COMMUNITY COLLEGE OF ALLEGHENY COUNTY STUDENT TRAVEL AND VEHICLE USAGE PROCEDURES

Transcription

1 COMMUNITY COLLEGE OF ALLEGHENY COUNTY STUDENT TRAVEL AND VEHICLE USAGE PROCEDURES Policy Reference(s): I.02; III.01; III.08; V.01; V.04; VI.02 Responsible Department(s): Risk Management Approval Date: 1/2/2017 Revision Date(s): 9/1/2018 i

2 TABLE OF CONTENTS PREFACE...1 STUDENT TRAVEL PROCEDURES...2 I. Purpose...2 II. Definitions...2 III. General Requirements...3 IV. Transportation and Accommodations...5 V. Guidelines...6 VI. Conduct Expectations...8 VII. Travel Reimbursement...8 VEHICLE USAGE PROCEDURES...9 I. Overview...9 II. Use of College Vehicles...9 General Requirements...9 Recordkeeping/Administration III. Use of Personal Vehicles for College Business IV. Responsibilities of Authorized Drivers/Operators V. Revocation of Driving Privileges VI. College Responsibilities VII. Employee Driving Record Review VIII. Accidents What to Do In the Event of Accident: IX. Cell Phone and Mobile Device Usage APPENDIX/FORMS Vehicle Usage Procedures Acknowledgement Form Student Travel Packet - Checklist and Forms i

3 PREFACE These Student Travel and Vehicle Usage Procedures set forth rules which govern travel by students in connection with College-sponsored activities or events, and the requirements attendant to use of College-owned or controlled vehicles by authorized employees and staff. These procedures have been developed by the College s Risk Management Department, in collaboration with the College s Deans of Student Development and Offices of Student Life, and the Office of the President. Rules and procedures governing other programs, operations and activities are also set forth in the following resources: Board Policy Manual Employee Manual Public Safety and Security Operational Plan Drug and Alcohol Testing Procedures CCAC Annual Security Report Student Handbook Faculty Handbook College Course Catalog Individual program handbooks and course syllabi College website / Department web pages / myccac student portal These procedures will be reviewed on an annual basis. On or before July 1 st of each year, the College s Director of Risk Management will verify to the President of the College that the review has been completed and, if any updates or changes are recommended, submit the updated procedure to the President for review and approval. These procedures do not represent a contract between the Community College of Allegheny County and any employee, student or third-party. 1

4 STUDENT TRAVEL PROCEDURES I. Purpose The Community College of Allegheny County (CCAC) seeks to promote safe travel to Collegesponsored events and activities occurring beyond the boundaries of College property. The College seeks to provide the safest opportunities and methods of transportation and to mitigate any risk that might be associated with student travel. The procedures set forth below will not apply to travel that is (1) not sponsored by the College; (2) undertaken by individual students attending out of town athletic/recreational events as a non-participant (except when traveling on behalf or with the financial support of a recognized student organization); or (3) undertaken by students who are engaging in internships, practicums, observations, off site work study or research. In addition, these procedures do not apply to international travel, which is governed by CCAC s International Travel Procedures. Participants in travel that is not sponsored by the College are solely responsible for all planning, funding and other requirements associated with the trip. II. Definitions A recognized student organization is one that has been (1) approved or formally recognized by the College s Department of Student Life; (2) formed for educational, professional, social, recreational or other lawful purposes; and (3) derives its membership solely from the student body of CCAC. College-sponsored travel means student travel and recognized student organization travel, including travel associated with or necessary to participate in specific events or activities, that (1) is initiated, actively managed, planned and arranged by a member of the College's faculty or staff or by members of a recognized student organization and approved by an appropriate administrator; or (2) receives substantial support from the College in the form of funding, facilities, equipment or personnel time. A currently enrolled student is a student who is currently registered at the College, whether on a full- or part-time basis. Active Member means a registered member of a recognized student organization per the bylaws of that specific organization. A student in good standing as defined in the Student Handbook from both an academic and behavior standpoint. Any deviation needs to be approved by the Dean of Students. Trip Supervisor is a College employee who is responsible for all aspects of organizing the trip which includes but not limited to travel accommodations, supervising students and preparing and submitting required paperwork as outlined in this process. 2

5 III. General Requirements All College-sponsored travel must meet the following requirements (for international travel, please refer to CCAC s International Travel Procedures): 1. All approved activities will be open to students in good standing, regardless of gender, race, marital status, age, religion, disability, veteran s status, sexual orientation, gender identity or other characteristic protected by law or the College s Non-Discrimination, Title IX and Equal Educational and Employment Opportunity Policy. Student organization group travel will also be subject to the by-laws of that organization. All students participating in College-sponsored travel must be at least 18 years of age on or prior to the scheduled date of travel. Field trips will be limited to members of that specific organization or particular course. The trip supervisor must have an objective criteria for selecting students to participate in the trip. 2. All College-sponsored travel must be supervised by a CCAC employee. CCAC will view this supervisor as the party responsible for the trip. 3. The CCAC employee supervising the trip should submit the Student Travel Trip Packet Checklist, the reason for travel, Trip Request Form and all supporting documentation to the Office of Student Life no later than forty five (45) days before the date of departure of the scheduled trip. Exceptions to the forty five (45) day notice requirement will be made at the sole discretion and approval of the Campus President. 4. All College-sponsored travel must be approved in advance by the Campus President, Dean of Administration, and Dean of Student Development. Approval of the Dean of Academic Affairs will also be required whenever a member of the faculty will be participating in the trip. 5. The trip supervisor must collect a signed Community College of Allegheny County Affirmation and Release form from each individual student participating in the travel and submit the completed forms to the Office of Student Life before the trip. 6. The trip supervisor and all participating students must complete the CCAC Travel Information Form. The trip supervisor is required to maintain a copy this form during the trip. A suggested supervisor to student ratio is one (1) supervisor to six (6) students. 7. Once the trip has been approved, the supervisor of the trip is responsible for securing transportation and hotel accommodations if needed. 3

6 8. All College-sponsored travel involving an overnight stay must also be reported to the campus Director of Safety & Security (DSS). See Section V.15 below for additional information on what to report to the DSS. 9. The supervisor in charge of the trip will hold a pre-trip planning meeting with all students to discuss the planned itinerary, transportation details and the CCAC Code of Student Behavioral Conduct and other College policies, which will apply and be enforced at all times during any College-sponsored travel. The supervisor will also ensure that a copy of the CCAC Travel Information Form is left with the Office of Student Life. 10. An Instructor Travel Release Form must be signed by the instructor acknowledging their approval when a class will be missed by a student participating in a trip. This form must be turned into the Office of Student Life and kept on record. 11. It is the responsibility of the supervisor sponsoring the program to ensure compliance with these guidelines and all College policies, procedures and guidelines during the trip. 12. All trip participants and supervisors are required to comply with the standards set forth in CCAC s Code of Student Behavioral Conduct and with all College policies, procedures, rules and regulations during the trip, understanding that such compliance is important to the success of the trip and to the College's willingness to permit future similar activities. Violations of the foregoing requirements may subject participants and sponsoring organizations to disciplinary action. 13. Recognized student organizations also may utilize their own funds acquired through fundraising, dues, or other lawful sources, to support student travel. However, such travel must also adhere to the guidelines set forth in this procedure. 14. Participants in activities involving student travel are responsible for their own behavior and any resulting consequences. The College shall not be liable for any loss, damage, injury or other consequence resulting from a participant's failure to comply with College rules and regulations, the direction of College employees, or applicable law. 15. The supervisor responsible for the trip shall communicate to the participants that the College does not provide medical health insurance for any student's participation in trips. All student participants shall be responsible for any medical costs they incur during and/or as a result of the trip. The College does provide student accident insurance which covers injuries that are caused by an accident such as a trip and fall. 4

7 16. Friends and family of students are not permitted to participate in student travel opportunities. 17. All participants are required to engage in the planned activities of the trip. Unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity. All students are required to stay for the duration of the trip with the travel participants unless they obtain written permission from the trip supervisor and sign the Community College of Allegheny County Affirmation and Release Form. 18. The trip supervisor must reconcile the trip and submit a Travel Reimbursement Form with all supporting documents as set forth in CCAC s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement. 19. The trip supervisor must maintain and carry the contact information of the Dean of Student Development during the trip, and immediately notify the Dean of any emergency situations (travel incidents, weather delays, accidents, injuries, criminal activity) that may occur during the trip. 20. The College reserves the right to cancel any College-sponsored travel in the event that weather or other emergency conditions at the travel destination present an unreasonable risk of harm to the health or safety of trip participants. The College will have no responsibility or liability for costs or expenses incurred by any participant arising out of cancelled trips. Trip sponsors should arrange for trip cancellation insurance to cover costs associated with any non-refundable hotel or transportation costs or fees. IV. Transportation and Accommodations The sponsoring supervisor should be prepared to arrange for transportation by College vehicle(s), rental vehicle(s), chartered service, regularly scheduled transportation service, and or air or train travel. All College purchasing procedures apply when procuring commercial transportation. Employees are prohibited from transporting students in their personal vehicles. The following rules apply: 1. College Vehicles - Only College employees that are on the CCAC authorized drivers list are permitted to drive College vehicles. (Refer to the College Vehicle Usage Procedures for permissible use of College vehicles) 2. Rental Vehicles - Only College employees can drive rental vehicles; all terms of the rental contract must be complied with. The College prohibits departments or employees from renting 15 passenger vans on or for College business. 5

8 3. Contract Bus Service - Adequate insurance coverage for personal injury and property damage must be provided by the bus company. 4. Regularly Scheduled Carriers - Regular scheduled transportation service providers (e.g., Greyhound, Amtrak) may be utilized for transportation. 5. Air Travel Supervisor will be responsible for making arrangements per the guidelines set forth in this document. V. Guidelines As part of the approval process outlined in Section III General Requirements, the Student Travel Packet Checklist and the Trip Request Form must be completed and submitted along with trip justification and cost breakdown for approvals. Anticipated trip expenses along with trip itinerary and/or other information pertaining to the trip must be submitted to the Office of Student Life at least 45 days in advance of the trip. Exceptions to the forty five (45) days requirement are subject to the approval of the Campus President. 1. When approved, student and supervisor information must be obtained prior to the trip (Valid driver s license, medical information, and other info as required). The name, address, and telephone number of the trip supervisor must be completed and submitted as part of the travel package forms utilizing the CCAC Travel Information Form. This form also captures the student s name, emergency contact material and medical insurance information. The supervisor is required to maintain a copy of the appropriate form during the trip. 2. Any use of a College vehicle for transportation must adhere to the procedures set forth in the College s Vehicle Usage Procedures. If travel is within the area established in the Vehicle Usage Procedures, the supervisor is responsible for completing a Vehicle Usage Form and submitting the completed form to the Office of Student Life. 3. When renting a vehicle it is recommended that the trip supervisor use Enterprise/National Car Rental Company. CCAC has a contract with this vendor in which pricing is discounted and insurance is included. When renting a vehicle, the trip supervisor is responsible for contacting the rental company and making the arrangements and following up with a requisition in the purchasing system (only if they are using the above rental company). When using the contracted rental company use ID: XZ When a contracted bus service is needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements. It is recommended that the trip supervisor contact the purchasing department to assist 6

9 in getting a quote and securing the best price. A requisition will need to be entered in the purchasing system. 5. When a Regularly Scheduled Carrier is needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements. 6. All participants traveling by air are required to purchase travel insurance to cover the cost of any non-refundable airline tickets. The participants are responsible for the cost of the travel insurance. 7. The trip supervisor will arrange hotel, airline and/or other transportation arrangements. Trip cancellation insurance is required to cover any non-refundable fees, deposits or costs. These can be charged to the supervisor s credit or debit card or they can wait until the advance is received. See CCAC s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement for additional information. 8. The trip supervisor is responsible to develop a hotel rooming list, which must be submitted to the hotel and to the Office of Student Life. College employees and approved volunteers are not permitted to stay in the same hotel room with students. Questions or concerns relating to room assignments and gender identity should be referred to the College s Civil Rights Compliance Officer before assignments are finalized. 9. The meal sheet must signed by students when they receive their meal money allowance. Suggested breakdown: Breakfast $10, Lunch $10, Dinner $15. Total $35 per day if no meals are provided at the event. Completed meals sheets must be turned in to the Office of Student Life. Provided meals must be documented and subtracted from the total amount given to the student and supervisor. Employee reimbursement is governed by the Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports and Reimbursement. 10. The trip supervisor will make arrangements for ground transportation to and from the airport. 11. Participating students must complete an Affirmation and Release Form and return the completed form to the Office of Student Life. A copy must also be given to the trip supervisor. 12. An Instructor Travel Release Form must be signed by the instructor acknowledging their approval when a class will be missed by a student participating in a trip. This form must be turned into the Office of Student Life and kept on record. 7

10 13. Upon completion of the trip, all receipts must be turned in as set forth in the CCAC Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports and Reimbursement. 14. Faculty members participating in the trip may elect to utilize funds provided under Article XXVI (B) (11) of AFT Collective Bargaining Agreement for travel associated with professional development activities to reimburse costs associated with their participation. In such cases, trip approval and expense reimbursement requests must follow the same procedures and be submitted on the same forms established for other AFT travel under Article XXVI (B) (11). Trip approval forms will be subject to the same pre-approval process as applicable to other AFT travel under Article XXVI (B) (11). 15. At or prior to the end of each academic term, the Director of Student Life shall notify the Campus Director of Safety and Security of all College-sponsored travel that took place during the term which involved an overnight stay of one or more nights. The notice must include the name and address of the location(s) used by the students, the number of nights of the stay, and the details of any rental or lease agreement associated with a facility used for extended stay trips. VI. Conduct Expectations All trip participants and supervisors are representing CCAC, and as such, must comply with the standards set forth in CCAC s Code of Student Behavioral Conduct and with applicable College policies, procedures, rules and regulations, understanding that such compliance is important to the success of the trip and to the College's willingness to permit future similar activities. If there are any violations or emergency situations during travel, it is the responsibility of the supervisor to report those violations immediately to the Dean of Student Development and document them submitting an Incident Report Form. If the alleged violation is, as determined by the trip supervisor in consultation with the Dean of Student Development, severe enough that the student must be sent home, the student will be responsible for their return expenses. VII. Travel Reimbursement All travel reimbursements shall be in compliance with and adhere to the procedures set forth in CCAC s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement. 8

11 VEHICLE USAGE PROCEDURES I. Overview These procedures have been established to protect the safety of individuals operating any motor vehicle, College or personal, in the course of conducting business on behalf of the College. Protecting our employees, students and the general public is the highest priority to CCAC. The College expects defensive driving on the part of all authorized drivers, the use of common sense, and strict obedience to all federal, state and local regulations. The commitment of management and employees is critical to the success of this program. Strict adherence to these procedures is therefore required. II. Use of College Vehicles General Requirements Motor vehicles that are owned, leased or rented by the College (College Vehicles) are not to be used for activities, functions or purposes that are not related to College business or which are otherwise personal in nature. College Vehicles may only be used for local travel in Allegheny and surrounding counties. If an authorized driver allows an unauthorized individual to drive a College Vehicle, disciplinary action may be taken, up to and including termination of employment. If unauthorized use results in an accident, in addition to whatever disciplinary action may be taken, the responsible employee will be required to make restitution payments to the College for any physical damage to the College Vehicle. Questions regarding business and personal use of College Vehicles should be directed to your immediate supervisor. The following requirements and prohibitions will be strictly enforced for all individuals authorized to operate or drive a College Vehicle: No individual under the age of 21 may operate or be approved to drive a College Vehicle. Only authorized College employees are permitted to operate College Vehicles. Every operator must have a current, valid driver s License, be approved by his/her supervisor and appear on the CCAC Approved Drivers List. All new authorized drivers must have a safe driving history DMV verification. Motor vehicle records checks will be reviewed annually, at a minimum, for all authorized drivers. If an approved driver is transporting students, a background check will also be required. The campus Director of Safety and Security is responsible for administration of this process. 9

12 Each authorized driver must have a current valid driver s license. A copy of the license will be kept on file with the Director of Safety and Security. Authorized drivers are obligated to inform their supervisor immediately of any suspensions or other matters affecting their safe operation of any College Vehicle, including without limitation any revocation or suspension of their driver s license or any arrest or conviction for a crime involving operation of a motor vehicle under the influence of drugs or alcohol. The supervisor will be responsible to inform the Director of Safety and Security and that the driver is to be removed from the Authorized Drivers List. Each approved driver will be required to read the CCAC Vehicle Usage Procedures and sign the acknowledgement form. No personal use of any College Vehicle is permitted. Outside charter service is encouraged for group travel. No more than nine (9) individuals per vehicle including the operator are permitted to be transported in any College Vehicle. Rear seats shall be removed from any existing 15-passenger vehicle/s as they are not authorized to transport more than nine (9) individuals, including the driver. The 15-passenger vehicles are being phased out and are not to be used as such. All College Vehicles must be operated in a safe manner and while obeying all traffic laws at all times, including, but not limited to, having headlights on when the vehicle s windshield wipers are in continuous or intermittent use. Seatbelts must be worn at all times and by all occupants. Use of tobacco products, including smoking, e-cigarettes and vaping, is not permitted in or around College Vehicles. Alcohol and drugs (consumption and/or transport) is strictly prohibited in College Vehicles. Violation may result in immediate termination of driving privileges and may result in disciplinary action of all involved parties. Driving privileges are subject to suspension or revocation and these decisions are based on items such as driving history, compliance with the CCAC program, failure to complete inspections or maintenance or allowing passengers to act in an improper, inappropriate or unsafe manner. See Section V below for additional information. Training (Safe Driver video) updates will be required periodically. Training may also be required if the driver has had a preventable accident or some other situational 10

13 issue indicating that the particular driver requires more frequent training. This training will be conducted and documented by the Director of Safety and Security. The College has the right to report to the police any and all accidents that involve College Vehicles. All moving and parking violations, citations, and associated fines incurred while operating a College Vehicle shall be the personal responsibility of the authorized operator/driver, and must be paid immediately. Recordkeeping/Administration Each campus will maintain a list of approved drivers for that campus and its associated centers. CCAC will maintain one comprehensive list of approved drivers at all locations. The campus list will be maintained by the campus Director of Safety and Security. The comprehensive system-wide list will maintained by the Office of Risk Management and filed with the College s insurer and broker. Each campus will maintain a Master List of Vehicles for the campus and associated centers. The Plant Supervisor and the Safety and Security Department at each campus will be responsible for maintaining these records. The campus Deans of Administration shall be responsible for general oversight of employee use of College Vehicles and compliance with these procedures. The Facilities/Physical Plant Department at each campus will be responsible for the monthly scheduled maintenance and repairs of College Vehicles. III. Use of Personal Vehicles for College Business Employees can use their own personal vehicles for approved College business, subject to the following requirements: The College will reimburse employees for authorized business travel in accordance with Section 6 of the CCAC Fiscal Administration Regulations. An employee who uses his/her personal vehicle for business purposes must maintain automobile liability insurance that meets the state s minimum insurance level requirements. Employees who drive non-college Vehicles while conducting business for the College are subject to all the requirements and standards set forth in Section II above. Employees are not permitted to drive students in their own personal vehicles. 11

14 Use of motorcycles for College business is prohibited. The College may revoke an employee s authorization to drive their own personal vehicle while conducting College business, and seek full reimbursement from the employee for any losses incurred by the College, in the event that the College determines that the employee s gross negligence or willful misconduct while operating the vehicle resulted in or caused an accident or other traffic-related incident. Gross negligence or willful misconduct will be deemed to have occurred in the circumstances described in Section V below. IV. Responsibilities of Authorized Drivers/Operators Employees and other individuals who are authorized or approved to operate College Vehicles or to use a personal vehicle to conduct College-related business shall be responsible for: Operating the vehicle in a safe manner and taking all reasonable actions and precautions to avoid accidents and injuries; Ensuring that all occupants of the vehicle wear seat belts at all times when the vehicle is in use; Ensuring that passengers do not travel in vehicles that are not equipped with restraints, or in areas of the vehicle intended for cargo or where seats with restraints are not available; Paying any citations, fines, judgments or penalties resulting from traffic or moving violations while operating or using the vehicle, including such fines or penalties resulting from or associated with a failure to possess a valid registration, insurance card, driver s license or any other required government document; Immediately reporting to his/her supervisor and the Director of Risk Management all accidents and moving violations that occur while driving a College Vehicle or while utilizing a personal vehicle for College-related business; Reporting to their immediate supervisor, within 24 hours, any arrest or conviction for a criminal offenses involving the use or operation of a motor vehicle while under the influence of drugs or alcohol, or any upon receipt of notice of any suspension, cancellation or revocation of their driver s license, regardless of whether such incident occurred on business or personal time; Refraining from overloading or overcrowding a vehicle as this may result in unsafe operation; 12

15 Operating a motor vehicle while under the influence of drugs, alcohol or under any other conditions in which the driver s ability to operate the vehicle safely is inhibited or impaired; Maintaining a current, valid driver s license and adhering to applicable license restrictions; Employees and other individuals who are authorized or approved to operate College Vehicles or to use a personal vehicle to conduct College-related business are further prohibited from: Permitting or allowing non-authorized individuals, including students and other individuals under 21 years of age, to drive or operate a College Vehicle; Carrying drugs, explosives, firearms or alcoholic beverages in a vehicle while engaged in College-related business. The foregoing prohibition does not apply to law enforcement officials authorized to carry firearms in accordance with Board Policy VI.03. Any violation of the duties and responsibilities set forth above may result in corrective employment action, up to and including termination of employment. V. Revocation of Driving Privileges The College may revoke driving privileges granted to an employee in the event that it determines that the employee has engaged in gross negligence or willful misconduct in connection with his or her operation or use of a College Vehicle or other motor vehicle. The College may also seek reimbursement and restitution for losses of or damages to College Vehicles caused by an employee s gross negligence or willful misconduct. For purposes of the foregoing, gross negligence and/or willful misconduct will be deemed to have occurred in the following circumstances: The employee is arrested for, charged with or convicted of operating any motor vehicle while under the influence of drugs or alcohol; The employee is arrested for, charged with or convicted of any crime involving use of a College Vehicle; The employee is arrested for, charged with, convicted of or otherwise discovered by the College to be operating a College Vehicle without a valid driver s license; The employee is arrested for, charged with, convicted of or otherwise determined by the College to have left the scene of an accident (hit and run) while using a College Vehicle; 13

16 The employee is determined to have misrepresented the facts concerning an accident involving a College Vehicle; The employee has engaged in reckless driving while operating a College Vehicle; The employee has been found responsible for multiple physical damage claims to a College Vehicle in any 12-month period; The employee is found to have been grossly negligent or engaged in willful misconduct in connection with his/her operation of a College Vehicle which causes damage to a third party; The employee has used a College Vehicle for any purpose in violation of federal, state or local laws; The employee has used a College Vehicle without proper authorization; The employee has been determined to be under the influence of drugs or alcohol under the College s Drug and Alcohol Testing Policy and Procedures; The employee has been determined to have violated the College s Weapons/Firearms on Campus Policy; The College otherwise becomes aware of facts or circumstances which indicate that the employee s continued use of a College Vehicle presents a risk to the health or safety of the employee or to the College s students, faculty, staff members or third parties, as described in Section VII below. VI. College Responsibilities In connection with its management and administration of these Vehicle Usage Procedures, the College will: Provide vehicles that meet all federal/state mandated safety requirements. Check driving records of employees that are authorized or approved to operate motor vehicles on College business. Maintain a list of drivers authorized to operate College Vehicles or utilize personal vehicles for College business. Support and enforce the College s vehicle operations guide. 14

17 VII. Employee Driving Record Review All authorized and/or approved drivers of College Vehicles will be subject to periodic reviews of their Department of Motor Vehicle driving record (MVR). An MVR check will be completed prior to any employee being assigned or granted permission to drive a College Vehicle. An MVR review will thereafter be conducted, at a minimum, on an annual basis or as otherwise may be needed to ensure continued safe operation of College Vehicles. The MVR review will be completed by the campus Director of Safety and Security. Driving offenses indicated on MVR reports will be reviewed by the Dean of Administration. MVR reports which indicate multiple violations and/or accidents may result in corrective action, including revocation of driving privileges and/or other corrective employment action as provided in these procedures, the CCAC Employee Manual, and the Board Policy Manual. Immediate corrective action, including revocation of driving privileges, will be taken in the event that an authorized driver s MVR report reveals any of the following: Conviction for alcohol and/or drug related driving offenses; Refusal to submit to a Blood Alcohol Content (BAC) test; Conviction for reckless driving; Any combination of three or more moving violations, At Fault Accidents, or Preventable Accidents within the most recent three years; Suspension, revocation or administrative restriction on driver s license within the last three years; Conviction for leaving the scene of an accident, as defined by applicable state law; An At fault finding in a fatal accident; Conviction of a felony involving a motor vehicle. Failure to grant authorization to the College to initiate a MVR check will result in immediate denial of or revocation of driving privileges. If operation of a College Vehicle is a requirement of the employee s job, then failure to authorize an MVR check will also require reassignment or transfer to a position which does not require the ability to operate a motor vehicle and for which the employee is otherwise qualified, or termination of employment if such a position is not available. By signing the Vehicle Usage Procedures Acknowledgement Form, the employee authorizes the College to obtain his/her MVR report for the purposes of this review. 15

18 VIII. Accidents Employees who are involved in an accident while operating or using a College Vehicle or non-college Vehicle while engaged in College-related business are required to promptly report the accident to their immediate supervisor and the Dean of Administration for their campus, department or location. The Dean of Administration will be responsible for promptly notifying the Risk Management Department. Employees will be responsible for reporting the accident to their own personal insurance carrier. Accidents involving rental vehicles should also be reported to the rental company. The employee is also responsible for obtaining a copy of the police report and sending a copy to the Office of Risk Management. The employee will also be required to complete an automobile accident reporting form. What to Do In the Event of Accident: Protect the scene of the accident and take action to prevent additional collisions or injuries: - Pull off the roadway as far as possible unless otherwise directed - Place reflectors or flares in front of and to the rear of your vehicle. (follow applicable Federal or State laws) - Contact emergency authorities immediately - Administer emergency first aid if trained to do so Obtain and record the following information at the scene of the accident: - Name and address of each driver, passenger, and/or witness to the accident - License number of each vehicle involved - Name and policy number of the insurance College for each vehicle involved - Find out the name, badge numbers and precinct of the police officers at the scene Be courteous - do not argue - keep calm. If possible, take photos of the accident scene immediately after the occurrence to show the conditions at the time of the accident. Give your name and address to the injured person or a police officer before leaving the scene. If police respond to the accident, do not leave the scene until you are told you may leave by the officer(s) responding. 16

19 Do not talk about the accident, except to a police officer, your supervisor or the Risk Manager, or your insurance claim or loss prevention consultant. Do not make any settlements or offers of settlements to anyone involved in the accident. Do not sign any statements or reports other than official police reports. Do not admit fault. IX. Cell Phone and Mobile Device Usage Employees are prohibited from using cell phones or mobile devices (unless hands free) to conduct College-related business while operating a motor vehicle and should locate a safe place to park before dialing or talking on the phone, or texting or utilizing any other mobile device application to conduct College-related business. If an incoming call arrives during a trip, allow the call to go to voic for retrieval when the vehicle is stopped. Texting (unless hands free) while driving is also prohibited by state law. Employees are required to comply with the requirements of this and all other laws applicable to their operation of motor vehicles used to conduct College-related business. 17

20 APPENDIX/FORMS 18

21 VEHICLE USAGE PROCEDURES ACKNOWLEDGEMENT FORM I, (please print name), by my initials: acknowledge I have read and understand the CCAC Vehicle Usage Procedures. agree to abide by all the provisions and requirements set forth in the CCAC Vehicle Usage Procedures. acknowledge I am responsible for the safekeeping and appropriate handling of College property that is under my care. Signature Date Name (please print) Colleague identification number Title Department Office room number Office phone number 19

22 STUDENT TRAVEL PACKET - CHECKLIST AND FORMS 20