Agenda

2. Agenda • Eligibility • Transportation options for students • MetroCards • Stop-to-School Transportation • Variances • Specialized Transportation • Medical Accommodations • Working with your CSE Chairperson • Reporting Service Issues • OPT web site and OPT applications • Additional Training and Support

3. Eligibility • Eligibility 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 on Shortest walking distance from home to school Calculated for all students, distance code displayed on TLST screen in ATS Grade level Eligibility changes for some students as they advance in grade • Eligibility displayed on TLST screen in ATS as letter • Full 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 mile B .5 mile to less than 1 mile C 1 mile to less than 1.5 miles D 1.5 miles and greater

4. Eligibility Guidelines Students with B distance in grade 2 change eligibilityin grade 3: from full fare to half fare Students with C distance in grade 6 change eligibilityin grade 7: from full fare to half fare

5. Student MetroCards K-6 Cards are Orange • MetroCards valid for the school term • Valid for travel 5:30am – 8:30pm each day school is in session • May only be used by student assigned • Full fare MetroCard • Three trips each day; one transfer each trip • Valid on MTA Subway and buses (not valid on Express buses) • Half fare MetroCard • Valid only on MTA bus • Student pays half fare in coins after dipping card in fare box 7-12 cards are Green Half fare cards used K-12 Purchase MetroCards through MTA for dates outside DOE calendar

6. Managing your MetroCards = Managing your Inventory • Manage four key tasks: Distribute MetroCards based on current eligibility displayed on TLST Assign serial number on individual student record in ATS Deactivate and replace lost, stolen, or non-working MetroCards quickly Maintain adequate inventory (10-15%) to have cards on hand for replacement Start when cards arrive • Review and retain shipping invoice: it lists cards by type and range of serial numbers • Contact OPT immediately if shipment is not complete • Sort cards by type when shipments arrive: Special Ed MetroCards identified by serial number on receipt—keep in separate, labeled envelopes • Review document included in initial fall, spring, and summer shipments • Keep MetroCards in a secure location • Establish clear distribution procedures in your school Continue when distributing MetroCards Verify eligibility on the TLST screen prior to distribution Use a log to record the serial number of each card and the student that received the card Assign cards as quickly as possible on the student record Student has never received a MetroCard before (TRAN STAT is blank) • Enter T on TLST screen: press enter (AT will display in TRAN STAT) • Follow steps below to assign MetroCard serial number Student has AT in TRAN STAT column • Enter U on TLST screen: press enter • Enter serial number in MetroCard field • Press F2/Save twice • Card assigned (AP will display in TRAN STAT)

7. Deactivating MetroCards Replacement Card on Hand U to update student record on TLST screen: press enter Enter new serial number over old Press F/5 Deactivate Enter Deactivation Code Press F5/Deactivate twice Replacement Card Not on Hand U to update student record on TLST screen: press enter Press F/5 Deactivate Enter Deactivation Code Press F5/Deactivate twice T student Check inventory screen and request additional cards

8. MetroCard Request Non-publicschoolmetrocards@schools.nyc.gov DBN/OPT code in subject line Request cards by type

9. Bus Stop Information • A Bus Stop is a four-digit number tied to an intersection Regular stops can be assigned to any full fare eligible student Stops starting with “75” may only be assigned to specific students • Approved variances Stops are assigned to AM and PM routes (K2356, Q9356) • PM routes start with number “9” Students will have two routes—AM and PM—displayed on ridership • Requesting new Stops Use OPT 199 application Granted stops will be assigned to specific routes: discuss denied stops with OPT borough team Multiple buildings require stops for each location: stops tied to specific OPT code • Think of your stops as dots on a map . . . • You will manage the dots • OPT connects the dots by building routes

10. Guidelines for Granting New Stops • Stops must be at least .25 miles apart • No stop within .5 miles of school • Stop will not be granted if adding stop makes existing route more than five miles as measured through each stop • Schools manage stops through the year Request new stops Delete unused stops Change stop location

11. Stop to School Transportation • Charter School first year OPT reviews roster Determines eligibility Creates stops and routes Ridership posted with stop assignments School staff enters stops on student records in ATS • During the school year School staff manages school stops • Charter school subsequent years Students remaining eligible continue to use existing stops OPT reviews incoming students Assigns to existing stop or creates new stops

12. Understanding Ridership Information • Incoming 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 ATS • School staff will assign or request stops for students enrolling after the start of the year • What to do when a parent requests a bus stop • Verify eligibility on TLST • Review list of routed stops (OPT 199 or Ridership) with parent If routed stop is suitable, assign stop in ATS (parents may not select Variance stops) If no stop is suitable ask parent to identify an intersection—request new stop in OPT 199

13. Variances • Request for Stop to School transportation for students not currently eligible: variances grant exceptions to regular transportation guidelines and procedures Medical Request for transportation based on medical issue—DOE medical reviews/approves Hazard Request for transportation due to hazardous condition on walking route to school Emergency Request 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

14. Use the TLST screen to Manage Transportation TLST provides a snapshot of your school’s transportation

15. Specialized Transportation • Step One • Student IEP (or SESIS) has mandate for specialized transportation • Step Two • Parent may request additional accommodations Request form from Committee on Special Education (CSE) Parent and student’s physician complete—request tied to student need Forms returned to CSE CSE reviews with DOH physician If approved, CSE updates STRE screen in ATS OPT adjusts route • Not all SE students are mandated for door-to-door transportation Use ATS to assign bus stop or assign SE MetroCard

16. Data Management for Students with Specialized Transportation • All updates made on STRE screen in ATS by CSE Address updates—contact CSE School Changes—CSE will update OPT code assigned Medical Accommodation changes—CSE will update after review/approval Delete from transportation if student is not using transportation • OPT receives STRE updates next day after entry by CSE Routers review and update routes, new route effective 7 days after change • Review Ridership Report on OPT web to view pending route changes Student remains on current route until new route takes effect • Don’t know your CSE Chairperson? http://schools.nyc.gov/Academics/SpecialEducation/ContactsResources/cse.htm

17. Specialized Transportation Guidelines • Travel time Within borough up to 90 minutes Across borough may be longer • Limited Travel Time (this is a medical accommodation) Within borough up to 60 minutes* Across borough up to 75 minutes • Students are not routed by age, gender, or disability Principals may discuss issues with Borough Directors at OPT • Schools may schedule bus team training through OPT Contracts Focus on individual students’ needs and behavior • Behavior or discipline issues on the bus Driver and Attendant complete misbehavior reports for follow up by school staff Schools should work with bus teams: seating charts, strategies to manage behavior OPT will not re-route students due to behavior issues without action by the school

18. OPT Customer Service • For Parents and School Staff • 718 392-8855 • Why call? • Service Issues • Bus is late, no pick up • Accident Reporting and Driver/Attendant Misconduct • Agents view student data for Door-to-Door and YB service • Issues requiring action by other teams: Caller receives reference number for follow up • Specific call types generate violations to vendors for not meeting contract requirements

19. People Get Ready • Parents 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 information • Provide parents with information about unattended students (handout) • Students should be at stop before bus arrives • OPT Applications Share OPT username and password with relevant staff Ridership: Check to ensure stops assigned in ATS (we will do this in August) School and Route Information: Vendor contact numbers Field trips: Check trip guidelines and request MTA travel certificates Schedule time to review/edit calendar each month

20. Service Issues • School staff should report lateness or other service issues to OPT Customer Service each day they occur • Arrival time Between 30 minutes and five minutes before scheduled session time • Departure Between 5 minutes and 30 minutes after scheduled session time • Two methods to identify service issues Contact OPT Customer Service to report issues Use 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

21. OPT Web Site and Applications • Navigate from DOE Home Page • > Office and Programs >Pupil Transportation (Office of) >School Resources • OPT Web site Information and Key Documents • School Applications Login • School shares OPT username and password Ridership Report shows all students using transportation (application guide link) School and Route Information shows route and vendor information OPT 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)

22. Support • Contact Borough Director or Account Manager Resolve chronic or school-specific issues after contacting OPT Customer Service • OPT Training Team • Application assistance and guidance Adrian Clarke 718 482-3897 aclarke23@schools.nyc.gov Ed Jacobsen 718 482-3797 ejacobs2@schools.nyc.gov