POLICY TEMPLATE. Vice President, Finance and Administration

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1 POLICY TEMPLATE Procurement, Lease, Maintenance and Use of Motor Vehicles Category: Approval: Responsibility: Date: Operations Vice President, Finance and Administration Vice President, Finance and Administration Date initially approved: Nov 17, 2008 Date of last revision: January 8, 2014 Approved March 10, 2014 Definitions: Motor Vehicles mean any self-propelled vehicle designed to carry one or more human passengers and includes, but is not limited to, trucks, cars, vans, motorcycles, ATVs, airplanes, boats, snow mobiles, tractors and material handling equipment such as forklifts. Purpose/Reason for Policy: Trent University is committed to the safety of all employees and students. This policy provides employees and students with the necessary information and expectations to procure, maintain and safely operate Trent owned or leased motor vehicles. Scope of this Policy: This policy applies to any Trent employee responsible to procure or maintain a Trent owned or leased vehicle and any Trent employee or student authorized to operate a Trent owned or leased vehicle. Policy Statement: It is the policy of the university that all vehicles owned or leased by Trent will be in good mechanical repair and will have valid third party liability insurance coverage in an amount determined by the Director of Risk Management. Vehicles licenced for use on public roads will be maintained to the appropriate Ministry of Transportation safety standards at all times. Departments are encouraged to have the Trent logo and other identifying information applied to Trent owned vehicles, in support of our external communications strategy, and should consult with Marketing and Communications to determine which identifiers are appropriate. Only authorized drivers will be permitted to operate Trent owned or leased vehicles, and only when in compliance with all requirements of the Drivers Agreement and Information Form, available on the Risk Management Department website. Due to the increased chance of rollover in an accident, vans purchased, leased or rented by Trent University that are larger than mini-van size (8 passengers) must conform to school bus safety standards as determined by the Ministry of Transportation. 1

2 Responsibilities: Authorized Drivers are responsible to adhere to the stipulations of all applicable legislation and all provisions of the Drivers Agreement when operating Trent owned or leased vehicles. Unit Heads and Supervisors Responsible for Trent Owned or Leased Vehicles are responsible to ensure vehicles are purchased, maintained and licensed in accordance with the provisions of this policy and procedure. They are responsible to authorize drivers, ensure their drivers have completed a Drivers Agreement form and confirm that they are in compliance with the provisions of the Drivers Agreement. Director, Risk Management is responsible to ensure all Trent owned and leased vehicles are insured and licensed, to coordinate all motor vehicle accident claims with Trent s insurer and to provide up to date information regarding safe vehicle operation to the Trent community. Procurement Manager is responsible to provide advice and assistance in the procurement and lease of motor vehicles. Director, Marketing and Communications is responsible to provide advice and direction on Trent identifiers and vehicle wrap designs to ensure they are consistent with and supportive of Trent s branding and marketing strategy. Contact Officer Director, Risk Management Date for Next Review March 10, 2019 Related Policies, Procedures and Guidelines Occupational Health and Safety Act Highway Traffic Act Motorized Snow Vehicles Act Boating Restriction Regulations Canadian Aviation Regulations Procurement of Goods and Services Policy Policies Superseded by This Policy Nil 2

3 APPENDIX B Contact Officer PROCEDURE CREATING AND REVIEWING UNIVERSITY POLICY Manager, Records & Policy Purpose Defines the procedures for purchasing, maintaining and operating Trent owned or leased motor vehicles. Procedure PROCEDURE Unit head Purchasing Manager Procurement or Lease: Contact the Purchasing Office for assistance before entering into any agreements with vendors. Before the purchase order can be processed, the requesting department is required to identify a source of funds sufficient to cover acquisition and all operating costs including gas, oil, insurance, regular maintenance and repairs. Trent University strongly encourages the purchase of new vehicles to avoid excessive maintenance and repair costs. However, if a department wishes to purchase a used vehicle, the vehicle must be safety certified and emission tested to Ministry of Transportation standards before it is operated by any Trent employee or student. As well, the vehicle will be inspected by an independent qualified mechanic for overall mechanical soundness before the department agrees to purchase the vehicle. The Department is responsible to arrange initial license plates. Once the vehicle is obtained, a copy of the ownership form shall be provided by the department to the Risk Management Department. Departments are responsible for all licensing, maintenance, operation and insurance costs for their vehicles. Consult with Marketing and Communications to determine the type of Trent branding that will be applied to the vehicle. Provide the vehicle make, model, year, VIN, plate number and a copy of the leasing or purchase agreement to the Risk Management Department three working days before the vehicle is picked up for use. Risk Management Unit Head or Supervisor Arrange insurance coverage and provide an insurance certificate that must be kept in the vehicle at all times. When a vehicle is leased by a department for more than 30 days, it will be insured under Trent s owned vehicle policy Provide an up to date list of Trent owned and leased vehicles to the insurer. Drivers: For positions that require the incumbent to operate a Trent vehicle, the job posting should specify that the successful candidate must have a valid driver s license for the country in which the vehicle will be operated and approved for coverage by the university s insurer as conditions of employment. Ensure that all employees, students or volunteers who are required to operate Trent owned or leased vehicles complete the Driver s Agreement and Information Form. Review the information provided and conduct a risk assessment of the individual s driving record to determine whether the individual should be authorized to operate Trent owned/leased vehicles. Consider the frequency, severity and 3

4 recentness of any charges and accidents and any remedial training undertaken by the driver to improve his/her skills. If the individual is acceptable as a driver, sign the form and provide a copy, along with a clear photocopy* of the individual s driver s license, to the Risk Management Department. * If the employee is reluctant to provide a photocopy of their license, the supervisor is to verify the license number, expiry date, conditions and that the employee is the person named on the license. A form to document this verification is available on the Risk Management Department web site. Risk Management Provide an up to date list of drivers to the insurance provider. Unit Head or Supervisor Maintenance and Safety: Ensure that their vehicles are maintained in good running condition at all times. The maintenance schedule recommended in the owner s manual should be followed. Require drivers to report any malfunctions or deficiencies before operating the vehicle. Any malfunction of safety equipment must be repaired before the vehicle is returned to service. Once the vehicle has over 100,000 of mileage and/or is five years old, the Department shall ensure that the vehicle is safety inspected annually to Ministry of Transportation standards. All required repairs must be made before the vehicle is returned to service. All maintenance and repairs should be documented and the records kept as long as the university owns or leases the vehicle, and three years thereafter. In any vehicle, if the driver cannot see all around the vehicle from the driver s seat, it is recommended that a back-up alarm be installed in the vehicle. If no alarm is installed, a second individual must guide the driver when reversing. When employees are traveling out of the Peterborough area, they are to be provided with the means to summon assistance in an emergency, eg. a cell phone. Winter tires should be used between December and March, or longer if the temperature is expected to drop below -7 degrees Celsius when the vehicle is being operated. Drivers Conduct a circle check before operating any Trent owned or leased vehicle and immediately report any deficiencies or malfunctions to your supervisor. Comply with all applicable legislation and the provisions of the Driver s Agreement when operating Trent owned or leased vehicles. Accidents: Should a Trent owned or leased vehicle be involved in an accident or be vandalized, the driver is to observe all legal provisions. If the accident occurs on a public road and there is: Personal injury Damage in excess of $1000 or Damage to roadside signs, poles, fences or landscaping the Police must be informed immediately. Campus Security is to be informed immediately of any accidents that take place on Trent property. The driver is to exchange insurance information with any other involved parties, complete an Accident Reporting Form and inform the Risk Management Office that day, regardless of the amount of damage incurred. If the accident occurs outside working hours, the driver is to inform Campus Security who will in turn inform the Risk Management Department. The Department is responsible to pay any insurance deductibles and will determine whether to make any repairs that are not safety related eg. Cosmetic body work. The department will consult with the Risk Management Department to coordinate any insurance claims. Departments are to ensure Accident Reporting Forms are kept in each vehicle. 4

5 Unit Head Disposal. Consult with Purchasing to sell, trade or dispose of a vehicle. Inform the Risk Management Department once the ownership has been transferred so that the vehicle can be removed from Trent s insurance policy. Ensure all Trent logos or other identifying markings are removed if the vehicle is likely to be returned to service with another owner. Date Approved March 10, 2014 Approval Authority Date of Commencement November 17, 2008 Amendment Dates Vice-President, Finance and Administration Nil Date for Next Review March 10, 2019 Related Policies, Procedures and Guidelines Procurement of Goods and Services Policy 5

6 APPENDIX C GUIDELINE TEMPLATE DRIVERS AGREEMENT Contact Officer Director, Risk Management Purpose To provide Drivers with Trent s expectations and the necessary information to safely operate Trent owned or leased motor vehicles. Guideline Additional information regarding safe motor vehicle operation, vehicle maintenance and insurance is available on the Risk Management website. Related Policies / Procedures Nil. Links Date Approved March 10, 2014 Approval Authority Vice President, Finance and Administration 6

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