4.4 NAG 4.4 Vehicle Purchase, Use and Maintenance

Updated: 6.9.2018

P & P No: 4.4

Vehicle safety

  • Allocation of the purchased and leased vehicle pool lays entirely within the direction of the Executive Team as delegated by the Principal. Staff do not have permanent allocation of a vehicle.
  • All vehicles that are used to transport staff and students must have current registration and a current Vehicle Inspection Certificate, whether they are school or staff vehicles.
  • It is the responsibility of the School office to keep a record of when Vehicle Inspection certificates on school vehicles are due, and to ensure that these are carried out.
  • Staff are expected to notify the Executive Officer of any safety concerns that are raised with any school vehicle.
  • See Policies and Procedures Document 3.4 for details on claiming mileage when using a staff vehicle to transport students.

Driver Requirements and Responsibilities

  • Only paid employees and board members of Arahunga Special School and Outreach Service are allowed to drive school vehicles.
  • The driver must obey road rules, and is responsible for any infringements.
  • The driver is responsible for ensuring that all people carried in the school vehicle are secureā€“Please see Policies and Procedures Document 5.3 for more detail on this.
  • All passengers must wear seat belts.
  • Special harnesses are supplied for use in the school van with very small students and wheelchair occupants. These MUST be worn as appropriate.
  • All wheelchairs must be securely anchored and have their brakes on.

Note: The school accepts no responsibility for damage to personal cars.

Use of School Vehicles


  • School vehicles are for use on school business.
  • The condition of school vehicles, and the way in which they are driven, impacts on public perception of the school.
  • A request made to use a school vehicle for a non-school use must be made to either the Executive Officer or the Principal. Consideration will be given in the following circumstances:
    • The person applying has a connection with the school.
    • The usage will benefit students or disadvantaged groups.
    • The use will not conflict with school needs or will be carried in a way that enables school use to happen concurrently.
    • The vehicle is required to be returned in a timely, clean and tidy condition.

School Vehicle Timetable

  • The Office Administrator maintains the school vehicle timetables, in consultation with the Executive Team.
  • If you wish to use a school vehicle on a one-off basis at a time that is timetabled for the use of someone else, you may be asked to negotiate directly with that person by the Office Administrator.
  • All vehicles are booked through the Office Administrator.
  • It is expected that changes to booking requests will be relayed as promptly as possible to the Office Administrator, to avoid inconvenience to others.
  • Executive Team members have final decision making power regarding use of school vehicles.

Car Buying and Entitlement

Cars have become a necessary part of our work with the Outreach Service now covering a large part of the Central North Island and and with the number of Satellite Service enrolments growing.

The maximum number of cars should not exceed the number of Full Time Teacher Equivalents (FTTE) generated by the school and Outreach Service.

Purchase of additional vehicles must be approved by the Board of Trustees and that approval minuted.

When replacing existing vehicles the Board of Trustees will verify that their is still a need for those vehicles with the Principal or Executive Officer.

Entitlement to a car

  • Executive Team members have final decision making power regarding allocation and use of school vehicles.
  • Cars are strategically placed across the outreach service and school to maximize efficiency.
  • Cars may be issued to specific staff members, who will be expected to share with other staff in the area, where practical and possible.
  • Cars are not available for personal use (except for when fitting the guidelines discussed above).

Car servicing and maintenance

WoF, registration and insurance for school vehicles are covered by the school.

Car servicing and maintenance of school vehicles should occur at 6 monthly intervals or at manufacturers recommended kilometre levels.

Car servicing, registration, insurance and WoF will be coordinated by the Office Administrator who will maintain a car maintenance schedule.

Purchasing a new car

The following factors need to be taken into consideration before purchasing a new car:

  • Savings in running cost which would allow for things such as the Outreach Service to travel further on their travel budget.
  • Cost of running a school car.
  • Where it is to be housed.
  • Life expectancy of vehicle.

Car replacement

  • Car replacement is indicated when the age of the vehicle looks unprofessional or the cost of maintenance and servicing is repetitively high.
  • All vehicles will be replaced at 350,000 km or 20 years old, or early, as required.
  • Recovery of book value needs to be considered and/or the highest possible and/or realistic resale.

Purchasing Guidelines:

  • All vehicles need to be safe.
  • The priority is staff and student safety.
  • Fuel efficiency.
  • Appropriate engine size.
  • Appropriate load space.
  • Appropriate accessibility.
  • It is generally NOT recommended to buy a car with less than four doors.

Storage of Vehicles
The geographical scope of Arahunga’s operation and the lack of secure parking space means that often Arahunga’s vehicles will be parked at personal residences of staff. In these cases:

  • Overnight parking should be off road.
  • Unattended vehicles should be locked at all times.

Review schedule: Within 3 years

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