Transportation Requests

New!  Teachers, now you can access received/pending and accepted bus requests through your Google Drive account. 2018-2019  Transportation – Accepted & Pending – Link Here. You can bookmark this link for easier access.

Transportation may be requested for trips meeting the following criteria:

  • Request(s) must be submitted at least 15 days in advance of event. If the request is not submitted by this deadline, VAPA may not pay for the trip and requests will be returned [pursuant to District Regulations 6145.6 section 1]
  • Submit one Transportation Requisition Form per trip. See SAMPLE here.
  • Request must be signed by site principal [pursuant to District Regulation 6145.3 section IIA]. (or site designee)
  • Submit VAPA allotment requests to Jenniffer Jouan — include arrival and departure times, name of performing group, name of specific event, and the category of transportation allowance the trip is fulfilling (i.e. Dance, Band, etc. – see sample). Transportation requests to be paid by your site funds must be processed through your site..
  • When submitting a transportation request via fax, please use fax number: (619) 796-7714. Once a week there will be email confirmation of received and approved bus requests. You can access Google Drive to see pending or confirmed trips.
  • Your trip is contingent on submitting your bus request on time, approval and bus availability. In the event district buses are not available, VAPA will not contract nor pay for charter buses.

Items to Remember

  • Be aware that district transportation has limitations; in general, buses may be available 9:00 a.m. to 1:30 p.m. and 5:00 p.m. to 9:00 p.m. on school days, Saturdays and holidays all day, and Sunday until 9:00 p.m. for field trips, although the district highly discourages Sunday performances. Note that bus availability (hours) may change with alternating site schedules (e.g., minimum or shortened days, etc.). Also, bus drivers have limitations: 16 hours per day, with most drivers starting around 6:00 a.m. This means that you should plan on leaving a local event by 9:00 p.m. or earlier. [pursuant to Board Policy 6145.,6145.1, 6145.2, 6145.3, and 6145.6 section 2] Availability is also dependent on proximity to school site.

Hours of Transportation Availability for Non School/Home Trips (in general)
School Days: (Monday – Thursday) 9 AM – 1:30 PM / 5 PM – 9 PM
School Days: (Friday) 9 AM – 11 AM / 1:30 PM – 3:30 PM / 5 PM – 9 PM
Saturdays & Vacation: All Day, unless it is followed by a school day
Sundays: Until 9 PM, unless it is not followed by a school day

  • Please note in the SPECIAL INSTRUCTIONS section of the form any equipment to be transported, itinerary, addresses of destinations (away from campuses), etc.
    • Equipment transported in the bus must not be placed lose so that items may be easily dislodged.
  • Teachers are responsible for student paperwork (students/parents must submit one Parent Permission for Student Participation in Off-Campus School-Sponsored Events Form per trip)
  • Changes in trip arrangements (time changes, cancellations, etc.) are to be made through Transportation Department only. Email Ruben Vargas with changes. Buses added to an existing trip must be approved by Jenniffer Jouan.

Private Transportation

  • Refer to SUHSD Policy 6145 and District Regulation 6145.4
  • Each chaperone driving students must complete Form No. 4124-03 (Driver Information Sheet) from Risk Management. Each driver must provide a copy of their driver’s license and current copy of their complete insurance policy showing actual coverage. Please note: Minimum bodily injury coverage should be $100,000 per person/$300,000 per accident (the legal minimum is $15,000/$30,000.)
  • Drivers can request  from their insurance company additional insurance for the day of the trip.
  • Please list contact phone numbers on the form.
  • Paperwork can be delivered to Risk Management in person, by mail, or by fax:

Risk Management
1130 5th Avenue, Chula Vista, CA 91911
Phone: (619) 407-4900
Fax: (619) 407-4901

Bus Allowance

All school bus allowances are subject to availability of funds, buses, and approval by the VAPA Director.

The bus allowances listed listed on this page are based on each school having one program. If there are multiple teachers/performing groups/classes for each VAPA Discipline within the school, the teachers must coordinate this bus allowance with the knowledge that this allowance is for each school, not each teacher.

The VAPA Department may permit the school’s program to exceed this allowance for buses when the program is participating in a Partner in Arts event, in which the partner is reimbursing VAPA for buses.

Recruiting – Each school program is allowed to request one trip per year, per direct feeder school. Substitute or class coverage is not provided by the VAPA Department. Recruiting trips can only be made to school’s direct feeder. That is, a high school can take a recruiting trip only to their program feeder middle school(s), and a middle school can take a recruiting trip only to their program feeder elementary school(s).

VAPA Calendar Events – Buses are provided for the following VAPA Calendar Events: Band Pageant, Mariachi Holiday Night, Holiday Sing, Stringfest, District Dance Concert, District Baile Folklorico Concert, Drum Line and Color Guard Show. Teachers are responsible for turning bus requests in by designated dates.

Other Performances & Field Trips – (Discretionary) –  3 trips per high school, 1 trip per middle school.


Baile Folklorico Allotment:
Recruiting – 1 per feeder
District Events – Baile Folklorico Concerts
Other Performances & Field Trips – 3 trips per high schools, 1 trips per middle schools

Band, Jazz Band, and Concert Band Allotment:
Recruiting – 1 per feeder
District Events – Band Pageant, District Color Guard and Drumline Show, and 1 District festival.
Other Performances & Field-Trips – 3 trips per high schools, 1 trips per middle schools

* Band includes Concert Band, Marching Band, and Jazz Band.

Dance Allotment:
Recruiting – 1 per feeder
District Events – District Dance Workshop, District Cultural Dance Workshop, and District Dance Concert
Other Performances & Field Trips – 3 trips per high schools, 1 trips per middle schools

Drama Allotment:
Recruiting – 1 per feeder
Other Performances & Field Trips – 1 trip

Mariachi Allotment:
Recruiting – 1 per feeder
District Events – District Mariachi Holiday Concert and District Mariachi Spring Concert
Other Performances & Field Trips – 3 trips per high schools, 1 trips per middle schools

Orchestra/Strings Allotment:
Recruiting – 1 per feeder
District Event – StringFest and 1 District festival
Other Performances & Field Trips – 3 high schools, 1 middle schools

Visual Arts Allotment:
Field Trip – 1 trip

Vocal Music Allotment:
Recruiting – 1 per feeder
District Events – Holiday Sing, District Show Choir Festival, and District Vocal/Choral Festival
Other Performances & Field Trips – 3 trips per high schools, 1 trips per middle schools

Feeder Schools: 2014_2015_SUHSD_Feeders_.pdf