1. March 21, 2014

2.  All Transportation information will be housed in eStar  No more spreadsheet, faxing, e-mailing forms  Transportation will pull information straight from eStar

3.  Begin with new format after this training  All students with transportation services will need an eStar transportation form completed no later than May 1, 2014.  This can be done without an ARD in the Active file (or Draft if there is a Draft open).  Transportation will be presented with a binder of all transportation forms in hard copy on May 15, 2014  Transportation will maintain the binder from that time forward.

4.  Assessment/Campus Staff 1. Complete eStar Transportation forms fully. 2. Mark “Pending” on any form with changes. 3. Maintain list of active transportation students and make changes as necessary in eStar. 4. Use the Transportation reports that we will discuss later in the training to keep track of SpEd students on transportation.  Transportation 1. Run reports to find “Pending” students. 2. Route the students and mark “Completed”. 3. Maintain the binder of transportation forms. 4. Notify campus if informed of a change by parents.

5. What needs to be completed?

6.  R11 Schedule of Services -  Special Transportation must be answered – “Yes” or “No”. If a student is eligible for transportation – Mark “Yes” If a student is eligible for transportation, but is not going to access transportation – Mark “No”

7.  eStar Related/other Services  If a student is accessing special transportation, it must be listed as a related service for PEIMS.  If transportation is going to end on a certain date – make a note in the Descriptor of Related/Other Services and put in the End Date.

8.  Review of Committee Decisions  Transportation must be checked  If the student is eligible, but not accessing special transportation – leave it unchecked and then put why in the comments.

9. Make sure this is checked. Enter the start date. Fill out campus contact completely! Contact 1 will fill from SIS upload, Contact 2 you will need to enter. Disabilities will fill automatically

10. Check all that apply and add any additional information in the text box. Special seating – Safety vests are the same as a Harness for transportation purposes. This is a restraint type of harness similar to a straight jacket. If you choose child safety seat, you need to note if a car seat or booster seat is required. These should be determined by weight. Under 40 lbs is a child safety seat. Wheelchair information needs to be completed for students in wheelchairs.

11. If checked – they cannot ride regular transportation at any time! Keep in mind regular ed field trips, etc. To and from school only is the most common need. You may add comments in the text boxes to explain. Check all that apply for the student. You may add comments as needed in the Specify text box. Check any that apply for the student. Additional information can be added in the special precautions text box.

12. Be specific with the addresses and phone numbers. Never use this box! School schedule – most students follow a regular school schedule and you don’t need to fill out the grid below. Would like a little clarification as to how PPCD fits here? Do PPCD students follow regular schedule if they are AM or PM? Two hours? Is it only special when their schedule doesn’t follow every one else’s? (i.e no pick up on Tuesdays,) PPCD, Pre-K and part-time students may have certain days/times. This is when you would use this grid. IMPORTANT! Don’t forget this box!

13. Select the appropriate boxes to communicate with transportation staff. New service – student is not receiving transportation. Change in service – check all that apply. Dismissed – Put in the dismissal date. Add information about the changes needed here. Click the “Pending” button to signal transportation that there is a change in transportation services. Never click “Completed”! Only transportation staff will use that button. Place the Additional Transportation Form info here. IMPORTANT!!! Remember this box! Transportation will click on “Completed” and fill out this area once a student is routed.

14. Transportation has asked that we include some additional information to the eStar Transportation form. This is a fillable Word document in eDocs. If parent declines transportation, you can still fill out the transportation pages – just in case – But be sure to mark NO for eligibility! Not RDSPD? Leave this blank! Something you didn’t put in one of the boxes on the eStar form? Put it here – otherwise it can be blank. For level changes where the student is moving to a different campus – 5 th going to 6 th, etc. Changing cluster site? Put the new campus here. Teacher who knows about student. Give all contact information available so that transportation can contact if there is a question. These were not on the eStar form and sometimes important information – especially the program type. Transportation will e-mail parents if they have this information. It is not always current in the eSchool information.

15. Cannot be left home without supervision? You must indicate how they are transferred. Cannot be left home without supervision? You must indicate who can take custody of student. Anything you need to let the bus driver know about medications or allergies that you didn’t put on the eStar form? Put it here. Emergency Contacts that the bus driver or transportation may need in case of a medical emergency

16.  How to get the information transferred over to the eStar text box.  Complete the entire form  Save the form as an “Open Document Text” or.ODT file  Once you save the file, close out of Word  Re-open the saved ODT file  It should open with only the information you entered  Select the entire document  Copy the selection  Go to the eStar text box and paste.

17. Saving the file as an “Open Document Text” file - Choose “Save As” to open up this dialog box. Choose “Open Document Text (*.odt)” from the Save as type dropdown. Click “Save” to save the file. Choose where you want to save the file…

18. You may see this pop up – Click “Don’t show this message again” and then “Yes” so you won’t see it anymore. Now close out of Word entirely or this won’t work! Open up your.ODT document. It will open up without the form fields.

19. Now you can select the whole document. On the home tab, all the way on the right click on the drop down by select and choose “Select All”. Once you have selected the document. Depress the “Ctrl” and “C” keys. That will copy the form. Go to eStar and to the screen “eStar Transportation Eligibility (3) for the student. Open up the last field – Place the cursor inside the text box and then depress the “Ctrl” and “V” keys. That will paste the form into the text box for you.

20. Transportation will use a set of reports to identify students with “Pending” statuses. Transportation will run these reports frequently, but if you have a student who will be starting new transportation services, you should send an e-mail to Spedroute_Requests@roundrockisd.orgSpedroute_Requests@roundrockisd.org with the student’s name and when the services should begin. The reports are found in the PEIMS/CSV Export application. Here is the list of the reports: If you want to see only a list of your transportation students, then use the Transportation 2013 found in the Admin ARD – Reports application.

21.  If you have a student who will access special transportation for ESY, you will need to do a few extra steps.  R11 Schedule of Services screen – Make sure ESY is “Yes”.  Review of Committee Decisions screen – Make sure ESY is marked “Yes”. Make sure ESY is checked in the Services Included area.  eStar Transportation Supplement (3) screen – Mark Summer/ESY service Mark it “Pending” Add ESY information statement (in eDocs) in the Special Instructions/Consideration text box