Motor Vehicle Use Policy
I. General Information and Guidelines
Cornell College shall develop a policy that ensures all employees or students who drive for Cornell College business or activities have appropriate documentation of a license to drive and operate the vehicle. The policy shall require appropriate screening based on the nature of the driving requirements.
To establish guidelines and a policy governing the use of Cornell College vehicles and/or rental vehicles and for any employee or student driving for the purpose of college business or activity. If an employee or student drives his/her own vehicle for college business or a college activity, then the individual assumes the risk for the vehicle and the college’s automobile insurance is not responsible.
Cornell College employees and students may have work assignments or activities that involve driving a vehicle to accomplish college business. In an effort to promote a safe work environment and reduce the number of motor vehicle accidents that occur on-the-job, Cornell College has established this Motor Vehicle Use Policy which sets driving qualification standards for Cornell drivers and requires training and other appropriate action for employees and students who fall outside those standards.
Specifically, this policy applies to all Cornell College employees and students who drive on college business or activities regardless of frequency of driving. All employees and students of Cornell College should be aware of this policy.
These definitions apply to these terms as they are used in this policy:
Cornell College Vehicle: A vehicle purchased through Cornell College funds or rented or leased using college funds. For the purposes of this policy, a Cornell vehicle also includes institution-owned gators and/or golf carts.
Driver’s License: A state-issued U.S. license authorizing the bearer to drive a motor vehicle.
Rental Vehicle: A vehicle in which the use of the vehicle involves an agreement where a payment is made for the temporary use of the vehicle; which is owned by another person or company. The owner of the vehicle may be referred to as the lessor and the party paying to use the property as the lessee or renter.
Driver: The operator of a motor vehicle.
College Business or Activity: College business or activity is one in which an employee or student is eligible for reimbursement for travel expenses or a rental vehicle is paid for with college funds. See the College’s business expense policy HERE.
It is expected that all employees and students of Cornell College who wish to use Cornell College vehicles, institution-owned or controlled gators or golf carts, rental vehicles or are providing their own vehicle for college business or activity usage should be appropriately licensed. Cornell employees and students must have a valid license (as defined above) in their possession while operating a vehicle on College business or activity.
Cornell College employees, who are approved to drive for College business or activity, as defined above, are required to complete the online Alert Driver training. Annually, employees must complete the Driver Acknowledgement Form and file it with the Administrative Assistant to the Vice President for Business Affairs and Treasurer. Each year, starting on July 1 and prior to traveling for any College business or activity, the form must be updated and on file with the Administrative Assistant to the Vice President for Business Affairs and Treasurer to indicate that the employee has not had a change in his or her driving status or privileges.
Students driving for College business or activity must annually complete both Alert Driver training and the Driver Acknowledgement Form. Driver Acknowledgment Forms will be collected by the Director of Student Activities and then forwarded to the Administrative Assistant to the Vice President for Business Affairs and Treasurer. Students driving for course travel are not eligible for reimbursement of expenses and do not fall under this policy.
Any Cornell College employee or student that will be driving a 15 passenger van is required to also complete additional online training through Alert Driver. It is recommended that students do a test drive with an employee/supervisor prior to driving a 15 passenger van for college business or activities.
IV. General Information
A. All Cornell College vehicles, safety and custodial vehicles used to provide services must be identified by visible exterior college markings or departmental markings.
B. It is recommended that when operating on college property all college vehicles engage hazard lights or yellow or purple flashing emergency light when in motion.
C. The maximum speed limit on Cornell roadways and parking lots is 15 MPH. Speed limit on sidewalks and the Ped Mall is 5 MPH.
D. Cornell vehicles must not park in handicap or 15 minute loading zones.
E. When driving college vehicles on sidewalks or the Ped Mall, these vehicles should avoid, as possible, high pedestrian traffic times. When necessary to use during these times:
1. Pedestrians have the right of way.
2. Vehicles are to remain at a safe distance from students (at least 15 feet) when in motion.
3. Vehicles are not to weave in and out of traffic.
4. Do not honk to make pedestrians move out of way.
5. Use routes of least pedestrian traffic.
6. Do not cut corners – stay on hard surfaces.
7. Do not block or park within 10 feet of entrances of buildings.
F. Cornell College Contractors driving vehicles on campus must:
1. Display a Contractors Permit from the rearview mirror. These will be provided and distributed by Facilities Services.
2. The Contractors Permit will be issued with an expiration date to coincide with length of service. They are not open-ended.
3. Contractors operate under the same policies as Cornell College vehicles.
G. Drivers agree to the following:
1. Follow all state and federal traffic laws, including seatbelt laws. It is recommended that all passengers wear seat belts at all times regardless of whether it is required by law.
2. Drivers are not allowed to use cell phones while driving.
3. The use of alcohol and recreational drugs while using the vehicle is prohibited.
4. Drivers who, under a doctor’s order, are taking medications which may cause drowsiness should follow any safety precautions as indicated by their doctor or pharmacist.
5. Drivers are not to exceed maximum capacity seating in the vehicles used for transport.
6. It is the driver’s responsibility to pay any tolls associated with their travel. While on college business, these tolls are reimbursed by the college. Any penalties for late payment of tolls are the responsibility of the employee or student, as are any speeding tickets, parking tickets, etc.
7. If going on an extended trip, be aware of the risks of overdriving and the need for a driving partner on long trips. Limit drive time to eight hours total per day per employee.
8. Driving time is restricted from sunrise to 2 a.m. (except campus safety).
9. Stowed items may become loose during travel and should be properly secured and in proper storage areas or separated by a cage from passenger area to prevent damage to passengers or other vehicles or other storage best practices such as objects not obstructing view in large vans or placed above rear seats.
10. Use best practices as it relates to car theft and vandalism prevention (locking car when unattended, not leaving valuables in open sight, etc.).
H. Personal Vehicles: When driving a personal vehicle, drivers are subject to the same rules as drivers of institution owned, leased and rented vehicles. Drivers must purchase auto liability insurance meeting or exceeding the state minimum requirements. All personal vehicles used for institution business must be maintained per manufacturer’s recommendations, in compliance with all state laws, and be presentable with clean interiors and exteriors.
I. Vehicle Inspection: Cornell College is responsible for all vehicle maintenance to college owned vehicles. However, drivers are expected to inspect the vehicles before leaving campus for potential problems such as underinflated tires, available spares, mechanical problems such as lights or windshield wipers, turn signals, trash, vehicle damage, etc. If drivers have any concerns, they should contact Facilities Services at 319-895-4130. Drivers are required to clean the inside of the vehicle before returning keys, and fill the gas tank for rental vehicles.
J. Roadside Emergencies: In case of an emergency, refer to the information in the glove compartment of a college owned vehicle as it pertains to your concern. Also, if the vehicle is damaged, was in an accident or fails to operate properly and is not drivable (leaving driver and passengers stranded) dial 911from a cell phone. If a rented vehicle is involved, please refer to the information provided by the rental company regarding procedures for emergencies and accidents. For all accidents, regardless of the vehicle involved, an automobile accident form needs to be completed.
V. Driver Qualifications
A. All Cornell College employees and students who travel for college business or activity, regardless of frequency of driving, shall have a valid driver's license and certify all points on the Driver Acknowledgement Form on an annual basis.
VI. Driver Disqualifications Review
A Cornell employee or student who has had one of the following occurrences during the 24-month period preceding his/her driving for college business or activity, will be reviewed by the Risk Management Committee to determine if the driver is qualified to continue to drive for college business or activity. The following are situations that could disqualify a driver:
1. Accumulating more than 10 points on his or her driving record.
2. Receiving a citation (ticket) while driving a Cornell College vehicle.
3. Having an "at fault" motor vehicle accident within the six (6) months preceding an assignment to drive on college business or activity.
4. Having been convicted of one of the following offenses preceding an assignment to drive on college business or activity:
i. Operating While Intoxicated (OWI) – alcohol and drugs
ii. Leaving the scene of an accident
iii. Refusal to take a chemical test for intoxication
iv. Aggressive driving
v. Exceeding speed limit by more than 19 MPH
If a driver has experienced any of the above situations, the employee or student must supply a copy of his/her Motor Vehicle Record along with the Driver Acknowledgement Form. The Risk Management Committee will review documentation to determine if a driver will be considered a disqualified driver.
If an employee or student is considered a disqualified driver, the Risk Management Committee will determine any corrective, preventative and/or educational measures that must be taken by the employee or the student. The measures specified may include, but are not limited to, the following: viewing a driver safety video, successfully completing an approved defensive driving course, and/or waiting a specified period of time before being permitted to again drive on college business. The determination of the measures to be required will be made by the college’s Risk Management Committee and, as appropriate, Human Resources in consultation with the employee’s departmental manager, or Director of Student Activities, based on the specific citation and circumstances.
Based on the nature of the events leading to disqualified driver status, it may be determined that the disqualified driver may never again be permitted to drive a vehicle on Cornell business or activity. The Risk Management Committee and, as appropriate, Human Resources in consultation with the employee’s departmental manager and/or division Vice President, or Director of Student Activities, will make the determination as to whether an individual will be permitted to ever drive again based on the facts of the situation.
Per College policy, an employee or student must provide a copy of his or her valid driver’s license prior to driving. The Human Resources Office is responsible for collecting and maintaining copies of employees’ licenses. The Student Activities Office is responsible for collecting copies of students’ licenses.
An employee or student with a driver’s license that is expired, suspended, or revoked is not permitted to drive on College business or activities until the license is reinstated. Employees and students who drive on College business or activities are to disclose any license expiration, suspension, or revocation to the Human Resources Office or Director of Student Activities as applicable.
If an employee or student does not meet all driver qualifications, the employee or student will not be permitted to drive on college business or activity until the circumstances leading to the disqualification have been reviewed by the Risk Management committee and the disqualified driver has satisfied the corrective, preventative and/or educational measures specified by the Committee. The determination of the measures to be required will be made by the college’s Risk Management Committee and, as appropriate, Human Resources in consultation with the employee’s departmental manger and /or division Vice President, or Director of Student Activities, based on the specific citation and circumstances.
The Risk Management Committee, Office of Human Resources, Departmental Supervisors and the Director of Student Activities are all responsible for ensuring employees and students comply with the policy.
The Office of Human Resources will provide general orientation to each new employee and notify Business Services to establish Alert Driving Training. The Office of Human Resources will also be responsible for collecting copies of employees’ valid driver’s license.
The Student Activities Office will give general orientation to student groups and alert Business Services when to establish Alert Driver Training for a student. The Student Activities Office is also responsible for the collection of copies of students’ valid driver’s license.
IX. Policy Questions
Questions pertaining to this policy should be directed to your supervisor, division Vice President, or Administrative Assistant to the Vice President for Business Affairs and Treasurer. It is the responsibility of the Risk Management Committee under the leadership of the Vice President for Business Affairs, in conjunction with President’s Council as needed, to update this policy.