Within Airtable, there are a lot of fields that house important student information. Sometimes, it can be tough to remember everything. A brief explanation of all data fields, including which ones are necessary to import information are included. 


TABLE OF CONTENTS


Student Name

Automatically generated field. This is populated with the values you enter for the student's first name and last name


Student ID

REQUIRED FIELD ∙ The numerical ID in your records for students. This is mandatory for import, our system will not add or update any information in the student's row unless there is a valid student ID in place.


Last Name and First Name

REQUIRED FIELD ∙ The student's last name and first name, respectively. These are also mandatory for import, our system will fail to import if names are not entered.


MI

The student's middle initial. This is a single letter field. While you can enter the full middle name of the student, the import only processes the first letter.


Active

When selected, denotes a student that needs transportation. Refer to our Active Button article for more information.


Grade

REQUIRED FIELD ∙ The grade for the student. For students outside of standard K-12 grade assignments, refer to the Grade Index tab for the right grade designation.


Sex

Denotes if the student is female (F) or male (M), selectable by drop down menu.


Date of Birth

REQUIRED FIELD ∙ The date that the student was born. This field is required as date of birth is used to determine equipment and vehicle needs in some cases.


ISD

REQUIRED FIELD ∙ Home school district of the student being entered. For most, if not all of you, this will simply be the school district you work with, and nearly all students will have the same value.


Address Fields

Because we have alternate sites, this is not a required set of fields, but each one is self-explanatory. Address 1 is the home address for the student. Address 2 is not the second address, but instead is used for apartment, suite, or room numbers. The city field is a selectable field to make sure the city matches what we have in the system. State and ZIP code are the state and ZIP code of the address in question.


School

REQUIRED FIELD ∙ This is the five letter code for all schools in our system. The listing of schools that we show as linked to your district can be found in the School Code Index tab. Without a school plugged in, the system is unable to import a student.


Aide Fields

These fields help us determine aide needs for a student. Aide Req lets us know whether an aide is needed, and is a basic true (T)/false (F) drop down menu. Aide type lets us know who is providing the aide or what type of aide to bring. These choices are selectable via the drop down menu.


Disability Codes

These denote the category of disability a student may have, but are also used to denote a student's transfer method. For more information on these, look at our article on
Disability Codes.


MDE Fields

In these three columns, we house information that is used for billing and references for MDE. The MARSS column is the two digit transportation code for the student's mode of transport. The UFARS column is the three digit financial dimension for transportation. The transport category identifies what group this student falls into for transportation. For a closer look at these fields, look at our article on MARSS and UFARS Codes.


Equipment Needed

Shows that additional equipment we will need to have ready for transportation. For more detail on these, look at our article on Vehicle Equipment.


Van Type

Identifies if a student needs a specialized vehicle for transportation. For reference on the types of special vehicles available, look at our article on Van Types.


Student Notes

Important information about a student that is not addressed in other categories. This may include IEP info or emergency plans. For additional reference on what information goes where in notes, check out our article on Student Notes vs. Schedule notes.


Days Riding

REQUIRED FIELD ∙ The first of our scheduling fields, this lets us know what days of the week to schedule transportation. Without this, we do not know when a student will need to ride with us. This is a multi-select menu, so any combination of days of the week can be picked.


Start Date

REQUIRED FIELD ∙ The first day of school for your student. Not to be confused with the "Effective Date" field, mentioned next.


Effective Date

REQUIRED FIELD ∙ The date transportation should start or be changed to reflect updated information. A more in-depth explanation on how to use this can be found within our Effective Date Field article.


End Date

REQUIRED FIELD ∙ The last day of school where this student attends class. Not to be confused with the "Effective Date" field, mentioned above.


Arrival

REQUIRED FIELD ∙ The time you want us to arrive at school to drop off this student. We generally schedule to arrive 5 minutes before pickup time, but if you want this to be different, fill in your desired arrival.


Bell

REQUIRED FIELD ∙ The time first bell rings for the students. This should not be the same as the arrival time for obvious reasons.


Dismiss

REQUIRED FIELD ∙ The time students are dismissed from class before we pick them up. We will schedule our vans to arrive based off of this.


Depart

REQUIRED FIELD ∙ The time our vans will leave the school to bring students home. We generally set this to be 5 minutes after dismissal. However, if more time is desired before leaving, fill in the time you want us to depart.


Schedule Notes

Important information about a transportation schedule that is not addressed in any of the other scheduling fields. This will help us to ensure transportation needs are set up properly for your students. For additional reference on what information goes where in notes, check out our article on Student Notes vs. Schedule notes.


Contact Fields

There are a set of fields used to enter contact information for each student. We provide room for three contacts to be entered. For more details on contact information, refer to the Contact Fields article.