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Home > Facilities Services >
Campus Vehicle Policy
Scope
This policy covers all Whitworth owned, leased or rented vehicles used by Whitworth students, faculty, and staff and approved volunteers, to transport persons and/or materials/equipment for the purpose of Whitworth sponsored events and activities.
Definitions
Accident: Accidents are events that result in damage to vehicles or property, or personal injury.
Class I vehicles: Class I vehicles are any vehicles designed as a light truck, sedan or minivan.
Class II vehicles: Class II vehicles are any light duty truck or cargo van designed primarily for cargo, not passengers, whose driver does not need a Commercial Driver’s License. These vehicles typically are larger, heavier, and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded.
Class III vehicles: Class III vehicles are any vehicles designed to carry from eight to fifteen passengers, but whose driver does not need a Commercial Driver’s License. These vehicles are also larger, heavier, and more unstable than Class I vehicles, with a wider turning radius and lengthy stopping distances required when loaded. Most accidents with this type of vehicle occur when a driver swerves suddenly or is backing up.
Rented vehicles: Rented vehicles are considered fleet vehicles. Driver qualifications apply based on one of the Class I-III designations above. All other transportation policies also apply as appropriate.
Non-licensed vehicles: Vehicles that are not licensed for road use may not be driven on public roads, except for very short distances as occasionally may be needed for property access.
Personal vehicles: Personally owned autos or other vehicles are not considered part of the Whitworth fleet. Departments should not schedule personally owned vehicles as transportation for official functions. The only legitimate personal vehicle usage for functions is by individuals traveling on business on a reimbursable mileage basis.
General Requirements
- Trailers: Special permission and licensing must be obtained from Facilities Services before pulling trailers behind Class II or Class III vehicles. No trailers of any sort are permitted with Class I vehicles.
- Vehicle top carriers: No vehicle top or other carriers are permitted with any of the fleet vehicles unless installed by Facilities Services.
- Radar detectors: The use of radar, laser or other speed monitoring detection systems is not permitted.
- Modifications: No modifications to fleet vehicles (ski or bike racks, antennae, stickers, signs, tow hitches, seat removal, etc.) shall be made except by Facilities Services.
- Cell Phones: No drivers will use cell phones at any time while vehicles are in motion or waiting at stoplights, stop signs, traffic jams, etc. Cell phones are only to be used by passengers or by drivers who have pulled over and stopped in a safe location.
- Medication: No drivers, before or during trips, will use medications, alcohol, drugs or other substances that may cause drowsiness or other physical or mental impairment.
- CB and portable radios: If passengers are present, they and not the driver should operate any CB or portable radios used.
Driver Qualifications
The vast majority of property damage, personal injury and death from motor vehicle accidents are directly attributable to driver error. It is a privilege and a serious responsibility to operate a Whitworth motor vehicle, particularly when passengers are involved. For this reason, Whitworth reserves the right to be highly selective in approving drivers of fleet vehicles. No non-student or non-employees of Whitworth are permitted to drive fleet vehicles, with the exception of volunteers who are donating their time to drive for Whitworth activities and approved by Environmental Health Safety and Security (EHSS) and Facilities Services. Effective upon the adoption of this policy, all drivers of -owned vehicles will be qualified in the following ways:
A) Driving Qualifications
- Class I vehicles: All individuals seeking (for the first time) a Whitworth driving permit for Class I vehicles shall:
- Be a current Whitworth student, employee, or approved volunteer.
- Have at least three years’ driving experience in the United States.
- Exception #1: Student employee drivers on or within one mile of Whitworth property must have completed high school; all other qualifications apply.
- Exception #2: Employees who must drive as a regular part of their jobs and do not have three years’ U.S. driving experience will be hired on a probationary basis for 90 days. Preventable accidents or tickets for which they are responsible in that time may be grounds for termination. All other qualifications apply.
- Provide copy of their current driver’s license, issued by one of the 50 United States upon request.
- Complete the written application for driver’s permit.
- Verify that he or she has read and understands relevant Whitworth transportation policies.
- Class II vehicles: All individuals seeking (for the first time) a driving permit for Class II vehicles will fulfill all the requirements for Class I vehicle permits above. In addition, they shall
- Successfully complete a Defensive Driving training course administered by Facilities Services if he or she must drive as a regular part of their job.
- Class III vehicles: All individuals seeking (for the first time) a driving permit for Class III vehicles will fulfill all the requirements for Class I vehicle permits above. In addition, they shall
- Pass an on-line driving training course
- Successfully complete a road handling and driving test administered by Facilities Services.
*This requirement applies to all Class III vehicles whether -owned, leased or rented.
B) Driver Qualification Maintenance
- Class II vehicles: All individuals that are required to drive Class II vehicles as a regular job function must attend driver safety training yearly.
- Class III vehicles: All individuals who drive Class III vehicles must recertify, by taking both the on-line training and road handling courses, every two years.
C) Driver Disqualification
Driving Privileges will not be granted to, or will be revoked from, individuals who:
- Have any one of the following citations on their Motor Vehicle Record:
- Conviction for reckless driving
- Leaving the scene of an accident
- At fault in a fatal accident
- Felony committed involving a vehicle
- Conviction for alcohol and/or drug-related driving offense
- Refusal to submit to blood alcohol test
- Have two or more moving violations in the past year, or three or more in the past two years, including but not limited to:
- Running a red light
- Ignoring a stop sign
- Speeding
- Passing a stopped school bus
- Have been at fault in the past 365 days in two or more accidents that are recorded on their Motor Vehicle Records
- Have a recorded instance of one of the following:
- Driving without insurance
- Driving on a suspended license
- Failure to appear in court
- Have falsified information on their written permit application
- Have failed to comply with any license restrictions (e.g., corrective lenses)
- Have used a fleet vehicle on personal business
- Have loaned to another person or department a vehicle checked out to them
Any student driver involved in an accident with a Whitworth vehicle may lose driving privileges for 365 days. If an accident investigation determines that a) the student was not legally at fault in the accident and b) the student was driving defensively and there was nothing further that reasonably could have been done to prevent the accident, the student may apply to Facilities Services for reinstatement.
D) Reinstatement of driving permits
Once driving privileges have been revoked they will not be reinstated unless driving is a regular requirement of an employee’s job. In order for driving privileges to be re-instated, all employees will:
- Undergo driver training
- Pass a written driving exam after any driving accident
- Pass a road test after any driving accident for drivers of Class II and III vehicle
Driving privileges of students, staff, facility, and volunteers who are not required to drive as a regular job function will not be reinstated.
NOTE: Facilities services reserves the right to deny or revoke an individual’s driving privileges should that individual exhibit poor judgment of any kind while driving Whitworth vehicles.
Passengers and Cargo
A) Passenger capacity: No drivers shall transport more passengers in a vehicle than the vehicle is designed to haul. In most cases this is the same as the number of factory-installed seat belts in the vehicle.
B) Seatbelt Usage: If a -owned or rented vehicle is equipped with seat belts or safety restraints, all occupants of the vehicle must use the restraints as they were designed to be used at all times when the vehicle is in operation. Drivers shall not begin operation of the vehicle until all passengers have complied with the seat belt rule. Passengers must not remove their seat belts during travel. If a driver becomes aware of passengers who refuse to use provided restraints properly, the driver may refuse that person further passage, unless such refusal would endanger their safety.
C) Front passenger seat: On any trip with one or more passengers, drivers should make sure that the front passenger seat is occupied and that the person sitting in this seat remains awake. Drivers should remind this passenger that it is his or her responsibility to help the driver stay alert and to assist with directions and maps. A driver going off duty should not become the navigator unless there is no other passenger who can serve as navigator.
D) Hitchhikers: Picking up hitchhikers is not permitted.
E) Loads: Hauling loads that could structurally damage the fleet vehicle is prohibited, unless the vehicle is specifically designed for such loads. Examples of potentially damaging loads include firewood, sod, lumber or gravel. If bulky, awkward or hazardous cargo must be hauled, drivers must consult with Facilities Services to ensure cargo will be properly stowed and hauled.
Trip and Route Safety
A) Grounding the Fleet: At all times facilities services retains the right to immediately ground the entire Whitworth fleet or such portions of it as are deemed necessary, in case of inclement weather or potential maintenance or safety hazards. If the grounding is due to mechanical or other problems, and weather and safety otherwise permit, Facilities Services will make every effort to arrange other transport for affected Departments, but this is not guaranteed. In such cases of cancellation, no charges would be assessed to the affected departments.
B) Driving Safety before Departure: Drivers and Departmental sponsors of student trips are responsible to obtain weather information before travel to determine if road or weather conditions present hazards along their planned travel route.
C) Driving Safety during Trips: If vehicles are already on the road and weather conditions become hazardous, the sponsor must stop the trip, delay or cancel travel planned for that day, and ensure the safety of all passengers and drivers.
D) Driving with Headlights: On trips longer than one mile, all drivers will drive with the headlights on at all times, day or night.
E) Athletic Events: No athlete shall drive a Whitworth fleet vehicle or a personal vehicle to or from an athletic event, whether a competition or a practice, whether for varsity, club, intramural or other sports. An exception is granted for events within thirty (30) miles of the main Whitworth campus. However, team members who did not compete may drive if they are a permitted driver. All such drivers must notify the coach or sponsor before using a Whitworth vehicle.
F) Driving Time Limits:
Driving time limits for all -licensed drivers are:
a. Daytime travel: three (3) hours at one time without a break
b. Nighttime travel: two (2) hours at one time without a break
Within 15 minutes of reaching a driving limit, the driver should exit the highway to a safe rest area. The driver must take at least a 15-minute break before resuming driving, or another -licensed driver who has not been driving must assume driving responsibilities.
On trips longer than thirty (30) miles, no driver of Whitworth fleet vehicles hauling passengers may commence a trip after 11:00pm or before 5:00am. Trips and events must be planned so that no drivers are expected or pressured to begin driving between these hours.
G) Maximum Driving Time:
When the total trip is expected to be completed within thirty (30) minutes beyond the appropriate driving limit, one driver may drive the entire trip without a break. However, if poor weather or heavy traffic threatens to lengthen the trip, the driver should exit the highway to a safe rest area within the normal driving limits.
No driver may exceed eight (8) total hours of driving time in any 24-hour period.
No trip segment shall exceed (18) hours. After eighteen hours the driver(s) must stop for at least seven (7) hours. This rule is to be observed even if there are multiple approved drivers along on the trip.
H) Backing Up: The vast majority of all fleet vehicle accidents, particularly with vans, occur while the driver is backing up. In order to prevent losses from vehicles operating in reverse:
Drivers will always enter the driver’s door only after walking around the rear of the vehicle to note potential obstacles and the distance to them.
If a driver is not accompanied by passengers and is planning to back into a tight space and safety permits, he or she must stop the vehicle and walk around it to observe obstacles and distances before backing.
If the driver is accompanied by passengers, one passenger must disembark and direct the driver during backing operations if it is safe to do so.
Maintenance
A)
Required Safety Equipment
Class III vehicles will contain flare/reflector kits and fire extinguishers as required by law.
B) Preventive Maintenance on Trips
- Fluid levels
It is the responsibility of the driver to maintain proper oil and coolant levels if the vehicle is being used for an extended time period or driven an extended distance.
- Tire Pressure
It is the responsibility of the driver to ensure that tire pressures remain consistent throughout the trip. Tire pressures are inspected prior to the trip by the Facilities Services Department and again by the Driver.
C) Mechanical failures
Developing mechanical problems that might make a vehicle unsafe to drive should be reported to Facilities Services via telephone. In case of actual breakdown or mechanical failure, Facilities Services should be contacted through the office number (509-777-3254) before tow trucks are summoned or repairs are made. Costs for unauthorized repairs will not be reimbursed.
D) Records maintenance
Facilities services will be responsible for maintaining the following driver and vehicle records:
Driver Records
A file (separate from employment records) will be kept current for each individual, to whom driving privileges are granted, containing:
- His or her written permit application
- Current annual Motor Vehicle record/Driving record information
- Accident reports if any
- Complaints received about his or her driving, if any
- Results of written driver’s exams
- Results of road tests
- Records of training events attended
These files will be reviewed and updated on an annual basis.
Maintenance Records
Written records of maintenance and inspection records shall be kept in a separate file for each Whitworth owned or leased fleet vehicle. Records will include:
- Vehicle identification: make, model, serial number (VIN)
- vehicle inventory number (if assigned)
- The name, address, and phone number of the Department or individual responsible for the vehicle, if the vehicle is on permanent assignment
- Tire size, ply, type and serial number (if applicable)
- The date and nature of the work performed
- Garage where maintenance was performed
- Special equipment or component parts involved
- For each inspection: items inspected, repairs made, date completed, mileage, and name of inspecting mechanic
- Oil change/lubrication dates and mileage
- Date/mileage for next scheduled inspection and preventative maintenance
- Summaries of any accidents involving this vehicle.
E) Pre and Post trip inspections
- Pre-trip inspections
Drivers should not operate a vehicle until they complete and sign a pre-trip inspection form, including a dent and damage check, according to procedures developed by facilities services. Drivers should be satisfied that all necessary parts and components are in good working order.
- Post-trip inspections will be conducted by drivers after trips with fleet vehicles not permanently assigned to a Department. Unusual noises, awkward operation, or other problems should be reported according to procedures developed by facilities services. Signed post-trip forms are to be turned in with vehicle keys to facilities services.
F) Service, Inspections, and repairs
- All fleet vehicles will be maintained and serviced by the Facilities Services Auto Shop or an Authorized Licensed Vehicle Repair Center. Vehicles will be serviced and inspected according to the vehicle checklist for preventative maintenance, depending on usage. Facilities Services will remove a vehicle from operation if repairs are necessary.
- The auto shop will coordinate Department of Transportation inspections as required:
- Annually for vehicles weighing over 10,000 pounds and all vehicles that carry more than 16 persons.
- Semi-annual inspections of fifteen-passenger vans.
- Other inspections as required
Accidents and Reporting
A) Post-accident procedures
Vehicles have an Auto Accident kit in the glove compartment or the pouch in the front driver ’s door. This kit contains forms and instructions for reporting any accident. In case of an accident involving a Whitworth owned vehicle, the driver of the vehicle must follow the procedures in this kit. Failure to report accidents or damage to vehicles will result in a $500 fine.
B) Accident Investigations
All accidents may be investigated by the Accident Committee comprised of the EHSS Manager, Security Supervisor and, and the Facilities Services Vehicle Manager. If possible the accident site will be examined.
- All accidents will be designated as either “preventable” or “non-preventable” by actions of the vehicle driver. The following are some if the criteria constituting “preventable” actions by the driver:
- Failure to follow defensive driving practices as outlined in training course
- Failure to adjust speed to conditions of light, weather, road or traffic
- Failure to recognize and adjust to driver’s own temporary physical, mental or emotional condition
- Failure to adjust to clearance at top, sides, front or rear of vehicle.
- Failure to observe conditions at rear of vehicle while backing
- Failure to yield right of way when necessary to avoid an accident
- Failure to control speed to be able to stop within assured clear distance ahead
- Failure to observe traffic laws and ordinances
- Failure to observe Whitworth operating rules or special instructions
- Failure to observe safe practices taught in Whitworth driver’s training or supervisory bulletins
- The driver will be given the opportunity to explain what happened and hear the Accident Committee’s determinations. If an accident is determined to have been preventable, and the driver involved is:
- A student, his or her driving privileges will be revoked
- An employee whose job does not require regular driving, the driver will be given a written warning and be required to attend a Driver Safety training session selected by Facilities Services as appropriate. Two preventable accidents within a one-year period will result in the revocation of his or her driving privileges.
- An employee whose job requires regular driving, the driver will be given a written warning and be required to attend a Driver Safety training session selected by Facilities Services as appropriate. If a driver has two preventable accidents within a one-year period Human Resources will work in conjunction with EHSS to determine appropriate consequences.
- All completed accident report forms will be kept on file in the EHSS Office for three years from the date of the accident, to aid in proper loss trend analysis and in analyzing the effectiveness of safety training programs.
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