Transportation Policy
Members of the Greenville University community engage in many activities requiring transportation to other locations. To accomplish this transport safely, the University owns and maintains a large fleet of vehicles of various types, and frequently rents or charters other vehicles as well. The University is committed to protecting both the vehicles and especially the people involved in these trips. Because of the significant hazards such transportation activities represent, the following procedures have been instituted to preserve from harm both persons and property, and to provide fair and safe usage of the fleet.
Transportation Safety Procedures
The Transportation Safety Program at Greenville University is designed to protect vehicles, drivers, passengers and surrounding people and property when activities of Greenville University require transportation. The Program institutes procedures for the following components:
Vehicle Types
A. Types of vehicles The University owns or leases several types of fleet vehicles. In addition, other types of vehicles are covered in this Transportation Safety Program:
1. Class I vehicles: any vehicles designed as a pickup truck, sedan or minivan, with a gross vehicle weight under 10,000 lbs.
2. Class II vehicles: any light duty truck or cargo van designed primarily for cargo, not passengers, with a gross vehicle weight over 10,000 lbs., whose driver does not need a Commercial Driver’s License. These vehicles typically are larger, heavier, and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded.
3. Class III vehicles: any vehicles designed to carry from eight (8) to fifteen (15) passengers, but whose driver is not required to have a Commercial Driver’s License. These vehicles also are larger, heavier, and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded. Most collisions with this type of vehicle occur when a driver swerves suddenly or is backing up.
4. Rented vehicles: are considered fleet vehicles. Driver qualifications apply based on one of the Class I-III designations above. All other transportation policies also apply as appropriate.
5. Non-licensed vehicles: vehicles that are not licensed for road use may not be driven on public roads, except over very short distances as occasionally may be needed for property access. All other transportation policies also apply as appropriate.
6. Charter bus services: a department in need of charter bus transportation is responsible for contracting with a safe and reliable bus charter company. The minimum insurance requirement is $5,000,000 in public liability insurance.
Vehicle Usage and Reservations Policy
A. Vehicle Availability
1. University-owned vehicles are available for use by University Departments upon request, if driven by University-licensed drivers. In order to keep vehicles owned by Greenville University available for University community members engaged in University business, University-owned vehicles are not available for personal use.
2. Personally owned autos or other vehicles are not considered part of the University fleet and should not be used for University business unless:
a. The Business Office informs you that a University vehicle is unavailable. Or, '
b. The driver plans to take care of personal business while away.
During these instances, a personal vehicle may be used and mileage paid at $.40 per mile.
B. Usage Priorities
The following priority list will be followed for University fleet vehicle usage:
1. Student-related activities—the primary business of the University. All transportation requests for these activities must be endorsed by the sponsoring Department Head, Faculty Advisor, or Residence Director.
2. Departmental use by University employees—as approved by the requesting Department’s Head.
C. Requesting vehicles
1. Vehicles are reserved by completing the form entitled Request for University Vehicles. These forms are available through the Business Office. Requests submitted to the Business Office less than three (3) working days in advance may be denied based on vehicle availability. Prompt notification will be given if there is difficulty filling a request. The Business Office will notify the person making the request of the availability of a vehicle.
2. All requests must include the name(s) of the driver(s) on the form when it is submitted. All individuals listed as drivers must have current University driving permits on file with the Business Office.
3. Rental Vehicles:
If no vehicles are available from the University fleet, the Business Office will rent an appropriate vehicle from an area rental agency, which will be charged to the requesting department.
a. Vehicle maintenance checks, seat belt rules, and other safe driving and maintenance practices shall be followed with rental vehicles as if they are part of the normal University fleet.
b. When collecting rental vehicles off-campus, Greenville University permitted drivers should sign the rental agreement with their own name, followed by “for Greenville University” or “Greenville University by (renter’s name).”
c. Drivers should decline all insurance coverage offered by the rental company.
d. If a visiting speaker, performer, lecturer or other guest of the University is to be provided with transportation, the vehicle should be rented in his/her own name and charges should be reimbursed by the hosting University department. The visiting guest may elect to accept or decline the liability and collision insurance coverage, as they wish. They will be responsible for any damage or liability they may incur. University fleet vehicles are not available to drivers who have not received a University driving permit.
e. All drivers who plan to rent vehicles for use on University business out of the United States should contact the Office of the Vice President for Finance before making reservations.
4. Bus Services
a. The Office of the V.P for Finance maintains a listing of University-approved charter and commercial bus services. A bus service that is not on their approved carrier list (out of state or previously unused) can be selected if the carrier meets certain specific qualifications. If a Department wishes to use a new carrier, the Office of the V.P. for Finance should be notified well in advance of scheduled trips in order to certify the new carrier for safety.
D. Usage Costs
1. Usage rates
a. Charges for Class I and II vehicles are $.26/mile and will be charged to the using department’s travel expense line at the end of each month.
b. Charges for Class III vehicles are $.40/mile for the first 200 miles and $.30/mile for each mile over 200. The charges will be applied to the using department’s travel expense line at the end of each month.
c. The departments using rented vehicles will be charged the rental rate to their travel expense line at the end of each month.
d. Departments that contract with a Bus Service will pay the invoice from their travel expense line.
2. Fuel
a. All fleet vehicles should be refueled at the end of each use at the Greenville Casey’s on Harris Ave.
b. If travel plans will require refueling prior to returning to Greenville, a gas charge card should be requested on the Request for University Vehicle form.
c. If a personal vehicle must be used due to lack of available fleet vehicles, a mileage rate of $.40/mile will be paid by the Business Office.
d. If a personal vehicle is used at a time when there are fleet vehicles available, reimbursement for fuel will be made.
3. Tolls and fees: All tolls, parking and other incidental charges are the responsibility of the renting Department.
4. Tickets: All parking, moving violation or other traffic tickets or fines are the responsibility of the driver.
5. University Fines:
a. Failure to give 24-hr. cancellation notice $25.00
b. Taking vehicle early/returning it late $50.00
c. Failure to report a collision $500.00
6. Billing: User Departments are billed monthly against the account number provided on the trip mileage form. It is NOT possible to pay in cash for Departmental vehicle use.
E. Vehicle Pickup and Drop-off
The keys and trip mileage forms for reserved vehicles may be picked up from the Business Office, Marston Hall 102, on the day of scheduled usage, and for weekend usage the Friday before. The keys and forms must be picked up during regular office hours, Monday-Friday between 8 and 4 p.m. Because vehicles are scheduled to be used frequently used several times on any given day, the vehicles cannot be picked up before, nor returned later than, the times specified on the request and mileage form. Please respect the needs of other vehicle users from the University community by being punctual.
Driver Qualifications and Training Policy
The vast majority of property damage, personal injury and death from motor vehicle collisions are directly attributable to driver error. It is a privilege and a heavy responsibility to operate a University motor vehicle, particularly when passengers are involved. For this reason, the University reserves the right to be highly selective in approving drivers of fleet vehicles. No nonstudents or non-employees of Greenville University are permitted to drive fleet vehicles. All drivers of University-owned vehicles will be qualified in the following ways:
A. Driving Qualifications
1. Class I vehicles All individuals seeking (for the first time) a Greenville University driving permit for Class I vehicles shall:
• Be a current Greenville University student or employee.
• Have at least two years’ licensed driving experience in the United States (not including experience under a driver’s permit).
• A current driver’s license, issued by one of the 50 United States. • Complete the written Greenville University Driver Application and Agreement.
• Provide an acceptable current Motor Vehicle Record from their home state, showing their driving record for the last three years, including all collisions and tickets.
• Verify that he or she has read and understood relevant Greenville University transportation policies.
2. Class II and Class III vehicles
All individuals seeking (for the first time) a driving permit for Class II and Class III vehicles will fulfill all the requirements for Class I vehicle permits above. As well as:
• Be at least 21 years of age.
• Complete online driver safety training courses and pass examination (allow approximately 1 ½ hours to complete).
B. Driver Disqualification The driving history of all permitted drivers may be checked periodically via Motor Vehicle Record. Driving privileges will not be granted to, or will be revoked from, individuals who:
1. Have ever received any one of the following citations (all permitted drivers must notify the University of these immediately after they occur):
• Conviction for reckless driving • Leaving the scene of a collision
• At fault in a fatal collision • Felony committed involving a vehicle
• Conviction for alcohol and/or drug-related driving offense
• Passing a stopped school bus
• Refusal to submit to blood alcohol test
2. In the past calendar year from the date of permit application, have any combination of two or more moving violations, or three or more in the last two years, including but not limited to:
• Running a red light
• Ignoring a stop sign
• Speeding
3. Have been at fault in the past 365 days in two or more collisions.
4. Have a recorded instance of one of the following:
• Driving without insurance • Driving on a suspended license
• Failure to appear in court
5. Falsify information on their written permit application
6. Fail to comply with any license restrictions (e.g., corrective lenses)
7. Use a University fleet vehicle on personal business
8. Loan a University vehicle checked out to them to another person or Department
Any student driver of a University vehicle involved in a collision that is determined to have been preventable will automatically lose driving privileges for 365 days. However, if a collision investigation determines that a) the student was not legally at fault in the collision, and b) the student was driving defensively, and c) there was nothing further that reasonably could have been done by the student to prevent the collision, the student may apply to the Office of the V.P. for Finance for possible reinstatement. Discretion will be used on each individual case, and Greenville University is under no obligation to automatically reinstate the driver.
C. Duration of driving permits
Unless they are revoked for reasons delineated above, Greenville University driving permits are valid:
1. For students: until they are no longer enrolled, as long as 1) an acceptable current Motor Vehicle Record and 2) photocopy of his or her current driver’s license is on file each year, and 3) the student signs again each year that they have read and understood the current University transportation policies. Students who have driven in the previous year may automatically continue to drive unless and until their Motor Vehicle Record becomes unacceptable, as long as the two other renewal conditions above are met. If a student’s University driving permit has been revoked, he or she must wait at least 365 days before applying for reinstatement.
2. For employees: for the duration of their employment, pending satisfactory annual Motor Vehicle Record review and applicable revalidation below.
D. Revalidation of driving permits for employees
In order to maintain a Greenville University driving permit, all employees will:
1. Submit a photocopy of his or her renewed driver’s license in years of license expiry.
2. Undergo driver training as required below.
3. Have an acceptable Motor Vehicle Record on file annually.
E. Driver Training
1. Basic training. Before a Greenville University driving permit is issued, all first-time driving permit student applicants will take a safe driving course administered by the Business Office.
2. Refresher training. All employees who drive as a regular part of their job will complete a refresher Defensive Driving course every three years.
NOTE: The Business Office reserves the right to deny or revoke an individual’s driving privileges should that individual exhibit poor judgment of any kind while driving University vehicles. The determination of the privilege to drive a University vehicle is at the discretion of the Business Office, except in the case of employees who must drive for their jobs. In these cases, the Business Office will send a record of the problem to Human Resources, who will work in conjunction with the employee’s Department Head and the V.P. for Finance to determine whether it is appropriate for the employee to drive. There is no appeal process for non-employees or employees whose job does not require driving fleet vehicles.
Trip and Route Safety Policy
A. General Regulations
1. Only passengers on official University business are allowed to ride in University vehicles.
2. Driving with headlights: all drivers will drive with the headlights on at all times, day or night.
3. Passenger Capacity: No drivers shall transport more passengers in a vehicle than the vehicle is designed to haul. In most cases this is the same as the number of factory-installed seat belts in the vehicle.
4. Seatbelt Usage: If a University-owned vehicle is equipped with seat belts or safety restraints, all occupants of the vehicle must use the restraints as they were designed to be used at all times when the vehicle is in operation. Drivers shall not begin operation of the vehicle until all passengers have complied with the seat belt rule. Passengers must not remove their seat belts during travel. If a driver becomes aware of passengers who refuse to use the provided restraints properly, the driver may refuse that person further passage, unless such refusal would endanger their safety. An exception to this policy is granted if an occupant presents a physician’s statement stating that compliance is not possible or would be harmful to that person (e.g., a medical device that would be compromised by a shoulder belt). The physician’s statement shall define its effective period.
5. Front passenger seat: On any trip with one or more passengers, drivers should make sure that the front passenger seat is occupied and that the person sitting in this seat remains awake. Drivers should remind this passenger that it is his or her responsibility to help the driver stay alert and to assist with directions and maps. A driver going off duty should not become the navigator unless there is no other passenger who can serve as navigator.
6. Trailers: Special permission, training and licensing must be obtained from the Office of the V.P. for Finance before pulling trailers behind any fleet vehicles.
7. Speed Limit: At no time should a University fleet or rental vehicle be driven at a speed greater than 65 miles per hour. All other legal speed limits must be followed.
8. Radar detectors: The use of radar, laser or other speed monitoring detection systems is not permitted.
9. Cell phones: No drivers will use cell phones at any time while vehicles are in motion or waiting at stoplights, stop signs, traffic jams, etc. Cell phones are only to be used by passengers or by drivers who have pulled over and stopped in a safe location.
10. Medications: No drivers, before or during trips, will use medications, alcohol, drugs or other substances that may cause drowsiness or other physical or mental impairment.
11. Hitchhikers: Picking up hitchhikers is not permitted.
B. Driving Safety Before Departure
Late term fleet vehicle cancellations due to weather or travel hazards will not result in fines or charges if prompt notice is given to the Business Office.
C. Driving Safety During Trips
Drivers and Departmental sponsors of student trips are responsible to obtain weather information before and during daily travel to determine if road or weather conditions present hazards along their planned travel route. If University vehicles are already on the road and weather conditions become hazardous, the sponsor must stop the trip, delay or cancel travel planned for that day, and ensure the safety of all passengers and drivers.
D. Athletic Events
No athlete shall drive a University fleet vehicle or a personal vehicle to or from an athletic event, whether a competition or a practice, whether for varsity, club, intramural or other sports. However, team members who did not compete may drive if they are University permitted drivers. All such drivers must notify the coach or sponsor before using a University vehicle. An exception is granted for events within fifty (50) miles of the Greenville University campus.
E. Driving Time Limits
1. Driving time limits for all University-licensed drivers are: Daytime travel: three (3) hours at one time without a break Nighttime travel: two (2) hours at one time without a break
2. Within 15 minutes of reaching a driving limit, the driver should exit the highway to a safe rest area. The driver must take at least a 15-minute break before resuming driving, or else another University-licensed driver who has not been driving must assume driving responsibilities.
3. On trips longer than twenty (20) miles, no driver of University fleet vehicles hauling passengers may commence driving after 11:00 p.m. or before 5:00 a.m. Trips and events must be planned so that no drivers are expected or pressured to begin driving between these hours.
F. Commercial Bus Driver Limitations
The U. S. Department of Transportation Bureau of Motor Carrier Safety has established the following regulations to be used as guidelines in planning itineraries for tours and multiple-day trips. Commercial bus drivers are limited to:
1. Fifteen (15) consecutive hours of duty in any one day.
2. A maximum of ten (10) of these fifteen hours may be driving hours.
3. Upon reaching a destination (and the driver’s total driving hours having been used), the driver must have a minimum of eight (8) hours off before local service may be performed or an extended period of driving may begin.
Touring Departments are responsible for arranging lodging for bus drivers on multiple-day trips.
G. Backing Up
The vast majority of all fleet vehicle collisions, particularly with vans, occur while the driver is backing up. In order to prevent losses from vehicles operating in reverse:
1. Drivers should enter the driver’s door only after walking around the rear of the vehicle to note potential obstacles and the distance to them.
2. If a driver is not accompanied by passengers and is planning to back into a tight space, and safety permits, he or she should stop the vehicle to observe obstacles and distances before backing.
3. If the driver is accompanied by passengers, one passenger should disembark and direct the driver during backing operations if it is safe to do so.
H. Preventive Maintenance on Trips
1. Fluid levels It is the responsibility of the driver to maintain proper oil and coolant levels if the vehicle is being used for an extended time period or driven an extended distance.
2. Mechanical failures Developing mechanical problems that might make a vehicle unsafe to drive should be reported to the Business Office via telephone 618 664-7013. In case of actual breakdown or mechanical failure, contact Hanover/Citizens Insurance at 800 628-0250 for roadside assistance.
I. Pre- and Post-trip inspections
1. Pre-trip inspections. Drivers should not operate a vehicle until they complete a pre-trip inspection, including a dent and damage check. Drivers should be satisfied that all necessary parts and components are in good working order.
2. Post-trip inspections. Post-trip inspections will be conducted by drivers following each trip. Unusual noises, awkward operation, or other problems should be reported on the trip report. The trip reports are to be turned in with vehicle keys to the Business Office.
Collisions and Reporting Policy
“Collisions” are events that result in damage to vehicles or property, or personal injury.
A. Post-Collision Procedures In case of a collision involving a University-owned vehicle, the driver of the vehicle must follow the instructions on the trip report. Failure to report collisions or damage to vehicles will result in a substantial fine!
1. The driver will be given the opportunity to explain what happened and hear the collision committee’s determinations. If a collision is determined to have been preventable, and the driver involved is:
a) a student, his or her driving permit will be revoked.
b) an employee whose job does not require regular driving, the driver will be given a written warning and be required to attend a driver safety training session selected by the Transportation Center as appropriate. Two preventable collisions within a five-year period will result in the revocation of his or her driving permit.
c) an employee whose job requires regular driving, the driver will be given a written warning and be required to attend a driver safety training session selected by the Transportation Center as appropriate. If a driver has two preventable collisions within a one-year period, or three preventable collisions in a two-year period, Human Resources will work in conjunction with Risk Management to determine appropriate consequences.
2. All completed collision report forms will be kept on file in the Risk Management Department for ten years from the date of the collision, to aid in proper loss trend analysis and in analyzing the effectiveness of safety training programs.
Maintenance
A. Required safety equipment
Class III Vehicles will contain flare/reflector kits and fire extinguishers as required by law.
B. Records maintenance
The Transportation Center will be responsible for maintaining driver and vehicle records.
1. Driver Records A file (separate from employment records) will be kept current for each individual, to whom driving privileges are granted, containing:
• His or her written permit application
• a photocopy of his or her valid driver’s license
• current annual Motor Vehicle Record/Driver Record information
• collision reports, if any • complaints received about his or her driving, if any
• records of on-line training events attended • results of on-line driver’s exams
These files will be reviewed and updated on an annual basis
2. Maintenance Records
Written records of maintenance and inspection records shall be kept in a separate file for each fleet vehicle. Records will include:
• Vehicle identification: make, model, serial number (VIN)
• University vehicle inventory number (if assigned)
• The name, address, and phone number of the Department or individual responsible for the vehicle, if the vehicle is on permanent assignment
• Tire size, ply, type and serial number (if applicable)
• The date and nature of the work performed
• Garage where maintenance was performed
• Special equipment or component parts involved
• For each inspection: items inspected, repairs made, date completed, mileage, and name of inspecting mechanic
• Oil change/lubrication dates and mileage
• Date/mileage for next scheduled inspection and preventive maintenance
• Summaries of any collisions involving this vehicle
C. Service, Inspections, and Repairs
All University fleet vehicles will have preventative maintenance performed based on the manufacturer’s recommendation and depending on usage. The Business Office will remove a vehicle from operation if repairs are necessary.