Transportation

Tool Search: Transportation

The Student Transportation tool allows districts to record the bus the student is assigned to and from school and the vehicle the student drives to and from school. There are two sections to one Transportation record:

  • Transportation Detail. Users can record the student's assigned bus stop(s) and bus(es), typical bus arrival/departure times and the number of miles transported per day.
  • Parking Detail. Users can record student-specific school parking information when a student is permitted to drive their own vehicle to school.

Additional Transportation tools are available in School & District Settings Transportation.

Screenshot of Transportation tool filled out for a student in Student Information General.Student Transportation

When districts have defined custom attributes for transportation, a third section displays on the tool called District Defined Elements. Follow district procedures when entering that information.

Fields vary by state. Please see your state's State Tools articles for more information on Transportation procedures in your state. 


  • Buses - stores all of the district's bus numbers.
  • Batch End and Delete Wizard - allows districts/schools the ability to end and/or delete existing transportation records for multiple students at a time.
  • Transportation Roll Forward - allows districts/schools to move existing student transportation records from the current calendar into next year's calendar. 
  • Student Bus Assignment Report - prints bus information for students in a list or in a badge form, generated by bus number or by teacher.
  • Transportation Summary Report - lists current transportation records that includes either bus information or parking detail information. 

Tool Rights

Full access to Student Transportation requires the following tool rights for Student Information > General > Transportation: 

  • R rights allow users to see the Transportation tool. Also allows users with rights to Student Summary to see Bus In/Bus Out information.
  • W rights allow users to edit existing Transportation entries.
  • A rights allow users to add new Transportation entries.
  • D rights allow users to delete Transportation entries.

Screenshot of Transportation all tool rights marked on and highlighted for Student Information General.Student Transportation Tool Rights

Transportation Ad hoc Information

Student Transportation information can be found in Ad hoc reporting for the Student Data Type in the Student > Transportation folder.

  • Use the Active Bus Info, Most Recent Bus Info and Bus History options to build reports for student bus assignments.
  • Use the Active Parking Info, Most Recent Parking Info and Parking History options to build reports for student parking records.

Screenshot of Transportation fields available in the Filter Designer.Transportation Fields in Filter Designer

Transportation Logic

Transportation information displays in Ad hoc Reporting, Student Schedule, Student Summary and Campus Student/Campus Parent.

Transportation records are tied to a calendar ID; therefore, when a student is not enrolled in the calendar selected in the Campus toolbar, a warning message displays. 

  • Only one active transportation record is allowed per calendar. When a user has an active transportation record and a new record is created with a start date occurring later than the start date of the existing record, the existing record is auto-assigned an end date of the day prior to the start date of the new record.
  • Overlapping records within a calendar are not supported. However, concurrent records in multiple calendars are allowed. When a user has an active transportation record and a new record is created with a start date occurring on the same or earlier than the existing record, an error message displays indicating that overlapping enrollments are not allowed. A new record is not created. This should be manually resolved by the user.
  • Bus information and parking information can be stored on the same record for the same date range. When a new transportation record is created, both the bus and parking information need to be entered, if the parking information is still accurate.

Transportation Detail Information

Bus information is entered in the Transportation Detail section of the Transportation tool. The active bus information displays on the Student Summary and can also be printed on Student Schedules when marked on the Schedule Report Preferences.

Screenshot with bus information area highlighted on Transportation record.Transportation Detail

Data Element

Description

Ad hoc FieldDatabase Location

Start Date

Indicates the date the transportation record was entered and/or modified for the student (the first day of riding the bus, the day the student received a parking permit, the day mileage was entered, etc.)

activeBus.startDate
recentBus.startDate
bus.startDate
Transportation.startDate

End Date

Indicates the date the student's current transportation record was modified and a new record was created.


When this field is blank, the Transportation record is considered active.

activeBus.endDate
recentBus.endtDate
bus.endDate
Transportation.endDate

In Bus

Number of the bus the student rides to school.

activeBus.inBusNumber
recentBus.inBusNumber
bus.inBusNumber
Transportation.inBus

Out Bus

Number of the bus the student rides when leaving school.

activeBus.outBusNumber
recentBus.outBusNumber
bus.outBusNumber
Transportation.outBus

In Time

Time at which the bus picks up the student.

activeBus.inTime
recentBus.inTime
bus.inTime
Transportation.inTime

Out Time

Time in which the bus leaves school to drop off the student.

activeBus.outTime
recentBus.outTime
bus.outTime
Transportation.outTime

In Bus Stop

Location of where the bus picks up the student for school. This field is limited to 30 characters.

activeBus.inBusStop
recentBus.inBusStop
bus.inBusStop
Transportation.inBusStop

Out Bus Stop

Location of where the bus drops off the student from school. This field is limited to 30 characters.

activeBus.outBusStop
recentBus.outBusStop
bus.outBusStop
Transportation.outBusStop

Late Bus

Number of the bus the student rides if participating in after school activities.

activeBus.lateBusNumber
recentBus.lateBusNumber
bus.lateBusNumber
Transporation.lateBus

Miles Transported

Number of miles the student rides the bus, a summation of the distance to school and from school.

activeBus.milesTransported
recentBus.milesTransported
bus.milesTransported
Transporation.milesTransported

In Bus, Out Bus and Late Bus fields use information created in System Administration Buses.

Enter Transportation Detail Information

  1. Verify the Calendar is the correct selection for the student.
  2. Enter a Start Date for the transportation record.
  3. Select the In Bus number from the dropdown list.
  4. Select the Out Bus number from the dropdown list. 
  5. Enter the In Time.
  6. Enter the Out Time.
  7. Enter the In Bus Stop.
  8. Enter the Out Bus Stop.
  9. Select the Late Bus, if provided by the school or district.
  10. Enter the Miles Transported.
  11. Select the Save button. The transportation record is listed in date order in the Transportation Calendar list. 

Parking Detail Information

Parking detail stores all student-specific information related to school parking. This area is useful when issuing parking permits or enforcing parking violations.

Screenshot with parking information highlighted on transportation record.Parking Detail

Data Elements

Description

Ad hoc FieldDatabase Location

Make

Indicates the car manufacturer and/or brand.

activeParking.make
recentParking.make
parking.make
TransportationParking.make

Model

Indicates the model within the car brand.

activeParking.model
recentParking.model
parking.model
TransportationParking.model

Color

Indicates the color of the student's car.

activeParking.color
recentParking.color
parking.color
TransportationParking.color

Plate Number

Indicates the license plate number.

activeParking.plateNumber
recentParking.plateNumber
parking.plateNumber
TransportationParking.plateNumber

Parking Permit

Identification number attached to the student's issued parking permit. 

activeParking.parkingPermit
recentParking.parkingPermit
parking.parkingPermit
TransportationParking.parkingPermit
 

A Calendar selection and a Start Date are required when adding parking information. These fields are located in the Transportation Detail section of the editor. 

Enter Parking Detail Information

  1. Verify the Calendar is the correct selection for the student.  
  2. Enter a Start Date for the parking information. 
  3. Enter the Make.
  4. Enter the Model.
  5. Enter the Color.
  6. Enter the Plate Number.
  7. Enter the Parking Permit.
  8. Click the Save button.

Delete and End Transportation Records

Deleting a record completely removes the information from the database. Transportation records are automatically ended in the following situations:

  • When a new record is created in the same calendar as another record;
  • When the current record has no end date; or
  • When the new record's start date is more recent than the current record's start date.

Delete Transportation Records

  1. Select the transportation record to delete from the Transportation Calendar. The detail of the record displays.
  2. Click the Delete button. A warning message displays, verifying the record is to be deleted. 
  3. Click the OK button to continue with the deletion process or click the Cancel button. 

End a Transportation Record

  1. Select the transportation record to end from the Transportation Calendar. The detail of the record displays. 
  2. Enter an End Date in the Transportation Detail section. 
  3. Click the Save button when finished. The selected transportation record displays in the Transportation Calendar section.

End dates must be within the transportation record's calendar start and end dates. 

Documents

To view documents, click the Documents button on the action bar. See the Student Person Documents article for more information.

Screenshot of Upload Document tool within Transportation tool.Transportation Documents


Previous Versions

Transportation (Student) [.2243 - .2307]
Transportation (Student) [.2211 - .2243]