Application Process: Application Instructions

INSTRUCTIONS FOR COMPLETING APPLICATION

These instructions provide helpful information for use in completing the SRTS Application form.  Both Infrastructure and Non-infrastructure project applications should complete all sections of the form.

Parts of the Application consist of fill-in-the-blank sections that can be filled out on computer and printed, or the forms can be printed and filled out on a typewriter.  The Cover Page is an example of this type of form.  Other sections require the applicant to provide self-generated text.  An example of this type of information is Minutes of Community SRTS Work Team Meeting.  Completing all required sections listed in the SRTS Application Checklist is the key to successfully completing the Application.


The remainder of this document describes how to fill out the sections of the Application.

A.  APPLICATION COVER PAGE: List the complete legal name and mailing address of the applicant in the space provided. Indicate the county, school district, and Alabama legislative jurisdiction in which the project will be implemented. Provide the name of the primary contact person to answer pertinent questions regarding the project. Include current telephone number, fax number and an e-mail address.  The project is an Urban project if the project falls within the jurisdiction of a Metropolitan Planning Organization (MPO).  Indicate if the application is for an Infrastructure project, a Non-infrastructure project, or a combination of the two project types.

B.  APPLICATION CHECKLIST: The application checklist is a summary of items necessary to complete the application. Please place a check beside each item listed to assure that a complete Application is submitted for consideration.

C.  MINUTES OF ORGANIZATIONAL MEETING: Applicants are required to conduct a Community SRTS Work Team meeting early in the project planning process (see ‘Getting Started’). Attach a copy of the meeting minutes as section C of the Application.

D.  SAFE ROUTES TO SCHOOL ASSESSMENT FORM (SRTSAF):  The SRTSAF illustrates how the project was developed.  Baseline data comes from the work performed during the ‘Getting Started’ portion of the project, where groups such as teachers, parents, and students were surveyed to provide baseline data concerning existing levels of walking and biking to school.  Applicants are strongly advised to complete the ‘Parent Survey’ and ‘In-Class Tally Sheet’ found on this website, because data from those forms is requested in the SRTSAF.  ‘Documented Problems/Needs’ information comes from such activities as walking/windshield surveys or working with local police or city traffic/planning officials to document crashes or near misses that substantiate the need for Infrastructure improvements.  Once the appropriate data has been gathered, the SRTS Work Team can select the ‘Priority Issues’ it will concentrate on to promote safe walking and bicycling to school.  The proposed ‘Corrective Actions’ can include both Infrastructure and Non-infrastructure activities.  Finally, the SRTS Work Team estimates the ‘Projected Outcomes’ of the proposals.  IMPORTANT NOTE:  Please fill out a separate SRTSAF for each project in the Application. 

E.  PROJECT IDENTIFICATION FORM: Please fill in the form provided, which requests summary data for the project(s) included in the Application.  Each project requires the name of the project city, the target school, and the school location (name of nearest intersecting streets). The project must also be identified as Infrastructure or Non-Infrastructure. Each project is described on the form, and the associated costs taken from the “Line Item Budget’ are listed.  The total number of projects and a total proposal cost must also be indicated.  More than one page of this form may be required if multiple projects are proposed.

F.  LINE ITEM BUDGET: This form requires a list of all work items to develop the cost estimate.  The line item budget includes items such as materials and construction expenses.  All preliminary costs associated with project development (such as engineering or plans preparation) are not eligible SRTS activities.  Project oversight (construction engineering and inspection) is also not an eligible SRTS activity. 

The budget should also indicate the purchase process method (bid or force account) that will be used, the total square feet of sidewalk to be constructed during the project, and the group that will provide project oversight.  A simple example of a budget follows the blank Line Item Budget form.  Please note that the values in the example are for illustration purposes only.  Please do not use those values in your budget.

G.  PROJECT TIMELINE: All applications must include a timeline to document projected start and completion dates. Please complete and attach the timeline.  If the project is predicted to exceed one year, written permission must be obtained from ALDOT.

H.  SCOPE OF WORK:   The applicant must generate text for section H of the Application.  The text will consist of information placed under each of the headings specified below.  Each heading should contain a maximum of two paragraphs, but the applicant is asked to include as much pertinent information as possible.  Descriptions of the source of information justifying the project (i.e., a data base such as CARE, community surveys, etc.) must be included.

  • NEEDS STATEMENT – Preparing a needs assessment is a critical component of an SRTS Application.  An analysis of highway safety issues immediately adjacent to a school must be conducted, and suggested procedures are described under the ‘Getting Started’ link at the left of the page.  In this section, please include an expanded version of the ‘Documented Problems Needs’ section of the ‘SRTS Assessment Form’ (SRTSAF) section of the Application. 
  • ELIGIBILITY STATEMENT – All applicants must meet the eligibility criteria for the program.  In this section, please verify that the applicant is eligible to submit an Application, that all proposed Infrastructure work is within a two mile radius of a school, that all necessary letters have been obtained, and that the applicant will enforce all requirements contained in the ‘Important Program Requirements’ section of the website. 
  • PROJECT SOURCE DOCUMENTATION – It is critical that the ‘Documented Problems/Needs’ listed in the SRTSAF are supported by reliable facts and figures.  Crash data, police, reports, or parent surveys are examples of recommended sources for securing documentation for project support.  Please elaborate on the data and how it was collected.  If some of the information has been included in the Needs Statements, please indicate.  Application reviewers will read this section of the Application closely.
  • USE OF 5 E’s OF SRTS – Information regarding the 5 E’s is found in the Overview section of this website.  The purpose of this section is to demonstrate the applicant has considered the 5 E’s while developing the project(s) and preparing the proposal.  During the Application review, the reviewers will focus on project outcomes (e.g., percentage of additional walkers, community awareness and participation).  The SRTS program requires substantial emphasis on being able to evaluate project results.  The parent survey, classroom tally sheet, etc. are vital documents in this preparation. Please devote appropriate attention to assure that these documents are completed and retained for future use.
  • CONSTRUCTION SUMMARY – Provide a detailed description of all project activities that will involve construction.  Indicate the purchase process method (bid or force account) and specify who will provide project oversight.  Explain how the proposed facility will enhance community SRTS activities and the community as a whole. 
  • PLANNED OUTCOMES – Each SRTS project is derived from a neighborhood SRTSAF.  The SRTSAF is drawn from the SRTS Work Team input that included expected outcomes.  In this section, please expand on the ‘Projected Outcomes’ section of the SRTSAF by relating information about how they were developed and how they will be achieved.
  • AMERICANS WITH DISABILITIES ACT (ADA) – The ADA was passed to help ensure that disabled Americans receive equal access to employment, programs, and services.  Its text can be found at www.ada.gov/pubs/ada.htm.  In this section, please verify that facilities for disabled Americans have been included in all Infrastructure projects. 

  • LOCAL SUPPORT AGENCIES – Support from other civic groups is important to SRTS success.  In this section, please describe the groups that have provided input or support to the SRTS effort.

  • MAINTENANCE RESPONSIBILITIES – After notification of a successful application, applicants will be asked to indicate that a sponsoring public body has agreed to be responsible for an  Infrastructure project’s maintenance and disposition.  In this section, please indicate willingness to obtain those assurances. 

I.  MAP OF THE WORK AREA: A map or drawing (81/2 x 11) outlining the perceived layout of the work area must be provided for each project involving construction. 

J.   LETTERS OF NOTIFICATION: A letter verifying knowledge of project activities or cooperation/coordination with the Application from the following local officials must be included:

  • County/city engineer
  • School board
  • MPO (for Urban Applications)