Athletics Guidelines

• All ATHLETICS events must be scheduled between 9:15 a.m. and 1:30 p.m. or after 5:00 p.m.
• All ATHLETICS events must be requested in Trip Tracker at least 10 student contact days prior to the day of the event (weekends are not counted).
• Weekend athletic events cannot depart before 6 a.m., otherwise, the trip will be rejected.
• Late requests made after the date is closed in Triptracker will incur a $100 fee per bus if resources are available. If a trip needs to be canceled, please email athletics_excursions@dpsk12.org immediately (click here for more information). Changes to athletics must be made 48 hours prior to the date of departure. Changes made within the 48-hour period will incur a $50 fee per bus.
• WARNING: Each trip request is for one calendar day of support. If you have a trip that has a return on a different day, you must enter a separate trip request for each calendar day. For example: If you want to schedule a trip to the University of Northern Colorado on a Thursday with a return on the following Sunday, then these would be considered two separate requests. If you embed the Sunday trip request in the Thursday requirement, we will deny the Thursday trip request.
• It is strongly suggested that trip requestors should continue to check the status of a trip after it is entered into Trip Tracker to confirm the trip was approved/supported.   Trip requests could be "rejected" for something as simple as the return time is outside the times trips run.  The trip requestor has the responsibility to check the trip status prior to the trip date; not Transportation calling the requestor regarding a trip rejection.  It will be unwise to ask for bus support the day of the trip which was previously rejected.
• All items carried by students (i.e. sack lunches, athletic equipment, etc.) must be able to be safely secured in a seat. The following are NOT allowed: coolers, baskets and carts. The items schould be in a bag that can be secured. Instruments cannot occupy needed seating space or be placed in the driver's compartment, aisle or in the step well.

Excursion School Year Guidelines

• All EXCURSIONS must be scheduled between 9:15 a.m. and 1:30 p.m., or after 5:00 p.m.
• All EXCURSIONS events must be requested in Trip Tracker at least 10 student contact days prior to the day of the event (weekends are not counted).
• Out-of-District excursions must have a 12:30 p.m. return due to time and distance constraints. Out-of-District means any destination located outside of the DPS boundary. An exception will be made for the Butterfly Pavilion. 
• Weekend excursions cannot depart before 6 a.m., otherwise, the trip will be rejected.
• Late requests made after the date is closed in Trip Tracker will incur a $100 fee per bus if resources are available as well as same day changes. If a trip needs to be canceled, please refer to the cancellation policy. Changes to excursions must be made 48 hours prior to the date of departure. Changes made within the 48-hour period will incur a $50 fee per bus.
• WARNING: Each trip request is for one calendar day of support. If you have a trip that has a return on a different day, you must enter a separate trip request for each calendar day. For example: If you want to schedule a trip to the University of Northern Colorado on a Thursday with a return on the following Sunday, then these would be considered two separate requests. If you embed the Sunday trip request in the Thursday requirement, we will deny the Thursday trip request.
• ATTENTION:
  • Excursion support will not be provided on District Holidays. In the event service is needed or required, customer will be charged over time rates and in-direct fees for the driver and all support services needed to support the excursion. The Department of Transportation will determine the approvals of requested support.
• It is strongly suggested that trip requestors should continue to check the status of a trip after it is entered into Trip Tracker to confirm the trip was approved/supported.   Trip requests could be "rejected" for something as simple as the return time is outside the times trips run.  The trip requestor has the responsibility to check the trip status prior to the trip date; not Transportation calling the requestor regarding a trip rejection.  It will be unwise to ask for bus support the day of the trip which was previously rejected.
• All items carried by students (i.e. sack lunches, athletic equipment, etc.) must be able to be safely secured in a seat. The following are NOT allowed: coolers, baskets and carts. The items should be in a bag that can be secured. Instruments cannot occupy needed seating space or be placed in the driver's compartment, aisle or in the step well.
• ECE student trips require a student to adult ratio of 10 to 1. The bus driver does not count toward the ratio. If you will have ECE students on your trip, you need to let Transportation know ahead of time so we can properly prepare.
• Transportation cannot safely transport toddlers on a school bus. The car seat cannot be secured properly and the parent cannot hold the child while the bus is in motion. There are no exceptions to this safety standard.

Summer Excursion Guidelines

• All internal customers, contact Rubi Martinez for the Summer Calendar closed dates and submit requests the first two weeks of March.
• External customers please contact Jessica Lewis for the Summer Calendar closed dates and request spreadsheet. Requests must be completed and returned within the first two weeks of March.
• Summer excursions cannot depart before 6 a.m. and must return no later than 8 p.m.
• Weekend (Saturday/Sunday) service is not available during the summer.
• Changes must be made at least 48 hours prior to the date of departure, preferably one week prior to the date of departure.
• Changes made within the 48 hour period will incur a $50 fee per bus. Same day changes will incur a $100 fee per bus.
• Cancellations must be received 24 hours prior to the date of departure by emailing athletics_excursions@dpsk12.org, please always refer to the trip number.
• On the day of the trip, if the bus is running late, no show or you need to get a hold of the driver for some reason, you will call 720-423-4600.
• ECE student trips require a student to adult ratio of 10 to 1. The bus driver does not count toward the ratio. If you will have ECE students on your trip, you need to let Transportation know ahead of time so we can properly prepare.
• Transportation cannot safely transport toddlers on a school bus. The car seat cannot be secured properly and the parent cannot hold the child while the bus is in motion. There are no exceptions to this safety standard.

Event cancellations and changes must be made by emailing the Athletics or Excursions Coordinators at athletics_excursions@dpsk12.org with the Subject Line “School Name-Cancellation.” Cancellations not received in the transportation office prior to 12 p.m. the day before the scheduled event, will incur a $177 charge per bus for athletics and a $277 charge per bus for excursions. Weather-related and emergency cancellations are excluded.

Same-day cancellations due to weather or emergency must be communicated via email (athletics_excursions@dpsk12.org) to Transportation Services by 7:30 a.m. for excursion trips and by 10 a.m. for athletic trips. If a weather cancellation occurs after the times mentioned previously, Transportation Services must also be notified by telephone as soon as possible to avoid a late cancellation penalty. (See the Cancellation contact information section below for phone information)

Cancellations for trips planned on Saturdays must be made by 12 p.m. on the Friday prior to the trip. For trips that were not cancelled on Friday, please notify Terminal Dispatch no later than 5 a.m. on Saturday morning by calling 720-423-4600.

Any cancellations due to weather, or emergencies such as “no-shows” must be communicated by the following.

• Weather cancellations for excursions prior to 7:30 a.m.: Email athletics_excursions@dpsk12.org with the subject line to include “School Name-Cancellation and Trip Number.”
• Weather cancellations for athletics prior to 10 a.m.: Email athletics_excursions@dpsk12.org with the subject line to include “School Name-Cancellation and Trip Number.
• If no bus has arrived at the pick-up time, contact Transportation Dispatch at 720-423-4600.
• If the bus is returning to the terminal late, contact Transportation Dispatch at 720-423-4600.
• If there is an emergency, contact Safety and Security at 720-423-3911.

If an issue arises during the trip, contact call 720-423-4624.

Make-up events are to be scheduled through Trip Tracker using the normal procedure, unless the make-up game is within 10 students contact days of the original event. If the make-up game is within 10 student contact days of the original event, then the Athletics Coordinator should be notified of the event by email as soon as the details of the make-up game are known with the subject line “School Name-Rescheduled Game.”

Multi-Function School Activity Buses are available to accommodate smaller athletic teams or excursions with a capacity of 15 passengers. (14 riders, one driver) Capacity of these buses is to be strictly enforced. Never transport more than the bus capacity of 14 passengers and one driver.

MFSABs are scheduled on a first-come, first-serve basis through Trip Tracker. (See the QUICK LINKS section to the right.)

MFSAB drivers
The school or program provides the driver for these vehicles, and the driver must be certified to drive the vehicle. Training for MFSAB drivers can be found by clicking here.