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Policies and Procedures


Navigate through the different categories below to consult all of our policies, procedures and forms.


Transportation Policies

P.01 Transportation Policy

P.01.01 Authorized Transportation

P.01.02 Eligibility for Transportation

P.01.03 Placehholder

P.01.04 Designated Stops/Assigned Routes

P.01.05 Transfers

P.01.06 Capacity Rating of Vehicles

P.01.07 Equipment on Vehicles

P.01.08 Food on Vehicles

P.01.09 Parents/Guardians Responsibilities Regarding Transportation

P.01.10 Transportation Operators/Drivers Responsibilities Regarding Transportation

P.01.11 Principals Responsibilities Regarding Transportation

P.01.12 Pupils Responsibilities Regarding Transportation

P.01.13 Vehicle Collision/Disruption/Near Hit

P.01.14 Unauthorized Persons on Vehicles

P.01.15 Inclement Weather, School Closure and Emergency Evacuation Transportation Arrangements

P.01.16 Placeholder

P.01.17 Eligibility for Bussing

P.01.18 Placeholder

P.01.91 Ridership, Run & Route Review

P.01.92 Placeholder

P.01.93 Operator Audits

Special Needs Policies

P.02.01 Accessibility Plan - Role

P.02.02 Accessibility Plan - Loading and Unloading

P.02.03 Emergency Administration of First Aid

P.02.04 Placeholder

P.02.05 Transporting Service Animals


Safety Policies

P.03.01 RCJTC First Ride Program

P.03.02 First Aid/CPR Certification

P.03.03 Hazard Checklist

P.03.04 Bus Evacuation

P.03.05 School Bus Danger Zones

P.03.06 School Bus Mirror Adjustment

P.03.07 Vehicle Collision/Disruption/Near Hit Reporting

P.03.08 Incident Reporting

P.03.09 Placeholder

P.03.10 Surveillance

P.03.11 Event of a Lost Child

P.03.12 Front Seat Air Bags

P.03.13 Seat Belt Assemblies

P.03.14 Pandemic Planning Response

P.03.15 Reporting Child Abuse

Operational Policies

P.04.01 School Bell Times

P.04.02 Records Retention

P.04.03 Transportation Services Evaluation for Schools

P.04.04 Responsibility of RCJTC

P.04.05 Placeholder

P.04.06 Non-Disclosure Agreement

P.04.07 Appealing Decisions

Human Resources Policies

P.05.01 Respectful Workplace

P.05.02 Smoke Free Workplace

P.05.03 Confidentiality Agreement

P.05.04 Key Code Control

P.05.05 Employee Exit Protocol

P.05.06 Criminal Reference Checks and Offence Declarations

P.05.07 Emergency Response

P.05.08 Holidays and Vacation

P.05.09 Health and Safety

P.05.10 Workplace Harassment

P.05.11 Health and Safety - Violence in the Workplace

P.05.12 Recruitment and Selection of Employees

P.05.13 Personnel Files, Protection of Information

P.05.14 Hours of Work

P.05.15 Attendance and Absence from Work 

P.05.16 Reporting for Work During Inclement Weather

P.05.17 Performance Evaluation

P.05.18 Succession Plan

P.05.19 Use of Computers, Email and Internet

P.05.20 Workplace Injury and Illness

P.05.21 Employee Conflict of Interest

P.05.22 Discipline, Suspension and Dismissal

P.05.23 Termination

P.05.24 Code of Conduct

P.05.25 Special Leave

Finance Policies

P.06.01 Budget

P.06.02 Financial Reporting

P.06.03 Corporate Credit Cards/Purchasing Cards

P.06.04 Disposal of Furniture and Equipment

P.06.05 Property Damage or Theft

P.06.06 Levels of Authorization Required for the Expenditure of Operating Funds

P.06.07 Reimbursement for Expenditures Incurred on RCJTC Business

P.06.08 Purchasing

P.06.09 Invoice Processing

P.06.10 Audited Financial Statements

P.06.11 Transportation Operator Contracts

Governance Policies

P.08.01 Board of Directors Meetings - Electronic Participation

P.08.02 In-Camera Meetings

P.08.03 Key Performance Indicators

P.08.04 Official Name

P.08.05 Signing Officers

P.08.06 Internal Communication

P.08.07 Complaints and Appeals

P.08.08 Confidentiality of Information

P.08.09 Media Relations

P.08.10 Policy Statements and Decisions of the Board of Directors

P.08.11 Policy Management

P.08.12 Strategic Planning

P.08.13 Corporate Governance

P.08.14 Access to Information and Privacy

P.08.15 Business Continuity Plan

Transportation Procedures

AP.01.01 New Student Registration Assignment Procedure (PDF)

AP.01.04 Young Student Registration Procedure (PDF)

AP.01.04 Young Student Registration Attachment (PDF)

AP.01.05 Designated Stops/Assigned Routes Procedure (PDF)

AP.01.06 Designated Stop Change Request Procedure (PDF)

AP.01.07 Joint Custody Procedure (PDF)

AP.01.08 Temporary Seat Procedure (PDF)

AP.01.09 Special Needs Transportation Procedure (PDF)

AP.01.10 Special Needs Verification and Assignment Procedure (PDF)

AP.01.11 Lost Student Procedure (PDF)

AP.01.12 Day Care Procedure (PDF)

AP.01.13 Small Vehicle Arrangement Procedure (PDF)

AP.01.14 Cultural Exchange Students Procedure (PDF)

AP.01.15 Emergency Transportation Procedure (PDF)

AP.01.16 Temporary Transportation Procedure (PDF)

AP.01.17 Alternate Address Procedure (PDF)

AP.01.18 Late Transportation Procedure (PDF)

AP.01.19 Education Field Trips Procedure (PDF)

AP.01.20 Transportation Consideration for Secondary Students Procedure (PDF)

AP.01.21 Vehicle Loading/Unloading Procedure (PDF)

AP.01.22 Transfers Procedure (PDF)

AP.01.23 Equipment on Vehicles Procedure (PDF)

AP.01.24 Vehicles Idling Procedure (PDF)

AP.01.25 Electronic Devices Procedure (PDF)

AP.01.25 Electronic Devices Procedure HTA Attachment (PDF)

AP.01.25 Electronic Devices Procedure Ont. Regulation 366/09 Attachment (PDF)

AP.01.26 Lost or Stolen Items on the Vehicle Procedure (PDF)

AP.01.28 Capacity Rating of Vehicles/15 Passenger Van Procedure (PDF)

AP.01.29 School Vehicle Complaint Flowchart (PDF)

AP.01.30 Route Review Procedure (PDF)

AP.01.31 Duration of Route Procedure (PDF)

AP.01.33 Out of Boundary Procedure (PDF)

AP.01.40 Responsibility of Transportation Operators Procedure (PDF)

AP.01.41 Responsibility of Drivers Procedure (PDF)

AP.01.42 Responsibility of Schools Procedure (PDF)

AP.01.43 Responsibility of Students Procedure (PDF)

AP.01.44 Standards of Performance Procedure (PDF)

AP.01.81 Inclement Weather, School Closure & Emergency Evacuation Transportation Arrangements (PDF)

AP.01.91 Ridership, Run & Route Review Procedure (PDF)

AP.01.93 Operator Audits Procedure (PDF)

Special Needs Procedures

AP.02.01 Accessibility Plan - Loading and Unloading (PDF)

AP.02.02 Accessibility Standards for Customer Service Procedure (PDF)

AP.02.03 Emergency Administration of First Aid Procedure (PDF)

AP.02.05 Transporting Service Dogs Procedure (PDF)

Safety Procedures

AP.03.01 RCJTC First Ride Program Procedure (PDF)

AP.03.02 First Aid/CPR Certification Procedure (PDF)

AP.03.03 Hazard Checklist Procedure (PDF)

AP.03.04 Bus Evacuation Procdedure (PDF)

AP.03.05 School Bus Danger Zones Procedure (PDF)

AP.03.06 School Bus Mirror Adjustment Procedure (PDF)

AP.03.07 Vehicle Collision/Disruption/Near Hit Reporting (PDF)

AP.03.07.1 Collision Preventability Determination Guideline (PDF)

AP.03.08 Incident Reporting Procedure (PDF)

AP.03.10 Surveillance Procedure (PDF)

AP.03.11 Event of a Lost Child Procedure (PDF)

AP.03.12 Front Seat Air Bags Procedure (PDF)

AP.03.13 Seat Belt Assemblies Procedure (PDF)

AP.03.14 Pandemic Planning and Response Procedure (PDF)

AP.03.15 Reporting Child Abuse Procedure (PDF)

Operational Procedures


AP.04.01 School Bell Time Change Procedure - All Boards (PDF)

AP.04.02 Records Retention Procedure (PDF)

AP.04.03 Transportation Services Evaluation Procedure (PDF)

AP.04.04 Responsibility of RCJTC Procedure (PDF)

AP.04.06 Non-Disclosure Agreement (PDF)

AP.04.07 Process for Appealing Decisions (PDF)

AP.04.07 Appeal Process Flowchart (PDF)

Human Resources Procedures

AP.05.01 Respectful Workplace Procedure

AP.05.04 Key Code Control

AP.05.06 Criminal Reference Checks and Offence Declarations Procedure

AP.05.07 Emergency Response Procedure

AP.05.08 Holidays and Vacation Procedure

AP.05.09 Health and Safety Procedure

AP.05.10 Workplace Harassment Procedure

AP.05.11 Health and Safety - Violence in the Workplace Procedure

AP.05.17 Performance Evaluation Procedure

AP.05.18 Succession Plan Procedure

AP.05.25 Special Leave Procedure

AP.05.26 Alternative Work Environments Procedure - Pilot

Finance Procedures

AP.06.01 Budget Procedure

AP.06.02 Financial Reporting Procedure

AP.06.03 Corporate Credit Cards/Purchasing Cards Procedure 

AP.06.04 Disposal of Furniture and Equipment Procedure

AP.06.05 Property Damage or Theft Procedure

AP.06.06 Levels of Authorization Required for the Expenditure of Operating Funds Procedure

AP.06.07 Reimbursement for Expenditures Incurred on RCJTC Business Procedure

AP.06.08.01 Purchasing Procedure

AP.06.08.02 Supply Chain Code of Ethics Procedure

AP.06.09 Invoice Processing Procedure

AP.06.10 Audited Financial Statements Procedure

AP.06.11.01 Transportation Operator Contract Procedure

AP.06.11.02 Transportation Operator Contract Requirements Procedure

AP.06.11.03 Transfer of Transportation Operator Contracts Procedure

(for future use)

Governance Procedures

AP.08.01 Board of Directors Meetings - Electronic Participation Procedure

AP.08.05 Signing Officers Procedure

AP.08.06 Internal Communication Procedure

AP.08.08 Confidentiality of Information Procedure

AP.08.14 Access to Information and Privacy Procedure

AP.08.15 Business Continuity Plan Procedure


Transportation Forms

F.01.01 Student Transportation Request

F.01.03 Application for Transportation for Medical Reasons (PDF)

F.01.06.1 Request for Stop Location Review Form

F.01.06.2 Stop Location Review - Observation Form

F.01.08.1 Temporary Seat Application Form 

F.01.08.2 Letter of Authorization/Denial for Temporary Seat (PDF)

F.01.11 Lost Student Report (PDF)

F.01.15 Emergency Transportation Pass (PDF)

F.01.18 Late Transportation Pass (PDF)

F.01.20 Transportation Consideration for Secondary Students Request (PDF)

F.01.29 School Vehicle Complaint Form

F.01.35 Stop Arm Violation Tracking Form

F.01.81.1 Inclement Weather Spotter Report (PDF)

F.01.81.2 Record of Transportation Cancellations/Delays (PDF)

F.01.81.A Communication Procedures for System Wide Transportation Cancellations (PDF)

F.01.81.B Communication Procedures for General Area Transportation Cancellations (PDF)

F.01.81.C Communication Procedures for Individual Route Cancellations (PDF)

F.01.81.D Communication Procedures for Individual Route Delays (PDF)

F.01.81.E Communication Procedures for Individual Vehicle Breakdown (PDF)

F.01.81.F Communication Procedures for the Transportation Service Sector During Emergency School Closure and/or Early/Late Dismissal (PDF)

F.01.92 Decline Transportation Form

F.01.93 Route Audit Form

Special Needs Forms

F.02.01.1 Personalized Accessibility Plan for Students with a Special Need (PDF)

F.02.01.2 Specialized Transportation Request (PDF)

Safety Forms

F.03.07.1 Collision Report Form (PDF)

F. Collision Checklist and Communication Template for RCJTC Staff (PDF)

F.03.07.2 Disruption Report Form (PDF)

F. Disruption Checklist and Communication Template for RCJTC Staff (PDF)

F.03.07.3 Near Hit Report Form Level 1 / Near Hit Report Form Level 2 (PDF)

F. Near Hit Checklist and Communication Template for RCJTC Staff (PDF)

F.03.08.1 Safe Schools Incident Reporting Form (PDF)

F.03.08.2 Breach of Discipline Report Form (PDF)

F.03.10.1 Video Surveillance Access Log (PDF)

F.03.10.2 Video Surveillance Recorded Material Release Form (PDF)

F.03.10.3 Storage Device Disposal Record (PDF)

F.03.10.4 Video Surveillance Sign for Vehicle (PDF)

F.03.10.5 Video Surveillance Notification to Parents (PDF)

F.03.12.1 Seat Belt Assembly - Booster Seat Operator Letter (PDF)

F.03.12.2 Seat Belt Assembly - Booster Seat Guardian Letter (PDF)

F.03.13.1 Seat Belt Assembly - Booster Seat Operator Letter (PDF)

F.03.13.2 Seat Belt Assembly - Booster Seat Guardian Letter (PDF)

F.03.15 Referral to Family & Children's Services (PDF)

Operational Forms

F.04.01 Request for School Bell Time Change (PDF)

F.04.02.1 Table of Laws and Citations with Records Retention Requirements (PDF)

F.04.02.2 Records and Information Management Classification & Retention Guideline Schedule (PDF)

F.04.03 Transportation Services Evaluation for Schools (PDF)

F.04.06 Non-Disclosure Agreement (PDF)

F.04.07 Transportation Appeal Process Form

Human Resources Forms

F.05.01 Respectful Workplace: Formal Complaint Form

F.05.03  Confidentiality Agreement

F.05.04  Lost Key Report Form

F.05.05  RCJTC Employee Exit Protocol and Checklist

F.05.06  Offence Declaration

F.05.07.1 Fire Emergency Plan Floor Register

F.05.07.2 Fire Emergency Plan Evacuation Drill Record Sheet

F.05.09.1 First Aid/Injury Report Form

F.05.09.2 WSIB Treatment Memorandum Form

F.05.09.3 WSIB Functional Abilities Form

F.05.10.1 Workplace Harassment: Informal Resolution Form

F.05.13 Employee Training Record

F.05.17.1 Performance Appraisal Report Support Staff Form

F.05.17.2 Performance Appraisal Report Managers Form

F.05.26.1 RCJTC Alternative Work Environment Agreement Pilot Form

F.05.26.2 RCJTC Alternative Work Environment Safety Checklist for Employees Pilot Form

Finance Forms
(coming soon)
Place holder
(for future use)
Governance Forms
(coming soon)