All the forms you need can be found on the transportation web page. Our office will always direct you to the web page for any forms you may need. The only form we do not provide is the OTF. It can be purchased from the copy center.
10 days prior to the trip departure date – Go online and print off the bus reservation request form and the field trip clearance form or club & organization trip request form. Fill them out and have them signed by all necessary officials.
You must submit your forms ONLY via email. They are to be emailed to firstname.lastname@example.org.
Once we receive the request we will check to make sure have the personnel and buses available for the dates of your trip. Then, we will put together a quote and email it back to the person who sent it – unless otherwise specified in the email.
Once your department agrees to the pricing terms they can confirm the trip with a 50% non-refundable security deposit. You will need an “other transaction form” to transfer the funds from your department’s account to transportation’s account (acct# 1-01-58001-63-833063) Once we receive the deposit and confirmation we will reserve your bus and schedule your trip on our calendar of events. For long trips or overnight trips we require the itinerary and hotel accommodation information for the driver at least 4 days prior to the trip.
NOTE: In the case of a cancellation after the event has been confirmed and reserved you will NOT receive a refund of the security deposit. Refunds will ONLY be given if: There is a serious emergency, extreme circumstance, or if the cancellation comes from the transportation department.
Total payment is due 5 days prior to the trip’s departure date. This final payment should be made in the same way as the security deposit, using the OTF form. If you have not paid, the trip will NOT take place.
After you submit your other transaction form (for the security deposit and the final payment) we will need a copy emailed to email@example.com as proof of payment.
Code of Conduct
Purpose: The purpose of this Administrative Instruction shall be to provide a better service to passengers and a safer transport for the students.
This code of conduct is for any driver of a passenger transport vehicle operating under contract to Oakwood University. It has been written to ensure that drivers understand their responsibilities within the terms of the Contract and to ensure that they and their passengers have a safe and comfortable journey. The following guidelines are just a summary of what is expected. All drivers are required to have read and be familiar with the rules and regulations listed by the Federal Motor Carrier Safety Administration (FMCSA).
General Principles of the Code of Conduct for Bus Passengers
Bus passengers are expected to behave according to the following principles:
Principles to Follow
- Pay the right fare
- Respect other passengers’ privacy
- Respect and obey the driver at all times
- Do not cause safety problems
- Use headphones when listening to audio/visual devices.
- No littering
- No alcoholic beverages
- Do not harass driver or other passengers
- Do not damage the seats
- Respect Oakwood’s transit property
- No abusive body contact, slapping, hitting, poking, shoving, pulling hair, etc.
- No use of profane language or obscene gestures.
- Passengers shall not put any part of body out of bus window, or use unauthorized exits, or move out of seats while bus is in motion.
- Passengers shall not create excessive noise.
- No unauthorized opening, closing, or tampering of any kind with bus doors, controls, windows or emergency exits.
- Passengers shall not damage or deface the bus.
- No lighting of matches, cigarettes, smoking of any substance, or use of any tobacco product.
- No throwing any object in, out of, or at the bus.
- Passengers will not be allowed possession or consumption of food and/or beverage on the bus without prior approval of the driver.
- No guns, dangerous implements of any kind (knives, or other sharp objects), animals, breakable items, skateboards or scooters are allowed on the bus.
General Principles of the Code of Conduct for Bus Personnel
Bus personnel shall adhere to the following principles with regards passengers:
Principles to Follow
- Principle of Legitimacy: Bus personnel must be well informed about the legislation and regulations in force and principles related to their work. Bus operators must obey public transport related laws and regulations in force.
- Principle of Sensibility: Bus personnel shall be treating passengers with dignity, courtesy and sensibility.
- Principleof Respect: Bus personnel shall be behaving without prejudice, impartial, tolerant and with courtesy in their interactions with passengers.
- Principle of Equal and Undiscriminating Treating: Bus personnel shall be treating all passengers equally and indiscriminating.
- Principle of Honesty: Bus personnel shall treat with particular attention passengers belonging to given groups of population such as children, elderly, persons with disabilities and women.
- Sincerity: Bus personnel shall be sincere, honest and transparent in relation to passengers.
- Principle of professionalism: Bus personnel shall be behaving professionally with passengers.
- Principle of responsibility: Bus personnel shall be responsible for any action in non-compliance with these principles.
- Maintain a neat, clean personal appearance, with the appropriate clothing and footwear.
- Endeavour to maintain the timetable for the trip to ensure quality service is being provided.
- Be medically fit to drive at all times and must inform the transportation supervisor or director if they have any medical condition which may affect their ability to drive.
- It is required that the driver gets the adequate rest before and after long trips as outlined in the FMCSA (Federal Motor Carrier Safety Administration).
- Abide by all road traffic laws.
- Regulate the speed of contract university buses/vans so as to ensure the safety and comfort of passengers.
- Ensure that any escape doors on contract university buses/vans are and remain unlocked whilst passengers are on board.
- Ensure that all passengers are seated while a contract university buses/vans is in motion.
- If the university buses/vans is fitted with seatbelts, remind all passengers that they must securely fasten their seatbelts and keep them fastened for the duration of the journey.
- Other than in extraordinary circumstances, ensure that no student is standing on a contract university buses/vans while the vehicle is in motion.
- Must Not warn disembarking passengers of road and traffic dangers.
- Must Not allow any doors to remain open whilst the bus is in motion.
- Must Not allow passengers to ride in a position which obstructs the driver’s view.
- Must Not allow passengers to ride on the steps or entry area of the bus.
- Must Not leave the bus with passengers on board whilst its engine is running, unless a bus aide is on board and the driver is assisting a passenger on or off the bus.
- Must Not permit the bus to proceed with the gears disengaged for a greater distance than is reasonable having regard to all of the circumstances.
- Must Not open the doors of the bus to allow passengers to disembark if there is possible danger to those passengers from approaching vehicles or other road hazards.
- Must Not permit luggage or other objects to be placed in the aisle of the bus or in front of any doors or emergency exits.
This list is not exhaustive but it illustrates the type of actions which could be misunderstood and must be avoided.
- Swearing or making remarks that are personal, sexual, racist or any remarks that could be judged as being offensive in any way.
- Driving in a considerate manner, sharp braking, fast cornering or harsh acceleration which can be unnerving for Passengers.
- The use of a mobile phone at any time while the Vehicle is in motion. The use of a hand held phone is only permitted when the Vehicle is parked and the engine is switched off. Hands-free sets may be used when the Vehicle is stationary at traffic lights.
- The consumption of any alcohol before or during Contracted Journeys (or at any time beforehand on the same day) including drinking without exceeding the legal alcohol limit for driving. It should be noted that alcohol from drinking the day before can remain in the bloodstream for up to 24 hours, and that any alcohol can affect concentration, reaction times and judgement.
- Driving while under the influence of any drugs or medications that may affect the ability to drive. This includes both prescription and non-prescription medication. If taking any medication always check with your medical practitioner or pharmacist that it is safe to drive.
- Smoking on the buses/vans or while period.
- The use of profane or obscene language in the presence or hearing of any student.
- Carrying firearms on the bus/van, nor objects of a heavy or bulky nature, including fuel in containers other than the fuel tanks of the bus.
Unacceptable Physical Contact and/or Conversation
This list illustrates the type of actions which could be misunderstood and must be avoided.
- Hug, hold, cuddle, tickle or have any unnecessary physical contact with a passenger.
- Enter into horseplay with a passenger on or off the Vehicle.
- Discuss with passenger anything of a personal or intimate nature.
- Make a personal remark about, or to, a passenger even if it is complimentary;
- Call a passenger by a nickname, pet name or endearment such as love, darling, etc.
- Give a passenger vulnerable adults gifts, send them cards, letters or text messages.
- Exchange phone numbers, email addresses or personal details with passengers.
- Take photographs of passengers including pictures using mobile phones.
- Look through a passenger’s handbag or personal belongings, even when asked to find something.
- Handle any money on behalf of a passenger.
- Have any social contact with the passengers, unless they are already a family friend or have the consent of the parents or individual passenger.
- Any information about Passengers must be treated as confidential and not be discussed with anyone such as your family or friends. This also applies to anything that passengers may tell you in the course of conversation. The only exception is if they tell you something that is harmful to them or others.
Acceptable Physical Contact
Drivers should note that some physical contact with passengers may be necessary, such as:
- Assist a person who has difficulty in walking;
- Help an older person get in and out of a Vehicle;
- Assist someone to put on a seat belt
Drivers must ensure that they ask the person first, and keep physical contact to a sensible minimum.
- Drivers must know their employer’s procedures for dealing with emergencies.
- In the event of an accident or breakdown, drivers should give clear instructions to passengers and implement the contact/emergency procedures as advised by their employer.
- Any vehicle accident resulting in injury to any passenger or other person/property must be reported to the police.
- In an emergency the driver, working together with the escort (if present), must give priority to the safety and well-being of the passengers.
- Where the passengers are children or vulnerable adults, they should not be left unattended if the driver needs to summon help.
- If a Passenger’s conduct is such that the driver is or may be distracted while driving, he/she must stop the vehicle as soon as it is safe to do so and continue the journey only when order is restored.
These instructions have been written to help drivers understand that their actions, however well intentioned, may be viewed differently by others. It is important to be aware that an allegation made against a driver may result in an investigation by the police, during which time the driver would have to be removed from providing any transport service to the University until the investigation is resolved.
Q & A
Answers to Frequently Asked Questions:
- We do not give out rate sheets.
- Do Must pay for the trip before the date of the trip otherwise your trip will be canceled and your department will be charged a cancellation fee of $100.
- There is a 2 week notice policy. If you cannot give a 2 week notice prior to the date of your trip we do have a list of other transportation vendors that we recommend. You can find this list on the webpage.
- The bus rental request form and the field trip clearance form or club/organization request form must be filled out and signed before being sent in. They must be submitted at least 2 weeks prior to the date of the trip.
- All requests must be submitted via email – firstname.lastname@example.org.
- We do have a payment policy in place which form can be found on our web page.
- All the forms you will need are listed on the transportation webpage. – with the exception of the “other transaction form” that is needed for payment. This form can be found at the campus copy center.
- There is a cancellation fee of $100 – in the event that you cancel a trip that has already been reserved and scheduled.
- We reserve the right to cancel any trip at the advisement of administration or in the event of inclement weather, etc.
Fax: (256) 726-8421