9.7 Vehicle and Driver Policy

Download as PDF

VEHICLE AND DRIVER POLICY

Purpose

The purpose of these procedural guidelines is to establish the processes and regulations associated with the use of College-owned vehicles, the use of non-College-owned vehicles for business purposes, and the driver approval process.

Scope

This policy applies to all employees and students at Wilmington College.

Policy

The College has two varieties of vehicles that may be used (“leased”) by employees for College- related trips. No one shall operate a motor vehicle while under the influence of alcohol or controlled substances, including legally prescribed drugs that could affect the safe operation of the vehicle. No driver may consume alcohol or illegal drugs while on College outing, while in a Wilmington College vehicle, or prior to the rental of a vehicle. Vehicles available include mini- vans and 15 passenger vans. Pets and use of tobacco and tobacco substitute products, including, but not limited to, vaping products, are not allowed in College-owned vehicles. Only trained service animals are permitted in College-owned vehicles. Vehicles may be used under the following guidelines:

Reservations

Vehicles are reserved on a first come, first served basis. Reservations may be placed by emailing Physical Plant, or by calling extension 404. Published guidelines are available from that office (Appendix A). Confirmation of a reservation is not complete until drivers are approved, and Vehicle Use Agreement has been signed.

Cost

Departments will be charged a variable mileage charge based on the size of the vehicle (Mini vans: $0.65 per mile; large vans: $0.65 per mile).

Any other expenses incurred will be passed on to the user. The amount charged will be actual cost. In the event of an accident, any costs incurred not covered by insurance will be paid by the user department.

When an employee uses her/his personal vehicle for College business, all vehicle expenses are to be paid by the employee using personal funds. The employee will then be reimbursed based upon the number of miles driven. Mileage reimbursement for use of personal vehicles for College business will be paid by departments based on Wilmington College Travel

Procedures. In the event of an accident involving a personal vehicle, the owner is responsible for all expenses as defined later in this policy.

Drivers

User groups should supply their own driver(s), with approval as described below. If the user group cannot furnish an approved driver, the rental will not proceed. Arrangements for rentals must be made at least two weeks in advance of the trip. Driver is responsible for collecting and submitting all paperwork. Completed paperwork must be turned in no less than three (3) business days before trip takes place.

Driver approval

All drivers using College vehicles must be approved in advance. Approval must be requested at least two weeks prior to the trip in order to complete the approval process. Accidents and/or convictions after approval may result in approval being withdrawn.

Wilmington College faculty and staff may drive College vehicles after approval as described below:

  • Drivers must have license information on file with Physical Plant.
  • The driver’s record will be checked by Physical Plant and/or Cincinnati Insurance Company with the Bureau of Motor Vehicles (BMV).
  • The results of the state agency check will be compared to Wilmington College guidelines for approved drivers. If the records check does not result in approval, driver is not eligible to drive a College vehicle. The driver and supervisor will be notified, and this information will be held in confidence.
  • The license must be Ohio-state issued.
  • A faculty or staff member with approved license to drive a 15-passenger van must complete a short training session with Cincinnati Insurance before they are eligible to drive said vehicle. This training will be held twice a year on campus. Attendance is mandatory for authorized drivers.
  • Vice President referral of driving candidates – the driver and trip must be approved by an appropriate Vice President, or their accepted alternate, via original signature on referral form (Appendix A).
  • All vehicles must be signed out and back in by the approved driver.
  • Employees must have a signed Vehicle Use Agreement on file.

Wilmington College students may drive College vehicles for a College-related activity after approval following the same guidelines as employees with the additional criteria described below:

  • Students must be approved for driving by the Vice President or Senior Vice President responsible for the department for which they need to drive.
  • Students must have a signed Vehicle Use Agreement on file.
  • A student with approved license to drive a 15-passenger van must complete a short training session with Cincinnati Insurance before being eligible to drive said vehicle. This training will be held twice a year on campus. Attendance is mandatory for authorized drivers.
  • Authorized drivers cannot be a member of the Freshmen class.
  • Authorized drivers must have reached the age of 19 and must have at least three years of driving experience.

Travel Radius

Due to insurance coverage restrictions, we are restricted to trips within a 200-mile radius and/or all OAC schools. Trips beyond a 200-mile radius from the College must use a chartered or rented vehicle. The college has setup an account with Enterprise to rent vehicles on a first- come first-served basis when we need to travel further than 200 miles. The Physical Plant Department can provide the information needed to rent from Enterprise. Since this limitation is imposed by our insurance provider and puts the college at risk if ignored, no exceptions will be made.

Changes to this Policy

Wilmington College reserves the right to alter, change, amend, or revoke this policy at any time in the best interest of accomplishing the mission of the College.

Licensed Drivers

No individual without a valid driver's license is authorized to operate a College vehicle or any vehicle on College business, no exceptions.

Insurance

  • Employees who have approval to drive personal vehicles on college business must maintain automobile liability insurance at limits of at least $100,000 liability/person/accident; $300,000 liability/accident; and $100,000 property damage.
    • College automobile insurance is excess over any valid and collectable insurance; therefore, the employee’s insurance will be primary for liability.
    • College automobile insurance does not cover damage to an employee’s personal vehicle.

Approval Interval

Drivers shall provide information needed to gain approval as requested, but at a minimum, approval will be evaluated on an annual basis.

Suspension or Revocations

Individuals whose license is suspended or revoked are not qualified to be an approved driver. Once the suspension is lifted or re-issue of license occurs, the individual can request re- approval prior to the trip.

Cell Phone Use/Distracted Driving

Cellular phones, electronics, and radio communication devices shall not be operated while driving. This includes cell phones and all other portable electronic devices, including, but not limited to, laptops, tablets, portable gaming devices. No one shall send/read emails, send or read text messages, “surf the web,” or check their phone messages.

Wilmington College’s mandatory practice is to pull off the road to place calls, and to defer calls received until the vehicle can leave the roadway or calls can be handled in a manner that will not distract the driver. Drivers are expected to comply with all applicable local, state, and federal laws governing permissible cell phone use and practices while operating a motor vehicle in that jurisdiction.

Failure to comply with this policy may result in corrective action, up to and including termination or suspension.

Weather Clause

Should the weather be inclement, or forecast to be inclement, to the point travel becomes dangerous, travel will be suspended on and off campus for pool vehicles. The determination of inclement weather will be made by the President of the College, in advance where possible.

Should weather conditions change rapidly and become inclement, Physical Plant will make the decision. Indications that travel has become dangerous may include snow covering on roadways, icy conditions, heavy sleet, or rain.

Rules of Operation

The use of radar or laser detection devices is prohibited.

Only authorized passengers1 shall be allowed to ride in Wilmington College vehicles or private vehicles used for and during Wilmington College business.

Only authorized licensed drivers2 shall be allowed to drive College vehicles. No driver can be a member of the Freshmen class.

All drivers must have reached the age of 19 and must have at least three years of driving experience.

Usage of any assigned vehicle by non-salaried personnel is restricted solely to Wilmington College related activity, travel to and from WC, and other usage authorized and approved by the Employee/Student¢s area Vice President.3

Safety restraints (seat belts, etc.) must be worn by all persons in the vehicle wherever such restraints are provided. Number of occupants is limited to number of safety restraints. Persons are prohibited from riding in cargo areas (pick-up bed, etc.) or trailers.

Using college vehicles for personal trips such as lunch not as part of college business, shopping, and recreation/vacation is not appropriate. All personal usage of college vehicles must be reported by memo to the Business Office. According to IRS guidelines, personal use of an institutional vehicle is equivalent to receiving income and must be reported.

Forward / Reverse Motion – Most vehicle accidents occur while traveling in reverse. Avoid backing whenever possible, such as by choosing pull-through parking spaces. When reverse travel is necessary, proceed slowly and use the assistance of your passengers. Whenever possible, use a ground guide to 
assist you while backing and while moving through pedestrian areas.  Traffic signals, speed limits and safe operating practices should be observed at all 
times.  Vehicles should be returned to Physical Plant in the same state they were released; i.e. removing all trash, food and/or drink.
Baggage and equipment should be kept in the trunk or as far back in the vehicle as possible to prevent them from becoming dangerous projectiles.

  1. Authorized Passengers: No passengers for hire or hitchhikers are authorized. Authorized passengers include: Employee/Students; Customers/Vendors, Consultants; Spouse/Family and friends. Approval for Spouse/Family and friends as passengers during business use is required.
  2. Authorized Drivers: Employee/Students to whom the vehicle is assigned, only.
  3. Authorized Signers listed in Appendix B.

Accidents

A. For all accidents

  1. Safely stop at the scene. If there is an emergency, call “911,” or the local police department. Have passengers get out of the vehicle and away from the road, exiting from the side away from traffic if possible.
  2. Be as calm and courteous as possible.
  3. Notify Campus Safety at (937) 382-0100. All accidents, no matter how minor, must be reported on a motor vehicle accident form (Appendix C) and the College incident report form (Appendix D). Copies of these forms are available in the Campus Safety office located off Withrow Circle.
  4. Do not discuss the accident with anyone other than police and College Officials except to obtain driver, vehicle, insurance carrier, and witness information.
  5. Acknowledge only facts to the other driver and avoid telling the other driver that you or the College is at fault for the accident. Be courteous and avoid confrontational language like “fault” and “blame.” Be sure to provide Campus Safety with your written report when you return to campus. They will in turn notify appropriate departments/personnel.
  6. In the event of bodily injury…
    1. Make absolutely certain that police are informed there are injuries.
    2. Keep the injured warm and still. Never move a person unless life threatening conditions exist.
    3. If the injured is taken from the scene for medical treatment, find out where.
    4. Notify Campus Safety at (937) 382–0100 so that the injured person(s) family can be contacted.

Breakdown Procedures

A. If the vehicle should break down on the road, the driver should:

  1. Notify Campus Safety at (937) 382-0100.
  2. Make arrangements to have the vehicle towed to the nearest garage.
  3. Make arrangements for alternate transportation or lodging.
  4. If the vehicle has been in accident, the driver must follow the procedures outlined above.

For questions regarding this policy please contact Physical Plant.