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Policy Manual

8640 - Transportation for Field and Other District-Sponsored Trips

Procedures for Requesting a Bus (Externally)

District buses are only slated for internal use. Generally, buses are not for rent or lease. If an entity is interested in renting/leasing a bus, they are responsible for all applicable costs. Please contact the General Manager of Transportation for more information.

Procedures for Requesting a Bus (Internally)

  A. District field trip buses are requested by completing an on-line field trip request. To request through the District internal field trip request system:

 

    1. To access the system, you will need a user ID and Password.

 

    2. You must receive training from transportation personnel before a user ID and Password is issued. Contact transportation for the next available training class.

 

    3. Requests for field trips require three (3) on-line approvals in the order listed below:

 

      a. School Secretary/Bookkeeper;

 

      b. Principal/Assistant Principal;

 

      c. Transportation.

 

    4. Requests for school buses are not submitted for field trip assignment until all three approvals occur.

 

  B. Specify the trip origin and destination. Receive appropriate District level approval for out-of-county trips.

 

  C. Submit field trip requests at least fourteen (14) calendar days prior to the trip departure date.

 

  D. Submit field trip requests for departure on school days with a driver arrival time of not earlier than 9:30 a.m. and a return time not later than 1:30 p.m.

 

  E. Submit field trip requests for departure on school evenings with a driver arrival time of not earlier than 5:15 p.m.

 

  F. Transportation shall accommodate all schedules on weekends and non-school days, if at all possible.

 

  G. Specify the number of buses needed considering the below:

 

    1. For regular education and ESE students – one (1) bus per sixty-five (65) passengers.

 

    2. For wheelchair students – one (1) bus per forty-five (45) passengers.

 

  H. Provide at least one (1) chaperone for each bus requested.

 

  I. Provide comments, special instructions or requests to drivers, if necessary.

 

  J. Once your request has been approved by transportation personnel an email notification will be sent for your review.
    E-mail "Transportation Fieldtrips" with changes, cancelations, etc., to field trip requests in amble time to notify the driver of the modification. Notify transportation via email of modifications within twenty-four (24) business hours of the trip. Notifications received less than twenty-four (24) business hours of the trip may not be processed as requested.

 

  K. At the end of the trip, a school designee shall verify information listed on the driver’s trip ticket and sign the form.

 

Charges for Buses

Charges for buses are as follows:

  A. $30.00 per hour for driver’s salaries.
    A three (3) hour minimum charge will be assessed for each bus.

 

  B. Wheelchair-equipped buses are also available for field trips, with an additional $11.00 per hour charge for a bus rider.

 

  C. $1.75 per mile.

 

  D. A five percent (5%) late fee will be assessed for trip requests submitted less than fourteen (14) calendar days prior to trip date.

 

Transportation Responsibility – Approval

Approve field trip requests submitted by schools and other District locations:

  A. Log in to the system three (3) times a day using the transportation field trip approval password.

 

    1. Not later than 8:45 a.m. or earlier than 7:30 a.m.

 

    2. Not later than 2:00 p.m. or earlier than 12:00 p.m.

 

    3. Not later than 5:15 p.m. or earlier than 4:00 p.m.

 

  B. Approval of field trip requests consist of the following:

 

    1. Verify trip requests times are policy times (9:30 a.m. – 1:30 p.m. and after 5:15 p.m. on school days; all day weekends)

 

    2. Verify that the number of buses will accommodate the number of students. At least one (1) adult per bus must appear in the passenger section for adults.

 

    3. Review destination for appropriateness and ability to reach destination in the allotted time.

 

    4. Review the comment section to ensure proper compliance with school’s needs.

 

  C. Individually approve or deny each field trip request. If you deny a request, you must specify why the request is being denied.

 

Transportation Responsibility – Driver Assignment

  A. Assign drivers to approved field trip requests:
    Log on to the system once a day using your assigned password and run the "Driver Assignment Report."

 

    1. Not later than 10:00 a.m. or earlier than 9:00 a.m.

 

    2. Specify trips fourteen (14) calendar days from the current date.

 

  B. Run the driver assignment report for each assignment area as adjusted by prior day assignments.

 

  C. Using the Driver Assignment Report which is in seniority order assign drivers.

 

    1. Read the field trip comment section before assigning a driver to ensure proper assignment.

 

    2. If a wheelchair bus is assigned to, but a wheelchair was not requested by the school make sure the bus size can accommodate the number of students.

 

  D. Print the trip tickets for the specified trip date and mail to drivers.

 

    1. Make sure relevant comments provided by the school are included on the trip ticket.

 

    2. Trip tickets must be in US mail by 2:00 p.m.

 

  E. Receive trip acceptance or denials from drivers.

 

    1. If drivers do not respond at least three (3) days prior to the trip date, the trip is to be re-assigned to another driver.

 

    2. The re-assignment process will consist of directly calling drivers via telephone in seniority order based on the number of trips previously completed. If unsuccessful using the telephone the assignment process will be directed to K-6 (radio) for coverage.

 

Transportation Responsibility - Billing

  A. Drivers are to turn in their trip ticket no later than three (3) business days after completion of the trip.

 

  B. The actual driver trip time and mileage will be entered into software for creation of invoices. Invoices will be sent to schools at least monthly.

 

  C. An excel spreadsheet will be created and submitted to the Accounting Department on a monthly basis. The spreadsheet will cover a thirty (30) day time period or one (1) month.

 

Approved 5/18/12

© Hillsborough 2012

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