Transcript Surviving the Audit: Training Documentation

Presented by
Sharon Arnold, Training & Safety Specialist
Pam Reeves, Recruiting Specialist
Polk District Schools
You’ve just been told that
D.O.E. will be here next week,
how will you react?
Like this?
Or are you more like this?
Benefits
 Organizes all required information into one location
 Less time searching for requested items
 Allows you to catch errors or missing items beforehand
 Shortens time spent on monitoring process—for your
district and D.O.E.
Before you start….
 Who will be involved?
 For all or part?
 Team Approach
 Where will they be kept?
 Copies or originals?
Initial Employment
 Driver’s name as it appears on their drivers license
 Verify at least 5 years of licensed driving experience
 Status-regular, substitute, other, contracted
 Date of original employment
 Background check
 Pre-employment drug screen
 Substance abuse background check from previous
employer
Pre-service Training
 Minimum of 40 hours with at least 20 hours in the
classroom and 8 hours behind the wheel
 DOE certificate
 Record of attendance
 Include dates, times and topics covered
In-service
 In-service training hours in the last 12 months
 Minimum of 8 hours required
 Must be related to school bus
 Record of attendance
 Include dates, times and topics covered
Commercial Drivers License
 Original Issue date for CDL
 Class A or B with Passenger and School Bus
Endorsements
 Check for Restrictions such as no air brakes
Driving Records
 DHSMV driving history records as follows:
 Initial employment
 Prior to first semester of new school year
 Prior to second semester
 Prior to summer school- if working
Medical Fitness
 Expiration Date of medical examiner certificate
 Date of most current dexterity test
Documentation
 Physical form (ESE 479)
 DHSMV Driving Records
 Training Records
 Pre-employment Drug Screen Verification
 Background Check Verification
 Payroll Records
Maintenance
 Review files every quarter
 Remove drivers that are no longer working
 Add in-service documents upon completion
 Replace physical form when new exam is done
 Involve all team members
Any questions?