PD 002 - University Driving Policy

Institutional Policy for University Driving

Section 1. Purpose

The purpose of this policy is to provide procedures and safety guidelines for faculty, staff and students who drive while conducting University business.

Section 2. Scope

This policy applies to faculty, staff and students while driving “University Vehicles”, rented vehicles, leased vehicles or personal vehicles for university purposes. Faculty, staff, and students must comply with this policy in addition to applicable local, state, and federal laws.

Section 3. Definitions

• Driver - For the purpose of this policy, the term “Driver” shall apply to all faculty, staff and students that are eligible and approved to drive University Vehicles.
• University Vehicles - For the purpose of this policy, the term “University Vehicles” shall apply to University owned, leased or rented vehicles, as well as personal vehicles used for university business.

Section 4. Eligibility Criteria and Approval Requirements

1. Eligibility Criteria (applies to all University Vehicles)
   1. Be at least 21 years of age;
   2. Hold a current and valid driver’s license;
   3. Have at least 3 years of licensed driving experience; and
   4. Driving a University Vehicle for university business.
2. Approval Requirements (does NOT apply to personal vehicles)
   1. Obtain the advanced written approval of the appropriate area President’s Council member or direct supervisor;
   2. Obtain the advanced written approval of Campus Police based on the review of the Driver’s driving record (MVR) to ensure compliance with University insurance standards;
   3. Complete and pass University required online driver safety training course coordinated by Campus Police; and
   4. On-going annual approval will consist of the advanced written approval of the appropriate area President’s Council member or direct supervisor and periodic MVR checks by Campus Police. The University reserves the right to revoke driving privileges at any time.

Section 5. General Driver Responsibilities

1. Carry current valid driver’s license at all times while driving for University business.
2. Immediately report a change in their driver’s license status to their supervisor and Campus Police.
3. Observe and obey all traffic and parking laws and regulations.
4. Wear (and require any passengers to wear) seat belts at all times.
5. Secure and lock the vehicle when unoccupied.

Section 6. Driver Responsibilities for Accidents or Damage

1. Remain at the scene and contact Campus Police if on campus or the nearest police department if off campus;
2. Take photos of damage to all vehicles, if possible.
3. Exchange insurance information, if applicable.
4. Make arrangements for towing the vehicle to the closest service station if the vehicle is not able to be driven safely.
5. Inform your supervisor and rental agency, if applicable, immediately or as soon as it can be safely done.
6. Prepare a detailed narrative of the accident and a report of the damage to the vehicles or injuries to individuals involved.
7. Complete a worker’s compensation accident report.
8. Submit a narrative, damage report, police report and/or any pictures to Campus Police within 48 hours.

Section 7. Additional Responsibilities for University-Owned Vehicles

1. Immediately report any mechanical problems to Campus Police.
2. Do not to return vehicles with less than a half of a tank of gasoline.

Section 8. Additional Responsibilities for University Rental Vehicles

1. Decline insurance coverage offered by the rental agency.
2. Rent the vehicle for less than 30 consecutive days in order to be covered by the University’s automobile liability insurance.
3. Inspect rental vehicles with a representative from the rental company upon pick up and return of the vehicle.

Section 9. Additional Responsibilities for Personal Vehicles

1. Designating Driver’s personal automobile liability insurance as primary.
2. Responsibility for paying personal liability insurance deductible, if applicable.

Section 10. General Driver Prohibitions

1. Driving with a license that is revoked, suspended, expired or their driving privileges are otherwise restricted (e.g., Ignition Interlock Device).
2. Smoking by the Driver or any passenger, except personal vehicles.
3. Using alcohol and drug, including prescription and non-prescription drugs that may impair his/her judgment or driving ability.
4. Towing or trailoring.
5. Using radar detectors.
6. Picking up hitch hikers.
7. Driving in hazardous weather conditions when possible.
8. Avoiding using cell phones while driving and if cell phone is necessary, utilize cell phone when vehicle is safely parked, or have a passenger assist.
9. Texting, email, or internet use while driving.
10. Driving more than 10 hours within a 24 hour period. Drivers should take regular breaks every 2 - 3 hours. If trip is longer than 10 hours, there should be an alternative driver, or overnight stay or flight travel should be considered as an alternative to driving.

Section 11. Personal Liability

1. Drivers who fail to obtain and maintain the above-referenced approval in relation to driving University Vehicles will be personally liable for any damages sustained as a result of their use of a University Vehicle, as well as be subject to disciplinary action, up to and including termination.
2. To minimize personal liability issues, Drivers should not transport students in personal vehicles. Whenever possible University owned, leased or rental vehicles should be used to transport students.
3. Drivers are personally responsible for any traffic and parking citations that may be issued while driving a University Vehicle.
4. Any damages and/or liabilities arising out of the personal use of a University vehicle are the sole responsibility of the driver. The University will expect the driver’s personal auto insurance to respond in the event of an accident or any other event arising out of such personal use.
5. The University will not be responsible for the loss of personal items left in the vehicle.

Approved by President’s Council 05/15/18