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

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

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

1. continues throughout the IEP, this

1. will be the IEP End Date from the Plan

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

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. 

1. 1. ‘Add’ is used when the student is not currently receiving transportation and for ESY. 

1. 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

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.

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 Scheduled and Due Dates.

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

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

   6. Save.

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

4. 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, 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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