4/4/2013 OPO VEHICLE USE POLICY OPO/DOC

Transcription

1 4/4/2013 OPO VEHICLE USE POLICY OPO/DOC Vehicle Use The Outdr Prgrams Office (OPO) prvides staff and affiliated student grups with vehicles fr spnsred events. These vehicles are either leased t OPO r rented thrugh the VOX Office. The driver f a Dartmuth vehicle must drive in a safe and respnsible manner. The fllwing guidelines are intended t encurage respnsibility n the part f student and staff drivers fr the maintenance and peratin f ur vehicles. Wh Can Drive OPO Vehicles: Only Dartmuth students and emplyees are eligible t drive Cllege Vehicles after cmpleting the Cllege's driver apprval prcess. Per Dartmuth plicy first-year students cannt drive. In additin yu must attend an OPO infrmatinal talk ffered multiple times per term by the staff. Check the DOC and Outdr Prgram web page fr exact time, date and place. Driver s must receive an OPO driver card frm the Vehicle Reservatin Crdinatr prir t receiving keys r driving. Cst f Vehicle Use: The cst fr DOC grups is.65 cents/mile. The cst fr ther OPO grups (ski team, educatinal prgrams) is $40/day plus.50 cents/mile. Charges fr use are determined at the end f the mnth thrugh the lg-in bk entries. These vehicles are prvided by the OPO t assist in carrying ut the educatinal, scial and service prgrams under the Outdr Prgrams umbrella. OPO vehicles are nt available t ther Cllege grups and departments, nr are they t be used fr persnal use. Pririty f Use: 12 Passenger Savana primarily used fr DOC and Outdr Prgrams use Official trips PE classes Other Stake Truck Cabin wrk crew during the summer, then Wdsmen s Team, then any curse r trip with fewer than 6 peple. Bus #1 Ski Team (Alpine) Exclusive use Nv 1-April 1 General use at ther times f the year. Bus #2 Ski Team (Alpine) Exclusive use Nv 1-April 1 - General use at ther times f the year. During DOC Trips exclusive use f van and bth buses Reservatins: T reserve a vehicle fr an OPO/DOC-related activity: Cmplete a vehicle request frm and return it t Julie Bell. If yur club/prgram intends t use a vehicle n a weekly basis during the term cmplete reservatins fr the entire term this helps OPO manage vehicles mre effectively. Cancellatin: Alert Julie asap s she can fill ther requests. 1

2 Keys: The persn requesting the vehicle shuld pick up keys frm Julie Bell. Keys shuld be returned t her r t the drp bx utside Rm 119 immediately after use. Fuel: If the fuel tank ges belw half full n yur trip yu are respnsible fr filling the tank. OPO Vehicles are refueled at the FO&M pump in the lt ff f Lebann Street (ppsite the Jewel f India Restaurant) near the Cllege smke stack. This pump is pen 24 hurs a day and is accessed with a special green plastic key attached t each vehicle key. Place the gas hse in the tank and turn n the pump. Open the cntrl panel and enter and turn the key int the slt. The machine will ask fr a PIN number, enter it (2001) and then yu will be asked t request a pump - press ne: yu will be directed t remve the key- gas will flw. On lnger trips request a credit card frm OPO Business Manager, Kathy Decat t refuel away frm Hanver. VOX Vehicles cme with a fuel card t be used at cmmercial gas statins. Parking: OPO Vehicles are parked alngside Rbinsn Hall in ur reserved spaces n the suth side f Sanbrn Lane between McNutt and Rbinsn Halls. Additinal parking is available in OPO reserved spaces behind the white apartments at 17 W. Wheelck called the West Wheelck Lt. The Stake Truck is parked at a reserved space in the Thayer Schl f Engineering parking lt (Cummings Lt) abve the cemetery. Vehicles shuld be left unlcked. Nte: during the winter the ski team vehicles have exclusive use f the parking spaces n the Rbinsn side f Sanbrn Lane. VOX Vehicles and the Ldge truck, ff seasn, are mst generally parked in Dewey lt belw the Medical Schl. Lading: Vehicles can be laded at the rear entrance t Rbinsn Hall. Secure laded items t prevent injuries. Lg-in Bks fr OPO vehicles: 1) Mileage - Lg-in bks are used t recrd mileage and trip activity and are secured in metal clipbards kept in all OPO vehicles. Lgs shuld be used fr each instance f vehicle use. Recrd the number f peple n the trip, beginning mileage, the driver's name and club/prgram befre yu start the trip. Recrd end mileage when yu return. 2) Mnthly mileage recrds will be reprted t Julie n the furth Friday f each mnth s the cst f use is inputted int the Cllege financial system. 3) Activity Reprt - are used t reprt actual participants n a trip. This is imprtant as an accurate recrd f wh was n the trip and details f place and time, and in case there is a majr emergency in the field. This carbn cpied Activity Reprt shuld be filled ut befre departure and the pink cpy left in the trips ut bx near the back dr f Rbinsn Hall, and the yellw cpy left in the Lg-in bk. 4) Driver Talk - A cpy f this dcument is in each vehicle fr yur reference. 2

3 5) PCMP Exceptin Using 15 passenger busses creates certain requirements fr drivers. A descriptin f these requirements is in the bx. This may be necessary if yu are pulled ver and the fficer is nt cmpletely familiar with the law. As a nn-business entity, ur drivers are nt required t be ver 21 years f age, nr d they need t carry current DOT medical certificates. Radside Assistance: During ffice hurs call OPO at After hurs and n weekends call Safety and Security at Use f persnal vehicles is discuraged. Persnal vehicles may nt carry adequate insurance t cver the claims frm an accident. Vehicles may be damaged and the Cllege des nt cver expenses assciated with persnal vehicles. Exceptins are made n a case-by-case basis and require an apprval prcess. If yu are given permissin t use a persnal vehicle fr an fficial Cllege trip it must be preapprved by the Cllege fr such use. The legal wner f the vehicle must cmplete an Owner Apprval Frm (Frm II) authrizing use f the vehicle fr fficial cllege trips/activities and identifying the student(s) authrized t drive the vehicle. The intent f this plicy is t ensure vehicle wners knw that their vehicle is being used in cnnectin with Cllege activity and that they assume liability. T assist students when requesting wner authrizatin t perate a vehicle, a sample letter requesting an wner s permissin t perate a private vehicle is included as Frm III. Mileage will nt be reimbursed fr any vehicle nt listed n the apprved vehicle list. Yu must cmplete an Activity Reprt Frm prir t using a persnal vehicle if it is an Official Cllege Trip. N mileage reimbursement will be issued if a Trip Frm was nt cmpleted prir t the trip/activity. Trips in excess f a 150 mile radius f Campus: When traveling n r t Official Cllege trips/activities which invlve ne-way travel in excess f 150 miles frm campus, the fllwing guidelines shuld be cnsidered t reduce the pssibility f tired drivers: 1. An vernight stay in the vicinity f the specified event the night befre r the same night as the event, r 2. Name an additinal apprved driver nt participating in the activity t share the driving respnsibilities. 3. Limit driving t 3 hurs r less at any ne time. In adverse driving cnditins yu shuld change drivers every ne r tw hurs. DOC Drivers, wrking in grups f at least 3 drivers per vehicle, familiar with weather cnditins (i.e. n suthern drivers in snwy cnditins), are able t drive fr ne waking day f 16 hurs INCLUDING breaks. This way, n ne is frced t cmprmise any nrmal sleep n either end f the drive (either waking up early r staying up late). 3

4 With rtating shifts, n individual driver will exceed the cmmercial-standard 8-hur day f driving, and shuld drive fr 3 hurs, and rest fr 3. This gives us access t a number f great lcatins withut having t make exceptins (which weaken plicies) and allws fr sme freedm, but with respnsibility and a clearly explicable delineatin. Vehicle Operatin It is the respnsibility f the driver and the club/team/prgram using the vehicle t insure the fllwing regulatins are fllwed: All drivers must have a current OPO Driver Apprval Card. Drive with diligence at all times, fllwing State f New Hampshire regulatins r regulatins fr the state within which yu are traveling. The number f passengers may nt exceed the number f seat belts. All ccupants f the vehicle are required t wear seat belts. Befre perating vehicle, d a walk arund check f the vehicle t nte any ptential mechanical issues as well any bdy damage that may be new. Avid being charged fr this reprt befre use. Ideally phtgraph the vehicle befre and after use. Use turn signals. The Outdr Prgrams Vehicle Accident Review Cmmittee recmmends the fllwing prcedures when backing a vehicle: *Ensure that mirrrs are prperly adjusted, including mechanical swing arms and husings and electrnic dual-mirrr cntrls. *When backing, use a single sptter utside the vehicle t help guide yu *Ensure that this sptter is cmpetent t guide the bus and has crdinated hand signals with the driver. * Make sure the driver knws what is behind the vehicle befre backing * Get ut and lk arund when pssible * Over-cmpensate fr prblems such as malfunctining mirrrs, pr visibility * The cllege has many vehicle chices and each vehicle has unique characteristics. *Busses are hard t park and large vehicles have very wide turning radii. *Backup cameras are nly a tl t aid in visin and shuld nt be relied upn exclusively t park r back a vehicle. Use headlights 1/2 hur befre sunset and after sunrise and during perids f reduced visibility. (i.e. rain, fg, snw, etc.) Reduce speed accrding t weather and rad cnditins. Turn ff the ignitin and remve key when unattended. When traveling n unfamiliar rads, acquaint yurself thrughly with ruting/rad map prir t departure. 4

5 Allw plenty f time fr cntingencies when planning the time t arrive at yur destinatin. The driver assumes all respnsibility fr any fines resulting frm traffic r parking vilatins arising ut f the use f a Cllege vehicle. DO NOT drive while under the influence f cntrlled substances such as alchl, drugs, r medicatins that culd adversely affect driving perfrmance. DO NOT pick up hitchhikers r unauthrized passengers. DO NOT use cell phne, stere, tape recrder, r any ther type f earphne equipment while driving. Watch ut fr animals such as deer and mse n the rads. Traffic/Parking Tickets: drivers must bey the speed limit payment fr any traffic r parking ticket is the respnsibility f the driver Mving vilatins must be reprted t OPO Mving vilatins may be reviewed by the safety cmmittee and may result in the suspensin r lss f driving permissin Seasnal Hazards include: Fall - wet leaves alngside the rad can make fr slippery rad surfaces. Winter Icy rads, falling snw are hazardus, reduce speed, use extreme cautin when pulling int traffic, taking crners, braking r accelerating n icy r snwy rads. Driving a micrbus r ther large vehicles n back rads in NH and VT can be challenging. It is ften hard t identify where the radbed ends and the ditch begins. If yu start t g in dn t dramatically turn the steering wheel it culd cause the vehicle t rllver r the tire can act as a snwplw and nt let yu regain the radbed. A slight angle t bring yu back n the rad shuld be attempted. If yu becme stuck try t use yur cell phne t call fr assistance. Dn t abandn the vehicle, if yu need t have smene walk t seek assistance travel in at least pairs. Leave at least tw peple with the vehicle. Spring: dirt rads can have sft shulders due t the thawing f the grund. Sft shulders can pull the wheels ff the rad and may cause the vehicle t rll ver. Summer: heavy thunderstrms can reduce visibility. VEHICLE ACCIDENTS: Accident Reprting At the scene f an accident; regardless f the severity: 5

6 Call 911 if there are injuries. If, n injuries, call the plice and btain the name f the investigating fficer. Obtain all infrmatin fr the Accident Investigatin frm prvided with the vehicle registratin. Make n statement that wuld assume any bligatin r admit liability. Prvide the ther party with insurance infrmatin cntained in the vehicle, as well as yur name, address and telephne number. State accident reprt filings vary and must be submitted accrdingly. Ask the investigating fficer fr details. As sn as practical, cntact Safety & Security, yur immediate supervisr AND RICS at (603) , t reprt the accident. Cmplete Dartmuth s vehicle accident reprt frm fund in the vehicle metal bx with the mileage recrd, registratin and insurance infrmatin. Cmpleted frms are submitted t Julie Bell, Kathy Decat, Rry Gawler r Brian Kunz and will be shared amngst that list by whmever received it. Frms must then be sent t Dave Fster in the Insurance ffice, within 24 hurs f the accident if pssible. Vehicle Maintenance In cmpliance with Cllege Plicy all OPO vehicles will be regularly inspected and maintained n a quarterly basis. Rbert s Aut Service ( ) at 258 Mechanic St. in Lebann is the preferred prvider f maintenance fr vans, trucks and buses. Rry Gawler Assistant Directr f Outdr Prgrams maintains the van, stake truck and buses. Caches will be respnsible fr maintenance f the tw minibuses during the ski seasn (see pririty schedule). Larry Hathrn Facilities Assistant maintains facilities truck, trailers, snwmbile and PB. All maintenance recrds will be kept n file in Rbinsn. Vehicles are state inspected in March. A checklist t inspect the vehicle befre each use is attached t this plicy. This will recrd bdy damage and maintenance issues. Additinal Equipment: OPO Leased vehicles will be equipped with the fllwing: Ice/snw scraper Snw shvel Flares/rad markers First Aid Kit Fire extinguisher 6

7 Insurance Fr OPO- vehicles r thse btained thrugh VOX fr club use, the Cllege carries full insurance. Hwever, there is a deductible cst fr damages t ur vehicles and t ther vehicles if we are at fault. The deductible is $1000/ccurrence. Lsses within the deductible are the respnsibility f the club/prgram. The Vehicle Accident Review Cmmittee reviews vehicle incidents/accidents t assess respnsibility and assign repair csts t the Club, divisin r prgram. Fr Persnal vehicles, hwever, even if used fr Official Trips/activities, the Cllege ffers n cverage, and mst ntably, n persnal injury insurance. Therefre, when yu ask peple t drive their persnal vehicle (which must be apprved fr use n Official Trip/activity) it is yur respnsibility t tell the passengers that the Cllege prvides n insurance cverage. Risk Management Sub-cmmittee Vehicle Accident Review Cmmittee - FUNCTION: T enhance DOC/OPO transprtatin and vehicle safety and t review and learn frm accidents and incidents invlving drivers f Outdr Prgrams vehicles. T make recmmendatins regarding club/prgram financial respnsibility and driver privileges. PURPOSE: (1) T determine causes fr vehicle accidents r incidents and t ascertain if driver negligence, unsafe peratins, r vilatin f Cllege/OPO plicy r state law cntributing significantly t the accident and incident (2) T recmmend the distributin f csts t clubs r prgrams resulting frm the accident r incident. The cllege has a $1000 deductible/incident, and in the case f a tw vehicle accident wuld trigger a secnd incident ($1000). (3) T recmmend whether the driver shuld remain n the drivers list. (4) T recmmend plicies r practices t enhance safety and mitigate risk. DUTIES: Upn ntificatin by the Directr f Outdr Prgrams t meet as sn as pssible after an ccurrence s as t review, discuss, and draw cnclusins regarding the purpse as stated abve, and advise the Directr f OPO n the apprpriate actin t be taken. Recmmendatins f the cmmittee will be recrded and retained in written minutes. NOTE: Any accident exceeding $500 in damages may warrant a temprary suspensin f driving privileges until the Accident Review Cmmittee meets t determine respnsibility. COMMITTEE COMPOSITION: One representative f the Risk Management Office (Dave Fster) One representative f the OPO Safety Bard Safety Officer f the DOC Nn-student member f the DOC Advisry Cmmittee President r Vice President f the Outing Club 7

8 Deputy Directr f Outdr Prgrams Assistant Directr Outdr Prgram 8

9 Vehicle Cnditin Reprt Vehicle Date Name T keep ur fleet f vehicles reliable we need accurate detailed infrmatin f any prblems. This frm is designed t pinpint any prblems s that we can have it fixed as prmptly and efficiently as pssible. Engine: _ des nt start _ idle speed t high _ unsteady idle _ des nt turnver _ difficulty turning ver _ stalls when starting _ stalls when accelerating _ hesitates _ stalls when decelerating _ kncks r pings _ backfires _speed changes withut tuching acceleratr _ nticeably pr gas mileage Nise and Vibratin: _ nise _vibratin _bth apply _ when engine is running and vehicle is mving _when engine is running and vehicle is nt mving _ when braking _ when accelerating _ during nrmal acceleratin _ when decelerating _ during nrmal deceleratin _ when turning _ when in reverse Transmissin: _ difficult t shift, des nt shift prperly _ des nt upshift _ des nt dwnshift _ slippage _ will nt shift at all _ shifts prematurely r slwly _ shifts harshly _ makes unusual nises when shifting Brakes: Prblem exists with: _ frnt brakes _ rear brakes _ bth frnt and rear _ unable t determine _ brake pedal must be depressed fully fr vehicle t stp at any speed _ brake pedal must be pumped cntinuusly fr vehicle t stp _ brakes make the fllwing sunds: _ squeaking _ grinding _ squealing _ rattling _ vehicle pulls t ne side when braking Frnt End Alignment Steering and Handling: _ vehicle shakes when in peratin _ vehicle vibrates when in peratin _ vehicle ride is rugh and uneven _ excessive steering required fr vehicle t stay n curse _ steering wheel feels tight" when making turns _ steering wheel feels "lse" when making turns Electrical Is there a prblem with? _ lights _ frnt _ high beams _ reverse _ taillights _ left turn signal _ right turn signal _ hazards _ interir dme _ dashbard display: please describe: windshield wipers _ windshield wiper spray _ rear defrster _ security system 9

10 Heating and Cling _ air cnditiner des nt have cling effect at all _ air cnditining nt cld enugh _ air cnditiner takes an abnrmal amunt f time t cl interir _ heater des nt have heating effect at all _ heater des nt have prper heating effect _ heater takes an abnrmal amunt f time t functin _ airflw des nt functin prperly _ airflw des nt functin thrugh the fllwing vents: _center _ driver-side _ passenger-side _flr _ defrster _ temperature fluctuates greatly _ difficulties with air intake: _ recirculating air _ utside air _ system makes unusual nises r vibratins Bdy and Paint drivers shuld use their cell phne r cameras t phtgraph the vehicle s cnditin prir t use in case f questins f damage that may arise later. repair required: _ bdy wrk _ panel alignment _ paint wrk _ air leaks _ water leaks - where: _ dr panel _ hd _ right fender _ left fender _ right quarter panel _ left quarter panel _ trunk _ rf _ grille Other: Please describe in detail any previusly checked item, r add ther items nt listed. 10

11 Cllege plicy requires that this reprt be filed within 24 hurs f ccurrence. This reprt must be cmpleted in its entirety and faxed t Risk Management at ; mail riginal t HB Omissin f infrmatin culd result in a delay f benefits. $1,000 deductible applies t all lsses. Date f Accident: Time: AM / PM Place: Accident Descriptin: (Describe in detail, nte street names, directin f travel, pints f cntact n vehicles, etc.) Speed f Cllege Vehicle: Other Vehicle: Psted Speed Limit: DARTMOUTH COLLEGE VEHICLE INFORMATION Driver: Date f Birth: Phne: Address: Department: Driver s License#: Student: Yes / N Emplyee: Yes / N Purpse f use: Year: Make: Mdel: Vehicle #: Seat belt used: Yes / N Damage Sustained: OTHER VEHICLE INFORMATION Repair Estimate: Driver: License #: Phne: Address: Owner: Address: Phne: Insurance Cmpany: Plicy #: Year: Make: Mdel: Registratin #: State: Damaged Sustained: Repair Estimate: OCCUPANTS/WITNESSES: (Prvide name, address, phne # and if pedestrian, in Cllege vehicle, r in ther vehicle) #1: #2: #3: INJURIES (Please prvide name, address, phne #, injury and if pedestrian, in Cllege vehicle r in ther vehicle) #1 #2 #3 OTHER PROPERTY DAMAGE: Owner: Address: Prperty Descriptin: Damage Sustained: RESPONDING LAW ENFORCEMENT AGENCY: Safety & Security Ntified? Yes / N Officer: Plice? Yes / N Department: Officer: Address: Phts taken? Yes / N By Whm? CONDITIONS Weather: Clear / Rain / Snw / Sleet / Fg Phne: Repair Estimate: Phne: Surface: Paved / Cncrete / Gravel / Dirt Light: Daylight / Dark / Dawn / Dusk / Artificial Rad Cnditin: Dry / Wet / Snw / Icy / Rutted Driver s Signature: Supervisr s signature: Date: Date: 11

12 OPO Driver talk Sheet Date N. Perfrmed Brian Kunz Department Outdr Prgrams By First Name Last name signature ID # Club Signature 12