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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.

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agenda
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
eligibility
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

eligibility guidelines
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

student metrocards
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

managing your metrocards managing your inventory
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)
deactivating metrocards
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

metrocard request
MetroCard Request

Non-publicschoolmetrocards@schools.nyc.gov

DBN/OPT code in subject line

Request cards by type

bus stop information
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
guidelines for granting new stops
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

stop to school transportation
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

understanding ridership information
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

variances
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
use the tlst screen to manage transportation
Use the TLST screen to Manage Transportation

TLST provides a snapshot of your school’s transportation

specialized transportation
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

data management for students with specialized transportation
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

specialized transportation guidelines
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

opt customer service
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
people get ready
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

service issues
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
opt web site and applications
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)

support
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