Summer and September TransportationGuidelines for School Staff

Office of Pupil Transportation

May 2013

Agenda

Summer SchoolSSPR updatesTransition to fall for current studentsStudent MetroCardsStop to School TransportationDoor to Door TransportationNew studentsTasks to complete for September school openingSchool Session TimeExtended Day IndicatorsSVER (SE Reconciliation)Non-Public School Calendar application (Charter Schools)

Summer TransportationStudents attending DOE summer school programs receive the same transportation they had during the school year

1. Stop to school transportationStudents use same bus stop (Stop may be at different corner of intersection)Students not eligible for stop to school during the regular year but are attending a

different summer site more than .5 miles from their school may be assigned shuttle stop to the summer location

2. Specialized transportation for mandated students to summer site3. Summer MetroCards shipped to summer site

Charter schools may request MetroCards through OPT for remedial summer programs that mirror DOE structure

Schools update Summer School Pre-Registration (SSPR) in ATS (SSPR closes June 27)

Identify summer siteChange Promotion in Doubt Indicator (PID) to mandated (M) or not attending (N)Summer Ridership available June 24, 2013Summer sites will view all students assigned to that siteEach school will view ridership for their students

Spring Term to Fall Term Transition

Eligibility ChangesGrade 2 student with B distance: full fare to half fareGrade 6 student with C distance: full fare to half fareSort TLST screen by grade or class to identify students: advise

parents in June that eligibility will change in the fallNote these changes if using RTPL report for MetroCard log to ensure you

provide the correct type of MetroCard in the fallEligibility may change if students change address over the

summerVerify eligibility on TLST screen before distributing MetroCards

Sort TLST by Grade Students in Grade 2 with B distance will change eligibility from F to H after the ATS

rollover

Follow the same process for students in grade 6

Student MetroCards

Fall MetroCard shipments based on ATS data at end of JuneCards sent for all students with AT or AP status +20-25%Estimate shipment by reviewing MetroCard Inventory at the end of the yearAdding Grades or Students?Check TLST screen after ATS rollover

1. T eligible students to request additional cards2. Email publicschoolmetrocards@schools.nyc.gov

Advise MetroCard team you have updated your ATS data and request additional cards

Check MetroCards shipments in late AugustKeep MetroCards separated by typeRun RTPL in SeptemberVerify eligibility on TLST prior to distribution

Stop to School Transportation

Students assigned stop to school transportation that remain eligible will use the same stop in September

Review Ridership last week of August to confirm route number and timesNo updates required in ATS

Ineligible students will have stop deleted (OPT will send half fare MetroCards for these students)

NCLB studentsNew students will be assigned stops and routed by OPT

Review Ridership for students displayed with stops starting with 95Enter stop number and variance (N2003) on student record in ATSStudents “aging out” out of NCLB will have stop deleted

Remind parents younger siblings may be affected

Door to Door Transportation

OPT develops routes based on SVER data1. Students returning to your school in September2. Students attending a different school in September

Returning students no longer mandated for door to door transportation can be assigned stop to school transportation (through grade 8) or provided with an SE MetroCardSVER deadline June 27Review Ridership in late August

Discuss any issues or data changes required with your CFN liaisonAddress changes over the summer may have to be updated in STRE

New Students and Late Registration

OPT reviews student data after ATS rollover1. Transferring students2. New K students3. New grade 6 students in middle schools

Eligible students will be assigned to existing stops or new stops may be created

Students registered after the ATS rolloverSchools must assign stops to eligible students or request new stops using

the OPT 199 applicationReview Ridership in late August

Other Issues that Affect Fall Transportation

Gifted and Talented programsReinforce with parents that stop to school transportation is not guaranteed

Eligible students will be placed at existing stops or new stops createdIf a new stop cannot be granted the student may receive a MetroCard for

transportation

VariancesOPT will inform schools regarding variance renewalClass CreationIdentify OPT code on CMOD screenSchools with AnnexesEnsure classes are associated with the correct OPT code

This school has one ATS school code (30Q150)

Two OPT codes:Main Building (30150)Annex (30408)1. Tie classes to correct OPT

code2. Assign stops from correct

OPT code

School Session Time

Used to confirm session times for new school year: Deadline is May 3, 2013

Regular and Extended Day schedules for• Stop to School Transportation• Door to Door Transportation

Schools may carry over existing schedule or submit new request• Office of Labor Relations (OLR) review to ensure instructional requirements are

met, SBO has been approved • OPT review for start and end times

Review status or session time request by logging in to checkMost schools will have confirmation before school year ends

Principals communicate with OLR to resolve any issuesConfirmed and approved session times on OPT web site in late AugustAccess application on OPT web site: School Resources>School

Applications Log in

Update Extended Day Indicators

Identify which students will follow your regular or extended day schedule

Mandated (M) or Voluntary (V)Student will be assigned bus route that accommodates your extended day

scheduleNon Applicable (N)

Students will be assigned bus route that follows your regular schedule

Update indicator for all current students by June 27Update FUT EXT INSTR indicator field

September routes will reflect these changes

New students and adjustmentsUpdate EXT INST PD indicator field after ATS rollover, through October 4

These changes will be reflected in revised routes effective November 4Review Ridership in late August for current indicators

Information on completing these updates posted on the OPT web site

School Resources>Key Documents

Door to Door Transportation Reconciliation (SVER)

Provides OPT with information to create September door to door bus routesStudents mandated to receive door to door transportation on their most current

IEP/SESISBefore beginning the reconciliation:

1. Complete List Notice process for students transferring to different schools

2. Create future classes for students returning in SeptemberEnter the correct code for each student on the SVER

3. Student returning to your school4. Student attending different school5. Student no longer mandated for door to door transportation6. Student no longer requires any transportation

Information on completing these updates posted on the OPT web siteSchool Resources>Key Documents

Non-Public School Calendar Application

Non-Public and Charter schools use this application identify days of service

Days school will be open when DOE schools are closedHalf daysStep by step guidelines posted on the OPT web site School Resources>School Applications Log in