Transport Procedures

Purpose of transport at AISJ

Our main aim is to safely transport students to and from where they reside to School and to make sure that all School transport related issues are attend to in a professional manner.

Core values

Our core values are Safety, Excellence, Professionalism and efficiency.

Overview of operations

Our buses are equipped with a tracking device that includes a panic button for emergency situations.

Surveillance cameras for monitoring movement in the buses is installed on 65% of our fleet.

Overview of operations

All buses undergo a road worthy test every 6 months and a new license is obtained and placed on the bus.

AISJ has 60 buses consisting of 22, 40 seaters and are manufactured by Iveco and Mercedes Benz, 14 buses are based at our Pretoria Campus and 46 buses in Johannesburg Campus. We have 29 permanent drivers and operating our routes and we transport roughly 800 students daily. All drivers have undergone first aid training and as well as defensive advanced driving and Hi- Jack Prevention courses, with refresher courses every year.

Processes to be followed

In the event of any transport queries the following personnel can be contacted for Johannesburg Campus
Transport Manager, Tumi Masemola
083-644-0020 / 087-809-1805 or
tmasemola@aisj-jhb.com/ jhb-transport@aisj-jhb.com OR
Transport Coordinator - Phumzile Mkwanazi
087-809-1936 or
pmkwanazi@aisj-jhb.com/ jhb-transport@aisj-jhb.com

In the event of any transport queries the following personnel can be contacted for the Pretoria Campus
Operational Manager – Sandile Shabangu
083 644 0020/ 087-803-0463 or
sshabangu@aisj-jhb.com/ jhb-transport@aisj-jhb.com

Start of school year

Temporary routes will be communicated via email or telephonically to parents 24 hours before first day of school.


After 48 hours of school starting, routes and driver’s schedules will be defined that indicate bus number, driver’s details and collection times. This will be delivered directly to the parent’s residence by the driver. General communication to parents is made telephonically, SMS (text message) or email. All drivers are issued with School cell phones so that they are contactable. Parents will be issued with contact details of the driver.

Late enrolments to the school:

Any late enrollments to the school that require the use of transportation facilities must be communicated to the Transport Department via email 48 hours in advance of the starting of service.

Address changes:

Any change in address needs to be communicated to the Transport Manager and Operational Manager via email only as well as the admissions department and changes will be affective 48 hours after the changes has been made.

Any and all students who make use of school transport will be required to sign the transport Indemnity forms before being allowed on any bus.

Unforeseen circumstances

Drivers will report as soon as possible to the Transport Department when something abnormal takes place on any route. The Transport Department will always communicate to parents and give an explanation if a bus stops on the road for mechanical reasons and/or if their child changes buses along route in an emergency or breakdown situation. If needed a security vehicle will be dispatched to the breakdown site.

The Transport Department defines “late” as being more than 15 minutes behind schedule.  If a bus is going to be more than 15 minutes late for a morning pick-up, the driver will contact the Transport Department who will alert the parents by email and SMS or phoning

In the event of a driver being ill, a substitute driver will be assigned as soon as possible to complete the route and ensure all students are collected within the shortest possible time frame. This may create some confusion and uncertainty form parents who may not want to allow their kids on the bus – however the Transport Manager or Operational Manager can be contacted to verify the driver details.

In the event of civil action encountered on route to either collection or drop off of student’s delays can be expected. During these events, there will be close communication with the Security Department, local police and the US Embassy.

Evasive procedures are as follows

  • security to identify and check routes where reports of civil action received.
  • transport to use alternative routes where possible – the Director of Operations will confirm.

Bad weather conditions

Lightening, hail, and heavy rain: 
The Transport Manager together with the Security Manager will raise an alarm to the Director of Operations and a decision will be made by the Director of Operations to delay the buses until it is safe to depart. 

When it is safe to do so all students will gather at the gym and the buses will be loading according to the order of the routes, bus 1 first until bus 40. 

Re-Fueling

All AISJ buses fill up their tanks at service stations in Fourways. AISJ buses fill up every Monday and Wednesday. All fleet cards are kept in the office. No AISJ bus will refuel with student on board when doing regular routes or on shorter fieldtrips.

Buses can refuel with students on board only on longer fieldtrips if necessary to do so.

Field Trip Procedures

For every AISJ field trip/sports trip / activity trip, the Transport Department will make sure that:

  • Field trip requests should reach the Transport Department two weeks before the date field trip takes place.
  • All field trips are approved by the school principal.
  • The cell phone number of the driver is made available before the trip to the teacher leading the trip. 
  • Overnight field trips:  The driver will receive meal money from Transport Department and receipts of the purchases to be handed over to Transport Department immediately on return, where the group involved will provide meals, prior communication must be sent to Transport Department to notify the driver that he will be provided.
  • Day field trips: Transport will provide money for breakfast, lunch or dinner on field trips depending on the times and receipts to be handed back to Transport Department after the completion of the trip
  • The driver always informs the teacher or sponsor if he is going to be leaving the site of the trip.
  • The driver keeps a mileage log so that accurate distances and charges can be tracked (at R 7.20 per kilometer) and it is subject to change from time to time to match the running costs.
  • Number of student involved on a field trip needs to be sent to Transport Department two weeks in advance so that correct bus is provided and where number of students exceed the confirmed number on the travel day transport will only be utilized by those who are on the list.


Parents responsibilities

Parents to contact Transport Department as soon as possible from 5:30 am if the child is going to be absent, planned or unplanned. If the Transport Department cannot be reached, call the driver and report the absence to him as soon as possible from 5:30 am.

  • If the child has a friend coming to your residence and wish to use the bus, notification to be forwarded the Transport Department in writing and get approval from the Transport Department 24 hours in advance.  If the Transport Department is not notified in writing and seats are not available, the friend will not be allowed to board the bus. Also applies when the student is taking a different bus.
  • Parents should always inform the Transport Department or the regular driver in writing or by SMS if they are collecting their children from school or will travel with other parents from school to home. 
  • Pre-K to Grade 5 - A parent or responsible adult must be present to collect their child at the gate of the house when the child is dropped off after school.  If there is no parent or responsible adult, the driver will return the student to school and the parents will need to collect their child from school.
  • Only high school students can ride in front of the bus.
  • Drivers only receive instructions from the Transport Department.
  • The Transport Department will not be liable for any injuries that may occur after the student has been dropped at home, and before we pick them up.
  • Students must be ready for pick up in the morning at the designated collection time.  If students are late, the bus driver will only wait for two minutes and then it becomes the parents’ responsibility to bring the student to school.  The driver may not go back to collect the student.
  • When parents have a concern about a driver’s performance or driving behavior, they should contact the Transportation Manager(JHB) and Operational Manager(PTA).
  • When parents have a concern about student behavior on the bus, they should contact their respective school principal or Transportation manager
  • Any special requests regarding school transport should be communicated with and approved by the Transport Department.  
  • AISJ will not provide afternoon drop off time as it will vary from time to time.
  • AISJ will only operate buses within the bussing areas and will not collect students who live outside the bus area.

All students are to behave in an appropriate manner and respect the bus driver and fellow bus riders.

AISJ Drivers Policies and Procedures

  • AISJ drivers will drive in the SAFEST MANNER POSSIBLE at all times. 
  • The maximum speed for all AISJ buses is 100km/h
  • Drivers will at all times obey traffic rules and regulations of the road.
  • Ensure that all seat belts are in working order and ensure that all students put their seatbelts on prior to bus moving off; the driver cannot be held responsible if students remove their seat belts in transit.
  • Drivers must report undisciplined students to the Transport Manager or Operational Manager and principal
  • Transport will be provided to all students who have paid their annual bus fees in full and/or students who provide valid bus tickets.
  • Drivers are not allowed to leave their bus and press a buzzer at the student’s house. If a driver has waited outside a student house for more than two minutes, protocol is to phone the parent and if there is no answer the driver must confirm with the Transport Department if he can leave. The Transport Manager will communicate with parents to come pick up the student at the school.
  • The driver will ensure that the bus is parked in such a way that safety comes first. The driver will ensure that no student should cross the road to board or exit a bus in an unsafe manner.
  • Drivers are not to change their route when asked by a parent or student to do so.  Drivers will instruct the parent or student to contact the Transport Department in order for such changes to be made.
  • If a driver leaves a student behind by mistake, the driver must first drop off the other students on the bus at school/home and return to collect the student who was left behind.  The Transport Department will notify the principal, parents and the Director of Operations of the student’s late arrival.
  • The driver is responsible for the condition of his bus and will conduct a pre- and post-trip inspection and report any faults to the Transport Department daily.
  • The driver will wash the inside and outside of the bus twice a week and sweep the bus clean daily, brooms and bin have been issued to all drivers and they must empty the bins daily.
  • Vehicle radios are fitted in all buses. No music is allowed to be played while students are in transit.
  • No driver will come to work or drive a bus when under the influence of alcohol or drugs.
  • No buses will be parked outside the transport office on the grass and can only be parked inside the transport camp when washed or for minor mechanical repairs. Drivers should park their buses at the gym parking lot in the morning and afternoon and only be moved to an alternative parking when the parking is being utilized for functions (Transport Manager will give instruction)
  • If a bus has a breakdown or mechanical failure, the driver must contact the Transport Department to organize a tow truck to tow the bus to the garage. At no stage will an AISJ bus be towed by another AISJ bus.
  • Drivers should be at their bus 15 minutes before departure from school and for field trips.
  • Drivers should make sure that all students are accounted for before the bus leaves school and report any kids missing to the Transport Department immediately.
  • AISJ buses will only transport administrators’ and teachers’ children living within the bussing area. And the first pick up first drop off rule will apply in this regard. Administrators and teachers who live outside the bussing area will have to organize transport.
  • No standing or overload in the buses, permitted number of passengers allowed in the bus is stimulated behind drivers sit.
  • Drivers are to wear official uniform at all times when on duty which comprises of a stone AISJ branded t-shirt, black pants and a black AISJ branded jacket dependent on the weather.
  • The driver has keys to any trailer used and that these keys have been tested.
  • The driver travels with a fully charged cell phone.
  • The driver will have a GPS device to assist him with directions of where he is going when he is not familiar with the destination address 
  • AISJ bus driver must be in position of a valid PDP and a code 10 driver’s license at all times, and transport manager will check them every month for expiry date.
  • Drop off students only at authorized stops.
  • Drive Pre-K students home at agreed times.
  • On field trips or any journeys where student/staff belongings are left unattended on the bus, the driver is to ensure the bus remains locked at all times and only escorted individuals are allowed to board until the entire group is ready to return.
  • Drivers are not permitted to place their hands on a student unless it is to assist the student.
  • Drivers are to confirm with Transport Department that families have been informed of route changes or delays.
  • Call Transport Department if there any route deviations or running late.
  • Work overtime if asked to do so by the Transport Manager or Assistant Transport Manager
  • Perform school related errands.
  • Maintain the school issued cell phone ensuring it is charged and has air time while on and off campus. Limit of R 400.00 per month and additional amount will be deducted to his salary.
  • All substitute drivers must ensure they are equipped with cell phones that are fully charged and have air time.
  • Complete diesel and oil log when filling the bus with petrol every Monday and Wednesday and hand over diesel slip to Transport Manager.
  • Where traffic fines are issued under school name, Transport Department will allocate the driver who was driving when the offence was committed and hand them to Human Resources Department for payment and corrective measures to take place.
  • When loading or offload the students at the gym, you wait for the bus in front of you to pull off then you follow.

IN CASE OF AN ACCIDENT OR EMERGENCY

First scenario accident

  • The driver will contact the Transport Manager (JHB)/ Operational Manager (PTA).
  • Transport Manager(JHB) / Operational Manager (PTA). to contact, the School Director and the Director of Operations.
  • Transport Manager (JHB)/ Operational Manager (PTA).go to the accident scene.
  • Inform the School Director of the severity of the accident.
  • Transport Department to send a backup bus to collect uninjured students to bring them back to school and the will be meet by the Emergency Team (School Director, School Nurse and Counselors) at the designated areas.
  • The School Director will send a report to the parents.

Second Scenario-accident

When the bus driver is injured and cannot call, Mix Telematics (the vehicle tracking company that we use) will call the Transport Manager. Our buses are all equipped with a crash sensor that sends an SOS message to the Emergency response people (paramedics and ambulances) to the accident scene. The GPS system in the vehicle will pin point the exact location of the accident scene. If they are injured students, the School Director will go to the scene. The School Director will contact the parents of those involved.

Hijacking

If a bus is hijacked and a driver cannot call and is driven out of the route:
Mix telematics will alert the Transport Department of the bus being out of authorized zone and attempts will be made to contact the driver, if the driver cannot be reached, Matrix will send a recovery Ground and Air crew to recover the bus. Matrix will keep in contact with Transport Department.

The Transport Manager and Assistant Transport Manager will contact the School Director of the school and Director of Operations to alert them of the situation.

Worst Case Scenario:

If the bus is hijacked with the driver and the students-the above procedure will be followed and the School Director will immediately alert the Embassy and the head of security at AISJ and contact the school Board and the decision will be taken to notify parents of the students in the bus about the situation. When the bus is recovered all the students will be taken back to school and the School Director and the emergency team will meet to assess the situation and how best to help the students.

Hostage situation or terrorist attack

If the driver and students are taken hostage with the bus, the above procedure will be followed and SAPS will be notified of the situation. An emergency meeting will be convened by the School Director and the school board to assess the situation and how critical it is and will make a decision what steps are to follow.

Should a bus be subjected to a terror attack

The Transport Manager(JHB)/ Operational Manager (PTA) will notify the School Director and the Director of Operations. The School Director will contact the Embassy and Board members immediately.