Belmont employees must request a Motor Vehicle Record (MVR) when driving a personal vehicle for any university-related business or when driving a vehicle leased, rented, loaned to, or owned by Belmont University. Belmont students must request a MVR when driving a personal vehicle more than three times a semester or eight times a year for a Belmont Affiliated or Chartered Student Organization, or when driving a vehicle leased, rented, loaned to, or owned by Belmont University. Drivers with borderline driving records will be required to take additional training, and drivers with poor driving records will not be allowed to drive for the university. The procedures for securing the online MVR are described below.
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.
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.
Driver Approval Requirements
All drivers must:
- Be 20 years of age or older.
- Read and sign a copy of this policy to be kept on file in the Office of Risk Management and Compliance.
- Have a current driver’s license and current automobile insurance.
- Employees must request a Motor Vehicle Record (MVR) when:
a. Driving a personal vehicle for any university-related business and receiving reimbursement for mileage.
b. Driving a vehicle leased, rented, loaned to, or owned by Belmont University.
- Students must request a Motor Vehicle Record (MVR) when:
a. Driving a personal vehicle at the request of a Belmont employee as part of a university organized trip.
b. Driving a personal vehicle more than three times a semester or eight times a year for a Belmont Affiliated or Chartered Student Organization.
c. Driving a vehicle leased, rented, loaned to, or owned by Belmont University. OR
d. Receiving reimbursement for mileage.
Motor Vehicle Record Process
- Complete and sign the Driver Safety Policy no less than two weeks prior to the scheduled drive date.
- Email the signed Driver Safety Policy, copy of your driver’s license and proof of your auto insurance to the Office of Risk Management and Compliance at email@example.com.
- Once this information has been received, you will be sent an email which contains a web-link to complete the MVR request.
- MVRs will be evaluated according to the attached Driver Criteria chart for approval.
- An email will be sent to inform you of the status after MVR evaluation, including any required training needed to complete the approval process.
- Some states will not provide MVRs. In those cases, a statement from your vehicle insurance company about your driving history will suffice.
- MVRs are valid for one calendar year and must be completed annually. It is the responsibility of the driver and the department to keep track of their MVR expiration date, and to request additional MVRs as needed.
- Anyone involved in an accident or receiving a ticket during that year must notify the Office of Risk Management and Compliance within one week.
- Anyone who will be driving a 12 passenger van, box truck, cargo van, or similar cargo vehicle must complete a 45-minute driver safety training, which will be provided by the university and is valid for three years once completed.
- Anyone whose MVR has a Borderline status must complete and provide proof of completion for a four hour Driver Safety Course such as the one located at: http://www.tennesseeonlinetrafficschool.com/index.aspx4.
Anyone whose MVR has a Poor status will not be allowed to drive for the university.
General Safety Rules
- At no time will the number of passengers in the vehicle exceed the number of seat belts.
- 15 passenger vans are not to be driven except by Facilities Management Services, and will only be used to transport cargo/equipment.
- Cargo or luggage will not be transported on top of vans.
- No other person other than the approved driver(s) may operate the vehicle.
- Other than assistance animals, no animal or pet may occupy the vehicle.
- All Belmont behavior policies and rules apply inside the vehicle while on Belmont business.
- 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.
- Pulling trailers behind vehicles is prohibited without prior written approval from the Office of Risk Management and Compliance.
- Drivers must refuse to operate the vehicle until everyone inside has put on their seat belts.
- 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.
- Drivers are prohibited from picking up hitch-hikers or giving rides to anyone other than the event’s passengers.
- 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.
- Driving overnight is strongly discouraged. If driving 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. Drivers should not drive for more than 12 hours in any 24-hour period.
- No cell phones will be used by the driver unless the vehicle is off the road and in park.
- Drivers will not drive during extreme weather conditions, such as flooding, severe storms with tornado watches or warnings, winter storms, etc.
Accidents and Incidents
- All drivers experiencing an accident that involves a vehicle on Belmont business must:
- 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.
- Obtain the names and contact information of the other drivers involved, as well as their insurance information.
- As soon as possible after emergency needs are met, notify the trip organizer or department head.
- Share contact and insurance information with all parties to the accident.
- 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.
- Contact the Office of Risk Management and Compliance at 615-460-6023 or firstname.lastname@example.org to report the accident for insurance claim purposes.
- 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.
- For criminal actions affecting the vehicle, the driver must:
- Have a police or security report made.
- Obtain the incident number and reporting officer’s name.
- Obtain the names and contact information of all witnesses.
- Take pictures of the damage, if possible.
- Report the incident to the trip organizer or department head and the Office of Risk Management and Compliance.
- 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.
Deans, Directors, Supervisors, and Department Heads
- Will ensure that all of their personnel who drive on Belmont business comply with this policy.
- Will ensure that Belmont-owned vehicles used by their areas are maintained.
- Will submit changes to the driver list promptly. This includes removing personnel from the driver list.
- Will comply with this policy, Belmont policy and traffic regulations while using a vehicle on Belmont business.
- Will ensure that only approved drivers operate the vehicle.
Office of Risk Management and Compliance
- Will report all vehicle damage or accidents to Belmont’s insurance carrier promptly.
- Will investigate accidents as necessary.
- Will update the Vehicle Safety Policy as needed.
- Will Monitor Vehicle Safety Policy compliance.
- Will coordinate training as needed.
- Will maintain the driver list and run Motor Vehicle Records.
- 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|
* A preventable accident is an accident where any other reasonably safe driver would have been able to prevent the accident from occurring.