Field Trip Procedure
Transportation Request and Vehicle Use Procedure
A trip request can not just be sent to Transportation. There are proper procedures that must be followed throughout the process. The requestor will need to take ownership of the process and not make assumptions that someone else is responsible. The trip process needs to flow through the campus secretary or the one designated person at the campus or department.
The Trip Request serves as both the request for a vehicle and the invoice for completed trips.
It is very important that enough lead-time be given to the process of reserving a vehicle or scheduling a field trip. At a minimum, a two-week window should be used for the reservation and approval process. A trip that is needed on short notice will need to be walked through and the trip request delivered to Transportation.
A trip request is not to be submitted containing missing data or information. All information must be known before submitting a Trip Request
If the proper procedures are not followed the trip will not be placed on the schedule.
Driver Availability
Trips may use a Transportation driver or be driven by a sponsor or sponsor provided driver. Sponsor provided drivers must be District employees and be approved to drive by the Director only.
On school days Transportation provided drivers are available from only 8:30 am until 2:30 pm and after 5:00.Trips utilizing Transportation drivers must be structured to have the bus back at the campus no later than 2:30. This means the bus needs to be loaded and on the way back to school in time to be back by 2:30.
For activities that are in conflict with this time window, a drop-off and pick-up after route can be used. If you are doing a drop-off/pick up please beware that it will be 5:00 pm before the driver can leave Cleburne. If you have questions then contact the Director only.
A school bus cannot legally travel at the higher posted speed limits on highways that cars can. Traffic condition may also impact the trip. Plan according to allow for traffic and the slower speed of the bus.
Cost Calculation
In calculating mileage allowance must be given for additional schools, stops or other events that may add mileage. Mileage charged for a trip starts from Transportation and ends at Transportation.
The clock time for Transportation provided drivers will start 15 Minutes prior to leaving transportation and will end 15 minutes after returning to transportation. This allows for a pre and post inspection of the bus.
There is a 2-hour minimum for any trip. Field trip cancellations at the last minute that are not based on weather or some similar issue will be charged the 2-hour minimum and any mileage accrued.
Buses are billed at $1.00 a mile.
SUVs are billed at .50 a mile.
Drivers provided by Transportation are billed at their regular rate. The rate of $30.00 an hour for the driver is a safe estimate.
It is advised that mileage and driver time be overestimated. Assistance from Transportation is available if needed.
To assist you in your planning and reservations, work through the Transportation Trip Estimate Form
Vehicle Passenger Capacity
Field Trip Buses will hold 50 passengers at 2 passengers per seat. Student size will dictate the seating arrangement. Seating for elementary trips that are within the city limits may go up to 3 passengers per seat if the students are small enough for about 60-65total passengers. Trips outside the city limits for all grade levels will be limited to 2 passengers per seat for a total of 50 per bus.
SUV’s are limited to 8 total passengers including the driver. Trips with larger students or adults will require a decrease in the capacity to about 6 or 7 passengers. The SUVs are limited in quantity and are not always available. Please see Passenger Vehicle Check-out Procedures and Use document.
The Director of Transportation will make the final decision regarding vehicle capacity or use.