2011-12 Student transportation Survey - Ontario · 2012-05-28 · Ministry of Education 2011-12...

Ministry of Education

2011-12

Student Transportation

Survey

Ministry of Education 2011-12 Student Transportation Survey Instructions

2011-12 Student Transportation Survey Instructions

Background

Since 2000-01, the Ministry of Education has collected student transportation data from school

boards through an annual survey. Currently, data is gathered on numbers of transported students,

safety, policies, technology use, finances, contractors and vehicle use.

In order to ensure the accuracy of the survey data, the information that is submitted is reviewed

for validity, clarity and consistency by Ministry staff.

Provincial, board and consortium reports will be shared using the information collected. The

reports include student reports, safety, policy, technology reports, coterminous delivery, vehicle

reports, financial reports and statistical reports.

Purpose

The purpose of this instruction document is:

To provide clear, concise explanations and illustrations for the processes and data

requirements in order to successfully complete and submit the transportation survey;

To ensure the survey data submitted by transportation consortia is consistent, measurable

and comparable with other transportation consortia; and

To provide a tool to assist transportation consortia in completing the transportation

survey in a timely manner.

Survey Process

The survey process includes 3 key stages – submission, review and reporting.

Submission – Transportation consortia must submit the transportation survey before the

deadline. As part of the process, transportation consortia are expected to review and validate

data for completeness and accuracy before submission. Completeness and comparability of

information are essential for analysis and decision-making for all stakeholders.

Review - Thorough quality assurance efforts will be undertaken by Ministry staff to maintain

integrity and accuracy of information. If there are items that need to be addressed following the

submission review by Ministry staff, consortium representatives will be contacted to confirm

and/or clarify these items.

Reporting - The data collected will allow the Ministry to conduct analyses and produce

comprehensive and meaningful reports. This information will also be useful in assisting school

boards and the Ministry in making informed decisions.


2011-12 Transportation Survey

The Ministry has continued to work with OASBO and considered all the valuable feedback

received by the sector. The four files to be used for the 2011-12 survey data collection are:

1. 1_Students and Financial Information

2. 2_Contracts and Vehicles

3. 3_Transportation Policies

4. 4_Transportation Safety

1. Key Changes in the 2011-12 Transportation Survey

Submission deadline is November 30, 2012, 10:00 a.m. to allow transportation

consortia to align with school boards‟ financial reporting and to report actual

expenditures for 2011-12.

The student, route and vehicle information should reflect October 31st, 2011 data.

Financial and expenditure information should reflect data from the entire 2011-12 school

year.

The Green cell or Green tab indicates “new” information for your data input and

verification.

Both eligible and scheduled transported students to be reported to enhance analysis of

policy and key performance indicators.

Attendant/Monitor costs and associated number of personnel to be reported

separately for consistency and to enhance comparative analysis of costing.

Clear definition of planning and administration expenses provided for consistency and

to enhance comparative analysis of costing.

Clear instruction on scheduled/actual versus paid vehicle size provided for consistency

and to enhance comparative analysis of costing.

Shared vehicles with other consortia or organizations to be reported with percentage

shared to enhance comparative analysis of costing.

Variance over 2% between current and prior year for students, financial and vehicles

and costs to be explained.

Visuals and graphs as requested by transportation consortia provided to aid review and

analysis.


2. General Information

a. Enabling Macros

Excel must be set up with “enable macros” before loading any data. How to enable macros

depends on the version of Excel and the security level you are running. For example:

When you open a file you may be asked whether to “enable macros” or “disable macros.”

In all cases, please click “enable macros” when you open any of the files.

Or when you open a file, you may see “Security Warning”. Click options, under Macro

“enable the content.” See illustration on page 2.

Note - If the security level is set to “high,” you will not the see the above two scenarios. You will

need to lower the security level.

b. Report Data

The student, route, and vehicle information should reflect October 31st, 2011 data. Financial

and expenditure information should reflect the entire 2011-12 school year. The deadline of

November 30, 2012 will allow consortia to submit their actual expenditures for the entire school

year. The Ministry should not expect large variances in transportation expenditures between

survey results and information submitted by each individual school board.

c. HST Reporting

All financial information should include the portion of HST that a school board or consortium

cannot claim.

d. Input Versus Non-lnput Field

Input fields are white, and non-input fields are blue or light green. Input fields are for data

entry or comments and non-input fields are for data or information automatically

generated or populated by the system. Illustration using the example below:


Consortium Total 66150 Comments 67156 Comments

Planning and Administration

Regular Transportation (Non-transit)

French Immersion Transportation (Non-transit)

Gifted Program Transportation (Non-transit)

Magnet Program Transportation (Non-transit)

Special Transportation Needs (Non-transit)

Transportation Dedicated for Students Requiring Wheelchair Accessible Vehicles (Non-transit)

Public Transit Passes

Mobility Accessible Public Transit

Section 23 Transportation

Summer school transportation

Late-bussing, Field Trips, and School to School Transportation that are paid from the transportation budget

Board and Lodging

Rider Safety Program

Driver Training for CPR/First Aid training

Attendant/Monitor Costs

Other

Total

e. Pasting Information

If you are not manually entering data, but pasting data/information into the Excel files, please

use “Paste Special” -> “Values”.

f. Input Versus Non-Input Tab

Input Field

s

Non-Input

Field

Input

Fields

Non-Input

Field


Input tabs are marked with a „D‟ at the beginning of the tab names, and non-input or summary

tabs are marked with an „S‟. See example below:

Summary tables are only built in the Students and Financial Information, and the Contracts and

Vehicles files (#1 and #2 above) where appropriate to assist in validating input information.

g. Verification and Validation of data – Must Do – Refer to pages 18 to 20 for details

You must review ALL summary tabs in both #1 and #2 files to ensure completeness and

accuracy of submitted data.

You must clear all the errors and omissions before submission.

Easy Buttons to assist in verification and validation of data:

1. The “Calculate” button will ensure the summary tabs pick up all the inputted data.

Calculate

2. The “Check” buttons are built into 3 different tabs: D_Route Info; D_Routes and

Cost; and D_Run & Rider Info under Contract and Vehicle files (see below) for

easy checking of errors and omissions.

Check Contract IDs

Check Repeating Route IDs

Check Missing Route IDs

Check Missing Route Costs

Check Missing Riders

h. Submission of Data Files

The files should be emailed to [email protected] using the following format:

Subject Line: 2011-12 Student Transportation Survey Submission_Site_xx

Naming Convention for the files:

1_Students and Financial Information _xx

2_Contracts and Vehicles _xx

3_Transportation Policies _xx

4_Transportation Safety _xx

Notes: „xx‟ is your consortium site number (refer to Appendix 2)

mailto:[email protected]


Due to limitations on the file size in the mailbox, please send files 1 and 2 separately.

You may send files 3 and 4 together.

Example of submission: Niagara Student Transportation Services, consortium site number 8:

Subject Line: 2011-12 Student Transportation Survey Submission_Site_8

The following files are attached:

1_Students and Financial Information _8

2_Contracts and Vehicles _8

3_Transportation Policies _8

4_Transportation Safety _8

i. Contact Information

If you have any questions/inquiries, please contact Vanissa Szeto at [email protected].

mailto:[email protected]


Specific Instruction to Data Input and Data Feed Files

File 1: Students and Financial Information

Key Changes in 2011-12:

The student information should reflect October 31st, 2011 data. Financial and

expenditure information should reflect the entire 2011-12 school year.

Report # of eligible students

Report # of scheduled transported students

Attendant/Monitor costs will be reported as a separate item in the financial section

Planning and Administration costs are items that support transportation services.

Such items include salaries and benefits, rent, professional fees, office supplies,

professional development, advertising, insurance, communication, software fees &

licenses, travel & meetings, contractual services, equipment, day to day maintenance,

and board specific expenditures

Provide explanation for other expenditures

Graphs are provided in the Student Summary and Financial tabs

Consortium – „D_Consortium‟

Provide general information about your consortium. Such information includes:

Website address

Entity status

Contact information

Support service providers (whether done internally at the consortium, externally through a 3rd

party, or performed by one or more member boards)

Planning software (whether previously reported software continues to be used or new software

has replaced it)

Common calendar

List the boards for which you are providing student transportation services

Number of schools per board for which you are providing student transportation services

Position and employee information

Transported Students - Program - „D_Students‟

Provide the number of transported students, excluding Section 23 and Provincial School students. The

students who are taking public transit and receiving fully and partially subsidized passes and the

students who are taking mobility accessible public transit should be included in this table.

Transported Students – Program (Excluding Section 23 and Provincial School)

Board

Financial #

Transit /

Non-

Transit

Transportation

Program Panel Schedule

# of Eligible

Students

# of

Scheduled

Transported

Students

Expenditures

(Excluding

Attendants/Mon

itors)

66206 Non-Transit General JK/SK Noon 800 600 $1,661,515

1. Board Financial Number – Provide the 5-digit financial number for the board in which the students

are attending school (please refer to Appendix 3 for list of board financial numbers)

2. Transit / Non-Transit – Select public transit or non public transit


3. Transportation Program – Select a reason for providing transportation service to scheduled

transported students (Table A)

4. Panel – Select JK/SK, Elementary, or Secondary

5. Schedule – Select AM/PM, Noon or Alternate (Table B)

6. # of Eligible Students – Provide the number of students who are eligible based on the board‟s

transportation policy – (New)

7. # of Scheduled Transported Students – Provide the number of actual transported students – (New)

8. Expenditures (Excluding Attendants/Monitors) – Report actual 2011-12 expenditure for scheduled

transported students

Note: When providing this information, please do NOT leave any blank rows since this information

is directly tied to the Summary Tabs.

Table A: Transportation Program Pick List:

Wheelchair

Any student who requires a vehicle specifically adapted to allow wheelchair access;

typically a vehicle equipped with lift for wheelchair

Special

Transportation

Needs (STN)

Students requiring specialized transportation (E.g. Congregated and integrated Spec Ed

students that require dedicated routes and/or vehicles, students that must "Ride Alone,"

students that "Require an Attendant" on the vehicle, or any other special transportation

needs). Please exclude Section 23 students, Provincial Schools transportation, or

students that require wheelchair accessible transportation.

FI These students attend a French Immersion program

Gifted

Students who attend gifted programs but do not have special transportation

requirements

Magnet

Students who attend a choice school (e.g. special arts, music, technical programs,

International Baccalaureate, vocational school, or Montessori program).

Hazard

An area within the walk boundary where students are transported because it has been

defined by the board as hazardous to walk to school for certain grades of students

Courtesy

These students are not eligible for transportation but are receiving transportation due to

spare capacity on the vehicle

General

These are students receiving transportation due to distance and do not have any special

transportation needs, and are usually transported to their home school. These do not

include students attending French Immersion, "Magnet" programs, Gifted programs or

special needs students

Below is a hierarchy chart for student transportation reporting (i.e., A1 then A2 then B1 and so on).

A) Specialized

Transportation B) Program Choice C) General

A1) Wheelchair

Accessible

B1) French

Immersion

C1) Hazard

A2) Special

Transportation Needs

B2) Gifted

Programs C2) Courtesy riders

B3) “Magnet”

Programs C3) General

Transportation

Table B: Student Panel Pick List:

AM/PM Full day every day students

Noon Half day every day students

Alternate Full day alternate day students


Transported Section 23 Students – „D_S23‟

Provide the following information for each board by jurisdiction and type of facility:

Board Financial # Jurisdiction Board Facility

# of

Transported

Students Annual Expenditure

67334 Inside Yes 45 $23,605

1. Board Financial Number – The 5-digit financial number for the boards.

2. Jurisdiction – Identify whether the facility is inside or outside the board jurisdiction. The

jurisdiction is referring to the board’s boundaries and not other jurisdictions (e.g. schools).

3. Board Facility – Select the type of facility used: board facility or non-board facility. For a facility

to be considered a „board‟ facility, it must be owned by the board that is providing the

transportation.

4. # of Transported Students – Provide the number of transported students attending these facilities.

5. Annual Expenditure - Provide actual transportation costs for these students.

Out of Board‟s Boundary Transported Students – „D_Out Bound‟

Provide the number of out of board boundary students transported by your consortium to the boards in

your consortium. Transported students who are considered „out of board‟ are students who are

transported out of the board’s boundaries and not other jurisdictions (e.g. schools).

Board

Financial #

Reason for

Transportation Panel

# of

Transported

Students

Annual

Expenditure

Paid by Another Board?

If yes, which board?

67202 Right to attend Elementary 120 $10,000

66311 Under agreements Secondary 20 $5,000 66222

1. Board Financial # – Provide the 5-digit financial number for a board that the students are attending

school

2. Reason for Transportation – Select a reason for providing transportation services: Right to attend,

Under agreements, or Other

3. Panel – Select JK/SK, Elementary, or Secondary

4. # of Transported Students - Provide the number of out of board boundary transported students

5. Annual Expenditure – Provide actual transportation cost for out of board boundary students

6. Paid by Another Board? If yes, which board? – If another board is paying, exactly who is it?

Student Ride Time and Number of Students With More Than One Address – „ D_Ride Time‟

Provide the information:

Student Ride Time Students With More Than One Address

Board Financial #

Number of students

estimated to ride more

than 60 minutes one-

way to school or

home on a daily basis

Number of students

estimated to ride more

than 100 km one-way

to school or home on

a daily basis

JK/SK Elementary Secondary

67202 3 4 3 3 4

67334


1. Estimated number of students riding more than 60 minutes one way to school or home on a daily

basis

2. Estimated number of students riding more than 100 km one way to school or home on a daily basis

3. Students With More Than One Address by Panel - Should include total number of students with

more than one address transported in your board. That includes students who have two homes (e.g.

separated parents) or who have different addresses in the student transportation system for their

drop off and pick up locations.

Specialized Programs – „D_Specialized Program‟

List all the specialized programs excluding French Immersion, Gifted and Section 23 programs for

each board:

Specialized Programs

Board

Financial

#

Specialized Program (Full

Name) Brief Description of Program

Transportation

Provided Panel

# of

Transported

Students

67202

Supervised Alternative

Learning for Excused Pupils

(SALEP)

For students not achieving success

through regular school program. Yes Elementary 5

67202

Supervised Alternative

Learning for Excused Pupils

(SALEP)

For students not achieving success

through regular school program. No Secondary 0

67202

Immigrant Settlement and

Adaptation Program (ISAP)

Federal program that assists

immigrants with settlement and

integration. Yes Secondary 13

66311

Immigrant Settlement and

Adaptation Program (ISAP)

Federal program that assists

immigrants with settlement and

integration. Yes Secondary 234

1. Board Financial # - Provide the 5-digit financial number for the board in which students are

attending school

2. Specialized Program – Provide specialized programs for each board regardless of whether

transportation is provided or not. A sample list of specialized programs can be found in Appendix

1.

3. Brief Description of Program – Provide a very brief description (less than 20 words if possible).

The Ministry finds it very difficult to understand what most of the programs are for. For example:

ALEP, SAIL, Higher Ground, KLIP, ECO etc.

4. Transportation Provided – Select Yes or No if transportation is provided or not

5. Panel – Select JK/SK, Elementary and Secondary

6. # of Transported Students – If transportation is provided (i.e. „Yes‟ from #4 above), provide the

number of transported students for each specialized program.


Financial Information – „D_Financial Information‟

The financial information table:

Consortium

Total 67202 Comments 67334 Comments


Regular Transportation (Non-transit)

French Immersion transportation (Non-transit)

Magnet Program Transportation (Non-transit)

Gifted Program Transportation (Non-transit)

Special Transportation Needs (Non-transit)

Transportation Dedicated for Students

Requiring Wheelchair Accessible Vehicles

(Non-transit)


Mobility Accessible Public Transit

Section 23 transportation


Late-busing, Field Trips, and School to School

Transportation that are paid from the

transportation budget

Board and lodging


Driver Training for CPR/First Aid training

Attendants/Monitors

Other

Total 0 0 0

Transportation costs for regular, French Immersion, magnet program, gifted program, special

transportation needs, wheelchair accessible, public transit and section 23 students will be populated

(blue cells) from the expenditure information that is reported under the D_Students tab.

The following expenditures will need to be provided for each board:

1. Planning and Administration are items that support transportation services including:

Salaries and benefits

Rent

Professional fees

Office supplies

Professional development

Advertising

Insurance

Communication

Software fees & licenses

Professional development

Travel & meetings

Contractual services

Equipment

Day to day maintenance

Board specific expenditures


2. Summer school transportation

3. Late-busing, Field Trips, and School to School

4. Board and lodging

5. Rider Safety Program

6. Driver Training for CPR/First Aid training

7. Attendants/Monitors – include all the costs paid within and outside your contracts and # of

attendants/monitors in the comment column on the right – (New)

8. Other expenditures – those expenditures that are not included above (e.g. extraordinary expenses) -

All other expenditures must be explained in the comment column.

Summary Tabs

These are summary tables designed to assist Consortium, Board, and Ministry staff to review and

validate data. The consortium should review the tabs for accuracy before submitting.

Non-Transit Summary - S_Non-Transit

Transit Summary – S_Transit

Section 23 Summary – S_S23

Out of Board Boundary Students Summary – S_Out Bound

Comparative Analysis (New)

These tables provide the comparative analysis between 2011-12 and 2010-11 surveys. 2011-12 and

2010-11, Variance and % Variance data will be automatically generated based on data entered from last

year‟s submission. Consortia are required to provide explanations on variances greater than 2%

between the 2 years.

1. Students

Students 2011-12 2010-11 Variance % Variance Explanation

Wheelchair Accessible

Special Transportation Needs

French Immersion (program

support policy)

Gifted Programs

Magnet Programs

Hazard

Courtesy

General Transportation (due to

distance policy)

2. Transportation Costs

Transportation Costs 2011-12 2010-11 Variance % Variance Explanation


Regular Transportation (Non-

transit)

French Immersion

transportation (Non-transit)


Gifted Program

Transportation (Non-transit)

Magnet Program

Transportation (Non-transit)

Special Transportation Needs

(Non-transit)

Transportation Dedicated for

Students Requiring

Wheelchair Accessible

Vehicles (Non-transit)


Mobility Accessible Public

Transit

Section 23 transportation


Late-bussing, Field Trips, and

School to School

Transportation that are paid

from the transportation budget

Board and lodging


Driver Training for CPR/First

Aid training

Attendant/Monitor Costs

Other

Total

Graphs (New)

Visuals and graphs are provided to aid review and analysis. Once data is inputted, graphs will be

populated automatically.


File 2: Vehicles and Contracts

Key Changes in 2011-12:

1. For contract information, report “paid vehicle size” based on contract agreement

2. For route information, report “schedule/actual size” based on actual on-the-road route information

3. If a vehicle is shared between consortia or with another outside organization, report the % of total

cost paid by your consortium, otherwise report 100%.

4. If attendant/monitor cost is included in your contract, report the cost separately.

5. PDPV has been renamed as Van-Accessible

Consortium – „D_Consortium‟

1. List the boards your consortium is providing transportation services for – these should be the same

as the board information provided in File 1

2. Provide general answers on the age of your contracted fleet - The answers should be number of

years (i.e. 5, 6, 7) and not the actual year (e.g.1999, 2000, 2001).

3. Provide parent-paid transportation information – in addition to reporting parent-paid transportation

information in this section, the student and cost information should have been reported under the

student transportation section in File 1.

General Contract Information – „D_Contract‟

Provide contract information by vehicle type for the consortium. Information collected will provide an

overview of contract structures by vehicle type across the province.

General Contracts Information

Contract ID

Paid Vehicle Size in

Contract

Daily

Base

Rate

Contracted

Minimum

Daily KMs

Covered by

Base Rate

Contracted

Minimum

Hours per

Day

Covered by

Base Rate

Variable

$/km (for

kms over

base

guarantee)

Variable

$/hour

(for time

over base

guarante

e)

Fuel

Escalation

Fuel Rate

Recognized in

Contract

Contract

Start

Date

(dd/mm/y

yyy)

Contra

ct End

Date

(dd/m

m/yyyy

)

Paid Deadhea

d Definitio

n

Procurement Method

1. Contract ID – List each contract that has a different contract structure. Assign a generic number

for each like contract structure, e.g. C1, C2, C3 etc. The contract ID MUST be unique. Example 1,

if your consortium has 50 contracts for full size vehicles with the same base, variable rates and

procurement method, you can report them as one contract structure, e.g. C1. Example 2, if you are

dealing with multiple divisions of a contractor, and all of which have different rates, you may

provide multiple contract rate structures, C1 – ABC Division, C1 – XYZ Division

2. Paid Vehicle Size in Contract – Provide the paid vehicle size in your contract (NEW clarification)

– (Table C)

3. Daily Base Rate – Provide the base cost per day

4. Contracted Minimum Daily Kilometres Covered by Base Rate – The minimum kilometres covered

by the daily base rate provided above. If the base rate does not cover any minimum kilometres,

please report “0”

5. Contracted Minimum Hours per Day Covered by Base Rate – The minimum hours per day covered

by the daily base rate provided above. If the base rate does not cover any minimum hours, please

report “0”


6. Variable Rate Per Kilometre for Kilometres Over Base Guarantee – What is the variable rate per

kilometre over the base kilometre reported under #5 above. Provide rate in dollars (e.g. $0.23 for

23 cents).

7. Variable Rate Per Hour for Time Over Base Guarantee - What is the variable rate per hour over the

base hour reported under #6 above. Provide rate in dollars (e.g. $0.50 for 50 cents).

8. Fuel Escalation – does the contract have an escalation or escalation/de-escalation clause? Fuel

escalator, Fuel escalator/de-escalator, None

9. Fuel Rate Recognized in Contract – If there is a fuel escalator/de-escalator clause, provide rate in

dollars (e.g. $0.86 for 86 cents).

10. Contract Start and End Dates – official contract start and expiry dates (format: dd/mm/yyyy)

11. Paid Deadhead Definition – since deadhead kilometres can be paid in various ways across different

consortia, information is now collected on how paid deadhead is accounted for each contract. For

example, a definition may be: „deadhead is paid on the distance from the very first pickup to the

last drop off‟.

12. Procurement Method – Provide the procurement method for each contract ID. Options include:

RFP, Two-Stage, Tender, Single Source, Sole Source, and Negotiation. Obtained from various

Ministry sources, definitions for each method are listed in Table D below.

Table C - Paid Vehicle Size in Contract:

Full-Size Chrome yellow, passenger seating capacity 48 plus

Full-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity 48 plus

Mid-Size Chrome yellow, can include passenger seating capacity of 24 to 48

Mid-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity of 24 to 48

Mini-Size

Chrome yellow, can include wheelchair, passenger seating capacity of 16 to

20

Mini-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity of 16 to 20

Van

Full-size passenger vans, (e.g. B3000); passenger seating capacity of 8 to

12

Mini-Van

Multi-purpose passenger vehicle (e.g. caravans) passenger seating capacity

of 6 to 8

Sedan Car, mini-van, passenger seating capacity of 4 to 8

Van-Accessible Physically disabled passenger vehicle, carries both w/c and ambulatory

Taxi

Car, mini-van, licensed by municipality, passenger seating capacity of 4 to

8

Taxi-Accessible Physically disabled passenger vehicle, carries both w/c & ambulatory

Table D - Procurement Method Definitions:

RFP (Request for Proposal) - A document used to request suppliers to supply solutions for the

delivery of complex products or services or to provide alternative options or solutions. It is a process

that uses predefined evaluation criteria in which price is not the only factor.

Two-Stage - A two-stage process uses the four sequential elements consistent with any competitive

procurement process: development of procurement documents, release of document and invitation open

period, submission deadline and evaluation, notice of award and signing of contract. Typically, the

difference is that these elements are performed twice in two separate stages. The first stage is to pre-

qualify service providers for the purpose of gathering information on supplier capabilities and

qualifications, with the intention of creating a list of pre-qualified and/or preferred suppliers. The


second stage is to select the service provider(s) for service or goods provision through inviting the

service provider(s) on the list to participate in a competitive procurement process.

Tender (Request for Tender) - A document used to request supplier responses to supply goods or

services based on stated delivery requirements, performance specifications, terms and conditions. A

Request For Tender usually focuses the evaluation criteria predominantly on price and delivery

requirements. This document may also be called a Request for Quotation (RFQ) where the organization

has described exactly what needs to be purchased and the evaluation is made solely on price.

Single Source - The use of a non-competitive procurement process to acquire goods or services from a

specific supplier even though there may be more than one supplier capable of delivering the same

goods or services.

Sole Source - The use of a non-competitive procurement process to acquire goods or services where

there is only one available supplier for the source of the goods or service.

Negotiation – The use of a non-competitive procurement process where contract terms are usually

negotiated with suppliers based on historical arrangements.

Route Information – „D_Routes Info‟

Provide route information. A „route‟ is defined as the total number of runs serviced by a given vehicle.

For example, if a full-size vehicle has two daily runs (run A and run B) the route (say Route „X‟)

accounts for both A and B runs.

Routes Information

List all the vehicles you are contracting with for

the following information Distance (KM) Time (Hour)

Route

ID

Contract

ID

Scheduled/

Actual

Vehicle

Size

Contractor

(Full

Name)

Paid

Dead

head

Paid

Slac

k

Run/

Load

Paid

Deadhead

Paid

Slack Run/Load

% of Total Cost Paid by

Your Consortium

1. Route ID – Provide a reference number for each route. It is recommended you use the actual route

number or reference number in your planning system. Each Route ID MUST be unique in this

tab and must appear in ALL tabs where Route IDs are requested (i.e. „D_Routes & Cost‟ and

„D_Run & Rider Info‟ tabs). The Route ID must be consistent throughout, including

spelling and format. 2. Contract ID – this links back to the information provided in the D_Contract tab. All routes should

be linked with a Contract ID in order to determine various route information pertaining to vehicle

sizes and contracts (e.g. number of routes, operator, procurement method, etc.).

3. Actual Vehicle Size – Select the vehicle size driven on the road

4. Contractor (Full Name) – Provide the full legal name of the operator.

5. Paid Deadhead Kilometre – an example would be the kilometres from first student pick up to the

last student dropoff.

6. Paid Slack Kilometre – the kilometres that are neither deadhead nor run/load, e.g. kilometres

between two runs or two schools.


last drop off

Run A

1st pick up X

Slack or Link-Deadhead

Deadhead

Run B

last drop off

Run A

1st pick up X

Slack or Link-Deadhead

Deadhead

Run B

7. Run/Load Kilometre – the actual kilometres operated with students riding on the vehicle. This

should be the total number of kilometres for all runs in the route ID.

8. Paid Deadhead Time - an example would be the time from first student pick up to the last student

dropoff.

9. Paid Slack Time - the time that is neither deadhead nor load, e.g. time between two runs or two

schools.

10. Run/Load Time – the actual length of time with students riding on the vehicle. This should be the

total number of hours along all runs for the route ID

11. % of Total Cost Paid by Your Consortium – If a vehicle is shared between consortia or with

another outside organization, report the % of total cost paid by your consortium. Otherwise, report

100%.

Notes:

For deadhead, slack and run/load definition, please refer to Table E for illustration.

If the contract structure of this route is paid by kilometres, report 5 to 7

If the contract structure of this route is paid by hours, report 8 to 10

when entering time information, please follow this specific format when entering hours:

Time Data Input

1 hour 1

1 hour and 15 minutes 1.25

1 and half hours 1.5

1 hour and 45 minutes 1.75

Please do NOT leave any blank rows since information is directly tied to the Summary Tabs.

Please click all the “check” easy buttons to verify data. You must clear all the errors or

omissions.

Check Contract IDs

Check Repeating Route IDs



Table E - An example of deadhead, slack, and run kilometres:


Routing and Expenditure – „D_Routes & Costs‟

For each route listed in the Routes Information Section above, provide the following routing and

expenditure information:

Routes and Costing Information

Route ID Board Financial # Expenditures excluding

Attendant/Monitor Cost

Attendant/Monitor Cost

Included in Your Contracts

1. Route ID - List the route reference number

2. Board Financial # - List the board for the Route ID

3. Expenditures excluding Attendant/Monitor Cost – total route expenditures excluding

attendant/Monitor Cost. If routes are shared by multiple boards, the cost for each board must be

entered for those particular routes

4. Attendant/Monitor Cost Included in Your Contracts (New)

Notes:



omissions.



Run and Rider Information – „D_Run & Rider Info‟

For each route listed in the Routes Information Section above, provide the following rider and

expenditure information:

Route ID Run/Load # Schedule

Board

Financial #

# of Unweighted

Riders # of Weighted

Riders School Panel

1. Route ID - List the route reference number.

2. Run/Load # - List all applicable runs for the Route ID. It is recommended you use the actual run

number or reference number in your planning system.

3. Schedule – Select AM, PM, or noon-hour for each run

4. Board Financial # - List the board if the board‟s students ride this bus

5. Number of Unweighted Riders – Number of unweighted riders from the Board on that particular

run. This counts the actual total number of riders.

6. Number of Weighted Riders – Number of weighted riders from the Board on that particular run.

This counts the total number of riders when weighting factors are applied. Weighting factors

may vary depending on the consortium. E.g. 0.5 for JK/SK.

7. School Panel – List the student type on that particular run: JK/SK, Elementary, Secondary, K/E,

E/S, All (Table F)


Notes:



omissions.



Table F - The definition of school panel is below:

School Panel Represent

JK/SK JK/SK students

Elementary Elementary school students

Secondary Secondary school students

K/E Mixed with JK/SK and elementary students

E/S Mixed with elementary and secondary students

All All mixed

Notes on validating information:

Easy Button

Within all route information tabs (i.e. Routes Info, Routes and Cost, and Run and Rider tabs) there are

useful tools available to assist users with validating information that has been entered. Various buttons

have been included to cross-reference tabs so that information to be corrected and/or added if

information is missing. To check if:

Contract IDs are missing – „Check Contract IDs‟

Route IDs are repeating where it should be unique – „Check Repeating Route IDs‟

Route IDs are missing – „Check Missing Route IDs‟

Route costs are missing – „Check Missing Route Costs‟

Rider information is missing – „Check Missing Riders‟

Summary Tabs

Consortium Summary - S_Consortium Summary of Routes

Boards Summary – S_Boards Summary

Procurement Summary – S_Procurement Summary

Summary tables are designed to assist Consortium, Board, and Ministry staff in reviewing and

validating data. Click the „Calculate‟ button within the summary tabs to generate the summary tables.


Comparative Analysis (New)

This table provides the comparative analysis between 2011-12 and 2010-11 surveys. 2011-12 and

2010-11, Variance and % Variance data will be automatically generated based on data entered in

current year and data submitted in last year‟s survey. Consortia are required to provide explanations on

variances greater than 2% between the 2 years.

Vehicles

2011-12 2010-11 Variance % Variance Explanation

Vehicle Class Routes Costs Routes Costs Routes Costs Routes Costs

Full-Size

Full-Size-

Adapt

Mid-Size

Mid-Size-

Adapt

Mini-Size

Mini-Size-

Adapt

Van

Mini-Van

Sedan

Van -

Accessible

Taxi

Taxi-

Accessible

Total


File 3: Transportation Policies

Consortium

List the boards for which your consortium is providing transportation services – these should be the

same as the board information provided in File 1.

School Boards in This Consortium

Board Financial

#

Board

# Board Name

67202 55 Algonquin and Lakeshore Catholic District School Board (55)

67334 66 Conseil scolaire de district catholique du Centre-Est de l'Ontario (66)

66311 59 Conseil scolaire de district des écoles publiques de langue française n°. 59 (59)

66222 29 Hastings and Prince Edward District School Board (29)

66206 27 Limestone District School Board (27)

Walking Distance Policy

Provide home to school distance eligibility policies for General, Urban, Rural and Winter/Cold

policies. If there is no policy for a particular grade or scenario, you can leave it blank or put N/A.

Board

Financial

# Grade JK/SK Gr1 Gr2 Gr3 Gr4 Gr5 Gr6 Gr 7 Gr8 Gr 9-12

67202

Home to school distance (in

km)

Home to bus stop distance (in

km)

67334


km)


km)

66311


km)


km)

66222


km)


km)

66206


km)


km)


Bell Time

For each board, provide the number of schools for the time slot listed below

Morning Bell Time

AM Range # of Elementary Schools # of Secondary Schools Total

Before 8:00 AM

8:00 AM to 8:19 AM

8:20 AM to 8:39 AM

8:40 AM to 8:59 AM

9:00 AM to 9:19 AM

9:20 AM to 9:39 AM

9:40 AM and later

Total # of Schools 0 0 0

Afternoon Bell Time

PM Range # of Elementary Schools # of Secondary Schools Total

Before 2:30 PM

2:30 PM to 2:49 PM

2:50 PM to 3:09 PM

3:10 PM to 3:29 PM

3:30 PM to 3:49 PM

3:50 PM to 4:09 PM

4:10 PM and later

Total # of Schools 0 0 0

Loading Factor

For each board, provide loading factor policy information for full-size vehicles (i.e. 72-passenger).

In general, what is the maximum

number of seated passengers

that your board permits on a

"72-passenger" vehicle?

For planning purposes, what is

the maximum number of

students that your board

assigns to a "72-passenger"

vehicle?

JK to

Grade 6

Grade 7

to 12

JK to

12

JK to

Grade 6

Grade 7

to 12

JK to

12

Algonquin and Lakeshore

Catholic District School Board

(55)

Conseil scolaire de district

catholique du Centre-Est de

l'Ontario (66)

Conseil scolaire de district des

écoles publiques de langue

française n°. 59 (59)

Hastings and Prince Edward

District School Board (29)

Limestone District School Board

(27)


Transfer Policy

For each board, provide transfer policy and actual number of students requiring transfers

How many students

require a transfer on their

route?

How many of the above

number require more than

one transfer?

What is the maximum

number of transfers

allowed by your board per

trip?

Elementary Secondary Elementary Secondary Elementary Secondary

Algonquin and Lakeshore

Catholic District School Board

(55)

Conseil scolaire de district

catholique du Centre-Est de

l'Ontario (66)

Conseil scolaire de district des

écoles publiques de langue

française n°. 59 (59)

Hastings and Prince Edward

District School Board (29)

Limestone District School

Board (27)

Accessibility

Provide accessible transportation information:

Level of Service – only one level of service needs to be selected.

School Accessible Transportation Plans

Emergency Preparedness and Response Policy and Procedures

Training (questions have been updated to recognize new AODA standards)

Policy

For each section, provide additional service, plan, training and policy information in the Other

Information box (see below) that you would like the Ministry to note.

Other information:


File 4: Safety

Provide safety information on:

Rider Safety Training

Driver Training

Booster and Car Seat Usage


Appendix 1 - Samples of Specialized Programs

Able

Access Simcoe

Active Learning Centre

Adapt

Adult Education

ALEP

Apple Day Program

Area Composite

ASD/PPD

Aviation

BACK ON TRACK

Branching Out

Bridge

Bronte Creek Project

Centre for individual studies

Challenge Leap Atlas

Choices for Youth Program

Citizenship Pathways

College Link

COLLEGE LINK

Comprehensive

CONNECTIONS

Co-Op

Cooperative Learning Centre Counselling and Skills Development

Cosmetology

DC

Deaf/Vision/Hearing

Developmental Skills

Early Intervention

ECO

Enrichment

Experiential Learning

Fresh Tracks

Friendship Center

Gold Collar

Grace Haven

Higher Ground

Home Instruction at School

Host Program

Integrated Arts

Integrated Program

Intermediate Autism Program

International Baccalaureate

Itinerant School To Community Site

Junior Autism Program

Junior Intervention Program LD Regional Program


Junior LD Support Program

Junior/Intermediate West Learning Centre

Kindergarten Intervention Program

Kindergarten Language Program

Kirk Program Junior Autism Program

KLIP

Launch Richmond Hill and Concord, Rose of Sharon

Learning Disabilities

Support School To Community Youth Access

Lifeskills

EOT Centre

Successful Destination ABLE

Transitions Foundation

Multi-Grade

New Beginnings

New Directions

Nexus Apple Day Program Bridges - Life Skills

Nexus Pathways

Nexus Transitions

OASIS

Orthopedic

Peak Prog

Performing Arts

Primary Autism Program

Primary Learning Centre

Primary West Centre

PRISON FARM

Program to Assist Social Skills

Regional Centre for Autism Spectrum Disorder

SAAP

SAIL

SALEP

SAM/MISOL

SCORE

SHAPE

Social Skills

STEP

STOREFRONT

Strive

Success

Surrey Place Programs

Tech

The New View S.A.L.E.P. Centre

Toronto Pre-School of Autism

Trades

Transitions

Young Mom's4


Appendix 2 List of Consortium Sites

Site # Site Name

1 Windsor-Essex Student Transportation Services/Service de transport des élèves – Windsor-

Essex

2 Chatham Kent & Lambton Administrative School Services

3 Southwestern Ontario Student Transportation Services

4 Huron Perth Student Transportation Services

5 Student Transportation Service Consortium of Grey-Bruce/ Consortium de Service de

Transport des Élèves de Grey-Bruce

6 Student Transportation Services of Brant Haldimand Norfolk

7 Waterloo Region Student Transportation Service

8 Niagara Student Transportation Services

9 Hamilton-Wentworth Student Transportation Services

10 Service de transport de Wellington - Dufferin Student Transportation Services

11 Halton Student Transportation Services / Service de transport des élèves - Halton

12 Student Transportation of Peel Region

13 Toronto Student Transportation Group

14 Student Transportation Services of York Region

15 Simcoe County Student Transportation Consortium

16 Durham Student Transportation Services

17 Trillium Lakelands District School Board

18 Student Transportation Services of Central Ontario

19 Tri-board Student Transportation Services

20 Renfrew County Joint Transportation Consortium

21 Student Transportation of Eastern Ontario

22 Ottawa Student Transportation Authority

23 Nipissing Parry-Sound Student Transportation Services/Services de transport scolaire

Nipissing-Parry Sound

24 North East Tri-Board Student Transportation

25 Sudbury Student Services Consortium/Consortium de services aux élèves de Sudbury

26 Algoma & Huron Superior Transportation Services

27 East of Thunder Bay Transportation Consortium

28 Student Transportation Services Thunder Bay

29 Rainy River Transportation Services

30 Northwestern Ontario Student Services Consortium

31 Service de transport Francobus

32 Consortium de transport scolaire de l'Est

33 Consortium de Transport Scolaire d'Ottawa

34 CSD catholique des Grandes Rivières


Appendix 3 List of Board Financial Numbers

Board Name Financial #

Algoma District School Board (2) 28010

Algonquin and Lakeshore Catholic District School Board (55) 67202

Avon Maitland District School Board (8) 66010

Bluewater District School Board (7) 66001

Brant Haldimand Norfolk Catholic District School Board (51) 67164

Bruce-Grey Catholic District School Board (35) 67008

Catholic District School Board of Eastern Ontario (52) 67172

Conseil de district catholique de l'est Ontarien (65) 67326

Conseil scolaire de district catholique Centre-Sud (64) 67318

Conseil scolaire de district catholique Franco-Nord (60B) 29114

Conseil scolaire de district catholique des Aurores boréales (62) 29130

Conseil scolaire de district catholique des Grandes Rivières (60A) 29106

Conseil scolaire de district catholique du Centre-Est de l'Ontario (66) 67334

Conseil scolaire de district catholique du Nouvel-Ontario (61) 29122

Conseil scolaire de district des écoles catholiques du Sud-Ouest (63) 67300

Conseil scolaire Viamonde (59) 66311

Conseil scolaire de district du Centre Sud-Ouest (58) 66303

Conseil scolaire de district du Grand Nord de l'Ontario (57) 28118

Conseil scolaire de district du Nord-Est de l'Ontario (56) 28100

District School Board Ontario North East (1) 28002

District School Board of Niagara (22) 66150

Dufferin Peel Catholic District School Board (43) 67083

Durham Catholic District School Board (45) 67105

Durham District School Board (13) 66060

English-language Separate District School Board No. 38 (38) 67032

Grand Erie District School Board (23) 66168

Greater Essex County District School Board (9) 66028

Halton Catholic District School Board (46) 67113

Halton District School Board (20) 66133

Hamilton-Wentworth Catholic District School Board (47) 67121

Hamilton-Wentworth District School Board (21) 66141

Hastings and Prince Edward District School Board (29) 66222

Huron-Perth Catholic District School Board (36) 67016

Huron-Superior Catholic District School Board (31) 29025

Kawartha Pine Ridge District School Board (14) 66079

Keewatin-Patricia District School Board (5A) 28045

Kenora Catholic District School Board (33B) 29050

Lakehead District School Board (6A) 28061

Lambton Kent District School Board (10) 66036

Limestone District School Board (27) 66206

Near North District School Board (4) 28037

Niagara Catholic District School Board (50) 67156

Nipissing-Parry Sound Catholic District School Board (30B) 29017

Northeastern Catholic District School Board (30A) 29009

Northwest Catholic District School Board (33A) 29041


Board Name Financial #

Ottawa Catholic District School Board (53) 67180

Ottawa-Carleton District School Board (25) 66184

Peel District School Board (19) 66125

Peterborough Victoria Northumberland & Clarington Catholic DSB (41) 67067

Rainbow District School Board (3) 28029

Rainy River District School Board (5B) 28053

Renfrew County Catholic District School Board (54) 67199

Renfrew County District School Board (28) 66214

Simcoe County District School Board (17) 66109

Simcoe Muskoka Catholic District School Board (44) 67091

St. Clair Catholic District School Board (39) 67040

Sudbury Catholic District School Board (32) 29033

Superior North Catholic District School Board (34B) 29076

Superior-Greenstone District School Board (6B) 28070

Thames Valley District School Board (11) 66044

Thunder Bay Catholic District School Board (34A) 29068

Toronto Catholic District School Board (40) 67059

Toronto District School Board (12) 66052

Trillium Lakelands District School Board (15) 66087

Upper Canada District School Board (26) 66192

Upper Grand District School Board (18) 66117

Waterloo Catholic District School Board (49) 67148

Waterloo Region District School Board (24) 66176

Wellington Catholic District School Board (48) 67130

Windsor-Essex Catholic District School Board (37) 67024

York Catholic District School Board (42) 67075

York Region District School Board (16) 66095

2011-12 Student transportation Survey - Ontario · 2012-05-28 · Ministry of Education 2011-12...

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Transcript of 2011-12 Student transportation Survey - Ontario · 2012-05-28 · Ministry of Education 2011-12...