Lawrence University Vehicle Use Policy

Scope

This policy applies to all persons (faculty, staff, students, and volunteers) who drive Lawrence owned, leased, or rented vehicles, or their personal vehicles for the benefit of Lawrence University (whether or not reimbursement for mileage is sought). Therefore, any person driving on university related travel must be an authorized driver.

Becoming an Authorized Driver

The Driver Application to become an authorized driver can be obtained from the Vehicles section of the Facility Services webpage.  Authorized driver applicants may not drive a university vehicle or personal vehicle for university related travel until approved as an authorized driver. Once approved, the individual will remain an authorized driver unless otherwise prohibited. Driver qualifications include the following:

  • Must be at least 21 years old; persons age 18-21 may become “local Drivers” (see “Drivers 18-21” section)
  • Possess a valid United States Driver’s License
  • Minimum of 2 years driving experience
  • Must successfully complete the Authorized Driver Application process at least 1 week prior to scheduled departure when first applying to become an authorized driver
  • Meet Clear, Acceptable or Borderline driving status in accordance with the Driver Acceptability Matrix

Drivers Ages 18-21

Lawrence University allows persons ages 18 to 21 with at least 2 years of driving experience to drive passenger vehicles on roads with posted speed limits of 45 mph or less.  Drivers under age 21 are ONLY allowed to drive Lawrence owned vehicles.  To drive a rental vehicle the driver must be at least 21 years old.  No one under age 21 shall drive the Campus Center Shuttle.

Motor Vehicle Records

Lawrence University checks motor vehicle records (MVR’s) during the application process. MVR’s for active faculty, staff, students and volunteers are checked semiannually and quarterly for Borderline acceptable driving records.  Driving privileges may be suspended or terminated if the applicant’s record indicates an unacceptable number of accidents and/or violations. In situations where driving is considered an essential function of the job and an employee meets prohibited driving status, the individual may be subject to administrative leave, application for a transfer to an open, non-driving position, reassignment of job responsibilities or termination of employment.  Applicants for employment must meet Clear, Acceptable or Borderline driving status in order to be considered for employment in which driving is an essential function of the job.  Driving records are evaluated using the following Drive Acceptability Matrix:

 

Number of Moving Violations Within Past 3 Years

Number of Accidents Within Past 3 Years

Number of 6 point tickets within past 3 Years*

 

0

1

2

3

1 or more

0

Clear

Acceptable

Borderline

Prohibited

Prohibited

1

Acceptable

Acceptable

Borderline

Prohibited

Prohibited

2

Acceptable

Borderline

Prohibited

Prohibited

Prohibited

3

Borderline

Prohibited

Prohibited

Prohibited

Prohibited

4 or more

Prohibited

Prohibited

Prohibited

Prohibited

Prohibited

Borderline

Driver's MVR will be checked every 3 months. 

Prohibited

Driver is prohibited from driving university owned, rented or leased vehicles or personal vehicle on university sponsored travel.

* Using the Wisconsin Division of Motor Vehicles Point System

Employees and students with borderline acceptable driving records may take a defensive driving class in accordance with the State of Wisconsin on their own time and at their own expense to void a 3 point MVR violation or non-injury accident.  Contact the Safety Director for details.

Operating a Personal Vehicle for University Business

Lawrence University owned, leased or rented vehicles should be used for any university related travel.  In the event this is not feasible, authorized drivers may operate their personal vehicle for university business.  When using your personal vehicle for university travel the primary liability coverage shifts from Lawrence University to your personal auto insurance.  Your personal auto insurance is the primary payer in the event of a loss.  Lawrence University’s auto liability insurance is in excess of the employee’s personal auto liability insurance. 

All drivers are required to carry auto insurance on any vehicle that is used for university business and sponsored travel.  The University recommends all drivers using their personal vehicles for university business carry personal auto liability insurance with limits of at least $300,000 per occurrence and requires at least $100,000 per occurrence. 

Lawrence University is not responsible for the physical damage to an employee’s vehicle.  Therefore, employees should also have their own collision and comprehensive insurance coverage.  

Mileage reimbursement may be sought by faculty and staff when using a personal vehicle used for university business and sponsored travel.  Visit the Lawrence University Financial Services website for mileage reimbursement procedures.

Reserving a Lawrence Owned, Leased or Rented Vehicle

Vehicle rental requests that originate in Appleton should be arranged through the Warch Campus Center Administrative Office. To request a vehicle rental, a faculty or staff sponsor can complete the vehicle reservation form (restricted). Requests must be submitted two full business days in advance.  Example: If you need a vehicle at noon on Monday, submit the vehicle reservation form by 8 a.m. on the preceding Thursday.

Vehicle use is subject to availability. All vehicle reservation forms must be submitted by a faculty or staff sponsor. The sponsor must support the programmatic goals of the trip.

Student clubs and organizations planning trips should reserve vehicles with the Campus Life office.

No more than 3 vehicles may be used for a single destination trip. Groups greater than 21 are required to use buses with paid CDL drivers.

Only authorized drivers are allowed to operate a university owned, leased, or rented vehicle. All authorized drivers must be identified no later than when the vehicle is picked up. All authorized drivers must sign the reservation form at the time the vehicle is picked up.

Rental Vehicle Insurance

If there is a break-down or accident and a vehicle needs to be rented, or if renting a vehicle for university business, the auto insurance coverage for the rental should be declined when renting in the United States or Canada. Lawrence University’s business auto policy covers rentals in the US and Canada.  Auto insurance coverage is required in all other countries. The departmental or organizational account may be liable for the amount of the insurance deductible in the event of physical damage to a vehicle.

For the university’s insurance to cover rental vehicles, the reservation must be made in the name of Lawrence University and/or the employee’s name.    Only authorized drivers are allowed to drive rental vehicles covered by the university’s insurance.

Campus Center Shuttle

Warch Campus Center Shuttle drivers must meet the following qualifications:

  • Must be at least 21 years old
  • Possess a valid U.S. driver’s license
  • Minimum of 5 years of driving experience
  • No speeding violations over 11mph

This vehicle is not allowed on the highway and is intended for local trips only with a maximum speed of 45mph. This authorization is for the Warch Campus Center Shuttle for local trips only and cannot be used to operate other 12 to 15 passenger vehicles.

Trailers/Box Trucks

Additional requirements exist when using trailers or box trucks.  Contact Facility Services for more details.

Driver Responsibilities

  • The driver must operate the vehicle in a safe manner, observing all ordinances and laws pertaining to the operation of motor vehicles.  The driver must also follow the Vehicle Use Policy and assure adherence to its expectations.
  • The driver will announce at the beginning of each ride that passengers must use their seat belts.  Seat belts must be worn by all occupants at all times.
  • The driver must not use a phone, MP-3 players, computers, tablets, or other mobile devices while the vehicle is moving.  If there is a passenger/navigator, that person should make the adjustments to vehicle controls such as the radio, climate control, and GPS.
  • Fines resulting from traffic or parking violations will be the obligation of the driver. Traffic violations must be reported to Facility Services after returning from trip.
  • The driver and passengers are prohibited from using any tobacco products, alcohol, or illegal drugs.  Also, the driver and navigator are prohibited from using any substance that may reduce attentiveness or cause drowsiness.  The driver must not operate the vehicle for a minimum of 12 hours after his or her last ingestion of any non-prescription controlled substance.
  • Vehicle load capacities must not be exceeded, including number of passengers, cargo weight, or any combination thereof.  Capacity information is located on the inside jamb of the driver’s door.
  • No roof storage is allowed on any Lawrence vehicle.
  • On long trips, the driver must check and maintain fluid levels, tire pressure, and operation of lights.  This should be done every 250 miles or before a new driver begins to operate the vehicle.
  • The driver must ensure that all interior and exterior lights are turned off and all doors and windows are locked when the vehicle is parked.
  • The driver must record the beginning and ending odometer readings on the vehicle reservation form, as well as complete the driver’s log on trips over 200 miles one way.
  • The driver is responsible for depositing a complete and accurate passenger list of all occupants in the drop box immediately before departure when traveling with students more than 30 miles one way.  The drop box is located by the Art Center/Library turn around off of Lawe Street.

Trips Over 200 Miles One Way Involving Students

When traveling more than 200 miles one way or 4+ hours in one day, either multiple authorized drivers are required or the driver must take at least a 2 hour break after the first 4 hours of driving before proceeding.    No single driver can drive more than 4 consecutive hours or 8 hours in a 24-hour period.

A navigator must be assigned to assist each driver.  The navigator must stay awake while on duty.  The entire driver/navigator team should be replaced every few hours, or at least every 4 hours.

A driver’s log must be maintained for any trip over 200 miles one way.  The driver is required to keep track of the number of hours he or she is operating the vehicle. Each driver is required to fill out the driver’s log for each day (24 hour period) that he or she is driving.

A travel packet will be provided at the office of Facility Services.  This packet will include gas card, driver’s log, insurance information, accident/incident report and emergency phone numbers.
 
A faculty or staff sponsor must be identified on the vehicle reservation form. The sponsor either goes along on the trip, or provides written acknowledgement of responsibility to serve as emergency contact on campus.  The sponsor must support the programmatic goals of the trip.
    
The Vehicle Use Travel Sheet must be submitted to the sponsor for review.  The sponsor and the contact person for the organization should have a discussion about the trip.  This discussion should include the route, distance, time frame, programmatic goals, and safety/security issues.  The sponsor or the Facility Services office may deny use of a vehicle if the trip does not meet the insurance policy requirements of the university.

Liability Waivers

Liability Waivers must be completed, signed, and returned to Facility Services when a trip exceeds 200 miles one way, a trip involves any overnight travel and/or the nature of the activity or setting requires activity or presents inherent risks beyond normal daily routines.  Waivers must be completed when required by both student and non-student participants in the trip or activity.

Accidents and Incident Reporting

Accidents must be promptly reported to law enforcement authorities (911) and Lawrence Security (920) 832-6999. An accident report packet can be found in the glove box of all Lawrence owned vehicles and Facility Services Travel packet or can be obtained from the Vehicles section of the Facility Services webpage.

Incidents such as flat tires and mechanical issues shall also be documented on the Accident Report Form with as much detail as possible.

Inclement Weather

When Storm Advisories, Storm Warnings, and/or reports of adverse driving conditions include the planned driving route for a Lawrence-sponsored trip (including business travel), the trip sponsor overseeing that trip and Facility Services office will consult to determine whether to continue the trip as planned, delay the trip, or cancel the trip.  In order to have an informed conversation, the trip sponsor should consult resources such as the following in order to ascertain the current and future weather and road conditions:

Based on the available information on weather and road conditions, the trip sponsor and the Facility Services office will weigh the risks associated with running the trip, as well as any options for altering the trip route or itinerary.  The Facility Services office will then make the final decision on the disposition of the trip.

Vehicle Maintenance

All vehicle maintenance is the responsibility of Facility Services office.  Exceptions include long trips when it is the responsibility of the driver to check and maintain fluids and tire pressure as recommended by the manufacturer.

If the vehicle is damaged or needs repairs, the driver should follow the information sheet provided with each clipboard/travel packet.

Users of university and rental vehicles are asked to return them with a minimum of 3/4 tank of gasoline.
University and rental vehicles are expected to be returned clean and free of trash.

 

 

 

 

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