Comprehensive Guide to Monitoring and Managing Your RollCall System Post-Onboarding

Introduction

This guide provides a detailed approach to managing the RollCall system effectively after onboarding. Key responsibilities are distributed among drivers, students, parents, and administrators to ensure the smooth operation of the system and accurate student tracking.

1. Key Focus Areas

1. Driver Compliance:

   • Adherence to daily operational procedures.
   • Monitoring student tag/card compliance.
   • Promptly reporting issues with registering student travel.

2. Student Responsibility:

   • Actively participating in compliance by using their scan media correctly.
   • Reporting any issues with registering on the bus to the driver or school staff.

3. Parent Responsibility:

   • Maintaining accurate bookings to reflect students' travel plans.
   • Encouraging students to carry their scan media and adhere to the scanning process.

4. System Oversight:

   • Ensuring booking accuracy in the system.
   • Acting on driver reports of non-compliance.
   • Monitoring and addressing transport exceptions proactively.

2. Responsibilities for Key Roles

2.1 Driver Responsibilities

1. Daily Operations:

   • Log in to the RollCall device at the start of the route.
   • Ensure route details match the scheduled assignments.

2. Student Compliance Monitoring:

   • Verify that all students use their scan media during boarding and alighting.
   • Report issues with students who repeatedly fail to scan or lack scan media.
   • Manually register students in the system if scan media is unavailable.

3. Incident Reporting:

   • Record and escalate any issues, such as device malfunctions or student non-compliance, to the administrator.

4. Route Completion:

   • Ensure the device counter equals "0" before marking the route complete.
   • Finalize all end-of-route operations promptly and accurately.

2.2 Student Responsibilities

1. Proper Use of Scan Media:

   • Carry scan media (e.g., cards or tags) for every trip.
   • Scan accurately during boarding and alighting.
   • Report lost, damaged, or non-functional media immediately.

2. Accountability:

   • Follow bus scanning procedures as instructed.
   • Notify school staff or drivers if they encounter registration issues.

2.3 Parent Responsibilities

1. Booking Accuracy:

   • Maintain accurate student travel bookings in the system.
   • Update travel details promptly to reflect changes.

2. Encouragement:

   • Remind students to carry and use their scan media consistently.
   • Support adherence to compliance protocols.

3. Support:

   • Address and resolve issues flagged by drivers or school staff related to student compliance.

2.4 Administrator Responsibilities

1. System Monitoring:

   • Review daily reports for compliance rates and transport exceptions.
   • Investigate recurring non-compliance or operational discrepancies.

2. Training and Education:

   • Provide regular training for drivers and students on updated procedures.
   • Educate parents about their roles in maintaining booking accuracy.

3. Exception Management:

   • Respond promptly to reports from drivers about missing scans or device issues.
   • Ensure accurate tracking and resolution of flagged transport exceptions.

3. Monitoring Compliance

1. Driver Compliance Metrics:

   • Ensure drivers consistently log in, finalize routes, and report non-compliance.

2. Student Tracking:

   • Monitor the percentage of students scanned versus those booked.
   • Address patterns of missed scans by engaging with parents and students.

3. Parent Engagement:

   • Verify the accuracy of travel bookings and encourage ongoing compliance.

4. Proactive Exception Handling:

   • Review flagged issues in the system daily.
   • Collaborate with stakeholders to resolve operational gaps quickly.

4. System Maintenance and Troubleshooting

• Daily Device Checks:

  • Confirm that devices are charged, synced, and operational.
  • Run diagnostics for potential software or hardware issues.

• Resolving Exceptions:

  • Investigate and correct booking or student scan discrepancies promptly.
  • Issue replacement scan media to affected students as needed.

• Support Access:

  • Ensure drivers, parents, and students know how to access technical support.

5. Best Practices

• Training:

  • Schedule periodic training for drivers, students, and parents to reinforce compliance protocols.
  • Update stakeholders on new features or system changes.

• Daily Monitoring:

  • Assign staff to review system reports and address exceptions proactively.

• Feedback Loops:

  • Collect feedback from all users (drivers, students, parents) to improve system effectiveness.

• Incident Protocols:

  • Establish clear procedures for handling technical issues, missed scans, or booking errors.

6. Common Scenarios and Solutions

1. Student Forgot Scan Media:

   • Solution: Driver manually registers the student; administrator issues a replacement card or tag.

2. Booking Mismatch:

   • Solution: Administrator contacts parents to update travel details.

3. Device Sync Issue:

   • Solution: Restart the device, attempt a manual sync, or contact technical support.

4. Repeated Non-Compliance:

   • Solution: Engage with parents and students to address recurring issues.

7. Need Assistance?

For additional support, contact:

• Support Team: support@rollcall.com.au
• Parent Resources:
• Driver and Administrator Training: