Ask a School Insurance Underwriting Expert: Transportation Risk Management: Key Areas Schools Should Review

Question: How should schools evaluate driver acceptability?

MVR reviews should go beyond simply obtaining a driving record. Institutions benefit from establishing structured, written criteria that define when a driver is acceptable, borderline (requiring additional review or monitoring), or unacceptable for operating school vehicles.

Structured guidelines commonly evaluate:

• Number of minor violations within a defined period (commonly three to five years, depending on institutional or underwriting guidelines)
• Number of at-fault accidents
• Presence of major violations such as driving under the influence, reckless driving, excessive speed, or driving under suspension

Major violations or multiple at-fault accidents are often considered disqualifying under commercial automobile underwriting standards. Check with your carrier for further guidance on driver acceptability. Clearly defined thresholds promote consistency, reduce subjective decision-making, and support defensible driver approval processes while improving loss performance.

Question: Are there special considerations when using passenger vans?

Passenger vans require particular attention. 15-passenger vans are still associated with increased rollover risk even with ESC (Electronic Stability Control). Multiple serious 15-passenger van crashes continue to occur regularly in the United States with one in mid-February 2026 and two others in recent weeks. Federal agencies continue to warn that these vans have a higher rollover risk when heavily loaded or improperly operated. While newer designs have improved safety, they have not solved the rollover problem. Check with your carrier for further guidance on the use of 15-passenger vans. Proper loading, maintenance and trained drivers remain critical steps when operating passenger vans. No van should have storage placed on the roof or trailered behind.

Schools should:

• Comply with applicable state regulations governing passenger capacity
• Avoid exceeding manufacturer weight and occupancy limits
• Maintain proper tire inflation and replace tires before tread becomes unsafe
• Restrict operation to approved and trained drivers

Vehicle type and passenger load must align with the intended use.

Question: What should schools consider regarding vehicle maintenance?

Preventive maintenance reduces the likelihood of mechanical failures contributing to an accident or breakdown while in use.

Institutions should:

• Follow manufacturer-recommended service schedules and conduct regular vehicle maintenance
• Maintain written or electronic maintenance records
• Address recall notices promptly
• Conduct pre-trip inspections when transporting students
• Replace worn components, including tires and brakes, before they present a safety concern

Maintenance documentation is important if an incident occurs.

Question: What if transportation is provided by a third-party vendor?

Contracting transportation services does not eliminate all exposure. Schools should exercise due diligence when selecting and monitoring vendors.

Consider:

• Having written contracts or agreements
• Obtaining current certificates of insurance
• Verifying that liability limits are appropriate for student transportation
• Reviewing contractual indemnification provisions
• Confirming that the vendor conducts driver screening and training
• Ensuring compliance with applicable federal and state regulations

Documented vendor oversight demonstrates responsible governance and sound risk management practice.

Question: What supervision practices should be in place during trips?

Transportation risk management extends beyond the vehicle itself. Schools should implement procedures that address:

• Headcounts before departure and upon arrival
• Emergency communication protocols
• Written response procedures for accidents or vehicle breakdowns

Clear, practiced procedures reduce confusion during unexpected events.

Question: What is the key takeaway for schools?

Transportation risk management requires coordinated attention to driver eligibility, vehicle maintenance, vendor oversight, and supervision. Regular review of these elements helps reduce the likelihood of accidents and supports defensible operational decision-making if an incident occurs.