KING S COLLEGE TRANSPORTATION POLICY I. Purpose This policy sets forth the requirements and procedures for the use of King s College, ( College ) vehicles and personally owned vehicles used for College business. It is the intention of this policy to address the safety and wellbeing of students, staff, faculty, and passengers. For the purpose of this policy, College vehicles shall mean any vehicle owned, rented on behalf of, or leased by the College. This policy includes requirements and procedures for authorization to use vehicles and specific requirements for the safe operation of vehicles. Driving a College vehicle is a privilege and not a right. All drivers are responsible for operating the College s vehicles according to state and federal laws as well as King s policy. Failure to follow these polices may result in the revocation of any driving privileges or further disciplinary action. College Vehicles not specifically assigned to an individual are not to be used for personal use. II. Forms Required A. Vehicle Request The College must determine that the individual meets the requirements of the policy, including training and having an acceptable Motor Vehicle Report, before the College grants privilege to drive a College vehicle. In order to determine that the driver has an acceptable MVR, the prospective driver must fill out the Motor Vehicle Check and supply a valid driver s license to the Human Resources Office authorizing the College to obtain and review the driver s MVR. Please allow at least ten (10) business days for this background check to be processed and evaluated. The College may at any time review a driver s MVR to determine if the driver has an acceptable MVR in accordance with College criteria. The College upon request can review any employee or student s MVR who drives a College vehicle. Additional policies and procedures to be established at a later date. The King s College Switchboard will provide vehicle keys to authorized drivers after the presentation of a valid operator s license and King s College ID. Departments are Transportation Policy Page 1
Responsible for assuring that only authorized drivers are permitted to drive on College related business/activities. For van requests, the driver is responsible to make the van reservation with any one of the departments listed below: Athletics Biology Volunteer Services Student Affairs For vehicle rentals or reimbursement of mileage for college business, please review the Travel Guidelines located at www.kings.edu/hr/forms. Authorized drivers shall notify the Department of Human Resources and their department head immediately if their operator s license is suspended, revoked or has any limitations or restrictions. Failure to do so may be grounds for discipline up to and including termination of employment or expulsion, if a student. III. Drivers of College-owned Vehicles Employee driving records will be checked at least every upon the following schedule to ensure the employee has an acceptable record to operate a College vehicle. The following Driver Performance Rating System will be used to evaluate and approve employee use of College-owned vehicles. MVR Check Schedule: Consistent Driver: Drivers who drive on a daily or weekly basis (MVR yearly); Frequent Driver: Drivers who drive one to two times a month (MVR every two years); Limited Driver: Drivers who drive once or twice a year (MVR every 3 years) Number of Preventable Number of Violations Accidents 0 1 2 3 0 Clear Acceptable Borderline Poor 1 Acceptable Acceptable Borderline Poor 2 Acceptable Borderline Poor Poor 3 Poor Poor Poor Poor 4 Poor Poor Poor Poor Clear and Acceptable Motor Vehicle Records (MVR s) will be monitored according to the MVR Check Schedule. Borderline MVR s will be watched closely and a warning will be Transportation Policy Page 2
issued to all individuals in that category. Any major violation as defined in Section IV of this policy will automatically be considered a Poor rating. Any driver falling into the poor category will immediately be relieved of his/her College vehicle driving privileges. Driving privileges will be reinstated if your driving record has been clean for a period of no less than 18 months. All approved drivers must immediately notify their supervisor and the College s human resources department of any driving status changes. Transportation Policy Page 3
IV. Driving Record Requirements Any of the following circumstances will be considered sufficient reason for terminating an employee s vehicle driving privileges and these are considered major violations for the purpose of this policy: Conviction for an alcohol and/or drug related driving offense within past three years Conviction for reckless driving/speed contest (> 20 MPH over speed limit) Any combination of three or more moving violations, "At Fault Accidents", or "Preventable Accidents" within the most recent three years. For the purpose of this policy, an At Fault Accident means the driver was directly responsible for causing the accident or was the catalyst for the accident. A Preventable Accident is one that illegal, reckless, careless, and/or irresponsible actions may have led to the cause of the accident. Suspension, revocation or administrative restriction within the last three years Leaving the scene of an accident as defined by state laws At fault in a fatal accident Felony committed involving a vehicle Careless driving Failure to stop/report an accident Driving while impaired Making a false accident report Homicide, manslaughter, or assault arising from use of vehicle Driving while license is suspended/revoked Attempting to elude a police officer Failure to consistently drive in a safe manner as determined by management Refusal to take and/or pass a drug or Blood Alcohol Content test Failure to notify management within one business day or any moving violation or accident. Two or more College Vehicle physical damage claims in any twelve month period. V. Operation of College and Personal Vehicles on College Business A. College Vehicles The following requirements apply to operation of all College vehicles. 1. Assigned Driver No person other than the employee assigned to the vehicle shall operate the vehicle unless that person is an employee of the College, is listed on the approved driver list, and has permission from the person to whom the vehicle is assigned or from department management. Transportation Policy Page 4
2. All drivers must be at least 19 years of age (21 years of age to drive van designed to carry more than 8 occupants). 3. Drivers must have a valid state issued operator s license as required to operate the designated vehicle is in their possession while operating the vehicle. 4. Drivers must attend Defensive Driver / Van Driver Training before operating a collegeowned vehicle. Training information is provided in Moodle via an HR Safety Training link. 5. Student Athletes may not drive a vehicle on the return trip after participating in an athletic event. 6. The driver is responsible to use seat belts. All passengers are required to use seatbelts in accordance with state laws (The number of passengers should not exceed the number of seat belts.) Driver should encourage all passengers to use seat belts. 7. The driver must observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times. 8. The driver assumes responsibility for any and all fines or traffic violations. 9. Possession, transportation, or consumption of alcohol or illegal drugs by anyone in the vehicle is prohibited. 10. Use of all electronic devices without a hands free device while operating a vehicle is prohibited. Drivers are strictly prohibited from texting or data use of cellular devices. 11. Use of radar/laser detectors is prohibited. 12. Drivers shall not tow other vehicles or transport unauthorized passengers such as hitchhikers. 13. Only drivers authorized by a designated College official may operate a vehicle. 14. Drivers are encouraged to file a travel plan in advance of taking an out-of-town trip with direct supervisor. 15. Before each trip in a College vehicle, the driver shall perform a safety inspection of the vehicle and inspect the vehicle for damage. The College has provided a standard inspection checklist that must be used prior to operation of all vehicles. (See Attachment) 16. The driver shall report any damage or mechanical problems immediately to the Safety and Security Office and Facilities Management. 17. Vehicles shall not be taken off road unless the vehicle is designed for that use and the activity is required for King s College business. 18. Drivers involved in accidents shall follow procedures in Section VI of this policy. 19. The driver will be responsible for checking and maintaining all liquid levels (gasoline, oil, anti-freeze, etc.) for the vehicle. 20. Prior to returning a college owned vehicle, the driver is responsible for filling the gas tank. 21. The driver must turn off the vehicle, remove the keys, lock and secure the vehicle when it is left unattended. 22. The vehicle must be operated at speeds appropriate for road conditions. 23. All tobacco, e-cigarettes and vapes are strictly prohibited. 24. Drivers may be required to fill out forms, logs and mileage reports and return the reports to their individual departments. Vans Transportation Policy Page 5
In addition to Section V.A above, authorization to operate a van requires the following: Transportation Policy Page 6
25. Be 21 years of age. 26. Must provide a valid driver s license and email address to the Human Resources Office authorizing the College to obtain and review the driver s MVR. 27. Never transport more than a total of 12 passengers including the driver. 28. Only transport College students, faculty, volunteers, or staff as passengers. 29. Complete the review of the Van Safety Driver s Guide before being granted authorization to operate the vehicle. (See Attachment) B. Departmental Vehicles Vehicles may be assigned to departments that have a continuous need. Department heads will be responsible for ensuring department motor pool vehicles are issued and operated in accordance with this policy. 1. A current list of authorized operators will be provided by the Human Resources department to the individual department s assigned vehicles. 2. Departments with vehicles assigned to them will be responsible for reporting maintenance and vehicle repair needs to the Facilities Management department. 3. When not in use, vehicles must be parked on campus or at a location approved by the Safety and Security Office. C. Personal Vehicles Used for College Business All requirements in Section V.A.1. through V.A.22 above, should be observed when College students, staff and faculty use personal vehicles for College business. It is expected that all employees who use their personal vehicles for college business must observe the same policies governing the use of college-owned vehicles. Also, be aware in such instances of using personal vehicle for college business, that the driver s own insurance will be primary in the event of any accident. VI. Accident Reporting Failure to stop at the scene of an accident in which you are involved is a criminal offense. In the event of an accident involving a College vehicle, the driver shall adhere to the following procedures: A. Call police B. In the event of medical injuries, call for medical help C. Do not leave the vehicle except in an extreme emergency D. Assist injured people but do not move them unless absolutely necessary to remove them from imminent danger Transportation Policy Page 7
E. Report the accident to the Safety and Security Office (570-208-5900) as soon as possible for proper documentation. F. If at all possible, have photographs taken and avoid moving (if practical) the vehicle until police arrive at the scene G. Obtain as much information as possible at the scene of the accident H. Do not give statements regarding an accident to anyone other than police or College officials I. Regardless of circumstances, admit nothing, promise nothing and do not argue with others involved in the accident. Only discuss events with police officials investigating the accident. J. When giving information for the insurance report, be specific as to location, time, extent of injuries and/or damage to vehicles and a location and phone number where you can be reached K. Give names of all witnesses. If witnesses refuse to give names, list license numbers of their automobiles. In the event of no witnesses, get names and addresses of the first people to arrive at the scene L. Note skid marks and other pertinent information M. Complete an Accident Form if necessary, available from Human Resources or Safety and Security, within one (1) working day. VII. Maintenance & Upkeep Drivers are responsible for ensuring the vehicle is well maintained and safe to operate on the road. It will be the driver s responsibility to check the vehicle for physical damage, proper operation of controls, and to refill the gas tank before returning to campus. The driver will turn off vehicle, remove keys, lock and secure when left unattended. The driver is responsible for reporting any damage, faulty equipment, or other needed repairs to Safety/Security and the Facilities Management Department. VIII. Vehicle Inspections The driver will be responsible for completing a vehicle inspection checklist before operating the vehicle each day (See Attachment). Any faulty equipment or damage should be noted on the inspection report. The written vehicle inspection checklist should be turned in at the end of the day to the Facilities Management Department or it should be kept by the Department that was assigned their specific vehicle. All College vehicles should contain the following standard items prior to operation: Current Insurance Card Current Registration Card Fire Extinguisher First Aid Kit Usable spare tire, jack, and lug wrench Transportation Policy Page 8
Vehicle inspection checklist forms Emergency Contact Phone Numbers Accident Report Form Vehicle Operator s manual IX. Vehicle Mileage Forms A. Drivers must maintain a vehicle mileage form and turn in the form at the end of each month. The form is used to keep track of miles driven each day and the destination/reason for vehicle use. X. Management s Responsibility Updated:4/17 A. Each Manager/Supervisor is responsible for the vehicles specifically assigned to their Department and the employee drivers under their immediate supervision. B. Each Manager/Supervisor should routinely spot check vehicles for safety compliance and report any concerns to the Facilities Management Department for repair and follow-up. C. The Facilities Management Department will have responsibility to randomly audit all College vehicles and drivers to ensure this policy is implemented and enforced. D. Maintaining the qualified drivers list and keeping the list up to date will be the responsibility of Human Resources Department. Transportation Policy Page 9