College Vehicle and Driver Policy

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1 College Vehicle and Driver Policy For College Vehicles - Fleet Van Usage The College maintains a small fleet of passenger vans as a service to College employees and students who are traveling on College business. It is expected that persons traveling on College business will use these vans, as the preferred mode of travel. Vehicles should only be rented when either the fleet vans are unavailable, or ground transportation is needed an out of town destination. The vans are a service of Siena College, administered by Auxiliary Services on a first come basis for all campus departments and organizations. Van reservations are made through Auxiliary Services located in the Sarazen Student Union. Van(s) should be reserved as far in advance as possible as availability is limited. When reserving the van(s) you must provide copies of a valid drivers license of any one who will be driving the van. If you haven't already done so, you will also need to complete a College Driver Application Form. Key pick up is located in the Saint Card, office hours for key pick-up are 9:00am-11:00am and 12:00pm -4:00pm. Special arrangements may be made in advance to pick up keys outside this time frame in the Office of Public Safety. Return the van(s) with a full tank of gas, and park the van(s) in the reserved parking spaces where you picked up the van. The van must be returned clean. If it is not clean when you take it, please inform Auxiliary Services. There is no smoking in the vans at any time. If the vans are not cleaned when returned or if there is a smell of smoke, there will be a professional cleaning charge (if applicable) billed to your department. Return the keys to the Saint Card immediately upon return to campus. Cancellations - You must inform the Saint Card (x8282) if you scheduled a van, then decide not to use it. DRIVER POLICY PURPOSE The purpose of this document is to establish Siena College polices and procedures which shall: Help ensure the safe operation of College-owned or leased motor vehicles. Help ensure the safety of drivers and passengers. Help minimize losses, damages, and claims against the college. SCOPE This College policy applies to drivers who are engage in the operation of any College-owned or leased motor vehicles on either public or private property. In order to meet the objectives of this policy, Siena College reserves the right to review driver's licenses and driving records of all drivers who operate a College-owned or leased motor vehicle. This policy applies to:

2 All Student Drivers - Freshman & Sophomores are prohibited from operating College owned/leased vehicles. Supervisors of student groups who drive College vehicles. Employees who operate College vehicles as an essential part of their job. Employees who drive College vehicles routinely. Full-time and part-time employees, including students, work study students, interns, and volunteers who may be authorized to drive College-owned or leased motor vehicles must possess a current, valid driver's license. Eligibility to operate a College motor vehicle as defined in this policy is also dependent upon a prospective driver's driving record. All drivers of College motor vehicles must comply with the applicable laws and regulations concerning the operation of motor vehicles. PROCEDURES AND RESPONSIBILITIES I. ELIGIBILITY REQUIREMENTS FOR DRIVERS OF COLLEGE OWNED OR LEASED VEHICLES: Failure to comply with the procedures set forth in this policy may result in disciplinary action in accordance with established College policy, and may result in suspension or termination of motor vehicle operating privileges. In order to operate a College motor vehicle an employee or student driver must adhere to the following: A. Possess a valid United States driver's license issued by the Department of Motor Vehicles from their state of residence. Non-Commercial Driver's License Driving a vehicle designed to carry fewer than 16 passengers including the driver Driving a vehicle weighing less than 26,000 lbs. Commercial Driver's License (CDL) Driving conditions that require a CDL include: Driving a vehicle designed to carry 16 or more passengers including the driver. Driving a vehicle weighing more than 26,000 lbs. All drivers operating a vehicle designed to carry 16 or more passengers (including the driver), must possess a commercial driver's license (CDL). Training for this license must be obtained through the proper state and local authorities. B. All drivers must disclose an accurate driving history for the past three years, including permitting the College to verify driving history with the N.Y.S. Department of Motor Vehicle. C. Agree to operate College motor vehicles in accordance with applicable local and federal laws and College regulations. D. Wear seat belts at all times and require passengers to wear them. Under NO circumstances should the number of passengers exceed the number of seat belts, if provided. E. No drinking of alcoholic beverages and/or use of controlled substances shall be allowed in a College vehicle at any time. F. The driver of the vehicle must not be under the influence of controlled substances and/or alcohol at any time. G. All traffic violations and citations are the sole responsibility of the driver. H. Report any change in license status immediately (i.e. if your license has been suspended or revoked) to Auxiliary Services within one working day of any such change. If the License is revoked or suspended, operating privileges will be temporarily terminated accordingly. I. In the even that you are in an accident while driving a College-owned or leased vehicle, immediately report all accidents/damages to the Department of Public Safety. Adhere to the following procedures: At the scene Do not admit fault Document the following information: (Call Public ) 1. OTHER DRIVER'S INFORMATION

3 -- Name -- Date of Birth -- Driver's License Number/State -- Phone Number -- Address -- Insurance Company - Policy Number, if known -- License Plate Number -- Make/Model/Year of Vehicle -- Damage to Vehicle -- Injury to Driver, if any -- Date, Time, Road and Weather Conditions 2. WITNESS/PASSENGER INFORMATION -- Names and Phone Numbers of Any Passengers -- Injuries to Any Passengers -- Names and Phone Numbers of Any Witnesses 3. INVESTIGATING OFFICER'S INFORMATION If local police respond to accident, request: -- Officer's Name -- Badge Number -- Phone Number -- Report Number K. After notifying Auxiliary Services, call your supervisor or Public Safety to report the accident. II. LOSS OF DRIVING PRIVILEGES The following offenses will result in suspension or termination of driving privileges for those operating College-owned or leased vehicles along with appropriate disciplinary action. 1. Operating a motor vehicle without a valid driver's license. 2. Failure to report the suspension or revocation of his/her driver's license. 3. Failure to obey College and local traffic regulations. 4. Operating a College-owned or leased vehicle outside of the scope of the destination and school related activity. 5. Operating a College-owned or leased vehicle in a reckless or unsafe manner. 6. Driving which results in the intentional destruction of property. 7. Failure to report an accident involving a College-owned or leased vehicle to your supervisor or Public Safety (ext 2376) and Auxiliary Services(ext 8282). 8. Operating a College-owned or leased motor vehicle while under the influence of alcohol or drugs. 9. One at fault accidents within a 12-month period while operating a College-owned or leased vehicle. DEPARTMENT RESPONSIBILITIES DEPARTMENTAL POLICIES Departments with owned or leased College vehicles will be responsible for complying with the policies and procedures for their proper vehicle use. A College staff person will be designated responsibility for the oversight and supervision of the use of the vehicles. A daily/weekend schedule will be published and provided by that individual responsible for dispatching the vehicle. All trip planning will be reviewed and approved by the designated department manager. Strict attention will be paid to safety in planning, including proper driver rest, layovers as necessary, limits on miles and hours per day, emphasis on daylight driving as much as feasible. (As a guide, federal limit for commercial truck drivers is 10 hours per day then a minimum of 4 hours rest.) Long trips should begin in the a.m. rather that in the evening after a full day of classes or work. Each department or group authorized to operate a College motor vehicle is required to follow, at a minimum, the procedures outlined below.

4 Designate an individual within the department with the responsibility to ensure each owned or leased vehicle is properly maintained by the department and/or according to the lease agreement. That individual will: A. Ensure that only those individuals who have met the eligibility requirements are permitted to operate a College-owned or leased vehicle. (See Section I of this policy, items A-J.) B. Each department must provide copies of all assigned driver's licenses to Auxiliary Services. C. Establish an ignition key control system and include the following: 1. That operators conduct daily vehicle inspections. 2. That the department conducts weekly/monthly vehicle inspections. 3. Schedule, through Facilities Management Motor Pool, quarterly inspections and pre-trip inspections for all trips going beyond 100 miles/2 hours. Quarterly inspections should occur on or about August 15th, November 15th, February 15th and May 15th. 4. Authorize a responsible individual to maintain ignition keys and review the daily log. A daily/weekend schedule will be published and provided to that individual who will be responsible to dispatch vehicles. 5. Maintain a daily log of all persons within the department who operate a College motor vehicle and verification of the following: a) Name of eligible driver b) Trip destination and estimated duration c) Activity being attended or reason for use d) Date and time motor vehicle was taken e) Date and time motor vehicle was returned f) Mileage D. Each vehicle must be properly maintained by the department. All accident damage must be repaired as quickly as possible after an accident and upon completion of the appraisal by the insurance carrier. E. Departments are responsible for ensuring that the materials listed below are maintained in each College-owned or leased motor vehicle: 1. Vehicle Registration (A copy should be retained in Auxiliary Services). 2. Insurance Identification Card (Obtained from Auxiliary Services). F. Accident Response: In the event of an accident involving a College-owned or leased vehicle, the affected department shall: 1. Ensure that the driver follows accident response procedures outlined in Section I of this policy. 2. Notify the Department Supervisor/Public Safety within 24 hours of the accident 3. Notify Auxiliary Services within 24 hours of the accident G. 1. Registrations and Registrations Renewals will be coordinated by Auxiliary Services. 2. To sell a College-owned vehicle: all sales of the College-owned vehicle must be conducted by Auxiliary Services. 3. Renting a vehicle: Department and/or an individual authorized to rent a vehicle for/by the College is required to abide by these same policies and procedures set forth in this document for College-owned and leased vehicles. All vehicle rentals require a Purchase Order. Siena College automobile insurance policy provides Excess Liability Insurance for College rented vehicles and Primary Insurance for physical damage to the rental vehicle. IT IS NOT NECESSARY FOR THE DEPARTMENT/INDIVIDUAL TO PURCHASE THE RENTAL COMPANY'S DEDUCTIBLE INSURANCE. IV. AUXILIARY SERVICES OFFICE RESPONSIBILITIES: A. Auxiliary Services is responsible for verification of driving records. B. Auxiliary Services is responsible for handling any and all College vehicle accidents, including

5 coordinating accident investigation with Public Safety and subrogation of claims. C. Public Safety is responsible for maintaining records and analysis of incidents. D. Auxiliary Services maintains current College-owned and leased vehicle listings. E. Public Safety is responsible for obtaining all DMV reports on drivers as indicated in Section II, item B through the Public Safety department. Revised: July 2008

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