SECTION 5: USE OF COMPANY PROPERTY
5.1 State Vehicles
When a state vehicle is needed for school business related
activities, it should be reserved in advance, through the school
office. Employees must have a copy of their driver's license on
file in the school office before driving a state vehicle. Employees
are responsible for reporting to the school office any change in
driver's license status during the year such as driving
restrictions or a license being revoked. If needed, gasoline credit
cards will be checked out at the business office. If a gasoline
credit card is checked out, please make sure that the vehicle is
refueled before returning it to campus. Receipts are to be turned
into the business office. For complete information refer to the
manual located in each vehicle.
5.2 KSSB Vehicles/Requests
If your job duties entail driving a KSSB vehicle for any reason,
you must be familiar with the vehicle use policy, and adhere to it.
The policy states:
· ? A copy of your valid driver's license (DL) must be on
file with the school office.
· Drivers are responsible for keeping the vehicles clean
and secure. Pick up your trash and lock up when done.
· If a fuel card (Visa) is used on a trip, return the
card and all receipts acquired from your trip to the business
office.
· A fee of $300.00 (subject to change based on
replacement costs) will be assessed to any employee who loses or
fails to return vehicle keys.
· The vehicle log must be completed after each use.
You will be notified if we do not have a copy of your DL on file
and your name appears as a driver on a vehicle request form. Due to
insurance/liability issues, you will not be allowed to drive a KSSB
vehicle until this requirement is satisfied.
If you need to reserve a vehicle please do so in a timely
manner. Fill out the Activity Request and Van Sign Out sheets. Just
fill out the section(s) that applies to your need.
If your request DOES involve student transport, please deliver
the completed form to the school office for approval. If the school
office receives a vehicle request that has not been approved by the
Director of Instruction, it will not be honored.
If your request DOES NOT involve student transport, simply fill
out the Van Sign-Out sheet. Please be aware that there are times
when vehicles will not be available, and it may be possible that an
approved request may be "bumped", depending on priorities. Student
transport takes priority over all other requests. All other
requests will be assigned vehicles as to purpose and
destination.
If you need to inform the maintenance department of a vehicle
maintenance issue please send in a work order request online.
It will be the responsibility of staff to install and remove car
booster seats as needed for field trips. The seats are all located
by the preschool room. When returning from a trip in which car
booster seats were used, you must remove the seats from the vehicle
and return them so that they can be easily located and used by
other staff transporting children who need them.
As noted in the vehicle use policy, drivers are responsible for
the returned condition of vehicles. Please make sure that trash is
picked up, all lights (interior and exterior) are off, windows are
rolled up, and the doors are locked when vehicle use has been
completed. Drivers who violate this policy may be restricted from
driving. Continuous violations will result in loss of driving
privileges.
5.3 Personal Liability for Damages to State Vehicles
Historically, agencies of the State of Kansas have not attempted
to hold an employee liable for any damages to a state vehicle
incurred because of that employee's use of the vehicle for official
state business. Two exceptions to this, in which case the state may
seek indemnification from the employee for damages, are when the
employee is using the vehicle for other than state business or when
the damage was caused by the employee's gross negligence. Within
the state's policy "gross negligence" means conduct showing a
reckless disregard and complete indifference for the possible
consequences of the person's actions. One example of such a
situation would be driving under the influence; i.e., drugs or
alcohol. All passengers will be secured with provided seatbelts.
The driver will NOT transport anyone (including pets) in state
vehicles who is not on official school business or as approved by
the Superintendent.
It is the intent of KSSB to follow the above stated policy. It
is requested, of course, that employees using state vehicles treat
them with care. An employee shall report ANY damage that occurs to
a state vehicle while that employee has that vehicle checked out.
The driver must report the cause of the damage, however slight it
might appear, and whether the damage is inside or outside the
vehicle.
In the event that damage (breaking, bending, denting, cutting,
scratching, etc.) is caused by a staff member or a student, the
employee who has the vehicle checked out shall inform the
maintenance office of the cause and the extent of the damage when
the vehicle is returned.
In case of an accident while off campus, the employee shall
follow the generally accepted routine of calling the police,
getting names of people involved in the accident and names of
witnesses, surveying for injuries/damages, etc. The employee should
not admit guilt. When possible after the accident, call the school
office (913-305-3015) immediately to report the accident, the
extent of damage to the vehicle and whether the vehicle is
drivable. The Business Manager
should be given a copy of the accident report and a written
statement from the employee describing the details of the accident,
to give to the insurance company.
We will not penalize employees for damage to state vehicles
(except as noted above), HOWEVER we MUST insist that damages be
reported. Failure to report damage to a state vehicle will result
in disciplinary action.
5.4 Mileage Logs in State Vehicles
Whenever a state vehicle is used for any reason, the mileage
must be recorded on the log in that vehicle. Anyone using a state
vehicle should check the beginning odometer reading with the last
entry on the mileage log. Any discrepancy should be noted on the
log. Also, please note that repair and/or maintenance to the
vehicle is to be noted on the mileage logs. Items needing immediate
emergency attention should also be reported to the Security
Department as soon as possible.
Drivers may request approval to take a vehicle home on the
evening of a workday immediately preceding a travel day so long as
it does not increase the total one-way trip between work and
destination by more than ten (10) miles. (Ref: K.A.R. 1-17-2a)
5.5 Respect for Privacy
Any searches, for any reason, whether it relates to staff or
students, require that an Administrator BE NOTIFIED IN ADVANCE, and
he/she or a designated staff member will help in the
inspection.
The Appointing Authority reserves the right to search any
vehicle, office, dormitory, or property on campus if reasonable
cause is suspected. For details regarding this, refer to the Kansas
Board of Education Policy, Section P-3800.
5.6 State Property
State property is not to be taken from the campus without
written permission from your Supervisor or from the Superintendent.
This includes machines, tools, supplies, etc. You are expected to
exercise due care in the use of school property and to use such
property only for authorized purposes. The misuse of computers for
personal gain or for illicit means will result in immediate
disciplinary action to include possible termination. Negligence in
the care and use of school property may be reason for suspension
and/or dismissal. Unauthorized removal of school property from the
premises or its conversion to personal use will be considered
reason for suspension and/or dismissal. School property issued to
you must be returned to the school upon termination of employment
or when your department head, or his or her designated
representative, requests its return. The value of any property
issued, lost, destroyed, or not returned will require a personal
check made payable to KSSB.
5.7 Inventory Control of Consumable Supplies
An inventory of supplies will be maintained in your department.
Contact your immediate supervisor first if you need supplies. If an
item that you need is not available, please complete a requisition
and send to your supervisor. Do not purchase an item without prior
approval. State policies, procedures, and contracts must be adhered
to; otherwise, you may end up paying for the item(s) yourself.
Always check with your supervisor or contact the Business Manager
to ensure that you can be reimbursed for the purchase of an
item.
5.8 Inventory Control of Capital Assets
KSSB equipment that is required to be on inventory, (e.g., desk,
personal computer, pager, cellphone, etc.) must be accounted for
each year. The responsibility for that equipment is the occupant of
that office or classroom, or the building supervisor, etc. As a
state employee you are responsible for the equipment within your
care. Any changes to your inventory are to go through your
supervisor in written form. In order to remove any item (destroyed
or obsolete equipment) that is in your care, you must submit a
written request to remove it from your responsibility. Inventory
should be completed by May 1st of each year. Contact the office of
the Business Manager for more information.