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Florida Department of Education STUDENT TRANSPORTATION FUNDING and REPORTING Presented to FAMIS Summer Conference Florida Department of Education STUDENT TRANSPORTATION FUNDING and REPORTING Presented to FAMIS Summer Conference By: Charlie Hood, Director FDOE School Transportation Office June 13, 2012

Florida’s Numbers (2010 -11): 1, 020, 798 students transported (39% of total enrollment in Florida’s Numbers (2010 -11): 1, 020, 798 students transported (39% of total enrollment in public schools) n 84, 348 ineligible (7. 63% of riders) n 34, 359 with disabilities (ESE; 3. 37%) n 36, 400 hazardous walking (3. 57%) n 14, 810 buses in daily service n

Florida’s Numbers (2010 -11): $975, 911, 389 Total Expenditures for Student Transportation (from AFR) Florida’s Numbers (2010 -11): $975, 911, 389 Total Expenditures for Student Transportation (from AFR) n $953 Expenditures per Student n $365 FEFP Funding per Student n $1, 387 ESE Supplement n 44% FEFP Trans. Funding (overall) n 263, 137, 594 Total Route Miles n

Charter School Students (2011 -12, October Survey) 43, 760 transported in school buses n Charter School Students (2011 -12, October Survey) 43, 760 transported in school buses n 87 in school cars or small vehicles n 5, 067 in public transit n 262 in private cars n 49, 176 total transported (27% of enrollment) n 133, 154 not claimed for transportation n 45, 723 Non-weighted n 419 Weighted n

Student Transportation S. 1011. 68, F. S. The Student Transportation funding formula provides funds Student Transportation S. 1011. 68, F. S. The Student Transportation funding formula provides funds for school district transportation based on each district's pro rata share of state transported students. • Additional funding is provided for the transportation of certain disabled students. • Adjustments are made for cost of living differences, percent of population outside of urban centers, and an efficiency factor that is based upon the average number of eligible students transported per bus in daily service to encourage greater bus utilization. 8

2009 -10 and Later Transportation Funding • Prior to 2009 -10, Student Transportation was 2009 -10 and Later Transportation Funding • Prior to 2009 -10, Student Transportation was funded as a Categorical Program. • In 2009, the Legislature made Student Transportation a component of the Florida Education Finance Program (FEFP). • The FEFP is funded with state and local dollars. 9

Legislative Appropriations for Student Transportation 2007 -08: n 2008 -09: n 2009 -10: n Legislative Appropriations for Student Transportation 2007 -08: n 2008 -09: n 2009 -10: n 2010 -11: n 2011 -12: n 2012 -13: n $493, 566, 586 $460, 903, 559 $428, 931, 491 $430, 693, 345 $415, 449, 129 $420, 362, 675 (-15% vs. 07 -08)

Funding Formula n Two components ¨Base Transportation Allocation n Provides funding for all fundable Funding Formula n Two components ¨Base Transportation Allocation n Provides funding for all fundable transported students, including certain disabled students ¨ESE Transportation Allocation n Fully funded with the balance prorated as the base allocation component. 11

ESE Weighted Funding Allocation: Who’s Eligible? ESE student eligibility for weighted trans. funding is ESE Weighted Funding Allocation: Who’s Eligible? ESE student eligibility for weighted trans. funding is limited to students requiring additional specialized transportation services. n Eligible students transported by private vehicles and eligible students for whom the district pays public transit fares are treated as any other transported students. n

Florida Price Level Index (FPLI) n Adjustments are made for cost of living differences Florida Price Level Index (FPLI) n Adjustments are made for cost of living differences ¨ The purpose of the FPLI is to measure the differences from county to county in the cost of purchasing a specific market basket of goods and services at a particular point in time. 13

Rurality Index n Adjustments are made for the percent of population outside of urban Rurality Index n Adjustments are made for the percent of population outside of urban centers (Rurality Index). ¨ Number of urban and rural inhabitants for each Florida county is based on US Census data 14

Average Bus Occupancy (ABO) Index Adjustments are made based upon the average number of Average Bus Occupancy (ABO) Index Adjustments are made based upon the average number of eligible students transported per bus (category B) in daily service n In 2010 -11, ABO ranged from high of 118 (ABO = 1. 10) to low of 35 (ABO =. 90) n 15

Calculating the Bus Occupancy Index Uses a formula which rewards efficiency. n Efficiency factor Calculating the Bus Occupancy Index Uses a formula which rewards efficiency. n Efficiency factor is based upon the average number of eligible students transported per bus in daily service. n Encourages greater bus utilization. n 16

Average Bus Occupancy Index October Students + (sample) February Students 11, 920 11, 934 Average Bus Occupancy Index October Students + (sample) February Students 11, 920 11, 934 October Buses February Buses + = = Average Students 11, 927 Average Buses 138 140 139 Average Students Average Buses Average Bus Occupancy 85. 81 11, 927 . ___ . 139 = 17

Effect of the 3 “indices” Rurality and ABO adjustment factors are designed to affect Effect of the 3 “indices” Rurality and ABO adjustment factors are designed to affect the base allocation within a range of plus or minus 10 percent. n FPLI is more limited in its range (about. 98 to 1. 02 n 18

Sequence of Surveys n n Survey Period 1 (July) - from the beginning of Sequence of Surveys n n Survey Period 1 (July) - from the beginning of the fiscal year (July 1) to the beginning of the defined 180 day school year. Survey Period 2 (October) - the first 90 days of the 180 day school year. Survey Period 3 (February) - the second 90 days of the 180 day school year. Survey Period 4 (June) - from the end of the 180 day school program to the end of the fiscal year (June 30). 19

Transportation Calculations n First Calculation ¨Completed immediately after the annual legislative session ¨Based on Transportation Calculations n First Calculation ¨Completed immediately after the annual legislative session ¨Based on district’s number of eligible students transported from the transportation surveys for: July, preceding fiscal year; n October, preceding fiscal year; and n June, second preceding fiscal year. n 20

Transportation Calculations n Second Calculation ¨Completed upon receipt of student data from district’s transportation Transportation Calculations n Second Calculation ¨Completed upon receipt of student data from district’s transportation surveys for: July, current fiscal year; n October, current fiscal year; and n June, preceding fiscal year. n ¨Prior Year Amendments are incorporated in the 2 nd, 3 rd and Final Calculations 21

Transportation Calculations n Third Calculation ¨Completed upon receipt of student data from district’s transportation Transportation Calculations n Third Calculation ¨Completed upon receipt of student data from district’s transportation surveys for: July, current fiscal year; n October, current fiscal year; n February, current fiscal year; and n June, preceding fiscal year. n 22

Transportation Calculations n Final Calculation ¨Completed upon receipt of student data from district’s transportation Transportation Calculations n Final Calculation ¨Completed upon receipt of student data from district’s transportation surveys for: July, current fiscal year; n October, current fiscal year; n February, current fiscal year; and n June, current fiscal year. n 23

Base Allocation Students Example: Alachua Adjusted July Students 0. 00 + Adjusted October Students Base Allocation Students Example: Alachua Adjusted July Students 0. 00 + Adjusted October Students 5, 963. 50 + Adjusted February Students 5, 963. 50 + Adjusted June Students 5. 84 = Total Adjusted Students 11, 932. 84 24

Base Allocation Factor Total Adjusted Base Students 11, 932. 84 X Florida Price Level Base Allocation Factor Total Adjusted Base Students 11, 932. 84 X Florida Price Level Index 1. 0020 Average Bus Occupancy X X Index 1. 0249 Rurality Index = 0. 9507 Base Allocation Factor 11, 650. 28 25

Exceptional Allocation Students Adjusted July ESE Students 0. 00 + Adjusted October ESE Students Exceptional Allocation Students Adjusted July ESE Students 0. 00 + Adjusted October ESE Students 154. 50 Total Adjusted ESE Students 309. 00 X + Factor of 1. 8 Adjusted February ESE Students 154. 50 = + Adjusted June ESE = Students 0. 00 Weighted Adjusted ESE Students 556. 20 26

ESE Allocation Factor Total Weighted Adjusted ESE Students 556. 20 X Florida Average Rurality ESE Allocation Factor Total Weighted Adjusted ESE Students 556. 20 X Florida Average Rurality Price Level Bus Occupancy Index X X Index 1. 0020 1. 0249 0. 9507 = ESE Allocation Factor 543. 03 27

Funding Summary: State Base Allocation Example: Alachua District ESE Allocation Factor 543. 03 Total Funding Summary: State Base Allocation Example: Alachua District ESE Allocation Factor 543. 03 Total State Allocation $428, 931, 491 Prior Year State Average Cost per Student x = District ESE Allocation $837 _ $454, 516 Total State ESE Allocation Total State Base Allocation $54, 673, 571 = $374, 257, 920 28

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Florida Transportation Funding n FEFP funds for student transportation are appropriated and distributed as Florida Transportation Funding n FEFP funds for student transportation are appropriated and distributed as authorized by Sections 1006. 21, 1006. 22, 1006. 23, 1006. 25, and 1011. 68, Florida Statutes. Locally maintained records must document the following three basic areas: Student eligibility to receive state FEFP regular or weighted transportation funds (based on criteria such as distance from school, programs attended, and disabilities status and services, if applicable); and, ¨ Student ridership and school attendance during approved transportation survey periods (to verify that transportation service was actually received); and, ¨ Transportation in approved conveyance (i. e. , in an approved mode of transportation or vehicle type) ¨

Eligibility Categories n n Membership Category A: Individuals with Disabilities Education Act (IDEA) - Eligibility Categories n n Membership Category A: Individuals with Disabilities Education Act (IDEA) - K-12, Weighted IEP must contain information documenting need for and provision of one or more 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 (for instance, tinted windows, dust-controlled atmosphere, temperature control). Attendant 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.

Eligibility Categories (cont’d): Membership Category B: IDEA, K-12, Unweighted n Membership Category C: IDEA, Eligibility Categories (cont’d): Membership Category B: IDEA, K-12, Unweighted n Membership Category C: IDEA, Pre. K, Weighted n Membership Category E: IDEA, Pre. K, Unweighted n

Pre. K IDEA or Teen Parent ONLY: n Pre. K only eligible for funding Pre. K IDEA or Teen Parent ONLY: n Pre. K only eligible for funding under s. 1011. 68, F. S. if transported student is: Pre. K with disabilities (IDEA) under Rule 6 A-6. 03026, FAC, regardless of distance, who meets criteria for weighted funds (Weighted) or not (Unweighted) ¨ Pre. K age child of a student parent enrolled in a Teenage Parent Program under s. 1003. 54, F. S. ¨ IMPORTANT NOTE: Pre. K children not enrolled in IDEA programs, or whose parent or parents are not enrolled in a TAP program are not eligible for state transportation funding. Ineligible programs include: Pre. K Title I, federally-funded Pre. K Migrant Programs, Pre. K Early Intervention, Head Start, VPK, and Readiness Coalition programs.

Eligibility Categories (cont’d): Membership Category F: Teenage Parents and Infants, Unweighted n Membership Category Eligibility Categories (cont’d): Membership Category F: Teenage Parents and Infants, Unweighted n Membership Category G: Hazardous Walking, Elementary, Unweighted n ¨ FDOE implemented data element in 200708 for Haz. Walk Location code ¨ Code must match code used in web-based Haz. Walk database

Eligibility Categories (cont’d): n Membership Category H: All Other Students Living Two Miles or Eligibility Categories (cont’d): n Membership Category H: All Other Students Living Two Miles or More, Unweighted ¨ District or charter school must verify walking distance from residence to the assigned school (Rule 6 A 3. 001, FAC) ¨ If using automated mapping system must document accuracy of mapping system ¨ Districts and charter schools must maintain adequate student transportation records for each survey period to avoid having to reassemble unreliable data that could have a negative impact on district or school resources

Eligibility Categories (cont’d): n Membership Category N: Non-Eligible K -12 Students Living Less Than Eligibility Categories (cont’d): n Membership Category N: Non-Eligible K -12 Students Living Less Than Two Miles and all Non-eligible Pre. K Students

Eligibility Categories (cont’d): Membership Category I: Center To Center or Non-center IDEA, Weighted n Eligibility Categories (cont’d): Membership Category I: Center To Center or Non-center IDEA, Weighted n Membership Category J: Center to Center or Non-center Individuals with Disabilities Education Act, Unweighted n Membership Category K: Center to Center Vocational and Dual Enrollment Students, Unweighted n

Hazardous Walking: n n n K-6 Elementary only students eligible under HW Location must Hazardous Walking: n n n K-6 Elementary only students eligible under HW Location must be inspected by district and road jurisdiction District and road jurisdiction must agree it meets HW criteria District must submit an updated HW Locations report via web-based system for each survey District or charter school must document qualifying conditions, including speed limits, traffic counts, and the condition of roads, walking surfaces, intersections, and traffic controls. FDOE checklist available District must request a projected completion date for correcting hazard

Ensuring Haz. Walk Accuracy DOE post-survey analyses to reconcile web-based and Student Database data Ensuring Haz. Walk Accuracy DOE post-survey analyses to reconcile web-based and Student Database data n Intent is to ensure that hazards are reviewed at least each five years AND, n Ensure local interagency efforts to correct hazards, if possible, OR, n Review periodically to verify feasibility (or lack thereof) of correcting hazards n

Audit Documentation: n n n Ensure retention of records to document student’s home address Audit Documentation: n n n Ensure retention of records to document student’s home address at the time of the scheduled survey Prevent duplication of students and counting of any individual student on more than one bus or mode during survey week 4. For each student document the eligibility category. Edits may be implemented to crosscheck against school record.

Ridership and Surveys n n For each eligible student district or charter school must Ridership and Surveys n n For each eligible student district or charter school must verify the specific bus (or other vehicle) and the days during the survey week (or preceding six days) when student rode, or at least the first day. Must be signed and initialed by driver and dated as a source document. Sample Ridership Worksheet for Bus Operators is available. This “roll call” sheet must provide information needed to support the following required elements of the Student Transportation Reporting Format: ¨ ¨ ¨ ¨ District Number, Current Instruction/Service Student Number Identifier, Florida Survey Period Code Fiscal Year-Round/Extended School Year FTE Indicator Days In Term (For FTE Purposes) Transportation Membership Category Vehicle Category Bus Number Bus Route Number Transaction Code District Number, Current Enrollment Hazardous Walking Student Number Identifier, Local Error Codes

Bus Operator Worksheets n Although hardcopies of driver worksheets with original signatures and initials Bus Operator Worksheets n Although hardcopies of driver worksheets with original signatures and initials are preferred, school districts who maintain scanned, electronic student database reports may use similar approved reporting formats for transportation record keeping. These formats must be coordinated with the district MIS.

Summer School n If the July or June summer school or SAI period is Summer School n If the July or June summer school or SAI period is scheduled so that it takes place outside the regularly scheduled survey week window, a separate survey week must be established to cover 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 must be coordinated with the district FTE administrator so that the same survey week is established for both FTE and Transportation reporting.

Session Crossing Survey Years n Whenever the summer session crosses two fiscal years (as Session Crossing Survey Years n Whenever the summer session crosses two fiscal years (as in the example above), students must be reported in two separate surveys, one for June and one for July, with different term lengths, as applicable to the portion of the summer school session that takes place in each month. The middle day or middle week of the period should be used as the basis for establishment of the survey week. Please coordinate this effort with the district FTE administrator. Documentation of the term length for each student claimed must be maintained.

Approved Conveyances n Districts and charter schools must maintain vehicle inventory records and written Approved Conveyances n Districts and charter schools must maintain vehicle inventory records and written contracts or agreements to verify that vehicles claimed in daily service are one of the following: B: School buses meeting Florida School bus Specifications E: Passenger car or allowable multipurpose passenger vehicle (MPV) owned, operated, or contracted by the school board, transporting fewer than ten students ¨ P: Privately owned motor vehicle or boat (for disabled or isolated students only) ¨ G: General purpose transportation (city buses, trains, etc. ) ¨ ¨ n n For General Purpose transportation, a list identifying students who are provided city bus passes, train vouchers, etc. , must be maintained, along with other records to verify ridership and dates. For students claimed riding in private passenger cars or boats, the district or charter school must maintain board minutes reflecting mileage to the bus route or school, names of the students, and school attended, pursuant to Rule 6 A-3. 0171(11), FAC.

FDOE Post-survey Reviews n EIAS prepares reports following each survey comparing current and prior FDOE Post-survey Reviews n EIAS prepares reports following each survey comparing current and prior surveys’ data for each district’s: ¨ Adjusted Base FTE students transported ¨ Adjusted ESE FTE students transported ¨ Buses in daily service ¨ Resulting funding calculation 46

FDOE Post-survey Reviews EIAS report identifies variations in these data of > 5 percent FDOE Post-survey Reviews EIAS report identifies variations in these data of > 5 percent n FDOE Offices (EIAS, OFFR, STMS) contact respective local district counterparts n Variations are outlined; explanations are requested and documented n 47

FDOE Post-survey Reviews Variations due to inaccuracy of reported data are corrected by districts FDOE Post-survey Reviews Variations due to inaccuracy of reported data are corrected by districts n Variations that are valid are documented as to causes n Overall goal (and result) is accuracy of reporting and improved timeliness n Process ensures accountability to Legislature and others n 48

FUNDING NIRVANA!!! Finance Transportation MIS FUNDING NIRVANA!!! Finance Transportation MIS

Transportation Reporting Contacts n n n Chris Sanchez or Lee Davis Office of Funding Transportation Reporting Contacts n n n Chris Sanchez or Lee Davis Office of Funding & Financial Reporting (850) 245 -0405 chris. [email protected] org lee. [email protected] org Charlie Hood or Jamie Warrington School Transportation Management (850) 245 -9795 charlie. [email protected] org, jamie. [email protected] org Ruth Jones Education Information & Accountability Services (850) 245 -0400 ruth. [email protected] org 50