littlestown area school district · realizes that officials do not lose a game but are there for...

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LITTLESTOWN

AREA

SCHOOL DISTRICT

No. 123

SECTION: PROGRAMS

TITLE: INTERSCHOLASTIC

ATHLETICS

ADOPTED: September 17, 1990

REVISED: May 18, 2015

123. INTERSCHOLASTIC ATHLETICS

1. Purpose

SC 511

The Board recognizes the value of a program of interscholastic athletics as an

integral part of the total school experience to all students of the district and to the

community.

For purposes of this policy, the program of interscholastic athletics shall

include all activities relating to competitive or exhibition sports contests, games

or events involving individual students or teams of students when such events

occur between schools within this District or outside this District.

2. Authority

Title 22

Sec. 5.10

It shall be the policy of the Board to offer opportunities for participation in

interschool athletic programs to male and female students on as equal a basis as is

practicable and without discrimination and in accordance with state regulations

and laws.

The Board shall approve annually a program of interscholastic athletics and shall

require that all facilities utilized in that program whether or not the property of this

Board properly safeguard both players and spectators and are kept free from

hazardous conditions.

Adding/Dropping Programs

A committee consisting of the Superintendent, the high school principal, the

middle school principal (for programs covering grades 6-8), and the Athletic

Director shall review requests for adding or dropping an athletic program.

The Superintendent shall report the committee’s findings to the Board prior to

official action.

The major guidelines for adding or dropping an athletic program include:

1. The students’ interest in participation.

2. The financial resources to fund program costs.

3. The availability of qualified coaches.

4. The approval of admission in the York Adams Interscholastic Athletic

Association, or similar league.

5. The endorsement of the P.I.A.A.

123. INTERSCHOLASTIC ATHLETICS- Pg. 2

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If a program fails to comply with the above guidelines, the Board shall require

a probationary period. This action will give notice to participants, league

officials, and community members that the program may be dropped the

following year.

Without approval from the School Board, no student activities may be scheduled on

Sunday.

3. Delegation of

Responsibility

The Superintendent shall annually prepare, approve and present to the Board for its

consideration, a program of interscholastic athletics which shall include a complete

schedule of events and shall inform the Board of changes in that schedule as they

occur.

Administration of the interscholastic athletic program shall be the responsibility of

the building principals and the Athletic Director, under the direction of the

Superintendent.

4. Eligibility In order to be eligible to participate in the district interscholastic athletic program,

the student shall meet the following conditions:

1. All those conditions set forth in the Constitution and Bylaws of the Pennsylvania

Interscholastic Athletic Association.

2. Coverage by school insurance or equivalent personal medical insurance.

3. Any additional medical standards which may be established by the school

physician.

4. In good academic standing.

5. Code of Conduct

All members of Littlestown Area School District athletic teams are expected to

understand and exemplify the following components of the Athletic Code of

Conduct. The Code of Conduct is described in the student Athletic Handbook.

The Code of Conduct shall be explained to students and parents at least

annually. Parents and students shall sign that they have received, read, and

understood the Code of Conduct as a prerequisite to participation in a school

sponsored athletic or cocurricular activity.

1. Understands that drinking alcoholic beverages and taking unauthorized drugs are

harmful to the body and hinder maximum effort and performance.

2. Does not use profanity.

3. Realizes that officials do not lose a game but are there for the purpose of insuring


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that both teams receive a fair deal -- for this they deserve courteous respect.

4. Plans time so that s/he devotes sufficient energy to studies to insure grades which

represent his/her true abilities.

5. Has a good attendance record and should never be truant from classes or school,

practice sessions or games.

6. Works for the betterment of the school and what is right and good for fellow

students.

7. Obeys the specific training and practice rules of the coach and the guidelines as

set forth in the Athletic Coaches Handbook.

8. Directly represents the community, school and coaches and should conduct

themselves properly when traveling.

9. Cares for all equipment as though it were his/her own personal property.

10. Does not let employment interfere with practice or games.

11. Is neat and well-groomed at all times.

12. Does not employ illegal tactics to gain an undeserved advantage.

13. Appreciates that coaches and administrators have the best interests of the

participants in mind as they plan and conduct the athletic program.

14. Appreciates the importance of proper rest, diet, and exercise.

15. Practices healthful habits of cleanliness and personal hygiene in all daily

activities.

16. Respects the rights and property of others.

17. Complies with the standards of this code or is subject to dismissal from the

squad or other disciplinary action as may be determined by the coach.

Off-Campus Activities

This policy shall also apply to student conduct that occurs off school property

and would otherwise violate the Code of Student Conduct if any of the

following circumstances exist:

1. The conduct occurs during the time the student is traveling to and from


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school or traveling to and from school-sponsored activities, whether or

not via school district furnished transportation.

2. The student is a member of an extracurricular activity and has been

notified that particular off-campus conduct could result in exclusion

from such activities.

3. Student expression or conduct materially and substantially disrupts the

operations of the school, or the administration reasonably anticipates

that the expression or conduct is likely to materially and substantially

disrupt the operations of the school.

4. The conduct has a direct nexus (connection or link) to attendance at

school or a school-sponsored activity that would violate the Code of

Conduct if the transgression occurred in school.

5. The conduct involves the theft, destruction, or vandalism of school

property.

6. There is otherwise a nexus between the proximity or timing of the

conduct in relation to the student’s attendance at school or school-

sponsored activities.

Male / Female Athletic Opportunities Report

By October 15th

of each year, on the designated disclosure form, the

Superintendent or designee shall report to the PA Department of Education the

interscholastic opportunities and treatment for male and female secondary

school students for the preceding year.

By November 1st of each year, the completed disclosure form shall be made

available for public inspection during regular business hours and posted on the

District’s website.

Coaches & Advisors

It is the desire of the Board to provide reliable standards upon which the

administration and potential coaches / advisors can rely in assuring the stability

and continuity of athletic and cocurricular programs. Therefore, the Board

adopts the following guidelines.

Compensation for certain assigned duties related to cocurricular activities and

interscholastic athletics is provided within the Supplemental Positions

Agreement.

It is the intention of this policy that such assignments are on a yearly basis and

contracts for the same will be initiated on a yearly basis. Coaches/advisors shall

have no expectation of continued assignment beyond one year.

Coaches and advisors shall adhere to the Athletic Handbook and Coaches’


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Handbook, which includes guidelines related to first aid, care, and prevention

of athletic injuries, and expectations for all aspects of the successful

management of an extra-curricular program.

Head coaches and advisors will be evaluated annually by the athletic director

according to the Coaches Handbook. Building level administrators may be

surveyed for input. Assistant coaches and assistant advisors shall be evaluated

by head coaches with possible input from the athletic director and building

level administrators.

Hiring

1. A vacancy posting will be distributed to all district buildings and posted

on the school district website. Other appropriate media may be utilized.

2. Applications will be reviewed by the Athletic Director and building level

administrator. Qualified candidates for head coaching/advisor positions

will be interviewed by a panel consisting of the Athletic Director, the

appropriate building level principal or designee, and one member of the

Coaches’ Council. Assistant Coach interviews will be conducted with the

Athletic Director and the Head Coach of that program.

3. The appropriate building level principal shall report the panel’s

recommendation to the Superintendent.

4. The School Board shall approve the hiring of all head coaches, advisors,

and assistant coaches. All coaches and advisors must have Act 34 and

Act 151 clearance forms filed with the human resources department

before they may coach, attend practices or games, or have any direct

instructional contact with students.

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LITTLESTOWN

AREA

SCHOOL DISTRICT

No. 123.1

SECTION: PROGRAMS

TITLE: CONCUSSION MANAGEMENT

ADOPTED: May 18, 2015

REVISED:

123.1. CONCUSSION MANAGEMENT

1. Purpose The Board recognizes the importance of ensuring the safety of students participating

in the District’s athletic program. This policy has been developed to provide

guidance for prevention, detection and treatment of concussions sustained by

students while participating in an athletic activity.

2. Authority

24 P.S.

Sec. 5321 et seq

State law establishes provisions specifically related to concussions and traumatic

brain injuries of student athletes.

3. Definitions

Concussion is defined as a complex pathophysiological process affecting the brain,

induced by traumatic biomechanical forces. Clinical, pathologic and biomechanical

injury constructs that may be utilized in defining the nature of a concussive head

injury include:

1. Concussion may be caused either by a direct blow to the head, face, neck or

elsewhere on the body with an ''impulsive'' force transmitted to the head.

2. Concussion typically results in the rapid onset of short-lived impairment of

neurologic function that usually resolves spontaneously.

3. Concussion may result in neuropathological changes, but the acute clinical

symptoms largely reflect a functional disturbance rather than a structural injury.

4. Concussion results in a graded set of clinical symptoms that may or may not

involve loss of consciousness. Resolution of the clinical and cognitive symptoms

typically follows a sequential course; however, it is important to note that, in a

small percentage of cases, post-concussive symptoms may be prolonged.

5. Concussion is not characterized by abnormality on standard structural

neuroimaging studies.

24 P.S. Appropriate medical professional is defined as:

123.1. Concussion Management - Pg. 2

Page 2 of 4

Sec. 5322

1. A licensed physician who is trained in the evaluation and management of

concussions

2. A licensed or certified health care professional trained in the evaluation and

management of concussions and designated by a licensed physician trained in the

evaluation and management of concussions.

3. A licensed psychologist neuropsychologically trained in the evaluation and

management of concussions or who has postdoctoral training in

neuropsychology and specific training in the evaluation and management of

concussions.

24 P.S.

Sec. 5322

Athletic activity refers to all of the following:

Pol. 123 1. Interscholastic athletics.

Pol. 122 2. An athletic contest or competition, other than interscholastic athletics, that is

sponsored by or associated with a school entity, including cheerleading, club-

sponsored sports activities and sports activities sponsored by school-affiliated

organizations.

Pol. 122 3. Noncompetitive cheerleading that is sponsored by or associated with a school

entity.

Pol. 122, 123 4. Practices, interschool practices, and scrimmages for all of the activities listed

under numbers 1, 2, and 3 above.

4. Delegation of

Responsibility

24 P.S.

Sec. 5323

Each school year, prior to participation in an athletic activity, every student athlete

and his/her parent/guardian shall sign and return the acknowledgement of receipt and

review of Section 3: Understanding of Risk of Concussion and Traumatic Brain

Injury of the PIAA CIPPE form.

5. Guidelines

24 P.S.

Sec. 5323

The school may hold an informational meeting prior to the start of each athletic

season for all competitors regarding concussions and other head injuries, the

importance of proper concussion management, and how preseason baseline

assessments can aid in the evaluation, management and recovery process. In addition

to the student athletes, such meetings may include parents/guardians, coaches, other

appropriate school officials, physicians, neuropsychologists, athletic trainers and

physical therapists.

24 P.S.

Removal From Play

Any student who, as determined by a game official, coach from the student’s team,


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Sec. 5323 certified athletic trainer, licensed physician, licensed physical therapist or other

official designated by the District, exhibits signs or symptoms of a concussion or

traumatic brain injury while participating in an athletic activity shall be removed by

the coach from participation at that time.

Return To Play

24 P.S.

Sec. 5323

No athlete with a suspected or confirmed concussion shall return to play and

participate in an athletic activity until seen and cleared in writing by an appropriate

medical professional. Telephone consultation is not appropriate for determination of

return to play. Coaches or other District personnel shall not make decisions

regarding these matters.

After medical clearance, return to play should follow a step by step protocol based

on best medical practices as outlined by the Athletic Trainer or protocol provided to

the school district but the student athlete’s treating physician.

Athletes who are not fully recovered from a concussion are significantly more

vulnerable to a potentially catastrophic medical event if they sustain another

concussion. Because of this and the pressure that may be imposed internally by the

athlete or by others to return to play, it is required that an appropriate medical

professional clear the student athlete for returning to play.

Required Annual Training Course

24 P.S.

Sec. 5323

Once each school year, all coaches shall complete the concussion management

certification training course offered by the Centers for Disease Control and

Prevention, the National Federation of State High School Associations or another

provider approved by the Department of Health. A coach shall not coach an athletic

activity until the coach completes the training course required under this subsection.

Violations Of Policy And Penalties

24 P.S.

Sec. 5323

Any coach found in violation of the Removal From Play or Return To Play

provisions of this policy shall be subject to the following penalties:


Page 4 of 4

1. For a first violation, suspension from coaching any athletic activity for one (1)

full calendar year.

2. For a second violation, permanent suspension from coaching any athletic

activity.

References:

Safety in Youth Sports Act – 24 P.S. Sec. 5321 et seq.

Board Policy – 122, 123

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No. 123.2

SECTION: PROGRAMS

TITLE: SUDDEN CARDIAC ARREST

ADOPTED: May 18, 2015

REVISED:

LITTLESTOWN

AREA

SCHOOL DISTRICT

123.2. SUDDEN CARDIAC ARREST

1. Authority

24 P.S.

Sec. 5331 et seq

The Board recognizes the importance of ensuring the safety of students participating

in the District’s athletic programs. This policy has been developed to provide

guidance for prevention and recognition of sudden cardiac arrest in student athletes.

2. Definition

24 P.S.

Sec. 5332

Athletic activity shall mean all of the following:

Pol. 123 1. Interscholastic athletics.

Pol. 122 2. An athletic contest or competition, other than interscholastic athletics, that is

sponsored by or associated with the school, including cheerleading, club-

sponsored sports activities and sports activities sponsored by school-affiliated

organizations.

Pol. 122 3. Noncompetitive cheerleading that is sponsored by or associated with the school.

Pol. 122, 123 4. Practices, interschool practices and scrimmages for all athletic activities.

3. Delegation of

Responsibility

24 P.S.

Sec. 5333

Each school year, prior to participation in an athletic activity, every student athlete

and his/her parent/guardian shall sign and return the acknowledgement of receipt and

review of the Understanding of Sudden Cardiac Arrest Symptoms and Warning

Signs Information Sheet.

4. Guidelines

24 P.S.

Sec. 5333

The school may hold an informational meeting prior to the start of each athletic

season for all competitors regarding the symptoms and warning signs of sudden

cardiac arrest. In addition to the student athletes, such meetings may include

parents/guardians, coaches, other appropriate school officials, physicians, pediatric

cardiologists, and athletic trainers.

123.2. SUDDEN CARDIAC ARREST - Pg. 2

Page 2 of 2

Removal From Play

24 P.S.

Sec. 5333

A student who, as determined by a game official, coach from the student’s team,

certified athletic trainer, licensed physician, or other official designated by the

District, exhibits signs or symptoms of sudden cardiac arrest while participating in

an athletic activity shall be removed by the coach from participation at that time.

Any student known to have exhibited signs or symptoms of sudden cardiac arrest

prior to or following an athletic activity shall be prevented from participating in

athletic activities.

Return To Play

24 P.S.

Sec. 5333

The coach shall not return a student to participation until the student is evaluated and

cleared for return to participation in writing by a licensed physician, certified

registered nurse practitioner or cardiologist.

Training

24 P.S.

Sec. 5333

All coaches shall annually, prior to coaching an athletic activity, complete the

sudden cardiac arrest training course offered by a provider approved by the PA

Department of Health.

Penalties

24 P.S.

Sec. 5333

After July 29, 2014, a coach found in violation of the provisions of this policy

related to removal from play and return to play shall be subject to the following

penalties:

1. For a first violation, suspension from coaching any athletic activity for the

remainder of the season.

2. For a second violation, suspension from coaching any athletic activity for the

remainder of the season and for the next season.

3. For a third violation, permanent suspension from coaching any athletic activity.

References:

Sudden Cardiac Arrest Prevention Act – 24 P.S. Sec. 5331 et seq.

Board Policy – 122, 123, 822

May

•Create a Team/ Committee

•Review current costs and issues in transportation

•Contract with PASBO to conduct feasibility study per Collective Bargaining Agreement

•Meet and discuss with transportation department

June

•Create RFP details

•Send out RFP's - Requests for Proposals

July

•Review RFP's and discuss options

•Committee makes recommendation

August •Study Session presentation discussion

September •School board finalizes decision

Transportation Next Steps- Goal is to do a thorough

review of our current transportation system and make an

informed decision based on our local employees and students,

financial impact and overall efficiency.

Proposal to

Littlestown Area School District

Transportation Review

Background on the School Business Administration Consulting Service

The Pennsylvania Association of School Business Officials (PASBO) provides the School Business Administration Consulting Service to assist a school entity in evaluating the operation of any of the school business areas of specialization to include the school business office, transportation, facilities, technology, purchasing or food service operations. A specific proposal is developed to meet the unique requirements of each school entity interested in contracting through PASBO. The service provides school entities with an objective review of business operations to help facilitate the resource allocation, planning and staffing decisions of the administration and board. PASBO selects a team of highly skilled and experienced school business officials to perform an on-site visit at the school entity and evaluate the effectiveness of the particular operation as defined in the scope of the project. The team is composed of active and emeritus members of PASBO, who possess the specific skills and experience required for each particular project.

The PASBO review team process includes studying documentation provided by the school entity in advance of the on-site visit, conducting interviews with school officials and staff on the prearranged on-site dates, comparing current business operations to recognized standards and an exit conference to review the observations and conclusions of the visit. A full written report follows the on-site visit to highlight significant accomplishments, areas identified for improvement and recommendations to achieve the desired results. Service Objectives • To provide interested school entities with a cost effective opportunity to evaluate their

school business operations. • Allow for an independent study conducted by experienced school business officials that fully

understand the environment and have operational experience in Pennsylvania school entities.

• To permit a school entity restricted by time and other constraints to effectively utilize the

talents of experienced school business officials to aid in planning the future staffing and direction of a particular operation.

The PASBO Team The PASBO Review Team consists of a team leader and a number of team members which varies depending on the scope of the project. PASBO is uniquely positioned to identify from the membership of the association and selecting the team leader and members based on qualifications such as:

• Appropriate Professional Registration • Years of Experience in School Business • Formal Education Background • Demonstrated Leadership in Services being Reviewed • Compatibility with Size, Organization and Geographic Area of the School Entity

Project Outline

A. SCOPE OF WORK

i. Coordinate with the appropriate District officials prior to starting this project to define the project goals and objectives.

ii. Analysis and review of district transportation reports to identify the vehicles loaded as

near capacity as possible, mileage with pupils exceeds mileage without pupils wherever possible, and aging vehicles for replacement.

iii. Review current bus fleet as it relates to age of fleet and planned replacement cycle.

iv. Provide for in-depth interviews with various transportation personnel as deemed

appropriate.

v. Provide a comprehensive on-site review of the transportation reimbursement process

a. Analyze the routing of vehicles and schedules for arrivals and departures from school buildings.

b. Validate the route mileage and record-keeping practices of the transportation department.

c. Analyze the efficiency and utilization of the current transportation routing software.

d. Check the transportation policy to ensure transportation practices comply with district policy, and identify policy language that supports or detracts from implementing cost efficiencies in the transportation operation.

e. Review the major routes of non-reimbursable pupils, and determine if the district should apply for hazardous routing identification for these routes.

f. Identify high net cost transportation practices for cost/benefit consideration by the district.

g. Review computerization of non-routing operations. h. Review State reimbursement calculations and suggest methods for increasing

State reimbursement.

vi. Review the cost differentials between owned versus contracted service

vii. Provide an exit conference prior to leaving the district.

viii. Prepare a comprehensive report with recommendations to obtain transportation cost efficiencies and State reimbursement increases.

ix. Upon completion of the review, a draft of the report will be delivered and reviewed with

appropriate District officials.

x. Fifteen (15) printed copies of the approved final report will be provided. A PDF copy of the report will also be provided.

B. THE DISTRICT WILL PROVIDE:

i. Written policy from the local school board regarding all aspects of school transportation.

ii. Copies of the PDE Form 1043, “Notification of Intent to Provide Pupil Transportation

Services” for the current school year and the previous school year.

iii. Copies of the PDE Form 1049, “Summary of Pupil Transportation” for the previous three school years.

iv. The reimbursement summary PDE 2576 for the previous five years.

v. Copies of all contracts with providers of service for current school year and the previous

school year.

vi. Copies of job descriptions/duties for all transportation personnel.

vii. Copies of all materials given to transportation personnel regarding: Bus Schedules Route Mileage/Tracking Forms Locations of Hazardous Routes

viii. Contractor payment calculations or invoices for the current school year and the previous school year or school bus purchase information, if District owned.

ix. Copies of fuel purchase agreements or bids for the current year and previous two years.

x. Schedule for arrivals and dismissals at all school buildings.

xi. Listing of non-reimbursable students and stop locations.

xii. Map of school district identifying school attendance areas.

xiii. Copy of transportation budget for the current school year.

xiv. Copy of transportation financial report information for the previous five school years.

C. VALIDITY This Proposal is valid until July 1, 2015. This project can begin any time mutually agreed to after this document is executed. Every effort will be made to provide a draft written report within 30 days of the conclusion of the on-site visitation but cannot be guaranteed until 45 days after the conclusion of the on-site process. The days the consultants will work in the School District are determined cooperatively. The School District information requested above needs to be received by the PASBO office in advance of the on-site visit.

D. COSTS The total cost of the review as outlined in the Scope of Work shall be $4,000 for professional fees and related expenses for a one day on-site study. The related expenses for the purpose of this proposal shall be those direct expenses which can be assigned to the project, such as, but not limited to, travel, lodging, meals, printing, clerical, and telephone costs. The costs to make a presentation to the Board or Transportation Committee are included in this proposal. If a presentation is not desired, a deduction of $250 from the above amount would be made. A payment of $2,000 will be paid to PASBO upon acceptance of this proposal. The balance of the project costs will be invoiced upon delivery of the final written report.

E. INDEMNIFICATION The School District agrees to defend and indemnify PASBO and its consultants against wrongful acts, unless PASBO or its consultants act with impropriety or illegality on the district’s behalf, from all third party claims arising from conducting this project.

F. ACCEPTANCE ____________________________________ ________________ Name: Date Littlestown Area School District ____________________________________ April 28, 2015 Jay Himes, CAE Date Executive Director, PASBO

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BACKGROUND

XYZ School District The XYZ School District is rurally located in Pennsylvania and covers approximately 131 square miles. It includes six different townships. XYZ School District presently operates one elementary school and one junior/senior high school: (a) XYZ Elementary School (Grades K-6) and (b) XYZ Junior/Senior High School (Grades 7-12). XYZ Junior/Senior High School and XYZ Elementary School are located on the opposite side of the road. XYZ School District is one of seven school districts within ABC Intermediate Unit. District enrollment for 2011-2012 hovered around 1,000 in the K to 12 programs with students at XYZ Elementary School and students at XYZ Junior/Senior High School. The district-wide administrative team currently totals eight (8) of which five (5) hold educational administrative/supervisory professional certification. The district's Central Office is housed within the high school building. Central Administration is composed of the Superintendent of Schools, Director of Finance, and Director of Education, Facilities Coordinator, and Assistant Facilities Coordinator. The high school has a full-time building principal and assistant principal who serves as a part time Director of Student Services. The elementary school is served by a principal who also serves as a part-time Transportation Coordinator for the district. Student Transportation Services XYZ School District contracts with Local Bus Contractor for pupil transportation services. The five year contract period is from 2009-10 through 2013-14. Students Transported Approximately 1,289 students are transported (PDE 2576: 2008-09). For subsidy purposes, XYZ School District reported the following students as being transported: (a) 1,186 public nonhazardous, (b) 59 public hazardous walking route students, and (c) 44 non-public students, (d) 0 non-reimbursable students who are transported, but not considered hazardous walking routes, (e) 0 charter school students attending a charter school outside District borders, and (f) 0 charter school students attending charter schools inside District borders.

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OBJECTIVES AND METHODOLOGY Qualified consultants and team members under the direction of the Pennsylvania Association of School Business Officials conducted a study of the transportation operations of the XYZ School District as described below: I. SCOPE OF WORK A. Coordinate with the Superintendent of Schools and the Director of Finance prior to

starting this project to define the project goals and objectives. B. Analysis and review of district transportation reports to identify the vehicles loaded as

near capacity as possible, mileage with pupils exceeds mileage without pupils wherever possible, and aging vehicles for replacement.

C. Review contractor agreement and analyze the method of payment. Identify correlation

between services provided on a pupil/mileage basis to actual payments. Compare method of payment to the formula calculation of state reimbursement for transportation. In addition determine the level of service provided by contractor.

D. Provide for in-depth interviews with Superintendent of Schools, Director of Finance,

Supervisor of Transportation, Building Principals, Transportation Contractor(s), and other transportation personnel as deemed appropriate.

E. Provide a comprehensive on-site review of the transportation operations.

1. Analyze the routing of vehicles and schedules for arrivals and departures from school buildings.

2. Validate the route mileage and record-keeping practices of the transportation department.

3. Review the district transportation map and compare to the current operation. Analyze the efficiency and utilization of the current transportation routing software.

4. Check the transportation policy to ensure transportation practices comply with district policy, and identify policy language that supports or detracts from implementing cost efficiencies in the transportation operation.

5. Review the major routes of nonreimbursable pupils, and determine if the district should apply for hazardous routing identification for these routes.

6. Identify high net cost transportation practices for cost/benefit consideration by the district.

7. Review transportation staffing to ensure recommendations are based on availability and efficient utilization of personnel.

F. Provide an exit conference prior to leaving the district.

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G. Prepare a comprehensive report with recommendations to obtain transportation cost efficiencies.

H. Upon completion of the review, a draft of the report will be delivered and reviewed with

the Superintendent, the Director of Finance, and other administrators as directed.

A. BENCHMARKING DATA

Cost per student The number of students that require transportation is the key driver of overall transportation costs in all school districts. The following graph summarizes the XYZ School District average cost per student transported for the school years 2008-09, 2009-10, and 2010-11 taking into account all the associated cost related to transportation. Financial data is from the School District’s Annual Financial Reports line item 2700. The data for ABC IU and State is the average cost for all school districts. The data for XYZ School District is based on the following information: 2008-09 Number of Students Transported: 1,289 2008-09 Total Cost for Student Transportation: $1,596.555.75 2009-10 Number of Students Transported: 1,303 2009-10 Total Cost for Student Transportation: $1,442,878.12 2010-11 Number of Students Transported: 1,336 2010-11 Total Cost for Student Transportation: $1,576,998.43 The graph depicts that XYZ School District spends considerably more than the ABC IU average and the State average cost per student for student transportation.

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Daily Cost per Bus This graph indicates the average daily cost per bus operated in the XYZ School District transportation system for the schools years 2008-09, 2009-10, and 2010-11. The data for the ABC IU and State is the average cost for all school districts. The data for XYZ School District is based on the following information: 2008-09 Number of Buses: 41 2008-09 Total Cost for Student Transportation: $1,596,555.75 2008-09 Number of School Days: 176 2009-10 Number of Buses: 37 2009-10 Total Cost for Student Transportation: $1,442,878.12 2009-10 Number of School Days: 176 2010-11 Number of Buses: 40 2010-11 Total Cost for Student Transportation: $1,576,998.43 2010-11 Number of School Days: 176 The graph depicts that XYZ School District spends slightly more than the ABC IU average and less than the State average daily cost per bus.

$‐

$200

$400

$600

$800

$1,000

$1,200

$1,400

2008‐09 2009‐10 2010‐11 ABC State

$1,239 $1,107

$1,180

$970 $937

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Buses per 100 Students Transportation efficiency is built on two basic principles: maximizing the use of available seating capacity and maximizing the number of times an individual bus is used during the day. The number of buses per 100 students attempts to aggregate these two requirements to establish an understanding of overall routing efficiency and effectiveness. The graph below shows the number of buses used to transport 100 students in XYZ School District or the school years 2008-09, 2009-10, and 2010-11. The data for ABC IU and State is the average for all school districts. The data for XYZ School District is based on the following information: 2008-09 Number of Buses: 41 2008-09 Number of Students Transported: 1,289 2009-10 Number of Buses: 37 2008-09 Number of Students Transported: 1,303 2009-10 Number of Buses: 40 2010-11 Number of Students Transported: 1,336 The graph depicts that XYZ School District is less efficient compared to the average for school districts in the ABC IU and the State. The Study Team commends the School District for the use of a 2- tier system, which uses the same bus fleet for two daily primary runs.

$50

$100

$150

$200

$250

$300

2008‐09 2009‐10 2010‐11 ABC State

$221 $222 $224 $215

$301

7

Transportation Cost as Percent of Budget In evaluating transportation cost as a percentage of the district budget, there are slight differences in the cost of operations. The following graph summarizes the average percent of the district budget for XYZ School District for schools years 2008-09 through 2010-11 to school districts in the ABC IU and Statewide. The data for XYZ School District is based on the following information: 2008-09 Total Cost for Student Transportation: $1,596,555.75 2008-09 Overall School District Budget: $18,409,482

2009-10 Total Cost for Student Transportation: $1,442,878.12 2009-10 Overall School District Budget: $18,156,834 2010-11 Total Cost for Student Transportation: $1,576,998.43 2010-11 Overall School District Budget: $18,811,289 The graph depicts that XYZ School District’s transportation cost, as a percentage of the overall School District’s budget, is higher than average for school districts in the ABC IU and the State.

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0.5

1.0

1.5

2.0

2.5

3.0

3.5

2008‐09 2009‐10 2010‐11 ABC State

3.22.8 3.0

2.5

1.7

8

Fleet Age It is generally accepted that the age of the buses has a significant impact on maintenance demands, safety and reliability of the fleet. In addition, maximum state reimbursement is realized by maintaining the fleet average at approximately 5 years. The following graph summarizes the average of the buses for XYZ School District for schools years 2008-09, 2009-10, and 2010-11 compared to the average age of buses used school districts in the ABC IU and Statewide. The data for XYZ School District is based on the following information: 2008-09 Average Age of Fleet: 4.9 years 2009-10 Average Age of Fleet: 4.4 years 2010-11 Average Age of Fleet: 5.2 years The graph depicts that the age of the buses used by XYZ School District’s transportation system is well less than the average for school districts in the ABC IU and the State.

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3.0%

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5.0%

6.0%

7.0%

8.0%

9.0%

2008‐09 2009‐10 2010‐11 ABC State

8.7%7.9%

8.4%

7.0%6.3%

9

Miles with Students and Miles without Students A significant part of the State’s reimbursement formula is to reimburse school districts for each bus. The state only reimburses for the miles without students equal to the miles with students, per bus. The chart below shows XYZ School District buses travel more miles with students than without students on a daily basis. It should be noted however that in the school year 2009-10 there were 14 vehicles that had miles without students exceeding miles with students. This resulted in a total of 36,406.9 unreimbursed miles. In 2010-11, there were 11 vehicles that had miles without students exceeding miles with students. This resulted in a total of 23,053.0 unreimbursed miles. This data comes from PDE-2576 Summary of Pupil Transportation Subsidy Forms. The Study Team recommends XYZ School District personnel review these runs make adjustments in order to maximize reimbursement of all miles.

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2008‐09 2009‐10 2010‐11 ABC State

4.94.4

5.2

8.1 8.4

10

ROUTING/RECOMMENDATIONS XYZ School District currently uses computerized mapping techniques to document the streets in their district, the location of the students' homes, school bus stops, and the routes traveled by school buses. This is important so that school bus drivers be provided with accurate route information in a standardized, consistent manner. Despite the use of computerized mapping and routing, the current system of routing is not the most efficient. The PASBO team has reviewed the routing currently in use of the XYZ SD and recommends the following: Contract Review: The Study Team recommends XYZ School District review their contract with Local Bus Contractor prior to the next contract period. The Study Team recommends modifying the language related to fuel purchases and reimbursement. Tiering: The use of multiple bell tiers is a strategy in student transportation designed to increase efficiency. A two-tier system has one group of schools with common bell times and another group of schools with a different bell time. The purpose of this strategy is to stagger bell times to allow reuse of buses. Care must be taken to properly space the tiers to allow appropriate time for buses to complete all runs on the first tier before moving on to schools on a second or third tier. The two-tiered system used at XYZ SD is the most common system used in Pennsylvania school districts. Although a one-tier system is possible at XYZ SD, the PASBO Study Team does not recommend it. Employing a one-tier system would require additional full-size buses and has the likelihood of behavior and discipline problems that come with placing elementary and secondary students on the same bus.

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500.0

1000.0

1500.0

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2500.0

2009‐10 2010‐11

2465.3 2491.5

1855.0 1776.8

Miles withstudents

Miles withoutstudents

11

Cost savings recommendations

The PASBO Study Team makes the following recommendations:

1. The number of students assigned to a full size bus should average approximately 50 – 55 students. When time permits, three elementary students should be assigned per bus seat and a minimum of two secondary students should be assigned per bus seat.

2. The best practice in student transportation is not to stop buses in intervals less than 1/10 mile. Having bus stops closer than 1/10 mile does not allow the bus lights to control traffic in a safe manner. Hazardous walking routes may require this standard to be violated.

Special Education Transportation The XYZ SD contracts with the ABC Intermediate Unit to provide transportation services for district special education students. The ABC IU is contracted to provide transportation services for students housed within the XYZ SD, but attending a school outside of their normal attendance zone and for students attending schools outside of the school district boundaries. The cost, prior to state reimbursement in 2008-09 was $683,384. The cost, after state reimbursement, was $423,926. The PASBO team recommends that this service be provided through the existing transportation contract. For planning and evaluation purposes, the PASBO team recommends the use of 6 mini-buses to provide this service at the current cost of $133 per mini-bus per school day. The estimated annual cost is approximately $150,000 prior to state reimbursement. The estimated annual cost, after state reimbursement, is approximately $75,000. The annual savings to XYZ SD is expected to be approximately $300,000. This recommendation should be implemented at the start of the 2009-2010 school year.

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