Introduction
Driver Training
Driver Qualifications
Driver Obligations
Special Restrictions
Departmental & University
Sanctioned Groups
Department of Public
Safety
Facilities Management
Risk Management Office
Enforcement
Breakdowns & Emergencies
Accident Procedures
Unsafe Driver Incident Observance
(How's My Driving?")
References:
#1 Application
for Driving Privileges
#2 Driver Acceptability
Guidelines
#3 Level of Offenses (comparable to university levels of offense)
#4 "How's
My Driving" Comment Report Form
#5 Fair Credit Reporting
While vehicle operation is an essential part of the services provided to the American University community, accidents, damage and abuse of vehicles represent a huge expenditure to the university. In many cases these costs are preventable. The purpose of this policy is to establish a uniform, university-wide program that:
This university policy and its associated programs apply to all drivers who may be engaged in the operation of any university owned or leased motor vehicles on either public or private property. This policy stipulates requirements in addition to those of other established programs such as campus traffic regulations and pedestrian safety, motor vehicle maintenance, and parking enforcement. Responsibility and authority for the enforcement of this policy has been delegated to the risk management office.
All drivers (including full-time and part-time staff and faculty, students, work-study students, and interns) must be authorized to drive university owned or leased motor vehicles. Authorization is valid for the term of one year for students and three years for other authorized drivers. Authorization is completed through the risk management office with the review of driving records.
The university is currently responsible for the operation of a fixed fleet of over 60 owned and leased motor vehicles distributed among seven departments (consisting of approximately 275 full and part-time students and employees), as well as additional motor vehicles that may be leased as needed. The university’s automobile insurance coverage includes all university owned or leased motor vehicles and all authorized drivers with respect to property and liability claims.
University vehicles are to be used for authorized business only. All drivers must comply with all applicable laws and regulations concerning the operation of motor vehicles. University supervisory personnel are responsible for conducting evaluations of each driver’s performance on a periodic basis, consistent with university performance evaluations and staff policies. The university maintains the right to suspend an employee’s or student’s privilege to operate a university motor vehicle at any time and for any reason.
All university drivers must complete a driver-training course. Students are required to complete the training each year and employees who regularly operate university owned vehicles are required to complete the training every three years. The course, Coaching the Van Driver II, can be either a self-paced instruction, or classroom lecture depending on the needs of the department. The course is provided by the National Safety Council and covers driver safety and the unique safety considerations of university vans. The risk management office can provide the training materials and in some cases, provide the training. Deans, directors, and department heads may develop additional training as they deem necessary, based on the needs of their department.
Drivers should also receive an orientation of the vehicle that he will be driving. The vehicle orientation should include:
In order to receive authorization to operate a university motor vehicle, an employee or student must:
All drivers are expected to safeguard and maintain university vehicles. Improper attention to vehicle maintenance, safe operations, or violations of the university vehicle policy, may result in suspension of driving privileges. In addition to restrictions and requirements placed upon university vehicle drivers by individual departments, drivers must also:
Athletic Department: A full-time or part-time coach or departmental-appointed program supervisor must be in a van being driven by a student, or be with the traveling party of vans in which students are driving, at all times.
Responsibilities
Departmental
& University Sanctioned Groups
As a minimum requirement, each department or group that may use a university motor vehicle is required to maintain the program procedures outlined below. The development of department specific procedures is the responsibility of individual deans, directors, or department heads. Deans, directors, or department heads may institute additional policies or procedures, as they deem necessary. The risk management office may be consulted for advice relating to additional departmental procedures and may exercise at its discretion, the right to request copies of each specific department or group's written procedures for review. The department’s or organization’s program must:
In addition to the procedures above, departmental programs should ensure the materials listed below are maintained in each university owned and leased motor vehicle:
Departmental and university sanctioned groups are encouraged to establish fleet coordinators for monitoring fleet activities, ensuring compliance with this vehicle policy and serving as a liaison with the offices of Risk Management, Public Safety, and Facilities Management.
Vehicle Maintenance and Damage
Vehicle maintenance is the responsibility of all departments and their drivers. The majority of the annual cost of vehicle body damage to the university is preventable. When there is damage to university vehicles, drivers should immediately report the damage to their department fleet coordinator who will in turn notify physical plant operations at extension 2350. Drivers should describe the incident that caused the damage in detail. If the damage was caused during an accident, the driver and department should follow the accident procedure described in this document.
In the event of any accident on campus or off-campus involving a university motor vehicle, the Department of Public Safety shall:
Facilities Management shall provide the following services regarding university vehicles:
In addition to providing resources to individual department in order to assist in complying with this program, the risk management office will also:
Failure to comply with the procedures in this policy may result in disciplinary action comparable with the established university policy on conduct and discipline as specified in the University Staff Personnel Policies Manual, and may result in suspension or termination of motor vehicle operating privileges; please read the Levels of Offenses (comparable to university levels of offense)
In the event of an accident involving a university motor vehicle caused by a university driver while under the influence of drugs or alcohol, or in the event of gross negligence, the university may have grounds to make a claim for the recovery directly against the employee or student. In such a situation, the university may pursue legal action directly against the individual. The university reserves the right to arrange a blood test and/or urine test for alcohol and /or drugs in the event a driver is involved in an accident while operating a university motor vehicle.
In case of a breakdown, please contact public safety at 885-3636. Once you are able to make arrangements with public safety, notify your supervisor immediately.
In the event of an accident on campus,
the following procedures must be followed:
1. Immediately notify the department of public
safety at 885-3636 of your name, location, and
pertinent information about the accident.
2. Obtain the names, addresses, and telephone
numbers of all witnesses.
3. Complete the accident report form (and accident
questionnaire, if necessary) located in the
motor vehicle glove box.
4. Report the accident immediately to your supervisor.
5. Never admit liability while at the scene
of the incident. Insurance adjusters, and in
some cases the courts, will determine liability
after an investigation of the facts in accordance
with applicable laws and regulations. Drivers
should speak freely and accurately to university
law enforcement personnel and insurance adjusters.
In the event of an accident on public
property, drivers must follow the following
procedures:
1. Notify the local Police Department by telephoning
911 and providing pertinent information concerning
the accident. Do not leave the accident scene
until the local police have responded.
2. Notify the department of public safety at
885-3636.
3. Obtain the names, addresses, and telephone
numbers of all witnesses.
4. Complete the accident report form (and accident
questionnaire, if necessary) located in the
motor vehicle glove box.
5. Report the accident immediately to your supervisor.
6. Never admit liability while at the scene
of the incident. Insurance adjusters, and in
some cases the courts, will determine liability
after an investigation of the facts in accordance
with applicable laws and regulations. Drivers
should speak freely and accurately to law enforcement
personnel and university insurance adjusters.
For further guidance, note the instructions found in the Emergency Action Packet claims brochure. For additional copies of the brochure, contact the risk management office at extension 2706.
If a vehicle needs to be towed, any local towing company can be used. Vehicles are to be towed only to American University's physical plant garage located next to the Osborn Building.
Unsafe Driver Incident Observance
To ensure everyone that unsafe motor vehicle operating practices will not be tolerated, signs are posted on all university motor vehicles that state:
"How is my driving? Call 885-3145"
A comment report will be completed for all complaints and forwarded to the appropriate supervisor or department head for further action to be determined ( "How's My Driving" Comment Report)
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