Transportation Guide for Administrators Draft

Transportation Guide for Administrators
Lincoln County Schools
August 2015
Index
1. Transportation staff members and contact information
2. Adding Students to a route and Web Query
3. EC Transportation
4. Open Bus Driver Positions and Sub Bus Drivers
5. Administrators In Charge of Buses/Drivers
6. Student Discipline
7. Vandalism
8. Synovia GPS and Clocking in and out
9. Activity Buses
10.Charter Bus Use
11. State Board Policy Change (TCS-H-006)
School Bus and Activity bus Passenger Safety
Transportation Staff Members
 Director of Transportation
Eric Eaker
980-429-6787, ext. 50101
 Financial Secretary/Activity Buses
Kim Gates
704-736-4242, ext. 50104
 TIMS Data Manager/Bus Routing
Leighann Campbell
704-736-4242, ext. 50105
 Parts Manager/Bus Trouble
Scott Hart
980-429-6827, ext. 50102
 Lead Shop Tech
Lee Hughes
980-429-6772, ext. 50103
 Mechanic Staff
704-736-4242 or 704-736-4247
Craig Abernathy, North Lincoln High and East Lincoln High
Jeff Campbell, North Lincoln High and East Lincoln High
Adam Martin, West Lincoln High and Lincolnton High
Robby Kendrick, West Lincoln High and Lincolnton High
Rick Hass, Shop Mechanic
Freddie Woodring, Fuel, All Schools
Adding Riders to a School Bus
New Enrollment or Change of Residence
 Before adding a student to a school bus, you will need to verify the address
to make sure the address is in your school boundary. If the address is
outside the boundary then – a) send the student to the correct school or b)
verify a transfer has been approved, transportation will not be provided to
transfer student. (Web Query will help in verifying the address)
 Once the address has been verified, you should fill out a Bus Rider New
Enrollment or Change of Address Form (see link on transportation web
page).
 The following information should be placed on the form: date, school
name, student’s full name, resident address, grade level, and the bus you
wish to assign the student to.
 If the student is not picked up or dropped off at the resident address, you
will also need to provide the address/location where the student’s stop
should be. Again, please verify that the alternative address is within your
school boundary.
 Contact Transportation for the correct stop location if the student’s address
is on a street that the bus is not currently traveling. Buses cannot travel
roads that are not state/city maintained.
 After completing the online form, click submit and it will be e-mailed to
transportation.
 If, for any reason, questions would arise during this process, please contact
transportation and the TIMS Data Manager will assist in the process.
EC Transportation
Please note that Web Query should not be used for EC transportation.
Transportation of EC students should be discussed with the transportation
department directly, Eric Eaker or Leighann Campbell. If at any time an IEP
meeting is scheduled to discuss transportation please notify the transportation
department as soon possible. This will allow staff the needed time to determine
the best possible solution for that student’s transportation needs. Should a
contracted vendor be used both school administration and parent/guardian will
be contacted with the name of the vendor and times of pick up/drop off.
Open Bus Driver Positions
Should you have a bus driver to resign or transfer creating an opening at your
school, please contact Eric Eaker to inform him of the vacancy. Transportation will
work with Human Resources to have the position posted. The department will
also screen the applicant pool and work with school administration to schedule
interviews of selected applicants. Once a candidate has been chosen
transportation will submit all hiring documentation to Human Resources so a
background check, DOT drug test and DOT physical can be completed. Once all
paperwork has been completed transportation will notify you of a start date for
your new bus driver.
Sub Bus Drivers
It is the responsibility of school administration to secure sub bus drivers when
needed. School administration should work with staff in their building that hold
the proper license to ensure all bus routes are covered both AM and PM. It is
recommended that school administration develop a sub driver rotation list from
its dual employees and other staff members interested in sub bus driving. When
assigning sub bus drivers, school administration should be cognizant of that
employees regularly assigned work hours as not to create overtime. Placing an
employee in overtime should only be done in cases of emergency.
Assistant Principals In Charge of Buses/Drivers
Assistant Principals in charge of buses should be the first contact for their school’s
bus drivers. Assistant Principals should make sure to keep their cell phones
charged and on after hours should a driver need to get in touch with them
concerning an absence and need of a sub driver.
It is the responsibility of school administrators over buses to handle disciplinary
action of their bus drivers. Issues addressed with employees should always be
documented in writing with a copy given to both the employee and the
transportation department. Should an employee continue to have poor
performance issues or fails to meet expectations given to them from prior
meetings and further disciplinary action be needed (i.e.……placing employee on
administrative leave or dismissal), school administration should contact the
Transportation Director to discuss all issues and schedule a meeting with the
employee.
Transportation Discipline Policy
School transportation service is a privilege, not a right. Appropriate behavior by
students on school buses or vehicles is vital to student safety. At any time while
riding a school bus or other school vehicle, students shall observe the directives
of the bus or vehicle driver. These rules apply while on the school vehicle and
at/near the vehicle stop. Since school transportation is an extension of the school
day, regular school disciplinary policies and rules apply in addition to other bus
related rules.
The Following conduct is specifically prohibited on a school vehicle:












Stopping , impeding, delaying or detaining a bus or school vehicle;
Throwing or launching objects on the bus;
Disturbing the peace , order or discipline on a bus or school vehicle;
Refusing to obey the driver’s instructions;
Refusing to meet the bus at the designated stop;
Tampering with or willfully damaging the bus or school vehicle;
Getting on the bus at an unauthorized stop;
Distracting the driver’s attention by participation in disruptive behavior
while the vehicle is in operation;
Failing to observe established safety rules and regulations;
Willfully trespassing upon a school bus or school vehicle;
Fighting, smoking, using profanity, possession or using drugs or intoxicating
beverages, or otherwise violating any other board policy or school rules
while on a school bus or other school vehicle; and
Any other behavior that may endanger lives or property
Any complaints of drivers, parents or students that are not specified in the above
list should be reported promptly to the school principal.
Consequences
Consequences for engaging in prohibited behavior may result in temporary or
permanent suspension from school transportation services and/or school, in
addition to other consequences for violating other student behavior policies.
Other consequences may be provided in accordance with the school's student
behavior management plan (see board policy 4302, School Plan for Management
of Student Behavior). Upon request and when deemed appropriate, a principal
may use his/her discretion and restore a student's bus privileges if the principal,
bus driver, student and parent agree to a written contract and specific steps and
consequences for future inappropriate behavior.
Regulation Code: 4317-R(2) School Bus Behavior/Safety
Middle/High School
The following guidelines, in addition to existing disciplinary codes at each school,
are to be uniformly in place:
A. Failure to follow instructions of the bus driver to remain seated, keep hands,
feet, and objects to self, or other instructions for safe and efficient operation of
the bus will result in:
FIRST OFFENSE
Warning to parent by phone and/or written notification, preferably both.
SECOND OFFENSE
Denial of bus privilege for 5 days. Second warning to parent by phone and/or
written communications, preferably both.
THIRD OFFENSE
Denial of bus privileges for 20 days. Notification to parents by phone and/or
written communication, preferably both. A parent conference must be held prior
to the student being reinstated on the bus, prior to the end of 20 days. A
contract documenting the parents understanding of the fourth offense
consequences will be signed as a prerequisite for returning to the bus.
FOURTH OFFENSE
Permanent removal from the bus for the remainder of the year.
B. Throwing or Launching Objects on the Bus or Destruction of Property
This activity creates an immediate hazard for the students and bus driver on the
bus. Injury to eyes, face, and other body parts can result from even the smallest
projectiles making contact with the student or driver. Contact with the driver can
result in an accident that could injure or kill passengers on the bus.
FIRST OFFENSE
Parent notified by phone and/or written communication, preferably both. Bus
privileges denied for 10 days and pay for damages when applicable.
SECOND OFFENSE
Parent notified by phone and/or written communication, preferably both.
Student is denied bus privileges from 20 days up to the remainder of the year and
pay for damages when applicable. Parent conference is required prior to the
student being reinstated on the bus and a contract specifying an understanding of
the 3rd offense consequences will be signed by the parent.
THIRD OFFENSE
Denial of bus transportation for the remainder of the year and pay for damages
when applicable. Parent notified by phone and/or written communication,
preferably both.
C. Fighting, assaults, weapons, drugs, etc.
Students involved will be removed from the bus for a period of time up to the end
of the year. Other school rules affecting fighting, assaults, weapons, drugs, etc.
will apply.
General Guidelines
Upon appeal, principals may use discretion and grant that a child's bus privileges
be restored if all parties involved (principal, bus driver, student, parent) agree to a
written contract and specific steps and consequences for future inappropriate
behavior.
The principal may "skip" initial steps of discipline and move to more stringent
steps if severity of the offense justifies more severe punishment. If an offense is
committed that does not fall under one of the categories listed, the principal may
apply disciplinary action at his discretion to assure that students will have access
to safe, unencumbered transportation.
Elementary
*The following guidelines, in addition to existing disciplinary codes at each school,
are to be uniformly in place for elementary schools. These guidelines are to be
used for violations on the school buses that include: failure to follow instructions
of the bus driver- to remain seated, keep hands, feet, and objects to self, or other
instructions for safe and efficient operation of the bus, as well as throwing or
launching objects on the bus or destruction of property. Failure to adhere to
these guidelines will result in:
FIRST OFFENSE
Warning to parent by phone and/or written notification, preferably both.
SECOND OFFENSE
Student is placed on probation. Parent will be notified in writing by mail and by
telephone.
THIRD OFFENSE
Denial of bus privileges for up to 3 days depending on the maturity of the student
and the severity of the offense. Parent will be notified.
FOURTH OFFENSE
Denial of bus privileges for up to 5 days depending on the maturity of the student
and the severity of the offense. Parent will be notified.
FIFTH OFFENSE
Denial of bus privileges for up to 10 days depending on the maturity of the
student and the severity of the offense. Parent will be notified.
SIXTH OFFENSE
Denial of bus privileges for up to 20 days depending on the maturity of the
student and the severity of the offense. Parent will be notified.
SEVENTH OFFENSE
Permanent removal from the bus for the remainder of the year.
*Fighting, assaults, weapons, drugs, etc. Students involved may be removed from
the bus for a period of time up to the end of the school year. Other school rules
affecting fighting, assaults, weapons, drugs, etc., will apply.
General Guidelines
Upon appeal, principals may use discretion and grant that a child's bus privileges
be restored if all parties involved (principal, bus driver, student, parent) agree to a
written contract and specific steps and consequences for future inappropriate
behavior.
The principal may "skip" initial steps of discipline and move to more stringent
steps if severity of the offense justifies more severe punishment. If an offense is
committed that does not fall under one of the categories listed, the principal may
apply disciplinary action at his discretion to assure that students will have access
to safe, unencumbered transportation.
Vandalism
Buses are inspected every 30 days as required by law. During this inspection
buses are checked for vandalism. The primary point of concern is seat covers
being cut. School administration should work with the bus driver on a seating
chart for assigned seats. This will help cut down on vandalism, as both
administration and driver will know where students are seat. School will receive a
bill for any confirmed vandalism. Students caught for vandalizing school buses or
activity buses can be billed for damages to that vehicle. Current cost for one seat
cover replacement is $54.00 per cover (not including seat foam).
Synovia GPS and Time Keeping System
All school buses and Activity buses are equipped with GPS. School administrators
have access to their bus fleet only. The product is real time and buses can be
viewed at any time while buses are in route. GPS will allow administration to
answer parent questions on the exact time the bus is in their neighborhood or if
the bus did or did not stop at an assigned stop. You will receive an e-mail once
your Synovia account has been set up.
We also use our GPS tool as a means to capture drivers work hours. Each driver
clocks in and out on their assigned bus. All financial secretaries have access to
Synovia and manage your schools bus driver payroll in this system.
Activity Buses 2015/2016
 Cost Per Mile $1.40
 All field trip requests should be entered into Travel Tracker
two weeks prior to the requested trip.
 All bills should be paid within 30 days of the trip.
 Invoices and payment should be sent to Gaye Knight in the
Finance Department, along with a copy of the invoice for the trip
taken or a list of trip numbers on the check to indicate what trips
are being paid.
 When requesting trips, make sure you enter the correct number
of students planning to attend to ensure enough buses are
scheduled.
 Should inclement weather be forecast, schools should
communicate with transportation before embarking on the trip.
It may be best to delay or reschedule the trip.
 ACTIVTY BUSES SHOULD BE CLEANED AFTER EVERY TRIP.
REMEMBER JUST BECAUSE A BUS IS PARKED AT YOUR SCHOOL
DOES NOT MEAN YOU ARE THE ONLY ONE TO USE IT!!!!!
BUSES RETURNED DIRTY ARE SUBJECT TO A $50.00 CLEANING
FEE.
 ACTIVTY BUSES SHOULD BE RETURNED TO THEIR HOME
LOCATION AFTER EACH TRIP. MANY OF THESE BUSES ARE
SCHEDULED FOR USE NEXT DAY OR EVEN SAME DAY. BUSES NOT
RETURNED ON TIME WILL BE SUBJECT TO A $50.00 LATE FEE.
Travel Tracker
End User Guide
Table of Contents
Submitting a Request ................................................................................................................................... 14
Follow your request through the approval process ...................................................................................... 22
Printing Permission Slips and Directions ...................................................................................................... 23
Using the Calendar....................................................................................................................................... 26
How to Cancel a trip .................................................................................................................................... 28
How to Reschedule a Trip ............................................................................................................................ 29
How to Enter Mileage for a Completed Trip................................................................................................. 29
Getting Help ................................................................................................................................................ 30
Submitting a Request
Login using your link
for Travel Tracker.
Your email address is
your user name. Use
the password that
you created when
you registered.
To submit a request,
click on the Main tab.
Click on “Submit a
request”
The note at the top
of the Travel Request
Form will give you
the transportation
contact person and
phone number.
Select staff only
travel or travel with
students. Staff only
is used to reserve
vehicles (such as staff
cars) that do not
involve student
travel.
Select drop down box
and choose the trip
type.
Note – Any field
designated with an * is
a required field.
Click on calendar and
select trip leave date.
Click on clock and
select trip leave time.
Click on calendar and
select trip return
date. Click on clock
and select trip return
time.
Is the trip overnight
or out-of-state?
Is the trip Out of
County?
**Note – out of
state, overnight and
out of county trips
may require
additional levels of
approval. Depending
on how your system
is configured, there
may be a certain
number of lead days
required for an
overnight/out of
state trip.
Enter any comments
about the trip in the
Comments box.
Click the drop down
box and select your
school or
department. **This
is very important as
this determines the
field trip approver for
routing
Select your
destination from the
dropdown menu.
Common
destinations are in a
table created by your
Transportation Dept.
If your destination is
not listed, enter it in
the “Destination Not
Listed” Box. Note
that if you type an
address or location in
this box, Google
Maps will display
matching locations.
You can either click
on one of the
matching locations,
or continue to type in
the address. If you
select one of the
Google Map
locations shown, the
mileage can be
calculated
automatically for
you.
Click the calculate
box. The mileage
will calculate if both
your location and the
destination locations
have addresses
listed. If the mileage
does not calculate,
enter the
approximate mileage
in the box.
Click on the Get
Directions box to
show printable
driving directions.
Click on the Print
button to print the
directions.
If the option to print
permission slips has
been activated on
your system, you
have the option to
input special
instructions that will
be printed on the
permission slip.
If additional funding
applies such as EC or
Title1, select the
drop down box and
choose an option.
This selection will
automatically fill in
the account code and
the funding approver
box.
If you selected “yes”
for funds to be paid
to a third party a
window will appear
for you to enter a
payment amount,
payment option,
payee name and
address.
This will give your
financial secretary
the information she
needs to process a
check if needed and
either mail it to your
venue prior to the
actual trip date or
have it ready for you
to pick up.
Enter the
Teacher/Advisor
name and phone
number. If the
Emergency Contact
Info is the same,
check the box next to
Same as
Teacher/Advisor. If it
is different, fill in the
Emergency Contact
Name and phone
number.
Check the grade
level(s) making the
trip.
Enter a description of
who will be going on
this field trip.
Enter the education
objective for the trip.
Check Special
indicators if
applicable.
If the option to
specify standards and
objectives has been
activated on your
system, click on the
drop down arrows to
select.
Complete the
number of
male/female
students and adults
attending the trip.
Please make note of
your district
requirements for
adult/student ratios
for each trip.
Will students be
away at lunch and if
so will a bag lunch be
required? This will
notify the system
designated individual
which would typically
be the cafeteria
manager.
Indicate if you need
to reserve vehicles.
The pickup date and
time boxes will auto
fill based on your
initial selections. If
you are picking up
the bus earlier or will
be dropping it off
later than the times
listed, please adjust
these times.
Click on the drop
down box to select
the type(s) of
vehicles needed–
yellow bus, activity
bus, charter bus, car,
etc. Note – if yellow
bus is not an option
on your system, you
can enter a comment
to indicate that you
would like to use a
yellow bus.
Enter the number of
vehicles needed.
Indicate if a lift is
needed.
Enter any Vehicle
Driver information.
The vehicle owner
for your location will
be listed.
Indicate if there are
any special needs for
this trip.
“Will you be using
external
transportation?”
refers to
transportation other
than a school owned
vehicle such as
parent vehicles or
chartered
transportation.
If you would like to
get an estimate of
what you trip will
cost, click on the
arrow next to Trip
Estimator.
The fields that are
outlined with a box
are fields that you
can input data. The
other fields are
calculated from the
information that you
have already entered
in the trip request.
Click on the Compute
button to compute
the estimated cost of
the trip.
Read the conditions
set forth by your
school district and
check “Yes” to certify
that you have read,
understand and
accept the trip
responsibilities.
If you would like a
hard copy of your
request, click on the
Print button.
Submit the request.
If there are any items
on the form that
have not been filled
in correctly, you will
see messages above
the Submit button.
Scroll up through the
form to find the
errors and correct.
Click on Submit.
You will see the
message briefly that
the document has
been saved.
Follow your request through the approval process
Go to the
“Main” tab
Select “Your Trip
Requests”
Check the status
of your trip
request by
viewing the
second column.
You will be able
to see at any
point who the
request is
waiting on for
approval. If the
trip has been
approved the
status will show
“Approved”.
If a vehicle has
been assigned,
you will see it in
the vehicle
assignment
column.
The dropdown
menu gives you
several options
for sorting your
requests.
To see all of you
vehicle
reservations,
click on Your
Vehicle
Reservations on
the Main Menu.
The dropdown
menu gives you
several options
for sorting your
reservations. If
there is more
than one vehicle
assigned to a
trip, you will see
all vehicles
listed.
Printing Permission Slips and Directions
Once a trip
has been
approved,
a
permission
slip and
trip
directions
can be
printed.
From the
menu
options
select
“Your Trip
Requests”.
Click
anywhere
on the trip.
Scroll to
the section
of the form
where the
Destinatio
n
informatio
n is
located.
Click on
the Get
Directions
button to
print out
the
directions
to your
destination
. Click on
the Print
button to
print the
directions.
Click on
Close to
close the
window.
When you
click on
Download
Permission
Slip a new
window will
open. Click
on the
Download
Permission
Slip button
on this
screen to
open the
Permission
slip. This
may take a
few
seconds.
The body of
the
permission
slip will be
the same
for every
trip.
This portion
of the
permission
slip has
been
created
from the
trip request.
If you
added
additional
information
in your
trip request,
it will be
listed
here.
If you scroll
your mouse
over the
body of the
permission
slip, this
window will
appear.
You can
click on the
disk icon to
save the
permission
slip to your
computer
or you can
click on the
printer icon
to print the
permission
slip.
Using the Calendar
You may
also view
your trip
using the
calendar
view.
You have
the
option to
view the
calendar
by vehicle
assignme
nt or by
trips. The
calendar
is district
wide.
This
allows
users to
look
ahead
and
determin
e
potential
dates for
schedulin
g a trip.
The
vehicle
calendar
can be
sorted by
Month,
Requesti
ng
location,
Vehicle
Location,
Vehicle
Type and
Trip Type
by
clicking
on the
drop
down
arrows.
The trip
calendar
can be
sorted by
Month,
School
and Trip
Type by
clicking
on the
drop
down
arrow.
Hovering
over the
trip will
display
detailed
informati
on about
the trip.
How to Cancel a trip
Go to the Main
menu and select
Your Trip Requests.
Use the sort options
to find the trip that
you want to cancel.
Find your trip and
select that trip by
clicking anywhere
on the line.
Scroll to the bottom
of the screen and
select “Cancel Trip
and Reservations”
You will receive a
cancellation
message and all
approvers will also
be notified of this
cancellation. If a
vehicle has been
assigned, the vehicle
will be canceled and
the vehicle owner
will be notified.
How to Reschedule a Trip
Go to the Main menu and
select Your Trip Requests.
Use the sort options to find
the trip that you want to
reschedule.
Find your trip and select that
trip by clicking anywhere on
the line.
Scroll to the bottom of the
screen and select
“Reschedule Trip”
You will enter the new leave
date and time along with the
new return date and time.
Click on OK.
Your trip will go back
through the entire trip and
vehicle approval process.
How to Enter Mileage for a Completed Trip
Go to the main menu and select
Vehicle Mileage Not Entered. All the
trips that you have scheduled that
require mileage to be entered will be
listed here.
From this screen, you can enter
mileage for just one trip or for
multiple trips. There will be a
column for estimated mileage and
beginning and ending odometer
readings. Enter the beginning and
ending odometer reading for one
trip or multiple trips and then click
on Compute for each trip.
The message Pending Change will be
shown in the Computed Miles
Column. This is an indication that
the mileage that was entered will
not be applied until the Confirm
Changes button located at the top of
the screen is clicked on. Once the
Confirm Changes is clicked on, this
trip will be removed from the
Vehicle Mileage not Entered screen.
Getting Help
There are several places to
get help. If you click on
How-to-Videos, you will be
taken to our Video library.
The library contains videos
that explain how to do
every task. The User Guide
has step by step
instructions on how to do
every task. You can click on
the topic in the table of
contents that you are
interested in and you will
be taken to that topic.
If the User Guide or the
How-to-Videos don’t
answer your questions, you
can enter a Support Ticket.
You can click on
app-garden Support from
the Main menu or click on
Need Help? Enter Support
Ticket in the upper right
hand corner of the screen.
A Travel Tracker Support
form will be presented.
Several of the fields are
pre-filled. Fill in your name,
phone number and a
description of your
suggestion or problem and
click on Submit. Someone
will contact you shortly
with a response to your
issue.
Charter Buses
Lincoln County Schools
Transportation Department
Instructions for Schools Using Charter Buses
These guidelines and instructions should be used by Lincoln County Schools personnel
contracting with a Charter Bus Carrier. Only contractors that are on the “approved list of
carriers” for Lincoln County Schools may be selected to perform field trips or to satisfy other
school based transportation needs (i.e. athletic trips, etc.). Schools using contractors for
transportation are responsible for the following:
1) Contracting with an approved carrier for the trip
 Contact and price carriers on the approved list.
 Once a carrier is selected request that a copy of the contract be sent to you for review
well in advance of the trip. Be sure that document addresses the following:
o Date of trip, # of passengers, # of buses, itinerary, total charge for the trip & total
expected mileage. Name of carrier and name of your group.
o Details of how the cost is determined: are charges hourly, fixed, mileage based or
other? Be sure to understand any special driver accommodations, gratuity or
other costs. Trips booked using a travel agent may incur additional cost.
o Deposit and refund/cancellation policy; amount due at the time of reservation;
when is final payment due?
o Any other costs? Taxes? Permits? Fees?
o Understand any miscellaneous policies that might affect the group (e.g. carry-on
items or food/beverage)
o In case of emergency who should be contacted? (e.g. if the bus driver or vehicle
is not acceptable, broken down, etc.)
o Keep in mind that any trip that will require 10 hours or more of driving WILL
require 2 drivers and may require additional cost. How will the drivers rotate and
will drivers comply with federal hours of service regulations? The contract
should specify the number of drivers as well as the number of vehicles.
o The need for handicapped accessibility, storage capacity (i.e. band equipment),
etc.
2) Confirming travel arrangements with the carrier prior to the day of the trip
 Review the terms of the contract.
 Call the carrier to confirm reservations and details of the trip.
 Copy the contract and emergency contact information. Have one (1) copy ready for each
bus that will be used for the trip.
3) Day of the trip / Departure Checklist
 Provide a copy of the contract and emergency contact #’s to chaperones for each bus.
 Complete the Charter Bus Pre-Trip Checklist For School Personnel.
 Ensure that the completed Charter Bus Pre-trip Checklist For School Personnel and the
Charter Bus Pre-Trip Checklist for Charter Bus Drivers is on file at the school office
before departure.
 Validate that the bus company contracted for the trip is using buses from that company.
If the buses being used for the trip are from a subcontractor, be sure that the
subcontractor appears on the list of approved carriers. If a company being used for the
trip does not appear on the approved list of carriers, that bus and company MAY NOT be
used for the trip!!
 If any items on the pre-trip inspection are unsatisfactory, the bus must not be used
until the items are corrected!
4) Upon completion of the trip
 Settle remaining financial matters with the carrier.
 Notify Transportation of any complications incurred with the carrier.
Charter Bus Pre-Trip Checklist
For School Personnel
School Administrator/Employee Responsibilities
____ Upon bus arrival, verify the Carrier that arrives is the carrier contracted for the trip. If
not, the carrier must be on the Lincoln County Schools approved list of carriers.
____ Confirm that the proper number of buses and drivers are present, as stipulated in the
contract for the trip.
____ Complete the following information:
Name of Driver: _________________________________________________________
Destination:
_________________________
Dates of Trip: __________________
School Name: _________________________
Type of Trip: __________________
Carrier Name: _________________________
Bus #:
Departure Time: _______________________
Return Time: __________________
__________________
No. of Students: _______________________
Name of Chaperones: ______________________________________________________
____ Ask the bus driver to complete the Charter Bus Pre-Trip Checklist For Charter Bus
Drivers; (Driver must sign the checklist). Note that a separate form is required for each
bus!
____ Deliver this form and the form signed by the driver(s) to the School office prior to
departure. If trip departs before office is open, leave forms in designated location.
Name of School Employee(s) responsible for Trip: ______________________________
________________________________________________________________________
By signing below, I acknowledge that the Charter Bus Pre-Trip Checklist For School Personnel
has been followed:
________________________
Printed
_____________________
Signature
_______
Date
Lincoln County Schools
Charter Bus Pre-Trip Checklist
For Charter Bus Drivers
Driver Responsibilities
____ Driver has a valid Commercial Drivers License with passenger endorsement, valid
Medical Certificate (Pocket Card), and Duty Status Record (log book).
____ Ensure that a current certificate of insurance, vehicle registration card and DOT safety
inspection are on the bus at all times.
____ Explain emergency procedures and safety regulations to bus riders prior to departure.
____ Conduct Pre-Trip inspection procedures for the vehicle prior to each trip as follows:



















Check Vehicle number and expiration date on DOT inspection
Copy of vehicle Pre-Trip is available and executed
Check tires and treads (no recaps on front tires; no slick tires!)
Check wheel hubs for grease leaks
Check all mirrors for visibility
Look for any fluid leaks, including a check of the fuel tank cover
Validate that the bus is registered to operate in the states it will be traveling
Check all Lights (interior, head, tail and brake)
Check emergency doors, roof hatches, windows and exit handles
Check first aid kit, fire extinguisher and reflectors
Check driver’s seat belt; rider seat belts must be securely fastened to the bus
Check handrails and handholds
Ensure spare fuses are on board unless bus is equipped with circuit breaker
Test horn and windshield wipers
Check windshield and windows for cracks
Test emergency brakes and foot brake; check for air leaks
Check two-way communication capability
Check and confirm route of trip
Ensure that log book is visible
____ Deliver the signed Charter Bus Pre-Trip Checklist For Charter Bus Drivers to appropriate
school personnel prior to departure.
________________________________________________________________________
I certify by signing below, that I have completed all required pre-trip inspection procedures prior
to the assigned trip and that the items inspected are free of any defects. I agree to operate the
vehicle according to Federal Motor Carrier Safety Regulations, including but not limited to the
provisions governing hours of service availability.
_______________________
Driver Name (Printed)
______________________
Driver Signature
___________
Date
School Bus and Activity Bus Passenger Safety
NORTH CAROLINA STATE BOARD OF EDUCATION
Policy ID Number: TCS-H-006
Updated: 07/09/2015
SCHOOL BUS AND ACTIVITY BUS PASSENGER SAFETY
(a) LEAs shall provide instruction in school bus safety to all children (regardless of
whether they regularly ride a school bus to and from school) during the first five days of
school and at least once during each semester thereafter. LEAs shall document the date on
which training was provided to each student. This instruction shall include but not be
limited to:
(1)
basic skills and knowledge vital to safety in school bus transportation;
(2)
proper loading techniques, including street crossing at the bus stop and the
North Carolina crossing signal ; and
(3)
instruction as needed to ensure that passengers are familiar with location
and operation of emergency exits for the vehicle on which they are riding for
any specific trip.
(b) LEAs shall adhere to the following when assigning pupils to school buses, activity
buses, commercial buses, or other contracted vehicles.
(1)
LEAs shall not allow the number of passengers being transported to exceed
the official rated capacity for the specific vehicle being used.
(2)
LEAs shall ensure that all riders are seated completely within the seating
compartment, when any bus or other vehicle is in motion.
(3)
LEAs shall ensure that no person is standing or sitting in the aisle or stepwell
when any bus or other vehicle is in motion.
(c) LEAs shall require school bus drivers to utilize the North Carolina crossing signal to
communicate to students when it is safe to cross the street to board the bus and when it is
safe to cross the street after exiting the bus. The Department of Public Instruction shall
develop and make available training materials describing the crossing signal for students
and school bus drivers.
(d) LEAs shall also provide safety instruction to students taking trips on activity buses or
commercial buses as needed, including but not limited to instruction and demonstration of
emergency exit operation for the vehicle on which they are riding for any specific trip.
Lincoln County Schools
2015/2016
Bus Driver Handbook
Index


















Emergency Contact Numbers
Breakdown Procedures
Mechanical Procedures
Accident Procedures
Reporting Discipline Problems
Handling Fights
Speaking with students/NO Physical Contact
Stay with students/Safety Concerns.
Cell Phones
Seat Belts
Routing Issues
Passenger Stops (NEW PROCEDURES JANUARY
2016), RR Crossing, & Backing Procedures
Assigned Passenger Stops and Exiting the Bus
Dealing with Parents
CDL Renewal
Pre-Trip Inspection
Inclement Weather
GPS/Clocking In and Out/Driver Expectations
Transportation Contact Information
AM Contact Numbers (Before 6:00am)
Eric Eaker
980-429-6787
AM Contact Numbers (After 6:00am)
Bus Garage
Bus Garage
Eric Eaker
704-736-4247
704-736-4242 ext.
980-429-6787
PM Contact Numbers
Bus Garage
Bus Garage
Scott Hart
Lee Hughes
Eric Eaker
704-736-4247
704-736-4242 ext. 1
980-429-6827
980-429-6772
980-429-6787
Breakdown Procedures
1. Try to get the bus off the road and in a safe location.
2. Instruct students to sit quietly and stay in their seats.
Remember to keep the key in the on position for video system to record.
3. You should call the bus garage to report the problem.
4. Following information should be reported: driver’s name, bus number,
location, nature of the problem - what the bus was doing or what sounds
the bus was making, number of students on the bus.
5. Notify your school of the problem.
6. All students should remain on the bus while waiting for a bus tech or spare
bus.
Mechanical Problems
All Mechanical Problems should be reported to the Assistant Principal and placed
on the trouble sheet. Trouble sheets should be faxed in each morning by the
Assistant Principal by 8:30am. Once transportation receives the trouble sheet, a
work order will be created for the problem to be addressed. Do not call and leave
a voice message concerning mechanical problems. Please know if a reported
problem is not fixed that day, it does not mean we don’t care. Sometimes we
must prioritize what gets addressed first (ie…..brakes are more important than
patching a seat cover).
Accident Procedures
ALL School Bus accidents must be reported –
no matter how big or how small.
1. Check all students for injuries.
2. If any students are injured immediately call 911.
3. If no students are injured call Eric Eaker or the Bus Garage to report
your accident. DO NOT LEAVE!
4. The following information should be given: driver’s name, bus
number, location, number of students on the bus, number of
students injured, type of damage to the bus and who may be at fault.
5. Do not discuss the details of the accident with the other party
involved. Only speak with school officials and law enforcement as to
the cause of the accident.
6. Keep all students on the bus. Only evacuate the bus if it is absolutely
necessary (i.e.…..there is a chance for the bus to catch on fire or the
bus is stopped on a railroad track).
7. If evacuation is required, students should be placed in a safe area
away from the crash site and roadway. The driver should stay with
students until school officials arrive.
Note: All accidents should be reported (including hitting mailboxes,
fencepost, signs……etc).
Disciplinary Problems
Disciplinary problems should be reported to the Assistant Principal. It will
be the responsibility of the Assistant Principal to handle all disciplinary
problems as he or she sees fit (following LCS board policy). Disciplinary
problems that the driver feels need to be addressed by the Assistant
Principal should be submitted in writing directly following the bus route of
which the incident occurred.
Handling Fights
If a fight breaks out while your bus is in route, the following procedures
should be followed:
1. Stop the bus in the safest possible area.
2. Attempt to stop students from fighting.
If the students continue to fight or a student is injured call 911.
3. Once the fight has been broken up, separate students from each
other placing one student at the front of the bus and the other at the
back.
4. Call your home school to report the incident.
5. Only continue the route when you feel it is safe to do so. If this
means one or more students need to be removed from the bus, let
your school administration know.
6. If at any time your home school cannot be reached contact Eric
Eaker.
Addressing Students in a Positive Manner
When addressing student discipline issues on the bus you should speak to
students in a positive and professional manner at all times. Give students a clear
and precise directive of what you need them to do or stop doing. If the student
continues the inappropriate behavior after you have addressed the issue do a
formal write up and give it to school administration. You SHOULD NOT get into a
back and forth or banter type conversation with the student.
PHYSICAL CONTACT WITH STUDENTS
Physical contact with students is permissible when students need medical
attention due to injury/sickness or the employee is trying to protect any student
from harm and further injury. AN EMPLOYEE SHOULD NEVER TOUCH A STUDENT
FOR ANY OTHER REASON. PHYSICAL CONTACT WITH ANY STUDENT OUT OF
ANGER OR AGGRESSION WILL RESULT IN DISIPLINARY ACTION.
Stay With Your Students
All drivers should remain in visual contact with their bus and students while
students are on board. At NO TIME should a driver leave students on the bus
unattended.
Safety Concerns
The bus driver is responsible for the safety and well-being of the students
he or she is transporting. If at any time the driver feels the safety and well-being
of a student has been threatened he or she should report this incident
immediately to school administration. Do not wait to report any incident that
could affect the safety of students.
Cell Phones
It is unlawful for any school bus driver or activity bus driver, while driving,
to use a cell phone. Only in case of emergency should a cell phone be used while a
school bus or activity bus is in motion. Any driver caught using a cell phone while
driving will result in disciplinary action.
20-137.4. Unlawful use of a mobile phone.
(a)
Definitions. – For purposes of this section, the following terms shall mean:
(1)
Additional technology. – As defined in G.S. 20-137.3(a)(1).
(2)
Emergency situation. – Circumstances such as medical concerns, unsafe
road conditions, matters of public safety, or mechanical problems that
create a risk of harm for the operator or passengers of a school bus.
(3)
Mobile telephone. – As defined in G.S. 20-137.3(a)(2).
(4)
School bus. – As defined in G.S. 20-4.01(27)d4. The term also includes
any school activity bus as defined in G.S. 20-4.01(27)d3. And any vehicle
transporting public, private, or parochial school students for
compensation.
Seat Belts
All school bus and activity bus drivers must wear their seat belt in its proper
fashion any time the bus is in motion.
Except as otherwise provided in G.S. 20-137.1, each occupant of a motor vehicle
manufactured with seat belts shall have a seat belt properly fastened about his or
her body at all times when the vehicle is in forward motion on a street or highway
in this State.
Any driver or front seat passenger who fails to wear a seat belt as required by this
section shall have committed an infraction and shall pay a penalty of twenty-five
dollars ($25.00) plus court costs in the sum of seventy-five dollars ($75.00).
Drivers not wearing their seat belt or not wearing their seat belt in the
proper fashion will result in disciplinary actions.
Routing Issues
All bus drivers should follow their TD 29’s as they indicate where the bus
stop is located. School bus stops should be no closer together than .2 of a mile,
unless approved by transportation. Bus drivers should not take it upon
themselves to determine where a student should be picked-up or dropped off.
Any questions concerning stop location and turn around points should be
answered by the Transportation Department.
An updated TD 29 and seating chart should be on the bus at all times.
Passenger Stop Steps
1. Check traffic.
2. Activate amber warning
lights 300 feet in advance of
passenger stop.
3. Make a smooth stop 15 feet
short of passengers.
4. Keep firm pressure on foot
brake.
5. Check traffic.
6. Open door (when safe).
7. Count, watch and recount
students (loading and
unloading).
8. Close door (when safe).
9. Check mirrors from left to
right for students and traffic.
10. Proceed slowly while
checking for students.
NEW PASSENGER STOP PROCEDURES JANUARY 2016
RR Crossing Procedures
School buses and school activity buses must stop at
all railroad crossings.
1. Check traffic and turn on hazard lights.
2. Stop at least 15 feet, but not more than 50 feet
from the track.
3. Turn off any accessories that prevent good
hearing, open window and door, look and listen.
4. Close door, recheck track(s), proceed if safe.
5. After crossing tracks, turn off hazard lights,
close window.
Backing the Bus
When backing the following procedures should be followed.
1. Check traffic (front, rear, and sides).
2. Engage hazard lights (four-way flashers).
3. Communicate with monitor.
4. Blow horn.
5. Back slowly, with no acceleration.
6. Continue to check traffic and with monitor.
Never back the bus to pick up passengers!
Assigned Passenger Stops
Students should only be picked-up and dropped off at their assigned
passenger stops. In order for a student to be dropped off at an alternate stop, a
note must be given to the driver by the Assistant Principal or other school officials
with a parent signature requesting that the child be dropped off at another
location. This should not be an everyday occurrence.
Procedure for Students Exiting at Unassigned Stop
Students should only be dropped off at their assigned stops unless a signed
note from parent/guardian is presented to school officials. If a student exits the
bus at a stop other than their own, the following procedures should be followed.
1. Pull the bus onto the shoulder of the road and stop immediately after the
child exits.
2. Contact your Assistant Principal and explain what has happened.
If at any time your home school cannot be reached contact Eric S. Eaker.
3. Do not leave the area where the student departed until a school official has
arrived on the scene or you have been given verbal instructions to continue
on your route.
4. DO NOT exit the bus to try to get the student back on the bus or allow
anyone else to do so either.
Dealing with Parents
As a bus driver you should always be polite when dealing with parents. If
parents make requests or have questions concerning a bus stop you should not
answer them. Direct the parents either to your schools Assistant Principal or the
Transportation Director. If a parent becomes belligerent at a passenger stop the
following procedures should be used:
1. Let the parent know that they cannot come onto the school bus and
that you do not make passenger stop decisions.
2. Give them the names of both the Transportation Director and your
Assistant Principal as to who to contact with their questions.
3. Let them know you have a schedule to keep and need to proceed.
Any parent who forces their way on a bus should be reported to the
Transportation Department immediately. They are jeopardizing the safety of both
students and driver.
§ 14-132.2. Willfully trespassing upon, damaging, or impeding the progress of a
public school bus.
(a)
Any person who shall unlawfully and willfully demolish, destroy, deface, injure,
burn or damage any public school bus or public school activity bus shall be guilty of a
Class 1 misdemeanor.
(b)
Any person who shall enter a public school bus or public school activity bus
after being forbidden to do so by the authorized school bus driver in charge thereof, or the
school principal to whom the public school bus or public school activity bus is assigned,
shall be guilty of a Class 1 misdemeanor.
(c)
Any occupant of a public school bus or public school activity bus who shall
refuse to leave said bus upon demand of the authorized driver in charge thereof, or upon
demand of the principal of the school to which said bus is assigned, shall be guilty of a
Class 1 misdemeanor.
(c1)
Any person who shall unlawfully and willfully stop, impede, delay, or detain
any public school bus or public school activity bus being operated for public school
purposes shall be guilty of a Class 1 misdemeanor.
(d)
Subsections (b) and (c) of this section shall not apply to a child less than 12
years of age, or authorized professional school personnel. (1975, c. 191, s. 1; 1993, c. 539,
s. 73; 1994, Ex. Sess., c. 24, s. 14(c); 2001-26, s. 1.)
Driver License Renewal
Renewal of license and pocket card is the responsibility of the bus
driver. Both pocket card and license can be renewed six months in advance of
their expiration date. When your license is up for renewal you should contact Jeff
Clevenger with School Bus and Traffic Safety (see contact info below).
A copy of your permanent license must be submitted to the
Transportation Department before your new pocket card is issued. Once we have
a copy of the permanent license we will send you your new pocket card through
the courier.
Jeff Clevenger……… School Bus and Traffic Safety, DMV
Phone Number……..828-855-8978
E-mail address……… [email protected]
[email protected]
Pre-Trip Inspection and Cleaning
School bus drivers are required by federal and state policy to perform a
pre-trip inspection before each run. This inspection should be done each morning
and again in the afternoon (approximate time 5 min). If a problem is found while
inspecting, it should be reported to the Assistant Principal and placed on the daily
trouble sheet sent to the transportation department. If the problem is one that
you feel compromises the safe operation of the school bus, a call should be made
to the transportation department for further instruction. Use numbers provided
on page one.
School buses should be kept in a clean manner. Drivers are responsible for
emptying trash and sweeping the bus. Buses will be inspected once a month to
ensure they are cleaned.
Inclement Weather
If we have inclement weather Lincoln County Schools will do it’s best to
make a decision on school closure or delays by 5:30am. On days of bad weather
NO buses should leave their home school until they have been informed about
the school day schedule. This year you will receive a call from our School
Messenger system at home, on your personal cell, and your school cell phone to
inform you of school closings and delays. Your school cell phones will have voice
mail capability to receive the School Messenger message. If you have arrived at
school on a morning of questionable weather, please check the voice mail on your
school phone.
How to listen to a voice mail
1.
2.
3.
4.
Press and hold the 1 key.
Phone screen should say calling voice mail.
Phone screen will ask for a security code.
Your security code is 8989.
DO NOT CHANGE THE SECURITY CODE ON YOUR PHONE!!!
If for some reason you have left your phone or it is not charged and you are
unsure whether to proceed, wait until another driver arrives and call Eric Eaker.
CLOCKING IN AND OUT
Operator Panel Login Instructions Clocking In
1. Turn on the ignition and start the bus. The operator panel will light
up and display dashes across the panel.
2. Press the EMP button, the red light beside the A will light up and the
light above the ID will light up as well.
3. Using the number pad enter your four digit employee ID number and
then press ENT.
4. The light above the JOB button will light up. When you see this light
using the key pad enter a number 1 through 3 to clock in to your job
function. 1= Regular Bus Driver, 2= Sub Bus Driver, 3= Remediation
Bus Driver. After entering the number press ENT.
5. The light above the RTE button will light up. Using the key pad you
should enter your bus number and press ENT. Your four digit id will
appear on the screen and both the red and green light will be on under
A on the operator panel. You are now clocked in.
Operator Panel Login Instructions Clocking Out
Park the bus, turn the ignition off, walk through and do a post trip
inspection/sweep the bus and empty the trash.
1. Turn the ignition switch to the on position (do not crank the bus).
Press the JOB button and using the key pad press 0 and then ENT.
2. When dashes appear on the operator panel you are clocked out.
Turn the ignition switch off.
Expectations for Clocking In and Out
The expectations for all Lincoln County School Bus Drivers clocking in and out
on the bus are as follows:
 Once you have clocked in for your AM route the bus should be
underway within 5 to 7 minutes, the time it should take you to do a pretrip inspection.
 When you have returned from your AM route you should park the bus in
your assigned parking area, post trip the bus for any issues and clock
out. Once parked you should be clocked out within 5 minutes.
 Once you have clocked in for your PM route the bus should be
underway within 5 minutes, the time it should take you to do a pre-trip
inspection.
 When you have returned from your PM route you should park the bus in
your assigned parking area, post trip the bus for any issues and
sweep/clean the bus. All drivers should be clocked out within 10
minutes of being parked in the afternoon.
 Should a driver fail to clock in or out GPS will be used to determine your
clock in/clock out time.
Important Dates
1. JANUARY 4, 2016 NEW PASSENAGER STOP
PROCEDURES
2. REVISED TD 29’S DUE SEPTEMBER 14th…..these
should list turn by turn direction, stop location
(address), student names and times stops are
made.
3. DPI STUDENT COUNT WILL BE HELD ON
SEPTEMBER 21-25.
4. SECOND REVISED TD 29’S WILL BE DUE
th
FEBRUARY 12 .