3.3 Scheduling Methods

The effective and efficient operation of a large motorized vehicle fleet requires a great deal of communication, coordination and cooperation. The policies contained herein are presented to the school administrator for guidance and use in planning transportation needs.

I. Communication with Transportation Services

A. The School District is responsible for transporting over 93,000 children each day to and from school. In order to facilitate this task in a safe and efficient manner, it becomes paramount that communication lines remain open. It is necessary for  parents to:

1. Communicate with the school administrator/designee initially regarding pick up points, pick up time or other scheduling information.

2. Allow the school administrator/designee to communicate with Transportation  Services if he/she is initially unable to supply data to the parents, and then contact the parents with the correct information.

3. Communicate with Transportation Services when school is not in session, between 6:30 AM and 9:00 AM or between 3:00 PM and 6:30 PM.   

DURING NORMAL SCHOOL HOURS, 9:00 AM TO 3:00 PM, PARENTS SHOULD CALL THE SCHOOL, NOT TRANSPORTATION SERVICES.           

B. Requests for information regarding scheduling data should be requested by school administrators only and will be directed to the Scheduling Department: Telephone 215-400-4350 Ext. 5312.

C. Operational inquiries regarding bus/cab service or complaints regarding punctuality, drivers or equipment will be directed to the Operations Control Room: Telephone   215-400-5262, 5287, 6572, 5330, 5340, 6968 or 4350 and then press one.

1. It is vital that all such complaints be in writing and sent to Transportation Services as soon as possible following verbal presentation.
 

II. Initiation of Transportation Service

A. Transportation service for public school students (non-special education) is initiated, continued or canceled by the school administrator when information is entered through the School Computer Network (SCN).  In June of the previous school year, it is essential for the school administrator to review their student information to ensure that it is accurate.

B. Transportation service for non public school students is initiated, continued or canceled by the school administrator prior to the start of school each year through submission of Form S-149 to Transportation Services. This form (Transportation Eligibility Report) is used to confirm, update, add or delete pupils. It is essential for the administrator to submit the S-149 form in June of the previous school year and for the information to be accurate

 C. Requests for Transportation after September Start-Up

1.      Changes or requests made after the September start-up are submitted on Form TO-38 (Request for Transportation Add-Delete Form) to Transportation Services.

2.      Students should be scheduled for transportation service within ten (10) working days of receipt of initial request for transportation.

3. During the 10 days, the principal may place student directly on a bus at an existing stop by adding his/her name to driver’s route sheet and advising Transportation immediately of this action. The Principal must give the driver any pertinent information regarding the student. The Principal must immediately process any paperwork necessary for the student to be officially added to the route sheet. It is the driver’s responsibility to advise his/her supervisor that the student has been added.

a. This procedure will apply to those children who may be added to an existing pick-up point. 

4. If yellow bus service is not available, the mode of transportation will be determined in conjunction with School District policy and procedure.

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III. Routing Strategy

An important function of the transportation program is routing strategy. The Division establishes, (within certain School District mandated policies) routes which are efficient and responsible to the community.

A. Bus pick-up points are generally determined by:

1. Safety factors.

2. Student concentration.

3. Walk to stop distance.

B. Bus pick up points are generally relocated because of:

1. Safety factors.

2. Decrease in student demand.

3. Walk to stop distance.

C. Requests for a route change or for relocation of a stop must come to the Transportation Scheduling Department from the school administrator. If a  change is approved by Transportation Services, the school administrator will be notified and the effective date will be established. The school administrator will notify the parents.

D. Routing for Multiple Schools on a Route

1.  For schools who share bus routes, there is a long-standing practice of allowing a 40 minute corridor, if necessary, when scheduling the route (i.e., if both schools start at 8:30 AM, one group of students could arrive at school as early as 7:50 AM since the bus cannot be at both drop-off points at the same time. Conversely, one group of students may be picked up for the return trip 40 minutes after dismissal).     

2. Every effort will be made to minimize the time differential.

REQUEST FOR TRANSPORTATION ADD/DELETE FORM: TO-38

PARENT NOTIFICATION LETTER (S-385c)

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I.   Pick Up Locations

A. Pick up at residence (Curb to Curb)

1. Autism/Pervasive Developmental Disorder (AUT)

2. Hearing Impaired (HI) 

3. Mental Retardation (EMR)

4. Orthopedically Handicapped/Physical Disability (PH)

5. Severely and Profoundly Impaired (SPI)

6. Trainable, Mentally Retarded (TMR)

7. Visual Impairment (VI)

B. Pick up at street intersection * (Corner)       (* Unless otherwise stated on IEP.)

1. Learning Disabled (LD)

2. Serious Emotionally Disturbed (SED)

3. Speech and Language Impaired (SLI) 

4. Distance Transportation

5.  Hazardous Walking Conditions

C. Pick up at neighborhood school

1. Desegregation Transportation

2. Overcrowded School Transportation

        

II. Scheduling
             

A. Students will be scheduled for transportation service within 10 (ten) working days of receipt of initial request for transportation.

B. If yellow bus service is not available, the principal may utilize the following options:

1. Issue free Transpass.

2. In conjunction with Transportation Services, authorize travel  reimbursement for parents who transport their child to the school  (child's attendance must be verified by the school prior to submittal of Mileage Reimbursement Form to Fiscal Coordinator in Transportation Services).

III. Special Equipment

It is important to note on the child's IEP any requirement for special equipment (i.e.  restraining devices, harnesses, special seats or mechanical lift requirements). Transportation Services keeps a supply of restraining devices in stock and will install the special equipment as requested by the school administrator. As an adjunct of the IEP, requirements may also be stipulated by letter from the principal.

In order to readily identify the type of bus service being provided, bus (cab) selection numbers, used by Transportation Services, are assigned to the vehicle according to transportation category and type of school (Public/Non-public). For example, Selection 1200 would pick up Special Education students and transport them to a public school.

 

SELECTION/ROUTE

NUMBERS                                    CATEGORY

0001 – 0099                                      Public Special Education 

0100 – 0199                                      Public No Child Left Behind

0700 – 0799                                      Public Hazard 

0800 – 0899                                      Public Distance

0900 – 0999                                      Public Hazard

1000 – 1099                                      Public Overcrowded

1100 – 1999                                      Public Special Education

2000 – 2099                                      Public Exception to Policy

2100 – 2999                                      Public Special Education

3000 – 3019                                      Public Cabs Distance

3020 – 3039                                      Public Cabs Hazard

3040 – 3079                                      Public Cabs Special Education

3080 – 3089                                      Public Cabs (No Child Left Behind)

3090 – 3099                                      Public Cabs Exception

3100 – 3999                                      Public Desegregation

4000-   4499                                      Non-Public Hazard

4500-   4999                                      Non-Public Distance                                                                   

5000 – 5099                                      Non-Pubic Special Education (A)

5100 – 5799                                      APS Special Education

5800 – 5849                                      APS Special Education (Own Busing)

5850 – 5874                                      Non-Public Hazard (Own Busing)

5875 – 5899                                      Non-Public Distance (Own Busing)

6000 – 6099                                      Non-Public Exception

6100 – 6199                                      Non-Public Cabs Distance

6200 – 6299                                      Non-Public Cabs Hazard

6300 – 6499                                      APS Cabs Special Education

6500 – 6599                                      Non-Public Cabs Special Education (A)

6600 – 6699                                      Non-Public Cabs Exception

6800 – 6899                                      Early Intervention

6900 – 6999                                      Early Intervention Cabs

7000 – 7199                                      Charter School Hazard

7200 - 7399                                       Charter School Distance

7400-  7599                                       Charter School Special Education

7900 – 7929                                      Charter School Cabs Distance

7930 - 7959                                       Charter School Cabs Hazard

7960 - 7999                                       Charter School Cabs Special Education                   

 

Parent Notification Letter

   I. In August preceding the new school year, TRANSPORTATION PARENT NOTIFICATION LETTERS (S-385/Regular Education) or (S-384/Special Education)are sent to all parents whose children are eligible for free transportation in September.

   III.The letter is official notification to the parent of the eligibility, pick up time, route number and pick up location for their child (each eligible child in a family will receive a  letter).

   III. For Special Education students, equipment and medical needs are also listed, as required by the student's Individualized Education Program (IEP).

   IV. Phone numbers are included on the form for any questions, concerns or problems as well as where to call at any given time.

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