Transportation Policy

AAS provides an option transportation facility to all students. AAS ensures that the transportation facilities provided by the school complies with the requirements of applicable laws and regulations and required standards of safety and security related to student transportation and the contracts for providing student transportation services will be provided to agencies approved by relevant Transport Authorities.

AAS endeavors to outsource the work of providing student transportation services to third parties which shall be negotiated and decided as per the laid policies and procedures. AAS recovers an agreed amount of revenue from the transport service provider which shall be decided and mutually agreed based on the terms and conditions of the contract.

AAS prepares a Transport Policy defining the roles and responsibilities of the school, students, parents and the authorized service provider, and other specific terms and conditions, rules related to the operations of transportation activity.

Procedure

1. AAS provides an option to all the students for availing transportation services.  External resources such as approved transport agencies may be appointed to the extent necessary.

2. The selection of Transport Service Provider shall be in accordance with the procedure mentioned in Procurement policies and procedures section 1.4 Vendor Selection, Evaluation and Approval.

3. AAS ensures that the transport service provider is approved by the relevant Transport Authority of the Emirate of UAE and has all the required facilities as per the applicable guidelines for student transportation.

4. The transport service provider is evaluated and selected on the following criteria:

   1. Rates/ prices (per km);

   2. Quality of vehicle, driver;

   3. Age of the buses/ vehicles (should not be more than 5 years);

   4. Health and safety requirements;

   5. Cleanliness of the buses/ vehicles;

   6. Other terms and conditions as may be deemed necessary.

5.       AAS charges an appropriate margin on the fees charged by the transport service provider to the parents for providing student transportation. The amount to be charged to the transport service provider will be based on a per student basis or on the applicable rate charged by the transport service provider. The margin shall be negotiated with the transport service provider and decided.

6.       The Facilities Officer or the authorized personnel is responsible for the overall coordination with transport service provider for arranging the student transportation and designing the bus routes for the students in consultation with the Bus Supervisor. All the bus routes shall be subject to the approval of the school principal.

7.       The Facilities Officer will ensure that the transport service provider promptly complies with any new regulations of the Transport Authority of the Emirate of UAE in case any new regulation which may come into effect during the tenure of the contract.

8.       The Facilities Officer and School Safety Officer are jointly responsible for ensuring that that all staff/bus supervisor's employed and working with the School have undergone background checks, including security checks ensuring that they are suitable to work with students of various ages. The Facilities Officer shall obtain the identity documents of the staff of transport service provider and file it.

9.       The student transportation services shall be provided within specified distance from the School subject to minimum number of students per route / per bus as per the agreement entered with the transport service provider.

10.   The transport service provider will provide a full time Bus Supervisor available at all times during the performance of the transportation services. The Bus Supervisor is suitably qualified to carry out supervision services and will be tasked to ensure the smooth running of the transportation services at all times.

11.   The Bus Supervisor is responsible for handling any service-related complaints and ensure that such complaints are adequately and promptly addressed. The bus supervisor should inform the complaints recieved to the Facilities Officer on a daily basis. The Facilities Officer will ensure that complaints logged are accurately and timely resolved and monitor the day to day functioning of the transportation services.

12.   The Facilities Officer is responsible for monitoring the work of transport service provider and ensures that the services are provided as per the terms of the contract. The Facilities Officer or authorized personnel would conduct regular spot checks for monitoring the services of the transport service provider and the condition of the buses provided for student transportation.

13.   The basis of charge to the students availing the transportation services and terms of payment shall be according to the agreement entered by the school with the transport service provider.

14.   The Facilities Manager is responsible for obtaining the No Objection Certificate for the transportation services on a yearly basis from the relevant Transport Authority in case the transportation services are owned and provided by the school, by sending a signed request together with the Trade License of the School and other supporting documents required for the No Objection Certificate (NOC). In case a third-party service provider is appointed for transportation services, the NOC should be obtained from the vendor. The NOC is required for the purpose of license renewal from the ADEK.

Request for Transport Services

15.   The parents requiring transportation services for students shall submit the Application for Transport Services to the Finance and Accounts and Transportation Department. The Administrative officer at School will collect all the application forms and submit the same to the Facilities Officer. The Facilities Officer shall prepare a list of students applied for transport services with the address of the students and forward the same to the Bus Supervisor of the transport service provider.

16.   The Facilities Manager together with the Bus Coordinator should discuss and design the route 1

template for each route providing the details of:

                                 i.            Name of student to be carried in the bus with the residential address and contact number;

                               ii.            Total number of students;

                             iii.            Maximum capacity of the bus;

                             iv.            Areas covered;

                               v.            Maximum time in the bus for each student;

                             vi.            Name and mobile number of the driver and helper/bus supervisor;

                            vii.            Pick-up and drop-off point for each student;

                          viii.            Daily timing for pick-up and drop-off for the students from house/Schools.

17.   The designed routes template should be submitted to the Principal for review and approval. Changes if any suggested by the Principal shall be discussed with the Bus Supervisor and incorporated in the final routes.

18.   The Bus Coordinator should arrange for the required number of bus / vehicles and other resources for catering to the requirements.

19.   In case of additional applications received or cancellation received / change in the bus route for students during the academic year, shall be forwarded to the Bus Supervisor to redesign or amend the existing routes due to addition/removal in the existing number of students.

The parents/guardians of the students are required to submit the written request for change in routes or cancellation of services to the Administrative Officer. The Facilities Officer shall be informed by the Administrative Officer for new applications/cancellations received during the year.

20.   Facilities Officer, together with the Bus Coordinator will re-design the existing routes and provide the revised route to the Principal for approval.

21.   The change in the routes shall be communicated to the parents of the affected students at least one week before the proposed change.

Monitoring of Student Transportation

22.   An assessment is done in the month of June every year for evaluating the quality and of service whether the transport service provider has met with the required standards and all the needs necessary for ensuring the safety and security of the students and complies with relevant government regulations.

23.   In case of adverse findings, the same shall be communicated and discussed with the Principal for taking corrective action. These findings shall be discussed with the Bus Supervisor by the Principal and the Facilities Officer for taking necessary corrective action.

24.   In case of adverse findings which the Principal evaluates as significant, a written intimation shall be given by the Facilities Officer to the Bus Supervisor with the intention of terminating the contract and discontinuation of services.

 Bus Supervisor and Support Staff

25.    The Facilities Officer should ensure that all the buses are supplied with one Bus Supervisor which should be appointed by the School. The Facilities Officer shall maintain the attendance record of us Supervisor's and ensure that the same person is deputed on the bus as per the routes template for each bus.

26.    Bus Supervisor's should be provided by the school (as per the terms of contractual agreement) with a phone and assigned as a conductor or coordinator of the particular vehicle as a contact person for the parents of the students.

27.    It is the responsibility of the Facilities Officer or the authorized personnel to intimate the parents of the students for any change in the bus driver / Bus Supervisor and phone numbers of the bus staff is communicated to the parents in advance.

28.   AAS has registered the Bus Supervisor's for the training courses conducted by the relevant Transport Authority. It is the responsibility of Facilitated Officer to apply to the Transport Authority with a written request for allowing the School Bus Supervisor's / conductors to attend the training courses arranged by such Transport Authority. The expenses if any shall be borne by the transport service provider or School as decided as per the agreed contract.

29.   The written request should be provided with the details of name of the Bus Supervisor/conductors, name of the School and the passport and identity documents of the Bus Supervisor/conductors, The training completion letter received from the relevant authority should be filed and should be used for submission to the regulatory authorities in the event if the same is demanded.

Bus Behavior Rules

Established rules ensure safety on the buses. Parents are advised to review these rules with your child/children:

·       Students must treat the school bus conductor, monitor, driver, and all other students with respect.

·       Students must refrain from distracting the bus driver.

·       Students must leave home early enough to arrive at the bus stop before the bus is due.

·       Throughout the journey, students must remain in their designated seat, facing forward, with the seatbelt fastened, regardless of whether the bus is moving or still.

·       Students must keep the aisle and walkway of the vehicle, clear at all times.

·       Students must report problems to the monitor and/or bus driver.

·       Students must be courteous when getting on and off the bus.

·       Students must only travel on their designated bus.

·       Students must be ready and on time for both departure and pickup.

·       Students must place trash in the bin or take it with them.

·       Students must not throw objects, shout, or be responsible for verbal and/or physical abuse toward others- it is not tolerated.

·       Students are not permitted to bring friends onto the bus without written approval from the school transportation supervisor.

·       Students are not permitted to place their hands, feet and/or head outside the windows of the bus at any time.

·       Students are not permitted to eat or drink on the bus.

·       Students are responsible for cleaning up after themselves.

·       Younger students have seating priority in the front of the bus.

·       Students should speak quietly throughout the bus journey.

·       Students should wait for the sign from the bus monitor to leave the bus.

·       Students should keep pencils, markers, rulers, rubber bands and all sharp or pointed items in their bags/backpacks during their bus ride.

·       Students should stay away from control panels, automatic doors, etc., where injuries can occur.

·       No music players, video games or electronic items should be used on the bus.

School buses are equipped with cameras as per the regulations of Abu Dhabi Transportation Authorities. Student consequences for infractions on the school transportation are at the discretion of the school transportation coordinator, the Vice Principal, and the Principal. Continued inappropriate behavior, or rules infractions, could lead to suspension of bus services by the school to the student. If a student is suspended from the school transportation, they are not allowed to use the service for any school related functions.

Bus safety precautions

·       Bus attendants shall monitor student behavior and assist with student boarding/exiting.

·       Bus video monitoring shall be done

·       Safety seat belts shall be ensured by the attendants.

·       Assigned seating for students ensured by attendants.

·       Student ID cards worn at all times.

·       Trained Drivers shall be ensured by AAS.

·       Extra bus checks after students disembark shall be done.

·       Bus audits of all safety procedures shall be done periodically to ensure safety.