Oglala Lakota College Head Start/Early Head Start Program
POLICY AND PROCEDURES
TITLE:
Vehicle Maintenance and Inspection
PURPOSE
To ensure the safe operations of all program vehicles reducing the risk of mechanical failures.
POLICY
The OLC programs will provide transportation services that ensure vehicles are maintained in
safe operating condition at all times. The program will conduct a thorough safety inspection of
each vehicle prior to each new school year through the South Dakota State Highway Patrol
Department. Systematic preventive maintenance on such vehicles will be implemented through
vehicle logs and daily inspections.
PROCEDURE
Annual State Inspections
1. Transportation Manager will contact the SD Highway Patrol to set up a schedule of state
inspections.
2. A pre-assessment is conducted on each vehicle prior to the state inspections to identify
and correct any known maintenance problems.
3. Transportation Manager will assign buses to be delivered to the site(s) identified by the
state for the state inspection.
4. Any maintenance identified through the State Inspections will be corrected as detailed in
the report and re-inspection for certification will be scheduled to ensure the bus is road
worthy.
Preventative Maintenance
1. The Transportation manager will begin a Vehicle Maintenance Sheet on each program
vehicle used for transportation at the beginning of each school year. Information detailed
in the Vehicle Maintenance Sheet will include the date, mileage, PO #, costs and work
completed. This will assist in the tracking of costs and repairs.
2. The Transportation manager is responsible for scheduling the annual inspections with the
Highway Patrol and annual inspection for Emergency Equipment supplies with Armstrong
Supply (in Rapid City).
3. A Daily Bus Inspection Checklist is distributed to each bus driver to complete on a
DAILY basis. The Bus Monitor will assist the driver each day during these pre-trip
inspections.
4. The HS/EHS teacher will collect the Daily Bus Inspection Checklist from the drivers
each day at their respective center and these documents will be maintained in the center
binder.
5. The completed Daily Bus Inspection Checklist should be submitted to the HS/EHS bus
garage (located in Porcupine) or the administrative building (located at Piya Wiconi) on a
weekly basis and can be sent with the timesheets and payroll.
6. The Daily Bus Inspection Checklist will be logged on the Daily Bus Inspection
Completion Log weekly by the Transportation Manager to determine completion rates of
individual drivers.
Created: 09/14/06
PC Approval: 10/23/06
BOT Approval: 11/21/06
Oglala Lakota College Head Start/Early Head Start Program
POLICY AND PROCEDURES
DOCUMENTATION
Vehicle Maintenance Sheet
Daily Bus Inspection Checklist
Daily Bus Inspection Completion Log
Safety Inspection Reports
Tags (fire extinguishers)
Purchase order/Receipts
REGULATORY REFERENCE(S):
Head Start Performance Standards
Environmental Health Standards
South Dakota State Highway Patrol
1310.13 (a)-(c)
4-119.10
Created: 09/14/06
PC Approval: 10/23/06
BOT Approval: 11/21/06