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Contract transportation of Exceptional Children


ItemDescription
Policy TitleContract transportation of Exceptional Children
Policy CategoryTransportation (TRAN)
Policy IDTRAN-000
Policy Date1998-11-05
Previous Policy Dates11/06/1980
Statutory ReferenceGS 115C-250

Formerly TCS-H-000



DEPARTMENT OF PUBLIC INSTRUCTION DIVISION OF SCHOOL SERVICES

 RULES AND REGULATIONS FOR THE ALLOCATION AND USE OF FUNDS FOR

CONTRACT TRANSPORTATION OF EXCEPTIONAL CHILDREN

 

1. Appropriate transportation shall be provided for all special education pupils when shown in their individualized education program that special transportation is required.

 

2. Upon the request of county and city boards of education, funds will be allotted by the assistant superintendent for Financial Services WITHIN THE AVAILABILITY OF FUNDS.

 

3. Transportation arrangements will be administered through the appropriate county or city superintendent's office.

 

4. Transportation should be provided by public school bus, special vehicles titled to a board of education, by contracts or fares with commercial carriers where practicable and by individual contractors (i.e. parents, family members, volunteers, retirees, etc.).

 

5. A form of written contract shall be devised and signed by both parties before transportation of children begins. All contracts shall as a minimum, contain the standards outlined in items 7-12.(See attached sample contracts.)

 

6. In arranging contracts, every effort should be made to obtain these transportation services as economically as possible with the following consideration:

 

(a) Pupils should be grouped as much as possible by car pooling.

(b) Payments for contract mileage shall be based on actual necessary mileage required for the sole purpose of providing transportation of handicapped children to and from the school to which the handicapped child is enrolled. (Necessary mileage for an employed contractor is interpreted to be that which is required beyond normal commuting mileage associated with the employment of the contractor.) When contractors have sought employment so they could transport an exceptional child to a specialized school, they should not be penalized for their efforts. Thus, one round trip is permitted. Necessary mileage for non-employed contractors may include two round trips from the home to the school to which the handicapped child is enrolled.

 

(c) PAYMENT SHALL BE MADE FOR THE ACTUAL NUMBER OF DAYS THE PUPILS ARE TRANSPORTED, NOT TO EXCEED ONE HUNDRED EIGHTY-ONE DAYS UNLESS EXTENDED SCHOOL YEAR IS REQUIRED IN THE STUDENT'S IEP.

 

(d) Frequency of trips should be in compliance with the requirements of the public/private institutional school not to exceed 181 days unless extended school year is required in the student's IEP.

 

(e) PAYMENT FOR CONTRACT MILEAGE TO INDIVIDUAL CONTRACTORS SHALL NOT EXCEED THE CURRENT STATE APPROVED MAXIMUM RATE OF REIMBURSEMENT.

 

7. Contract vehicles shall at all times while school pupils are being transported, meet the requirements of the Division of Motor Vehicles safety inspection regulations.

 

8. Drivers of contract vehicles shall hold a valid North Carolina operator's license at all times.

 

9. The driver of any passenger-carrying vehicle of over 12 passengers, other than a school bus, shall hold the appropriate North Carolina operator's license at all times.

 

10. Supporting invoices signed by individual contractors must be attached to the Financial Services' copy of the voucher submitted by the various county and city boards of education (contractor's name or company on Form TD-24A).

 

11. Local administrative units entering into contracts will not assume any responsibility for any funding other than services outlined in the contract.

 

12. Contractors shall acquire and maintain liability insurance.

 

13. The initial allotments shall consist of 90% of the previous year's approved Annual Operating Budget.

 

14. Additional funds will be allotted within the availability of funds after receipt and approval of the Annual Operating Budget and in accordance with the North Carolina Public Schools Allotment Policy Manual.

 

15. In accordance with Public School Law GS (115C-250) and rules and regulations adopted by the State Board of Education, funds for contract transportation of handicapped children with special needs who are unable because of their handicap to ride the regular school buses may be used to purchase buses and minibuses as well as for the purpose authorized in the budget.

 

16. The Department of Public Instruction, Transportation Services shall deliver buses requisitioned by the local school units at the earliest possible date and shall work with the respective school units in providingfor the installation of special equipment on these buses as may be required.

 

17. The Department of Public Instruction shall purchase these buses and equipment initially from the appropriations provided for school bus replacement. A local school unit may pay any portion of the cost for buses delivered under these regulations from sources other than state funds. The Department of Public Instruction shall deposit these funds into the school bus replacement appropriations.

 

18. If any vehicle purchased under authority of this section is sold prior to the time of replacement by the Department of Public Instruction, proceeds from such sale shall be distributed in a prorated amount to the sources from which the vehicle was originally funded. If the vehicle is replaced by the Department of Public Instruction through its replacement program, the proceeds from such sale shall be transmitted to the Department of Public Instruction in total.

 

19. The Department of Public Instruction shall approve school bus routes established by a local board of education for the transportation of exceptional children on buses purchased from these funds.

 

20. Upon the placement of buses into service under these provisions, the operating costs shall be provided form regular allotments.

 

21. A report of all expenses incurred in transportation of exceptional children on school buses purchased under this provision, and who were previously provided services under contract transportation, shall be maintained and transmitted to the Division of School Services - Transportation.

 

22. A REGULAR SCHOOL CHILD WHO IS ELIGIBLE FOR SCHOOL BUS TRANSPORTATION SHALL NOT BE DENIED TRANSPORTATION ON THESE SPECIAL BUSES IF SPACE IS AVAILABLE.

 

23. A local board of education shall make every effort to provide for specially trained drivers on buses transporting exceptional children, and may supplement salaries paid from transportation funds allotted by the Department of Public Instruction from other sources of funds. THE SALARIES OF AIDES, WHO MAY BE REQUIRED ON THE SPECIAL BUSES, SHALL NOT BE PAID FROM THE STATE ALLOTMENT OF FUNDS FOR SCHOOL BUS TRANSPORTATION.

 

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