Paper and Word-Processed forms are OUT, Online Trip Forms are IN!

Transcription

1 Paper and Word-Processed forms are OUT, Online Trip Forms are IN! Hello and thank you to all Committee Members who have already attended the Online Systems and Trip Form Training workshops! As you should all know by now, tomorrow (Thursday 10 th October 2013) marks the end of paper and word-processed trip forms. The trip booking system has now moved completely online. The following recaps the process of booking trips and the major steps that have evolved through the course of the last three workshops. A list of FAQ s that have been asked at the workshops will be ed to you shortly to help share the great points that have been raised over the course of the past couple of weeks. All clubs and societies that run trips off-campus should by now have sent at least one member of their committee to one of these workshops. If you fall into this category, but have not yet attended there are two chances left (Monday 14 th October and Thursday 17 th October). Book a place online at: On the same note, if you feel this training would benefit any others on your committee please invite them to book a place and come to either of the two remaining workshops. NOTE: Please take the time to read this .i am fully aware that it is a monster, but it contains a lot of useful information that will hopefully make your life easier. The Process Booking Trips As the workshops have progressed, the process has been fine-tuned and (with the help of those who have attended), the following stages and steps have been decided: 1. Process WITH online payments: Benefits of Using Online Payments:

2 1. We will you confirmation that your online payments are live and the date and time that ticket sales will close. 2. The Participants List will be populated automatically with everyone that purchases a ticket. 3. You will be able to track the list of those that have paid onto the trip via the Purchaser s Report function. (See Committee Admin dashboard below) 4. You are significantly less likely to miss deadlines for required information. 5. You are significantly less likely to be chased for missing information. 6. Members who purchase tickets are more likely to turn up to the trip as they will have paid money out already. 2. Process with NO online payments: Disadvantages of Booking Without Online Payments: 1. You will need to track who is planning to come on the trip. 2. You will need to ensure the Participant s List is manually populated before the 1pm deadline (See deadlines section below). 3. You are more likely to encounter no shows. 4. You will be responsible for handling cash (club funds). Deadlines The following deadlines apply to all trips organised through the Student s Union. Missed deadlines will result in trips not being authorised* UK Mainland Trips 1. Trip Form: 1 working week before the trip 2. Participant s List: 1pm at least 1 working day before the trip For example, if you are carrying out a Wednesday trip, you will need to submit your trip form by the Wednesday a week before the trip and the Participant s List (where online payments are not used) must be submitted by 1pm on the Tuesday before the trip. For a Saturday trip, the trip form must be submitted on the Friday a week before the trip and the Participant s List (where online payments are not used) must be submitted by 1pm on the Thursday before the trip.

3 International Trips 1. Trip Form: 1 calendar month before the trip 2. Participant s List: 1 working week before the trip For example, if you are leaving on Saturday 30 th November you must submit your trip form no later than 30 th October. The Participant s List (where online payments are not used) would need to be submitted on the Friday a week before the trip. Participant s Lists & Formatting Guidelines Participant s lists are created using the Trips, Team Sheets & Lists function in the Committee Admin section of the UWESU website. Scroll to the bottom of the page to create your new Participant s List and ensure the Type is set to Trip. Due to the sheer volume of Participant s Lists that are submitted to the Student s Union, there is a preferred format to allow us to find yours easily: YYYY-MM-DD Trip Title [ for example: Wednesday Training (Nottingham) ] If your Participant s List is not formatted in this way, we may not be able to locate it which will delay your online payments going live. If we cannot find the Participant s List in when online payments are not being used, then the trip may not be authorised. You do not need to add the name of your club, society or network; this will show automatically at our end. If you are not using online payments, you will need to select the Participant s List you created within the Trips, Team Sheets & Lists function and manually select all those who are going on the trip. When the screen shows the title of the Participant s List and a list of Current Members, you can return to the Committee Admin section via the Cog in the top right hand corner of the screen, or by navigating Back on your browser. Event Tips When creating an event for your trip, the following tips are suggested: Use the same photograph as events publicised elsewhere (such as your trip s Facebook event photo). Link the event to the locations where your trip is publicised elsewhere (again such as Facebook) using the Insert Link function. Check the box that says Only admins can view this event until your payments are live (where online payments are being used) then uncheck the box to release your tickets. The Committee Admin Dashboard The screenshot below shows the Committee Admin Dashboard, accessed via the Cog right hand corner of the screen. in the top

4 If you do not see a cog in the top right hand corner of the screen and are a member of the five key committee positions (President, Vice President, Treasurer, Participation Officer or Equipment & Safety Officer), have been to a relevant training workshop for your committee position (these were held in May and September) and have paid your membership fee (where applicable); please contact me to arrange adding your committee access. If you hold an alternative position within your committee, but have attended one of the Online Systems & Trip Form Training workshops then you will also be entitled to access. For sports teams, all Captains that attended Captain s Briefing are also entitled. NOTE: You do not need committee admin rights to submit an online trip form you simply need to be logged into the UWESU site. Monitoring the Participants for Your Trip (Online Payments Only) You can easily view and download an up to date list of all those who have paid for a ticket to your trip via the Sales Reports function of the Committee Admin section. Click the Sales Reports icon and then on the next screen select a date range that encompasses the date and time when your online payments went live. Then select Purchasers Report. This will open a report showing you a list of all those who have purchased a anything through your club/society/network, when they purchased and where they paid (online or at the UWESU Reception). This report can also be downloaded in an Excel format (recommended) using the Export function. TIP: You can use this report to create a sign in list or tick sheet for the person running the trip on the day to keep a register. Great for making sure everyone is on the bus! Online Bookings for First Aid, MiDAS and How to Request a Room Booking

5 Bookings for First Aid courses and MiDAS (Minibus, People Carrier and Trailer tests) are now available to book online in the following locations: First Aid: MiDAS: NOTE: You will need to be logged in to see the tickets. You can also continue to purchase tickets to training courses at the 4 th Floor Reception in the Students Union. Room bookings can be made via the Sports & Activities department by sending the following by to sports.activities@uwe.ac.uk: Date: Time from: Time to: Number of People: Type of Room: Preferred Rooms: Any Special Reqmts: DD-MM-YYYY HH:MM HH:MM XX eg: Meeting / Seminar / Theatre / PC Lab eg: 1L17, 1K04, 2B38 eg: Projector / Staff PC / etc You will receive an confirming the booking as soon as UWE s Central Room Bookings team confirm the booking with us. If you are requesting a room at short notice (less than 2 days) or have not had confirmation of the booking 2 days before the date you need the room, please contact me with your original requirements and I will chase the booking up for you.