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Field Trip Directions

Field Trip Directions

Setting Up a Field Trip in ParentSquare

  1. If you plan to collect a payment, please contact Jen (Sheldon if Jen is away) to set up an account.
  2. If your field trip includes students from classes other than your own, please create a group. 
  3. Create a post. In the “To” box, type in as many classes/groups as necessary (it is not necessary to send separate posts to different classes or groups).
  4. In the subject line of the post, please make sure you name the event/place you plan to go to (e.g., “Complete Permission Form to Weaver’s Orchard and Payment by Oct. 1st”)
  5. In your post, please type in the event/field trip details: date, where it is, fees, how to pay, special instructions, etc. Feel free to link to the venue, insert photos/logos from the venue, etc. I would recommend that you avoid using language like “complete attached permission slip” and instead use langugage like “complete the permission form in ParentSquare” so that parents aren’t looking for an attachment. 
  6. Next, on the side of the post, you will then click "Forms/Permissions." You will then be taken to the bottom of the post.
  7. Below the post, you will want to select a date by which you need the completed form. Be aware the form closes at 11:59PM on that date and parents will not be able to submit responses after midnight on that date. For better compliance, please try to stress this information in your initial post to parents so that they understand the form will actually close on the deadline. (NOTE: If you need to collect responses after that date, you can "edit" the post and then extend the date. A warning will pop up telling you can’t change the contents of the post, but you can change the date.)
  8. Click "Select an Existing Form" from the drop down, and then select a pre-made form. For field trips, there are four available for your use based upon whether you need to ask parents for chaperones, bagged lunches, etc. If one does not exist for your needs, you can create your own custom form.
  9. If you’d like to collect credit card payments for a field trip/fees, on the side of the post, click on “Request Payment.”
  10. From the drop-down box, select the account that Jen set up for you. Next, select a date (this should be the same as the form’s due date). Should a parent need to pay after the payment date closes, you can edit the post and push the date back to match your new form closing date.
  11. In the “Payment Item” box, please type a description of the fee (e.g., Weaver’s Orchard Field Trip fee) and then add the following wording “Credit card service fees must be paid if paying by credit card.” 
  12. And that’s it! You can now schedule or send your post with the permission form and payment. 

Retrieving Permission Forms/Payments in ParentSquare

Please see more information about viewing the forms report in ParentSquare’s help center

  1. To view responses, you can navigate to the post, click on the gear in the upper right corner and then select “Forms” and then “View Report.”
  2. On the next screen, you can see who has or has not completed the form by clicking on the numbers above "Completed" and "Awaiting Reply." You can also use the search box on these report screens to find students easily.
  3. To remind parents to complete the form, you can click the “Send Reminder” button under the “Forms” tab. Alternatively, when you are viewing the report, click the number above "Awaiting Reply" and then "Send Reminder" to notify JUST those parents that they haven't responded yet--this is a much better practice than sending reminders out to the whole class and confusing parents who have already completed the form. It's a good idea to send at least 3-4 reminders in the days leading up to the deadline to remind parents to complete the form. These reminders are sent instantly, so please make sure if you click on "Send Reminder" that you're doing it during normal communication hours (8AM-8PM).
  4. On the report screen, you can find payment information under the “Total Paid” column. If it’s $0, presumably the parent will pay by check or cash. If there is a total, the person paid successfully by credit card. (You can also see this under the “Payments” tab when you click on the post’s gear.

  5. When the form closes you can print responses for the school nurse/cafeteria staff*/you to have by clicking the number above "Completed" and then click "Print." This will create a PDF of individual responses similar to paper fill-out-at-home forms. 

    If you are printing this report for the school nurse, please print on a single side of paper. 

    *If you are using a field trip form that includes lunch information, please print an additional packet and separate out the forms of those who need a cafeteria-provided lunch. Please staple together and send just those forms down to the cafeteria staff. (See examples below.)