TAP No. 38: Employee and Student Use of University Motor Vehicles

TAP No. 38: Employee and Student Use of University Motor Vehicles

Under certain circumstances, University employees and students are permitted to use a University motor vehicle for University related purposes. In order to comply with insurance company requirements, anyone who is permitted to use a University vehicle must provide the Risk Management Office with their driver’s license, operator’s number, and the state in which the license was issued. The University Risk Management Office will conduct a motor vehicle records check with the appropriate state agency, and supply this information to the University’s insurance carrier. If the employee’s or student’s driving record shows a pattern or history of Motor Vehicle Code violations, the employee/ student may be denied the right to operate a University vehicle.

DUQUESNE UNIVERSITY RISK MANAGEMENT
DEPARTMENTAL POLICY AND PROCEDURES FOR DRIVER SAFETY AND UNIVERSITY INSURED VEHICLE USE

I. Purpose

This document is intended to promote safe and responsible driving 
practices by students, faculty, and staff members of Duquesne University who have 
been approved to drive University Insured Vehicles. It is further intended to prevent 
accidents, injuries, and property damage. Finally, it is intended to set forth the 
procedures for becoming an Approved Driver.

II. Definitions

1. A University Insured Vehicle is a vehicle that is owned, leased, or rented by 
   Duquesne University/a Duquesne University student, faculty, or staff (an 
   Approved Driver) in the University’s name for University business.
2. Approved Driver is a student, faculty, or staff member who has met the 
   qualifications in section IV.b herein. 

III. Applicability

All students, faculty, and staff who intend to drive University Insured 
Vehicles. The guidelines set forth herein do not apply to the members of the Spiritan 
congregation in residence at Duquesne University.

IV. Guidelines

1. Safe Driving of University Insured Vehicles
   1. University Insured Vehicles should only be driven by Approved Drivers 
      for University business.
   2. Any student, faculty, or staff member who is driving a University Insured 
      Vehicle must not talk on a cell phone, text, or eat while operating the 
      vehicle.
   3. An Approved Driver and all passengers are required to wear seatbelts at 
      all times while riding in and/or operating a University Insured Vehicle.
   4.  All applicable traffic laws, regulations, and ordinances must be obeyed.
   5. Driving under the influence of alcohol and/or drugs, including prescribed 
      medication that could impair driving ability/cause drowsiness, is 
      prohibited.
   6. A University Insured Vehicle must be turned off and locked with the keys 
      removed anytime it is left unattended.
   7. While operating a University Insured Vehicle, an Approved Driver should 
      take a break after every two (2) hours of driving, and if the driver will be 
      driving for longer than four (4) hours, a second Approved Driver should 
      be available to take over driving. Approved Drivers should switch off 
      every four (4) hours.
   8. An Approved Driver should conduct an inspection of the University 
      Insured Vehicle to check tires, gauges, fuel and fluids, wipers, lights,
      mirrors, and other areas for observable defects before driving.
   9. Travel between the hours of 12:00 a.m. and 6:00 a.m. is discouraged. If 
      late night travel is anticipated, alternative modes of transportation should 
      be considered. 
2. Approved Driver Qualifications
   1. A student, faculty, or staff member is deemed to be an Approved Driver 
      once all of the following conditions are met:
      1. A completed Application for Driving Privileges, available on the 
         University’s Office of Risk Management website, must be 
         submitted to the Office of Risk Management no later than five (5)
         business days prior to date upon which individual desires to drive a
         University Insured Vehicle.
      2. A Motor Vehicle Record check must be approved by the 
         University’s auto insurance carrier.
      3. The driver must be at least eighteen (18) years of age and have a 
         valid United States driver’s license in effect for at least two (2)
         years. Drivers of 12 and 15 passenger vans must be at least 
         twenty-one (21) years of age. Exceptions may be made on a case-by-case basis as determined by the Office of Risk Management and 
         other appropriate University administrators.
      4. United Educators “Drivers Safety Training” must be successfully 
         completed. The link to this training is available from the Office of 
         Risk Management.
3. Accident Reporting
   
   1. An Approved Drivers who is operating a University Insured Vehicle must 
      report all accidents, regardless of damage, to the Office of Risk 
      Management. Reports should be made utilizing the Auto Accident Form 
      available on the Office of Risk Management Website.
   2. Accidents that occur on University property must be reported immediately 
      to Public Safety (412-396-2677).
   3. Accidents that occur off University property must be reported immediately 
      to the appropriate law enforcement agency and to the Office of Risk 
      Management as soon as practical. A copy of the Police Report and/or the 
      Police Report number should be provided to the Office of Risk 
      Management.
   4. If another driver/vehicle was involved in the accident, the Approved 
      Driver must, in addition to completing the Auto Accident Form, provide 
      information to Office of Risk Management regarding the other driver’s 
      license information, auto insurance information, and license plate 
      information, as well as any witness names.
   5. Failure to report damage to a University Insured Vehicle may cause the 
      Approved Driver and/or the Approved Driver’s University Department to 
      be responsible for payment of repair costs.
      
      
4. Use of 12 and 15 Passenger Vans 
   
   1. Use of 12 and 15 passenger vans are discouraged. If they must be driven, 
      they may only be driven by University employees, and vans may not be 
      driven outside of Allegheny County.
   2. ll van drivers must undergo hands-on, in-person training with the Safety 
      Manager in the Environmental Health & Safety (EHS) Department 
      (x1506).
   3. Guidelines for use of Vans:
      
      1. Van travel should be postponed in the case of inclement weather.
      2. 12 and 15-passenger vans are restricted to a ten (10) person 
         occupancy limit, including the driver. Occupancy in smaller vans 
         is limited to the number of seatbelts available.
      3. Vans must be packed in accordance with directives from the EHS 
         Safety Manager. No items are to be placed on the roof of the 
         vehicle. 
5. Rental
   
   1. Vehicle rentals should be completed using a University credit card, and 
      the rental company’s insurance should be waived when renting a vehicle 
      in the U.S. However, note that University insurance may only be utilized 
      as it relates to University business.
   2. An Approved Driver should print or save a copy of Duquesne’s auto 
      insurance card to carry with him or her when driving a rental vehicle. A 
      link to the card is available on the Office of Risk Management website.
   3. Vehicles should not be rented using the Approved Driver’s personal 
      information, but rather should be rented in the University’s name.
   4. Note: international vehicle rentals are not covered under the University’s 
      auto insurance policy.
   5. Enterprise is the University’s Preferred Vendor for vehicle rentals. More 
      information is available on the Office of Risk Management website.

V. Additional Information

1. The Office of Risk Management will annually verify the status of Approved 
   Drivers’ licenses and records through the University’s auto insurance carrier.
2. When an employees who must drive as part of his/her job is hired, Human 
   Resources will conduct a Motor Vehicle Records check. Results will be sent to
   the Office of Risk Management and recertified with other Approved Drivers
   yearly.
3. If a student, faculty, or staff member elects to use his/her privately owned vehicle
   for University business, the driver should be aware that his/her personal 
   insurance, rather than the University’s auto insurance, will act as the primary 
   payer in the event of an accident. Use of personal vehicles for Duquesne business 
   is strongly discouraged.