Superintendent’s Memo #140-12

State seal, Commonwealth of Virginia

COMMONWEALTH of VIRGINIA
Department of Education

June 1, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  Request for Certification of Insurance Coverage on Vehicles Used to Transport Pupils or Personnel Pursuant to Sections 22.1-188 through 22.1-198, and Section 38.2-2204, Code of Virginia

In accordance with Sections 22.1-188 through 22.1-198, Code of Virginia, the Department of Education is requesting division superintendents to certify that insurance providing the required coverage has been obtained for all vehicles to be used in transporting school children and school personnel during the period July 1, 2012 through June 30, 2013.  Pursuant to Section 22.1-191, Code of Virginia, this certification must be submitted to the Superintendent of Public Instruction on or before August 1, 2012.

Please note that the 2012 General Assembly passed House Bill 93 increasing the insurance coverage requirements related to pupil and personnel transportation in Section 22.1-190.A. as follows:

§22.1-190.A.   Every vehicle shall be covered in a policy of liability and property damage insurance issued by an insurance carrier authorized to transact business in this Commonwealth, in the amounts of at least $50,000 for injury, including death, to one person; $500,000 for injury, including death, to all persons injured in any one accident; and $50,000 for damage, including destruction, to the property of any person, other than the insured. In addition, the policy of insurance shall provide coverage for loss or damage caused by an uninsured motorist in accordance with the provisions of § 38.2-2204 and in the amounts required by this section. The policy shall also provide for medical expense payment coverage in the minimum amount of $5,000 for each person injured. Taxicabs providing transportation of students under contract with a school division shall be covered by policies providing coverage of at least $50,000 for injury, including death, to one person; $200,000 for injury, including death, to all persons injured in any one accident; $10,000 for damage, including destruction, to the property of any person other than the insured; and medical expense payment coverage in the minimum amount of $1,000 for each person injured, or in such higher amounts as the contract with the school division or a local ordinance may prescribe.

Special attention is directed to the provisions of Section 22.1-191, Code of Virginia, concerning the date by which such insurance shall be secured and certified.  Compliance with these requirements is mandatory before any state school funds can be distributed (see Sections 22.1-189, 191, and 197, Code of Virginia).  The Department of Education urges you to initiate the procurement process in time to finalize the necessary insurance contract by the end of July.

Please ensure that the contract contains the coverage required for all days operated during the entire 2012-2013 school year.

For fiscal year 2013, the required certification must be made online through the Single Sign-on for Web Systems (SSWS) by the division superintendent or his designee.   The SSWS application will be open for certification from June 1 to August 1, 2012.  The insurance certification is part of the Crash/Incident Tracking System.  Instructions for certifying insurance coverage are as follows:

  1. Login to SSWS
  2. Select “Crash/Incident Tracking System”
  3. On the right-hand side, select “Crash/Incident”
  4. Select “Certify Insurance”
  5. From the drop-down box, select either “self-insured” or “not self-insured”
  6. If you are not self-insured, provide the name of the insurance company
  7. Click the “Certify” button.

If you have questions concerning the insurance coverage certification process, please contact the Pupil Transportation Office at (804) 225-2037.

PIW/JAE/aam