Vehicle Use Policy

Policy Title Vehicle Use Policy
Policy Category Public Safety and Environmental Health and Safety
Policy Approval Date December 19, 2019
Policies Superseded None
Responsible Office Finance & Administration Services
Related Policies None
Frequency of Review 3 Years
Date of Revision December 19, 2022

I. Scope

This Vehicle Use Policy (“Policy”) applies to all faculty, staff, students, and authorized volunteers at the University who drive any vehicle (including privately-owned vehicles, University-owned (“Fleet”) vehicles, rental vehicles, and golf carts) on University Business. See Section IV for the definitions of capitalized terms contained in this Policy. Faculty, staff, students, and authorized volunteers who will be driving abroad may have unique responsibilities, which are noted herein where applicable.

II. Policy Statement

This Policy is intended to establish guidelines for Approved Drivers and to promote the safe operation of vehicles used to transport University faculty, staff, students, and volunteers on University Business.

III. Policy

A. Approved Drivers

1. General Qualification

Any individual who drives any vehicle to conduct University Business must satisfy the following Approved Driver criteria:

  • Have a valid driver's license that currently allows the person to legally operate a motor vehicle, with appropriate endorsement(s) for the vehicle being driven1;

  • Be at least eighteen (18) years old;

  • Review and sign the University's Vehicle Usage Agreement, returning a copy to Human Resources, and comply with its requirements;

  • Obey all laws, regulations, and policies concerning the operation of motor vehicles and the use of cell phones and other portable electronic devices;

  • Submit to Human Resources any requested documentation to authorize the release of the individual's Motor Vehicle Record and meet this Policy's requirements regarding Motor Vehicle Records (see Section III.B); and

  • Any approved Driver whose license is subsequently suspended or revoked must promptly report such information to their supervisor, the head of the responsible department, or the student organization president (as applicable). The supervisor, department head, or organization president should then promptly notify Human Resources and the University's Insurance Administrator2. Faculty and staff of the College of Global Studies based overseas should notify the Director of Health, Safety, and Securit, who shall promptly notify The College of Global Studies' Human Resources Department and the University's Insurance Administrator.

  • Self-report major motor vehicle-related violations (see examples noted in Section III.B) to their supervisor, the head of the responsible department, or the student organization president (as applicable). The supervisor, the head of the responsible department, or the student organization president (as applicable). The supervisor, department head, or organization president should then promptly notify Human Resources and the Insurance Administrator. Faculty and staff of The College of Global Studies based overseas should notify the Director of Health, Safety, and Security, who shall promptly notify The College of Global Studies' Human Resources Department and the Insurance Administrator.

  • Such Individuals must also complete vehicle safety training before driving on University Business, for the first time and every three (3) years thereafter, with such training to be tracked and renewed by the Insurance Administrator or, for faculty and staff of The College of Global Studies based overseas, by the Director of Health, Safety, and Security or their designee3.

To initiate the process of becoming designated as an Approved Driver, contact the University's Insurance Administrator, or, for faculty and staff of The College of Global Studies based overseas, the Director of Health, Safety, and Security will coordinate this process.

The University's Insurance Administrator will maintain a list of Approved Drivers. The College of Global Studies will maintain a list of Approved Drivers Abroad.

An individual who has not been identified as an Approved Driver may not drive any vehicle on University Business. For individuals whose duties and responsibilities for the University require that individual to drive a vehicle on University Business as an essential function of their position, failure to be designated as an Approved Driver or loss of Approved Driver status may carry consequences, included by not limited to revocation of an offer of employment or termination of employment.​​​​​​

2. Fleet and Rental Vehicle Qualifications

Fleet Vehicles and vehicles rented in the University's name may only be used by Approved Drivers while traveling for University Business.

3. International Travel

Anyone intending to drive while on a University-sponsored or affiliated international trip should contact the Office of International Programs for guidance on obtaining resources detailing the unique driving conditions, hazards, etc. of the host country. This population is distinct from that of faculty and staff of The College of Global Studies based overseas. Distinctions pertinent to faculty and staff of The College of Global Studies based overseas are noted herein where applicable.

B. Motor Vehicle Records ("MVR")

1. Major Violations

Individuals with any Major Violations are not eligible to drive on University Business for at least three (3) years following a violation. A "Major Violation" includes, but not limited to:

  • Driving while impaired or under the influence of drugs/alcohol;
  • Failure to report an accident;
  • Reckless driving;
  • Making a false accident report;
  • Homicide, manslaughter, or assault arising out of the use of a vehicle;
  • Driving while license is suspended or revoked;
  • Participating in a speeding contest; or
  • Attempting to evade a police officer.

2. Moving Violations or Accidents

Eligibility to drive for individuals with moving violations (speeding, running red lights, etc.) or at-fault accidents will be governed by the chart below:

Number of Moving Violations in the Past 3 Years Number of At-Fault Accidents Within the Past 3 Years
0 1 2 3
0 Yes Yes No No
1 Yes Yes No No
2 Yes No No No
3 No No No No
4 No No No No

C. Vehicles

1. Approved Drivers are encouraged to use rental or Fleet Vehicles for University Business rather than their personal vehicles if the trip is longer than 100 miles in a given day. If the use of a personal vehicle is unavoidable, then the following requirements must be met, if applicable:

  • Insurance - the vehicle must have insurance that is valid and that meets the minimum coverage requirements of the Commonwealth of Pennsylvania or jurisdiction where the driver resides.
  • Current State Inspection and Registration - Any vehicle used for University Business must have a current and valid inspection and registration at the time of use.
  • Safe to Operate - Any vehicle used for University Business must be safe to operate and checked for readiness before driving (e.g. windshield not cracked, gas tank not empty, tires not flat). Approved Drivers should immediately report any damage to or lack of readiness of a Fleet Vehicle observed, and any damage detected on a rental vehicle should be documented with the rental agency prior to use. The vehicle must also be appropriate for the nature of the travel at issue (e.g. a motor scooter with a maximum speed of 45 miles per hour would be inappropriate for travel requiring highway usage).

2. The loaning of any Fleet Vehicle or rental vehicle to any third party or the use of any Fleet Vehicle or rental vehicle for any non-University Busines is strictly prohibited. Any exceptions to this must-have prior written approval of the Vice President of Finance, or, for faculty and staff of The College of Global Studies based on overseas, prior written approval of the Vice President of the College of Global Studies.

3. Vehicle assignments are made to departments and certain individuals for a specific period, depending upon transportation needs, in accordance with the provisions below:

  • Custodial Assignments - The department head and the Vice President for Finance must approve Custodial Assignments. Employees with Custodial Assignments may not drive the vehicles to their home unless: 1) they are leaving or returning from an official trip away from their working headquarters or 2) they are conducting official University Business before or after regular working hours. The department head and Vice President of Finance must approve exceptions for unique circumstances.
  • Special Assignments - Vehicles authorized by the University for use by certain staff members whose travel - through the campus and the community - is considered a normal part of their job description. For these vehicles, personal mileage over fifteen (15) miles per week must be reported monthly to Finance and Administrative Services and must be supported by a log that separates personal and business miles. The University will report personal mileage in accordance with applicable IRS rules. A supervisor, the head of the responsible department, and the Vice President of Finance must approve Special Assignments. Employees with Special Assignment vehicles may drive that vehicle to and from their home.

This subsection does not apply to faculty and staff of The College of Global Studies based overseas.

4. The Insurance Administrator will maintain a list of all Fleet Vehicles. The individual departments with the use of given Fleet Vehicles (e.g. Facilities Management and Capital Planning, Public Safety, Athletics) will maintain keys for those Fleet Vehicles. Facilities Management and Capital Planning will coordinate maintenance services, including annual inspections and those otherwise in conformance with the manufacturer's recommended intervals for preventative maintenance services, and will also log the dates and types of services that have been performed on vehicles.4

D. Driving

1. Accident, Damage, and Theft - Vehicle damage and/or accidents must be reported immediately to the Insurance Administrator and the most appropriate staff member noted below who, in turn, will notify others as needed:

  • Department head or supervisor, or Dean of Students (if students are involved);
  • Department of Public Safety (for damage/accidents on campus); and/or
  • Director of Health, Safety, and Security, for faculty and staff of The College of Global Studies based overseas.

2. Tickets and Fines for Violating Traffic Laws - The University does not pay for fines for violations (moving or non-moving, including E-ZPass violations) incurred by an individual while operating any vehicle for the University.

3. Safe Operations of Golf Carts - Individuals requesting authorization to drive golf carts will be required to undergo additional training and will be so advised at the time of application for such authorization. Such individuals must:

  • Operate the golf carts on-campus only and follow the flow of traffic;
  • Not "curb hop" - move from a street onto a sidewalk only if the sidewalk is appropriately ramped to allow for cart access; and
  • Obey all state and federal laws and regulations concerning driving practices and the use and operation of motor vehicles generally.

4. Safe Operation of Passenger Vans - Individuals requesting authorization to drive vans or passenger vans will be required to undergo additional training and will be so advised at the time of application for such authorization

Such individuals must obey all local laws and regulations concerning driving practices and the use and operation of motor vehicles generally.

5. Transporting Students Abroad - Any faculty or staff of The College of Global Studies based overseas who will be transporting students on University Business must receive prior approval from the Resident Director and the Director of Health, Safety, and Security.

Students are not permitted to drive abroad on behalf of the University.

E. Training

Depending on the type of vehicle to be driven, the appropriate driver training (e.g. golf cart, passenger van, or defensive driver)5 will be scheduled by the Insurance Administrator or the Athletics Department, or, for faculty and staff of The College of Global Studies based overseas, by the Director of Health, Safety, and Security or their designee. 

All drivers must be able to demonstrate skills in the operation of their assigned vehicles. Training may include classroom, individual instruction, and audio-visual methods / online modules, as appropriate. After successful completion of the appropriate training modules, University Approved Driver authorization will be granted accordingly.

F. Trip Safety

  • Seat belts must be worn at all times while operating a vehicle. Ensure that there is a seatbelt for every passenger.
  • No Approved Driver should be under the influence of alcohol or drugs while operating a vehicle at any time.
  • Cell phone and other electronic device use while the vehicle is in motion are strictly prohibited. Headphones that reduce hearing should not be used. In the event of an emergency, a member of the Department of Public Safety may utilize technology in their vehicle at their own discretion and must take safety precautions.
  • Approved Drivers will not transport people who are not involved in University Business.
  • To reduce the possibility of fatigue-related accidents on extended trips when the one-way distance to the destination will take four hours or more, at least two eligible drivers will be assigned to drive the vehicle. Alternatively, an individual driver may be assigned but must take a 15-minute break every 3-4 hours. Exceptions can be made for essential personnel (e.g. Facilities Management and Capital Planning, Public Safety) in times of emergency (weather-related emergencies that require long hours behind the wheel). In these cases, drivers who fatigued are encouraged to alert their supervisors and remove themselves from the road in order to avoid accidents, damage to private property, or University resources.
  • Approved Drivers should be aware of their surroundings at all times especially when entering and exiting the vehicle.

G. Insurance

Insurance Coverage
The chart below summarizes insurance coverage under the University's automobile insurance policy.6 Each case is evaluated on its individual circumstances; coverage may vary based on those circumstances.

  Rental Vehicle Fleet Vehicle Privately-Owned Vehicle
Student and Employee Drivers

The responsible department must pay the first $5007 in damages. University insurance should settle the remaining damages.

When renting a vehicle outside the U.S., the local compulsory coverage must always be purchased from the rental company and acts as primary. University insurance may be excess for liability.

The responsible department must pay the first $5008 in damages. University insurance should settle the remaining damages.  Your personal insurance is solely responsible for damage to your vehicle and your liability coverages is primary in all cases. University insurance may be excess for liability.

Required Minimum Insurance Coverage Amounts
All Approved Drivers on University Business who use a non-Fleet Vehicle must represent that they maintain the minimum auto insurance required in Pennsylvania, or, for faculty and staff of The College of Global Studies based overseas, the minimum auto insurance amounts required in their local jurisdiction.

As of the effective date of this Policy, Pennsylvania's minimum coverage amounts are as follows9:

ANY EXEMPTIONS FROM ANY OF THE REQUIREMENTS OF ANY SUBSECTION OF THIS POLICY MUST BE APPROVED BY THE UNIVERSITY'S INSURANCE ADMINISTRATOR, IN CONSULTATION WITH THE OFFICE OF GENERAL COUNSEL.

 

1 The University reserves the right to conduct random license checks of any employee, student, or volunteer who drives on University Business.
2  The University's Insurance Administrator is situated in Finance and Administrative Services and can be reached at InsuranceAdmin@arcadia.edu
3  It should be noted that due to its unique needs, Athletics has a separate system for tracking employee vehicle safety training renewals that have been approved by the University's Insurance Administrator.
4 Again, it should be noted that due to its unique needs, Athletics has a separate system for tracking maintenance services that have been approved by the University's Insurance Administrator.
5 Golf cart training includes a behind-the-wheel skills test supervised by a party previously approved for golf cart driving.
When renting a vehicle for international travel, coverage must always be purchased from the rental company.
7 This figure may be increased to the amount of the University's then-current deductible. In addition, this amount may be charged to the responsible employee at the discretion of the department supervisor if such employee is involved in more than one accident.
8 See footnote 7.
9 These amounts are subject to change. The current minimum auto insurance amounts must be maintained even if this Policy has not yet been updated to reflect same.

V. Definitions

An Approved Driver is any faculty or staff member, student, or authorized volunteer who has met the required criteria set forth in Section III.A of this Policy and identified as an Approved Driver by the Insurance Administrator.

A Custodial Assignment is an assignment of a Fleet Vehicle to an individual for University Business only.

A Fleet Vehicle is a vehicle that is owned by the University (including golf carts). Fleet Vehicles are purchased for specific purposes or departments and, with a few exceptions, are generally not available for use by other departments, faculty, staff, students, or authorized volunteers.

MVR refers to a Motor Vehicle Record, a report of one’s driving history as reported by the Department of Motor Vehicles. Information on the report may include drivers’ license information, point history, violations, convictions, and license status. MVR checks are conducted by Human Resources through an outside vendor.

Personal Use is the use of a vehicle for an activity that does not qualify as University Business.

A Special Assignment is an assignment of a Fleet Vehicle for University Business as well as Personal Use.

University refers to Arcadia University, its colleges, schools, affiliates, divisions and subsidiaries.

University Business is any activity approved by an authorized University official, or in connection with an approved student class or University-organized activity, or that is required for the performance of job functions that are consistent with and furthers the mission and operations of, the University. Commuting to work, including moving one’s car during the workday to access a different building or go to lunch, or occasional excursions to an off-campus but local facility for, for example, a training or professional development, does not constitute University Business.

A Valid Driver’s License is an official driver’s license issued by any state, which currently allows the holder to legally operate a motor vehicle. A driver’s license issued in another country is considered valid for purposes of this Policy if it is sufficient to allow the person to legally operate a motor vehicle within the Commonwealth of Pennsylvania.

VI. Effective Date

This Policy is effective on the date that it is signed by the President

VII. Date of Approval

December 19, 2019