Vehicle Guidelines and Procedures Policy

Policy Number: #400

Responsible Executive(s):

  • Senior Vice President and CFO

Responsible Office(s):

  • Campus Safety, Physical Plant, Auxiliary and Business Services

Date Adopted: 12-01-2013

Date Revised: 01-01-2021

A. Purpose

The purpose of this document is to clarify Regis University’s guidelines and procedures regarding the use of licensed university vehicles, rented vehicles or personal vehicles used for university business, which shall

  • Help ensure the safety of drivers and passengers
  • Help ensure the safe operation of university owned, rented or personal vehicles used for university business.
  • Minimize losses, damages and claims against the University

B. Scope

These procedures are for drivers who are engaged in the operation of any licensed university owned or rented vehicle on either public or private property.

To meet the objectives outlined in the document, Regis University reserves the right to review license and registrations of all drivers who operate university owned or rented vehicles for university business. It also reserves the right to review the license and driving record of those individuals using personal cars for conducting university business.

Full-time and part-time employees, students and volunteers who may be authorized to drive for the university must

  1. Possess a current valid USA driver’s license.
  2. Must have and maintain personal vehicle insurance.
  3. Must possess an acceptable driving record.

C. Definitions

Major Violations - (This list is not all inclusive.)

  1. Criminal Type Conviction within the last 5 years.
    • Negligent Homicide
    • Manslaughter
    • Failure to Stop and Identify (Hit and Run)
    • Suspended or Revoked License
    • Drag Racing
  2. Driving under the Influence within last 5 years.
  3. Driving while Impaired within last 5 years.
  4. Reckless Driving within last 5 years.
  5. Careless Driving within last 3 years.
  6. Assault involving a motor vehicle.
  7. Passing a stopped school bus.
  8. Speeding 20 mph over the limit.

Moving Violations - (This list is not all inclusive.)

  1. Speeding violations, less than 20 mph over the limit
  2. Improper or excessive lane changes
  3. Following the vehicle ahead too closely
  4. At fault accidents
  5. Running a red light or stop sign
  6. Failure to yield
  7. Etc.

Not at fault accidents, seat belt, and failure to register vehicle are not considered moving violations but may be unacceptable.

At-Fault Accident

  1. Any accident where the driver is cited with a violation, or negligently contributes to the incident; Any single vehicle accident that is not caused by (actual) equipment failure.

D. Policy

  1. ELIGIBILITY REQUIREMENTS FOR DRIVERS OF REGIS UNIVERSITY OWNED, RENTAL OR PERSONAL VEHICLES:

In order to assist in reducing liability claims and control premium costs, the university has developed the following driving procedures and guidelines. These processes and guidelines are for anyone assigned a university owned vehicle, anyone wishing to drive a university owned vehicle, anyone renting a vehicle for university business or anyone driving their personal vehicle to conduct university business. Student driver procedures are also stated in this policy. This policy does not apply to industrial vehicles or golf carts. Questions may be directed to the Auxiliary and Business Services at 303-458-4391.

University Personnel (faculty and staff):

  1. Any persons assigned a university owned vehicle, persons occasional driving a university vehicle, persons driving rental vehicle on behalf of the university and/or persons driving a personal vehicle, must complete a university “Authorized Driver Application”. The DMV record will be obtained through the university's insurance carrier for the State of Colorado and/or the resident state of the applicant.
  2. Annually, the insurance carrier will randomly select personnel from the approved for a DMV record check. All drivers must notify their supervisor and Auxiliary and Business Services of any violations received against their DMV record. All employees must apply for driving approval every three years.
  3. Under direction of the university's liability carrier, a person will be authorized to drive a university owned or rented vehicle only if they have a valid U.S. driver’s license, maintain person vehicle insurance and the following conditions are met
    1. Have no more than 1 moving violation within a twelve-month period
    2. Have no more than two (2) moving violations for the prior three (3) years.
    3. Have no major moving violations, within the past 5 years.
    4. Have no more than one (1) at-fault accident for the prior three (3) years.
    5. Do not have the combination of one (1) at-fault accident and one (1) violation within the last three (3) years when not the same accident
  1. Any violation which occurs after a driving authorization has been issued, and which changes the eligibility of the violator may result in loss of authorization to operate said vehicles.
  2. It is the responsibility of any employee or student with an authorized driving status to notify their supervisor and Auxiliary and Business Services immediately if, between annual driving record checks, driving infractions or violations are received. Failure to notify the University of such eligibility changes could result in termination and/or responsibility of payment if damages occur while driving the vehicle.
  3. Notwithstanding the policy discussed herein, the university reserves the right to refuse a driving authorization or rescind a driving authorization to any individual who’s driving record or driving conduct, in the university's sole discretion, is unacceptable. This may include, but is not limited to, multiple moving violations, negligent driving, open container, DUI, reckless driving, hit and run, or driving with a suspended license.
  4. University personnel driving their own vehicle on university business must also meet the eligibility standards as listed in points 3 and 4. This is due to the fact that the university’s workers’ compensation insurance is in effect for said drivers. Ineligible drivers doing so on university business may be subject to disciplinary procedures, up to and including termination. Additionally, it should be noted that university insurance does NOT cover damage to personal vehicles, even being used on university business.
  5. Anyone that will drive a multi-passenger vehicle (van, mini-bus, etc.) (including the driver), must contact the Auxiliary and Business Services to schedule a driving training prior to driving. The training is pass/fail and if the applicant fails, the applicant must wait one year to re-take the training.
  6. No texting or cell phone use is allowed while driving university owned, rented or personal vehicles for university business.
  7. All traffic violations and citations are the sole responsibility of the driver and must be reported to Auxiliary and Business Services.

Student Drivers:

  1. Students 18 years of age will not be permitted to drive university owned or rented vehicles. An 18 year old may be granted limited use of a vehicle if extenuating circumstances arise and are verified with the Auxiliary and Business Services.
  2. Students 19-21 years of age may be granted driving privileges on a yearly basis provided they have a valid U.S. driver’s license, maintain person vehicle insurance and the following conditions are met
    1. Have no more than 1 moving violation within a twelve month period
    2. Have no more than two (2) moving violations for the prior three (3) years.
    3. Have no major moving violations, within the past 5 years.
    4. Have no more than one (1) at-fault accident for the prior three (3) years.
    5. Do not have the combination of one (1) at-fault accident and one (1) violation within the last three (3) years when not the same accident
  1. Students must be 21 years old to drive a multi-passenger vehicle, van, mini-bus, etc.
  2. Students needing to drive a multi-passenger vehicle (van, mini-buss, etc.) (including the driver), must contact the Auxiliary and Business Services to schedule a driving training prior to driving. The training is pass/fail and if applicant does not pass, the applicant must wait one year to re-take the training.
  3. Any violation or accident which occurs after a driving authorization has been issued will result in termination of driving for the University. It is the responsibility of the student with an authorized driving status to notify Auxiliary and Business Services of any violations or accidents or driving infraction. Failure to notify the University of such eligibility changes could result in release of volunteer duties or termination from work-study program and/or responsibility of payment if damages occur while driving the vehicle.
  4. After the application and driving record are received, and determined to be acceptable, the student will be issued a driving authorization for 1 year. The authorization will be valid for 1 year only. Students must apply each subsequent year and go through the driver training each year.
  5. Notwithstanding the policy discussed herein, the University reserves the right to refuse a driving authorization or rescind a driving authorization to any individual who’s driving record or driving conduct, in the University's sole discretion, is unacceptable. This may include, but is not limited to, multiple moving violations, negligent driving, open container, DUI, reckless driving, hit and run, or driving with a suspended license.
  6. No texting or cell phone use is allowed while driving university owned, rented or personal vehicle for university business.
  7. Seat Belts are required at all times.
  8. All traffic violations and citations are the sole responsibility of the driver and need to be reported to Auxiliary and Business Services.

II. Purchasing, Selling or Renting a Vehicle

  1. Request for new/additional vehicles, not replacements, must be approved by the Vice President of Finance/Chief Financial Officer. All vehicle purchases must be processed and coordinated through Finance and Budget. Once approved, the department/group purchasing the vehicle will provide the following information to Auxiliary and Business Services so that insurance protection can be arranged under the University's automobile insurance program.
    1. Vehicle Make, Model, and Year
    2. Vehicle Identification Number (VIN)
    3. License Tag Number
    4. Purchase Price

All original certificates of title must be retained in Finance and Budget/Operations

  1. Authorization to sell or donate a university owned vehicle must be authorized and coordinated through Finance and Budget and Auxiliary and Business Services.
  2. An individual must be an approved Regis University driver to be authorized to rent a vehicle for university business. Drivers of rental cars are required to abide by these same policies and procedures set forth in this document for University-owned vehicles. The Regis University Automobile Insurance policy provides Excess Liability Insurance for university rented vehicles and Primary Insurance for physical damage to the rental vehicles. It is not necessary for the department/group/individual to purchase the rental company’s deductible insurance.
  3. Exception: Vehicles rented in foreign countries by Regis University personnel must purchase liability and physical damage coverage from the rental agency to meet local auto insurance laws.

III. DRIVER RESPONSIBILITIES

Driver Responsibilities

  1. Complete an Authorized Driver Application and submit all required documentation for processing. A driver must be approved prior to driving any university owned vehicle, rented vehicle or personal vehicle used to conduct university business. Auxiliary and Business Services needs 3-7 business days to process an application.
  2. Report any change in license status immediately (i.e. if your license has been suspended or revoked) to Auxiliary and Business Services within one working day of any such change. If the license is revoked or suspended, operating privileges will be terminated accordingly.
  3. In the event that you are in an accident while driving a university owned or rented vehicle, immediately report all accidents/damages to Auxiliary and Business Services, adhering to the procedures:
    • At the scene:
      • Do not admit fault.
      • Complete the accident form at the scene.

The Vehicle Accident Form lists the information you must collect at the scene of the accident.

A copy of the Vehicle Accident Form should be in the vehicle at all times.

IV. DEPARTMENT/GROUP RESPONSIBIITIES

Each department/group authorized to operate a University vehicle is required to follow, at a minimum, the procedures outlined below.

  1. University Department/groups of Authorized Drivers Responsibilities
    1. Ensure that only those individuals who have met the eligibility requirements and are approved by Auxiliary and Business Services are to operate a university owned or rented vehicle or personal vehicle to conduct university business.
    2. If a department/group is assigned a university owned vehicle, the operators of this vehicle must conduct weekly and pre-trip vehicle inspections. If the operators are going more than two hours or 100 miles, a full visual inspection of the vehicle to include checking engine fluids and tire wear is required. Link to Vehicle Inspection Form.
    3. The department/group is required to schedule with the Physical Plant an inspection twice annually.
    4. If a department/group is assigned a university vehicle the department/group is responsible for the cost to maintain the vehicle. The maintenance cost for university vehicles reserved by department/groups will be managed by Physical Plant. Auxiliary and Business Services will manage the repair cost of any reserved vehicle damaged by an accident, minus the deductible.
    5. Accident damage must be repaired as quickly as possible and repair cost must be coordinated and approved by Auxiliary and Business Services if a claim is filed.
    6. Department/groups assigned university owned vehicles are responsible for ensuring that the materials listed below are maintained in each vehicle. Physical Plant is responsible for maintaining the items in university vehicles reserved by multiple departments:
      1. Vehicle Registration (Obtain from Physical Plant.)
      2. Vehicle Accident Form
      3. Insurance Identification Card
      4. Accident Response: In the event of an accident involving a university owned or rented vehicle, the affected department/group shall
        1. Notify Auxiliary and Business Services within 24 hours of the accident.
        2. Notify Campus Safety within 24 hours of the accident, if accident is on Regis Campus.
      5. In the event of minor damage to a university owned or rented vehicle, the responsible department/group will be charged the deductible amount of $1,000.00. In the event of a comprehensive claim (i.e. hitting a deer), the responsible department/group will be charged the deductible in the amount of $1,000.00 for damages to the vehicle.
  2. Auxiliary and Business Services
    1. AUXILIARY AND BUSINESS SERVICES is responsible for submitting driver information to our insurance carrier for verification of driving records.
    2. AUXILIARY AND BUSINESS SERVICES will work with Campus Safety and Physical Plant in the investigation of any university owned vehicle claims.
    3. AUXILIARY AND BUSINESS SERVICES is responsible for approving all drivers of university vehicles and maintaining the list of authorized drivers.
    4. AUXILIARY AND BUSINESS SERVICES is responsible for handling any and all university vehicle accidents, including accident investigation with Campus Security and subrogation of claims.
    5. AUXILIARY AND BUSINESS SERVICES is responsible for maintaining records and analysis of incidents outside the Regis University Lowell Campus.
    6. AUXILIARY AND BUSINESS SERVICES maintains current university owned vehicle listings.
    7. AUXILIARY AND BUSINESS SERVICES is responsible for maintaining appropriate insurance on all university owned vehicles and approved drivers.
  3. Campus Safety Responsibilities (CAMPUS SAFETY)
    1. Campus Safety shall forward any incident reports involving university owned or rented vehicles to Auxiliary and Business Services staff within 24 hours of receiving the report from the driver.
    2. Incidents/Accidents involving personal vehicles on business property should be reported to Campus Safety and Auxiliary and Business Services for risk management and insurance.
  4. Physical Plant Responsibilities (PHYSICAL PLANT)
    1. Physical Plant is responsible for registrations, registration renewals, licenses, tags and inspection stickers.
    2. Physical Plant will inspect all university vehicles involved in an accident and submit a report of their findings to Finance and Budget/Operations.
    3. Physical Plant is responsible for vehicle preventive maintenance program based on frequency and type of use. At a minimum, every vehicle will be inspected twice annually.
    4. Physical Plant is responsible for determining if a university vehicle is road worthy or unsafe for operation. If a vehicle is determined unsafe or not road worthy, Physical Plant will notify the driver and department/group supervisor of the decision and the cost to cure all repairs. Physical Plant is responsible for scheduled vehicle replacement proposals. The proposal will be submitted to the Auxiliary and Business Services. A recommended vehicle replacement decision involves mileage, historical maintenance and costs as well as department/group needs of the vehicle.
    5. Physical Plant is responsible for all vehicle repairs and will coordinate with the department/group supervisor and vehicle driver for vehicle downtime and budget to pay for repair cost.