Transportation Department

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TRANSPORTATION DEPARTMENT INFORMATION & SOPs

 

Field Trip Procedures Training Hiring Requirements Vehicle Maintenance Vehicle Check-Out Purposes & Procedures
Driver Responsibilities Safety Evacuation Plan Department Staffing Transportation  Staff Forms

 

TRANSPORTATION DEPARTMENT LINKS TO OTHER DEPARTMENTS AND COMPONENTS:

 

Administration Education Health  Literacy Family Advocates    
Human Resources Purchasing/Finance Special Services Quality Assurance/Training Substance Abuse

 

INTRODUCTION

 

 

Most companies provide transportation as a key element to providing customer service.  At Head Start of Greater Dallas, Inc. (HSGD, Head Start or agency), the parents and children are our customers.  Head Start provides transportation to assist in enriching the lives of our parents and children, primarily as follows:

 

1.         Through doctors' visits, field trips, and special events.

 

2.         For enrollment/re-enrollment which takes place at a center distant from the neighborhood center to be attended.

 

3.         Pickup and delivery of donations made to the agency storage location, including assembling the in-kind donations in an orderly manner.

 

The following are the Standard Operating Procedures for the Transportation Department to assist all involved in transportation to perform their jobs safely and responsibly.

 

A.        Field Trip Procedures

The Transportation Coordinator prepares two field trip schedules per year.  The first schedule for the months of September through December is distributed to the centers at the beginning of the school year, during the pre-service conference. The second schedule for the months of January through April is distributed to the centers before the Thanksgiving holiday.

 

The field trip slots will be distributed according to the centerís capacity. The larger centers will get more slots or will be allowed to double up in order to provide each Head Start child with the same opportunity to participate in the same amount of field trips.

 

Department:

Purchasing / Transportation

Number:

605

Subject:

Field Trip Authorization Form

Authority:

Transportation Coordinator

 

Purpose:

bulletTo provide guidelines for completing a field trip authorization form.

 

Scope:

bulletAll HSGD staff involved in the planning, and completion of Agency authorized field trips.

 

Procedure:

 

1.         The original Field Trip Authorization Form must be used (form VII-5).

 

2.         Proper signatures must be on the Field Trip Authorization Form. Without all proper signatures, the Field Trip Authorization Form will be returned and rejected.

 

3.         The form must be completely filled out.

 

4.         Field Trip Authorization Form needs to be sent directly to (do not send with check request) and received by the Transportation Coordinator as follows: Centers: 30 days prior to the scheduled field trip date and time.

 

Home Base: A list of families needing transportation to field trips, interactions, parent meetings and similar functions needs to be received by the Transportation Coordinator at least 48 hours prior to the scheduled time. An E-mail or faxed list will be accepted.

 

1.      The Transportation Coordinator schedules the Drivers by the information provided on the Field Trip Authorization Form. Therefore, Centers are to comply with the information submitted on the form (such as being on time for entries shown for leaving, returning, etc.). 

 

6.         All Drivers are required to return to the Center no later than 2:30 p.m.  It is the

Site Managerís responsibility to end the field trip in time so that the Drivers may follow procedures.

 

7.         It is the responsibility of the Site Manager to contact the Transportation Coordinator to check on the status of the field trip.  After the Transportation Coordinator receives the Field Trip Authorization Form, the Coordinator assigns a Driver to the Center for the field trip and signs the form.  The signed pink and yellow copies serve as a confirmation for the approval of the field trip and are returned to the Center. Therefore, Site Managers who do not receive back the pink and yellow copies of the form 48 hours prior to the scheduled date/time of the field trip are to call the Transportation Coordinator.

 

B.        Training

 

1.                  Drivers will attend Driver certification classes as required.

 

2.                  Drivers will need to attend First Aid and CPR training on a yearly basis.

 

3.                  Drivers will need to attend Drug and Alcohol training when scheduled.

 

C.        Hiring Requirements

 

1.                   Drivers must have a CDL Class B license or higher with a passenger endorsement.

 

2.                   Drivers must be able to pass DOT Drug and Alcohol test.

 

3.                   Drivers must be at least 18 years old, and have a High School diploma, GED or

            equivalent.

 

4.                   Drivers must have an excellent driving record. (no accidents or moving traffic violations within the last three years).

 

D.        Vehicle Maintenance

 

1.                  Vehicles are maintained more efficiently by using a daily vehicle check list (form

            VII-2).

 

2.                  Vehicles are kept clean by  agency staff using agency equipment to do the necessary
detailing, interior on a daily basis after usage, and exterior once a month, per Driver Job Description (section 2A).

 

E.         Vehicle Check-Out Purposes and Procedures Purposes

 

            Head Start vehicles may be checked out for the following purposes: 

 

1.         Transport Head Start staff.

 

2.         Pick up and deliver Head Start inventory to and from centers, etc.

 

3.         Transport parents to Policy Council meetings, parent meetings, etc.

 

4.         Pick up and deliver in-kind donations.

 

1.                   Transport children for medical purposes (no more than 5 children).

 

Any other reasons must have prior approval of the Transportation Coordinator.

 

           

Department:

Purchasing / Transportation

Number:

605

Subject:

Vehicle Request Form

Authority:

Transportation Coordinator

 

Purpose:

bulletTo provide guidelines for completing a vehicle reservation form.

 

Scope:

bulletAll HSGD staff authorized to drive Agency Vehicles

 

Procedure:

 

 

            1.         Send a copy of Driverís License to the Human Resources Department.

                        (These in order to have driving record check, and submit to insurance company)

 

2.         Completely fill out Vehicle Request Form (form VII-8). Identify if Driver is needed.

 

3.         Must have Supervisorís signature.

            (forms without all requested signatures will be rejected)

 

                        4.         The Vehicle Request Form must be submitted 72 hours in advance in order to coordinate the assignment of the vehicles.

 

5.                  Check with the Transportation Coordinator for availability within 24 hours

                         before the vehicle is needed after submitting the Vehicle Request Form.

 

Once the availability of the vehicle has been confirmed, before leaving to your destination, completely fill out the Safety Inspection Form.  

(If anything is found wrong with the vehicle, the transportation department must be notify immediately so the proper corrections be made) 

Upon returning to central, the vehicle, all completed paperwork, and keys must be returned to the Transportation Department.

Failure to comply with procedures and rules will result in loss of ability to use the Agency vehicles.

 

F.         Driver Center Responsibilities

 

               1.       Help strip and wax center floors when needed (if Drivers are available).

 

              2.       Help set up and assemble equipment at new centers when possible.

 

              3.       Help maintain and clean centers that do not have a custodian (if Drivers are available).

 

              4.       Help train new custodians on the proper procedures for cleaning a center, when needed

                        (if Drivers are available).

 

In order to obtain the necessary assistance from the Transportation Department, the  center needing the assistance will have to completely fill out Form VII-7 and turn it in to the Transportation Coordinator, so that the help can be assigned as soon as possible.

 

G.        Transportation Department Safety Evacuation Plan

 

The following procedures should be used in case of an accident, breakdown

or other emergency situation:

 

1.      The driver reviews emergency procedures with the head teacher prior to leaving the center. In the event the driver is incapacitated, the lead teacher takes full charge of the situation.

 

2.      The driver remains with the bus and calls for emergency assistance (see paragraph 3  below).

 

3.       The driver or teacher calls 911 for an ambulance or Fire Department service when necessary via    cellular telephone and always:  (1) says the call is from a cellular phone, (2) gives name, (3) gives phone number, (4) describes emergency, and (5) gives the exact location.  (This is because cellular technology is different from home or business phone technology.  Cellular call takers have no way of knowing the location or phone number.)  The telephone is located at the front of the bus by the driverís seat.  The driver or teacher then immediately calls the transportation coordinator (or the person in charge for the day, which will be identified by the driver before departure). The transportation coordinator makes proper arrangements to get necessary further help as soon as possible.

 

4.      The driver, or if incapacitated, the teacher (hereafter referred to as the person in charge) makes a decision as to whether or not the students are safe in the bus or if evacuation is necessary.  If evacuation is necessary, the person in charge secures the vehicle, removes the keys from the ignition switch, collects the first aid kit, radio, body fluids cleanup kit, fire extinguisher, and before exiting the bus, selects a safe place.  A safe place will be at least 100 feet (approximately 40 paces) off the road, in the direction of oncoming traffic.  This will keep the students from being hit by debris if another vehicle collides with the bus, and launches evacuation.  The person in charge provides supervision.

 

5.    The person in charge sets out warning devices (red reflective triangles), located behind the driverís seat, at no less than 10 feet and no more than 100 feet from the rear of the bus.

 

6.    The person in charge administers first aid if needed until emergency medical services arrive.

 

7.  All students should be accounted for by at least two adults doing separate counts.  When the situation has stabilized and help has been received, the site manager and the contact person at the destination are notified.

 

8.      The center contacts the parents of the children on the bus and informs them of the situation.  Each parent is informed (in the first or a subsequent call) of the childís status as soon as it is determined.

 

9.      If the bus proceeds directly back to the center, an adult (transportation coordinator, site manager) interviews each student to determine if there are unreported injuries.  With any appearance of injury, immediate local medical attention will be obtained and parents and/or guardians contacted for medical preference.  However, consideration shall be given to the specific instructions of the agencyís insurance carrier as to medical care.  The students will be interviewed later in the day (possibly by the classroom teacher) to note if further injuries develop.  Students will be referred for further treatment if needed.

 

DEPARTMENT INTEGRATION

 

 

A.        Administration

 

1.  Special projects - mileage.

 

            2.  Other requests as needed by the Chief Executive Officer.

            3.  Restocking paper supply for secretarial staff and unloading supplies, moving furniture and and
                 other requests.

 

B.        Education

 

1.  Field trips.

 

C.        Health

 

1.  Transport children to and from dental and medical appointments.

 

D.        Literacy

 

1.   Transport parents to G.E.D. classes and a variety of training classes.

 

2.   Pick up donated books.

 

E.         Social Services/Parent Involvement

 

1.   Transport parents to enrollment sites.

 

2.   Delivery and pickup of in-kind.

 

3.   Assist parents who need help.

 

4.   Involve parents in training.

 

5.   Transport and assemble equipment at designated training sites.

 

6.   Out of town trips and special events. 

 

F.         Human Resources

 

            1.   Transport new staff to take pre-employment test.

 

            2.  Assist Human Resource staff during orientation by informing new hires about how to

                 obtain assistance from the department and informing them about the proper procedures to

                 follow in order to obtain such help.

 

 

G.        Purchasing/Finance

 

1.   Move office furniture.

 

2.   Supply and equipment pickups.

 

3.   Establish and update mileage from center to center with Finance Department.

 

4.   Help controlling Agency inventory.

 

H.        Special Services

 

1.    Special Stars Camp.

 

2.    Therapy appointments

 

I.          Quality Assurance/Training & Technical Assistance

 

1.    Transport and assemble equipment at designated training sites.

 

J.         Substance Abuse

 

1.        Provide proper transportation for parents to attend training.

 

2.        Transport equipment and supplies needed for training.

 

3.        Set up equipment at training sites.

 

 

Department Staffing

The Transportation Department is a branch of the Purchasing Department.  The Transportation Coordinator reports to the Director of Purchasing.  There are eight Driver positions managed by the Transportation Coordinator.

In the event a Driver position vacancy exists or there is an absence of a regularly scheduled Driver, a center custodial staff member with the necessary requirements to fill the position of a Driver can substitute as a Driver.

During the summer vacation, Drivers and custodial staff who do not have enough annual leave for the summer vacation period are available to work.

 

Forms

Safety Evacuation Plan Employee Acknowledgment

 

Transportation Staff

Albert Old Crow

   Transportation Coordinator
      (972) 283 - 6409
      E-mail: aoldcrow@hsgd.org

 

Jose Andreu

   Driver
      (972) 283 - 6409
      E-mail: jandreu@hsgd.org

 

Angela Coleman

   Driver
      (972) 283 - 6409
      E-mail: acoleman@hsgd.org

  

Hugh Hines

   Driver
      (972) 283 - 6409
      E-mail: hhines@hsgd.org

 

Ron Nichols

   Driver
      (972) 283 - 6409
      E-mail: rnichols@hsgd.org

 

Sandra Fortson

   Driver
      (972) 283 - 6409
      E-mail: sfortson@hsgd.org  

Kimberly Williams

   Driver
      (972) 283 - 6409
      E-mail: kwilliams@hsgd.org