Vehicle Usage Policy

Procedures

RCM’s Responsibility

The Responsible Center Manager (RCM) of the driver’s department is responsible for making sure that the policies and procedures governing vehicle use (including non-owned vehicles) and driver qualifications and training are observed. The unit RCM must ensure that the driver is qualified under AU policy and the following criteria has been met:

• A Driver’s Record Check (Abstract of Driving Record) is completed when the employee is first hired or before the employee’s initial use of a university vehicle.
• The individual’s Abstract of Driving Record is kept in the Department of Public Safety and Transportation and is CONFIDENTIAL information. It is not to be disclosed to any other person or source, and is only used to determine that an individual meets the qualifications for driving university vehicles as described in this policy.Out-of-Statelicenseholders are responsibleforprovidinga current copy oftheirdrivingrecord.
• Based on the Driver’s License Record (Abstract) this policy may disqualify any designated driver who may have:
  • Accumulated on their New York State driver’s license, six (6) or more points within the past 18 months; or
  • 他们的州外驾照记录累积，一半的积分将触发他们的州外驾照被暂停或吊销;or
  • A conviction for an alcohol or drug-related offense while driving; (First offense, no driving university vehicles for three (3) years from the date of conviction; second offense/conviction, driving university vehicles is prohibited).
• Ensure each driver follows all Safety Requirements, see below.
• AVehicle Usage Policy Affidavitis signed and submitted to the Department of Public Safety and Transportation along with a copy of the current driver’s license prior to usage of any vehicle used for university business.
• In case of an accident involving an AU vehicle, ensure that reports are filed as required by law and described under Driver’s Responsibilities for Accidents Involving AU Vehicles.
• AVehicle Use Agreementhas been signed and kept on file in the using department.

Driver’s Responsibilities for Accidents Involving AU Vehicles

The following actions are required in the event of an accident involving an AU vehicle and may be responsible for subsequent damages and/or disciplinary action.

Driver Responsibility for Reporting Accidents

The driver is responsible for reporting after an accident has occurred to his/her supervisor, public safety, obtaining a police report, as necessary, and filing an accident report to the Department of Public Safety & Transportation. It is also the driver’s responsibility to make reports to law enforcement agencies as required by law.

Driver Responsibility for Reporting Damage

当一辆大学拥有或租赁的车辆被永久分配到的部门的适当代表使用时，司机有责任报告损坏。

Driver Qualifications

A driver must meet the following qualifications before he/she is permitted to drive a vehicle, owned, non-owned or rented, on official university business or officially sanctioned student activity.

Requirements for Driving University-Owned Vehicles

• 司机必须持有在美国有效的驾照。
• Driver must be at least 18 years old.
• Driver of a 12-15 passenger van must be at least 25 years old and have read and signed theSafety Bulletin.
• Driver must complete and sign and submit aVehicle Usage Policy Formbefore operating any vehicle.
• Driver must pass a Driver’s Record Check (Abstract) performed by the Department of Public Safety and Transportation.
• Driver must report to the departmental supervisor any violations that disqualify him/her as a designated driver, see Passenger Restriction [under definitions].
• Driver must successfully complete aDefensive Driving Course.

Requirements for Driving Rented/Loaned/Leased Vehicles

• Driver must meet all requirements for university-owned vehicles
• 司机必须满足租赁机构或贷款机构的任何具体要求。
  • Driver must purchase additional liability or collision insurance.

Requirements for Driving University Non-Owned Vehicles

• Drivers must meet all requirements for university-owned vehicles [under definitions].
• Drivers must obtain permission from the department head to operatenon-owned vehiclesfor university business.
• Driver must maintain non-owned vehicles in safe operating condition along with up-to-date registration and insurance.

University Employees Driving University-Owned, Non-Owned and Rental Vehicles

大学员工在工作期间驾驶大学拥有的、非拥有的或租赁的车辆必须符合乘客限制(见定义)中定义的司机资格。

• If an employee accumulates more driving points than allowed by this policy, such employee will receive a written warning from the Department of Public Safety and Transportation thru his/her supervisor and will be required to take anotherDefensive Driving Coursebefore driving a university vehicle.
• If an employee becomes disqualified due to a suspended or revoked license, or a conviction of an alcohol or drug-related offense while driving, such employee will be prohibited from driving any university vehicles. If this offense happens while driving a university vehicle, such employees will be subject to disciplinary action and will be subject to a review of whether they can perform the responsibilities of their job without such a license or vehicle access.

Driver Training Requirements

Defensive Driving Course

• All employees whose job description specifies that they drive university vehicles on a regular basis as part of their regularly assigned duties are required to take an approvedDefensive Driving Courseupon initial employment unless they already possess or obtain a validCommercial Drivers License (CDL); courses are offered at National Safety Council sanctioned sites. Supervisors are responsible to ensure that affected employees attend an approvedDefensive Driving Courseas required.
• Any university employee who drives a university-owned vehicle in the course of employment is required to complete aDefensive Driving Coursefollowing an accident in which it is determined that the employee was at fault.
• Any university employee who drives a university-owned vehicle in the course of employment and who becomes disqualified to drive because of an accumulation of driver points that exceed the allowable amount under this policy will be required to complete aDefensive Driving Coursebefore driving a university vehicle.
• Other university employees who occasionally drive university vehicles are encouraged to take aDefensive Driving Course.

Van Driver Safety

• Asafety bulletinmust be read and signed by any employee who plans to drive a 12 or 15 passenger van for official university business or officially sanctioned student activity.

Departmental Responsibility

Departments are responsible to ensure that their employees or approved AU drivers complete appropriate remedial training before driving a university-owned vehicle or vehicle rented, loaned or leased for official university business or officially sanctioned student activity. They are also responsible for all preventative maintenance for their vehicles to include annual state safety inspections.

Safety Requirements

Responsibilities and/or Driver Restrictions

• Driving time per driver is limited to a maximum total of 8 hours per day. It is recommended that uninterrupted driving times do not exceed 2 hours, separated by a minimum 15-minute break.
• Drivers will not use a cell phone while driving.
• Smoking is not permitted in a university vehicle.
• Open containers of alcohol are not permitted in a university vehicle nor will the driver drive under the influence of drugs or alcohol, except any prescription medications as long as they do not impair the driver’s ability or cause drowsiness.
• Drivers and passengers must wear seat belts and/or shoulder belts at all times while driving or riding in all vehicles.
• Drivers must adhere to all conditions listed in theVehicle Use Agreement
• State and local traffic laws and university regulations must be obeyed at all times. An AU employee or authorized operator who violates such laws or regulations may, under certain circumstances, be personally responsible for any consequent damages or fines and may be subject to disciplinary action.

Additional Information

Questions regarding this policy or the use of AU vehicles for university official business may be referred to the Department of Public Safety and Transportation.

Forms

• Adelphi University Vehicle Usage Agreement(includes an addendum for employees covered by APPWLU Collective Bargaining Agreement)
• Adelphi University Vehicle Usage Policy Affidavit
• Adelphi University Non-Owned Vehicle Usage Affidavit
• 15 Passenger Van Safety Bulletin and Usage Affidavit

Related Information

• Commercial Driver License (Bus Drivers)
• Defensive Driving Course
• Financial and Administrative Reference Guide[FARG] page 44
• Fleet Management
• Illicit Drugs and Alcohol Policy
• License Event Notification System (LENS)
• University Vehicles Policy

Document History

• Last Reviewed Date: June 23, 2021
• Last Revised Date: June 23, 2021
• Policy Origination Date: July 18, 2017

Who Approved This Policy

Gene Palma, Vice President of University Wellness, Safety and Administration