cfo-0302.doc

MEMORANDUM
Reporting Deadlines 2001-2002 and 2002-2003
2001-2002
2002-2003

Florida Department of Education Division of Support Services
Student Transportation General Instructions
2002-2003
School Transportation and Office of Funding and
Financial Reporting Sections

Carter

July 3, 2002

MEMORANDUM

CONTACT PERSONS

NAME:

David Montford/Malinda Moore

Ronnie McCallister/Herman

PHONE:

(850) 488-5142 or 488-4405

SUNCOM: 278-5142 or 278-4405

CFO:

03-02

TO:

District School Superintendents

FROM:

Wayne V. Pierson

SUBJECT:

July 2002-03 Transportation Survey

The 2002-03 Student Transportation July survey will be conducted the week of July

15-19, 2002. The Automated Student Transportation Survey Information System at

Northwest Regional Data Center must be used by all districts to transmit their

student transportation information.

Beginning July 1, 2002, the 2002-03 Student Transportation General Instructions have

been revised to reflect changes in membership categories as follows:

Category B, IDEA, Unweighted, K-12, is revised to include only those non-weighted

students with disabilities who live less than two miles from school, but are eligible for

transportation funding.

All of the two miles or more unweighted IDEA students

should be reported in Category H along with the existing non-disabled students who

live two miles or more.

Category D, IDEA PreK, Unweighted, has been eliminated. As all PreK students

are eligible for transportation funding regardless of distance, there is no need to

report them in a separate category. For reporting purposes, PreK students that were

currently reported in this category should be reported in Category E.

Identification of Hazardous Walking Conditions, as specified in Section 234.021,

Florida Statutes, was revised. Effective January 7, 2003, such hazardous conditions

must meet the state criteria pursuant to Section 1006.23, Florida Statutes.

CFO Memo 03-02

�

July 3, 2002

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Page 2

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Please refer to the 2002-03 Student Transportation General Instructions for student eligibility, reporting

criteria, and instructions for on-line data entry. The deadline for transmitting July survey data is September

20, 2002.

The attached form letter, which certifies the adjusted membership and the number of buses

reported on the data base, is due to this office by September 27, 2002. The information in this letter is

compared with the Department's report to ensure that correct information is used in the transportation

funding formula.

The on-line data entry system will close approximately three weeks following the transmission deadline for

each survey so that our staff may analyze and incorporate this information into the transportation

calculation. After this period, the on-line data entry system will re-open and amendments may be entered.

Please contact this office if assistance is needed.

WVP:DGM:bb

Attachments

cc:

District Finance Officers

Transportation Directors

ESE Directors

Student Transportation

Reporting Deadlines 2001-2002 and 2002-2003

2001-2002

Survey 1

€

Survey week: July 16-20, 2001

€

Due Date: September 21, 2001

€

Final Update/Amendment Date: May 3, 2002

€

Survey 2

€

Survey week: October 8-12, 2001

€

Due Date: November 9, 2001

€

Final Update/Amendment Date: July 26, 2002

€

Survey 3

€

Survey week: February 4-8, 2002

€

Due Date: March 8, 2002

€

Final Update/Amendment Date: November 22, 2002

€

Survey 4

€

Survey week: June 17-21, 2002

€

Due Date: July 19, 2002

€

Final Update/Amendment Date: April 4, 2003

€

2002-2003

Survey 1

€

Survey week: July 15-19, 2002

€

Due Date: September 20, 2002

€

Final Update/Amendment Date: May 2, 2003

€

Survey 2

€

Survey week: October 7-11, 2002

€

Due Date: November 8, 2002

€

Final Update/Amendment Date: July 25, 2003

€

Survey 3

€

Survey week: February 3-7, 2003

€

Due Date: March 7, 2003

€

Final Update/Amendment Date: November 21, 2003

€

Survey 4

€

Survey week: June 16-20, 2003

€

Due Date: July 18, 2003

€

Final Update/Amendment Date: April 2, 2004

€

ATTENTION: MALINDA MOORE

€

Date: _____________________

€

Mr. David Montford

€

Florida Department of Education

€

Office of Funding and Financial Reporting

€

325 W. Gaines Street, Room 824

€

Tallahassee, Florida 32399-0400

€

Dear Mr. Montford:

€

Due Date:

September 27, 2002

Fax Number:

(850) 922-6742

SunCom:

292-6742

This letter is provided to certify the student transportation information totals in the Automated Student

Transportation Survey Information Data Base for the July survey for the ____________________

School District (this information is located on the Browse Screen and represents only eligible membership

totals). Zeros are entered below if there were no transported students during the July survey. All district

schools, as appropriate, are represented.

Total

Buses

Adjusted Base Students

Adjusted ESE Students

(Excluding

Intersession)

July 2002 survey total

__________

___________________

___________

Sincerely,

________________________________________

Signature of Transportation Director or Designee

DM:bb

Florida Department of Education

Division of Support Services

Student Transportation

General Instructions

2002-2003

School Transportation and

Office of Funding and

Financial Reporting Sections

Florida

€

Department

€

of Education

€

Charlie Crist, Commissioner

€

Comments regarding this publication should be directed to: Office of Funding and Financial

Reporting, Bureau of School Business Services, Florida Department of Education, 325 West

Gaines Street, Room 824, Tallahassee, Florida 32399-0400, (850) 488-5142 or SunCom

278-5142.

STUDENT ELIGIBILITY FOR TRANSPORTATION

To be counted, a student must be in membership during survey week and must ride the bus one of the

days of survey week or one of the six days prior to survey week. All PK-12 students in membership

during survey week who are assigned to a bus or passenger car and transported at least once during the

five-day survey period or the preceding six scheduled days should be counted. Students that ride the

bus one of the six scheduled days prior to survey week but are not members during survey week should

not be counted. The district must keep a list of the names of all the students included in this count for

audit purposes. This list must identify the bus or passenger car that each student rides, the school that

each student attends, and must indicate whether the student lives over or under two miles from school.

The names must be the same names under which FTE is counted. The district must have a policy to

count students who transfer from one bus to another during survey week either on the sending or

receiving bus.

A student may be counted only once per day and only on one mode of travel,

even if more than one mode is used

. For example, a student transported from home to school and

then to a vocational center may only be counted once. Eligible students who are transported by general

purpose transportation (city buses, trains, etc.) or privately-owned motor vehicles or boats (for isolated

or disabled students) are reported as any other transported students.

The following students are eligible for transportation funding, in accordance with Section 1011.68,

Florida Statutes (previously Section 236.083, Florida Statutes):

(1)

The student lives two or more miles from the school.

(2)

The student is classified as a student with a disability under the Individuals With Disabilities

Education Act (IDEA), regardless of distance (does not apply to Gifted students). K-12 students

identified with Specific Learning Disabilities (SLD), Speech Impaired (SI), or Language Impaired

(LI) who live less than two miles from their assigned school are eligible only if transportation

services are required by the student’s IEP. (See page 5, Transported Membership, Category A

for disabled student eligibility.)

(3)

The student/parent or infant is enrolled in the Teenage Parent Program.

(4)

The student is enrolled in a district-operated pre-kindergarten program regardless of distance from

home to school.

These programs include:

Pre-K Early Intervention (Course Code Number

5100510), District Chapter 1 Pre-K, including Migrant Pre-K, operated by the school district

(5100530), and district-operated Headstart (5100520).

(5)

The student is a vocational or exceptional student being transported from one school center to

another where appropriate programs are provided. Dually enrolled students, as defined by Section

1007.27, Florida Statutes (previously Section 240.116, F.S.), who attend a university, community

college, or vocational technical center, are included.

(6)

The student meets the criteria for hazardous walking as stated in Section 234.021(3), Florida

Statutes, including enrollment in elementary school and Section 1006.23, Florida Statutes, effective

January 7, 2003. The district may not claim funding for such students unless it has submitted to the

School Transportation Management Section the Hazardous Walking Conditions Report ESE 422

at least seven calendar days prior to the FTE survey period.

AUTOMATED STUDENT TRANSPORTATION INFORMATION SYSTEM

Access to district transportation records is stringently controlled through security conventions and

procedures established by the Northwest Regional Data Center and the Florida Information Resource

Network. Log On IDs and passwords are assigned to users in order to establish each user’s data

access authority only to the records or data elements required to complete federal or state-mandated

activities.

Sign On:

•

Enter District Log On ID (DEXED District # XX)

•

Enter “2” (CICC) (Enter) from Northwest Regional Data Center Menu

•

Enter Transaction ID (EDAA)

On-Line System Components:

•

Add Student Membership Record

•

Update a Record

•

Delete a Record

•

Browse Screen

•

Add Number of Buses in Daily Service Record

Add Student Membership Record

PF4 to add a record. The screen will be available for input. Enter information for all required

fields. Hit enter. At this point, the input data is edited. If there are any edit errors, the fields in

error are highlighted and the cursor is on the field in error. If there are no edit errors, the

message

“record added”

is displayed at the bottom of the screen.

Update a Record

After a record is added, the message displayed at the bottom of the screen will indicate that this

record is available for update. The cursor is located at the

“Transportation Membership”

field, and this is the only field that can be changed.

If there is an error in any of the other key fields (vehicle category, term type, term

length, or membership category), the record must be deleted and all data must be

entered again.

Delete a Record

PF5 to delete a record

The system directs the user to hit PF5 again to delete this record or to

hit Enter to cancel. After hitting the PF5 key a second time to delete, the message

“record

deleted”

is displayed at the bottom of the screen. After hitting enter to cancel, the message

“delete cancelled”

is displayed

On-Line Data Entry

The data in each record are edited at the time of data entry. Input fields with errors are highlighted and

a related error message is displayed at the bottom of the screen.

The School Transportation

Membership Survey data entry screen is provided below. Complete the required fields before entering

the record.

EDAA

FLORIDA DEPARTMENT OF EDUCATION

05/16/02

FEFP TRANSPORTATION

04:19:08

SCHOOL TRANSPORTATION MEMBERSHIP SURVEY

DISTRICT NUMBER: 13

DADE

YEAR:

0203

SURVEY: 2

OCTOBER

VEHICLE CATEGORY:

TERM TYPE:

TERM LENGTH:

MEMBERSHIP CATEGORY:

TRANSPORTATION MEMBERSHIP:4,289

ADJUSTED BASE STUDENTS:

2,144.50

ADJUSTED ESE STUDENTS:

2,144.50

PF3 - EXIT

PF4 - ADD

PF5 - DELETE

PF9 - BUSES

***

RECORD AVAILABLE FOR UPDATE

***

DISTRICT

number must be correct based on the Log On ID the user enters.

FISCAL YEAR

must be the fiscal year being processed.

SURVEY PERIOD

represents one of the state reporting periods listed below. The survey weeks in

which the surveys are held are annually determined by the Commissioner of Education.

July covers from the beginning of the fiscal year (July 1) to the beginning of the defined 180-

day school year;

October covers the first 90 days of the 180-day school year;

February covers the second 90 days of the 180-day school year;

June covers the period from the end of the 180-day school year to the end of the fiscal year

(June 30).

Summer School Scheduled Outside Survey Week

If the July or June summer school period is scheduled so that it takes place outside the regularly

scheduled survey week window, a separate survey week is established to count these students. The

middle day or middle week of the summer period should be used as the basis for establishment of the

survey week. This effort should be coordinated with the district FTE administrator so that the same

survey week is established for both FTE and Transportation reporting.

Year-Round Schools Reporting

Regular School Year.

All year-round schools should report the first 90 days of their

180-day regular school year in the October survey.

The second 90 days of the regular

180-day school year should be reported in the February survey, regardless of when the tracks are

in session.

Intersession.

Beyond-180-day school year instruction (intersessions) may be scheduled at

intervals between sessions of the year-round school year.

Typically, these intersessions are

scheduled as the 10-15 day terms following either the 45 or 60 days of the regularly scheduled

year-round instructional period.

In order to report students for intersession funding, you must conduct a survey for those students

during intersession. The intersession period survey week is determined in a manner similar to the

survey week designation used for “Summer School Scheduled Outside Survey Week” discussed

above. The middle day or middle week of the intersession period should be used as the basis for

establishment of the survey week.

Please coordinate this effort with the district FTE

administrator.

VEHICLE CATEGORY

represents the type of vehicle as listed below.

School buses meeting Florida specifications.

Passenger car or minivan meeting passenger car standards owned, operated, or contracted

by the school board transporting ten or less students.

Privately-owned motor vehicle or boat (for isolated or disabled students).

General purpose transportation (city buses, trains, etc.).

TERM TYPE

denotes the type of term for which the information is reported and must be one of the

following:

Intersession

Regular term

TERM LENGTH

is the scheduled number of days the student is required to attend school during the

particular school term covered by the current survey (days in membership). For most students, the

number of days will be 90. For students in programs that meet once a week, the number of days will be

18 (90-day term

‚

5). For the June and July summer periods, report the scheduled days students are

required to attend for each summer reporting period. Term length must be numeric, greater than zero,

and less than or equal to 90. For year-round schools, please refer to the instructions for year-round

schools reporting on page 4.

MEMBERSHIP CATEGORY

signifies one of the student transportation membership categories

listed below.

Students may be counted only one time.

Students who ride on more than one bus or

mode of transportation to get to school, or to get home in the afternoon, can only be counted once.

Students who are transported in the morning or afternoon and who are transported from center to

center may only be counted once.

FEFP Fundable Transportation

Individuals with Disabilities Education Act - K-12, Weighted

Individuals with Disabilities Education Act - K-12, Unweighted, who live less

than two miles from school (All of the 2 miles or more unweighted IDEA students will

be reported in Category H)

Individuals with Disabilities Education Act - PK, Weighted

Individuals with Disabilities Education Act - PK, Unweighted

(Not used. Please report in Category E)

PK Other, Unweighted

Teenage Parents and Infants, Unweighted

Hazardous Walking - Elementary, Unweighted

All Others Living 2 Miles or more, Unweighted

Center to Center - Exceptional Students, Weighted

Center to Center - Exceptional Students, Unweighted

Center to Center - Vocational Students, Unweighted

Non-FEFP Fundable Transportation

Non-eligible Students Transported Less Than 2 Miles

Membership Category A

KG-12 students who are classified as disabled. Each student’s Individual

Education Plan (IEP) documentation must contain information which

specifies that he or she meets one of the following criteria for specialized

transportation services:

Medical equipment required. (Medical equipment is defined as wheelchair, crutches, walker, cane,

tracheotomy equipment, positioning or unique seating devices.)

Medical condition that requires a special transportation environment as per physician’s prescription

(e.g., tinted windows, dust-controlled atmosphere, temperature control).

Aide or monitor required due to disability and specific need of student.

Shortened day required due to disability and specific need of student.

School assigned is located in an out-of-district school system.

Membership Category B

KG-12 students who are classified as disabled, who live less than two

miles from school, and who do not meet the criteria listed in Category A

above. Note that SLD, SI, and LI students who live less than two miles

from school and who are required by the student’s Individual Education

Plan (IEP) documentation to receive transportation services are

reported here.

Note: All of the "two miles or more" unweighted

IDEA students will be reported in Category H.

Otherwise, if

transportation is not required by the IEP documentation, and the student

lives less than two miles from school, the student is not eligible and is

reported in Category N, “Students Transported Less Than Two Miles.”

Membership Category C

Pre-Kindergarten (PK) students who are disabled pursuant to Rule 6A-

6.03026, FAC., regardless of distance, and who meet one of the

criteria listed in Category A above.

Membership Category D

Category eliminated. Please report in Category E.

Membership Category E

All other Pre-Kindergarten (PK) students who are disabled pursuant to

Rule 6A-6.03026, FAC., regardless of distance, and who do not meet

one of the criteria listed in Category A above, and

other eligible PK students enrolled in district-operated pre-kindergarten

programs, who are not included in Category C.

These programs

include: Pre-K Early Intervention (Course Code Number 5100510),

district Chapter 1 Pre-K, including Migrant Pre-K operated by school

district (5100530), and district-operated Headstart (5100520).

Membership Category F

Students enrolled in the Teenage Parent Program and their eligible

children, pursuant to Section 1003.54, Florida Statutes (previously

Section 230.23166, F.S.), regardless of distance.

Membership Category G

KG-6 students enrolled in elementary school who meet the criteria for

hazardous walking pursuant to Section 234.021 and Section 1006.23,

Florida Statutes, effective January 7, 2003.

Sixth grade students

attending middle or junior high school may not be counted.

Membership Category H

KG-12 transported students living two miles or more from school if not

reported in Categories A and F.

Membership Category I

PK and KG-12 students with disabilities who are transported from

center to center during the day and who are not counted from home to

school in Categories A-H. Included in Category I are students with

disabilities (excluding gifted) who are transported from one destination

to another in the state, provided one destination is a school center and

the student’s Individual Education Plan documentation identifies the

need for the instructional programs or service, and specifies that

transportation is to be provided by the school district. In order to be

claimed in this category, a student must meet one or more of the criteria

listed in Category A above.

Membership Category J

Report all other students with disabilities and gifted students transported

from one school center to another, or from one school center to a non-

center, if appropriate, but who do not meet one of the criteria listed in

Category A. These students must not have been counted from home to

school in Categories A-H.

Membership Category K

Report all PK and KG-12 vocational and dual enrollment students who

are transported from center to center during the day and who are not

counted from home to school in Categories A-H.

If a student is reported in Membership Categories I, J, or K, the student may not be reported in any

other category.

A student may only be counted once

. The definition of school center is provided in

Section 1011.68, Florida Statutes (previously Section 236.083, Florida Statutes).

Membership Category N

Students Transported Less Than Two Miles who are not eligible for

state funding. This record may only be entered with Vehicle Category

B, school buses. Report all transported students whose homes are less

than two miles from school and who do not qualify for Membership

Category A (Disabled) or G (Hazardous Walking).

Districts with zero Code “N” students (Non-eligible students transported less than 2 miles)

should complete the record with all required fields (Vehicle Category, Term Type, Term

Length, Membership Category) and enter zero for Transportation Membership.

TRANSPORTATION MEMBERSHIP

must be numeric and represent the number of PK-12

students (no decimal places) transported during the survey week.

If no students were transported

during the survey period, complete all fields preceding Vehicle Category, put an X for vehicle category,

and hit enter.

After the record is entered, the fields Adjusted Base Students and Adjusted ESE Students display the

calculated amounts for adjusted base and ESE membership for that record.

Browse Screen

The browse screen is a “read only” screen and no changes or amendments may be made to it.

To access the browse screen from the Log On mode:

Enter the Transaction ID

EDAC

If you are at the data entry screen (EDAA) mode:

€

Press the clear key or the PF3 key and enter the Transaction ID

EDAC

€

Enter the required fields:

Year

(0203) and

Survey Period

(1, 2, 3, or 4) and hit enter.

The browse screen displays each record entered for the survey period as well as the district’s totals for

the number of buses and Adjusted Base and Adjusted ESE Student eligible and non-eligible

membership.

The eligible membership totals are reported on the certification letter and are

used in the transportation funding formula.

EDAC

FLORIDA DEPARTMENT OF EDUCATION

07/23/02

FEFP TRANSPORTATION

08:19:16

DISTRICT NUMBER: 01

ALACHUA

YEAR: 0203

SURVEY: 1

NUMBER OF BUSES:

INTERSESSION BUSES:

TOTAL TRANSPORTED MEMBERSHIP:

ELIGIBLE:

2,446

149.49

19.19

NON-ELIGIBLE:

156

9.53

VEHICLE

TERM

MEMBER

TRANSPORTED

ADJUSTED