Attendance Conference Murfreesboro Embassy Suites April 20, 2018 Elfreda Tyler | Director, Funding Data | Local Finance

Pupil Transportation

Agenda Transportation reporting overview Average daily transportation report District bus report Transportation staff report Funding components Issues that affect funding Transportation questions

Transportation Report Overview Transportation data is submitted in three reports Average Daily Transportation (ADT) report Buses query Bus Staff query Any district that submits data for any one of the three reports must acknowledge/approve the Average Daily Transportation reports on the attendance funding website All transportation data is updated daily

Transportation Report Overview (cont’d) Transportation data will be used for transportation funding through the basic education funding (BEP) formula and for state reporting ADT report is acknowledged and approved separate from the attendance data. ADT period report - acknowledged by 15th of each month Year end ADT - approved by July 15 Transportation summary report Preliminary - May 15 Final - September 1 (subject to change)

Average Daily Transportation (ADT) Report ADT reports is located on the EIS Attendance Funding website Average Daily Transportation by Period Year End Average Daily Transportation Data is derived from the student transportation report (Extract 45)

ADT Report (cont’d) EIS Extract 45 (Student Transportation) Completed by all districts who have students enrolled for transportation, regardless of who provides the transportation Students that are enrolled for transportation must meet the following criteria: Must reside in the state of TN, be enrolled in grade K–12 and live 1½ miles or more from zoned school Exception: All special education students transported on specially equipped buses regardless of the grade or the number of miles residing from zoned school

ADT Report (cont’d) Must be present for transportation P – Present for attendance T – Excused absence, but present for transportation X – Unexcused absence , but present for transportation Isolated students will be identified under bus “ISO”

ADT Report Update Transportation begin and end dates are added to extract 45 Allows school districts to identify what bus the student is enrolled at all times ADT for student is allocated to each bus based on time enrolled Verification tool has been added to extract 45 on the bus number fields that will ensure that the bus number in which a student is enrolled is listed on the District Bus report. This will assure that all students are enrolled on the correct bus number

ADT Report Update (cont’d) Bus number field is expanded to accommodate for larger bus numbers

District Bus Report “Buses” report is located in EIS Data Reports/Queries Data is derived from the bus information report (Extract 15) Captures all information related to the school bus, including accidents Bus numbers, special equipped, and mileage are the components used in the funding formula All other data is used for state reporting purposes There should be only one record per bus

District Bus Report (cont’d) Completed by all districts who provide student transportation List of buses available to transport students Includes all buses, regardless of ownership, used to transport students Includes all buses including spare, activity, special equipped and regular Includes buses used to transport students for other districts Note: Bus numbers assigned are to be given to the attendance person that is responsible for enrolling the student for transportation

District Bus Report, (cont’d) Regular buses that run multiple routes identified with a suffix of “A” through “R” (for district records only) use capital letters only routes should be combined for reporting purposes Special equipped buses must be identified and reported separately identified with a suffix of “S” through “Z” (for district records only)

Transportation Staff Report “Bus Staff” report is located in EIS Data Reports/Queries Data is derived from the bus personnel report (Extract 16) Total of bus drivers (employed, contracted, and substitutes) and mechanics Used for state reporting only Completed by all districts who provide student transportation

Funding Components 3-year average of regular ADTs special education ADTs bus mileage average daily membership (ADM) transportation cost (inflated to current year) Microsoft excel analysis regression application for funding prediction cost/ADM regular ADT/ADM miles/ADM special education ADT/ADM

Issues that affect funding Students enrolled on a bus number that does not exist in bus report. Bus numbers listed on both the ADT and buses reports should match exactly, otherwise the ADTs will be disallowed Buses listed on bus report that does not have students enrolled. Mileage will be disallowed Special equipped buses not ending in a suffix “S” through “Z”. Incorrect labeling of special equipped buses results in the loss of the additional special equipped bus funding

Issues that affect funding Students living less than 1.5 miles from zoned school. ADTs will not be captured for funding Bus mileage not reported correctly. Bus mileage should represent the miles traveled from where bus is parked in morning to the last school served in the morning Student attendance data not reported correctly. Student must be present for transportation, otherwise the day is not included in average calculation P – Present for attendance T – Excused absence, but present for transportation X – Unexcused absence, but present for transportation

Transportation Questions Who is responsible for reporting the bus and personnel information? The district transporting the students is responsible for completing the bus and personnel reports

Transportation Questions Who is responsible for reporting the ADT information? The district where the student is enrolled is responsible for completing the ADT report

Transportation Questions, cont’d What if a bus transports both special education and regular students? Funding is based on the bus type If a bus transports both regular and special education students, the count is given to the bus type that is transporting: regular or special equipped Any regular education students enrolled on a special equipped school bus will be included in the count of the special equipped bus for funding Any special education student enrolled on a standard school bus will be included in the count of the standard bus for funding

Transportation Questions, cont’d What if a student enrolled for transportation transfers to another school within the same district? The student will be withdrawn from the school, thus, ending the transportation for that school and can be re-enrolled at the new school if the student meets criteria. Each school will be allocated ADTs based on the length of time the student is enrolled at each school. The ADT report is a district level report; therefore, there will be no affect to the district

Transportation Questions, cont’d What if a student enrolled for transportation transfers to another district? The student will be withdrawn from the district, thus, ending the transportation for that district and can be re-enrolled at the new district if the student meets criteria. Each district will be allocated ADTs based on the length of time the student is enrolled at each district

Transportation Questions, cont’d What if a bus breaks down and students are assigned to ride a new bus or bus is taken out of service during the year and replaced with a new bus? The student transportation extract should have a begin and end date. Student should be withdrawn from one bus and enrolled on the new bus. This is done each time the student changes buses These buses should be included on the buses report (extract 15). To prevent duplication of mileage on the annual statistical report, the mileage on the substitute or replacement bus should reflect zero. The mileage will be captured on the bus that it is substituting or replacing

Transportation Questions, cont’d How do we report students that alternative transportation is given due to school bus not being able to reach student? Isolated students will be identified under bus # “ISO” Students will be enrolled on bus # “ISO” Bus list will show a bus # “ISO”. Only report the total a.m. miles for each transportation source (van, car, etc.)

Contact Information Elfreda Tyler (615) 741-8835 elfreda.tyler@tn.gov District Technology Service Desk (800) 495-4154 or (615) 532-6215 dt.support@tn.gov