Vehicle Policy- Vehicle Policy Statement
- Administrative Responsibilities
- Authorization
- Utilization
- Scheduling
- Cancellation
- Driver Qualifications
- Driver Responsibilities
- Violations, Adjudication and Appeals
- Accident Reporting/Accident Investigation
- Vehicle Maintenance
1. VEHICLE POLICY STATEMENT Mount St. Mary's University recognizes its responsibilities to its students and employees regarding the use of motor vehicles to conduct business. The university's desire to eliminate, reduce and control personal injuries and property damage is not solely based upon reducing operating costs, but includes its attempt to protect its employees and the general public at large. The university hereby establishes this Vehicle Policy as its guide to all employees and students who maintain or operate university vehicles that are either assigned to them on a daily basis or to which they have access. All university employees and students must utilize university vehicles in a prudent manner, one which adheres to all motor vehicle statutes, laws and regulations. This policy has been approved by the vice president for business and finance and the vice president and dean of the university. It must be adhered to by all employee and student drivers while in the process of driving a university-owned vehicle.* Mount St. Mary's will comply with all applicable laws and regulations including those that prohibit discrimination on the basis of race, sex, age, color, national origin, handicap or disabled veteran status. *Certain regulations apply to individuals utilizing their personal vehicles in the performance of university-related work. 2. ADMINISTRATIVE RESPONSIBILITIES This policy is beneficial in controlling employee and student driving activities and attitudes. The administration is expected to support and enforce fleet safety procedures and accident prevention measures described in this Vehicle Policy. 2.1 RESPONSIBILITY: It is the administration's responsibility t 2.1.1 Designate a person to coordinate and control the implementation and maintenance of this policy. 2.1.2 To emphasize the importance of this policy and require participation and cooperation from all employees and students. 2.2 ADMINISTRATION OF THE POLICY: 2.2.1 The director of Public Safety has been designated to administer the guidelines established herein and to supervise the use of the vehicles covered under this policy. 2.2.2 The purpose of this university directive is to set forth a Mount St. Mary's policy on vehicle safety for all employees and students. All employees and students are accountable for carrying out the procedures of this directive. This directive has been approved by the administration with the overall university objective in mind of reducing the risk of injuries to employees and students and, ultimately, cost. 2.2.3 The director of Public Safety will assure that each department head is informed of the Vehicle Policy and kept updated of any additions and/or changes in order that they can communicate with every employee and student driver under their supervision the procedures and remedies of this directive and the consequences should they be violated. 2.2.4 The director of Public Safety will notify, in writing, each director or department head of any violations committed by employees or students under their supervision. 2.2.5 A copy of the driver’s license of all university drivers will be kept in the Public Safety office. The name of the employee's insurance carrier and policy number will also be recorded. 3. AUTHORIZATION 3.1 All Mount St. Mary's departments and organizations are entitled to request a vehicle for transportation use. The department head or organization moderator will be responsible to see that the policies of this directive are followed. 3.2 Only individuals whose names appear on the Approved University Drivers list can operate a Mount St. Mary's vehicle. 4. UTILIZATION Mount St. Mary's vehicles may only be utilized for the following purposes: 4.1 Transportation of MSM employees, students and seminarians for official business. 4.2 Transportation to and from special activities when such trips are authorized by an appropriate university official. 4.3 Transportation for personal business is strictly prohibited. 4.4 Vehicles with cargo space will be appropriately utilized as intended. 5. SCHEDULING 5.1 Vehicles are scheduled on a first-come, first-served basis. Phone call reservations will be accepted with follow-up request in writing for the record. Five-day notice is required on all vehicle reservations. 5.2 At the time of the request all pertinent information will be given: departure time, return time, destinations, account number to be charged, purpose of trip and assigned driver. 5.3 Vehicles will be held for 30 minutes after scheduled departure time, then if not picked up will be returned to available status. 6. CANCELLATION 6.1 Requesting parties must call ext. 4499 when canceling a vehicle. 6.2 Vehicles may be canceled as a safety precaution during inclement weather by the director of Public Safety. No vehicles will be allowed on roadways when the snow emergency plan is in effect for Frederick County. 7. DRIVERS’ QUALIFICATIONS All employees and students wanting to be authorized to drive a university vehicle will be required to meet specific requirements: 7.1 Possess a valid driver's license issued by the state in which he or she resides. 7.2 Mount St. Mary's will require you to obtain a copy of your Motor Vehicle Reports (MVR) for all students and seminarians requesting to drive a university vehicle, as well as employees whose occupation requires them to drive university vehicles. 7.3 Employees requesting to drive a university vehicle for a specific occasion and who do not have an MVR will be asked to sign a verification form affirming that no motor vehicle violations are charged against their driver’s license until that employee can obtain a Motor Vehicle report (MVR). 7.4 The MVR is a valuable aid in assessing the driving ability of an employee or student. When evaluating the MVR, the following table will be used: 7.5 MOTOR VEHICLE VIOLATIONS (Employees) ACTION 7.5.1 2-4 points assessed: Warning letter sent for moving violations to employee and copy to the department head. 7.5.2 5 or more points assessed: not eligible to drive a university vehicle until MVR is cleared 7.5.3 Loss of license or DUI/DWI: Privilege permanently revoked until license is reinstated by Motor Vehicle Adminstration. 7.6 Motor vehicle violations for students - refer to Student Driver Program. 8. DRIVERS' RESPONSIBILITIES Drivers are required to do the following: 8.1 A person operating a university vehicle or personal vehicle on university-related business is required to have in his/her possession a valid driver’s license from the state in which he/she resides. 8.2 Any employee or student operating a university vehicle or personal vehicle on university business shall immediately notify Public Safety if his/her driver's license is suspended, revoked or deemed invalid for any reason by the state motor vehicle department or any other official agency. 8.3 It is a violation of state law for a driver of a vehicle to be under the influence of drugs or alcohol while driving. Individuals convicted of a DWI will permanently lose the privilege of driving a university fleet vehicle. They will also be restricted from driving any university vehicle during the suspension of their license. 8.4 A university vehicle, fleet or otherwise, will not be released at any time to an individual suspected to be under the influence of drugs or alcohol. 8.5 The consumption of alcohol, regardless of age, and/or use of drugs while in a university vehicle is a violation of state law and will be prosecuted accordingly. 8.6 The driver of any university vehicle must provide a prompt report to Public Safety (phone report within 12 hours, written report within 48 hours, or as soon as returning to campus if on a trip) of any accident involving the vehicle. Any accident involving a fatality, serious injury or major property damage MUST BE REPORTED IMMEDIATELY to Public Safety at 301-447-5357. 8.7 Drivers of all university vehicles shall comply with all applicable state motor vehicle laws and operating regulations, and are personally responsible for any citations issued for violations of same. Any citation received while driving a university vehicle must be reported to Public Safety. 8.8 All employees operating a personal vehicle in the scope of their employment will carry appropriate levels of insurance on the vehicle and as specified by policies. The name of the employee's insurance carrier and policy number must be recorded at Public Safety. 8.9 The driver of a fleet vehicle is responsible for reporting to Public Safety, when returning the vehicle, any malfunctions that occurred involving the vehicle. 8.10 Before any vehicle is placed into motion by the operator, all passengers, including the driver, shall have their seat belts and shoulder straps fastened. 8.11 The driver of a university or personal vehicle on university business is responsible for ensuring that all passengers are riding in a safe and secure manner. 8.12 A driver of a university vehicle must notify his/her supervisor or other designated administrator or responsible person when taking medication or when there is any serious condition that could impair his/her driving ability. 8.13 All drivers should perform pre- and post inspection checks of the vehicle they are responsible for. Any deficiencies or other notable problems of a fleet vehicle should be verified by a Public Safety officer before leaving the campus. 8.14 Conduct of the passengers will always be such that it does not interfere with the safe handling of the vehicle. 8.15 Vehicles must not be utilized to transport any nonauthorized passengers; i.e., hitchhikers. 8.16 Drivers are responsible for ensuring that fleet vehicle keys, credit cards and appropriate forms are returned to the dispatcher when the vehicle is returned. 8.17 All vehicle forms must be accurately filled out and signed. 8.18 The driver is responsible for the cleanliness and upkeep of the vehicle while in his/her possession. 8.19 Drivers must pick up fleet vehicles at the dispatch point. 9. VIOLATIONS 9.1 MINOR VIOLATIONS: 9.1.1 Operating a university vehicle or personal vehicle on university business without wearing seat belts and/or restraints. 9.1.2 Failure to require passengers to wear seat belts and/or restraints while in a university or personal vehicle on company business. 9.1.3 Failure to follow guidelines set forth in Section 8: "Driver Responsibilities." 9.1.4 Operating a university vehicle or personal vehicle while on university business without a valid driver's license on their person. 9.1.5 Unauthorized use of a university vehicle for business not in compliance with policies outlined in this section. 9.1.6 Operating a vehicle in a careless and reckless manner, endangering the driver’s safety as well as that of others. 9.1.7 Causing university vehicles to be damaged due to carelessness. 9.2 MAJOR VIOLATIONS 9.2.1 Being convicted of driving under the influence of alcohol and\or drugs. 9.2.2 Failure to report an accident, misrepresentation of the facts concerning an accident, or withholding information concerning an accident (see 8.6). 9.2.3 Leaving the scene of an accident (hit and run) without notifying the appropriate authorities. 9.2.4 Being charged by an outside police agency for causing an accident, with injuries or serious property damage, while driving a university vehicle or personal vehicle on university business. 9.2.5 Being convicted of two or more moving traffic violations within a 12-month period. 9.2.6 Gross negligence in driving a university or personal vehicle while on MSM business, which affects the safety of others or causes damage to university property. 9.2.7 Failure to report a revoked or suspended driver’s license to university authorities while continuing to drive a university vehicle or personal vehicle on university business. 9.3 REMEDIES 9.3.1 Accident Liability: 9.3.1.1 All vehicle accidents will be investigated by the Public Safety department and/or an outside police agency. If an employee or student is determined to be negligent in causing damage to university property while driving a university vehicle he/she may be held responsible for negligence and may lose the privilege of driving a university vehicle. Contributing factors will be the extent of carelessness involved (a safety issue), the cost incurred and/or the effort to avoid responsibility. 9.3.1.2 If an employee or student is involved in an accident on campus while driving his/her own personal vehicle, he/she will be liable for damages to university property if recognized as the party at fault. 9.3.2 Minimal remedial or disciplinary actions for minor violations: * 9.3.2.1 First offense - counseling session or written warning. 9.3.2.2 Second offense (within a 12-month period) - a second warning with possible driving restriction. 9.3.2.3 Third offense (within a 12-month period) - loss of driving privileges for 6 to 12 months. * Be aware that these are MINIMUM sanctions for specific offenses. Depending on the nature, degree and/or frequency of a violation, a more severe sanction may be imposed. 9.3.3 Minimal remedial or disciplinary actions for major violations are as follows. Note: Section 7.5 will supersede when applicable. 9.3.3.1 FIRST OFFENSE:
Employee or student is suspended from driving a university vehicle for a 12-month period and MVR is cleared. Employee may drive personal vehicle on university business during the suspension, but MUST carry a minimum Combined Single Liability of $500,000. Employee must provide a Certificate of Insurance to the business and finance department reflecting this coverage and must name Mount St. Mary's as a certificate holder. 9.3.3.2 SECOND OFFENSE:
Employee or student is suspended from driving a university vehicle for a 24-month period and MVR is cleared. Employee may drive a personal vehicle on university business during the suspension, but MUST carry a minimum Combined Single Limit Liability of $1,000,000. Employee must provide a Certificate of Insurance to the business and finance department reflecting this coverage and must name Mount St. Mary's as a certificate holder. 9.3.2.3 THIRD OFFENSE:
Employee or student is permanently suspended from driving ANY VEHICLE on university property. 9.4 Adjudication: The director of Public Safety is responsible for reviewing all accident reports, accident interviews and Motor Vehicle Reports and adjudicating the appropriate remedies. An appeals process can be initiated by appealing to the director of human resources, for employees, and to the dean of students, for students. 9.5 Reinstatement: Prior to reinstatement of driving privileges, employees or students must be informed of the consequences should they be involved in another violation. This counseling session will be documented and become part of their personnel record or disciplinary record. [ Back to Top] 10. ACCIDENT REPORTING All vehicle accidents that occur while driving any vehicle while on university business must be reported to Public Safety. This mandate includes personal vehicles, courtesy vehicles, lease vehicles, rentals, etc., in addition to vehicles belonging to the university. The following steps should be followed immediately after an accident: 10.1 Immediate Responses: 10.1.1 Seek aid for injured. 10.1.2 Call local police if off campus; Public Safety if on campus. 10.1.3 Obtain facts about other vehicles (insurance co. name, policy number and address, license number, color, year, make and registration number of vehicle). 10.1.4 Obtain facts about other driver (name and address, driver’s license number and state
issued, phone numbers--work and home). 10.1.5 Obtain identification of all parties injured and nature of injuries. 10.1.6 Obtain the names, addresses and phone numbers of witnesses. 10.2 Describe and diagram the accident. 10.3 If the accident is serious (serious bodily injury or property damage) call Public Safety as soon as possible at 301-447-5357. 10.4 Do not discuss the accident, except with police, the insurance carrier or representatives of the university. ADMIT NO LIABILITY. 10.5 If a university employee is involved in a motor vehicle accident while operating a personal vehicle on university business, the accident should be reported to the employee's insurance carrier and to Public Safety. 10.6 If the accident involves a rental vehicle being used by a university employee, report the accident to the rental company and to Public Safety. Public Safety will notify the university’s insurance company. 10.7 If damage to a university-owned or leased vehicle is caused by another party, immediately forward a report to Public Safety. Please indicate in your report that this is a case for subrogation. Initial recovery responsibility for the damage to university vehicles caused by others rests with the driver of the university vehicle. You must provide the following to Public Safety: 10.7.1 Copy of the police report. If no injuries occurred, the police may not fill out a report. If this occurs, obtain the responding officer’s name and police department for your report. 10.7.2 Information on other driver and vehicle. 10.7.3 Name, addresses and phone numbers of witnesses. 10.7.4 Description of accident. 10.7.5 Estimate of damage. 10.7.6 Cost incurred such as towing, rental, damage to property other than the vehicle or medical expenses should be documented. 10.8 If a university or rental vehicle breaks down while being used, the driver should call Public Safety and be prepared to relay type of problem and location and a phone number where he/she can be reached. Assistance may be rendered directly through the university or by the towing service the university uses. 10.9 If a Mount employee is involved in an accident while driving a courtesy vehicle or the courtesy vehicle is damaged somehow, a report must be filed with Public Safety. The university insurance company is responsible for paying for repairs. 11. VEHICLE MAINTENANCE 11.1 Physical plant personnel will routinely inspect the university’s vehicles. General service such as checking the oil, filling with gas, cleaning and inspecting for damage will be performed at these times BY THR VEHICLE DRIVER. A maintenance log should be kept of these inspections with a record of any noted problems. Public Safety should be notified of any damage to the vehicles. 11.2 Department heads will be notified of vehicles returned damaged or in filthy condition. Departments may be billed for repair or cleanup cost. discuss with the student the Student Driver Check-Out Sheet, the Vehicle Utilization Record and any questions from the written test that the student missed. - The officer will demonstrate to the student the external and internal inspection process that every driver is encouraged to conduct on an MSM vehicle before departing.
- The representative will give the student an opportunity to see and become familiar with the difference in size of a van and other motorized vehicle.
- The representative will then accompany the student to an on- and off-campus road test, observing the student's driving habits and ability to drive the van.
- If the student is successful and passes, the representative will sign the test and see that the student’s name is added to the Authorized Drivers List.
- If the student fails the road test, he or she will need to discuss with the officer what improvements need to occur before another test can be scheduled. The student will not have to retake the written test.
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