Transportation and Vehicle Use

Recommended Practice:

Written parental consent is appropriate when someone other than the parent/guardian will transport any minor participant in a university youth program. A waiver such as the Acknowledgment of Risk and Waiver of Liability Form may be used to secure parent permission to transport youth. 

It is recommended that units should establish transportation guidelines that include protocols for:

• Vehicle capacity and seating limits;
• Attendance check protocols;
• Passenger behavior expectations;
• Appropriate use of seat belts, booster seats, and other vehicle safety equipment;
• Assessing the accessibility needs of participants (i.e., loading/unloading, accommodating wheelchairs, where applicable);
• Other vehicle safety protocols at the discretion of the unit leadership.

Per University Policy 07-026, Sec. 5.3.5.: "The transportation of students and minors in Private Vehicles when traveling on Official University Business is discouraged." Therefore, unless an exception has been granted by the sponsoring unit, personal vehicles should not be used to transport minor participants in OSU youth programs.

Staff and volunteers must avoid private, one-on-one interaction when transporting minors as part of a university youth program. The “Rule of 3” principle should be followed when transporting youth.

Evidence or Documentation:

• Copy of unit transportation guidelines.
• Documented exception request and unit approval (for private vehicle use).

Applies to:

• University-operated youth programs.

Related Information:

• University Policy 07-026: Vehicle Use for University Business
• Acknowledgment of Risk and Waiver of Liability Form
• Supervision Guidelines
• Avoiding One-on-One Interactions

Self-Assessment:

Does the unit or program operator follow written transportation guidelines that align with the recommended practice for Transportation and Vehicle Use for youth programs?

               YES        NO