Transportation Safety Policy

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Angela Edwards
5 years ago
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The intention of this policy is to standardize the safety methods and procedures used within our church parishes, schools and agencies but, most

1 Transportation Safety Policy Throughout the Archdiocese of New Orleans, we take pride in the services provided to our community. The church is involved in transporting millions of people as they work to fulfill their ministry. The intention of this policy is to standardize the safety methods and procedures used within our church parishes, schools and agencies but, most importantly, to follow sound principals to help ensure the safety of drivers and passengers. Please familiarize yourself with this policy and review with anyone that drives on behalf of the church or school as an employee or volunteer. Rev. 8/29/2018

2 Transportation Policy Index 2 Transportation Policy Index 3 Transportation Policy 4 CMG Connect-On Line Training 5-7 CMG Connect Access Instructions 8 CMG Fleet Safety Policy Amendment 8-9 Motor Vehicle Reports & Order Form 10 Unacceptable Drivers 11 Driver Information Sheet Passenger Van, Bus & Shuttle Use Policy Vehicle Maintenance & Service Log 15 Annual Vehicle Exterior Inspection 16 Vehicle Travel Log 17 Student Transportation School Bus Drivers Daily Pre-Trip Bus Inspection 20 What to do in Case of an Accident Vehicle Accident Report Louisiana Highway Safety Laws U.S. Dept. of Transportation-Mobile Phone Restrictions 27 Distracted Driving Protecting Yourself from Carjacking 31 Automobile Security 2 P age

3 The purpose of this transportation policy is to ensure the safety of the drivers and passengers during church/agency/school trips. Commercial carrier or contracted transportation is the most desirable method to be used for field trips or church/agency/school trips and whenever possible, this mode of transportation should be utilized. The use of private passenger vehicles is discouraged and should be avoided if at all possible. If commercial carriers are used (e.g., commercial airlines, trains, or buses) no further information is required. Contracted Vehicles If transportation is contracted, signed contracts should be executed with an appropriate hold harmless agreement protecting the parish/agency/school and the Archdiocese of New Orleans. The Archdiocese does not require the use of any particular commercial company. Copies of all contracts must be submitted to General Counsel, Wendy Vitter at Cheryl Harper at and Sue Foster at for review before being signed. Also, contracted carriers must provide proof of insurance, at least two weeks in advance of the scheduled trip, with minimum limits of liability of $1,000,000 per occurrence, $2,000,000 aggregate. Drivers of those non-owned vehicles must possess a valid CDL license and clear a background check provided by Catholic Mutual. There are also instances when buses are privately owned or owned by a civil parish entity. Privately owned buses or buses owned by a civil parish entity (Jefferson Parish, St. Tammany Parish, etc.) may also be contracted under the same guidelines as indicated above for commercial companies, including providing proof of the required insurance and driver requirements. Leased Vehicles If a vehicle is leased, rented, or borrowed to transport participants to and from the event, appropriate insurance should be obtained. Coverage can be purchased through the rental company. Rental coverage is not required if you are renting in place of a vehicle you already own. If auto coverage is provided for an existing vehicle through Catholic Mutual, contact should be made with the local office. COVERAGE CANNOT BE AUTOMATICALLY ASSUMED FOR LEASED, RENTED, OR BORROWED VEHICLES. Private Passenger Vehicles The use of private passenger vehicles is discouraged. If a private passenger vehicle must be used, then the following information must be supplied and this information must be certified by the driver in question. 3 P age 1. The driver must be 21 years of age or older. TRANSPORTATION POLICY 2. The driver must have a valid, non-probationary driver s license and no physical disability that could in any way impair his/her ability to drive the vehicle safely. 3. The vehicle must have a valid and current registration and valid and current license plates. 4. Submit copy of drivers' license for Catholic Mutual to run Motor Vehicle Report. 5. The vehicle must be insured for the following minimum limits: $100,000 per person/$300,000 per occurrence. 6. A signed Driver Information Sheet on each vehicle used must be obtained. Each driver and/or chaperone should be given a copy of the approved itinerary including the route to be followed and a summary of his/her responsibilities.

4 Distance Limitations (For non-contracted transportation) 1. Daily maximum miles driven should not exceed 500 miles per vehicle. 2. Maximum number of consecutive miles driven should not exceed 250 miles per driver without at least one 30 minute break CMG CONNECT 4 P age

5 CMG CONNECT You can also access CMG Connect through the Catholic Mutual website as follows: 5 P age

6 6 P age CMG CONNECT

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8 CUP FLEET SAFETY POLICY AMENDMENTS The defensive driving course Be Smart - Drive Safe 1 becomes mandatory effective: o 07/01/14 for all employees who drive as part of their position o 07/01/14 for all drivers of diocesan and location owned vehicles o 07/01/16 for all drivers Catholic Mutual s Church Transportation Is it Necessary and Ministry- Based? becomes mandatory for all parish and school locations. Must be viewed at least once every two years by an individual in an administrative position. o Effective 07/01/14 MOTOR VEHICLE REPORTS As part of the Archdiocesan Transportation Policy, Catholic Mutual runs Motor Vehicle Reports on all authorized drivers (employee or volunteer) once per year free of charge. This would apply to anyone that drives on church/parish/school/agency business using company or personal vehicles. We run these reports on a blanket basis every January. There is no need to order reports on new employees in their first year of employment if a Motor Vehicle Report was ordered as part of their pre-employment screening. Attached, you will find a Motor Vehicle Report order form. Please complete this form and return to my office via to coubre@catholicmutual.org or by facsimile at before the end of December. Any new drivers not ordered in January can be requested throughout the year, but we prefer to run the regular drivers in January. Report results will be reported back to management at each location. 8 P age

9 9 P age This Motor Vehicle Report Order Form can be found in an editable version at: on Download tab/click on Catholic Mutual Folder.

10 UNACCEPTABLE TRANSPORTATION DRIVERS POLICY We are establishing minimum standards nationally for defining an unacceptable driver. These standards are based upon the accident/violation history of the driver for the prior three years. The accident/violation history used in applying these standards will include those shown on the driver s MVR, supplemented by the application, our own claims history for the risk, and any information the prior carrier may furnish us. A driver is unacceptable if the driver s accident/violation history in the last three years: 1. Includes one or more of the following serious violations: a. Driving under the influence of alcohol or drugs b. Hit and run c. Failure to report an accident d. Negligent homicide arising out of the use of a motor vehicle e. Operating during a period of suspension or revocation f. Using a motor vehicle for the commission of a felony g. Operating a motor vehicle without owner s authority (grand theft) h. Permitting an unlicensed person to drive i. Reckless driving j. Speed contest k. Any combination of accidents and moving violations which total three (3). l. Drivers license expired/revoked/suspended. m. No record of a drivers license found (more information may be needed). n. International drivers license. All accidents must be included in the above determination, both at fault and not at fault accidents. While the latter may not have been caused by the driver, there is usually no way to make these distinctions from MVR information. Except in states that forbid non-employment citations and accidents, all moving violations must be included in the above determination, whether the offense was committed with a commercial or a personal vehicle. A driver s personal driving habits and attitudes will almost universally be the same while driving a commercial vehicle. 10 P age

11 DRIVER INFORMATION SHEET DRIVER INFORMATION SHEET Driver Name Address Driver s License # Date of Birth Home Phone Cell Phone Date of Expiration Vehicle That Will Be Used Name of Owner Model of Vehicle Address of Owner Make of Vehicle Year of Vehicle License Plate # Date of Expiration If more than one vehicle is to be used, the aforementioned information must be provided for each vehicle. Insurance Information Insurance Company Liability Limits of Policy* (*Please note: The minimal, acceptable liability limit for privately-owned vehicles is $100,000/$300,000) In order to provide for the safety of the parish/school/agency and those we serve, we must ask each driver to answer the following questions: TRUE/FALSE 1. I have NOT had a conviction for an infraction involving drugs or alcohol (such as driving under the influence or driving while intoxicated) in the last three years. 2. I have NOT had two or more convictions for an infraction involving drugs or alcohol (such as driving under the influence or driving while intoxicated) in the last seven years. 3. I have had no more than three moving violations or accidents in the last three years. Please be aware that as a driver, your insurance is primary unless vehicle driven is owned by church/agency/school. Certification I certify that the information given on this form is true and correct to the best of my knowledge. I understand driving for Church/School/Agency ministry is a profound responsibility and I will exercise extreme care and due diligence while driving. I understand that as a driver, I must be 21 years of age or older, possess a valid driver s license, have the proper and current license and vehicle registration, and have the required insurance coverage in effect on any vehicle used. I agree that I will refrain from using a cell phone or any other electronic device while operating my vehicle. Signature Date 11 P age

12 CATHOLIC UMBRELLA POOL 11 to 15 Passenger Van, Bus and Shuttle Use Policy This document amends CUP s 11 to 15 Van Passenger Policy implemented July 1, 2000 and amended June 1, The purchasing, leasing, renting or borrowing of passenger vans to transport any person(s) is prohibited beginning June 1, The continued use of these vans, for cargo only, with passenger seats removed, is still permitted. 2. Any person(s) is defined as any number of passengers from one to 14 whether children or adults of any age, excluding the driver. The only exception permitted is when an adult passenger, seated and belted in the front passenger seat, is needed in the event that the passenger van is being used for the transportation of cargo for the loading and unloading of that cargo. 3. Organizations within a Diocese that currently own or lease passenger vans for the transportation of adults (as the use for the transportation of children has been prohibited since July 1, 2000) must replace, sell or discontinue the use of the passenger van for the transportation of any person(s) by June 1, 2007, two years from the date of this policy passenger vans can be replaced with either a school bus or a Multifunction School Activity Bus (MFSAB). A MFSAB is a vehicle which complies with the Federal Motor Vehicle Safety Standards (FMVSS) applicable to school buses for crash survivability and mirrors. 5. If a MFSAB is used for the transportation of children, these vehicles must meet FMVSS 111; FMVSS 220; FMVSS 221; and FMVSS 222 (see below). If purchasing a MFSAB to transport children, it is important to confirm with the seller that the vehicle meets all four FMVSS. There are vehicles that visually appear to be conforming, but are not. 6. When acquiring a bus or shuttle to transport adults, the four FMVSS should also be followed. 7. Mini-vans may continue to be used to transport children or adults. (A mini-van is defined as a passenger vehicle designed to transport no more than 8 total occupants.) Below are the four FMVSS referred to in the above policy. Additional information on how to determine if a bus or shuttle meets FMVSS standards can be obtained from Catholic Mutual s Risk Management Department at (800) FMVSS 111 Fulfills the safety requirement for the rear-view and cross-view visibility. FMVSS 220 Establishes requirements for the school bus body structure in rollover accidents. FMVSS 221 Regulates the strength of body panel joints in school buses. FMVSS 222 Establishes occupant protection requirements for school bus passenger seating and barriers. Important Note: Vans, Buses and Shuttle Buses capable of transporting 16 plus passengers must also comply with the above FMVSS. Rev. 03/09 12 P age

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17 STUDENT TRANSPORTATION When students are allowed to transport themselves and other students to school sponsored events on or off premises or if students like having the flexibility of driving their own vehicles to these events, this can create a liability exposure to the school and to the Archdiocese. The best practice for this scenario is to reduce liability exposure to the school and Archdiocese through risk transfer. If students drive themselves or other students to events, the school should "detach" itself from the responsibility of arranging the transportation. In other words, the school should leave the arrangements of transportation for students involved in these circumstances to the parents. Following are steps the school can take to lessen liability: *Give specific directions to the destination. *Inform parents that school transportation is not available and it is their responsibility to make transportation arrangements. It is the parents' decision whether or not to allow their student to drive themselves or to ride with another student. *Require a signed parent acknowledgement of this notification. *Never give direction as to who can ride with whom. Below is an example of wording that you can use in the transportation notification to the parents. This can be included on the school field trip permission form. "Transportation will not be provided by name of school. Providing or arranging appropriate transportation to this event is the responsibility of the parents." Another issue that sometimes arises for off campus events is whether it is permissible for a student to ride home from a school sponsored event with someone other than the school bus transportation provided by the school. When the school provides transportation, students are expected to ride the school bus to and from school events unless written parental permission is obtained, or the student is released to the parent. Even when the student is released to the parent, it is strongly recommended that a note be obtained from the parent. This will lessen liability to the school in the event a parent lets their child ride home with a friend. *In the event it is necessary for an employee, volunteer, or parent to use his or her own vehicle to transport students; then the attached Transportation Policy must be followed and the included Driver Information Sheet must be completed by each person driving. Proof to private vehicle insurance with limits of not less than $100,000/ $300,000 must be provided. The owner of the vehicle s private auto insurance is primary in the event of an accident. A motor vehicle report must be ordered through the Insurance Office on each driver. Each person driving must comply with Safe Environment training. If a field trip is planned utilizing parent transportation and a parent cannot meet the insurance requirements; they cannot drive any children other than their own. 17 P age

18 Check condition and operation of each: a. Engine Compartment -Condition of belts -Fluid levels b. Windshield Wipers c. Windshield d. Mirrors e. All Lights f. Warning Flashers g. All Signals h. Emergency Door I. Service Door J. Exhaust System k. Airbrake System Pressure I. Wheels m. Tires n. Fire Extinguisher Charged o. First Aid Kit on board p. Travel Log SCHOOL BUS DRIVERS DAILY PRE-TRIP INSPECTION 18 P age

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20 WHAT TO DO IN CASE OF AN ACCIDENT 1. Do not move the vehicle. 3. Have a responsible person call the police. 4. Check for injuries and administer first aid where possible. Make a list of all passengers in vehicle. 5. Protect the accident scene with flares or reflectors, which should be placed a minimum of 100 feet either direction from the accident. 6. Keep the children/passengers calm and in vehicle unless danger of fire or other hazards exist. 7. Obtain information from other driver(s) and witnesses, including names, addresses, telephone numbers, driver's license number, vehicle license plate and other party(s) insurance company and policy number. 8. Do not leave the accident scene until told to do so by the police. Be sure to get the accident report number from the police. 9. Report the accident to your supervisor or principal. 10. Photograph accident scene with cell phone or disposable camera, which you can maintain in glove compartment. 11. Complete the attached Automobile loss notice and either call or fax into Catholic Mutual Group at telephone or facsimile. 20 P age

21 VEHICLE ACCIDENT REPORT Driver: Date of Birth: License # Vehicle: Year Make: Model: Vehicle Identification # Accident Information Date: Time: City: State: Street location: Description: Other Vehicle Year/Make/Model: License Plate: State: Owner s Name & Address: Drivers Name & Address: Driver s License # State: Exp. Date: Relationship to Owner: Description of Damages: Insurance Company: Phone # Policy # Exp. Date: Injuries Name & Address: Extent of Injuries: Witnesses Passengers Name/Address/Telephone: Extent of Injuries: Name/Address/Telephone: Extent of Injuries: USE REVERSE SIDE FOR ADDITIONAL SPACE Other Property Damage Owners Name: Extent of Damage: USE REVERSE SIDE TO PROVIDE DIAGRAM OF THE ACCIDENT SCENE Driver Signature: Date: 21 P age

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Catholic Mutual CARES

Catholic Mutual CARES Field Trip Risk Management Information The purpose of the enclosed information is to provide sample forms and procedures to minimize the exposures created by participation in field