June 2019 Transportation Update Nita Mensia-Joseph, COO Tim Bullis, Executive Director of Communications Brian Jones, Executive Director of Information Technology June 10, 2019 School Board Work Session
Overview Critical issues that staff are working through now: 1. Route package development 2. Driver communication plan 3. Parent communication plan 4. Successes 5. Problem resolution 2
Route Package Development Actual load takes into account before- and Data supports better management after-school load changes of buses on school campuses for evening departures 3
Example of a packaged route WOOL CHES P.M. AM GHES 4
Route Sheet Excerpt “Wait until 2:25 PM” This is the bus departure time on each route sheet that lets drivers know that their runs will be late if they do not depart the bus loop by this time. Almost all schools are within this window generally by October. SPED times may vary and this is being reviewed by the Routing Department 5
Successes 1. Restructured training - smaller classes and classes every week have almost doubled the pass rate for drivers. 2. This year’s staffing level is ending higher than last year by ~10%. 3. All students currently enrolled have been routed, including schools impacted by redistricting. Still working on specialty centers, CBG, and SPED. 6
Successes 4. Buses saved on each tier but subject to change based on specialty centers and CBG (includes Reams start time change to first tier for 2 years): a. 1st - 3 buses b. 2nd - 9 buses c. 3rd - 42 buses 5. Strong driver communication plan and monthly recognition program Note: Current buses saved support greater driver availability for field trips even though overall headcount reduction may be small. 7
Staffing 2018-19 School Year 457 drivers July 1, 2018 -101 drivers separated YTD 146 hired 502 drivers 192 drivers went through the training program Pass rate is 76% 10% more drivers at end of the year when compared to last year 8
Driver Communication Plan 1. Driver meetings currently being held (May 22 - June 10) 2. Presentation to drivers to explain a. The reasons for the automation b. Route selection / assignment c. How drivers can help d. Inservice options e. Exercise to obtain driver feedback 3. FAQ will be published before drivers leave for the year (by June 12) 9
“Pinch Points” 1. Getting before- and after-school address information and making sure data in Synergy is correct a. Incorrect route assignments b. Over and underloaded buses 2. Parents knowing ... a. About Synergy, E-Link, My Stop b. To make sure child’s data is accurate 3. Having enough drivers at the start of school a. Maximizing bus load capacities b. VDOE vs CCPS vs Preferred load levels 4. Testing all routes before school starts 10
Bus Loads VDOE* CCPS Optimal CCPS Max Description Student load optimal % count max% Count Elementary schools 78 85% 66 90% 70 Middle schools 78 72% 56 85% 66 High Schools 78 56% 44 67% 52 High School paper load** 78 68% 53 90% 70 1. *VDOE Guidelines: “...13 inches per rump with all students facing forward...” 2. **High School Paper Load used in areas where there are a large number of students that drive, but parents need to confirm driving status in Synergy and / or have schools share parking-pass information with Transportation. 3. Middle school load levels are impacted by high school students who attend specialty centers. 4. Route loads are checked against driver logs for student ridership. 5. Expect larger loads for very short routes or at last stop(s) or first drop off(s) of longer routes (<1 mile travel time). 6. Keep in mind that there are no walk zones in the County. 11
Parent Communication Plan New next year: ● Parents will be able to update their own contact information in ParentVue, which will be reflected in Synergy for school / transportation use (parents will need to know student’s ID number). ● Parents will be offered opportunities (electronic and hard copy) to identify addresses other than their home from which students may be picked up and / or dropped off. 12
Parent Communication Plan Communication goals ● Introduce E-Link as new tool for bus route identification; subsequently introduce MyStop app ● Help parents understand importance of student ID number and what it is used for with regard to transportation purposes ● Provide parents with outlets to update contact information ● Provide parents with opportunities to provide planning information related to morning / afternoon routes 13
Parent Communication Plan Tools used to collect information: Survey and hard copy forms Strategies to communicate: Emails, phone calls, text messages, social media, websites, news releases, posters in community, video training modules that walk parents through process, etc. Issues to consider: Translating information into Spanish, parents accessing information during summer, * families (particularly those being rezoned) may not have determined after-school plans for the 2019-20 school year. Timeline: June 19-July 1 14
Summary 1. Multiple forms of parent communication and methods for parents to provide student transportation information -- now and ongoing -- is critical for timely and accurate routing. 2. Buses will have loads based on CCPS optimal bus capacity and not VDOE specifications. Keep in mind that this still may be higher than what parents may desire. 3. Bus-release times are critical for on-time delivery, not just for the current tier but for all remaining tiers that the drivers support. 4. Staffing shortfalls will continue to impact transportation performance if we are not able to mitigate the problem. 15
June 2019 Transportation Update Nita Mensia-Joseph, COO Tim Bullis, Executive Director of Communications Brian Jones, Executive Director of Information Technology June 10, 2019 School Board Work Session
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