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The following transportation procedures are provided for your use in ordering field trips using automobiles or buses:
Automobile Transportation
The Automobile Transportation Form (671834 WCCUSD Rev. 12-4-97) is to be completed when students are transported by automobile. Particular attention needs to be given in the area of car insurance coverage. It is extremely important that the name of the insurance company, expiration date, and the liability limits of the insurance policy are clearly stated. Please do not write "Full coverage" in the area noted for insurance liability. Write the dollar amount of insurance liability coverage regarding the vehicle listed. For verification, a copy of each driver's license and automobile insurance identification card must be attached to each Automobile Transportation Form. When Automobile Transportation Forms are used, submit one complete set of forms and a completed Study Trip Request to the Regional Superintendent. All drivers must be 21 years of age per district policy adopted June 16, 1999.
District policy prohibits using limousines to transport West Contra Costa Unified School District students.
Bus Transportation
Chartering of all District paid transportation will be arranged by the Transportation Office, extension 2060. All student transportation must take place only on district approved school activity bus companies. (See Bulletin S-S-S-1 dated August 27, 1999, for the current list.) The following procedures must be strictly followed if the District is to assume the responsibility for payment of chartered trips. Failure to do so could result in the cost becoming the obligation of the person ordering the service.
Requests for Chartered Transportation, which act as purchase requisitions for transportation must be received in the Transportation Office ten (10) school days in advance of the date of the trip along with an approved Study Trip Request. All individual program trips must be approved and coded at the following sources before a Request for Chartered Transportation can be processed in the Transportation Office:
- Music—Music Department
- Special Education—Director, Special Education
- Consolidated Programs—Director, Consolidated Programs
- Voluntary Integration—Director, Voluntary Integration
- School-To-Career—Coordinator, School-To-Career
Do not schedule your district paid trips with a bus company. All trips must be submitted on a Request for Chartered Transportation Form (#678656 WCCUSD 99). ONE ORIGINAL (NCR) SET is to be forwarded to the Transportation Office after all authorizing signatures have been obtained. Do not fax your Request For Chartered Transportation Form. Only an original Request for Chartered Transportation will be processed. When the trip has been approved and scheduled, a confirming copy will be returned to the sender.
Once a trip is booked, please do not notify the transit company of changes or cancellations. Report this information to the Transportation Office where the necessary adjustments will be made. You will be informed of any deviation from your requested schedule. Cancellations must be requested at least twenty-four (24) hours before scheduled trip time.
Transportation Paid From Sources Other Than District or Consolidated Programs
(Procedures for chartering trips to be paid by student or other non-district funds.) Study Trip Request forms are to be completed for all elementary and secondary student trips. Study Trip Requests are to be submitted to the Regional Superintendent ten (10) school days in advance of the trip.
After approval, the school makes their own arrangements with an approved bus company (See Bulletin No. S-S-S-1 dated August 27, 1999.) Be sure to instruct the bus company to bill the school directly and request a written confirmation so that there is no misunderstanding on the day of the school's trip.
Procedures Regarding Parent Teacher Association (PTA) Sponsored Trips
The following procedures are to be used regarding trips paid by PTA funds:
1. Donations received by a school from PTA for transportation should be deposited to
the school's donation through the district Department of Fiscal Services.
2. Once the donation account is established for the school site and funds have been officially
acknowledged and received as a donation by the Board of Education, the school can submit a
Study Trip Request and Request for Chartered Transportation according to usual district
procedures as outlined in preceding paragraphs.
Final date to submit requests for chartered transportation is May 15th of each year.
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