Baltimore City Public Schools

Baltimore City Public Schools Transportation Services Handbook for Parents and Guardians Issued: August 2011

I. Mission Statement Transportation service is a key support function associated with providing a quality education for students eligible for transportation services. The mission of the Baltimore City Public Schools (City Schools) Office of Pupil Transportation is to transport identified students to and from school or special events in an efficient, dependable, safe and professional manner. To achieve our mission, we are committed to: A. Understanding and respecting others B. Maintaining a positive attitude and professional demeanor C. Possessing sincere listening abilities and providing honest responses D. Creating an environment that fosters teamwork and cooperation E. Leading by example F. Recognizing and appreciating everyone s contributions II. Customer Service Our success is determined by our ability to communicate effectively and deliver what we promise. A. Who are our customers and stakeholders? 1. Students 2. Parents/Guardians 3. City Schools Administrators 4. Community B. What are we promising? 1. Professionalism, and appropriate dress, attitude and competence 2. To safely follow assigned routes, rules, policies and procedures 3. Dependable, safe and reliable transportation service C. What are we communicating? 1. That we are respectful, courteous, and motivated transportation professionals. 2. That we are sensitive and responsive to the needs of our customers and committed to ensuring customer satisfaction. 3. That we recognize that we have the ability to create or influence our customers perceptions of City Schools and the Office of Pupil Transportation by our positive attitude and quality performance. III. Student Eligibility for Transportation A. General Eligibility - Transportation eligibility is determined in the same manner for all students, unless otherwise noted. Students are NOT ELIGIBLE for City Schools-operated or contracted transportation service or monthly MTA bus tickets in instances where the students move to other residences and the students parents/guardians elect to keep the students enrolled in the zoned schools for the previous residences. In such instances, the parents/guardians are responsible to provide transportation to and from the schools for their children. When determining the need for transportation, Office of Pupil Transportation staff will work with the school administrators or personnel to approve transportation for students who are: 1

1. not within walking distance of the school to which they are assigned a. Pre-Kindergarten through Grade 5 students: 1.0 mile b. Grades 6-12 secondary students: 1.5 miles 2. within walking distance of the school to which they are assigned but do not have a walking route meeting an acceptable level of safety, 3. within walking distance of the school to which they are assigned, but who are deemed by a physician to have a temporary or chronic medical or emotional condition that precludes them from walking to and from school safely or at all, 4. within walking distance of the school to which they are assigned but, pursuant to the No Child Left Behind Act, have chosen to attend another school that is not within walking distance, or 5. homeless, as defined by the McKinney-Vento Holmes Education Assistance Act. B. Eligibility for Students With Disabilities - For students with disabilities, an Individualized Education Plan (IEP) team determines the need for transportation as a related service to ensure a Free Appropriate Public Education. The team considers the following in making an eligibility determination: 1. the student s age (per Code of Maryland Regulations [COMAR] 3 years old through the end of the school year in which the student turns 21 years of age), 2. the student s disability, 3. the student s need for specialized equipment to travel safely to or from his or her assigned school where IEP services can be accessed, 4. the student s need for specific personnel in order to travel safely to or from his or her assigned school where IEP services can be accessed, and 5. the travel time and distance required for the student to travel to or from his or her assigned school where IEP services can be accessed. Transportation eligibility for students with disabilities must be reconsidered by an IEP team, using the above criteria when an assignment has been made to an Alternative Educational Setting due to removal from school for disciplinary reasons, or for posing a danger to self and/or others. Additionally, an IEP team determines the need for transportation for students to access transition services, including vocational assessment, as outlined in the IEP. Students with disabilities who receive transportation as a related service can be suspended from bus service if unsafe conditions exist. School bus personnel who have concerns about the behavior of a student with a disability will complete the four-part School Bus Incident Report and submit it to the student s assigned school and City Schools Transportation Office. School bus personnel are not to give a copy of the incident report to the student s parents/guardians. The copy of the report designated for the parents/guardians is to be given to the school, which will provide the report to the parents/guardians. If deemed necessary, the Transportation Office will coordinate with the student s principal to convene a meeting of the IEP team, the student s parents/guardians and transportation staff to 2

determine appropriate corrective actions(s). In instances where a student with a disability cannot be transported by bus, another mode of transportation will be provided. IV. Initiating or Changing Transportation Services Numerous circumstances arise during the school year that may affect a student s transportation service. These include new students entering City Schools, students transferring from one school to another, a change in the student s residence, a change in the student s pick-up or drop-off location, a change in the student s program, and other events that can occur throughout the school year. Initiating or changing transportation service involves a process that generally takes up to three business days before the service begins. The initiation or change of transportation services begins at the school. For a student with a disability, the need and mode of transportation service is determined during the student s IEP meeting. If it is determined that transportation services are to be provided, school personnel are responsible for entering all pertinent information into City Schools Electronic Transportation Request (etr) database. It is the responsibility of the school-based transportation coordinator to ensure that the information is accurate and entered into the database timely. Once the information is entered into the etr database, it must be approved by the area coordinator or the responsible Central Office staff. Once approved by the area coordinator, transportation personnel schedule the student for service. As noted earlier, this process generally takes up to three business days to complete. The process is designed to ensure that all parties (parents/guardians, school personnel, bus contractor, and bus personnel) are fully prepared to start the service and to provide transportation staff sufficient time to determine the mode of transportation needed (bus, taxicab or parent/guardian reimbursement). It also provides sufficient time to notify parents/guardians of the dates and times that services for their children will begin; notify other parents/guardians whose children s pick-up or drop-off times may be affected; secure needed equipment to accommodate any specialized adaptive devices, or make any other specific arrangements that may be necessary. V. Customer Responsibilities Efficient, dependable and safe transportation service cannot exist without the commitment and cooperation of many individuals. The Office of Pupil Transportation staff, students, parents/guardians, school personnel and school bus personnel must understand clearly and agree to support the specific tasks for which they have responsibility. Described below are key actions that members of the above-listed groups need to perform on a consistent basis to ensure that the services provided are of the highest quality. A. Student Responsibilities 1. Prepare to board the school bus at least five minutes before the bus is scheduled to arrive and respect all community property while waiting for the bus to arrive or depart. 2. Approach the school bus only after it comes to a complete stop. Enter the bus carefully, moving quickly to the assigned seat. 3. Obey all safety rules and follow all directions given by the bus driver or bus aide. 4. Show respect toward peers and adults at all times. 5. Remain seated at all times while the bus is in motion and do not extend any part of their bodies through the bus windows or throw items out of the bus windows. 3

6. Avoid yelling, using profanity, name-calling, taunting or other inappropriate language. Use a conversational tone and remain silent whenever the bus is approaching a railroad crossing. 7. Notify the bus driver or bus aide of any unusual circumstance or behavior while on the way to a destination. Bus Infractions and Consequences Infraction Disrespectful attitude toward adults Ignoring posted bus rules or directions Pushing while boarding/exiting the bus Late boarding after school Jumping over seats, fighting or throwing objects from the window Vandalism/damaging property; opening the emergency door; grabbing the rear fender while the bus is moving Consequence 2 Warnings/Suspension of bus service 2 Warnings/Suspension of bus service 2 Warnings/Suspension of bus service 2 Warnings/Suspension of bus service 1 Warning/Suspension of bus service Immediate suspension of bus service Except for students with disabilities, a suspension of bus service means permanent loss of transportation services for the balance of the school year. There will be NO EXCEPTIONS. B. Parent/Guardian Responsibilities. (Please note that parents/guardians may not accompany their children on the school bus on the ride to or from school.) 1. Read and become familiar with this guide. 2. Complete informational forms for the school, being certain to include accurate personal, emergency and medical information. 3. Develop and practice a safe walking route to and from the school bus or school bus stop that is direct and uninterrupted. 4. Have your child(ren) ready to board the bus at least 5 minutes prior to the scheduled pickup time. 5. Drivers are not permitted to take instructions from students. If you do not want the bus to come to your home on a given day because your child(ren) will not attend school on that day, please notify City Schools dispatch office (410-396-7440) or the dispatch office of the company that transports your child(ren), as appropriate, in advance. On any occasion where the bus arrives at your home and you want to notify the driver to move on because your child(ren) will not attend school that day, either you or a responsible adult member of your household must so notify the driver. 6. Review the transportation contract with your child(ren) regularly to ensure that safety rules and regulations are understood and followed. 7. Teach your child(ren) to respect the property of citizens whose homes and places of business are located along their route(s). Accept liability for any damage caused to the school bus or others property by your child(ren). 4

8. Ensure the safety of your child(ren) upon departure from the bus. For door-to-door service, specifically arrange for a responsible adult to be home to receive your child(ren). 9. Report complaints of late, rude or no-show bus service to City Schools Office of Pupil Transportation. 10. Notify the school immediately, in writing, of any changes in your child(ren) s personal information (i.e., address, telephone number, emergency contact, medical information, etc.). Forward the information to the school as soon as the information is available. A change in your child(ren) s address may result in your child(ren) being assigned to a different bus. You should contact City Schools transportation office to confirm your child(ren) s bus number(s). 11. Notify City Schools transportation (410-396-7440) whenever your child(ren) will be unavailable for pick-up for more than three consecutive days. Violations and Consequences Violation Repeated failure to have child(ren) ready for boarding in the morning. Repeated failure to have a responsible adult available to receive door-to-door students Failure to reimburse victims of confirmed vandalism or damage to property Consequence 2 Warnings/Suspension of bus service for child(ren) 2 Warnings/Suspension of bus service for child(ren) Immediate suspension of bus service for child(ren) Suspension of bus service means PERMANENT loss of transportation services for the balance of the school year. There will be NO EXCEPTIONS. For students with disabilities, the appropriate City Schools Discipline Policy for Students With Disabilities will be followed. C. Role and Responsibilities of School Administrator or Transportation Coordinator 1. Submit all requests for transportation via City Schools intranet web-based Electronic Transportation Request (etr) database a minimum of three business days before service is scheduled to begin. 2. Provide the Office of Pupil Transportation with a master list of all students receiving yellow bus service, along with a copy of each student s essential information. Review and update, as needed, but on a monthly basis at a minimum. 3. Board and dismiss students from buses in a safe and timely manner, and provide special accommodations for students needing assistance on or off the bus. Boarding should take place no later than 10 minutes beyond the scheduled dismissal of the school. 4. Review and submit, via etr, student data changes within one day of learning of specific changes (i.e., alternative transportation arrangements or changes in a student s address, telephone number, emergency contact information, etc.) 5. Respond timely (within 48 hours) to inquiries or complaints from parents/guardians, students, or staff regarding transportation issues. 6. Submit bus requisition forms requesting field trips or other special services directly into K12Buy.com no later than 30 days prior to the date of the intended field trip. Upon 5

confirmation in K12Buy.com, schools are required to provide the bus vendor with a purchase order number. Upon completion of the field trip, the school is required to update K12buy.com by posting receipt. 7. Contact the appropriate Office of Pupil Transportation staff member immediately when contracted services are not rendered timely, efficiently, or as otherwise required. 8. Inform the IEP team and the English for Speakers of Other Languages (ESOL) Office immediately if the child has an incident report for inappropriate behavior while on the bus. 9. Monitor all aspects of the school-based transportation program to ensure that all responsible parties are fulfilling their respective responsibilities (i.e., IEP team, students, and transportation providers). D. School Bus Aide Responsibilities 1. Learn the assigned route and assist the bus driver with directions. 2. Update all routes as necessary to correct directions and problem areas. 3. Notify your dispatcher of any pupil information changes to the students telephone numbers or addresses, and of anything unusual. 4. Help students to board or exit the bus and create and update a seating chart as needed. 5. Secure wheelchairs, harnesses and car seats/safety belts. 6. Assist the driver with loading/unloading students who use wheelchairs or other mobility devices. 7. Maintain accurate attendance sheets and report any consecutive absences of three days or more. 8. Assist the driver in preparing incident reports. 9. Assist the driver in keeping the bus clean. 10. Enter the school building upon arrival and dismissal and sign-in on a daily basis. 11. Assist the bus driver in thoroughly checking the bus interior at the end of the run to ensure that no child is left on the bus. E. School Bus Driver Responsibilities 1. Maintain updated copies of all route information logs and notify the dispatcher of any changes or discrepancies. 2. Adhere to established routes with regard to mileage and time frames. 3. The driver must wait at the student s home at least three minutes before proceeding to the next destination, unless the driver is advised by the parents/guardians, City Schools dispatch or contractual company dispatcher, as appropriate, that the student will not be attending school on the given day. If the bus arrives before the scheduled pick-up time, the three-minute wait period begins at the scheduled pick-up time. If the bus arrives after 6

the scheduled pick-up time, the driver must wait at the student s home at least three minutes beyond the actual arrival time. 4. Drivers may not take instructions from students. a. In instances in which a student advises the driver in advance that he/she will not attend school on a given school day, the driver must go to the student s home as scheduled and wait at least three minutes for the student to board the bus. Drivers are to complete and submit to the school and the Office of Pupil Transportation incident reports in all such instances. b. In instances where the driver arrives at the student s home and the student waves the driver on to indicate that the student is not attending school that day, the driver must wait at the student s home at least three (3) minutes for the student to board the bus. Drivers are to complete and submit to the school and the Office of Pupil Transportation incident reports in all such instances. 5. Where a student receives curb-to-curb service, upon arriving at the student s drop-off location, make certain that a responsible adult is available to receive the student. If there is no responsible adult to receive the student, contact the dispatcher for further instructions. Do not leave any student unattended. 6. Maintain a safe environment by using effective student management strategies, seeking guidance from City Schools Office of Pupil Transportation or school personnel when students display inappropriate behavior consistently. 7. Complete and submit to the school and the Office of Pupil Transportation incident reports for all violations of school bus rules or directions (i.e., fighting, throwing objects, verbal or physical aggressiveness). 8. Maintain good work habits as evidenced by appropriate dress, low absenteeism, and punctuality and model appropriate behaviors with fellow employees, students, school personnel, and parents/guardians. 9. Work with and help direct the bus aide to ensure rules and regulations are being followed. 10. Conduct bus evacuation drills at least twice a year as directed by the Office of Pupil Transportation. 11. Conduct daily pre and post trip inspections to ensure bus cleanliness and maintenance of all essential supplies. 12. Maintain Motor Vehicle Administration (MVA) certifications and comply with all city, state, and federal laws regarding transporting students and the operation of school buses. 13. Always thoroughly check the bus interior at the end of a run to make certain that there are no children left on the bus. F. Individualized Education Plan (IEP) Team Responsibilities 1. Meet annually, at a minimum, to review and/or revise a student's IEP to reflect whether transportation services are required. Consider the following questions when considering transportation as a related service for students with disabilities: 7

a. What is the actual distance the student is required to travel to or from school? Document actual distance and/or any attempts to verify the distance. b. Has the student received travel training? (middle and high school students) c. How does the student move in and around his/her community for non-school related activities? 2. Submit accurate student information via etr to the Office of Pupil Transportation by June 15 of the given year to enable transportation staff to route and schedule transportation services timely for the upcoming school year. 3. Review all bus incident reports for students with disabilities and hold an IEP meeting after the second incident to consider supports and interventions necessary to address the student s behavior problems as displayed on the bus. VI. Office of Pupil Transportation Responsibilities A. Process all requests for transportation within one day of receipt of the request for transportation via etr. B. Determine the routes, schedules and transportation modes for all students. C. Notify the parents/guardians, school and contractor when transportation service is scheduled, including start and end dates, pick-up and discharge times, and the type of service provided. D. Distribute route updates to schools to confirm accuracy of addresses and other relevant information. E. Investigate, resolve and respond to parents/guardians, school, contractor and driver concerns or complaints within 48 hours and log all complaints in the complaint database. F. Establish specific guidelines for unusual transportation situations involving students (e.g., undeliverable students). G. Keep all City Schools-owned buses in good, clean working order and conducting appropriate inspections. H. Monitor the performance of contractors through on-site observations and obtaining necessary performance records from schools (i.e., sign-in sheets, service evaluation forms, etc.). I. Enforce all applicable city, state and federal laws and regulations regarding transporting students and the operation of school buses. VII. Accessing Transportation Services A. All transportation services must be accessed through the school that the student is scheduled to attend. Parents/guardians may contact the school if they believe that their child(ren) is/are eligible for transportation services. Parents/guardians must provide current residence information and a minimum of two proofs of residency, such as a copy of the rental agreement or utility bill, so that the school can determine if their child(ren) are eligible based on City Schools guidelines. If deemed eligible, the school s transportation coordinator will enter the request for transportation into etr and submit it for approval and processing. 8

B. Transportation services for City Schools special education students are determined by the IEP Team responsible for managing the given student s IEP. The IEP team will submit the request for transportation into etr if transportation is required by the student s IEP. C. Changes to Students Personal Data 1. If there are changes to a student s personal data (i.e., address, emergency contact information, phone number, etc.) that impact transportation services, the parents/guardians must provide the updated information to the student s school. 2. The school-based transportation coordinator must update etr and submit the information to the Office of Pupil of Transportation. VIII. On-board Cameras The Baltimore City Board of School Commissioners (Board) has authorized the installation and use of audio and video surveillance cameras on City Schools-owned and contracted yellow buses. The cameras aid in monitoring on-board activity and preserving a safe environment for students and bus personnel. The content of the videos may be considered a student record and thus subject to Board policy and administrative regulations pertaining to confidentiality. IX. Undeliverable Students It is the responsibility of parents/guardians to ensure that a responsible adult is available to receive their child(ren) at the designated drop-off times and locations at the end of the school day. If a responsible adult is not available to receive the student, he/she may be taken to a location, including the Child Protective Services, designated by City Schools until the parents/guardians are able to pick up the student. City Schools may notify the Child/Adult Protective Services, as appropriate, if it is unable to deliver the student a second time or on subsequent occasions. X. Student Code of Conduct on School Buses and Maryland Transit Administration (MTA) Vehicles. Parents/guardians are encouraged to review the below guidance with their children. A. Before Boarding the Bus: 1. Be careful when walking to a bus stop. 2. Be ready to board the bus at least 10 minutes before the bus arrives. 3. Stay out of the street while waiting to board the school bus. 4. Do not approach the bus until it comes to a complete stop. B. When Boarding the Bus: 1. Board the bus in a safe, calm and orderly manner or you may be refused entry. 2. Move safely to your seat and do not block aisles, entrances or exits. C. While On the Bus: 1. Remember that the driver is in complete charge of the bus and students must respect the driver s directions. 2. While the bus is in motion, students who are seated are to sit facing forward in the seats. 3. Students may converse in a normal manner. Name-calling or loud, profane, or obscene language is not permitted. 4. Students must not extend any part of their bodies through the bus windows. 5. Students may not eat, drink, or smoke while on-board the buses. 9

6. Books, coats, school equipment, and band instruments may be transported on the bus provided they can be secured in the seat and not placed in the bus aisles. 7. Students are prohibited from throwing items out of the bus windows. 8. Pushing, shoving, and fighting are prohibited. 9. In the event of an emergency, students are to remain in the bus unless otherwise instructed by the school bus personnel or MTA operator, as appropriate. D. Leaving the Bus: 1. Students should remain seated until the bus comes to a complete stop. 2. When unloading, always move a safe distance away from the bus. Never go under the bus for an object. 3. Students should only cross the street at designated pedestrian crosswalks or locations where there is a crossing guard. 4. Students who must cross the street in front of the bus due to the location of their respective residences must move at least 10 feet in front of the bus before attempting to cross the street. Students who do not comply with City Schools Student Code of Conduct on School Buses and MTA vehicles may be denied the privilege of riding buses. Once riding privileges are revoked, students are still required to attend school; however, parents/guardians must make other transportation arrangements for their children. In closing, City Schools encourages parent/guardian input, interest and involvement in the support of safe and orderly transportation services. Please remind your children to adhere to responsible and respectful behavior on school buses and public transportation. Together, we will remain focused on our core mission of providing every student with high-quality instruction as we work toward achieving increased academic performance in safe and supportive school environments. Helpful Telephone Numbers City Schools Dispatch (410) 396-7440 Bus Company School Bus Safety Office (410) 396-7440 Report Complaints to City Schools (410) 396-7440 After 6 p.m. and on weekends (410) 396-8588 and holidays, call school police. MTA (410) 539-5000 10