2011-12 Student transportation Survey - Ontario · 2012-05-28 · Ministry of Education 2011-12...
Transcript of 2011-12 Student transportation Survey - Ontario · 2012-05-28 · Ministry of Education 2011-12...
Ministry of Education
2011-12
Student Transportation
Survey
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 2
2011-12 Student Transportation Survey Instructions
Background
Since 2000-01, the Ministry of Education has collected student transportation data from school
boards through an annual survey. Currently, data is gathered on numbers of transported students,
safety, policies, technology use, finances, contractors and vehicle use.
In order to ensure the accuracy of the survey data, the information that is submitted is reviewed
for validity, clarity and consistency by Ministry staff.
Provincial, board and consortium reports will be shared using the information collected. The
reports include student reports, safety, policy, technology reports, coterminous delivery, vehicle
reports, financial reports and statistical reports.
Purpose
The purpose of this instruction document is:
To provide clear, concise explanations and illustrations for the processes and data
requirements in order to successfully complete and submit the transportation survey;
To ensure the survey data submitted by transportation consortia is consistent, measurable
and comparable with other transportation consortia; and
To provide a tool to assist transportation consortia in completing the transportation
survey in a timely manner.
Survey Process
The survey process includes 3 key stages – submission, review and reporting.
Submission – Transportation consortia must submit the transportation survey before the
deadline. As part of the process, transportation consortia are expected to review and validate
data for completeness and accuracy before submission. Completeness and comparability of
information are essential for analysis and decision-making for all stakeholders.
Review - Thorough quality assurance efforts will be undertaken by Ministry staff to maintain
integrity and accuracy of information. If there are items that need to be addressed following the
submission review by Ministry staff, consortium representatives will be contacted to confirm
and/or clarify these items.
Reporting - The data collected will allow the Ministry to conduct analyses and produce
comprehensive and meaningful reports. This information will also be useful in assisting school
boards and the Ministry in making informed decisions.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 3
2011-12 Transportation Survey
The Ministry has continued to work with OASBO and considered all the valuable feedback
received by the sector. The four files to be used for the 2011-12 survey data collection are:
1. 1_Students and Financial Information
2. 2_Contracts and Vehicles
3. 3_Transportation Policies
4. 4_Transportation Safety
1. Key Changes in the 2011-12 Transportation Survey
Submission deadline is November 30, 2012, 10:00 a.m. to allow transportation
consortia to align with school boards‟ financial reporting and to report actual
expenditures for 2011-12.
The student, route and vehicle information should reflect October 31st, 2011 data.
Financial and expenditure information should reflect data from the entire 2011-12 school
year.
The Green cell or Green tab indicates “new” information for your data input and
verification.
Both eligible and scheduled transported students to be reported to enhance analysis of
policy and key performance indicators.
Attendant/Monitor costs and associated number of personnel to be reported
separately for consistency and to enhance comparative analysis of costing.
Clear definition of planning and administration expenses provided for consistency and
to enhance comparative analysis of costing.
Clear instruction on scheduled/actual versus paid vehicle size provided for consistency
and to enhance comparative analysis of costing.
Shared vehicles with other consortia or organizations to be reported with percentage
shared to enhance comparative analysis of costing.
Variance over 2% between current and prior year for students, financial and vehicles
and costs to be explained.
Visuals and graphs as requested by transportation consortia provided to aid review and
analysis.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 4
2. General Information
a. Enabling Macros
Excel must be set up with “enable macros” before loading any data. How to enable macros
depends on the version of Excel and the security level you are running. For example:
When you open a file you may be asked whether to “enable macros” or “disable macros.”
In all cases, please click “enable macros” when you open any of the files.
Or when you open a file, you may see “Security Warning”. Click options, under Macro
“enable the content.” See illustration on page 2.
Note - If the security level is set to “high,” you will not the see the above two scenarios. You will
need to lower the security level.
b. Report Data
The student, route, and vehicle information should reflect October 31st, 2011 data. Financial
and expenditure information should reflect the entire 2011-12 school year. The deadline of
November 30, 2012 will allow consortia to submit their actual expenditures for the entire school
year. The Ministry should not expect large variances in transportation expenditures between
survey results and information submitted by each individual school board.
c. HST Reporting
All financial information should include the portion of HST that a school board or consortium
cannot claim.
d. Input Versus Non-lnput Field
Input fields are white, and non-input fields are blue or light green. Input fields are for data
entry or comments and non-input fields are for data or information automatically
generated or populated by the system. Illustration using the example below:
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 5
Consortium Total 66150 Comments 67156 Comments
Planning and Administration
Regular Transportation (Non-transit)
French Immersion Transportation (Non-transit)
Gifted Program Transportation (Non-transit)
Magnet Program Transportation (Non-transit)
Special Transportation Needs (Non-transit)
Transportation Dedicated for Students Requiring Wheelchair Accessible Vehicles (Non-transit)
Public Transit Passes
Mobility Accessible Public Transit
Section 23 Transportation
Summer school transportation
Late-bussing, Field Trips, and School to School Transportation that are paid from the transportation budget
Board and Lodging
Rider Safety Program
Driver Training for CPR/First Aid training
Attendant/Monitor Costs
Other
Total
e. Pasting Information
If you are not manually entering data, but pasting data/information into the Excel files, please
use “Paste Special” -> “Values”.
f. Input Versus Non-Input Tab
Input Field
s
Non-Input
Field
Input
Fields
Non-Input
Field
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 6
Input tabs are marked with a „D‟ at the beginning of the tab names, and non-input or summary
tabs are marked with an „S‟. See example below:
Summary tables are only built in the Students and Financial Information, and the Contracts and
Vehicles files (#1 and #2 above) where appropriate to assist in validating input information.
g. Verification and Validation of data – Must Do – Refer to pages 18 to 20 for details
You must review ALL summary tabs in both #1 and #2 files to ensure completeness and
accuracy of submitted data.
You must clear all the errors and omissions before submission.
Easy Buttons to assist in verification and validation of data:
1. The “Calculate” button will ensure the summary tabs pick up all the inputted data.
Calculate
2. The “Check” buttons are built into 3 different tabs: D_Route Info; D_Routes and
Cost; and D_Run & Rider Info under Contract and Vehicle files (see below) for
easy checking of errors and omissions.
Check Contract IDs
Check Repeating Route IDs
Check Missing Route IDs
Check Missing Route Costs
Check Missing Riders
h. Submission of Data Files
The files should be emailed to [email protected] using the following format:
Subject Line: 2011-12 Student Transportation Survey Submission_Site_xx
Naming Convention for the files:
1_Students and Financial Information _xx
2_Contracts and Vehicles _xx
3_Transportation Policies _xx
4_Transportation Safety _xx
Notes: „xx‟ is your consortium site number (refer to Appendix 2)
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 7
Due to limitations on the file size in the mailbox, please send files 1 and 2 separately.
You may send files 3 and 4 together.
Example of submission: Niagara Student Transportation Services, consortium site number 8:
Subject Line: 2011-12 Student Transportation Survey Submission_Site_8
The following files are attached:
1_Students and Financial Information _8
2_Contracts and Vehicles _8
3_Transportation Policies _8
4_Transportation Safety _8
i. Contact Information
If you have any questions/inquiries, please contact Vanissa Szeto at [email protected].
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 8
Specific Instruction to Data Input and Data Feed Files
File 1: Students and Financial Information
Key Changes in 2011-12:
The student information should reflect October 31st, 2011 data. Financial and
expenditure information should reflect the entire 2011-12 school year.
Report # of eligible students
Report # of scheduled transported students
Attendant/Monitor costs will be reported as a separate item in the financial section
Planning and Administration costs are items that support transportation services.
Such items include salaries and benefits, rent, professional fees, office supplies,
professional development, advertising, insurance, communication, software fees &
licenses, travel & meetings, contractual services, equipment, day to day maintenance,
and board specific expenditures
Provide explanation for other expenditures
Graphs are provided in the Student Summary and Financial tabs
Consortium – „D_Consortium‟
Provide general information about your consortium. Such information includes:
Website address
Entity status
Contact information
Support service providers (whether done internally at the consortium, externally through a 3rd
party, or performed by one or more member boards)
Planning software (whether previously reported software continues to be used or new software
has replaced it)
Common calendar
List the boards for which you are providing student transportation services
Number of schools per board for which you are providing student transportation services
Position and employee information
Transported Students - Program - „D_Students‟
Provide the number of transported students, excluding Section 23 and Provincial School students. The
students who are taking public transit and receiving fully and partially subsidized passes and the
students who are taking mobility accessible public transit should be included in this table.
Transported Students – Program (Excluding Section 23 and Provincial School)
Board
Financial #
Transit /
Non-
Transit
Transportation
Program Panel Schedule
# of Eligible
Students
# of
Scheduled
Transported
Students
Expenditures
(Excluding
Attendants/Mon
itors)
66206 Non-Transit General JK/SK Noon 800 600 $1,661,515
1. Board Financial Number – Provide the 5-digit financial number for the board in which the students
are attending school (please refer to Appendix 3 for list of board financial numbers)
2. Transit / Non-Transit – Select public transit or non public transit
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 9
3. Transportation Program – Select a reason for providing transportation service to scheduled
transported students (Table A)
4. Panel – Select JK/SK, Elementary, or Secondary
5. Schedule – Select AM/PM, Noon or Alternate (Table B)
6. # of Eligible Students – Provide the number of students who are eligible based on the board‟s
transportation policy – (New)
7. # of Scheduled Transported Students – Provide the number of actual transported students – (New)
8. Expenditures (Excluding Attendants/Monitors) – Report actual 2011-12 expenditure for scheduled
transported students
Note: When providing this information, please do NOT leave any blank rows since this information
is directly tied to the Summary Tabs.
Table A: Transportation Program Pick List:
Wheelchair
Any student who requires a vehicle specifically adapted to allow wheelchair access;
typically a vehicle equipped with lift for wheelchair
Special
Transportation
Needs (STN)
Students requiring specialized transportation (E.g. Congregated and integrated Spec Ed
students that require dedicated routes and/or vehicles, students that must "Ride Alone,"
students that "Require an Attendant" on the vehicle, or any other special transportation
needs). Please exclude Section 23 students, Provincial Schools transportation, or
students that require wheelchair accessible transportation.
FI These students attend a French Immersion program
Gifted
Students who attend gifted programs but do not have special transportation
requirements
Magnet
Students who attend a choice school (e.g. special arts, music, technical programs,
International Baccalaureate, vocational school, or Montessori program).
Hazard
An area within the walk boundary where students are transported because it has been
defined by the board as hazardous to walk to school for certain grades of students
Courtesy
These students are not eligible for transportation but are receiving transportation due to
spare capacity on the vehicle
General
These are students receiving transportation due to distance and do not have any special
transportation needs, and are usually transported to their home school. These do not
include students attending French Immersion, "Magnet" programs, Gifted programs or
special needs students
Below is a hierarchy chart for student transportation reporting (i.e., A1 then A2 then B1 and so on).
A) Specialized
Transportation B) Program Choice C) General
A1) Wheelchair
Accessible
B1) French
Immersion
C1) Hazard
A2) Special
Transportation Needs
B2) Gifted
Programs C2) Courtesy riders
B3) “Magnet”
Programs C3) General
Transportation
Table B: Student Panel Pick List:
AM/PM Full day every day students
Noon Half day every day students
Alternate Full day alternate day students
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 10
Transported Section 23 Students – „D_S23‟
Provide the following information for each board by jurisdiction and type of facility:
Board Financial # Jurisdiction Board Facility
# of
Transported
Students Annual Expenditure
67334 Inside Yes 45 $23,605
1. Board Financial Number – The 5-digit financial number for the boards.
2. Jurisdiction – Identify whether the facility is inside or outside the board jurisdiction. The
jurisdiction is referring to the board’s boundaries and not other jurisdictions (e.g. schools).
3. Board Facility – Select the type of facility used: board facility or non-board facility. For a facility
to be considered a „board‟ facility, it must be owned by the board that is providing the
transportation.
4. # of Transported Students – Provide the number of transported students attending these facilities.
5. Annual Expenditure - Provide actual transportation costs for these students.
Out of Board‟s Boundary Transported Students – „D_Out Bound‟
Provide the number of out of board boundary students transported by your consortium to the boards in
your consortium. Transported students who are considered „out of board‟ are students who are
transported out of the board’s boundaries and not other jurisdictions (e.g. schools).
Board
Financial #
Reason for
Transportation Panel
# of
Transported
Students
Annual
Expenditure
Paid by Another Board?
If yes, which board?
67202 Right to attend Elementary 120 $10,000
66311 Under agreements Secondary 20 $5,000 66222
1. Board Financial # – Provide the 5-digit financial number for a board that the students are attending
school
2. Reason for Transportation – Select a reason for providing transportation services: Right to attend,
Under agreements, or Other
3. Panel – Select JK/SK, Elementary, or Secondary
4. # of Transported Students - Provide the number of out of board boundary transported students
5. Annual Expenditure – Provide actual transportation cost for out of board boundary students
6. Paid by Another Board? If yes, which board? – If another board is paying, exactly who is it?
Student Ride Time and Number of Students With More Than One Address – „ D_Ride Time‟
Provide the information:
Student Ride Time Students With More Than One Address
Board Financial #
Number of students
estimated to ride more
than 60 minutes one-
way to school or
home on a daily basis
Number of students
estimated to ride more
than 100 km one-way
to school or home on
a daily basis
JK/SK Elementary Secondary
67202 3 4 3 3 4
67334
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1. Estimated number of students riding more than 60 minutes one way to school or home on a daily
basis
2. Estimated number of students riding more than 100 km one way to school or home on a daily basis
3. Students With More Than One Address by Panel - Should include total number of students with
more than one address transported in your board. That includes students who have two homes (e.g.
separated parents) or who have different addresses in the student transportation system for their
drop off and pick up locations.
Specialized Programs – „D_Specialized Program‟
List all the specialized programs excluding French Immersion, Gifted and Section 23 programs for
each board:
Specialized Programs
Board
Financial
#
Specialized Program (Full
Name) Brief Description of Program
Transportation
Provided Panel
# of
Transported
Students
67202
Supervised Alternative
Learning for Excused Pupils
(SALEP)
For students not achieving success
through regular school program. Yes Elementary 5
67202
Supervised Alternative
Learning for Excused Pupils
(SALEP)
For students not achieving success
through regular school program. No Secondary 0
67202
Immigrant Settlement and
Adaptation Program (ISAP)
Federal program that assists
immigrants with settlement and
integration. Yes Secondary 13
66311
Immigrant Settlement and
Adaptation Program (ISAP)
Federal program that assists
immigrants with settlement and
integration. Yes Secondary 234
1. Board Financial # - Provide the 5-digit financial number for the board in which students are
attending school
2. Specialized Program – Provide specialized programs for each board regardless of whether
transportation is provided or not. A sample list of specialized programs can be found in Appendix
1.
3. Brief Description of Program – Provide a very brief description (less than 20 words if possible).
The Ministry finds it very difficult to understand what most of the programs are for. For example:
ALEP, SAIL, Higher Ground, KLIP, ECO etc.
4. Transportation Provided – Select Yes or No if transportation is provided or not
5. Panel – Select JK/SK, Elementary and Secondary
6. # of Transported Students – If transportation is provided (i.e. „Yes‟ from #4 above), provide the
number of transported students for each specialized program.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 12
Financial Information – „D_Financial Information‟
The financial information table:
Consortium
Total 67202 Comments 67334 Comments
Planning and Administration
Regular Transportation (Non-transit)
French Immersion transportation (Non-transit)
Magnet Program Transportation (Non-transit)
Gifted Program Transportation (Non-transit)
Special Transportation Needs (Non-transit)
Transportation Dedicated for Students
Requiring Wheelchair Accessible Vehicles
(Non-transit)
Public Transit Passes
Mobility Accessible Public Transit
Section 23 transportation
Summer school transportation
Late-busing, Field Trips, and School to School
Transportation that are paid from the
transportation budget
Board and lodging
Rider Safety Program
Driver Training for CPR/First Aid training
Attendants/Monitors
Other
Total 0 0 0
Transportation costs for regular, French Immersion, magnet program, gifted program, special
transportation needs, wheelchair accessible, public transit and section 23 students will be populated
(blue cells) from the expenditure information that is reported under the D_Students tab.
The following expenditures will need to be provided for each board:
1. Planning and Administration are items that support transportation services including:
Salaries and benefits
Rent
Professional fees
Office supplies
Professional development
Advertising
Insurance
Communication
Software fees & licenses
Professional development
Travel & meetings
Contractual services
Equipment
Day to day maintenance
Board specific expenditures
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 13
2. Summer school transportation
3. Late-busing, Field Trips, and School to School
4. Board and lodging
5. Rider Safety Program
6. Driver Training for CPR/First Aid training
7. Attendants/Monitors – include all the costs paid within and outside your contracts and # of
attendants/monitors in the comment column on the right – (New)
8. Other expenditures – those expenditures that are not included above (e.g. extraordinary expenses) -
All other expenditures must be explained in the comment column.
Summary Tabs
These are summary tables designed to assist Consortium, Board, and Ministry staff to review and
validate data. The consortium should review the tabs for accuracy before submitting.
Non-Transit Summary - S_Non-Transit
Transit Summary – S_Transit
Section 23 Summary – S_S23
Out of Board Boundary Students Summary – S_Out Bound
Comparative Analysis (New)
These tables provide the comparative analysis between 2011-12 and 2010-11 surveys. 2011-12 and
2010-11, Variance and % Variance data will be automatically generated based on data entered from last
year‟s submission. Consortia are required to provide explanations on variances greater than 2%
between the 2 years.
1. Students
Students 2011-12 2010-11 Variance % Variance Explanation
Wheelchair Accessible
Special Transportation Needs
French Immersion (program
support policy)
Gifted Programs
Magnet Programs
Hazard
Courtesy
General Transportation (due to
distance policy)
2. Transportation Costs
Transportation Costs 2011-12 2010-11 Variance % Variance Explanation
Planning and Administration
Regular Transportation (Non-
transit)
French Immersion
transportation (Non-transit)
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 14
Gifted Program
Transportation (Non-transit)
Magnet Program
Transportation (Non-transit)
Special Transportation Needs
(Non-transit)
Transportation Dedicated for
Students Requiring
Wheelchair Accessible
Vehicles (Non-transit)
Public Transit Passes
Mobility Accessible Public
Transit
Section 23 transportation
Summer school transportation
Late-bussing, Field Trips, and
School to School
Transportation that are paid
from the transportation budget
Board and lodging
Rider Safety Program
Driver Training for CPR/First
Aid training
Attendant/Monitor Costs
Other
Total
Graphs (New)
Visuals and graphs are provided to aid review and analysis. Once data is inputted, graphs will be
populated automatically.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 15
File 2: Vehicles and Contracts
Key Changes in 2011-12:
1. For contract information, report “paid vehicle size” based on contract agreement
2. For route information, report “schedule/actual size” based on actual on-the-road route information
3. If a vehicle is shared between consortia or with another outside organization, report the % of total
cost paid by your consortium, otherwise report 100%.
4. If attendant/monitor cost is included in your contract, report the cost separately.
5. PDPV has been renamed as Van-Accessible
Consortium – „D_Consortium‟
1. List the boards your consortium is providing transportation services for – these should be the same
as the board information provided in File 1
2. Provide general answers on the age of your contracted fleet - The answers should be number of
years (i.e. 5, 6, 7) and not the actual year (e.g.1999, 2000, 2001).
3. Provide parent-paid transportation information – in addition to reporting parent-paid transportation
information in this section, the student and cost information should have been reported under the
student transportation section in File 1.
General Contract Information – „D_Contract‟
Provide contract information by vehicle type for the consortium. Information collected will provide an
overview of contract structures by vehicle type across the province.
General Contracts Information
Contract ID
Paid Vehicle Size in
Contract
Daily
Base
Rate
Contracted
Minimum
Daily KMs
Covered by
Base Rate
Contracted
Minimum
Hours per
Day
Covered by
Base Rate
Variable
$/km (for
kms over
base
guarantee)
Variable
$/hour
(for time
over base
guarante
e)
Fuel
Escalation
Fuel Rate
Recognized in
Contract
Contract
Start
Date
(dd/mm/y
yyy)
Contra
ct End
Date
(dd/m
m/yyyy
)
Paid Deadhea
d Definitio
n
Procurement Method
1. Contract ID – List each contract that has a different contract structure. Assign a generic number
for each like contract structure, e.g. C1, C2, C3 etc. The contract ID MUST be unique. Example 1,
if your consortium has 50 contracts for full size vehicles with the same base, variable rates and
procurement method, you can report them as one contract structure, e.g. C1. Example 2, if you are
dealing with multiple divisions of a contractor, and all of which have different rates, you may
provide multiple contract rate structures, C1 – ABC Division, C1 – XYZ Division
2. Paid Vehicle Size in Contract – Provide the paid vehicle size in your contract (NEW clarification)
– (Table C)
3. Daily Base Rate – Provide the base cost per day
4. Contracted Minimum Daily Kilometres Covered by Base Rate – The minimum kilometres covered
by the daily base rate provided above. If the base rate does not cover any minimum kilometres,
please report “0”
5. Contracted Minimum Hours per Day Covered by Base Rate – The minimum hours per day covered
by the daily base rate provided above. If the base rate does not cover any minimum hours, please
report “0”
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 16
6. Variable Rate Per Kilometre for Kilometres Over Base Guarantee – What is the variable rate per
kilometre over the base kilometre reported under #5 above. Provide rate in dollars (e.g. $0.23 for
23 cents).
7. Variable Rate Per Hour for Time Over Base Guarantee - What is the variable rate per hour over the
base hour reported under #6 above. Provide rate in dollars (e.g. $0.50 for 50 cents).
8. Fuel Escalation – does the contract have an escalation or escalation/de-escalation clause? Fuel
escalator, Fuel escalator/de-escalator, None
9. Fuel Rate Recognized in Contract – If there is a fuel escalator/de-escalator clause, provide rate in
dollars (e.g. $0.86 for 86 cents).
10. Contract Start and End Dates – official contract start and expiry dates (format: dd/mm/yyyy)
11. Paid Deadhead Definition – since deadhead kilometres can be paid in various ways across different
consortia, information is now collected on how paid deadhead is accounted for each contract. For
example, a definition may be: „deadhead is paid on the distance from the very first pickup to the
last drop off‟.
12. Procurement Method – Provide the procurement method for each contract ID. Options include:
RFP, Two-Stage, Tender, Single Source, Sole Source, and Negotiation. Obtained from various
Ministry sources, definitions for each method are listed in Table D below.
Table C - Paid Vehicle Size in Contract:
Full-Size Chrome yellow, passenger seating capacity 48 plus
Full-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity 48 plus
Mid-Size Chrome yellow, can include passenger seating capacity of 24 to 48
Mid-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity of 24 to 48
Mini-Size
Chrome yellow, can include wheelchair, passenger seating capacity of 16 to
20
Mini-Size-Adapt Chrome yellow, can include w/c, passenger seating capacity of 16 to 20
Van
Full-size passenger vans, (e.g. B3000); passenger seating capacity of 8 to
12
Mini-Van
Multi-purpose passenger vehicle (e.g. caravans) passenger seating capacity
of 6 to 8
Sedan Car, mini-van, passenger seating capacity of 4 to 8
Van-Accessible Physically disabled passenger vehicle, carries both w/c and ambulatory
Taxi
Car, mini-van, licensed by municipality, passenger seating capacity of 4 to
8
Taxi-Accessible Physically disabled passenger vehicle, carries both w/c & ambulatory
Table D - Procurement Method Definitions:
RFP (Request for Proposal) - A document used to request suppliers to supply solutions for the
delivery of complex products or services or to provide alternative options or solutions. It is a process
that uses predefined evaluation criteria in which price is not the only factor.
Two-Stage - A two-stage process uses the four sequential elements consistent with any competitive
procurement process: development of procurement documents, release of document and invitation open
period, submission deadline and evaluation, notice of award and signing of contract. Typically, the
difference is that these elements are performed twice in two separate stages. The first stage is to pre-
qualify service providers for the purpose of gathering information on supplier capabilities and
qualifications, with the intention of creating a list of pre-qualified and/or preferred suppliers. The
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 17
second stage is to select the service provider(s) for service or goods provision through inviting the
service provider(s) on the list to participate in a competitive procurement process.
Tender (Request for Tender) - A document used to request supplier responses to supply goods or
services based on stated delivery requirements, performance specifications, terms and conditions. A
Request For Tender usually focuses the evaluation criteria predominantly on price and delivery
requirements. This document may also be called a Request for Quotation (RFQ) where the organization
has described exactly what needs to be purchased and the evaluation is made solely on price.
Single Source - The use of a non-competitive procurement process to acquire goods or services from a
specific supplier even though there may be more than one supplier capable of delivering the same
goods or services.
Sole Source - The use of a non-competitive procurement process to acquire goods or services where
there is only one available supplier for the source of the goods or service.
Negotiation – The use of a non-competitive procurement process where contract terms are usually
negotiated with suppliers based on historical arrangements.
Route Information – „D_Routes Info‟
Provide route information. A „route‟ is defined as the total number of runs serviced by a given vehicle.
For example, if a full-size vehicle has two daily runs (run A and run B) the route (say Route „X‟)
accounts for both A and B runs.
Routes Information
List all the vehicles you are contracting with for
the following information Distance (KM) Time (Hour)
Route
ID
Contract
ID
Scheduled/
Actual
Vehicle
Size
Contractor
(Full
Name)
Paid
Dead
head
Paid
Slac
k
Run/
Load
Paid
Deadhead
Paid
Slack Run/Load
% of Total Cost Paid by
Your Consortium
1. Route ID – Provide a reference number for each route. It is recommended you use the actual route
number or reference number in your planning system. Each Route ID MUST be unique in this
tab and must appear in ALL tabs where Route IDs are requested (i.e. „D_Routes & Cost‟ and
„D_Run & Rider Info‟ tabs). The Route ID must be consistent throughout, including
spelling and format. 2. Contract ID – this links back to the information provided in the D_Contract tab. All routes should
be linked with a Contract ID in order to determine various route information pertaining to vehicle
sizes and contracts (e.g. number of routes, operator, procurement method, etc.).
3. Actual Vehicle Size – Select the vehicle size driven on the road
4. Contractor (Full Name) – Provide the full legal name of the operator.
5. Paid Deadhead Kilometre – an example would be the kilometres from first student pick up to the
last student dropoff.
6. Paid Slack Kilometre – the kilometres that are neither deadhead nor run/load, e.g. kilometres
between two runs or two schools.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 18
last drop off
Run A
1st pick up X
Slack or Link-Deadhead
Deadhead
Run B
last drop off
Run A
1st pick up X
Slack or Link-Deadhead
Deadhead
Run B
7. Run/Load Kilometre – the actual kilometres operated with students riding on the vehicle. This
should be the total number of kilometres for all runs in the route ID.
8. Paid Deadhead Time - an example would be the time from first student pick up to the last student
dropoff.
9. Paid Slack Time - the time that is neither deadhead nor load, e.g. time between two runs or two
schools.
10. Run/Load Time – the actual length of time with students riding on the vehicle. This should be the
total number of hours along all runs for the route ID
11. % of Total Cost Paid by Your Consortium – If a vehicle is shared between consortia or with
another outside organization, report the % of total cost paid by your consortium. Otherwise, report
100%.
Notes:
For deadhead, slack and run/load definition, please refer to Table E for illustration.
If the contract structure of this route is paid by kilometres, report 5 to 7
If the contract structure of this route is paid by hours, report 8 to 10
when entering time information, please follow this specific format when entering hours:
Time Data Input
1 hour 1
1 hour and 15 minutes 1.25
1 and half hours 1.5
1 hour and 45 minutes 1.75
Please do NOT leave any blank rows since information is directly tied to the Summary Tabs.
Please click all the “check” easy buttons to verify data. You must clear all the errors or
omissions.
Check Contract IDs
Check Repeating Route IDs
Check Missing Route Costs
Check Missing Riders
Table E - An example of deadhead, slack, and run kilometres:
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 19
Routing and Expenditure – „D_Routes & Costs‟
For each route listed in the Routes Information Section above, provide the following routing and
expenditure information:
Routes and Costing Information
Route ID Board Financial # Expenditures excluding
Attendant/Monitor Cost
Attendant/Monitor Cost
Included in Your Contracts
1. Route ID - List the route reference number
2. Board Financial # - List the board for the Route ID
3. Expenditures excluding Attendant/Monitor Cost – total route expenditures excluding
attendant/Monitor Cost. If routes are shared by multiple boards, the cost for each board must be
entered for those particular routes
4. Attendant/Monitor Cost Included in Your Contracts (New)
Notes:
Please do NOT leave any blank rows since information is directly tied to the Summary Tabs.
Please click all the “check” easy buttons to verify data. You must clear all the errors or
omissions.
Check Missing Route IDs
Check Missing Riders
Run and Rider Information – „D_Run & Rider Info‟
For each route listed in the Routes Information Section above, provide the following rider and
expenditure information:
Route ID Run/Load # Schedule
Board
Financial #
# of Unweighted
Riders # of Weighted
Riders School Panel
1. Route ID - List the route reference number.
2. Run/Load # - List all applicable runs for the Route ID. It is recommended you use the actual run
number or reference number in your planning system.
3. Schedule – Select AM, PM, or noon-hour for each run
4. Board Financial # - List the board if the board‟s students ride this bus
5. Number of Unweighted Riders – Number of unweighted riders from the Board on that particular
run. This counts the actual total number of riders.
6. Number of Weighted Riders – Number of weighted riders from the Board on that particular run.
This counts the total number of riders when weighting factors are applied. Weighting factors
may vary depending on the consortium. E.g. 0.5 for JK/SK.
7. School Panel – List the student type on that particular run: JK/SK, Elementary, Secondary, K/E,
E/S, All (Table F)
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 20
Notes:
Please do NOT leave any blank rows since information is directly tied to the Summary Tabs.
Please click all the “check” easy buttons to verify data. You must clear all the errors or
omissions.
Check Missing Route IDs
Check Missing Route Costs
Table F - The definition of school panel is below:
School Panel Represent
JK/SK JK/SK students
Elementary Elementary school students
Secondary Secondary school students
K/E Mixed with JK/SK and elementary students
E/S Mixed with elementary and secondary students
All All mixed
Notes on validating information:
Easy Button
Within all route information tabs (i.e. Routes Info, Routes and Cost, and Run and Rider tabs) there are
useful tools available to assist users with validating information that has been entered. Various buttons
have been included to cross-reference tabs so that information to be corrected and/or added if
information is missing. To check if:
Contract IDs are missing – „Check Contract IDs‟
Route IDs are repeating where it should be unique – „Check Repeating Route IDs‟
Route IDs are missing – „Check Missing Route IDs‟
Route costs are missing – „Check Missing Route Costs‟
Rider information is missing – „Check Missing Riders‟
Summary Tabs
Consortium Summary - S_Consortium Summary of Routes
Boards Summary – S_Boards Summary
Procurement Summary – S_Procurement Summary
Summary tables are designed to assist Consortium, Board, and Ministry staff in reviewing and
validating data. Click the „Calculate‟ button within the summary tabs to generate the summary tables.
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 21
Comparative Analysis (New)
This table provides the comparative analysis between 2011-12 and 2010-11 surveys. 2011-12 and
2010-11, Variance and % Variance data will be automatically generated based on data entered in
current year and data submitted in last year‟s survey. Consortia are required to provide explanations on
variances greater than 2% between the 2 years.
Vehicles
2011-12 2010-11 Variance % Variance Explanation
Vehicle Class Routes Costs Routes Costs Routes Costs Routes Costs
Full-Size
Full-Size-
Adapt
Mid-Size
Mid-Size-
Adapt
Mini-Size
Mini-Size-
Adapt
Van
Mini-Van
Sedan
Van -
Accessible
Taxi
Taxi-
Accessible
Total
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 22
File 3: Transportation Policies
Consortium
List the boards for which your consortium is providing transportation services – these should be the
same as the board information provided in File 1.
School Boards in This Consortium
Board Financial
#
Board
# Board Name
67202 55 Algonquin and Lakeshore Catholic District School Board (55)
67334 66 Conseil scolaire de district catholique du Centre-Est de l'Ontario (66)
66311 59 Conseil scolaire de district des écoles publiques de langue française n°. 59 (59)
66222 29 Hastings and Prince Edward District School Board (29)
66206 27 Limestone District School Board (27)
Walking Distance Policy
Provide home to school distance eligibility policies for General, Urban, Rural and Winter/Cold
policies. If there is no policy for a particular grade or scenario, you can leave it blank or put N/A.
Board
Financial
# Grade JK/SK Gr1 Gr2 Gr3 Gr4 Gr5 Gr6 Gr 7 Gr8 Gr 9-12
67202
Home to school distance (in
km)
Home to bus stop distance (in
km)
67334
Home to school distance (in
km)
Home to bus stop distance (in
km)
66311
Home to school distance (in
km)
Home to bus stop distance (in
km)
66222
Home to school distance (in
km)
Home to bus stop distance (in
km)
66206
Home to school distance (in
km)
Home to bus stop distance (in
km)
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 23
Bell Time
For each board, provide the number of schools for the time slot listed below
Morning Bell Time
AM Range # of Elementary Schools # of Secondary Schools Total
Before 8:00 AM
8:00 AM to 8:19 AM
8:20 AM to 8:39 AM
8:40 AM to 8:59 AM
9:00 AM to 9:19 AM
9:20 AM to 9:39 AM
9:40 AM and later
Total # of Schools 0 0 0
Afternoon Bell Time
PM Range # of Elementary Schools # of Secondary Schools Total
Before 2:30 PM
2:30 PM to 2:49 PM
2:50 PM to 3:09 PM
3:10 PM to 3:29 PM
3:30 PM to 3:49 PM
3:50 PM to 4:09 PM
4:10 PM and later
Total # of Schools 0 0 0
Loading Factor
For each board, provide loading factor policy information for full-size vehicles (i.e. 72-passenger).
In general, what is the maximum
number of seated passengers
that your board permits on a
"72-passenger" vehicle?
For planning purposes, what is
the maximum number of
students that your board
assigns to a "72-passenger"
vehicle?
JK to
Grade 6
Grade 7
to 12
JK to
12
JK to
Grade 6
Grade 7
to 12
JK to
12
Algonquin and Lakeshore
Catholic District School Board
(55)
Conseil scolaire de district
catholique du Centre-Est de
l'Ontario (66)
Conseil scolaire de district des
écoles publiques de langue
française n°. 59 (59)
Hastings and Prince Edward
District School Board (29)
Limestone District School Board
(27)
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 24
Transfer Policy
For each board, provide transfer policy and actual number of students requiring transfers
How many students
require a transfer on their
route?
How many of the above
number require more than
one transfer?
What is the maximum
number of transfers
allowed by your board per
trip?
Elementary Secondary Elementary Secondary Elementary Secondary
Algonquin and Lakeshore
Catholic District School Board
(55)
Conseil scolaire de district
catholique du Centre-Est de
l'Ontario (66)
Conseil scolaire de district des
écoles publiques de langue
française n°. 59 (59)
Hastings and Prince Edward
District School Board (29)
Limestone District School
Board (27)
Accessibility
Provide accessible transportation information:
Level of Service – only one level of service needs to be selected.
School Accessible Transportation Plans
Emergency Preparedness and Response Policy and Procedures
Training (questions have been updated to recognize new AODA standards)
Policy
For each section, provide additional service, plan, training and policy information in the Other
Information box (see below) that you would like the Ministry to note.
Other information:
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 25
File 4: Safety
Provide safety information on:
Rider Safety Training
Driver Training
Booster and Car Seat Usage
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 26
Appendix 1 - Samples of Specialized Programs
Able
Access Simcoe
Active Learning Centre
Adapt
Adult Education
ALEP
Apple Day Program
Area Composite
ASD/PPD
Aviation
BACK ON TRACK
Branching Out
Bridge
Bronte Creek Project
Centre for individual studies
Challenge Leap Atlas
Choices for Youth Program
Citizenship Pathways
College Link
COLLEGE LINK
Comprehensive
CONNECTIONS
Co-Op
Cooperative Learning Centre Counselling and Skills Development
Cosmetology
DC
Deaf/Vision/Hearing
Developmental Skills
Early Intervention
ECO
Enrichment
Experiential Learning
Fresh Tracks
Friendship Center
Gold Collar
Grace Haven
Higher Ground
Home Instruction at School
Host Program
Integrated Arts
Integrated Program
Intermediate Autism Program
International Baccalaureate
Itinerant School To Community Site
Junior Autism Program
Junior Intervention Program LD Regional Program
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 27
Junior LD Support Program
Junior/Intermediate West Learning Centre
Kindergarten Intervention Program
Kindergarten Language Program
Kirk Program Junior Autism Program
KLIP
Launch Richmond Hill and Concord, Rose of Sharon
Learning Disabilities
Support School To Community Youth Access
Lifeskills
EOT Centre
Successful Destination ABLE
Transitions Foundation
Multi-Grade
New Beginnings
New Directions
Nexus Apple Day Program Bridges - Life Skills
Nexus Pathways
Nexus Transitions
OASIS
Orthopedic
Peak Prog
Performing Arts
Primary Autism Program
Primary Learning Centre
Primary West Centre
PRISON FARM
Program to Assist Social Skills
Regional Centre for Autism Spectrum Disorder
SAAP
SAIL
SALEP
SAM/MISOL
SCORE
SHAPE
Social Skills
STEP
STOREFRONT
Strive
Success
Surrey Place Programs
Tech
The New View S.A.L.E.P. Centre
Toronto Pre-School of Autism
Trades
Transitions
Young Mom's4
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 28
Appendix 2 List of Consortium Sites
Site # Site Name
1 Windsor-Essex Student Transportation Services/Service de transport des élèves – Windsor-
Essex
2 Chatham Kent & Lambton Administrative School Services
3 Southwestern Ontario Student Transportation Services
4 Huron Perth Student Transportation Services
5 Student Transportation Service Consortium of Grey-Bruce/ Consortium de Service de
Transport des Élèves de Grey-Bruce
6 Student Transportation Services of Brant Haldimand Norfolk
7 Waterloo Region Student Transportation Service
8 Niagara Student Transportation Services
9 Hamilton-Wentworth Student Transportation Services
10 Service de transport de Wellington - Dufferin Student Transportation Services
11 Halton Student Transportation Services / Service de transport des élèves - Halton
12 Student Transportation of Peel Region
13 Toronto Student Transportation Group
14 Student Transportation Services of York Region
15 Simcoe County Student Transportation Consortium
16 Durham Student Transportation Services
17 Trillium Lakelands District School Board
18 Student Transportation Services of Central Ontario
19 Tri-board Student Transportation Services
20 Renfrew County Joint Transportation Consortium
21 Student Transportation of Eastern Ontario
22 Ottawa Student Transportation Authority
23 Nipissing Parry-Sound Student Transportation Services/Services de transport scolaire
Nipissing-Parry Sound
24 North East Tri-Board Student Transportation
25 Sudbury Student Services Consortium/Consortium de services aux élèves de Sudbury
26 Algoma & Huron Superior Transportation Services
27 East of Thunder Bay Transportation Consortium
28 Student Transportation Services Thunder Bay
29 Rainy River Transportation Services
30 Northwestern Ontario Student Services Consortium
31 Service de transport Francobus
32 Consortium de transport scolaire de l'Est
33 Consortium de Transport Scolaire d'Ottawa
34 CSD catholique des Grandes Rivières
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 29
Appendix 3 List of Board Financial Numbers
Board Name Financial #
Algoma District School Board (2) 28010
Algonquin and Lakeshore Catholic District School Board (55) 67202
Avon Maitland District School Board (8) 66010
Bluewater District School Board (7) 66001
Brant Haldimand Norfolk Catholic District School Board (51) 67164
Bruce-Grey Catholic District School Board (35) 67008
Catholic District School Board of Eastern Ontario (52) 67172
Conseil de district catholique de l'est Ontarien (65) 67326
Conseil scolaire de district catholique Centre-Sud (64) 67318
Conseil scolaire de district catholique Franco-Nord (60B) 29114
Conseil scolaire de district catholique des Aurores boréales (62) 29130
Conseil scolaire de district catholique des Grandes Rivières (60A) 29106
Conseil scolaire de district catholique du Centre-Est de l'Ontario (66) 67334
Conseil scolaire de district catholique du Nouvel-Ontario (61) 29122
Conseil scolaire de district des écoles catholiques du Sud-Ouest (63) 67300
Conseil scolaire Viamonde (59) 66311
Conseil scolaire de district du Centre Sud-Ouest (58) 66303
Conseil scolaire de district du Grand Nord de l'Ontario (57) 28118
Conseil scolaire de district du Nord-Est de l'Ontario (56) 28100
District School Board Ontario North East (1) 28002
District School Board of Niagara (22) 66150
Dufferin Peel Catholic District School Board (43) 67083
Durham Catholic District School Board (45) 67105
Durham District School Board (13) 66060
English-language Separate District School Board No. 38 (38) 67032
Grand Erie District School Board (23) 66168
Greater Essex County District School Board (9) 66028
Halton Catholic District School Board (46) 67113
Halton District School Board (20) 66133
Hamilton-Wentworth Catholic District School Board (47) 67121
Hamilton-Wentworth District School Board (21) 66141
Hastings and Prince Edward District School Board (29) 66222
Huron-Perth Catholic District School Board (36) 67016
Huron-Superior Catholic District School Board (31) 29025
Kawartha Pine Ridge District School Board (14) 66079
Keewatin-Patricia District School Board (5A) 28045
Kenora Catholic District School Board (33B) 29050
Lakehead District School Board (6A) 28061
Lambton Kent District School Board (10) 66036
Limestone District School Board (27) 66206
Near North District School Board (4) 28037
Niagara Catholic District School Board (50) 67156
Nipissing-Parry Sound Catholic District School Board (30B) 29017
Northeastern Catholic District School Board (30A) 29009
Northwest Catholic District School Board (33A) 29041
Ministry of Education 2011-12 Student Transportation Survey Instructions Page 30
Board Name Financial #
Ottawa Catholic District School Board (53) 67180
Ottawa-Carleton District School Board (25) 66184
Peel District School Board (19) 66125
Peterborough Victoria Northumberland & Clarington Catholic DSB (41) 67067
Rainbow District School Board (3) 28029
Rainy River District School Board (5B) 28053
Renfrew County Catholic District School Board (54) 67199
Renfrew County District School Board (28) 66214
Simcoe County District School Board (17) 66109
Simcoe Muskoka Catholic District School Board (44) 67091
St. Clair Catholic District School Board (39) 67040
Sudbury Catholic District School Board (32) 29033
Superior North Catholic District School Board (34B) 29076
Superior-Greenstone District School Board (6B) 28070
Thames Valley District School Board (11) 66044
Thunder Bay Catholic District School Board (34A) 29068
Toronto Catholic District School Board (40) 67059
Toronto District School Board (12) 66052
Trillium Lakelands District School Board (15) 66087
Upper Canada District School Board (26) 66192
Upper Grand District School Board (18) 66117
Waterloo Catholic District School Board (49) 67148
Waterloo Region District School Board (24) 66176
Wellington Catholic District School Board (48) 67130
Windsor-Essex Catholic District School Board (37) 67024
York Catholic District School Board (42) 67075
York Region District School Board (16) 66095