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USE OF UNIVERSITY VEHICLES/ PERSONAL VEHICLES


Vehicle Policy

The safety of Misericordia University students, faculty, staff, agents or volunteers who drive a university vehicle for the sole purpose of participating in authorized university activities is of paramount importance. The following policy supports the safe and prudent use of those vehicles.

Authorized Drivers

Employees- university owned, leased or rented vehicles may be driven by any employee who is 18 years of age and older and authorized to drive by their Department Head. Drivers must have a valid operators license for the class of vehicle they intend to operate and shall annually furnish a copy of their operators’ license to the Purchasing Office. Drivers are required to review this policy and sign the acknowledgement section.

Students- university owned/leased vehicles may be driven by a student who is 18 years of age or older and authorized to drive by their Department Head. Generally, students are not authorized to operate a rented vehicle. This is determined by the Rental Company. Drivers must have a valid operators license for the class of vehicle they intend to operate and shall annually furnish a copy of their operators’ license to the Purchasing Office. Drivers are required to review this policy and sign the acknowledgement section.

To operate a van with a seating capacity of 8 or more, employees and students must successfully complete a van drivers safety program administered by the Campus Safety Department.

Misericordia University always retains the discretion to preclude an individual from operating a university owned, leased or rented vehicle. Without limiting the foregoing, and by way of example, drivers may be precluded from operating a university owned/leased/rented vehicle if he/she has received 2 or more moving violations in one year or a DUI.

Vehicle Reservations

Vehicle reservation requests shall be made in person at the Purchasing Office.

The following information shall be provided to the Purchasing Office upon submission of a vehicle reservation request:
· Department name and telephone number
· Budget name and account number to be charged for vehicle use
· Vehicle destination and date and time vehicle to be picked-up for departure
· Date and time vehicle to be returned to the University
· Number of vehicles requested
· Drivers are responsible to complete and sign the vehicle inspection form for each vehicle used and submit the form to the Purchasing Office upon completion of the trip.

Vehicle Cancellations

When canceling a vehicle reservation, please contact the Purchasing Office as soon as possible since others may wish to utilize the vehicle.

Vehicle Pick-up and Drop-off
During normal business hours, Monday through Friday, between the hours of 8:30 a.m. and 4:00 p.m. the “van book” (containing insurance card, vehicle registration, vehicle inspection form, major gas credit card and vehicle key) can be picked-up in the Purchasing Office located on the Ground Floor of the Mercy Hall.

Should the departure / return time fall outside the hours in which the Purchasing Office is staffed, the van book (s) should be returned to the Campus Safety Office, located on the Ground Floor of Mercy Hall.

Van Parking Location: university vans are to be picked up from and returned to their designated numbered parking location at the rear of the Anderson Sports and Health Center.

Prior to returning a vehicle, please ensure the vehicle has a full tank of gas and the vehicle interior has been cleaned with all debris being deposited in a trash receptacle.

Driver Responsibilities

Drivers are responsible to immediately report any change of status in their operating license to the Purchasing Office.

Drivers are responsible for inspecting the vehicle prior to leaving the site where the vehicle is parked whether this is a university owned, leased or rented vehicle. Drivers shall not attempt to operate a vehicle that is suspected of not operating properly or where a malfunction compromises the safety of the occupants. The driver shall park the vehicle until appropriate arrangements are made and the vehicle can be operated safely. Drivers shall notify the Purchasing Office immediately of a vehicle that is not operating properly.

Drivers must only transport the number of persons for which there are seatbelts in the vehicle. All occupants of a university owned, leased or rented vehicle must wear a seatbelt and no unauthorized person shall be permitted to operate the vehicle.

Drivers must observe all traffic regulations. Drivers are personally responsible for any and all motor vehicle violations that may be issued as a result of operating a university owned, leased or rented vehicle.

Drivers are responsible to ensure that the vehicle is used only for university business. Drivers shall not pick up or transport family members, hitchhikers, friends, or any person not on university related activities.

Drivers are responsible for the security of the vehicle until it is returned to the designated Campus location. Drivers must remove the keys from the vehicle and lock all vehicle doors and close all widows at all times when the vehicle is unattended. Vehicles shall not be left unattended with the engine running.

Drivers shall not operate a university vehicle while using a cellular telephone.

Drivers shall not operate a university vehicle under the influence of alcohol, drugs or the combined influence of alcohol or drugs.

Drivers shall be subject to applicable university disciplinary procedures for violations of this policy, including loss of university vehicle driving privileges.

University Van Capacity

The National Highway Traffic Safety Administration (NHTSA) has issued a cautionary warning to users of 15-passenger vans because of an increased rollover risk under certain conditions. The University has mandated that maximum van capacity not exceed 10 passengers (1 driver + 9 passengers).

For each 150 pounds (estimated) of cargo the number of occupants shall be reduced by one.

Rented Vehicles

Vehicles rented by Misericordia University shall be subject to the same “Drivers Responsibilities” as above.

When renting a vehicle, the University’s vehicle insurance policy will cover the vehicle, driver, and occupants. Additional vehicle insurance offered by the rental company is not needed or required.

If a rental vehicle is needed, you can obtain a copy of the University’s vehicle insurance policy to present at the time of rental from the Purchasing Office or the Director of Campus Safety.

Gas credit cards will be provided for rental vehicles through the Purchasing Office.

Personal Vehicle usage and insurance coverage

Misericordia University provides insurance coverage through the Christian Brothers Risk Pooling Trust for all vehicles owned, leased or rented by Misericordia University. This includes auto liability for bodily injury and property damage and is in effect for all authorized drivers.

Anytime an employee, volunteer or student uses their own vehicle for an authorized university related activity, their personal automobile insurance is primary because insurance coverage follows the ownership of the vehicle. The Christian Brothers Risk Pooling Trust will only provide coverage if and when there has been a claim that exceeds the liability limits of the individual’s vehicle policy.

The recommended minimum automobile coverage for an individual driving their personal automobile is bodily limits of $100,000 per person or $300,000 per accident and property damage coverage of $100,000. The collision and comprehensive coverage is an option item by the owner.

Accidents

Never leave the scene of an accident.

Report the accident at once to the police.

Because fault is a legal conclusion and requires extensive understanding of legal principles, do not admit fault at the scene. Instead, report the accident to the university so that appropriate individuals can conduct an analysis.

Gather all facts about the accident: date, time, names and addresses of people involved, witness information, license plate number(s), and note any injuries as well as any other applicable vehicle insurance information.

Give a statement regarding the accident only to the investigating Police Officer.

Drivers must report all accidents to the Campus Safety Department within 24 hours. Any accidents that involve personal injury or towing of the vehicle shall be reported immediately to the Campus Safety Department.




Rationale for Misericordia University Vehicle Policy

· The attached is a revision and update of a current policy (see attached).

· Misericordia University is concerned about the safety of our employees, students, and volunteers who use University vehicles. We have recently added a van driver’s safety program for those individuals operating a van with a seating capacity of 8 or more.

· Many employees asked the University to clarify the risk an employee, volunteer, or student could face when using their personal automobile.

· The policy is being updated to provide additional details on the use of University vehicles.

Revised September 29, 2003

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