Background

The Division believes that, when possible, it should co-operate with local community groups by making available Division-owned school buses as outlined in this policy.

Procedures

1.      The usual groups for which buses may be used include:

1.1              Local youth-oriented groups, for example: 

Ø      4-H Clubs,

Ø      Private E.C.S. operators,

Ø      Recreation Associations,

Ø      Church youth groups,

Ø      Recreation Teams/Sport Youth Groups

Ø      Brownies, Girl Guides, Scouts, Cubs, Beavers Groups

(See Administrative Procedure 380 regarding non-involvement in “Safe Grad” activities.)

1.2       Local non-youth not for profit community groups/agencies, for example:

Ø      Elder Hostel,

Ø      Snow Goose Festival

Ø      Veteran’s Groups

2.      User groups using Division-owned buses must obtain, through the Division office, the required charter permit.

3.      Division-approved drivers are to be engaged and shall serve as agents for the Division. Financial arrangements for payment of the driver are to be the responsibility of the group requesting the bus.

4.      The Division is to be reimbursed as follows:

1.1              An amount established from time to time to include the recovery of the cost of fuel, taxes, and other levies upon the Division. For vehicles purchased and maintained by individual schools without support from the jurisdiction’s budgets, the Principal shall establish an applicable rate for the use of the vehicle by community groups.

1.2              There will be no charge to organizations using buses to transport Veterans to local Remembrance Day ceremonies.

1.3              If extra fuel is purchased, the Division will reimburse the purchaser or deduct the amount from the billing upon presentation of receipts.

2.      In addition to the driver, at least one responsible adult supervisor must accompany the group on the bus.

3.      For youth group users, adequate adult supervision must be provided at a ratio of one adult per 15 youth or portion thereof.

4.      If an adult supervisor wishes to bring a pre-school child along with him/herself, he/she may do so providing that he/she provides direct supervision for that child.

5.      Under no circumstances shall the bus be loaded beyond its rated capacity.

6.      The destination of the trip must be within the Province of Alberta.

7.      If the event requires an overnight stay, reasonable effort must be made to ensure the bus is properly secured overnight.

8.      The person requesting the use of a Division-owned bus must determine the availability of the bus by contacting the Director of Transportation and/or the Division personnel responsible for such matters, or the Principal of the school at which a spare bus is located.

8.1              The Director of Transportation will have authority to determine the availability of spare buses which are located in Division-operated shops.

8.2              The local Principal will have authority to determine the availability of the spare bus which is located at his/her school.

9.      The organizer of the trip shall be responsible for ensuring that the appropriate permits are carried on board the bus and that mileage information is accurately recorded and submitted to the Director of Transportation within the prescribed time.

10.  Financial arrangements relative to the payment of the driver are a matter to be negotiated between the group and the driver and the group is to pay the driver directly.

11.  The driver is to ensure that the bus is ready for the next use before the bus is stored, and any problems with the bus are to be reported to the Fleet Supervisor by the driver immediately upon his/her return from the trip.

Reference:    Section 45, 51, 52, 60, 61, 113, 117, School Act

                        Traffic Safety Act

                        School Bus Operation Regulation

                        Student Transportation Regulation 250/98 (amended AR 197/2000)