PROJECT
GUIDELINES
Unless an interested
community based organization can be identified, transportation services
during the sixth year of the project will be provided by Hampton Coach
(referred to throughout the guidelines as "transport provider").
A schedule for the
use of the vans has been established by the agencies that will be participating
in the sixth year of the project. More hours of service will be provided
during the beginning of the contract year, with the understanding of participating
agencies that fewer hours may be available later in the year.
In order to facilitate
communication regarding cancellations, schedule changes and special event
or emergency requests, all agencies participating in this project have
agreed to abide by the following guidelines:
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The SPARC transportation
project will operate according to a van schedule that has been agreed upon
in advance by the participating agencies, and includes both weekly and
special events. Participating agencied with weekly van time slots
will complete the route form and fax it to Hampton Coach (with a copy to
SPARC) by no later than the day before the event. Any changes to
the agreed upon schedule will need to be approved in advance by SPARC before
Hampton Coach will provide service (i.e., request for an additional van
or a different time slot.) Each agency is requested to coordinate
its scheduling to most efficiently utilize the van (for example, if clients
are drawn from throughout Suffolk, schedule those from Eastern Suffolk
one week and Western Suffolk the next).
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If an agency determines
that it does not need transportation during the scheduled time slot, the
indicated transportation provider must be informed in advance. Hampton
Coach will provide numbers for cancellations to each agency they serve
(numbers will vary depending on which office is dispatching the van).
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The van drivers will
follow the schedule they are given by the transportation provider.
Participating agencies
cannot ask the drivers to make trips during their time slot, or to make
modifications to the schedule, unless these changes have been pre-approved
by SPARC and arranged in advance with the transportation provider.
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Participating agencies
will provide the transportation provider with guardian and emergency contact
information for any minor child to be transported (age 13 or under), as
well an emergency contact within the agency. Examples of the types
of situations that would necessitate contacting the agency in an emergency
include the van breaking down while on-route, or a driver dropping a child
off at an empty home and finding that his/her emergency contact is unreachable.
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Each participating agency
will provide the transportation provider with its policy for addressing
client emergencies, particularly those that occur after-hours.
