Instructions for Data Collection



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STUDENT TRANSPORTATION ALLOCATION REPORT SYSTEM
General Instructions for Data Collection

2013–14
The purpose of the Office of Superintendent of Public Instruction's (OSPI's) Student Transportation Allocation Report System (STARS) is to collect the data needed to determine the transportation allocation for each school district. This information includes the number of students transported between home and school and the location of each school bus stop and related destination(s). All student transportation operations reports are included in the STARS process and are required to be submitted using the STARS web interface on the Education Data System at: https://eds.ospi.k12.wa.us.


Detailed guidance for the reporting process is available for download on the OSPI Student Transportation STARS web page at: http://www.k12.wa.us/transportation/STARS/default.aspx. School districts are required to complete the reports in compliance with the detailed guidance.
Report Schedule

Student count reports are required three times per year, submitted by the last business day of October, and the first business days of February and May (the fall, winter and spring report periods). The School Bus Mileage Report, the McKinney-Vento Homeless Transportation Report, and the School Transportation Fuel Report are all prior school year summary reports and are all due annually with the fall report. Complete home-to-school bus route information is required to be submitted with the fall report. Out-of-district school bus route information is required to be updated for the winter report and the spring report.


Student Count Period

Student counts are collected on all home-to-school routes at each school or learning center in the morning and on all school-to-home routes at each school or learning center in the afternoon. Three consecutive school days are to be identified as the count period. All student counts are totaled for each day and program counts from the day with the middle value are submitted. The count period must not fall within five school days of the end of the report period.


Route Categories

Student counts are reported in the following route categories:



  1. Basic Program — (Route Type A) — routes used to transport students between home and school for their basic education. The basic program student count process must include a total of the number of students picked up or dropped off at school bus stops within the walk area.

  2. Special Education — (Route Type S) — routes to transport students between home and school who have been determined to be eligible for special education services and who require transportation as a related service on their Individualized Education Program (IEP) or where transportation is required under Section 504.

  3. Bilingual Program — (Route Type B) — routes that exist to provide transportation between home and school for those students enrolled in a bilingual program in a centralized location.

  4. Gifted Program — (Route Type G) — routes that exist to provide transportation between home and school for those students enrolled in a gifted program in a centralized location.

  5. Homeless Program — (Route Type H) — routes that exist to provide transportation for homeless students between home and school as required by the McKinney-Vento Homeless Assistance Act.

  6. Early Education — (Route Type E) — routes to provide transportation between home and school for students enrolled in Head Start, Early Childhood Education Assistance Program (ECEAP), or other district operated early education programs.


Student Count Report

  1. School bus drivers are to count and report the total students loading or unloading the bus in the school or learning center load zone for all home-to-school and school-to-home routes (route types A, S, B, G, H, and E).

  2. The count sheet must be completed and signed in ink. Use of the provided Student Count Form is not required. School districts may use their own form if such form contains all the information required by the reporting process.


Calculating Student Counts (number of boarded students)

  1. For basic program students, total the number of basic program students transported by school bus and the number of basic program students provided with transportation on district car routes. Total the number of basic program students picked up or dropped off at school bus stops within the walk area. Total the number of students provided with transportation by public transit passes or tokens. The STARS website provides a separate field to report each of these three counts and will subtract the walk area pick up students from the basic program student count and add the number of transit riders. The resulting total is the basic program daily count.

  2. For special program students, total the number of special education, bilingual program, gifted program, homeless program or early education program students transported by school bus or by district car route. The result is the special program daily count. The STARS website provides a separate field to report each of these five program counts.

  3. Total the basic program daily count and the special program daily count to determine the total daily student count.


School Bus Stop Location Report

Submitted school bus stop information is used to determine the average distance between school bus stops and the associated school or learning center, the number of school or learning center destinations served by home to school transportation routes, and the number of school buses used on home to school routes. Report all active stops (home to school) on AM routes only. Reporting PM school bus stops is required only if the school bus stop or associated school or learning center is outside the school district boundary and transportation service is only provided in the PM. See the Detailed Guidance for instructions for uploading route logs or data files. Route information may be provided using the STARS Geographic Information System (GIS) web based mapping application.


School bus route and school bus stop information is required to be updated during the February and May report period only for out of district routes, unless a school or learning center has opened or closed or roadway access has changed with a significant impact on the average distance between school bus stops and destinations.
Verification of School Bus Route Information

School bus route destinations and school bus stop locations must be reviewed for accurate location. Correcting the location of school bus stops may be done through the STARS Geographic Information System (GIS) web based mapping application.


Mid-day Route Count Report

The Mid-Day Route Count Report collects the total number of routes that each school district operates to transport students during the midday.  The Mid-Day Route Count Worksheet (SPI Form1022B, optional) consists of the cumulative number of kindergarten, early education, basic program shuttles and special program shuttles operated during a ten (10) consecutive school day period that includes the student count day.  Student counts are not reported.


District Car Student Count and District Car Mileage Report

District car transportation is to-and-from school transportation service provided in district–owned motor pool vehicles (not a school bus). The District Car Student Count Form (SPI Form 1022CS, optional) may be used to report the students transported for the student count report (between home and school routes only).


A District Car Mileage Log (SPI Form 1022CM, optional) may be used to record the mileage used in to-and-from school transportation. Total annual estimated mileage for all district cars used in to-and-from school transportation is required to be updated during each report period with the final actual mileage total due by the 15th of July of each school year. All to-and-from school mileage is reported, not just home-to-school routes. Only report district car mileage for the regular school year.
Non-High School District Report

For non-high school districts, complete the non-high report on the “SD Settings” tab on the STARS website. The settings page provides radio buttons to select “yes” or “no” to the following statement: School district provides high school transportation.



School Districts with Approved Alternate Calendars

For those districts operating on an alternate calendar approved by the State Board of Education under the provisions of the pilot program permitted under SHB 1292 (2009), the transportation operations allocation will be pro-rated based on the number of days per year the district is scheduled to provide transportation service to academic programs. No report is required by the school district.


School Bus Mileage Report

Report all school bus mileage for the 2012–13 School Year, in the following categories: To/From, Field Trip, Extracurricular, Inter-governmental, and Other.


An Excel workbook is available to assist district staff in calculating the mileage report on the OSPI Student Transportation website at:

http://www.k12.wa.us/transportation/STARS/FuelandMileageWorkbook2013-14.xlsx.


McKinney-Vento Homeless Transportation Report

Report the total number of homeless student trips provided, the total number of miles driven in providing homeless transportation and the total cost of providing homeless transportation for the 2012–13 school year.


School Transportation Fuel Report

Report the total cost and number of gallons of each fuel type purchased for to-and-from transportation service during the 2012–13 school year.


An Excel workbook is available to assist district staff in calculating the fuel report on the OSPI Student Transportation website at:

http://www.k12.wa.us/transportation/STARS/FuelandMileageWorkbook2013-14.xlsx.


Walk Area Development

If transportation is provided within one road mile of a school, the district is required to develop a walk area using a multi-agency approach. This approach should be consistent with the guidance described in “School Walk and Bike Routes: A Guide for Planning and Improving Walk and Bike to School Options for Students” published by the Washington State Department of Transportation.


Documentation and Record Retention

Any forms, files or records used to collect and tabulate the required student transportation report must be maintained in the school district in accordance with the school district’s retention schedule. WAC 392-141-420(8) requires school districts to retain copies of any correspondence, newsletters, or other materials distributed to parents describing the transportation funding process. School districts may not promote or publicize specific count periods or distribute materials that promote ridership during the count period.



Office of Superintendent of Public Instruction Attachment 1

Student Transportation Bulletin No. 039-13 ST



September 3, 2013


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