6640P Procedure - Use of District-Owned Vehicles

All operations of district-owned vehicles will be for OFFICIAL USE ONLY.
 
Check-in / Check-out of Motor Vehicles
A. Vehicles Transporting Students
All employees authorized to use district-owned vehicles to transport district students must have completed the Type II driving course conducted by the district transportation department and must maintain current Type II authorization on a yearly basis.
 
The building/department administrator will supply the district transportation department with a list of names and driver license information for employees assigned to transport students. At the time of hire, employees who will be transporting students will provide a five-year driving abstract to the district at the expense of the employee. At the time of annual Type II authorization renewal, the employee will provide to the district transportation department, a new five-year abstract at the expense of the employee, along with a new signed and dated annual disclosure form and a new Type II driver medical statement.
 
Each vehicle check-out will be done using a trip request form and must contain the following information: 
  • Dates of use;
  • Driver name and department; and
  • Reason for use of the vehicle.
At the time of reservation, district transportation personnel will verify the driver’s current Type II license using the district’s current Type II authorization list. When the vehicle is returned to the transportation department, the driver and a district transportation representative, whenever possible, will inspect the vehicle for new damage and vehicle cleanliness. If the vehicle needs to be cleaned before it is checked-out again, the cleaning charges will be vouchered to the correct departmental budget. If the vehicle is returned after hours or a district transportation representative is not available, district transportation personnel will inspect the vehicle the next business day prior to any use of the vehicle.
 
B. Vehicles Not Transporting Students
The district transportation department is accountable for the safe operation, proper use, check-in and check-out procedures, and storage of each district-owned vehicle.
 
Each vehicle check-out will be done using a trip request form and must contain the following information: 
  • Dates of use;
  • Driver name and department; and
  • Reason for use of the vehicle.
When the vehicle is returned to the transportation department, the driver and a district transportation representative, whenever possible, will inspect the vehicle for new damage and vehicle cleanliness. If the vehicle needs to be cleaned before it is checked-out again, the cleaning charges will be vouchered to the correct departmental budget. If the vehicle is returned after hours or a district transportation representative is not available, district transportation personnel will inspect the vehicle the next business day prior to any use of the vehicle.
 
District-Assigned Motor Vehicles
A. Vehicles Transporting Students
Each department administrator is accountable for assigning district-owned vehicles to their respective employees. At the time of hire, employees who will be transporting students will provide a five-year driving abstract to the district at the expense of the employee. Each employee assigned a district-owned vehicle is responsible for the proper use and safe operation of that vehicle. Prior to assignment of the district-owned vehicle, the employee must provide a copy of a valid driver’s license and current Type II authorization to the staff member assigning the vehicle.
 
On a daily basis, the employee must monitor the physical appearance and mechanical operations of the vehicle, reporting any malfunctions or damage to the district transportation department as soon as is practical.
 
B. Vehicles Not Transporting Students
Each department administrator is accountable for assigning district-owned vehicles to their respective employees. At the time of hire, employees who will be assigned a district vehicle will provide a five-year driving abstract to the district at the expense of the employee. Each employee assigned a district-owned vehicle is responsible for the proper use and safe operation of that vehicle.
 
On a daily basis, the employee must monitor the physical appearance and mechanical operations of the vehicle, reporting any malfunctions or damage to the district transportation department as soon as is practical.
 
Accidents
The following procedures must be adhered to in the event of an accident in which a district-owned vehicle and authorized driver are involved.
 
When, in the course of using a district-owned vehicle, an accident occurs involving another vehicle or the vehicle in use, whether on or off district property, the employee will immediately notify their immediate supervisor, who will be responsible for contacting the district transportation department. The transportation department will then make the determination whether or not to contact the district’s risk management and the appropriate law enforcement agency. If the immediate supervisor cannot be reached, the driver will make the appropriate calls to law enforcement.
 
Each vehicle will contain an accident packet with all necessary procedures and paperwork to exchange information with any/all parties involved in the accident. Employees who are involved in an accident are required to remain at the scene until cleared by the appropriate law enforcement agency or investigating district official.
 
If an employee is involved in an accident while transporting students, the following steps must be taken in addition to the above requirements:
 
During working hours:
  • Assess the severity of the situation.
  • If there are injures, call 911 and request assistance.
  • Contact your supervisor.
  • Contact the district transportation department.
  • Provide an assessment of the problem.
  • Identify what assistance is required.
  • If parents/guardians arrive, have them complete a student release form to take custody.
  • If news media arrives, make no comment.
During non-working hours:
  • Assess the severity of the situation.
  • If there are injures, call 911 and request assistance.
  • If damages are substantial, call 911 and report the accident.
  • Contact your supervisor.
  • Contact the district transportation department.
  • Provide an assessment of the problem.
  • Identify what assistance is required.
  • If parents/guardians arrive, have them complete a student release form to take custody.
  • Take pictures if possible.
  • If news media arrives, make no comment.
Any accident involving a district-owned vehicle operated by district transportation department personnel will be evaluated using the Preventable Accident Review System adopted by the district transportation department to determine severity and preventability of the accident. Those procedures include an initial determination by the district transportation director and an opportunity for review by a safety committee made up of district transportation employees, as well as guidelines for discipline based on the accident’s severity rating.
 
Accidents involving a district-owned vehicle operated by non-district transportation department personnel will be assessed for severity by the district transportation director using equivalent standards to those set forth in the Preventable Accident Review System, including a determination of whether the accident was preventable. Any employment consequences for such employees will be determined on a case by case basis and consistent with applicable collective bargaining agreements.
 
Cell Phone Use and Smoking in District-Owned Vehicles
The use of a hands-free Bluetooth or other wireless communication is permitted in district-owned vehicles. Without hands-free, wireless communication, all cell phone and portable two-way radio use is prohibited while operating a district vehicle. When a driver needs to use a cell phone other than a hands-free device allowed under state law, the driver will pull the district vehicle off the road to a safe place to answer or initiate a call. All drivers are expected to comply with RCW 46.61.672 Using a personal electronic device while driving and RCW 46.61.673 Dangerously distracted driving.
 
Smoking or “vaping” nicotine products is prohibited in district vehicles and in any vehicle located on district property.
 
Any violation of these rules by a district employee will lead to disciplinary action up to and including termination.
 
Headlight Use
For increased visibility of district vehicles, headlights must be turned on whenever a district vehicle is moving.
 
Traffic Violations
Each employee will abide by state law. Any traffic violations or fines incurred by the employee while operating a district vehicle will be the sole responsibility of the employee and the employee may be subject to disciplinary action up to and including termination.
 
All traffic violations involving operation of district vehicles must be reported to the employee’s supervisor and the district transportation director within 24 hours of occurrence.
 
Disciplinary Actions
Employees who drive a district vehicle may lose the privilege of driving a district vehicle when the following event(s) are reported on the employee’s driving abstract:
  • Driving Under the Influence (DUI) or negligent driving offense in the last five years;
  • Suspension or revocation of a driver’s license as a result of a moving violation within the last five years; or
  • Incurring three or more speeding tickets of ten miles per hour or more over the speed limit within the last three years.
 
When an employee knows an event listed above will appear on their driving abstract, they are to notify their supervisor immediately.
 
If an employee has lost the privilege to drive a district vehicle but is able to fulfill their duties by providing their own transportation, the employee will not be reimbursed for such costs, unless otherwise required by applicable collective bargaining agreements.
 
The district’s human resources executive director has the authority to make exceptions to the offenses found on a driving abstract.
 
Date: 1/21/20