Transportation Safety Policy
Members of the Greenville University community engage in many activities requiring transportation to other locations. To accomplish this safely, GU owns and maintains a fleet of vehicles of various types and frequently rents or charters others. Because of the significant hazards such transportation activities represent, this policy is meant to preserve from harm to both persons and property and to provide fair and safe usage of the fleet. It is essential to understand that driving for Greenville University is both a privilege and a heavy responsibility, especially when passengers are involved. In 2021, a Stanford Law study found that at least 90% of all vehicle accidents are due to human error.
Since GU is committed to protecting the lives of our students, faculty, staff, and the vehicle fleet, the following Transportation Safety Policy is effective February 1, 2023. This policy applies to anyone driving for Greenville University business purposes, whether they are driving a GU fleet vehicle, a rental, or a personal vehicle. University business means activities in support of the academic, research, and service mandates of the University. For employees, this includes all activities performed as part of their employment duties.
Please note that for liability purposes, GU cannot loan or rent vehicles to other businesses or individuals, including our employees and students. Our insurance also does not allow employees' family members or friends to join you on a trip unless they are required for GU business purposes.
It is essential to read this document in its entirety. Failure to follow this policy could lead to consequences, including loss of driver privileges and termination of employment if driving is a requirement of your job.
Trip Sponsor Responsibilities
The Trip Sponsor is responsible for ensuring all their drivers:
- Are on the current GU Approved Driver list for the type of vehicle they will be driving
- Will do a pre-trip inspection and report any damage to the vehicle prior to leaving the fleet parking lot – If damage to the vehicle is reported during the pre-trip inspection report for the trip immediately following your trip, it will indicate that your driver has damaged the vehicle and did not report the incident
- Are made aware of their responsibility for the safety of every passenger in their care
- Will ensure each passenger is buckled into a seat belt while the vehicle is in motion
- Will return the vehicle to the lot by the return date and time to ensure it will be available for the next scheduled trip (see Vehicle Fines below)
- Return the keys to the Student Accounts office upon return to campus
- Will report any accidents immediately by completing the Auto Accident Report or the Registered Volunteer Auto Accident
If any of the following qualifiers are met, the driver must be vetted and added to the GU Approved Driver List before being allowed to drive for Greenville University:
- Drive more than twice a year for business purposes (GU or personal vehicle),
- Plan to drive a GU vehicle or their personal vehicle just once but over a distance of 50 miles,
- Or will drive an activity bus**
To be added to the GU Approved Driver List, at least five business days before your first expected date of travel, you must:
- Complete the Driving Application & Agreement form: Driving App Agreement or the Registered Volunteer Driving App Agreement and,
- Be an employee, student, registered volunteer, or a student completing a practicum, and,
- Have a valid US driver's license that has been in effect for at least two years, and,
- Allow GU or their insurance carrier to run a motor vehicle report and monitor your driving record, and,
- Meet the insurance carrier requirements (see below)
To drive a GU activity bus, you must meet all the above requirements and,
- be at least 21 years of age, and,
To be considered to drive for GU, all drivers must meet the standards set by our insurance carrier which can be found in the Driver Qualifications and Requirements
Requesting a Vehicle
The Trip Sponsor must submit a request to Gail.email@example.com and include the following:
- the departure date and time
- expected return date and time
- Purpose of the trip
- Approved driver's name
- the names of additional individuals requiring transportation, if unknown, indicate the number of expected passengers
- the destination
Changes to your reservations - contact firstname.lastname@example.org as soon as possible
- Trip cancelation-allows for vehicle reassignment
- Reduction or addition of passengers-allows use of a different size vehicle
- Unexpected Departure or Return times – allows Student Accounts to make necessary adjustments to fleet assignments or notification to the next group the vehicle was assigned
Vehicle Availability & Usage Priorities
When assigning vehicles for use, the priorities are as follows:
- Student-related activities—All transportation requests for these activities must be endorsed by the sponsoring Department Head, Faculty Advisor, or Residence Director
- Departmental use by university employees—as approved by the requesting Department Head
If you are notified that a university vehicle is unavailable for your requested dates/times, you may:
- Use a personal auto if you meet the requirements listed in the Personally Owned Autos – Insurance Requirements section below, or
- Request a rental vehicle from[CP1] [ Enterprise
Corporate Account Number 01A0383
- The rental rates include full coverage, damage waivers, and liability insurance at no additional cost. Be sure to decline any insurance extras when securing a vehicle.
Rental expenses should be paid by the traveling department's travel expense line.
Personally Owned Autos – Insurance Requirements:
If you need to drive your personal vehicle for GU business, you must:
- Carry adequate liability limits of at least $100,000 for property damage and $300,000 for bodily injury. You will need a copy of your auto policy's declaration page to upload during the next step
- Complete the Personal Vehicle Waiver, or Registered Volunteer Personal Vehicle Waiver – Upload a copy of your auto policy's declaration page
- You may request mileage reimbursement on your monthly expense report in Concur
The use of fleet vehicles is charged monthly to the departmental budgets. Therefore, it is NOT possible to pay in cash for Departmental vehicle use
Fleet Vehicle Pick Up/Drop Off Dos and Don'ts:
- Pick up your keys from the Student Accounts office during regular business hours 8-4:30 M-F (Summer hours 7:30-4) On the day of travel– If you forget to pick up your keys, your event will[CP3] [JB4] have to be canceled, NO EXCEPTIONS! If you are forgetful, we strongly recommend you add a reminder to your calendar at the time you make the reservation
- If scheduled to leave before 8 a.m., pick the keys up the day before your trip
- If your trip is on the weekend, pick up the keys on that Friday
- Leave the vehicle with a full tank of gas – there is a charge account at both Casey's General Stores in Greenville– they have a list of our current fleet vehicles that are allowed to use this charge
- Return the vehicle to the fleet parking lot on time
- Fill out the trip report, including the number of miles and the account number to charge
- Check the vehicle's interior for personal items, and place any trash in the trash can next to the fleet lot
- Return the keys and completed trip report to Student Accounts as soon as you return to campus or the following business morning if you return after hours
- Use fleet vehicles for personal use
- Allow family members and friends to ride along
- Allow students or employees that are unnecessary for the trip to ride along
- Remove the vehicle from the parking lot until the reserved time
- Return the vehicle to the parking lot late
- Give the keys to anyone other than Student Accounts staff– You do NOT know the schedule of the vehicles
Basic Vehicle Operation Guidelines:
Employees are required to adhere to the following basic vehicle operation principles:
- Always use seat belts
- Drive defensively. Always anticipate what other drivers on the road might do wrong and plan your escape mode. Never move through traffic aggressively
- Respect speed limits and traffic signs. Follow all traffic signals
- Always apply the parking brake before getting out of the vehicle
- Always lock the vehicle, even if it remains in sight
- During long trips, take breaks every four hours. Never drive more than 10 hours during a 24-hour period
- When possible, avoid driving after midnight
- Avoid driving in dangerous conditions, including drowsiness and inclement weather
GU is not responsible for any traffic violations or parking tickets acquired by violation of city ordinance, state or federal laws regarding your driving habits, and the operation of your motor vehicle. Any ticket issued is the employee's responsibility, even if the citation is issued while conducting business for GU.
For your safety when operating a vehicle, follow these guidelines:
- Turn off the vehicle's engine while refueling
- Never smoke, light matches, or use lighters while refueling
- Do not get into the auto during refueling, as this presents a flash fire hazard
- Do not overfill or top off the vehicle's fuel tank -The fuel dispenser shuts off automatically when the tank is full
- Never force the hold-open latch on the gasoline pump with any means other than the latch provided
GU is committed to employee safety, so it firmly prohibits all behavior that distracts employees while driving for business purposes. General guidelines for behavior while driving are as follows.
- Cellphones while driving are strictly prohibited—this includes all cellphone functions including, but not limited to, phone calls, text messaging/SMS, email, MMS, Internet use, and camera use
- Electronic devices—including laptops, PDAs, cameras, and pagers—are prohibited while driving unless specifically outlined below
- Voicemail must handle all calls while driving, and calls and be returned when stopped or pulled off the road
- Passengers making or taking calls for the driver is permissible, provided the interaction does not affect the driver's performance
- Regular callers must be informed that you are unavailable while driving and be notified of the best times to call based on your driving schedule
- Employees who receive calls from co-workers who are driving are obligated to ask that the co-worker call back at a more appropriate time
The use of headsets or hands-free devices while driving is permissible if:
- Use of the device does not cause distraction (for example, fiddling with the device or taking eyes off the road to get it to function correctly)
- Are pulled over and stopped before dialing or using the handset
- Conversations do not interfere with the driver's ability to drive safely
- Road conditions are generally good and do not threaten your safety
The only exception to the cellphone use guideline is a call placed to 911. If placing or accepting an emergency call, it should be kept short, with a hands-free option. In addition, the vehicle should be pulled over if possible.
GU understands that sometimes, especially when traveling in unfamiliar areas, drivers require assistance with directions. In addition, GPS systems are beneficial devices but can also be distracting if misused. Therefore, employees must adhere to the following:
- Mounted GPS systems may not block or obstruct the driver's view.
- GPS systems must be voice-narrated and not require the driver to look away from the road to follow instructions.
- Employees may not program the system while in motion.
- Programming or engaging with the GPS screen may only occur while stopped or pulled off the road.
In some cases, worrying about music selection or touching dials and buttons on the radio, CD player, or other audio devices may be just as dangerous as cellphone use. It takes eyes and concentration off the road, which is not permissible under this GU policy. GU allows the employee to use personal, portable audio devices because we do not want to eliminate employees' ability to enjoy music while behind the wheel. However, employees must follow these guidelines:
- Employees may not take their eyes off the road to adjust music settings.
- Programming music settings while stopped or pulled off the road or before departing is acceptable behavior.
- Employees may not, under any circumstances, use MP3 players or other handheld electronic audio devices with headphones—it is illegal in most states and impedes the driver's ability to hear warning signs, signals, or sirens properly.
GU realizes some accidents are not preventable. If you are involved in an auto accident, immediately contact the local Police, then:
- Do not discuss who is at fault
- Do not move vehicles until the Police give permission
- Get names and addresses of drivers and others involved
- Get names and addresses of all injured parties
- Get the license numbers of the cars involved
- Get names and addresses of witnesses
- Police report number
- Take pictures of the damage to all vehicles involved
- Document all other accident details as they might be helpful to the insurance adjuster: (traffic flow, speed limits, stop lights/signs, weather conditions, citations issued, etc.)
- Contact supervisor
- Complete the appropriate auto accident form as soon as possible.
Behaviors that may result in suspension or termination include:
- Driving while under the influence of drugs or alcohol
- Negligent homicide
- Operating a vehicle with a suspended license
- Using a motor vehicle for the commission of a felony
- Aggravated assault with a motor vehicle
- Reckless driving
- Hit and run
- Two convictions for moving violations
- Two or more major traffic violations
- More than two preventable accidents involving personal injury or property damage in the three prior years