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Transportation Basics Workshop for new Transportation Coordinators Office of Pupil Transportation.

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Presentation on theme: "Transportation Basics Workshop for new Transportation Coordinators Office of Pupil Transportation."— Presentation transcript:

1 Transportation Basics Workshop for new Transportation Coordinators Office of Pupil Transportation

2 Topics Presentation OPT Services Eligibility for General Ed Transportation Student MetroCards Stop-to-School Transportation Door-to-Door Transportation Service Issues OPT Customer Service Support for Schools Tools for Managing Transportation Presentation OPT Services Eligibility for General Ed Transportation Student MetroCards Stop-to-School Transportation Door-to-Door Transportation Service Issues OPT Customer Service Support for Schools Tools for Managing Transportation Review Live Data Navigate to OPT Website School Applications School and Route Information Ridership OPT 199 Field Trips Violations ATS TLST Screen Individual Student Record MetroCard Inventory TDMC Review Live Data Navigate to OPT Website School Applications School and Route Information Ridership OPT 199 Field Trips Violations ATS TLST Screen Individual Student Record MetroCard Inventory TDMC

3 Transportation Services Door-to-Door Transportation Students K-12 Service defined by student’s Individual Education Plan (IEP) 1.Student mandated for door-to-door based on disability 2.Student may have additional medical accommodations based on physician review Updates and changes made by CFN Transportation Liaison staff after documentation review Pre-K SE busing for students 4yrs and under Stop-to-School Transportation Students K-6 School must have regular GE busing Student assigned bus stop by school staff based on eligibility Schools manage and request new stops Students receive MetroCards if school has no GE busing or if stop cannot be created Stops for NCLB students and students with approved variances managed by OPT Student MetroCards Students K-12 Cards distributed by school staff based on eligibility Full fare MetroCards used on MTA subway or bus Half fare MetroCards used on MTA bus only: student pays $1.10 fare

4 Eligibility Eligibility for stop-to-school transportation and GE MetroCards is based on grade and walking distance from home to school Eligibility may change as student advances in grade Distance calculated and displayed in ATS with letter code ALess than ½ mile BMore than ½ mile, less than 1 mile C1 mile or more, less than 1½ miles D1½ miles or more Eligibility displayed in ATS as letter code FFull fare: may be assigned full fare MetroCard (K-12) or assigned bus stop (K-6) HHalf fare: Student lives close enough to school to walk, may use half fare card on MTA bus SSpecial Ed: SE students automatically receive full fare MetroCard regardless of distance If Blank, student not eligible for transportation

5 Eligibility— Always use the TLST screen in ATS to determine current eligibility A Yellow Bus stop may be assigned to a student when 1.Student is in grade K-6 and full fare eligible 2.School has regular stop-to-school transportation 3.Regular yellow bus stop exists (check OPT 199 list of routed stops, students may not be assigned to variance or NCLB stop) 4.New stop granted in OPT 199 application (approved stops take 7-10 days to be routed) If yellow bus stop does not exist or cannot be added, student may receive a full fare MetroCard

6 Address Verification ATS process to validate student address Pupil Accounting Secretary updates address in BIO screen in ATS Student record will be in red: Most addresses validated in 24 hours If address is not validated after 24 hours First Review address data for accuracy East or West designation for streets Road, Place, Court designation correct Address must be within five boroughs PO Box addresses will not be validated Apartment number in order for parents to receive OPT mailings If Address is still not validated Contact CFN Liaison to resolve

7 Student MetroCards Schools need to manage three key tasks: 1.Distribute MetroCards by eligibility displayed in TLST screen in ATS 2.Assign MetroCard serial number on student record 3.Deactivate and replace lost, stolen, or nonworking MetroCards quickly Initial MetroCard shipments and replacements based on ATS data entry Inventory figures automatically updated in ATS Review MetroCard Inventory prior to requesting additional cards Review documents sent with MetroCard shipment Save invoice, sort and store cards by type Information regarding managing inventory and MetroCard assignments Review security concerns

8 MetroCard Basics MetroCards valid for school term Cannot be used before Activation Date: Invalid after Expiration Date Valid for travel 5:30AM – 8:30PM on days school is in session Assigned to individual student Can only be used by the student assigned Review and discuss MetroCard guidelines on OPT Web site Three-Trip card Three trips with one transfer each trip Four-Trip card For students that use 3 types of transportation to travel to school Additional trip covers additional transfer required Half-fare Cards Valid only on MTA buses—student pays $1.10

9 MetroCard Codes Code MetroCard Type E1K-6 Full Fare Three-trip E3K-6 Full Fare Four-trip E5Special Ed K-6 Full Fare E6Special Ed K-6 Full Fare Four-trip H17-12 Full Fare Three-trip H37-12 Full Fare Four-trip H5Special Ed 7-12 Full Fare H6Special Ed 7-12 Full Fare Four-trip H2 K-12 Half Fare Student pays $1.10 fare Cards available for purchase by Schools Code MetroCard Type PO Gold MetroCards have two trips Cost per card $4.50 Order cards through FAMIS by purchase order Request replacement MetroCards by code Codes also displayed on MetroCard inventory screen

10 MetroCards K-6 3-Trip MetroCard—GE or Special Ed Trip MetroCard —GE or Special Ed K-6 4-Trip MetroCard 4-Trip Cards: stripe under “Student Transportation”—GE or Special Ed Trip MetroCard 4-Trip Cards: stripe under “Student Transportation”—GE or Special Ed K-12 Half-Fare MetroCard Special Program Pass: for approved Program Exceptions. Not assigned in ATS

11 MetroCard Distribution Step One: Use paper log (Roster, RTPL, etc) 1.Record student name and serial number during distribution 2.Student signs to acknowledge receipt of card Step Two: Update individual student record in ATS Enter 10-digit serial number on student record to assign ATS will not allow assignment of incorrect type of MetroCard—error message will display: Entering full fare card to half fare eligible student Entering K-6 cards for 7-12 student Entering 7-12 cards for K-6 students Entering GE card to SE student Entering SE card to GE student Resolving Error Codes: Confirm student eligibility on TLST Verify type of card: TDMC function Review inventory: ensure update completed

12 Yellow Bus—General Education Transportation Full fare eligible students in grades K-6 may be assigned YB stops School must have regular YB service Student lives within district Route may not exceed 5 miles measured through stops Review list of stops in OPT 199 with parent Identify closest stop to home address NCLB and Variance stops assigned only to specific students School staff assign 4-digit stop number on student record in ATS To initiate Yellow Bus service OPT must be able to create an initial route with at least 11 students, on a route no longer than five miles as measured through each stop

13 Stop-to-School Transportation Regular Bus Stops Four digit number tied to specific intersection School Staff assigns stop on student record in ATS OPT assigns stops AM and PM route according to student’s extended day indicator by OPT Schools review Ridership Report on OPT web site to review all students assigned transportation Students use same stop as long as they remain eligible School staff assigns new stop if student changes address School staff requests new stops using OPT 199 application on OPT web site Approved stops take 5-7 days to be routed Schools should use list of routed stops in OPT 199 to determine best stop with parents of new students NCLB and Variance Bus Stops OPT creates NCLB stops for students based on notification through NCLB office NCLB students listed on Ridership Report on OPT web site School staff assigned stop number and NCLB variance (N2003) on student record in ATS School staff change stop number to 9999 when NCLB student moves: OPT creates new stop OPT creates Variance stop when variance approved School staff assigns Variance stop and number on student record in ATS (OPT sends letter to school) Variances renewed annually by school

14 Managing GE Bus Stops Request new stops using OPT 199 application on OPT web site Choose Add function Select Intersection Stops granted when New stop at least ¼ mile from existing stops Added stop does not make existing route longer than five miles Granted stops take 5-7 days to be routed Placed on specific bus route Pick up and drop off times identified New stop placed on vendor route sheet New stop number uploaded to ATS Assign stop number on student record Schools gain greater flexibility by managing stops: deleting unused stops and moving existing stops may increase the likelihood new stop requests will be granted.

15 Variances Variances grant exceptions to regular transportation procedures Forms available on OPT web site Parent and school complete all fields and mail according to instructions on form Variances renewed annually Medical Request for transportation based on medical issue Medical variance form and documentation must be mailed: DOE medical reviews/approves Access Request for transportation based on lack of adequate public transportation Hazard Request for transportation due to hazardous condition on walking route to school Distance Dispute Parent believes distance calculation is incorrect Emergency Student requires transportation due to emergency situation Shelter Student in temporary housing requires transportation Shelter completes variance form and submits to OPT

16 Door-to-Door Transportation Basics Identify student Requests for door-to-door transportation originate from the School Assessment Team in public schools. Decision that student requires door-to-door transportation made through IEP process. Medical Alert Codes Additional accommodations based on documentation (provided to parent by SAT team) from student’s physician. Documentation review (consultation with DOHMH physician) and data updates on STRE screen in ATS managed by CFN liaison (CSE for Charter School students). OPT Routers OPT routers determine routes and sequence based on Medical Alert (MA) code and school session time. Routes may be updated when data changes. Notification OPT notifies parents by letter of initial route and updates. Schools track pending route changes by reviewing OPT Ridership on OPT web site Door-to-door transportation provided across district/borough lines. Based on the student IEP, some students receiving SE services at school may be assigned stop-to- school transportation or SE MetroCard.

17 Address Changes for Students with Door-to-Door Transportation Step One Pupil Accounting Secretary enters new address on ATS BIO screen Step Two School contacts CFN Liaison that an address update has been entered (provide school, student name and ID) Charter Schools can provide parents with CSE contact person to update address Step Three CFN Liaison updates student record in STRE screen in ATS for Public school CSE updates student record in STRE screen in ATS for Charter school Step Four OPT routers see changes following day and update route—letter mailed to parents with new route information Step Five Change posted on OPT Ridership—new route activated seven days after OPT router makes change

18 Special Education Students on Stop-to-School Busing Students not mandated for door-to-door transportation on IEP School staff may 1.Assign any available yellow bus stop 2.Assign SE MetroCard Student not mandated for door-to-door transportation on IEP but receiving SE services at non-zoned school School may request CFN liaison to assign G ambulatory code on STRE screen in ATS Student will be assigned available GE stop If no GE stop is available student is placed on door-to-door transportation

19 Alternate After School Drop Location Request Special Education student returned to different location than home address in the afternoon Form available on OPT website OPT will mail/fax copy to parent Parent completes Notarize and return to OPT OPT will adjust PM route if possible PM drop must be in same borough as child’s home Parent may select specific days for alternate drop-off Not available for AM pick up Parent can request adjustments for summer and fall Student with approved PM drop will appear twice on OPT Ridership Reports Please Note: Alternate after school drop locations are a service of the Department of Education beyond the legal mandate to provide a student with door-to-door transportation. Approval of these requests is subject to the availability of seats, location of alternate drop requested, and specific medical alert code requirements.

20 Service Issues School staff should report lateness or other service issues to OPT Customer Service each day they occur Arrival time Between 30 minutes and five minutes before scheduled session time Departure Between 5 minutes and 30 minutes after scheduled session time Extended Day Students coded Mandated and Voluntary receive transportation according to school’s extended day schedule Two methods to identify service issues Contact OPT Customer Service to report issues Use Violations Application on OPT web site to enter a complaint Driver/Escort Misconduct issues must be reported through OPT Customer Service for follow up by OPT Investigations Unit

21 Parent Not at Home or Stop Review and distribute document for parents General Education student must inform driver they wish to remain on the bus Both SE and GE Bus continues route Driver contacts dispatcher Conference call with vendor, school, OPT to try to locate parent Bus returns to stop or home address Instruction from OPT/Vendor or driver calls 911 Schools may provide vendor with documentation to bring all unaccompanied students back to school after run completed Must apply each day of the week Parent may complete form for vendor to drop SE students without parent present

22 OPT Customer Service Why call? Parents and Schools Service Issues Bus is late, no pick up Accident Reporting and Driver/Attendant Misconduct Agents view student data for Door-to-Door and YB service Issues requiring action by other teams: Caller receives reference number for follow up Specific call types generate violations to vendors for not meeting contract requirements Use P311 for Student and General Information Student ID and date of birth required “What bus is my child assigned to?” “When is pickup time?”

23 How Do I Get Help? Transportation Issues at your school Contact CFN Liaison CFN elevates to OPT Account Manager when needed Need additional MetroCards OPT code/ATS code in subject line List number of cards and type Provide contact information ATS access or printing problems Contact ATS help or network IT specialist OPT application help and using ATS to assign transportation Contact OPT Training

24 Information and Support Contact CFN Liaison First resource to resolve an issue CFN will elevate chronic issues to OPT Account Manager for resolution Charter schools contact OPT Account manger OPT Training Team Ruth Smart Adrian Clarke Ed Jacobsen

25 Tools for Managing Transportation In ATS TLST Screen in ATS to identify students that need updates to their records Individual Record used to assign YB stop or MetroCard serial number Changes made effect Transportation Status and MetroCard Inventory screen MetroCard Inventory to manage stock and prepare requests for additional cards OPT Website Ridership Report to view routed students and Extended Day status OPT 199 application to add, adjust or delete stops

26 Assigning Transportation—TLST Screen in ATS TLST screen displays current eligibility—Always review TLST before assigning transportation Move cursor to student name and press U to update record or T to identify student needs MetroCard TRAN STAT AT: MetroCard requested but not assigned AP: MetroCard assigned on student record AB: Bus stop assigned on student record Blank: no transportation requested SB: Review student record and update

27 Assigning Transportation—Individual Record in ATS Schools complete one of the following actions on a student record in ATS Enter MetroCard serial number and press F2 twice to save Enter YB stop and press F2 twice to save Enter NCLB or Variance stop and Variance number and press F2 twice to save

28 MetroCard Inventory Screen in ATS Data on this screen based on entries made on TLST and Individual Student record Inventory data changes when 1.Assigning MetroCards on student records 2.Deactivating cards 3.Assign AT status to students when no MetroCards on hand OPT reviews inventory figures before sending additional cards Shipped MetroCard Number of cards shipped to date Assigned MetroCard Serial number has been assigned—AP status Deactivate MetroCard Number of cards deactivated Assigned Number of records with AT status Shipped MetroCards minus Assigned and Deactivated = Number of cards on hand

29 OPT Web site Navigate from DOE Home Page > Office and Programs > Pupil Transportation (Office of) > School Resources Key Documents Variance forms Other documents outline and clarify procedures for staff School Applications Login (save this page as a favorite) School shares OPT username and password School and Route Information shows route and vendor information Ridership Report shows all students routed on buses OPT 199 used by schools to request/manage GE stops Field Trips used by schools to request trips Violations used by schools to report lateness or no pick-up (or call OPT Customer Service) Non-Public Calendar used by charter schools to identify days of service


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