School Transportation Supervisor Training Susan M. Miller Lead

School Transportation Supervisor Training Susan M. Miller Lead

School Transportation Supervisor Training Susan M. Miller Lead Transportation Consultant June 2017 Housekeeping Phones Restrooms Leaving room clean 2

Introductions Name District Position Years in industry What is your greatest concern/challenge? 3 Leadership "Leadership is the ability to not only understand and utilize your innate talents, but to also

4 effectively leverage the natural strengths of your team to accomplish the mission. "A leader is someone [who] leads by example and has the integrity to do the right thing even when it is not popular. A good leader has positive influence over others, inspiring them to become a better person and example for others to model their life against, as well. "Leadership is serving the people that work for you by giving them the tools they need to succeed. Your workers should be looking forward to the customer and not backwards, over their shoulders, at you. It also means genuine praise for what goes well and leading by taking

responsibility early and immediately if things go bad. "A leader is someone [who] leads by example and has the integrity to do the right thing even when it is not popular. A good leader has positive influence over others, inspiring them to become a better person and example for others to model their life against, as well. "Effective leadership is providing the vision and motivation to a team so they work together toward the same goal, and then understanding the talents and temperaments of each individual and effectively motivating each person to contribute individually their best toward achieving the group goal. Supervisor A supervisor is responsible for the day-to-day performance of a small group. It may be a team, a department or a shift. Typically the supervisor has experience in what the group

does, and has earned the position based on management's belief that he/she is capable of guiding the team. 5 Functions of a Supervisor

6 Helping the team understand performance targets and goals. Training or ensuring that workers are properly trained for their specific roles. Scheduling work hours and shifts. Coordinating job rotation and cross-training. Providing real-time feedback on worker performance. Sharing company updates, financial results and new objectives with team members. Assisting in resolving emergencies. For example, a quality or a customer problem may be escalated to the team supervisor for handling.

Identifying and resolving workplace problems, including tardiness or absenteeism. Providing reports and activity updates to management. Assisting in hiring and firing activities, although often the supervisor requires managerial approval of all new hires or terminations. How to be an Effective Supervisor Gaining Credibility Have faith in yourself Nobody expects you to be perfect Lead by Example Attitude is just as important as actions Be consistent Be fair No favorites Be willing to change Adapt management style if needed Be accountable Dont point fingers and blame others

Be professional If you want to be respected you must be respectable. 7 How to be an Effective Supervisor Getting the Most Out of Your Team Communicate effectively - involves listening as well as talking Set reasonable expectations - be careful about over-criticizing or setting goals that are beyond reach. Delegate responsibilities Give up a little control Reward accomplishments Tell them Encourage Growth Unlock potential

Confront Conflict Wont respect if you run, avoid accusations 8 How to be an Effective Supervisor Meeting the Demands Dont procrastinate Make a plan Find solutions Long term better than short term Challenge yourself Set goals Be supportive Feedback is important Streamline processes Save time/eliminate errors Be resilient Be OK if things dont go as planned. Set the right

tone. Resource - wikiHow 9 A Very Wise Man Once Said Hold a tight rein loosely Do not walk around carrying a bat all the time, bring it out only when needed, otherwise put it away Zane E. Gray 10

What are your tools? Knowledge Experience Training Resources 11 Knowledge What do we need to know in our industry? Federal Laws State Laws Colorado Department of Education Rules/Minimum Standards

Industry Standards Best Practices Financial Management Budgets, Purchasing District Policies District Procedures Human Resource Processes Interviews, Discipline, Termination Communication Computer, Programs 12 Experience What experiences are helpful in our industry? How to deal with employee issues Conflict Resolution Collaboration Actual first-hand job knowledge

13 Training What training should we receive vs. what we have received? College Degree Budgeting 101 Asset Management Contract Management Human Resources Benefits CDE Training CDE-40, etc. By FIRE 14

Resources

15 FMVSS /49 CFR, Part 571/NHTSA/USDOT/Minimum Standards FMCSA/Operation Rules Commercial Driver License Manual Model Traffic Code CDE Resource Guide/Colorado Revised Statutes Driver Trainer Guide Operator Guides Annual Inspection Guide License Matrix

National Congress of School Transportation National Guideline CDE Staff Other Supervisors CDE Website Terrain Map All Forms All Guides Past Presentations Upcoming Training TAC Minutes/Schedule Technician Resources CDL and other Manuals

16 Laws A law is a requirement that has been passed by a legislative body and signed by the chief executive. At the Federal level the legislative body is the Congress. At the State level it is the state legislature. Laws are requirements that must be obeyed. The National Traffic and Motor Vehicle Safety Act and the Motor Vehicle and School Bus Safety Amendments of 1974 are examples of Federal laws. These laws authorize and require the National Highway Traffic Safety Administration to officially announce rules on safety performance requirements in the manufacture of school buses. The requirements that must be met to become a school bus driver and all the other laws contained within the Colorado Vehicle Code are examples of state laws.

17 Rules and Regulations Rules and regulations are synonymous terms to describe a requirement adopted by an executive department with the authority to establish rules for carrying out the program. A definite procedure must be followed when adopting administrative rules. When adopted, the rules have the same effect as though they were laws. They are requirements that must be obeyed. Colorado Department of Education At the Federal level, the U.S. Department of Transportation have been given the authority by law to establish administrative rules to carry out pupil transportation programs. The school bus Federal Motor Vehicle Safety Standards promulgated by the National Highway Traffic Safety Administration are examples of federal rules.

18 Policy A policy is a course of action, guiding principle or procedure adopted by any authoritative body that is considered to be expedient, prudent, or advantageous. Policies are principles or procedures that one is expected to follow, and should follow, but it is not absolutely mandated as a law or rule. School boards may have policies and procedures at the local school district level related to the pupil transportation program. Local school districts may have policies on: Checking the bus after each run for sleeping students Student Discipline Procedures Reporting in writing all bus conditions requiring adjustment or repair form

Reporting all accidents to bus supervisor (district forms) 19 Recommendation A recommendation is a statement giving advice or counsel. Any organization or individual might recommend some type of action. It is strictly advisory. It is not required. The local transportation supervisor could also have a number of recommendations. These would vary by school district and could range from manner of operation of the bus to how drivers are to dress. 20

Laws Model Traffic Code for Colorado https://www.codot.gov/library/traffic/traffic-manuals-guidelines/fed-state-co-traffic-manuals/model-traffic-code Colorado Department of Revenue CDL Compliance Colorado Revised Statutes 21 Rules and Regulations FMVSS - CFR Federal Motor Vehicle Safety Standards and Regulations These Federal safety standards are regulations written in terms of minimum safety

performance requirements for motor vehicles or items of motor vehicle equipment. These requirements are specified in such a manner "that the public is protected against unreasonable risk of crashes occurring as a result of the design, construction, or performance of motor vehicles and is also protected against unreasonable risk of death or injury in the event crashes do occur. http://www.nhtsa.gov/cars/rules/import/FMVSS/ Code of Federal Regulations www.law.cornell.edu/uscode/text/49 22 Rules and Regulations FMCSA

Federal Motor Carrier Safety Administration The primary mission of the Federal Motor Carrier Safety Administration (FMCSA) is to reduce crashes, injuries and fatalities involving large trucks and buses. Develops and enforces data-driven regulations that balance motor carrier (truck and bus companies) safety with efficiency; Harnesses safety information systems to focus on higher risk carriers in enforcing the safety regulations; Targets educational messages to carriers, commercial drivers, and the public; and Partners with stakeholders including Federal, State, and local enforcement agencies, the motor carrier industry, safety groups, and organized labor on efforts to reduce bus and truck-related crashes. www.fmcsa.dot.gov/regulations/title49/b/5/3 Controlled Substances and Alcohol Use and Testing 382 Driver Medical Requirements

23 Rules and Regulations FMCSA Coming in 2020 Entry level CDL Instructor Drug Clearinghouse TAC working with CSPTA 24 Rules and Regulations IDEA FAPE OCR Individuals with Disabilities Education Act

http://www2.ed.gov/policy/speced/guid/idea/idea2004.html Free Appropriate Public Education Under Section 504 http://www2.ed.gov/about/offices/list/ocr/docs/edlite-FAPE504.html Office of Civil Rights http://www2.ed.gov/about/offices/list/ocr/504faq.html 25 FERPA -FOIA - CORA Family Educational Rights and Privacy Act The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S.

Department of Education. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students." Freedom of Information Act The Freedom of Information Act (FOIA) gives you the right to request information from federal agencies. From FOIAonline you can submit FOIA requests to all participating agencies, track the status of requests, search for requests submitted by others, access previously released records, and generate agency-specific FOIA processing reports. Colorado Open Records Act In Colorado, pursuant to the Colorado Open Records Act (CORA) under C.R.S. 24-72-201 et seq., it is declared to be the public policy of the state that all public records shall be open for inspection by any person at reasonable times, except as provided in part 2 or as otherwise specifically provided by law. The CORA is a series of laws designed to guarantee that the public has access

to public records of government bodies at all levels in Colorado. The law was enacted in 1969. It applies to the state, its agencies and institutions, cities, counties, cities and counties, towns, school districts, special districts, and housing authorities. 26 NHTSA - USDOT National Highway Traffic Safety Administration Databases for in-depth record of safety Issues for Vehicles, Child Restraints, Tires and Equipment http://www-odi.nhtsa.dot.gov/owners/SearchSafetyIssues United States Department of Transportation www.transportation.gov/areas-of-focus

27 NCLB ESSA-McKinney Vento No Child Left Behind/Every Student Succeeds Act The previous version of the law, the No Child Left Behind (NCLB) Act, was enacted in 2002. NCLB represented a significant step forward for our nations children in many respects, particularly as it shined a light on where students were making progress and where they needed additional support, regardless of race, income, zip code, disability, home language, or background. The law was scheduled for revision in 2007, and, over time, NCLBs prescriptive requirements became increasingly unworkable for schools and educators. Recognizing this fact, in 2010, the Obama administration joined a call from educators and families to create a better law that focused on the clear goal of fully preparing all students for success in college and careers. McKinney Vento Education of Homeless Children and Youth Assistance Act The McKinney-Vento Education of Homeless Children and Youth Assistance Act is a federal law that ensures immediate

enrollment and educational stability for homeless children and youth. McKinney-Vento provides federal funding to states for the purpose of supporting district programs that serve homeless students. Sep 6, 2016 Head Start Head Start is a Federal program that promotes the school readiness of children from birth to age five from low-income families by enhancing their cognitive, social, and emotional development. Head Start programs provide a learning environment that supports children's growth in many areas such as language, literacy, and social and emotional development. Head Start emphasizes the role of parents as their child's first and most important teacher. These programs help build relationships with families that support family well-being and many other important areas. 28 CDE Minimum Standards April 30, 2015-Present

September 1, 2007-2015 February 1, 1999-2007 October 1, 1993-1999 http://www.cde.state.co.us/transportation/transregulations.htm 29 Emergency Rulemaking May 2017 Senate Bill 17-083, recommended by the Committee on Legal Services, reflects a review of recently adopted or amended state department rules and regulations. The Committee on Legal Services identified four technical issues with some of the rules in 1 CCR 30126. As a result, the associated rules were not extended and will expire on May 15, 2017. Therefore, it is necessary for the State Board to approve the Emergency Rules at the May meeting, in order to

address the technical corrections for these rules and maintain continuity of the existing rules. The following summarizes the technical issues and the proposed change: Length of Bus Routes: Pursuant to Section 22-51-108 C.R.S., the rules shall include reasonable and adequate standards of the safety in the length of bus routes. The proposed Emergency Rules require districts to make an effort to minimize student ride times while considering student educational needs and the geographic boundaries, terrain, traffic congestion, and financial resources within the district. Additionally, the proposed Emergency Rules allow local boards of education to establish a maximum student ride time, if desired.

References to the Code of Federal Regulations: There are several references to the Code of Federal Regulations that are not properly incorporated pursuant to Section 24-4-103 (12.5)(a)(II), C.R.S. The proposed Emergency Rules makes the appropriate change to the references. Reference to a School Bus Operator Guide: In rule 18.01, under the heading "Emergency Evacuation Drills", there is a reference to a school bus operator guide. The guide should have been adopted as part of the rules or the rules should not require compliance with the guide. The proposed Emergency Rules eliminate reference to the guide. Reasonable Size for Containers: Rule 15.03(e) states that containers of chemicals and cleaning supplies must be kept to a reasonable size. The

phrase "reasonable size" was found to be subjective and difficult for the regulated party to understand. The proposed Emergency Rules clarify that containers must be no more than 32 ounces in size. New Operation Rules Effective August 2017 2.01(a) A school district or charter school for routes (home to school, school to school, and school to home); 2.01(b) A school district or charter school for activity trips (school related events); 2.01 (c) A company or individual hired by a district or charter school (service provider) for routes (home to school, school to school, and

school to home). Do NOT APPLY TO: 2.02(d) Transportation conducted by a company or individual for activity trips (school related events), including service providers, parent volunteers, and coaches or teachers using a private motor vehicle; or 2.02(e) Route transportation provided by a company or individual as part of their operation as a common carrier under the jurisdiction of the US Department of Transportation or Public Utilities Commission, including RTD, taxi cab services, Uber services, and Lyft services. New Operation Rules Effective August 2017 Adding school district, charter school and service providers 6.03

A school district, charter school, or service provider or operator of an inspection site with an Inspection Site Certificate shall may submit a CDE Application for CDE Annual Inspector Qualification or Recertification Form (STU-20) to CDE verifying that the above requirements have been satisfied. CDE will issue an Annual Inspector Certificate. Replacing district or service provider with operator of an inspection site. New Operation Rules Effective August 2017 17.08 Alternating flashing red warning signal lamps shall not be activated within 50 200 feet of an intersection if the intersection is controlled by a traffic control signal.

17.09 Routes shall be planned as to: 17.09(b) Have stops be a minimum of 200 feet apart since alternating flashing amber warning signal lamps must be activated a minimum of 200 feet in advance of the stop on the roadway on which the bus stop will be performed. New Operation Rules Effective August 2017 17.10 In determining the length of routes, districts, charter schools and service providers must make an effort to minimize student ride

times while considering student educational needs and the geographic boundaries, terrain, traffic congestion, and financial resources within the district. LA local boards of education or the governing body of a charter school may establish a maximum student ride time. Colorado Regulations All training records must have documentation showing

Date Instructor Description of Topics Duration of each topic Participant signature Records can be kept electronically. Sample forms of Pre-Service documentation/training on CDE website CDE Operation, Maintenance and Annual Inspection Rules

40 4204-R-3.00 Non-Compliance 4204-R-4.00 School District and Service Provider Employment Responsibilities 4204-R-5.00 School Transportation Vehicle Operator Requirements 4204-R-6.00 School Transportation Annual Inspector Requirements 4204-R-7.00 Annual Inspector Hands-On Tester 4204-R-8.00 Pre-trip/Post-trip Vehicle Inspections 4204-R-9.00 Inspection Site Certification 4204-R-10.00 Annual Inspection 4204-R-11.00

Maintenance and Repair 4204-R-12.00 Operation of a School Transportation Vehicle 4204-R-13.00 Authorized Passengers 4204-R-14.00 Safety Restraints 4204-R-15.00 Transportation of Miscellaneous Items 4204-R-16.00 Maximum Driving Time for School Transportation Vehicle Operators 4204-R-17.00 Route Planning Student Loading and Discharge 4204-R-18.00

Emergency Evacuation Drills Common Questions What do we do if we do not have any documentation of an operators pre-service training? This is a very common thing found during reviews. We certainly can not make you go back and re-create documentation of training that may have happened several years ago. So, we ask that you put a letter on district letterhead stating that as of a particular date ( likely when you began your position) this documentation was not available. However, if a district chooses you may go back and re-do all of that training, but that could ne quite costly to the district. Common Questions

How do you want our files organized? First of all, make sure that each operator has a file. Please do not expect CDE staff to sort through piles of paperwork. For Route Operators, it is best to have all of the current school year information in one spot so it is easily accessible by district staff and CDE. All previous years can be paper clipped together and placed in a different file location. Make sure to pull forward items like pre-service, which we will need to see each time we perform a review, DOT physicals, because they are often times renewed every 2 years, and copies of operator licenses, because they renew commonly every 4 years. Common Questions Can Drug and Alcohol documentation be in the DQ file? No. Per FMCSA, ALL Drug and Alcohol documentation must be placed in a different location that is locked and accessible only to authorized personnel. This includes pre-employment, random and return to work

testing documentation. Common Questions Can I put all of my Small Vehicle Operators in a notebook? Yes. However, that is not the preferred way. If you keep this documentation in a notebook, you must have some type of a divider so that it is easily determined which paperwork belongs to which operator. Paper Clipping them together is fine, however, make them as organized as possible. This also makes it more difficult for the district to track if they have all of the current documentation for each operator unless you keep a spreadsheet of some sort. Lets talk about Bus Stops What laws are we required to follow? Colorado Commercial Driver License ( if CDL)

Colorado Revised Statutes Title 22 Education Title 42 Education Individual Education Plan CDE Operation Rules 45 Factors we must consider

46 Age of Students Visibility Lateral Clearance Student Access Control of Other Motorists

Roadway Conditions/Lanes Student Waiting Area Eliminating Railroad Crossings Distance Between Stops Wildlife Threat Intersections Light Usage What lights? Car Bus

47 School Building Any Concerns? 40 ft. Elementary 48 100 ft. Jr. High

Any Concerns? 40 ft. 200 ft. 49 Any concerns here? 150 ft. Steep grade, wheelchair, no shoulder, no driveway, 55 mph 50

How about this stop? 100 ft. 65 mph Kdg student 51 #1 The driver of a school bus is in the process of having a student unloading from the bus that is required to cross the road to get to their residence. The bus is stopped, red lights on, the

student has stepped off the bus, taken 10 steps ahead, the driver signals for the student to cross. Suddenly, the driver notices that one of the vehicles approaching the bus from the front is coming at a high rate of speed and doesnt appear to be slowing down. What should the driver do? 52 #2 A special needs bus transporting at least 6 wheelchairs has broken down on a high volume, 2 lane one way road and the bus is unable to get off the roadway. What do the drivers need to consider when contemplating the transfer of these students?

53 #3 On a high volume highway (US 25) The school bus has just been struck from behind by a large commercial vehicle. The impact has caused the bus to go off the road and hit a pole. There are lines across the top of the bus, the back door is jammed due to damage. A fire has started in the commercial vehicle that just struck the bus. What should the driver do? 54 #4

The school bus driver has started the bus stop loading procedure (turning on amber lights) when the car in the same lane directly in front of the bus stops suddenly. The bus driver pushes down the brake to stop, and the brakes fail. Students are waiting near the road and there is on-coming traffic. What options does this driver have? 55 #5 It is winter, still dark, 10 degrees outside and snowing so that visibility is extremely poor. There are 25 elementary students on board. The road conditions are very slippery and as the bus comes over a steep grade the driver loses control of the bus

and goes over an embankment coming to rest on its side. This is a rural mountain region, students are obviously injured, and there isnt any radio service. What things must the driver consider? 56 #6 The bus driver is in the process of unloading a student that must cross the roadway. The bus stops, engages the red lights, permits the student to unload then looks up and sees that there appears to be a police officer in pursuit headed directly toward them. What should the driver do?

What if it was an ambulance coming toward them lights and sirens? 57 Questions? Problem Bus Stops? Biggest Operational Challenge Training Documentation Make sure you signed in 58 Thank You

Susan M Miller Lead Transportation Consultant Colorado Department of Education School Transportation Unit 201 East Colfax, Room 209 Denver, CO 80203 303-866-6656 59

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