DRAFT PRINCETON UNIVERSITY FLEET SAFETY PROGRAM DESCRIPTION DRAFT UPDATE 02/08/08 TABLE OF CONTENTS I. Purpose II. Program Oversight A. Fleet Safety Committee 1. Membership and Meetings 2. Committee Functions B. Departmental Responsibilities 1. Departmental Fleet Representative 2. Driver Responsibilities III. University Vehicles A. Definition B. Fleet and Driver Databases C. Vehicle Usage D. Cart Operation and Crossing Permits E. Safety First Driving Decals F. 15-Passenger Van Restrictions IV. Authorized University Drivers A. Authorized University Drivers B. Commercial Drivers License V. Driver Authorization Process Effective: 2/08 1
A. Motor Vehicle Record Check B. Revocation of Driving Privileges VI. VII. Use of Personal Vehicles While on University Business Students Who Drive on University Business A. Authorization B. Online Test C. Vehicle/Van Certification 1. Undergraduate Students 2. Graduate Students D. Revocation of Student Driving Privileges E. Student Safety Guidelines Appendix A Driver History Questionnaire Appendix B Driver Authorization Process Appendix C Vehicle Use Agreement, Regulations and Safety Guidelines Appendix D Cart Operating Rules Appendix E New Jersey Motor Vehicle Commission Application for Special Road Crossing Permit Appendix F Map with Designated Cart Crossing Points Effective: 2/08 2
FLEET SAFETY PROGRAM DESCRIPTION I. Purpose The purpose of the Fleet Safety Program is to evaluate and manage the ongoing development of policies, procedures and safety guidelines related to the use of Princeton University vehicles or personal vehicles by faculty, staff and students for official University business purposes. II. Program Oversight A. Fleet Safety Committee 1. Membership and Meetings Chaired by the Director, Risk Management, the Fleet Safety Committee is a subcommittee of the Environmental, Safety and Risk Management Committee (ESRM). The Fleet Safety Committee is comprised of representatives from Risk Management, Environmental Health & Safety, Public Safety, Facilities, Human Resources, Student Agencies and the Campus Life. Other department representatives may be added or consulted as needed. The Fleet Safety Committee meets on a periodic basis but not less than two times per year. Special meetings may be called by the Chair when action is required before the next scheduled meeting. These meetings can take place in person or via conference call. Decisions and/or recommendations must be made with a quorum, consisting of a simple majority of the Committee members. 2. Committee Functions The functions of the Fleet Safety Committee include the ongoing management of a University-wide Fleet Safety Program to include the following components: - Accident review, investigation and follow-up - Standards for driver qualification - Standards for appropriate driver training - Standards for authorized vehicle usage - Databases of University drivers and vehicles - Development of safety protocols and programs (i.e. Safety First) - Golf cart usage and maintenance - Departmental education The Fleet Safety Committee makes recommendations to the ESRM Committee regarding program resources related to database management, driver education, vehicle replacement/repair and a variety of vehicle safety related guidelines. Effective: 2/08 3
B. Departmental Responsibilities 1. Departmental Fleet Representative (DFR) Each Department with responsibility for University vehicles is required to appoint a Departmental Fleet Representative (DFR) to be the primary contact and liaison with the Office of Risk Management (ORM) and the Fleet Safety Committee, as applicable. Responsibilities of each DFR include: - Maintaining a listing of all departmental drivers. - Maintaining copies of licenses of departmental drivers. - Having departmental drivers (including student drivers) complete Driver History Questionnaire (DHQ). See Appendix A. - Notifying the ORM if DFR becomes aware that a departmental driver s license has been revoked or suspended for any reason. - Ensuring that each vehicle owned, or leased by the department is properly licensed and registered as appropriate. - Maintaining a listing of all departmental vehicles and a record of the maintenance, repairs and inspections performed on each departmental vehicle. - Ensuring that all departmental vehicles have current inspection, registration, crossing permits and insurance documents. - Ensuring that the Purchasing Department is notified when a new vehicle is purchased or leased so that the vehicle may be entered into the database. This requirement includes carts. - Notify ORM of accidents and/or vehicle damage during normal business hours. When accident/damage occurs off hours or on weekends, notify ORM next business day. - Obtain crossing permits for carts 2. Driver Responsibilities All drivers must: - Complete driver authorization process per Appendix B. - Report any accidents, damage or moving violations while driving a Princeton University owned or leased vehicle including carts to supervisor and/or DFR within 24 hours of occurrence. - Report any accidents or damage while driving a personal or rental vehicle on Princeton University business within 24 hours of occurrence to the DFR, if applicable, or directly to ORM. - Notify supervisor and/or DFR immediately if driver license is revoked or suspended for any reason. - Comply with the Vehicle Use Agreement, Regulations and Safety Guidelines. See Appendix C. III. University Vehicles A. Definition Effective: 2/08 4
University vehicles include all University owned or leased cars, vans, trucks, SUVs and carts (as further defined in Section III. D.) When licensed for operation on roads, construction vehicles and tractors are also included. B. Fleet and Driver Databases The Purchasing Department has the responsibility for maintaining the database of all University owned vehicles. This includes the make and model, owning department, VIN number and license plate number, as applicable. The Office of Risk Management has the responsibility for maintaining the database of authorized drivers. ORM enters driver information, which includes license expiration date, department and moving traffic violations, into the driver database. C. Vehicle Usage Only authorized University drivers are permitted to drive University vehicles. University vehicle use is restricted to University-related activities. Unauthorized use of a University vehicle is not permitted. D. Cart Operation and Crossing Points The term cart includes golf carts and any other motorized, unlicensed vehicle used to transport individuals or equipment around campus. See Appendix D. http://web.princeton.edu/sites/treasurersoffice/riskmanagement/fleetsafetyguidelines.ht ml#cartoperating Under New Jersey Law, carts are permitted to cross public roads only at designated crossing points. In order to secure permits go to the New Jersey Motor Vehicle Commission site below. See Appendix E - Application For Special Road Crossing Permit. http://www.state.nj.us/mvc/pdf/about/gu-41a.pdf and http://www.state.nj.us/mvc/pdf/about/gu-41b.pdf See Appendix for a map with designed crossing points is available. http://facilities.princeton.edu/administrative/gis/printable%20maps/_pdf/ CampusMap_Carts_2007.pdf E. Safety First Driving Decals In order to enhance safety, all licensed University vehicles and certain carts are affixed with a Safety is my Goal decal with an 800-number and individual vehicle identification. Effective: 2/08 5
Compliments or reports of unsafe driving practices are called into the Safety First hotline and reported to the ORM. These reports are shared with the applicable DFR and/or department supervisor, and reviewed with the Fleet Safety Committee. F. 15-Passenger Van Restrictions The National Transportation Safety Board has issued several reports and warnings about the rollover propensity of 15-passenger vans. Consequently, the operation of 15- passenger vans is restricted to University staff and faculty only. Undergraduate students are not permitted to drive, or be driven in, 15-passenger vans. This does not include modified 15-passenger vans (seats removed) used for equipment/cargo transportation on or around campus. IV. Authorized University Drivers A. Authorized University Drivers are: 1. All Drivers - Formally affiliated with Princeton University - employees, faculty members, volunteers, students; and - Have a permanent driver license (non-provisional/non-probationary) issued by a US State or territory or province of Canada. (International driver licenses are not acceptable.) 2. All Students - Additionally, for students, those who have taken the online test and passed with a score of 85% or higher, and, - Undergraduate students who are vehicle/van certified to drive vans (excluding 15-passenger vans), SUVs and trucks - Graduate students who are vehicle/van certified at the discretion of the department. (See Section VII. Students Who Drive on University Business) B. Commercial Drivers License (CDL) A CDL is required to drive any vehicle with a gross combined weight rating (GCWR) of 26,001 or more pounds. A CDL is also required in order to drive any bus designed to carry 16 or more passengers (including the driver) and with a GCWR of less than 26,001 pounds. Drivers with a commercial drivers license (CDL) must comply with all State requirements and will be subject to alcohol and/or drug testing prescribed by law. See Human Resources policy #5.27 at http://www.princeton.edu/hr/policies/conditions/527.htm Effective: 2/08 6
V. Driver Authorization Process In order to be permitted to drive a University vehicle, all drivers must complete a DHQ (See Appendix A) and provide a copy of their driver s license to their DFR, if applicable, or to ORM or supervisor. Student drivers are subject to additional requirements. (See Section VII. Students Who Drive on University Business). A. Motor Vehicle Record Check (MVR) The ORM is responsible for receiving all MVRs from the applicable State agency. The Office of Human Resources is responsible, however, for receiving the MVR for new employees, excluding casual hourly employees, whose job requires the operation of a motor vehicle on University business. See DHQ in Appendix A. http://web.princeton.edu/pusites/treasurersoffice/riskmanagement/files/princetononly/ Forms/DrivingHistoryQuestionnaireandVehicleUsageAgreement.pdf B. Revocation of Driving Privileges Drivers may not receive authorization to operate a University vehicle, may have their privileges revoked and/or may be separated from the University for the following motor vehicle violations: - Driving while intoxicated - Driving under the influence - Negligent homicide - Operating a vehicle with a suspended license - Using a motor vehicle for commission of a felony - Aggravated assault with a motor vehicle - Reckless driving - Hit and run - A moving violation - Using a University owned, leased or rented vehicle without authorization - Other violations as determined by the Fleet Safety Committee. All MVRs that include moving violations involving drugs, alcohol and/or reckless driving will be reviewed and discussed by the Fleet Safety Committee. Decisions to not authorize or to revoke driving privileges of employees or students will be made by the Fleet Safety Committee in consultation with Human Resources, the Office of the Dean of the Faculty or the Graduate or Undergraduate Dean Offices as applicable. Department Directors and Human Resources will be notified by the Office of Risk Management if adverse action is recommended regarding departmental drivers based on these reports. Effective: 2/08 7
Princeton University may withhold an employee s driving privileges despite the individual s driver license being in good standing with a state motor vehicle agency. VI. Use of Personal Vehicles While on University Business When staff, faculty, volunteers and students use a personal vehicle while on University business, their personal auto insurance is always primary. The University provides reimbursement at the applicable IRS per mile rate. The mileage allowance covers the costs for gas, oil, repairs, depreciation and insurance. Staff, faculty, volunteers and students are required to comply with all state regulations when operating a vehicle on University business, including maintaining the applicable State mandated minimum amount of insurance coverage. The University may provide insurance in excess of personal auto insurance limits for any accident incurred while on University business. The University provides reimbursement for physical damage to personal vehicles involved in an accident while on University business as specified on the ORM website. See the Use of Personal Vehicles While on University Business http://web.princeton.edu/sites/treasurersoffice/riskmanagement/insuranceguidelines.ht ml#automobile See Personal Autos http://web.princeton.edu/pusites/treasurersoffice/payrollpayablestax/accountspayable Travel/PrincetonOnly/travelpolicies.html VII. Students Who Drive on University Business Driving a University owned or leased vehicle is an earned privilege for student drivers. A. Authorization In order to drive a University-owned or leased vehicle, the student driver must be free of any of the following: - Six or more traffic violation points under State law - Any chargeable accidents within the past 24 months - Any convictions for driving under the influence of alcohol or drugs or other major violations, such as reckless driving, hit and run, driving with a suspended license, or fleeing from a police officer. Princeton University may withhold student driving privileges despite the student s driver license being in good standing with a state motor vehicle agency. Effective: 2/08 8
Students must complete the DHQ and provide a copy of their driver license to the DFR, as applicable. See Appendix A and Appendix B and see http://web.princeton.edu/pusites/treasurersoffice/riskmanagement/files/princetono nly/forms/drivinghistoryquestionnaireandvehicleusageagreement.pdf The DFR will evaluate the form for completeness and forward it along with the copy of the driver license to the ORM, where an MVR will be secured. B. Online Test All undergraduate students requesting driving privileges must take the online test and pass with a score of 85% or higher in order to be authorized to drive a University vehicle. Students are permitted to attempt to pass the test a maximum of three times. See Online Test http://web.princeton.edu/sites/publicsafety/fleetsafety.htm C. Vehicle/Van Certification 1. Undergraduate Students All undergraduate students who drive a University owned, leased, and/or rented van (excluding 15-passenger vans), sport utility vehicle (SUV) or truck on University business must be vehicle/van certified through the Department of Public Safety. 2. Graduate Students University Departments have the option to require that departmental graduate student drivers become vehicle/van certified in order to drive on University business. The DFR should make arrangements with Public Safety to schedule a behind the wheel test. The Vehicle/Van Certification, administered by the Department of Public Safety, is required for undergraduates who drive vehicles other than, or in addition to, standard cars and carts. After passing the online test, a behind the wheel/on road test is required. In order to schedule a behind the wheel test, see http://web.princeton.edu/sites/publicsafety/fleetsafety.htm D. Revocation of Student Driving Privileges Student driving privileges may be revoked for any reason including, but not limited to: 1. Being ticketed for a moving violation while driving a University vehicle or while driving a personal vehicle on University business. Effective: 2/08 9
2. Using a University owned, leased or rented vehicle without authorization. Students may be subject to disciplinary review by the appropriate University dean and/or notification to the police department. 3. Using a University owned, leased or rented vehicle on personal business without authorization. Students may be subject to disciplinary review by the appropriate University dean. E. Student Safety Guidelines - For long trips, students are encouraged to take the following safety precautions: During long distance trips, drivers should rotate every two hours. No driver should drive more than 10 hours during a 24 hour period. If there are not enough drivers to rotate, an overnight stay should be planned. Avoid driving past midnight. - Avoid conditions that lead to loss of control driving while sleepy or inattentive, or driving too fast for road conditions. If weather is inclement, delay trip until conditions improve. Students should not drive if weather conditions are not safe. Away from campus, they should seek overnight accommodations if weather conditions impede safe return to campus. - Students who transport minor children in University owned/rented vehicles or personal vehicles must place minors in the back seat of the vehicle. For additional general safety guidelines see Appendix C. Effective: 2/08 10
Appendix A I. Driver History Questionnaire See also http://web.princeton.edu/pusites/treasurersoffice/riskmanagement/files/princetononly/ Forms/DrivingHistoryQuestionnaireandVehicleUsageAgreement.pdf PRINCETON UNIVERSITY DRIVING HISTORY QUESTIONNAIRE AND VEHICLE USAGE AGREEMENT Name PUID University Affiliation staff faculty student If student, class year Date of Birth Home Dept. Group Driving for Home Address City State Zip Driver License # State/Prov Expiration Date Please provide a copy of current Driver s License Is your license now revoked or suspended in NJ or any other State or Canada? Yes No Have you driven at least 2000 miles in the past two years? Yes No Vehicle(s) you will drive on University business: Car Van Truck Golf/Club Car CDL Do you have any moving traffic violations or have you been involved in any vehicle accidents while driving any motor vehicles during the last 18 months? Yes No If Yes, describe below: Date (mm/yyyy) City/State Description Points on Record I understand that I am required to notify my supervisor if my license is revoked or suspended for any reason. I grant Princeton University the right to check my driving record with any government motor vehicle authority and I authorize Princeton University to access and evaluate my motor vehicle record. I certify that all information provided above is correct and truthful and that I have read and understand the Vehicle Use Agreement, Regulations and Safety Guidelines and agree to comply with them. I understand that any falsification of information or failure to comply with the mandatory regulations may result in removal of driving privileges and/or disciplinary action. Applicant s signature Date Effective: 2/08 11
Appendix B I. Driver Authorization Process A. In order to be permitted to drive a University vehicle, initially all drivers must: 1. Complete the Driver History Questionnaire (DHQ) and provide the form to the Departmental Fleet Representative along with a copy of the driver s license. See Appendix A and see http://web.princeton.edu/pusites/treasurersoffice/riskmanagement/files/princet ononly/forms/drivinghistoryquestionnaireandvehicleusageagreement.pdf 2. Read and retain a copy of the Vehicle Use Agreement, Regulations and Safety Guidelines. See Appendix C and see http://web.princeton.edu/sites/treasurersoffice/riskmanagement/fleetsafetyguid elines.html#vehicleuse 3. The driver database will identify those drivers whose licenses have expired. When the driver s license expires, ORM will notify the DFR that the driver must resubmit an updated DHQ and driver s license. An updated motor vehicle record (MVR) report will be secured at this time by ORM. B. Responsibilities All drivers must: - Complete driver authorization process per Appendix B. - Report any accidents, damage or moving violations while driving a Princeton University owned or leased vehicle including carts to supervisor and/or DFR within 24 hours of occurrence. - Report any accidents or damage while driving a personal or rental vehicle on Princeton University business within 24 hours of occurrence to the DFR, if applicable, or directly to ORM. - Notify supervisor and/or DFR immediately if driver license is revoked or suspended for any reason. - Comply with the Vehicle Use Agreement, Regulations and Safety Guidelines. See Appendix C. C. Motor Vehicle Record Report Process (MVR) 1. Staff, Faculty and Student Drivers The driver database will identify those drivers whose licenses have expired. When the driver s license expires, ORM will obtain an updated motor vehicle background report. Because New Jersey driver licenses expire only every four years, in addition to obtaining reports for those drivers with expired licenses, ORM will secure reports on an annual basis for approximately one-third of randomly selected University drivers. Effective: 2/08 12
Drivers are permitted to drive on University business while the results of the MVR check are pending. Upon receipt of the MVR with positive results, ORM shall advise the DFR that the driver is authorized and approved to continue driving. With negative results, the staff/faculty driver s privileges will be reviewed for possible action. With negative results, the student driver s privileges may be revoked. 2. New Hires New employees, excluding casual hourly employees, whose job requires the operation of a motor vehicle on University business will have a motor vehicle background check performed by the Office of Human Resources prior to employment. Human Resources will advise the hiring department if there are serious violations on the motor vehicle background check. (See Section V. (B) Revocation of Driving Privileges for violations that will prohibit driving authorization.) Effective: 2/08 13
Appendix C - Vehicle Use Agreement, Regulations and Safety Guidelines PRINCETON UNIVERSITY VEHICLE USE AGREEMENT, REGULATIONS AND SAFETY GUIDELINES AGREEMENT All drivers agree to: Notify their supervisor if their driver s license is suspended or revoked for any reason. Report any accidents, damage or moving violations while driving a Princeton University owned or leased vehicle to their supervisor and/or the Departmental Fleet Representative. Report any accidents, damage or moving violations while driving their personal vehicle on Princeton University business. Operate vehicles according to Princeton University regulations and applicable state laws. Assume full responsibility for any fines/penalties resulting from traffic or parking violations arising out of the use of a vehicle while on Princeton University business. REGULATIONS All drivers understand that they may not: Drive a Princeton University owned or leased vehicle while under the influence of alcohol or drugs. Use a Princeton University owned or leased vehicle for personal business. Transport hitch-hikers or other unauthorized passengers. Smoke in University-owned vehicles, shuttle buses and vans, consistent with University policy and Rights, Rules and Responsibilities. Under New Jersey State law, passengers are prohibited from riding in any portion of a vehicle not specifically intended for the conveyance of passengers. Therefore, passengers are prohibited from riding in the cargo areas of vehicles such as pickup trucks, off road vehicles, golf carts and service vehicle. SAFETY GUIDELINES All drivers agree to: Avoid distractions. Use of a hand-held cell phone while driving is illegal in New Jersey. Pull the vehicle over to a safe area to use a cell phone, use a hands free device, or have a passenger operate cell phone. Pedestrians have the right of way. Drivers will yield to pedestrians in crosswalks. Ensure that the vehicle ignition is off and the vehicle is locked when unattended. EXCEPTION: Maintenance Department vehicles in parking lot #12 during working hours. Drivers and all passengers are required to wear seat belts in University owned or leased vehicles. (exception removed) During long distance trips, drivers should rotate every two hours. No driver should drive more than 10 hours during a 24 hour period. If there are not enough drivers to rotate, an overnight stay should be planned. Avoid driving past midnight. Effective: 2/08 14
Avoid conditions that lead to loss of control driving while sleepy or inattentive, or driving too fast for road conditions. If weather is inclement, delay trip until conditions improve. Students should not drive if weather conditions are bad. Away from campus, they should seek overnight accommodations if weather conditions impede safe return to campus. Students who transport minor children in University owned/rented vehicles or personal vehicles must place minors in the back seat of the vehicle. Effective: 2/08 15
Appendix D - Cart Operating Rules Cart Operating Rules Only carts owned or leased by Princeton University may be operated on University property. For purposes of this document, the term cart includes golf carts and any other motorized, unlicensed vehicles used to transport people or equipment around campus. Exceptions may be granted only by written application to the University Fleet Safety Committee. Only licensed drivers approved by their department may operate a cart. Cart operation is restricted to designated paths and campus interior roadways (see attached map). Carts may cross, but not travel along, other University owned roads. Carts may only cross publicly-owned roads at designated crossing points. Valid state-issued crossing permits must be kept in the vehicle at all times. Obey all traffic signs and right-of-way rules. Carts must always yield to pedestrian traffic. Carts may not be used for towing. Vehicles without a headlight and amber side reflectors may only be operated during daylight hours. Contractors and other non-employees are not permitted to operate a University cart. Vehicle operators are prohibited from adjusting or tampering with the engine governor. The number of front seat passengers is limited to two. Additional passengers are limited to the number of seats installed by the manufacturer. Passengers are not allowed to ride in cargo areas. The capacity of vehicles designed for carrying non-passenger loads must be clearly marked and the limit not exceeded. Keys must be removed whenever the vehicle is unattended. Carts should be secured when parked. Parking and vehicle charging Vehicles must not be parked blocking building egress pathways, fire hydrants, or fire lanes. Electric vehicles may only be charged at stations equipped with Ground Fault Circuit Interrupters (GFCI). Use of extension cords is not permitted. To avoid damage to turf, vehicles should only be operated on paved surfaces. Effective: 2/08 16
Vehicles should be parked on paved surfaces wherever possible. Carts must not be operated when the driver is under the influence of alcohol or drugs including prescription medications that may cause drowsiness or impaired coordination. All accidents or damage to a cart must be immediately reported to Public Safety by the vehicle operator. Any accident, damage, or moving violations that occur while operating a University vehicle must be immediately reported to the operator s supervisor or Departmental Fleet Representative. Operator certification I have read and agree to the rules in this document and understand that violations may result in suspension of driving privileges and other University disciplinary measures. Name: Department: Date: Effective: 2/08 17
Appendix E - New Jersey Motor Vehicle Commission Application For Special Road Crossing Permit See also http://www.state.nj.us/mvc/about/forms.htm New Jersey Motor Vehicle Commission Permit No. For Office Use Only Application For Special Road Crossing Permit Section " A" The undersigned hereby makes application for permission, for operators of the vehicle(s) described in Section "B", to cross a public highway(s), at the location specified in this section. APPLICANT STREET ADDRESS CITY STATE ZIP CODE LOCATION OF CROSSING ANTICIPATED FREQUENCY OF CROSSINGS WIDTH OF CROSSING ZONE RESTRICTIONS Insurance Company Policy No. The undersigned, certifies that, to the best of his knowledge and belief, that all information contained in this application is true and correct, that he is the legal owner of the affected property, or his authorized representative, and that the vehicle described in this permit will not damage the highway or present a hazard to the public traveling along such highway. I have read the regulations controlling the use of Highway Crossing Permits and agree to abide by them. I understand that the operator, permit holder, and vehicle owner shall be subject to the provisions of the Security Responsibility Law should an accident occur while on a public highway. Daytime Telephone Number ( ) Signature of Applicant Date Complete Section "B" (below) authorizing movement of the vehicles at the specified location in Section "A". Effective: 2/08 18
New Jersey Motor Vehicle Commission Special Road Crossing Permit Application - Section B LIST ALL VEHICLES FOR WHICH YOU ARE APPLYING FOR ROAD CROSSING PERMITS AT THE LOCATION SPECIFIED IN SECTION "A". VEHICLE MAKE BODY TYPE FEE MODEL SERIAL NUMBER GROSS WEIGHT GU-41B (R8/05) Effective: 2/08 19
Appendix F I. Map with designated cart crossing points (not attached) Effective: 2/08 20