DeForest Area School District Administrative Regulation TITLE: TRANSPORTING STUDENTS IN OTHER THAN A SCHOOL BUS. NUMBER: AR 6.

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1 DeForest Area School District Administrative Regulation TITLE: TRANSPORTING STUDENTS IN OTHER THAN A SCHOOL BUS NUMBER: AR 6.3b(3l) RULE Executive Limitation: EL 6, Programs and Services (6.3b Operational Effectiveness/Efficiency, Transportation) Recorded as Administrative Regulation: Established: 3/8/04 Revisions:9/12/11 Origin as Board Of Education Policy: Established: n/a Revisions: A. WHEN DRIVING A PERSONAL VEHICLE 1. Application for Vehicle Use A District employee or other person serving in an official capacity (e.g. volunteer) shall submit the District s Authorization to Transport Students in Other than a School Bus Form to the Director of Business & Auxiliary Services. Specifically, the following information should be on file in the District Office Human Resources Department before vehicle use authorization is given: a. The driver s name, current home address and a description of the motor vehicle intended to be used (including vehicle identification number). b. A copy of a valid Wisconsin driver s license. c. A current certificate of insurance specifically describing the vehicle identified in the form. Proof of the following minimum insurance coverage must be given before a driver is authorized to transport students: 1. Bodily injury liability coverage - $100,000 per person 2. Subject to the limit for each person: total liability limits of not less than $300,000 per each accident. 3. Property damage coverage - $100,000 d. Current Motor Vehicle Record (MVR) The MVR will be obtained by the District based on the form filed with the Director of Business & Auxiliary Services. Employees or other drivers who have MVRs which indicate the driver has had three or more traffic citation, preventable accidents or a citation for operating a motor vehicle while intoxicated during the previous three year period, will be deemed unacceptable as a driver. If, during subsequent yearly checks, the employee or other driver s MVR improves, he/she will be allowed to transport students via vehicle. e. A medical examination form indicating that he/she is not afflicted or suffering from any medical or physical disabilities or disease which could prevent him/her from exercising reasonable control of the vehicle. The form to be used is available from the Director of Business & Auxiliary Services and will be submitted at least every three years. Page 1 of 5

2 f. A vehicle used to transport students must be inspected annually for compliance with state law and Department of Transportation rules. A completed Vehicle Inspection Form, available from District Office, must be submitted to Human Resources. 2. Authorization to Use Private Vehicles The Business & Auxiliary Services may authorize those individuals who satisfy the above requirements to use vehicles for school purposes. This authorization may in the form of a standing permit for employees who use their own motor vehicle regularly for school purposes. The permit shall state the particular purpose and whether it includes transportation of students. For special field trips involving students, including field trips, extracurricular activities, etc. a special permit must be obtained in advance. Transportation of students by employees or other persons serving in an official capacity shall not be authorized unless no other practical transportation is available. 3. Transporting Students in Private Vehicles a. Permanently mounted seat belts are required for all students being transported, with a maximum of nine (9) students allowed in the vehicle. b. If the vehicle is to be used to transport passengers to co-curricular or other school related activities; it shall be under the immediate supervision of a competent adult. Said standards of competence shall be at the sole discretion of the Director of Business & Auxiliary Services. c. Parents/guardians of students being transported in private vehicles on field trips, athletic trips, etc. must be notified via written notice, properly approved by a principal. The notice must include information about where the student is going, how long it will take to get there, who is providing the transportation and what type of vehicle is being used. Notification must be signed by the student s parent/guardian and returned to the school. d. Students who are transported by the District to school sponsored events shall return via District transportation, unless the students parents/guardians provide written notification of their intent to transport students from the school sponsored event. Written notification must be approved by a principal prior to the event. e. In the event a volunteer driver desires to transport a non-related student from a school sponsored event to which the District provided transportation, the parent/guardian of the student must approve this alternative transportation by providing written notification to the chaperone or principal that the alternative transportation is allowable. f. Drivers will refrain from the use of alcoholic beverages or controlled substances for a period of not less than 24 hours before transporting students, employees, volunteers, etc. 4. All traffic violations incurred with private vehicle while conducting school business are the sole responsibility of the driver. B. WHEN DRIVING A SCHOOL DISTRICT VAN 1. Protocols for Special Education Van(s) Usage Training for drivers using lift mechanism on lift van Page 2 of 5

3 Any staff member who will be driving the lift van and transporting a student in a wheelchair must first complete the following: Mileage Tracking Log 1. View video demonstrating operation of the lift and process to secure a wheelchair during transport. A copy of this video is maintained in the DeForest Area High School cognitive disabilities classroom and available at District Office, Student Services Department. 2. The staff member must demonstrate use of the lift and ability to secure and release a wheelchair in the presence of another trained staff member. 3. Complete the training documentation sheet (included as an appendix to this protocol) and submit to District Office, Student Services department. As the vans have been purchased with federals dollars, it is imperative that records be maintained denoting usage of the van. In addition, documentation is required for any Medicaid reimbursement claims. Always enter your trip information in the 3-ring-binder Mileage Tracking Log that will be kept in the van at all times. The Mileage Tracking Log is included as an appendix to this protocol). Maximum Number of Students per Van Insurance regulations limit the number of students that can be transported in either van. The following are the limits per each van: Wheelchair Lift Van: 1 student in a wheelchair & 6 ambulatory students (7 total) Non-lift Van: 6 ambulatory students All students must wear seatbelts when the van is in motion no exceptions. The maximum number of students per bench seat is 3. If a situation arises where the number of available van vacancies is insufficient to transport the number of students with disabilities to a specific activity, then the van driver or designee should contact First Student Bus Service to request a bus. If you have any questions, contact District Office, Pupil Services department. Routine Maintenance (oil change, mechanical checks, tires, etc.) The van s oil should be changed every 7,000 miles. The DeForest Area High School program for students with cognitive disabilities will be responsible to schedule routine maintenance. This should be incorporated into the required transition activities for students with disabilities ages 14 and older. If there are any mechanical problems, please contact District Office, Pupil Ser immediately so they can work with you to arrange service for the van. Regular Non-Mechanical Upkeep (washing, vacuuming, etc.) Page 3 of 5

4 The van should be washed and vacuumed once per month. The DeForest Area High School program for students with cognitive disabilities will be responsible to wash and vacuum each van at a professional washing bay. The van should not be washed on school premises. This should be incorporated into the required transition activities for students with disabilities ages 14 and older. Fuel Purchase / Filling the Van The van should be fueled at the Mobil station on HYW 51 / HOLUM, just a few blocks from the high school. However, the van can be filled at any Mobil station. The charge card should be given to the driver along with the van keys. The van s driver is responsible for the Mobil charge card. The driver must obtain a receipt for the fuel purchase, sign the receipt and write pupil services van on the receipt before forwarding to District Office. The fuel is paid for from the district IDEA Flow-Through account. Reserving the Van Please contact District Office, Student Services department to reserve the van. As needs grow, we will look to include the van on GOOGLE calendar. Who Can Use the Van? The van can be used by special education teachers or support staff with a valid Wisconsin driver s license. No special license is required. What Are the Acceptable Uses of the Van? Due to its funding source of federal dollars for disability services, the van has limited applications that must be strictly followed to ensure compliance with federal usage agreements. The vans can be used to: 1) Transport students with disabilities during the day to community and job sites. 2) Transport students with disabilities to colleges / universities for career exploration events. 3) Transport special education staff (not to exceed 8 persons, including driver in either van) to a professional development training. The vans should not be used to: 1) Serve in lieu of bus transportation that would otherwise transport a student from their residence to / from school. 2) Be used for a non-special education purpose, such as transporting athletic teams. 3) Transport students in conjunction with a class field trip. In these instances, students should be transported by bus. Parking the Van Disabled Parking Privileges Page 4 of 5

5 Both vans have disabled parking placards that hang from their rearview mirrors. The placards allow for the van to be parked at designated disabled parking spots. Any person responsible for driving the DeForest Area School District s wheelchair lift van must satisfactorily complete training on the proper use of the mechanical wheelchair lift. 1. View video demonstrating operation of the lift and process to secure a wheelchair during transport. 2. Demonstrate use of the lift and ability to secure and release a wheelchair. Name: I have completed the required training and I am capable of performing the duties of operating the wheelchair lift. Date viewed video: Signature: Verification: On (date) I observed demonstrate proper procedure for operation of the wheelchair lift. Signed Name (print) Cross Reverence AR 6.3b(31) STUDENT TRANSPORTATION IN OTHER THAN A SCHOOL BUS AUTHORIZATION OTO TRANSPORT STUDENTS IN OTHER THAN A SCHOOL BUS VEHICLE INSPECTION FORM DISABILITY VAN MILEAGE LOG (WHEELCHAIR VAN) Page 5 of 5