Teachers complete the transportation forms in Phoenix for a student when the IEP team determines transportation is required as a related service or when there is a change in transportation. The regional secretary’s email address is entered on the form to route the notification. Regional secretaries will receive notification via email once the transportation form is completed and the IEP, IEP Amendment or Transportation Change Event is locked in Phoenix. In ESI the Transportation tab is used to by a regional secretary to convert the ERT record when notification has been received that an IEP, IEP Amendment or Transportation Change Event has been locked in Phoenix. The ERT record is used by the Transportation Dept to setup the route. Because there may be several days between the IEP team decision or transportation change and locking the event, it is very important the IEP case manager locks the event in Phoenix as soon as possible since this can cause transportation delays.
Phoenix
Search for student
Print the most recent transportation information from the locked event
ESI
Search for the student
Verify student's ESI status - if "Exited", contact the Student Data (SIS) Secretary and teacher
Select the Contacts tab
Click Select for the EDM to verify accuracy of the home address and phone number (If a correction is needed, contact Student Data (SIS) Secretary and teacher)
On the Detail tab, check Phoenix Form Contact and Emergency Contact if not checked(Making these selections will pre-fill information into the Transportation Form in Encore Reports.)
Save
Below steps are only required IF student is a new transportation student
For every new transportation student, the record has to be converted to an Encore Reports Transportation (ERT) record so that it appears in the ERT system. Below are steps to convert the record to an ERT record.
Select the Transportation tab
Click Convert to ERT Record
Once converted, the process will not need to be done a second time in ESI. If a record has already been converted, the following message appears in ESI: "Transportation record has been converted. Please make changes in Encore Reports Transportation". Routing updates must be made in ERT for the student to be routed properly for transportation.
Encore Reports Transportation
Search for student
Select None in the Transportation End Date column on the grid
On the Transportation - Assignment screen, verify student information - attending school and contact information (If a correction is needed, contact Student Data and teacher)
Do not enter a transportation end date until transportation services are actually ending - the date cannot be a future date.
Indicate Accommodations needed from the transportation documentation from Phoenix
Save
Select a Session
Enter Arrival Time and Dismissal Time if necessary
Select Day(s) of the Week
Enter PM From and AM To, if necessary. For PM Transportation Only if the student will not be picked up in the AM, enter the student's attending school in AM To. N/A can be typed in AM From to save.
Verify accuracy of all information
Click Add Route (If Edit Route is used to modify the route, remember to click Save Route before adding route)
Send
Click OK on transmission message
New ERT and timestamp information is available.
Creating a new ERT for a student but not sending due to pending information
Once ready to send the new ERT to Transfinder, access the student information in ERT and click SEND.
Ending an open transportation record (Not the purple record)
The previous open record cannot be ended until the new converted record has been updated. You will need to know the route before the record is "ended" by putting an end date in the Transportation End Date field. Once a record has been ended, the user will not be able to access the record.
Select any link on the row to be ended to open the record
Enter a Transportation End Date
Save
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