Group: 500 - Business Administration » AP 562 - Purchase and Use of Vans for Transporting Students

AP 562 - Purchase and Use of Vans for Transporting Students


Horizon School Division allows the acquisition, rental or personal use of twelve or fifteen-passenger vans by schools to facilitate co-curricular and extra-curricular travel that complements the curriculum.  However, as these vans may pose a higher risk under certain circumstances, specific procedures are in effect.


1.  Drivers, as approved by the school principal, shall be adults who have experience and skills to handle a large van in all expected and unexpected road and weather conditions.
2.  Drivers are to have on file a Driver Authorization for Transportation Form. This form requires information about the driver’s driving history as well as the commitments that a person driving students must make if she/he is to drive students on extra-curricular or educational trips.
3.  Driver shall ensure that his/her hours of service meet the National Safety Code.
11.  Sections 12 to 29 apply in respect of driving south of latitude 60°N.
Daily Driving and On-duty Time
12.  (1) No motor carrier shall request, require or allow a driver to drive and no driver shall drive after the driver has accumulated 13 hours of driving time in a day.
(2) No motor carrier shall request, require or allow a driver to drive and no driver shall drive after the driver has accumulated 14 hours of on-duty time in a day.
4.  Drivers shall keep a trip log (logbook) which is to remain in the vehicle.
5.  Travel is at reduced speeds never exceeding posted maximum speed limits.
6.  Loading must follow the following directions:
  • No roof racks
  • Weight is forward (passengers and cargo)
7.  Use of seat belts at all seating positions.
8.  If transporting young children, child seat restraints must be used as per SGI regulations.
9.  No trailer towing.
10.  Minimum vehicle specifications must include:
  • Electronic Stability Control (ESC, Traction Control and/or Stabilitrak)
  • Anti-Lock Braking (ABS)
  • Extended wheel base
11.  Any exceptions to these minimal specifications must demonstrate specifications that would exceed those stated such as special design features that would increase safety factors.
12.  Other recommended vehicle specifications include:
  • Shoulder strap seat belts for all passengers
  • Tire pressure monitoring system
  • Passenger air bag systems
  • Winter tires for winter season
13.  Vehicle inspection requirements include:
  • Valid Saskatchewan Safety Certification
  • Pre-trip inspection checklist performed prior to every trip
  • Yearly inspection of vehicle by accredited shops
14.  Vehicle maintenance plan to include:
  • Regular oil changes
  • Tires must have greater than 50% tread remaining
15.  Vehicle will be registered under HZSD.
16.  Leasing of vehicles will not be allowed.
17.  Schools who choose to purchase their own van will be responsible for the following costs:
  • Purchase price
  • Licensing and insurance for up to 2 million dollars
  • Fuel
  • Minor maintenance
  • Major repairs
  • Yearly inspection by an accredited shop

18.  Procedures for schools to follow when purchasing their own van:

Prior to any purchase contact area superintendent of schools, Chief Financial Officer (CFO), and Superintendent of Operations to discuss purchase details and vehicle specifications.
Actual payment of van will occur from the Division Office level initially and then school will reimburse all costs back.
Under section 349 of the Education Act - vehicle purchases over $ 20,000 must go to public tender.
19.  School owned vans can only be used for school activities and cannot be rented out.
20.  All documentation regarding annual inspections and service records are to be submitted to the Superintendent of Operations by June 30.  

Reference:  Sections 85, 87, 108, 109, 110, 194, 195, 196, 197, 349, Education Act
Highway Traffic Act
National Safety Code

October 17, 2011