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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
- 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
- Reduce the cost and frequency of motor vehicle accidents;
- Obtain a reasonable standard of control over fleet;
- Provide and require training as needed;
- 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):
- Obtain Motor Vehicle Records (MVRs) & responsible for re-checks on an
on-going basis
- Maintain Approved Driver Listings
- Responsible for oversight of any driver training review programs that may
be implemented
- Maintain all files in accordance to the rules and regulations of the
Department of Transportation pertaining to the "business" requirements of the
College.
Departmental:
- Notify drivers of the terms and conditions of this program.
- Insure that only duly authorized drivers operate a College-owned, leased,
or rented vehicle on behalf of the College.
- Support and enforce the provisions of this and/or subsequent driver
programs.
Driver:
- 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.
- 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. Contact the P&TS.
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
- Vehicle Registrations
Contact: Office of Integrated Risk Management and Insurance
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) and Parking & Transportation Services (designated by the Director
of Fiscal and Auxiliary Services, FO&M), 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 Fiscal and
Auxiliary Services.
- The Director of Fiscal and Auxiliary 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.
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