Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0065 - Transportation Records

Current through Register Vol. 63, No. 7, July 1, 2024
(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.
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal
							Regulations Title 34
Stats. Implemented: ORS 192 &
							357