Policy 5731 – Transportation of Students in Privately Owned Vehicles

The Greater Johnstown Board of Education (“Board”) recognizes the benefit to the Greater Johnstown School District (“District) and the community of utilizing, from time to time, employees of the District, and authorized volunteers who offer their services to the District, for the transportation of students in privately owned vehicles.

The Board, wishing to set forth standards which need to be met in order to transport students in privately owned vehicles, hereby adopts the following policy regarding the transportation of students in privately owned vehicles.

Transportation of Students in Privately Owned Vehicles by District Employees

District employees who may, from time to time, transport students to and from extracurricular activities, sporting events, the student’s home, and/or other location, in privately owned vehicles, are hereby required to maintain and provide the District with copies of the following:

  1. A valid, current, New York State (NYS) drivers license enabling the employee to operate the privately owned vehicle;
  2. A valid, current NYS registration in effect for the privately owned vehicle;
  3. A valid, current NYS motor vehicle inspection for the privately owned vehicle; and
  4. At least the minimum insurance required by law to cover both the employee, as a driver and the privately owned vehicle, and its passengers.

Any employee who does not maintain the foregoing requirements, and/or who transports students in a privately owned vehicle which does not meet the foregoing requirements, shall be the subject to discipline by the District.  Said employee may also be deemed to be working outside of the scope of his/her employment while engaged in the transportation of students and may not be held harmless, indemnified and/or insured by the District in accordance with the NYS Education Law.

Transportation of Students in Privately Owned Vehicles by Authorized Volunteers

Authorized volunteers, who are appointed as such in accordance with the District’s Volunteer Policy, and who are at least 21 years of age or older, may, from time to time, transport students to and from extracurricular activities, sporting events, a student’s home, and/or any other location, in privately owned vehicles.  Volunteers who transport students in privately owned vehicles are hereby required to maintain and provide the District with copies the following:

  1. A valid, current NYS drivers license enabling the individual to operate the privately owned vehicle;
  2. A valid, current NYS registration in effect for the privately owned vehicle;
  3. A valid, current NYS motor vehicle inspection for the privately owned vehicle; and
  4. At least the minimum insurance required by law to cover both the individual as a driver and the privately owned vehicle and its passengers.

Any authorized volunteers who does not maintain the foregoing requirements, and/or who transports students in a privately owned vehicle which does not meet the foregoing requirements, shall be deemed to be working outside of the scope of his/her volunteer duties while engaged in transportation of students and may not be held harmless, indemnified and/or insured by the District in accordance with NYS Education Law.

Parental/Lawful Guardian Permission

Transportation of student(s) by a District employee or authorized volunteer in privately owned vehicle(s) to pre-scheduled events can be engaged only with the express, written consent of the student’s parent or lawful guardian.  Each student desiring to be transported by a District employee or authorized volunteer in a privately owned vehicle to a pre-scheduled event shall submit a completed “Transportation in a Privately Owned Vehicles” consent form prior to such transportation.

It is hereby acknowledged that situations arise when a District employee or authorized volunteer must transport students in privately owned vehicles without obtaining prior written consent to do so.  Lack of written consent from a parent or legal guardian shall not prohibit a District employee or authorized volunteer from transporting students in privately owned vehicles as deemed necessary by the Superintendent or designee based upon the facts and circumstances presented in a given situation.

Adopted:  4/25/01