the Building Field Trip Coordinator for review and will then route directly to Transportation to complete the estimate. Once they complete the form, you’ll be able to refer back to the form on Informed K12 to view the estimate and any other information provided by Transportation on the form.

The Category 2 Field Trip Request has a pre-approval process, followed by a final approval process. Once your request has gotten pre-approval from your Building Administrator, Risk, and the Superintendent, the form will route back to you to complete the Final Approval Cover Sheet (page 4) at least 10 days before the trip. The form may come back to you before you are ready to complete the Final Approval Cover Sheet, in which case you can wait to complete it until you are ready (as long as it’s at least 10 days before your trip). You’ll use the Final Approval Cover Sheet to indicate any changes to the student roster, chaperone list, mode of transportation, financial plan, etc. and to upload the corresponding documents for any of those changes.

You can send a copy of a Field Trip Request to someone who is not in the workflow (or who perhaps needs to be notified at a different point in the workflow) by clicking into the submission from your Responses page, selecting the ‘Admin Tools’ button in the upper right hand corner of the form, and then selecting ‘Send View-Only Link’. You can then input the email address(es) of the person you’d like to send the copy to and there is also an optional field to leave an additional message.

Please note: only Field Trip Coordinators or Building Administrators with access to the form folder in Informed K12 are able to send view-only copies of forms.

Tips & Tricks for Field Trip Coordinators

• How to send a reminder
• How to change an approver
• How to cancel a form
• How to give others access to manage/view forms
• How to download forms (PDF)
• How to download forms (spreadsheet)