Facilities and Safety
Use of Vehicles for University Business (IV.A.1)
Volume IV: Facilities and Safety
Chapter A: Safety
Responsible Executive: Senior Vice President for Business Services and Assistant Treasurer
Responsible Office: Risk Management
Date Issued: March 1, 2010
Date Last Revised: November 18, 2011
TABLE OF CONTENTS
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Who Should Know This Policy
Web Site Address for This Policy
- Driver Qualifications and Authorization
- Operating a Vehicle on University Business or for Any Other University Purpose
- Take-Home Vehicles
History and Updates
- Regulations Concerning Use of Vehicles
- University Fleet Vehicle Inspection and Maintenance
- University Fleet Vehicle Insurance
- University Fleet Vehicle Registration and Marking
This policy applies to all Purdue University Operations worldwide. Any Vehicle driven while conducting University Business or for any other University purpose must be operated in a safe and courteous manner. Vehicles must be operated in compliance with all applicable laws and Purdue policies.
University Vehicles are made available only for University Business, and only Authorized Drivers may operate University Vehicles. Additionally, individuals who operate Personal Vehicles on University Business or for any other University purpose are required to meet the same Minimum Driver Qualifications. Drivers who fail to adhere to this policy and its related procedures may be deemed not to qualify for Indemnification from the University, and may be subject to disciplinary action as deemed appropriate.
Motorcycles, scooters, mopeds, and similar Vehicles may not be used to conduct University Business or for any other University purposes.
The use of Vehicles is necessary to almost all programs and activities of Purdue University. Given the number of Vehicles in use and the total miles driven, it is necessary to have policies in place to manage the risks associated with the use of Vehicles. The University’s primary concern is to avoid injuries and property damage to Purdue people and the general public by promoting the safe operation of Vehicles used for University Business or for any other University purposes. Accidents may cause injuries, fatalities, and property damage, and may also result in claims against the University arising from third party liability, property damage, worker’s compensation injuries, and business interruption.
This document establishes University policy for operating any Vehicle while conducting University Business or for any other University purposes. It defines the procedures that are in place to minimize the potential for accidents and losses, and serves as a guide to departments in managing those Vehicles under their control.
All units, students, faculty, staff, and volunteers of Purdue University.
- University Officers
- Business Officers
- Administrative and Professional Staff
- Clerical and Service Staff
- All other persons operating Vehicles for University purposes
There are no units or persons excluded from the requirements of this policy.
|Policy Clarification||Risk Management||(765) firstname.lastname@example.org|
|Student Organizations||Business Office - Student Orgs.||(765) email@example.com|
|Club Sports||Recreational Sports Center||(765) firstname.lastname@example.org|
|Rental Fleet Vehicles||Transportation Service||(765) email@example.com|
|Tax Reporting||Tax Department||(765) firstname.lastname@example.org|
|Regional Campuses||Calumet - Vice Chancellor for Administrative Services||(219) 989-2231|
|Fort Wayne - Comptroller||(260) 481-6322|
|North Central - Associate Vice Chancellor for Business and Budget||(219) 785-5404|
Individuals who meet one or more of the following criteria:
- Been approved to drive by Risk Management as a result of a Motor Vehicle Report (MVR) check.
- Reviewed this policy, self-evaluated their MVR, and determined that they meet all the qualifications to operate a Vehicle on University Business.
Any small, motorized utility vehicle (electric or gas powered) including but not limited to golf carts, Gators™, Carryalls, or ATVs.
Any person paid through the University’s payroll system in a position classified as regular or temporary, full-time or part-time with the exception of undergraduate and graduate student employees who are considered to be Students, rather than Employees, under this policy.
The process or policy by which the University agrees to protect an individual from any threatened or asserted claims, actions, suits, or proceedings due to the nature of his or her relationship with the University. See the Trustees of Purdue University Policy on Indemnification.
Minimum Driver Qualifications
- Possess a valid US or Canadian driver’s license with a classification appropriate to the type of Vehicle being driven, or a valid license from another country where a Vehicle is being operated.
- Be at least 18 years of age and have one year of licensed driving experience prior to driving on University Business. Requests for exceptions to these requirements must be submitted to Risk Management in advance for review on a case-by-case basis.
- Have an “acceptable?driving record, as defined by Risk Management (MVR Grading Grid). Individuals who are unsure of their driving record may secure a copy of their MVR from their auto insurance provider or through the Indiana Bureau of Motor Vehicles.
Motor Vehicle Record, a report that typically contains information about a person’s driving history, including information about traffic violations, accidents, etc.
Any vehicle other than those owned or leased by Purdue University, or rented from a commercial car rental agency by an Employee, Student, or Volunteer while on official University Business or for any other University purpose.
Purdue University Operations
All Purdue University offices and campuses, state-wide technology programs, county extension programs, and any other program or activity conducted in the name of Purdue University.
The University's Risk Management Department. Visit their Web site at www.purdue.edu/risk_mgmt.
Any person whose main purpose for being at the University is the pursuit of his or her education, including any person employed in a position classified as a “student employee."
Any University Fleet Vehicle assigned to a specific employee for his or her exclusive use due to the requirements of his or her position.
The University's Transportation Service Department. Visit their Web site at www.purdue.edu/transportation.
Activities (including travel) engaged in on behalf of Purdue University.
University Fleet Vehicle
Any Vehicle owned or leased by Purdue University.
Any University Fleet Vehicle and any Vehicle rented from a commercial car rental agency by an Employee, Student, or Volunteer while on official University Business or for any other University purpose.
For purposes of this policy, any person not classified as an Employee or Student, who is acting on behalf of the University. This includes, but is not limited to, any individual in a position classified as non-pay.
Any motorized form of transportation that is licensed for use on public roadways. This includes Personal Vehicles, Take-Home Vehicles, University Fleet Vehicles, and University Vehicles. Motorcycles, scooters, mopeds, and the like may not be used for University Business or for any other University purpose and do not meet the definition of a Vehicle for the purposes of this policy.
Administrators, Managers, and Supervisors
Implement this policy and take appropriate steps to obtain compliance with this policy by those Employees, Students, and Volunteers under their supervision and control. Ensure fleet safety and compliance with the provisions of this policy within their respective units.
Allocate appropriate resources for maintenance of University Fleet Vehicles under their inventory control.
Operate any Vehicle being used by them on University Business or for any other University purpose in a safe and courteous manner in compliance with all applicable laws and Purdue policies.
Provide coordination and oversight for the University’s fleet safety program.
Ensure that this policy is current and in compliance with applicable federal and state rules and regulations, and with industry fleet safety practices.
Identify and provide driver safety training programs to meet the needs of the University.
Maintain a database of Authorized Drivers.
Coordinate MVR review of drivers.
Coordinate insurance claims for losses involving University Vehicles.
Provide a rental fleet of University Fleet Vehicles for official University Business use.
Coordinate the receipt of new University Fleet Vehicles, including assigning official Vehicle numbers.
Ensure that all University Fleet Vehicles receive the appropriate markings identifying them as University Fleet vehicles at check-in.
Provide annual safety inspections, preventative maintenance, and regular repair services for University Fleet Vehicles as requested.
Maintain historical inspection and repair records for work provided through Transportation Service.
Provide the Transportation Service Form 1 to Authorized Drivers and maintain records of the signed forms.
1.1 Qualification Requirements and Procedures Applicable to All Drivers
- All individuals who will operate a Vehicle on University Business or for any other University purpose must meet the Minimum Driver Qualifications defined in this policy and:
- Review this policy and self-evaluate to determine if they have an “acceptable" driving record as defined by Risk Management (MVR Grading Grid). Only drivers that fall in the “acceptable" category are authorized to operate a Vehicle unless otherwise approved by Risk Management.
- If required by Section 1.2 or 1.3 below, complete and submit the appropriate documentation for an MVR check to Risk Management for review and approval.
- Any individual whose driving record falls into the “unacceptable" category as defined by Risk Management may not operate a Vehicle for University Business or for any other University purpose. Employees who self-evaluate and determine they have a driving record that falls into the “unacceptable" category must inform their supervisor or responsible Purdue management official as soon as possible. The supervisor or management official must contact Risk Management for further evaluation.
- Any individual who will be towing a trailer while operating a Vehicle for University Business or for any other University purpose must be an Authorized Driver who either has towing experience or has received at least two hours of behind-the-wheel towing instruction from another Authorized Driver experienced in towing a trailer. The individual’s department or student organization is responsible for providing the training as necessary, which includes instruction on the proper use of mirrors, backing, turning, lane changing, and other maneuvering techniques.
- In addition to satisfying the foregoing requirements, Employee drivers must satisfy the requirements in Section 1.2, and Student and Volunteer drivers must satisfy the requirements in Section 1.3.
- Purdue University reserves the right at any time to perform an MVR check on anyone authorized, or seeking authorization, to operate a Vehicle on University Business or for any other University purpose. The University may perform these MVR checks at whatever time or frequency it deems appropriate.
- Purdue University reserves the right to deny authorization for any person to operate a Vehicle for University Business or for any other University purpose for any reason, subject to the University’s obligations to make reasonable accommodations under the Americans with Disabilities Act or other applicable laws.
1.2 Additional Requirements and Procedures Applicable To Employee Drivers
In addition to the procedures and requirements applicable to all drivers under Section 1.1, the following procedures and requirements apply to Employee drivers:
- Employees whose driving record falls into the “conditional" category as defined by Risk Management may be required to successfully complete remedial driver training as assigned by Risk Management. Failure to successfully complete any assigned training within 30 days of being notified of the training requirement will result in the loss of authorization to operate a Vehicle for University Business or for any other University purpose. Successful completion of the assigned training will allow the individual to remain authorized to operate a Vehicle on a “conditional" basis. If a “conditional" driver completes required training but subsequently progresses to the “unacceptable" category, the driver will lose his or her authorization to operate a Vehicle on University Business or for any other University purpose until such time as his or her driving record becomes “acceptable." Any individual who self-evaluates and determines he or she has a driving record that falls into the “conditional" category must inform his or her supervisor or responsible Purdue management official as soon as possible. The supervisor or management official must contact Risk Management for further evaluation.
- Employees that routinely operate a University Vehicle five or more times per week, and/or whose job description requires the possession of a valid driver’s license, are subject to an MVR check. The employing University department must supply the names and other pertinent information for these employees to Risk Management. Risk Management will conduct an MVR review of all Employees in this category to verify that they meet the Minimum Driver Qualifications. Risk Management will notify the Employee and his or her department for any record that falls in the “conditional" or “unacceptable" category.
- Employees who will operate a Vehicle while traveling on University Business or for any other University purpose must certify on the Request for Authority to Travel Form 17 that they have reviewed the Minimum Driver Qualifications and that they fall within the “acceptable" category (MVR Grading Grid).
- Employees who rent Vehicles from Transportation Service must certify on the Transportation Service Form 1 that they have reviewed the Minimum Driver Qualifications and that they fall within the “acceptable" category (MVR Grading Grid).
- Employee drivers that require a Commercial Driver’s License (per Indiana statutes) to perform their job duties for Purdue University must meet the Indiana requirements for the type of license needed and have a minimum of two years of general driving experience prior to driving in a CDL capacity for Purdue.
- Any Employee who knowingly supplies inaccurate and/or fraudulent certification on a Form 17 or Form 1, who knowingly operates a Vehicle without complying with the provisions in Section 1.1 and 1.2, or who otherwise fails to comply with this policy, may be deemed not to qualify for Indemnification protection from the University, and may be subject to disciplinary action as deemed appropriate.
1.3 Additional Requirements and Procedures Applicable to Student and Volunteer Drivers
It is understood that there may be times when a department or Student organization has a legitimate business or educational need for a Student (employed or non-employed) or Volunteer to operate a Vehicle on University Business or for any other University purpose. In addition to the procedures and requirements applicable to all drivers under Section 1.1, the following qualification procedures and requirements apply to Student and Volunteer drivers:
- Students and Volunteers whose driving record does not fall into the “acceptable" category as defined by Risk Management (MVR Grading Grid) will not be authorized to drive a Vehicle on University Business or for any other University purpose without exception.
- Student and Volunteer drivers must complete a Request for Driver Authorization Form RM01 if they will be:
- Operating a University Vehicle, or
- Operating a Personal Vehicle on University Business or for any other University purpose and specific written approval is required for such use. Documents granting written approval include, but are not limited to, Request for Authority to Travel (Form 17), Student Organization Travel Planning Form, or Recreational Sports Trip Request Form.
- Student and Volunteer drivers operating vans on University Business must be at least 20 years of age, have at least two years of licensed driving experience, and must complete Risk Management’s Purdue Passenger Van Training prior to operating a van on University Business. Passenger van training must be completed annually (login to WebCert to access passenger van training).
- Student and Volunteer drivers are allowed to operate a Vehicle on University Business while within the United States or Canada only. Student and Volunteer drivers may not operate a Vehicle on University Business or for any other University purpose in any other country. Graduate Students traveling abroad on official University Business are an exception to this restriction.
- Any Student or Volunteer who operates a Vehicle without complying with the provisions in Section 1.1 and 1.3, or who otherwise fails to comply with this policy, may be deemed not to qualify for Indemnification from the University, and may be subject to disciplinary action as deemed appropriate.
Form RM01 must be forwarded to Risk Management, who will conduct an MVR review.
2.1 All Authorized Drivers must:
- Have a valid US or Canadian driver’s license, or a valid license from another country where a Vehicle is being operated, in their possession at all times while they are operating any Vehicle on University Business or for any other University purpose.
- Not use a University Vehicle for personal business. Personal use is not permitted, and violation of this may result in disciplinary action and adverse tax consequences for the individual.
- Operate Vehicles in a safe, controlled, and courteous manner, in compliance with applicable traffic laws, this policy, and any other applicable University policies.
- Turn off and lock University Vehicles when left unattended.
- Store valuable equipment/items in the trunk of the Vehicle.
- Be aware of weather and road conditions and make prudent decisions regarding travel based on those conditions.
- Not place a Vehicle in motion unless all occupants are wearing safety belts (in vehicles so equipped), and ensure their continued use throughout the trip.
- Not transport unauthorized passengers, cargo, or permit any unauthorized person to drive a University Vehicle.
- Not drive under the influence of any substance including alcohol, illegal drugs, and/or medications that may cause impairment.
- Inspect the Vehicle prior to use for obvious safety concerns, report defects to the appropriate authority, and not operate any Vehicle with deficiencies that make it unsafe to operate.
- Promptly report all collisions, thefts, or vandalism involving University Vehicles to the appropriate law enforcement agency. Upon return to campus, notify his or her supervisor, Transportation Service (for University Fleet Vehicles), and Risk Management. See Section 3.6 Accident Reporting for more detailed information.
- Promptly report to his or her supervisor or Risk Management any change in his or her driving record that changes his or her classification from one of the categories described previously in this policy. Changes could include traffic citations, accidents, license suspension or revocation, or medical restrictions that may interfere with driving.
- Be personally responsible for any parking or traffic violations received while operating a Vehicle on University Business or for any other University purpose.
- Complete any required driver safety training as assigned by Risk Management or University insurers.
2.2 Authorized Drivers who will be towing a trailer must verify all of the following prior to operating the Vehicle:
- The trailer load weight does not exceed the limits specified by the trailer manufacturer and the total load weight of the trailer does not exceed the towing limits specified by the tow Vehicle manufacturer.
- The trailer load is appropriately distributed and adequately secured in place.
- The wheel base of the tow Vehicle is adequate for the trailer being towed.
- All trailer lights and brakes are in proper working order.
- Trailer tires are properly inflated.
- The trailer emergency chains are adequate and secured as required by law.
- Operate the tow Vehicle at a safe speed commensurate with the trailer weight and load.
A University Fleet Vehicle may be assigned to a specific staff member as a Take-Home Vehicle with the authorization of the Executive Vice-President and Treasurer or his or her designee. Assignment of a Take-Home Vehicle to an employee should be based on the requirements of the individual’s position with the University. The qualification, authorization, and other requirements of this policy apply to Take-Home Vehicles. University departments with a legitimate business need to assign a Take-Home Vehicle should also develop guidelines for the care and use of the Take-Home Vehicle. The University department is also responsible for coordinating with the Tax Department in FREH to comply with all applicable tax reporting requirements for Take-Home Vehicles.
November 18, 2011: Policy number changed to IV.A.1 (formerly I.2.1) and website address updated. References and links to passenger van training updated throughout and links to other policies updated.
March 1, 2010: This is the first policy to address this issue.
Regulations Concerning Use of Vehicles
Only persons with an appropriate University purpose should be passengers in a Vehicle being operated on University Business or for any other University purpose. Examples include Employees in the course and scope of employment, Students participating in an official activity, Volunteers providing service to the University, and participants in an official University program or activity. It is understood that in extenuating situations it may be necessary for others to be passengers in the Vehicle. This should be on an exception basis and drivers are expected to use good judgment in these situations.
2. Safety Belts
Use of safety belts (in vehicles so equipped) is required for the driver and all Vehicle occupants anytime the Vehicle is in motion. Drivers must enforce this requirement, and should not place a Vehicle in motion unless all passengers are appropriately wearing safety belts. The number of passengers in any Vehicle may not exceed the number of available safety belts. Proper restraints, car seats, or booster seats are required for any children that may be passengers in a Vehicle operated on University Business or for any other University purpose. Passenger travel in pickup truck beds is prohibited, with the exception of farm operations when the Vehicle is not being used on public roadways.
3. 12- and 15-Passenger Vans
- Drivers may not transport more than eight people (including the driver) in any 12- or 15-passenger size van for off-campus events. This policy applies to all vans including, but not limited to, those owned, borrowed, rented, or leased.
- Drivers may transport nine or more passengers in a 12- or 15-passenger size van when travel is limited to on-campus only. At no time should the number of passengers exceed the number of available safety belts.
- Towing with a 15-passenger sized van is strictly prohibited.
- Drivers and passengers in such vans must wear proper Vehicle seat restraints and are to refrain from excessive loading of the Vehicle. No loading is to be done on the roof of these Vehicles.
- All drivers of 12- and 15-passenger vans, regardless of the number of passengers being carried, must complete Risk Management’s Purdue Passenger Van Training prior to operating a van on University Business. Passenger van training must be completed annually (login to WebCert to access passenger van training).
4. General Prohibitions
- Consumption of alcohol by drivers and passengers is prohibited in University Vehicles. Purchased alcohol being transported for an approved University activity must remain closed during transportation, and should be placed in the Vehicle trunk if possible. See University policies addressing alcohol.
- Smoking is prohibited in University Vehicles.
- Transportation of hazardous materials in any Vehicle operated on University Business or for any other University purpose is prohibited except by Employees who are specifically trained, certified, and authorized for this duty.
- Drivers may not use cell phones or other electronic communication devices while operating Vehicles on University Business or for other University purposes in any jurisdiction where such usage is illegal. Even in jurisdictions where such usage is not illegal, the University strongly discourages the practice under all circumstances. Drivers should pull off the road to a safe location and only engage in communications after the Vehicle is properly parked.
5. Trip Guidelines
Risk Management has established guidelines regarding length of trip segments, rest breaks, and multiple drivers. These trip guidelines (PDF) apply to all Authorized Drivers except professional drivers employed by Purdue University. Professional drivers employed by Purdue University should follow US Department of Transportation guidelines, which may differ.
6. Accident Reporting
All accidents involving a University Vehicle or associated with a University activity (regardless of Vehicle ownership) must be reported immediately to the local law enforcement agency, Risk Management, Transportation Service (for University Fleet Vehicles), and to the driver’s supervisor or University management official. If the accident involves a Personal Vehicle, the driver should also notify his or her insurance company. The specific reporting requirements and timelines can be found in the Accident Reporting Guidelines (PDF).
7. Unsafe Driving Reports
All University Vehicles are marked with the University’s name, a Vehicle identification number, and a unique license plate number. Reports of unsafe driving are received from time to time by either Transportation Service or Risk Management. When received, such reports will be documented, investigated, and reported to the driver’s supervisor/department head. Reports of unsafe driving may result in disciplinary action, including the suspension or revocation of driving privileges on behalf of the University.
8. Personal Vehicles
Individuals who operate Personal Vehicles on University Business must possess a valid US or Canadian driver’s license (or a valid license from another country where a Vehicle is being operated), must be in compliance with all driving and motor vehicle laws, must possess their own automobile liability insurance, and must meet the qualifications outlined in this policy.
Drivers who use Personal Vehicles to conduct University Business or for any other University purpose should be aware that their own personal automobile insurance provides the primary coverage for both liability and physical damage. Decisions regarding extension of University auto liability coverage are made by the Risk Manager on a case-by-case basis. Operating a Personal Vehicle on University Business or for any other University purpose in violation of this policy will result in no excess liability coverage from the University and may disqualify the driver from receiving Indemnification from the University. The University reserves the right to secure an MVR check on any driver who operates a Personal Vehicle while conducting University Business or for any other University purpose. In all situations, the driver or owner, not Purdue University, is responsible for any physical damage to a Personal Vehicle operated on University Business or for any other University purpose.
9. Rental Vehicles
Employees traveling on approved University Business or for any other University purpose who need to rent a Vehicle from a commercial car rental company should be aware that the University’s auto liability and physical damage coverage extends to the rental car for rentals within the United States and Canada. Risk Management can provide ID cards to show proof of insurance coverage to the rental company. These are available upon request.
Certain car rental agencies have agreements with the Big Ten whereby the agency offers discounts and/or assumes all risks associated with liability and physical damage as part of the rental agreement. Staff members are encouraged to use those rental agencies whenever possible. More information about this can be found on the Travel Department Web site.
For car rentals occurring outside the United States or Canada, full insurance coverage should be secured from the rental agency.
Many departments use Carts to move people and materials around campus or to other campus facilities. Risk Management established guidelines regarding the use of Carts (PDF) for University Business or for any other University purpose.
University Fleet Vehicle Inspection and Maintenance
Each University department/unit is responsible for ensuring that University Fleet Vehicles under its inventory control are properly inspected and maintained. Annual safety inspections are required and must be scheduled through Transportation Service for historical records to be maintained. If maintenance or repair work is performed by an outside vendor, the department is responsible for maintaining those records.
Transportation Service provides facilities for maintenance of all University Fleet Vehicles. University departments/units that own University Fleet Vehicles are responsible for all costs of operation, including inspections, maintenance, repairs, and allocated insurance premiums.
University Fleet Vehicle Insurance
Risk Management recharges for the auto liability and physical damage coverage for University Fleet Vehicles. The rates associated with these coverages are reviewed on an annual basis and approved by the senior vice president for business services and assistant treasurer. Departments that own or lease University Fleet Vehicles are recharged on a monthly basis for auto liability and physical damage coverage. Questions about coverage should be addressed to the Risk Management Office.
University Fleet Vehicle Registration and Marking
Transportation Service is responsible for assigning University Vehicle numbers to all University Fleet Vehicles, and will arrange for licensed University Fleet Vehicles to receive the appropriate University markings. All newly acquired University Fleet Vehicles (new, used, purchased, or donated) must be inspected by Transportation Service to begin the process of applying for title, plates, and registration. Transportation Service will coordinate with Risk Management. Once a University Fleet Vehicle registration is received, Risk Management will provide a copy to the Department to be kept in the University Fleet Vehicle at all times.