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ensures the safe operation
of university owned and leased motor vehicles
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ensures the safety of drivers
and passengers
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minimizes losses, damages,
and claims against the university.
This university policy and its associated programs
apply to all drivers who may be engaged in the
operation of any university owned or leased
motor vehicles on either public or private property.
This policy stipulates requirements in addition
to those of other established programs such
as campus traffic regulations and pedestrian
safety, motor vehicle maintenance, and parking
enforcement. Responsibility and authority for
the enforcement of this policy has been delegated
to the risk management office.
All drivers (including full-time and part-time
staff and faculty, students, work-study students,
and interns) must be authorized to drive university
owned or leased motor vehicles. Authorization
is valid for the term of one year for students
and three years for other authorized drivers.
Authorization is completed through the risk
management office with the review of driving
records.
The university is currently responsible for
the operation of a fixed fleet of over 60 owned
and leased motor vehicles distributed among
seven departments (consisting of approximately
275 full and part-time students and employees),
as well as additional motor vehicles that may
be leased as needed. The university’s automobile
insurance coverage includes all university owned
or leased motor vehicles and all authorized
drivers with respect to property and liability
claims.
University vehicles are to be used for authorized
business only. All drivers must comply with
all applicable laws and regulations concerning
the operation of motor vehicles. University
supervisory personnel are responsible for conducting
evaluations of each driver’s performance on
a periodic basis, consistent with university
performance evaluations and staff policies.
The university maintains the right to suspend
an employee’s or student’s privilege to operate
a university motor vehicle at any time and for
any reason.
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Driver Training
All university drivers must complete a driver-training
course. Students are required to complete the
training each year and employees who regularly
operate university owned vehicles are required
to complete the training every three years.
The course, Coaching the Van Driver II, can
be either a self-paced instruction, or classroom
lecture depending on the needs of the department.
The course is provided by the National Safety
Council and covers driver safety and the unique
safety considerations of university vans. The
risk management office can provide the training
materials and in some cases, provide the training.
Deans, directors, and department heads may develop
additional training as they deem necessary,
based on the needs of their department.
Drivers should also receive an orientation
of the vehicle that he will be driving. The
vehicle orientation should include:
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location of safety equipment
such as flashers and first aid kits
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familiarization of the equipment
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vehicle operation
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safety considerations such
as those associated with 15-passenger vans
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explanation of the routes
to be driven
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pre-trip inspection procedures
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location of insurance and
Emergency and Accident packets
Driver
Qualifications
In order to receive authorization to operate
a university motor vehicle, an employee or student
must:
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possess a current and valid
United States driver’s license issued by the
Department of Motor Vehicles from his/her
state of residence or the District of Columbia
for at least two (2) years (International
driver’s licenses are not acceptable)
-
-
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successfully complete the
university’s safe driver training program
(annually for students and every three (3)
years for employees who regularly operate
university owned vehicles, or more frequently
as required or deemed appropriate by supervisory
personnel).
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Driver Obligations
All drivers are expected to safeguard and maintain
university vehicles. Improper attention to vehicle
maintenance, safe operations, or violations
of the university vehicle policy, may result
in suspension of driving privileges. In addition
to restrictions and requirements placed upon
university vehicle drivers by individual departments,
drivers must also:
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keep safety and accident prevention
foremost at all times
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comply with all traffic laws
-
have a valid driver’s license
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use university vehicles for
authorized business only
-
not permit any unauthorized
person to drive the vehicle
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assume all responsibility
for any and all fines or traffic violations
and citations associated with his/her use
of a university vehicle
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not drive under the influence
of drugs or alcohol
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not transport unauthorized
passengers such as hitchhikers, family members,
or friends
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use seat belts or other available
occupant restraints and require all occupants
to do likewise in accordance with state laws
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agree to operate university
motor vehicles in accordance with applicable
local and federal laws and university regulations,
at all times, (this agreement is found on
the bottom portion of the Application
for Driving Privileges and must be signed
by the driver at the time eligibility is conferred)
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turn off the vehicle, remove
the keys, and lock the vehicle when it is
left unattended
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drive the vehicle at posted
speed limits or less depending on road conditions
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not drive the vehicle "off
road" unless it is made for that use
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immediately report all accidents
to university police at (202) 885-3636
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immediately report any violations
or change in license status (i.e. if your
license has been suspended or revoked) to
the supervisor and risk management office
within five (5) working days of any such change
(if the license is revoked, operating privileges
will be temporarily suspended or terminated)
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return all vehicles in good
clean condition, removing all garbage and
food items;
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be subject to applicable
university disciplinary procedures for violations
of university policy or rules
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before leaving the parking
area or garage, inspect the vehicle for safety
concerns, checking the tires, wipers, lights,
and other safety equipment for observable
defects, and report any defects immediately
to the prescribed authority to determine if
the vehicle is safe to operate
-
follow the safety guidelines
as discussed in the driver-training course
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not transport more than ten
passengers
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be aware of the load and
handling characteristics associated with the
vehicles.
Special
Restrictions:
Athletic Department: A full-time
or part-time coach or departmental-appointed
program supervisor must be in a van being driven
by a student, or be with the traveling party
of vans in which students are driving, at all
times.
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Responsibilities
Departmental
& University Sanctioned Groups
As a minimum requirement, each department
or group that may use a university motor vehicle
is required to maintain the program procedures
outlined below. The development of department
specific procedures is the responsibility of
individual deans, directors, or department heads.
Deans, directors, or department heads may institute
additional policies or procedures, as they deem
necessary. The risk management office may be
consulted for advice relating to additional
departmental procedures and may exercise at
its discretion, the right to request copies
of each specific department or group's written
procedures for review. The department’s or organization’s
program must:
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ensure only those individuals,
who have been determined eligible and are
authorized by the sponsoring department or
group, operate a university motor vehicle
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establish and maintain an
ignition key control system for issuing ignition
keys in such a manner so as to prevent unauthorized
use of university motor vehicles
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establish and maintain a
current list of all persons within the department
or group who have been determined eligible
and are authorized by the sponsoring department
or group to operate a university motor vehicle
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establish and maintain a
sign-in and -out log and procedures that include
at least the name of eligible driver requesting
authorization to use vehicle, destination
and estimated duration, activity or destination,
and date and time signed in and out
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maintain each motor vehicle
according to the motor vehicle manufacturer’s
recommendation and the Facilities Management
preventive maintenance schedules. (The Facilities
Management vehicle maintenance contact phone
number is extension 2350).
In addition to the procedures above, departmental
programs should ensure the materials listed
below are maintained in each university owned
and leased motor vehicle:
Departmental and university sanctioned groups
are encouraged to establish fleet coordinators
for monitoring fleet activities, ensuring compliance
with this vehicle policy and serving as a liaison
with the offices of Risk Management, Public
Safety, and Facilities Management.
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Vehicle Maintenance and Damage
Vehicle maintenance is the responsibility of
all departments and their drivers. The majority
of the annual cost of vehicle body damage to
the university is preventable. When there is
damage to university vehicles, drivers should
immediately report the damage to their department
fleet coordinator who will in turn notify physical
plant operations at extension 2350. Drivers
should describe the incident that caused the
damage in detail. If the damage was caused during
an accident, the driver and department should
follow the accident procedure described in this
document.
Department
of Public Safety
In the event of any accident on campus or off-campus
involving a university motor vehicle, the Department
of Public Safety shall:
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take action as detailed in
their departmental manual
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notify Patricia Kelshian
in the risk management office at x3284 of
the accident and forward the accident investigation
report as well as any photographs of the motor
vehicles or accident scene to the risk management
office within twenty-four (24) hours of the
incident.
Facilities Management
Facilities Management shall provide the following
services regarding university vehicles:
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routine preventative maintenance
on vehicles
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registration and tag renewals
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emergency breakdown repairs
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manage vehicle inspection
logs
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manage gas purchasing card
program
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quarterly safety checks and
yearly inspections.
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Risk Management Office
In addition to providing resources to individual
department in order to assist in complying with
this program, the risk management office will
also:
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verify and/or review drivers’
qualifications and driving records
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notify individual’s eligibility
to operate a university motor vehicle to employee’s
or student’s sponsoring department or group
-
review accident investigation
reports, identifying preventive measures,
recommending the implementation of accident
prevention measures to appropriate parties,
and taking other action when necessary in
conjunction with the department heads
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develop and coordinate safety
activities with departmental fleet coordinators
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coordinate any claims made
by or against the university with the university’s
insurance carrier and involved administrative
groups in the event of a loss-producing accident
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arrange driver training resources
as necessary
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monitor and coordinate actions
relating to the unsafe driver incident reports
from the "How's my driving?" telephone
line.
Enforcement
Failure to comply with the procedures in this
policy may result in disciplinary action comparable
with the established university policy on conduct
and discipline as specified in the University
Staff Personnel Policies Manual, and may result
in suspension or termination of motor vehicle
operating privileges; please read the Levels
of Offenses (comparable to university levels
of offense)
In the event of an accident involving a university
motor vehicle caused by a university driver
while under the influence of drugs or alcohol,
or in the event of gross negligence, the university
may have grounds to make a claim for the recovery
directly against the employee or student. In
such a situation, the university may pursue
legal action directly against the individual.
The university reserves the right to arrange
a blood test and/or urine test for alcohol and
/or drugs in the event a driver is involved
in an accident while operating a university
motor vehicle.
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Breakdowns
and Emergencies
In case of a breakdown, please contact public
safety at 885-3636. Once you are able to make
arrangements with public safety, notify your
supervisor immediately.
Accident Procedures
In the event of an accident on campus,
the following procedures must be followed:
1. Immediately notify the department of public
safety at 885-3636 of your name, location, and
pertinent information about the accident.
2. Obtain the names, addresses, and telephone
numbers of all witnesses.
3. Complete the accident report form (and accident
questionnaire, if necessary) located in the
motor vehicle glove box.
4. Report the accident immediately to your supervisor.
5. Never admit liability while at the scene
of the incident. Insurance adjusters, and in
some cases the courts, will determine liability
after an investigation of the facts in accordance
with applicable laws and regulations. Drivers
should speak freely and accurately to university
law enforcement personnel and insurance adjusters.
In the event of an accident on public
property, drivers must follow the following
procedures:
1. Notify the local Police Department by telephoning
911 and providing pertinent information concerning
the accident. Do not leave the accident scene
until the local police have responded.
2. Notify the department of public safety at
885-3636.
3. Obtain the names, addresses, and telephone
numbers of all witnesses.
4. Complete the accident report form (and accident
questionnaire, if necessary) located in the
motor vehicle glove box.
5. Report the accident immediately to your supervisor.
6. Never admit liability while at the scene
of the incident. Insurance adjusters, and in
some cases the courts, will determine liability
after an investigation of the facts in accordance
with applicable laws and regulations. Drivers
should speak freely and accurately to law enforcement
personnel and university insurance adjusters.
For further guidance, note the instructions
found in the Emergency Action Packet claims
brochure. For additional copies of the brochure,
contact the risk management office at extension
2706.
If a vehicle needs to be towed, any local towing
company can be used. Vehicles are to be towed
only to American University's physical plant
garage located next to the Osborn Building.
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Unsafe Driver
Incident Observance
To ensure everyone that unsafe motor vehicle
operating practices will not be tolerated, signs
are posted on all university motor vehicles
that state:
"How is my driving?
Call 885-3145"
A comment report will be completed for all
complaints and forwarded to the appropriate
supervisor or department head for further action
to be determined ("How's
My Driving" Comment Report)
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