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Vehicle Policies



Purpose

Responsible management of Belmont University’s resources includes the conscientious assignment and operation of all vehicles used on Belmont business in order to assure compliance with traffic regulations, reduce risk, decrease insurance costs, and prevent harm to Belmont property, staff, students, and the public by reducing the likelihood of vehicle accidents.

Scope

This policy applies to all vehicles used on Belmont business operated by Belmont affiliated drivers; including rental vehicles, personal vehicles, Belmont-owned vehicles, employees, volunteers, and students.  This policy does not apply to charter vehicles or vehicles used on Student Organization trips scheduled through Student Affairs.

DOWNLOAD THIS POLICY (PDF)

Driver Approval Requirements

All drivers must:

    1. Be 21 years of age or older.
    2. Read and sign a copy of this policy to be kept on file in the Office of Risk Management and Compliance.
    3. Request a Motor Vehicle Record (MVR) when
      1. Traveling in a personal vehicle more than 25 miles one way, or
      2. Driving a vehicle leased, rented, loaned to, or owned by Belmont University.
Motor Vehicle Record Process
  1. Complete an MVR request form no less than two weeks prior to the scheduled drive date.
  2. Scan or make a copy of your driver’s license and proof of auto insurance.
  3. Campus mail, email, or fax those items to Risk Management, Freeman Hall, riskmanagement@belmont.edu, or 615-460-6492.
  4. MVR’s will be evaluated according to the attached Driver Criteria chart for approval.
  5. An email will be sent to inform you of the approval status after MVR evaluation.
  6. Some states will not provide MVR’s.  In those cases, a statement from your vehicle insurance company about your driving history will suffice.
  7. MVR’s are valid for one calendar year from the date it was run.  Anyone involved in an accident or receiving a ticket during that year must notify the Office of Risk Management and Compliance within one week.
Required Training (Contact Risk Management at 615-460-6023 to discuss or schedule the training described below.)
  1. With the exception of Facilities Management Services’ (FMS) utilization of Belmont-owned vans, the use of 15 passenger vans on Belmont business is prohibited.  FMS personnel who will be driving the 15 passenger vans must complete a 15 passenger van training session.
  2. People who will be driving a box truck, cargo van, or similar cargo vehicle must complete a cargo vehicle training session.
  3. Anyone whose MVR comes back with a Borderline status must complete or provide proof of completion for at least a four hour Driver Safety Course such as the one located at: http://www.tennesseeonlinetrafficschool.com/index.aspx or https://otspublic.nashville.gov/Index.aspx

General Safety Rules
  1. At no time will the number of passengers in the vehicle exceed the number of seat belts.
  2. At no time will the number of passengers in a 15 passenger van exceed 11, including the driver.  This rule only applies to 15 passenger vans used by Facilities Management Services.
  3. Cargo or luggage will not be transported on top of vans.
  4. No other person other than the approved driver(s) may operate the vehicle.
  5. Other than assistance animals, no animal or pet may occupy the vehicle.
  6. All Belmont behavior policies and rules apply inside the vehicle while on Belmont business.
  7. Drivers are prohibited from operating a vehicle on Belmont business when their judgment is impaired by any circumstance, such as fatigue or taking over-the-counter medications causing dizziness or drowsiness.
  8. Pulling trailers behind vehicles is prohibited without prior written approval from the Office of Risk Management and Compliance.
  9. Drivers must refuse to operate the vehicle until everyone inside has put on their seat belts.
  10. Drivers will obey all local and state traffic rules, laws, and regulations at all times.  Belmont University will not be responsible for any moving violations or parking citations received by the driver.
  11. Drivers are prohibited from picking up hitch-hikers or giving rides to anyone other than the event’s passengers.
  12. The vehicle will be locked when unoccupied.  Any expense incurred due to failure to follow this rule will be borne by the reserving department or personal vehicle owner.
  13. Between 9 pm and 7 am, a co-driver will monitor the driver at all times while the vehicle is in operation to prevent sleeping at the wheel.
  14. No cell phones will be used by the driver unless the vehicle is off the road and in park.
  15. Drivers will not drive during extreme weather conditions, such as flooding, severe storms with tornado watches or warnings, winter storms, etc.
Accidents and Incidents
  1. All drivers experiencing an accident that involves a vehicle on Belmont business must:
    1. Have a police report made if the accident occurs off campus.  A report by Campus Security will be completed for on campus accidents.  Be sure to get the accident number and reporting officer’s name.
    2. Obtain the names and contact information of the other drivers involved, as well as their insurance information.
    3. As soon as possible after emergency needs are met, notify the trip organizer or department head.
    4. Share contact and insurance information with all parties to the accident.
    5. Write down everything you can remember about the accident, including the names and contact information of all witnesses and parties involved.  Take pictures if possible of vehicle damage, road conditions, vehicle position, etc.
    6. Contact the Office of Risk Management and Compliance at 615-460-6023 or riskmanagement@belmont.edu to report the accident for insurance claim purposes.
    7. When in doubt about injuries, recommend that passengers get transported to the hospital or examined by ambulance personnel.  Sometimes injuries are masked by shock or adrenaline, and the injured may think they are fine.
  2. For criminal actions affecting the vehicle, the driver must:
    1. Have a police or security report made.
    2. Obtain the incident number and reporting officer’s name.
    3. Obtain the names and contact information of all witnesses.
    4. Take pictures of the damage, if possible.
    5. Report the incident to the trip organizer or department head and the Office of Risk Management and Compliance.

  3. All miscellaneous incidents that affect the vehicle (flat tires, parking lot damage, thrown rock damage, etc.) must be reported to the Office of Risk Management and Compliance for insurance or other follow up.


IMPORTANT NOTE: Damages and insurance deductibles resulting from accidents and incidents for which the Belmont driver is at fault will be paid out of the department organizing the trip.

Responsibilities

Deans, Directors, Supervisors, and Department Heads

  1. Will ensure that all of their personnel who drive on Belmont business comply with this policy.
  2. Will ensure that Belmont-owned vehicles used by their areas are maintained appropriately and will retain vehicle maintenance records for each vehicle.
  3. Will submit changes to the driver list promptly.  This includes removing personnel from the driver list.

Vehicle Drivers

  1. Will comply with this policy, Belmont policy and traffic regulations while using a vehicle on Belmont business.
  2. Will ensure that only approved drivers operate the vehicle.

Office of Risk Management and Compliance

  1. Will report all vehicle damage or accidents to Belmont’s insurance carrier promptly.
  2. Will investigate accidents as necessary.
  3. Will update the Vehicle Safety Policy as needed.
  4. Will Monitor Vehicle Safety Policy compliance.
  5. Will coordinate training as needed.
  6. Will maintain the driver list and run Motor Vehicle Records.
Driver Eligibility
  • All type ‘A’ violations (as defined below) will result in termination of driving privileges and will disqualify any potential drivers.
  • Any drivers receiving a ‘poor’ rating (using table below) will be restricted from driving company vehicles.
  • Any drivers receiving a ‘borderline’ rating will be required to attend a defensive driving course or provide proof of attendance before driving on Belmont University business
Type ‘A’ Violations
  • Driving while intoxicated
  • Driving while under the influence of drugs
  • Negligent homicide arising out of the use of a motor vehicle (gross negligence)
  • Operating a vehicle during a period of suspension or revocation
  • Using a motor vehicle for the commission of a felony
  • Aggravated assault with a motor vehicle
  • Operating a motor vehicle without the owners authority (grand theft)
  • Permitting an unlicensed person to drive
  • Reckless driving
  • Speed contest (racing)
  • Hit and run (bodily injury or property damage)
  • Driving while intoxicated or under the influence of narcotics (DWI or DUI)
  • Any serious violation:  i.e. reckless driving, racing, endangering the lives of others
MVR Evaluation Table
Number of Violations * Number of Preventable Accidents During Last 3 Years
0 1 2 3
0 Good Average Borderline Poor
1 Average Average Borderline Poor
2 Borderline Borderline Poor Poor
3 Borderline Borderline Poor Poor
4 Poor Poor Poor Poor

* A preventable accident is an accident where any other reasonably safe driver would have been able to prevent the accident from occurring.