Administrative Procedures

Administrative Procedure 551

Student Transportation in Private Vehicles




Transportation to or from school-sponsored events should occur in Division owned and operated vehicles whenever possible.  However, circumstances may arise where private vehicles may or must be used to transport a limited number of students.  Principals are authorized to establish school procedures governing the use and parking of motor vehicles by students on or adjacent to, school premises during regular school hours and school-sponsored activities.  Such procedures must comply with existing legislative and insurance requirements.




1.      All drivers shall have their own third party liability insurance in effect for a minimum of $1,000,000, although $3,000,000 is recommended. (see Notes below)


2.      All drivers must have a satisfactory driving record, substantiated by a current driver’s abstract (within 12 months).  Drivers with more than 6 demerits shall be disqualified from driving on school sponsored activities.


3.      Drivers must comply with all applicable laws and regulations at all times.


4.      Students shall not drive on school-sponsored activities except in cases of emergency.


5.      Schools shall maintain thorough records including, but not limited to, names of operators and passengers, dates, times, destinations, insurance confirmation, driver’s abstract, etc.  For each trip, a copy of the vehicle registration, insurance, itinerary and list of passengers shall be maintained in the vehicle.


6.      Permission slips shall be signed by parents of all participants.  Parents of students or students of age of consent riding as passengers shall sign waiver forms.


7.      Principals have the right to refuse any private transportation request where, in their opinion, it is in the best interests of the student or school to do so.


8.      Principals and/or teachers shall acquaint private transportation drivers with all rule, regulations and procedures prior to the trip.




1.      The Division’s general liability policy provides non-owned automobile basis only on an excess basis.  In the event of accident, the volunteer driver’s own policy would be the primary coverage, and the Division’s policy would only respond once the primary policy limits were exhausted.


2.      Drivers shall advise their own insurance companies of volunteer use of their vehicles.


3.      Routes should be predetermined.


4.      Accidents or violations shall be reviewed by a Review Board, members consisting of the Manager of Transportation Services, staff and students.



Reviewed:               December, 2011

Next Review by:      December 2016


Legislative References:


School Act Section 24, 60, 61, 62

School Bus Operation Regulation Section 5, 16


Board Policy:


Policy 11 Delegation


Cross Reference:


AP 131 Emergency School Closures

AP 132 Inclement Weather

AP 550 Student Transportation Services