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Transportation Form

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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 transportation begins.  If transportation is ongoing this would 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 throughout the IEP this would be the IEP End Date from the Plan Date screen.  Otherwise, it is the date transportation will end.

  3. Enter the student’s Disability.

  4. Check all pre filled information – schools, contact information, address, etc.  If it is not correct 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.

  5. Choose the correct action:  Add or Review for changes.  "Add" is used only when the student is not currently receiving transportation.  "Review for changes" is used for all other situations.

  6. Complete all required fields.

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

  8. Enter any Special Instructions needed.

  9. Save.

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

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. Instructions for resetting forms are found on the Resetting Forms page. In order to reset the Transportation Form you must reverse the steps that created it. First, return to the Transportation Decision Form and choose Not Needed then, on the Services Summary Form, change the choice to The Student does not require transportation as a related service.

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

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

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.

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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