🚌 Day Field Trip Form Process

Quick Guide for School Staff

📝 1. Teacher Submits the Day Field Trip Form

Teachers complete the day field trip form.
All required questions must be answered.
Any necessary documents are uploaded directly in the form.

📊 2. Form Responses Go to the School

After submission, responses automatically go to a Google Sheet for that school.
The following staff already have access:
- Principal
- Secretary
- Nurse
- Other designated staff (as needed)

📁 3. School Field Trip Folder in Google Drive

Each school has a dedicated Field Trip folder in Google Drive.
If you have access, the folder will automatically appear in your 4J Google Drive.
If you need access to a school’s Field Trip folder, submit a help ticket by emailing 4jdesktop@4j.lane.edu .

✅ 4. Review and Manage Requests

From the school’s Field Trip folder, authorized staff can:

View field trip form responses
Open or download documents uploaded by teachers
Approve or deny day field trip requests
Access email contacts and other field trip forms used by the school

📬 5. Set Up Email Notifications (Important)

Principals, secretaries, and nurses should set up email notifications.
This ensures you receive an email when a field trip form is submitted.
Each person must set up notifications individually.

🎥 6. How to Set Up Notifications

There are written and video directions on the day field trip form including:
- A step-by-step PDF
- A short 40-second video
Both show:
- How to find your school’s Field Trip folder
- How to turn on email notifications

🔒 7. Behind the Scenes

All school Day Field Trip folders are managed by a district service account.
This allows access and ownership to transfer smoothly if staff roles change, without disrupting the process.