Attachment #3 DRAFT 9/24/04 PRINCETON UNIVERSITY FLEET SAFETY PROGRAM DESCRIPTION

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1 DRAFT 9/24/04 PRINCETON UNIVERSITY FLEET SAFETY PROGRAM DESCRIPTION Purpose To establish a mechanism for the development of policies, procedures and safety guidelines relating to the use of Princeton University vehicles or personal vehicles by faculty, staff and students for official University business purposes. Program Oversight A. Fleet Safety Committee Chaired by the Director, Risk Management, the Fleet Safety Committee is a subcommittee of the Environmental, Safety and Risk Management (ESRM) Committee. The Fleet Safety Committee is comprised of representatives from Risk Management, Environmental Health & Safety, Public Safety, Facilities, Human Resources, and Student Agencies. Other department representatives may be added or consulted as needed. The Fleet Safety Committee meets on a bimonthly basis or more frequently if needed. Special meetings of the Committee will be called by the Chair when action is required before the next regularly scheduled meeting. These meetings can take place in person or via conference call. Decisions and/or recommendations may be made with a quorum of the Committee members in attendance (five of eight members). 1. Committee Functions The goals of the Fleet Safety Committee include the establishment of a University-wide Fleet Safety Program to include, minimally, the following components: - Driver qualification standards - Standards for appropriate driver training - Standards for authorized vehicle use - Databases and audits of University drivers and vehicles - University maintenance guidelines - Safety protocols The primary functions of the Fleet Safety Committee are to review and discuss conditions and practices which resulted in accidents or near misses, and to recommend practical corrective actions. The Committee will fulfill these functions in the following ways: - The review and investigation of University vehicle accidents to determine causes and to develop corrective action towards minimization of reoccurrence. - Reviewing driver qualifications to include a motor vehicle background check, moving violations, accidents, and/or other safety related information. - Conducting periodic departmental audits on fleet safety guideline compliance. 1

2 - Making recommendations to the ESRM Committee regarding program resources related to database management, driver education, vehicle replacement/repair and a variety of vehicle safety related guidelines. B. University Vehicles University vehicles include all University owned, rented or leased cars, vans, trucks, and golf cart-type vehicles. When licensed for operation on the road, construction vehicles and tractors also are included. Only authorized drivers affiliated with Princeton University (e.g. students, staff or faculty) are permitted to drive a University vehicle. University vehicle use is restricted to University-related activities. Unauthorized or personal use of a University vehicle may result in revocation of driving privileges and/or disciplinary action up to and including separation from the University. C. Fleet Database and Driver Authorization Process Only those University staff, students and faculty who have completed a Driver History Questionnaire and for whom an acceptable state motor vehicle background check has been received, will be authorized to operate University vehicles. The Office of Risk Management shall have responsibility for maintaining the databases of authorized drivers and the University fleet. Departments with responsibility for University vehicles are required to appoint a Departmental Fleet Representative (DFR) to be the primary contact and liaison with the Fleet Safety Committee and the Office of Risk Management. The following sections set forth the department responsibilities related to the fleet and driver databases and the authorization process. 1. Office of Risk Management Responsibilities include: - Distributing and receiving hard copies and online copies of Driver History Questionnaires and State motor vehicle record check cards from DFRs. - Maintaining driver database. - Submitting motor vehicle record check cards to the appropriate state motor vehicle department. This is done on a monthly basis for all University drivers whose licenses expired and randomly for 33% of all other University drivers. - Reviewing the motor vehicle background checks of those employees with adverse reports from any governmental agency. - Reviewing the Driver History Questionnaire of any employee who reports moving violations involving drugs, alcohol and/or reckless driving. - After review by the Fleet Safety Committee, notifying DFRs of adverse action recommended regarding departmental drivers. - Notifying DFRs that departmental drivers are authorized and approved to drive. 2

3 - Processing any charges or costs associated with motor vehicle record checks back to departments. 2. Departmental Responsibilities Each Department with responsibility for University vehicles are required to appoint a Departmental Fleet Representative (DFR) to be the primary contact and liaison with the Fleet Safety Committee and the Office of Risk Management. Responsibilities of the DFR include: Drivers - Maintaining a listing of all departmental drivers - Maintaining copies of licenses of departmental drivers - Having departmental drivers (including student drivers) complete Driver History Questionnaire (hard copy or online) and a state motor vehicle record check card (provided by the Office of Risk Management) - Notifying the Office of Risk Management if DFR becomes aware that a departmental driver s license has been revoked or suspended for any reason Vehicles - Ensuring that each vehicle owned, rented or leased by department is properly licensed and registered as appropriate - Maintaining a listing of all departmental vehicles and a record of the maintenance, repairs and inspections performed on each departmental vehicle - Ensuring that all departmental vehicles have current inspection, registration, crossing permits and insurance documents Responsibilities of Departmental Drivers - Completing Driver History Questionnaire (Exhibit 1) and state motor vehicle record check card when requested by DFR certifying that information provided is correct and truthful. Falsification and/or omission of information may result in revocation of driving privileges and/or disciplinary action up to and including separation from the University - Reading and retaining a copy of the Vehicle Use Agreement, Regulations and Safety Guidelines (Exhibit 2) when completing a hard copy of the Driving History Questionnaire; if completing online version, review the Agreement, Regulations and Safety Guidelines online at (website address). - Notifying supervisor and/or DFR if driver license is revoked or suspended for any reason 3. New Hires New employees, including casual hourly employees, whose job requires the operation of a motor vehicle on University business will have a motor vehicle background check performed by the Office of Human Resources prior to employment. 3

4 Human Resources will advise the hiring department if there are serious violations on the motor vehicle background check. See Section D below for violations that will prohibit driving authorization. D. Revocation of Driving Privileges Drivers may not be authorized, may have their privileges revoked and/or may be separated from the University for the following violations: - Driving while intoxicated - Driving under the influence - Negligent homicide - Operating a vehicle with a suspended license - Using a motor vehicle for commission of a felony - Aggravated assault with a motor vehicle - Reckless driving - Hit and run - Other violations as determined by the Fleet Safety Committee. All state motor vehicle record reports that include moving violations involving drugs, alcohol and/or reckless driving will be reviewed and discussed by the Fleet Safety Committee. Decisions to not authorize or to revoke driving privileges of employees or students will be made by the Fleet Safety Committee in consultation with Human Resources, the Office of the Dean of the Faculty or the Graduate or Undergraduate Dean Offices as applicable. Department Directors and Human Resources will be notified by the Office of Risk Management if adverse action is recommended regarding departmental drivers based on these reports. E. Van Certification and 15-Passenger Vans The van certification program is administered by the Department of Public Safety. For a full description see the website at web.princeton.edu/sites/publicsafety/fleetsafety.htm All students who drive a University owned, leased, and/or rented van or truck on University business must be van certified through the Department of Public Safety. Other University drivers may be required to become van certified at the request of the Fleet Safety Committee. Driving of 15-passenger vans is restricted to University employees and staff only. Students are not permitted to drive 15-passenger vans. F. Commercial Drivers License Drivers with a commercial drivers license (CDL) must comply with all State requirements and will be subject to alcohol and/or drug testing prescribed by law. See Human Resources policy #5.27 at 4

5 G. Use of Personal Vehicles While on University Business When staff and faculty use a personal vehicle while on University business, their personal insurance is always primary. The University provides reimbursement at the announced IRS rate per mile. A portion of the mileage allowance is considered to cover the costs for gas, oil, repairs, depreciation and insurance. Staff and faculty are required to comply with all state regulations when operating a vehicle on University business, including maintaining the minimum amount of insurance coverage as specified by the Office of Risk Management. The University provides insurance in excess of personal insurance limits for any accident incurred while on University business. The University provides reimbursement for physical damage to staff/faculty vehicles involved in an accident while on University business. Reimbursement is made as specified on the Risk Management website. See the Personal Autos section of the Travel Accounting website at el/princetononly/travelpolicies.html See the Use of Personal Vehicles While on University Business section of the Risk Management website at ml#automobile H. Students Who Drive on University Business If a student is ticketed for a moving violation while driving a University vehicle, that student s driving privileges will be revoked. Student driving qualifications are subject to the same review as University employees by the Fleet Safety Committee. Students who appropriate University vehicles without authorization will be subject to disciplinary review by the appropriate University dean and/or notification to the police department. Students who use University vehicles on personal business will be subject to disciplinary review by the appropriate University dean. All student drivers must successfully complete the van certification program prior to driving any University owned, leased or rented van or truck. 5