7353 R1 - Student Transportation Procedures

Adopted
8/12/03
11/3/09

I. Staff Member Use of District-Owned/Hired Vehicles

The Superintendent or his/her designee may authorize students to be transported by staff members in District-owned/hired vehicles. When such transportation is authorized, the following conditions must be met:

  1. All staff member drivers must be at least 21 years of age and possess a current and valid Washington State driver's license. Suspensions, revocations and restrictions shall be promptly reported to the District's Transportation Department.
  2. No driver shall operate a motor vehicle when his or her ability is impaired by medication, illness, fatigue or injury. Alcohol and drug use is expressly forbidden. Impairment to operate a motor vehicle shall be promptly reported to the District's Transportation Department.
  3. All drivers of District-owned/hired vehicles are individually responsible for all traffic violations for which they are charged and/or fined.
  4. To qualify as a District rental, a purchase requisition must be approved in advance. If the vehicle is rented under an individual's name (not by a District purchase order), the driver's policy will provide primary insurance coverage (as required for personal vehicles).
  5. Appropriate and/or required seatbelt and/or child restraint systems shall be available and utilized by all occupants of the District-owned/hired vehicles.
  6. The rental or use of vans rated to carry more than ten (10) people, including the driver, is strictly prohibited in transporting any students (WAC 392-143-010, WAC 392-143-070).
  7. Students shall not ride in the bed of a truck.
  8. Students shall not ride with non-authorized drivers during District-sponsored field trips.
  9. Absent an emergency, no student shall be transported by a District-owned/hired vehicle without written permission from the student's parent or legal guardian.
  10. Absent an emergency with no other reasonable alternatives, non-staff/volunteers and students shall not drive District-owned/hired vehicles.
  11. Staff members (other than OSPI-qualified/certificated Traffic Safety Education instructors) will be provided information for the District's Defensive Driving Training and Authorization program (as described in Section V., Training and authorization of Drivers and Vehicles) before transporting students in District-owned/hired vehicles.
  12. If a District vehicle is in an accident, the driver shall call the Transportation Department for assistance.
  13. If a District vehicle becomes disabled (e.g., breakdown, out of gas, etc.), the driver should call the Transportation Department for assistance.
  14. District credit cards may be used for District-owned/hired vehicle expenses when the vehicles are being used for authorized long-distance or out-of-District trips.
    (a.) Authorized credit cards will be issued by the District's Business Office.
    (b.) District vehicles should be serviced (e.g., gas, oil, maintenance, etc.) at the District Transportation Center whenever possible. Local credit card purchases should be avoided, except in unusual circumstances. Receipts are to be obtained for all purchases.
    (c.) The vehicle's license number must be noted on all service station receipts.
    (d.) When a personal credit card must be used in place of a District-issued credit card, a receipt will be required for reimbursement by the District.

II. Staff Member Use of Personal Vehicles

The Superintendent or his/her designee may authorize students to be transported by staff members in personal vehicles. When such transportation is authorized, the following conditions must be met:

  1. All staff member drivers must be at least 21 years of age and possess a current and valid Washington State driver's license. Suspensions, revocations and restrictions shall be promptly reported to the District's Transportation Department.
  2. No driver shall operate a motor vehicle when his or her ability is impaired by medication, illness, fatigue or injury. Alcohol and drug use is expressly forbidden. Impairment to operate a motor vehicle shall be promptly reported to the District's Transportation Department.
  3. All drivers of personal vehicles are individually responsible for all traffic violations for which they are charged and/or fined.
  4. All personal vehicles must be covered by primary and adequate liability insurance:
    (a.) No less than $100,000 per-person for bodily injury to others
    (b.) No less than $300,000 per-occurrence for bodily injury to others
    (c.) Under/uninsured motorist bodily injury limits equal to 4(a.) and 4(b.)
    (d.) No less than $ 50,000 per-occurrence for property damage to others
    (e.) No less than $ 10,000 per-occupant for personal injury protection or medical payments
  5. Appropriate and/or required seatbelt and/or child restraint systems shall be available and utilized by all occupants of the personal vehicles.
  6. The rental or use of vans rated to carry more than ten (10) people, including the driver, is strictly prohibited in transporting any students (WAC 392-143-010, WAC 392-143-070).
  7. Students shall not ride in the bed of a truck.
  8. Students shall not drive personal vehicles or ride with non-authorized drivers during District-sponsored field trips.
  9. Absent an emergency, no student shall be transported by a personal vehicle without written permission from the student's parent or legal guardian.
  10. Employees driving personal or non-District rental vehicles shall, each school year, complete and sign District form #T-104 (Private Transportation for School activities).
  11. Staff members (other than OSPI-qualified/certificated Traffic Safety Education instructors) will be provided information for the District's Defensive Driving Training and Authorization program (as described in Section V., Training and authorization of Drivers and Vehicles) before transporting students in personal vehicles.
  12. District employees using personal vehicles for authorized use will be reimbursed for expenses as provided in District policy 3500.

III. Non-Staff/Volunteer Use of Personal Vehicles

The Superintendent or his/her designee may authorize students to be transported by non-staff/volunteer drivers in personal vehicles. When such transportation is authorized, the following conditions must be met:

  1. All non-staff/volunteer drivers must be at least 21 years of age and possess a current and valid Washington State driver's license.
  2. No driver shall operate a motor vehicle when his or her ability is impaired by medication, illness, fatigue or injury. Alcohol and drug use is expressly forbidden.
  3. All drivers of personal vehicles are individually responsible for all traffic violations for which they are charged and/or fined.
  4. All personal vehicles must be covered by primary and adequate liability insurance:
    (a.) No less than $100,000 per-person for bodily injury to others
    (b.) No less than $300,000 per-occurrence for bodily injury to others
    (c.) Under/uninsured motorist bodily injury limits equal to 4(a.) and 4(b.)
    (d.) No less than $ 50,000 per-occurrence for property damage to others
    (e.) No less than $ 10,000 per-occupant for personal injury protection or medical payments
  5. Appropriate and/or required seatbelt and/or child restraint systems shall be available and utilized by all occupants of the personal vehicles.
  6. The rental or use of vans rated to carry more than ten (10) people, including the driver, is strictly prohibited in transporting any students (WAC 392-143-010, WAC 392-143-070).
  7. Students shall not ride in the bed of a truck.
  8. Students shall not drive personal vehicles or ride with non-authorized drivers during District-sponsored field trips.
  9. Absent an emergency, no student shall be transported by a personal vehicle without written permission from the student's parent or legal guardian.
  10. Non-employee drivers shall, each school year, complete and sign District form #T-104 (Private Transportation for School Activities) and form #HR-120 (Applicant/Volunteer Disclosure form), submit to an annual Washington State Patrol background check and annually provide a current Department of Licensing driving abstract report. An authorized District representative shall review and approve the driving abstract before the non-staff/volunteer driver may transport students in any vehicle.

IV. Student Driver Use of Personal Vehicles

When District transportation or bonded carrier transportation is not provided, students and their parents/legal guardians shall be solely responsible for all transportation arrangements.

V. Training and Authorization of Employee Drivers and Using District-owned/Hired Vehicles

The Superintendent or his/her designee may authorize employees to transport students in District-owned/hired vehicles and/or non-staff/volunteers and students to transport students in personal vehicles. When such transportation is authorized, the following conditions must be met.

Staff members (other than OSPI-qualified/certificated Traffic Safety Education instructors) will be provided with the District's Defensive Driving Training and Authorization program before transporting students in District-owned/hired or personal vehicles.
(a.) Annual verification of a valid and current Basic First Aid certification card
(b.) Annual criminal record disclosure (per RCW 43.43.830-840, 13.34.040 and Title 26)
(c.) Annual review of driving abstract obtained from the WA Department of Licensing

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