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New Jersey Department of Children and Families Policy Manual Manual: OOE Office of Education Effective Date: Volume: I Office of Education Chapter: A Office of Education 1-6-1997 Subchapter: 1 Office of Education Issuance: 37 School Bus Transportation (Regional Schools) Revised: 5-31-2006 TABLE OF CONTENTS PAGE I. OBJECTIVE 2 II. DEFINITIONS 2 III. STANDARDS 2 IV. PROCEDURES 5 A. Vehicle Use and Capacity 5 B. Vehicle Inspections 7 C.
Bus Driver Licensing 8 D. Bus Driver Responsibilities 10 E. Escort Responsibilities 13 F.
Establishment and Maintenance of Bus Routes 15 G. Alteration or Cancellation of Transportation Services Due to Hazardous Weather/Road Conditions 19 H. Loading and Unloading Procedures 20 I. Wheelchair Requirements 27 J. Child Safety Restraint Systems (CSRS) 29 K. Cell Phones 31 L.
E-Z Pass Transponders 33 M. Accident/Incident Procedures 35 N.
Bus Evacuation Drills 39 O. Bus Driver/Escort/Student-Parent Training 41 P. Reports and Records 44 SUBJECT: School Bus Transportation Department of Children and Families (DCF) Regional Schools EFFECTIVE DATE: January 6, 1997 Previously DTC Policy #5, Effective October 1, 1994 REVISED: May 31, 2006 I. OBJECTIVE To establish procedures governing the safe and appropriate transportation of eligible students, eligible infants/toddlers, authorized school personnel, adults serving as chaperones and/or persons stipulated in a student’s IEP to/from school and school-related activities on school buses operated by the Department of Children and Families (DCF), Office of Education (OOE). DEFINITIONS Eligible Student: an individual, age 3 through 21 years, who is enrolled in a DCF Regional School or affiliated program.
Eligible Infant/Toddler: a student-parent’s child attending a Day Care program provided at a DCF Regional School. School Bus: any vehicle originally designed by the manufacturer as a school bus with a capacity of 11 or more persons including the driver. Student-parent: a pregnant or parenting student enrolled in a DCF Regional School Teen Education and Child Health (TEACH) program.
STANDARDS Students and infants/toddlers transported to school and school-related activities on school buses operated by the DCF OOE shall be provided transportation services in accordance with this policy and applicable federal and state laws and regulations such as NJSA 18A:39-1 et seq. And NJAC 6A:27-1 et seq. Transportation services shall be provided, in accordance with the DCF Regional School’s calendar, for eligible students and eligible infants/toddlers living within the designated catchment area of the program. Students and infants/toddlers transported on DCF OOE school buses shall be provided curb to curb transportation services in adherence with this policy. The OOE Operations Manager and the OOE Regional Transportation Coordinators shall provide staff with technical assistance and support regarding student transportation services at the DCF Regional Schools.
The Education Supervisor (ES) and the Head Bus Driver at each DCF Regional School and the Office of Education (OOE) Regional Transportation Coordinators shall ensure that the appropriate Regional School staff are regularly and properly trained regarding all pertinent areas of student transportation and are thoroughly familiar with their roles and responsibilities in the implementation of this policy. The DCF OOE shall ensure that all School Bus Drivers are properly licensed and trained and meet all the requirements of applicable statutes and regulations.
As mandated by federal law and regulations, School Bus Drivers must submit to a random drug test for the presence of alcohol, narcotics or habit-producing drugs in accordance with the “New Jersey Controlled Dangerous Substances Act” and the Statewide Policy for Drug and Alcohol Testing of Employees. Pursuant to N.J.S.A. 39:3B-25, a School Bus Driver is prohibited from using a cellular or other wireless telephone while operating a school bus except in an emergency situation or when the school bus is parked in a safe area off of a highway. In accordance with N.J.A.C. 6A:27-12.1(a), School Bus Drivers and escorts shall be reliable persons of good moral character who possess the qualifications and communication skills necessary to perform the duties of the position. During the provision of transportation services on a DCF OOE school bus, the safety and the supervision of the students and other passengers are paramount and are the shared responsibility of the School Bus Driver and the escort.
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For each bus run/trip, the ES and Head Bus Driver shall ensure that a current Emergency Information Form (Attachments 22A and 22B) is present on the bus for each student and infant/toddler being transported. Escorts shall be provided on DCF OOE school buses in accordance with a student’s IEP or as determined necessary by the ES based on the needs of the student population or an individual student. Confidential information about School Bus Drivers which is maintained by the Head Bus Drivers in adherence with this policy shall be secured in a locked cabinet at each DCF Regional School. There shall be no smoking on school buses operated by the DCF OOE.
Each DCF Regional School shall establish and consistently implement rules of conduct pertaining to student behavior on the school bus. Pursuant to N.J.S.A. 39:3B-10 and 11, the driver and each passenger on a school bus shall wear a properly adjusted and fastened seat belt or other child safety restraint system that is in conformity with the applicable Federal Motor Vehicle Safety Standards and this policy at all times while the bus is in operation.
The suspension or delay of the operation of transportation services due to inclement weather or other conditions shall be the responsibility of the DCF Regional School providing the services. PROCEDURES A. Vehicle Use and Capacity 1. Department of Children and Families (DCF) Office of Education (OOE) school buses shall comply with all New Jersey (NJ) Motor Vehicle Commission (MVC) laws and regulations for the manufacture of school buses. Only eligible students, eligible infants/toddlers, authorized school personnel, adults serving as chaperones and/or persons stipulated in a student’s Individualized Education Program (IEP) shall be provided transportation on a DCF OOE school bus. Any exception to this provision requires the express approval of the Director, OOE. An infant/toddler shall be transported to a Regional School (RS) only with his/her student-parent.
The number of passengers on a school bus shall not exceed the vehicle’s designated passenger capacity as established by the manufacturer: a. The number of students/infants assigned to a seating location shall not exceed the number of seat belts or wheelchair harnesses; b. Each student and staff sitting in a bus seat shall be secured with an approved seat belt; c. Each student sitting in a wheelchair shall be secured with a lap and torso safety belt and an approved wheelchair restraint system; d.
The appropriate Child Safety Restraint System (CSRS) shall be used to transport infants/toddlers and students with disabilities for whom such a system must be utilized; e. There shall be no standees; and f. When there are five passengers in wheelchairs on a bus equipped with a wheelchair lift, there shall be no more than three ambulatory passengers. The ES shall determine the types of items that are acceptable and appropriate for passengers to bring with them onto the school bus. It is prohibited to use a DCF OOE school bus to transport items, other than those addressed in this policy, which have not been approved by the ES and/or which are considered to be inappropriate/illegal/not the customary possession of a student or staff person. The bus driver/escort shall ensure that all appropriate loose or moveable items brought onto the bus by any passengers shall be secured before the bus moves and that there are no objects obstructing the aisles and exits. Vehicle Inspections 1.
Any school bus owned or leased by the DCF Office of Education (OOE) must be registered with the NJ MVC and issued a current MVC school bus inspection sticker prior to use for transportation of students. The Head Bus Driver, the Fleet Manager and the Regional Transportation Coordinator shall assure that each DCF OOE school bus is inspected two times a year by the State Motor Vehicle inspectors.
Scheduled inspections shall be performed on-site or at an approved designated service station. The NJ MVC may, at any time, perform inspections of school vehicles in operation on highways of the State of New Jersey or at the place of business of the owner of such vehicles. A copy of each vehicle’s inspection form shall be maintained by the Head Bus Driver. The Head Bus Driver shall forward the invoice for the inspection to the Regional Transportation Coordinator. The Head Bus Driver shall keep all records of inspection and maintenance reports for the life of the vehicle. Such reports shall follow the vehicle and shall be available for review by the NJ MVC. Bus Drivers shall conduct a daily pre-trip warm-up and operating inspection of the school buses, utilizing the Pre-Trip Vehicle Check List (Attachment 1), to verify the proper working condition of all equipment.
A detected malfunction shall be recorded and reported to the Head Bus Driver immediately for his/her decision regarding the scheduling of maintenance and correction prior to or following the completion of the bus run/trip. Bus Driver Licensing 1. Every School Bus Driver employed by the DCF OOE shall possess a current Commercial Driver’s License (CDL) with a Passenger (P) and School Bus (S) endorsement and shall meet all the requirements of applicable statutes and regulations which include, but are not limited to, the following: a. Be at least 21 years of age and have a minimum of three years of regular driving experience in order to be eligible for a CDL license; b. Possess a valid New Jersey photo driver’s license if a New Jersey resident or comply with N.J.S.A. 39:3-10.19 if an out-of-state resident; c.
Possess acceptable proof of Social Security or exemption; d. Pass a physical examination by a licensed physician every two years; e. Meet tuberculin testing requirements when first employed pursuant to N.J.A.C. 6A:32-6.3; f.
Submit to a random drug test for the presence of alcohol, narcotics or habit-producing drugs in accordance with the “New Jersey Controlled Dangerous Substances Act” and the Statewide Policy for Drug and Alcohol Testing of Employees; and g. Submit to a criminal history record check every two years. Each new Bus Driver application shall be processed as per the current State of New Jersey, Department of Personnel and DCF requirements.
The Head Bus Driver shall retain, in a locked cabinet, a current driver qualification employment record for each school Bus Driver. At a minimum, these records shall include: a. The Bus Driver’s name and a copy of his/her social security number; b.
A copy of the Bus Driver’s license to document the driver’s license number with the class of license, the endorsement to operate a school bus and the issuing state; c. A copy of the portion of a current medical examiner’s certificate that verifies authorization to operate a school bus; and d. The current MVC’s abstract of Bus Driver’s record. The DCF OOE Personnel Unit shall retain all information pertaining to each Bus Driver’s criminal history background check. The DCF OOE shall secure an abstract of the driving record of each Bus Driver every six months and anytime it is deemed necessary (Attachment 16).
The Head Bus Driver shall maintain, in a locked cabinet, a completed, current School Bus Driver Certification Roster (Attachment 15) which shall be available for review by the MVC during inspections. Each Bus Driver shall immediately notify the Head Bus Driver of any issues pertaining to his/her CDL credentials. The Regional Transportation Coordinator shall investigate the charges and ensure that all CDL requirements have been satisfied prior to allowing the driver to resume his/her duties. Bus Driver Responsibilities 1.
The Bus Driver shall be responsible for the safe operation of the school bus. While the bus is in transit, the Bus Driver shall be the responsible decision maker in all matters relating to vehicle safety, weather-related road conditions and/or mechanical operations. Bus Drivers shall wear seat belts whenever the vehicle is in motion. At the beginning and upon completion of each bus run/trip, a Bus Driver shall sign his/her time sheet (Attachment 18). Unless he/she has been assigned extra time for bus-related duties, he/she shall leave the RS premises at the end of the regular work shift. A Bus Driver transporting a group of staff and students on a class trip shall be compensated for the entire time, provided he/she remains with the group and assists with the students under the direction of the trip leader.
Unless otherwise determined by the Head Bus Driver or Education Supervisor (ES), all buses on an outing shall remain at the trip destination site, and all Bus Drivers shall stay with the group of staff and students. Responsibilities of each Bus Driver shall include, but are not limited to: a. Passenger safety; b. Conducting complete and thorough pre-trip inspections of the school bus and its equipment prior to every bus run/trip using the Pre-Trip Vehicle Check List (Attachment 1); c.
Completing the Daily Vehicle Log and the Daily Cell Phone Log at the beginning and end of each bus run/trip (Attachments 2 and 13); d. Reporting bus defects to the Head Bus Driver on the day they are observed, both verbally and in writing, using the Bus Maintenance Report (Attachment 5); e.
Completing all other forms, reports, and documents, as required, such as the Monthly Gasoline Credit Card Report, the E-Z Pass Report, the Vehicle Accident and Incident Reports, the Student Transportation Incident Report, etc. (Attachments 3, 4, 20A, 20B, 21); f. Adhering to established routes, bus stops, and time schedules; g. Participating in trainings and in conducting emergency evacuation drills in accordance with the OOE School Bus Transportation Training Manual (SBTTM); h. Driving defensively at all times; i.
Maintaining the cleanliness of the interior and exterior of the buses, including washing the exterior of the bus; j. Transporting only eligible students, eligible infants/toddlers, authorized school personnel, adults serving as chaperones and/or persons stipulated in a student’s IEP; and k. Assuring that the bus has no passengers on board while it is being re-fueled. When there is no escort on the bus, the Bus Driver shall assume the escort’s responsibilities such as: a.
Supervise all students on the bus and assume responsibility for making decisions regarding student-related matters while the bus is in transit, consulting with the ES, as necessary and feasible; b. Check to ensure that the safety/securement systems for all students and infants/toddlers on the bus are appropriately placed/fastened/secured; and c. Ensure that any approved loose items brought onto the bus by a passenger such as a backpack, baby stroller, oxygen, etc. Are properly secured before the bus moves so those objects cannot become a potential projectile in the event the bus stops suddenly (i.e.
A backpack can be secured with the student’s seat belt.). At the conclusion of each bus run/trip, the Bus Driver shall conduct a visual inspection by walking from the front to the back of the bus to: a. Confirm that there are no passengers remaining on the bus; b. Carefully check for any indications of vandalism or damage; and c. Look under and between seats for any items that may have been left on the bus. Anything unusual or suspicious shall be immediately reported to the ES. Bus Drivers shall not engage in any distracting activity while operating the school bus, which includes, but is not limited to: drinking, eating, reading, shaving, putting on make-up, listening to music with headphones, and/or talking on a cellular phone.
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All Bus Drivers shall adhere to the RS’s guidelines for appropriate attire which is conducive to bus safety and promotes a professional image. A strictly professional and confidential relationship shall be maintained at all times between the Bus Driver and the student(s)/parent(s)/guardian(s)/caregiver(s). The Bus Driver shall direct parents/caregivers to contact the ES with questions and messages regarding the program, staff and students.
Bus Drivers shall be trained, as required, in CPR and First Aid. A Bus Driver and/or escort, as appropriate, shall report all student-related problems occurring on his/her bus to the ES and the Head Bus Driver, immediately by cell phone or at the conclusion of the bus run/trip. As appropriate for the program, the ES and the Head Bus Driver shall develop a code word or phrase to use when there is imminent danger on the bus that requires the attention of the police. When there is imminent danger, the Bus Driver and/or escort shall call the RS, if possible, and use the code word or phrase. The ES or designee shall contact the local police immediately to provide the location of the bus. Dangerous situations include, but are not limited to those in which a student: 1) is in possession of a weapon; 2) has made a terroristic and/or violent threat; 3) is violent; and/or 4) is demonstrating a danger to himself or others. Escort Responsibilities 1.
Escorts shall maintain a professional and confidential relationship with students, parents, guardians, and caregivers. An escort shall refer questions and messages regarding the program, staff and students to the ES.
Escorts shall continually monitor all students on the bus and shall assume responsibility for making decisions regarding student-related matters while the bus is in transit, consulting with the ES, as necessary and feasible. Escorts shall assist with the loading and unloading of students; however, 1) when an ambulatory student requires assistance during the boarding/exiting of the bus, the caregiver shall provide any assistance required outside the bus; and 2) only the Bus Driver shall operate the wheelchair lift when students in wheelchairs are boarding/exiting the bus. Escorts shall assure the students’ comfort and safety while they are on the bus in accordance with this policy and the OOE School Bus Transportation Training Manual; c. Escorts shall assure that ambulatory students, students in wheelchairs and infants/toddlers are properly secured before the bus moves; d. Escorts shall ensure that any approved loose items brought onto the bus by a passenger such as a backpack, baby stroller, oxygen, etc. Are properly secured before the bus moves so those objects cannot become a potential projectile in the event the bus stops suddenly (i.e.
A backpack can be secured with the student’s seat belt.); and e. Escorts shall assume responsibility for the direct care and supervision of the students already on the bus and shall not leave the bus at any time while students are on the bus. An escort and/or Bus Driver, as appropriate, shall report all student-related problems occurring on his/her bus to the ES and the Head Bus Driver, immediately by cell phone or at the conclusion of the bus run/trip. As appropriate for the program, the ES and the Head Bus Driver shall develop a code word or phrase to use when there is imminent danger on the bus that requires the attention of the police. When there is imminent danger, the Bus Driver and/or escort shall call the RS, if possible, and use the code word or phrase. The ES or designee shall contact the local police immediately to provide the location of the bus.
Dangerous situations include, but are not limited to, those in which a student: 1) is in possession of a weapon; 2) has made a terroristic and/or violent threat; 3) is violent; and/or 4) is demonstrating a danger to himself or others. Escorts shall not, at any time, sleep, smoke, drink, eat, read a book, use a personal cell phone or listen to music on headphones while on the school bus. Escorts are permitted to use the OOE cell phone for emergencies and/or at the request of the Bus Driver. If the Bus Driver becomes incapacitated, the escort shall take control of an emergency situation. Escorts shall wear seat belts whenever the vehicle is in motion. All escorts shall adhere to the RS’s guidelines for appropriate attire which is conducive to bus safety and promotes a professional image.
Establishment and Maintenance of Bus Routes 1. The Head Bus Driver shall arrange appropriate transportation services and establish routes to include the course of travel with designated times and stops for each student. The Head Bus Driver and Bus Driver shall plan student bus routes and stops to ensure maximum student safety based upon, but not limited to: 1) students’ street addresses; 2) need for adaptive equipment; 3) medical issues/concerns; 4) wheelchair requirements; 5) ambulatory/non-ambulatory status; 6) infants’/students’ need for Child Safety Restraint Systems; and 7) escort requirements. No student’s/infant’s scheduled time on the bus shall exceed 45 minutes without the written approval of the Regional Administrator (RA). All bus routes shall originate at the RS. Exceptions shall be authorized by the RA.
The Head Bus Driver shall ensure that there are current written directions for each established route. An established route, including the scheduled pick-up and drop-off times, shall be adhered to by the assigned Bus Driver. The ES or designee shall notify, in writing, the parent(s)/ guardian(s) of students/infants of the initial arrangements for transportation services. The ES shall notify the Head Bus Driver in writing of a student’s admission, return after a long absence and/or discharge date as far in advance as possible, but not less than 2 calendar days prior to the admission/discharge date, when feasible. The Head Bus Driver shall examine designated bus stops, as necessary, but at least biannually, to address/review issues regarding safety, efficiency and economy and to make adjustments when there are changes in enrollment. The Head Bus Driver shall ensure that bus stops occur in a manner to accommodate as many right turns as possible to reduce undue hazard and collision potential.
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The Head Bus Driver shall make every effort to arrange a student’s/infant’s designated stop near his/her residence on the same side of the road and away from intersections. Bus Drivers shall examine stops regularly and report new elements or hazards to the Head Bus Driver. Buses are not to enter driveways or back up unless approved by the Head Bus Driver and ES. If these maneuvers are required, extreme caution shall be exercised by the Bus Driver. Only the Head Bus Driver shall make changes to an established bus route. Such changes shall be designed to minimally affect the existing route and shall be approved by the ES or designee prior to implementation. The Head Bus Driver shall notify the Bus Driver(s) in writing when a bus route(s) is to be changed.
The ES or designee shall notify the parent(s)/guardian(s) of student(s)/infant(s), in writing, about permanent changes to a bus route affecting their children at least 2 weeks, when possible, prior to the implementation of the revised route. The ES or designee shall contact parent(s)/guardian(s) by telephone or in writing, as appropriate, to inform them of a temporary change to a bus route affecting their child(ren). 1) Emergency roadway conditions due to accidents, inclement weather, roadway construction, or other emergency situations may necessitate a temporary change in an assigned route and/or stop(s). 2) The Head Bus Driver shall make sufficient contacts with community agencies responsible for alerting vehicle operators of such temporary conditions and/or designated emergency routes.
When assigning “extra time” to Bus Drivers, the Head Bus Driver shall utilize the “Rotation of Extra Time Assignments for Bus Drivers” form (Attachment 17) to ensure that the Bus Drivers have all been given an equal opportunity to work additional hours in order to complete bus-related duties such as driving for school trips/activities. The Head Bus Driver shall write the names of all Bus Drivers, in order of seniority, on the “Rotation of Extra Time Assignments for Bus Drivers” form. For each activity requiring the assignment of “extra time,” the Head Bus Driver shall write the name and date of the activity in the appropriate spaces on the “Rotation of Extra Time Assignments for Bus Drivers” form. The Head Bus Driver shall always offer an “extra time” assignment to the Bus Drivers in the same order as they appear on the “Rotation of Extra Time Assignments for Bus Drivers” form, starting each time with the person whose name appears after the name of the last driver to work “extra time”.
For each assignment offered by the Head Bus Driver, the Bus Driver shall indicate if he/she accepts or refuses the assignment by circling yes or no and writing his/her initials in the appropriate section of the form for that particular activity. If a Bus Driver refuses an assignment, the Head Bus Driver shall continue to rotate in succession through the pre-developed list on the form until a Bus Driver accepts the assignment of extra time.
When no Bus Driver accepts an “extra time” assignment, the Head Bus Driver shall assign the activity according to reverse seniority. The completed “Rotation of Extra Time Assignment for Bus Driver” forms shall be maintained on file at the RS. At the beginning of each bus run/trip, the Head Bus Driver shall give each Bus Driver and escort the list of students scheduled to be on that particular bus run/trip.
The ES at each RS shall develop a site-specific procedure to verify, in a timely manner, that all students have exited the bus and are in their classrooms. This procedure shall be approved by the RA. This procedure shall be implemented as a back-up to the mandatory inspection of the buses by the Bus Drivers at the conclusion of each bus run/trip.
A parent/guardian may transport his/her child to or from the RS when a bus run is missed, when a child is brought to the RS after the start of the normal school day or when there is an early dismissal. When a school receives a request/notification from a parent/guardian, eligible student or school district regarding the transportation of a student to school on a regular basis by a means other than a DCF OOE school bus (i.e. Parent driving student; student using public transportation; the student driving his/her own car; district providing transportation other than for a medical transport, a continuation student, or other pre-approved arrangement), the ES shall inform the RA. The RA shall review the matter with the Director, OOE. The Director, OOE, and the RA will collaboratively make a determination on a case-by-case basis.
Alteration or Cancellation of Transportation Services Due To Hazardous Weather/Road Conditions 1. When hazardous road conditions exist prior to the start of the school day, the ES or designee and the Head Bus Driver shall confer and, if necessary, shall notify the RA about the decision to cancel or delay transportation services. When a decision is made to cancel or delay student transportation services: a. The ES or designee shall notify the designated radio station(s) to announce that either: 1) the program is open, but no transportation will be provided; OR 2) transportation will be delayed (for one hour, etc.) b. The appropriate message should be announced at least one hour prior to the beginning of the scheduled school day. The ES shall annually distribute to parents a list of the radio stations used by each RS to broadcast information regarding the cancellation or delay of transportation services/school.
When hazardous road/weather conditions (verified through local police, highway authorities or weather advisories) develop during the school day, the ES shall contact the RA and notify him/her about the decision to send the students home prior to the conclusion of the normal school day. Early dismissal shall be conducted as follows: a. The RA shall notify the Director, OOE, or designee; b. The ES shall contact parents/guardians/caregivers to inform them about the early dismissal and to discuss pertinent issues such as the new drop-off time and the availability of a responsible adult to receive the student at the bus stop or the need for alternate arrangements. If extreme weather conditions are predicted for that day, when the students board the bus in the morning, the Bus Driver or escort shall advise the parents/guardians/caregivers of a “possible” early dismissal. Loading and Unloading Procedures 1.
When the Bus Driver is not seated in the driver’s seat and is not actively involved in operating the wheelchair lift: a. The transmission of the bus shall be in park.