The Transportation Services Self-Audit Form

Please be reminded that we are not in the business of rendering legal advice or safety advice; as such, all materials and suggestions should be reivewed with your professional before use.

It is suggested for best results, that you complete this form every policy year, filing a copy with our office so that we might review it with you.  I kow this is an effort, but this should be easier after the first year.  It is important to consider that the risk management done today will better position your organization for a possible risk presentation tomorrow.

Transportation litigation today has five main elements. 

The first element:

It is unwise to take a child home alone. The best safeguard would be to have two adults or at least a child of the adult. When using a van or bus for transportation, it is best to have at least one adult driving and one in the rear. The best safeguard for transporting children is to have girls sit with girls, and boys with boys; otherwise, the adults could be accused of neglect of sponsorship if an issue presents itself.

The second element:

Driver qualifications are critical; if MVR questions are not asked, and the driver is found not qualified (by age or driving record), neglect litigation can surface. Age qualification should be over twenty-five with only a pastor as the exception. The MVR record must show no more than one speed in thirty-six months.

The third element:

Vehicles not meeting the generally accepted standards of maintenance are land mines quietly waiting for someone to step on them.

The fourth element:

Is the intended use for the vehicle safe and proper?  Examples: a pickup bed is not a proper way to transport people, neither is a fifteen passenger van a proper vehicle for transporting people.

The fifth element:

A vehicle is designed for a certain number of passengers, a number which must not legally be increased under any circumstances.

All employees and volunteers should continually ask themselves the following three questions:

1. Is there anything that I am doing, or the way I am doing it, that is increasing my personal risk or that of the organization?
2. Are there changes that should be made to reduce the possible risk to myself or that of the organization?
3. Are there some things that we should not do because they are potentially causing myself or the organization more risk than is necessary or wise, for litigation or safety of all persons and property of the organization? 

 Transportation Self-Audit   (Please initial items that are completed)
___  A. Owned vehicles and their drivers
___      1. Records
___          a. Regular maintenance records kept on file for 7 years?
___          b. Trip inspections kept on file for 7 years?
___          c. Approved driver records kept on file for 7 years?
___          d. Safety equipment on vehicle records kept on file for 7 years?      
___      2. Procedures
___          a. Regular maintenance according to recommended automaker?
___          b. Trip inspections done each time vehicle leaves parking lot by driver?
___          c. Only approved drivers drive who are on file with our office?
___          d. All driver MVRs checked each policy year?
___          e. Checked safety equipment on vehicle for working order?
___          f.  Driver trained on how to use safely vehicle safety equipment?
___          g. Driver trained in CPR and other first aid?
___          h. Driver reviews each policy year, first aid, CPR, vehicle equipment?    
___      3. Insurance coverage
___          a. Are all owned vehicles listed, including trailers?
___          b. Minimum Liability should be $1,000,000?
___          c. Minimum Medical should be $10,000?
___          d. Minimum Uninsured/Underinsured should be $1,000,000?    
___      4. Security Safeguards
___          a. Regular maintenance according to recommended automaker?
___          b. Two adult rule for proper adult/child ratio?
___          c. Proper required safety equipment on vehicle?
___          d. Driver handbook provided, read; sign off sheet kept on file?
___  B. Hired vehicles and their drivers
___      1. Records
___          a. Proper maintenance records as done sign off?
___          b. Trip inspection records kept for 7 years?       
___      2. Procedures
___          a. Only approved drivers drive?
___          b. Proper vehicle for use? 
___          c. Trip inspection done before trip by driver?
___          d. Driver knows how to use safety equipment on vehicle?
___      3. Insurance coverage
___          a. Coverage on policy or from rental company for physical damage?
___          b. Hired auto coverage on policy with minimum liability $1,000,000?
___      4. Security Safeguards
___          a. Two adult rule for proper adult/child ratio?
___          b. Proper safety equipment on vehicle?
___  C. Volunteer vehicles and their drivers (non-owned vehicles)
___      1. Records
___          a. Trip records kept for 7 years?
___          b. Proof of insurance kept on file for trip?
___          c. Sign off for automaker required maintenance done properly?
___          d. Driver sign off sheet for areas kept for 7 years?    
___      2. Procedures
___          a. Only approved drivers drive?
___          b. Driver MVR checked each policy year?
___          c. Sign off for proper safety equipment on vehicle and working?
___      3. Insurance coverage
___          a. Minimum liability $100/300/100?
___          b. Suggested personal umbrella minimum $1,000,000 for driver?    
___      4. Security Safeguards
___          a. Proper vehicle for use?
___          b. Two adult rule for proper adult/child ratio?   
___          c. Proper safety equipment on vehicle and working?

Risk Manager (Please Print) ___________________________    Fax Completed Form to........            (614) 899-6000

Risk Manager Signature _______________________________ Date _______________

Client Name _____________________________ Best Phone Number __________________

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