WESTMINSTER COLLEGE VEHICLE USE AND OPERATION POLICIES This policy applies to all faculty, staff, students, or volunteers who operate college vehicles or who operate non-college vehicles for college-related purposes. This policy is managed and implemented by Risk Management and enforced by the Motor Vehicle Coordinator of the Department of Plant Operations. For any further questions, please contact the Motor Vehicle Coordinator in Plant Operations. The Motor Vehicle Coordinator is Holly Patterson. Her office is located in Bamberger Hall, room 105 and her phone number is: (801) 832-2515. Questions regarding insurance and liability should be directed to Risk Management/General Counsel s office at (801) 832-2657 or (801) 832-2565. 1.0 CERTIFIED DRIVERS FOR VEHICLE OPERATION Only Certified Drivers are authorized to operate college-owned vehicles or to transport students for college purposes in College-owned vehicles, rental vehicles or in personal vehicles when all conditions (as outlined in this policy) are met. A faculty/staff member or student must go through the process to be designated a Certified Driver if they are using college owned or rented vehicles or, in some instances, their private vehicles to transport students on college-related events or activities. A Certified Driver ( CD ) is an employee, student, or volunteer who: 1) Has completed the Westminster College Driver Authorization Form, 2) Meets the criteria as described below, and 3) Has been authorized as a CD by the college. DEFINITION OF VEHICLE: A Vehicle, as used in this policy, means any collegeowned, leased, or rented motor vehicle or, where applicable, a faculty/staff member s personal vehicle used for College business, including transporting students for class-related purposes. 1.1 Application Criteria to become a Certified Driver 1.1.1 In order to become a Certified Driver Applicant ( CDA ), employees, students or volunteers must be nineteen (19) years of age or older; 1.1.2 CDA s must complete a Request for Motor Vehicle Record ( MVR ) form and have a minimum of two (2) years driving experience. Three (3) years of driving experience is preferred but not required. Certified Driver Applicants (CDA s) must present to Risk Management an updated MVR annually. Risk Management will maintain MVR s for three (3) years (current and two (2) previous years).
1.1.3 CDA s must also present to Risk Management a current and valid Driver s License. CDA s (and CD s) are responsible for providing to the college a current copy of their Driver s License and to provide an updated copy whenever the License is renewed. 1.1.4 CDA s must obtain their own current MVR (dated no earlier than ten (10) business days from the date the CDA presents to Risk Management the documents necessary to become a CD. 1. The CDA will bear the expense for obtaining the current MVR and for providing updated MVR s. Westminster College individual departments may reimburse the cost for securing the current (and renewal) MVR s, at their discretion and according to the individual department procedure. 1.1.5 Each CDA must successfully complete Westminster College s Driver Certification Program (CD-ROM disks are available through the Motor Vehicle Coordinator), obtain a Completion Certificate, and then submit all Completion Certificates to the Motor Vehicle Coordinator. Additional assessment and training is required when a CDA seeks permission to drive a van or utilize a trailer on the College s behalf, which will be coordinated through the Motor Vehicle Coordinator. 1.1.6 CDA s must certify on the Compliance with Vehicle Policy form that they have no convictions for driving under the influence, negligent driving, vehicular manslaughter or any other criminal offenses related to operating a motor Vehicle. 1.1.7 All CDA s must read the College s vehicle use and operation policies and certify with their signature on the Compliance with Vehicle Policy form that they understand and will follow the information. 1.1.7.1 The Faculty member authorizing the student driver must complete the Faculty/Staff portion of the Compliance with Vehicle Policy form before the form is turned in. Based on the information submitted, as outlined above, the College has the right to: (a) authorize a CDA to be a CD; (b) deny a CDA s application to be a CD; (c) grant a Conditional Certification, which will be reviewed thirty (30) days after the conditional certification is granted at which time a decision will be made to either authorize or deny the CDA to be a CD. This decision will take into account whether the CDA has met the terms of the Conditional Certification.
2.0 RESPONSIBILITY OF CERTIFIED DRIVERS 2.1 CD s must commit to driving safely at all times and shall sign the Safe Driving Affirmation Statement declaring such commitment. 2.2 CD s have the responsibility to inform the Motor Vehicle Coordinator of any moving vehicle violations or traffic accidents that occurred while they were driving a Vehicle or driving on College-related business. Depending upon the facts of each situation, a CD may be temporarily suspended or permanently barred from operating a Vehicle. 2.3 In the event a CD becomes a High Risk Driver as determined by the College, the college may suspend or terminate the CD s authorization to be a CD. 2.3.1 A High Risk Driver is a person who has committed one or more of the following violations: 2.3.1.1 Conviction for any alcohol and/or drug related driving offenses 2.3.1.2 Refusal to submit to a Blood Alcohol Content (BAC) test 2.3.1.3 Conviction for reckless driving 2.3.1.4 Any combination of two of the following violations within a year or three of the following violations within three years: moving violations, At Fault Accidents, or Preventable Accidents. 2.3.1.5 Suspension, revocation or administrative restriction within the last three (3) years 2.3.1.6 Leaving the scene of an accident as defined by the state law where the accident occurred 2.3.1.7 At fault in a fatal accident 2.3.1.8 Felony committed involving a vehicle 2.3.1.9 Two or more physical damage claims to College Vehicles in any twelve- month period. 2.4 In regards to the use of alcohol, illegal drugs, or any sort of substance that could cause physical impairment, the College adheres to a Zero Tolerance Policy: No person is allowed to operate any sort of Vehicle while under the influence of any substance, legal or illegal, that may cause physical impairment. No alcoholic beverages of any kind are allowed in the Vehicles. No illegal drugs are allowed in the Vehicles at any time. No tobacco products (smoking, snuff, chewing tobacco) are allowed to be used in the Vehicles owned or rented by the College, at any time. In no way does this provision prohibit the carrying of tobacco products while in the vehicle. 3.0 APPROVED VEHICLE USE 3.1 College-owned, leased, or rented motor vehicles ( Vehicles ) are to be used for College- related business only.
3.2 College-owned, leased, or rented motor vehicles ( Vehicles ) are to be driven by College Certified Drivers only. 4.0 RESTRICTIONS All drivers of College Vehicles are prohibited from engaging in the following: 4.1 Allowing a spouse, family member, or any other person to drive a College vehicle, unless that person is an employee, student or registered volunteer who has been authorized to drive a College vehicle. Otherwise, a spouse or other family member is not eligible or permitted to drive a College Vehicle. 4.2 Driving College Vehicles for unauthorized personal use. Students and registered volunteers are not permitted to drive College Vehicles for personal use under any circumstance. 4.3 Allow anyone who is not a COLLEGE DRIVER to operate a COLLEGE VEHICLE. More than one STUDENT or employee may be approved as a COLLEGE DRIVER for a particular trip; in those circumstances, only those members of the group shall drive the COLLEGE VEHICLE. All drivers must have their licenses approved through Risk Management. Only those drivers who are approved may drive, except in extraordinary circumstances as explained in the emergency and rental vehicle exceptions. The emergency exception to this provision is a situation in which failure to allow a person who is not a COLLEGE DRIVER to drive would create an unsafe situation. For instance, a College employee is on a long trip and becomes ill or sleepy but is unable to immediately stop for rest. Allowing a properly licensed passenger to drive is clearly the best alternative. 4.4 Operate a COLLEGE VEHICLE with his/her ability to drive is impaired by alcohol or drugs (including legal drugs which diminish the capacity to drive safely). 4.5 Transport or consume alcoholic beverages or illegally possessed controlled substances in a COLLEGE VEHICLE. 4.6 Smoke or use tobacco products, or allow passengers to smoke or use tobacco products in a COLLEGE VEHICLE. In no way does this provision prohibit the carrying of tobacco products while in the vehicle. 4.7 Vehicles ARE NOT to be driven off established roads. This presents too great a danger to passengers and risks major damage to the vehicles. 4.8 Animals are not allowed in Vehicles. The only exception to this provision is when a driver/passenger has an approved Service Animal as an ADA accommodation. Any service animal being transported in college vehicle must be
approved by the ADA/504 Coordinator and Risk Management. When there is to be a service animal in the vehicle, notification must be made to the Motor Vehicle Coordinator prior to the trip. 4.9 Children, including children of faculty and staff are not allowed in Vehicles, unless (1) the child is traveling as a participant in a college- sponsored activity or (2) the parent has received prior approval from his or her supervisor and the Director of Risk Management/General Counsel. 5.0 VEHICLE REQUESTS Any faculty or staff member ( Responsible Employee ) may request the use of a Vehicle by contacting the Motor Vehicle Coordinator with the Department of Plant Operations by phone (ext. 2515) or e-mail. The Responsible Employee has the responsibility to arrange for CD s to operate the Vehicles. If plans for Vehicle use change, the Responsible Employee MUST call the Motor Vehicle Coordinator and cancel or change the reservation. 5.1 The request must designate: 1. the purpose of the trip, 2. the length of the trip, 3. the name of the course or activity, and 4. the name of class or event. 5. identification of the funding source for the gas and/or rental (i.e. grant, department funding, etc.). 5.1.1 There will be a fifteen (15) dollar charge if a college vehicle is reserved and the reservation is not picked up. Any cancelation of the reservation that is not made within twenty-four (24) hours will be assessed the fifteen (15) dollar charge. ALL CANCELATIONS OF RESERVATIONS SHOULD OCCUR AT LEAST TWENTY-FOUR (24) HOURS PRIOR TO THE RESERVATION PICK UP IN ORDER TO AVOID THE CHARGE. 5.2 Vehicle check-out s are for individual trips only. The vans are not to be taken any other place than the originally scheduled destination. If the Responsible Employee requires a Vehicle to shuttle people to or from the airport, the Responsible Employee must arrange for a CD to return the Vehicle to the campus and for a CD for pick up from the airport. Vehicles ARE NOT to be left in the airport parking lot. 5.3 The Motor Vehicle Coordinator in the Department of Plant Operations will review the requests and determine appropriateness of use and availability of Vehicles. While an effort will be made to meet each request, the Motor Vehicle Coordinator has discretion to deny any request based on conflicts with other requests, the purpose of the request, safety concerns, funding or prior disregard for
Vehicle use and operation policies (i.e., leaving trash, leaving with less than 3/4 tank of gas). 5.4 Requests for Vehicles for academic or service learning purposes will be given priority. It is the practice that only one (1) college van/vehicle can be reserved at a time. If multiple trips are being reserved at the same time, the remaining trips will be placed on a waiting list and the best effort will be made to accommodate the multiple trips. 5.5 Once a request has been approved, the Responsible Employee must adhere to all the terms and conditions of this Policy and sign a statement outlining the terms and conditions of this Policy. 6.0 RESPONSIBILITIES OF RESPONSIBLE EMPLOYEES FOR VEHICLE USE PROCEDURES The Responsible Employee must pick up the keys and gasoline credit card from the Motor Vehicle Coordinator at the office of Plant Operations. Keys will only be given to the person who has requested the Vehicle. 6.1 GASOLINE CARDS 6.1.1 Westminster Gas credit cards are for the purchase of gasoline and car washes only. Any other non-fuel purchases (beyond a car wash) will be charged to the respective department. Unauthorized non-fuel purchases may be the reason a CD may have their certification revoked. 6.1.2 Westminster Gas credit cards are not to be used for private vehicles. If a faculty/staff member is using his or her personal vehicle, a mileage reimbursement form should be used. Use of student vehicles is not authorized under this policy. 6.1.3 If a gas card or Vehicle key is lost, the Responsible Employee s will be charged a replacement fee. The replacement fee is $ 50.00. 6.1.4 Gas will be charged to Responsible Employee s department travel code (5500) or to the grant code if the gas is purchased in part of a grant activity for all trips out of the valley, out of the state, and all overnight trips. 6.2 PRE-TRIP 6.2.1 Responsible Employees and CD s must inspect the Vehicle prior to driving the Vehicle and note anything that is of concern or that may make driving the Vehicle unsafe. Inspection forms MUST be filled out and maintained by the Motor Pool Coordinator.
6.2.2 CD s should NEVER take a Vehicle out when it has been determined (through the inspection form) unsafe to drive. 6.2.3 Report any unsafe condition to the Motor Pool Coordinator immediately. All efforts will be made to find a safe and satisfactory Vehicle. 6.2.4 Notify Motor Vehicle Coordinator if a service animal will be riding in the college vehicle. 6.2.5 Documentation on the back of the key envelope designated as pretrip must be completed prior to the trip. 6.2.6 Emergency Boxes cannot be removed from the vehicle. 6.3 DURING TRIP 6.3.1 Make certain that no one other than a Certified Driver operates the Vehicle. 6.3.2 Ensure that at all times the driver(s) and passenger(s) wear seat belts. 6.3.3 Place all luggage, equipment, etc. within the vehicle, making certain that no items are above seat level. No storage of any items is allowed, for any reason, on the roof of the Vehicle. 6.3.4 In the event of an auto emergency, please contact Risk Management at 801-832-1657. 6.4 POST-TRIP 6.4.1 Care for the Vehicle properly and remove garbage from the Vehicle prior to returning it. There will be a twenty-five (25) dollar fine assessed if vehicles are returned dirty or unfit for the next reservation. 6.4.2 Return the Vehicle to the marked parking spot behind the library. 6.4.3 Return the keys, gas credit cards and receipts to Plant Operations upon your return. 6.4.4 Do not keep the keys. If the Vehicle is returned on a weekend or late at night, return the keys, etc. to Campus Patrol (extension 2525) upon your return. College Vehicles should never be parked anywhere but the designated spot. If the designated spot has an illegally parked car in it, notify Plant Operations and/or Campus Patrol, detailing where you had to park the Vehicle. College Vehicles should never be taken home and parked overnight.
6.4.5 Return the Vehicle with at least 3 4 of a tank of gas. There will be a twenty-five (25) dollar fine assessed if vehicles are returned with less than ¾ of a tank of gas. 6.4.6 Documentation on the back of the key envelope designated as posttrip must be completed upon return of the vehicle. 6.5 EXTENDED TRIPS If the trip will require an overnight stay or more than six hours of driving to reach the destination, the following requirements apply: 6.5.1 Two (2) CD s for each Vehicle. 6.5.2 No driving by the same CD for more than four (4) hours at a time without taking a break and no more than six (6) hours of driving by the same CD in a fourteen-hour period. When taking these breaks, it is recommended that a CD or the Responsible Employee conduct a walk-around inspection of the Vehicle, noting anything that may have changed since the initial Vehicle inspection was conducted. This walk-around must be documented and in writing. 6.5.3 Cell phone use and/or texting by the driver when the vehicle is in motion is prohibited. 6.6 TRAFFIC ACCIDENTS 6.6.1 A laminated copy of instructions to follow at the scene of an accident is located in the glove box of each Vehicle along with a form to be used for gathering all pertinent accident scene information. Each Vehicle has also been equipped with a disposable camera (located in the emergency box) for use at an accident scene. 6.6.2 Each vehicle is equipped with a basic first aid kit. (This should be verified on the initial pre-trip inventory located on the back of the key envelope). 6.6.3 A triangular reflector is located in the rear section of each Vehicle in the emergency box. (This should be verified on the initial written inventory).
7.0 INSURANCE 7.1 Westminster College provides insurance for all College-owed Vehicles. If a vehicle is rented, the College insurance covers the rental vehicle after a deductible. If you rent the vehicle with Enterprise or National Car Rental under the College s contract, insurance coverage to cover the deductible is included in the rates of the vehicle at an affordable price. Otherwise, satisfying any deductible from a loss will be the responsibility of the department renting the vehicle. 7.2 If a CD drives his or her own vehicle on College business, CD s must, at all times, maintain personal automobile insurance at limits outlined in the Private Vehicle Notification Form. The CD s insurance will be the primary insurer, with the College as the secondary. Copies of personal automobile insurance must be delivered with the Certified Driver Application and copies of personal automobile insurance will be housed and maintained in the Risk Management Office. The college requires you carry personal auto liability insurance with limits of at least $100,000 per occurrence / $300,000 aggregate. The faculty/staff member should also have their own collision and comprehensive insurance coverage in the amount equal to the value of their vehicle. 8.0 FAILURE TO COMPLY In the event a CD fails to comply with any of the Westminster College Vehicle Use and Operation policies and procedures in this document, the College may take any or all of the following actions: 8.1.1 Suspend for a period of time all use and/or operating privileges 8.1.2 Terminate permanently all use and/or operating privileges. 8.1.3 Charge for the cost of labor incurred by the College to clean, fill the tank or repair the Vehicle. 9.0 USE OF PRIVATELY-OWNED MOTOR VEHICLES 9.1 A privately-owned motor vehicle may be used for college business when it is the most appropriate transportation mode, such as for local trips. 9.2 Personal vehicle insurance: Drivers using their personal vehicles for college business travel must carry their own comprehensive / collision auto insurance (not reimbursable) in amounts set aside on the Private Vehicle Notification Form. Insurance levels are set at such a level to protect drivers, passengers, and involved vehicles from the financial consequences of an accident.
9.2.1 Verification of Insurance: Faculty/staff using their privately owned motor vehicles for college business or to transport students must deliver a copy of their insurance policy coverage to Risk Management and sign a Personal Vehicle Notification Form. 9.3 Accidents and Insurance Coverage: If an accident occurs while faculty or staff are using their personal vehicles for College activities, their personal insurance is the primary insurance. College insurance will start only after the personal insurance has reached its limit. 9.4 Use of Personal Vehicle: Frequent use of personal vehicles for business is discouraged since no reimbursement will be made for accident-related repairs, whether these costs result from your own acts or acts of others. 10.0 FIREARMS 10.1 Firearms may not be transported in either Westminster College vehicles or in private vehicles being used for Westminster College business. Violation of this provision may lead to a revocation of authority as a Certified Driver or revoking your ability to use your private vehicle for college business, as well as discipline for failure to adhere to college policy, up to and including termination from employment. While rare, if there is a reason why a firearm must be transported in a college-owned, rented, or personal vehicle being used for college purposes, please consult with Risk Management prior to transporting the firearm. Forms Accompanying this Policy Westminster College Driver Authorization Form Student, Faculty, and Staff/Vehicle Use Agreement Compliance with Vehicle Use Policy Vehicle Request Form Westminster College Private Vehicle Use For College Business Agreement Safe Driving Affirmation Statement Completion Certificate
Westminster College Driver Authorization Form Student, Faculty, and Staff A Certified Driver is a faculty or staff member or student, nineteen (19) years or older who has been authorized to operate a College vehicle. Under the College s Vehicle Use and Authorization Policy, all students and volunteers are required to complete a driver authorization form prior to driving: (1) A college vehicle OR (2) A rental vehicle on college business or for a college related activity, as defined in the Vehicle Use and Authorization Policy, or (3) A faculty/staff member s personal vehicle on college business or for a college related activity, as defined in the Vehicle Use and Authorization Policy. Driving Info: The following questions ask for information that you are obligated to update this form when a change occurs.. This means, for example, that if you receive a speeding ticket, you must tell us prior to driving a colleague to a meeting. NAME: DATE: Faculty Staff Student DEPARTMENT: Address: Driver s License Number: Daytime Phone: Issuing State: Restrictions: YES NO Explain: 1) Do you have a valid driver s license? Yes 2) Do you have valid automobile liability insurance? Yes 3) Have you had any moving violations in the past five (5) years? Yes Date of Conviction: Speeding Reckless Driving Other (explain): Date of Conviction: Speeding Reckless Driving Other (explain): Date of Conviction: Speeding Reckless Driving Other (explain):
Are you currently in a special-risk, high-risk insurance pool: Yes 4) Have you been in an accident as the driver of a vehicle in the past five (5) years? Yes Date of accident: Minor accident, low speed low damage Other (explain): For more significant accidents: Additional information needed- Give information relevant to the cause, such as whether you rear-ended another vehicle, were hit by a drunken driver, ran into an obstacle in the road, lost control while speeding, etc. Unless another driver was clearly at fault, indicate if serious injuries resulted. 6) Have you been convicted of DUI or DWI or the equivalent in the past 15 years? : Yes Date of conviction: Other pertinent information relevant to case: 7) Has your License been suspended in the past 15 years? Yes Do not need to report the following: Suspensions for reasons unrelated to driving, driver safety, alcohol, or drugs. Suspensions for failure to pay court fines or child support Failure to pass a mental or physical exam Failure to stop at the scene of an accident Date(s) of suspension(s): Reason for the suspension(s): Other pertinent information relevant to case: VEHICLE USE AGREEMENT I,, certify that the information provided above is true and accurate to the best of my knowledge. I further certify that I have read and understand the requirements and regulations for Westminster College vehicle use. I understand any vehicle loaned to me will be inspected upon my return to insure I have complied with Westminster College Vehicle Regulations. Signature Date This Box is for Administrative Purposes Only *Motor Vehicle Report (MVR) received *Driver s License Photocopy Expiration *Certificate from15-passenger Van Driver Course DATE DATE DATE
Compliance with Vehicle Use Policy Name as it appears on Driver License: Driver License number: (Note: legible photo copy of license needs to be attached) State/Country: DOB: Cell Phone: Activity/Club Title: Requesting Department: Requesting Faculty Member Name: EXT: By signing this document, I certify the accuracy of the information I have provided, and that I have read and agree to comply with the Vehicle Use and Operation Policy, including the Driver Conduct Regulations. I certify that I have no convictions for: (initial) driving under the influence, (initial) negligent driving, (initial) vehicular manslaughter, (initial) any other criminal offenses related to operating a motor vehicle. I hereby authorize Westminster College and/or its insurance/risk representative, pursuant to the Driver s Protection Act, to periodically obtain and review my Motor Vehicle Record as needed in order to evaluate my insurability when driving a College owned, rented, or leased vehicle. I understand that this information will be kept confidential and released only to those College representatives charged with overseeing the College s insurance and employment practices. Driver Signature: Date: This section to be completed by Faculty/staff member authorizing student driver: I have reviewed the above information and authorize the above individual as a driver. Approving Authorization: (print name) (sign name) Position: Department: You have authorized, to drive for the following department/class/school activity, specifically,, which will be held on the following dates: to. For Office Use Only: Driver History Clearance: Yes
On-campus moving violations: Yes Excessive violations (five+): Yes (years) Driving privileges revoked: Yes Judicial Rulings: Yes Driver: Approval Granted Applicant Notified via: Email Date of Notification Safe Driving Affirmation Statement All authorized drivers who operate a College vehicle or a personal vehicle on College business will adhere to this statement of College policy: There is no insurance coverage for theft of personal items from the vehicle. There is no College coverage of any kind for personal vehicles used by employees, students or volunteers. The coverage available would be whatever personal coverage the owner of the vehicle carriers. 1. Driving while under the influence of drugs or alcohol is strictly prohibited. 2. The transportation of unauthorized passengers (i.e., hitchhikers) is prohibited. 3. The driver and all passengers are required to wear seat belts. Vehicles that are not equipped with operable seat belts are not to be used on College business. 4. Avoid using a cell phone while driving, whether it is to place or receive a call. The College strongly discourages texting while driving. If you must use your cell phone while in the vehicle, find a safe place to pull off the road. Do not stop on the shoulder, as it is not a safe place to stop. 5. The vehicle shall be operated according to College regulations and applicable federal, state, and local laws. 6. The driver assumes full responsibility for any and all fines or traffic violations associated with his or her operation of a College-owned vehicle. 7. All drivers shall be in possession of a valid driver s license at all times. 8. When the vehicle is left unattended, the vehicle ignition must be off, and the vehicle must be locked. 9. Proper use of turn signals is required of all drivers at all times. 10. The driver is responsible for ensuring that tires, headlights, turn signals, taillights, and windshield wipers are clean and operational. 11. College vehicles are not to be driven "off the road" unless the vehicle is appropriate for that use. Vehicles should not be driven at speeds that are not appropriate for road conditions or that exceed posted speed limits. 12. College vehicles and rentals should not be used to jump-start, push, or tow other vehicles. 13. Emergency repair work to College vehicles should be performed by trained, authorized mechanics where feasible. 14. Report any accidents or damage immediately to your supervisor and the Risk Manager. In case of an accident, employees should follow these guidelines: a. Keep calm and do not argue with other persons involved in the accident. Your arguing may result in unnecessary legal action. Never make any
statements concerning fault or guilt. Never agree to make payments for the accident. b. If injury is involved, get immediate medical aid. Report injuries you sustain to your supervisor and the Office of Human Resources. c. Notify police. In order to collect on some insurance coverage a police report may be necessary. d. Discuss the accident only with police officers, the College's insurance representatives, or Westminster officials. Refer all questions from lawyers, other involved parties, and others to the General Counsel. e. Take down as much information as you can on all other party(ies) to the accident (e.g., insurance company, driver's name, license number, plate number, make of car, model of car, year, how accident happened, witnesses, addresses, phone numbers, etc.). f. If you are out of town on business, telephone a report to both your supervisor and Risk Management. Name Date Signature
VEHICLE REQUEST FORM Name of Requestor: Date of Request: Please answer these five questions: 1. What is the purpose of the trip? 2. What is the length of the trip? 3. What is the course or activity sponsoring the trip? 4. What is the name of the class or event? 5. What is the funding source for the rental/gas (i.e. grant, department funding, etc.)? Please include budget code or grant name. PLEASE NOTE: There will be a fifteen (15) dollar charge if a college vehicle is reserved and the reservation is not picked up. Further, any cancelation of the reservation that is not made within twenty-four (24) hours will be assessed the fifteen (15) dollar charge. ALL CANCELATIONS OF RESERVATIONS SHOULD OCCUR AT LEAST TWENTY-FOUR (24) HOURS PRIOR TO THE RESERVATION PICK UP IN ORDER TO AVOID THE CHARGE.
WESTMINSTER COLLEGE PERSONAL VEHICLE USE FOR COLLEGE BUSINESS AGREEMENT Use of privately owned vehicles for transporting students or conducting college business is generally a discouraged practice. Faculty and staff who do choose to transport others in their private vehicles must complete this form and accept to be bound by this agreement. Name of faculty/staff: Date: Email: Phone (Office): Title/Position Supervisor: Supervisor Phone: (initial) When using your personal vehicle for college travel, the primary liability coverage shifts from Westminster College to your personal auto insurance. Your personal auto insurance will be the primary payer in the event of a loss. Westminster College s auto liability insurance is in excess of the employee s personal auto liability insurance. (initial) If you choose to use your personal vehicle, you are required to carry auto insurance on the vehicle that is used for college business and sponsored travel. The college requires you carry personal auto liability insurance with limits of at least $100,000 per occurrence / $300,000 aggregate. (initial) Westminster College is not responsible for the physical damage to an employee s vehicle. Therefore, employees should also have their own collision and comprehensive insurance coverage in the amount equal to the value of your vehicle. (initial) I have attached a current copy of my insurance coverage to this document. Driver s License Number: Issuing State: Expiration Date: Years of Driving Experience: Date of Birth: Driving Restrictions: YES NO Restrictions, if any: I certify that the above information is true and correct to the best of my knowledge. I authorize access, review, and release of my driving record to Westminster College to verify the above information. For the safety of its passengers, Westminster College reserves the right to request a current driving record and current insurance coverage amounts at any time and to deny or rescind approval to use of personal vehicles to transport students. Signature Date THIS DOCUMENT MUST BE SENT TO RISK MANAGEMENT WITH ATTACHED INSURANCE COVERAGE DISCLOSURE FORM