3.8 Accident Reporting

The purpose of this procedure is to provide a uniform method of reporting vehicle accidents to personnel in the Transportation Services Division and to School District administrators.

I. Accident Reporting: Bus Accidents

A. Accident Reporting With Students on the Bus

1. The driver will:

a. Immediately report the time and location of the accident to the Garage Supervisor/Dispatcher.
 

b. Check the Route Operations Report (ROR) and circle the names of any injured students. Also, indicate on the ROR those students riding on the bus not injured. All students on the bus must be listed on the accident report. The driver should be carrying 2 copies of the ROR and give one copy to the street supervisor with names of students on board checked off.

c. List the names of all other injured individuals.

d. List on the ROR the name, badge number and car number of the police on the scene.

e. Gather necessary information (e.g. witness statements) in order to accurately complete the Uniform School Bus Accident Report form

 

2. A Street Supervisor/Administrator will be dispatched to the accident scene and will provide instructions concerning the disposition of students, vehicles and other required actions.

3. Upon arrival at the school(s) the driver will notify the Principal/Administrator about the accident and the extent of any injuries and/or damage involved.

4. If an accident occurs during the PM service, the Street Supervisor at the scene will advise the Supervisor/Dispatcher in the Operations Room who will notify the parents of any students involved in the accident.

   

B. Accident Without Students on the Bus

1. The driver will:

a. Immediately report the time and location of the accident to the Garage Supervisor/Dispatcher.

b. List the names of any injured individuals. 

c. List on the Route Operations Report (ROR) the name, badge number and car number of the police on the scene.

d. Gather necessary information (e.g. witness statements) in order to complete the Uniform School Bus Accident Report form and State School Bus Accident Report.

 

2. A Street Supervisor/Administrator will be dispatched to the accident scene and will provide further instructions concerning the vehicle and other required actions.   

NOTE: A CLEAR, CONCISE, SIGNED UNIFORM SCHOOL BUS ACCIDENT REPORTFORM AND A STATE SCHOOL BUS ACCIDENT REPORT MUST BE COMPLETED FOR ALL ACCIDENTS. FAILURE TO REPORT AN ACCIDENT MAY RESULT IN DISCIPLINARY ACTION.

 

C. Accident Reporting: Garage Supervisors

1. Upon notification of an accident, the Garage Supervisor/Dispatcher will notify the Operations Room and inform them of the location and time of the accident. 

2. If it is reported that the accident was caused by a mechanical failure, the Maintenance Manager will be notified and the vehicle will be towed to the nearest School District garage for evaluation.

 

D. Accident Reporting: Street Supervisors

1. When notified by the Operations Room of an accident, the Street Supervisor will   proceed immediately to the scene of the accident and establish an on-site command post.

2. The Street Supervisor will make a determination concerning disposition of the students and the vehicle, and advise the Supervisor/Dispatcher at the Operations Room. He/She will also determine if a backup Street Supervisor is required and request assistance through the Operations Room. All students must be counted and listed on the accident report.

                   

a. If any students are injured, they will be transported to the nearest medical facility for examination. If the bus is operable, it may be used to transport the students to the medical facility unless mechanical failure was cited. If the bus is inoperable or if mechanical failure was cited, the Street Supervisor will notify the appropriate garage supervisor and request a replacement bus which will be sent from the nearest School District garage. The first bus will not be released until the on-site investigation is completed.

b. If any students are unable to communicate (e.g., autistic), the street supervisor will consult with the appropriate administrators regarding transportation to the hospital.

c. The Street Supervisor(s) will accompany the students to the hospital and advise the parents of the situation and provide status reports every half-hour to the Supervisor/Dispatcher at the Operations Room. The Street Supervisor(s) will provide transportation for those parents unable to make their own arrangements or transport the students to their homes at the parents’ request.   

 

3. The Street Supervisor(s) will take a minimum of four (4) photographs of each vehicle involved: full view of the front, right side, left side and full view of the rear, and include them with the completed Street Supervisor Accident Report Form along with a copy of the ROR with the students on board checked off. Upon completion, this report must be forwarded to the accident investigator working in conjunction with the Administrative Assistant for later inclusion with the Uniform School Bus Accident Report.

E. Accident Reporting: Operations Room Supervisor

1. When notified of an accident, the Operations Room Supervisor/Dispatcher will advise Transportation Administration including the Maintenance Manager of the accident and provide updated information. The Supervisor/Dispatcher will also immediately notify the police of the accident.

2. The Operations Supervisor/Dispatcher will determine and assign the most appropriate Street Supervisor to cover the accident based on location and availability.  He/She will remain in communication with the street supervisor until all details pertaining to the accident are concluded and recorded on the Telephone Report of Accident (This report is forwarded to the Accident Investigator and a copy is sent to the Manager of School Bus Maintenance.) If the accident is serious, Operations will notify the Claims Division so that a Claims Investigator can be sent to the accident scene.

3 Operations Room personnel will notify the following when students are riding on the bus:

a. Office of Communications.............215-400-4040

b. Receiving School Principal

c. Receiving School Area Academic Office         

d. Office of School Climate and Safety..............215-400-4710

 

e. Parents of students riding the bus (if accident occurs in the PM Schools notify parents if accident occurs in the AM) Contractors must notify parents and schools whenever an accident occurs.

  

4. Operations Room personnel will also notify the following if students are injured in the accident:

a.   Office of the Chief Operating Officer ……215-400-4300

b.   Claims Division......................215-400-4120 

             


F.   Accident Reporting: Bus Maintenance Division

1. Every damaged vehicle must be inspected by Transportation Maintenance. The inspection information must include a description of the damage and the approximate repair cost. Any requisition for repairs to a damaged vehicle must have the vehicle number, date of the accident and an appraisal attached to a copy of the first page of the driver's accident report.

2. When notified that the possible cause of an accident was a mechanical failure, Transportation Maintenance must evaluate the vehicle for defects. The results of the vehicle review will be reported to the Garage Supervisor and Transportation Administration and included with the accident report.

 

G. Accident Reporting: Accident Investigator

1. When the Accident Investigator receives the Telephone Report of Accident from the Operations Control Center, he/she collects the street supervisor's report and photographs and then calls the appropriate garage supervisor in order to set up a meeting with the driver involved in the accident.

2. At that meeting, the investigator reviews the driver's accident report forms, verifying that they are clear, complete and signed by the driver. The investigator also signs the report when it is completed.

3. The investigator contacts any potential witnesses in order to obtain their statements to add to the file.

4. The investigator must combine all reports), witness statements, route sheet(s), mechanical notations and photographs. He/she submits the complete package with a cover page to Transportation office staff for logging (An identification number will be assigned to the package; copies of it will be sent to appropriate school district offices as well as to the Accident Review Board). The complete package is forwarded to the Administrative Assistant for review and then added to the computerized accident file. The original report is filed in the office of the Accident Investigator.

 

II. Accident Reporting: Non-Bus Vehicle Accidents

In the event that the driver of a School District non-bus vehicle is involved in an accident, the following procedure must be followed in order to ensure appropriate action and proper accident reporting:

A.    Accident (Vehicle Movable)

1. Immediately notify Office of Climate and Safty (215-400-4710) and your supervisor.

2. Staff at the Serious Incident Desk in the Office of School Safety will assign a control number for the accident and inform the driver (driver must carry two blank copies of the Non-Bus Vehicle Accident Report Form TO-46). Two forms must be completed by the driver, the TO-46 mentioned above, and the Incident Follow-Up Report (Form EH-31) Both forms must be completed entirely and accurately. A supply of form TO-46 should be maintained in each division. Form EH-31 is available in the Office of School Safety. (Employees of Transportation Services must immediately notify staff in the Operations Room who will assign an additional control number. Both numbers should be noted on form TO-46.)

3. The original TO-46 should be filed within the individual division and a copy sent to School Safety. The back page of form EH-31 should be filed within the individual division and the remaining pages sent to School Safety.

4 Notify the Philadelphia Police Department so that the proper reports may   be filed.

 5. Take vehicle to Automotive Services, 25th and Tasker Streets, for evaluation (215-952-6201).

 B. Accident (Vehicle Disabled)

1. Notify Serious Incident Desk and your supervisor 

2. Notify Police

3. Notify Automotive Services (215-952-6201) after normal hours.

4. Ask Serious Incident Desk to  notify the School District’s contracted towing service so that the vehicle can be towed to the repair shop at 25th and Tasker.

NON-BUS VEHICLE ACCIDENT REPORT (FORM TO- 46)

INCIDENT FOLLOW-UP REPORT (FORM EH-31)

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III. Accident Review Board

School District vehicles travel millions of miles each year and are exposed to urban traffic congestion, deteriorating roadways and a tremendous number of careless motorists. Consequently, our risk factor is higher than average and could result in accidents causing injury to students on school buses and/or financial liability for the School District.

In an effort to reduce the number of accidents, the School District created an Accident Review Board to recommend programs and practices to promote safe driving. It is the duty of the Accident Review Board to review all accident reports and establish the responsibility for each accident. The results will assist the various divisions in effectively monitoring the safety aspects of their division and their drivers.

A.   Committee Composition

 
1. Accident Review Committee members consist of:

a. Three representatives of Transportation Services employees designated by Local 1201 Union.

b. Three management representatives.

c. One neutral party, with accident review expertise, contracted by the School District.

2. The committee will be chaired by an appointee approved by the School District
        

B.   Scheduled Meetings

1. Meetings will be held on a monthly or as needed basis in the Office of Transportation Services or Facilities Services.

 

C.  Disposition of Cases

1. At the regularly scheduled meeting of the Board, accidents are reviewed for preventability or non-preventability.

2. The committee Chairperson records the results.

 

D.  Accident Review Board                                   

3.  Following the determination of preventability or non-preventability, the Accident Review Board forwards the list of drivers with preventable accidents who have not appealed to the Transportation Division where

 members of Transportation Management meet and reach an agreement on discipline recommendations (i.e., warning letter, suspension with remedial training or one-on-one training or a recommendation for dismissal). Training is an essential part of the program, focusing on specific problems as well as defensive driving. If the recommendation is for a warning letter, the letter is sent to the employee and a copy placed in his/her file.

4. If the recommendation is for suspension or dismissal, a hearing is scheduled with the driver, a representative of management and representatives of School Employees Local 1201 Union. Both sides present their recommendations to the Human Resources Administrator. The Administrator forwards his/her conclusions to the Hearing Officer in the Office of Human Resources. The final determination regarding discipline resides with the Hearing Officer, in conjunction with the Executive Director of Human Resources, who notifies the driver and the appropriate offices of his/her decision.

IF A PREVENTABLE ACCIDENT INVOLVES THE FOLLOWING CIRCUMSTANCES, THE OFFICER MAY RECOMMEND SEVERE DISCIPLINARY ACTION(S):

The driver is driving under the influence of drugs/alcohol.

 The accident results from a moving violation of the Pennsylvania Motor Vehicle Code.

The accident caused injury to pedestrians or passengers

 The driver's behavior shows reckless disregard for public safety and/or passenger safety.                                                                                                                                              

 IV. Appellate Board for Accident Review
                 

When an employee is notified of the Accident Review Board's determination (preventable), they have the right to appeal the determination (within 10 working days) to the Appellate Board for Accident Review.

A.  Committee Composition

1.  The Appellate Board of Accident Review consists of:

a. One management representative

b. One Local 1201 representative

c. One neutral party contracted by the School District

                       

B.  Scheduled Meetings

1.  Meetings will be held on an as needed basis.

 

C. Disposition of Cases

1. In order to appeal, new evidence must be presented.

2. In the event of an appeal the Appellate Board will make its determination and advise the employee and the Accident Review Board of its decision.

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