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400.33 Transporting of Students by Employees

Transportation of Students by Employees in District Vehicles

No district employee may transport a student in district-owned, district-leased, and/or district-chartered vehicles for any reason without prior approval of the superintendent/designee granted during the school year in which the transportation occurs. Said approval shall be documented by placement of approved employees on the Approved Driver List, as outlined in the administrative regulations for this policy.  The superintendent/designee shall develop administrative regulations for implementation of this policy.

In no instance shall a volunteer transport student(s) for any school-related reason whatsoever in a district vehicle.

Transportation of Students by Employees in Employee Vehicles

District employees may only transport students in their personal vehicles in extraordinary circumstances and with the advance knowledge and approval of the superintendent/designee. Said approval shall be granted on a case-by-case basis and shall only apply to the specific instance in which student transport via personal vehicle is needed.  The superintendent/designee shall only grant the authority to transport a student(s) via personal vehicle to an employee who has is on the Approved Driver List, as described in the administrative regulations for this policy, for the school year in which the transportation via personal vehicle is needed.

In no instance shall a volunteer transport student(s) for any school-related reason whatsoever in the volunteer’s personal vehicle.

The superintendent/designee shall develop administrative regulations for implementation of this policy.

This policy shall not apply to the transport of children by their employee- and/or district volunteer-parent(s), guardian(s), and/or other(s) formally authorized by their parent(s) and/or guardian(s) to transport children to and/or from school in a capacity other than their district employee and/or volunteer status (e.g., emergency contact, carpool driver).

400.33 R&R

Approval of Employees for Student Transport (“Approved Driver List”)

Building principals, program administrators (for Summit, Beyond, Terrace Learning Center, and Orbis), and activities directors shall monthly provide the superintendent/designee with a comprehensive list of all employees within their buildings and/or programs for whom they are requesting authorization to drive district vehicles in specific, designated instances during the current school year.  An annual master list of names shall be provided to the superintendent/designee by September 15 of the school year for which the approval is requested; this list shall be updated monthly to reflect the addition and/or removal of relevant individuals.

A request for an employee to be approved to drive a district vehicle (i.e., placed on the Approved Driver List) shall not automatically result in said approval. Upon receipt of the names of employees for whom transportation of students in district vehicles is requested (“Potential Drivers”), Human Resources will review the criminal, driving, and motor vehicle records of Potential Drives and will make a recommendation to the superintendent/designee about each Potential Driver’s placement on the Approved Driver List for the current school year. Staff reviewing the employee records may seek input from other relevant individuals, including but not limited to, district counsel, Legal Affairs, and district insurance providers, as needed.  Potential Drivers may be required to provide staff reviewing requests for placement on the Approved Driver List with additional information, including but not limited to, driver’s license numbers, in order to be considered for placement on the Approved Driver List.

Employees shall not be approved to transport student(s) via personal vehicle unless they carry automobile insurance. If an accident occurs while in the performance of work duties, the employee may be liable under the terms of their personal insurance policy. The superintendent/designee has the discretion to reimburse employees for the cost of deductible if submitted with proper documentation.

By October 15, the superintendent/designee shall approve, deny, or propose alterations to the recommended Approved Driver List for the current school year.

No employee shall be considered approved to drive a district vehicle until the employee’s name is officially added to the Approved Driver List, as finalized by the superintendent/designee, for the relevant school year.  Said approval shall expire at the end of the school year for which the approval is granted.

Placement on the Approved Driver List does not grant an employee universal authority to transport student(s) in district vehicles at any time or to transport student(s) in personal vehicles. Employees on the Approved Driver List must adhere to the procedures outlined herein for use of district and/or personal vehicles for student transport.

An individual on the Approved Driver List must notify Human Resources if they receive a ticket for a traffic violation while they are on the list.

Employees authorized to transport students in personal vehicles are responsible for carrying automobile insurance. If an accident occurs while in the performance of work duties the employee may be liable under the terms of the personal insurance policy. The superintendent/designee has the discretion to reimburse employees for the cost of deductible if submitted with proper documentation.

Transportation of Students in District Vehicles

Approved Drivers may schedule district  vehicles for use through the process established by their respective activities office, building principal, and/or program administrator.

Any employee transporting a student in a district vehicle must abide by all traffic regulations, including but not limited to, the Iowa Child Seat Safety Law and Cell Phone and Texting law.  This includes, but is not limited to ensuring that:

  1. A child under 6-years-old is secured in a safety seat or booster seat. A seat belt alone is not appropriate. It is recommended that children under 40 pounds, regardless of age, be secured in a safety seat rather than a booster seat.
  2. Children between 6-years-old and 11-years-old are secured in child restraint system(s) or by a safety belt(s).
  3. All students wear a safety belt.
  4. The employee does not text at any time while driving.

An employee transporting student(s) by district vehicle must take the most direct route to and from the school. The employee must follow the district vehicle check list, if applicable.

Transportation of Students in Personal Vehicles

In an emergency situation where a district vehicle is not available for an approved driver to transport a student(s), the following shall be used:

  1. The approved driver unable to access a district vehicle shall notify the relevant building principal and/or program administrator of the situation.
  2. The building principal and/or program administrator shall ensure the employee wishing to transport the student(s) is on the current Approved Driver List and shall make an initial assessment of whether the situation is serious enough that use of a personal vehicle to transport a student(s) may be warranted. In making this decision, the principal and/or building administrator shall consider:
    1. Is the distance for which transport is sought prohibitively far for walking and/or the use of other transportation?
    2. Are there emergency or other extenuating circumstances justifying transport?
    3. Is a district vehicle accessible anywhere in the district?
    4. Is transporting the student to and/or from school a behavior that should be addressed through the compulsory attendance law and/or DHS? Has a transportation plan been arranged with the school and family to assist with reoccurring behavior and/or needs?
    5. Is the student capable of being transported? (calm/willing/non-violent/etc.).
  3. If the principal and/or program administrator determines that transportation via personal vehicle may be necessary, the principal and/or program administrator shall contact the relevant student(s) parent(s) and/or guardian(s) to secure their consent for transportation via personal vehicle. The principal and/or program administrator shall document this approval in Infinite Campus.
  4. The principal and/or program administrator shall contact the Chief Academic Officer and/or Chief Officer of Operations to seek final approval for transportation via personal vehicle. If this approval is granted, the principal and/or program administrator shall inform the relevant parent(s) and/or guardian(s) that transportation via personal vehicle will be provided to their student(s).
  5. If an employee is approved to transport a student(s) via personal vehicle, a team of two authorized transporters shall go together to provide that transport. An individual staff member shall never transport a student to that student(s)’ home and/or otherwise offer that student transportation in a personal vehicle.

Any employee transporting a student in a personal vehicle must abide by all traffic regulations, including but not limited to, the Iowa Child Seat Safety Law and Cell Phone and Texting law.  This includes, but is not limited to ensuring that:

  1. A child under 6-years-old is secured in a safety seat or booster seat. A seat belt alone is not appropriate. It is recommended that children under 40 pounds, regardless of age, be secured in a safety seat rather than a booster seat.
  2. Children between 6-years-old and 11-years-old are secured in child restraint system(s) or by a safety belt(s).
  3. All students wear a safety belt.
  4. The employee does not text at any time while driving.

An employee transporting student(s) by personal vehicle must take the most direct route to and from the school.

Legal Reference:
Iowa Code chs. 285; 321

Cross Reference:
700 Series-Transportation
803.90 Employee Travel Compensation
803.91 Use of District Vehicles for Commuting

Adopted:
June 21, 2010

Reviewed:
June 17, 2013
October 20, 2014
February 18, 2019
December 16, 2021

Revised:
June 17, 2013
October 20, 2014
February 18, 2019
January 18, 2022