Keller ISD
White Fleet/Vehicle Use
Regulation
Adopted [Insert adoption date]
Last Revised [April 25, 2011]
Keller ISD Mission Statement:
The community of Keller ISD will educate our students to achieve their highest standards of
performance by engaging them in exceptional opportunities.
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Table of Contents
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Section 9
Section 10
Section 11
Section 12
Section 13
Section 14
Section 15
Section 16
Section 17
Vehicle Use Regulations
Course and Scope
Definitions
Driver Qualifications
Commercial Motor Vehicle
Responsibilities
Motor Vehicle Record Review
Driver Status Evaluation
Defensive Driving
Fleet Safety Rules
White Fleet Rental Vehicles
Non-District Owned Vehicles
Utility Vehicles
Vehicle Maintenance
Vehicle Security
The Accident Scene
Safety Review Board
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Section 1
Vehicle Use Regulation
1. It shall be the practice of Keller ISD that all vehicles be operated in a safe, responsible, and
accident-free manner. Such statement is the cornerstone for all that is contained in this
Fleet/Vehicle Safety Regulation.
2. It shall be the practice of Keller ISD to promote the safe and accident-free operation of all
vehicles used in the conduct of school business through proper driver management and safe
driving practices. Therefore, the objectives of this Fleet/Vehicle Use Regulation to:
a. Establish a written program outlining minimum guidelines for the safe operation of
vehicles in the conduct of Keller ISD business;
b. Establish minimum standards for drivers that are operating a vehicle in the conduct of
Keller ISD business; and
c. Establish methods and standards by which vehicle accidents are to be reviewed,
evaluated, and root causes corrected.
3. This regulation is a minimum practice governing the safe operation of school vehicles. Your
department may have additional policies that you must follow.
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Section 2
In the Course of Scope
1. This practice applies to all persons employed by or connected with Keller ISD who operate a
vehicle in the conduct of school business.
2. Failure to comply with this regulation and practices set forth in this document may result in
disciplinary action, including but not limited to suspension of your Keller ISD driving
privileges or termination of your employment.
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Section 3
Definitions
1. For clarity and assistance in understanding the application of certain terms in this Fleet/Vehicle
Use Regulation, the following definitions are offered. These are not legal definitions, nor are
they meant to bind administrators into rigid interpretations of these regulations. They are
offered as a guide to help readers better understand certain terms used in these regulations.
2. Approved Driver List: A list of names of drivers who are approved to drive a Keller ISD
owned vehicle. AR CAN (R1)
3. CDL: Commercial Driver’s License.
4. Driver: Any person who drives a Keller ISD vehicle, including those required to drive a vehicle
as part of his or her job duties as well as those whose use of a vehicle is elective.
5. Motor Pool Vehicle: A school vehicle that is not assigned to a driver, but is typically available
to be “checked out” by a school employee for purposes such as transporting students to UIL
events, or attending professional development events.
6. MVR: Motor Vehicle Record. This report, obtained from a driver’s state of residence (directly,
or from a third-party vendor), lists a driver’s record of accidents, convictions, and driver’s
license status.
7. Non-district owned vehicle: Any vehicle that is not owned, leased, or hired by Keller ISD,
but is operated in the conduct of school business. One example is a vehicle owned by an
employee while being driven to the post office on school business.
8. Safety Review Committee: A board appointed with the purpose to review all Keller ISD
vehicle accidents / incidents, determine preventability, recommend action, and to review driver
appeals (Board Policy DGBALocal), and other fleet safety duties as determined by Keller ISD
management.
9. Utility Vehicle: This category includes, but is not limited to golf carts, John Deere Gator (or
similar), all-terrain vehicles (ATV), tractors, riding lawn mowers, spray rigs, lifts, forklifts, or any
other school vehicle that is designed and operated primarily as an off-road vehicle. Also
included are trailers used for towing.
10. Vehicle: Any automobile requiring some type of driver’s license to operate on public streets.
This includes automobiles owned, leased, or hired by Keller ISD, as well as non-district owned
vehicles owned by employees (or family) that are used in the conduct of school business.
11. White Fleet Vehicle: Any school vehicle other than a yellow fleet vehicle.
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Section 4
Driver Qualification
1. All employees whose job will require them to drive a Keller ISD white fleet vehicle shall meet
the following criteria:
a. Be on the approved driver list,
b. Have a valid, current driver’s license issued by the State of Texas,
c. Have an acceptable criminal history record,
d. Remain insurable under the District's liability insurance policy,
e. Have never tested positive for drugs or alcohol with the District, and
f. Be subject to the Driver Status Evaluation, as outlined in Section 8.
2. If an employee has ever been terminated as a result of his or her driving record or has a Tier 3
violation (outlined in the Drive Status Evaluation), he or she will not be considered for driving
duty by Keller ISD unless: (monitored by Safety and Security Department)
a. He or she meets all other criteria for acceptability; and
b. He or she has re-established a good driving record based on the Driver Status
Evaluation.
c. A Tier 3 violator (outlined in the Driver Status Evaluation) may not be reinstated.
3. All new employees whose job description includes driving a vehicle shall complete the Keller
ISD new driver orientation and training program within thirty days of hire.
4. All employees whose job description includes driving a vehicle are required to maintain a valid
Texas driver’s license appropriate for the vehicle to be driven. Drivers are to have this license
in their possession at all times. The driver’s license must be shown to the driver’s manager or
other district administrator if requested.
5. An employee driver is required to immediately notify, within 24 hours or end of next business
day, his or her supervisor when his or her driver's license has been suspended, revoked, or
restricted, or in the event of any accidents or receipt of any citations. If revocations,
suspensions, restrictions, or citations or challenged in court, once a judge/jury decision is
made that decision must be reported to supervisor within 24 hours or end of next business
day. Failure to do so may result in loss of driving privileges or other disciplinary action.
6. All employees whose job description includes regular or even occasionally driving of a white
fleet vehicle shall have their MVR reviewed quarterly. This list of employees includes, but is
not limited to: (list provided by Business Function)
a. Employees assigned to a vehicle (e.g. maintenance, grounds, food service,
administrators, etc.);
b. Coaches;
c. UIL Sponsors;
d. Campus administrators;
e. District administrators and;
f. School Board members.
7. Drivers with satisfactory MVRs as outlined in the section Motor Vehicle Record Review will be
added to the Approved Driver List. No employee shall operate a Keller ISD vehicle until a
satisfactory MVR review has been completed.
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8. Drivers with unacceptable MVRs as outlined in the section Motor Vehicle Record Review shall
be prohibited from operating a Keller ISD vehicle.
9. Any change in status of MVR (either on the official state record, or as assigned through this
Regulation) will result in an immediate MVR review and possible change in employee driving
status.
10. A white fleet driver who receives two or fewer Tier 1 incidents as assessed by this Regulation
as a result of a conviction and/or accident shall have the option of attending, at his or her
expense, a state-approved or National Safety Council-approved Defensive Driving Course.
a. Successful completion of this course will allow the assessed Tier 1 incident for that one
conviction and/or accident to be removed from the employee’s record for purposes of
MVR review.
b. The employee may receive credit for only one class per year and only two classes while
he or she is employed by Keller ISD.
c. The employee will only receive credit for a class that is taken after the conviction and/or
accident occurs.
d. If the employee’s MVR was unacceptable before taking the Defensive Driving Course
(Keller ISD driving privileges were suspended), driving privileges are not reinstated until
a new MVR review is conducted and the employee is notified by management.
11. All employees, whose job description may require them to drive a white fleet vehicle, shall
attend driver training as specified by the Keller ISD driver training program. Attendance at all
training sessions and safety meetings is mandatory.
a. If there is a schedule conflict, the driver is responsible to discuss the matter with his or
her supervisor before the training session. A driver must provide written documentation
for any excused absence (i.e. a doctor’s note, jury summons, etc.).
b. A driver who fails to attend a scheduled driver training session or safety meeting without
a documented excused absence may have his or her driving privileges suspended.
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Section 5
Commercial Motor Vehicles
1. A commercial motor vehicle has the following characteristics:
2. A gross combination weight rating of 26,001 or more pounds inclusive of a towed unit with a
gross vehicle weight rating of 10,000 or more pounds;
3. A gross vehicle weight rating of 26,001 or more pounds; or
4. Is designed to transport 16 or more passengers, including the driver (regardless of the number
carried); or
5. Is of any size and is used in the transportation of materials found to be hazardous for the
purposes of the Hazardous Materials Act and which require the motor vehicle to be placarded
under the Hazardous Materials Regulations and meets the requirements for a commercial
motor vehicle.
6. All drivers who are operating a commercial motor vehicle are required to possess a valid
Commercial Driver's License (CDL) with endorsements appropriate to the vehicle to be driven.
7. All school bus drivers will be required to possess, at minimum, a:
a. CDL with passenger endorsement;
b. Texas school bus operator’s certificate
8. All drivers with a CDL are subject to alcohol and controlled substance testing as defined by
Keller ISD’s DHE (Local). Copies of this Regulation may be obtained from the Transportation
Director.
9. While this Regulation is intended as a minimum standard for all Keller ISD drivers, bus drivers
may have other policies and laws imposed by the Keller ISD Transportation Department and
federal and state regulators. Please see your supervisor if you have questions.
10. Where the provisions of this Regulation may conflict with those other policies and laws, those
other policies and laws shall prevail.
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Section 6
Responsibilities
1. The ultimate responsibility for the maintenance and enforcement of this Regulation lies with
Keller ISD Administration and Supervisors.
2. Responsibility to obtain, to evaluate, and to maintain MVRs lies with the Human Resources
Director (or designee). The Human Resources Director shall also assemble and distribute the
Approved Driver List to all administrators and directors.
3. It shall be the responsibility of each supervisor, administrator, manager, or director to promptly:
a. Compile and maintain, in a confidential and secured file, a complete driver list for that
department or campus. This list shall include all regular drivers of Keller ISD vehicles
as outlined in the section Motor Vehicle Record Review.
b. Obtain all signed documents relating to the request and evaluation of MVR data and
securely forward those documents to the Human Resources Director (or designee).
c. Notify the Human Resources Director immediately of any known changes to a driver’s
MVR status.
d. Provide driving orientation, training, and monitoring activities according to Keller ISD
employee policy and this Regulation, or arrange such orientation, training, and
monitoring activities with Risk Manager.
e. Enforce all provisions of this Regulation as it relates to the fleet drivers under his or her
supervision.
f. Ensure all employees understand and sign the Driver Accountability Statement.
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Section 7
Motor Vehicle Record Review
1. All drivers for Keller ISD are expected to maintain a driving record that reflects good driving
habits.
a. Each Keller ISD driver must meet acceptable insurability standards.
b. One of the most important indicators of a driver’s probability of being involved in a future
preventable accident is the driver’s past record of accidents and moving violations.
Drivers who habitually speed, tailgate, make illegal moves in traffic, fail to use
equipment properly, etc. or who have a history of vehicle accidents are statistically more
likely to be involved in future preventable accidents.
2. A driving record (MVR) will be reviewed quarterly or as needed for all regular drivers of the
Keller ISD white fleet/vehicle use.
a. If a driver has been a resident of Texas for less than one year, a motor vehicle record
review of the preceding twelve months will be conducted for all prior states of residence.
The employee may be responsible for obtaining and providing those records.
b. If an employee is joining the white fleet driving pool mid-term (in-between the quarterly
reviews), the employee may be responsible to provide a copy of his or her MVR. This
MVR must be dated within the last thirty days and must cover the preceding twelve
months.
3. A driver will be disqualified from white fleet/motor pool driving as determined by the Driver
Status Evaluation (section 8):
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Section 8
Driver Status Evaluation
1. A tiered system is used by Keller ISD as the means to determine the eligibility of drivers of
District Vehicles (excluding bus drivers and others driving buses). Level of tiers and number
of tiers are based on violations on a driver's MVR going back 12 months from the date of the
current year of review or based on decisions by the Safety Review Board. The most common
violations are listed below.
2. Appropriate administrative action will be assessed based on the following table below and the
accumulation of incidents based on the prior 12 month period including the current incident
date. The following system will be used to determine the status of each driver as follows:
No fault Accident/Negligent Damage to District Property
Speeding
Failure to Yield
Stop Light/Sign Violation
Failure to Maintain Control
Improper turn/lane change
Following Too Close
Failure to Wear Seat Belt
Reckless Driving
Evading Points
Speeding in a School Zone
Eluding Law Enforcement Officer
At fault Accident/Negligent Damage to District Property
Driving With Suspended License
Failure to Stop & Render Aid
Hit and Run
Refusal of DUI/DWI Test
DUI/DWI Conviction
Current License Suspended/Revoked
Any Felony Involving a Vehicle
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1
Tier 1*
Tier 2
Tier 2
Tier 2**
Tier 2
Tier 2
Tier 2
Tier 2
Tier 3
Tier 3
Tier 3
For Moving Violations not listed, tier rating will be assigned by the Safety Review Board office in
consultation with the Hiring Authority, based on circumstances and level of threat or harm to public
safety.
Non-ticketed reports of driver behavior, depending upon the nature and/or number(s) of incidents,
may be reviewed by the Safety Review Committee and could result in disciplinary action based on
the Driver Evaluation System.
* Any attempt of an employee to conceal driving violations is considered evading points.
** As determined by the Safety Review Committee
Acceptable
Employee may drive without limitations.
0 violations
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Marginal
Employee may drive but is subject to review of
qualifications and counseling at any time by the Supervisor. There may be requirements to attend
DDC at employee’s own expense.
1 - Tier 1 violation
Probation*
Employee may drive but is subject to review of qualifications.
Employee should be counseled by the Supervisor and/or Director designee and placed on driving
probation for thirty (30) days following review. The employee shall be required to attend DDC within
sixty (60) days of review at employee’s expense.
2 – Tier 1 violations or,
1 – Tier 2 violation
Unacceptable
Employee is disqualified from driving and may not operate any District vehicle on
behalf of the District at any time, under any circumstances and without exception.
3 – Tier 1 violations or,
2 – Tier 1 violations & 1 Tier 2 violation or,
2 – Tier 2 violations or,
1 – Tier 3 violation
*Probation is defined as a status attained when an employee has accumulated two Tier 1 violations or
one Tier 2 violation. The intent of Probation is to alert the employee that a potential for loss of driving
privileges exists should additional violations occur.
If an employee is determined to be disqualified from driving, the employee shall be given written
Notice of Determination of Cause or Disqualification, by the Hiring Authority. The employee’s driving
privileges are suspended at the time of notice and could be terminated as a Keller ISD employee, if
the job description specifically requires driving a district vehicle to perform job duties and
responsibilities.
When Driving is an Essential Function and the employee is disqualified from driving:
•
•
•
•
Employee will not be allowed to continue to drive on company business at any time and may
be terminated.
Employee may be assigned non-driving duties as authorized by the highest ranking business
function administrator or Superintendent’s designee.
Employee may ride as a passenger if approved by the Hiring Authority.
All the above may occur only during the Resolution Period.
The Resolution Period is defined as a maximum of sixty (60) calendar days from the date the
employee is provided the Notice of Disqualification. Within the Resolution Period the employee may
initiate an administrative appeal and/or seek alternative employment within or outside the District.
An employee has the right to appeal the assessment of MVR violations and/or administrative
action(s) relating thereto by requesting a hearing before the Safety Review Committee.
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•
•
•
•
•
The appeal shall be by letter to the immediate supervisor within ten working days of the action
and must state the employee’s objections in detail.
The supervisor shall forward the appeal letter to the Safety Review Committee for action
during the next scheduled meeting.
The employee has the right to appear in person before the Safety Review Committee and state
his or her case.
The employee will receive written notification of the decision of the Safety Review Committee.
The employee has the right to pursue additional appeal through Board Policy DGBA Local.
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Section 9
Defensive Driving
1. Employees are expected to drive defensively at all times.
a. Defensive driving is defined by the National Safety Council as the ability to avoid crash
involvement despite adverse driving conditions and the actions or errors of others. The
NSC further outlines the formula for defensive driving:
i. Recognize the hazard.
ii. Understand the defense.
iii. Act correctly in time.
2. The following actions will help improve your defensive driving:
a. Protect your cushion of safety! A driver should do everything reasonable to maintain
clear space to the front, the sides, and to the rear of the vehicle at all times.
i. Rear-end accidents are among the most common preventable accidents.
Maintain an adequate following distance between your vehicle and the vehicle
in front of you. When traveling at speeds up to 40 mph, allow at least one
second of following distance for every ten feet of (your) vehicle length, PLUS at
least one additional second for speeds over 40 mph, PLUS at least one
additional second for bad weather.
ii. Be aware of what is in the areas to the side of your vehicle. This is especially
important on multi-lane roadways. Do not drive alongside other vehicles if you
can avoid it. Beware of side-swipe and tail-swing hazards as you negotiate turns
with your vehicle. Buses and other long vehicles are particularly vulnerable to
this danger.
iii. Know what is behind you. If another vehicle is tailgating you, allow additional
following distance between yourself and the vehicle in front of you so that you
can stop more slowly if traffic stops ahead of you. Sometimes, slightly slowing
your vehicle will encourage a tailgater to go ahead and pass you, removing them
from your danger zone.
b. Scan ahead. Anticipating hazards before you reach them helps to prevent many
accidents.
i. In town, scan one to one-and-one-half blocks ahead.
ii. On the highway, scan at least a quarter mile down the road.
iii. Don’t let your attention get fixed on the spot right in front of your vehicle.
c. Back safely. Virtually all backing accidents are preventable.
i. Scan the entire area behind your vehicle that you will be backing into before you
get in your vehicle.
ii. Back slowly and carefully, keeping your eyes moving and your attention focused.
iii. Back only when necessary and only as far as necessary.
iv. When in doubt: Stop, secure the vehicle, and G.O.A.L.: Get Out And Look.
d. Try to anticipate the improper actions of others.
i. Constantly play the “what if?” game with yourself as you drive. For example,
“What if that driver who is stopped at that cross street suddenly pulls in front of
me?” or “What if that driver in front of me suddenly slows down or changes
lanes?”
ii. Have a plan of action (evasive maneuver) in your mind at all times.
e. Practice the Five “See’s” of Driving:
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i. See High: See far enough ahead of you along the road to spot danger before it
can affect your vehicle. Try to see at least twelve seconds’ traveling distance
ahead of your vehicle.
ii. See All: See all of the hazards on and near the road, such as pedestrians,
bicyclists, parked cars, vehicles making a right on red, vehicles on cross-streets,
vehicles coming out of parking lots, oncoming vehicles, etc. Check your mirrors
often and keep your eyes moving. Remember to always “expect the
unexpected.”
iii. See an Out: Maintain proper following distance at all times. Maintain a cushion
of safety all around your vehicle. Always know what is around your vehicle and
be prepared to take evasive maneuvers at any time. Don’t let yourself become
trapped without an out on a multi-lane roadway.
iv. See That You Are Seen: Always use your turn signals to alert other drivers what
you are about to do. Tap your horn if necessary to alert others of your presence.
v. See with a Smile: Maintain your composure. Always keep a good attitude about
other drivers, even when they do dumb and dangerous things. Remember that
“anger is just one letter away from danger.” Remember that defensive driving
means avoiding crashes despite the actions or errors of others. You are the
professional driver.
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Section 10
Fleet Safety Rules
1. Safe driving practices are the basis for accident prevention. All drivers of Keller ISD White
Fleet vehicles are required to comply with all established fleet safety rules.
a. Employees are required to obey all state and federal traffic laws and traffic signal
devices pertaining to the safe operation of a vehicle, including but not limited to, posted
speed limits.
i. All fleet vehicles are to be driven no faster than reasonable and prudent, given
the current road, traffic, and weather conditions.
ii. Unless otherwise stated in this Regulation, the maximum speed limit for a Keller
ISD White fleet vehicle is 65 mph or the posted speed limit, whichever is less.
b. Non-employees, including students, are not allowed to operate any Keller ISD motor
vehicle. This includes, but is not limited to, off-road vehicles such as golf carts, John
Deere Gator (or similar), and tractors.
c. All persons riding in a Keller ISD vehicle must wear seat belts at all times that the
vehicle is in motion. The driver will be held responsible for passenger compliance to
this rule. If any passenger refuses to use the seat belts properly, the driver may refuse
that person further passage, unless such refusal would immediately endanger that
person’s safety. The driver shall, as soon as possible, report such refusal to his or her
supervisor.
i. An occupant who possesses a physician’s statement stating that seat belt
compliance is not possible or would be harmful to that occupant (e.g., a medical
device that would be compromised by a seat belt) shall not be required to wear a
seat belt. The physician’s statement shall define its effective period.
d. Use of hand-held wireless phones while driving is prohibited.
i. If a call or text must be placed or received, pull off the road to a safe location and
secure the vehicle before making or receiving wireless phone calls or text.
e. Smoking in, or while operating, a school-owned vehicle is prohibited.
f. Installation and/or use of any radar-detecting device are prohibited.
g. Firearms are not permitted in any vehicle other than vehicles utilized by Keller ISD
resource officers.
h. No alcoholic beverages, illegal drugs, or controlled substances are to be consumed or
possessed by the driver or passengers at any time while operating a Keller ISD vehicle,
including personal (non-owned) vehicles used for school business.
2. Personal use of Keller ISD vehicles is not permitted.
3. Keller ISD vehicles are not permitted to be taken home overnight.
4. Employee personal property is not insured by Keller ISD. If you choose to carry personal
property in a Keller ISD vehicle, make sure that it is insured through your personal insurance.
5. Keller ISD does not pay for citations. If you receive a citation, including a parking citation,
while operating a Keller ISD vehicle, it is your responsibility to pay it.
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Section 11
White Fleet Rental Vehicles
1. If you wish to utilize a White Fleet rental vehicle, you must:
a. Be an approved Keller ISD driver, AR CAN (R1);
b. Possess an acceptable MVR as specified by this Regulation;
c. Possess a valid and current driver’s license for the type of vehicle to be driven and be
prepared to show license; and
d. Be properly trained and qualified in the type of vehicle to be driven.
e. Abide by all procedures outlined in the Keller ISD White Fleet/Vehicle Use Regulations.
2. Complete the vehicle request form and return to administrative assistant for Assistant
Superintendent of Business Function.
3. Vehicle Request Form must be submitted at least 7 school days prior to the departure date.
4. Vehicle Requests are on a “first come, first serve” basis. No guarantee of availability.
5. Vehicle Request forms must include a budget code.
6. A maximum of 3 vehicles may be utilized on any single trip.
7. A maximum of 7 people per vehicle is allowed. All passengers must wear seatbelts at all
times regardless of seating location.
8. Student trips take precedence over adult-only trips.
9. The cost for rental of a white fleet vehicle is $50 per day or $25 per ½ day (per vehicle) +
GAS, gas will be charged to the Budget Code.
10. Requester must notify Operations Staff of cancellations or be subject to rental fees.
11. Vehicles are to be used for school business only.
12. If your trip does not require an overnight stay, but requires you to be there on consecutive
days, you must fill out separate Vehicle Request Forms- one for each day.
13. Unless your trip requires an overnight stay, all vehicles must be returned to the Operations
Division at the end of the day.
14. The “Primary” Approved Driver is responsible for the condition of vehicle upon return to the
Operations Division
15. A walk-around inspection of the vehicle will be performed prior to leaving the Operations
Division and upon check-in (rental return) - Inspections will be documented on a Vehicle
Condition Sheet.
16. If the vehicle is returned to the Operations Division after regular business hours a walk-around
inspection will be conducted the following morning or on the next business day.
17. Towing of non-district owned/leased trailers is strictly prohibited.
18. Driving the vehicle across international boundaries is PROHIBITED.
19. Vehicle may not leave the state of Texas without prior Cabinet approval(incidents that occur
out of state may not be protected by the Texas Torts Claims Act).
20. No alcohol or tobacco allowed in the vehicle.
21. Drivers are responsible for reporting any accident/incident involving the White Fleet
vehicle within 24 hours of the occurrence (i.e. flat tire, windshield chip, mechanical
malfunction, etc.)
22. Routine cleaning (vacuum & wash) will be performed at no charge to the renter.
23. Any additional cleaning necessary (i.e. stain removal, carpet shampoo, etc.) will be charged to
the budget code provided on the rent request at the cost billed to the district.
24. ABSOLUTELY NO PAINT, SHOE POLISH, ADHESIVE TAPE OR POSTERS ARE
ALLOWED ON THE INTERIOR OR EXTERIOR OF DISTRICT OWNED VEHICLES. NO
SIGNS, STREAMERS OR SHOW OF CELEBRATION ALLOWED ON THE DISTRICT
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OWNED VEHICLES. FAILURE TO COMPLY WILL FORFEIT YOUR RIGHTS TO RENTAL
OF VEHICLES
25. Lost keys or gate openers are the responsibility of the department renting the vehicle. The
budget code provided on the rent request will be charged for replacement keys(s) and/or fob
or gate opener.
26. White Fleet rental vehicles will be picked up and dropped off in LOT A of the Operations
Division.
27. After hour drop-off for keys is located near the back door of the Operations Facility in LOT A.
Specific instructions/details will be given to the approved driver at the time of pickup at the
Operations Division regarding gates, locks, parking, etc.
28. After hours emergency number: 817-744-3950
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Section 12
Non-District Owned Vehicles
1. The use of non-district owned vehicle for school business is discouraged. If a school-owned
vehicle is available, it should be utilized. However, recognizing that there will be situations
where this activity is unavoidable, Keller ISD imposes the following policy:
a. All other parts of this Policy apply to the operators of non-district owned vehicles.
b. Non-district owned vehicles are to be driven by licensed adults; not students. Students
are not to be asked to drive vehicles to or from any Keller ISD event or for any purpose
on behalf of Keller ISD.
c. Requests for mileage must be approved by the employee’s direct supervisor before the
trip is taken. Failure to do so may result in the delay or denial of mileage
reimbursement.
d. To be eligible for mileage reimbursement, a travel request must be submitted and
approved in advance. Obtain travel request forms from your supervisor or from the
district business office.
e. No reimbursement for mileage will be made to an employee for use of a non-district
owned vehicle if a school-owned vehicle is available, unless approved in advance by
the employee’s supervisor.
f. Drivers of non-district owned vehicles are required to carry personal auto liability
insurance at all times, regardless of whether the driver is being reimbursed mileage or
paid a travel allowance or stipend.
i. The insurance verification card must be carried in the vehicle while it is in use.
ii. The personal auto liability policy for the non-district owned vehicle will be the
first-dollar responder in the event of an accident. Mileage reimbursement rates
take into account fuel costs, maintenance, depreciation, and primary insurance
coverage.
2. No coverage is provided for vehicle repairs to an employee’s vehicle. The owner is
responsible for all repairs.
3. Drivers of non-district owned vehicles, who are authorized drivers, should immediately report
all accidents and/or citations to his or her insurance company, and to his or her
supervisor.
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Section 13
Utility Vehicles
1. School police and/or the campus administrator will monitor the operations of utility vehicles. If
in their judgment hazardous operations occur, they may cite the driver, which will result in loss
of privilege to drive the vehicle.
2. The following rules apply to the operation of utility vehicles:
a. Only authorized employees are allowed to operate utility vehicles. STUDENTS ARE
NOT ALLOWED TO OPERATE UTILITY VEHICLES and must maintain safe
distance.
b. No more than two persons will be allowed on a utility vehicle at one time.
c. The speed limit shall be no more than 5 mph on sidewalks and grass.
d. Vehicles shall not be operated on public roadways. Operation on campus roadways is
subject to written school police and/or campus administrator approval and subject to all
applicable traffic laws. Vehicles must otherwise be driven on sidewalks or on grassy
areas.
e. Drivers must yield to pedestrians at all times.
f. Occupants of the vehicles must remain seated in the designated passenger
compartment when the vehicle is in motion. Arms and legs must remain in the vehicles
while in motion.
g. Every effort should be made to prevent equipment or supplies from protruding out of the
side of the vehicle while in transit.
h. Use directional or hand signals before making a turn.
i. Do not pass another utility vehicle which is also in motion.
j. Set the parking brake when not in transit.
k. Unless the utility vehicle is equipped with head and taillights, they may not be operated
at night.
l. Utility vehicles will not drive through playground areas during school hours, or during
any time that the playground is occupied.
3. The following rules apply to the towing of trailers:
a. Driver must have experience and training in towing trailers.
b. All district owned trailers must be pulled with district owned vehicle.
c. Driver will conduct a pre-trip safety check using the checklist included in these
regulations.
d. The trailer must be of a type designed for the intended usage.
e. If the trailer does not have fenders, wheel flaps are required.
f. The trailer should be loaded from front to rear and balanced from side to side. (When
connected, the trailer and the tow vehicle should be level at the hitching point.)
g. All cargo must be secured with certified tie downs and/or chains.
h. Travel at a reduced speed and maintain a safe following distance, follow posted speeds
but do not exceed 60 mph. (Towing increases the weight of your vehicle which
increases the distance needed for a stopping safely.)
i. Tires should be blocked, both front and rear, before uncoupling the trailer.
j. Whenever possible, a spotter should be used when backing.
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Pre-Trip Checklist for Towing Trailers
•
Check tires for proper tire pressure on the trailer and tow vehicle. (Improper pressure
can cause shifting in loads).
•
Make sure all wheel lug nuts are tight.
•
Check hitch to make sure it is secured and the correct hitch ball is installed.
•
Make sure the receiver hitch is secured with a safety pin.
•
Make sure all lights are working properly.
•
Make sure the safety chains are in place and secured. The chains should be crossed
below the trailer tongue.
•
Check that all cargo is securely fastened on the trailer.
•
Be sure the trailer jack is raised and locked in place.
•
Remove all debris from the trailer.
•
Check and adjust all mirrors before driving.
•
Check to make sure the trailer brakes are operational, if so equipped.
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Section 14
Vehicle Maintenance and Safety Inspections
1. The responsibility for safely operating all Keller ISD vehicles lies ultimately with the driver.
a. On assigned vehicles, it shall be the driver’s responsibility to complete a daily safety
checklist on any vehicle driven.
b. Motor pool vehicles should be inspected by the driver upon check-out.
2. A suggested daily safety checklist for light vehicles is:
a. Walk around the vehicle, checking for body damage, glass breakage, damaged lamps,
etc.
b. Check tire wear and inflation.
c. View under vehicle for wet spots possibly caused by a fluid leak.
d. Check fluid levels to include engine oil level and coolant reservoir level.
e. Check the safe operation of all controls.
f. Check the safe operation of seat belts.
3. Inspection, maintenance, and repair of motor pool vehicles, including but not limited to, all
motor vehicles, lifts, forklifts, trailers, etc… are the responsibility of Maintenance department.
4. Scheduled maintenance and repair of assigned vehicles are the responsibility of Maintenance
department. If you have an assigned vehicle, they will advise you of the required
maintenance schedule. If a vehicle you are driving needs attention, notify supervisor
immediately.
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Section 15
Vehicle Security
1. The security of Keller ISD vehicles is of high importance. Employees are expected to take all
reasonable steps to insure that vehicles and cargo are secure from theft and vandalism. When
unattended:
a. Vehicle interiors shall be secured: windows up, doors locked, and keys removed.
b. Cargo should not be left unattended.
c. Tools should be secured inside the vehicle or in exterior locked compartments, out of
sight.
d. Vehicles that are parked off-site should be parked in a well-lit area, and should not be
parked on the street.
e. Do not leave target theft items (especially computers) in plain view inside a locked
vehicle. These items are a magnet for thieves and it only takes a few moments for a
smash-and-grab theft to occur.
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Section 16
The Accident Scene
(Utilize “Driver Accident Form”)
1. Following a vehicle accident:
a. Safely secure your vehicle and activate the hazard flashers.
b. Notify supervisor and call 911 if you need emergency assistance.
c. Secure the cooperation of witnesses. Get their full name and phone number.
d. Do not discuss the accident with anyone except law enforcement and school
authorities.
i. If necessary, politely ask the police officer to step away so your conversation is
not within hearing range of others.
ii. Do not admit fault, but tell the truth.
iii. After the accident, do not speak to anyone that contacts you unless they
identify themselves as representing the Property Casualty Alliance of Texas (the
school’s fleet insuring organization) or Edwards Claims Administration (the
school’s fleet claims administrator). Tell all others that they should contact the
Risk Manager.
e. Obtain information from all parties involved in the accident (school authorities who arrive
on scene may perform this for you, but it is ultimately your responsibility). Information
should include all items outlined in 2 below.
2. Within 24 hours of the accident, or the next business day, the driver must complete and sign a
Driver Accident Form and turn it in to his or her supervisor, with a copy to the Risk
Management department. This report should include ALL of the following:
a. Make, model, year, and license plate number of all vehicles involved, including yours.
b. Name, address, and phone number of ALL parties involved, including other vehicle
drivers and passengers. Obtain the driver’s license numbers of other drivers involved.
c. Insurance company information of all other drivers involved, including the policy
number, company name, agent’s name, and agent’s phone number.
d. Name, address, and phone number of ALL witnesses to the accident.
e. Date and exact location of the accident.
f. Description of the accident.
g. If any parties were injured, name of the hospital(s) they were taken to.
h. Place where your vehicle was towed, and by whom.
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Section 17
Safety Review Committee
1. Keller ISD shall establish and maintain a method for review and follow-up of all vehicle
accidents.
2. Studies have repeatedly shown that at least 75% of all vehicle accidents are preventable.
Keller ISD believes that something positive should come from every auto accident. The
primary purpose of an accident Interview process is to take managerial steps to help prevent
recurrence of further, similar accidents:
a. The root cause of the accident should be determined.
b. Corrective action should be taken to help prevent a recurrence of the specific root
cause that led to the accident. The list of possible corrective actions is large, and will be
determined by the root cause. Corrective actions may include re-training, re-routing,
new vehicle maintenance activities, changes to vehicle configuration(s), etc.
i. If the root cause is a system failure, such system failure shall be corrected.
ii. If the root cause is determined to be driver inattention, failure to follow defensive
driving principles, or neglect of established driving safety rules, corrective action
may include driver consequences.
3. The Keller ISD Safety Review Committee shall be established under the authority of the Keller
ISD Administration. The purpose of the Safety Review Committee is to:
a. Review and investigate all Keller ISD vehicle accidents.
i. All vehicle accidents are to be reviewed, regardless of whether the school is or
might be financially responsible for paying a claim.
ii. This action will include a review of Keller ISD accident reports, police reports,
witness statements, court actions, and the testimony of the driver(s) involved.
b. Make a determination of whether the accident was preventable from the perspective of
the employee driver.
c. Recommend corrective action to the appropriate manager(s), as dictated by the
judgment of the Safety Review Committee and by the provisions of this Regulation.
d. Review any accident or conviction that has been requested in writing by a Keller ISD
driver, if said accident or conviction has caused the driver’s MVR to become
unacceptable.
e. Assess or reassess MVR ratings for any accident or conviction, following the approved
evaluation system as outlined in this Regulation.
4. The Safety Review Committee shall consist of:
a.
b.
c.
d.
e.
f.
g.
h.
i.
Director of Operations
Director of Maintenance
Supervisor for Grounds
Supervisor for Trades
Supervisor for Food Service
Coordinator of Risk Manager
Coordinator of Emergency Management
Peers, Pool of Non-exempt employees (determined by SRB)
Director of Human Resources or (designee)
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5. The Safety Review Committee shall elect a Chairperson.
a. The Chairperson shall be responsible to schedule the Safety Review Committee
meetings on the Keller ISD calendar.
i. The Committee shall meet quarterly or at any other times determined by the
Chairperson.
ii. A schedule for the entire school year will be established in August.
iii. If, immediately prior to the regularly-scheduled meeting, the Chairperson
determines that there is no new or old business for the Safety Review Committee
to consider, he or she may cancel that meeting by giving the appropriate notice
to the members.
b. The Chairperson shall be responsible to gather and present all relevant data (such as
accident and police reports) at the meetings, and to schedule the testimony of
witnesses and drivers.
6. The determination of preventability, the assignment of MVR violations, and the
recommendation of disciplinary action will be made by a majority vote of the attending
members of the Safety Review Committee.
a. At least [four] voting members (exclusive of the Chairperson) must be present to
conduct business and cast votes.
b. The Chairperson will only vote in the event of a tie.
7. When determining the preventability of vehicle accidents from the perspective of the employee
driver, the Safety Review Committee shall adhere to the National Safety Council’s definition of
a preventable collision: “A preventable collision is one in which the driver failed to do
everything reasonable to avoid it.”
a. Consistent with this definition, and unless there are significant extenuating
circumstances, the following driver failures should constitute adequate grounds for
ruling an accident preventable:
i. Failure to follow defensive driving practices as outlined in or sponsored by the
National Safety Council driving course.
ii. Failure to adjust speed to conditions of light, weather, road, or traffic.
iii. Failure to recognize and adjust to driver’s own temporary physical, mental, or
emotional condition.
iv. Failure to adjust to clearance at top, sides, front, or rear of vehicle.
v. Failure to maintain an adequate following distance with the vehicle ahead.
vi. Failure to observe conditions at rear of vehicle while backing.
vii. Failure to yield right-of-way when necessary to avoid an accident.
viii. Failure to yield when necessary to avoid an accident (even when possessing the
right-of-way), if it was within the reasonable power of the school driver to do so.
ix. Failure to control speed so as to be able to stop within assured clear distance
ahead.
x. Failure to observe traffic laws and ordinances.
xi. Failure to observe Keller ISD safety rules, operating rules, or special instructions.
xii. Failure to observe safe practices taught in school training programs or
supervisory bulletins.
xiii. Failure to report and correct obvious vehicle deficiencies (i.e., faulty brake signal
lights).
8. Upon review by the Safety Review Committee of all violations involving owned, leased, hired,
or non-district owned Keller ISD vehicles, and a determination that the accident was
preventable from the perspective of the employee driver, and assuming that the employee still
27
possesses an acceptable MVR (if the employee’s MVR is unacceptable, the employee’s
driving privileges shall be immediately suspended), the following actions will be
recommended to management:
a. First Tier 2 violation or combination of three Tier 1 violations in the preceding twelve
months:
i. Incident is reviewed by Safety Review Committee.
ii. Employee will be required to attend a counseling meeting with his or her
supervisor.
iii. Written reprimand will be placed in the employee’s file.
iv. Employee will be placed on 30 day driving probation.
v. The employee must successfully complete, at his or her own expense, a National
Safety Council Defensive Driving Course within (60) days of being notified of the
Safety Review Committee’s decision. However, if the employee has not
successfully completed the DDC course by the 60th day, driving privileges shall
be suspended until such time that the course is successfully completed.
vi. The employee may also be required to complete re-training on identified safe
driving deficiencies with Keller ISD’s Driver Trainer or supervisor.
vii. Other possible disciplinary action, up to and including termination.
b. First Tier 3 violation, Second Tier 2 violation, or combination of four, Tier 1 violations
in the preceding twelve months:
i. Employee will be disqualified from driving and may not operate any district
vehicle.
ii. Employee will be required to attend a counseling meeting with his or her
supervisor and department head.
iii. Written reprimand will be placed in the employee’s file.
iv. The employee must successfully complete, at his or her own expense, a National
Safety Council Defensive Driving Course within (60) days of being notified of the
Safety Review Committee’s decision. Driving privileges shall be suspended until
this course is successfully completed.
v. The employee shall be required to complete re-training on identified driving
deficiencies with Keller ISD’s Driver Trainer or supervisor.
vi. Other possible disciplinary action, up to and including termination.
9. A Tier 3 violation will immediately dismiss employee from current and all future driving
privileges, in Keller ISD, and may result in termination.
10. Following a second Tier 2 violation or combination of four Tier 1 violations in the preceding
twelve months, driving privileges can only be reinstated, on a probationary basis, after the
employee has:
a. Established a period of twelve consecutive months with zero violations on the MVR;
and
b. Has successfully completed, at his or her own expense, a National Safety Council
Defensive Driving Course within the ninety (60) days preceding the request for
reinstatement; and
c. Obtained the written approval of the highest ranking business function administrator or
Superintendent’s designee to return to driving duties on a probationary basis.
11. The Safety Review Committee will not routinely review violations involving employees that
occurred before the adoption of this Regulation. However, if a new Tier 2 violation occurs, the
driver’s supervisor or the Safety Review Committee may take an employee’s Tier 2 incident
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(determined by supervisory review, Committee review, or court action) into consideration when
reviewing a new Tier 2 violation and recommending administrative action.
12. Keller ISD has a responsibility for the safety of the motoring public as well as its own
employees and students.
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Acknowledgement of Receipt
I have been given a copy of the Keller ISD White Fleet Safety Regulations, I have read its contents,
and I am aware of the policies, procedures, and rules, as well as my responsibilities, contained
therein.
Employee name (print):
_________________________________________
Employee signature:
_________________________________________
Date: _____________
Employee Copy
30