1. As a Head Start program supervisor, which regulations I am required to follow?

The Head Start transportation final rule implements the statutory provision for establishing requirements for the safety features and the safe operation of vehicles used by Head Start agencies to transport children participating in Head Start programs. Go to www.hskids-tmsc.org/publications/im95/fr95_25.htm to download a copy.

EFFECTIVE DATES:
The final rule provides a five-year phase-in period for compliance with vehicle requirements, a three-year compliance period for child safety restraint systems, and a twelve-month compliance period for other provisions of the rule.

45 CFR 1310.11 and 1310.15(c) are effective January 20, 2004.
(Requires that each vehicle used to transport children enrolled in Head Start must be equipped for use of height and weight appropriate child restraint systems which conform to the performance requirements (49 CFR 571.213) for use by children weighing fifty pounds or less who will be transported in the vehicle. This requirement can be met either by retrofitting vehicles already in service or by acquiring new vehicles. In some instances, this may require replacement of existing vehicles. While the regulation allows up to five years to use school buses or allowable alternate vehicles, the full five years will not be available if vehicles are being used that cannot accommodate, or be safely retrofitted to accommodate child restraint systems.

45 CFR 1310.12(a) and 1310.22(a) are effective January 18, 2006. .
(Provides that children enrolled in Head Start agencies be transported in either school buses or allowable alternate vehicles, will be five years from the date of publication of this part in the Federal Register. This change will provide additional time for necessary financial planning and upgrading and replacing vehicles)

45 CFR 1310.2(c) and 1310.12(b) are effective February 20, 2001. .
(On a case-by-case basis, the Department of Health and Human Services official may permit exclusion from one or more requirements of the final rule based on ``good cause''. Good cause will exist only if adherence to a requirement of the Part itself causes a safety hazard in the circumstances faced by the Head Start, Early Head Start or delegate agency.) 1310.12(b) pertains to applicant screening procedures and system for informing applicants of required background checks and the rejection of applicants not meeting the requirements.

The other provisions of this part are effective January 18, 2002.

Contents of the Final Rule were adapted from the following sources: .
23 CFR, Part 1204 Highway Safety Program Guideline No. 17, " Pupil Transportation Safety." .
49 CFR, Part 383 Commercial License Standards, Requirements and Penalties. .
49 CFR, Part 391 Qualifications of Drivers. .
1990 National Standards for School Buses and School Bus Operations. .
Special Report 222, Improving School Bus Safety.

The following Information Memorandums provide information guidance to programs on issues around transportation safety:

ACYF-IM-82-01 "Transportation Safety", issued on January 19, 1982. .
ACYF-IM-93-10 "Transportation", issued on March 18, 1993.

In addition to the above regulations and memorandums, transportation supervisors in Head start programs should be familiar with the following regulations:

49 CFR, Part 382 "Controlled Substances and Alcohol Use and Testing
49 CFR, Part 391 "Qualifications of Drivers"
49 CFR, Part 571 "Federal Motor Safety Standards," (FMVSS)
49 CFR, Part 565 "Vehicle Identification Number requirements

In addition to the memorandums listed above, the following Head Start Memorandums have been issued since the NPR was released in 1995:

ACYF-IM-HS-95-37 "Drug and Alcohol Testing Requirements for Head Start Drivers," issued on December 12, 1995. .
ACYF-HS-IM-99-07 "Child Safety Restraints (in vehicles); Transportation," issued on June 11, 1999.

The above-mentioned regulations and memorandums can be obtained from the Internet. Federal regulations can be found in the Federal Register at http://www.access.gpo.gov and then clicking on GPO Access. This location has all regulations dating back to 1995. The Information Memorandums can be found at http://www.hskids-tmsc.org/index.htm and clicking on Information Memorandums and Program Instructions. These memorandums go back as far as 1996.

Other regulations that must be followed are the state licensing rules and regulations for day care centers. These usually contain specific requirements when transporting children. Other regulations that are important are the specific state laws and regulations for school buses in your state. These can include the certification requirements for bus drivers in your state and the state statues and codes that pertain to transportation in your state.

2. How do OSHA regulations affect transportation services?

The Occupational Safety & Health Administration (OSHA) is a division of The US Department of Labor. The primary role of this administration is to ensure the safety & health of workers. To meet this purpose, OSHA has literally hundreds of codes and standards of compliance they generate and monitor. Violations of these standards can result in penalties. These standards can vary from state to state; some states are only under the federal rules and other states have their own standards that supersede federal rules. Before embarking on a search of the standards that apply to you, check with your HR department or Program Director to ascertain if there is already a staff person designated to ensure that your program meets OSHA compliance. If that is the case, you can breathe the sigh of relief and collaborate with them as needed. If your program has no such luck, your director should without delay begin compliance and here are a few of the standards you may have to deal with.

The Bloodborne Pathogens standard (29 CFR 1910.1030), which was promulgated by OSHA on December 6, 1991. This standard addresses prevention measures and protocols for work settings where employees are exposed to bloodborne pathogens. Because school bus drivers are required to have first aid and CPR training and may be mandated to provide emergency assistance, the standard may consider them at a higher risk to certain bloodborne pathogens exposures. This standard may require you to provide certain vaccinations such as Hepatitis B., specific training, medical evaluation on a post exposure basis and related recordkeeping requirements.

The hazard communication standards (CFR 29 1910.1200) ensures that all employees have the "right-to-know" the hazards and identities of the chemicals they work with, to reduce the incidence of chemically - related occupational illnesses and injuries. This standard may require you to provide training regarding the identities, hazards and protection measures of the chemicals the drivers are using such as: fuel, cleaning agents, oil, break fluid, windshield fluid etc. You may also need to maintain Material Safety Data Sheets (MSDS), inspect labels of chemical containers, develop an inventory system and provide adequate protective equipment.

OSHA is concerned about conducting risk assessments, providing appropriate trainings in recognizing exposure to hazards, and establishing protective measure to ensure the safety of the worker. With this in mind, OSHA has a "general duty clause" which is all encompassing and holds employers responsible for providing adequate supervision, training, and accountability systems the ensure the safety of their employees. You may have to comply with standards dealing with extensive record keeping, vehicular safety, equipment maintenance, inspections & investigation systems as well as injury reporting systems, ergonomics, means of egress and if your staff performs maintenance of the vehicles you may have regulations dealing with powered platforms, and vehicle mounted work platforms. In addition to general safety and health provisions, you may need to comply with fire protection, sanitation, first aid, exposure to hazardous traffic areas etc.. You may be advantaged by the fact that you are inadvertently already complying with OSHA through your performance standards or the state/federal transportation regulations.

It is just too expansive to try to address so many standards that vary from state to state. You can request assistance from your workers compensation carrier - most states require that they provide employers with technical assistance services. If you have a local OSHA office, locate them and request assistance from them - most OSHA divisions also offer free on-site trainings and assessment, technical assistance, free classes & internet courses, resource libraries with videos & pamphlets, grants, sample programs, booklets- some materials are even in Spanish... and more.. You may access the federal Internet web site at: www.osha.gov/ to tap into tons of info and locate your local OSHA office as well. If you are under the federal guidelines only, you may have some luck contacting: Mr. James F. Foster, Office of Information and Consumer Affairs, Occupational Safety and Health Administration, 200 Constitution Avenue, NW., room N3647, Washington, DC 20210; telephone (202) 219-8151.

3. What are the guidelines that determine whether a driver needs a Commercial Drivers License?

49 CFR, Part 383 Commercial License Standards, Requirements and Penalties, is the regulation that requires that drivers that operate a motor vehicle designed to transport 16 or more passengers, including the bus driver, must have a Commercial Drivers License (CDL). 45 CFR Part 1310 requires that drivers providing Head Start transportation services possess CDLs in states where such licensure is available.

4. What are allowable modification or retrofitting of passenger vehicles or buses?

Before making any modifications or retrofitting passenger vehicles, the manufacturer should be contacted to see if it is allowed. In many cases, making changes to the vehicle without the manufacturer's directions or expressed consent will limit or void the warranty on the vehicle. In addition, the manufacturer will state that the person making the changes assumes all liabilities for damages or injuries that may occur as a result of the changes.

5. What is required maintenance for buses/AAVs?

Reference Head Start Transportation Final Rule 45 CFR Sec. 1310.13 Maintenance of Vehicles. Each agency providing transportation services must ensure that vehicles used to provide such services are maintained in safe operating condition at all times. The organization operating the vehicle must establish and implement procedures for: (a) a thorough safety inspection of each vehicle on at least an annual basis through an inspection program licensed or operated by the State; (b) systematic preventive maintenance on such vehicles; and (c) daily pre-trip inspection of the vehicles by the driver.

If there are any defects found during a pre-trip inspection or during any other time, these defects need to be corrected. Depending on the type of defect found, would determine weather or not that unit/bus can be used to transport children. If the defect is found to be a major defect, meaning it poses immediate danger to passengers, driver and other motorist, that unit/bus should not be used and it should be excluded from use until the defect is corrected. If the defect found is minor depends upon whether or not it poses any danger however, the defect must be corrected within a reasonable amount of time. It is strongly recommended that all program vehicles/buses be on a preventative maintenance program and serviced on a regular basis. Some State Regulations may require you to perform certain maintenance, consult with your local state department of transportation or local public school districts to see what they do. Maintain documentation of maintenance records.

6: How often should pre-trip inspections be done?

A thorough pre-trip should be done at least once per day and should at a minimum include the following:

You may contact other programs or your local vendor to assist you in developing a pre-trip inspections list. Check with your local school district or other Migrant Head Start programs to ascertain your responsibilities under your state requirements. Usually, pre-trips are done prior to beginning the morning route. Drivers should be equipment with a good flashlight in order to properly examine the vehicle. If it is too dark or not feasible to perform pre-trips in early morning set a specific time during which the pre-trip must be performed.

All pre-trips should be well documented and maintained on record for at least one year -Again check for your state requirements. In the event that the safety of your vehicle is challenged, having good documentation of your pre-trip demonstrates that you have been taking the proper precautions to maintain a safe vehicle. Your pre-trip should be the opportune time to report any deficiency or malfunction of any equipment- ensure that you can document appropriate follow up of issues/repairs brought up during pre-trip inspections. In addition to a thorough pre-trip, it is wise to include a post trip after each route. Post trips can include:

Some programs conduct additional quick pre-trips to ensure that nothing has changed with the vehicle. In deciding how you want to structure your pre and post trip requirements, you may consider the following: Has someone else driven the vehicle since it was pre-tripped? If so, you may want to require another pre-trip.

If you have had continuing problems with the vehicle, it may also be wise to have additional pre-trips.

If you are in an area where your vehicles cannot be secured and you have experienced vandalism, you may also perform additional pre-trips.

Make sure that your drivers are well trained in performing pre & post trip inspections and follow up on their knowledge regularly. Schedule regular refreshers of your expectations during your driver meetings.

Post-trip inspections must be done immediately at the end of every route to assure that all children have exited. This is an employee and a supervisory responsibility with high stakes risk attached. Documentation is suggested.

7: Do all states mandate drug testing?

Drug testing is a federal mandate for drivers of vehicles with capacities for 16 passengers or more including the driver. You will want to review 49 CFR, Part 382 thoroughly before you implement your drug testing policies and program. You must check applicable state & federal requirements. While there are many resources available to help you develop a program, the issues can be rather complex, always consult an attorney.

Your program should include the following:

Copies of rules and other information can be obtained in several ways, including by computer or facsimile machine. Information on each transportation industry can be obtained from the DOT offices listed below. The address is 400 7th Street, S.W., Washington, DC 20590 for each office except FAA and USCG.

Commercial Motor Vehicles
Federal Motor Carrier Safety (FMCSA)
Office of Motor Carrier Safety (Room 3103)
Contact Person: Phil Hanley
202-366-1790
800-832-5660
http://www.fmsca.dot.gov

Alcohol & Drug Testing Procedures
Office of the Secretary
Office of Drug and Alcohol Policy and Compliance (ODAPC)
Contact Persons: Ken Edgell, Don Shatinsky, Jim Swart, Senior Policy Advisors
202-366-3784
http://www.dot.gov/ost/dapc

The Office of the Secretary of Transportation, Office of Drug and Alcohol Policy and Compliance, has established an automated system for obtaining specific information via a facsimile machine. Shorter documents can be obtained by fax, while longer documents will be mailed. A touch-tone telephone is required. The number is 1-800-225-3784. Most operating administrations maintain an Internet Homepage on which additional information can be obtained. These can be accessed through the DOT Homepage: www.dot.gov or directly through the Internet address indicated below the operating administration's mailing address.

The FTA has published "Implementation Guidelines for Drug and Alcohol Regulations in Mass Transit." This publication is available free from the FTA Office of Safety and Security. Additionally, FTA publishes quarterly the "FTA Drug and Alcohol Regulation Updates" (newsletters) which are also available to the public.

Copies of the drug and alcohol rules can also be obtained from public libraries that subscribe to the Federal Register or on the Internet.

8: Who is required to be drug tested? CFR 49 Part 382.103 states that: (a) This part applies to every person and to all employers of such persons who operate a commercial motor vehicle in commerce in any State, and is subject to:

The regulations do include some exceptions under this section; although they are probably not applicable to Head Start, they should be reviewed carefully.

You may decide to implement a drug testing policy that is more stringent than the federal guidelines and encompasses a larger number of staff. You should be cautious however that implementation is consistent and that you specifically designate employees to be covered by the policy, simply: Employees who are covered should know it.

Testing on non-DOT employees may be performed based on the carrier's independent authority; however, you may not co-mingle DOT and non-DOT employees in the same pool. Employer drug and alcohol policy must clearly identify testing performed under carrier's independent authority for non-DOT employees.

There are many pitfalls to implementing a drug testing policy that includes a group of staff not covered by these federal regulations: You must provide notification of the implementation date, have formal acknowledgements in place, if you include minors can you get parental consent? How about contractors? Rights to search, private or public employment status, which drugs to test for, discrimination laws along with numerous other issues require that you seek legal council when developing such a policy.

9. What procedures should be followed in the event of a vehicle breakdown?

Move the vehicle to the safest location off the road, turn off the ignition switch, remove the key and set the handbrake.

Protect the scene with positioning flares or reflectors.

Contact the [dispatcher] immediately. Emergency numbers and children's Emergency Cards with photos of children must be available on the bus/vehicle at all times.

Review with the [dispatcher] the names and numbers of the individuals you want contacted. Give them the proper location of the breakdown, the condition of the bus/vehicle and number and names of the children and adults on the bus/vehicle.

If there are children on the bus/vehicle, determine if it's safe for them to remain on the bus/vehicle or to evacuate the bus. In the event the bus/vehicle needs to be evacuated it's important for the following steps to be followed:

Ensure that children are carried to a location away from the traffic. As soon as possible make an accurate account of the children by using the bus roster sheet. Take children's emergency forms with you off the vehicle.

Pull the storage box that contains the "portable lavatory" containing diapers, wipes, water etc, etc out of the bus and any medications that are being transported. Remember to take your mobile phone with you.

The [dispatcher] arranges for towing services and the alternate mode of transporting children home or to the center. (refer to FAQ #107 for managing children if the bus/vehicle breaks down)

10. When is leasing or contracting for services & when is purchasing justified?

Leasing vs. purchasing vs. contracting for services will be determined greatly by the program's needs, resources and budget. There are important questions to be considered which will assist you in clarifying this question.

Q) When determining leasing VS purchasing VS contracting for services, you will need to assess the total cost and resources required for all options. Consumerism has generally maintained that to own is best because leasing or renting is money down the drain. This may be true for some things, but not for all and certainly not in every situation. Next to a person's home, the next largest purchase is usually the family's transportation. Unless the car is a classic, there is no equity built into purchasing a vehicle. In fact, when they are new, the equity descends from there. Purchasing vehicles is not an investment into property, DON'T LOOK FOR A PROFIT. However, what you are "investing" within is the PROGRAM OVERAL SERVICES and in some cases, autonomy. The bottom line here is, what are the services you wish to provide and do you have the resources to maintain them?

When looking at purchasing, the major capital outlay and vehicular liability will need to be considered. They include but are not limited to:

The unit itself (What are your growing needs?) Maintenance (Whether contracted out or self maintained, you need to assess your maintenance resources) In the same vein as maintenance, what are the "back-up" questions needed to be addressed to insure that a bus/vehicle is readily available to transport children in the event that you break down. Contingency plan.

Related to resources will be your tracking system and management systems, the personnel and energy needed to assure the safety of children and staff while also looking out for the care of the vehicles. This could get costly depending on the route you take, whether manually tracking all items or having the latest software that assist you.

Q) When looking to lease or contract for services, aside from cost to lease are the question of continuity of services and the dedication of the contractor. Questions to assist you in assessing the cost and viability of a lease program are:

Q) What is the flat rate you will be paying and how is it determined, i.e., per mile? Contractor's contract to make money, not to provide a service. There are limits governed by ratios that may cut into the contractor's profits. Additionally, with the time limit constraints of 50 min - 1 hour, because of the rural geography, you may be limited in the number of children that can be safely transported within that period. This may also cut into that profit margin. Because of the Head Start desire to be family friendly, it is not a simply "stop and go" drop off. Often this is one of the few times to connect with a family, once again cutting into the profit margin. If contracting with a Leasing Agency, the Head Start Philosophy will need to be thoroughly discussed because it is the service that we are after above all things.

Q) What are the restrictions imposed when you lease, i.e., is there a cap on mileage put on a vehicle before additional costs are incurred? What are the hours and days that the bus/vehicle will be available? Are their any restrictions to additional trips such as field trips or transporting parents to policy council meetings?

Q) Does the rate (above) include a qualified and approved driver (including substitute)? (Training issues need to be looked at and family friendliness.)

Q) Does the rate (above) include retrofitting any of the units with the necessary requirements to be classified as Head Start Transportation for infants, toddlers and preschoolers?

Q) Are the buses/vehicles being considered fit the specs that you would want if you were to purchase, e.g., is it easy on easy off for young children, air etc.? Consult the specs section of the questions answered.

Q) Will the Contractor consider upgrading buses/vehicles as regulations or recommendations change? Will it involve a joint expenditure between you and the contractor to retrofit or outfit a bus/vehicle to meet your needs?

Q) Does the flat rate include all maintenance cost?

Q) In the same vein as maintenance, what are the "back-up" questions needed to be address to insure that a bus/AAV is readily available to transport children in the event that you break down.

Contingency plan.

Q) What are the insurance responsibilities of both parties?

Q) What are the program's needs and what are the services you want to provide?

This question is relevant in that each program has different needs. If you are a Migrant ONLY Head Start Program, assessing your hours and months of operation will help determine the product usefulness and viability for either purchasing or leasing. If you operate a summer program, you might reconsider the necessity to maintain your own fleet. This leads into a second question, are there local agencies (such as a Region Head Start Program) that have the same transportation needs as yours but during the off season? If so, what are the possibilities of a joint purchase/ownership? Even if services overlap, Migrant Head Start and Region Head Start have very different operating hours, Migrant being longer. With some creativity and elbow grease, dual routes might be feasible.

Whether you decide to lease, contract for services or purchase, support SYSTEMS will need to be in place that involves community partnerships, parent backing, staff agreement and creative thinking.

If you purchase your own, you will need a purchasing plan that plans for the future. (See specing out your bus/AAV). Know the regulations that are coming down the pike and be ready to meet tomorrow's ideals, today.

Q) When owning your own, what is your disposal plan and what will determine the viability of a unit. This will play into the viability of a leased unit as well.

Q) What are some of the community partnerships you can think of that will support the maintenance and safety of your fleet, leased or owned? Are their collaborative agreements that you can enter into with local repair shops, storage facilities, and transportation brokers that weave into your contingency plans for emergencies?

Q) Do you have your parent's support without compromising the services? Are local churches, a parent home or other locality willing to be a "community drop off point" where families work together to receive children at the beginning and end of the day (so as to limit bus stops)? (Remember that young children [preschoolers] must be supervised by a parent-authorized responsible person at all times until they are back in their parents' care - the age varies by state).

These are a few of the many items to take into consideration when weighing the pros and cons of leasing vs. purchasing vs. contracting. Begin with your dreams (for service), and brainstorm from there the real possibilities.

11. Aside from state and federal specifications, what other options should be considered for our program vehicles?

Within five years of the date of publication of the 1310 regulations, Head Start agencies must use for activities defined as ``transportation services'', either a school bus or an ``Allowable Alternate Vehicle.'' These two classes of vehicles are defined in the regulations under section 1310.3. The term ``Allowable Alternate Vehicle'' is used to describe a vehicle which complies with the Federal Motor Vehicle Safety Standards (FMVSS) applicable to school buses related to crash survivability and mirrors, but does not meet the other FMVSS which apply to crash prevention, such as the requirements for flashing school bus lights and stop arms, or the provisions in Guideline 17 relating to the color of the vehicle and the use of lights and stop arms. You may order the flashing school bus lights, stop arms, and "school bus yellow" color unless your state prohibits it for Head Start programs. Be sure to check before you order.

You can check with your Bus Dealers to see which items are included in their buses as standard equipment or are considered optional items that are available and must be requested. You must decide which items to include on your school bus/AAV based on your location, weather in your area, types of roads, and how much you can spend for each bus.

The final rule states that each agency providing transportation services, must ensure that each vehicle used in providing such services is equipped with:

The following lists includes items to consider when purchasing a school bus or Allowable Alternative Vehicle for a Head start Program:

12. What do you include in an RFP?

A Request for Proposal (RFP) is composed of two parts. The first part has to do with the purchasing of equipment and your Purchasing Manager or Chief Financial Officer will give you agency procurement policies and procedures and instructions on what needs to be included from a fiscal point of view. The second part to the RFP includes the description of the items you want to purchase. As a minimum you should include the following:

Note: the bidders will need very specific information on how to "spec" a bus such as: .

A statement that says that these buses will be used to transport infant, toddler, and preschool children.

The Description of Buses/AAVs is where you will include all the specifications of the buses/AAVs you are purchasing. Here is where you can state that buses must meet Federal Motor Vehicle Safety Standards (FMVSS) (if you are allowed in your state that buses meet the state standards/specifications) whether you want standard or automatic transmission, whether you want gasoline or diesel engine, if you want air conditioning and the BTUs of the air conditioners, if you want window tinting, a white roof, back up alarm, crossing arm in front of the bus, seat belts, extra space between bus seats to allow for car safety seats, and the lettering that will be placed on the side of the bus.

Most Bus Dealers can give you a listing of what is standard on their bus and what is optional and must be specified in the request for proposal.

The federal regulation requires that each agency providing transportation services must ensure that bid announcements for school buses and allowable alternate vehicles for use in transporting children in its program include the correct specifications and a clear statement of the vehicle's intended use. Such agencies must ensure that there is a prescribed procedure for examining such vehicles at the time of delivery to ensure that they are equipped in accordance with the bid specifications and that the manufacturer's certification of compliance with the applicable FMVSS is included with the vehicle.

The Migrant and Seasonal Head Start Advisory Work Group strongly recommends that Head Start programs purchase yellow school buses( if allowable in your state) for their increased visibility. The Work Group also believes that a positive preschool transportation experience helps prepare children for school in a small but significant way.

13. How much does a bus cost?

This will depend on what your needs are and what you order. There is no one answer for this question. Bus Dealers can give you an estimate for a particular size bus with a particular equipment package, but these are only estimates and the price will vary depending on what you want to add to the bus and how many you want to buy. An agency can get the best possible price by following a bidding process. Seeking bids from various bus dealers and submitting accurate and detailed bus specifications for what your program needs is probably your best way to go.

Very broadly speaking, the cost for a new Type A school bus, usually carrying 12 passengers in child safety seats, ranges from $35,000 to $45,000 (2001 estimates), depending on the specifications. Larger buses (36 passenger) start at $50,000. Wheelchair accessibility would add approximately $4,000 to the cost.

14: What is a type A, B, C & D school bus and which one should I choose?

Specifications and minimum requirements vary from state to state, including whether you can use a yellow school bus that has crash prevention features. Choosing which type of bus or allowable alternative vehicle is directly related to the options that you seek (ref. Question 15) and to your program needs. It is helpful to conduct a team assessment of your transportation needs.

How long are your routes? Do you pick up all the children mostly in one location or are your pick-ups far apart? Do you require the use of a lot of car seats of just a few? These questions can guide you in choosing the capacity of your vehicle. If you pick up a large number of children close by, you may use a large type of vehicle. If your children live far apart, you would never be able to fill up a large bus within one hour and would more likely choose a smaller vehicle. The type of terrain you drive in will also help you decide. Do you have to drive in short tight driveways or agricultural fields? What type of turn around space do you need? Sometimes larger vehicles have a wider wheelbase and require less of a turning radius, but of course they are longer and bulkier!

Some of the options you may be considering might be available with one bus type but not another.

Do your homework before you make a decision. Calling other programs that have had experience in purchasing vehicles is helpful. Your local vendor should also be able to help you in choosing the type of vehicle that best meets you needs.

15. What is a CDL with CDL and/or passenger or school bus endorsement?

A "CDL" is a Commercial Drivers License. It meets certain "standards" that are the same for every state. It differs from an "operator's" or "chauffeur's" license. It is required to drive certain kinds of commercial vehicles. Some jurisdictions require a special endorsement/certification such as "school bus endorsement" which involves pre-certification training from that jurisdiction in addition to a CDL.

The COMMERCIAL MOTOR VEHICLE SAFETY ACT OF 1986 (CMVSA/86) is a law passed by the United States Congress which requires ALL the individual states to comply with certain standards in regards to the licensing of commercial motor vehicle (CMV) drivers. Your State of Residence driver licensing standards comply with the law, requiring CMV drivers to obtain a Commercial Driver's License (CDL) when driving applicable vehicles. A CDL license can ONLY be issued in the driver's state of legal residence.

A CDL is required if you operate any of the following Commercial Motor Vehicles:

The eligibility requirements to obtain a CDL are: .

Other technical rules, and further restrictions that pertain only to your State of Residence.

To obtain a CDL, you must.

You would need to work as a team with your finance department to review at least the last past three years of how much money has been invested in maintenance, fuel, tags, inspections, tires and other necessary item your program buses have needed. This should give you a cost analysis for the coming year. Remember if you need to purchase another vehicle this cost should be included in your budget. Don't count on your one-time dollars for this.

You would need to keep a current inventory of how many vehicles your program has. The following items should be part of a transportation budget. Your program would need to set specific timeframes to determine when each item needs maintenance and replacement and the associated costs.

Tire rotation Tire replacement Oil changes Inspections Brake inspections Tune-ups Lubrications Door handle replacements Child safety seats or safety vests Windows Mirrors Windshield wiper blades Electrical wires Fuel Tags Mobile phone (remember the monthly activation fee) Bus radio Bus forms and doing paperwork Bus Driver salary (with fringes and benefits) Bus Assistant salary (with fringes and benefits) Substitutes Orientation and training for staff (how many trainings, what trainings & where, mileage reimbursement, per diem and lodging) Staff physicals Drug testing Vehicle replacement Facility costs that are charged to the transportation budget Security Recruitment/retention incentives (must be reasonable & allowable according to Federal regulations) Uniforms (optional) Insurance Contract monitoring Supplies and materials charged to the transportation budget

17. What type of vehicle do I need to transport Children with Disabilities?

The Head Start Act requires that a minimum of 10 percent of the enrollment opportunities in each Head Start program be made available to children with disabilities. Such children are expected to participate in the full range of Head Start services and activities with their non-disabled peers and to receive needed special educational and related services.

Transportation services will depend on the type of disability the children may have. It is recommended that a member of the transportation team attend what is called the IEP, or IFSP meeting for children younger than 3. IEP stands for Individual Education Plan. An IEP meeting should take place prior to a student beginning services. Parent, student, and staff that will provide direct services should participate in the IEP meeting. At this meeting many issues will and can be discussed including the issue of transportation. At that time the transportation representative can discuss and determine what the needs of the student will be when it comes to properly transporting that child, e.g. Will the bus need to be equipped with a wheel-chair lift as well as a wheel chair position in the bus, with appropriate anchorage's? Does the child require any medical equipment such as an oxygen tank, suctioning devices, medications; the list goes on and on. As you can see it is important that a transportation person be present at that very important meeting.

Programs must comply with the Americans with Disabilities Act, Head Start Performance Standards Part 1308 and Section 504 of the Rehabilitation Act.

18. What kind of weather conditions prohibit me from doing or continuing a bus route?

The agency should have a plan/policy and procedures to follow in case of threatening or hazardous weather. The Transportation Work Group suggests that prior to beginning a route, the dispatcher should assess weather, the weather forecast and road conditions. If there is any possible risk of safety due to inclement weather, a recommendation must be made to the person with authority to decide whether the route will be driven as usual, delayed or the trip cancelled.

If while en route, the weather turns bad enough to compromise safe driving, or the route becomes hazardous for travel, the driver must use good judgment and follow protocols to ensure the safety of the passengers first, and then notify the dispatcher of the situation so that the trip can be monitored and parents notified of the delay. If it means pulling into a safe area and waiting for the storm to pass then do so. There are different scenarios that could be present, and always, action taken should be taken to ensure the safety of passengers, the vehicle and other motorists. Training/preparation of transportation personnel should include problem solving of common scenarios of hazardous situations that may occur in that geographical area.

19. What are the essential tools and or emergency equipment that must be in the bus?

There are always your three "F's" and an "S"- A) First Aid Kits, B) Fuses C) Reflectors and D) Seat Belt Cutters.

You also need Disposable Clean Up Kits, Emergency Blankets, Fire Extinguisher, Seating Charts, Emergency Contact Cards, Communication Device, Water, Diaper changing necessities.

You will also need to consult with your local authority for items specific to your area. Some areas may require or recommend weather band radios.

20. How do I locate local school bus dealers?

There are several ways to locate dealers. One way is to attend local state conferences and trade shows. This gives you an opportunity not only to meet dealers but also to see their school buses. School Bus Fleet and School Transportation News have websites that include listings of current school bus manufacturers. Their lists include address and telephone numbers as well as website address if they have one. Most school bus manufacturers have web sites that include a list of their dealers nationwide. Bus manufacturers can also be contacted directly for the name of the nearest distributor in your area.

Bus Dealers are usually very helpful in giving you specifications of their buses. These lists can be useful in making your own list of school bus specifications.

21. How do I develop a set of specifications to purchase a bus that meets my programs needs within my budget?

This question should be asked this way: How much do I need to put in my budget to purchase a bus that meets my program needs? You can talk to different school bus dealers in your area and they can tell you how much a school bus will cost you with the options you want on it. Talk to different dealers and get different estimates. These will be estimates and it is up to you to ask for enough money in your budget request to be able to purchase what you want and need.

End of Section 1: Regulations, Vehicles and Fiscal

Section 2 | Section 3 | Section 4