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PeopleSoft Field Trip Process Streamlined

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The processing of field trips in PeopleSoft is about to get a whole lot easier with a set of enhancements going into effect for the beginning of the Fall 2014 semester.

The coordination, planning, and execution of student field trips have until now been processed by multiple departments and personnel using multiple systems. Additionally, rosters for fields trips that took place before Census had to be manually entered into PeopleSoft, increasing the potential for errors, and students had to complete a separate liability waiver for each trip.

It was determined that the process would be significantly more efficient and less error-prone with the addition of automated nightly PeopleSoft roster updates, per-semester liability waivers, inclusion of code of conduct and medical release documents, and a PeopleSoft query for UPD to use when tracking the whereabouts of individual students. 

These enhancements have now been put in place, and you can expect to see the following changes in place this semester:

  • An automatic nightly refresh of the Field Trip Roster that will eliminate the need for manual input by Academic Department ASCs.
  • An Emergency Contact link in the HUMCS Field Trip customization that will make the request to update emergency contact information more visible to students going on a field trip.
  • A series of training sessions available to all faculty and staff that gives an overview of the new field trip process.
  • Inclusion of the Code of Conduct on the Release of Liability waiver page, eliminating the need for a paper Code of Conduct form.
  • The Medical Release document is no longer required. It may still be used in paper form provided the appropriate security measures are taken, as it contains protected information.

For more information on training sessions, please refer to the Training & Professional Development website.