NICHOLAS COUNTY SCHOOLS OFFICE OF PUPIL TRANSPORTATION PERSONNEL POLICY. APPROVED AND MADE EFFECTIVE AUGUST 6, 2012 Revised 9/2/14, 2/16/15

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1 NICHOLAS COUNTY SCHOOLS NCBOE Policy: GBED OFFICE OF PUPIL TRANSPORTATION PERSONNEL POLICY APPROVED AND MADE EFFECTIVE AUGUST 6, 2012 Revised 9/2/14, 2/16/15 PREPARED AND PUBLISHED BY THE OFFICE OF PUPIL TRANSPORTATION 1

2 INTRODUCTION The Pupil Transportation Personnel Handbook has been prepared to provide pupil transportation employees with a comprehensive information guide. This manual will be especially useful to new employees while veteran employees will find that it contains valuable reinforcement materials. Keep it readily available and refer to it often. This handbook in conjunction with the West Virginia School Transportation Regulation Handbook will serve as a part of Nicholas County Schools Administrative Regulations and Personnel Manual. It is not intended to replace, or substitute for, any federal or state regulations, but does supersede all previous memoranda on the included subjects. It will provide a common understanding and aid in implementation of the pupil transportation program. It will serve as policy of operation upon approval of the Board. The contents of this handbook were designed to cover situations which may confront transportation employees during the execution of their duties. Everything an employee might encounter could not be and was not intended to be included. However, this manual is designed to provide more uniformity among the different terminal locations. This policy of operation shall remain in effect for not less than three (3) years nor more than five (5) without review. The policy revision committee shall meet each year, or as needed, to review and discuss changes in State, Federal or West Virginia School Transportation regulations. The committee shall include Nicholas County Superintendent of Schools, Director of Transportation, Secretary of Transportation, three (3) regular bus operators, two (2) substitute bus operators, and one (1) mechanic. Members of the committee shall serve three year terms and shall not be eligible to be selected on consecutive terms, excluding the Superintendent of Schools, Director of Transportation, and Secretary of Transportation should they be employed in same capacity for more than one term. No more than two-thirds of the committee can be replaced at one time. If a committee member ceases to be employed by the Nicholas County Board of Education, a replacement member may be selected by drawing of interested parties in the classification in which they were employed. 2

3 ACKNOWLEDGEMENTS Numerous hours were expended in the preparation of this handbook. Several transportation employees contributed time and ideas during the developmental stages. The effort, time and results of dedicated employees are appreciated. 3

4 POLICIES AND ADMINISTRATIVE PROCEDURES A copy of this administrative manual for Nicholas County Schools will be provided for each transportation employee. All transportation employees are expected to become familiar with its contents, especially those parts that relate to your employment, assignments and benefits. I. EMPLOYMENT PROCEDURES A. Qualifications 1. Bus operators & Monitor Aides Per WV Code as defined in West Virginia School Transportation Regulations, published by the West Virginia State Department of Education, available from Nicholas County School transportation supervisors. 2. Bus Maintenance Shop Personnel a. Basic health and physical qualifications as established for bus operators under 1 above. b. Education, ability and experience in the shop position for which application is being made. c. Qualifications as defined in job description. B. Process Procedures for Employment 1. Application with Nicholas County Schools Personnel Office 2. Applicants being considered for employment are referenced by the personnel office. 3. Those referenced by the Nicholas County Schools Personnel Office will be interviewed by the Director of Transportation and/or his designee. 4. A list of potential applicants is sent to the Department of Motor Vehicles for a driver history and fingerprint so that a criminal search can be conducted by the Department of Public Safety and FBI for assurance of certification. 4

5 5. Drug testing required for persons being hired in safety sensitive positions, including new employees and substitutes, as required by county policy. Annual random drug/alcohol testing required thereafter. 6. Physical examination by Nicholas County Schools Physician (arrangements to be made by the Nicholas County Schools Office of Pupil Transportation). 7. Pre-service (including behind-the-wheel training) and evaluation. A minimum of fifty two hour instruction from the West Virginia School Bus Operator Instructional Program will be provided. Sufficient behind-the-wheel instruction, first aid training, and special training for dealing with handicapped students will also be provided. 8. Necessary CDL training and examination. The expense for the CDL examination will be paid by the applicant and will be reimbursed after the applicant has substituted for one year or has been hired as a regular employee. Proper receipt must be retained by applicant. Reimbursement will only be made within 12 months of original date of examination. 9. School bus certification after necessary forms are received from the Office of Pupil Transportation. 10. Supervised behind the wheel experience with children on board immediately following certification. 11. Baseline hearing examination for all new applicants. 12. Physical performance standards testing. 13. Recommendation for employment. 14. If approved, applicant employed or name added to substitute list. 5

6 II. INSERVICE TRAINING In-service training must match or exceed the required number of hours (18 hours minimum per year) established by West Virginia School Transportation Regulations, and may include but not limited to: - West Virginia School Bus Operator Instructional Program - General safety and training classes - Pupil transportation safety lectures by recognized authorities on the subject - Specific sessions with terminal supervisors - School bus certification requirements and procedures - Review of laws, regulations, policies and procedures pertaining to pupil transportation - First aid training - School bus safety rodeo - Physical performance testing III. ASSIGNMENTS AND DUTIES A. Bus Operator (half-time employee) Class D The bus operator s day will not exceed 3.5 hours per day or 17.5 hours per week on a regular basis. This will include assigned daily trip(s) and pre-trip inspection(s). It may or may not include cleaning, washing the bus, written reports and any other assigned duties. B. Bus Operator (Full-time employee) Class D 1. The normal workday will be eight hours, which includes pre-trip inspections and miscellaneous duties (washing and cleaning bus, record keeping, meetings, delays in route, fueling, inclement weather, etc.) 2. Some assignments may exceed seven hours daily. 3. When regular assignments exceed eight hours, the overtime rate will apply to all over forty hours worked each week. The overtime rate will be calculated on actual hours worked. Off duty time will not be calculated as actual hours worked. 4. Extra trips (after hours or weekends) (see page 9) 5. Driving and non-driving assignments will be made by the supervisor in accordance with the job description. 6

7 C. Shop Personnel 1. The approved eight hour day will apply with one-half hour paid lunch time and two fifteen minute breaks. 2. Any work time beyond the forty hours per week will be paid the overtime rate. 3. Any overtime work must have the approval of the Office of Pupil Transportation. 4. All maintenance forms must be completed promptly and given to the terminal supervisor. D. Shop Foreman A foreman must have the capability of performing or supervising any required maintenance in transportation shops, as assigned by the supervisor. He will also supervise other personnel and their work as requested by the supervisor. Maintenance forms must be completed daily. Parts used will be priced and all invoices given to the transportation office. Duties will be further detailed on job description. E. Mechanic Means personnel employed who can independently perform skilled duties in the maintenance and repair of automobiles, school buses, and other mechanical and mobile equipment to use in a county school system. Duties will be further defined in job description. F. Aides Must have the ability to provide any necessary assistance to pupils transported to school and assigned to their care. Aides must assist the driver in necessary safety and pupil care functions. Aides will perform other duties as required or assigned. See job description for more detailed responsibilities. Monitor aides employed on a half-time basis will have daily assignments not to exceed 3.5 hours per day or 17.5 hours per week on a regular basis. G. Substitute Bus Drivers and Substitute Bus Aides Qualified substitute bus drivers and qualified substitute bus aides are hired as substitutes only. Qualified means employees meeting all county, state and federal requirements for such positions. They do not receive the fringe benefits such as hospitalization, retirement, sick leave, paid holidays, etc. as do regular employees of the school system except as spelled out in School Law 18A-4-15 (regular employee status). Substitutes are obligated to keep themselves available for call out. Any substitute who refuses three (3) times, misses, three (3) calls between the hours of 3:00 a.m. and 7:00 a.m., or a combination thereof may be removed from the substitute list; however, a substitute shall 7

8 notify the supervisor or designee in advance, with a justifiable reason when they are not available for work. Any abuse of this privilege shall lead to removal from the substitute list. The following is established procedure for substitute utilization: 1. If a computerized callout system is in operation, employees will follow the guidelines of that system. When the computerized callout system fails to assign a sub, the director, or his designee, may assign a sub at his/her discretion. 2. A substitute will remain on assigned run until the regular employee returns or the run is filled or eliminated. 3. With particular regard to the long-term absence among bus operators and school bus aides, a regular service employee in the same classification category of employment may be allowed to fill the position of the absent employee with the substitute then filling the regular employee s position (long-term absence shall mean, for purposes of this section, more than twenty (20) working days. An employee will not be required to ask for a leave of absence. In such a case, a substitute will be assigned from the long-term roster on a rotating basis and will remain in that assignment until the status of the regular employee is determined. 4. Regular bus operators may step-up in the event of another regular bus operators absence either on a daily basis or a long term basis. A substitute will then fill the position of the bus operator who steps up. Bus operators will have the opportunity to place their name on a roster and will be called each time another bus operator is absent. Assignments will be made by rotating seniority order. 5. When making decisions affecting the substitutes for regular employment, county seniority, qualifications and evaluations of past service will be considered. IV. GRIEVANCE PROCEDURES In accordance with the West Virginia Laws or Nicholas County Board of Education policies. V. OTHER EMPLOYMENT Since safe and efficient transportation of children is the primary concern of the school transportation system, drivers shall not be permitted to neglect any of their duties and responsibilities as a bus driver because of other employment. 8

9 VI. PROBATION, PROMOTION, TENURE, TRANSFERS, SUPERVISIONS, AND SEPERTATION See Board of Education Policies and Administrative Regulations. Also, refer to Disciplinary Rules and Regulations in this manual. VII. EVALUATION The purpose of the evaluation of the Nicholas County Schools personnel is to promote improvement in performance and to motivate the growth and development of the person being evaluated. All employees will be evaluated on a yearly basis by their supervisor. VIII. TERMINAL PROCEDURES A. Bus Storage Day/Night Normally buses will be stored at the local terminal. In any event, such will be the case if and when the supervisor so requests. Some exceptions that may be made during normal situations are: 1. When the bus operator can park the bus at home or at a location near the end of the route not to exceed 12 miles per day for regular contract runs and 8 miles per day for individual extra-curricular contract runs with the approval of the Director of Transportation. Daily allowable mileage applies to individual contract runs and cannot be added across runs. 2. When the bus operator can park at the driver s residence not to exceed 12 miles per day for regular contract runs and 8 miles per day for individual extra-curricular contract runs with the approval of the Director of Transportation or at work in route to the beginning of his/her afternoon assignment with the approval of the Director of Transportation. 3. Buses may not be used during the day to travel home, to work, to other employment, or any other non-assigned BOE location as outlined in #2. 4. When the administration determines it is appropriate to park or store buses elsewhere. Safety, vandalism, and space for parking will be considered. 5. Any unauthorized or personal use of Board of Education buses or vehicles resulting in excessive mileage will be strictly prohibited. Employees will reimburse the Board for any expenses incurred and will be subject to disciplinary action. Emergency situations will require notifications of the supervisor. B. Reporting to Work 9

10 1. All bus operators are required to give buses a pre-trip safety inspection 15 minutes prior to scheduled departure time from the point of storage. Drivers who are allowed to keep their bus at home shall pre-trip their bus allowing sufficient time to report to the terminal for a spare bus or have a spare bus delivered to their location to prevent a delay in their schedule. Drivers must maintain a safe and adequate location for the parking of school buses. If these conditions are not met at their place of storage, it will necessitate the bus being brought into the terminal for parking. 2. Supervisors and mechanics must be immediately contacted to correct any abnormal, unusual, or unsafe condition on the bus. The proper form for reporting maintenance needs must be used (refer to sample form in appendix). 3. Bus operators are expected to refuse to operate a vehicle that they are aware of being unsafe for transporting pupils. Also, they must file a status report concerning any such vehicle conditions. 4. All operators must wear safety (seat) belt when bus is in motion. 5. All regular reports must be submitted promptly when due. All other reports must be submitted when requested. 6. All bus maintenance needs must be reported promptly by the operator, on the prescribed form, as the need arises or exists (refer to sample form in appendix). Reports are to be submitted to the mechanics. 7. On days that school is cancelled due to inclement weather, bus operators may be required to take their bus to the garage for maintenance or be required to perform other required tasks. 8. Regular employees shall attend all meetings called by their supervisor. C. Employee Policy for Returning to Work 1. All drivers or aides who are absent from work will notify their supervisor by 4:00pm the afternoon prior to returning to work. This is to give sufficient time to notify any substitute of the employees intent to return to work. If circumstances make this impossible, the employee shall report as soon as possible thereafter, but in no case will a supervisor be required to provide work or pay for the employees who do not report prior to their regular reporting time. 2. Claims for more than two (2) days in case of illness shall be signed by a duly licensed physician. 3. Employees returning to work after an extended illness or injury must follow the guidelines of the Nicholas County Return to Work Policy. 10

11 D. Assignment of Routes 1. No bus route can be considered static. Routes will be changed as need arises to provide necessary service to pupils and schools. 2. Operators will continue as presently assigned unless schedule changes such as school closings, diminishing attendance, etc., occur to cancel a run or make it substantially a new run. 3. An open route created by retirement, resignation, new route, etc., which constitutes a vacancy will be posted for five (5) working days prior to assignment. When a run is awarded, the run previously held becomes open. 4. Assignments will be made to the regular driver or aide who has the most seniority within classification and desires the run. 5. Under no circumstances shall an employee(s) be allowed to trade any or part of their runs unless approved by the Director of Transportation. E. Conditions for Bidding 1. Bidding will be only on open runs by employees who possess a valid certification and/or appropriate qualifications. 2. Bidding will not obligate reassignment of buses to other runs. 3. Bidder must take run if awarded. 4. Bidder, if successful, relinquishes all claims to previously held route and/or bus. 5. Employee must have Board approval before transferring from one bus to another. F. Bidding Procedures 1. Runs will not be considered open because they have been revised or altered. 2. When conditions of bidding are met by two or more employees, the assignment will be made to the regular employee with the most seniority in classification. 3. Employees bidding must do so in writing by signing the designated bid sheet within the five working day posting period and submitting to the Transportation Office. Phone bidding will not be accepted. 11

12 4. After the five day posting period, bid sheets will be forwarded to the Office of Personnel and assignments will be awarded by county seniority within classification after Board approval. G. Extra-Curricular Assignments Pursuant to 18A-4-16 of WV Code, Extra-Curricular assignments are defined in part, as assignments that occur at times other than the regular daily schedule. Extra-curricular activities occur on a regular basis. Examples would be mid-day vocational assignments, mid-day special programs assignments or assignments for after school programs. Extra-curricular assignments shall be made by mutual agreement of the employee and the Superintendent, subject to Board approval. 1. Beginning on the first day following final approval of this policy procedure handbook by the Board, all extra-curricular assignments either newly created or made vacant due to retirement, resignation, transfer, reassignment, or dismissal will be paid at the rate of 1/7 of the driver s daily rate of pay for each hour of actual work performed. An additional ½ hour will be paid for cleanup and refueling. 2. Extra-curricular assignments shall be open to all drivers pending availability for the run. Drivers may be required to use a bus located at or near the assignment. In such a case, drivers will provide their own transportation to that location. 3. When athletics, 21 st Century, or any other school activities coincide, students can be assigned to any bus available at that time. The funding program will have priority if the bus becomes overcrowded. There will be no additional pay for transporting students of different programs. 4. When a field trip is scheduled for an extra-curricular program, the bus operator(s) assigned to that program will have first opportunity to take the trip, pending availability in rotating seniority order of drivers assigned to that program. If the assigned bus operator is unavailable, one will be assigned from the extra-duty trip roster. H. Extra Trips (Extra-Duty Assignment It is the administrative intent to distribute extra trips among all employees desiring to participate. However, deadhead miles, bus size, storage location, interference with regular routes, etc., necessitate that certain guidelines be established and certain exceptions made. Extra 12

13 trips are those not considered as part of the normal transportation routine and/or those made after school hours and on weekends, etc. (e.g. athletic, band, etc.). 1. Extra trips may not interfere with a bus operators regular schedule. The Board has no obligation to release an employee from regular duties to perform and extra-duty assignment. 2. Operators must notify their supervisor in writing of their desire to be placed on the extra trip roster or verbally at the mandatory drivers meeting prior to the beginning of school. 3. Supervisor shall list operators on rosters by seniority within classification. 4. Beginning with the first operator on the list, a rotation procedure will be followed that gives such operator an equal opportunity for trips. 5. Trips will be assigned to the next available driver in the seniority rotation order for the day for which they are scheduled. All available trips will be assigned within five (5) working days prior to the date of the trip whenever possible. Extra trips that are refused will be assigned to the next available unassigned operator on the roster. Trading of trips will not be allowed. A reasonable attempt will be made to notify affected drivers. 6. Bus operators may by a 2/3 majority vote and with the approval of the Board, elect to have a separate roster for what is considered Day and Evening trips. Day trips occur between drivers normal schedule and evening trips occur after hours. 7. For logistics and cost effectiveness, the county will be divided for purposes of extraduty trips (Richwood / Summersville). If two or more schools share programs, such as RHS/NCHS and request transportation to the same location at the same time, transportation will be combined and the trip will be assigned from the appropriate school based on the destination. 8. Extra trip requests received after assignments for that week have been made will be assigned to the next available unassigned operator on the roster. 13

14 9. When a bus operator must, due to unforeseen circumstances, forfeit a trip or a trip is added making it difficult to assign in rotating order, (emergency) the first available bus operator will be assigned the trip. The driver accepting such trips will be paid 1/7 th of their regular days pay for each hour worked. 10. Bus operators will not be awarded make-up trips when a trip is cancelled except as specified in #11 below. Bus operators will be paid two (2) hours pay if a trip is cancelled after the driver is in route or has arrived at the assigned location prior to notification. Payment will be the responsibility of the trip school/sponsor/agency. Trip sheet noting the cancellation must be submitted. 11. Trips postponed by a school due to unforeseen circumstances and which are rescheduled for a date within five (5) working days of the original date will be awarded to the original scheduled bus operator pending availability. 12. When the available number of regular operators is insufficient for the number of trips requested, or when a trip interferes with a bus operators regular schedule, substitutes will be used. Substitutes must follow same guidelines for rotation roster as regular bus operators. 13. Any operator on the extra trip roster who rejects three trips in succession without reasonable cause relieves the supervisor of any further responsibility for contact for later trips. If an employee desires to be put back on the roster he/she must do so in writing. A driver may not ask for reinstatement more than once during his/her yearly employment. Illness, injuries, or emergencies will be considered reasonable cause. 14. When a bus is parked (or stored) in the vicinity of, finishes, or starts a regular run at (or near) a school that bus may be assigned to extra trips from such school to reduce the unnecessary expense of deadhead miles. In such a case, the driver shall provide his/her own transportation to that location. Anyone using another drivers bus will treat that bus with the utmost care making sure to clean and refuel after the trip. Failure to do so may be considered insubordinate behavior and subject to disciplinary action. 15. If a mistake is made in assigning extra trips and brought to the supervisor s attention, the skipped driver will be entitled to the next available trip provided that driver proves availability for the skipped trip. 16. The only employees and/or persons entitled to ride on a school bus for extra trips are those who are assigned by the supervisor and/or those parent volunteers approved by the Nicholas County Board of Education. 14

15 17. On trips of more than one day in duration, drivers will be paid for actual number of hours worked. Drivers will not be paid for sleep time. In addition, the expense of meals and lodging must be paid for the driver by the home school based on federal reimbursement rates. On those occasions where the regular driver(s) do not stay overnight, these same driver(s) will provide the return service when possible. 18. On weekends (Saturday and Sunday) the supervisor may determine it cost effective to have the bus drop off extra trip passengers and return to the bus garage and pick those passengers up at a designated time. 19. In specific circumstances, private vehicles may be utilized to transport 10 or fewer students for extra-duty school-sponsored events provided that approval has been granted by the Superintendent and/or designee. Any driver must be an adult, preferably a parent or NCBOE employee. Verification by the principal of liability insurance of not less than $1,000,000 is required for the utilization of private vehicles to transport students for school-sponsored events. 20. It is the responsibility of the driver to keep accurate records of his compensable hours. Hours used by the driver for sleeping, eating, and released time are to be classified as non-compensable. Schools will verify the total number of hours upon return to school (Refer to sample form in appendix) 21. The trip roster will be updated at the beginning of each school term. New drivers have the option of being added to the trip roster when hired. 22. Bus operators are to remain at the trip destination unless otherwise directed by the staff member (coaches, teacher, etc.) in case an emergency situation arises. Under no circumstances will the bus operator leave without first providing the staff member a means of communication (cell phone, etc.) and will limit away time to one (1) hour. 23. Rate of pay for extra-duty assignments will be 1/7 of the drivers daily rate of pay per hour. An additional ½ hour will be paid for pre-trip, post trip, clean-up, and refueling. 24. The above procedures may apply to school bus aides if and when needed for extra trips. 25. Reset the trip rotations at the conclusion of the school year and with the first day of the 200 day employees begin to work. The summer trip list will be consolidated and the school year trip list will be kept as it currently is. The driver may use his/her bus for these trips. 26. For extra-duty trips, drivers begin calculating time for payment at the trip departure time, or at the time when buses are boarded. Upon return, time is no longer 15

16 calculated at the point when the bus is empty. Thirty minutes shall be added for cleanup and refueling. 27. Actual trip mileage is calculated from the location of the trip departure and return to that location. Any additional mileage is to be reported as miscellaneous mileage. I. Terminal Phone Use Phones are installed in bus terminals to conduct routine business and to enable speedy contact in handling of emergencies that may arise. Personnel must not tie up phones and hamper the necessary conduct of business. Personal business may not be conducted from terminal phones. 1. Personal incoming calls must be limited to three minutes. 2. Outgoing calls must be of urgency, must have supervisor s approval, and must be limited to three minutes. 3. Non-emergency personal calls can only be made with the permission of the supervisor and will be limited to three (3) minutes. J. Electronic Communication Devices (ECD) Electronic Communication Device (cell phones, ipad, ipods, etc) use by bus operators will not be permitted while performing duties. ECDs are to be turned off while driving. ECDs should only be used in emergencies or as conditions dictate and only after bus has safely exited the highway or is on school property. Bus radio can be used in transport and is only to be used for Nicholas County Schools transportation business and not personal or general non-related transportation business. During transportation emergencies, it is recommended that bus drivers observe radio silence. K. Personal Conduct 1. No horseplay or pranks with a potential for personal injury or property damage will be permitted. 2. Personnel will not be permitted to loiter in the maintenance shops and/or work areas. (Personal injury and/or interference with maintenance work and procedures could result.) 3. All employees will be courteous to all persons contacted in the course of completing work assignments. This includes other motorists and pedestrians. 4. When parking spaces are assigned to buses, each operator will park in designated space. 16

17 5. Drivers personal cars, if parked overnight, shall be parked and locked in the space after their bus is removed. 6. Cars will not be parked or left unattended where they interfere with fueling, washing, garage access, or necessary movement into or out of lot and/or parking area. L. Emergency Weather and Other Snow, Ice, Extreme Fog, Flood, etc.: 1. Operators will be expected to communicate to their respective terminal supervisors any unusual or extreme conditions at the earliest indication even before leaving home for the terminal. 2. Such reports will be updated to the supervisor when operators arrive at their terminals. 3. When any unusual condition is known, or anticipated, operators will plan to arrive at their terminal in time to conduct the necessary bus preparation (including pre-trip and/or chains) and depart from the terminal in time to arrive at the first stop at the scheduled time. 4. Chains will be used at all times when operating on snow or ice. Drivers will be responsible for determining the need for chains based on weather conditions unless otherwise directed by county school transportation administrators. 5. Safety may make necessary the use of chains on part of the route when it is neither nor practical to use them over the entire route. 6. Under conditions when students cannot be returned to their bus stop, they shall be returned to the school so that other arrangements can be made. If necessary, the driver will keep the students on board until he/she returns to the terminal; in the event a child is brought to the terminal it will be the responsibility of the driver/supervisor to notify their parents. 7. It shall be the operator s responsibility to exclude part, or all, of a run for safety purposes under extreme conditions of snow, flood, etc. and immediately notify supervisor of such action. 8. In such instances, communication must be made with the supervisor; schools served and appropriate emergency contact to inform them of delays or cancellations of routes. 17

18 9. The driver/aide agrees to keep in contact with the supervisor of transportation during the day at times when inclement weather, floods, or other conditions may be the cause of a change in the dismissal hour. 10. Supervisors shall advise and recommend to operators the extent of operation in emergencies. 11. Operators regularly scheduled work hours may be altered to handle emergency situations. 12. When emergency conditions threaten a readiness to cooperate in the best interest of the pupils and schools will be expected. 13. Safety equipment and two-way radios on the bus will be assigned to the bus operator. The supervisor s instructions will be followed with respect to storage and use. M. Fires Procedure: 1. Stop immediately; turn off ignition key, pull engine stop, and set parking brake. 2. Evacuate passengers to a safe location which is at least one hundred (100) feet from the bus. 3. Use fire extinguisher: a. Direct nozzle at the base of the flame, but do not waste contents of extinguisher through improper use. b. Fight fire closest to fuel tank first. c. Keep your back to the wind. 4. If fire is in the engine compartment, raise hood if possible, or direct extinguisher spray through louvers. 5. After fire is out: a. Let the vehicle air thoroughly b. Make certain the vehicle is safe before moving it. 6. To prevent fires: 18

19 a. Avoid excessive application of brakes going down-hill (excess friction causes fires). b. Keep all electric cables and electrical connections clean (watch for worn or damaged insulation). c. Keep all fuel lines and connections clean and tight. d. If you smell something that is apparently hot or see smoke, stop and investigate. 7. Remember, life is more important than property. Do not jeopardize your life or that of your passengers. IX. SUMMER WORK ASSIGNMENTS A. Summer Driver and/or Aide Assignments County Wide Basis 1. New or open summer driving or bus aide assignments will be made in accordance with the guidelines for open run bidding on a county wide basis. 2. Existing or continuing summer work assignments will be assigned to those who have previously held them provided the performance of the employee has been satisfactory. 3. All drivers and bus aides who meet the conditions for bidding within the county may bid on open summer assignments. 4. IF there is more than one bid on a new summer assignment, the assignment will be given to the employee with the most seniority in classification within the county. 5. Regular drivers and/or aides who do not have a summer assignment may serve as summer substitutes in their classification within the county. A roster of these interested bus operators will be made prior to the last day of school. 6. When the number of regular drivers within the county is insufficient to cover assignments the following procedure shall be followed: a. Use a substitute employee. 7. If the employee who was awarded the summer run relinquishes the run before it starts, the next most senior person on the bid list will be awarded the summer run. 8. If there is a reduction in the number of summer driving assignments, the employee with the least amount of summer seniority will be eliminated. That employee must 19

20 wait for a new open summer run to become available to exercise his/her bidding rights. 9. If a summer run is eliminated and becomes reinstated the following year(s), the employee who previously held this summer run shall be given priority in filling this position. B. Other Pupil Transportation Summer Work Assignments When it is determined that employees are needed for summer non-driving assignments and adequate funding is available, the following procedures will be followed: 1. Existing or continuing summer assignments will be assigned to those who previously held them provided their past performance has been satisfactory. 2. When there is a reduction in the number of employees working on a summer nondriving assignment the person who has the least amount of summer seniority on that assignment at that location will be eliminated. 3. If a summer non-driving assignment is eliminated and becomes reinstated the following year(s), the employee who previously held this assignment shall be given priority in filling this position. 4. Application will be taken for new summer non-driving assignments. Qualifications, seniority, and evaluations of past service will be considered when filling these positions. X. PERSONNEL RESPONSIBILITIES A. Certification To become certified according to, and abide by, all applicable laws, rules, regulations, and policies. B. Vehicle Operation To operate vehicles and equipment with efficiency, utmost safety, and without personal gain. However, WV State Code 6B-2-5 recognizes that minimal use of equipment associated with usual and customary duties and approved by the supervisor is not considered personal gain. C. Assigned Duties Cooperate with supervisors in performing assigned duties. 20

21 1. Report to work regularly, on time. 2. Make a complete pre-trip inspection as required (refer to sample form in appendix). 3. Report all maintenance needs promptly on prescribed form. 4. Accurately record all fuel, oil, etc., used in vehicles as requested by terminal supervisor. 5. Do not operate a bus that is unsafe. 6. In an emergency situation, bus operators shall not leave the bus until provisions have been made for the care and safety of all passengers. 7. The school bus operator shall not leave his/her bus either while engine is running, or the parking brakes are released or the keys are in the ignition. 8. Bus operators are to be in direct attendance while fueling the bus. Under no circumstances shall bus operators leave the fuel nozzle unattended. 9. In weather above 40 degrees F, idle bus engine only long enough to determine that everything, including instruments and gauges, is functioning properly. 10. Below 40 degrees F, pre-trip idling time may be gradually increased as the temperature drops. In no case is the idling time to exceed fifteen (15) minutes. School bus operators are prohibited from idling buses for more than 10 minutes unless defrosting of windows is needed: in this case idling shall be limited to thirty minutes. 11. When vehicle is stored or parked, shut off the ignition to save fuel and reduce engine wear. Gasoline and diesel engines should not be allowed to idle in traffic delays for an excessive amount of time depending upon the bus and/or circumstances. Drivers should use this guideline to avoid wasting fuel, improve engine heat retention, and prevent diesel engines from slobbering. 12. Do not idle engine during any scheduled lay-over, unless extreme weather conditions mandate such for the health of pupil pickup. 13. Carry a reasonably accurate watch and consistently be at the origin of route at the scheduled time for first pupil pickup. 21

22 14. Do not deviate from established schedule except in an emergency unless directed by supervisor. Bus stops shall not be created or eliminated without the permission of the Director of Transportation. 15. File a report promptly with the supervisor of any and/or every accident according to reporting procedures. 16. Call supervisor immediately from the scene of any legally reportable accident. If at all possible, law enforcement officers should be informed immediately and all necessary information obtained. 17. Maintain order on the bus. Handle all problems according to discipline procedures and in accordance with Nicholas County Schools Expected Behavior In Safe and Supportive Schools. 18. Proper discipline referral forms must be completed with a copy to student/parent, school principal and bus operator copy. Students shall not have bus privileges suspended without proper notification. (Refer to sample form in appendix) 19. Bus operators shall not suspend students without supervisor or school principal notification. Students shall not be suspended indefinitely. In any event the school must be notified. 20. Actions of students that hamper the drivers ability to operate the bus or place other students on the bus in danger shall be dealt with in the best interest of safety. Immediate notification of supervisor and school principal required. 21. Use of tobacco on the bus is prohibited. 22. Use bus only for transporting passengers as assigned by supervisor. 23. Report all problems, irregularities, and suggestions promptly to the Director of Transportation. 24. Maintain the bus as follows: a. Daily responsibilities include: 1. Clean windshield, windows, mirrors, all light lenses, and lettering (identification). 2. Sweep the floor and dust the seats immediately following the morning run. 3. Inspect seats for damage after each trip (for vandalism, etc.). 22

23 4. Keep step well clean. 5. Remove markings found on wall/ceiling. 6. Keep loose objects, brooms, tire chains, etc. off the floor. 7. Keep glove compartment clean and well organized. b. At least weekly or as directed by supervisor, school bus operators shall: 1. Mop bus floor (do not hose interior unless authorized by supervisor). 2. Clean upholstery with a damp cloth. 3. Wash the exterior of the bus. c. Submit to shop for service (greasing, etc.) as directed or scheduled by supervisor. 25. Obtain names and phone numbers of appropriate emergency contact on routes to help in disseminating information about schedule delays, cancellations, etc. (those parents may also provide operators and supervisors with information about road conditions in their areas during inclement weather). 26. Maintain an accurate record of bus mileage and report to maintenance personnel when service is due (lube, oil change, etc.). 27. Do not allow equipment such as athletic shoes, uniforms or band instruments to cause damage to the school bus. Band instruments are to be kept from the aisle. Skateboards, blown balloons and large objects are not permitted on the bus. 28. Conduct Emergency Evacuation Drills: In compliance with Federal Highway Safety Standard No. 17, West Virginia Board of Education Regulations and in accordance with county board of education policies and procedures, the bus operator shall direct and supervise emergency exit drills at appropriate times and places (a minimum of two each school year). All passengers shall be instructed and shall participate. Procedure(s) shall be as follows: a. Emergency exit drills shall be conducted on school property, or where approaching traffic will not compromise the safety of participating passengers. b. Local school authorities, including principals and teachers, shall assist the school bus operator in conducting such drills as the need arises. c. Drills shall include exiting through the front service door and through the emergency exit door. 23

24 d. Passenger instruction shall include a description and demonstration of the purpose, function and use of emergency exit windows, roof hatches, and the use of other instruments to provide emergency exit. Instruction shall be given on extra duty and extra-curricular trips also. e. All such drills shall be reported to the county superintendent and/or transportation director and shall also be recorded within the school bus operator s report (Refer to sample form in appendix). 29. Follow school bus safety rules, National Safety Council Rules & Regulations and proper use of two-way radios (Refer to appendix). 30. Faithfully perform other assignments as directed by supervisor or person designated to make assignments. D. Accidents: A driver who has been involved in an accident should memorize the four basic steps to be taken because they MUST be followed at the scene of any accident involving a school bus. 1. PROTECT THE SCENE: To prevent other vehicles from colliding with the bus or any other vehicle or object involved in a collision, when a street or highway blocked or partially blocked, reflectors should be used immediately. If people gather at the scene, the alert driver can easily persuade a couple of them to act as flagmen to direct traffic away from the immediate scene. At night, even in the city, if the street or highway is blocked, reflector flares should be placed in a manner that will best protect the vehicle or vehicles involved. 2. REQUEST HELP: Next step is to secure help as soon as possible by two-way radio. If unsuccessful, send for help do not go for it. A professional driver can best protect his bus, his children, and his own best interests by remaining at the scene. 3. CARE OF THE INJURED: While help is on the way, the drive should see that the injured person is lying flat and moved as little as possible and kept warm. If he is conscious, try to reassure him by telling him that help is on the way. Check for breathing first. Stop bleeding. Use any cloth that comes to hand even if it is dirty. Doctors can combat infection easily, but cannot help a person who has bled to death. 4. OBTAIN WITNESSES: If anyone present states in your presence that the accident was your fault or was not, try to find out his name. Be sure to try to get the names of injured before they are removed from any investigating officers of the law. If an ambulance comes to the scene, get the number of the ambulance and the name of the hospital to which the injured are being transported. If a wrecker moves any vehicle involved, get the name of the wrecker service. Obtain the names of all persons 24

25 involved in the accident. BE SURE to record the license number of all vehicles involved. DO NOT discuss the accident with anyone who does not represent your county board of education. DO NOT argue about who was at fault. DO NOT admit you were at fault, even if you think you were. DO NOT leave the scene until the investigation is complete. The driver shall be responsible for immediately discontinuing from use, in transporting pupils, the bus of which he is the operator, whenever and wherever any accident shall occur, or any defect develop in any such vehicle, which renders the continued operation of the vehicle unsafe for the pupils. The driver shall immediately make a verbal report and, within twenty-four hours, a written report to the director of transportation of any and all accidents, including those resulting in the slightest bodily injury and/or property damage in which his bus or passengers are involved. He shall make such additional written reports as are required by the director. In the event of any accident involving a school bus while transporting children, the school bus operator s first responsibility is for the care of his passengers. This responsibility involves: 1. Turning off ignition. 2. Firmly applying parking brake, if possible. 3. Preventing or extinguishing fire. 4. Removing passengers from bus to safe location when necessary. 5. Protecting passengers from other traffic hazards by putting out flags and flares. 6. First aid care for injured (check for breathing). 7. Sending for help 8. Collecting information pertinent to the accident when other persons and vehicles are involved. 25

26 9. Making an accurate and complete report of the accident. The legal responsibility of the school bus operators with regard to accidents is carefully set forth in the Motor Vehicle Laws. Such laws should be studied carefully. Every school bus operator s report book contains accident report forms. In addition to this form, he should carry at least two copies of the official REPORT OF MOTOR VEHICLE ACCIDENT report MV-121. The law required this form to be filed in case of property damage of $250 or more and/or in case of personal injury. Every operator of a school bus is required to report promptly to the Department of Motor Vehicles and the county superintendent of schools or other proper school officials, any school bus accident involving death, injury, or property damage in excess of $250. Failure to comply with this regulation may result in the revocation of the person COMMERCIAL DRIVERS LICENSE and the School Bus Operator s Certificate. Remember if any part of your bus bumps, scrapes, or touches any other object, causing damage to your bus or to the other object, you have had an accident. ALL ACCIDENTS MUST BE REPORTED. E. Personal Habits and Dress Transportation employees are professional drivers and should conduct their affairs in a businesslike, professional manner. They should be neatly dressed in regular or conservative type street clothes. All drivers/aides will wear non-skid shoes. No high heels, sandals, open toed shoes or beach type shoes will be permitted. Wooded soled and flip-flop shoes will not be worn. F. Student Discipline Procedures Bus drivers must follow the guidelines outlined in WVDE Policy 4336 West Virginia School Bus Transportation Policy and Procedures Manual. When the bus driver excludes a student from the school bus, the driver shall notify the student and the student s principal. The principal/designee shall notify the student s parent/guardian. The principal will notify the bus driver when the parent has been notified. All students shall be transported until the parent/guardian has been properly notified of the exclusion. The principal/designee shall notify the parent/guardian when their child may resume riding the bus. If the inappropriate behavior persists, the student may have his/her rights to transportation services suspended for the remainder of the year, to the extent feasible. G. K-3 Evening Bus Stop 26

27 Students in Kindergarten through third grade are to be met at the afternoon bus stop by a parent or a responsible adult that is named on their Emergency Procedures Card on file at each school. K-3 students that are not met at the afternoon bus stop by a parent or responsible adult named on their Emergency Procedures Card will be returned to the school at the conclusion of the driver s route. Parents forfeit transportation privileges for student after the adult fails to meet the evening bus three (3) times. XI. SHOP PERSONNEL ASSIGNMENTS. A. Supervisor will arrange overlapping work schedules as efficient terminal operation requires. B. Overtime work will be assigned only when necessary to maintain service to pupils and schools and approved by the Director of Transportation. C. Work assignments will be made by the supervisor or by a mechanic at the supervisor s direction. D. Mechanics will promptly complete maintenance/repair forms and return them to the supervisor (refer to sample form in appendix). E. At least once a month, or as directed by supervisor, each bus will be thoroughly inspected by following and completing the preventive maintenance form (refer to sample form in appendix). F. Use required personal safety equipment and protection applicable to any work area. XII. BUS AIDE ASSIGNMENTS A. Assignments other than regular runs will be made by aides supervisor. B. While on bus, the driver is in charge. It is necessary that the aide assist the bus driver in taking charge of the pupils and assist as needed for safe and efficient transportation. C. School bus aides will not be required to lift students or equipment in excess of fifty (50) pounds. D. School buses shall not be left unattended while children are on board. XIII. DISCIPLINARY RULES AND REGULATIONS The Board of Education recognizes its continuing responsibility to develop and administer the necessary transportation regulations and disciplinary measures in a fair 27