Policy on School-Owned Vehicles for Official Division Business
School-owned vehicles support the delivery of education services across Ozamiz City. They help personnel reach schools, transport official documents and equipment, respond to operational needs, and carry out programs that benefit learners and communities.
Because these vehicles are public assets, their use must be limited to authorized Division work. A clear vehicle-use policy protects government property, promotes road safety, controls operating costs, and gives schools a consistent basis for approving trips and reviewing vehicle records.
The governing principle is simple: a school-owned vehicle must be used for official Division business only. Personal errands, private transportation, unauthorized field trips, and activities unrelated to assigned education functions should not be charged to public resources.
Purpose And Scope
The policy applies to motor vehicles owned, assigned, leased, or placed under the care of a public school or the Division of Ozamiz City. It covers school heads, teaching and nonteaching personnel, authorized drivers, passengers, and offices that request transportation support.
Official travel may include inspections, conferences, training activities, delivery of learning materials, emergency coordination, maintenance work, community engagement, and other tasks supported by a written authority or an approved office program. The trip must have a clear connection to DepEd functions.
Private use is prohibited unless a specific law, regulation, or written authorization provides an exception. A vehicle should never be used for family transportation, personal shopping, political activity, commercial service, or any destination that does not appear in the approved travel request.
Authorized Use And Priorities
Requests should be prioritized according to urgency, educational value, and available resources. Disaster response, learner safety, official inspections, delivery of essential materials, and time-sensitive Division programs generally require prompt attention.
Routine requests should be scheduled in advance to avoid conflicts and unnecessary fuel consumption. When several offices need transportation on the same date, the approving authority may consolidate trips, assign shared routes, or use another practical transport arrangement.
Passengers must be connected to the approved activity. The driver should verify the destination, passenger list, purpose of travel, and expected return time before departure. Changes to the itinerary should be reported to the responsible approving officer.
Request Approval And Dispatch
Every trip should begin with a written vehicle request or travel authority. The request should identify the requesting office, purpose, date, route, passengers, estimated duration, and accountable personnel. Approval confirms that the activity is official and that the vehicle is available.
The designated transport or administrative office should maintain a dispatch schedule. A vehicle should leave only after the request has been approved and the driver has received the necessary instructions. Verbal requests may be accepted during emergencies, but the supporting documentation should be completed as soon as conditions permit.
The dispatch officer should check basic roadworthiness before release. This includes fuel level, tires, lights, brakes, registration documents, emergency equipment, and cleanliness. A trip may be postponed when the vehicle is unsafe or when the driver is not fit to operate it.
| Control Area | Minimum Record or Action | Responsible Party |
|---|---|---|
| Trip purpose | Approved request or travel authority | Requesting office |
| Vehicle release | Dispatch entry and pre-trip check | Transport or administrative officer |
| Route and passengers | Itinerary and passenger details | Driver and trip leader |
| Fuel and expenses | Receipts and fuel log | Driver or accountable employee |
| Return condition | Odometer, time, defects, and incident notes | Driver and vehicle custodian |
Driver Safety And Vehicle Care
Only an authorized and properly licensed driver should operate a school-owned vehicle. The driver must follow traffic laws, observe speed limits, avoid distracted driving, and refuse unsafe instructions. Seat belts should be used by everyone, and passengers should not be carried beyond the vehicle’s safe capacity.
Alcohol, illegal drugs, reckless driving, and the use of mobile devices while driving are strictly inconsistent with public service. Long trips should include reasonable rest periods. Any accident, mechanical problem, traffic apprehension, or unusual event must be reported promptly through the prescribed channel.
Vehicle care is a shared responsibility. Drivers should record defects, protect official equipment, and return the vehicle to its designated location after the trip. Preventive maintenance, registration, insurance, and repairs should be monitored by the assigned property or administrative custodian.
Schools should also include transport arrangements in emergency readiness. A vehicle may support evacuation coordination, supply movement, or communication activities when properly authorized. Staff preparing for hazards can review the earthquake preparedness checklist as part of broader school disaster risk reduction planning.
Records, Expenses, And Accountability
Accurate records demonstrate that public transportation was used for a legitimate purpose. The vehicle logbook should capture the date, starting and ending odometer readings, destination, official purpose, driver, passengers, fuel issued, and time of departure and return.
Fuel, toll, parking, and repair expenses must be supported by receipts or other accepted documentation. Any unused fuel allocation or unspent cash advance should be handled according to applicable government accounting rules. Missing records can make it difficult to verify both the trip and the expense.
The vehicle custodian and approving officer should periodically review logs for unusual mileage, repeated destinations, excessive fuel use, late returns, or trips without authority. Findings should be documented and referred for administrative action when necessary.
Implementation Priorities
A practical policy works best when every school uses the same basic controls while allowing reasonable procedures for urgent operations. Orientation should explain who may request a vehicle, who may approve it, which records are required, and how incidents are reported.
Schools and Division offices can strengthen daily compliance by applying these priorities:
- Require written authority before routine official travel.
- Keep dispatch, mileage, fuel, maintenance, and incident records current.
- Release vehicles only to authorized drivers and approved passengers.
- Inspect vehicles before and after each trip.
- Review vehicle use and expenses regularly for accountability.
Put The Policy Into Daily Practice
School heads, administrative officers, drivers, and requesting personnel should apply these controls consistently to every official trip. Clear approvals and complete records protect the vehicle, the passengers, the driver, and the public funds supporting education services.
For current forms, memoranda, and Division procedures, personnel and school administrators should consult the official DepEd Ozamiz portal and coordinate with the appropriate administrative office before scheduling transport. Use school-owned vehicles only for documented Division work, report concerns promptly, and keep every trip safe, necessary, and accountable.