What Should Risk Management Steps Be Considered For Volunteer Drivers?
Screening volunteer drivers is an important risk management process that demands attention. Charter schools that use volunteer drivers must determine the level of screening appropriate for the role that volunteer drivers will play.
For instance, drivers who transport children should be subject to much more stringent screening, background checking, and supervision than a volunteer who drives their own car to transport equipment to a local park for a “clean up the lake” day.
If the volunteer is driving their own vehicle, the school should also obtain a copy of their current auto insurance policy and vehicle registration.
In addition to screening and supervision, here are some additional tips that every charter school can take to manage the risk that an unprepared driver will be behind the wheel.
- Identify a Driving Program “Supervisor” or Coordinator to assign and, if necessary, terminate volunteer drivers. This person will have to enforce policies and procedures, put together training sessions, conduct spot checks by phone or in person, carry out annual evaluations as your program grows and develops, and make important decisions such as canceling a volunteer’s driving duties to inclement weather.
- Screening. Basic core qualifications for volunteer drivers need to be determined to ensure that inexperienced drivers are disqualified. Every driver provides proof of a valid license and up-to-date vehicle registration. A formal orientation and training program should be required for all volunteer drivers. The school needs to determine which driving infractions will disqualify a volunteer and whether a formal driving records check is required for eligibility to volunteer.
- Create Guidelines for Conduct. Many issues should be addressed with volunteers, such as how and whether they are responsible for assisting children in and out of vehicles, whether they should be alone with children, and how many passengers may be transported at one time.
- Volunteer Driver Pledge Form. Having volunteers sign a pledge form that spells out exactly whose insurance is responsible and that the volunteer agrees to maintain their vehicle in good condition can go a long way to protecting the nonprofit, managing the expectations, and guiding the prudent conduct of volunteers.
- Incident and Accident response. Volunteers need to know what emergency procedures to follow if there is an accident while driving on behalf of the charter school and simple procedures for keeping themselves and any passengers as safe as possible.