When entering or uploading student information onto Airtable, there are two notes sections that may seem redundant, but actually send different information to the system. These two fields are referred to as Student Notes and Schedule Notes. What's the difference between the two?


Student Notes


Student notes get grouped in with student information. While we have a lot of fields that provide the components necessary for setting up the best fit for each student's ride, sometimes there are items that don't fit into any of these categories. Those bits of information can be placed in Student Notes, which is a catch all field for important item. Items that would be suited best for the Student Notes field include:

  1. IEP requirements that are not identified in other categories
  2. Student specific information that a driver or aide needs to know (Allergies, medical conditions, and other similar items)
  3. Notes about emergency action plans specific to the student. If you have a PDF or other document that has said plan, we can link it to the student in our records if that is sent over.


Schedule Notes


Schedule notes are linked to a student's transportation requirements. Airtable has many of the items we need to take care of this, but there are exceptions in many cases which don't fit within the standard confines of transportation requirements. To make sure these are routed properly, use the Schedule Notes to outline any unique requirements. Items that fit into the Schedule Notes field include:

  1. Students with shuttles in the middle of the day. For example, with a student going to a technical program at another site in the middle of the day, the standard pick up and return can go in the main fields, and the shuttle can go in the schedule notes.
  2. Students utilizing alternate sites, multiple addresses, or staying in hotels or shelters. The schedule notes can be used to specify when transportation should be scheduled for each specific address, or to note that this student is staying at a particular shelter, hotel, or alternate site.
  3. Varying schedules. If a student has a regular return during the week, except for one day where they get out early, put the regular information in the main fields, and put the early release information into the schedule notes.


Following these tips can help to ensure that information ends up in the right place once it is imported into the system.