Phone (419) 784-5136 | Address: 1933 E 2nd Street Defiance, Ohio 43512

Transporting Medication

POLICY:

When a healthcare provider has determined that it is necessary for a child to have emergency medication with them at all times, including on the bus, a family asks NOCAC Head Start staff to transport medicine to or from the Center, NOCAC will comply upon receipt of a completed signed Request for Administration of Medication.

PROCEDURES:

  1. The preferred method of handling medicine is for the parent to bring the medication into the center and give it directly to their child’s teacher.
  2. Drivers and monitors must not carry personal medications with them on the bus.
  3. Only NOCAC staff members trained by the parent or certified professional are permitted to perform medical procedures.
  4. A plan will be determined for the child that requires emergency medication on a case by case basis.
  5. The situation will be discussed with the family, NOCAC staff and content area managers to strategize ways of maintaining the safety of the student in an emergency.
  6. The Health and Safety Manager will contact the child’s healthcare provider to determine the appropriateness of the medication during the bus ride, and determine if certain medications must be available during the bus ride. The Health and safety Manager will also train and delegate to an appropriate NOCAC staff who will accompany the child.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    5101:2-12-25
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Adopted with Board & Policy Council Approvals:   8/7/2017
Revised with Board & Policy Council Approvals:   8/7/2017

Bus/Van Accident

POLICY:

NOCAC Head Start/Early Head Start (HS/EHS) ensures that all accidents involving vehicles that transport children are reported in accordance with applicable Federal, State and local requirements.

PROCEDURES:

  1. Accident involving a fixed project (i.e. sign, mailbox, fence, etc)
    1. the driver will immediately contact the Center Manager
    2. The Center Manger will contact the Health/Safety Manager (HSM) and the NOCAC Head Start/ECE Director.
  2. Accident involving another vehicle
    1. The driver will immediately contact the police/sheriff
    2. The driver will contact their Center Manager
    3. The Center Manger will contact the HSM and the NOCAC Head Start/ECE Child Development Director.
  3. Reporting the following information:
    1. Number of injuries
    2. Type and seriousness of injuries
    3. Damage to bus
    4. Damage to other property
    5. Location
    6. Time
    7. Names of all adults and children on board
    8. Any other relevant information for later review by the Head Start Director
  4. The driver’s primary concern will be for the safety and well being of the children on the bus.
  5. The driver will make every effort to care for the injured and calm the children.
  6. The Center Manager (or designee) will contact all parents/guardians of the children on the bus.
  7. Children cannot be released to their parent/guardian until Local Police have arrived and give approval.
    1. If a parents takes their child from the scene (after Police approval), the parent will sign the child out on the Bus Attendance Form by completing the X, recording the time and their initials.
  8. If necessary, Drug and/or Alcohol Testing will be required per NOCAC Policy 7.00.
  9. The HSM will file a T-10 School Bus Accident Form if damage exceeds $1000.00.
  10. The HSM will contact the Ohio State Highway Patrol for inspection (see OSBIM 2016) if a Police Report is filed.
  11. The NOCAC Center Manager will go to https://oclqs.force.com and file a Serious Incident Report by the next business day.
      1. The Center Manager will print a completed copy of the JFS 01156 Serious Incident Reporting for Child Care and give to each parent. This meets the parent notification requirement of 2b and takes the place of JFS 01299 – Incident/Injury Report
      2. A copy of the JFS 01156 Serious Incident Reporting for Child Care will be sent to the Health and Safety Manager, Transportation/Safety Specialist and the NOCAC Child Head Start/ECE Director.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1303.72
ODJFS Child Care Manual:    5101:2-12-16(E)(F)(G)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/2017
Approved by Policy Council:   8/7/2017

Bus Attendance

POLICY:

NOCAC Head Start Staff or trained bus monitor will use a daily attendance sheet to track when a child is getting on or off the bus and to assist with active supervision and face to name recognition.

PROCEDURES:

Arrival and Departure

  1. As children get on the bus at their designated stop, the bus monitor will use the Bus Attendance Sheet to record the time and will put ½ (/) of an X next to the child’s name. The bus monitor will record an A if a child is absent or not on the bus.
    1. Children must sit in assigned seats.
    2. The child’s name and photo will be used to label each assigned seat.
  2. At the end of the route, a total count of the children will be recorded on the Bus Attendance Sheet and both bus monitor and driver will initial confirming the total number of children on the bus.
  3. As children depart the bus at the center, they will say their name to the bus driver and proceed to the bus transition location (unique to each site and listed in the Classroom Attendance Binder). The bus driver will complete the X.
    1. Three staff members (one can be the bus monitor) must be present for loading and unloading children at the center.
    2. After all children have exited the bus, the driver will do a Post Trip Inspection and put up the “Bus Empty” Sign in the back window.
  4. As children board the bus to leave the center, they will say their name to the bus driver. The bus driver will put ½ (/) of an X in the box next to the child’s name.
  5. Once the child is at his/her designated bus stop, the bus monitor will complete the X and record the time of drop off.
  6. A total count of the children will be recorded and both monitor and driver will initial at the end of the route confirming the total number of children on the bus.
  7. After all children have exited the bus at his/her designated bus stop, the driver will do a Post Trip Inspection and put up the “Bus Empty” Sign in the back window.
  8. At the end of each week, the bus driver will turn the Bus Attendance Sheet into the Center Manager. The Bus Attendance Sheet must remain on file at the center for one year as required by ODJFS.

 

TRAINING AND MONITORING:

Training

  1. Staff will be trained annually, at a minimum on this policy.
  2. New staff will be trained on this policy before monitoring on the bus by their County Manager or the Transportation and Safety Coordinator.

 

Monitoring 

  1. The Center Manager will complete the NOCAC Center Manager Monthly Monitoring Tool each month on the bus during the first two months the program is in session and as needed thereafter with veteran staff.
  2. Buses with new staff will be monitored each month.
  3. If action is needed a plan and follow-up will be documented on the Active Supervision Corrective Action Plan by the Center Manager or the Transportation and Safety Coordinator.
  4. The completed monitoring forms will be sent into the Head Start/ECE Director by the end of each month.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    5101:2-12-18(E)(2)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/2017
Approved by Policy Council:   8/7/2017

Bus Driver Requirements

POLICY:

NOCAC Bus Drivers will have an understanding of the role of child transportation and meet all physical, mental and moral requirements established by federal rule and state laws.

PROCEDURES:

Each Bus Driver must:

  1. Be at least 18 years of age with a minimum of two years driving experience.
  2. Have passed a satisfactory criminal background check
    1. A new report is required every 6 years with driver re-certification.
    2. NOCAC will maintain these records for a minimum of six years.
  3. Have a negative pre-employment drug test
  4. Be physically qualified by passing the Physicians T8 Form.
  5. Pass semi-annual driver record checks through the Ohio Department of Education
    1. Records are maintained by NOCAC for a minimum of six years.
  6. Obtain a CDL (Commercial Driver’s License) with at least a Class C classification with a School Bus and Passenger Endorsement.
  7. Observe a route with an experienced driver and students onboard; and drive a route with an experienced driver and students onboard.  Successfully complete pre-service and in-service trainings
  8. Participate in drug and alcohol testing as mandated by the Federal Motor Carrier Safety Administration (FMCSA) pursuant to 49 C.F.R. 382 (January 2007).
  9. Bus Drivers with any of the following will be disqualified from operating a school bus:
    1. More than six points during the past two years.
    2. A conviction of driving while under the influence of alcohol and/or a controlled substance during the past six years.
    3. Two (or more) serious traffic violations during the past two years.
    4. Any railroad crossing violation during the past year as evidenced by a conviction, video, or a report by a law enforcement agency or railroad official; or
    5. Refusal to participate in drug and alcohol testing.
  10. New staff that require a CDL per job description will have 30 days to obtain a CDL Permit and 90 days to obtain a CDL.
    1. Staff who fail to obtain a CDL in 90 days will have their probation extended for an additional 30 days.
    2. Disciplinary action will be taken for staff who do not obtain a CDL during the probation extension.
  11. The Transportation/Safety Specialist or Center Manager will perform an annual driving evaluation of each bus driver.
    1. This observation includes an on-board observation of road performance.
  12. The Transportation/Safety Specialist will keep record of the bus driver’s CDL permit and the last performance evaluation.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1303.72(b)
ODJFS Child Care Manual:    5101:2-12-14(c)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    OAPT 3301.83-06

 

Effective Date:   8/7/2017
Approved by Policy Council:   8/7/2017

Bus Evacuation

POLICY:

NOCAC Head Start will do bus evacuation drills each month the program is in session.

PROCEDURES:

  1. NOCAC Head Start drivers and staff will complete a bus evacuation drill each month.
    1. Front Evacuation
      1. September, December, and March
    2. Rear Evacuation
      1. October, January, and April
    3. Combination Evacuation
      1. November, February, and May
  2. Three NOCAC Head Start staff members must be present to perform a bus evacuation drill (one person can be the bus monitor)
  3. The driver will document the evacuation drill on the yellow and white copy of the Bus Evacuation Drill.
    1. Fill form out completely each time; the three staff who helped with the drill must be listed on the form.
    2. The yellow form will stay on the bus
    3. The white form must be turned into the Transportation/Safety Specialist (TSS) by the 10th of each month. The TSS reviews and records the evacuation, it will be returned to the driver.
    4. The TSS will not accept scanned, emailed or faxed Bus Evacuation Drill Forms.
  4. NOCAC Head Start bus drivers and bus monitors are trained on bus evacuations by the TSS or designated On-Bus-Instructor during initial CDL training.
    1. Bus evacuation training is documented on the T9 form
  5. NOCAC Staff with a CDL receive training annually during the annual four hour Transportation Orientation.
  6. NOCAC Staff without a CDL and bus monitors hired after the annual transportation orientation are trained within the 90 day probation period.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1303.74
ODJFS Child Care Manual:    5101:2-12-14
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/2017
Approved by Policy Council:   8/7/2017

Bus Maintenance and Inspection

POLICY:

NOCAC buses will be maintained in safe operating condition through a systematic preventative maintenance program following all Federal, State and local requirements.

PROCEDURES:

  1. All vehicles operated by NOCAC receive a bi-annual safety inspection by the Ohio State Highway Patrol.
    1. Transportation & Safety Coordinator (TSC) schedules the inspections.
    2. Verification of the safety inspections is kept on file in the TSC office
    3. A current inspection sticker issued by the Ohio State Highway Patrol is displayed on both sides of the bus.
    4. No bus is put into service until it passes Ohio State Highway Patrol inspection.
  2. NOCAC buses will be mechanically safe at all times.
  3. NOCAC bus drivers will complete a Daily Transportation Inspection.

NEW BUS INSPECTION

  1. The TSS will inspect the bus on arrival to ensure it meets Ohio School Bus Construction Standards.
  2. New buses will be inspected by the Ohio State Highway Patrol for approval to drive before they are put into service.
  3. The bill of sale from the vehicle purchase must be maintained on file at the center to verify compliance by ODJFS.
  4. Verification of safety checks shall be documented on the JFS 01230 Vehicle Inspection Report and will be kept on file at the center for review by ODJFS.
    1. A mechanic will complete for each vehicle.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1303.71
ODJFS Child Care Manual:    5101:2-12-14(E)(F)
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/2017
Approved by Policy Council:   8/7/2017