3.6. DRTRS

Prior to Snapshot created (can start ASAP —in August):

• Clean up your data (ensure all student who need transportation are on buses, correct address, program, choice students noted, every ODP student routes are in system & they are on buses and etc)
• Building Locations: all schools have building codes (Resources, then Locations)
• License plates for all vehicles transporting (MHRD & Contractors—if have them prior to snapshot) are in system, under Resources, vehicles and vehicle # *or *contractor route #
• Vehicles (under Resources): must fill in custom fields tab, need to fill in all.
• The students State ID must be in the system (only Non Public (NP) do not need this).
• Students: Custom Fields tab: NJ Grade needs to be filled in (can batch edit for “contains no data”, then do by year/grade, Watch out not to wipe out the S2 for students with IEP) (if you do no problem, below is instructions to put in S2 for students with IEP)
• Exchange students are treated as regular students (unless special education classification).
• On each* Route*, details tab, must fill in edit custom fields: route cost, host route, NJ Route ID (only 8 characters long including spaces)
• Routes: batch edit end date to the same date (after end of school year)
  

Snapshot day (Oct 15th) and after until upload and certify (Nov 15th-if not on a weekend): Work on check list below and check off when done:

• _____ Create a new term labeled “DRTRS school year XX-XX”. Copy all data, students, routes, and bus assignments, from the current term (current school year).
• _____ Assign that term to the Users preparing the DRTRS.
• _____ Waived students, need to be added back on buses.
• _____ All contracted out routes need to have contractor license plates assigned to them (need to add vehicles through Resources). If add ne “vehicles” fill in the custom fields tab.
• _____ All contracted out routes: go into each individually, on details tab, custom fields*—edit, fill in *route cost $, host route = #4, NJ Route # is the route name contractor uses. SAVE. Repeat for all
• _____ If a contracted route is not in the system, need to add route to both DRTRS and current terms.
• _____ You may delete the PM routes (if you wish) they are not used. Only AM & share-time transfers/shuttles (count for mileage).
  

All fields needed for the annual DRTRS report are listed in lowercase. They are completed annually prior to the October snapshot. The only fields maintained throughout the year from the ASPEN import is

• State ID
• Date of Birth
  

After the DRTRS term is created use the Student Look-up menu:

1. Select Actions and Batch Edit. Choose the editable field DRTRS and add “Y” to all records
2. Filter all students for Not MHRD Students. Select Actions and Batch Edit. Choose the editable field Program and select “Not MHRD Resident”. Need to change Choice Pay students back to Y for bussing. Filter Choice Pay (is blank-do not fill box).
3. Select Actions and Batch Edit. Choose the editable field DRTRS and add “N” to these records
   

The remaining students are residents and should be included in the DRTRS. Filter the student list by selecting the custom field DRTRS and “Y”. Then use the Actions and Batch Edit functions to complete these fields:

1. If ENROLL CLASS is Full-Time, batch edit Half Day Programs to N. If Shared-Time, batch edit Half Day Programs to Y.
2. If SPED STATUS is Active, batch edit Student Has IEP to Y. If SPED STATUS is Active, batch edit NJ grade to S2. (check if IEP for speech, they are “not S2”—ask CST dept)
3. If not, batch edit Student Has IEP to N. ( … does not contain data)
4. If MILEAGE is less than 2.5, batch edit Hazardous Busing 1 to Y (use field Home to School and for Shared-Time use field Mileage 2 put in distance to shared time school miles)
5. If WHEELCHAIR, 1on1 AIDE, or ESY are Y, batch edit Special Needs 1 to Y. If none of those three are Y, batch edit Special Needs 1 to N
6. If Special Needs 1 is Y, and mileage is below 2.5, batch edit Hazardous Busing 1 to N
   

Compare last year to this year. Should be similar unless something was missed in a year.