Section: Subject: Facilities Management (FM) Institute Property FM.1.1.5 OPERATION OF SAIT VEHICLES Legislation: Insurance Act (RSA 2000 ci-3) Effective: June 13, 2003 Revision: August 15, 2003 (reformatted); December 12, 2003; March 12, 2004; January 21, 2005; April 5, 2006; June 9, 2006; July 4, 2006; September 1, 2016 (reformatted) APPROVED: President and CEO POLICY The policy of the Board of Governors is to ensure the safe and effective use of SAIT tools, facilities, equipment, and workspace. DEFINITIONS PROCEDURE Authorized driver Custody Private business purpose SAIT business A SAIT employee, contractor, volunteer or student who meets and adheres to the requirements of this procedure. For the purpose of this procedure, custody is the time from when the authorized driver accepts the vehicle s keys until the vehicle and keys are returned to the vehicle s regular custodian, generally the Facilities Management department or the rental agency. An activity unrelated to SAIT business in which an employee, contractor or student engages with commercial intent. For the purposes of this policy, an activity that SAIT sponsors or that occurs in relation to SAIT s employment activities. Procedure FM.1.1.5 Page 1 of 7
SAIT vehicle Any vehicle owned, leased, rented or loaned to SAIT. GOVERNING PRINCIPLES 1. This procedure applies to the operation of: a) A personal vehicle by employees, contractors and volunteers while conducting SAIT business; and b) A SAIT vehicle by employees, contractors and volunteers while conducting SAIT business, or by students while participating in SAIT-sponsored activities. 2. At the discretion of the applicable dean, director or designate, employees, contractors, volunteers or students may sign out a SAIT vehicle, for use solely within the scope of their duties. A SAIT vehicle shall not be used not for private business or pleasure purposes. 3. The dean, director or designate may authorize the signing out of a SAIT vehicle provided that: a) The dean, director or designate is satisfied that the employee, contractor, volunteer or student is qualified and authorized to use a SAIT vehicle; b) The employee, contractor, volunteer or student certifies that he or she satisfies the criteria used to determine driver eligibility, set out in section C of this procedure; c) The employee, contractor, volunteer or student certifies that the use has no private commercial intent; and d) The use is shown to be in SAIT s interests, in that it aids in the fulfillment of SAIT s objectives, including social responsibility objectives. PROCEDURE A. Employees, Contractors or Volunteers 1. A new employee, contractor or volunteer who is required to drive a SAIT vehicle for the SAIT position must provide a current copy of that individual s driver abstract to the school/department responsible for hiring the employee or contractor or obtaining the services of the volunteer, as applicable. The applicable school/department s dean, Procedure FM.1.1.5 Page 2 of 7
director or designate will review the employee, contractor or volunteer s driving record before that person starts SAIT duties. 2. If a new employee, contractor or volunteer is designated to be the primary driver for a trip where there are more than two passengers, that individual must provide a current copy of the driver abstract to that individual s dean, director or designate at least seven days before the trip. 3. If an employee, contractor or volunteer wishes to sign out a SAIT vehicle, that individual must complete a copy of the SAIT Authorized Driver Form, attached as Schedule A, an Associated Document to this procedure, and provide it to that individual s dean, director or designate at least seven days before the planned use. 4. The dean, director or designate shall review the documents submitted and approve or disapprove them in accordance with section C of this procedure. In general, a copy of the documents shall be forwarded to the coordinator, insurance management, in the Finance department, no later than five days before the planned use. In the case of an exceptional situation involving last-minute travel arrangements, where the five-day deadline cannot be met, the dean, director or designate must contact the coordinator, insurance management, by phone or email as soon as possible. 5. For safety purposes, the authorized driver should check weather warnings, as weather may make travel hazardous. If weather conditions are not favourable, the authorized driver should avoid travel. B. Students 1. A student wishing to sign out a SAIT vehicle must, at least seven days before the planned use of the SAIT vehicle, submit a copy of the student s current driver abstract and a completed SAIT Authorized Driver Form, attached as Schedule A, an Associated Document to this procedure, to the student s school/department dean, director or designate. 2. The dean, director or designate shall review the student s driving record and accompanying documentation and shall approve or disapprove the student s use of the SAIT vehicle, in accordance with section C of this procedure. A copy of the documents shall be forwarded to the coordinator, insurance management, no later than five days before the planned use. Procedure FM.1.1.5 Page 3 of 7
3. Students driving rental vehicles must be 21 years of age. Students participating in Driver Training are exempt from this age restriction, as they are accompanied by an instructor at all times. C. Criteria Used to Determine Authorized Driver Eligibility 1. An individual requesting to be an authorized driver must: a) be a SAIT employee, contractor, volunteer or student; b) disclose all major convictions and suspensions. c) have no more than six demerit points on that individual s driver s license; and d) possess a current, valid Alberta driver s license with a class appropriate to the vehicle to be used. If that individual holds an out-of-province license, that individual must attach a current copy of the driver abstract from the other province. 2. An employee whose job requires the operation of a SAIT vehicle shall notify that employee s dean, director or designate if the employee s license is no longer valid. a) Failure to notify the dean, director or designate of the loss of a driver's license may result in disciplinary action up to and including dismissal if a valid driver's license is a condition of employment. b) Loss of a driver's license may result in disciplinary action up to and including dismissal if a valid driver's license is a condition of employment. c) Operating a SAIT vehicle without a valid driver's license may result in disciplinary action up to and including suspension of driving privileges of SAIT vehicles and/or dismissal. 3. An operator who is operating a vehicle with a seating capacity of 15 or more must have a class four license or better. It is the responsibility of the dean, director or designate to ensure that the operator meets this requirement. Procedure FM.1.1.5 Page 4 of 7
D. Authorized Driver Responsibilities - SAIT vehicle 1. An authorized driver of a SAIT vehicle is personally responsible for all traffic and parking violations incurred while a SAIT vehicle is in that individual s custody. SAIT will not assume or reimburse him or her for violations, fines or penalties. 2. An authorized driver is responsible for the safe operation and security of the SAIT vehicle, paying particular attention to traffic laws in the jurisdiction in which the vehicle is being operated. Failure to obey applicable traffic laws and/or operate the SAIT vehicle safely will result in a review of driving privileges and potential disciplinary action at the discretion of the dean, director or designate. 3. An authorized driver shall not permit unauthorized drivers to operate the vehicle while the vehicle is the authorized driver s custody. 4. All passengers in a vehicle are required, by law, to wear seatbelts. The authorized driver must ensure that all passengers, including the authorized driver, are wearing their seatbelts while in the vehicle. The total number of passengers in a vehicle shall not exceed the number of seatbelts available. 5. An authorized driver is responsible for reporting any safety, maintenance or malfunction issues relating to the vehicle to Facilities Management or the rental agency while the SAIT vehicle is in his or her custody. 6. An authorized driver is responsible for reporting accidents or incidents involving a SAIT vehicle while it is that individual s custody. Provincial law stipulates that accidents resulting in injury, death or combined damages in excess of $1,000 must be reported to the police immediately. When traveling outside of the province, the authorized driver should report accidents reported to the local authorities and the rental agency, if applicable. The authorized driver must report all accidents to Security and/or Facilities Management upon return to campus. E. Authorized Driver Responsibilities - Personal Vehicle Used for SAIT Business 1. SAIT s insurance policy does not cover the authorized driver s personal vehicle. According to Alberta s Insurance Act, no insurance policies are available that would allow SAIT to include insurance coverage for operating a personal vehicle for business. Accordingly, any claims made or costs incurred due to loss or damage while operating a personal vehicle are governing by the authorized driver s personal automobile insurance policy. This includes bodily injury and property damage to the authorized driver and any passengers or third parties. Procedure FM.1.1.5 Page 5 of 7
2. An individual who is operating a personal vehicle for SAIT business (including attending off-campus meetings) is strongly advised to notify that individual s insurance carrier. Failure to report material changes to the insurance carrier may result in an insurance claim being denied. The authorized driver may amend the policy to include business use and may add an endorsement to carry passengers for compensation. 3. All passengers in a vehicle are required, by law, to wear seatbelts. The authorized driver must ensure that all passengers, including the authorized driver, are wearing their seatbelts while in the vehicle. The total number of passengers in a vehicle shall not exceed the number of seatbelts available. F. Vehicle Rental Procedures 1. For trips requiring the use of a rental vehicle, either because of the type of vehicle required or because of limited availability of SAIT-owned vehicles for such trips, only rental agencies approved by SAIT can be used. A list of SAIT-approved rental agencies is available from Facilities Management. 2. The employee, contractor, volunteer or student renting the vehicle must comply with the rental agency s policies and procedures. 3. A vehicle rented in Canada or the USA for a period of less than 30 days is automatically covered under SAIT s insurance policy; the authorized driver has the option to accept or decline the rental agency s additional loss or damage waiver, subject to the following: a) If the authorized driver accepts the rental agency s loss or damage waiver, that individual is not required to physically inspect the vehicle, and there is no deductible applied in the event of loss or damage. b) If the authorized driver declines the rental agency s loss or damage waiver, that individual must physically inspect the vehicle before accepting or returning the keys and must sign the rental agreement stating that the vehicle was received in good condition. The authorized driver is responsible for any damage from that point on; damage will be charged back to the authorized driver s school/department, in addition to a $1,000 deductible under SAIT s insurance policy. 4. If a vehicle is rented for a period of more than 30 days, the coordinator, insurance management, must be notified and the vehicle will be added to SAIT s automobile policy. Procedure FM.1.1.5 Page 6 of 7
5. An authorized driver who is not engaged in SAIT business at the time of an accident is not covered by SAIT s liability insurance policy. 6. If the vehicle is rented outside Canada or the USA, it must be insured by the rental agency for both liability and physical damage. ASSOCIATED DOCUMENTS Schedule A SAIT Authorized Driver Form POLICY/PROCEDURE REFERENCE FM.1.1 FM.1.1.1 FM.1.1.2 FM.1.1.4 Use of SAIT Tools, Facilities, Equipment and Workspace policy Definition of Institute Facilities, Tools, Equipment and Workspace procedure Institute Facilities, Tools, Equipment and Workspace procedure Supervision of Facilities procedure Procedure FM.1.1.5 Page 7 of 7