Vehicle Use and Driver Responsibilities Policy Rev. 7/25/14

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1 Vehicle Use and Driver Responsibilities Policy Rev. 7/25/14 Office of Student Support Services (808) , M-F, 8:30am-5:00pm

2 Policy Administration Chaminade University Van Administration Contact List Contact Office Number Purpose Security (808) (808) (24 hours/day) Emergency Van Release Student Support Services (808) (M-F, 8:30am-5pm) Driver Certification Van Reservation To view van availability, please visit: Go to: Resources Calendar Center Vans You may click on the date bar for specific days to view reservations and availability. 2

3 DRIVER REQUIREMENTS All University departments, clubs, and organizations may have up to three drivers, with the exception of the Athletics department, Student Support Services, Facilities, and Residential Life. Departments may have additional faculty members on the list who regularly use the vans for class field trips and activities. This list serves to limit the number of van drivers for liability purposes. The Student Services Coordinator maintains the driver list. Certification Procedure 1. Review Vehicle Use and Driver Responsibilities Policy All employees and students interested in becoming van certified must meet with the Student Services Coordinator and review van user policies and certification procedures. 2. Van Fleet Operation Certification This form serves as an agreement between the van driver and their department head/advisor. It is important that the department heads and advisors are aware of who is driving on behalf of their department/club/organization, and to ensure that the driver will abide by the regulations of the Chaminade University Vehicle Use Policy. Failure to adhere to the policy may subject the driver to disciplinary action through the University, and van privileges may be revoked from the individual and/or sponsoring department/club/organization. 3. Driver s Abstract/Annual Renewal All University employees and students seeking certification must present: A valid driver s license; An abstract of the driving record from the state of license (requested by Student Services Coordinator). Driver must complete and sign release form. Driver will be disqualified if he/she has: Been convicted of driving under the influence of alcohol in the last seven years. Any serious violations within the last three years. Serious violations may include speeding, unsafe lane changes, following too closely, and at-fault auto accidents. Driving privileges may also be suspended or terminated based on driver behavior which may include: Operating a vehicle without a valid driver's license. Failure of a driver to report suspension or revocation of his/her driver's license. Operating a vehicle outside of the scope of the destination or school-related activity. Violating any of the safety criteria listed within these policies. Operating a vehicle in a reckless or unsafe manner. Failure to report an accident involving a University vehicle to CUH Security or to the Student Services Coordinator/Associate Dean, and/or failure to report a traffic violation incurred during use of a University vehicle to the Student Services Coordinator/Associate Dean. An annual review of all drivers abstracts will be conducted. 3

4 4. Vehicle Safety Video All University employees and students seeking certification are required to view a 30- minute video provided by the Christian Brothers Services (Chaminade University s insurance company), no less than one day prior to the certification drive. Video must be viewed in the SSS building. See Student Services Coordinator to schedule viewing. 5. Road Test Certification/Driver Approval Form A one and a half hour test drive with the Safety Officer (or the person appointed by the Safety Officer) will be conducted. Driver & Safety Officer must complete the Road Test Certification Approval Form to confirm whether or not the driver has passed and has understood the Vehicle Use and Driver Responsibilities Policy. The Student Services Coordinator will schedule the driving test. One missed Road Certification appointments by a driver will result in no further appointments by that driver until the following semester. GENERAL POLICIES 1. Employees, students, registered clubs, and organizations of the University who have completed the certification process and have been approved by Chaminade University s Safety Officer may use the vans for University-only business, and University-sponsored functions and activities such as: University business conducted by individuals/groups from various departments Athletics & recreational sports and off-campus practices/games Field trips/classroom-related outings Off-campus programs Retreats Training University-related airport drop-off and pick-up Volunteer activities 2. Student clubs/organizations may only use University vans during the academic year (through the last day of classes each semester). 3. Vans may only be used on the island of Oahu and are subject to the following passenger capacity restrictions: - Individuals that are not current Chaminade students, faculty, or staff may not be transported in the vans. Children may not be transported at any time. - A minimum of six passengers per reservation, with special permission from Student Support Services for reservations of less than six people. - A maximum of 8-12 passengers per reservation, depending on van availability. 4

5 4. Vans may not be used by any student club/organization to move students personal belongings to/from any storage facility. Vans are not to be used for personal errands of any kind. Requests to use vans for any type of shuttle (i.e. to/from airport, etc.) must be approved through the Dean of Students Affairs. 5. Possession of alcoholic beverages, firearms, or illegal drugs is prohibited inside the van(s). 6. Driving, operating, using or occupying a Chaminade University van by anyone who has consumed or ingested alcohol, any controlled or illegal substance, or drug is strictly prohibited, unless the drug has been prescribed by a physician having knowledge that a vehicle may be operated or used by that person while under the influence of the controlled substance or drug. 7. Drivers are prohibited from operating a Chaminade University van when their judgment is impaired by any circumstance, such as fatigue or taking medications causing drowsiness. 8. Attaching a trailer hitch to the van(s) or pulling any type of trailer for any reason is strictly prohibited. 9. Drivers are prohibited from picking up hitch-hikers or giving rides to strangers. 10. No items may be transported on the roof of the van, including luggage. 11. Drivers shall at all times be well-rested and focused on driving duties. 12. All drivers are required to obey all local, state, and federal traffic laws pertaining to the safe operation of a vehicle. Drivers will be held personally responsible for paying any parking or traffic violation fines and/or associated costs incurred while operating the vans. 13. Absolutely under no circumstances should the driver use a cell phone (be it with a hands-free device or otherwise), personal digital assistant, or any electronic device while operating the van. Should the need arise to use one of these devices, safely signal and pull the van into a parking lot or other open space away from the flow of traffic. 14. No animal or pet may occupy a Chaminade University van. 15. No smoking regular cigarettes or electronic cigarettes. RESERVING A VAN Use of Chaminade University vans will be on a first come, first served basis, with the exception of reservations for Athletics and for academic classes. As there is 5

6 tremendous demand for van use, vans must be reserved well in advance of intended use (a minimum of 7 business days). A group may not schedule a van for another group's use and may not relinquish their van to another group without approval from the Office of Student Support Services. Such actions will result in penalties and suspension for future van utilization. No more than two vans can be requested per organization/group/department per day (exceptions will be made for Athletics and Service-Learning). All vans have a 90-mile round-trip limit. Other arrangements for transportation should be made for trips that exceed this limit. The Athletic Department & all academic departments are exempt from this policy. A fee of $2 per mile will apply for trips exceeding 90 miles. VAN USAGE All University employees and students may view van availability in the Van Calendar located at Go to Resources, Calendar Center, and Vans. You may click on the date bar for specific days to view reservations and/or availability. Please view this calendar when planning for future events. Four vans are available to University employees and students. Requests for specific vans will not be accepted. All campus departments & student clubs/organizations will be limited to fifteen (15) round-trips per semester (90-mile round-trip limit). The following departments are exempt from this policy: all academic departments, Athletics, Service-Learning, and Admissions. Once a department/club/organization has reached the 15 trip limit, they may make additional requests in the same semester; however, the department/club/organization will then be charged $2 per mile for each additional trip. Van Request Form A van request form is available online and accessible from any university computer: Click on Van Request Form link on right side. Van Request Forms are also available in the Student Support Services Office. All registered student clubs/organizations must also turn in a completed Event Registration Form, approved and signed by the Director of Student Activities & Leadership, with the Van Request Form. Requests will not be processed without this additional form. 6

7 Reservation Notifications a. Only the driver(s) indicated on the request form, listed on the van calendar, and who have completed the Van Driver Agreement form (given on the day of usage) is (are) allowed to check out, drive, and return the van. Security will not issue a van to any driver not listed on the reservation for that day unless verbal approval is received from Student Services Coordinator or Associate Dean of Students. b. Should the request be cancelled, the Student Services Coordinator must be informed immediately to accommodate other van drivers. In the event of a weekend cancellation, please inform Security at (808) c. Use of vans leaving after 10pm, returning between midnight and 6am, as well as overnight trips, require the approval of the Dean of Student Affairs. d. Failure to notify the Student Support Services Coordinator or Security about any changes/cancellations may result in loss of privileges. e. Academic Departments & Athletics will have priority in regard to reserving vans. Non-academic departments and student clubs/organizations will receive confirmation of van requests no earlier than 6 weeks prior to the date for which the vans are needed. VAN USAGE 1. On the day of usage, the driver (i.e. the individual listed on the van calendar for that specific reservation) must report to the University Security Office to obtain the van keys. He/she may be asked to provide both his/her driver s license and his/her Chaminade ID for identification purposes. 2. Should a security officer not be present in the office, you may contact them at (808) Complete Van Driver Agreement form. This form must be completed by the approved driver(s) each time a van is checked out through the Security Office. Only the individual(s) signing this form may operate the van at the approved times. 4. Driver is responsible for completing the Van Condition Checklist prior to departure and upon return. 5. Notify Security of any problems prior to departure. 6. Check to make sure that the van s insurance, registration, and safety check are in the glove compartment. A copy of procedures in case of emergency are also located there. 7. Adjust the mirrors before leaving and remind passengers to use seat belts. It is the driver s responsibility to ensure that all passengers are wearing their seat belts. 7

8 8. The driver must have a ground guide (i.e. someone that can guide him/her while reversing the van). 9. All trips must be along the most direct route between designated sites and not involve any side trips. 10. The height of most vans is much greater than that of most passenger vehicles and should be considered when entering low-clearance garages and similar structures. Van height clearance is displayed on the dashboard of each vehicle. 11. Keep the van clean at all times and ensure that no bottles or litter is on the floor that could create a potentially hazardous situation for the driver (i.e. lodging under the pedals). VAN MAINTENANCE University vans are maintained on a regular basis by Chaminade University s Facilities department. Vans may be suspended for a day or more when maintenance is required. Such a situation is unpredictable. The Student Services Coordinator or University Security will notify drivers as promptly as possible. Please report/make note of any negative conditions with the van s exterior and interior prior to departing, and return the van in clean condition. EMERGENCY PROCEDURES The driver must stop and investigate any accident, or suspected accident, that the van is involved in. The driver will not leave the scene until the police have responded and investigated the accident. This requirement includes all hit and run accidents. All non-accident incidents that affect the van (flat tires, parking lot damage, unexplainable damage, etc) must be reported to Security. The driver responsible for the van must come in immediately following the incident and provide a written statement reporting what occurred. Please review the following in the event of an emergency: For any problems with the van while in use (flat tire, red light in oil indicator, etc.), please pull over to a safe location, park immediately, and contact the Security office at (808) In the event of an accident/emergency, call the police (dial 911) and: 1. Check for injuries. Do not move an injured individual unless you have to in order to prevent other injuries. 2. Move and keep everyone in a safe location. 8

9 3. Obtain the other driver s name, license plate number, address, telephone number, insurance company and policy number. Share the information on the CUH insurance card, which is located in the glove compartment, with the other driver(s). Make sure the insurance card remains in its proper place at all times. 4. Take a picture if possible. 5. Request a police report number from the police. 6. After everything is settled with the other driver and the police, you must report the incident and all related information to Chaminade University s Security Office upon return. Write down everything that you can remember about the accident, including the names and phone numbers of all the van occupants Failure to adhere to the Vehicle Use and Driver Responsibilities Policy may result in disciplinary action and/or loss of van privileges and violators will be referred to the Associate Dean of Students. 9

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