Policies and Procedures

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1 Effective Date: July 1 st, 2015 Policies and Procedures Recognized Student Organization Vehicle Use Responsible Office: Responsible Official: Department of Student Activities Director of Student Activities Policy Sections Policy Scope... 2 Policy Statement... 2 Vehicle Safety Program... 3 A. Authorized Student Driver Standards... 3 B. Vehicle Operation... 5 C. Special Use Vehicles... 6 D. Use of Privately Owned Vehicles... 6 E. Accidents, Damage, Claims, and Insurance... 7 F. Responsibility... 8 Student Driver Training Program... 8 A. Scope... 8 B. Introduction... 8 C. Course Requirements... 8 D. Student Driver Training... 8 E. Training Concepts... 9 Page 1 of 9

2 Policy Scope Students in Recognized Student Organizations (RSOs) as part of the University of New Haven community engage in many activities requiring either University-provided transportation or use of a personally owned vehicle. The University is committed to protecting students involved in these activities. This University Policy sets forth the basic requirements and procedures for students driving or using personally owned vehicles in connection with University-related business or sponsored activities and for reporting accidents and damage. Failure to comply with this University Policy, as with any University Policy, may result in appropriate disciplinary action through the student conduct process. All RSO off campus travel must be registered and approved in the EMS system. Policy Statement The University expects that any student traveling in connection with University-related activities will operate the vehicle in a safe and responsible manner with respect for other drivers and due consideration for acting as a representative of the University of New Haven. Page 2 of 9

3 Vehicle Safety Program The purpose of this Vehicle Safety Program is to promote vehicle safety throughout the University community and reduce the risk of vehicle accidents. A. Authorized Student Driver Standards A student driver must meet the following minimum standards in order to become an Authorized Student Driver. Must pass the University driver safety program Must have a valid US driver s license Must be a minimum of 19 years old Provide proof of auto insurance with the following limits - $100,000 bodily injury per person, $300,000 bodily injury per accident and $50,000 property damage Must have a clear/clean driving record as defined in this policy Must sign the University authorized driver Agreement and Release of Liability Form Approval as an authorized student driver is a privilege rather than a right, and may be revoked for reasons or actions deemed inappropriate by the University. 1. Authorized Student Drivers -Any student that complies with this policy when using a personal vehicle for or in connection with University-related activities. 1.1 Must successfully complete the University of New Haven s Vehicle Safety Program (see driver safety program addendum). a. The Vehicle Safety Program is provided by the Office of Student Activities. All drivers of personal vehicles must successfully complete the program before operating any personal vehicle on University related business. b. Completion of this program is mandatory for all students that wish to drive their personal vehicle for University business in the continental United States. 1.2 Must have a valid U.S. driver s license for at least one (1) year issued by the Department of Motor Vehicles (or equivalent) from the state of residence or the State of Connecticut. a. A copy of a valid driver s license must be provided to the Office of Student Activities for student drivers using their own vehicles for University business. 1.3 Must have the correct license for the vehicle type that they will be driving, including any Page 3 of 9

4 endorsements. 1.4 Students are permitted to drive their personal vehicles on approved University business no more than 150 miles (one-way) in a 24 hour period. 1.5 Students are permitted to drive their personal vehicles on approved University business for no more than 2 consecutive driving hours. 1.6 Students that are traveling longer or further than the above guidelines must receive prior permission from the Director of Student Activities and if granted must change to another approved driver as per the limits listed above. 1.7 Must agree to have a Motor Vehicle Record check prior to driving personal vehicles and for as long as the student remains enrolled at the University. This report must show a driving record that meets the University Standards set forth below. 2. Clean/Clear Driving Record 2.1 The below are non-exclusive examples of criteria utilized for determining when a student driver has an acceptable, marginal or poor driving record. These criteria can help determine when corrective action is needed or when a driver's driving record might pose an unacceptable risk to the University. 2.2 The Office of Student Activities in consultation with the Department of Public Safety will carefully examine motor vehicle records (MVR) prior to approving a student driver and at least annually thereafter. 2.3 Student drivers who have marginal driving records will be counseled and have their MVRs monitored more frequently. Student drivers who have poor driving records will not be permitted to operate a personal vehicle on University business. 2.4 Student drivers with poor driving records include those with one or more of the following violations: 1. Conviction for an alcohol and/or drug-related driving offense 2. Refusal to submit to a Blood Alcohol Content (BAC) test 3. Conviction for reckless driving 4. Any combination of three or more moving violations, "At Fault Accidents" or "Preventable Accidents" within the most recent three years 5. Suspension, revocation or administrative restriction within the last three years Page 4 of 9

5 6. Leaving the scene of an accident as defined by state laws 7. At fault in a fatal accident 8. Felony committed involving a vehicle 9. Two or more physical damage claims in any twelve-month period 2.5 Any student driver whose driving record does not meet these standards will not be permitted to operate their personal vehicle on University business until such time as the driving record conforms to these standards. 3. Loss of Driving Privileges 3.1 In addition to the situations listed in Section 2.4 as resulting in revocation of driving privileges, the following actions may result in suspension or termination of driving privileges for students operating personal vehicle while on University business: a. Operating a motor vehicle without a valid driver's license b. Failure to report the suspension or revocation of his/her driver's license c. Failure to obey University and local traffic regulations d. Operating their personal vehicle in a reckless or unsafe manner e. Driving which results in the intentional destruction of property f. Failure to report an accident involving to the Department of Public Safety and Administrative Services g. Two at fault accidents within a 12 month period h. Three at fault accidents within a two year period B. Vehicle Operation All authorized student drivers are expected to safeguard and maintain their personal vehicles. Student drivers must also: Only use their approved personal vehicles for authorized University-related activities. Always prevent any unauthorized person from driving the vehicle. Page 5 of 9

6 Always be aware and prepared for special weather and emergency situations. Do not drive in hazardous conditions unless necessary. Always use seat belts or other available occupant restraints and require all occupants to do likewise in accordance with state laws. Always ensure that under ALL circumstances the number of passengers does not exceed the number of seat belts, if provided. Always operate vehicles in accordance with applicable local, state, and federal laws and University regulations. Always immediately report all accidents to the appropriate law enforcement agency, the Office of Student Activities and the Department of Public Safety and Administrative Services. Do not use cell phones or other electronic communication devices while operating the vehicle. C. Special Use Vehicles, Towing, and Trailers Utility vehicles and golf carts must be treated with the same respect and care as any larger motor vehicle. Authorized student drivers of utility vehicles and golf carts must undergo the authorization process described above. Authorized student drivers must take care in the operation of these vehicles and follow all applicable rules for operation of these specialty vehicles. Fifteen Passenger Vans Prohibited Due to safety issues identified by the National Transportation Safety Board, fifteen (15) passenger vans will not be rented by the University and may not be used for Universityrelated activities. Personally owned 15 passenger or larger vehicles are prohibited from being used for University related business. Students are NOT permitted to operate trailers or tow other vehicles for University business without express written permission from the UNH Department of Public Safety and Administrative Services. D. Use of Privately Owned Vehicles Page 6 of 9

7 All authorized student drivers who drive their personal vehicles on University business or sponsored activities are responsible for the following: Carry auto liability insurance as outlined in this policy. In an accident involving a privatelyowned vehicle, the student must use his/her individual automobile insurance coverage as the primary insurance. If any personal property is damaged or stolen as a result of being transported or stored in a privately-owned vehicle, the property is not covered by the University s insurance. Student drivers should consult with their personal insurance provider to determine if coverage for property in vehicles is included in their homeowner s insurance policy. Authorized student drivers conducting University business in a privately-owned vehicle shall be reimbursed for mileage at the authorized I.R.S mileage reimbursement rate. The University will not reimburse for gas. E. Accidents, Damage, Claims, and Insurance For any accident, student drivers must follow the procedures outlined below: Check for personal injury and seek medical attention if necessary by calling (911). Activate hazard lights to prevent further damage or injury. If possible move away from your vehicle while waiting for assistance. Contact the appropriate law enforcement agency for assistance and request that an accident report be completed. Secure the following information from any other parties involved in the accident: a. Complete name (first, last, middle), and b. Insurance information (policy number, policy underwriter, address, and telephone). c. If possible, take pictures of the accident scene with a camera or cell phone to document the damage and conditions. Report the accident to the Office of Student Activities and to the Department of Finance & Administrative Services as soon as possible. F. Parking, Tolls, and Moving Violations Parking tickets, tolls, or similar fines and related penalties and interest are the personal responsibility of the authorized driver and should be paid promptly to the appropriate jurisdiction to avoid further penalties. Page 7 of 9

8 G. Responsibility It shall be the responsibility of the Office of Student Activities to provide oversight of this policy as well as periodic reviews and revisions as needed. Student Driver Training Program A. Scope University of New Haven is committed to the safety of its student drivers as they operate personal vehicles. It is the intent of the University to offer defensive driver's training in order to ensure that drivers may carry out their responsibilities with respect to safe driving principles and practices. B. Introduction University of New Haven is taking proactive steps to ensure the safety of our student drivers as they operate personal vehicles. The result is a driving course that incorporates defensive driving, unique vehicle characteristics and University policies and procedures. Satisfactory completion of the course is mandatory for all student drivers of personal vehicles for University related business. C. Course Requirements The Driver Training will be conducted by designated personnel from the Office of Student Activities and the Department of Public Safety & Administrative Services. The course will consist of: 1. Driver Safety On-line Training Course/Evaluation 2. Reviewing the University "Vehicle Policy and Procedures" 3. Driving Safety Tips D. Student Driver Training All students who drive personal vehicles for University related business are required to take the Student Driver's Training Course initially and repeated annually. Any student driver operating a personal vehicle is required by law to carry a valid driver's license, a copy of which will be retained by Public Safety. Any student driving a personal vehicle agrees to adhere to University policies. Responsibility for Scheduling Training 1. The Office of Student Activities will schedule student driver training courses at the beginning of each semester. Students will be notified of upcoming classes and must enroll in the class by contacting the Office of Student Activities at Page 8 of 9

9 2. Knowledge of University policies and the local state driving laws are the responsibility of each driver. By driving a personal vehicle, the driver agrees to adhere to those policies, laws, rules and regulations. 3. Any student driver who has two accidents within a one-year period will lose their driving privileges for one year. If they are involved in three accidents, they will lose their University vehicle driving privileges permanently. Depending on the circumstances, drivers may be subject to other disciplinary measures as appropriate. E. Training Concepts Classroom training consists of: a. Driver Safety On-line Course/Evaluation b. Reviewing the University Recognized Student Organization Vehicle Use/Travel Policy and "Vehicle Use Policy" Page 9 of 9

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