Moody Bible Institute Policy and Guidelines for Vehicle Use and Driver Operations

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1 Moody Bible Institute Policy and Guidelines for Vehicle Use and Driver Operations It is the policy of the Moody Bible Institute that its vehicles should be operated safely and in compliance with applicable laws. For that purpose, this policy provides criteria regarding eligibility to operate Institute-owned vehicles. In addition, this policy governs how Institute owned vehicles are to be managed and used for Institute purposes. This policy also governs the use of vehicles rented by the Institute, any group associated with the Institute using vehicles for Institute business, and privately owned vehicles being used for Institute business. The goals of this policy include: Protection of human life and preservation of property Exercise of appropriate due-diligence through the identification of drivers with adverse driving records and driver training requirements for the purpose of preventing losses Maintenance of a favorable risk profile to insurance underwriters Ensuring appropriate use and disposition of Institute assets By signing below, I acknowledge that I have read, understood and will abide by all policies put in to place by Public Safety related to the operation of vehicles. I understand and agree that reading this policy does not automatically approve me to drive and once my driving privileges are received, they may be suspended, as deemed necessary, to insure the safety of the MBI campus community. I, the driver of the vehicle, acknowledge and agree that I m responsible for complying with and enforcing all rules and regulations included in this policy. Signature Date Please return this page, signed, to the Facilities Office with other driving approval paperwork. 1

2 1. Introduction This Vehicle Use Policy has been created by Facilities Management and Planning to support the life and safety of employees and students who drive or ride in vehicles for Institute purposes. This is a blanket policy intended to cover both employee and student needs*. If at any time there is a question about a specific driving situation, please don t hesitate to contact the Chief of Public Safety for policy review or explanation. An Institute Vehicle is any vehicle owned by MBI or rented through MBI. This is the assumed definition unless otherwise specified as rental vehicle or Institute owned vehicle. Exceptions to this policy must be submitted and approved by the Chief of Public Safety at least one week prior to the vehicle use. Minimum Insurance Coverage for those wishing to use their personal vehicle for Institute business is described on page 3 and a copy of their policy reflecting the required coverage must be submitted to their immediate supervisor, accordingly. Event: Any travel sponsored, paid for or defined as Institute business is considered an event requiring compliance with this policy. *New format for 2012: This policy is written to cover both employee and student drivers but is specifically written with a student focus. All policies apply to both students and employees unless specified by an asterisk (*) which indicates a variation for employees is listed in the appendix. 2

3 2. Statement of Responsibility All Institute vehicles will be operated in accordance with the laws of the state in which the vehicle is being operated and the established policies of Moody Bible Institute. Any student arrested or ticketed for violations of any law while operating an Institute vehicle is responsible for all expenses incurred as a result of that arrest or citation. Any person driving or riding as a passenger in an Institute vehicle is required to use a seatbelt at all times, as required by Illinois law. This includes all rear-seat passengers. There are no exceptions to this policy, and drivers must not begin driving unless all persons are properly secured with seatbelts. If it is found that a passenger is riding in an Institute vehicle without a seatbelt, a monetary fine of $100 will be assessed to both the student driver and the student passenger on the first offense.* Any person found to be traveling in an Institute vehicle without a seatbelt for a second time shall be suspended from driving or riding in an Institute vehicle for the remainder of the school year. A third offense would revoke their driving or riding in an Institute vehicle for the remainder of their scholastic career at MBI. Special circumstances can be referred to the MBI Driver Review Committee by department managers, for review. If Institute vehicle privileges are suspended, the student will be unable to drive or ride in an Instituteowned or Institute-rented vehicle. *see Appendix 1 for employee policy 2.1 Insurance Coverage The Moody Bible Institute has comprehensive liability and collision coverage for fleet and rental vehicles. The Risk Management Representative (RMR) is responsible for contacting Moody s insurance broker (Mesirow Financial) and insurance company (The Hartford). Individuals are not to contact the insurance company directly, unless advised to do so by the RMR. In the case of vehicle rentals, Moody does not require nor encourage the purchase of additional insurance offered by the rental agency. 2.2 Personal Vehicles Used for Moody Bible Institute Events* Moody s auto liability insurance does not provide primary coverage for students operating a personal vehicle, even if on a sponsored event (see Introduction for definition of event). It is preferred that students use Institute vehicles, when available, for an Institute event. If use of a personal vehicle is required, it is with the understanding that the student s supervisor/sponsor has authorized it. Students using personal vehicles for an Institute event must have proof of insurance in their vehicle. Minimum bodily injury coverage of $100,000 per person and $300,000 aggregate and minimum property damages insurance of $100,000 per occurrence is required. In the case of an accident involving a personal vehicle being used for an Institute event, first notify your personal automobile insurance agent, and then notify the RMR. Moody s insurance does not provide collision coverage for personal vehicles and Moody will not reimburse you for your personal policy deductible. *see Appendix 1 for employee policy 3

4 3. Authorized Drivers of Institute Vehicles Only those students who meet the following requirements may operate an Institute Vehicle: 1. Drivers must be at least 18 years old to drive most vehicles. Drivers must be at least 21 under the following circumstances: a. Driving cargo van or mini bus b. Driving rental vehicles 2. Drivers must have a record on file with the Office of Public Safety. 3. Drivers must pass the MBI Driver Evaluation Form with 6 points or less. 4. Drivers must successfully complete Moody Bible Institute s Vehicle Use Training. 5. Drivers must have on file, with the Office of Public Safety, a signed Vehicle Use Policy. Any student requesting permission to operate a vehicle on behalf of the Institute will complete a Motor Vehicle Record form from the Facilities Office. By signing the first page of this policy, the driver consents to this report being obtained when needed, with any associated fees paid by the Facilities Department. Any subsequent accidents or violations may require the student to undergo additional training. All driving records obtained will be considered confidential information. All drivers who submit their driving records and complete the required training will receive a copy of this policy and will be responsible for knowing and following its contents. Authorized drivers have a continuing affirmative duty to report any material changes in their driving record (e.g. new moving violation) or licensure status (e.g. suspension or revocation) to the Office of Public Safety. Persons with out-of-state driver licenses may be asked to obtain a copy of their driver license records from their home state s driver licensing authority. The Office of Public Safety will conduct all Vehicle Use Training, keep all records relating to such training, and will provide the names of all persons successfully completing the training to Facilities. The Office Public of Safety will also keep all copies of driving records and signed Vehicle Use Agreements. A master list of all "Authorized Drivers" will be maintained by Facilities. No authorized driver may knowingly allow an unauthorized person to operate an Institute vehicle; doing so will result in the suspension of Institute vehicle use privileges. 4

5 4. Rules for Vehicle Use Cars and mini-vans are available for students to use for Institute use for transporting passengers. Approved drivers are restricted from transporting passengers in any larger vehicles, without additional authorization and training. 4.1 Driver Responsibility All drivers must be pre-qualified and authorized to use Institute vehicles by the Office of Public Safety. Institute vehicles are intended for Institute purposes only. The driver will operate the vehicle in a safe manner, observing all local, county and state ordinances and laws pertaining to the operation of motor vehicles. The driver must secure his own seat-belt and require that all passengers secure their seat belts any time the vehicle is in motion. Drivers may not use cell phones while operating any vehicle, even if allowable under state law. There will be no driving between the hours of 10:00pm and 5:00am unless specifically permitted by Public Safety or in response to an emergency. If students are required to drive after 10pm for PCM, they can do so with the permission of the PCM coordinator. * Drivers on Institute business may not transport passengers unrelated to the purpose of the business trip unless specifically permitted or in response to an emergency. Any passengers under the age of 17 must be approved through the Office of Public Safety prior to vehicle use. The driver will ensure that all interior and exterior lights are turned off and all doors and windows are locked when the vehicle is parked. All vehicles used for Institute business are required to have proof of automobile insurance available inside the vehicle, including personal vehicles used for Institute business. The use of tobacco products, alcohol or illegal drugs is prohibited to all drivers and passengers. Authorized drivers who use prescription medication that may negatively affect driver performance must refrain from driving while under the influence of that medication. The driver will not eat while operating the vehicle. The driver is responsible for providing to the Facilities office a complete and accurate roster of all vehicle occupants prior to departure. Cargo trailers and car-top units are prohibited unless prior approval is requested. *see Appendix 1 for employee policy 4.2 Institute Trips* Any vehicle use further than 60 miles is considered a trip. A co-pilot or navigator is required on all trips transporting 2 or more passengers. 5

6 It is preferable that at least one supervisor, employee, faculty member, or designated student leader must accompany each vehicle. At least one cellular telephone must be taken on any trip for emergency contact purposes. Students on Institute trips may travel a total of 300 miles without needing additional approval. Vehicles must stop at a safe location on trips of more than 200 miles at least once every 4 hours or every 200 miles of operation for a driver change or break and a minimal vehicle check, consisting of walking around the vehicle, visually inspecting the tires and operation of lights, etc. On long trips (overnight), the driver shall check and maintain fluid levels, tire pressure, and exterior lights. A maximum of 16 hours of continuous travel is allowable, with a layover of at least 8 hours following that time. Layovers are required in the event of adverse weather and unsafe road conditions. *see Appendix 1 for employee policy 4.3 Cargo Vans (Maxi Vans) A cargo van/maxi van is defined as any vehicle larger than a minivan. These vehicles are top-heavy and prone to rollovers. Some large vans/buses have dual wheel system that helps prevent roll-overs. These vehicles may be used for Institute use with special approval. Cargo vans are for employee use only and may not be used for student events without prior approval. This includes any van larger in size than a standard minivan, regardless of the number of seats. Maxivans may not be taken on any interstates or highways without prior approval. All drivers must go through the driving approval process and be over 21 years of age. Student employees required to drive cargo vans for business purposes must receive permission from their supervisor prior to vehicle use. 4.4 Minibus Use The 15-passenger minibus is available for Institute use when it is not reserved by Athletics. Drivers must be at least 21 years of age and receive additional driving approval through Public Safety. 4.5 Rental Vehicles When Institute vehicles are not available, rental vehicles can be reserved. MBI has a contract with Enterprise for these vehicles and receives a reduced rate. It is suggested that rental vehicles be requested and scheduled through the Facilities Office. All rental vehicle drivers must be at least 21 years of age. 4.6 Student Transports Up to two vehicles (Institute or personal) may be used for transporting students for trips. This includes: Student group outings Bro/Sis Floor Events Events at faculty houses that aren t required for class credit Transportation to/from PCM if PCM is located in an area that isn t accessible by public transportation 6

7 The goal of limiting the number of vehicles used on student trips is to avoid the risk involved with multiple drivers carrying multiple passengers. Any student event requiring transportation above two allowed vehicles should consider contracting with a bus company. 7

8 5. Accident Reporting Policy It is the policy of Moody Bible Institute that all accidents involving an Institute vehicle be reported immediately to the proper law enforcement authorities and a police report must be made. Employees should also immediately notify their supervisor of all accidents and complete an incident report with Public Safety. It is the responsibility of any authorized driver involved in an accident to obtain all required information and documentation. Should injuries stemming from that accident prohibit the driver from obtaining the necessary information the driver s supervisor/advisor will be responsible for that information and documentation. If there are any injuries caused by an accident involving an Institute vehicle, that injury must be reported to Public Safety. Legal/Risk Management is responsible for contacting Moody Bible Institute s insurance company, Hartford Insurance. Individuals are not to contact the insurance company directly unless advised to do so by the Legal Department. In The Event of an Accident: 1. Check the well-being of all people involved in the accident. 2. Make sure law enforcement officials are called to the scene; police report must be filed for all vehicle accidents. Request that ambulance and emergency vehicles are sent if there are any injuries. 3. Call Public Safety on campus at Notify them that the accident has occurred and your current location. Public Safety should be contacted again with additional information after the police report has been filed, including the accident report number. 4. Identify the insurance company for the Moody vehicle for the other party. Check the vehicle glove box for the most up-to-date information. MBI s Insurance Company: MBI s Insurance Agent: MBI s Policy Number: 5. Obtain information from the other party. Information to collect: Driver s name; Driver s license number; address; phone number; complete insurance information. If the person does not own the vehicle, make sure you get the vehicle owner s name; address; phone number. Record the license plate number for all vehicles involved. 6. If possible, take photos of any vehicles involved 7. Contact Public Safety on campus at Notify them of the updated information and inform them of your expected time of arrival on campus. If possible, get a copy of the police report to turn into Public Safety. Do not sign any statement except the police report. Do not volunteer statements as to cause or responsibility for the accident with other parties. A police report must be filled out for every accident occurring in a Moody Bible Institute owned vehicle or in any vehicle on official Moody Bible Institute business. Failure to follow these guidelines could result in a loss of Institute driving privileges. Required forms to turn in to Public Safety immediately after arrival on MBI campus: 1. State Motor Vehicle Accident Report & any other reports in connection with accident 2. If rental car, a copy of both sides of rental agreement 8

9 6. Driving Authorization All drivers must be approved through the Office of Public Safety to operate Institute vehicles. This is done by completing the Motor Vehicle Record form. Facilities will review the potential driver s record from the past 3 years and compare it to the Driver Evaluation Form; drivers may be approved to drive if they have 6 points or less. Here are the steps drivers must go through for MBI driving approval: 1. Complete an MVR form and turn it in to the Facilities Office 2. Read the updated Vehicle Use Policy, sign the front sheet, and turn it in to the Facilities Office 3. Watch the Street Smart: Driving Skills video 4. Complete the Driving Skills quiz and turn it in to the Facilities Office 6.1 Loss of Driving Privilege for Institute Vehicles or Institute Purposes Driving privileges will be immediately suspended, until records are reviewed by the Chief of Public Safety, for the following reasons: 1. Driver is involved in accident or moving violation with Institute vehicle or on Institute business. 2. Driver neglects to report accident or moving violation received during vehicle use; including incidents involving vehicles/circumstances unrelated to the Institute. 3. Driver is involved in an accident or moving violation that causes their points on the Driver Evaluation Form to exceed 6 points. 4. Driver fails to take responsibility for any or all expenses incurred as a result of arrest or citation. Individuals may be restricted from driving on the Institute s behalf when the Drivers Review Board determines such a restriction is in the best interest of the Institute. If an MVR discloses that a driver has violated the accident reporting policy set forth above, reveals a drug or alcohol citation, or other serious infraction, the Chief of Public Safety may revoke driving eligibility immediately. A driver who fails to pass the assessment due to achieving a score of seven or more points will be suspended from driving an Institute vehicle or using a private vehicle for Institute business until their point score drops to 6 or below. Such limitation in the employee s ability to perform his or her expected duties for the Institute may be taken into consideration in decisions by the Institute to suspend or terminate employment or to revise the employee s job responsibilities and compensation. Authorized drivers must report all accidents and moving violations to the Office of Public Safety; this includes incidents involving vehicles/circumstances unrelated to the Moody Bible Institute. Supervisors of suspended drivers may relay a request for reinstatement to the Driver Review Board, along with additional facts and circumstances that should be taken into consideration during the review process. 9

10 7. MBI Driver Evaluation Assessment Form Instructions: 1. All Moody students who drive an MBI owned or rented vehicle used by the Institute, or conduct MBI business with their personal vehicles, are subject to this evaluation. 2. Point evaluations are applied to each driver. 3. If a prospective driver or a current driver has an evaluation score in excess of 6, they are not eligible to drive an MBI owned vehicle or conduct MBI business with their personal vehicle. Driving privileges would be reestablished when their point score drops to 6 or below at the next scheduled assessment. 4. Points are assigned as follows: a. Years Driving Points Less than or more 1 b. Accidents (within last 3 years) 1 each c. Major Moving Violations (within last 3 years): Convictions or uncontested Hit and run; leaving the scene of an accident 6 each Driving under the influence or possessing alcohol or drugs 6 each Implied consent refusal (refusal to take blood alcohol test) 6 each Felony, homicide or manslaughter involving use of motor vehicle 6 each Racing 6 each Fleeing or eluding a police officer 6 each Operating a vehicle while license suspended or revoked 6 each Excessive speed (15 mph over limit) 3 each Reckless, negligent or careless driving 6 each Speeding violations 2 each d. Other Moving Violations (within last three years): 1 each 5. Grading: Preferred Acceptable Employer/Advisor notification Driving for MBI suspended Over 1 2 Points 3 4 Points 5 6 Points 7 or more points The Office of Public Safety shall be responsible for the administration of the driver evaluation assessment and scoring. The Drivers Review Board reserves the right to revoke driving privileges for any reason, when deemed appropriate. Assessment results may be appealed to the Chief of Public Safety if there are extenuating circumstances or inaccuracies. 10

11 Appendix 1: Employee Policies This policy was written with a focus on student drivers, but contains the following appendix section to address those policies specific to employee drivers. Each policy below corresponds to the highlighted asterisk (*) in the main body of this document, by section. Section 2: Statement of Responsibility Any person driving or riding as a passenger in an Institute vehicle is required to use a seatbelt at all times, as required by Illinois law. This includes all rear-seat passengers. There are no exceptions to this policy, and drivers must not begin driving unless all persons are properly secured with seatbelts. If it is found that a passenger is riding in an Institute vehicle without a seatbelt, a temporary driving suspension will be in effect until communication can be made with the employee s immediate supervisor. Any person found to be traveling in an Institute vehicle without a seatbelt for a second time shall be suspended from driving or riding in an Institute vehicle for the remainder of the fiscal year. A third offense would revoke their driving or riding in an Institute vehicle indefinitely. Special circumstances can be referred to the Driver Review Committee by department managers, for review. Section 2.2: Personal Vehicles Used for Moody Bible Institute Business Moody s auto liability insurance does not provide primary coverage for an employee operating a personal vehicle, even if on MBI business. It is preferred that employees use Institute vehicles, when available, for Institute business. If use of a personal vehicle is required it is with the understanding that the employee s supervisor is aware of the situation and the additional cost to the Institute. Employees using personal vehicles for Institute business must have valid proof of insurance in their vehicle. Minimum bodily injury coverage of $100,000 per person and $300,000 aggregate and minimum property damages insurance of $100,000 per occurrence is required to use a personal vehicle for Institute business. In the case of an accident involving a personal vehicle being used for Institute business, first notify your personal automobile insurance agent, and then notify the RMR. Moody s insurance does not provide collision coverage for personal vehicles and Moody will not reimburse you for your personal policy deductible. Personal use of Institute vehicles is prohibited. Section 4.1: Driver Responsibility Employees driving on Institute business are not prohibited from driving between the hours of 10:00 pm and 5:00 am. Section 4.2: Institute Trips Any vehicle use further than 60 miles is considered a trip. A co-pilot or navigator is required on all trips transporting 2 or more passengers. At least one cellular telephone must be taken on any trip for emergency contact purposes. 11

12 No more than 800 miles may be traveled in one day by employees. Vehicles must stop at a safe location on trips of more than 200 miles at least once every 4 hours or every 200 miles of operation for a driver change or break and a minimal vehicle check, consisting of walking around the vehicle, visually inspecting the tires and operation of lights, etc. On long trips (overnight), the driver shall check and maintain fluid levels, tire pressure, and exterior lights. A maximum of 16 hours of continuous travel is allowable, with a layover of at least 8 hours following that time. Layovers are required in the event of adverse weather and unsafe road conditions. 12

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