Anne Arundel Community College Motor Vehicle Policy and Procedure

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1 I. Purpose Anne Arundel Community College Motor Vehicle Policy and Procedure Table of Contents II. Scope III. Definitions IV. Driver Requirements V. Use of Pool Vehicles VI. General Rules for Vehicle Use VII. Insurance VIII. Accident Review Anne Arundel Community College acknowledges the assistance of Anne Arundel County Risk Management, Western Kentucky University, and Villanova University in the compilation of this Motor Vehicle Policy & Procedure.

2 I. Purpose: The purpose of this policy is to set forth the requirements applicable to all drivers of College owned, leased, or rented vehicles. The College 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 College vehicles. Driving a college vehicle is a privilege and Anne Arundel Community College reserves the right to deny or revoke the driving privileges of any driver in the event that the driver does not meet the requirements of this policy. II. Scope: This policy applies to all Anne Arundel Community College employees, students or any other person to whom the College grants the privilege of operating a College owned, leased, or rented vehicle for College business. III. Definitions: MVR- Motor Vehicle Report of an individual s driving record. Violation- Any motor vehicle driving violation or citation. College Vehicle- Any licensed or unlicensed vehicle owned, leased, or rented by the College for college business. IV. Driver Requirements: A. Drivers of College vehicles must possess a driver s license valid in the State of Maryland, or their state of legal residence that is of the proper class, has the proper endorsements for the vehicle being operated, and that meets any minimum qualifications for the individual s job classification. B. To be approved, the driver must be at least 21 years of age in order to drive one of the college s registered vehicles on and off campus, age 18 or older to operate any of the college s mobile equipment (i.e. non-registered carts, mowers, etc.) on the campus, and meet one of the following criteria: -College employee -Student employee -Other individuals on an absolute need to drive basis, as approved by the College s Fleet Administrator and upon recommendation of the appropriate supervisor.

3 C. All drivers must complete a Release and Applicant Information Form and a copy of their current driver s license. The Fleet Administrator will request an MVR from the State Motor Vehicle Department. This information will be evaluated by the College, which reserves the right to disqualify individuals based on their accident and traffic citations, during the most recent three years, within the following matrix: 1. Have any one of the following Type I citations- Careless or Reckless driving Leaving the scene of an accident At fault in a fatal accident Felony conviction involving a vehicle DUI conviction Refusal to submit to a blood alcohol test Driving on a suspended license Failure to appear in court 2. Have any moving violations such as- Running a red light Ignoring a stop sign Speeding Passing a stopped school bus Moving Violations Number of Accidents Type I Citations or More 0 OK OK OK Maybe NO NO 1 OK OK Maybe NO NO NO 2 OK Maybe NO NO NO NO 3 Maybe NO NO NO NO NO 4 NO NO NO NO NO NO V. Use of Pool Vehicles: Pool vehicles are to be utilized for official college business. Generally, these vehicles are not use for overnight trips or for commuting. Any use requires the signature of the Department Head on the Vehicle Request Form and is subject to availability. Drivers should submit the request and a copy of their Drivers License in advance of the day of use in order to allow the Fleet Administrator time to request a MVR from the State. Drivers should: - Check the assigned vehicle for any prior damage and bring the damage to the attention of the Fleet Administrator.

4 -Do not ignore any dashboard warning lights. Call Facilities ( ) immediately for assistance. -Report any damage that occurs to the vehicle using the reporting procedures that follow in Section VII. -Remove all personal items and trash from the vehicle prior to returning the vehicle. VI General Rules for Vehicle Use: -Use of a College vehicle will be for authorized business only, with approved exceptions. -The driver and all passengers are required to use seat belts or safety restraints. -Proper shoes must be worn for driving (i.e. no flip-flops, which can become tangled with the accelerator and brake pedals). -Traffic and parking laws must be obeyed. Fines resulting from violations shall be the sole responsibility of the driver. This includes traffic signal violations by a traffic control signal monitoring system. -Smoking is prohibited in College vehicles. -If an individual s license is suspended or revoked, the individual is responsible for notifying his/her supervisor immediately upon returning to work. An individual whose driver s license is suspended or revoked shall not be permitted to operate a College vehicle. -The driver of a College vehicle shall take all responsible precautions to ensure the security of the vehicle and its contents. Keys are to be removed and vehicles shall be locked at all times when unattended. -Operators of College vehicles are personally responsible for the operation of the vehicle. The operator may be subject to disciplinary action for any loss or damage, which is the result of gross negligence. -Drivers shall be reimbursed for parking fees and tolls incurred while on official College business. See Local Travel Guidelines for details. -Use of a cellular telephone while driving is prohibited. -Vehicle accidents/incidents must be reported in accordance with local laws, and also in compliance with the guidelines listed in Section VII below. -Any employee injuries resulting from the accident/incident should be addressed as Workers Compensation. See Workers Compensation guidelines for details. -Except in an emergency situation, individuals who are not Approved Drivers are not allowed to drive a College vehicle. -The College reserves the right to deny use of a College vehicle to any individual. -Weather conditions, such as snow, sleet or rain, mandate a reduction in driving speed coupled with an increase in following distances to avoid sliding/skidding.

5 - If you are involved in an accident while operating a vehicle on college business, you must: -Protect the accident scene so no other vehicle or person becomes involved in the accident. -Assist the injured to the extent of your first aid training. -Notify the Police. -Remain on the scene unless directed to do otherwise by an officer. -Do not answer any questions related to liability. Direct these questions to the college s Risk Management Office at Accident reporting, see below Section VII. -If your vehicle breaks down, due to an accident or mechanical failure, you should: - Move/Park the vehicle so it does not interfere with traffic, - During normal Business Hours, (8 AM to 4 PM) Call to report the trouble and Request assistance. -After 4 PM or on Weekends, call Ivan Knee at If Mr. Knee cannot be reached, Please try Mike Shingleton at or the Public Safety Office at Stay with the vehicle until assistance arrives. VII Insurance: A. Liability Coverage Anne Arundel Community College has Automobile Liability Insurance with a commercial insurance company. All approved drivers, operating a College vehicle with the permission of the Fleet Administrator are covered by this insurance policy. B. Accident Reporting- Report all vehicle accidents/incidents in accordance with local laws, notify the Fleet Administrator or Risk Management by telephone immediately and submit a written report of the accident to the Risk Management Office within 24 hours following the accident/incident. C. Collision/Comprehensive Coverage- The College purchases vehicle collision and comprehensive coverage with a large deductible. Any loss within the deductible will be charged to the department of the vehicle driver. All attempts will be made to recover the loss from the negligent adverse party and recoveries of the deductible will be credited back to the account charged. D. Employee injuries will be address as Workers Compensation. No Personal Injury Protection (PIP) claims will be honored unless the injury is ruled non-compensable.

6 VIII Accident Review: A. A committee will review all vehicle related accidents/incidents and reported near misses. B. The Accident Review Committee will meet quarterly, or as needed. C. The committee will consist of: -Risk Management Specialist (Chair) -Public Safety Designee -Facilities Designee D. Consequences: -Drivers who have a preventable accident, as ruled by the Accident Review Committee, shall be counseled by their supervisor and a copy of the committee s findings placed in the employee s Personnel File. -Drivers who have two or more preventable accidents, as ruled by the Accident Review Committee, within a one-year period, shall not be permitted to operate a College vehicle for six months and be required to have completed an approved Driver Improvement Program within their suspension period. Their Personnel file will be noted accordingly. -If after completing a Driver Improvement Program, the individual has another preventable accident within a one- year period, the individual shall not be permitted to operate any College vehicle.

7 DRAFT Anne Arundel Community College Motor Vehicle Policy & Procedure November 2006

8 Anne Arundel Community College Release and Applicant Information Form Applicant s Name Work Phone Home Phone AACC Department Supervisor/Dept. Head Home Address Driver s License Number License Expiration Date Years Driving Experience List all states in which you have been a licensed driver for the past three years: List any moving violations and accidents in the past three years (if none, so indicate):

9 I understand that Anne Arundel Community College may be requesting information from various Federal, State, and other agencies which maintain records concerning past activities relating to my driving record. I authorize, without reservation, any party or agency to furnish the above information and release all parties involved from any liability and/or responsibility for doing so. I hereby consent to Anne Arundel Community College and/or any of their agents to obtain such information. I recognize that these inquiries may be made randomly in the future and no further authorization is required by me. Applicant s Signature: Date:

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