Or. Admin. Code § 166-400-0065 - Transportation Records
(1) Bus
Driver Records Records document the status and conditions of employment
of school bus drivers. Records may include but are not limited to lists of
drivers; driving permit and license information; first aid certification;
driver training records, examinations, and skill evaluations; change of
employment status records; and related correspondence and documentation.
Records may also contain copies of physical examinations, accident reports, and
insurance documentation. Records may supplement the personnel files of the bus
driver. SEE ALSO Employee Personnel Records in the Personnel Records section.
Minimum retention: 4 years after school year in which records were created
(2)
Bus Incident and
Vandalism Reports Records document reports of vandalism and other
incidents occurring on or near school buses. Reports are submitted by the bus
drivers and are used to determine action to be taken. Reports consist of a
narrative account of the incident; student discipline referral form which
notifies schools of disciplinary problems; and related documentation. Student
behavioral records may be transferred to the student's education record.
Minimum retention: 1 year after school year in which records were created
(3)
Bus Schedule and Route
Records Records document the process of establishing and monitoring bus
routes and schedules. Records may include but are not limited to bus route
reports providing stop to stop directions for bus drivers; driver input forms
detailing changes in stop times, students dropped, safety problems, and other
changes to the bus schedule; surveys of alternative routes to be used during
inclement weather; reports listing stops and stop times; tiering reports which
include bus lines and routes, first and last scheduled stops, and start and
finish times for each route; transportation logs; and related documentation.
Minimum retention: (a) Retain annual bus route reports: 5 years after school
year in which records were created (b) Retain all other records: 1 year after
school year in which records were created
(4)
Bus Service Records Records
document the school bus service provided by the school district. Records may
include but are not limited to dispatch files containing correspondence,
reports, daily transportation forms, driver input forms, bus stop deactivation
notices, bus schedule change notices, and similar documentation; release
statements by parents of special education students releasing the district from
responsibility for students left unattended at a bus stop; requests for school
bus service for students normally ineligible for service; quarterly reports on
student transportation operations including information on vehicle utilization,
student loads, and vehicle distribution; transportation requirement forms
requesting changes in transportation services provided by contractors or
district fleet; and related documentation and correspondence. Minimum
retention: (a) Retain quarterly reports: 10 years after school year in which
records were created (b) Retain release forms: 3 years after school year in
which records were created (c) Retain all other records: 1 year after school
year in which records were created
(5)
Fuel Records Records
documenting the amount of gasoline, diesel, and oil used by agency-owned
vehicles. Often includes logs, reports, and related documents. Minimum
retention: 2 years
(6)
Transportation Complaint Reports Records document complaints
relating to students, drivers, schedules, or other school bus transportation
problems. Records may include but are not limited to complaint forms,
correspondence, and related documentation, and the district's response. Minimum
retention: 3 years after school year in which complaint resolved
(7)
Transportation Safety
Records Records document safety hazards and safe routes and monitor
student safety when taking school transportation. Records may include but are
not limited to safety check records which detail pedestrian routes taken by
student to and from school and identify number of traffic lanes, posted speeds,
and types of crossings; safe stop reports which identify bus stops with safety
hazards; railroad crossing reports which consist of annual reports to the
Oregon Public Utility Commission which list location of railroad track
crossings on school bus routes, name of railroad, and names of intersecting
streets; and related documentation. Minimum retention: (a) Retain hazard
reports: 1 year after school year in which hazard eliminated (b) Retain all
other records: 1 year after school year in which records were created.
(8)
Vehicle Maintenance
Records Records document the maintenance of school buses and other
vehicles owned by the school, district, or ESD. Records may include but are not
limited to maintenance agreements; annual and semiannual inspection and
certification reports; preventive maintenance inspection reports; specified
routine maintenance information; reports on expenditures and costs of repairs;
new bus check lists; bus breakdown records; repair notices and orders;
operations reports listing gas and oil consumption, mileage, and cost of gas,
oil, and maintenance; and related documentation. Minimum retention: (a) Retain
annual reports: 5 years after school year in which records were created (b)
Retain all other records: 3 years after disposal of vehicle.
(9)
Vehicle Records Records
document school, district, or ESD ownership and administration of vehicles such
as cars, vans, trucks, and buses. Records may include but are not limited to
title application materials; titles; registrations; vehicle warranties, vehicle
inventories, and related documentation and correspondence. Minimum retention:
(a) Retain title application materials: Until title received (b) Retain titles:
Until vehicle disposed of (c) Retain all other records: 3 years after disposal
of vehicle.
(10)
Vehicle
Usage Records Records document the use of school, district, or ESD owned
vehicles such as cars, trucks, vans, or buses. Records may include but are not
limited to scheduling records; transportation request forms; list of vehicles
with vehicle number and description; mileage; billing documentation and
worksheets; billing reports; and related documentation and correspondence.
Minimum retention: 3 years.
Notes
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal Regulations Title 34
Stats. Implemented: ORS 192 & 357
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