Can a staff member volunteer to transport students from the School to an event using their own private vehicle?

Staff members may use their own private vehicles for work purposes in schools. According to Section 23 (Travel and Subsistence) of the Governance Manual for Community & Comprehensive Schools, the teacher is responsible for their own motor insurance, as State indemnity cannot be extended to cover an individual’s negligence although they are using their own private vehicle for work purposes. The teacher in question must contact their motor insurance provider and inform them that they will be driving for work to include the use of their private vehicle for business use and the carriage of passengers (the extent of such use is important - regular business use or one off journey). This may affect their insurance policy arrangements and an extra premium may be charged for this extension.

The Declaration Form as outlined in the Governance Manual for Community & Comprehensive Schools must be completed by the staff member who intends to use their private vehicle for school business purposes.

The School should also develop a simple risk assessment which takes account of the task related risks e.g. child protection issues etc. For risk management controls which should be considered when using private vehicles for work purposes, please refer to “State Indemnity Guidance Document: Use of private vehicles for work” published by the State Claims Agency.