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Section: | 600 |
Section Title: | Administrative |
Policy Number: | 641 |
Policy Name: | Motor Vehicle |
Approval Authority: | President’s Cabinet |
College Policy Executive: | Chief Planning Officer |
Responsible Executive: | Director of Facilities & Critical Infrastructure Security |
Responsible Unit: | Facilities |
Date Adopted: | February 18, 2015 |
Policy
The College maintains a fleet of motor vehicles to support the transportation needs of the College community. The Motor Vehicle Policy sets forth the requirements for the use of College owned, leased, or rented vehicles by a College employee while on official College business. College employees include full and part time faculty and staff, and an officer or servant, whether compensated or not, who is authorized to perform any act or service within his/her scope of employment. Students are not authorized to operate College owned, leased or rented vehicles unless they are acting as employees within the scope of job responsibilities and on official College business. The Motor Vehicle Procedures set forth terms and conditions under which vehicles used for official College business must be operated. The College reserves the right to deny or revoke the driving privileges of any driver who does not meet or follow the requirements of this policy and procedures.
To ensure the safety of drivers, passengers, members of the College community and the public as well as minimize losses, damages, and claims against the College.
All employees, officers and servants (as defined in section #1 above) to whom the College grants the privilege to operate a motor vehicle for official College business.
Motor Vehicle Procedures
Employee Driver Authorization Application
Request for College Vehicle
Director of Facilities & Critical Infrastructure Security
(201) 684-7666
Procedure
These Motor Vehicle Procedures address the circumstances under which employees may be approved to drive College vehicles. For the purposes of these procedures, College vehicles refer to “all motor vehicles, including golf carts, owned, leased or rented by the College. “ All units who have employee drivers shall appoint a representative who will be responsible for maintaining a list of the unit’s authorized drivers and work with the Department of Human Resources to ensure compliance with the Motor Vehicle Policy, Motor Vehicle Procedures and all training requirements. Supervisors should meet annually with each of their approved drivers to review the Motor Vehicle Policy and Procedures and their responsibilities for safe operation.
The Department of Human Resources will verify employees’ driving records and collect verification documentation pertaining to completion of the required defensive driving course. The sponsoring unit of each authorized driver will cover training costs. Units will be held responsible should an accident occur involving an unauthorized driver. The units will be charged the cost to repair any damage to a College vehicle resulting from the use by an unauthorized driver.
Drivers must be at least eighteen (18) years of age and have a valid U.S. driver’s license in good standing. Drivers are required to report any change in license status (convictions, suspensions or revocations) to the Department Of Human Resources and their unit directors immediately. Failure to do so may result in disciplinary actions up to and including termination. Only employees defined above with proper authorization may operate a motor vehicle for official College business and within the scope of employee’s employment.
Authorized drivers may have their driving privileges revoked at any time for failure to comply with the College’s Motor Vehicle Policy and Motor Vehicle Procedures.
All College employees who drive a College owned, leased or rented vehicle are required to produce appropriate documentation of a license to drive and operate a vehicle in one of the 50 states in the U.S. Employees who drive a College vehicle will undergo an annual Motor Vehicle Commission (MVC) driver license check for restrictions, suspension or revocation of driving privileges before receiving approval to drive a College vehicle. Employees operating a College vehicle must complete an “Employee Driver Authorization Application” form. The completed Driver Authorization forms are to be returned to the Department of Human Resources along with a copy of the applicant’s driver’s license. Approval or denial will be communicated via email to the unit director and applicant. The College reserves the right to deny, suspend, or revoke driving privileges of College vehicles based on the initial or subsequent review of motor vehicle records.
Employees who are required to operate a motor vehicle as part of their essential job functions are subject to the same eligibility requirements and will automatically have their driving records checked on an annual basis for restrictions, suspensions or revocations. Employees are not permitted to drive a College vehicle with a “provisional” or court restricted license. The College reserves the right, at its sole discretion to suspend driving privileges for accumulation of points or convictions of certain offenses.
Prospective employees, whose positions require a valid driver’s license as an essential function of the job may be offered a position contingent upon driver license verification.
All College employees who operate a vehicle as a requirement of their job or who are assigned a College owned, leased or rented vehicle, must successfully complete a defensive driver safety-training course every three (3) years before receiving approval to drive a College owned, leased or rented vehicle. Training is provided in two different formats, in person (on campus) or on-line. The Office of Environmental Health and Safety will manage the in person training. On campus training will be offered twice per semester. The Department of Human Resources will manage online training through a third party. Sponsoring units will be responsible for the cost of on-line training.
Employees may take a defensive driving course with an outside provider certified by the National Safety Council. Environmental Health and Safety must approve outside courses and the employee is responsible for any costs/fees. A certificate of completion from an approved vendor within the last three years must be presented to the Department of Human Resources in order to satisfy this requirement.
Only authorized and certified drivers may drive a College vehicle. Drivers for whom vehicles have been signed out or rented are not authorized to delegate driving responsibilities to other drivers except in an emergency and only when delegated driver has been authorized and certified to drive a College vehicle.
Drivers must comply with the following when operating a college owned, leased or rented vehicle:
The College maintains fleet vehicles available for use by units for official College business or College sponsored programs or events. Reservations can be made by the unit authorizing the travel by filling out the “Request for College Vehicle” form and submitting to the Facilities Department at least 48 hours in advance of date of trip or by Thursday for weekend use.
Should weather be inclement, or forecasted to be inclement to the point where travel becomes dangerous, travel may be suspended for fleet vehicles. The Facilities Department shall make determination of suspending travel. Facilities may refuse to release a College vehicle if it is determined to be damaged or unsafe for operation.
When traveling with students for direct support of academic, co-curricular, and extracurricular programs, the following requirements must be adhered to:
The College may authorize the rental of a vehicle when a College vehicle is unavailable or other means of transportation would result in a higher cost. Renting of vehicles for official College business should comply with the provisions under the College’s Travel Policy. The College has negotiated preferred rates with selected vendors that include collision damage waiver. All rentals of vehicles for official College business may only be placed with these preferred vendors. Drivers should contact the Purchasing Department on how to make reservations.
In the event of an accident, the following procedures must be adhered to:
Due to the potential dangers associated with operating a Golf Cart or Utility Cart all drivers must adhere to the following requirements
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