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This article assists users when completing the form.

Form information

The Transportation form is created by choosing either Special School District or Partner District as the transportation provider on the Transportation Decision form.  It can also be created by the user in the Transportation Change event.

  1. Enter the Effective Date of the transportation service

– the date

  1. , which is when transportation begins.  If transportation is ongoing, this

would

  1. will be the date of the IEP.  Otherwise, it is the date transportation should begin.

  2. Enter the End Date for the transportation.  If transportation

will continue

  1. continues throughout the IEP, this

would

  1. will be the IEP End Date from the Plan

Date

  1. Dates screen.  Otherwise, it is the date transportation will end.

  2. Enter the student’s Disability.

  3. Check all pre-filled information

–

  1. , such as schools, contact information, address, etc.  If it is

not correct

  1. incorrect, it can be changed on the form, but this will not change it in the system.  You must contact Student Data to make the change so it is correct for all district records and in future events.

  2. Choose the correct action:  Add or Review for changes. 

"Add"

    1. ‘Add’ is used

only

    1. when the student is not currently receiving transportation and for ESY. 

"Review for changes"

    2. ‘Review for changes’ is used for all other situations.

  2. Complete all required fields.

  3. Enter the email address of your SSD Administrator’s secretary.  When the IEP is locked, an email will be sent to the address entered here, informing the secretary that a transportation form has been completed for this student

will be sent to the address entered here

  1. .

 

  1. The secretary will then enter the information into the transportation system. If the student is receiving transportation for the first time, or there have been changes made to the form, it is suggested that you contact your secretary as soon as the form is completed so processing can begin as soon as possible. This will decrease the possibility of delays that would occur if the secretary does not receive the information until the IEP is locked.

  2. Enter any Special Instructions needed.

  3. Save.

Note

When a student transitions from one school to another and will have transportation to/from both schools, the Transportation Form in the IEP MUST reflect transportation to the current school. A Transportation Change form should be added for the next year’s transportation.

Info

The secretary will receive an email each time an IEP or Amendment that includes , IEP Amendment, or IEP Correction, including a Transportation Form, is locked. If a Transportation Change Event event was completed since the last IEP, IEP Amendment, or Amendment IEP Correction was locked, the changes made on that form will NOT copy into the form in the a new Amendment. In this case, the teacher should either change the Transportation Form form in the Amendment to match the one in the Transportation Change Eventevent, add a note in the Comments box that no changes were made, or notify the secretary to ignore the email.

Infonote

If this form has been created, completed, and saved but is no longer needed, it can be reset so it is not included in the final, locked IEP event. Instructions for resetting forms are found on the Resetting Forms page. In order to  To reset the Transportation Form, you must reverse the steps that created used to create it. First, return to the Transportation Decision Form and choose Not Needed then. Then, on the Services Summary Form, change the choice to The Student does not require transportation as a related service.

Info

Transportation as a Related Service is an IEP team decision and can only be made or changed in an IEP or Amendment.

Info

The Transportation Accommodations do not appear on the Transportation Formform.  They can only be entered and changed on the Services Summary Form form in an IEP, IEP Amendment, or AmendmentIEP Correction.

Info

If Transportation as a Related Service is being considered for a student for the first time, a representative from the SSD Transportation Department should be invited to attend the IEP meeting.  Contact the Transportation Director at 314-989-7118.

Info

Transportation for ESY is not documented in the IEP, it is done in a Transportation Change Event. For instructions download Documenting Transportation for ESY.

ESY Transportation Procedure

This process is followed for students who currently receive transportation as a related service as well as those students who will be receiving transportation only for ESY.

  1. Open the student’s record in Phoenix.

  2. Click Events.

  3. Create the Transportation Change Event.

    1. Click + New Meeting in upper right corner of the Scheduled Events panel.

    2. On the Schedule Meeting window, click in the Event Type drop down and choose Transportation Change.

    3. Enter the current date as the Due Date and Scheduled Date.

    4. Enter "ESY Transportation" in the Event Title Detail field.

    5. Click the smile icon to assign the event to yourself.

    6. Click the Save button.

    7. The Event will appear on the Scheduled Events Panel.

  4. Click the Meeting Manager to open the event.

  5. Click Transportation on the forms list panel or Event Overview.

  6. On the Transportation Form, enter the first day of ESY as the Effective Date.

  7. Enter the last day of ESY as the End Date.

  8. Enter the student’s disability.

  9. Check all pre filled information for accuracy and make any necessary changes

  10. In the Action section choose Add.

  11. For Session choose ESY.

  12. Choose the appropriate Days of the Week.

  13. Complete the required information.  Ensure that the pickup and drop off locations are correct for ESY.

  14. Enter the email address of your SSD Administrator’s Secretary.

  15. Enter any necessary Special Instructions. If the student's start and end times for ESY are different than the regular program times, enter the correct information in Special Instructions.

  16. Save.

  17. Click Event Overview.

  18. Click Validation Check.

  19. If there are errors, address them and do a new Validation Check until the event is compliant.

  20. When the event is compliant, click Lock.

  21. Your SSD Administrator’s Secretary will receive an email informing her that the form has been completed once the Transportation Change Event has been locked.  She will complete the process.

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Special Education Process Video

Special School District provides this video for process information related to Transportation as a Related Service. Click the link and log in with your Vector/SafeSchools (employee ID number) credentials to view this information:

Transportation as a Related Service: (starts at 2:52) Service Summary and Placement Service Summary - Part 2

You will use your 6 digit employee ID number to log into SafeSchools.

If you have questions about the information in this process video, please consult your Special Education Coordinator or Director.

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