Paperly allows school Admin users to define acceptable staff–student ratios in the Excursions module. Ratios can be set by Excursion Type (e.g., Excursion, Incursion, Interstate Excursion) and, if required, further refined by Activity Type (e.g., Swimming, Hiking, Rafting).
Preloaded Ratios
By default, Paperly includes a base ratio of 15:1, which is automatically applied to all preloaded Excursion Types. All ratios can be edited and deleted to align with relevant school policies.
How Ratios Work
When an Excursion is created, the configured ratio is applied automatically. After the Excursion has been pre-approved, ratios appear in the Ratio tab. This tab shows the linked Activity Types, the ratio description, and three key measures:
Acceptable Ratio – the required ratio defined for the Excursion and/or Activity setup.
Predicted Ratio – based on the total number of students selected for the Excursion and all involved staff.
Current Ratio – based on the number of approved students plus involved staff.
Notes
Ratios are always rounded up for safety. For example, 28 students ÷ 3 staff = 10:1, not 9:1.
“Involved users” refers to staff listed in the List of Staff Attending Excursion field.
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