Transportation BasicsWorkshop for new Transportation Coordinators

Office of Pupil Transportation

TopicsPresentation

OPT ServicesEligibility for General Ed

TransportationStudent MetroCardsStop-to-School TransportationDoor-to-Door TransportationService IssuesOPT Customer ServiceSupport for SchoolsTools for Managing

Transportation

Review Live DataNavigate to OPT WebsiteSchool Applications

School and Route Information

RidershipOPT 199Field TripsViolations

ATS TLST ScreenIndividual Student RecordMetroCard InventoryTDMC

Transportation ServicesDoor-to-Door TransportationStudents K-12Service defined by student’s Individual Education Plan (IEP)1. Student mandated for door-to-door

based on disability2. Student may have additional medical

accommodations based on physician review

Updates and changes made by CFN Transportation Liaison staff after documentation reviewPre-K SE busing for students 4yrs and under

Stop-to-School TransportationStudents K-6School must have regular GE busingStudent assigned bus stop by school staff based on eligibilitySchools manage and request new stopsStudents receive MetroCards if school has no GE busing or if stop cannot be createdStops for NCLB students and students with approved variances managed by OPT

Student MetroCardsStudents K-12Cards distributed by school staff based on eligibilityFull fare MetroCards used on MTA subway or busHalf fare MetroCards used on MTA bus only: student pays $1.10 fare

Eligibility Eligibility for stop-to-school transportation and GE MetroCards

is based on grade and walking distance from home to schoolEligibility may change as student advances in grade

Distance calculated and displayed in ATS with letter codeA Less than ½ mileB More than ½ mile, less than 1 mileC 1 mile or more, less than 1½ milesD 1½ miles or more

Eligibility displayed in ATS as letter codeF Full fare: may be assigned full fare MetroCard (K-12) or assigned bus

stop (K-6)H Half fare: Student lives close enough to school to walk, may use half

fare card on MTA busS Special Ed: SE students automatically receive full fare MetroCard

regardless of distanceIf Blank, student not eligible for transportation

Eligibility— Always use the TLST screen in ATS to determine current eligibility

A Yellow Bus stop may be assigned to a student when1. Student is in grade K-6 and full fare eligible2. School has regular stop-to-school transportation3. 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

Address VerificationATS process to validate student addressPupil Accounting Secretary updates address in BIO screen in ATS

Student record will be in red: Most addresses validated in 24 hoursIf address is not validated after 24 hoursFirstReview address data for accuracy

East or West designation for streetsRoad, Place, Court designation correctAddress must be within five boroughsPO Box addresses will not be validatedApartment number in order for parents to receive OPT mailings

If Address is still not validatedContact CFN Liaison to resolve

Student MetroCardsSchools need to manage three key tasks:

1. Distribute MetroCards by eligibility displayed in TLST screen in ATS2. Assign MetroCard serial number on student record3. Deactivate and replace lost, stolen, or nonworking MetroCards quickly

Initial MetroCard shipments and replacements based on ATS data entryInventory figures automatically updated in ATSReview MetroCard Inventory prior to requesting additional cards

Review documents sent with MetroCard shipmentSave invoice, sort and store cards by typeInformation regarding managing inventory and MetroCard assignmentsReview security concerns

MetroCard BasicsMetroCards valid for school term

Cannot be used before Activation Date: Invalid after Expiration DateValid for travel 5:30AM – 8:30PM on days school is in session

Assigned to individual studentCan only be used by the student assignedReview and discuss MetroCard guidelines on OPT Web site

Three-Trip cardThree trips with one transfer each trip

Four-Trip cardFor students that use 3 types of transportation to travel to schoolAdditional trip covers additional transfer required

Half-fare CardsValid only on MTA buses—student pays $1.10

MetroCard Codes

Code MetroCard TypeE1 K-6 Full Fare Three-trip

E3 K-6 Full Fare Four-trip

E5 Special Ed K-6 Full Fare

E6 Special Ed K-6 Full Fare Four-trip

H1 7-12 Full Fare Three-trip

H3 7-12 Full Fare Four-trip

H5 Special Ed 7-12 Full Fare

H6 Special Ed 7-12 Full Fare Four-trip

H2 K-12 Half FareStudent pays $1.10 fare

Cards available for purchase by Schools

Code MetroCard Type

PO

Gold MetroCards have two tripsCost per card $4.50Order cards through FAMIS by purchase order

Request replacement MetroCards by codeCodes also displayed on MetroCard inventory screen

MetroCards

K-6 3-Trip MetroCard—GE or Special Ed 7-12 3-Trip MetroCard —GE or Special Ed

K-6 4-Trip MetroCard4-Trip Cards: stripe under “Student Transportation”—GE or Special Ed

7-12 4-Trip MetroCard4-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

MetroCard DistributionStep One: Use paper log (Roster, RTPL, etc)

1. Record student name and serial number during distribution2. Student signs to acknowledge receipt of card

Step Two: Update individual student record in ATSEnter 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 studentEntering K-6 cards for 7-12 studentEntering 7-12 cards for K-6 studentsEntering GE card to SE studentEntering SE card to GE student

Resolving Error Codes:Confirm student eligibility on TLSTVerify type of card: TDMC functionReview inventory: ensure update completed

Yellow Bus—General Education Transportation

Full fare eligible students in grades K-6 may be assigned YB stops

School must have regular YB serviceStudent lives within districtRoute may not exceed 5 miles measured through stops

Review list of stops in OPT 199 with parentIdentify closest stop to home addressNCLB 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 tocreate an initial route with at least 11 students, on a route no longer than five

miles as measured through each stop

Stop-to-School TransportationRegular 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 routedSchools should use list of routed stops in

OPT 199 to determine best stop with parents of new students

NCLB and Variance Bus StopsOPT 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

Managing GE Bus Stops

Request new stops using OPT 199 application on OPT web siteChoose Add functionSelect Intersection

Stops granted whenNew stop at least ¼ mile from existing stopsAdded stop does not make existing route longer than five miles

Granted stops take 5-7 days to be routedPlaced on specific bus routePick up and drop off times identifiedNew stop placed on vendor route sheetNew stop number uploaded to ATSAssign 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.

VariancesVariances grant exceptions to regular transportation procedures

Forms available on OPT web siteParent and school complete all fields and mail according to instructions on formVariances renewed annuallyMedical

Request for transportation based on medical issueMedical variance form and documentation must be mailed: DOE medical reviews/approves

Access Request for transportation based on lack of adequate public transportation

HazardRequest for transportation due to hazardous condition on walking route to school

Distance Dispute Parent believes distance calculation is incorrectEmergency

Student requires transportation due to emergency situationShelter

Student in temporary housing requires transportationShelter completes variance form and submits to OPT

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.

Address Changes for Students with Door-to-Door Transportation

Step OnePupil Accounting Secretary enters new address on ATS BIO screen

Step TwoSchool 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 ThreeCFN Liaison updates student record in STRE screen in ATS for Public schoolCSE updates student record in STRE screen in ATS for Charter school

Step FourOPT routers see changes following day and update route—letter mailed to parents

with new route informationStep Five

Change posted on OPT Ridership—new route activated seven days after OPT router makes change

Special Education Students on Stop-to-School Busing

Students not mandated for door-to-door transportation on IEPSchool staff may

1. Assign any available yellow bus stop2. 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

Alternate After School Drop Location RequestSpecial Education student returned to different location than home address in the afternoon

Form available on OPT websiteOPT will mail/fax copy to parent

Parent completesNotarize and return to OPT

OPT will adjust PM route if possiblePM drop must be in same borough as child’s homeParent may select specific days for alternate drop-off

Not available for AM pick upParent can request adjustments for summer and fallStudent 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.

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 timeExtended Day

Students coded Mandated and Voluntary receive transportation according to school’s extended day schedule

Two methods to identify service issuesContact OPT Customer Service to report issuesUse 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

Parent Not at Home or StopReview and distribute document for parents

General Education student must inform driver they wish to remain on the bus

Both SE and GEBus continues routeDriver contacts dispatcherConference call with vendor, school, OPT to try to locate parentBus returns to stop or home addressInstruction from OPT/Vendor or driver calls 911

Schools may provide vendor with documentation to bring all unaccompanied students back to school after run completedMust apply each day of the week

Parent may complete form for vendor to drop SE students without parent present

OPT Customer Service

718 392-8855Why call?

Parents and SchoolsService Issues

Bus is late, no pick upAccident Reporting and Driver/Attendant Misconduct

Agents 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

requirementsUse P311 for Student and General Information

Student ID and date of birth required“What bus is my child assigned to?” “When is pickup time?”

How Do I Get Help?Transportation Issues at your school

Contact CFN LiaisonCFN elevates to OPT Account Manager when needed

Need additional MetroCardsEmail publicschoolmetrocards@schools.nyc.gov

OPT code/ATS code in subject lineList number of cards and typeProvide contact information

ATS access or printing problemsContact ATS help or network IT specialist

OPT application help and using ATS to assign transportationContact OPT Training

Information and Support

Contact CFN LiaisonFirst resource to resolve an issue

CFN will elevate chronic issues to OPT Account Manager for resolutionCharter schools contact OPT Account manger

OPT Training TeamRuth Smart

718 482-3716rsmart@schools.nyc.gov

Adrian Clarke718 482-3897aclarke23@schools.nyc.gov

Ed Jacobsen718 482-3797ejacobs2@schools.nyc.gov

Tools for Managing TransportationIn ATS

TLST Screen in ATS to identify students that need updates to their records

Individual Record used to assign YB stop or MetroCard serial numberChanges made effect Transportation Status and MetroCard Inventory screenMetroCard Inventory to manage stock and prepare requests for additional cards

OPT WebsiteRidership Report to view routed students and Extended Day statusOPT 199 application to add, adjust or delete stops

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 STATAT: MetroCard requested but not assigned

AP: MetroCard assigned on

student recordAB: Bus stop assigned on

student recordBlank: no

transportation requestedSB: Review

student record and update

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

MetroCard Inventory Screen in ATS

Data on this screen based on entries made on

TLST and Individual Student

recordInventory data changes when1. Assigning

MetroCards on student records

2. Deactivating cards3. Assign AT status to

students when no MetroCards on hand

OPT reviews inventory figures before sending additional cards Shipped

MetroCardNumber of

cards shipped to date

Assigned MetroCard

Serial number has been assigned—AP

status

Deactivate MetroCard

Number of cards

deactivated

Assigned 55555555Number of

records with AT status

Shipped MetroCards minus Assigned and Deactivated = Number of cards on hand

OPT Web siteNavigate from DOE Home Page> Office and Programs > Pupil Transportation (Office of) > School ResourcesKey Documents

Variance formsOther 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 informationRidership Report shows all students routed on busesOPT 199 used by schools to request/manage GE stopsField Trips used by schools to request tripsViolations 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