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This policy was prepared for Mount Saint Mary's University in 1993. I wish to acknowledge Ms. Christine Latessa, a student at the Mount, for her computer expertise and patience in assisting me to complete this policy.
- Vehicle Policy Statement
- Administrative Responsibilities
- Authorization
- Utilization
- Scheduling
- Cancellation
- Driver Qualifications
- Driver Responsibilities
- Violations, Adjudication and Appeals
- Accident Reporting/Accident Investigation
- Vehicle Maintenance
Mount St. Mary's University recognizes its responsibilities to its students and employees regarding the use of motor vehicles to conduct business. The university's desire to eliminate, reduce and control personal injuries and property damage is not solely based upon reducing operating costs, but includes its attempt to protect its employees and the general public at large.
The university hereby establishes this Vehicle Policy as its guide to all employees and students who maintain or operate university vehicles which are either assigned to them on a daily basis or to which they have access. All university employees a nd students must utilize university vehicles in a prudent manner, one which adheres to all motor vehicle statues, laws and regulations.
This policy has been approved by the Vice President for Finance & Administration and the Vice President and Dean of the university. It must be adhered to by all employee and student drivers, while in the process of driving a college owned vehicle.*
Mount St. Mary's will comply with all applicable laws and regulations including those that do not discriminate on basis of race, sex, age, color, national origin, handicap or disabled veteran status.
*Certain regulations apply to individuals utilizing their personal vehicles in the performance of College related work.
This policy is beneficial in controlling employee and student driving activities and attitudes. The administration is expected to support and enforce fleet safety procedures, and accident prevention measures described in this Vehicle Policy.
2.1 RESPONSIBILITY:
It is the Administration's responsibility to:
2.1.1 Designate a person to coordinate and control the implementation and maintenance of this policy.
2.1.2 To emphasize the importance of this policy and require participation and cooperation from all employees and students.
2.2 ADMINISTRATION OF THE POLICY:
2.2.1 The Director of Public Safety has been designated to administer the guidelines established herein and to supervise the use of the vehicles covered under this policy.
2.2.2 The purpose of this university Directive is to set forth a Mount St. Mary's policy on vehicle safety for all employees and students. All employees and students are accountable for carrying out the procedures of this directive. This directive has been approved by the
Administration with the overall college objective, in mind, of reducing the risk of
injuries to employees and students and, ultimately cost.
2.2.3 The Director of Public Safety will assure that each department head is informed of the Vehicle Policy and kept updated of any additions and/or changes in order that they can
communicate with every employee and student driver under their supervision, the procedures and remedies of this directive and the consequences should a they be violated.
2.2.4 The Director of Public Safety will notify, in writing, each Director or Department Head of any violations committed by employees or students under their supervision.
2.2.5 A copy of the drivers license of all college drivers will be kept in the Public Safety
office. The name of the employee's insurance carrier and policy number will also be recorded.
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3.1 All Mount St. Mary's departments and organizations are entitled to request a vehicle for transportation use. The department head or organization moderator will be responsible to see that the policies of this directive are followed.
3.2 Only individuals whose name appear on the Approved University Drivers list can operate a Mount St. Mary's vehicle.
Mount St. Mary's vehicles may only be utilized for the following purposes:
4.1 Transportation of MSM employees, students and seminarians for official business.
4.2 Transportation to and from special activities when such trips are authorized by an appropriate college official.
4.3 Transportation for personal business is strictly prohibited.
4.4 Vehicles with cargo space will be appropriately utilized as intended.
5.1 Vehicles are scheduled on a first come basis. Phone call reservations will be accepted with follow-up request in writing for the record.
5.2At the time of the request all pertinent information will be given: departure time, return time, destinations, account number to be charged, purpose of trip, and assigned driver.
5.3Vehicles will be held for 30 minutes after schedule departure time, then if not picked up will be returned to available status.
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6.1 Requesting parties must call ext. 4230 when canceling a vehicle.
6.2 Vehicles may be canceled, as a safety precaution, during inclement weather by the Director of Public Safety.
All employees and students wanting to be authorized to drive a College vehicle will be required to meet specific requirements:
7.1 Posses a valid driver's license issued by the state in which he or she resides.
7.2 Mount Saint Mary's will obtain Motor Vehicle Reports (MVR) on all students and seminarians requesting to drive a college vehicle, as well as employees who's occupation requires them to drive college vehicles.
7.3 Employees requesting to drive a college vehicle for a specific occasion, and do not have an MVR, will be asked to sign a verification form affirming that no motor vehicle violations are charged against their drivers license.
7.4The Motor Vehicle Agency record (MVR) is a valuable aid in assessing the driving ability of an employee or student. When evaluating the MVR, the following table will be used:
7.5 MOTOR VEHICLE VIOLATIONS (Employees) ACTION
7.5.1 3 to 7 points assessed Warning letter sent for moving violations to employee & copy or DUI/DWI to supervisor
7.5.2 8 or more points assessed Not eligible to (loss of license) drive a college for moving violations vehicle until MVR is cleared
7.5.3 Loss of license, Privilege of second time driving a college vehicle permanently revoked
7.6 Motor vehicle violations for students - refer to Student Driver Program.
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Drivers are required to do the following:
8.1 A person operating a college vehicle or personal vehicle on college related business is required to have in his/her possession a valid drivers license from the state in which they reside.
8.2 Any employee or student operating a college vehicle or personal vehicle on college business shall immediately notify Public Safety if his/her driver's license is suspended, revoked or deemed invalid for any reason by the State Motor Vehicle department or any other official agency.
8.3 It is a violation of state law for a driver of a vehicle to be under the influence of drugs or alcohol while driving. Individuals convicted of a DWI will permanently lose the privilege of driving a college fleet vehicle. They will also be restricted from driving any college vehicle during the suspension of their license.
8.4 A college vehicle, fleet or otherwise, will not be released at any time to an individual suspected to be under the influence of drugs or alcohol.
8.5 The consumption of alcohol, regardless of age, and/or use of drugs while in a college vehicle is a violation of state law and will be prosecuted accordingly.
8.6 The driver of any college vehicle must provide a prompt report to Public Safety, (phone report within 12 hours, written report within 48 hours, or as soon as returning to campus if on a trip) of any accident involving the vehicle. Any accident involving a fatality, serious injury or major property damage, MUST BE REPORTED IMMEDIATELY to Public Safety.
8.7 Drivers of all college vehicles shall comply with all applicable state motor vehicle laws and operating regulations, and are personally responsible for any citations issued for violations of same. Any citation received, while driving a College vehicle, must be reported to Public Safety.
8.8 All employees operating a personal vehicle in the scope of his/her employment will carry appropriate levels of insurance on the vehicle and as specified by policies. The name of the employee's insurance carrier and policy number must be recorded at Public Safety.
8.9 The driver of a fleet vehicle is responsible for reporting to Public Safety, when returning the vehicle, any malfunctions that occurred involving the vehicle.
8.10 Before any vehicle is placed into motion by the operator, all passengers, including the driver, shall have his/her seat belts and shoulder straps fastened.
8.11 The driver of a college or personal vehicle on college business is responsible for ensuring that all passengers are riding in a safe and secure manner.
8.12 A driver of a college vehicle must notify his/her supervisor or other designated administrator or responsible person when taking medication or when there is any serious condition which could impair his/her driving ability.
8.13 All drivers should perform pre and post inspection checks of the vehicle they are responsible for. Any deficiencies of other notable problems of a fleet vehicle should be verified by a Public Safety officer before leaving the campus.
8.14 Conduct of the passengers will always be such that is does not interfere with the safe handling of the vehicle.
8.15 Vehicles must not be utilized to transport any non-authorized passengers, i.e., hitchhikers.
8.16 Drivers are responsible for ensuring that fleet vehicle keys, credit cards and appropriate forms are returned to the dispatcher when the vehicle is returned.
8.17 All vehicle forms must be accurately filled out and signed.
8.18 The driver is responsible for the cleanliness and upkeep of the vehicle while in their possession.
8.19 Driver's must pick up fleet vehicles at the dispatch point.
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9.1 MINOR VIOLATIONS:
9.1.1 Operating a college vehicle or personal vehicle on college business without wearing seat belts and/or restraints.
9.1.2 Failure to require passengers to wear seat belts and/or restraints while in a college or personal vehicle on company business.
9.1.3 Failure to follow guidelines set forth in Section 8: "Driver Responsibilities".
9.1.4 Operating a college vehicle or personal vehicle while on college business without a valid driver's license on their person.
9.1.5 Unauthorized use of a college vehicle for business not in compliance with policies outlined in this section.
9.1.6 Operating a vehicle in a careless and reckless manner, endangering the drivers safety as well as that of others.
9.1.7 Causing college vehicles to be damaged due to carelessness.
9.2 MAJOR VIOLATIONS
9.2.1 Being convicted of driving under the influence of alcohol and\or drugs.
9.2.2 Failure to report an accident, misrepresentation of the facts concerning an an accident, or withholding information concerning a accident, (See 8.6).
9.2.3 Leaving the scene of an accident (hit and run) without notifying the appropriate authorities. 9.2.4 Being charged by an outside police agency for causing an accident, with injuries or serious property damage, while driving a college vehicle or personal vehicle on college business.
9.2.5 Being convicted of 2 or more moving traffic violations within a 12 month period.
9.2.6 Gross negligence in driving a college or personal vehicle while on MSM business, which affects the safety of others or damage to College property.
9.2.7 Failure to report a revoked or suspending drivers license to college authorities while continuing to drive a college vehicle or personal vehicle on College business.
9.3 REMEDIES:
9.3.1 Accident Liability:
9.3.1.1 All vehicle accidents will be investigated by the Public Safety Department and/or an outside police agency. If an employee or student is determined to be negligent in causing damage to College property while driving a college vehicle he/she may be held responsible for negligence and may loss privilege of driving a college vehicle. Contributing factors will be the extent of carelessness involved ( a safety issue), the cost incurred, and/or the effort to avoid responsibility.
9.3.1.2 If an employee or student is involved in an accident on campus while driving their own personal vehicle, they will be liable for damages to college property if they are recognized as the party at fault.
9.3.2 Minimal remedial or disciplinary actions for minor violations: *
9.3.2.1 First offense - counseling session or written warning.
9.3.2.2 Second offense (within a 12 month period) - a second warning with possible driving restriction.
9.3.2.3 Third offense (within a 12 month period) - loss of driving privileges, for 6 to 12 months.
* Be aware that these are MINIMUM sanctions for specific offenses. Depending on the nature, degree and/or frequency of a violation, a more severe sanction may be imposed.
9.3.3 Minimal remedial or disciplinary actions for major violations are as follows. Note: Section 7.5 will supersede when applicable.
9.3.3.1 FIRST OFFENSE:
Employee or student is suspended from driving a college vehicle for a 12-month period and MVR is cleared. Employee may drive personal vehicle on College business during the
suspension, but MUST carry a minimum Combined Single Liability of $500,000. Employee must provide a Certificate of Insurance to the Business and Finance Department reflecting this coverage and must name Mount St. Mary's as a certificate holder.
9.3.3.2 SECOND OFFENSE:
Employee or student is suspended from driving a college vehicle for a 24-month period and MVR is cleared. Employee may drive a personal vehicle on College business during the suspension, but MUST carry a minimum Combined Single Limit Liability of $1,000,000. Employee must provide a Certificate of Insurance to the Business and Finance Department reflecting this coverage and must name Mount St. Mary's as a certificate holder.
9.3.2.3 THIRD OFFENSE:
Employee or student is permanently suspended from driving ANY VEHICLE on college property.
9.4 Adjudication: The Director of Public Safety is responsible for reviewing all accident reports, accident interviews and Motor Vehicle Reports and adjudicating the appropriate remedies. An appeals process can be initiated by appealing to the Director of Human Resources, for employees and to the Dean of Student Life, for students.
9.5 Reinstatement: Prior to reinstatement of driving privileges, the employee or student must be informed of the consequences should they be involved in another violation. This counseling session will be document and become part of their personnel record or disciplinary record.
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All vehicle accidents that occur while driving any vehicle while on college business must be reported to Public Safety. This mandate includes personal vehicles, courtesy vehicles, lease vehicles, rentals, etc., in addition to vehicles belonging to the college. The following steps should be followed immediately after an accident:
10.1 Immediate Responses:
10.1.1 Seek aid for injured.
10.1.2 Call local police if off campus; Public Safety if on campus.
10.1.3 Obtain facts about other vehicles (Insurance Co. name, policy number and address, license number, color, year, make and registration number of vehicle.
10.1.4 Obtain facts about other driver (name and address, drivers license number and state
issued, phone numbers-work and home).
10.1.5 Obtain identification of all parties injured and nature of injuries.
10.1.6 Obtain the names, addresses and phone numbers of witnesses.
10.2 Describe and diagram the accident.
10.3 If the accident is serious (serious bodily injury or property damage) call Public Safety as soon as possible at 301-447-5357.
10.4 Do not discuss the accident, except with police, the insurance carrier, or representatives of the College. "ADMIT NO LIABILITY".
10.5 If a college employee is involved in a motor vehicle accident while operating a personal vehicle on college business, the accident should be reported to the employee's insurance carrier and to Public Safety.
10.6 If the accident involves a rental vehicle being used by a college employee, report the accident to the rental company and to Public Safety. Public Safety will notify the College insurance company.
10.7 If damage to a College-owned or leased vehicle is caused by another party,immediately forward a report to Public Safety. Please indicate in your report that this is a case for subrogation. Initial recovery responsibility for the damage to college vehicles caused by others rests with the driver of the college vehicle. You must provide the following to Public Safety:
10.7.1 Copy of the police report. If no injuries occurred the police may not fill out a report. If this occurs obtain the responding officers name and police department for your report.
10.7.2 Information on other driver and vehicle.
10.7.3 Name, addresses and phone numbers of witnesses.
10.7.4 Description of accident.
10.7.5 Estimate of damage.
10.7.6 Cost incurred such as towing, rental, damage to other property than the vehicle or medical expenses should be documented.
10.8 If a college or rental vehicle breaks down while being used, the driver should call Public Safety and be prepared to relay type of problem and location and a phone number where you can be reached. Assistance may be rendered directly through the college or by the towing service the college uses.
10.9 If a Mount employee is involved in an accident while driving a courtesy vehicle or the courtesy vehicle is damaged somehow, a report must be filed with Public Safety. The college insurance company is responsible for paying for repairs.
11.1 Physical plant personnel will routinely inspect the college vehicle's at the start of each work day. General service, such as checking the oil, filling them with gas, cleaning them and inspecting for damage will be performed at these times. A maintenance log should be kept of these inspections with a record of any noted problems. Public Safety should be notified of any damage to the vehicles.
11.2 Department Heads will be notified of vehicles returned damaged or in filthy condition. Departments may be billed for repair or cleanup cost.
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