1. Policy Statement and Purpose
Family Promise of Puget Sound (FPOPS) is committed to providing safe, reliable, and respectful transportation services to clients as an integral part of our mission to support families experiencing homelessness. This policy outlines the procedures and expectations for all transportation activities to ensure the safety and well-being of both clients and personnel, upholding FPOPS’s core values of Safety and Well-being, and Dignity and Worth of the Person. This policy aims to establish clear guidelines for all aspects of client transportation, from initial client documentation to emergency response, ensuring accountability and compliance.
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2. Scope
This policy applies to all FPOPS employees and volunteers who provide client transportation, all clients receiving transportation services, all FPOPS-owned or leased vehicles, and any personal vehicles used for FPOPS business, specifically for client transport.
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3. Client Intake and Documentation for Transportation
Before any transportation services, including direct transport, are provided to a client, the following documentation must be accurately completed and securely on file in the client’s record:
* Completed Client Intake Form: This form ensures essential client information is gathered and verified.
* Signed Liability Waiver: Acknowledging the client’s understanding and acceptance of any inherent risks associated with transportation services.
* Signed Release of Information Form: Authorizing FPOPS to share necessary information pertinent to transportation with relevant parties, while upholding client confidentiality.
These completed and signed documents are essential for the provision of services, maintaining accountability, and ensuring compliance with FPOPS’s confidentiality standards.
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4. Client Background Checks for Transportation
FPOPS requires client background checks for transportation with the following considerations as essential for the policy:
* Purpose: The explicit purpose of such background checks would be to enhance the safety of clients, employees, and volunteers involved in transportation, and to safeguard overall program integrity.
* Type of Checks: This might include, but not be limited to, criminal history checks and sex offender registry checks.
* Client Consent: A clear process for obtaining explicit, informed consent from the client for these checks would be established.
* Decision-Making: The results of background checks would be used in a manner that ensures non-discrimination. Decisions regarding transportation eligibility would involve an individualized assessment, considering the nature and recency of any findings, and their direct relevance to transportation safety, rather than a blanket denial.
* Legal and Ethical Considerations: FPOPS would carefully consider all applicable local, state, and federal laws, as well as ethical guidelines, related to conducting background checks on individuals receiving services, ensuring fairness and privacy.
* Documentation: All completed background checks, consent forms, and documentation of decisions made based on results would be securely maintained in the client’s record.
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5. Driver Eligibility and Requirements
All employees and volunteers providing direct client transportation must meet the following requirements:
* Possess a valid driver’s license appropriate for the vehicle type.
* Maintain a clean driving record, defined as no DUIs or reckless driving charges ever, and less than one speeding or other minor moving violation in the past 2 years.
* Be at least 21 years of age.
* Complete Mandt System training to receive training in client interaction skills, with a strong emphasis on de-escalation techniques, aligning with FPOPS’s commitment to Trauma-Informed Practice and Risk Assessment & Management.
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6. Vehicle Standards and Safety
All vehicles used for client transportation, whether FPOPS-owned/leased or personal, must adhere to the following standards:
* Be regularly maintained and in good working order, ensuring mechanical reliability.
* Have valid and current insurance coverage. For personal vehicles used for FPOPS business, liability coverage must be at least double the minimum state-required liability, with no other additional insurance requirements.
* All occupants, including the driver and all passengers, must wear seatbelts at all times while the vehicle is in motion.
* Vehicles must be clean and free of hazards.
These requirements align with FPOPS’s general Workplace Health and Safety/Injury Reporting guidelines, which cover vehicle safety.
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7. Rules of Conduct During Transport
To ensure a safe and respectful environment, all individuals involved in transportation (drivers and clients) must adhere to the following rules of conduct:
* Prohibited Substances: The consumption, possession, or influence of drugs, alcohol, or weapons are strictly prohibited in all FPOPS-sponsored activities or transportation, aligning with the Violence-Free, Drug-Free, Smoking-Free, and Weapon-Free Facility policy and Drug and Alcohol policy.
* No Violence: Violence, threats, or aggressive behavior are not tolerated.
* Professional Conduct: Drivers must maintain professional conduct at all times, adhering to FPOPS’s Professional Communication policy. This includes respectful interaction, clear communication, and maintaining appropriate boundaries.
* Confidentiality: All conversations and observations during transport must adhere to FPOPS’s Confidentiality policy. Client information is private and should not be discussed with unauthorized individuals.
* Client Behavior: Clients are expected to conduct themselves respectfully and safely during transport. Disruptive or unsafe behavior should be reported to FPOPS leadership.
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8. Emergency Procedures
In the event of an accident, breakdown, or other emergency during client transportation, the following steps must be taken:
1. Ensure Safety: Prioritize the immediate safety of all occupants. Move the vehicle to a safe location if possible.
2. Assess and Assist: Assess for injuries and provide immediate first aid if trained. Call 911 for medical emergencies or law enforcement if an accident has occurred.
3. Notify FPOPS Leadership: Immediately notify the FPOPS Program Director or assigned supervisor by calling their extension through the main 253-444-4563 number. Provide all relevant details, including location, nature of the emergency, and condition of occupants.
4. Follow Instructions: Follow instructions from FPOPS leadership and emergency services.
5. Documentation: Document the incident thoroughly as soon as safely possible, following FPOPS incident reporting procedures, which require reporting within 48 hours.
These procedures are consistent with FPOPS’s broader Crisis Management and Crisis/Emergency Response Plan policies.
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9. Documentation of Transportation Activities
Accurate and timely documentation of all transportation activities is required for accountability, service tracking, and risk management. Drivers must log each transportation event using the Mileage Tracker system in Ash Nazg, our software. This includes:
* Date and time of transport.
* Starting and ending mileage.
* Client(s) transported.
* Purpose of transportation.
* Any significant incidents or observations during transport.
This documentation reinforces FPOPS’s general Documentation Requirements and supports effective Risk Assessment & Management.
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10. Mileage Reimbursement
Employees using personal vehicles for approved FPOPS business, including client transportation, are eligible for mileage reimbursement. Reimbursement will be calculated at the current IRS standard mileage rate. Employees must submit appropriate documentation (e.g., mileage logs) for reimbursement according to established FPOPS financial procedures.
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11. Policy Review and Revision
This Client Transportation Policy will be reviewed annually by the FPOPS CEO and Board of Directors, or more frequently as needed (e.g., following incidents, changes in laws or FPOPS operations), to ensure its continued effectiveness, compliance with applicable regulations, and alignment with organizational needs. Any revisions will be communicated to all affected employees, volunteers, and clients.
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