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Transportation Reporting

Transportation Reporting. Presented to: 2008 DOE Database Workshop Orlando. By: Charlie Hood, June 19, 2008. Florida’s Transportation Funding.

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Transportation Reporting

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  1. Transportation Reporting Presented to: 2008 DOE Database Workshop Orlando By: Charlie Hood, June 19, 2008

  2. Florida’s Transportation Funding • FEFP funds for student transportation are appropriated and distributed as authorized by Sections 1006.21, 1006.22, 1006.23, 1006.25, and 1011.68, Florida Statutes. Locally maintained records must document the following three basic areas: • Student eligibility to receive state FEFP regular or weighted transportation funds (based on criteria such as distance from school, programs attended, and disabilities status and services, if applicable); and, • Student ridership and school attendance during approved transportation survey periods (to verify that transportation service was actually received); and, • Transportation in approved conveyance (i.e., in an approved mode of transportation or vehicle type)

  3. Eligibility Categories • Membership Category A: Individuals with Disabilities Education Act (IDEA) - K-12, Weighted • IEP must contain information documenting need for and provision of one or more specialized transportation services: • Medical equipment required. Medical equipment is defined as wheelchair, crutches, walker, cane, tracheotomy equipment, positioning or unique seating devices. • Medical condition that requires a special transportation environment as per physician’s prescription (for instance, tinted windows, dust-controlled atmosphere, temperature control). • Attendant or monitor required due to disability and specific need of student. • Shortened day required due to disability and specific need of student. • School assigned is located in an out-of-district school system.

  4. Eligibility Categories (cont’d): • Membership Category B: IDEA, K-12, Unweighted • Membership Category C: IDEA, PreK, Weighted • Membership Category E: IDEA, PreK, Unweighted

  5. PreK IDEA or Teen Parent ONLY: • PreK only eligible for funding under s.1011.68, F.S. if transported student is: • PreK with disabilities (IDEA) under Rule 6A-6.03026, FAC, regardless of distance, who meets criteria for weighted funds (Weighted) or not (Unweighted) • PreK age child of a student parent enrolled in a Teenage Parent Program under s.1003.54, F.S. IMPORTANT NOTE: PreK children not enrolled in IDEA programs, or whose parent or parents are not enrolled in a TAP program are not eligible for state transportation funding. Ineligible programs include: PreK Title I, federally-funded PreK Migrant Programs, PreK Early Intervention, Head Start, VPK, and Readiness Coalition programs.

  6. Eligibility Categories (cont’d): • Membership Category F: Teenage Parents and Infants, Unweighted • Membership Category G: Hazardous Walking, Elementary, Unweighted • FDOE implemented new data element in 2007-08 for HazWalk Location code • Code must match code used in web-based HazWalk database

  7. Eligibility Categories (cont’d): • Membership Category H: All Other Students Living Two Miles or More, Unweighted • District or charter school must verify walking distance from residence to the assigned school (Rule 6A-3.001, FAC) • If using automated mapping system must document accuracy of mapping system • Districts and charter schools must maintain adequate student transportation records for each survey period to avoid having to reassemble unreliable data that could have a negative impact on district or school resources

  8. Eligibility Categories (cont’d): • Membership Category N: Non-Eligible K-12 Students Living Less Than Two Miles and all Non-eligible PreK Students

  9. Eligibility Categories (cont’d): • Membership Category I: Center To Center or Non-center IDEA, Weighted • Membership Category J: Center to Center or Non-center Individuals with Disabilities Education Act, Unweighted • Membership Category K: Center to Center Vocational and Dual Enrollment Students, Unweighted

  10. Hazardous Walking: • K-6 Elementary onlystudents eligible under HW • Location must be inspected by district and road jurisdiction • District and road jurisdiction must agree it meets HW criteria • District must submit an updated HW Locations report via web-based system for each survey • District or charter school must document qualifying conditions, including speed limits, traffic counts, and the condition of roads, walking surfaces, intersections, and traffic controls. FDOE checklist available • District must request a projected completion date for correcting hazard

  11. Ensuring HazWalk Accuracy • DOE post-survey analyses to reconcile web-based and Student Database data • Intent is to ensure that hazards are reviewed at least each five years AND, • Ensure local interagency efforts to correct hazards, if possible, OR, • Review periodically to verify feasibility (or lack thereof) of correcting hazards

  12. Ensuring HazWalk Accuracy • Hazards deemed potentially invalid: • Duplicate Location codes • Date Determined Hazardous <7/1/02 • Completion Date NA + Date Determined Hazardous <7/1/06 • Completion Date before survey

  13. Audit Documentation: • Ensure retention of records to document student’s home addressat the time of the scheduled survey • Prevent duplication of students and counting of any individual student on more than one bus or mode during survey week • For each student document the eligibility category. Edits may be implemented to cross-check against school record.

  14. Ridership and Surveys • For each eligible student district or charter school must verify the specific bus (or other vehicle) and the days during the survey week (or preceding six days) when student rode, or at least the first day. Must be signed and initialed by driver and dated as a source document. • Sample Ridership Worksheet for Bus Operators is available. This “roll call” sheet contains the following minimum elements: • • District Number, Current Instruction/Service • • Student Number Identifier, Florida • • Survey Period Code • • Fiscal Year • • Year-Round/Extended School Year FTE Indicator • • Days In Term (For FTE Purposes) • • Transportation Membership Category • • Vehicle Category • • Bus Number • • Bus Route Number • • Transaction Code • • District Number, Current Enrollment

  15. Bus Operator Worksheets • Although hardcopies of driver worksheets with original signatures and initials are preferred, school districts who maintain scanned, electronic student database reports may use similar approved reporting formats for transportation record keeping. These formats must be coordinated with the district management information services (MIS).

  16. Summer School • If the July or June summer school or SAI period is scheduled so that it takes place outside the regularly scheduled survey week window, a separate survey week must be established to cover these students. The middle day or middle week of the summer period should be used as the basis for establishment of the survey week. This effort must be coordinated with the district FTE administrator so that the same survey week is established for both FTE and Transportation reporting.

  17. Session Crossing Survey Years • Whenever the summer session crosses two fiscal years, students must be reported in two separate surveys, one for June and one for July, with different term lengths, as applicable to the portion of the summer school session that takes place in each month. The middle day or middle week of the period should be used as the basis for establishment of the survey week. Please coordinate this effort with the district FTE administrator. Documentation of the term length for each student claimed must be maintained.

  18. Approved Conveyances • Districts and charter schools must maintain vehicle inventory records and written contracts or agreements to verify that vehicles claimed in daily service are one of the following: • B: School buses meeting Florida School bus Specifications • E : Passenger car or allowable multipurpose passenger vehicle (MPV) owned, operated, or contracted by the school board, transporting fewer than ten students • P: Privately owned motor vehicle or boat (for disabled or isolated students only) • G: General purpose transportation (city buses, trains, etc.) • For General Purpose transportation, a list identifying students who are provided city bus passes, train vouchers, etc., must be maintained, along with other records to verify ridership and dates. • For students claimed riding in private passenger cars or boats, the district or charter school must maintain board minutes reflecting mileage to the bus route or school, names of the students, and school attended, pursuant to Rule 6A-3.0171(11), FAC.

  19. Questions??? www.fldoe.org/transportation www.FAPTFlorida.org Herman.Carter@fldoe.org Charlie.Hood@fldoe.org 850-245-9795

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