TECHNICAL ASSISTANCE NOTE
No. T-06-05
School Business Services
Contact: Terri Egler
School Transportation Management Section
Department of Education
(850) 245-9795
John L. Winn, Commissioner
School Bus Inventory System
SC 205-9795
DATE:
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January 9, 2006
TO:
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School District Transportation Directors
School District Service Managers
FROM:
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Charlie Hood, Director
School Transportation Management
SUBJECT:
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School Bus Inventory System
Transporting students efficiently, while ensuring their health and safety, is a critical component of access
to learning. Accurate school bus inventory records assist transportation officials in making critical safety-
related decisions. Please note the following information and required actions related to your school
district’s school bus inventory.
INVENTORY ATTESTATION
Each school district must attest that its school bus inventory records are accurate and up-to-date no later
than
February 24, 2006
. To get to the school bus inventory website, click http://stm.fldoe.org/ or type it
into the address bar in Internet Explorer (other browsers are not supported). Instructions for using the
system are provided on the website. Begin by either printing or viewing an inventory report. The bus
inventory records are not considered accurate and up-to-date unless all critical fields for each unit are
completed. Critical fields include:
local bus number
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vehicle identification number (VIN)
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in-service date
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shell capacity
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chassis manufacturer
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body manufacturer
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engine serial number
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transmission serial number
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bus type
date received (delivery date)
service schedule
lift-equipped status
chassis build date
engine model
transmission model
Attached please find the most current attestation form. A link to the attestation form is also on the website.
School Bus Inventory System
January 9, 2006
Page Two
DELIVERY DATE CONFIRMATION
Please be aware that the delivery date and in-service date you provide in the school bus inventory system
are used to calculate liquidated damages for late delivery of buses, if applicable.
If any bus was delivered
on time but had ready-to-use issues that resulted in a later effective in-service date, please provide
copies of work orders or other documentation of these issues with your attestation form.
In these
documented circumstances, the delivery date to be entered into the school bus inventory system is the date
the bus was ready-to-use, as defined in the applicable year’s state bid.
INTERNET APPLICATION USAGE
Before you attempt to enter new bus records into the inventory system, check whether the record has
already been entered. The easiest way to check whether new buses have already been entered is to view or
print a bus inventory report sorted by “Build Date – Newest to Oldest.” New bus records will appear at the
top of the list. Most new bus records are entered for you by Department staff when all serial numbers have
been provided by the vendor. The record may show a service schedule of “P,” indicating the bus order
may have been in process on the date it was entered.
If the record has already been entered, you will need to enter only the delivery date, in-service date, in-
service miles, and service schedule. If the bus number or vehicle identification number (VIN) is incorrect,
you will need to call or e-mail Ms. Terri Egler. The system will not allow users to change bus numbers or
VIN’s, since these are key fields.
Thank you for your continued support and use of the school bus inventory system. For assistance, please
contact Ms. Terri Egler at (850) 245-9795 or Terri.Egler@fldoe.org.
WRS/tje
Attachment
cc: School District Superintendents
Attestation to Accuracy of 2005-2006 School Bus Inventory
My signature below attests that, as of the indicated date, the school bus inventory information,
including all critical fields in the Department of Education’s database, has been updated as
required and is accurate for our district:
(printed name)
(signature)
County School District
(date)
This page MUST be completed and returned by February 24, 2006,
by e-mail, FAX, or U.S.
mail to:
E-mail:
terri.egler@fldoe.org
Fax Number: (850) 245-9935
Florida Department of Education
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School Transportation Management Section
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Attention: Terri Egler
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325 West Gaines Street, #1134
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Tallahassee, FL 32399-0400
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