WARREN COUNTY PUBLIC SCHOOLS

PUPIL TRANSPORTATION DEPARTMENT

FIELD TRIPPROCEDURES MANUAL

Revised June 2011

Field Trip Procedures Instruction

The Transportation Department has written the following procedures and policies to helpexplain the process in which all schools will request buses, what is allowed on buses and the Warren County Board of Education’s requirements for conducting field trips. Please distribute this to all staff who sponsor field trips. The driver is in-charge on the school bus and they have total control of the safety of all persons riding the bus.

Superintendent shall have the authority to approve schoolrelated trips, which fall into the following categories:

  • All regularly scheduled athletic events;
  • All athletic trips which are part of a tournament or playoff in which the school is a participant; and
  • Allschool-related trips made within a 150-mile radius of the school.

The following guidelines have been established by the Board of Education to make sure state procedures are followed:

  • Prior approval of the Principal is required for each of the above trips.
  • All overnight trips shall have the prior approval of the Superintendent or his designee.
  • Board owned vehicles shall not be used for recreational trips at any time.
  • The Board shall be regularly informed of any trip falling within these guidelines.
  • Any schoolrelated trips not falling within the guidelines above and all out of state trips shall require prior Board approval.
  • The Board on a casebycase basis shall authorize use of certified common carrier service, and the reasons to justify such use shall be cited in Board minutes.
  • Parents are to be informed of the nature of the trip, the approximate departure and return times, means of transportation, and any other relevant information.
  • Parents must give written approval for students to participate in schoolsponsored trips.
  • All District-owned vehicles shall be driven by an adult duly qualified and licensed to operate the vehicle.
  • Drivers of school vehicles and operation of District-owned passenger vehicles transporting students shall comply with requirements specified in applicable statutes and administrative regulations.
  • A member of the faculty or administration staff shall accompany students on all schoolsponsored and school-endorsed trips, except that a non-faculty coach or non-faculty assistant may accompany students on athletic trips as provided in statute.
  • Board owned vehicles may transport district students, their teachers, coaches, directors or leaders, and those serving as supervisors or chaperones. Board owned vehicles shall not transport spectators, boosters, parents, and others not associated with the activity.
  • State law states that buses may carry three students to a seat during normal route transport or trips that are within the district. However, the law only allows two students to a seat on field trips that are out of district.
  • Only Board insured vehicles or appropriately certified common carriers shall be used for transporting students.

Trip planning, scheduling, and tracking are essential to trip approval due to the number of trips we support during each year. The following is a quick guideline to follow when submitting your request:

  • Schools shall plan trips to leave after8:00 am and after 4:00 pm to allow drivers to complete their morning and afternoon routes. When schools do not plan properly, it can interrupt bus scheduling for other schools in the district. Buses shall return from field trips in time to allow drivers to run their afternoon route. Planning through the Area Manager will solve most of these problems.
  • The driver will follow established schedules and any change in the trip that may delay the driver from returning by 2:00 pm will be approved by Transportation.
  • This does not affect overnight trips that require the bus driver to stay with the group. Overnight trips shall be handled on a case-by-case situation.
  • Field trips are submitted via computer at the school no less than two (2) weeks in advance. The Area Manager shall review all requests prior to the end of the two-week bidding period. The Transportation Director will work with the principals to discourage and prevent late field trip requests. If a late field trip is approved by the Transportation Director it will be awarded by seniority to the driver that would receive first priority.
  • Schools should not submit late trip requests after the cut-off period without the Transportation Department’s approval. There have been cases where a school submits a request late, Transportation was not aware of the request, and the bus did not show up.
  • When a driver has a trip (which is more than a 2 hour trip) cancelled, and the driver is not notified until he/she gets to theschool for the trip, the driver will be given 2 hours pay.
  • The Transportation Director shall assign additional drivers for trips based on

distance and safety requirements set forth by federal and state guidelines.

Driver pay and pay for mileage:

Weekend day trips for in-district and out-of-district will be paid for the time it takes to complete the trip (minimum of 2 hours). Drivers on overnight trips will be paid a minimum of 8 hours per day. All trips are paid at the driver’s normal pay. In addition, there is a per mile fuel charge to cover a portion of the fuel expense.

The following itemsshall not be allowed on school buses that are carrying students:

Thefollowing items shall be stored in the storage boxes under the bus. If these items cannot be stored under the bus, an additional bus will be requested to carry such equipment.

  • Instruments, sports equipment, coolers, and class projects to name a few that may block any aisle, doorway or exit.
  • Using straps to secure anything in the bus is strictly against the state policy. If you need to strap it down in the bus, it should be put in the storage compartment.
  • A driver shall not knowingly permit firearms or weapons, either operative or ceremonial.
  • Drivers are required by state law to cover emergency procedures before beginning the field trip.
  • Trip sponsors should keep aware of changing weather conditions. Sponsors shall contact the Transportation Department in the event of inclement weather prior to departing for the trip.
  • State law prohibits food and drink on the school bus. It is the responsibility of the trip sponsor to ensure the bus staysclean during the trip. Drivers are not paid additional hours for cleaning their bus after a trip so it is imperative that the bus be inspected prior to the students departing the bus.
  • Glass items such as bottles, containers or vases shall not be allowed. In addition, aluminum or metal items such as pop cans that could be used as a weapon or missile or could cause any type of disturbance shall not be brought onto the school bus.
  • Common sense should dictate the appropriateness of any item. Items such as Pole Vault Poles, Flags for Drill Teams, shall not be transported in the passenger compartment of the school bus.

Transportation is also provided, when feasible, to transport students attending various academic or competitive events. Students riding the bus on field trips / activity trips are expected to follow the same rules that apply to students riding buses to and from school on a daily basis. Misbehavior will not be tolerated and will result in loss of future riding privileges.

  • Regular route transportation takes precedence over field trips / activity trips and so the trip pick-up and drop times may be adjusted to accommodate regular routes first.
  • Parents of students going on field trips / activity trips must sign a separate permission form, provided by the school, before students will be allowed to ride the bus on a field trip / activity trip.
  • The trip sponsor shall give a written list of students traveling on each trip in case of an accident. The sponsor and the driver are required to verify this list after each stop.
  • The trip sponsor or sponsors shall assist the driver in controlling the students participating in the off campus event.
  • Field trip / Activity trip transportation is provided only for students, teacher, coaches, and approved parent sponsors. Parent and / or pre-school children wishing to participate in the field trip / activitytrip must provide their own transportation.
  • Field trips that fall withinthe last twoweeksof the school yearwill be approved on case-by-case basisthrough theTransportation Department. Schoolsare discouraged from taking field trips during the CATS testing.

What Band Instruments are allowed on school buses?

702 KAR 5:080 Section 20 states: The driver shall not permit the transportation of any object that would block the aisle or exits in case of a collision.What areas of concern must be addressed in consideration of this matter?

  • Can student hold instrument in lap, safely without interfering with other pupils.
  • Seat space.
  • Instrument size.
  • Lack of space on the school bus.
  • Safety hazard involved.

What are transportable and non-transportable instruments? What instruments can possibly be transported? This was determined as a result of astate experiment, and the following are permitted:

Violin, viola, piccolo, flute, oboe, bassoon, clarinet (b-flat), alto clarinet, bass clarinet, alto saxophone, tenor saxophone, trumpet saxophone, trombone, bells. (Tenor saxophone may not be able to be taken on the bus if three to a seat.)

These instruments are allowed but must sit on the floor between the feet of the student. They shall not be sitting on the seat or the lap of the student.

bassoon, bass clarinet, alto saxophone, trombone

It is permissible for the below instruments to be on the lap of the student during transport. These instruments may not sit on the seat at any time. Students must carry all baggage so that it does not interfere with other students riding the bus.

Violin, viola, piccolo, flute, oboe, clarinet (b-flat), alto clarinet, trumpet/cornet bells.

The following instruments are not permitted during regular morning and afternoon student transport:

Tuba, cello, French horn, baritone horn, string bass, and drums.

Students and teachers shall be given this information and it should be reviewed throughout the school year. Reminding students that bringing instruments on the school bus is a privilege that can be denied if policy is not followed. School bus drivers are the authority on the school bus and all students must follow directions given by them during transport. If there are questions concerning these policies please contact the Transportation Department for clarification.

Committed to the safety of our children