School District
Human Resources Standard Operating Procedures
Document Title:
Prepared By:
Effective Date:
1.
Purpose
The purpose of this regulation is to set forth the requirements applicable to all ____________________
School District employees who drive a _____________School District vehicle.
2.
Scope
This process applies to all ________employees or other persons to whom the District grants the
privilege of operating a district owned vehicle for ________ business.
The intent of the Risk Management Committee shall be to review and act upon the following items:
1. Work-related accidents, to include motor vehicle and non-vehicular, which result in permanent
injury or loss of life to an employee.
2. Vehicular accidents that result in damage cost to the vehicle, other school district property, or
other personal or public property where it is believed that the employee driver's action or
inaction caused or contributed to the incident in question.
3. Oversee the proper administration of the Motor Vehicle Record biannual procedure.
The RMC Chair may request the involvement of the RMC on other issues of safety and property
protection as needed.
3.
Prerequisites
In order to drive for ____, an employee must be at least eighteen (18) years of age, submit a Vehicle
Use Agreement, Authorization and Consent to Obtain Driving Record, provide a copy of a current
valid, state-issued driver’s license, and successfully pass a Motor Vehicle Record review. Failure to
provide access to a Motor Vehicle Record will be considered a refusal to comply with this policy.
This process also applies to all applicants seeking employment, where such employment includes
driving for the _______. Any such applicants seeking employment with the ______ must allow ____
to review his or her Motor Vehicle Records (MVR); applicants whose MVRs are not acceptable to the
______ will not be hired in a position that requires driving a school district vehicle.
4.
Responsibilities
The committee shall be chaired and coordinated by_______________, and shall be comprised of a
minimum of five (5) representatives from divisions across the organization, including at least one
representative from the following divisions: security, human resources, transportation, risk
management, and plant services. All committee members shall be trained by the Risk Management
Department or its designee on the requirements of the policy, accident investigation, and safety
observation.
School District
Human Resources Standard Operating Procedures
Document Title:
Prepared By:
Effective Date:
The RMC shall propose for approval to the School District Superintendent's staff the corrective action
procedures and will inform the administration of procedures/actions taken for improving driving
quality and safety. The RMC is also responsible for the design and implementation of a
driver/vehicular accident/incident disciplinary plan.
5.
Procedure
Procedures for Vehicular Accidents/Incidents
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
Any employee who is involved in an accident/incident while operating a District-owned/leased
vehicle for any reason shall report the accident/incident to his/her immediate supervisor and
dispatch immediately regardless whether any injury or damage occurred. Should the employee
fail to report the accident/incident as required above, he/she may be suspended without pay or
be terminated at the discretion of the Administration.
Those involved in an accident will be notified by letter from ____________________to attend
an accident review meeting.
The committee shall meet a minimum of once per month to review all accidents, consider
appeals, and assess the overall condition of safety within _____. The committee shall render
verdicts on appeals as well as designating topics for emphasis in driver safety training.
Any public safety citation while operating a School District vehicle shall be reported to the
RMC. In situations where it is determined by the RMC that there has been a disregard for
traffic laws and/or public safety, corrective action will be taken.
Accidents shall be recorded from date of first occurrence and shall accumulate for purposes of
employee discipline from the most recent preventable accident counting back three years.
School District
Human Resources Standard Operating Procedures
Document Title:
Prepared By:
Effective Date:
Incident
Preventable Level I
Accident Any occurrence involving
a District-owned/leased
vehicle in which it is
determined by the Risk
Management Committee
that the driver/operator
in question failed to do
everything he/she
reasonably could have
done to prevent the
occurrence, if the
occurrence:
Preventable Level II Accident
(1) Results in no
injuries; and
(1) Results in no injuries;
and
(1) Results in personal injury
regardless of who is injured and
regardless of property damage
amount; or
(2) Causes $500 or
less monetary
damages total to
vehicle(s) and/or
property.
(2) Causes between
$500.01 and $1500 in
monetary damages to
either vehicle and/or
property.
(2) Results in damage over the
amount of $1500.01 to either vehicle
or other property.
Discipline
Discipline
Discipline
Any minor
occurrence
involving a district
owned/leased
vehicle in which it is
determined by Risk
Management
Committee that the
driver failed to do
everything he/she
reasonably could
have done to
prevent the
occurrence, if the
occurrence:
Any occurrence involving a Districtowned/leased vehicle in which it is
determined by the Risk Management
Committee that the driver/operator
in question failed to do everything
he/she reasonably could have done to
prevent the occurrence, if the
occurrence:
Non-Preventable
Accident Any occurrence involving
a District-owned/leased
vehicle in which it is
determined by the Risk
Management Committee
that the driver/operator
in question did everything
he/she reasonably could
have done to prevent the
accident.
School District
Human Resources Standard Operating Procedures
Document Title:
Prepared By:
Effective Date:
First Incident –
Referral to
immediate
supervisor for
appropriate action.
Second Incident –
Referral to
immediate
supervisor for
appropriate action,
a Letter of Concern
issued. Additional
re-training may be
recommended.
Third and each
Subsequent
Incident(s) – Will be
treated as a first
Preventable Level I
Accident.
First Preventable Level I
Accident - Letter of
concern from the
appropriate division
director and Four (4)
Hours or mandatory
retraining and Four (4)
Hours of ride-on
monitoring. Each
subsequent Level I
Accident will be treated as
a First Preventable Level II
Accident.
First Preventable Level II Accident
- A Letter of warning from the
appropriate division director. Four (4)
Hours of Mandatory Retraining and
Four Hours (4) of ride on monitoring.
Second Preventable Level II Accident
– Employee shall be suspended
without pay for (3) three days and a
final letter of warning from the
Superintendent or his/her designee
Third Preventable Level II Accident Employees will be recommended by
the RMC for termination of driving
privileges. Loss of driving privileges
does not entitle or guarantee an
employee a non-driving position.
The Risk Management Committee may substitute and/or add the following corrective measures
in lieu of or in addition to the discipline specified above. Recommendations will then be sent
to Human Resources for final review.
School District
Human Resources Standard Operating Procedures
Document Title:
Prepared By:
Effective Date:
1.
2.
3.
4.
5.
6.
7.
8.
Prescribe a traffic school different from those identified.
Suspend with pay until investigation is completed.
Suspend without pay.
Terminate employment with the school system.
Reassign to a non-driving position with the school system, if available.
Loss of privilege of driving Board owned/leased vehicles.
Invoke any combination of the above.
Removal of all extra driving privileges for a period of time not to exceed three (3) years.
 Criteria for determining that an accident was Preventable or Non-Preventable
may include, but is not limited to, prior points accumulated from previous _____ point
system, drivers statement, law enforcement records, insurance records, statements of
witnesses, and estimates of damage as may be appropriate.

Documented accidents will remain with on the drivers ____ records, regardless if a resignation
is given. Documented accidents will be reinstated from the last accident date, and will be
dropped three (3) years from the rehire date.

Accidents shall be recorded from date of first occurrence and shall accumulate for purposes of
employee discipline from the most recent preventable accident counting back (3) three years.

Within 30 days of a determination for recommended action, a report shall be sent to the RMC
by the employee’s supervisor verifying all recommended action was implemented within that
time period and subsequently updated in 30 day intervals if corrective actions exceed 30 days
6.
References
Policy
Adopted