North Carolina School Transportation Fleet Manual PDF

NC BUS FLEET: North Carolina School Transportation Fleet Manual Vehicles Preventive Maintenance School Bus Inspections North Carolina Department of Public Instruction School Support Division, Transportation Services 6319 Mail Service Center, Raleigh, NC 27699-6319 Phone 919-807-3570 Fax 919-807-3578 www.ncbussafety.org North Carolina State Board of Education Policy TRAN-005 1 Adopted November 2, 2017 Table of Contents INTRODUCTION................................................................................................................................... 5 VEHICLES............................................................................................................................................. 8 Status Codes.............................................................................................................................. 8 Capital Outlay Purchases........................................................................................................... 9 Vehicle Replacements.............................................................................................................. 11 Parked Buses........................................................................................................................... 12 Surplus Vehicles....................................................................................................................... 14 Surplus vehicle sale procedure..................................................................................... 14 Alterations and Modifications to School Buses......................................................................... 15 Tort Claims - Insurance............................................................................................................ 16 PREVENTIVE MAINTENANCE PROCEDURES................................................................................. 17 Scheduling............................................................................................................................... 18 Preventive Maintenance Plans................................................................................................. 19 PM Task List............................................................................................................................. 19 OFFICE PROCEDURES...................................................................................................................... 20 Required Maintenance Record Documentation........................................................................ 20 Filing........................................................................................................................................ 20 Data Entry Procedures............................................................................................................. 21 Maintenance Activity Types.......................................................................................... 22 Cause Codes................................................................................................................ 22 Transportation Records Disposal.............................................................................................. 24 BUS GARAGE PROCEDURES........................................................................................................... 26 Fleet Assignments and Management....................................................................................... 26 Selected Repair Guidelines...................................................................................................... 27 Regular Maintenance and Related Information......................................................................... 28 Service Vehicle Maintenance and Operation............................................................................ 29 Vehicle Body Repair & Repainting............................................................................................ 29 Utilization of Surplus Equipment............................................................................................... 29 Sale of All Other Surplus Items................................................................................................. 30 Discarded Materials, Equipment & Supplies.................................................................. 30 North Carolina State Board of Education Policy TRAN-005 2 Adopted November 2, 2017 30 DAY INSPECTION MANUAL......................................................................................................... 31 Introduction.............................................................................................................................. 31 30-Day Inspection Scheduling.................................................................................................. 32 30-Day Inspection Processes................................................................................................... 33 Message to Inspectors............................................................................................................. 34 30-Day Manual Revision Committee Members......................................................................... 35 30-DAY BUS INSPECTION PROCEDURES....................................................................................... 36 Brakes...................................................................................................................................... 36 Inside Bus- Air Brake Component Check...................................................................... 36 Inside Bus- Hydraulic Brake Component Check............................................................ 37 Steering / Battery...................................................................................................................... 39 Inside Bus-Steering Component Check........................................................................ 39 Outside Bus-Steering Component Check...................................................................... 40 Outside Bus Battery Check........................................................................................... 41 Engine Compartment................................................................................................................ 42 Fluid Levels................................................................................................................... 42 Fluid Leaks................................................................................................................... 43 Belts.............................................................................................................................. 44 Hoses........................................................................................................................... 45 Air Filter Assembly........................................................................................................ 45 Power Steering Pump................................................................................................... 45 Air Compressor and Filter............................................................................................. 45 Water Pump.................................................................................................................. 46 Fan............................................................................................................................... 46 Alternator...................................................................................................................... 46 Air Conditioning............................................................................................................ 46 Fuel System and Lines.................................................................................................. 46 Radiator........................................................................................................................ 47 Underneath Bus....................................................................................................................... 47 Front Suspension Checks............................................................................................. 47 Brakes...................................................................................................................................... 50 Brake Stroke Measurement & Brake Adjustment.......................................................... 52 Brake Equipment.......................................................................................................... 53 Engine / Transmission Mounts / Starter Mounting......................................................... 54 Transmission Checks.................................................................................................... 54 Fuel Tank...................................................................................................................... 55 Driveline........................................................................................................................ 57 Rear Suspension.......................................................................................................... 58 Body Securements and Structure................................................................................. 60 Exhaust System............................................................................................................ 61 Wheels and Tires.......................................................................................................... 61 North Carolina State Board of Education Policy TRAN-005 3 Adopted November 2, 2017 Inside Bus................................................................................................................................ 63 Emergency Equipment.................................................................................................. 63 Neutral Safety Switch.................................................................................................... 64 Shifter........................................................................................................................... 64 Engine Controls............................................................................................................ 65 Gauges, Indicators, Dash Lights & Horn....................................................................... 66 Engine Warning Lights and Buzzer............................................................................... 67 Bus Interior................................................................................................................... 68 Windshield Wipers & Washers...................................................................................... 69 Heaters, Defrosters, A/C & External Driver Fan............................................................ 70 Mirror Adjustments and Condition................................................................................. 71 Driver’s Seat and Belt................................................................................................... 72 Passenger Seats........................................................................................................... 73 Emergency Door / Window / Hatches............................................................................ 74 Windshield, Side & Rear Windows................................................................................ 75 Lift, Door and Securement System............................................................................... 76 Outside Bus.............................................................................................................................. 77 All Exterior Lights and Backup Alarm............................................................................ 77 Clearance Lights, Reflectors & Strobe Light.................................................................. 78 Eight Light System, Stop Arm & Crossing Arm.............................................................. 79 Bus Exterior.................................................................................................................. 80 Road Test................................................................................................................................. 82 Brake Testing Procedure.............................................................................................. 83 APPENDIX A- OUT OF SERVICE CRITERIA – QUICK REFERENCE................................................ 84 APPENDIX B - National Transportation Safety Board Slack Adjusters Warning................................. 96 APPENDIX C – State Laws and Policies.............................................................................................. 98 PUBLIC SCHOOL LAW G.S. 115C-248................................................................................... 98 APPENDIX D...................................................................................................................................... 99 30 Day Inspection Video........................................................................................................... 99 APPENDIX E..................................................................................................................................... 100 Sample Printed 30 Day Inspection Form................................................................................ 100 APPENDIX F..................................................................................................................................... 101 Paint Scheme for Buses......................................................................................................... 101 APPENDIX G..................................................................................................................................... 102 Sample Forms........................................................................................................................ 102 APPENDIX H..................................................................................................................................... 108 Notification of Automated School Bus Safety Cameras.......................................................... 108 North Carolina State Board of Education Policy TRAN-005 4 Adopted November 2, 2017 INTRODUCTION North Carolina school children deserve the safest transportation possible. A well-maintained school bus driven by a well-trained professional bus driver helps ensure their safety. The state’s fleet of school buses is kept safe through the work and dedication of thousands of employees of local education agencies (LEAs). The North Carolina Department of Public Instruction (DPI) Transportation Services section works in partnership with these LEAs, providing consultation on school bus transportation and administering the resources needed for school bus operations. This manual provides requirements and guidance related to the fleet of school buses and service vehicles. It includes: Vehicle Purchase, Replacement and Disposal Preventive Maintenance Vehicle Inspection Vehicles The State Board of Education is given statutory authority to fund public school transportation operations and the replacement of vehicles. Specifically, it is the responsibility of the State Board of Education to periodically "...adopt such rules and regulations with reference to the construction, equipment, color, and maintenance of school buses. No school bus shall be operated for the transportation of pupils unless such bus is constructed and maintained as presented in such regulations." North Carolina General Statute 115C-240(c) The statute assures that public school buses throughout the State are built to the same standards and are uniform in appearance. DPI Transportation Services works in partnership with the Department of Administration, Division of Purchase and Contract, to establish a statewide term contract for vehicles meeting the specifications developed by a statewide Vehicle Specifications Committee. At any time, the latest version of this document standardizes the construction and equipment to be included on North Carolina school buses. This authority does not extend to private contractors that may provide school bus transportation to a local LEA. School buses operated by private contractors should meet all federal motor vehicle safety standards (FMVSS’s) applicable to school buses. Similarly, school buses and activity buses owned by an LEA which are not subject to state replacement must also meet all FMVSS’s for school buses or multi-function school activity buses. The purchase of an initial school bus or service vehicle is the responsibility of the LEA. These vehicles are then replaced at state expense after having reached specified mileage or time criteria. (G.S. 115C- 249) In order to be eligible for state replacement, a vehicle must be used only for purposes allowed by general statute and must be maintained as prescribed in this manual. Funds generated from the sale of surplus vehicles are returned to the state fund used to purchase new (replacement) vehicles. Because the State is responsible for replacing school buses, no school bus is to be altered in appearance, color, lettering, or equipment unless authorized by the Department of Public Instruction, Transportation Services Section. In general, items that are included in subsequent year specifications may be retrofitted to older model buses. Additional equipment may be added to school buses as described on page 15 "Alterations and Modifications to School Buses” of this manual. It is important that the installation of new equipment or alteration of appearance be coordinated through and approved by DPI Transportation Services to ensure the integrity and longevity of the fleet. North Carolina State Board of Education Policy TRAN-005 5 Adopted November 2, 2017 Preventive Maintenance Essential preventive maintenance activities provide a uniform standard necessary to ensure a safe transportation environment for the students in the Public Schools of North Carolina. It is each LEA’s responsibility to maintain school buses as described in this manual. While the maintenance programs presented in this manual represent the minimum requirements for all school buses and service vehicles, more frequent service may be warranted at times. The purpose of the maintenance programs outlined herein is to promote repair consistency and cost efficiency, and to assure that school buses and service vehicles are maintained in safe operating condition. This manual is used in conjunction with the state’s system for fleet management – the Business Systems Information Portal (BSIP), a project of the North Carolina Department of Transportation (NCDOT). BSIP is an online information system through which 100 school bus garages are provided access to their fleet maintenance data. The bus garages share the system with NCDOT and the State Highway Patrol. Data entered by the users are updated in real time and scheduled maintenance activities are reported on a daily basis. The principal areas addressed by BSIP are as follows: Vehicle replacement status and basic identifiers (e.g. warranty date, VIN) Preventive maintenance and inspection scheduling Inventory management for repair parts, fuel and tires Vehicle maintenance and repair costs histories Timely updating of fleet maintenance data in BSIP is a critical component of proper preventive maintenance. School Bus Inspections North Carolina General Statute 115C-248(a) states the following: “The superintendent of each local school administrative unit, shall cause each school bus owned or operated by such local school administrative unit to be inspected at least once each 30 days during the school year for technical defects or other defects which may affect the safe operation of such bus.” Every 30 calendar days, each school bus (and activity bus) is required to be inspected for mechanical or safety-related defects. This manual outlines a consistent set of items to be inspected on each school bus. Further, criteria that require a bus be placed “out of service until repaired” are provided so that each inspector has a consistent process by which to assess a bus during the inspection. Effective August 1, 2011, LEAs shall require each 30-day inspection required under G.S. 115C-248 to be conducted by an individual who has completed the training and certification requirements administered by the Department of Public Instruction. (State Board of Education Policy TCS-H-011). North Carolina State Board of Education Policy TRAN-005 6 Adopted November 2, 2017 The success of this maintenance program will be assured through the cooperation of all LEA transportation employees. Assignment of personnel to the prescribed duties listed in this manual is essential in order for the preventive maintenance program to function properly and to be cost efficient. The prescribed school bus garage operational procedures should be followed as closely as possible. While state funds are allocated for the replacement and maintenance of school buses, it is the responsibility of the LEA to provide facilities and equipment. This is outlined in General Statute 115C- 249 (Purchase and Maintenance of School Buses). Section (e) reads as follows: "It shall be the duty of the county board of education to provide adequate buildings and equipment for the storage and maintenance of all school buses and service vehicles owned or operated by the board of education of any local school administrative unit in such county. It shall be the duty of the tax-levying authorities of such county to provide in its capital outlay budget for the construction or acquisition of such buildings and equipment as may be required for this purpose." Additional information concerning NC school bus transportation can be obtained online at www.ncbussafety.org. Questions regarding the contents of this manual should be directed to DPI Transportation Services at 919.807.3570 (www.ncbussafety.org/contact.html). North Carolina State Board of Education Policy TRAN-005 7 Adopted November 2, 2017 VEHICLES Each local board of education is authorized to own and operate a school bus fleet under Statute 115C-239. These fleets include school buses for basic to-and-from-school transportation and the service vehicles required for maintenance of those buses and delivery of fuel to those buses. The local boards originally purchased these vehicles over a period of many years. The state assumed the responsibility of replacing these vehicles in the 1930's under Statute 115C-240(e)(f). The rate at which vehicles are replaced depends on the age and mileage of the vehicles, subject to appropriations from the General Assembly. (Criteria are found in G.S. 115C-249) The State Board of Education has the responsibility of funding the purchase of vehicles and allocating those vehicles to the local boards fairly and equitably on an annual basis. In keeping with this charge, school buses are classified in one of several categories as indicated below: Status Codes E1 – A bus that has already been replaced, not needed as a spare but not designated for sale. Reserved by DPI for future use as needed for credit redemption or to be reinstated due to a crash, etc. E2RB - A bus titled to the LEA that has been replaced by the state and authorized for use as a regular route bus, subject to replacement by the state as the need arises and as funds are available. E2RC - A Capital Outlay bus titled to the LEA that has not been replaced by the state and authorized for use as a regular route bus, subject to replacement by the state as the need arises and as funds are available. E2LC - A bus loaned to the LEA, authorized for temporary operation from state funds as a regular route bus due to additional transportation needs. Authorization is contingent on a commitment by the LEA to order a capital outlay bus or eliminate the need for an additional bus within 18 months. E2RR - A bus designated for replacement by DPI Transportation Services due to age or mileage depending on funds available. E2NR - A vehicle that is not on state replacement but is used for state-eligible purposes. Such vehicles are eligible for state-funded maintenance and fueling. E3 – Wrecked. A bus titled to the LEA that has not yet been replaced, but which has been wrecked and is awaiting a replacement vehicle to be purchased or transferred E4 - A vehicle titled to the LEA, having already been replaced by the state with a new vehicle, no longer needed by the LEA and is designated to be sold as surplus. These vehicles are not to be used for any purpose and must be parked in a safe location that allows easy access. E4 vehicles will be priced by the area transportation consultant at fair market value. Proceeds from sale of an E4 vehicle will be used primarily to fund the purchase of replacement service vehicles. It is required that E4 vehicles be cranked every three months to help maintain mechanical integrity. School buses and fuel trucks sold to an LEA may be discounted. No parts shall be removed except as described on page 29 “Utilization of Surplus Equipment” of this manual. North Carolina State Board of Education Policy TRAN-005 8 Adopted November 2, 2017 E6 - Sold Equipment This status is assigned to any vehicle after it is sold or otherwise discarded E8 - Local Vehicles (e.g. activity buses, administrative staff cars, driver’s education vehicles, local school buses, local maintenance vehicles, mowing/landscaping equipment etc.). These vehicles are typically not directly involved in the to/from school transportation for grades K-12. No state funds may be expended for parts/labor/fuel for these vehicles. By convention, these vehicle and equipment numbers are usually 7000 and 8000 series. E0B - A school bus that has been turned in for credit and is available for transfer to another county. This is a bus that has not yet reached the replacement criteria and can be used to replace a total loss bus or to redeem a bus credit. These vehicles are not to be used for any purpose and must be parked in a safe location. It is required that E0B vehicles be cranked every three months to help maintain mechanical integrity. E0S - A service vehicle available for transfer to another county. This is a vehicle that has already been replaced and can be used on a temporary basis as a spare vehicle by another county, as coordinated by DPI Transportation Services. ESP - A bus titled to the LEA and was once authorized for use as a regular route bus, but because of current demands is not being utilized on a daily basis. At such time that the fleet is reviewed for bus replacements, a status ESP “parked” buses will not be included in the replacement pool. It can be used as a spare and will count towards the 10% spare fleet. ESS - A bus titled to the LEA, having already been replaced by the state with a new bus, authorized for use as a spare bus when a regular route bus is not available due to mechanical failure or routine maintenance. ESS buses cannot be used for any other purpose. EZ - A bus that has been rendered inoperable due to an accident or mechanical condition and is designated by DPI Transportation Services as available statewide for cannibalization. Capital Outlay Purchases An LEA may purchase vehicles to increase the size of the fleet that provides school transportation. The need for this action is generally the result of growth, opening/closing of schools or re- districting. An LEA is given this authority under Statute 115C-249(a) and the request for such additions must be approved by DPI Transportation Services. For warranty purposes, it is in the best interest of the LEA and the state to ensure that the newest school buses are in regular route service. New Capital Outlay buses are received as In-Service buses (status E2RC). If these buses are not needed in the fleet, they may be converted to local school or activity buses (8000 number), sold or turned in for credit. As allowed for in the Public School Law, DPI Transportation Services will review all requests for capital outlay vehicles. LEAs will have to justify any capital outlay purchases if the county already has any ESP buses or bus credits. North Carolina State Board of Education Policy TRAN-005 9 Adopted November 2, 2017 School Bus - When needs exceed resources, a local board may request that a school bus be added to the state replacement schedule. The state will pay for the operation of a temporary bus (Status E2LC) as long as the local board commits to the purchase of a new bus by submitting a letter requesting such use and issuing a purchase order within eighteen months to purchase a new bus. The new bus will be added to the state replacement schedule upon delivery to the local board. Under certain circumstances, an LEA may purchase a used bus from another LEA for the purpose of capital outlay upon approval of DPI Transportation Services. As long as the model year of the used bus is within 8 years of the current model year, the used bus will be placed on the replacement schedule upon approval from DPI Transportation Services. The model years will coincide with fiscal years (e.g. 1997-98 equates with 1998 model year). Service Truck - These service vehicles (typically pickup trucks or cargo vans) are used by the garage mechanics to access the fleet for maintenance and service. The buses are typically staged at schools or other parking facilities mid-day and are available for routine inspections and minor servicing. The service trucks are used to respond to road calls in the event a bus becomes disabled. Service Trucks may only be used by personnel who are maintaining, inspecting, and servicing vehicles. Personnel that are not employed full time in these tasks may not be assigned a service truck that is subject to state replacement. Personnel who spend part of their time in these tasks may only use service trucks when serving in these capacities. A local board may add a service truck (pickup/cargo van) to the state replacement schedule if the ratio of route buses operated per service truck inventory exceeds 25. The truck purchased must be new and meet the specifications of the current state contract for service vehicles. At such time that the truck purchased by the local board is replaced by the state, the replacement will be of the same type trucks currently available on the state term contract for DPI service vehicles. Four-wheel drive, extended cab or service body may be added to a service truck but the local board must bear the cost of this option. Fuel Truck - Fuel trucks are the primary source for distributing fuel to the school bus fleet. With the buses typically staged away from the garage, a remote system of fueling is essential. A local board may request that DPI review the need for an additional fuel truck. Several factors will be considered in granting the request including growth and current logistics for fueling the buses (i.e., school locations and staging areas). The general rule is one fuel truck per 75 school buses. In order to add a truck, the fleet must be 35 buses over the general rule. DPI approval is needed. If the request is approved, the local board may proceed with the purchase and the state will add the fuel truck to the replacement schedule (It is illegal to dispense gasoline from a mobile fuel dispensing vehicle into another vehicle.) Wreckers - Wreckers are used to tow disabled school buses to the garage or another site for repairs. Any other use requires a refund to the state. If an LEA wishes to add a wrecker to the state replacement schedule, they must seek approval from DPI and they are required to purchase the initial body and chassis. Upon approval and delivery, the vehicle is placed on the schedule to replace the wrecker chassis when appropriate. The body, which includes the wrecker boom, can only be transferred to a new chassis if the original chassis is damaged (upon approval by DPI Transportation Services). Otherwise, the local board will need to purchase a new body In the event of an accident where a wrecker is involved, if the wrecker boom and body was damaged beyond repair it will be the LEA's responsibility to replace it through local funds or insurance purchased by the LEA. Other service vehicles - An LEA may purchase tire trucks, lube trucks and other vehicles used for the maintenance of the state’s school bus fleet. State funds may be used to maintain these vehicles but these vehicles will not be subject to state replacement. DPI Transportation services must approve use of state funds for such vehicles. North Carolina State Board of Education Policy TRAN-005 10 Adopted November 2, 2017 Vehicle Replacements The Transportation Services Section is charged with allocating resources designated by the North Carolina General Assembly for school bus replacement among all local education agencies in the state in an equitable manner. DPI Transportation Services designates funds generated from the sale of used vehicles primarily for the replacement of service vehicles. Once vehicles are replaced, they remain titled to the LEAs; however, their authorized use is at the discretion of the state. School Bus Replacement Criteria – Within legislated requirements, DPI Transportation Services will consider all of the following in determining which buses in the statewide fleet are to be replaced in a given year: 1. Age of the bus 2. Mileage of the bus 3. Condition of the bus 4. Availability of funds 5. Unique circumstances about a given bus 6. Buses destroyed by accident or vandalism (total loss) General Statute 115C-249 states that a bus is eligible for replacement at 20 years or 250,000 miles - whichever comes first – with a minimum of 150,000 miles. Further, a bus less than 15 years old must run 300,000 miles to be eligible. Up to 30 buses per year may be replaced at DPI discretion for safety reasons. An E2RB or E2RC bus must have been operated by an LEA as authorized under General Statute 115C-242 to be considered for replacement. Any use of a replacement bus by an LEA or other entity for purposes other than “to-and-from-school” shall require reimbursement to the State for depreciation of capital equipment. In general, an LEA will receive a bus of similar construction and size to the one being replaced. If a bus to be replaced has a capacity greater than is being currently offered as replacement, the State will use the largest capacity bus currently offered on contract as the replacement. If an LEA is not replacing a wheelchair lift bus, but desires a lift, the LEA must purchase the lift according to guidelines established for equipment replacement by DPI Transportation Services. An LEA may be allowed to adjust capacities depending on bus offerings in a given year. DPI Transportation Services designates the service vehicles to be replaced, using similar criteria as for buses (i.e. mileage, age and condition) subject to the amount of funds available. Once service vehicles have been replaced, a small number of extras are retained in a spare status (EOS), available for transfer to another county in the event a regular service vehicle is destroyed by vandalism or accident. These extra trucks can only be used upon written approval from DPI Transportation Services. These vehicles can only be used when a regular truck is out of service. North Carolina State Board of Education Policy TRAN-005 11 Adopted November 2, 2017 Parked Buses A parked school bus is a bus titled to the LEA that was once authorized for use as a regular route bus, but because of current demands is not being utilized on a regular route. At such time that the fleet is reviewed for bus replacements, a status ESP “parked” bus will not be included in the replacement pool. It can be used as a spare and will count towards the 10% spare fleet. Criteria to place a school bus in ESP (Parked) status (ALL must be met): 1. The bus must be at least 8 years old by model year 2. The bus may not be in E2RR status or otherwise designated as eligible for replacement 3. The bus must be less than 20 years old by model year (e.g. 1997s can’t be parked in 2017) 4. The bus must be reported on the TD-10 bus inventory report as having operated less than 91 days on a regular route during the current school year 5. The number of regular routes in the LEA must be reduced. The LEA can’t park one bus and reactivate another ESP unless trading a lift for a non-lift bus or when one bus is 42 capacity or smaller. Any exceptions must be approved in writing by DPI Transportation Services. If it is determined that a bus was taken off the road but was ineligible to be parked the LEA will have to place the bus back on the road immediately and designate another bus to remove from route service.In such a case, both vehicles must be reported on the TD-1 as being operated, thus impacting the budget rating. Upon designating a vehicle as a Status ESP (parked) bus, the LEA has several options available to it with regard to that vehicle as outlined in the Bus Conversion section below. Reinstate to Regular Route Service An LEA may opt to retain a parked bus as a yellow school bus to be used as a spare vehicle. It may be reinstated to status E2RB or E2RC subject to operation for 91 days on a regular route during a single school year and approval by DPI Transportation Services. In order to move from ESP to E2RB (or E2RC) status a bus must meet all the following requirements 1. It must be reported on the TD-10 bus inventory report as having operated at least 91 days on a regular route during the current school year 2. It cannot be older than the model year currently eligible to be replaced by the 20-year age criteria (e.g. A 1996 model cannot be reinstated in 2016-2017 where the 1997s are eligible based on age) North Carolina State Board of Education Policy TRAN-005 12 Adopted November 2, 2017 STATE-TO-LOCAL BUS CONVERSIONS 1. Activity or Local School Bus Conversion – By notifying DPI Transportation Services in writing, an LEA may convert a parked bus (or, with approval, a route bus) to an activity bus by making appropriate mechanical adjustments to the vehicle. This includes the removal of lettering referring to “school bus” and North Carolina Public Schools. An LEA may also convert a bus to a local school bus (e.g. for a non-state-funded program) by notifying DPI Transportation Services in writing of the 8000-level number to be assigned. In the instance of conversion, the LEA relinquishes its right for another bus in its place in the future as the parked bus is removed from the State inventory. If the bus is/was an E2RC capital outlay bus, it is eligible for conversion to a local school bus or activity bus at any time. If the bus is/was an E2RB replacement bus provided by the state, it must be at least 8 years old by model year to be eligible for conversion 2. Automatic Local Conversion. Any bus that remains in ESP (parked) status longer than the time when it would be eligible (if operated on a route) for replacement based on 20 years of age, will be automatically converted to a local vehicle. TURN IN FOR CREDIT By mutual agreement the LEA may surrender a bus to the state for disposition. DPI Transportation Services may opt to sell the vehicle or use it in another capacity in North Carolina. In return, Transportation Services will issue a “credit” to the LEA which may be redeemed for a bus in the future should a need arise for additional vehicles. Note: This does not necessarily entitle the LEA to a new vehicle immediately, but it guarantees a vehicle once a need is demonstrated. In order to receive a credit the bus must meet ALL the following criteria: 1. Cannot have been in parked status more than 8 consecutive years during its life 2. Cannot be older than 20 years by model year. Deadline July 31. (e.g. a 1997 model may only be turned in for credit until July 31, 2017) 3. Must be operable and able to pass a 30-day inspection (such that it could be transferred to another LEA) 4. Must have total mileage equivalent to at least 7500 miles per year on average (e.g. A 1997 in the 2014-15 school year must have at least 18 years @ 7500 miles (135,000 mi) in order to turn it in for a credit) NOTE: Effective with the 2016-2017 school year North Carolina State Board of Education Policy TRAN-005 13 Adopted November 2, 2017 Surplus Vehicles The Transportation Services Section is charged with designating the old buses and service vehicles that are to be removed from active service and replaced with a new vehicle. The number of vehicles removed and replaced annually depends on the annual appropriation from the General Assembly. Funds realized from the disposal of old vehicles revert to the state vehicle replacement fund. School Bus - Buses that have been replaced by the state are sold via DPI Transportation Services. These buses shall be priced by the area consultant and listed on the “School Buses for Sale” website. Every effort should be made by the LEA to assist in the sale of surplus vehicles. By placing the vehicle in a visible location with a “For Sale” sign and/or advertising in any free publication, will help expedite the sale. Proceeds from the sale of surplus buses are returned to the state vehicle replacement fund. Service Vehicles - A local board may purchase service trucks that have been replaced by the state. The local board agrees to pay the price that is set by DPI Transportation Services. If the local board does not wish to purchase the truck, it is sold through DPI Transportation Services. Service vehicles, fuel trucks, tire trucks and wreckers shall have all lettering removed. The LEA is responsible for painting over the lettering that distinguishes it as a county truck. If necessary, repaint driver door yellow (Unless sold to another school system). DPI Transportation Services will determine which trucks are retained as spares Proceeds from the sale of surplus trucks are returned to the state vehicle replacement fund. Surplus Vehicle Sale Preparation - Prior to being sold, all buses shall have the bus appearance altered in the following manner. The front and rear panel which formerly had "School Bus" indicated shall be painted from the flashing light on the left to the flashing light on the right, a color other than school bus yellow. Also, the area of the body, which formerly indicated “NC Public Schools”, shall be painted a color other than school bus yellow. The painted area is to be the full length of the bus (See APPENDIX F). The stop arm shall be removed or painted black and the eight light warning system disabled. If a bus is sold to a public or private school system, an agreement can be made between the Transportation Consultant and the purchaser concerning letter removal, and stop sign removal depending on the future use of the bus. Surplus vehicle sale procedure 1. Prices are set by DPI consultant 2. Advertise vehicle on DPI website, local paper or place a for sale sign in vehicle parked in public view 3. Receive certified check, cashier’s check or money order to NCDPI from customer. 4. Sign title over to customer. 5. Complete a damage / flood and mileage statement and give to customer. 6. Director or cost clerk will forward payment and form TD-6B to DPI Transportation services in Raleigh. 7. Bulk sales should be directed to Transportation Services in Raleigh. 8. If bus is sold to a Charter school only county name must be removed. Surplus buses and service vehicles will be priced for sale or bid on a TD-13 Discarded Equipment Form by your regional area transportation consultant. Buses and service vehicles shall not be sold unless priced in writing on the proper form prior to sale by the area transportation consultant. Cannibalized Vehicles – In some cases, DPI Transportation Services may designate a vehicle as Salvage (“cannibalized”) so that useful parts from the surplus vehicle can be used in other state replacement vehicles. This is often used when a wrecked vehicle has a useful engine, transmission, etc. Once completely stripped of parts, upon DPI approval, the bus will be sold for scrap metal to a local salvage company or at a reduced price following the same procedures as other sold vehicles. North Carolina State Board of Education Policy TRAN-005 14 Adopted November 2, 2017 Alterations and Modifications to School Buses Because of the State's responsibility to replace school buses, no school bus is to be altered in appearance, color, lettering, or equipment unless authorized by the Department of Public Instruction, Transportation Services Section. It is permissible to update older model school buses to the current year school bus specifications. Any safety item included in the most recent issue of the North Carolina School Bus Specifications may be added. However, the items must be of the same model and type of material as described in the specifications and also installed in the manner described in the specifications. The following list includes safety items that may be added to update older school bus without specific written approval. Items that have been added to bus specifications in recent years: (Note: the following is for example purposes, but is not an all-inclusive list) Passenger Advisory System Driver fan PowerPoint Exhaust pipe extension turn down Integrated Child Restraint Seats Pro-form fire block seat material Premium Quality FF Friction Rated Brake Strobe lights Linings Strobe Stop Signs Rear Scope lens LED Lighting Roof hatches Reflective lettering Backup alarms Polyurethane paint Right side hand rails Reflective stop sign material Vandal Locks (requires electronic interface to ensure emergency exits are unlocked before the bus will start) Air dryer Broom holder (non-metallic) Automatic slack adjusters RRX/No Right Turn License Plate Parking brake interlock Extended Life Coolant Synthetic differential lube H range tires Items not included in specifications, but approved for addition to school buses External Motion Detection System Fifth brake light Two-way Communications Fold down arm rest (National 2000 Global Positioning Devices driver seat) Electronic Control Module Monitoring Lap shoulder belts (Passenger) Devices Guardian Angel student crossing lighting Exhaust Braking System system Secured trash can Automated school bus safety camera Video Cameras (internal and external) notification (See Appendix H) Crash barrier cover with pocket Other safety or cost efficiency items not included in the school bus specifications may be installed on school buses. However, Transportation Services must receive a written request and approval granted prior to actual installation on a bus. Any item added would be considered a pilot test and must be reviewed by a Transportation Services staff member prior to the bus being put in service. Note: Some items that have been updated in the specifications through the years should not be changed on older model buses to ensure the integrity of the bus configuration. For instance, tire sizes must not be changed because of the internal odometer and speedometer calibrations. Mirror configurations are certified by the manufacturer and can only be changed with written approval from DPI Transportation Services, to ensure appropriate measures that the new configuration meets Federal Motor Vehicle Safety Standard # 111. North Carolina State Board of Education Policy TRAN-005 15 Adopted November 2, 2017 Tort Claims - Insurance School buses and service vehicles are covered through a program of “self-insurance” rather than by an actual insurance policy. Damage to a vehicle is covered either by the insurance of the (other) at fault party or repairs are made from state transportation funds. Driver negligence for school buses and service vehicles is covered through the state Tort Claims Act – G.S. 143-300.1, which reads in part: § 143 300.1. Claims against county and city boards of education for accidents involving school buses or school transportation service vehicles. (a) The North Carolina Industrial Commission shall have jurisdiction to hear and determine tort claims against any county board of education or any city board of education, which claims arise as a result of any alleged mechanical defects or other defects which may affect the safe operation of a public school bus or school transportation service vehicle resulting from an alleged negligent act of maintenance personnel or as a result of any alleged negligent act or omission of the driver, transportation safety assistant, or monitor of a public school bus or school transportation service vehicle when: (1) The driver is an employee of the county or city administrative unit of which that board is the governing body, and the driver is paid or authorized to be paid by that administrative unit, (1a) The monitor was appointed and acting in accordance with G.S. 115C 245(d), (1b) The transportation safety assistant was employed and acting in accordance with G.S. 115C 245(e), or (2) The driver is an unpaid school bus driver trainee under the supervision of an authorized employee of the Department of Transportation, Division of Motor Vehicles, or an authorized employee of that board or a county or city administrative unit thereof, and which driver was at the time of the alleged negligent act or omission operating a public school bus or school transportation service vehicle in accordance with G.S. 115C 242 in the course of his employment by or training for that administrative unit or board, which monitor was at the time of the alleged negligent act or omission acting as such in the course of serving under G.S. 115C 245(d), or which transportation safety assistant was at the time of the alleged negligent act or omission acting as such in the course of serving under G.S. 115C 245(e). Tort Claims coverage is contingent on compliance with G.S. 115C-242 which refers to the allowable uses of a school bus (instructional purposes, primarily transporting students to and from school). As a result, a service vehicle driver is covered only when responding to or servicing a bus which is operating pursuant to that statute. Note that a service vehicle is not covered by the Tort Claims Act when it is responding to an activity vehicle breakdown. An LEA should carry liability insurance to cover the driver and collision insurance to cover property damage to a service vehicle which is damaged while servicing an activity bus or other local vehicle. For a wrecker, both the boom and chassis should be covered. If a service vehicle is used out of State, it will not be covered under the Tort Claims Act if it is not being used for 115C-242 purposes. As to school buses and service vehicles performing allowed 115C-242 duties which are in out of State accidents, the tort claim limits still apply. The State is not responsible for any judgment from an out-of-state court that exceeds that amount. In summary, any drivers and service vehicles that are ever used to service local vehicles should be insured by the LEA since neither funds from the Tort Claims Act nor the state transportation allotment can cover damages or judgments resulting from activity not directly related to school buses being used for instructional purposes. North Carolina State Board of Education Policy TRAN-005 16 Adopted November 2, 2017 PREVENTIVE MAINTENANCE PROCEDURES Preventive Maintenance Overview The following program must be documented by proper completion of all currently required preventive maintenance forms. Documentation of maintenance is essential to conducting an effective, safe and cost-efficient maintenance program and in justifying budget needs and allocations. With the exception of fuel trucks and wreckers, where preventive maintenance is based on time, most vehicles have mileage-based preventive maintenance. As such, accurate odometer operation and timely entry of mileage into BSIP are essential to the success of the preventive maintenance program. The performance of this maintenance program must be in accordance with all safety rules and regulations prescribed by the Occupational, Safety and Health Administration, the State Board of Education, and the local education agency. All brake repairs shall be checked for operating safety and efficiency by using a Tapley Brake Meter or equivalent meter. The percent of brake efficiency shall be recorded for future reference. Each mechanic should be provided a copy of the Preventive Maintenance Manual. For pre-2007 engines, 15W40, CI-4 / CI-4+ engine oil, or current manufacturer recommendations, SHALL BE USED IN ALL DIESEL engines. Gasoline service vehicles should use the manufacturer recommended oil. This vehicle service is to be recorded on a BSIP-generated DP02 Repair Order by the technician performing the service. Factors that affect oil contamination are as follows: 1. Cold running engine (use at least 185 degree thermostat) 2. Faulty air filtration system 3. Poor operating engine (rich fuel mixture) 4. Weather conditions Oil Analysis - A proper oil analysis program allows technicians to make more informed maintenance decisions. The timely equipment condition information provided through oil analysis results can help users decrease maintenance expenses through component life extension, extended oil drains, and breakdown avoidance. A garage should keep a large supply of Oil Analysis Kits on hand. Always use recommended procedures when drawing an oil sample in order to ensure accurate results. A copy of the analysis results should be kept in the PM file of the particular bus sampled. If analysis results require that oil be changed, a DP01 work order should be generated under the heading BUS # (Mileage) Unscheduled Oil Change per sample results. Access to service and maintenance manuals is required to be available at each school bus garage for each year model vehicle. The manuals, CD or website will be made available by the bus manufacturer. North Carolina State Board of Education Policy TRAN-005 17 Adopted November 2, 2017 Scheduling The transportation director or other designated employee shall review BSIP screen ZIP24 (Select variant DPI_ PM) each workday morning. The daily work schedule should be adjusted accordingly dependent upon what vehicles are displayed. One advantage of reviewing the screen daily is that it allows each county to service all vehicles before they exceed the preventive maintenance mileage maximum of the specific maintenance plan for the bus. Early Display - All vehicles will appear for preventive maintenance 1000 miles before they reach the maximum mileage allowed between preventive maintenance services. Vehicles due 30-day inspections will appear ten (10) days before they exceed the maximum days allowed between inspections. Each school bus and activity bus must be inspected each thirty-calendar day period to meet state statutes. NOTE: BSIP will continue to count days over an extended holiday period. Goals – The primary goal is to perform each scheduled inspection and preventive maintenance activity on time for each vehicle. BSIP provides notification prior to the due-mileage of a PM. A 1000 mile window ensures preventive maintenance service can be performed before the scheduled due-mileage for each bus is reached. Inspections should always be performed on or prior to the due date if the vehicle is in operation. Vehicles Displayed - Only active vehicles that are being used should appear on the ZIP24 Screen. For sale, sold or cannibalized vehicles should be reported to the BSIP helpdesk for removal. The help desk will also deactivate the plans for local vehicles (other than activity buses) upon request. Factors - The preventive maintenance program is supported by an automated scheduling system. The computer system schedules vehicles for preventive maintenance based on mileage that has been entered into BSIP. Preventive Maintenance Scheduling - PMs are scheduled at intervals determined by the PM Plan. Scheduled Packaging determines what interval to be scheduled. Please note that PERFORMING PMs EARLY or LATE WILL NOT AFFECT THE SCHEDULE OF THE NEXT PM Screen Display – A screen shot of the ZIP24, variant DPI_PM is shown below: PMs due in order of mileage North Carolina State Board of Education Policy TRAN-005 18 Adopted November 2, 2017 Preventive Maintenance Plans Technicians should refer to OEM service maintenance manuals for specific preventive maintenance procedures. New Vehicle Service The success of any preventive maintenance program is determined by a number of factors. One of the initial factors, and possibly one of the most important, is the proper servicing of new vehicles prior to placing them into daily service. Without proper new vehicle servicing, the durability, service, and vehicle life will be adversely affected. The technician shall complete the New Vehicle Service Work Order during the new vehicle preventive maintenance service prior to the bus being placed in service. This order is created in BSIP for new vehicles and can be accessed via IW38 with an order type of DP07. The information requested for each item shall be completed. After the inspection is finished, the form shall be reviewed by the shop foreman/transportation director and filed in the Individual Vehicle Maintenance History file along with technician's signature and entered in the computer. NOTE: The technician is required to initial each service as it is performed as well as record all test results indicated on the new vehicle service work order. Instructions for accessing the New Vehicle Service Work Order in BSIP can be found at www.ncbussafety.org/BSIP/TransactionProcedures.html. PM Task List For each vehicle on a mileage based Preventive Maintenance plan a PM work order (DP02) is due in BSIP every 5,000 miles. These orders are created approximately 1000 miles in advance of the due mileage and can be accessed in BSIP using the ZIP24 transaction with the DPI_PM variant. The type of work to be performed depends on the vehicle’s model year, mileage, and make. PM plans are altered as needed to address model-specific issues that may require additional attention. As such, all items on a PM, as long as they are applicable to that vehicle, should be performed as listed on the work order printed from BSIP. The tasks lists are also available under MAINTENANCE at www.ncbussafety.org/vehicles.html Most of the tasks have been taken from manufacturer’s service recommendations. It is extremely important for each technician to become familiar with these manuals. If it is questionable on how the operation should be performed, this manual should be reviewed to ensure the correct service as prescribed by the manufacturer. One manual is usually sent with each bus. North Carolina State Board of Education Policy TRAN-005 19 Adopted November 2, 2017 OFFICE PROCEDURES Required Maintenance Record Documentation The following are maintenance record forms and other related documents, which are required to manage and document the school vehicle maintenance program. These forms are to be properly and thoroughly completed and filed appropriately. DPI Transportation Services staff members will review these records during the annual inspection and other times as needed. Occasionally these forms are updated to accommodate changing needs, however, sample forms have been provided in (APPENDIX G). These forms are also available at WWW.NCBUSSAFETY.ORG under the reports & forms section. TD-18 – Equipment Repair TD-18B – Fuel, DEF and Lubricant Issue Ticket TD-18W – Warranty Repair of Equipment TD-21 – Inventory Receipt (ME21N) TD-27 – Spare Vehicle Assignment Log TD-28D – Bus Driver Sign-In Sheet TD-28R – Reported Defects Log TD-28S – Service Call Log Filing All of the file folders listed in this section are essential for proper documentation of the vehicle maintenance program. An explanation of each folder listed below is presented in following sections. Individual Vehicle History File – The Individual Vehicle History file should contain information that should be kept for the life of the vehicle. Examples include: 1. Line Setting Sheets 2. Warranty Information 3. Vehicle recall documentation 4. Major repair (warranty and non-warranty) documentation 5. Major damage documentation (e.g. flood, fire, crash) 6. Other information deemed necessary by the LEA Individual Vehicle Inspection File - The Individual Vehicle Inspection file should include all monthly inspections. The Inspections should be filed with the most current record filed in the front of the file. Individual Vehicle Preventive Maintenance (PM) File - The Individual Vehicle Maintenance file should include all completed preventive maintenance work orders. The maintenance orders should be filed with the most current record filed in the front of the file. Note: A county may elect to combine the Inspection and PM files for each bus, with documents filed chronologically or separated front and back with, for example, PM’s in the front and Inspections in the rear. Individual Vehicle Repair Order File - The Individual Vehicle Repair Order file should include all complete repair orders. The Orders should be filed with the most current record filed in the front of the file. North Carolina State Board of Education Policy TRAN-005 20 Adopted November 2, 2017 Individual Vehicle Work Order (TD-18) File - The Individual Vehicle Work Order file should include all incomplete work orders. The file should be reviewed when a vehicle comes to the shop and the work orders should be completed while the vehicle is in the shop. (NOTE: the shop foreman or personnel responsible to manage the maintenance of the vehicles usually maintain this file) Vehicle Accident File - The Vehicle Accident File should include all accident reports. The Accident Reports should be filed so that they can be easily located by date and by vehicle. Discarded Equipment File – This file should include documentation of all equipment sold (surplus buses and trucks, scrap metal, scrap tires. For vehicle sales, it is useful to include a copy of the payment check and vehicle title and retain that copy in this file. Inventory Received file – Because of the variety of invoices received (unit pricing, total pricing, tax, freight, etc.) it is essential that proper pricing of individual items received in inventory be calculated prior to entry in BSIP. The TD-21 worksheet (paper or electronic) helps to facilitate proper data entry. Calculations or inventory receipts should be retained in paper or electronic (spreadsheet) files. Fuel Issues File – A chronological file of all paperwork associated with issuing fuel from the fueling station or from fuel trucks must be maintained. School Bus Driver Sign-in Sheet – A system through which school bus drivers can report vehicle defects on a daily basis is a critical part of proper maintenance. Hard copy or electronic forms containing the key information required on the TD-28D (Bus Driver Sign-in Sheet) must be maintained. Original files must be available at the LEA transportation office. Service Call Logs – A system for logging incoming emergency maintenance calls (breakdowns) must be in place. Hard copy or electronic forms containing the key information required on the TD-28S Form (Service Call Log) must be available at the LEA transportation office. E-Mail Communications – Regular communication from the Department of Public Instruction is sent to school transportation employees via an email list. Critical messages are assigned a numerical reference – for example, “DPI Message # 117 – Transportation Allotments Increased.” E-mail messages with DPI Message Numbers should be filed together in numerical order for future reference and to help prevent missed messages. Data Entry Procedures Entering maintenance data in BSIP is required to ensure proper documentation of required maintenance, labor charges and parts assignments. Because of the impact on vehicle mileage documentation, fuel issues should be entered in the system first. Following fuel issues, vehicle inspections should be entered, followed by preventive maintenance and, finally, “TD-18” maintenance work orders and inventory receipts. North Carolina State Board of Education Policy TRAN-005 21 Adopted November 2, 2017 Maintenance Activity Types BSIP requires activity types to be associated with each work order. The following table indicates the different activity types and the kind of work order that should be coded to each. Code Description Examples 2 Recall, Safety Any recall that is related to a safety issue. Examples: brake valve recall, handrail recall, 3 Recall, Other All other recalls not related to a safety issue. Examples: roof hatch leak recalls, etc. 4 Emergency All unscheduled breakdowns or emergencies Examples: road calls, wrecker calls, accidents 5 Inspections A work order where no repair was performed. Examples: Annual DMV Inspection, technician diagnosing, but not repairing, a problem. 7 Scheduled Any work which is scheduled for repair (even if the repair is Correction performed immediately upon finding the problem). Examples: All PM,s, a bus that is scheduled to have an engine replaced. A bus that is scheduled to have the brakes replaced prior to the brakes failing, a bus scheduled to be painted, a bus scheduled to have a wheel alignment. etc. 8 Up Fit Adding or removing equipment that the vehicle did not originally have 11 Strip 4 Sale Any work required to sell the vehicle. Examples: Painting over or removing lettering, disabling or removing the stop arm. 12 Warranty Any repairs made under warranty. Work done at the manufacturer, at the LEA’s shop, by the manufacturer personnel or shop LEA personnel. 14 Wreck Repair Any Repairs made due to an accident Cause Codes BSIP allows a code to be associated with the CAUSE of each work order. The following table indicates the different activity types and the kind of work order that should be coded to each. Code Causes Examples 1 Breakdown Any unscheduled repairs made due to a breakdown of a component at school or shop. Include only defects found by the technician or reported by anyone other than the driver. Examples: Flat tires, malfunctioning lights, heaters, wipers, horn, broken glass, etc. 2 Consumption, Fuel Any repairs made for the sole purpose of increasing MPG. Examples: Changing the air filter for the sole purpose of increasing MPG. Tune-ups for the sole purpose of increasing MPG. 3 Consumption, Oil Any repair made for the sole purpose of decreasing oil consumption. Examples: Replacing gaskets or seals on the engine for the sole purpose of reducing oil consumption. 4 Driver’s Report Any unscheduled repair made at school or shop that are reported by the driver. Examples: Flat tires, malfunctioning lights, heaters, wipers, horn, broken glass, etc. 5 Routine Inspections All monthly inspections (30-Day Inspections) North Carolina State Board of Education Policy TRAN-005 22 Adopted November 2, 2017 Code Causes Examples 6 Lubrication Any lubrication outside of PM 7 Pre-Delivery All new vehicle Prep. All work involved in preparing a vehicle for first time use. 8 All PM’s All PM’S Examples (05,06,07,08) 9 Rework Any Repairs made to components that were not repaired correctly the first time. 10 Road Call Service Call: Any call for service on a route that requires travel to the vehicle before the vehicle can continue on the route; or if the vehicle can not be repaired and has to be towed to shop for repairs. Example: Flat tires, inoperable warning lights, engine malfunction, stuck vehicle on route, vehicles out of fuel on route, etc. 11 Routine Catch -All Use for routine maintenance. Examples: Summer repairs, inflating tires, checking fluids, fueling buses, etc. 21 Capital Addition of any equipment that will increase the value of the Improvement vehicle. Example: Addition of an air conditioner, upgraded seats, must be DPI approved additions. 22 Conversion Not Used 23 Modification Any approved modifications that will not increase the value of the bus. Examples: Upgrade Crossing Arm, Roof Hatch, Strobe Lights, etc. 24 Special Study Any repairs or adjustments to equipment involved in a pilot study or research data study. 32 Accident, Any activities due to a reported accident. Reported Examples: Investigation, wrecker service, etc. 33 All recalls Repairs made due to safety recall or any other recall. Examples: Repairs made due to safety recalls or any other recalls by request of the manufacture. 34 Statutory Annual DMV Inspections Inspection 35 Any Any modification that is required to be made due to a law or Modification code. Required by Example: FMVSS Modification (crossing arm). law. 36 Theft Any repairs made due the theft of the vehicle. 37 Vandalism Any repairs made due to the act of vandalism. Examples: Cut seats, broken glass, due to the act of a person cutting or destroying. 38 Warranty Any time or repairs associated with a component being repaired under warranty of the vehicle. 39 Natural Causes Any repairs made due to act of nature. Examples: Fallen trees, floods, storm, wind damage, etc. 41 Abuse of Any repairs due to Driver abuse of equipment. Equipment Examples: Twisted drive shafts, broken axles, etc. North Carolina State Board of Education Policy TRAN-005 23 Adopted November 2, 2017 Transportation Records Disposal The following information is taken from the State of North Carolina Department of Cultural Resources, Division of Historical Resources, Archives and Records Section. Accident Reports and Tort Claims File - Copies of accident reports, plaintiff’s affidavits, and notices of tort claims. (See G.S. §143-300.1) Disposition Instructions: Destroy in office 7 years after settlement of claim. Annual Transportation Reports File - Summary reports listing the activities of a local education agency’s transportation department. Reports include number of days fleet was in operation, total number of miles buses were driven, number of buses operated, salaries paid to drivers and other transportation personnel, number of personnel employed, list of local expenditures, transportation policy questionnaires, inventory data, and other related information. Copies of report are sent to the central office and the Department of Public Instruction. Disposition Instructions: Destroy in office after 3 years. Bus Inspection Reports File - Inspection reports of school buses or school transportation service vehicles. Disposition Instructions: Destroy in office after 3 years. Contract Transportation for Children w/ Disabilities and Other Contracted Services File - Records concerning contracted transportation services for children with disabilities or other pupils, or other groups. File includes contracts, bus driver routes, salary schedules, refund reports, school bus passenger reports, annual transportation reports, inspection reports, and other related records. Disposition Instructions: Destroy in office after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. Cost of Transportation File - Records concerning the operation, maintenance, replacement, and insurance of school buses or other school transportation service vehicles. File includes requisitions, expenditure reports, and other related records. Disposition Instructions: Destroy in office after 3 years and when released from all audits, whichever occurs later. School Bus Inventory and Maintenance File – Fleet maintenance records compiled from the Business Systems Information Portal (BSIP) that concern the maintenance of school buses or school transportation service vehicles. File includes 30-day inspection worksheets, oil filter reports, fuel receipts, preventative maintenance charge tickets, bus fleet inventories, and other related records. Disposition Instructions: Destroy in office after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. School Bus Routes File - Records concerning routes taken by school buses. File includes descriptions of routes, passenger lists, bus run reports, and other related records. Disposition Instructions: Destroy in office after 3 years. North Carolina State Board of Education Policy TRAN-005 24 Adopted November 2, 2017 Seat Belt File - Records concerning the use and installation of seat belts and other restraint systems in school buses. File includes consent forms and similar records showing student’s name, bus number, date system requested, type of system requested, and signatures of school’s principal and student’s parent and/or guardian. Disposition Instructions: Destroy in office when superseded or obsolete. State Vehicle Fleet Management System (BSIP) (Electronic) File - BSIP is a electronic data processing record used by the local education agency to track inventory and maintenance of school buses or school transportation service vehicles. Preventative maintenance information and inventories of buses are entered into this electronic file. DISPOSITION INSTRUCTION: General guidelines for disposing of machine readable and electronic data processing records may be found in STANDARD-4. MACHINE READABLE AND ELECTRONIC RECORDS. BSIP inventory and maintenance information should be retained in electronic form for 3 years after applicable inventories and maintenance reports are produced and then erased or deleted. Transportation Information Management System (TIMS) (Electronic) File - TIMS is an electronic data processing record concerning the management of school transportation services. Bus scheduling and routing information, students’ addresses, bus maintenance schedules, mileage of buses, and other related data are entered into this electronic file. Disposition Instructions: General guidelines for disposing of machine readable and electronic data processing records may be found in STANDARD-4. MACHINE READABLE AND ELECTRONIC RECORDS. TIMS data and statistics should be retained in electronic form for 3 years after applicable statistical reports are produced and then erased or deleted. Transportation Records File - Records documenting school bus maintenance and use. File includes number of hours driven, refund and materials received report, and transportation charge. File also includes summaries, reports, transportation audits, and similar records generated by the Transportation Management System (TIMS) and/or received from the N.C. Department of Public Instruction. Disposition Instructions: Destroy in office after 3 years or when superseded, obsolete, or administrative value ends, whichever occurs first. Vehicle Inspections File - Records concerning inspections as required by the Department of Transportation, Division of Motor Vehicles, Enforcement Section. File includes inspection certificates, monthly summary lists, and receipts and statements for vehicle inspection certificates. Disposition Instructions: Transfer original records to the Department of Transportation, Division of Motor Vehicles, Enforcement Section when generated. Destroy duplicates in office after 18 months and when released from all audits, whichever occurs later. North Carolina State Board of Education Policy TRAN-005 25 Adopted November 2, 2017 BUS GARAGE PROCEDURES Fleet Assignments and Management According to General Statutes 115C-241:246, the LEA superintendent or designee has the responsibility for assigning students to buses, assigning buses to schools, establishing routes, etc. In general, the transportation director is responsible for maintaining a current list of school buses in operation on a daily basis and the assignments of those buses. G.S. 115C-240(d) requires that all LEAs use the Transportation Information Management System (TIMS) or an equivalent system for routing. LEAs are also required to use DOT’s Business Systems Improvement Portal (BSIP) for fleet maintenance. These systems should be maintained on a timely basis to ensure real-time accuracy of fleet assignments and status. Extra Bus Schedule Documentation - When a school bus is not available for regular service due to maintenance or accident, a spare bus may be used in its place. This is the only time that a spare bus may be used. Careful documentation on the allocation of spare buses must be kept, including the location, bus numbers and dates out/in. The TD-27 (Spare Bus Assignment Form) fulfills this requirement. Garage Procedures - Proper garage operation is essential to a cost effective preventive maintenance program. The maintenance programs presented in this manual requires that the operation of the school bus garage be conducted in the manner described below. The following procedures should be utilized at the garage: The garage shall be kept in a clean, workable, safe condition at all times. A designated parking area should be available for vehicles awaiting maintenance or repair. Regularly scheduled maintenance (PM and 30-day inspection) is flagged in BSIP and work orders are automatically generated. When a vehicle is brought to the bus garage for other non- scheduled maintenance, a work order should be initiated in BSIP (or prepared on a hard copy TD-18) and held by the supervisor in charge of maintenance until assigned to a technician. A technician driving a vehicle at any time should consider it to be a road test. They should always be alert and aware of any defects. Any defects detected shall be reported and added to a repair order. It is essential for broken odometers to be repaired immediately whenever they are detected as malfunctioning. Correct vehicle mileage is essential for the proper scheduling of the preventive maintenance program by the computer. LEA’s should get a speedometer shop to set new odometer mileage reading to old odometer reading (if possible). North Carolina State Board of Education Policy TRAN-005 26 Adopted November 2, 2017 Selected Repair Guidelines The following recommendations should supplement the procedures provided by the original equipment manufacturer (OEM): When performing preventive maintenance on brakes, it is recommended that one person adjust all brakes. When the brakes are relined, the brake drums shall be turned (if needed) and not to exceed manufacturers drum wear specifications and the wheel cylinders/calipers rebuilt (if needed). The repairing technician shall record the brake lining thickness at the thickest point above the rivet head, in the proper place on the work order when performing a major service work order. A tread depth gauge measured in thirty-seconds shall be used to measure rivet depth. All S-cam shall be checked per OEM specifications. Automatic transmissions, engines and differentials replaced by stock units and left to be rebuilt later, shall be stored in a designated area and tagged with the number of the bus from which removed and the apparent defects or symptoms. Rebuild all major components and sub- assemblies to the manufacturers recommended specifications. The responsibility for maintaining safe tires on school buses (regular and spare) will be assigned by the foreman and/or supervisor. This does not relieve other employees of responsibility. Any employee who detects an unsafe tire (just as any other defect), on any vehicle maintained by the school bus garage, becomes responsible for changing the tire or repairing that defect, or informing the foreman or director that such action is needed. The determining factor of when to change a tire will be when it has worn to the point where the thinnest tread has only 4/32" on steering axle and 2/32" on rear axle of tread depth remaining (radial tires). Proper front-end alignment is essential to cost effective tire life. When installing tires on vehicles, new tires are required to be installed on the front axle. Rear duel tires shall be matched for size to within a maximum of 1/4" diameter of each other if possible. New tires are required on the front axle of all school buses. All tires and wheels to be repaired should be washed (weather permitting) before being taken to the tire shop. All new tires and newly delivered recap tires should be balanced after mounting and before being placed on a vehicle or in the storage rack. Used batteries shall be washed and cleaned properly prior to placing in the battery room (or designated area) for recharging or storage. A ventilated location is required to recharge batteries. As needed, add antifreeze that meets OEM specifications to the cooling system of each bus. Antifreeze protection should be maintained according to OEM recommendation. (50/50 Mixture) Engine coolant DCA level test kits shall be used to determine if maintenance of the cooling system is needed. Perform the annual North Carolina motor vehicle inspection required by G.S. 20-183.3(a) and attach the proper sticker to the assigned windshield location. This is may be performed only by certified N.C. inspectors at approved garages. North Carolina State Board of Education Policy TRAN-005 27 Adopted November 2, 2017 Personnel Utilization An important factor in the effectiveness of a preventive maintenance program is the ability and willingness of all transportation personnel to work together with one goal in mind: a cost efficient and safe preventive maintenance program. The assignment of personnel to specific daily job duties is essential for the preventive maintenance program presented in this manual to be successful. Regular Maintenance and Related Information In general, maintenance activities are categorized as scheduled or unscheduled. Schedule maintenance activities include all preventive maintenance (PM) and 30-day inspections. Unscheduled maintenance is usually initiated by a defect found during the inspection or results from a report from the driver. Reporting of defects by drivers: Bus Drivers are required to sign in each day where the bus is parked (e.g. using form TD-28D) to report any defect or problem detected during the pre-trip/post-trip inspection or identified while the bus was running. Immediately upon arrival of all buses, a designated person should call, fax or e-mail the bus garage giving a report of mechanical problems on the TD-28D (bus driver sign in) form. Other processes may be used; however, all reported problems shall be addressed on a daily basis. The transportation director shall assure that a process is in place to address reported defects and make needed repairs. In the event critical repairs cannot be made before the bus needs to run again, a spare bus should be assigned to run in its place. Personnel assigned to repair problems reported on the TD-28D shall turn in the list of defects with notation and corrections along with the TD-18 repair order. The foreman and/or director should check the repair order against the TD-28D form. Typically, basic maintenance, fueling and observations are conducted during the day at the bus parking area (bus lot, bus garage or school) and more involved maintenance activities are conducted at the bus garage. Depending on the LEA, these tasks may be conducted by fuel truck drivers or technicians, as assigned by the transportation director. Fuel vehicles according to a regular schedule (fuel dispensed must be charged to the nearest tenth of a gallon on form TD-18B Fuel Issue Ticket) Obtain odometer readings for each vehicle fueled Check oil, water, tires and under-hood observation Analyze and repair defects or problems reported by bus drivers each day Perform 30-day inspections prior to scheduled due-date Perform scheduled preventive maintenance prior to scheduled due-mileage Perform unscheduled maintenance Perform other maintenance tasks assigned by the transportation director / supervisor The transportation director should ensure that staff know proper safety procedures to be followed when conducting maintenance procedures. For instance, any time someone is working under a bus, chock blocks are to be used. North Carolina State Board of Education Policy TRAN-005 28 Adopted November 2, 2017 Service Vehicle Maintenance and Operation The transportation director is responsible for the proper use, care and maintenance of all school garage service vehicles. This includes pickup trucks (or vans), fuel dispensing trucks, tire trucks, and wreckers. All service vehicles are recommended to be inspected each 30 days in the same manner as school buses and activity buses and annually in accordance with the Division of Motor Vehicles regulation G. S. 20-183.3(a). All school garage service vehicles are to be maintained in good operating condition and in a safe state of repair. Interior upholstery must be maintained for the safety and comfort of the driver. (Seat cover cannot be ripped, torn or holes worn through.) Body repair and repainting of service vehicles should be conducted as needed and service vehicles should be cleaned inside and out at least once a month. Vehicle Body Repair & Repainting While the appearance of school buses and service vehicles may not always directly affect safety, it does affect the public’s perception of the safety and mechanical condition of the school bus fleet. Driver attitudes and care of their assigned vehicles are influenced considerably by the appearance of those vehicles. Vehicles shall be repaired and repainted as needed. If a county does not have in-house painting facilities, contracted painting should be used. Utilization of Surplus Equipment In some cases, rather than being sold, a bus may be classified as salvage by DPI Transportation Services. With the approval of the regional area transportation consultant, parts may be used from school buses which have been identified for salvage. Parts cannot be removed from any route bus (E2RB,RC,RR,LC), spare bus (ESS), parked bus (ESP), for sale bus (E4), credit bus (E0B), OR sold bus (E6) under any circumstances. PARTS CAN ONLY BE REMOVED FROM SALVAGE (STATUS EZ) BUSES. Parts removed from other vehicles without proper authorization shall be reinstalled by the school bus garage staff. To obtain a listing of salvage buses, utilize BSIP screen IE36. Select a variant, such as DPI_EZ, that will select Status Included = EZ and Fleet Object Type 6000. Permission to use major components (Engine, transmission, differential) must be requested prior to installation on a regular bus. Contact a DPI area transportation consultant for the procedures required to utilize major components from a salvage vehicle. North Carolina State Board of Education Policy TRAN-005 29 Adopted November 2, 2017 Sale of All Other Surplus Items Sale of all other surplus items generates revenue for the replacement of service vehicles or is returned to the LEA. Proper procedures must be followed and paperwork submitted using the appropriate form. Forms related to recycling, disposal and sale of surplus items are on the NCBUSSAFETY.ORG web page under “NC Reports and Forms – State Reporting Forms”. Additional guidance on the disposal of property is also shown on that page. Discarded Materials, Equipment & Supplies Obsolete Parts and Scrap Metal - Obsolete parts (those that cannot be returned to the vendor) and scrap metal may be so

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