Requirements for Program Exception MetroCards

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Luke Lawrence Hancock
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1 OFFICE OF PUPIL TRANSPORTATION Alexandra Robinson, M.Ed. CDPT, Executive Director Vernon Boulevard Long Island City, NY Telephone: (718) Fax: (718) Your program has been approved to receive Program Exception MetroCards. These cards are provided for the following purposes: To provide transportation for students who are participating in school programs held outside of normal school hours To provide transportation for students who are participating in school programs held at locations other than the student s regular school To provide travel training for Special Education pupils who may have difficulty managing their transportation with a regular student MetroCard These cards are NOT to be used for field trips or as temporary replacements for regular student MetroCards that may have been lost or stolen. School transportation coordinators or pupil accounting secretaries should be aware of established procedures by which replacements for lost or stolen MetroCards may be requested. If they are unaware of these procedures, they should contact the MetroCard Unit at OPT for instructions. The MetroCards required for your program have been shipped in this package and information regarding procedures related to those cards will be found below. This information deals with the following: Documentation requirements Re-ordering or changing the number of cards required Reporting loss or theft of Program Exception cards You should familiarize yourself with these procedures and follow them very carefully: it will be in the best interest of your program and your students if you do so. In addition, these procedures have been established in cooperation with the NYC Transit Authority, which supplies the MetroCards to the Office of Pupil Transportation used for your program, and are subject to periodic audit by the Office of Pupil Transportation and the MTA. Documentation requirements - 1. Maintenance of signed receipts Each shipment of Program Exception Cards is accompanied by a receipt (see sample attached) containing the school and program identification information along with an accounting of the type and number of MetroCards shipped. When you receive these MetroCards it is important that you verify the total number of cards received and the range of serial numbers of those cards. In addition, you should date and sign the receipt and maintain it in your files for the program. If there is any discrepancy in the number or the serial numbers of the cards shipped, please contact Kim Jones-Palmer (KJones-Palmer@schools.nyc.gov or at Ext. 6252) immediately to report the problem. (Over please) K:\GE_Transportation\MetroCard\ProgramExceptionCards\20147?30?14RequirementsforProgramExceptionMetroCards Createdby:R.Carney Lastsavedby:K.Jackson,7?30?2014

2 Documentation requirements (con t) 2. MetroCard Serial Number Documentation Attached is a proposed form to use in maintaining a record of the students participating in your program and the serial number of the MetroCard each student receives. Note that while it is not necessary to record the serial number of the X-1 (two-trip) cards you distribute, it is mandatory that you record the name of each student who receives these cards. In addition, for other card types (H-1, H-3, H-5) the serial number must be recorded as well. If the proposed form attached is not considered suitable for documentation and the school or program coordinator wishes to use some other format or form, that is acceptable, however it would be helpful to inform OPT of this preferred change. Documentation of records of MetroCards will be audited by OPT and may also be audited by the MTA. These audits will proceed more efficiently if the form used by the school or the program has been reviewed in advance. And, as explained above, ALL documentation maintained by the school or program must identify the students receiving these MetroCards and, in the case of H-1, H-3 and H-5 MetroCards must also include the specific MetroCard serial number. School principals are ultimately responsible for the accuracy of these records and for the appropriate distribution of MetroCards and, as mentioned above; these records are subject to periodic audit by the Office of Pupil Transportation. Re-ordering or changing the number of cards required To re-order Program Exception MetroCards, Kim Jones Palmer on a monthly basis at KJones-Palmer@Schools.nyc.gov and you will be shipped a monthly supply. When re-ordering MetroCards the following information must be provided: Your OPT five-digit school code. This is shown on the sample receipt attached; it is not the same as your school s ATS code The Program Exception Number; also shown on the sample receipt attached The number of MetroCards to be ordered (Continued on page 3) Please do not call or send a fax request to re-order your next allotment. Faxed letters should only be sent to inform OPT of an increase or decrease in the number of students attending the program. K:\GE_Transportation\MetroCard\ProgramExceptionCards\20147?30?14RequirementsforProgramExceptionMetroCards Createdby:R.Carney Lastsavedby:K.Jackson,7?30?2014

3 Deactivating lost or stolen MetroCards Note: the following information applies only to H-1, H-3 and H-5 MetroCards provided for Program Exception purposes. It does NOT apply to regular student MetroCards or to X-1 cards sent for Program Exception programs. Student MetroCards contain a negative listing capability that, if a card is lost or stolen, allows the serial number to be reported to the MTA for processing. Once reported, the card will be electronically deactivated. This negative listing feature makes it critical that you ensure an accurate accounting of the serial number of each MetroCard issued to each student and requires your diligence in maintaining these records. With respect to reporting lost or stolen cards so that they can be deactivated, the MTA will no longer accept the bubble sheets that have been used in the past. If you are familiar with the use of these forms, please discontinue their use and destroy any copies you may have in stock. To deactivate lost or stolen cards, please the following: Denise.Leid@nyct.com <mailto:denise.wellington@nyct.com> The MTA would like to receive the in this format: Date OPT school code MetroCard number Example: 05/13/ Please submit only one (1) Program Exception application per unique program per school year. For additional assistance or to answer questions regarding any of the above, please contact Kim Jones-Palmer at Ext K:\GE_Transportation\MetroCard\ProgramExceptionCards\20147?30?14RequirementsforProgramExceptionMetroCards Createdby:R.Carney Lastsavedby:K.Jackson,7?30?2014

4 Program Exception MetroCard Documentation School Name: OPT Code: Program Name: Program Dates : to Student Name MetroCard Type X 1 H 1 H 3 H 5 MetroCard Serial Number* [for H-1, H-3, H-5 cards] * NOTE: Serial card numbers should be recorded for any H-1, H-3 or H-5 cards distributed for Program Exception purposes and should be de-activated for any of these cards reported lost or stolen before being replaced. K:\GE_Transportation\MetroCard\Program Exception Cards\ Program Exception MetroCard Documentation Created by: R. Carney Last saved by: K. Jackson,

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