Motor Vehicle Policy

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2 Table of Contents I. Overview II. Procedures and Responsibilities III. Accident Procedures for Drivers IV. Post-Accident Review V. Passenger Van Safety Policy ADDENDUMS A. Acknowledgement & Consent Agreement B. Driver Authorization and Release Form C. Van Safety Acknowledgement Form 2 P age

3 I. Overview Lebanon Valley College (LVC) considers a safe driving record to be very important. Upon hire and annually thereafter, LVC will conduct a motor vehicle records examination through a third party vendor for full-time and part-time employees, volunteers, and students who are required or designated to drive college vehicles for college business purposes for five (5) or more days per calendar year. Employees, volunteers, or students (hereinafter "college personnel") who drive college vehicles will be required to review LVC s, complete required forms, follow established guidelines, and maintain a valid driver s license. PLEASE NOTE: For those operating a college van, a motor vehicle records examination, completed forms, and van training are required prior to operating a college van. A. The following guidelines have been established to help control the operation of the College s owned, leased, or rented vehicles: College-Owned Vehicles o The College s insurance provides for both liability and physical damage for College personnel who use College-owned vehicles. o A driver s or passenger s personal effects, while within a College-owned vehicle, are not covered by College insurance. If a loss or damage occurs to personal property, losses should be submitted directly to personal homeowners / renters insurance. Leased and Rental Vehicles o The College s insurance provides for both liability and physical damage for College personnel who rent vehicles while on authorized College business. The coverage extends for car rentals in the U.S., Puerto Rico and U.S. territories. (Therefore, please waive the rental agency s insurance coverage.) A Certificate of Insurance is available that will evidence the College s non-owned and hired auto coverage; please contact the Senior Assistant for Administration and Finance (x6202), for a copy. The College s policy does not cover vehicles rented in a foreign country; therefore, coverage should be secured with the rental agency. A driver s or passenger s personal effects, while within a leased or rented vehicle, are not covered by College insurance. If a loss or damage occurs to personal property, losses should be submitted directly to personal homeowners / renters insurance. Personal Vehicles o When College personnel use their own personal vehicles on authorized College business, the individual must maintain his/her own adequate insurance coverage, as it is the primary coverage for liability and physical damage should an accident 3 P age

4 occur. College personnel are expected to comply with all applicable laws and regulations concerning the operation of motor vehicles. II. Procedures and Responsibilities A. College personnel who are required or designated to drive by their respective departments must read and sign the Acknowledgment and Consent Agreement, complete the Driver Authorization Form, and provide a copy of their valid driver s license to Human Resources. A Motor Vehicle Record (MVR) will be requested from the Department of Motor Vehicles through a third party vendor. The MVR will be reviewed to grant authorization to drive. B. Results of MVR screening will be maintained in the Office of Human Resources. a. If the MVR includes infractions that violate LVC policies, the applicant will be notified in writing that they will not be permitted to operate College vehicles or rent vehicles while on College business. The applicant will also be notified that they are not permitted to transport students or other College employees while on College business. b. If an LVC employee is required to have a valid driver s license as a requisite for employment and their driver s license is suspended or revoked, that employee may be subject to suspension and / or termination from employment. C. In order to receive authorization to operate a College-owned, leased, or rented vehicle (hereinafter "College vehicle"), College personnel must: Possess a current valid US driver s license or a valid and approved international license and be at least 21 years of age. Agree to operate College vehicles in accordance with applicable local, state, and federal laws and the College s regulations. Agree to the use of seat belts by the driver and all passengers at all times. Agree not to use electronic wireless communication devices while driving a College vehicle or while driving a personal vehicle on College business except for voice communication with a hands-free device. Agree that the payment of all driver-related traffic violations and citations will be the sole responsibility of the driver. Report any change in license status (e.g. convictions, license suspension or revocation) to the driver s supervisor and Human Resources within 48 hours. If operating College vans, complete the College s Passenger Van Safety Training and sign a Van Safety Acknowledgement Form. (First-time drivers of College vans are required to participate in training and a test drive under the supervision of a Public Safety Officer.) D. Driving privileges will be denied if convictions for any of the following violations appear in the applicant s MVR within the past three (3) years: a. Leaving the scene of an accident b. Reckless driving c. Driving under the influence of alcohol or drugs 4 P age

5 d. Hit and run e. Vehicular homicide or assault f. Participating in an unlawful speed contest g. Eluding or attempting to elude a police officer h. Other violations which demonstrate negligent driving habits No one will be permitted to operate College vehicles with a probationary, courtrestricted, or junior license. LVC reserves the right to deny or suspend the privilege of operating a College vehicle at any time. III. Accident Procedures for Drivers: A. In the event of an accident the following procedures must be followed: Obtain any medical attention that is necessary. Any accident that involves personal injury or property damage must be reported to the police. The College s liability and collision insurance is primary when College personnel use a College vehicle. Exchange information with the other operator involved (if applicable), minimally obtaining driver s license and registration information, insurance company information and contact numbers. Contact information for all witnesses should be obtained. Notify Public Safety ( ; x6111), and your immediate supervisor of the accident as soon as possible. Information and records regarding accidents will be maintained by the Senior Assistant for Administration and Finance (x6202). IV. Post-Accident Review A. Accidents may undergo a Post-Accident Review to determine the cause and preventability of an accident. Pending the outcome of the investigation, recommendations may be made for corrective action (e.g. temporary or permanent denial of College driving privileges; required attendance at training program; etc.). V. Passenger Van Safety Policy A. When driving College vans, the following procedures must be followed: Training must be completed with the Office of Public Safety. A Van Safety Acknowledgement form must be signed. The seating capacity for College vans should not exceed 12 passengers, including the driver. College vans may not leave Pennsylvania. If planning a trip out of state, a van must be rented from an off-campus source. All passengers must properly secure their seat belts before the vehicle is driven. All items from section II C must also be followed. 5 P age

6 Form A Acknowledgement and Consent Agreement of the I have read the entire contents of the Lebanon Valley College or have had it read to me and agree to comply with all of the requirements. I have been given an opportunity to ask questions and fully understand the meaning of the policy. Additionally, I understand that I should contact a supervisor or activity sponsor should I have any future questions or concerns. By signing below, I acknowledge having received a copy of this policy and agree to abide by its contents. I also understand that I should periodically review the policy (available on the LVC portal), as the College reserves the right to make changes and additions. NAME (Printed): SIGNATURE: DATE: Please Return to Human Resources 6 P a g e

7 Form B Driver Authorization and Release All College personnel (including faculty, staff, volunteers and students) must complete this form in order to be approved to operate a College owned, leased or rented vehicle for the purpose of College business on a regular basis (defined as (5) or more days per year). On behalf of Lebanon Valley College, EZ-FACTS will make inquiries annually about your driving history. In compliance with the Fair Credit Reporting Act, you are entitled to be informed if an offer of employment is withheld because of information obtained from EZ-FACTS and, in that event, upon your written request, we will provide a copy of the report we receive and the FTC notice, A Summary of Your Rights under the Fair Credit Reporting Act. Please complete below. Your signature authorizes, without reservation, any party, including but not limited to employers, consumer reporting agencies, law enforcement agencies, state agencies, institutions and private information bureaus or repositories, contacted by EZ-FACTS to furnish any or all of the above mentioned information (i.e., about your driving history). Your authorization releases Lebanon Valley College and EZ-FACTS from any and all liability for damages arising from the investigation and disclosure of the requested information. Further, it releases and discharges from liability all companies, agencies, officials, officers, employees and other persons, who, in good faith, provide to EZ-FACTS the above mentioned information as requested, in order to successfully complete an investigation for your application to drive College owned, leased or rented vehicles. Your signature allows a photocopy or fax copy of this authorization to be as valid as the original. **Please also note that you must inform Human Resources of any change in your driving record. Any negative change in status of your driving record may result in the revocation of the privilege of operating College-owned, leased, or rented vehicles. PRINT FULL NAME *DATE OF BIRTH SOCIAL SECURITY # DRIVER LICENSE STREET ADDRESS CITY, STATE, ZIP MAIDEN OR OTHER NAMES *Date of birth is requested only for the purpose of identification in obtaining accurate retrieval of records and will not be used for discriminatory purposes. APPLICANT SIGNATURE 7 Page

8 Form C Van Safety Acknowledgement College personnel who drive a college-owned, rented or leased vehicle for the purpose of transporting passengers must submit to a Motor Vehicle Records examination, complete Passenger Van Safety Training with the Office of Public Safety and initial / sign this form, as well as complete the necessary paperwork for operating a college vehicle prior to operating a college-owned, rented or leased vehicle. 1. Passenger vans have a rollover risk similar to other light trucks and vans. 2. The risk of rollover increases dramatically as the number of occupants is increased. 3. The weight of the van, particularly when fully occupied, causes the center of gravity to shift rearward and upward causing the likelihood of rollover. 4. The shift in the center of gravity will also increase the potential for loss of control in panic maneuvers. 5. The weight of the van when fully occupied requires additional stopping distance. 6. The width of the van allows for less lane room. 7. The length of the van increases distance needed for making turns, changing lanes, and backing up. I have read and understood the possible risk involved while operating a passenger van. (Initials) I am aware the handling characteristics of a passenger van may change dramatically, especially when fully loaded. I understand that extra caution is required when operating this vehicle. (Initials) The wearing of seatbelts by the operator and all passengers is mandatory at all times. (Initials) PRINTED NAME SIGNATURE DEPARTMENT DATE Van Training Completed on: DATE By Public Safety Officer: SIGNATURE 8 Page