Policy: Motor Vehicle Record Policy for Drivers of University Vehicles

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1 Policy: Motor Vehicle Record Policy for Drivers of University Vehicles Financial Affairs Department Insurance and Risk Management Effective: June 2005 Revised: January 2014 I. PURPOSE The purpose of this policy is to set forth the requirements applicable to all drivers of University owned, leased, or rented vehicles. The University intends to provide a safe and healthy environment for all students, employees, and visitors. This policy is intended to safeguard people, protect equipment, and reduce the frequency and severity of accidents on and off campus involving University Vehicles. Driving a University Vehicle is a privilege and Villanova University reserves the right to deny or revoke the driving privilege of any driver in the event that the driver does not meet the requirements of this policy. II. SCOPE AND APPLICATION This policy applies to all Villanova University employees, students, or registered volunteers to whom the University grants the privilege of operating a University owned, leased, or rented vehicle for University business. III. DEFINITIONS MVR Motor Vehicle Record Violation Any motor vehicle driving violation University Vehicle Any vehicle owned, leased, or rented by the University for University business intended to be insured by the University s automobile insurance policy. IV. DRIVER REQUIREMENTS The University may grant the right to drive a University Vehicle to an employee, student, or registered volunteer only if the driver meets all of the criteria set forth in this policy. The University may revoke a driver s privilege to drive a University Vehicle in the event that the driver does not meet the criteria outlined in the policy or fails to follow the requirements of this policy. 1 V

2 A. All drivers of University Vehicles must comply with the following: Have a valid, current United States driver license for the class of University Vehicle that the individual drives or seeks to drive. Immediately notify his/her supervisor or manager if his/her driver license is suspended, revoked, or has any limitations or restrictions. The supervisor should notify the Insurance & Risk Management Department in these instances. Meet the insurability standards set forth by the University s insurance carrier as defined in this policy. Observe all applicable federal, state, and local motor vehicle laws, ordinances and regulations. Report all incidents in accordance with established University procedures and cooperate in any investigation of the incident and any subsequent proceedings. Wear a seat belt at all times and ensure that all passengers wear their seat belts as well. Promptly pay for any tickets or other citations received while operating a University Vehicle. The University is not responsible for traffic, toll, or parking fines. Submit a completed MVR consent form (Appendix A) to the Insurance & Risk Management Department authorizing the University to check the driver s MVR. Maintain an MVR that satisfies the standards for an acceptable MVR as set forth in this policy. B. In addition to the above, all drivers of University fleet vans must comply with the following: Abide by the Villanova University Van Fleet Policy when driving or riding in University fleet vans. All undergraduate and graduate students must complete the online Driver Safety Training and submit their Transcripts from the EduRisk Learning website to the Insurance & Risk Management Department. C. All drivers of University Vehicles are prohibited from engaging in the following: Allowing a spouse, family member, or any other person to drive a University vehicle unless that person is an employee, student or registered volunteer who has submitted an MVR consent form and has been authorized to drive a University vehicle. Otherwise, a spouse or other family member is not eligible or permitted to drive a University Vehicle. Knowingly operating an unsafe vehicle. Consuming or being under the influence of alcohol or any substance that may cause impairment while operating a University Vehicle. Offering rides to unauthorized passengers. Driving University Vehicles for unauthorized personal use. Students and registered volunteers are not permitted to drive University Vehicles for personal use under any circumstance. Personal use is permitted by employees only if all three of the following conditions are met: (1) the University Vehicle is assigned to that particular employee for his/her 2 V

3 exclusive use, (2) the employee receives authorization from his/ her department head, and (3) the employee submits mileage related to his/her personal use to the University. Using handheld cell phones or other mobile devices while driving. V. PROCEDURES A. Before the University grants the privilege to drive a University Vehicle, the University must determine that the individual meets the requirements of this policy, including having an acceptable MVR. B. In order to determine that the driver has an acceptable MVR, the prospective driver must submit a copy of his/her driver license along with the completed MVR Consent Form to the Insurance & Risk Management Department authorizing the University to obtain and review the driver s MVR. The MVR Consent Form is Appendix A of this policy (page 6). It is the department s responsibility to ensure the drivers in its department have submitted MVR Consent Forms. C. All student drivers, undergraduate and graduate, must complete the online Driver Safety Training course and submit their Transcripts from the EduRisk Learning website along with their MVR consent forms. Instructions for accessing and completing the online Driver Safety Training are included as Appendix B of this policy (pages 7 through 14). It is the department s responsibility to ensure the student drivers in its department have submitted Transcripts from the EduRisk Learning website with their MVR Consent Forms. D. The University may at any time review a driver s MVR to determine if the driver has an acceptable MVR in accordance with University criteria. The University expects to review a prospective driver s MVR upon receipt of a department s request to add a new driver, and annually thereafter for any employee, student, or registered volunteer who drives University Vehicles. Please see section VI for more information related to annual checks of University approved drivers. 3 V

4 E. Once the MVR has been obtained from the appropriate state, it will be evaluated using the criteria outlined below: MVR Criteria Key to Types of Violations Type A Includes (but is not limited to) DWI/DUI/OWI/OUI, Refusing Substance Test, Reckless Driving, Manslaughter, Hit & Run, Eluding a Police Officer, any Felony, Drag Racing, License Suspension, and Driving While License Suspended. Type B Includes all at fault vehicle accidents, and speeding violations of 26 miles per hour or more over the posted speed limit. Type C Includes all moving violations not classified as Type A or Type B (Speeding 25 miles per hour or less, Improper Lane Change, Failure to Yield, Running Red Lights or Stoplights, etc.). Type D Includes all non-moving violations (Illegal Parking, Vehicle Defects, etc.). If a driver has been cited for or involved in the following Violations, the driver will no longer have an acceptable MVR and will have his/her Villanova driving privileges declined or terminated: One or more Type A Violations in the preceding 36 months, or Two or more Type B Violations in the preceding 36 months, or Three or more Type C Violations in the preceding 36 months, or One Type B Violation and two Type C Violations in the preceding 36 months. If a driver has been cited for or involved in the following Violations, the driver will no longer have an acceptable MVR and will have his/her Villanova driving privileges suspended for a period of 6 months: Two Type C Violations in the preceding 36 months, or Three or more Type D Violations in the preceding 36 months. A driver may only be placed on suspension twice. Any Violation of any type following two suspension periods, will lead to the immediate and permanent revocation of driving privileges. F. If a new driver s MVR is found to be acceptable, the Insurance & Risk Management Department will the driver and copy the department with confirmation that he/she is a University approved driver. G. In the event a driver s MVR is found to be unacceptable, the Director of Insurance & Risk Management will contact the driver s supervisor (for employees) or the department s driver list coordinator (for students) to notify him/her of the revocation or suspension of driving privileges. 4 V

5 VI. ANNUAL MVR CHECK OF ALL APPROVED UNIVERSITY DRIVERS The University s Insurance & Risk Management Department conducts annual MVR checks on all University approved drivers. Procedure: A. An is sent at the end of the Spring Semester to each department with a list of all of the University approved drivers for that department requesting that the driver list be updated. B. The department must return the list with necessary edits, such as deletions of drivers who have graduated or are no longer driving, by the due date. C. The Insurance & Risk Management Department conducts MVR checks on all drivers remaining on the department s list. D. An is sent at the beginning of the Fall Semester to each department with the revised list of all the University approved drivers for that department. VII. ENFORCEMENT OF POLICY Failure to meet the conditions of this policy, including maintaining an acceptable MVR, may result in revocation of driving privileges, reassignment to a non-driving position, as well as disciplinary action up to and including termination of employment. 5 V

6 Motor Vehicle Report Consent Forms can be submitted via: Fax: Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109 Appendix A Print Form Motor Vehicle Record Consent Form I, give my consent for Villanova University to complete a background check on my driving record in accordance with Villanova University's Motor Vehicle Record Policy for Drivers of University Vehicles. As part of this procedure, Villanova University has my permission to order Motor Vehicle Records (MVRs) from any and all states in which I currently have and have previously had a driver license. I understand that Villanova University has an established MVR review policy that my driving history will be compared against to determine my driving eligibility for the University. I further understand that failure to release consent for Villanova University to conduct a background check on my driving record means, at a minimum, that I forfeit my driving privileges for the University. If I forfeit my driving privileges and my employment duties at Villanova University include driving, my duties will be reviewed to determine whether I can continue my position without driving privileges for the University and, if so, what additional non-driving duties the University will require. Please allow 5 business days for processing. Please complete all fields. Hand Written Signature Please type or print legibly Date Full Name (exactly as it appears on driver license): Banner ID: First Middle Last Date of Birth: Gender: License State: License Number: Name of Department: Have you ever been a University approved driver: Address: *Students Only- Expected Year of Graduation: Employees Only- Date of Hire: *All undergraduate and graduate students must complete the online Driver Safety Training course and submit a copy of the Transcript from the EduRisk Learning website with this form. Motor Vehicle Report Consent Forms will not be processed for students if the Transcript from the EduRisk Learning website is not attached. PLEASE INSERT A COPY OF THE FRONT OF YOUR CURRENT DRIVER LICENSE IN THIS BOX Driver license must be easily readable In the University's efforts to reduce the amount of paper used, we ask that you include a copy of your current driver license in this space rather than on another sheet of paper. By submitting all of your information on one page, you will help us reduce the amount of paper used in processing your form. Thank you! 6 V

7 Appendix B Student Driver Safety Training Instructions Please note: You will need to view and submit your My Certificates Transcript from the EduRisk Learning website showing completion of the online Driver Safety with your Motor Vehicle Record Consent Forms in order to receive credit for completing the course. Therefore, you will need a method to either save the My Certificates Transcript from the EduRisk Learning website electronically or print the My Certificates Transcript from the EduRisk Learning website after completing the course. Motor Vehicle Record Consent Forms that are submitted without the My Certificates Transcript from the EduRisk Learning website showing completion of the online Driver Safety will not be processed. Adobe Flash Player is required (Many mobile devices, like iphones and ipads, do not support Flash). Sound is required. Please allow pop-ups in your browser. The Training will take approximately 1 hour to complete. If you have any issues accessing or using the course please feel free to contact the 24 hour help desk. o o Phone: o Chat: https://chat.perceptis.com/c/ue 7

8 Instructions: 1. Go to 2. New User: Create new account by clicking on the Register Now button on the bottom right of the screen. Returning User: Only those who have registered after January 1, 2014 are considered Returning Users. If you registered after January 1, 2014 and you have forgotten your user name and/ or password, please click the appropriate link under the Login button. NOTE: If you registered prior to January 1, 2014, you do need to register again. RETURNING USER NEW USER 8

9 3. Complete all of the required fields (*) PLEASE NOTE: a. User name: Must be your full Villanova address in order to receive credit. b. Must be your full Villanova address in order to receive credit. c. Students: Please choose Student for the Department, Describe your position, and Role fields. d. Institution Code: 0075-SC37-XY12 (Enter this code exactly how it appears here) e. Employee ID and Student ID: Enter your Banner ID, if you know it, in the applicable field. The other field can be left blank. If you do not know your Banner ID, please leave these fields blank. MUST BE FULL VILLANOVA ADDRESS IN ORDER TO RECEIVE CREDIT Students: Please choose Student for each field 0075-SC37-XY12 [Employee Banner ID- Optional] [Student Banner ID- Optional] [Leave Blank] 9

10 4. You will receive an with your temporary password. Please use this password to login. You will then be directed to create a new password. 5. Choose Launch Learning Program under Driver Safety. 10

11 6. Click on Course. a. Choose Module DS-101-Pretest. i. Press on the pop-up screen. ii. After you complete the Pretest, click. iii. Close out of the pop-up screen. b. Choose Module DS-101-Driver Safety Training i. Press on the pop-up screen. 11

12 7. You must complete the Safety Tips for Driving Passenger Vans on slide 6 of Module 2- Vehicle Preparation and Inspection. 12

13 8. When you finish all of the modules in DS-101-Driver Safety Training, you will receive the below screen. You will need to score at least 80% in order to pass the course. a. Click 'Next >' for additional resources. b. On the last screen, click here. c. Close out of the pop-up screen. 9. At the home screen, click the My Certificates tab 13

14 10. Print your My Certificates Transcript by clicking on the print icon (you may need to scroll to the right to see the print icon). 11. Submit a copy of your My Certificates Transcript with your Motor Vehicle Record Consent Form via: Fax: Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109 Mail: Villanova University Insurance and Risk Management 800 Lancaster Avenue Villanova, PA

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