Use of District- Owned Vehicles Administrative Regulations (AR) 3541.53 New Driver Packet
Use of District Owned Vehicles o Steps for approval: o Review policy (Administrative Regulation 3541.53) Reviewed and approved at December 12, 2011 and February 14, 2012 Board of Trustees Meeting AR 3541.53 is available at www.sanjacinto.k12.ca.us o Complete required forms o Present copy of drivers license and auto insurance card o Complete initial Van Training and submit certificate to Facilities & Operations o Obtain Drivers License Information Record form DMV
Administrative Regulation 3541.53 Reviewed and approved at 12/12/11 and 12/14/12 Board Meetings Available on website o www.sanjacinto.k12.ca.us
San Jacinto USD AR 3541.53 Business and Noninstructional Operations Use Of District-Owned Vehicles -Nontransportation Vehicles Schools may be allowed to acquire vehicles for purposes of field trips, athletic trips and special programs such as agriculture in order to control costs. State law requires student groups of more than nine students and one driver to use regular buses. The following procedures and requirements shall be adhered to for use of district-owned vehicles not operated by the district's transportation contractor: 1. Business Services will review all bids and financing of district-owned vehicles, which are subject to Board of Trustees approval. 2. All acquired vehicles will be inspected by the Facilities and Operations Department prior to delivery. 3. Prior to start of each school year, site administrators are to submit a list of district employees who may drive district-owned vehicles to the Facilities and Operations Department. 4. Only school employees may drive district-owned vehicles, and are subject to the following: a. Proposed drivers, defined as any driver to be added during the year, shall: (1) Possess an active driver's license and proof of insurance. (2) Obtain and provide the district with a complete Department of Motor Vehicles (DMV) Vehicle/Vessel Registration (VR) Information Record prior to approval to operate a districtowned vehicle. b. All drivers of district-owned vehicles must complete a DMV Employer Pull Program - Authorization for Release of Driver Record Information form. (1) Proposed drivers are subject to a DMV Employer Pull prior to approval to operate a districtowned vehicle. (refer to Table 1) (2) All drivers are subject to a DMV Employer Pull at any time. c. All drivers will read and acknowledge instructions to drivers of district-owned vehicles, which notify the driver of operating requirements prior to operating a district-owned vehicle. d. Drivers will be denied driving privileges of district-owned vehicles if the driving record indicates more than one misdemeanor or moving violation in the last year, or if the record indicates any violation pertaining to the use of drugs, alcohol or chemical substance. Mandatory annual or random drug testing will be effective January 1, 2012. The Facilities and Operations Department Supervisor or Designee and/or site administration reserve the right to withdraw district-owned vehicle driving privileges at any time. Table 1 below, provides guidance on evaluating an employee's driving record and determining driving eligibility. Table 1 Motor Vehicle Grading Criteria (Annual) # of points/violations Number of at-fault accidents 0 1 2 3 0 Clear Acceptable Borderline Poor 1 Acceptable Acceptable Borderline Poor 2 Acceptable Borderline Poor Poor 3 Borderline Poor Poor Poor 4 Poor Poor Poor Poor Any major violation Poor Poor Poor Poor Per California Vehicle Code Section 12810.5a, a Class C negligent operator has 4 or more points in 12 months, 6 in 24 months, or 8 in 36 months.
5. Each district-owned vehicle shall have two (2) sets of keys. One (1) will be provided to the driver and the other will be retained by the Facilities and Operations Department. 6. District-owned vehicles are discouraged for use for trips longer than 200 miles per day, unless prior arrangements have been made with the Site Administrator and/or Facilities and Operations Department. 7. District-owned vehicles should return no later than 5:00 p.m., unless prior arrangements have been made with Facilities and Operations Department. Vehicle Maintenance The Facilities and Operations and Nutrition Services Departments will complete weekly vehicle inspection forms for all job assignment vehicles. School employees will complete a per-use vehicle inspection form (see Exhibit 1), which includes a visual inspection of the vehicle, mileage, name of driver and passengers. If any safety items are not in functioning order or appear to be unsafe, the district-owned vehicle will be checked by the Facilities and Operations Department and/or Nutrition Services before authorized for use. All district-owned vehicles shall be brought in for service per the manufacturer's recommendation or every 5,000 miles, whichever occurs first. District-owned vehicles will be brought in to Facilities and Operations for service immediately if there is detection of fluid leakage, deficiency in braking, missing door handles, mirrors, light outages, oil or fuel odors, broken accessories or any other item considered a safety problem. All service and repair will be accompanied with a work order noting all deficiencies and service requests. All district-owned vehicles shall have a maintained fire extinguisher, first aid kit and emergency information packet. The Facilities and Operations Department will not release a vehicle for use if it is unsafe. District-owned vehicles should be parked and stored in a safe and secured area at each school site, Facilities and Operations, or Nutrition Services facilities. Passenger Restraint Systems All drivers shall wear safety belts in accordance with law. In addition, drivers shall ensure that: 1. A child who is under age 6 or under 60 pounds, unless exempted in accordance with Vehicle Code 27360 or 27363, is properly secured in a rear seat in an appropriate child passenger restraint system meeting federal safety standards. 2. All other children are properly secured in either a child passenger restraint system or safety belt. 3. All other passengers wear seat belts. Handheld Cell Phone and Walkie-Talkies Effective July 1, 2008, California law prohibits all drivers from using handheld wireless phones or cell phones and prohibits drivers under 18 from using hands-free cell phones. This includes two-way radios and/or phones that have the push-to-talk feature. For the most part, drivers older than 18 will be allowed to use hands-free phones while driving. These drivers can use Bluetooth or other earpieces, but cannot cover both ears. Effective in 2009, California law prohibits texting while driving.
Definitions of Responsibilities Facilities and Operations/Nutrition Services responsibilities 1. All costs of purchase, financing, maintenance and equipment of vehicles 2. Check of DMV records and right to veto driving privileges for poor driving records. Sites will be notified of changes in a driver's safe driving record 3. Maintain list of approved drivers 4. Provide and arrange driver training annually 5. Maintenance of vehicles 6. Schedule vehicle for service per the manufacturer's recommendation or every 5,000 miles whichever occurs first 7. Assure that vehicles are inspected prior to and after use. If there are safety concerns, low fuel levels, flat tires including the spare, broken door handles, vehicle will not be used 8. Development of a vehicle inspection program and log sheet, including the maintenance of the log sheets with the approval of the Facilities and Operations Department 9. Storage of the vehicle in secured areas at the Facilities and Operations or Nutrition Services buildings 10. Assure that trips are within time and distance allowed 11. Assure vehicles are used for school-related business only 12. Assure that vehicles are not vandalized or physically abused 13. Assure vehicle safety until released to site District Office Responsibility Assist in financing of vehicle purchase. Driver Responsibility 1. Authorize the district to pull and review driving record at any time 2. Attend vehicle safety training annually through the Facilities and Operations Department 3. Read and acknowledge district-owned vehicle driver instructions which include operating requirements prior to operating a district-owned vehicle 4. Be aware of operating procedures and emergency procedures 5. Carry a complete emergency information card at all times 6. Pull over and inspect if mechanical problems occur, or if smoke and odors are noticed. Transport to nearest garage or service station if vehicle appears to be unsafe to drive 7. Abide by all vehicle traffic laws 8. Agree that alcoholic beverages, tobacco and illegal drugs may not be transported or used
Driver Responsibility (Continued) 9. Obey all traffic laws at all times 10. Agree that district-owned vehicles will only be used for district purposes with prior approval of site administrator or designee 11. Agree not to transport any unauthorized passengers, including family members 12. Inspect vehicle prior to use and notify administrator of any safety concern immediately (see Exhibit 1) 13. Will not drive vehicle if vehicle is unsafe 14. Submit all gasoline receipts, with the check-in log sheet, to the Facilities and Operations Department 15. Agree that the Facilities and Operations Department Supervisor or Designee and/or school principal reserve the right to revoke district-owned vehicle driving privileges at any time 16. Agree that if driving privileges are revoked and driving is an essential function of job, that employee may be placed on unpaid leave of absence and may be subject to disciplinary action up to and including dismissal. Regulation SAN JACINTO UNIFIED SCHOOL DISTRICT approved: December 12, 2011 San Jacinto, California
Initial Required Forms/Copies: Responsibility Agreement (Available from F & O Department) DMV Release Form (Available from F & O Department) Drivers license copy Auto insurance card copy
Van Safety Training Video Complete initial Van Training course (from HUSD via Keenan Safe Schools) on the computer at: htt://sanjacinto.keenan.safeschools.com/login Contact Serenity June, Risk Management, and Employee Benefits Supervisor, if course has not been added to your Safe Schools training listing when you log on. Print certificate upon completion of training course and submit a copy to Facilities & Operations.
Drivers License Information Record Complete INF1125 for Drivers License Information Record Present to DMV for official report Present official report (with receipt) to District Receive reimbursement ($5.00) from your department, if applicable
Continued Approved Driver Steps School Site/Departments will provide the names of continued drivers in August (renewal month) Provide copy of Driver s License and proof of insurance (if expired since original approval) Complete annual vehicle safety training as assigned by site administrator (Keenan Safe Schools Course)