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Driver and Fleet Safety Policy

This Driver and Fleet Safety policy is intended to promote the safety of drivers and passengers when vehicles are used on College business.  This policy outlines the eligibility, requirements, and responsibilities of those who drive on behalf of Augustana College.  Employees who drive regularly as part of their job responsibilities are referred to as "Frequent Drivers" while employees who drive infrequently or irregularly are referred to as "Occasional Drivers" in this policy.

This policy applies when vehicles are used on College business, regardless of whether the vehicle is rented, owned by the College, or a personal vehicle of the employee.

I. Requirements of All Drivers

To be eligible to drive on behalf of Augustana College an individual must meet the following requirements:

  1. Drivers must have a valid U.S. license.
  2. Drivers must be at least 21 years old to drive College owned, leased, or rented cars, trucks, or mini-vans, unless otherwise stated in this policy. 
  3. Drivers for ACES, Facilities Services, and Dining Services must be at least 19 years old to drive College owned, leased, or rented cars, trucks, mini-vans and PTVs within a five-mile radius of campus.  Drivers for these departments must be at least 21 years old if driving beyond a five-mile radius of campus.
  4. Drivers must be at least 25 years old to drive any owned, leased or rented 10+ Passenger Vans.
  5. Drivers must have at least two years of driving experience.
  6. Drivers must be an employee (including student workers) or an authorized student or volunteer.
  7. Drivers must complete any required training prior to driving on behalf of the College.
  8. Drivers must inform the College if there is any change in their licensure status.
  9. Drivers must agree to and abide by the Safe Driver Agreement.

II. Frequent Driver Requirements

All Augustana employees holding positions which require them to drive regularly for the college, whether in their own vehicle or in a college owned, leased or rented vehicle, are referred to as “Frequent Drivers” and must meet the requirements outlined in this policy. Additionally, employees who drive students, even if not on a frequent or regular basis, are required to be credentialed.  See Section XI for a list of the positions considered to be Frequent Drivers . The College reserves the right, however, to review the driving record of any employee who is driving any vehicle on College business. The College may decline to authorize any employee to drive on behalf of the College on the basis of that employee’s traffic violation history or accident history.

"Frequent Drivers," includes individuals who:

  • Are required to drive for their job on a frequent or regular basis; or
  • Drive students at any time
  • Other individuals determined to be a “frequent driver”

All individuals designated as a “Frequent Driver” must comply with the requirements for all drivers, as outlined in this policy, along with the following additional requirements:

  1. Frequent Drivers must be credentialed.
  2. Frequent Drivers must not fall into the category of “High Risk Driver” as identified below.

Driver Credentialing involves the following steps:

The College will obtain a current Motor Vehicle Report (MVR) for individuals designated as Frequent Drivers every two years. This MVR must demonstrate that the employee meets the Frequent Driver requirements and is not a High Risk Driver as defined in this policy. A driver may be subject to MVR review more frequently than bi-annually if warranted, as determined by the College.

  1. Credentialed Drivers must provide current driver’s license information every two years or more frequently if a change occurs in licensing.
  2. Credentialed Drivers must immediately inform their supervisor and the Office of Facilities Services of any change in their license status (i.e., suspensions or revocations), any drug or alcohol related driving offenses, and any motor vehicle accidents in which the Credentialed Driver was determined to be at fault.

III. Occasional Driver Requirements

“Occasional Drivers” are defined as those who will be driving on an infrequent and/or minimal basis and are not required to do so as part of their job and do not drive students.

In addition to the requirements for all drivers, Occasional Drivers are required to do the following:

  1. Prior to driving for College business, an employee must complete the online safety training required for the type of vehicle they will be driving.
  2. Students will only need to complete this training once during their time at Augustana; employees must renew their training every 4 years.
  3. Training for street vehicles consists of three different modules: Defensive Driver (required for any vehicle), Large Van Module 1 & Large Van Module 2 (when driving 10+ passenger vans). Each session takes approximately 20-30 minutes to complete and can be accessed from any computer on or off campus. 
  4. Employees are responsible for requesting the necessary training by completing the Training Request Form. Within 48 hours of completing the request form the employee will receive an email link to gain access to the training with an assigned deadline. 
  5. Volunteers or non-employees can request the online training by using the Training Request Form.
  6. Occasional Drivers must complete the Safe Driver Agreement and provide a copy of their driver’s license. 

IV. Golf Carts & Other Personal Transportation Vehicles

Individuals must be at least 19 years old to use a PTV.  In addition, training is required prior to use of a PTV.   Personal Transportation Vehicles or “PTVs” includes the following vehicles, whether rented or owned by Augustana College: golf carts, GEMs and gators.  Individuals wishing to drive a PTV must complete the online training and submit a copy of their driver’s license prior to PTV use.  Training can be requested using the Training Request Form. In addition to completion of online training, an in-person safety review must be completed prior to any individual’s first use of a PTV. This in-person safety review may be scheduled by completing the Vehicle Safety Review Request Form. The in-person safety review will be offered two times each semester.

V. Identification of High Risk Drivers

A driver will be classified as a "High Risk Driver" and will therefore be ineligible to drive if any of the following are met:

If the driver has one or more of the following violations within the last 5 years:

  1. Conviction for an alcohol and/or drug related driving offense;
  2. Refusal to submit to a Blood Alcohol Content (BAC) test;
  3. Criminal conviction related to operating a motor vehicle (e.g., negligent homicide, manslaughter, hit and run, etc.)

OR, if the driver has any of the following violations within the last 3 years:

  1. Any combination of three or more moving violations, or accidents, where the driver is determined to be “at fault” as determined by the College;
  2. Driving with a suspension, revocation or outside the parameters of an administrative restriction;
  3. Leaving the scene of an accident as defined by state laws; or
  4. Reckless driving.

OR, if the driver has had multiple "DUI’s" regardless of timeframe

For purposes of this policy, "moving violations" shall not include violations for:

  1. Failure to use safety belts;
  2. Parking violations;
  3. Past convictions, suspensions or revocations related to civil or criminal actions unrelated to driving or vehicle operation; or

Other violations in the last 12 months:

The College reserves the right to classify an employee as a high risk driver based on any accidents, violations or other behaviors within the last 12 months which determine that the driver presents a high risk.

VI. Student Driver Requirements

  1. Must have at least two years of driving experience.
  2. Complete required training as outlined in this policy.
  3. Prior to driving for college business, all student drivers are required to verify that they are not a High Risk Driver. The College will obtain an MVR (Motor Vehicle Record) on any student driver to verify a student’s driving record. This process needs only to be completed once during the students’ time at Augustana. Students must complete the required online training, and provide information required for the MVR. Students must also provide a copy of the driver’s license and a signed copy of the Safe Driver Agreement. Verification and approval of a student driver typically takes 48 hours.
  4. Students must meet any minimum age requirement for the type of vehicle they will drive.

VII. Large Passenger Vans (10+):

K-12 passengers, (18 and younger) are not allowed to travel in 10+ passenger vans at any time. This would include shuttle services on campus for visit days, camps, athletic events or any travel to and from events off campus.

  1. Minimum age requirement is 25 to operate a 10+ passenger van off campus. This includes all campus owned, leased and rented 10+ passenger vans.
  2. When driving on campus only (which may require limited use of city streets adjacent to campus), the minimum age requirement is 21 to operate a 10+ passenger van.  This age requirement is limited to individuals transporting supplies (facilities services) and transporting food (catering/dining services).
  3.  Augustana-owned vans are limited to local use only (within 50 miles of campus), and are not be available for rental on long distance trips. Contracted rentals must be used for long distance trips. Please be sure to plan accordingly, as contracted rental rates may be higher than rental rates for Augustana owned vans and limited availability requires advance  notice. 
  4. Drivers must complete the required training module for large passenger vans.   This training must be renewed every two years.

VIII. Vehicle Reservations:

  1. All campus owned, leased, or rented vehicles are to be reserved using the Campus Vehicle Reservation Form. Upon completing the form you will receive an email confirmation within 24-48 hours.
  2. Car Reservations must be made at least seven (7) days in advance to guarantee availability.
  3. Reservations for renting trucks, SUVs, mini-vans and 10+ passenger vans need to be made at least ten (10) days in advance; however, due to the limited availability of these vehicles, more advance notice is suggested.
  4. Vehicle reservations can only be made by Augustana College employees.  
  5. Vehicle rentals, whether rented or college owned, can only be used for the purpose of Augustana College sponsored events or while conducting Augustana College business. 

IX. Use of Personal Vehicles

College-owned or college-rented vehicles should be used for business travel whenever possible.  The College does not offer insurance coverage for damage to an individual’s vehicle that might be incurred while using the personal vehicle for College travel.  The individual’s personal automobile insurance will provide coverage when their vehicle is used for college business travel, and the individual will be responsible for payment of any insurance deductibles that may be applicable.  Employees who use their personal vehicle will receive a per-mile reimbursement rate as outlined in college policies.

X. Safe Driver Agreement

All individuals shall follow the safety rules and practices outlined below while driving a college-owned vehicle, or while driving a personal vehicle on college business. Driving a College vehicle, a rented vehicle, a personal vehicle or any other vehicle on behalf of the college is a privilege, not a right. The safety of the driver, all passengers, pedestrians and others is every driver's highest priority.

AS A DRIVER FOR AUGUSTANA COLLEGE I WILL:

  1. Have and carry a valid driver's license while driving.
  2. Use College vehicles for authorized purposes only.
  3. Not permit any unauthorized person to drive the vehicle. Unauthorized drivers may be held personally liable for any accident or loss.
  4. Observe all applicable traffic laws, ordinances and regulations.
  5. Not transport unauthorized passengers, i.e. Friends, Family, Spouses, or anyone under the age of 18, who do not have valid reason to be in the vehicle.
  6. Refrain from driving on campus sidewalks and greens. Authorization to use a vehicle in these specified areas must be obtained from Security or the Director of Facilities Services.
  7. Not transport any open containers of alcohol (unless specifically permitted, e.g., dining or catering services), illegal drugs, or other contraband. In the case of dining or catering services, any open containers of alcohol being transported must be out of the driver’s reach at all times.
  8. Use safety belts or other available occupant restraints and require all occupants to use seat belts or occupant restraints, in accordance with state laws. Never permit total occupancy to exceed the number of seat belts.
  9. Use safe driving principles, practices and techniques at all times. Refrain from distracted driving, including but not limited to, no texting and or other use of cell phones while behind the wheel and no use of headphones, including earbud headphones.
  10. Not drive under the influence of drugs or alcohol. Not drive if using a medication that impairs judgment, reflexes or alertness.
  11. Turn the vehicle off, remove the keys, and lock the vehicle when it is left unattended.
  12. Report all accidents or traffic violations involving a College vehicle, or while driving on College business, to the Office of Facilities Services at 309-794-7278.
  13. Report (a) any changes in license status (i.e., suspension or revocation), (b) any driving offenses involving drugs or alcohol, and (c) any other at-fault accidents that occur while driving on College business to Office of Facilities Services.
  14. Assume full responsibility for any and all fines or traffic violations issued while using a college vehicle or privately-owned vehicle on college business. The college is not responsible for fines, or other costs resulting from violations of traffic or parking regulations by drivers on college business.
  15. If driving a personal vehicle on college business, I will ensure that the personal vehicle is properly insured. I understand that my personal insurance will be required for coverage if any damage or harm is caused by or otherwise incurred while using their personal vehicle.  Additionally, I understand that I will be responsible for payment of any deductible or other insurance costs related to any claim for damage to property or injury to a person. 

XI. Frequent Drivers

Positions currently defined as "Frequent Drivers," include:

  • College President
  • Vice President Advancement
  • Advancement Gift Officers
  • Admissions Counselors
  • IT Technicians
  • Coaches/Athletic Department Staff who drive teams to off-campus events or who otherwise must drive frequently (eg, coaches with recruiting responsibilities)
  • Public Safety Officers
  • Police Chief, Deputy Chief and Police Officers
  • ACES Drivers
  • Motor pool Mechanic
  • Catering Supervisor & Employees
  • Manager of Facilities Services & Employees
  • Custodial Manager & Leads
  • Building Service Manager/Leads & Employees
  • Grounds Manager & Employees
  • Director of Facilities & Employees
  • Shipping & Receiving Employees
  • Mailroom/Copy Center/Receiving Employees
  • Electrical Supervisor & Employees
  • Structural Supervisor & Employees
  • Individuals who drive Students
  • Any other employee that the College determines should be subject to frequent driver requirements

Questions regarding the guidelines and training requirements of this policy may be directed to motorpool@augustana.edu, or call the Office of Facilities Services at 309-794-7278. For more information, see the Facilities Services Vehicle Rental page.