A. This guide is incorporated in School Board Rules by reference; thus, it carries the weight and authority of District policy and bears on the responsibility of every District employee to comply, and their accountability.

B. This guide shall be reviewed annually to ensure the requirements are necessary, the procedures are sound, the cautionary notes are valid and insightful, and the required forms are pertinent and useful.

C. A summary of the contents of this guide and additional context relating to the procurement and coordination of safe and sound student trips shall be briefed to school principals annually at the start of the school year by the Directors of Transportation, Risk Management, and Purchasing.

D. This guide shall be maintained on the Transportation Department web site with links to the document on the Risk Management and Purchasing web sites.

2. Trips in Perspective. Student trips can and should be exciting and fulfilling events for everyone. They are generally events students and staff look forward to with great anticipation. However, as leaders, none of us can permit the excitement, anticipation, and sense of importance of the trip to overwhelm our need to pay attention to the “little things” that can be so consequential to student safety and accountability. Those “little things” should be attended to from very early in the planning process to the end of the trip.

3. Definitions.

A. Field Trip – An activity that falls within the realm of the normal curriculum.

B. Extra-curricular Activity Trip – An extra-curricular activity is generally an athletic, music, or club activity that falls outside the realm of the normal curriculum.

C. Activity Trip – When referenced collectively, field trips and extra-curricular activity trips are identified as activity trips.

4. Approval Requirements.

A. All trips must be well-planned and then approved by the school principal and the level director in advance, utilizing the Activity Trip/Off-Campus Activity Request form (Appendix B). Approval signifies that the trip plan is in full compliance with all requirements for student trips as established in Florida statutes, School Board Rules, and this guide whether the trip is sponsored by a District entity, a booster club, or a non-affiliated organization, or whether it originates or ends on campus or off.

B. All necessary approvals should be obtained before trip-related fundraising occurs.

C. Students traveling in conjunction with any District-related trip shall be transported ONLY in vehicles approved by the District and be operated ONLY by drivers approved by the District.

Note: All students are expected to ride the approved vehicle to and from each activity. Special requests for exceptions must be made by the parent in writing or in person to the supervising staff member before they will be approved.

5. Supervision.

A. All student trips shall be conducted under the supervision of a District employee.

B. Chaperones and other adults who are not District employees shall, without exception, have successfully completed the District background check process prior to accompanying students on the trip.

C. Both male and female chaperones are required on overnight trips if both male and female students are on the trip.

D. The standard (minimum) student-to-chaperone ratio is 10:1 unless otherwise specified. Overnight trips or trips involving higher risk may require more chaperones.

E. The minimum age for chaperones is 25 years unless otherwise requested by the principal and approved by the level director on a case-by-case basis.

6. Planning & Communication.

A. Activity trip transportation should be accomplished by school bus whenever practical, and generally by commercial common carrier otherwise. If using a commercial common carrier, only companies listed on the Approved Transportation Vendors list published by the Transportation Department and maintained on the Transportation website shall be used. Only drivers approved and badged by the District shall transport District students.

B. Trip planning should include consideration of conceivable contingencies, to include the possibility of an unapproved vehicle or driver showing up for the trip. Trip planners should be diligent in their coordination to ensure ONLY approved vehicles and drivers are slated for the trip. In the event a vehicle not already approved for student transportation appears for the trip, contact the Director of Transportation immediately PRIOR to traveling. In the event a driver not already approved for student transportation appears for the trip, contact your principal immediately PRIOR to traveling. Drivers who have not completed background checks prior to the trip shall not transport District students. The time to prevent surprises on departure day is BEFORE departure day with attentive hands-on coordination with the transportation provider.

C. Complete all documents required by this guide. The Activity Trip/Off-Campus Activity Request form (Appendix B) and the appropriate Off-Campus Activity Trip Parent Consent & Release form (Appendix C or D) are required for all trips.

D. The principal shall be provided contact information for chaperones, parents, the tour agency, the transportation carrier, and lodging.

E. The principal and all parents shall be provided a detailed trip itinerary that includes:

(1) departure date and time

(2) meal stop locations

(3) an activity listing

(4) lodging name, address, and phone number

(5) return date and time

(6) cellular phone numbers of trip organizers and chaperones

(7) name and phone number of the transportation vendor

(8) other pertinent phone numbers

F. Students and chaperones shall be advised of their schedule, their roles, their responsibilities, and what they should do in case of emergency.

G. It is the responsibility of the District staff member supervising a trip to ensure that transportation and tours arranged through travel agencies meet all requirements described in this guide, to include the use of District-approved vendors, vehicles, and drivers only.

7. Student Safety.

A. Students may be transported only in designated vehicle seating positions with a seatbelt. Makeshift seats and doubling-up to squeeze more students into the vehicle are not permitted.

B. Students must use the manufacturer’s installed occupant crash protection devices at all times and in all seating positions. This includes mandatory use of seatbelts on school buses equipped with them.

C. Children age three (3) years and younger must be secured in an approved child safety seat at all times.

D. Children age twelve (12) and younger must ride in the rear seat if the vehicle has a front passenger airbag. The forces from the inflation of the airbag in an accident can kill small children/adults.

E. Never put a child’s car seat in the front seat of an automobile.

II – APPROVAL OF TRANSPORTATION VENDORS

1. Letter to Current Charter Vendors. Near the end of each school year, the Purchasing Department will contact current charter vendors in order to initiate the annual vendor and vehicle approval process for the following year. The letter will include a reminder of the requirement for vendors to:

A. obtain employee background screening required by the Jessica Lunsford Act for the beginning of the contract period with driver additions;

B. provide a copy of the vendor’s occupational license (seller of travel license, etc.);

C. provide original insurance certificate that includes workers compensation rider with the School District of Escambia County listed as an additional insured (Attention: Risk Management, 75 N. Pace Blvd., Pensacola, FL 32505);

D. provide certificate regarding disbarment;

E. provide U. S. Department of Transportation (USDOT) number;

F. provide copies of current USDOT inspection forms for each vehicle intended for charter; and

G. provide driver’s licenses for each driver who might transport students.

2. Routing of the Vendor Package.

A. Once the completed charter vendor package is returned to the Purchasing Department and all department requirements have been met, the Purchasing Department will retain any originals from the package it requires for files and replace those originals with copies to be routed with the entire package to the Risk Management Department.

B. The Risk Management Department will verify insurance documents and retain any originals from the package it requires for files and replace those originals with copies to be routed with the entire package to the Transportation Department. As the package is routed, the Risk Management Department will notify Fingerprinting & Badging so they may proactively coordinate approval and/or verification of the vendor’s drivers.

C. Fingerprinting & Badging will forward a scanned copy of each approved driver’s license (front and back) and District badge to the Transportation Department as soon as they are processed. At least one driver from a vendor must be approved and badged before the vendor can be approved for charter. Vendors that have completed background checks in other Florida school districts may submit their driver lists with the last four numbers of their Social Security Numbers for expedited processing.

D. The Transportation Department will conduct a verification of the vendor’s vehicle and driver history with the Federal Motor Carrier Safety Administration (FMCSA) and conduct a final review of the vendor’s package to ensure it is complete. Once the package is verified, the Transportation Department will notify the vendor that its application has been approved and whether there remain any pending driver verification issues. The Transportation Department will close the routing loop by notifying the Purchasing Department, Risk Management Department, and Fingerprinting & Badging that a vendor has been approved and posted (and whether driver verification is still pending).

Note: At each phase of the approval process, the Department with responsibility for approval is also responsible for communicating with the vendor to ensure the requirements are understood and sent to the District so the application can continue on its approval track expeditiously. It should be the mindset at each step in the approval process that although the vendor has a duty to comply fully with the District’s requirements, departments have a duty of service to schools to do all they can to ensure there is a robust offering of approved vendors, and do everything practical and reasonable to reach out to vendors to facilitate their compliance.

3. Posting Approved Vendor and Vehicle Information on the Web. Once Purchasing, Risk Management, and Transportation have completed their reviews, the Transportation Department will post a listing of approved vendors and vehicle identification numbers on the Transportation website. The Transportation website will be the single source of information regarding the status of transportation vendors approved by the District. Any vendors whose drivers have not been approved will be thus annotated on the website.

III – TRIPS ON SCHOOL BUSES

Note: State law requires that school buses are to be utilized for student transportation to the maximum practical extent. Why?

School buses are designed and constructed with safety features specifically intended to minimize the potential for injury to student passengers.
School buses are rigorously inspected monthly, and they are maintained and operated only by qualified District employees trained to transport students.
School bus operators complete a comprehensive training course that heavily emphasizes safety and defensive driving techniques. School bus operators must pass an annual physical, complete an initial employee background screening, satisfy Florida CDL licensing requirements, and maintain a favorable driving record.
The District maintains school buses with special anchor points and safety harnesses for pre-K aged children.

1. Definitions.

A. Field Trip – An activity that falls within the realm of the normal curriculum.

B. Extra-curricular Activity Trip – An extra-curricular activity is generally an athletic, music, or club activity that falls outside the realm of the normal curriculum.

C. Activity Trip – When referenced collectively, field trips and extra-curricular activity trips are identified as activity trips.

2. Procedure for Trips on School Buses.

A. PREPARE & SUBMIT an Activity Trip/Off-Campus Activity Request form (Appendix B) for approval by the principal and level director.

B. PREPARE & SUBMIT either the Off-Campus Day Activity Trip Parent Consent & Release form (Appendix C) for local area trips during the normal school day or the Off-Campus Activity Trip Parental Consent & Release form (Appendix D) for out-of-county, out-of-state, and overnight trips outside of the normal school day for each student participating in the trip. Information on the permission slip must include the nature of the field trip, the date and the time of the field trip, the specific locations and the type of establishments to be visited, the modes of transportation, the method of student supervision provided, such as anticipated number of chaperones, and whether room assignments for overnight lodging are not separated by biological sex at birth.

C. SUBMIT either an electronic Activity Trip Transportation Request or School Bus Request form (Appendix A) at least two (2) weeks prior to the trip. Trips utilizing school-based buses that might be on the road after 6:00 PM shall be listed on the weekly School-Based Bus Trip listing submitted in accordance with the School-Based Bus Coordinator’s Handbook.

Note: An electronic Activity Trip Transportation Request/Invoice will be required for school bus transportation in support of all “field trips” (as defined above) when the Transportation Department has determined that District school bus operators are available for the trip and “extra-curricular activity trips” (as defined above) where the school wants to request a District school bus operator and the Transportation Department has determined that District school bus operators are available for the trip. The Activity Trip Transportation Request/Invoice is available on the Transportation Department website at www.escambiayellow.com. Follow the “School Resources” link and scroll to the bottom of the page where forms are listed. Look for Form 4.02 (“Activity Trip Transportation Request/Invoice”).

Note: A School Bus Request will be required when utilizing a school-based bus operator when the trip is a “field trip” (as defined above) and no District school bus operators are available for the trip or when the trip is an “extra-curricular activity trip” (as defined above) and the school opts to utilize a school-based bus operator for the trip.

3. Important Notes Pertaining to Trips on School Buses.

A. School Bus Assignment. Unless the trip is scheduled for a long-distance or overnight destination, transportation should be conducted via Escambia County School District school bus.

Important

The only vehicles the District considers school buses are school buses owned and operated by the District and school buses utilized as school buses elsewhere that have been specifically approved by the Director of Transportation. Vendors operating vehicles in the school bus design, even if they were formerly utilized as school buses, do not qualify.

B. Field Trip Window. Field trips involving school bus transportation must be offered to District bus operators through a seniority bid process governed by the ESP Master Contract. School-based bus operators shall not be utilized for field trips unless District bus operators covered under the ESP Master Contract are not available. The field trip window runs from 9:30 AM until 12:45 PM. The evening field trip window begins at 5:30 PM. Evening/weekend and out-of-area field trips are all included in the Master Contract bid requirement.

Note: With regard to the daytime field trip window, students will not generally be picked up for field trips until 9:30 AM and they must be off of the bus on school grounds again no later than 12:45 PM.

C. School Bus Operator Assignment. In order to ensure compliance with ESP Master Contract requirements, consult Article XII.7.D of the ESP Master Contract before permitting a school-based driver to drive a bus on a field trip. Again, a “field trip” is an activity that falls within the realm of the normal curriculum. School and other District employees may not volunteer to perform work for which employees who have been hired and are entitled to have the opportunity to perform the work are employed. Violation of that requirement will subject you to a grievance filing that would generally result in an investigation of the extent of that kind of violation and compensation being paid to overlooked employees. Schools shall verify with the Transportation Department that no District school bus operators are available to handle field trips before deciding to utilize a school-based bus and driver.

ESP Master Contract XII.2.L

No employee may be requested, intimidated or harassed to provide “volunteer” time in lieu of paid time.

ESP Master Contract XII.7.D

1. Assignment of field trips shall be the sole responsibility of the Transportation Department. Field trips shall be assigned in an equitable manner to all permanent Bus Operators and Assistants who are registered on the appropriate list. Seniority, availability, and being on the appropriate field trip list determine field trip assignments.

D. Bus Operating Range. School-based buses shall not be used for trips east of Crestview, Niceville, and Ft. Walton Beach unless specifically approved by the Transportation Garage Manager. If the Garage Manager determines that a different bus should be used for the trip, a bus can be requested by submitting a School Bus Request (Appendix A). District school buses shall not be operated east of Tallahassee except under the following conditions:

the school shall request a bus for such a trip at least one (1) week in advance so a bus can be reserved and prepared for the trip; and
bus operators shall not drive more than 8 hours in a duty day with duty days separated by at least eight (8) consecutive hours off duty; and
the bus operator shall take a credit card for fuel for the trip; and
the bus operator shall request diesel exhaust fluid (DEF) and be trained in its use prior to the trip;
pre-trip/post-trip inspection checklist shall be submitted to the garage upon return; and
the bus shall be returned to the garage cleaned and fueled by noon the following workday; and
an additional staff member or District-approved chaperone shall staff the bus to assist with supervision of the students and to assist the driver with navigation, traffic, and attention to driving; and
without exception, the bus shall not be operated beyond Lake City, Florida (300 miles).

E. Out-of-State Trips on School Buses. If you’re planning an out-of-state trip, the only state you can take a District school bus to is Alabama and even then, you can travel into the state no farther than 50 miles from the Escambia County (Florida) border. Only a limited number of District buses are insured to travel into Alabama, so you need to be certain to coordinate the trip with the Transportation Department before venturing there with a school bus.

F. Bus Operator Coordination at the Activity Trip Destination. Re-boarding times should be confirmed with the bus operator upon arrival at the activity trip site, and must allow five minutes for loading and head counts prior to departure time.

G. Parking, Other Charges, and Parking Arrangement. It is the responsibility of the school to pay bridge tolls, highway or parking charges, and to make parking arrangements at the destination. Bus operators will not be responsible for paying these charges or for making parking arrangements.

H. Food and Drinks on School Buses. Neither food nor drink are permitted on board the bus unless the bus operator has provided prior approval.

I. Staffing the Bus. When the bus operator is the teacher in charge of the trip or a member of the regular coaching staff and the trip involves the transportation of more than twenty (20) students and/or the transportation of students after 7:00 PM, there shall be an additional staff member or District-approved chaperone assigned to the bus and in position on the bus to assist the bus operator and actively supervise the students. Staff and chaperones shall not sleep or be otherwise pre-occupied in a manner that takes their attention away from their responsibilities.

All trips other than normal trips between school and home involving the transportation of students where the bus operator is not the teacher in charge of the trip or a member of the regular coaching staff shall have a staff member on board the bus. In cases where there are more buses than staff members and utilization of District-approved chaperones is necessary instead, staff members shall be spread among buses to the greatest extent possible and remaining buses crewed by chaperones.

Note: Staff members shall not ride to or from events in private vehicles separately from their students. They are accountable for their students and shall not abdicate their authority to chaperones.

All trips involving the transportation of students returning from more than 50 miles from school after 10:00 PM shall include a staff member or District-approved chaperone whose sole function is to assist the driver with navigation, traffic, and attention to driving.

The staff member in charge of students being transported shall either be on board the school bus transporting his or her students or on board a bus in the convoy transporting his or her students to ensure adequate and direct supervision and accountability.

With prior approval of the principal, a non-school staff member may proceed directly from his/her work location to the event site in a private vehicle provided there is no practical way for him/her to accompany his/her students on the bus. However, the students shall be otherwise supervised as directed in this Handbook.

J. Rosters and Itineraries. The school bus operator shall be provided a roster and a detailed itinerary prior to departure from the school. The roster shall include each passenger’s name, date of birth, parent/guardian contact number, and address. The itinerary shall include the starting point location, destination, en route stops, timeline, and name(s) of staff members and chaperones who will travel on board the bus, and any other amplifying information relevant to the trip.

Note: The District requires a seat occupancy of not more than three elementary school students and two middle and high school students per seat. Equipment carried on board the bus shall be safely stowed so it will not become a missile in the event of a crash or rollover.

K. Duties of Staff and Chaperones.

School staff and chaperones shall ensure the bus operator has the roster and trip itinerary in hand. Rosters shall precisely reflect the students actually on board the bus for each leg of the trip.

Prior to departure at each end of the trip and at any en route stops, school staff and chaperones shall ensure all students listed on the roster are on board the bus.

School staff and chaperones shall ensure all rules and requirements pertaining to the trip and student transportation are met.

School staff and chaperones shall ensure the bus is immediately thoroughly cleaned upon trip completion.

School staff and chaperones shall recognize that the bus operator functions in the role of bus operator under the authority of the Director of Transportation who, along with the Superintendent, are required by the State of Florida to ensure the safe, efficient, and dependable transportation of students and the appropriate care of school buses.

School staff and chaperones shall position themselves so they are in a position to adequately observe and supervise the students in all parts of the bus. They shall not permit horseplay.

Staff and chaperones shall ensure students are not permitted to depart the event location via any means other than the bus on which they arrived unless they have prior approval granted by the school principal, without exception. That prior approval shall be granted in writing on a Parent Travel Release Request Form and only under exceptional circumstances where the student’s travel with the team poses an otherwise unavoidable and untenable inconvenience for the family.

Note: Only the student’s parent or guardian may provide the alternate transportation. Students may not travel with another student’s parents at any time.

Staff and chaperones shall ensure students return to school on the same bus on which they traveled to the event.

Staff and chaperones shall ensure only assigned personnel ride on board the school bus. Neither spectators nor coaches’ family members are permitted to ride the bus.

K. Activity Trips Involving School Buses on Early Release Days. Activity trips involving school buses will not generally be approved on early release days due to regular route scheduling conflicts.

L. Activity Trip Transportation Request Forms.

(1) In order to request a school bus and operator for the trip, submit an Activity Trip Transportation Request, available on the Transportation Department web site, to the school’s Transportation Department activity trip coordinator. Schools need to submit one form for each bus requested.

(2) All requests must be completed in their entirety (including funding codes) and approved by the person with the authority to allocate funds for the trip. Instructions pertaining to the Activity Trip Transportation Request are included in the form file. In order to ensure the orderly and complete processing of the request, and to ensure all requests have been approved by the appropriate school authority, school principals should appoint a school-based contact person who will be responsible for monitoring activity trip requests and scheduling. The Transportation Department activity trip coordinators can be reached at (850) 469-5591.

(3) Activity Trip Transportation Requests must be submitted to the Transportation Department at least ten (10) school days prior to the date of the trip. Late submissions risk non-approval due to the inability of the Department to schedule bus operators for the times requested.

(4) The name and address of the trip destination must be clearly stated on the Activity Trip Transportation Request. If there are to be multiple destinations, each scheduled stop must be clearly identified on the form. Each stop is considered a destination, including stops for food. Stops not listed on the itinerary are considered unauthorized stops, and are not permitted. The bus operator is not permitted to make unauthorized stops. In the event of an emergency, approval for such stops can be made through the Transportation office.

M. School Bus Trip Verification. When a trip is complete, the teacher or chaperone must sign the bus operator’s Activity Trip Transportation Request Form to verify departure and return times.

N. School-Based Buses and Bus Operators. This Guide applies to school-based buses and bus operators. Requirements pertaining to school-based school bus custody and operation are described in further detail in the School-Based Bus Coordinator’s Handbook.

IV – TRIPS IN PRIVATE OR RENTED VEHICLES

1. Procedure for Trips in Private (Personal) or Rented Vehicles.

A. PREPARE & SUBMIT an Activity Trip/Off-Campus Activity Request form (Appendix B) for approval by the principal and level director.

C. PREPARE and SUBMIT the Private/Rented Vehicle Driver Certification (Appendix F) for approval by the principal.

D. If a volunteer driver is utilized, COMPLETE the Principal’s Checklist for Volunteer Drivers (Appendix G) for approval by the principal.

E. OBTAIN and READ the letter from the principal to Volunteer Drivers of Private/Rented Vehicles (Appendix H).

2. Vehicles Not Suitable for Student Transportation.

Passenger vans designed to transport more than 10 passengers, including the driver;
SUVs with a wheelbase of 110 inches or less;
convertibles or any soft or open top vehicle;
pick-up trucks;
Jeep-type vehicles (Wrangler, Samarai, etc.);
motorcycles;
cut-away buses with fiberglass tops that lack steel framing integrated into the rest of the vehicle frame;
motor homes;
most stretch limousines;
any vehicle that has had its suspension, tires, body, seating, bumpers, etc. altered from its original design;
any vehicle that has had any safety device removed, disabled, or altered;
any vehicle in an obvious state of disrepair or shows signs of neglect, lack of maintenance, etc.

3. Important Notes Pertaining to Trips in Rental Vehicles.

A. Vehicles rented for school activities should be rented from the company that holds the current State contract bid arrangement, which includes insurance coverage. You can contact the District Travel Accounting Department to determine the current State contract car rental agency information. Remember that when you rent or drive a rental vehicle outside of the State contract, you retain a large measure of personal financial liability for injury or damage.

B. When you rent vehicles for school activities, you must purchase (1) collision damage waiver, and (2) at least $1,000,000 in supplemental liability coverage. You should not utilize your own personal auto insurance when renting vehicles for your own and the District’s protection.

Insurance

Collision Damage Waiver (CDW) pays the full replacement cost of loss or damage to the rented vehicle if there is theft, crash, vandalism, etc.

Supplemental Liability Insurance Coverage (SLI) pays for bodily injury or property damage caused to the other parties involve in an auto accident if you are found to be at fault.

Personal Injury Protection (PIP) note: under Florida law, the driver and occupants of a rental vehicle are covered by their own family’s automobile policy if injured in a motor vehicle crash.

4. Important Notes Pertaining to Trips in Private (Personal) Vehicles.

A. The District may authorize the transportation of students on trips in privately owned motor vehicles on a case-by-case basis in only these circumstances:

(1) When a student is ill or injured and must be taken home or to a medical treatment facility under non-emergency circumstances, and (1) the school has been unable to contact the student’s parent or the parent or responsible adult designated by the parent is not available to provide the transportation, (2) proper adult supervision of the student is available at the location to which the student is being transported, and (3) the transportation is approved by the school principal, or a school administrator designated by the principal to grant or deny such approval, or in the absence of the principal and designee, by the highest ranking school administrator or teacher available under the circumstances. If the school has been unable to contact the parent prior to the transportation, the school shall continue to seek to contact the parent until the school is able to notify the parent of the transportation and the pertinent circumstances.

(2) When the transportation is in connection with a school function or event regarding which the district school board or school has undertaken to participate or to sponsor or provide the participation of students; and (1) the function or event is a single event that is not part of a scheduled series or sequence of events to the same location, such as, but not limited to, a field trip, a recreational outing, an interscholastic competition or cooperative event, an event connected with an extracurricular activity offered by the school, or an event connected to an educational program, such as, but not limited to, a job interview as part of a cooperative education program, and (2) transportation is not available, as a practical matter, using a school bus or District passenger car. Each student’s parent must be notified, in writing, regarding the transportation arrangement and provide written consent before a student is transported in a privately owned motor vehicle.

(3) When the District requires employees such as school social workers and attendance officers to use their own motor vehicles to perform duties of employment, and such duties include the occasional transportation of students.

Note: The Superintendent or his designee may approve the use of privately owned passenger cars to transport students in the following situations: Agricultural programs at Tate High School and Ernest Ward High School, jobs and job interviews in conjunction with high school career programs; work crews at George Stone Vocational School, drop-out prevention programs, and Exceptional Student Education (PATS included) field trips.

B. When transportation is authorized in privately owned vehicles, students may be transported only in designated seating positions and must use the occupant crash protection system provided by the vehicle manufacturer.

C. Drivers of privately owned passenger cars authorized by the principal to transport students as described above must have a valid license, one which is not suspended or revoked. Drivers must also have current automobile insurance coverage which includes personal injury protection benefits, bodily injury liability, and property damage with minimum limits set forth in Section 768.28, Florida Statutes, and must meet all of the criteria listed in Appendices F and G of this guide.

Liability for Tort Claims

When approval is granted for the transportation of students in a privately owned vehicle, the provisions in Section 1006.24, Florida Statutes, regarding liability for tort claims are applicable. District employees who provide approved transportation in privately owned vehicles are acting within the scope of their employment. Parents and other responsible adults who provide approved transportation in privately owned vehicles have the same exposure to, and protections from, risks of personal liability as do District employees acting within the scope of their employment.

Activity Trip Vehicle Insurance Information

All activity trip drivers must complete the Private/Rented Vehicle Driver Certification (Appendix F). The information provided in that document shall be verified by the school principal or designee and maintained in the school file. In order to complete that form, activity trip drivers need to present their vehicle insurance card.

The minimum insurance coverage required for private passenger automobiles used for school-related transportation is:

- Bodily Injury insurance (BI) $100/$300,000

- Property Damage insurance (PD) $50,000

- Personal Injury Protection (PIP) $10,000

V – TRIPS IN COMMON CARRIER (CHARTER) BUSES

Florida Statutes, Section 1006.22

(6) District school boards may contract with a common carrier to transport students to and from in-season and postseason athletic contests and to and from a school function or event in which the district school board or a school has undertaken to participate or to provide for or sponsor the participation of students.

1. Procedure for Trips in Common Carrier (Charter) Buses.

A. CHECK the list of approved common carrier vendors and buses before contracting with a common carrier company. Only approved vendors and buses may be utilized to transport District students.

B. PREPARE & SUBMIT an Activity Trip/Off-Campus Activity Request form (Appendix B) for approval by the principal and level director.

C. PREPARE & SUBMIT either the Off-Campus Day Activity Trip Parent Consent & Release form (Appendix C) for local area trips during the normal school day or the Off-Campus Activity Trip Parental Consent & Release form (Appendix D) for out-of-county, out-of-state, and overnight trips outside of the normal school day for each student participating in the trip.

D. PREPARE & SUBMIT the Charter Bus Services Request for Quote to the approved vendor (Appendix L).

E. COMPLETE the Motor Coach Services Checklist and Agreement (Appendix I).

F. When the bus arrives on campus, VERIFY the bus is the bus you chartered, or if it is not the bus you chartered, that it is included on the District’s list of approved buses, and that the driver has District credentials that verify that his/her background has been checked he/she has been cleared to transport District students.

Note: A sample Charter Bus Vendor Agreement is included (Appendix M) for reference. It might be useful in orienting school staff in establishing expectations of the vendor.

2. Important Notes Pertaining to Trips in Common Carrier (Charter) Buses.

A. The Transportation Department website contains a current listing of approved common carriers and the vehicle identification numbers of the vehicles that have been approved for charter. Do not contract for services with any company or in any vehicle not already approved for charter by the Transportation Department.

Note: Verify the company and the vehicle early in the planning process in order to ensure you don’t budget funds and make plans that all fall through at the last moment because the vendor, bus, or driver had not been approved by the District.

B. Students must be seated one-to-a-seat, and only in forward-facing seats, with the provided seat belt fastened.

Note: Remember that endorsement of vendors does not imply quality of customer service. If you experience poor customer service or you encounter unsafe practices of any kind, you should report those concerns to the Purchasing Department and safety concerns to the Transportation Department.

C. Remember that deviations from the contracted itinerary may result in additional charges imposed by the vendor.

VI – BOAT RIDE/MARINE SCIENCE ACTIVITY TRIPS

Schools sometimes request approval to incorporate boat rides as a part of an activity trip. As with other forms of student transportation, boat owners/operators must comply with certain safety and insurance criteria.

1. Procedure for Trips That Include Boating Activities.

A. CHECK & CONFIRM that the company providing the boating activity has been approved.

B. PREPARE & SUBMIT a Activity Trip/Off-Campus Activity Request form (Appendix B) for approval by the principal and level director.

D. PREPARE and SUBMIT required student transportation documents described in other sections of this document, as applicable.

E. COMPLETE the Boating/Marine Activity Informed Consent Form (Appendix K) for each student participating in the trip.

F. OBTAIN and FILE a float plan prior to the trip.

G. COMPLETE the Pre-Departure Boating/Marine Checklist (Appendix J) at the dock before permitting students to board the craft.

2. Important Notes Pertaining to Boat Ride/Marine Science Activity Trips.

A. The use of personal boats on activity trips is not permitted.

B. Only agencies or organizations meeting the minimum criteria of the Risk Management Department may transport people on behalf of Escambia County Schools. There are various levels and types of insurance requirements based on the boat’s size and capacity as well as U. S. Coast Guard certification, training and equipment requirements that require review and approval.

C. ALL ECSD STUDENTS MUST WEAR LIFE JACKETS (PFDs) WHILE ON DECK DURING
BOATING ACTIVITY TRIPS WHEN THE BOAT IS NOT TIED TO THE DOCK. Life jackets are not considered as “emergency only” devices, but important safety devices to be worn for the entire duration of any boating activity.

D. Monitor the weather; cancel/modify the trip if doubts arise as to student safety.

E. The supervising District staff member assumes final responsibility for student safety in all cases except those involving actual vessel operation.

F. Swimming is not allowed as part of the boating/marine science excursion; enforce the rule during the trip.

G. The vendor shall file a “float plan” that will aid in determine the approximate location of the boat in the event of an emergency. The school shall acquire a copy of the float plan prior to the trip and leave a copy of the plan at the school for emergency reference.

H. Contact the Risk Management Department at (850) 469-6267 with questions or issues pertaining to a boating activity trip.

VII – TRIPS TO FOREIGN COUNTRIES

Activity trips or tours to foreign countries pose some unique challenges for planners. In addition to the safety tips mentioned in previous sections, the foreign country activity trip/tour planner needs to prepare for these trips in intricate depth and detail in consideration of every contingency.

1. Procedure for Trips to Foreign Countries.

A. CHECK & CONFIRM that all activities, lodging, and transportation planned during the trip have been approved by the principal.

B. PREPARE & SUBMIT an Activity Trip/Off-Campus Activity Request form (Appendix B) for approval by the principal and level director.

C. PREPARE & SUBMIT the Off-Campus Activity Trip Parental Consent & Release form (Appendix D) for each student participating in the trip.

D. PREPARE and SUBMIT required student transportation documents described in other sections of this document, as applicable.

2. Important Notes Pertaining to Trips to Foreign Countries.

A. Authorized trips to foreign countries and tours shall have educational value for the students. These trips shall be conducted when school is not in regular session.

B. The principal, level director, and the superintendent (or designee) shall approve all school-sponsored trips to foreign countries at least two (2) months in advance of the trip. The request shall include a detailed description of trip objectives, itinerary, plans, budget, and funding method.

C. A faculty sponsor shall accompany all school trip and tour groups and assume responsibility for the proper conduct of all students. The appropriate number of adult supervisors shall be determined by the Superintendent or designee. Trips and tours shall be conducted according to Board policies.

D. The faculty sponsor shall file a complete evaluation report with the principal within one week following a trip to a foreign country and this report shall indicate how the educational objectives of the trip and tours were accomplished as well as a discussion of any unusual occurrences.

E. School-sponsored trips shall not be funded with District funds. The principal, in accordance with School Board policies and procedures, shall approve the method of soliciting funds for trips to foreign countries.

F. Each student shall obtain a written consent form duly executed by the parent or guardian which shall be submitted to the principal prior to participating in the trip.

G. School Board employees shall not receive compensation or other personal consideration from travel agencies or private organizations associated in any way with trips and tours, with the exception that free passage and other expenses specifically related to supervisory duties may be authorized.

H. Travel study programs are those class and student organization activities planned cooperatively by students and faculty and shall be viewed as school-sponsored activities. Student participation shall be voluntary. Students who do not participate shall not be adversely affected in terms of their course requirements, grades, or eligibility to participate in other activities of the class or group.

I. No foreign country included on the U. S. Department of State “Travel Warning List” will be available for any Escambia County School District activity trip or tour. The State Department’s Travel Warning page may be accessed at: http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html.

J. Pre-Trip Planning.

(1) Safety begins when you pack. To avoid being a target, dress conservatively. Don’t wear expensive looking jewelry. A flashy wardrobe or one that is too casual can mark you as a tourist. As much as possible, avoid the appearance of affluence.

(2) Always try to travel light. You can move more quickly and will be more likely to have a free hand. You will also be less tired and less likely to set your luggage down, leaving it unattended.

(3) Carry the minimum amount of valuables necessary for your trip and plan a place or places to conceal them. Your passport, cash and credit cards are most secure when locked in a hotel safe. When you have to carry them on your person, you may wish to conceal them in several places rather than putting them all in one wallet or pouch. Avoid handbags, fanny packs and outside pockets that are easy targets for thieves. Inside pockets and a sturdy shoulder bag with the strap worn across your chest are somewhat safer. One of the safest places to carry valuables is in a pouch or money belt worn under your clothing.

(4) If you wear glasses, pack an extra pair. Bring them and any medicines you need in your carry-on luggage.

(5) To avoid problems when passing through customs, keep medicines in their original, labeled containers. Bring copies of your prescriptions and the generic names for the drugs. If a medication is unusual or contains narcotics, carry a letter from your doctor attesting to your need to take the drug. If you have any doubt about the legality of carrying a certain drug into a country, consult the embassy or consulate of that country first.

(6) Bring travelers checks and one or two major credit cards instead of cash.

(7) Pack an extra set of passport photos along with a photocopy of your passport information page to make replacement of your passport easier in the event it is lost or stolen.

(8) Put your name, address and telephone numbers inside and outside of each piece of luggage. Use covered luggage tags to avoid casual observation of your identity or nationality. If possible, lock your luggage.

(9) Consider getting a telephone calling card. It is a convenient way of keeping in touch. If you have one, verify that you can use it from your overseas location(s). Access numbers to U.S. operators are published in many international newspapers. Find out your access number before you go.

K. Don’t bring anything you would hate to lose:

valuable or expensive-looking jewelry;

irreplaceable family objects;

unnecessary credit cards;

Social Security card, library cards, and similar items you may routinely carry in your wallet.

L. A few important things to leave behind:

Make two photocopies of your passport identification page, airline tickets, driver’s license and the credit cards that you plan to bring with you. Leave one copy with family or friends at home; pack the other copy to take with you separately from where you will carry your valuables.
Leave a copy of the serial numbers of your travelers’ checks with a friend or relative at home. Carry your copy with you separately from your checks and cross them off the list as you cash the checks.
Leave a copy of your itinerary with family or friends at home in case they need to contact you in an emergency.

M. What to learn about before you go:

(1) The Department of State’s Consular Information Sheets are available for every country of the world and can provide valuable insight into the security environment in your destination country(ies). They describe entry requirements, currency regulations, unusual health conditions, the crime and security situation, political disturbances, areas of instability, and special information about driving and road conditions. They also provide addresses and emergency telephone numbers for U. S. embassies and consulates. In general, they do not give advice. Instead, they describe conditions so travelers can make informed decisions about their trips.

(2) In some dangerous situations, however, the Department of State recommends that Americans defer travel to a country. In such a case, a Travel Warning is issued for the country in addition to its Consular Information Sheet.

(3) Public Announcements are a means of disseminating information about relatively short-term and/or trans-national conditions posing significant risks to the security of American travelers. They are issued when there is a perceived threat, even if it does not involve Americans as a particular target group. In the past, Public Announcements have been issued to deal with short-term coups, pre-election disturbances, and violence by terrorists and anniversary dates of specific terrorist events. You can access Consular Information Sheets, Travel Warnings and Public Announcements 24-hours a day in several ways.

(a) The most convenient source of information about travel and consular services is available via the Internet on the Consular Affairs home page. The web site address is http://travel.state.gov. If you do not have access to the Internet at home, work or school, your local library may provide access to the Internet.

(b) The Office of Overseas Citizens Services at (888) 407-4747 can answer general inquiries on safety and security overseas over the telephone. This number is available from 8:00 a.m. to 8:00 p.m. Eastern Time, Monday through Friday (except U.S. federal holidays). Callers who are unable to use toll-free numbers, such as those calling from overseas, may obtain information and assistance during these hours by calling (202) 501-4444.

Appendix A

School Based Bus Google Form

To be submitted when making a request to use your school-based bus and/or school-staff driver for an activity trip. This form does *NOT* request a field trip with a driver provided by the Transportation Department. If you submit this form, the Transportation Department will not arrange for a driver on your behalf.

Rules Regarding Use of School-Based Buses/Drivers

In order to ensure compliance with ESP Master Contract requirements, schools should consult Articles XII.2.L and XII.6.D of the ESP Master Contract before permitting a school-based driver to drive a bus on a trip. School and other District employees may not volunteer to perform work for which employees who have been hired and are entitled to have the opportunity to perform the work are employed. Violations of that requirement will subject the school to a grievance filing that would generally result in an investigation of the extent of that kind of violation and compensation being paid to overlooked employees. Schools shall verify with the Transportation Department that no District school bus operators are available to handle the trip before deciding to utilize a school-based buses and drivers.

IMPORTANT NOTICE, EFFECTIVE JULY 1, 2024

A separate request should be filled out for each individual trip that will be taken. Away/overnight trips can start and end on different days, on the same request. However, if you will depart and return multiple days in a row, a separate request should be submitted for each day, treating them as separate trips.

This is required to ensure the Transportation Department has adequate information to ensure enough on-call garage staff and managers are available, in cases of break-downs or emergencies.

If your travel request is submitted with less than 48 hours advance notice (usually only applies to play-off games), you must also contact Jennifer Repine or Derrick Pires by phone or email to ensure your request is seen and processed in time for the garage to make proper preparations.

SCHOOL BASED BUS USE REQUEST FORM

Appendix B

ACTIvity TRIP/Off-Campus Activity Request

To be completed for all trips.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

ACTIVITY TRIP/OFF-CAMPUS ACTIVITY REQUEST

Please complete all blanks. Return this completed form to the Principal’s

Secretary in the front office for approval prior to scheduling any activity trip.

School Name: _____________________ Organization: _________________________

Date(s) of Trips: _______________________ Time(s) of Trip: _____________________

Destination: ____________________________________________________________

Number of Students: ______ (attach list of student names)

Number of Chaperones: __________________________________________________

Means of Transportation: _____________ Grade Level: ________________________

Teacher’s/Requestor’s Name: ________________ Contact #: ____________________

Requested By:

_____________________________________ ____________________

Date

Site Based Approval:

_____________________________________ ____________________

School Principal Date

District Level Approval: (Required for all trips extending beyond the school day, out-of-state, overnight, or out-of-country). Additionally, out-of-country activity trips require School Board approval.

_____________________________________ _____________________

Level Director (Elem., Mid., High Director) Date

After all approvals are received, contact the School Nurse for planning and making preparations for any medication administration and/or health procedures/treatment needed for the trip.

______________ Nurse’s Initials ______ Date

Appendix C

Off-Campus Day ACTIVITY Trip Parent Consent & Release

To be completed for all trips occurring in the local area during the normal school day.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

OFF-CAMPUS DAY ACTIVITY TRIP PARENTAL CONSENT & RELEASE

For local area trips (Escambia, Santa Rosa, Okaloosa) within the normal school day.

I/We, hereby grant permission for (student name) __________________________________ to participate in an off-campus school activity of (type activity) ____________________________ at (locations) _____________________________________________ on (date) ______________ for the purpose of_________________________________________________________________________.

I/We, understand that the student will be supervised by (number of anticipated chaperones)______.

I/We, understand the method of transportation will be:

School Bus – Charter Bus – Rental Vehicle – Private Vehicle – Walking

I/We, understand that under present law, if my/our child is riding in a private passenger automobile which is involved in an accident, he/she will be primarily covered for bodily injury under my/our family automobile policy, and I/We agree to submit any medical bills incurred to my insurance company for payment. If my/our policy has been issued with a deductible clause relative to the personal injury protection, I/we understand that I/we have assumed that deductible amount when I/we purchased the policy.

I/We, on behalf of ourselves, our heirs, executors, successors, and assigns, in consideration of my/our child participating in the off-campus school activity, release and agree to save and hold harmless the School Board of Escambia County, Florida, its agents, servants, employees and successors from any activity and from the obtaining of and consenting to medical treatment, and assume full responsibility and liability for any and all expenses, damage, accident, illness, injury, or medical expense of and to my/child or our property resulting from such participation. We attest and affirm that the participant is physically fit and able to participate in the activity and we have not been advised or informed by anyone to the contrary.

In the event of an accident requiring emergency care, a reasonable effort will be made to notify the parent/guardian if practicable. By the signature below, the parent/guardian hereby authorizes any emergency medical treatment and/or hospitalization deemed necessary by emergency response or medical personnel. A copy of this permission form will accompany the activity sponsor. A copy of this permission form must be retained by the sponsor based on the State Retention Guidelines

List any activities in which student cannot participate: ______________________________________________________________________

__________________________________ ____________

Signature of Parent or Guardian Date

Appendix D

Off-Campus ACTIVITY Trip Parental Consent & Release

To be completed for all out-of-county, out-of-state, and overnight trips occurring outside the normal school day.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

OFF-CAMPUS ACTIVITY TRIP PARENTAL CONSENT & RELEASE

For out-of-county, out-of-state, and overnight trips beyond the normal school day.

Complete both sections (two pages)

SECTION I

I/We, hereby grant permission for (student name) __________________________________________ to

participate in (type activity) __________________________________, an off-campus school activity, at

(locations)___________________________________________________________________________

From (date/time) _____________________________ to (date/time) _____________________________

I/We, understand that the student will be supervised by (number of anticipated chaperones)______.

I/We, understand the method of transportation will be:

School Bus – Charter Bus – Rental Vehicle – Private Vehicle – Walking

See attached trip itinerary for details on types of establishments to be visited.

I/We, understand that under present law, if my/our child is riding in a private passenger automobile which is involved in an accident, he/she will be primarily covered for bodily injury under my/our family automobile policy and I/We agree to submit any medical bills incurred to my insurance company for payment. If my/our policy has been issued with a deductible clause relative to the personal injury protection, I/we understand that I/we have assumed that deductible amount when I/we purchased the policy.

I/We, on behalf of ourselves, our heirs, executors, successors, and assigns, in consideration of my/our child participating in the off-campus school activity, release and agree to save and hold harmless the School Board of Escambia County, Florida, its agents, servants, employees and successors from any activity and from the obtaining of and consenting to medical treatment and assume full responsibility and liability for any and all expenses, damage, accident, illness, injury, or medical expense of and to my/child or our property resulting from such participation. We attest and affirm that the participant is physically fit and able to participate in the activity and we have not been advised or informed by anyone to the contrary.

In the event of an accident requiring emergency care, a reasonable effort will be made to notify the parent/guardian if practicable. By the signature in Section II, the parent/guardian hereby authorizes any emergency medical treatment and/or hospitalization deemed necessary by emergency response or medical personnel. A copy of this permission form will accompany the activity sponsor. A copy of this permission form must be retained by the sponsor based on the State Retention Guidelines.

Requests for accommodations and modifications may be made with the trip sponsor.

SECTION II Medical Treatment Authorization Form Must Be Completed and Notarized to Participate

Student Name: ___________________________ DOB: _______________________

Parent/Guardian Name: _______________________ Address: __________________________

Home Ph: (____)______________ Cell: (____)_____________ Work: (____)_______________

Person to contact in case of emergency IF parent cannot be reached:

Name: ________________________________ Relationship to Student: _________________

Home Ph: (____)______________ Cell: (____)_____________ Work: (____)_______________

MEDICAL INFORMATION

Name local primary physician: ____________________ Tel: _______________________

Medical Insurance Company and Policy No. _________________________________________

List Allergies: ___________________________ Date of last tetanus shot: ___________

List Health Conditions that may affect emergency treatment: ____________________________

List prescription medications that must be administered during trip: _______________________

List any non-prescription medications that may be needed during the trip. Parent/guardian is responsible for providing any non-prescription medication for their student.____________
All medications must be provided in their original labeled container. All forms and medication must be provided to the school sponsor at designated time.
Provide a school district Dispersion of Medication Form for each prescription or non-prescription medication. Parent/guardian signature on this form must be witnessed by district staff, or be notarized.

List any activities in which student cannot participate: __________________________________

Authorization and Release:

I, the undersigned lawful parent/guardian of ____________________________, do hereby grant permission for my child to participate in the above listed activity. I do hereby release and agree to indemnify, defend, save, and hold harmless the School Board of Escambia, FL, its agents, including Escambia County Health Department personnel, servants, employees, and successors, from any and all responsibility and liability arising out of my child’s participation, directly or indirectly, in this activity, including travel to and from the event. I further release and agree to indemnify, defend, save, and hold harmless the School Board of Escambia, FL, its agents, servants, employees, and successors, from any and all responsibility and liability arising out of the administering of first aid or obtaining and consenting to first aid or emergency medical care. I specifically acknowledge that I am responsible for all medical, surgical, and transportation costs if incurred by my child. I understand that the School Board, its employees or agents including the chaperones shall not be held liable for any personal injury or illness of my child.

_________________________________ _____________________

Parent/Guardian Signature Date

NOTARY NOTARY SEAL

Signed before me this ___ day of ___________ 20__ Identification______ Known to me______

Signature of Notary____________________

Appendix E

Drivers of Private/Rented Vehicles Checklist

To be completed when using private or rented vehicles to transport students.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

DRIVERS OF PRIVATE/RENTAL VEHICLES CHECKLIST

All drivers, all volunteers, all chaperones must have cleared the criminal background record check. All school district employees have already cleared the required screening.

NOTE: DUE TO SUPERVISORY RESPONSIBILITY INVOLVED DURING SCHOOL SPONSORED TRIPS, IT IS THE DISTRICT’S POLICY TO HAVE AN EMPLOYEE EITHER DRIVE OR BE AN OCCUPANT IN THE VEHICLE TRANSPORTING STUDENTS. Any exception to this rule would need to be approved by both the principal and associated District Level Director (Director of Elementary, Middle, High).

It is the principal’s/designee’s responsibility to verify, prior to trip approval, all of the required information listed below:

A travel log must be maintained in the administrator’s/principal’s office with all approved trips.

Type of Automobile student(s) are to be transported in: ____________________________

Type _____________ Make ______________ Year ___________ Seating Capacity _______

Condition Acceptable: Yes No

Minimum Liability Insurance Limits: Bodily injury, property damage, uninsured motorist: $100,000/300,000 minimum

Driver Motor Vehicle Report (may be required annually for drivers with Florida licenses)

Driver’s License (An approved driver must have a valid license, one which is not suspended or revoked. A copy of the driver’s license must be attached to this form and placed in the site administrator’s/principal’s files.)

The letter to Volunteers of Private/Rented Vehicles (Appendix H) must be provided to all drivers that have been approved in advance by the Principal to transport students to District sponsored events. This letter is required to be signed by the employee or other volunteer and maintained by the Principal prior to the trip.

Appendix F

Private/Rented Vehicle Driver Certification

To be completed when using private or rented vehicles to transport students.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

PRIVATE/RENTED VEHICLE DRIVER CERTIFICATION

I certify that I possess the minimum insurance coverage required for private passenger automobiles used for school-related transportation, and that I will immediately notify the program sponsor if such coverage is cancelled or is not renewed:

Bodily Injury Insurance (BI): $100/$300,000
Property Damage Insurance (PD): $50,000
Personal Injury Protection (PIP): $10,000

I agree to report to the program sponsor any accident or traffic violation occurring while driving on a school related activity as soon as possible. I certify that I do not have any major violations or series of other violations, as listed below that would cause me to be classified as an unacceptable driver.

In the past seven (7) years I HAVE NOT been charged and convicted of one or more of the following major violations:

a. Driving under the influence of alcohol or drugs

b. Hit and run

c. Reckless driving

In the past three (3) years, I HAVE NOT been convicted:

a. As at fault in two (2) or more accidents, or

b. Of two (2) or more moving violations

I DO NOT currently have a suspended or revoked driver’s license.

_____________________ ________________________ ___________

Name of Driver (Owner) Signature of Driver (Owner) Date

-----

In addition to the above, if a site administrator in his/her judgment believes a driver is unacceptable, he/she may deem the driver unacceptable.

MVR reports may be obtained from the Department of Highway Safety and Motor Vehicles (DMV), Bureau of Driver License Records. This may be done on special request and may be requested by the school principal.

Appendix G

Principal’s Checklist for Volunteer Drivers

To be completed when a volunteer driver is used to transport students.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

PRINCIPAL’S CHECKLIST FOR VOLUNTEER DRIVERS

Automobile checked; type/condition approved

Copy of driver’s license attached

Copy of automobile insurance identification card attached

Driver certification signed

Driver Motor Vehicle Report (MVR) obtained

Driver meets all requirements and found to be acceptable

Completed travel log

Letter to Volunteer Drivers of Private/Rented Vehicles completed

Signature of Principal: ________________________ Date: _______________

Appendix H

Letter to Volunteer Drivers of Private/Rented Vehicles

To be provided to drivers who volunteer to transport students.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

VOLUNTEER DRIVERS OF PRIVATE/RENTED VEHICLES

School Function: _____________________________________________________

Date: _________________________

Dear __________________________________:

We appreciate your help and cooperation in transporting our students. Since you have offered your services it is only fair that we, the school, and the School Board ensure that you are aware of the situation in which parents, teachers and volunteers place themselves when they transport pupils in private vehicles, or rental vehicles not rented through the District from the approved vendor State Contract.

Employees, parents, and chaperones driving vehicles on school-related trips should be aware that they assume personal financial liability if an accident should occur. All vehicle owners are responsible for loss and accidental damage to their automobiles.

All students must wear seat belts “in a properly adjusted securely fastened manner.” There must be a seat belt for each pupil transported. Each volunteer driver must provide a copy of their insurance coverage and driver’s license. This information is to be forwarded and kept on file with the school principal. The information is kept confidential.

While using or operating a motor vehicle with the approval or authority of the school district on a school function, you are not covered for third party liability damages in excess of your required coverage. Please understand it is your personal insurance providing coverage for liability and injury. Therefore, it is essential your insurance policy provides a minimum of $100,000 per person, $300,000 per occurrence for bodily injury, and $50,000 property damage.

You should have the names, addresses and phone numbers of all passengers. Your vehicle should be in good repair. You should know the routes, schedules, and details of all activities. The number of students transported will be limited by the specified capacity limits of your vehicle and the corresponding seat belts provided.

Thank you for your valuable assistance and extra effort you put into our schools’ activities.

Sincerely,

______________________________ _________

Principal Signature of Volunteer Driver Date

Appendix I

Common Carrier Services Checklist & Agreement

To be provided to drivers who volunteer to transport students.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

COMMON CARRIER SERVICES CHECKLIST & AGREEMENT

In order for this form to be regarded as a formal letter of agreement between the school and the common carrier company, it must be completed and signed by a school representative and by a representative of the motor coach company. A copy should be retained in the school files.

Select a common carrier company from the Authorized Carrier’s List

Name of Company contracted: __________________________________________

Name of Company Contact person: _______________________________________

Phone number: (______)_________-____________________________

Fax number: (______)_________-____________________________

E-mail address: _____________________________________________

Mailing address: _____________________________________________

Be ready to provide the common carrier company the following information:

Name of school and group sponsoring trip _______________________________________

Trip departure date ______/______/______ Time _______ AM PM

Pick-up location ________________________________________________

Trip itinerary – attach a separate document that describes in detail where the bus(es) must transport students

Trip return date ______/______/______ Time _______ AM PM

Drop-off location ________________________________________________

Total number of passengers going on trip (students, teachers, chaperones, etc.) __________

If any unusual equipment/luggage (e.g. band equipment) is to be transported, specify what type and how much?

___________________________________________________________________________________

List any special requirements for the bus(es) (e.g., handicapped accessible, large equipment storage)

___________________________________________________________________________________

Confirm with the common carrier company:

Name of emergency contact person ___________________________________________

All-hours phone number (______) _________-___________________

Number of drivers required ______________________________

Total trip mileage ______________________________

If two or more drivers are required, how and when should the school expect the drivers to rotate driving duties? ______________________________________________________________________

Specify seating capacity and special requirements for each bus/vehicle required:

Bus/Vehicle Number	Seating Capacity	Special Requirements	ID Number

Trip Costs and Payment Method

What is the common carrier company’s fee for transportation services and how is it computed?

Daily rate per bus $_________ Mileage fee $ ________ per mile

Other fees and costs $ _____________________________________________________________

The school may be responsible for other charges. Itemize such charges in detail

__________________________________________________________________________________

Total charges for all transportation services estimated $___________________

Who will pay for the services (who should be invoiced if not the school representative) and who made the travel arrangements?

__________________________________________________________________________________

Who made the transportation arrangements for the School District?

__________________________________________________________________________________

Name, address and phone number of person coordinating activity for billing purposes

__________________________________________________________________________________

Contact person at company to address billing related questions _______________________

Confirmation by School of Arrangements for Common Carrier Services

(to be completed by the school official approving the transportation arrangements)

Date arrangements with common carrier were finalized: ______________

Vehicle and Vendor are on the approved list: Yes No

Your Name (print): __________________________

School Name: _______________________________

School Address: ___________________________

School Tel: _______________________ School Fax: _______________________

Your Position with the School/District: ________________________________

Your Signature: ______________________________ Date: _______________

Confirmation by Authorized Common Carrier of Agreement for Services

(to be completed by an authorized representative of the common carrier company)

Name of Company Representative (print): _______________________

Position: ____________________________

I confirm the arrangements noted in the preceding pages and in the attached itinerary and affirm that the vehicle(s) to be utilized has/have been inspected and approved by the School District as required by District policy.

Signature: __________________________________ Date: _______________

PRE-TRIP CHECKLIST

(completed by school/event personnel)

School or Group Sponsoring Trip: ______________________

Trip Departure Date: _________ Pick-up Location: ______________________

Trip Return Date: _________ Drop-off Location: ____________________

Contracted Authorized Carrier: _______________________ # of Buses/Vehicles Contracted: ______

Emergency Contact Person: _________________________ All-hours Phone Number: ____________

PRIOR TO THE DAY OF THE TRIP

Review the terms of the Letter of Agreement

A copy of the itinerary and travel route is filed with school administration

VEHICLE ARRIVAL

Vehicle is Operational

The company whose vehicle(s) arrive is the company that was contracted for this trip. If the vehicle(s) is not from that company, ensure that the vehicle(s) is from a valid subcontractor of that company and that they are on the District’s Authorized Carrier’s List and that the vehicle itself has been approved by the District.

The proper number of buses and drivers are present, as stipulated in the contract for the trip.

VEHICLE SAFETY CHECK

Windows/windshield not severely cracked

Windshield wipers work

Heating/air conditioning and windshield defogging systems work

Interior lights, headlights (high beam/low beam) lights, tail lights, brake lights work

Horn works

Tires in good shape (no damaged or treadless tires and all appear to be properly inflated)

No unusual oil/grease leaks (at wheel seals or under the vehicle)

Fire extinguisher present and in working order

No air leaks (walk around vehicle and listen for air leaks while driver applies the brakes)

Copy of the annual safety inspection (either sticker or form) available

DRIVER/VEHICLE INFORMATION

Valid commercial drivers license with a P (passenger) endorsement

Valid medical certificate (pocket card)

Driver’s record of duty status (log book)

Copies of the previous seven days’ record of duty status for each driver

Vehicle registration card to ensure that vehicle is authorized to operate in the states of the trip. Make sure that the license plate and vehicle identification number matches the number on the registration card.

Vehicle’s USDOT annual inspection document, either a sticker or on paper (Note: these documents indicate the date of inspection, not the date of expiration and are usually valid for only one year.)

ON THE TRIP

Take a copy of the letter of agreement on the trip. The emergency contact’s name and phone number should be on that form.

Appendix J

Pre-Departure Boating/Marine Checklist

To be completed for all boating/marine activity trips.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

PRE-DEPARTURE BOATING/MARINE CHECKLIST

Personal Floatation Devices (PDFs-Life Jackets)

Is there at least one Coast Guard approved device of proper size per passenger on board?

Assure each student is properly wearing a lifejacket during the boat trip.

An additional throwable device is required if the vessel is more than 16 feet long.

Weather Forecast

Did you check the weather forecast, and are conditions forecasted to be appropriate for the trip being taken?

Activity Trip Forms

All Activity Trip authorization forms have been obtained from students with a parent/legal guardian signature.

Safety Issues

All students and/or chaperones have been explained all safety aspects and expectations of the trip.

All students are physically able to participate in the activity.

Appendix K

Boating/Marine Activity Informed Consent

To be completed for all boating/marine activity trips.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

BOATING/MARINE ACTIVITY INFORMED CONSENT

I/We hereby grant permission for (student name) __________________ to board (vessel) _________________________ from (marina) __________________________.

I/We understand the following:

1. My/Our child will be in a marine environment and thus possibly will be exposed to various hazardous elements (wildlife, extreme heat and sunlight, wind, rain, seawater, insects, motor fumes, ropes, chains, etc.).

2. My child may become seasick.

3. My child will be required to wear a personal flotation device (life jacket) at all times while aboard the boat.

4. Emergency medical response may be delayed while offshore.

Please provide the following items for your child:

Sunscreen Hat

Water Other _____________________

Towel Other _____________________

Important tips for the day of our trip:

1. Make sure your child wears closed toe, non-skid shoes. DO NOT wear sandals or flip-flops.

2. Do not allow your child to bring sensitive equipment (cameras, radios, etc.).

This section applies only if this box is checked by your child’s teacher.

Some trips involve a more hands-on approach to the study of marine science. In these cases, your child may be wading in shallow water to examine sea life or participating in similar activities. This may expose him/her to other hazards associated with an aquatic environment such as: some types of coastal vegetation and/or some types of animals that have the ability to sting or bite.

My signature indicates my acknowledgment that I have been informed of the reasonably expected hazards associated with the boating/marine activities in which my child will be participating.

________________________ ________________

Signature of Parent/Guardian Date

Appendix L

CHARTER BUS SERVICES REQUEST FOR QUOTE

To be completed in securing quotes for common carrier bus transportation.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

CHARTER BUS SERVICES

Request for Quote

To Be Completed by School/Department

School/Department: __________________________ Contact Name: _____________________

Phone: ________________ Fax: __________________

Point of Departure Address: _____________________________________

Departure Date/Time: ____________

Destination Address: _____________________________________

Arrival Date/Time: ____________ Anticipated Departure for Return Date/Time: ____________

Number of Students: ____________ Number of Adults: _________________

Other space requirements: (Equipment, luggage, etc.) ________________________________

Special Needs: _______________________________________________________________

___________________________________________________________________________

To Be Completed by Charter Bus Company

Quote: Amount quoted includes the total trip. No additional costs will be added. No deposit is required for buses.

Company Name: ____________________________ Contact: _________________________

Phone: ________________ Fax: __________________

Quoted Total Trip Cost: $_______________

Break down of costs (event tickets, lodging etc., if requested):

___________________________________________________________________________

_________________________________

Signature

_________________________________

Printed Name

Revised: 1/2014

Appendix M

CHARTER BUS VENDOR AGREEMENT (SAMPLE)

For school staff reference in establishing expectations of the vendor.

esccoschooldist_logo_300dpi.tif The School District of Escambia County

75 N. PACE BLVD.

PENSACOLA, FL 32505

(850) 432-6121 | www.ecsdfl.us

The following is a copy of the body of the agreement signed by Charter Bus Companies and Travel Agencies.

Please remember that all use of Charter Bus Companies, regardless of whether you are paying with District or Internal Funds must meet the requirements of this agreement. If you book a bus through a travel agency, that agency can only use the Charter Bus Companies on this agreement and all terms and conditions apply as per this agreement.

I. SCOPE

1. The purpose of this registration is to provide schools with a list of charter bus companies who are licensed and insured for the fulfillment of the transportation needs of Escambia County students.

• Schools that purchase Charter Bus services shall use only the companies and buses on this list.

• Travel agencies contracting with schools or school district representatives for charter bus services must use only the bus companies on this list.

• The company agrees to extend these terms and conditions to all PTA, PTSA, athletic boosters, band boosters, and other support organizations that provide direct support for student activities.

2. This registration shall be for the period covering October 1, 2013 through September 30, 2014.

3. Safety, inspection and compliance records will be reviewed by the Escambia County School District prior to a Charter Bus Provider being added to the list. This will be viewed on sites including, but not limited to, FMCSA (Federal Motor Carrier Safety Administration).

(a) All inspections required for FMCSA must be current and in good standing.

(b) After review of Charter Bus Provider’s record on FMCSA, the District may require the Charter Bus Provider to bring all coaches to the Escambia County School District Transportation Garage for inspection. Any mileage or trip expense incurred by the vendor in getting the motor coach(es) to the District’s garage will be solely the expense of the vendor.

(c) Vendor must have an overall safety rating of “satisfactory” in the Safe-Stat system on the Federal Motor Carrier Safety Administration web site.

(d) Vendor must return documentation showing District badge/credentials are current for all drivers.

(e) The District may review safety records and reserves the right to inspect vendor vehicles at any point during the agreement term.

4. As set forth in School Board Rules, School District representatives must get three written quotes for trips totaling over $7,500. However, it is highly recommended that school district personnel secure three quotes on all trips, regardless of total cost.

5. All companies shall agree to the terms and conditions below.

II. TERMS AND CONDITIONS

1. To register with the District, each carrier will be required to meet the Liability requirements as set forth by the Public Safety Commission ($500,000.00) and the Interstate Commerce Commission ($5,000,000.00). This liability policy will be required to be in effect for a period covered by this agreement and at the time service is rendered.

• An insurance certificate issued to the District along with a workers compensation rider, must accompany the signed registration form that must be sent to the District Purchasing Department. If the Charter Bus Service Provider has more than one location, insurance certificate should state locations covered.

• The District Purchasing Department must be provided a 30 day notice of any cancellation of insurance.

2. Each driver shall have a valid license issued by the State of Florida Highway Safety and Motor Vehicles Department or another state’s motor vehicles department as a Commercial Motor Vehicle Operator. The license shall be for the class and type of vehicle to be driven. Each carrier must maintain a record of each driver’s CDL number and be able to show proof that each driver is properly licensed and required random drug tests have been conducted.

3. All buses shall be air conditioned, clean and with no safety defects at the time of departure.

4. The School District/School reserves the right to have a representative inspect the bus or buses prior to the departure, for the mechanical condition, cleanliness, etc. of the bus or buses. Buses failing to meet acceptable standards will be considered a breach of contract and will not be utilized for transporting Escambia County students.

5. Payment Terms: Net 10 days after trip. No down payment or deposits will be charged or collected.

6. In the event of mechanical breakdown, or accident, the company shall be responsible to subcontract with another approved vendor from the Escambia County School District approved list, if necessary, to complete its obligation. Only vendors approved on the list may be used as subcontractor. If the school/department has deadlines to meet, the company will take whatever action necessary to ensure deadlines are met and the destination is reached within the time required to avoid default. Default will result in the release of any financial obligation the District has with the company for the particular trip.

7. By signing below, the company agrees to the above Scope and Terms and Conditions. Please sign application and return both insurance certificate and Occupational license to The Escambia County School District, Purchasing Department, 75 North Pace Boulevard, Pensacola, FL 32505.

8. By signing, the company agrees to comply with all requirements of Sections 1012.32 and 1012.465, Florida Statutes, by certifying that the vendor and all of its employees who provide services under this contract have completed the background screening required by the referenced statutes and meet the standards established by the statutes. This certification will be provided to the school in advance of the vendor providing any services while students are present. The vendor will bear the cost of acquiring the background screening required by Section 1012.32, F.S., and any fee imposed by the Florida Department of Law Enforcement to maintain the fingerprints provided with respect to vendor and its employees. The vendor will follow the procedures for obtaining employee background screening as outlined on the Escambia County School District Website: http://www.escambia.k12.fl.us (Select “Fingerprinting”).

9. Vendor will provide the District/School a list of its employees who have completed background screening as required by the referenced statutes and meet the statutory requirements. Vendor will update these lists in the event that any employee listed fails to meet the statutory standards or new employees who have completed the background check and meet standards are added. The parties agree that in the event that vendor fails to perform any of the duties described in this paragraph, this will constitute a material breach of the contract entitling school to terminate immediately with no further responsibility to make payment or perform any other duties under this contract. Vendor agrees to indemnify and hold harmless school, its officers and employees from any liability in the form of physical injury, death, or property damage resulting from vendor’s failure to comply with the requirements of this paragraph or Sections 1012.32 and 1012.465, Florida Statutes.

Appendix N

PARENT TRAVEL RELEASE REQUEST

School staff and chaperones shall ensure students are not permitted to depart the event location via any means other than the bus on which they arrived unless they have prior approval granted by the school principal, without exception. That prior approval shall be granted in writing on a Parent Travel Release Request Form and only under exceptional circumstances where the student’s travel with the team poses an otherwise unavoidable and untenable inconvenience for the family. Only the student’s parent or guardian may provide the alternate transportation. Students may not travel with another student’s parents at any time.

PARENT TRAVEL RELEASE REQUEST

___________________________

(Date)

I request that my child, _____________________________, be permitted to ride from the

__________________________________ event held on _______________________, 20______

at __________________________________.

The reason my child’s travel with the group from the event poses an otherwise unavoidable and untenable inconvenience for my family is:

______________________________________________________________________________

I understand that I should allow several days for the processing of this request since it must be approved and on file in the Principal’s Office prior to the school dismissal on the day prior to the event.

I understand that my child is required to ride District transportation to and from all events and that departure from this requirement will release the Escambia County School District from all liability for any outcomes that may arise. I thus agree to release the Escambia County School Board and its employees from all liability with reference to the above-stated transportation.

I understand that I shall have face-to-face contact with the Escambia County School District school official in charge of the event at the conclusion of the event with proof of my identification and a copy of this approved and signed request. I understand that if I do not present my identification and a signed and approved copy of this request, my child will not be released to me. I certify that, if this request is approved, I will personally transport the above-named student from the above-named event.

			Approved / Not Approved

Parent or Guardian Name			Principal (or designee) name

Parent or Guardian Signature			Principal (or designee) Signature

Date			Date