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Surviving the Audit: Training Documentation

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.

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Surviving the Audit: Training Documentation

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  1. Surviving the Audit:Training Documentation Presented by Sharon Arnold, Training & Safety Specialist Pam Reeves, Recruiting Specialist Polk District Schools

  2. You’ve just been told that D.O.E. will be here next week, how will you react?

  3. Like this?

  4. Or are you more like this?

  5. 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.

  6. Before you start…. • Who will be involved? • For all or part? • Team Approach • Where will they be kept? • Copies or originals?

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. Medical Fitness • Expiration Date of medical examiner certificate • Date of most current dexterity test

  13. Documentation • Physical form (ESE 479) • DHSMV Driving Records • Training Records • Pre-employment Drug Screen Verification • Background Check Verification • Payroll Records

  14. 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

  15. Any questions?

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