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

2. Pupil Transportation

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

4. 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

5. 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)

6. 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)

7. 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

8. 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”

9. 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

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

11. 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

12. 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

13. 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)

14. 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

15. 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

16. 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

17. 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

18. 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

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

20. 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

21. 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

22. 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

23. 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

24. 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.)

25. Contact Information
Elfreda Tyler
(615)
District Technology Service Desk
(800) or (615)