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District Vehicles

District-owned or state-owned vehicles may be signed out to attend out of district professional development opportunities as well as in district travel for appropriate staff members. The process to sign out a vehicle for out of district travel and/or in district travel for work related purposes is listed below as well as the process to sign vehicles back in.

All vehicle use requires the completion and submission of the electronic mileage form.

Vehicle Sign-Out Process

  1. Vehicle Request Form: Complete the Vehicle Request Form. This form must be submitted at least 48 hours in advance.
  2. Approval: Once the vehicle is approved by the Assistant Superintendent of Operations, an email notification will be sent to the requestor. 
  3. Key Pickup: Collect the keys from the Assistant Superintendent of Operations on the day of use.

Vehicle Sign-In Process

1. Key Return: Return the key to the Assistant Superintendent of Operations on the date submitted on the Hoke County Schools Vehicle Reservation Request.

Daily Mileage Log

  1. Log Entry: For each trip, enter the following information in the electronic mileage log provided under "Staff Resources" on our district webpage:
    • Date
    • Driver’s Name
    • Vehicle Number (four digit number used for tracking purposes)
    • Beginning Location (Examples of acceptable responses: City, State or the name of the school.)
    • Starting Odometer Reading or Mileage
    • Ending Odometer Reading or Mileage
    • Additional Notes (Document any stops and reasons, detours, or significant events that would cause the driver to accumulate more miles than required.)
  2. Submit the Log: Ensure the completed electronic mileage log is completed and submitted daily.
  3. Vehicle keys are to be submitted at the end of the day or the end of the trip as stated on the Hoke County Schools Vehicle Reservation Request.