The Office of Business
Affairs has instituted the following policies and procedures
governing the use of University-owned vehicles:
- All drivers shall have a valid United States or Canadian drivers
license. All drivers of university vehicles will be at least 18
year of age. Approved Drivers will have been driving for more
than one year. Have driven more than 1500 miles. No first
year student will be permitted to drive university vehicle unless
written approval from the program director is provided to the Office of
- All “Approved Drivers” must show evidence of current personal
automobile liability insurance.
- No student, faculty, or employee will be allowed to operate or
drive any university vehicle with two violations, or two accidents, or
combination totaling two, in a two year period. All approved
drivers shall report all violations and accidents, regardless of
- A Motor Vehicles Records check will be conducted prior to any
student, faculty, or employee driving a university vehicle.
Annually, all drivers are required to fill out a “Driver’s License
Abstract Request” form and submit to the office of Business Affairs
prior to driving a university vehicle. Only the Office of
Business Affairs will have the authority to approve and/or revoke a
- All approved drivers must have successfully completed a mandatory
defensive driving training courses (approved by the university) every
two years. Or provide evidence of a current Commercial Drivers
Vehicle records, maintenance and inspection
- The use of university – owned, leased, rented, or personal vehicles
is permitted for university-sponsored events and functions only.
At no time will the university vehicle be used for personal use.
Including but not limited to the transportation of family members.
- Trips in excess of 150 miles - 300 miles roundtrip - from SHU
require an overnight stay unless a second authorized driver shares
driving responsibility. No more than 400 miles may be driven in
one day regardless of the number of qualified drivers sharing driving
- Each department will be responsible to store keys under lock in a
central location when vehicles are not in use.
- Seton Hall athletes are not permitted to drive school vehicles to
or from away events. Unless written approval from program
director is provided.
- The number of passengers in the vehicle cannot exceed the number of
seatbelts available. Seatbelts are mandatory for all
- All approved drivers prior to use of an owned, leased rented or
personal vehicle is required to complete a Vehicle Trip Form.
This written approval shall be submitted to the funding department
seven days in advance of the trip for approval and a copy sent to the
Office of Business Affairs for records.
- Anyone using a personal vehicle
for a university-sponsored event registers the vehicle with the
office/department authorized to oversee vehicle use policy; an Personal
Vehicle Use Form, signed by the owner of the vehicle, is completed at
least seven days prior to the trip, and evidence of personal auto
liability limits of $100K per person/$300K per accident is required
prior to approval of use.
- Golf Carts - only four-wheel vehicles are purchased. Unless
authorized, golf carts are not permitted on any walkway or
pathway. Use of the vehicle on a public road or elsewhere off
campus is prohibited. Vehicles are maintained and inspected per
manufacturer guidelines and results are documented for records.
Students are prohibited from using the vehicle unless intended for a
- The university vehicle database shall be centrally managed by the
office of Risk Finance (Business Affairs). The database shall
maintains the following information on each: vehicle type (private
passenger, truck, tractor), make, year, model, VIN, department, driver
(if assigned), registration information including plate number,
institution vehicle number assigned. Also, comprehensive
information on vehicles, drivers and accidents (purchase/lease terms,
maintenance history, driver use history, accident reports, repair
history). Copies of accident and violation reports are filed with
drivers’ authorization records.
- Scheduled maintenance is provided per manufacturer instructions
with the exception to oil changes performed every three (3) months or
after each 3,000 miles. A maintenance log and pre-trip checklist
copies are kept centrally at the department and a copy is kept in the
glove compartment of each vehicle. This from shall also be
submitted the Business Affairs Office for records. Information
included is as follows;
- Oil and Fuel Level
- Windshield Wipers and Fluid
- Tire Inflation
Accidents / Violations, Breakdowns & Disciplinary procedures
- Each department completes and responsible to conduct a quarterly
safety inspection for all vehicles of the department, which includes
but not limited to drivers of the department, state inspection of the
vehicles, vehicle registration and insurance papers are current.
A copy of this report is sent to the Office of Business Affairs (Risk
- Accident Report Form, which includes, in part, phone numbers for
immediate disclosure (SHU Risk Management, SHU Business Affairs and the
Insurer) of accident information. This form, insurance
identification card and registration are stored in the vehicle glove
- All accidents or damages to the vehicles are reported immediately
to the office of Business Affairs.
- Should the vehicle breakdown while in transit; an issued AAA card
will be included with Insurance ID and registration. Call contact
number of AAA and report to the university.
- Drivers incurring accidents with a liability or collision losses in
excess of $500 are removed from the authorized driver list for a
minimum period of one (1) year.
- Any approved driver who accumulates two violations, or two
accidents, or combination totaling two, in a two year period will not
be allowed to operate or drive any university vehicle for a minimum
period of one year.
- Authorized students are not permitted to drive a university vehicle
if the Students Affairs office has recorded a violation of the
university policy on drug and alcohol abuse.
- Any student, faculty, or employee whose driver status has changed
do to accidents, violations or other disciplinary actions must undergo
a mandatory Driver Training Course (approved by the university) to be
considered for reinstatement.
Contracts for services – dealing with transportation companies
- All bus charters are consummated through a written agreement
prepared by the University General Counsel and reviewed by the
insurance / risk management office.
- The written agreement contains Standards of Care requirement
- Charter companies require insurance coverage and limits of
liability insurance with an A-rated insurer in the amount of $5
million/$5 million for up to fifteen passengers, or minimum $10
million/$10 million for over fifteen passengers. Negotiations
should always begin asking for $25 million/$25 million.
- Charter companies provide evident of Workers Compensation insurance
in force on behalf of their employees, and that SHU is added as
additional insured to auto and excess policies. Supply the
university with a Certificate of Insurance evidencing such
coverage. Indemnification for legal defense and loss costs for
claims made against the school arising out of operation of the
- License and registration in good standing with the State Department
- Supply drivers with a minimum of five years commercial driving
- Supply drivers possessing Commercial Drivers License with a clean
driving and personal record (no moving violations, accidents in the
past three years or felony convictions).
- Prepare a written Trip and Emergency action plan for each charter
January 1, 2002
Business Affairs and Auxiliary Services
Bayley Hall Rm. 200