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Managing Transportation Basics for New Transportation Coordinators Office of Pupil Transportation New Charter Schools 2013-14 School Year
Managing Transportation Basics for New Transportation Coordinators
Office of Pupil Transportation
New Charter Schools2013-14 School Year
Agenda
EligibilityTransportation options for students1. MetroCards2. Stop-to-School Transportation
> Variances3. Specialized Transportation
> Medical Accommodations> Working with your CSE Chairperson
Reporting Service IssuesOPT web site and OPT applicationsAdditional Training and Support
EligibilityEligibility calculations determine what type of transportation a student may receive
K-6:• Full fare eligible: MetroCard OR yellow bus stop [if school receives stop to school transportation]• Half fare eligible: Half fare MetroCard valid only on MTA bus [student pays half fare when boarding bus]
7-12:• Full fare eligible: MetroCard• Half fare eligible: Half fare MetroCard valid only on MTA bus
Eligibility calculation based on1. Shortest walking distance from home to school
• Calculated for all students, distance code displayed on TLST screen in ATS2. Grade level
• Eligibility changes for some students as they advance in grade
Eligibility displayed on TLST screen in ATS as letterFull fare, Half fare, Special Ed [placement in SE class], or blank [no eligibility for any transportation]
What the distance letters mean
A Less than .5 mileB .5 mile to less than 1 mileC 1 mile to less than 1.5 milesD 1.5 miles and greater
Eligibility Guidelines
Grades K-2
Distance Code A Distance Code B Distance Code C Distance Code DLess than .5 mile .5 mile to less than 1
mile1 mile to less than 1.5
miles1.5 mile and greater
Half Fare Full FareMay use MetroCard or
stop to school transportation
Student may receive half fare MetroCard for
transportation
Student may receive full fare MetroCard or be assigned stop to school transportation if available
Grades 7-12
Distance Code A Distance Code B Distance Code C Distance Code DLess than .5 mile .5 mile to less than 1
mile1 mile to less than 1.5
miles1.5 mile and greater
No Eligibility Half Fare Full FareStudents receive MetroCards only for transportation
Students residing this close to school are not
eligible to receive transportation
Student may receive half fare MetroCard for transportation
Student may receive full fare MetroCard
Grades 3-6
Distance Code A Distance Code B Distance Code C Distance Code DLess than .5 mile .5 mile to less than 1
mile1 mile to less than 1.5
miles1.5 mile and greater
No Eligibility Half Fare Full FareMay use MetroCard or stop to school transportation
Students residing this close to school are not
eligible to receive transportation
Student may receive half fare MetroCard for
transportation
Student may receive full fare MetroCard or be assigned stop to school transportation if available
Students with B distance in grade 2 change eligibility in grade 3: from full fare to half fare
Students with C distance in grade 6 change eligibility in grade 7: from full fare to half fare
Student MetroCards
MetroCards valid for the school termValid for travel 5:30am – 8:30pm each day school is in sessionMay only be used by student assignedFull fare MetroCard1. Three trips each day; one transfer each trip2. Valid on MTA Subway and buses (not valid on
Express buses)Half fare MetroCard3. Valid only on MTA bus4. Student pays half fare in coins after dipping
card in fare box
K-6 Cards are
Orange
7-12 cards are
Green
Half fare cards
used K-12
Purchase MetroCards through MTA for dates outside DOE calendar
Managing your MetroCards = Managing your InventoryManage four key tasks:
1. Distribute MetroCards based on current eligibility displayed on TLST2. Assign serial number on individual student record in ATS3. Deactivate and replace lost, stolen, or non-working MetroCards quickly4. Maintain adequate inventory (10-15%) to have cards on hand for replacement
Start when cards arrive1. Review and retain shipping invoice: it
lists cards by type and range of serial numbers
2. Contact OPT immediately if shipment is not complete
3. Sort cards by type when shipments arrive: Special Ed MetroCards identified by serial number on receipt—keep in separate, labeled envelopes
4. Review document included in initial fall, spring, and summer shipments
5. Keep MetroCards in a secure location6. Establish clear distribution procedures in
your school
Continue when distributing MetroCardsVerify eligibility on the TLST screen prior to distributionUse a log to record the serial number of each card and the student that received the cardAssign cards as quickly as possible on the student record
Student has never received a MetroCard before (TRAN STAT is blank)1. Enter T on TLST screen: press enter (AT will
display in TRAN STAT)2. Follow steps below to assign MetroCard serial
numberStudent has AT in TRAN STAT column
3. Enter U on TLST screen: press enter4. Enter serial number in MetroCard field5. Press F2/Save twice6. Card assigned (AP will display in TRAN STAT)
Deactivating MetroCards
Use Assigned Code when Deactivating MetroCard on Student record
AA Assigned: Student Moved
AC Assigned: Eligibility Change
AD Assigned: Damaged
AL Assigned: Lost
AR Assigned: Does Not Read in Turnstile
AS Assigned: Student Reported as Stolen
AT Assigned: Student Transferred/Discharged
AX Assigned: Prior Semester Card
Use Unassigned Code when Deactivating MetroCard on TDMC screen
UL Unassigned: Lost in Transit to School
UM Unassigned: Not Included in Shipment
UP Unassigned: Misplaced at School
US Unassigned: Stolen at School
Replacement Card on Hand1. U to update student record on TLST
screen: press enter2. Enter new serial number over old3. Press F/5 Deactivate4. Enter Deactivation Code5. Press F5/Deactivate twice
Replacement Card Not on Hand1. U to update student record on TLST
screen: press enter2. Press F/5 Deactivate3. Enter Deactivation Code4. Press F5/Deactivate twice5. T student6. Check inventory screen and request
additional cards
Bus Stop InformationA Bus Stop is a four-digit number tied to an intersection
1. Regular stops can be assigned to any full fare eligible student2. Stops starting with “75” may only be assigned to specific students
• Approved variances3. Stops are assigned to AM and PM routes (K2356, Q9356)
• PM routes start with number “9”4. Students will have two routes—AM and PM—displayed on ridership
Requesting new Stops5. Use OPT 199 application6. Granted stops will be assigned to specific routes: discuss denied stops with OPT
borough team7. Multiple buildings require stops for each location: stops tied to specific OPT
code
Think of your stops as dots on a map . . .1. You will manage the dots2. OPT connects the dots by building routes
Guidelines for Granting New StopsStops must be at least .25 miles apartNo stop within .5 miles of schoolStop will not be granted if adding stop makes existing route more than five miles as measured through each stopSchools manage stops through the year
1. Request new stops2. Delete unused stops3. Change stop location
Stop to School Transportation Charter School first year
OPT reviews rosterDetermines eligibilityCreates stops and routesRidership posted with stop assignmentsSchool staff enters stops on student records in ATSDuring the school yearSchool staff manages school stopsCharter school subsequent yearsStudents remaining eligible continue to use existing stopsOPT reviews incoming studentsAssigns to existing stop or creates new stops
Understanding Ridership InformationIncoming students are assigned to stops created over the summer—students’
stop information placed on OPT Ridership Check Ridership on the OPT web site to view all students assigned stops: verify stops
are assigned in ATSSchool staff will assign or request stops for students enrolling after the start
of the yearWhat to do when a parent requests a bus stop
1. Verify eligibility on TLST2. Review list of routed stops (OPT 199 or Ridership) with parent
a) If routed stop is suitable, assign stop in ATS (parents may not select Variance stops)
b) If no stop is suitable ask parent to identify an intersection—request new stop in OPT 199
VariancesRequest for Stop to School transportation for students not currently eligible:
variances grant exceptions to regular transportation guidelines and procedures
MedicalRequest for transportation based on medical issue—DOE medical reviews/approves
HazardRequest for transportation due to hazardous condition on walking route to school
EmergencyRequest for transportation due to emergency situation
Shelter Request for transportation for student in temporary housing—Family Assistant at
shelter completes and submits request Distance Dispute Parent believes distance calculation is incorrect. First, confirm eligibility issue is not tied to grade change; use Google walking distance for quick calculation
Forms available on OPT Web site—Parent and school complete all fields and mail according to instructions on form—Variances renewed annually
Use the TLST screen to Manage Transportation
Transportation Status (TRAN STAT)
AT MetroCard Requested but not Assigned
AP MetroCard serial number saved on student record
AB Yellow Bus stop saved on student record
Blank
No transportation assigned
Student is mandated to receive specialized transportation
SB Suspended: issue with student data—review and correct
TLST provides a snapshot of your school’s transportation
Specialized TransportationStep OneStudent IEP (or SESIS) has mandate for specialized transportationStep TwoParent may request additional accommodations
1. Request form from Committee on Special Education (CSE)2. Parent and student’s physician complete—request tied to student need3. Forms returned to CSE4. CSE reviews with DOH physician5. If approved, CSE updates STRE screen in ATS6. OPT adjusts route
Not all SE students are mandated for door-to-door transportationUse ATS to assign bus stop or assign SE MetroCard
Data Management for Students with Specialized TransportationAll updates made on STRE screen in ATS by CSE
1. Address updates—contact CSE2. School Changes—CSE will update OPT code assigned3. Medical Accommodation changes—CSE will update after review/approval4. Delete from transportation if student is not using transportation
OPT receives STRE updates next day after entry by CSERouters review and update routes, new route effective 7 days after changeReview Ridership Report on OPT web to view pending route changesStudent remains on current route until new route takes effect
Don’t know your CSE Chairperson?http://schools.nyc.gov/Academics/SpecialEducation/ContactsResources/cse.htm
Specialized Transportation GuidelinesTravel time
Within borough up to 90 minutesAcross borough may be longerLimited Travel Time (this is a medical accommodation) Within borough up to 60 minutes*Across borough up to 75 minutesStudents are not routed by age, gender, or disabilityPrincipals may discuss issues with Borough Directors at OPTSchools may schedule bus team training through OPT ContractsFocus on individual students’ needs and behaviorBehavior or discipline issues on the busDriver and Attendant complete misbehavior reports for follow up by school staffSchools should work with bus teams: seating charts, strategies to manage behaviorOPT will not re-route students due to behavior issues without action by the school
OPT Customer ServiceFor Parents and School Staff718 392-8855Why call?Service IssuesBus is late, no pick upAccident Reporting and Driver/Attendant MisconductAgents view student data for Door-to-Door and YB serviceIssues requiring action by other teams: Caller receives reference number for follow upSpecific call types generate violations to vendors for not meeting contract requirements
People Get ReadyParents can receive bus route information through OPT Customer Service in late August or print route information from OPT web site
Student ID (osis) number and DOB required to provide informationProvide parents with information about unattended students (handout)Students should be at stop before bus arrivesOPT Applications
1. Share OPT username and password with relevant staff2. Ridership: Check to ensure stops assigned in ATS (we will do this in
August)3. School and Route Information: Vendor contact numbers4. Field trips: Check trip guidelines and request MTA travel certificates5. Schedule time to review/edit calendar each month
Service IssuesSchool staff should report lateness or other service issues to OPT Customer
Service each day they occurArrival time
Between 30 minutes and five minutes before scheduled session timeDeparture
Between 5 minutes and 30 minutes after scheduled session timeTwo methods to identify service issues
Contact OPT Customer Service to report issuesUse Violations Application on OPT web site to enter a complaint
Driver/Attendant Misconduct issues reported through OPT Customer Service for follow up by OPT Investigations Unit
OPT Web Site and ApplicationsNavigate from DOE Home Page> Office and Programs > Pupil Transportation (Office of) > School ResourcesOPT Web site
Information and Key DocumentsSchool Applications Login
School shares OPT username and passwordRidership Report shows all students using transportation (application guide link)School and Route Information shows route and vendor informationOPT 199 used by schools to request/manage bus stops (application guide link)Field Trips used by schools to request trips (application guide link)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 (application
guide link)
Contact Borough Director or Account Manager
Resolve chronic or school-specific issues after contacting OPT Customer Service
OPT Training TeamApplication assistance and guidance
Adrian Clarke718 [email protected]
Ed Jacobsen718 [email protected]
Support
