THE UNIVERSITY OF CHICAGO VEHICLE LOSS CONTROL PROGRAM

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1 THE UNIVERSITY OF CHICAGO VEHICLE LOSS CONTROL PROGRAM I. GUIDING PRINCIPLES A. Anyone driving a vehicle on University business shall do so in a safe, responsible fashion. B. Vehicles shall be operated in compliance with applicable laws. C. Vehicles shall be maintained in a good mechanical condition. II. JUSTIFICATION A. Encourage safe operation of vehicles to control the risk of injury and property damage. B. Contain insurance costs. III. APPLIES TO ANYONE DRIVING ON UNIVERSITY BUSINESS. A. University-owned vehicles including unlicensed vehicles B. Privately owned (by faculty, staff, students or volunteers) vehicles C. Rental vehicles D. Student use of vehicles (other than by employed students driving within the scope of their job) is governed by a separate program. (Student Vehicle Loss Control Program) E. Use of Police, Facilities Services and electric vehicles are governed by additional policies of their respective departments. IV. RESPONSIBILITY A. Heads of departments for which vehicles are driven on University business are responsible for maintaining compliance with this program. B. The Risk Management Department is responsible for: 1. Managing the vehicle loss control program 2. Maintaining vehicle insurance 3. Distribution of current insurance cards and information. 4. Investigating accidents 5. Assisting in evaluation of driver s qualifications C. Drivers are responsible for: 1. Safe, legal operation of vehicles 2. Reporting any accident or traffic violation involving ANY VEHICLE used on University business, especially a University-owned or rented vehicle 3. Reporting to their supervisor a. License revocations or suspensions b. Medical conditions including medication that may impair the ability to drive 4. Cooperating fully with the investigation and defense of any claim or suit regardless when such action may be brought V. INSURANCE A. University insurance 1. Covers legal liability for personal injury and damage to property of others and for physical damage to University-owned vehicles.

2 Page 2 2. Insures faculty, staff, students and volunteers driving: a. University-owned or rented vehicles with permission of the department b. Privately-owned vehicles in excess of private insurance, but only when an accident occurs while driving on University business. 3. Covers physical damage to University-owned vehicles and rental vehicles in accordance with the University travel policy but does not cover physical damage to privately-owned vehicles. B. Deductibles for physical damage to vehicles 1. $250 deductible to University-owned vehicles 2. $500 deductible to rented vehicles (no deductible if rented from company under contract with the University, currently National Car Rental and Enterprise Rent a Car (local only). See VI. VEHICLE LOSS CONTROL PROGRAM PROCEDURE A. Driver qualifications review 1... Qualification standards a. Appropriately licensed for vehicle (1) Valid State of Illinois or state of residence license in driver s possession (2) Commercial drivers license when required for operating certain vehicles as specified by law (3) No foreign licenses accepted (4) No license restrictions that conflict with the use of the vehicle b. No medical condition or medication that may impair the ability to drive c. Minimum age (1) 18 for vehicles other than 15 passenger vans or trucks (2) 20 for 15 passenger vans and trucks (3) Rental car company minimum age requirements apply d. Experienced in driving similar vehicles (more than 2,000 miles) e. Acceptable driving record (1) No convictions for driving under the influence of drugs or alcohol within the last ten years. (2) No convictions for driving under the influence of drugs or alcohol if the drivers essential job function includes transporting passengers. (2) No convictions for major moving violations (hit and run; any felony involving use of a vehicle; racing or speeds in excess of 25 mph over limits; reckless, negligent or careless driving) within the prior three years (3) No license suspension or revocation or two accidents or speeding/moving violations within the past 12 months (4) No pattern of bad driving as evidenced by citations for driving under the influence, major or moving violations or three or more of the following in the last 12 months or six or more in the last three years: accidents, license suspension or revocation,

3 Page 3 speeding and other moving violations. 3. Driving record and license confirmation a. Applies to anyone driving as an essential job function. Confirmation is needed when driving a University-owned vehicle or privately owned vehicle (Rental agencies will check driver's licenses.) f. For any position for which driving is an essential job function the department must obtain confirmation from Human Resources that the driving record is acceptable before hiring the driver. Risk Management or a Risk Management designee will advise HR and the Department administrator if the driver s record makes the driver eligible or ineligible to drive. The final decision for hiring is decided with Human Resources. Any job offers must be made contingent on an acceptable driving record. g. Driver submits to department head or designee: (1) Photocopy of driver's license (2) Signed Vehicle Use Acknowledgment Form in which the driver agrees to drive responsibly and authorizes the University to check the driver s official driving record. The form is available on the Risk Management website or by contacting Risk Management. h. Department confirms license appears valid. i. Department refers license copy and signed Vehicle Use Acknowledgment Form to the Risk Management designee as directed on the bottom of the Vehicle Use Acknowledgment Form for a state driving record check for drivers whose driving of a University vehicle exceeds the following and retains the license copy and form for the others: (1) Driving is an essential job function (2) Two days per month on average (3) Trip over 500 miles total f. The department will retain the original Vehicle Use Acknowledgement form in the employee s file. B. Vehicle Inspections 1. Every University-owned vehicle shall be inspected by a qualified mechanic at least once each year to ensure proper operation of brakes, steering, seat belts, lights and integrity of the vehicle body and bumpers. Vehicles in compliance with maintenance recommendations are eligible for a discount on their annual insurance premium allocated by Risk Management. 2. Drivers should check that the brakes, lights and steering are in proper order before each use. The vehicle should not be driven if the brakes, lights or steering are not operating properly. C. Driver training may be required for drivers of trucks, vans including passenger vans over 15 passengers (driver included) and for employed drivers with excessive accidents. D. Trip Management 1. Currently University owned 15 PASSENGER VANS may only be used in the Chicagoland area. Use on highways or at high speeds is not recommended.

4 Page 4 2. It is strongly recommended that users refrain from renting 15 passenger vans for passenger transportation. Utilize bus rental or rental of smaller capacity vans for group travel. You will not be allowed to rent 15 passenger vans from Chicagoland Enterprise locations when driving on University business. 2. For trips in excess of 250 miles one-way, no one may: a. Operate a vehicle for more than: 1. Three consecutive hours without a rest break 2.) Ten total hours following eight consecutive hours of time off. b. Ride in a vehicle for more than 16 hours within a 24-hour period c. Drivers must adhere to the following regulations: 1. Have valid driver s license in their possession. 2. Must use the vehicle only as authorized. 3. Should check the vehicle before driving to make sure that the lights, brakes, horn and steering are operating properly. If not operating properly make arrangements to use another vehicle until maintenance is addressed. 4. Must limit occupancy to the number of seatbelt sets. 5. Must ensure that each passenger is seat belted. 6. Obey all traffic regulations and local ordinances 7. Observe speed limits 8. No use of cell phones while driving 9. No texting while driving. 7. Must not operate vehicle when driving conditions are excessively hazardous because of ice, snow, heavy rain or fog. 8. Shall remove keys and lock an unattended vehicle. If a vehicle is stolen with the keys in the ignition it will not be considered a covered loss under the University s insurance program. E. ACCIDENT INVESTIGATION 1. REPORTING a. DRIVER MUST REPORT any vehicle accident immediately in the following priority to: (1) Police having jurisdiction (2) University Police if accident occurs in Hyde Park area (3) Rental company if a rented car (4) Private insurance company if privately-owned vehicle (5) Risk Management Department for all accidents that occur while driving on University business. (6) Driver's department b. Driver must complete all insurance company and State report forms. 2. Investigation is coordinated by Risk Management through investigation by police, insurance company and other sources as necessary. F. DRIVER REPORTING 1. Drivers must report to supervisors: a. Traffic citations received while driving a University owned or rented vehicle

5 Page 5 b. Medical conditions that impair ability to drive c. Moving violations received while driving any vehicle as a violation may affect the driver qualification standards of this program. 2. Medical conditions: Supervisor obtains medical confirmation employee is able to drive. G. Discipline: drivers are subject to applicable University disciplinary procedures for improper use of a vehicle including the failure to report moving violations that affect the driver qualification standards of this program. H. Traffic fines are the responsibility of the driver. VII. DEFINITIONS A. Safe driving 1. Driver is physically and mentally able to drive. 2. Driver conforms to traffic laws, signals and markings. 3. Driver allows for adverse weather, traffic and darkness conditions. 4. Driver operates vehicle in a defensive and courteous manner. B. University business includes use of vehicles: 1. Within the scope of driver's employment 2. To further the University mission 3. Authorized by a department 4. Vehicles provided for personal use as part of compensation or because the job has a vehicle associated with it (such as for sales persons) may be used for personal use if: a. Approved in writing by department b. Reported to Payroll for proper tax reporting purpose Reviewed October 14, 2005 Revised VI.A.1.e. March 11, Revised September 27, 2010 VIA2B1, D1&2, G1c Reviewed August 21, 2013

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