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Dartmouth College Driver Policy

For the purpose of these regulations, the definition of a vehicle shall include all motor vehicles and equipment which are required to be registered by the State of New Hampshire.

Goals

  1. Set policies and standards for appropriate use of College-owned, leased or rented vehicles (or personal vehicles being used for College related business) by students, faculty and staff
  2. Reduce the cost and frequency of motor vehicle accidents;
  3. Obtain a reasonable standard of control over fleet;
  4. Provide and require training as needed;
  5. Minimize risk to the College for negligent entrustment and inadequate supervision by ensuring that drivers are validly licensed and trained, and that driving histories are satisfactory.

Roles, Responsibilities and Definitions for:

Parking &  Transportation Services (P&TS):

  1. Obtain Motor Vehicle Records (MVRs) & responsible for re-checks on an on-going basis
  2. Maintain Approved Driver Listings
  3. Responsible for oversight of any driver training review programs that may be implemented
  4. Maintain all files in accordance to the rules and regulations of the Department of Transportation pertaining to the "business" requirements of the College.

Departmental:

  1. Notify drivers of the terms and conditions of this program.
  2. Insure that only duly authorized drivers operate a College-owned, leased, or rented vehicle on behalf of the College.
  3. Support and enforce the provisions of this and/or subsequent driver programs.

Driver:

  1. Assume personal responsibility that the vehicle is in proper operating condition, and clear of snow and ice (in winter months) and that visibility is unrestricted.
  2. At all times obey the laws of the road and abide by the provisions within this program.

Authorized Driver

A member of the Community (student, faculty or staff), who has been authorized to drive a College-owned, rented, leased or personal vehicle for College business. See Driver Qualifications.

Driving Regulations

Use of Vehicles

Only properly authorized employees and students may operate College-owned, leased or rented vehicles for official College business. All employees and student drivers must be named on the College Approved Driver lists maintained by the P&TS and must complete the Driver Safety Training Program. Students and employees are subject to any College driver policy, which may be in force or subsequently issued. Driving privileges for operating College vehicles (owned, leased, rented or personally owned being used for College related business) may be revoked because of accident or violation experience, falsification of records, or any repeated failure to comply with these regulations.

Note: Frequent use of personal vehicles for business is discouraged since no reimbursement will be made for accident-related repairs, whether these costs result from your own acts or acts of others.
Also, it is the personal obligation of the owner of such vehicle, when used for business travel and for the protection of the traveler and any passengers, to carry auto liability insurance.

Driver Qualification

Any driver of a College vehicle shall at all times hold a valid, United States or Canadian driver's license, and successfully complete all required driver safety programs.

P&TS will review the driving experience information on a personal Motor Vehicle Record (MVR). Individuals without suspension or revocation, or violations totaling 4 points or less within the prior 24 months, will be considered approved to operate a College-owned, leased, rented or personal vehicle on College business. In order to assure consistency, violations and points accrued from states other than New Hampshire will be converted to New Hampshire's point assessment system. See Exhibit A (below) for criteria.

Driver Disqualification

It is the responsibility of each approved driver to notify P&TS and their supervisor, or program director of any motor vehicle infractions resulting in points assessed to the MVR. Approved drivers subsequently found, during the annual MVR review process, to not meet the above requirements will be notified by P&TS that they have been removed from the approved drivers list. These drivers will remain disqualified for a period of one (1) year from date of conviction or license reinstatement. Drivers removed from the list will not be permitted to drive a College-owned, leased, rented or personal vehicle on College business. Individuals whose position is dependent upon approved driver status will be given a 30 day probation period before termination of employment, or transfer to another available position not requiring the operation of a motor vehicle.

Disqualified drivers may also elect to file a formal appeal with the P&TS for a final committee decision on any denials deemed questionable. Please refer to Exhibit B (below) for the appeal procedure.

A disqualified driver may reapply for authorization after the one year period and after successfully completing a state approved point reduction program. Contact P&TS for re-authorization information.

Vehicle Operation

  • Drive with diligence at all times, following State of New Hampshire regulations or regulations for the state within which you are traveling.
  • The number of passengers may not exceed the number of seat belts. All occupants of the vehicle are required to wear seat belts.
  • Use turn signals.
  • Exercise extra caution when backing up vehicle.
  • Use headlights 1/2 hour before sunset and after sunrise and during periods of reduced visibility. (i.e. rain, fog, snow, etc.)
  • Reduce speed according to weather and road conditions.
  • Turn off the ignition, remove key and lock the vehicle when unattended.
  • When traveling on unfamiliar roads, acquaint yourself thoroughly with routing/road map prior to departure.
  • Allow plenty of time for contingencies when planning the time to arrive at your destination.
  • The driver assumes all responsibility for any fines resulting from traffic or parking violations arising out of the use of a College vehicle.
  • DO NOT drive while under the influence of controlled substances such as alcohol, drugs, or medications that could adversely affect driving performance.
  • DO NOT pick up hitchhikers or unauthorized passengers.
  • DO NOT use cell phone, stereo, tape recorder, or any other type of earphone equipment while driving.

Vehicle Maintenance & Safety

  • Service maintenance of College-owned and/or leased vehicles shall be in accordance with instructions prescribed by the manufacturer.
  • Each day, or before each trip (if the vehicle is not used daily) the vehicle must be checked for safe operation. Items to check are:
    • Oil/fuel
    • Windshield Wipers
    • Tire inflation
    • Mirrors
    • Lights
    • Horn
    • Leaks (coolant or oil on the ground under vehicle)
  • Note: A limitation of coverage under the College's business auto policy is being called to your attention. Coverage for accidents resulting in bodily injuries caused by third parties driving uninsured or under-insured vehicles is extremely limited for College-owned, rented or leased vehicles when being driven for personal, non-College use. This includes the employee as well as occupants of the vehicle. The College's auto liability program is intended only for business use of College-owned, rented or leased vehicles and will not respond to incidents related to personal travel.
  • All vans and service vehicles must be equipped with a back-up warning device that sounds automatically whenever the vehicle is put into reverse.
  • The glove compartment of each College vehicle shall contain, at all times, the vehicle's registration, accident investigation form, an insurance identification card, a maintenance log for documenting prescribed service/maintenance, and the quarterly safety inspection record. The logs for vehicles being sold or transferred or otherwise disposed of must be forwarded to the P&TS at the time of transfer.

College Insurance is mandatory on any College-owned or leased vehicle or motorized equipment.

Note: If the vehicle has a Gross Vehicle Weight Rating (GVWR) in excess of 10,001 lbs, or hauls hazardous materials, please refer to the P&TS for special U.S. Department of Transportation regulations.

Accident Reporting

At the scene of an accident; regardless of the severity:

  • Call 911 if there are injuries.
  • If, no injuries, call the police and obtain the name of the investigating officer.
  • Obtain all information for the Accident Investigation form provided with the vehicle registration.
  • Make no statement that would assume any obligation or admit liability.
  • Provide the other party with insurance information contained in the vehicle, as well as your name, address and telephone number.
  • State accident report filings vary and must be submitted accordingly. Ask the investigating officer for details.

Also:

  • As soon as practical, contact Safety & Security, your immediate supervisor AND OIRMI at (603) 646-3839, to report the accident.

For Questions Concerning:

  • Vehicle Accidents
  • On & Off Highway Equipment
  • Insurance

Contact: Office of Risk and Internal Controls Services
HB 6012
(603) 646-2441

Exhibit A

Motor Vehicle Records Program

Unacceptable Motor Vehicle Record Criteria

Including but not limited to:

  • Accumulated violation points totaling 5 or more within a rolling 24 month period. (Note: violation points accrued from states other than New Hampshire will be converted to New Hampshire's point assessment system).
  • License suspension or revocation within the 24 month period.
  • At fault vehicular accidents resulting in damage to a College vehicle in excess of $2,000 (bodily injury or property damage).
  • Manslaughter resulting from the operation of a motor vehicle.

Other:

  • Conviction of a felony in which a motor vehicle is used.
  • Non-completion of the College-sponsored Driver Safety Review Program.
  • Failure to comply with the College Policy on Alcohol and Illicit Drugs.
  • Falsification of records, or any repeated failure to comply with these regulations.
  • Historic driving experience will be taken into consideration.

Exhibit B

Procedures to Appeal
Denied Approved Driver Status
Appeal Review Board

The Parking & Transportation Services will form a standing panel comprised of representatives from the Office of Human Resources (designated by the Associate Vice President for Human Resources), Office of Environmental Health & Safety (designated by the Director of Environmental Health & Safety), the Office of Risk and Internal Controls Services (designated by the Director of Risk and Internal Controls Services) and Parking & Transportation Services (designated by the Director of Financial Services, CP&F), with floating representation from the area the denied operator represents (designated by the appropriate director), to hear debate, discuss, and decide a final resolution of the appeal. The procedure to appeal an original decision is:

  • The denied operator will request in writing to their supervisor, program director, or department head that the Appeal Review Board considers reversing the denial.
  • The supervisor, program director or department head will forward the original request with their letter of support to the Director of Financial Services.
  • The Director of Financial Services will convene a meeting, within two weeks if possible, with the Appeal Review Board.
  • The final decision of the Appeal Review Board will be delivered to the operator and department no later than two weeks after the Appeal Review Board meets.

The decision of the Appeal Review Board will be deemed as the final decision of the Parking & Transportation Services.

 

Last Updated: 4/27/12