Office of Pupil Transportation
Transportation Basics
Workshop for new Transportation Coordinators
OPT Services
Review Live Data
Eligibility for General Ed
Navigate to OPT Website
Student MetroCards
School Applications
Stop-to-School Transportation
School and Route Information
Door-to-Door Transportation
Service Issues
OPT 199
OPT Customer Service
Field Trips
Support for Schools
Tools for Managing
TLST Screen
Individual Student Record
MetroCard Inventory
Transportation Services
Door-to-Door Transportation
Stop-to-School Transportation
Students K-12
Students K-6
Service defined by student’s Individual
Education Plan (IEP)
School must have regular GE busing
Student mandated for door-to-door based on
Student may have additional medical
accommodations based on physician review
Updates and changes made by CFN
Transportation Liaison staff after documentation
Student assigned bus stop by school staff based
on eligibility
Schools manage and request new stops
Students receive MetroCards if school has no GE
busing or if stop cannot be created
Stops for NCLB students and students with
approved variances managed by OPT
Pre-K SE busing for students 4yrs and under
Student MetroCards
Students K-12
Cards distributed by school staff based on eligibility
Full fare MetroCards used on MTA subway or bus
Half fare MetroCards used on MTA bus only: student pays $1.10 fare
Eligibility for stop-to-school transportation and GE MetroCards is based
on grade and walking distance from home to school
Eligibility may change as student advances in grade
Distance calculated and displayed in ATS with letter code
A Less than ½ mile
More than ½ mile, less than 1 mile
C 1 mile or more, less than 1½ miles
D 1½ miles or more
Eligibility displayed in ATS as letter code
Full fare: may be assigned full fare MetroCard (K-12) or assigned bus stop (K-6)
Half fare: Student lives close enough to school to walk, may use half fare card on MTA bus
Special Ed: SE students automatically receive full fare MetroCard regardless of distance
If Blank, student not eligible for transportation
Eligibility— Always use the TLST screen in ATS to determine current eligibility
A Yellow Bus stop may be assigned to a student when
1. Student is in grade K-6 and full fare eligible
2. School has regular stop-to-school transportation
3. Regular yellow bus stop exists (check OPT 199 list of routed stops, students may not be assigned
to variance or NCLB stop)
4. New stop granted in OPT 199 application (approved stops take 7-10 days to be routed)
If yellow bus stop does not exist or cannot be added, student may receive a full fare
Address Verification
ATS process to validate student address
Pupil Accounting Secretary updates address in BIO screen in ATS
Student record will be in red: Most addresses validated in 24 hours
If address is not validated after 24 hours
Review address data for accuracy
East or West designation for streets
Road, Place, Court designation correct
Address must be within five boroughs
PO Box addresses will not be validated
Apartment number in order for parents to receive OPT mailings
If Address is still not validated
Contact CFN Liaison to resolve
Student MetroCards
Schools need to manage three key tasks:
Distribute MetroCards by eligibility displayed in TLST screen in ATS
Assign MetroCard serial number on student record
Deactivate and replace lost, stolen, or nonworking MetroCards quickly
Initial MetroCard shipments and replacements based on ATS data entry
Inventory figures automatically updated in ATS
Review MetroCard Inventory prior to requesting additional cards
Review documents sent with MetroCard shipment
Save invoice, sort and store cards by type
Information regarding managing inventory and MetroCard assignments
Review security concerns
MetroCard Basics
MetroCards valid for school term
Cannot be used before Activation Date: Invalid after Expiration Date
Valid for travel 5:30AM – 8:30PM on days school is in session
Assigned to individual student
Can only be used by the student assigned
Review and discuss MetroCard guidelines on OPT Web site
Three-Trip card
Three trips with one transfer each trip
Four-Trip card
For students that use 3 types of transportation to travel to school
Additional trip covers additional transfer required
Half-fare Cards
Valid only on MTA buses—student pays $1.10
MetroCard Codes
MetroCard Type
K-6 Full Fare Three-trip
K-6 Full Fare Four-trip
Special Ed K-6 Full Fare
Special Ed K-6 Full Fare Four-trip
7-12 Full Fare Three-trip
7-12 Full Fare Four-trip
Request replacement MetroCards
by code
Codes also displayed on MetroCard
inventory screen
Cards available for purchase by Schools
Special Ed 7-12 Full Fare
Special Ed 7-12 Full Fare Four-trip
K-12 Half Fare
Student pays $1.10 fare
MetroCard Type
Gold MetroCards have two trips
Cost per card $4.50
Order cards through FAMIS by
purchase order
K-6 3-Trip MetroCard—GE or Special Ed
K-6 4-Trip MetroCard
4-Trip Cards: stripe under “Student
Transportation”—GE or Special Ed
7-12 3-Trip MetroCard —GE or Special Ed
7-12 4-Trip MetroCard
4-Trip Cards: stripe under “Student
Transportation”—GE or Special Ed
K-12 Half-Fare MetroCard
Special Program Pass: for approved
Program Exceptions. Not assigned
in ATS
MetroCard Distribution
Step One: Use paper log (Roster, RTPL, etc)
1. Record student name and serial number during distribution
2. Student signs to acknowledge receipt of card
Step Two: Update individual student record in ATS
Enter 10-digit serial number on student record to assign
ATS will not allow assignment of incorrect type of MetroCard—error message will display:
Entering full fare card to half fare eligible student
Entering K-6 cards for 7-12 student
Entering 7-12 cards for K-6 students
Entering GE card to SE student
Entering SE card to GE student
Resolving Error Codes:
Confirm student eligibility on TLST
Verify type of card: TDMC function
Review inventory: ensure update completed
Yellow Bus—General Education Transportation
Full fare eligible students in grades K-6 may be assigned YB stops
School must have regular YB service
Student lives within district
Route may not exceed 5 miles measured through stops
Review list of stops in OPT 199 with parent
Identify closest stop to home address
NCLB and Variance stops assigned only to specific students
School staff assign 4-digit stop number on student record in ATS
To initiate Yellow Bus service OPT must be able to
create an initial route with at least 11 students, on a route no longer than five miles as
measured through each stop
Stop-to-School Transportation
Regular Bus Stops
Four digit number tied to specific intersection
School Staff assigns stop on student record in
OPT assigns stops AM and PM route according to
student’s extended day indicator by OPT
Schools review Ridership Report on OPT web
site to review all students assigned
NCLB and Variance Bus Stops
OPT creates NCLB stops for students based on
notification through NCLB office
NCLB students listed on Ridership Report on
OPT web site
School staff assigned stop number and NCLB
variance (N2003) on student record in ATS
School staff change stop number to 9999 when
NCLB student moves: OPT creates new stop
Students use same stop as long as they remain
OPT creates Variance stop when variance
School staff assigns new stop if student changes
School staff assigns Variance stop and number
on student record in ATS (OPT sends letter
to school)
School staff requests new stops using OPT 199
application on OPT web site
Approved stops take 5-7 days to be routed
Schools should use list of routed stops in OPT
199 to determine best stop with parents of
new students
Variances renewed annually by school
Managing GE Bus Stops
Request new stops using OPT 199 application on OPT web site
Choose Add function
Select Intersection
Stops granted when
New stop at least ¼ mile from existing stops
Added stop does not make existing route longer than five miles
Granted stops take 5-7 days to be routed
Placed on specific bus route
Pick up and drop off times identified
New stop placed on vendor route sheet
New stop number uploaded to ATS
Assign stop number on student record
Schools gain greater flexibility by managing stops: deleting unused stops and moving existing
stops may increase the likelihood new stop requests will be granted.
Variances grant exceptions to regular transportation procedures
Forms available on OPT web site
Parent and school complete all fields and mail according to instructions on form
Variances renewed annually
Request for transportation based on medical issue
Medical variance form and documentation must be mailed: DOE medical reviews/approves
Request for transportation based on lack of adequate public transportation
Request for transportation due to hazardous condition on walking route to school
Distance Dispute
Parent believes distance calculation is incorrect
Student requires transportation due to emergency situation
Student in temporary housing requires transportation
Shelter completes variance form and submits to OPT
Door-to-Door Transportation Basics
• Requests for door-to-door transportation originate from the School Assessment Team in
public schools. Decision that student requires door-to-door transportation made through
IEP process.
• Additional accommodations based on documentation (provided to parent by SAT team)
from student’s physician. Documentation review (consultation with DOHMH physician) and
data updates on STRE screen in ATS managed by CFN liaison (CSE for Charter School
Alert Codes
OPT Routers
• OPT routers determine routes and sequence based on Medical Alert (MA) code and school
session time. Routes may be updated when data changes.
• OPT notifies parents by letter of initial route and updates. Schools track pending route
changes by reviewing OPT Ridership on OPT web site
Door-to-door transportation provided across district/borough lines. Based on the
student IEP, some students receiving SE services at school may be assigned stop-toschool transportation or SE MetroCard.
Address Changes for Students with Door-to-Door Transportation
Step One
Pupil Accounting Secretary enters new address on ATS BIO screen
Step Two
School contacts CFN Liaison that an address update has been entered (provide school, student
name and ID)
Charter Schools can provide parents with CSE contact person to update address
Step Three
CFN Liaison updates student record in STRE screen in ATS for Public school
CSE updates student record in STRE screen in ATS for Charter school
Step Four
OPT routers see changes following day and update route—letter mailed to parents with new
route information
Step Five
Change posted on OPT Ridership—new route activated seven days after OPT router makes
Special Education Students on Stop-to-School Busing
Students not mandated for door-to-door transportation on IEP
School staff may
Assign any available yellow bus stop
Assign SE MetroCard
Student not mandated for door-to-door transportation on IEP but
receiving SE services at non-zoned school
School may request CFN liaison to assign G ambulatory code on STRE screen in
Student will be assigned available GE stop
If no GE stop is available student is placed on door-to-door transportation
Alternate After School Drop Location Request
Special Education student returned to different location than home address in
the afternoon
Form available on OPT website
OPT will mail/fax copy to parent
Parent completes
Notarize and return to OPT
OPT will adjust PM route if possible
PM drop must be in same borough as child’s home
Parent may select specific days for alternate drop-off
Not available for AM pick up
Parent can request adjustments for summer and fall
Student with approved PM drop will appear twice on OPT Ridership Reports
Please Note: Alternate after school drop locations are a service of the Department of Education
beyond the legal mandate to provide a student with door-to-door transportation. Approval of these
requests is subject to the availability of seats, location of alternate drop requested, and specific
medical alert code requirements.
Service Issues
School staff should report lateness or other service issues to OPT Customer
Service each day they occur
Arrival time
Between 30 minutes and five minutes before scheduled session time
Between 5 minutes and 30 minutes after scheduled session time
Extended Day
Students coded Mandated and Voluntary receive transportation according to
school’s extended day schedule
Two methods to identify service issues
Contact OPT Customer Service to report issues
Use Violations Application on OPT web site to enter a complaint
Driver/Escort Misconduct issues must be reported through OPT Customer
Service for follow up by OPT Investigations Unit
Parent Not at Home or Stop
Review and distribute document for parents
General Education student must inform driver they wish to remain on the bus
Both SE and GE
Bus continues route
Driver contacts dispatcher
Conference call with vendor, school, OPT to try to locate parent
Bus returns to stop or home address
Instruction from OPT/Vendor or driver calls 911
Schools may provide vendor with documentation to bring all unaccompanied
students back to school after run completed
Must apply each day of the week
Parent may complete form for vendor to drop SE students without parent
OPT Customer Service
718 392-8855
Why call?
Parents and Schools
Service Issues
Bus is late, no pick up
Accident Reporting and Driver/Attendant Misconduct
Agents view student data for Door-to-Door and YB service
Issues requiring action by other teams: Caller receives reference number for follow up
Specific call types generate violations to vendors for not meeting contract
Use P311 for Student and General Information
Student ID and date of birth required
“What bus is my child assigned to?” “When is pickup time?”
How Do I Get Help?
Transportation Issues at your school
Contact CFN Liaison
CFN elevates to OPT Account Manager when needed
Need additional MetroCards
Email [email protected]
OPT code/ATS code in subject line
List number of cards and type
Provide contact information
ATS access or printing problems
Contact ATS help or network IT specialist
OPT application help and using ATS to assign transportation
Contact OPT Training
Information and Support
Contact CFN Liaison
First resource to resolve an issue
CFN will elevate chronic issues to OPT Account Manager for resolution
Charter schools contact OPT Account manger
OPT Training Team
Ruth Smart
718 482-3716
[email protected]
Adrian Clarke
718 482-3897
[email protected]
Ed Jacobsen
718 482-3797
[email protected]
Tools for Managing Transportation
TLST Screen in ATS to identify students that need updates to their records
Individual Record used to assign YB stop or MetroCard serial number
Changes made effect Transportation Status and MetroCard Inventory screen
MetroCard Inventory to manage stock and prepare requests for additional cards
OPT Website
Ridership Report to view routed students and Extended Day status
OPT 199 application to add, adjust or delete stops
Assigning Transportation—TLST Screen in ATS
AT: MetroCard
requested but not
AP: MetroCard
assigned on student
AB: Bus stop
assigned on student
Blank: no
SB: Review student
record and update
TLST screen displays current eligibility—Always review TLST before assigning transportation
Move cursor to student name and press U to update record or T to identify student needs
Assigning Transportation—Individual Record in ATS
Schools complete one of the following actions on a student record in ATS
Enter MetroCard serial number and press F2 twice to save
Enter YB stop and press F2 twice to save
Enter NCLB or Variance stop and Variance number and press F2 twice to save
MetroCard Inventory Screen in ATS
Data on this screen
based on entries
made on TLST and
Individual Student
Inventory data changes
1. Assigning MetroCards on
student records
2. Deactivating cards
3. Assign AT status to
students when no
MetroCards on hand
OPT reviews inventory
figures before sending
additional cards
Number of cards
shipped to date
Assigned MetroCard
Serial number has been
assigned—AP status
Number of cards
Number of
records with AT
Shipped MetroCards minus Assigned and Deactivated = Number of cards on hand
OPT Web site
Navigate from DOE Home Page
> Office and Programs > Pupil Transportation (Office of) > School Resources
Key Documents
Variance forms
Other documents outline and clarify procedures for staff
School Applications Login (save this page as a favorite)
School shares OPT username and password
School and Route Information shows route and vendor information
Ridership Report shows all students routed on buses
OPT 199 used by schools to request/manage GE stops
Field Trips used by schools to request trips
Violations used by schools to report lateness or no pick-up (or call OPT Customer Service)
Non-Public Calendar used by charter schools to identify days of service

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