Creating a New ST-11 Transportation Request

The Transportation tab in the Student Profile is where you can submit a Request for Curb-to-Curb Transportation Services form (ST-11) Service form in eCSSS. Before using this screen, there are several steps that must be taken first that occur outside this screen. For more background on Transportation services and the pre-requisite steps, please see About Transportation.

INTERNET EXPLORER NOTE: If you are experiencing problems viewing this screen, turn off Compatibility View.  Clicking on the icon toggles the Compatibility View on and off.

1. Search for a student

2. From the Select Profile View, select Page 2.

3. Select the Transportation tab.

4. From the Actions menu, select New ST-11 Request. This brings up the Request for Curb-to-Curb Transportation Services form.  

5. Complete the Service Information tab. Please note:

• Request Type – Automatically fills in:  New, Change or Terminate Service are the options and are based on the actions that user commits.

• Submitted Date – Automatically fills in with the dates when the user puts a check in the Submit Request box, indicating that the document is complete.

• Submitted Request– Check when both tabs have been completed with all the required information.  The document then becomes available to send to the transportation office. The user can save a document without submitting but that is only a draft form, and this will not be available to the transportation office. 

• School Year – Drop-down list that will have the current school year and the new school year when it becomes available to select.  If there is no school year to select, then there is already a request in for that year, and the user will then need to edit that request with the needed change.

• Effective Date – Date that the service should begin, giving transportation time to set up the service appropriately.  For example, if the Annual review is held on May 5, 2011, two requests need to be submitted:  one for the current school year to cover the service for the remaining school year and one for the new school year. NOTE: If the student is transferring schools select a date that will provide the request for transportation to be processed and implemented.

• Name of School Student will be attending:  Auto-populates with the student’s enrolled school but allows for the selection of another location if the student will not be actually attending the school enrolled in. 

• Use Private Programs List - Click this checkbox to change the options in the drop-down menu to private programs.  
   

• Primary Disability – Will automatically populate with the student’s primary disability as stated on the Eligibility Determination document.

• Ambulatory – Check the box only if the student can walk a distance without assistance.

• Special Equipment:  Note:  If applicable, click Add to select the equipment a student requires. More than one can be added.  Below are some of the common examples of devices:

• Electric Wheelchair

• Manual Wheelchair

• Walker

• Crutches

• Hearing Aids

• Oxygen

• Braces, orthotics or head gear for protection
   

*** Add equipment that student uses regularly.  Do not add if it is used only for physical or occupational therapy or if it will be left in school. Example:  Student uses a wheelchair but once a day, he uses a walker for 30 minutes.  For the ST-11 form, add only the wheelchair.
 

• Student’s Primary Contact: Use Import button to select the person from the student’s Contacts, who is the key person for transportation to contact. 

• Comments:  Provide information that will give the transportation personnel some insight about the student - how to work with her or him, and/or plan the route the student will be on.  Support plans, triggers, signs of a possible issue are examples of useful information.  Also, the student's other contact people may be documented. For example, if the grandmother will be at the location two days of the week and the mother will be the remainder of the week, the mother is the primary contact and the grandmother's information will go into the comments section.
  
  School Administration Section

• Completed by and Position are auto-populated with the information of the user inputting into eCSSS.  If a user is inputting for another person, select that individual to override what auto-populated. 

• Administrator: Import the name of the Principal/VP who attended the IEP meeting and agreed that transportation was needed.  If a designee sat in for the administrator, import the administrator’s name who would have attended.

• Contact Number:  Number of the school personnel whom the transportation office can contact.  Does not require the area code. 
   

6. Complete the Pick-Up/Drop-Off Information tab. Please note:

• Pick-Up Address – Morning location where the bus will pick up the child from.  The Residential Address button can be used to auto-populate this field from the Demographics tab or the address can be typed in.

• Drop-Off Address – Where the bus will drop the student off after school.  If location is the same as the Pick-up, click the Use Pick-up Address button.  If location is different, type in the correct information.

• Pick-Up & Drop-Off Contact information – Transportation requires a responsible designated person be at the pick-up and the drop-off location.  There also needs to be current usable phone numbers to reach the person(s).  Enter the phone number that should be used the most as the primary number. Please note that these names come from the contact tab so if the person is not in eSIS as a contact they cannot be chosen, so the team needs to add the person as a contact.
   

7. Once the two tabs have been completed, click the Submit Request button.  
   
    

8. Click Save then Close. The information will become available to the transportation personnel so that the request can be processed.
    

NOTE: What Happens Next

1. Student Transportation Service Office will review the request and assign the appropriate bus company.

2. Bus company will assign the student to a specific bus route and determine a pick-up time and approximate drop off time.

3. Bus company will inform parent(s) and school of starting date and pick up time as soon as the bus route is established.  Travel time and transfers will be discussed at this time.

4. On the first day of service, the bus driver will provide parent with a copy of the DOE Parent Handbook regarding transportation of a student.

NOTE:  For Transportation contact information, please refer to the Student Transportation Branch section of the Hawaii DOE Directory: http://lilinote.k12.hi.us/STATE/COMM/DOEDirectory.nsf