Instructor Process Overview:

See a quick explanation of the full process. The steps for instructors includes:

  • Instructor submits the field trip request form.
    • If possible, instructor provides a roster sheet for the trip to their division contact.
  • Instructor receives an email receipt of their submission.
  • The workflow of required review & signatures from division and VP office begins.
  • While waiting for approval, the instructor (with the help of their program or division office) can fill out the conference approval form.
  • When final signature occurs, Instructor & Division Assistant receive an email confirmation with a unique pre-filled consent form link
  • Provide the consent form link & code of conduct quiz link to students.
  • Students must complete the code of conduct quiz & field trip form by the proper deadlines.
  • Instructors can request students to forward them their quiz completion email receipt. Division Assistants also have access to a live database of code of conduct quiz completions and can search by G#.
  • Instructors & Division Assistants will receive PDF copies of the consent forms via email as they are submitted by students.
  • Division Assistants will upload received forms & roster sheet to a folder in Appserv shared with VPI / VPSS.
    • Please title the folder for each trip with date and title in the format YYYY_MM_DD_TripName_InstructorLastName: "2025_1_1_PoolParty_Smith".
    • Please include the filled-out roster sheet along with the consent forms

Resources

For Instructors

For Division Assistants