Out of Classroom Programs: Transportation Booking Procedure

1.1 Ensure that the "Out of Classroom Program Form" in the Procedures & Guidelines for Out-of-Classroom 
Programs is completed for each destination complete with date and time of departure and arrival, and the 
number of students/staff to be transported. This is only applicable for Outdoor Education charters.

1.2 Charter the bus at least 2 weeks prior to the trip.

2.1 Contact a bus company, on the Approved Carriers List, for price and availability information.

2.2 Check on the cost of the bus and note the price quoted.

2.3 Ensure that times given to the bus company are accurate and adhered to. Interference charges are levied 
when a trip leaves before 9:00 a.m. and arrives back after 2:30 p.m.

2.4 Access the on-line Transportation Booking System if you choose in order to confirm the booking, or to cancel the booking.

3.1 Excursion invoices will be sent directly by the bus operators to each individual school. Schools are responsible for payment in a timely fashion.

3.2 If the school cancels a trip at the door, the school will pay a reporting charge, which will be reported to the 
Board, by the bus operator.

3.3 For trips or excursions paid from fund raising or student contributions, the school will pay the bus operator 
directly.

3.4 For expenditures to be charged to the block budget, invoices signed and coded (with the account number) will be sent to the Accounting Department for payment.

4.1 Schools must contact the carrier to cancel a charter at least 24 hours before planned trip.

4.2 Schools must contact the Board to cancel an outdoor education charter.

5.1 The operators listed below are approved as carriers for the Durham District School Board. Each operator has met the requirements set down by the Board regarding Liability Insurance and safety checks. Schools are encouraged to contact DSTS if there are issues of access regarding Special Needs students.

5.2 The above list will be revised in January of each year. Any other carrier that meets the Board requirements may be added to the list. DSTS is responsible for approving carriers. Only approved carriers may be chartered.