User Manual - State of New Jersey Department of Education
Contents
1. Save the PDF file to a location on your computer NOTE To return to the DRTRS Program use the back browser button NOTE An easy way to verify your data is accurate is to match the downloaded student data to the DRTRS Summary Report Match the total number of students on the downloaded student Excel file to the total students on the DRTRS Summary Report by adding lines A 11 B 11 C 5 D 1 D 2 D 3 and D 4 36 REPORT MENU View Summary Report Export Summary PDF 5 Report Menu amp Download Student File by Summary Line Download Student File by Attending School 6 Contact Information Add Contact Information 7 Certification Certify amp Finalize Data Submission Reports that can be used to audit your DRTRS data To view the Student File in an Excel format select Download Student File by Summary Line This report includes a column with the DRTRS Summary line number Column T Filter or sort on the Line Number Column to count and verify the students on each line of the DRTRS Summary Report Share time students will be designated by the summary line number underscore 0 5 e g A2_0 5 To view the Student File in a PDF format select Download Student File by Attending School This report includes a list of all students by attending school Note It can be accessed only after the DRTRS program is locked Share time students will be listed at the end of each school roster and include a Y2. in the Half Day Programs Field 37 ADDING CONTACT INFORMATION District Report of Transported Resident Students New Jersey Department of Education Contact Information Please provide contact information for the individual responsible for transportation data First Name Last Name Telephone Number and Extension For example 609 555 1212 ext 123 Email To add contact information select Add Contact Information from the main menu Provide the contact information for the individual responsible for the submitted transportation data Select Submit after completing this section 38 PASSING FINAL EDITS 03 0040 ALLENDALE PUBLIC SCHOOL DISTRICT A You cannot certify until the following errors are resolved Other School Info is Needed Route Not Found Attending School is Invalid Complete the following sections of the DRTRS system Mid annals A Other School Info is Needed Add District Profile There is 1 student who is missing other school information View Students 2 Route Level Data R Manage Attending Schools Not Listed amp View Submitted Routes Download Submitted Routes A Route Not Found There is 1 student whose route information pellet aia cannot be matched to submitted route data Upload Data File View Students 3 Student Level Data A Attending School is Invalid There is 1 student whose attending school is View Submitted Students not found in our school dire
3. CCC NOTES AIL and CCC routes must be created in your vendor program only if you are importing from a vendor file if applicable If you manually enter your data into the DRTRS program do not create any routes named AIL or CCC These routes automatically appear in the student file 25 Select Nonpublic AIL Charter AIL or Choice AIL as the route ID number for Nonpublic Charter and Choice school students whose parents receive aid in lieu of transportation Select CCC as the route number for students who receive bus tickets for public transit use NOTE The route numbers AIL Nonpublic AIL Charter AIL Choice and CCC will automatically be listed on the route number menu in the student file e AIL Nonpublic the route ID number for any nonpublic school student whose parent receives aid in lieu of transportation e AIL Charter the route ID number for any charter school student whose parent receives aid instead of transportation This would not be used as a route number for charter school and school choice students e AIL CHOICE the route number for choice school students whose parents receive aid in lieu of transportation School choice students may reside outside of the district in which the school choice program is located For transportation purposes these students remain residents of the district in which they reside Therefore students attending a Choice School must b
4. File NOTE Once you have submitted a file for upload it will process in the background You may leave this screen while it is processing without affecting the upload Please be patient with large upload files the time required to process will vary depending on the size of the file and how many users are accessing the system at that time a Select Upload Data File to import a vendor created DAT file i You cannot import a vendor DAT file and rollup student data b Select your Student DAT file by using the Browse button to find the file i Once you submit your data file any records submitted previously by this upload form will be deleted Any students added individually will not be affected ii Use the upload form to browse and choose the student data file from your computer c After you have chosen the DAT file to upload click the submit button to transmit Please be patient as this may take a few minutes to complete d After the upload process is complete you will get a successfully processed message that explains how many records were successfully added and how many records were rejected If there are errors on the upload there will be a link to a Download Error Report showing the rejected records e Select Return to Student Level Data to access the students in your data base or select Home to return to the main menu f Changes to the student data must be made by selecting View Submit
5. Middlesex 4970 4970 SPOTSWOOD SPOTSWOOD Monmouth 4680 3830 OCEANPORT BORO SEA BRIGHT Monmouth 3830 3830 OCEANPORT BORO OCEANPORT BORO Morris 5380 1110 DOVER TOWN VICTORY GARDENS Morris 1110 1110 DOVER TOWN DOVER TOWN Ocean 2980 4220 PT PLEASANT BEACH MANTOLOKING Ocean 4220 4220 PT PLEASANT BEACH PT PLEASANT BEACH Somerset 3210 2170 HILLSBOROUGH TWP MILLSTONE Somerset 2170 2170 HILLSBOROUGH TWP HILLSBOROUGH TWP Somerset 4510 3320 MONTGOMERY TWP ROCKY HILL Somerset 3320 3320 MONTGOMERY TWP MONTGOMERY TWP Sussex 0520 1560 FRANKFORD TWP BRANCHVILLE BORO Sussex 1560 1560 FRANKFORD TWP FRANKFORD TWP Warren 2020 0400 BLAIRSTOWN TWP HARDWICK Warren 0400 0400 BLAIRSTOWN TWP BLAIRSTOWN TWP 7 Does this Student have an IEP Individual Education Program Question Select Yes if the student has an IEP Otherwise select No NOTES 1 Answer Yes to this question even if the student does not have a special transportation need is assigned by the Child Study Team to a nonpublic school 21 2 Answer No to this question if the student is transported due to ADA requirements unless the child also has an IEP e Computer vendor files must report Y for Yes if the student has an IEP or report N for No e This entry will determine the menu options and generate certain questions from which you may select further in this program Incorrectly answering this question w
6. Student Transported Pursuant to Your Hazardous Busing Policy Question A student who is transported for hazardous reasons in accordance with your district s hazardous busing policy pursuant to NUSA 18A 39 1 5 Select Yes if the student is transported for hazardous reasons in accordance with your districts hazardous busing policy pursuant to NJSA 18A 39 1 5 Otherwise select No NOTE If a student is transported for hazardous reasons and you do not answer Yes to the hazardous busing question it will adversely affect your Transportation Efficiency 6 Is this Student a Subscription Busing Participant Question A student whose parent guardian or municipality pays for the provision of non mandated busing Select Yes if the student s parent guardian or municipality pays for the provision of non mandated busing Otherwise select No NOTE If a student is a subscription busing participant and you do not answer Yes to the subscription busing question it will adversely affect your Transportation Efficiency 7 Is Transportation Required by the IEP Question Select Yes only if the student is less than remote and transportation is required in the student s IEP Otherwise select No 27 8 Does the Student s IEP Require any of the following Wheelchair an Aide Nurse or Extended School Year Question Select Yes only if the student s IEP requires a special transporta
7. access the students in your data base or select Home to return to the main menu 18 STUDENT PROFILE District Report of Transported Resident Students New Jersey Department of Education Student Profile 1 Student Identification Number SID 5 Street Address Note If non public student leave this field blank 2 First Name 7 Does this student have an IEP Yes No 3 Last Name 4 Date of Birth 8 Student s Grade Select Grade Format as MM DD YYYY 9 Is this student transported to more than 1 location for half day programs 1 Student Identification Number SID Enter the student s 10 digit SID number assigned by the Department of Education NOTES This number will stay with the student as the student moves from school to school and school district to school district DO NOT use a local district identification number in this field Nonpublic school students are not issued SIDs so this filed should be left blank 2 Last Name Enter the student s last name 3 First Name Enter the student s first name 19 4 Date of Birth D O B Enter the student s date of birth in month day year format Enter the student s date of birth using two digits for the month and day and four digits for the year with no spaces Example August 21 1989 should be entered as 08 21 1989 NOTE DOB must be within an acceptable range for school age students otherwise error messages will occur on the final ed
8. assigned to the invalid school s other school s not listed in the program or possible duplicate student records NOTE Open the student record to assign the student to a valid school or to the newly added other school Select View Students to assign multiple students to a school by checking the box next to each applicable student s name then selecting the school and select Attending School 1 for a single location and Attending School 2 only if this student attends a school at more than 1 location For students assigned to a invalid route not listed in the route file select View Students to view those students assigned to the invalid route s NOTE Open the student record to assign the student to a valid route listed in the route file NOTE Download the possible duplicate student records report then open the records to view If the student is a duplicate delete that student record If the student is not a duplicate certify by selecting the link certify these records as not duplicates This action cannot be undone 33 VIEWING AND MANAGING ROUTE AND STUDENT DATA 2 Route Level Data View Submitted Routes Download Submitted Routes Add Individual Route 2 Rollup Last Year s Data 3 Student Level Data FB View Submitted Students Download Submitted Students Add Individual Student Upload Data File Rollup Last Year s Data Manage Attending Schools Not Listed Route Dat
9. e Enter your Password Note Codes for all New Jersey school districts can be found in the Public School Directory or http www state nj us njded directory Note Your User Name and Password are assigned by your district s Homeroom Administrator HA Please contact your HA for assistance THE MAIN MENU The main menu includes 6 main sections District Profile Route Level Data Student Level Data Summary Report Contact Information Certification Pes District Report of Transported Resident Students New Jersey Department of Education 13 3570 NEWARK CITY Complete the following sections of the DRTRS system 1 District Profile Add District Profile 2 Route Level Data Add Individual Route Upload Data File Rollup Last Year s Data 3 Student Level Data Add Individual Student Upload Data File Rollup Last Year s Data Manage Attending Schools Not Listed District Profile e This section asks users to input basic information about their school district Route Level Data e The Route Level Data section is where users will input route data e Users will also be able to see a Summary of the route data they have input as well as download an Excel file of the route data they have input Student Level Data e The Student Level Data section is where users will input student data e Users will also be able to see a summary of the student data they have input as well as download an Exc
10. Attending School 1 you will be given a section to enter the information for the second school location Attending School 2 23 STUDENT SCHOOL ATTENDANCE INFORMATION Attending School 1 1 School Type Select School Type iv 2 School Q Select School Type above Begin typing the district or schoo name then select from the dropdown list that appears County ID District ID School ID 3 Route Number License Vehicle Ownership Select Route 4 One way Home to School Miles Round to the nearest tenth of a mile 5 Is this student transported pursuant to your hazardous policy O Yes O No 6 Is this student a subscription busing participant O Yes O No 7 Is transportation required by this student s IEP O Yes O No 8 Does this student s IEP require any of the following wheelchair an aide nurse or extended school year O Yes O No 1 School Type Select the type of school the student attends i e Public School Nonpublic School Private School for Students with Disabilities PSSD Charter School Early Childhood Community Provider ECCP or Other Not Listed School 2 School Begin typing the district or school name in the space provided then select the school the student attends NOTE When typing the district or school name do not use abbreviations e g use Saint Joseph School not St Joseph School If you get a No Results Found message go back to the School Type field and selec
11. C The resident district board of education is the joiner district and an Educational Services Commission or Jointure Commission operates the vehicle or contracts with a vendor for this route Parent The resident district board of education contracts with the parent for the transportation of his her own child children NOTE When determining vehicle ownership report the entity that your district pays for the route Incorrect vehicle ownership will adversely affect your Transportation Efficiency The rule of thumb in determining vehicle ownership is FOLLOW THE MONEY 5 Owner County If you selected Contracted Host District or Host ESC as the vehicle owner select the county in which the Contractor Host District or Host ESC is located NOTE Select Host ESC for all Educational Services Commissions and the Bayshore Morris Union and South Bergen Jointure Commissions Select Host District for all other jointure agreements 6 Owner District Contractor If you selected Contracted Host District or Host ESC as the vehicle owner select the Name of the Contractor Host District or Host ESC district NOTE If the name of the Contractor cannot be found in the menu please contact the Student Transportation Unit at 609 984 5757 or email student trans doe state nj us 7 Annual Route Cost The total annual cost to the resident district board of education for this route i
12. MANUAL FOR COMPLETION OF 2015 2016 DISTRICT REPORT OF TRANSPORTED RESIDENT STUDENTS DRTRS DISTRICT INSTRUCTIONS October 2015 New Jersey Department of Education Office of Research Special Schools and Transportation 609 984 5757 student trans doe state nj us TABLE OF CONTENTS DRTRS Highlights and Key Dates Accessing the DRTRS Sign In The Main Menu Completing the District Profile Section Completing the Route Level Data Section Route Profile The Route File Common Errors Completing the Student Level Data Section Student Profile Student School Attendance Information The Student File Common Errors Adding Other Schools Managing Data Viewing and Managing Route and Student Data DRTRS Summary Report Reports Menu Adding Contract Information Passing Final Edits Certification Page 24 29 31 32 34 36 37 38 39 40 DRTRS HIGHLIGHTS AND KEY DATES The District Report of Transported Resident Students DRTRS is a listing of all transported students based on the October 15 2015 enrollment The resident district is responsible for the submission and accuracy of data Boards of education must submit the DRTRS data containing completed route and student file information CTSA s must submit a route file only KEY DATES OCTOBER 15 The DRTRS is based on a snapshot of students transported on this date NOVEMBER 16 The DRTRS must be transmitted to the Department of Education by this date Question
13. a To view submitted routes select the View Submitted Routes button under the Route Level Data in the Main Menu All of the routes you submitted will appear on the page To delete route records check the box next to the route number s and select Delete at the bottom of the page To download submitted routes in an Excel file select the Download Submitted Routes button under the Route Level Data in the Main Menu A dialog box will appear asking you to Open Save or Cancel 34 Student Data To view submitted students select the View Submitted Students button under the Student Level Data in the Main Menu View the list of students by route or find students by the first letter of their last name To delete student records check the box next to the student SID number s and select Delete at the bottom of the page To download submitted students in an Excel file select the Download Submitted Students button under the Student Level Data in the Main Menu A dialog box will appear asking you to Open Save or Cancel 35 DRTRS SUMMARY REPORT 4 Summary Report View Summary Report Export Summary PDF 5 Contact Information Add Contact Information 6 Certification Certify amp Finalize Data Submission To view the DRTRS Summary Report select View Summary Report from the main menu To export the DRTRS Summary Report to a PDF file select Export Summary PDF
14. be a link to a Download Error Report showing the rejected records vi Changes to the route data must be made by selecting View Submitted Routes vii You must select the route and make changes necessary to the existing routes delete routes no longer being used and add any new routes c Select Return to Route Level Data to access the routes in your database or select Home to return to the main menu 11 ROUTE PROFILE Route Profile 1 Route Number 2 License Plate Numbers or Letters only no special characters or spaces 3 Vehicle Capacity Vehicle capacity must be between 4 and 54 4 Type of Vehicle Ownership Select One v If not district owned this is the entity your district pays for this route 5 Owner County HUNTERDON Y 6 Owner District LEBANON BORO 7 Annual Route Cost Total cost of the route excluding administrative fees costs 8 If you are a host district for this route enter the number of other districts using this route 0 Only to be completed by the host districVESC 1 Route Number Enter the identification number assigned to this route not to exceed eight 8 letters digits e The route identification must match the route identification number approved by the board of education 12 NOTE If you are using your rolled up data AIL and CCC route designations SHOULD NOT be entered as routes in the route file they already exist These designat
15. ctory R Download Submitted Students View Students Before you can certify your submitted data all errors must be corrected For students assigned to a school with an invalid school code or who need other school information open the student record and assign the student to a valid school or to a newly added other school For students assigned to a invalid route not listed in the route file open the student record and assign the student to a valid route listed in the route file For possible duplicate students download the duplicate students report and view students to either delete the duplicate student records or certify these student records as not duplicates 39 CERTIFICATION Certification The submitted data has passed all certification level validations You may proceed to certify and finalize your report By clicking the Certify amp Finalize button you certify that the information contained in the District Report of Transported Resident Students DRTRS is accurate and represents the true condition of this district Contact information for individual authorized by the board of education to provide certification First Name Last Name Telephone Number and Extension For example 609 555 1212 ext 123 Email Certify amp Finalize To certify that the submitted information is accurate select Certify and Finalize Data Submission from the main menu Provide the contact information for
16. e reported by the Resident School District not the Choice School District e CCC the route ID number for students who receive bus tickets for use on public transit NOTES A Choice School is a school designated by the Commissioner of Education as a Choice School not to be confused with a parent s choice of a school placement required by No Child Left Behind NCLB For transportation purposes Choice school students remain residents of the district in which they reside Therefore students attending a Choice School must be reported by the Resident School District not the Choice School District Failure of the Resident School District to report choice school students will adversely affect that district s State aid entitlement 4 One Way Home to School Miles Enter the shortest one way distance between the student s home and the school Mileage must be between 0 1 and 99 9 miles round to the nearest tenth of a mile NOTE The home to school mileage reported for each student shall be measured by the shortest route along public roadways or walkways between the entrance 26 of the student s home nearest such public roadway or walkway and the nearest public entrance of the school which the student attends NJAC 6A 27 1 2 NOTE Do Not Report e The bus stop to school mileage e The high school to vocational school mileage e Students with the same address attending the same school with different mileages 5 Is this
17. e number of non resident subscription students you transport Once you have entered this information click on Submit to record this data COMPLETING THE ROUTE LEVEL DATA SECTION From the main menu you have 3 options to record your route data In the Route Level Data Section you can choose to 1 Manually Enter Your Route Data Select ADD Individual Route NOTE If you hold a contract with a private vendor pay another school district or agency for your share of a route pay a parent to transport his her own child children or provide transportation using your district owned vehicle enter the route information even if you don t have any of your resident students riding on that route 2 Upload Data File NOTE Once you have submitted a file for upload it will process in the background You may leave this screen while it is processing without affecting the upload Please be patient with large upload files the time required to process will vary depending on the size of the file and how many users are accessing the system at that time a Select Upload Data File to import a vendor created DAT file i You cannot import a vendor DAT file and rollup route data b Select your Route DAT file by using the Browse button to find the file i Once you submit your data file any records submitted previously by this upload form will be deleted Any routes added individually will not be affected ii Use the up
18. el file of the student data they have input 4 Summary Report amp View Summary Report Export Summary PDF 5 Contact Information Add Contact Information 6 Certification Certify amp Finalize Data Submission Summary Report e This section provides users a summary of the data they have input as well as the ability to download a PDF file of the summary report Contact Information e This section is used to provide the current point of contact for student transportation in the district Certification e This section is where users will certify the accuracy and completeness of the data they have submitted once all data has been input into the system COMPLETING THE DISTRICT PROFILE SECTION District Report of Transported Resident Students New Jersey Department of Education Add District Profile District County HUNTERDON District Name LEBANON BORO 1 Does your district use a routing vendor O Yes ONo 2 Name of Routing Vendor 3 Does your district have a subscription busing program for non resident students gt Yes gt No 4 If your district has a subscription busing program for non resident students how many non resident subscription students do you transport Select Add District Profile from the main menu You will be asked to answer the following questions 1 Does your district use a routing vendor Select Yes if your district uses a routing vendor Otherwise select N
19. ict owned vehicles Include all route information in your route file even if you do not have any of your resident students riding on that route When reporting vehicle ownership for a route report the entity that you pay for the route i e Follow the money The route cost must be reported as an annual cost Note Per diem contracts must be multiplied by 180 days even if the route was contracted for a shorter longer period Route costs reported on the DRTRS do not include the administrative fees charged by a CTSA Typographical errors may create increased capacity which will negatively impact your efficiency rating e g 81835 vs 51835 or S811835 This is also true if you fail to delete vehicles from the prior year Vehicle capacity DOES NOT include wheelchair positions Create a route in the route file for each parental contract A route is designed for To and From school transportation O Overbooking of the bus route on paper is permissible provided there is a contingency plan established to handle actual overload situations gt Although overbooking is a common practice in some districts when analyzing route data from the DRTRS some routes have as many as 300 students being transported on a single route 16 COMPLETING THE STUDENT LEVEL DATA SECTION In the Student Level Data Section you can chose to 1 Manually Enter Your Student Data From the main menu select ADD Individual Student 2 Upload Data
20. ill adversely affect your Transportation Efficiency and Per Pupil Cost Calculation and may adversely affect your State aid entitlement 8 Grade Select the student s grade level 1 The grade for special education students classified in accordance with NJSA 18A 46 23 shall be reported as S1 elementary PK 08 S2 high school 09 12 NOTE S1 and S2 grade designations should ONLY BE USED for Public Private Schools for Students with Disabilities Charter Schools Choice Schools and Early Childhood Community Providers 2 The grade for each regular public school charter school choice school and nonpublic school student must be reported as one of the following PK 06 KG 07 01 08 02 09 03 10 04 11 05 12 NOTE These grade designations should only be used for students without an IEP Only special education public and charter school students and school students attending a private school for students with disabilities or Early Childhood Community Provider will have an IEP 22 9 Is this Student Transported to More than 1 Location for Half Day Programs Question Select Yes if the student participates in a program in which the student attends a program for one half of the day at one school then attends another program for the second half of the day at another school Otherwise select No NOTE If you answer Yes to this question in addition to entering the information for the first school location
21. ions can only be selected in the STUDENT FILE NOTE If you are using a vendor file AIL and CCC route designations must be created in your import student file if applicable 2 License Plate The license plate number of the vehicle used for this route Must be between 6 and 8 characters numbering 0 through 9 and or letters of the alphabet Do not enter any special characters or spaces 3 Vehicle Capacity The actual number of passengers the vehicle is capable of carrying excluding wheelchair passengers and excluding the driver Vehicle capacity must be between 4 and 54 4 Type of Vehicle Ownership Select only one category from the following selection District Owned The resident district board of education operates the vehicle owns leases rents or borrows and provides the transportation Contracted The resident district board of education provides transportation through a contract with a school transportation vendor NOTE An alphabetical list of contractors and their codes is available on the Student Transportation website at http www nj gov nided finance transportation codes e lf the contractor you are using is not found in the list above please contact the Student Transportation Unit to add the code to our system Host District The resident district board of education is the joiner district and another board of education operates the vehicle or contracts with a vendor for this route 13 Host ES
22. it 5 Address Enter the student s street address NOTE The address must include the student s house number and street name Do Not Enter e P O Box High School Babysitter etc e Astreet name without a house number e An apartment complex without a street address and apartment number 6 City Enter the name of the city in which the student lives NOTE Muni Old School Code Only applies to newly merged districts For newly merged school districts only a drop down box will appear for each student Select the district in which that student resides Example Pemberton Borough school code 4040 merged into Pemberton Township school code 4050 For students residing in Pemberton Borough enter 4040 in the Old School Code field 20 The affected districts are Old New County District District New District Name Old District Name Code Code Burlington 4050 4050 PEMBERTON TWP PEMBERTON BORO Burlington 4060 4050 PEMBERTON TWP PEMBERTON TWP Camden 0160 0150 AUDUBON BORO AUDUBON PARK Camden 0150 0150 AUDUBON BORO AUDUBON BORO Camden 1900 1900 HADDONFIELD HADDONFIELD Camden 5140 1900 HADDONFIELD TAVISTOCK Cumberland 4750 2270 HOPEWELL TWP SHILOH BORO Cumberland 2270 2270 HOPEWELL TWP HOPEWELL TWP Hunterdon 1740 0910 CLINTON TOWN GLEN GARDNER Hunterdon 0910 0910 CLINTON TOWN CLINTON TOWN Middlesex 2110 4970 SPOTSWOOD HELMETTA
23. load form to browse and choose the route data file from your computer c After you have chosen the DAT file to upload click the submit button to transmit Please be patient as this may take a few minutes to complete d After the upload process is complete you will get a successfully processed message that explains how many records were successfully added and how many records were rejected If there are errors on the upload there will be a link to a Download Error Report showing the rejected records 10 e Select Return to Route Level Data to access the routes in your database or select Home to return to the main menu f Changes to the route data must be made by selecting View Submitted Routes 3 Rollup Last Year s Data a Select Rollup Last Year s Data b Select Start Rollup Process i You cannot roll up route data and import a vendor DAT file ii Once you start the rollup process any route rollup records previously processed and added to the system will be deleted Any routes added individually will not be affected iii The DOE program contains the route data you submitted last year iv You will need to update the Annual Route Cost field after the rollup v After the rollup process is complete you will get a successfully processed message that explains how many records were successfully added and how many records were rejected If there are errors on the rollup there will
24. ncluding district operated routes The annual route cost e does not include administrative fees e isthe full annual cost of the route for a Host District e is only their share of the annual cost of the route for a Joiner District 14 e for contracts awarded on a per diem contract basis is determined by multiplying the per diem contract cost by 180 days regardless of the number of days this route will actually run Before you input student data you should first complete the Route Profile The Route Profile should include e all routes assigned to transport resident district students e all routes assigned to transport nonresident students including those routes for which no resident students are transported 8 Host District Question If you are the Host District for this route enter the number of Joiner Other districts that have students riding on this route e Must be between 1 and 9 e lf this is not a Host route enter zero 0 NOTE The route numbers Nonpublic AIL Charter AIL Choice AIL and CCC will automatically be listed on the route number menu in the student file If you manually enter your data into the DRTRS program do not create any routes named AIL or CCC These routes automatically appear in the student file 15 THE ROUTE FILE COMMON ERRORS Print and check your district route file report O O A route cost is required for all routes including those run with distr
25. nt number The bus stop to school mileage The mileage from the High School to a Vocational School Students with the same home address attending the same school with different mileage NOTES CHOICE School Students o A Choice School is a school designated by the Commissioner of Education as a Choice School not to be confused with a parent s choice of a school placement required by No Child Left Behind NCLB o School choice students may reside outside of the district in which the school choice program is located o For transportation purposes these students remain residents of the district in which they reside Therefore students attending a Choice School must be reported by the Resident School District not the Choice School District NOTE Failure of the Resident School District to report choice school students will adversely affect that district s State aid entitlement 30 ADDING OTHER SCHOOLS District Report of Transported Resident Students New Jersey Department of Education School Information Entry for Attending Schools Not Listed School District the School Is Located Select District y School Name Street Address of School Telephone Number New Jersey Department of Education Student Transportation Unit 100 Riverview Plaza P O Box 500 Trenton NJ 08625 0500 Tel 609 984 5757 FAX 609 633 9790 Select Manage Attending Schools Not Listed Select Add School Select School Dist
26. o 2 The name of routing vendor If you answered Yes enter the name of routing vendor If you plan to import a file or files created by another program enter the name of the company or software program that supplies the files to be imported For example Edulog Versatrans In House Program Etc 3 Does your district have a subscription busing program for non resident students i e a program in which a student s parent guardian or the municipality pays for the provision of non mandated busing services see subscription busing section below Select Yes if your district has a subscription busing program for non resident students Otherwise select No Subscription Busing Program A program in which a student s parent guardian or the municipality pays for transportation services This transportation includes any transportation not required by law for public and nonpublic school students who reside less than remote from school nonpublic school transportation beyond 20 miles excluding those counties required to transport up to 30 miles and nonpublic school students whose parents received aid in lieu of transportation from their resident district NOTE Non resident subscription bused students will not be reported in the student data file 4 If your district has a subscription busing program for non resident students how many non resident students do you transport If you answered Yes enter th
27. or transportation by the IEP you will not receive transportation aid for this student gt The vehicle will be counted in the efficiency calculation and may adversely affect your rating If you answered Yes to the IEP question you will not be able to select any regular education options You will o Only be able to select S1 S2 as the student s grade not PreK 12 o Receive an edit if you selected Nonpublic School in the school menu o Be required to answer the Is Transportation Required by the IEP Question for less than remote students o Be required to answer the Does the Student s IEP Require any of the following Wheelchair an Aide Nurse or Extended School Year Question Avoid duplicate entries o Street address is either typed differently or misspelled e g 26 W Palisades Ave vs 26 West Palisades Av 29 o Student name is slightly misspelled e g O Brien vs OBrien or O Brien o A rolled up grade level will cause a student who repeated the same grade or changed schools to be duplicated o The date of birth field will play a significant role in eliminating duplicate entries e Always report the student s home address and home to school mileage o Do Not Report gt Vv Vv Vv V WV The student s address as PO Box High School or Babysitter etc A street name without an identifying house number An apartment complex without a street address and apartme
28. ound in our schoo directory Download Submitted Students View Students Add Individual Student Upload Data File A Duplicate Student Record There are 849 students having possible Manage Attending Schools Not Listed duplicate records View Students Download Report View Summary Report Student records added by using rolled up or uploaded data with errors such as other schools that are not listed invalid schools not found in our directory students not assigned to a valid route listed in the route file or possible duplicate student records must be corrected before certifying your report 32 03 0040 ZIRILLI Home Logout Help ETUE en District Report of Transported Resident Students New Jersey Department of Education Other School Info is Needed SID LastName FirstName Address i DOB GR Route1 Route2 Filter Filter Filter Filter Filter Filter Filte Filter Filter LJ 5127448016 MEEK KENNETH 7 BOROLINE RD SADDLE RIVER 11 18 2008 S1 E632 DOGGE Select students from the above table by checking the checkbox Use the school dropdown list below to submit it as the student s Attending School 1 or 2 Other School Not Listed Select School Attending School 1 0 Attending School 2 0 For students assigned to a school with an invalid school code who need other school information or possible duplicate student records select View Students to view those students
29. rict the School is Located Enter School Name Street Address of School City Telephone Number Select Submit when the required school information is completed 31 MANAGING DATA After uploading the route data file any rejected records must either be corrected and re uploaded or entered manually To view the rejected records select the link to Download Error Report to view errors After uploading the student data file any rejected records must either be corrected and re uploaded or entered manually To view the rejected records select the link to Download Error Report to view errors https education state nj us DEL drtrsiS1 O 2015 16 District Report of File Edit View Favorites Tools Help X jConvert v PP Select ev eveuy concn ronnomp venver oro A Complete the following sections of the DRTRS system 1 District Profile A Other School Info is Needed Add District Profile There are 2242 students who are missing other school information View Students 2 Route Level Data Manage Attending Schools Not Listed amp View Submitted Routes Download Submitted Routes A Route Not Found There are 158 students whose route information cannot be matched to submitted route data Add Individual Route Upload Data File View Students 3 Student Level Data A Attending School is Invalid View Submitted Students There are 2424 students whose attending school is not f
30. s regarding the completion and submission of the DRTRS should be directed to the Student Transportation Unit at 609 984 5757 or emailed to student trans doe state nj us ACCESSING THE DRTRS ransporteq New Jersey Department of Education Welcome to the 2015 16 District Report of Transported Resident Students DRTRS Documentation h User Manual ny Frequently Asked Questions EE DRTRS File Layout User Training Videos New Jersey Department of Education Student Transportation Unit 100 Riverview Plaza P O Box 500 Trenton NJ 08625 0500 Tel 609 984 5757 FAX 609 633 9790 Your district s DRTRS can be accessed through the New Jersey Department of Education s Homeroom at http nomeroom state nj us Any personal computer PC which provides access to the internet can be used It is recommended that you print a copy of the User Manual and Frequently Asked Questions to refer to as needed while completing the DRTRS SIGN IN District Report of Transported Resident Students New Jersey Department of Education Sign In District ID Username Password Districts without an account for this application must contact their district s Homeroom Administrator to establish an account New Jersey Department of Education Student Transportation Unit 100 Riverview Plaza P O Box 500 Trenton NJ 08625 0500 Tel 609 984 5757 FAX 609 633 9790 e Enter your District Code e Enter your User Name
31. t Other Not Listed School see the section for Adding Other Schools NOTES For Nonpublic and Out of State Schools and Other Non School Facilities e g Hospitals to which student are assigned by the IEP which cannot be found in the directory select Other Not Listed School and select the Other school from the list provided If the school is not on the above list and you have to add a school you will lose that student record Click on Add School and complete the School Information Entry for Attending Schools Not Listed section provided When this information is completed click on Submit to record the entry Re enter in the student s record and assign that student to the new school NOTE Consult the School Directory at http www state nj us njded directory for County District and School Codes for all Public Nonpublic PSSD and Charter Schools NOTE Early Childhood Community Provider codes are available on the Student Transportation website at http www nj gov njded finance transportation codes e lf the school the student is attending cannot be found in the lists above please contact the Student Transportation Unit to determine if the school should be added to our system 3 Route Number Select the identification number assigned to the route this student rides The route ID must exist in route file unless the route ID is Nonpublic AIL Charter AIL Choice AIL or
32. ted Students 17 NOTE If changes are not made to the existing student record records may be duplicated e g where a student repeated the same grade or changed schools 3 Rollup Last Year s Data a Select Rollup Last Year s Data b Select Start Rollup Process vi You cannot roll up student data and import a vendor DAT file Once you start the rollup process any student rollup records previously processed and added to the system will be deleted Any students added individually will not be affected The DOE program contains the student data you submitted last year a 12 grade students are deleted b All other student grades except S1 and S2 are rolled up one year After the rollup process is complete you will get a successfully processed message that explains how many records were successfully added and how many records were rejected If there are errors on the rollup there will be a link to a Download Error Report showing the rejected records Changes to the student data must be made by selecting View Submitted Students You must select the student and make changes necessary to the existing student record delete students no longer in the district and add any new students NOTE If changes are not made to the existing student record records may be duplicated e g where a student repeated the same grade or changed schools c Select Return to Student Level Data to
33. the authorized School District Administrator certifying that the submitted data is accurate Select Certify and Finalize after completing this section 40 District Report of Transported Resident Students New Jersey Department of Education Certification The District Report of Transported Resident Students DRTRS was certified on October 3 2014 at 02 13 PM District County ATLANTIC District Name Absecon Public Schools First Name Last Name Title z Phone Number 5678908 Email rz ms com Undo Certification If you must make corrections after completing the certification section select View Certification from the main menu and select Undo Certification After making corrections you must re certify according to the instructions above The county office must receive an electronic PDF version of your district s DRTRS Summary Report by November 30 2014 41
34. tion need i e a wheelchair an aide nurse or an extended school year Otherwise select No NOTES Select Yes if e A Wheelchair is required on the vehicle to accommodate the need of a student you are entering as required by the student s IEP e An Aide Nurse is assigned to the student you are entering by that student s IEP Not if one is assigned to the route but not to the student you are entering e An Extended Year Program is required by the student s IEP on October 15 28 THE STUDENT FILE COMMON ERRORS If you answered No to the IEP question you will not be able to select any special education options or be given any special education prompts You will o Only be able to select PreK 12 as the student s grade not S1 S2 o Receive an edit if you selected Private School for Students with Disabilities in the school menu o Not be able to select Yes to the Is Transportation Required by the IEP Question for less than remote students o Not be able to select Yes to the Does the Student s IEP Require any of the following Wheelchair an Aide Nurse or Extended School Year Question o Asaresult gt Ifthe student is remote from school transported out of district and or has a special transportation need you will receive regular transportation aid not special education transportation aid gt If the student is less than remote from school but is eligible f
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