POLICY:

To ensure safe practices, NOCAC staff will follow the outlined practices to promote consistency when approving new Bus Monitors.

PROCEDURES:

1. Initial contact will be made through the Center Manager (CM) and/or Transportation and Safety Specialist (TSS) at which time the needed requirements are explained to the potential monitor:
   1. HS Diploma or GED
   2. Valid Driver’s License or Valid Photo ID
   3. Record of Immunizations – TDap and MMR
   4. BCI/FBI Background Clearance – 1176 (paid by NOCAC)
      1. Register in the OCCRRA system
   5. A physical with a drug scree (paid by NOCAC)
   6. Required training offered by NOCAC at no cost to monitor.

2. 1175 Submission
   1. CM or TSS will assist the potential monitor in the completion of the Bus Monitor Background Check form.
   2. CM or TSS set up profile in OCCRRA to include all license #’s for the sites they are willing to monitor.
   3. Report to CO for Prints – Call ahead to ensure PFCC will be in office.
3. 1176 Approval/Denial:
   1. Human Resources (HR) will notify TSS of approval or denial and will print off copy of 1176 to give to TSS.
   2. HR and TSS will coordinate a time for the Physical and training to be completed on the same day to avoid multiple trips for monitor.
      1. TSS will correspond with potential monitor to ensure times.
      2. HR will schedule physical/drug screen, give required forms to CO front desk for the monitor to pick up prior to physical.
4. HR will notify TSS upon receipt of physical and will upload into child plus. TSS will set up the ODJFS “Green” file.
5. Training:
   1. 1.5 hours including Bus monitor duties and responsibilities. Supplying a list of Bus activities for children, how to avoid and manage behaviors on the bus, standards of conduct and an example of their daily paperwork of monitor stipend.  They will also fill out a W-9 that will be given to finance.
   2. Child Abuse/Neglect – 30 days from the date of approval, to complete the one hour training online CA/N training thru OCCRRA.
   3. ODJFS one hour Transportation Training thru OCCRRA.
   4. TSS will provide training on the day of physical (when possible).
6. TSS will set up the ODJFS “Green file”.
   1. When the file is complete with a copy of 1176, medical statement, shot record, driver’s license, proof of education and bus monitor training and one hour online transportation training (OCCRRA).
   2. TSS will give to the monitor to submit to CM.
   3. Bus monitor will go over with CM the Parent-Provider Partnership Skill: Basic Communication Tips paper to sign.
7. Route Documentation
   1. Site managers track and submit Bus Monitor Stipend Log paperwork
   2. Bus Monitors receive a stipend of $12 per route.
   3. Monitors do not receive stipend for training attendance.

Forms and Additional Guidance:

• Bus Monitor Background Check form
• Parent-Provider Partnership Skill: Basic Communication Tips
• Bus Monitor Stipend Log

POLICY:

Administration and Staff will make decisions regarding weather related early dismissal or school cancellations and delays.

PROCEDURES:

In the event of inclement weather pertaining to pupil transportation: Buses will provide transportation in ice, snow, rain, high winds, fog, hot and cold weather.  If the driver feels unsafe, they will contact their Center Manager for guidance.  Class delays and cancellations will not be the “assumption” the day before inclement weather may occur.

• If more in depth training is needed for driving in inclement weather, the Center Manager for CDL staff holder will reach out to the Transportation Specialist to provide further assistance and training.

School closure or delay for students before the school day begins:

• When conditions warrant, driving staff will communicate with their Center Managers in regards to their local weather conditions and concerns.
• A decision will be make regarding school closure or delay.
• Local radio stations, Remind, class DoJo, etc.  Will be used to let the Families and Staff know of the decision made in regards to cancellations and delays in a timely manner.
• One, two or three hour delays are allowable and are determined by Center Managers or Program Director.
• Closures are NOT always consistent or determined based on what the local school districts decide.

Forms and Additional Guidance:

POLICY:

NOCAC staff will follow the outlined process to obtain/maintain school bus driving endorsement.

PROCEDURES:

Permit:

1. Transportation/Safety Specialist (TSS) will provide the potential CDL driver a welcome packet at the time of hire, which includes instructions on how to obtain the CDL training booklet, a list of BMV test sites and sample permit tests with questions and answers.
2. Staff will go to local BMV to obtain a CDL training booklet after hire.
   1. Permit study/test taking will be done off work time (unless otherwise approved by Supervisor).
3. Staff are required to pass three tests at local BMV (with 45 days)
   1. General knowledge
   2. School Bus without Air Brakes/Class C
   3. Passenger
4. Staff will submit for reimbursement of permit, by issuing a copy of the receipt and copy of permit to their supervisor who will complete the purchase order process.

Training:

1. Staff will sign the CDL REIMBURSEMENT FORM 2022 at the first training session with the TSS.  This form is maintained with the TSS.
   1. NOCAC fiscal department will notify TSS upon driver resignation.
   2. Fiscal will adjust drivers remaining check with proper reimbursements amount if necessary.
2. Staff will work with Supervisor and TSS to schedule time for mandatory minimum 12 hours of “On Bus Training” with a certified On Board Instructor (OBI).
   1. Successfully complete the T-9 Training Form.
   2. Training hours may be increased as needed by OBI or Child Development Director.
3. Staff will successfully complete the four day Bus Driver Pre-Service Training class as required by ODE Pupil and Transportation Rules.

Licensure:

1. Upon completion of all required training, the TSS (or Supervisor when TSS not available) will take staff to testing center to obtain CDL.
   1. An Out of Area form will be completed for OBI and staff member if testing location is outside of our service area.
2. Staff will submit receipts for CDL license for reimbursement with a copy of new Drivers License, to their supervisor.  A Purchase Order will be completed and submitted to the office for reimbursement.
3. Staff’s T-9 will be entered by the Health & Safety Manager/Transportation Supervisor into ODE SAFE account for approval and issuance of certificate.
4. New Driver will ride with an experienced driver with students on board then drive with an experienced driver with students on board upon issuance of certificate from ODE.
5. New CDL driver must be observed driving a detailed route with children on board by OBI or experienced driver.
6. The certificate is valid for 6 years.

For Re-Certification (every 6 years):

1. Staff will attend mandatory 3 day Bus Driver Pre-Service class as required by ODE.
2. Staff will be required to complete a Pre-trip test and Driving Evaluation with an OBI without children on board.
   1. Including unloading/loading, emergency pullover, turn around and railroads.
3. ODE will issue an Ohio Preservice School Bus Driver Training Program Certificate upon completion valid for six years.

Forms and Additional Guidance:

1. 1. 1. • CDL REIMBURSEMENT FORM 2022

POLICY:

When a healthcare provider has determined that it is necessary for a child to have emergency medication with them at all times, including on the bus, a family asks NOCAC Head Start staff to transport medicine to or from the Center, NOCAC will comply upon receipt of a completed signed Request for Administration of Medication.

PROCEDURES:

1. The preferred method of handling medicine is for the parent to bring the medication into the center and give it directly to their child’s teacher.
2. Drivers and monitors must not carry personal medications with them on the bus.
3. Only NOCAC staff members trained by the parent or certified professional are permitted to perform medical procedures.
4. A plan will be determined for the child that requires emergency medication on a case by case basis.
5. The situation will be discussed with the family, NOCAC staff and content area managers to strategize ways of maintaining the safety of the student in an emergency.
6. The Health and Safety Manager will contact the child’s healthcare provider to determine the appropriateness of the medication during the bus ride, and determine if certain medications must be available during the bus ride. The Health and safety Manager will also train and delegate to an appropriate NOCAC staff who will accompany the child.

Forms and Additional Guidance:

POLICY:

NOCAC Head Start/Early Head Start (HS/EHS) ensures that all accidents involving vehicles that transport children are reported in accordance with applicable Federal, State and local requirements.

PROCEDURES:

1. The Incident/Accident Report Form must be completed within 24 hours of an incident/accident.
2. Accident involving a fixed project (i.e. sign, mailbox, fence, etc)
   1. The driver will immediately contact the Center Manager
   2. The Center Manger will contact the Health/Safety Manager (HSM) and the NOCAC Head Start/ECE Director.
3. Accident involving another vehicle
   1. The driver will immediately contact the Police/Sheriff
   2. The driver will contact their Center Manager
   3. The Center Manger will contact the HSM and the NOCAC Child Development Director.
4. Reporting the following information:
   1. Number of injuries
   2. Type and seriousness of injuries
   3. Damage to bus
   4. Damage to other property
   5. Location
   6. Time
   7. Names of all adults and children on board
   8. Any other relevant information for later review by the NOCAC Child Development Director
5. The driver’s primary concern will be for the safety and well-being of the children on the bus.
6. The driver will make every effort to care for the injured and calm the children.
7. The Center Manager (or designee) will contact all parents/guardians of the children on the bus.
8. Children cannot be released to their parent/guardian until Local Police have arrived and give approval.
   1. If a parent takes their child from the scene (after Police approval), the parent will sign the child out on the Transportation Attendance Form by completing the X, recording the time and their initials.
9. If necessary, Drug and/or Alcohol Testing will be required per NOCAC Policy 7.00.
10. The HSM will file a T-10 School Bus Accident Form via ODE SAFE website if damage exceeds $1000.00.
11. The HSM will contact the Ohio State Highway Patrol for inspection (see OSBIM 2016) if a Police Report is filed.
12. The NOCAC Center Manager will go to https://oclqs.force.com and file a Serious Incident Report by the next business day.
    1. 1. Upon completion the Center Manager will print a completed copy of the JFS 01156 Serious Incident Reporting for Child Care and give to each parent. This meets the parent notification requirement of 2b and takes the place of JFS 01299 – Incident/Injury Report
       2. A copy of the JFS 01156 Serious Incident Reporting for Child Care will be sent to the Health and Safety Manager, Transportation/Safety Specialist and the NOCAC Child Head Start/ECE Director.

Forms and Additional Guidance:

• Transportation Attendance Form
• Incident/Accident Report Form

POLICY:

NOCAC Head Start Staff or trained bus monitor will use a daily attendance sheet to track when a child is getting on or off the bus and to assist with active supervision and face to name recognition.

PROCEDURES:

Arrival and Departure

1. As children get on the bus at their designated stop, the bus monitor will use the Bus Attendance Sheet to record the time and will put ½ (/) of an X next to the child’s name. The bus monitor will record an A if a child is absent or not on the bus.
   1. Children must sit in assigned seats.
   2. The child’s name and photo will be used to label each assigned seat.
2. At the end of the route, a total count of the children will be recorded on the Bus Attendance Sheet and both bus monitor and driver will initial confirming the total number of children on the bus.
3. As children depart the bus at the center, they will say their name to the bus driver and proceed to the bus transition location (unique to each site and listed in the Classroom Attendance Binder). The bus driver will complete the X.
   1. Three staff members (one can be the bus monitor) must be present for loading and unloading children at the center.
   2. After all children have exited the bus, the driver will do a Post Trip Inspection and put up the “Bus Empty” Sign in the back window.
4. As children board the bus to leave the center, they will say their name to the bus driver. The bus driver will put ½ (/) of an X in the box next to the child’s name.
5. Once the child is at his/her designated bus stop, the bus monitor will complete the X and record the time of drop off.
6. A total count of the children will be recorded and both monitor and driver will initial at the end of the route confirming the total number of children on the bus.
7. After all children have exited the bus at his/her designated bus stop, the driver will do a Post Trip Inspection and put up the “Bus Empty” Sign in the back window.
8. At the end of each week, the bus driver will turn the Bus Attendance Sheet into the Center Manager. The Bus Attendance Sheet must remain on file at the center for one year as required by ODJFS.

TRAINING AND MONITORING:

Training

1. Staff will be trained annually, at a minimum on this policy.
2. New staff will be trained on this policy before monitoring on the bus by their County Manager or the Transportation and Safety Coordinator.

Monitoring 

1. The Center Manager will complete the NOCAC Center Manager Monthly Monitoring Tool each month on the bus during the first two months the program is in session and as needed thereafter with veteran staff.
2. Buses with new staff will be monitored each month.
3. If action is needed a plan and follow-up will be documented on the Active Supervision Corrective Action Plan by the Center Manager or the Transportation and Safety Coordinator.
4. The completed monitoring forms will be sent into the Head Start/ECE Director by the end of each month.

Forms and Additional Guidance:

• Bus Attendance Sheet
• Active Supervision Policy