Scheduling a Bus Trip

ACES Bus Trip Policy & Procedure

Field trips/off campus events are important parts of the educational experience at ASC. Many of these trips require the use of buses to transport groups of 15 or more. In order to provide for the safe transportation of students and employees and to define the duties of both Bus Trip Leader and Bus Driver, the following procedure has been established.

• This procedure applies to all College trips requiring the use of ACES buses.
• Buses are defined as vehicles authorized to carry 15 or more passengers, and requires bus driver to have a CDL license with a P endorsement.
• Each bus trip must have an assigned Bus Trip Leader who must be designated when reserving a bus.
• The Bus Trip Leader must be an employee of Alfred State College. Work-study students are NOT eligible to be Bus Trip Leaders.
• The Bus Trip Leader should travel with the bus as a passenger if possible.
• A list of all passengers must be provided to the Bus Trip Leader and Bus Driver at boarding.
• ACES reserves the right to refuse service to any group or organization that is not under state contract at any time for any reason.

Responsibilities of the Bus Trip Leader

Each college/organization sponsored trip requiring the use of a bus (i.e., 15 or more passengers) should have a designated Bus Trip Leader who accompanies the bus. The Bus Trip Leader, who must be an employee of Alfred State College, shall:

1. Identify himself or herself to the Bus Driver and the trip participants.
2. Make provisions for the loading and unloading of equipment and passengers at the designated site, ensuring that equipment is stored so as not to present a safety or health hazard during transport by using storage compartments whenever possible and keeping equipment secured and baggage out of the aisles. Equipment must not block exits or aisles and must not present a safety hazard. Equipment and supplies, including hazardous chemicals, that cannot be stored without creating a safety hazard, must be transported in a separate vehicle. Any questions or concerns relative to this matter should be scheduled well in advance of the scheduled trip with the Transportation Manager.
3. Conduct a pre-trip briefing for passengers that, minimally mentions that the Student Code of Conduct, the Statement of Travelers Rights and Responsibilities, and other applicable College policies are in effect during bus trips, including the College’s Smoking, Alcohol, and Drug-Free Workplace Policies.
4. Introduce the Bus Driver who will provide a briefing on bus safety provisions.
5. Be responsible for taking a head count and authorizing all departures of the bus during the trip.
6. In emergency situations, make decisions regarding the need to call for medical or other emergency support; communicate with emergency personnel; make arrangements for the safety of passengers; and notify University Police at (607) 587-3999 of emergency events. Either in conjunction with or with the acknowledgement that the driver is subject to their determination.
7. Immediately address any situation that, in the judgment of the Bus Trip Leader, threatens the safety of the passengers or driver. Example of action that might be required includes asking the driver to bring the bus to a halt and calling for emergency medical or law enforcement assistance. The Bus Trip Leader is not expected to personally render emergency assistance or enforce laws.

Report violations of College rules and policies (including drug, alcohol, etc.), to the appropriate College administrator, as soon as possible after return. Employee violations should be reported to the ACES Director of Human Resources.

Responsibilities of the Bus Driver

The assigned Bus Driver will, in addition to the normal duties required by the Federal Transportation Commission and New York State Motor Vehicle Law, be responsible for assuring that:

1. A cellular telephone is properly functioning on the bus.
2. A current list of emergency service telephone numbers is on the bus.
3. The Bus Trip Leader identified in the reservation request, or an appropriate designee, is present.
4. A pre-trip briefing on bus safety provisions, including location and operation of fire extinguishers and emergency exits, is conducted for passengers.
5. The designated Bus Trip Leader is advised of any activity that could result in an unsafe situation or be a violation of College rules and policies.
6. The bus is brought to a stop at any time the Bus Driver or Bus Trip Leader determines that it is not safe to proceed.

Reminder: If there is no Bus Trip Leader, there will be no bus trip.