Please be aware that the safety of staff and clients is our greatest priority. The vehicles we lease are a major cost to the agency and should be well maintained at all times. The agency supplies Worker's Compensation coverage and all appropriate insurance coverage on agency vehicles.

A. Authorization to Transport (Agency and Personal Vehicles)

Only those individuals approved by the agency are permitted to transport clients. Employees, interns and AmeriCorps and agency volunteers are authorized through the Human Resources Department.

Authorization to transport requires submission of a valid driver's license, insurance card and motor vehicle registration to the Human Resources Department. Transporting clients is not permitted until clearance is given. If a driver's license is revoked for any reason, Human Resources and the program director must be notified immediately . Permission to use any agency car, whether transporting clients or otherwise, will be suspended and permission to drive clients in a personal vehicle will also be suspended. Failure to inform will result in disciplinary action . When documentation is provided that the driver's license is re-instated, permission to drive agency vehicles again will be determined. (Note: In positions requiring a driver's license, suspension or revocation of license may result in dismissal.)

Agency drivers are personally responsible for paying all tickets and penalties while working (driving/parking). Agency drivers must report tickets to their supervisors immediately and pay them promptly in order to avoid our receiving notice of an outstanding ticket. Failure to report may result in disciplinary action. (Proof of payment must be sent to the Business Office.)

B. Utilization of Agency Vehicles

Under no condition may an agency vehicle be utilized for personal reasons, unless approved by the program director and the agency CEO. Agency drivers may not allow anyone who is not authorized, as described above, to drive an agency vehicle. In addition, authorized drivers are responsible for insuring that only clients, staff, interns and volunteers are allowed to ride as passengers in an agency vehicle. Staff, who transport others, (friends, relatives, etc.), will face disciplinary action including dismissal.

Agency vehicles are based at the assigned office/location and may not be taken to an agency driver's home without specific written permission from the program director and supervisor. The permission must be copied to the driver's personnel file.

C. Transportation in Non-Agency Vehicles

Staff, interns and volunteers who transport agency-supervised children in their personal vehicles should be aware that their personal insurance is primary and they are responsible for having coverage that meets at least minimum, state insurance requirements. Staff should check with their insurance companies about appropriate coverage. This does not apply, of course, to an individual who does not own a personal vehicle.

In addition to a current valid driver's license and vehicle registration, a driver who will transport clients in his or her own vehicle must also submit to the Human Resources Department the following:

• Current insurance card
• Current certificate of insurance with coverage
• Written approval from the director of his or her program using the Transportation Authorization Form and a completed Vehicle Checklist Form, documenting that his or her vehicle has been inspected and meets the Bureau of Licensing criteria.

Program supervisors must secure written documentation from the Human Resources Department indicating the process is completed before permitting an employee, intern or volunteer to transport clients.

When agency vehicles are available, authorized drivers should always use them rather than their own cars to transport clients. At times, however, agency vehicles may not be available when clients must be transported. Before using personal vehicles, agency drivers (with the permission of program directors) should attempt to make alternative transport arrangements, such as asking a client's emergency contact or foster family to assist with his or her transportation needs. With the exception of Treatment Home Child Care Workers who use their own cars in the completion of their duties, agency drivers should use their own vehicle to transport clients only when absolutely necessary.

IMPORTANT SAFETY REQUIRMENTS:

• Children/adolescents are never to be left alone in vehicles.
• All passengers must wear seatbelts or be strapped into approved car seats or booster seats up to age 8 or 80 lbs. This means that children may not ride in truck beds, on motorcycles, or anywhere else without a seatbelt/car seat. Children under 12 years of age should ride in the back seat.
• Staff may not read, write, eat, play loud music, use a handheld phone, or engage in other distractions while driving. Should a safety distraction occur while driving on agency business and/or transporting a client, you must pull over where safe and appropriately defuse the situation prior to getting back on the road. If you need assistance, please call your supervisor or a co-worker for direction.
• Smoking and alcoholic beverages are not allowed in agency vehicles.

D. Agency Vehicle Maintenance and Upkeep

Supervisors of each program to which vehicles are assigned are responsible for ensuring that the vehicles are well maintained, clean and safe for clients, agency employees and volunteers. Program supervisors may assign specific employees the responsibility for periodic maintenance and annual New Jersey registration inspection for each car at agency-approved service stations. Please note: maintenance includes antifreeze, tire and oil checks, cleaning and arranging for repairs and servicing

Program supervisors are required to oversee and ensure the completion of both daily usage inspections and more comprehensive monthly inspections of all agency cars for which they are responsible. All problems must be remedied immediately.

Daily Reporting

• Daily usage vehicles inspection:

Agency drivers must fill out a report each time an agency car is used. Reports must be submitted to Program supervisors within 24 hours after use of vehicles.

• Mileage:

Drivers must keep track of miles driven each trip, sites visited and purposes of the visits on the mileage log. Logs must be submitted to Program supervisors or their delegates monthly. Program supervisors are responsible for submitting logs to the Business Office.

Monthly Reporting

• Vehicle maintenance:

The results of this more comprehensive inspection must be submitted to the Facilities Manager each month. The manager will be responsible for following up with programs to ensure all necessary repairs are made.

• Drivers are also responsible for noting all service issues and reporting them to their supervisors immediately.

Agency vehicles must have the following standard items:

(Please inform your supervisor if any are missing).

• Current registration
• Current insurance verifications
• Safety belts are in good repair
• Fire extinguisher
• First Aid Kit
• Usable spare tire, jack, and lug wrench
• Reflector kit (hazard triangle)
• Binder and/or clipboard with the following forms and information:
• Daily usage vehicle inspection
• Monthly vehicle maintenance
• Emergency phone numbers
• Vehicle accident procedures
• Staff Incident Report
• Operator's Manual, including roadside assistance number

E. Driver Responsibility

An agency employee driving an agency vehicle who is found to have been the cause of an accident may face the following consequences, through the procedures outlined in the Children's Aid and Family Services, Inc. Employee Handbook . Any accident must be reported on the agency Staff Incident form.

• A two (2) day suspension without pay after the first accident.
• A five (5) day suspension without pay after the second accident.
• Termination after the third accident.

Each accident will be reviewed by the employee's supervisor and the CQI committee to determine if further action is required.

F. Staff activities with Agency-supervised children outside work hours:

At times a staff member, intern or volunteer may ask to take a child on an outing that is not related to his or her assigned work activities. The following criteria must be met prior to engaging in this type of activity.

1. The outing must be approved by the individual's direct supervisor and by the program director for that client. An approved activity authorization form must be signed by these parties.
2. The outing must meet the specific treatment goals of the child and the family or DYFS (legal guardian) must be informed through the therapist/social worker/case manager. Any out-of-state activities must receive prior written approval by the agency, and where required, by DYFS.
3. The outing must be discussed with the child's therapist/social worker/case manager.
4. All requirements pertaining to the sage transport of clients apply.

I have read and understood the above Children's Aid and Family Services, Inc. Driving Standards and Practices, including the requirement to notify immediately the Human Resources Department of any changes in the status of my driver's license. I further understand that my automobile insurance is my primary coverage when transporting a client in a non-agency-owed vehicle.