Policy ID:
Date Instituted: January 1, 2002
Last Revised: January 1, 2002

Policy Description

The Office of Business Affairs has instituted the following policies and procedures governing the use of University-owned vehicles:

Driver qualifications

• 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 Business Affairs.
• 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 vehicle ownership.  
• 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 driving privilege.
  

Driver training

• 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 License.

Vehicle use

• 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 responsibilities. 
• 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 passengers. 
• 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 gainful purpose.
  

Vehicle records, maintenance and inspection

• 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
• Mirrors
• Lights
• Horn
• Leaks

• 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 Finance).

Accidents / Violations, Breakdowns & Disciplinary procedures

• 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 compartment. 
• 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 (buses, etc.)

• 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 including: 
  

• 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 vehicle.  
• License and registration in good standing with the State Department of Transportation. 
• Supply drivers with a minimum of five years commercial driving experience. 
• 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 trip.
  

Related Documents:

Automobile Insurance Form
Use this form to register a vehicle for insurance coverage thru Seton Hall. This only applies to University use vehicles.

Related Policies:

Personal Vehicle Use for Company Business
Policies and procedures for using a personal vehicle for company business.