The motor vehicle fleet is managed by the Fleet Vehicle Committee and is overseen by the Public Safety Office. Scheduling is the responsibility of the Fleet Coordinator. Vehicle maintenance and safety inspections are the responsibility of the Facilities Management Department in conjunction with the coordinator. Vehicle safety is the responsibility of every driver. All drivers of motor fleet vehicles are expected to follow the rules and procedures established by the Fleet Committee and to abide by all campus regulations and all local, state and federal laws.

Availability and Use of Fleet Vehicles

Due to the limited number of fleet vehicles, the College is unable to provide vehicles for every request. Fleet vehicles are available for use by academic, administrative departments and student organizations in order to facilitate college academic, business and student life needs. Personal use is not allowed. The vehicles are for Official College business only. Official College business includes community service transportation, academic class trips/projects/needs, administrative trips, authorized student groups and intercollegiate athletics. Additionally vehicles cannot be taken from the fleet and then used to provide other members of the community transportation for a fee.

General Reservation Guidelines

1. All fleet vehicle reservations are made through the Fleet Coordinator who is a member of the Public Safety Department, by calling extension x2826,

Monday - Friday from 10 a.m. to 3 p.m. during the academic year. During the summer, reservations may be made by calling x2826 between 10 a.m. and 12 noon Monday - Friday (This only applies to days when the College is officially open). Reservations cannot be made at any other time.

2. A group or department generally may reserve no more than one vehicle at a time to allow equal access to vehicles by all campus departments and groups. Once all groups or departments are accommodated for a particular date or time, a second vehicle may be reserved. Reservations for a second vehicle cannot be made more than two (2) weeks in advance.

3. All student groups must be registered with Student Programs and have a Mount Holyoke account. Once the group is registered with Student Programs they must fill out a vehicle authorization form.

4. Student groups may request the use of Fleet vehicles during the academic year, generally September 1^st through the final day of the second semesters reading days.

5. All Academic trips, including community service trips, must be authorized by a Department.

Scheduling Priorities

Fleet vehicles may be reserved according to the following priorities on a waiting list:

COLLEGE VANS

Monday – Friday 7AM – 6PM

GROUP TYPE	GROUP SIZE	TRIP LENGTH	PRIORITY
Academic/Community Based Learning and Service Activities	6-15	More than 50 miles	1
Academic/Community Based Learning and Service Activities	6-15	Less than 50 miles	2
Student Life Groups	6-15	More than 50 miles	3
Administrative	6-15	More than 50 miles	4
Student Life Groups	6-15	Less than 50 miles	5
Administrative	6-15	Less than 50 miles	6
Athletics	6-15	More than 50 miles	7
Athletics	6-15	Less than 50 miles	8

COLLEGE VANS

Monday - Friday 6PM – 7AM and Weekends

GROUP TYPE	GROUP SIZE	TRIP LENGTH	PRIORITY
Student Life Groups	6-15	More than 50 miles	1
Student Life Groups	6-15	Less than 50 miles	2
Academic Activities	6-15	More than 50 miles	3
Academic Activities	6-15	Less than 50 miles	4
Athletics	6-15	More than 50 miles	5
Athletics	6-15	Less than 50 miles	6
Administrative	6-15	More than 50 miles	7
Administrative	6-15	Less than 50 miles	8

COLLEGE SEDANS

Monday – Friday 7AM – 6PM

GROUP TYPE	GROUP SIZE	TRIP LENGTH	PRIORITY
Academic/Community Based Learning and Service Activities	2-5	More than 50 miles	1
Student Life Groups	2-5	More than 50 miles	2
Administrative	2-5	More than 50 miles	3
Academic/Community Based Learning and Service Activities	2-5	Less than 50 miles	4
Student Life Groups	2-5	Less than 50 miles	5
Athletics	2-5	More than 50 miles	6
Administrative	2-5	Less than 50 miles	7
Athletics	2-5	Less than 50 miles	8

COLLEGE SEDANS

Monday -Friday 6PM – 7AM and Weekends

GROUP TYPE	GROUP SIZE	TRIP LENGTH	PRIORITY
Student Life Groups	2-5	More then 50 miles	1
Student Life Groups	2-5	Less than 50 miles	2
Academic/Community Based Learning and Service Activities	2-5	More than 50 miles	3
Athletics	2-5	More than 50 miles	4
Academic/Community Based Learning and Service Activities	2-5	Less than 50 miles	5
Administrative	2-5	More than 50 miles	6
Administrative	2-5	Less than 50 miles	7
Athletics	2-5	Less than 50 miles	8

Notes:

·There is no bumping a group once a reservation has been confirmed.

·Ninety (90) days in advance is the earliest that a reservation or wait list request for a reservation will be accepted.

·If not a priority reservation (priorities 1 and 2 only), the Fleet Coordinator will confirm the reservation between one and two weeks in q advance of the date needed. This is to prevent low priority groups from reserving vehicles earlier than priority groups.

·Groups and departments may request a second fleet vehicle; however, the fleet office will not confirm the reservation for the second vehicle until two (2) weeks prior to the date of the trip.

·Club sports are considered as a student life group not as an athletic group.

In General:

·Groups have priority over individuals.

·Academic class trips have priority over other groups.

·Trips greater than fifty (50) miles round trip have priority.

·Larger groups have priority for vans.

·All trips that travel more than 400 miles (one way) must have a faculty/staff member present as part of the travel group. There is a 500-mile limit on all trips even those with a Faculty or Staff member present.

·Only one trip per day may travel more than 250 miles from the college at one time.

·Administrative use includes both academic and general administrative duties.

Extended Use of College Fleet Vehicles

Due to the composition and size of College fleet vehicles and the need to equitably serve all customers, vehicles may be used for 12 hours during the College business day (M-F 7a.m.-6 p.m.). On weekends departments/groups may reserve a vehicle for a two day overnight trip. If this standard does not meet the group or organization's need, a department appeal can be made to the Director of Public Safety.

Authorized Use of Fleet Vehicles

1. Alcoholic beverages and/or drugs may not be transported in College vehicles. The driver is responsible and must refuse to take any passenger who refuses to cooperate and adhere to this policy.

2. Drivers are not authorized to use College fleet vehicles to move equipment or other property - fleet vehicles are intended for the transportation of people.

3. Drivers may not operate the vehicle with anything on top of the vehicles or anything protruding from a vehicle window or door.

4. Drivers are not authorized to push or tow any other vehicle or trailer without written approval from the Fleet Office. This includes towing vehicles with installed hitches.

5. No hazardous cargo is permitted in fleet vehicles.

6. Generally, no children are allowed as passengers in fleet vehicles. A child is defined as anyone under 12 years old. Children under 12 years old are only allowed as passengers in College vehicles when the following conditions have been met:

a. The department head/chair/director has approved the transportation and has conferred with the Director of Public safety or his/her designee.

b. The child’s parent must be a faculty/staff member who has been officially assigned the task of representing the College on the trip.

c. Someone other than the driver must care for the child. The child cannot be the sole responsibility of the driver while they are operating a College vehicle.

d. Approvals for child passengers are done per trip. There will be no blanket exemptions issued.

e. Children must be secured in age appropriate safety restraints that must be provided by the parent. The College accepts no responsibility for providing car seats or other restraints.

f. No more than two children may be in a College fleet vehicle at any one time.

g. Anytime there is a dispute about children passengers, the Director of Public Safety has the authority to resolve the issue. The Director’s decision is final.

7. Fleet vehicles may be used for Official College business only. Personal use in not allowed. Official College business includes: community service transportation, academic class trips/projects/needs, administrative trips, authorized student groups and intercollegiate athletics.

8. Drivers may not allow other passengers to operate the vehicles unless that person is listed as an operator on the trip ticket and has been approved by the fleet scheduler.

9. All fleet drivers (Faculty, Students and Staff) must complete the Public Safety Fleet Vehicle Orientation Program.

10. Individuals and Departments who repeatedly violate fleet polices will be referred to the Director of Public Safety. Failure to adhere to the fleet vehicle policies may result in revocation of departmental/group use/rental privileges for one (1) year.

11. Departments and groups are not authorized to make copies of Fleet vehicle keys. Keys are controlled to insure vehicles are available as scheduled. Any group found to be using a duplicate key will lose the privilege of using the Fleet vehicles for three months.

How to Place a Fleet Van or Sedan Reservation

Reservation requests for fleet vehicles can be accepted up to ninety (90) days prior to the date the vehicle is needed. Call the Fleet Office at x2826

Monday - Friday, 10 a.m. to 3 p.m. academic year only. During summer hours, reservations can be made by calling the Fleet Office Monday - Friday, 10 a.m. to 12 p.m. At the time of your call, the Fleet Office will not be able to confirm a vehicle reservation unless your group has priority standing (priority 1 and 2 only). If a vehicle is available, priority groups will be given a confirmed reservation. All other priorities will be confirmed two weeks prior to the trip date. The Fleet Office will accept all approved fleet vehicle requests, however, vehicles are all allocated according to the priorities established and not all groups will be able to be accommodated. Groups and individuals with lower priorities will be placed on a waiting list.

Groups on the waiting list will be given vehicles, if they are available, in order of priority and date the reservation request was received by the coordinator. This process will start no earlier than fourteen days prior to the date the vehicle reservation request. The coordinator will call the group to determine if a vehicle is still needed. If the coordinator cannot reach a group, a message will be left at the phone number given by the person reserving for the group. In this case, the group will have twelve hours or until the next business day at noon to return the call to reserve a vehicle. Groups or individuals that do not call back will be by-passed and the next group on the wait list will be contacted. Once a vehicle reservation is made and confirmed, another group cannot bump the reservation. Vehicles that are not being used once the wait list is exhausted are available on a first-come, first-served basis.

The Fleet Office will need the following information at the time a vehicle is reserved or placed on a waiting list: driver(s) name(s), destination, department or organization, date, times needed and the account number to be charged. This information will be placed on the trip sheet.

How to Place a Fleet Bus Reservation

The College owns a 24 passenger Mini Bus, a 29 passenger Mini Bus and a 47 passenger Bus. Scheduling is set by the Fleet Office. Generally, Athletics has first priority for pre-planned trips. Next in priority is mall transportation for students. Other uses must be planned well in advance and will have charges associated for the cost of the driver and operation of the vehicle. The Mini Buses and Bus are not generally available for off campus groups or for conferences. Once the Athletic schedule is confirmed, requests for bus usage will be consider in the order it was received.

To place your reservation, call the Fleet Office at x2826 Monday - Friday, 10 a.m. to 3 p.m. academic year only. During summer hours, reservations can be made by calling the Fleet Office Monday - Friday, 10 a.m. to 12 p.m. Reservations can not be taken on official college holidays, weekends or at other times

How to Pick Up Fleet Vehicles

Fleet vehicles are parked in the rear of Gorse Lot. Public Safety cannot deliver any vehicles. The keys are available in the Department of Public Safety dispatch center that is open 24 hours a day and located in Central Services. The keys can only be released after the driver presents their One Card to the dispatcher. The driver is expected to do a safety check of the vehicle prior to leaving campus. Damage to vehicles that is found by the driver during the safety check must be reported to Public Safety prior to leaving campus. Any damage that is on the vehicle when it returns will be the responsibility of the group that used the vehicle. Vehicles that have obvious safety problems observed should not be taken on a trip and should be reported immediately to Public Safety. If there is a replacement vehicle available one will be substituted. Generally, keys may be picked up no more than 15 minutes prior to the reservation time. During the winter groups should plan on enough time to warm up the vehicle and clear any snow or ice. The Fleet Coordinator and Public Safety Officers do not remove snow or ice from vehicles.

How to Return Fleet Vehicles

Fleet vehicles must be returned to their parking spot in the rear of Gorse Lot. They may not be returned to any other location. The Fleet Office (Public Safety) will not pick up vehicles and vehicles are generally not allowed to be kept overnight. Once you return the vehicle, take a moment and check for new damages and make a note of any vehicle safety issues that the mechanic should check. Vehicles must be returned with a full tank of gas. Fleet vehicles can be filled up at Facilities Management anytime except Sundays 12 a.m. to 6 a.m. Fill up the vehicle off campus using the Wright Express Card. As a general rule, the Fleet Office will not provide cash reimbursements. Once the vehicle is parked, the key and trip sheet must be returned to Public Safety (open 24 hours per day). Drivers are expected to note on the trip sheet any new damage, safety or mechanical problems in order for the College to keep the fleet in good operating condition. The trip sheet must be fully completed and signed before returning the log book.

Service Charges

1. If a vehicle is not returned on time there will be a $15 charge. When vehicles are not returned on time and have been scheduled for use by another department or group, the department or group responsible for the return will be charged for the full cost of renting a replacement vehicle or the late return fee of $15, whichever is more. If this occurs after normal fleet scheduling hours, the department needing the vehicle will be allowed to attempt to rent a vehicle that will be charged to the Fleet Office, which will pass along the charge to the department or group that did not return the fleet vehicle.

2. When a department or group reserves a fleet vehicle and does not subsequently use it, they will incur a $30 charge. Cancellations must be made during the fleet office hours (Monday- Friday academic year: 10 a.m. – 3 p.m.; summer: 10 a.m. – 12 noon) 24 hours prior to the reservation. Cancellations for weekend reservations must be made by Friday at 3 p.m. to avoid cancellation charges.

3. If a vehicle is canceled when the fleet office is closed, the department/group will be charged $30.

4. There is a $30 charge to clean vehicles. Vehicles are taken from the fleet in a clean condition and should be returned clean. Lost or broken fleet vehicle keys must be reported immediately to Public Safety. The cost for replacing lost or broken keys will be $30. Keys broken off campus are the responsibility of the group (i.e., costs to replace a broken or lost key will not be paid by the Fleet Office).

5. Departments/groups will be charged for any damage to a fleet vehicle that occurs while they are using the vehicle. The maximum charged for vehicle damage will be the deductible limit of the College’s vehicle insurance policy currently $500, subject to change. Failure to notify Public Safety of damage to a fleet vehicle will result in revocation of vehicle use/rental privileges for a minimum of one (1) academic year. In the event of an accident where damage occurs there is a thirty (30) day maximum for groups to pay the deductible costs. Groups and organizations that do not reimburse the deductible cost in thirty days will lose their privileges until the bill is paid.

6. Accidents/moving violations: If an accident was preventable or a driver gets a moving violation, driver privileges are suspended for the rest of the semester. A second preventable accident or moving violation will result in driving privileges permanently revoked. Students who face criminal charges, including driving recklessly, driving to endanger, leaving the scene of an accident, or driving under the influence of drugs or alcohol may face additional disciplinary action in accordance with the Student Code of Conduct. Employees may also face employment disciplinary action.

7. Departments/groups that fail to fill up the gas tank of a vehicle they return will be charged $15. Vehicles may be filled at the Facilities Management pumps anytime (24 hours/day), except Sundays 12 a.m. to 6 a.m., using the vehicle one card. When you need to fill up on campus on Sunday between 12 a.m. and 6 a.m., or out of town anytime, use the Wright Express Card located in the vehicle book. The Wright Express Card is valid only for gasoline purchases. To use the Wright Express card you must use your assigned fuel ID#, printed next to the driver’s name on the trip sheet, to fill up with regular gasoline only. Mark gas information on the trip sheet in the vehicle logbook. Public Safety/Fleet will no longer reimburse for gasoline since the Wright Express Card is valid at most service stations. Note: The Fleet Office or the College will pay only for regular grade gasoline and will charge groups and departments for costs for other grades of gasoline.

8. The schedule of charges for non-college groups (including summer conferences) that rent vehicles from the fleet during the summer (7 a.m. to 11 p.m.) is:

12 passenger van $65 per day

8 passenger van $45 per day

5 passenger sedan $35 per day

All rates include 50 miles free. Additional miles are charged at $.35/mile. Overnight usage may be permitted after discussion with the Director of Public Safety.

9. While Fleet does not normally provide drivers for trips, in special circumstances drivers may be available. Driver charges are $20/hr and $30/hr after an 8 hour period for the Mini Buses and the 47 Passenger Bus. Driver’s charges for vans and sedans are $15/hr. Requests for this service must be made at least three week in advance. The Fleet Office cannot guarantee a driver will be found.

10. Vehicles must be returned to their designated parking spaces located in the Gorse lot. Departments/groups that do not properly return a vehicle will be charged $15.

11. Drivers who do not operate vehicles in accordance with College policy even if there is no accident or violation issued may face the same disciplinary action as for accidents or moving violations if the College determines the report is adequate and reliable. In particular, reports of Fleet Vans or other College vehicles where the occupants are not wearing safety belts or which are being operated recklessly will be treated with utmost seriousness.

12. Drivers may not use the designated monitored Fast Lane terminal while operating a fleet vehicle. The fleet vehicles do not have transponders to allow the use of the Fast Lane. When a vehicle passes through the terminal, it is recorded. If you make a mistake then you must immediately notify the Fleet Office or Public Safety. When this occurs, the driver of the vehicle will lose their driving privileges for three (3) months and the department/group will be charged a $30 fee.

13. All paperwork must be filled out at the end of the trip. This includes, vehicle inspection, gas, mileage and signing the trip sheet. If the paperwork in not filled out, the department/group will be charge $25.

14. If a fleet vehicle is not shut off or cleaned out after a department/group have used it, they will be charged $25. This will include, leaving the binder in the vehicle, leaving the headlights or internal lights on so the battery drains and not returning the keys with the binder.

15. If use of the fleet vehicle under guise of an authorized, approved trip and we, the fleet office, come to learn that the vehicle was used in an unauthorized manner, the individual will pay a $250 per day fee. While the vehicle is in that persons possession and if they obtain a ticket or other fees, that individual is responsible.

16. If a fleet vehicle is used in an authorized manner and obtains a ticket or other fees while on or off campus, the department/student group is responsible.

Fleet Vehicle Drivers

Driver Eligibility

1. Members of the College community who want to be eligible to operate a College fleet vehicle must fill out an application and have a safe driving record.Any drivers (including faculty and staff) with significant accident (2 or more) or moving violation records (3 minor violations or 1 major violation) will not be allowed to operate College vehicles. Examples of major violations that would preclude driving a College vehicle include but are not limited to; Driving under the Influence of Alcohol or Drugs, Operating Recklessly or to Endanger, Leaving the Scene of an Accident, etc. Written appeals of a decision that a member of the community is not eligible to drive a College vehicle can be made to the Director of Public Safety whose decision is final.

Drivers of College vehicles must be Mount Holyoke College fFaculty, sStudents or sStaff. During the summer, conference staff may drive a College vehicle after completion of the fleet familiarization program and driver application. Others such as spouses, significant others and off campus people may not drive a College vehicle.

All drivers must attend a fleet familiarization meeting scheduled by the Fleet Office periodically throughout the academic year. Once the classroom meeting is completed and drivers and their driving records have been reviewed, those members of the community who are approved will be listed in the fleet office as drivers. The fleet office will provide information to the card office that will encode the individual community member’s one card to indicate they are an approved driver. The authorization for student is valid for 4 years and for faculty/staff as long as the college employs them.

Students may drive college vehicles on short trips. Short trips are those that are less than 400 miles. Students may drive vehicles beyond the 400-mile limit if there is a faculty or staff member present in the vehicle (maximum limit is 500 miles). Only one college vehicle may be more than 250 miles from the campus at once. Student drivers must have a valid US or International driving license, have a safe driving record as determined by the coordinator and attend the fleet familiarization class. Students may not drive college vehicles that will be towing another vehicle or trailer.

2. Each driver must submit a completed Mount Holyoke College Driver Application form. The fleet coordinator will review the form for completeness and for reported driving violations and accidents. The coordinator will then determine if any reported violations would preclude the person from driving a college vehicle according to the list (see #1).

3. Drivers must be at least 18 years of age and have a valid driver’s license for a minimum of one (1) year.

4. Each driver must provide an abstract of her/his driving history record from their license issuing state Registry of Motor Vehicles and submit it to the fleet office before they become eligible to drive.

5. Summer conference groups may rent vehicles from the college. Drivers would need to meet eligibility requirements.

6. Drivers must acknowledge receipt and understanding of college driving regulations.

7. Approval for eligibility takes approximately one (1) week from receipt of the driver’s history report.

8. Drivers will automatically lose eligibility to operate College vehicles following an accident with a fleet vehicle or violation of College rules for one (1) year after which they may reapply. Eligibility may be returned after remedial driver training or in cases where the driver was determined to be not at fault. The Fleet Coordinator will review accidents with advice from the Public Safety Director. Driver eligibility will not be returned until after an accident review, which takes approximately one week. Further sanctions are possible for departments or groups whose drivers do not follow the fleet program regulations.

9. To drive a rented vehicle on College business, a student must have written authorization from a faculty member, department head, a dean or coach, and be otherwise authorized as described herein and shall be listed on the rental agreement.

10. If a student is driving his or her own car or a borrowed car on College business, such use must be specifically authorized in writing by a faculty member, department head, a dean or coach before the use occurs. In addition, the driver must be otherwise authorized to drive as described herein.

Rules for Drivers

1. The driver is responsible for the proper use and operation of the College fleet vehicle. Drivers are expected to obey all state and local traffic laws.

2. Drivers may not authorize anyone else to drive. If more than one person is going to drive the vehicle, they must submit a driver application and be approved. All drivers must be listed on the Trip Sheet. The use of an unauthorized driver will result in the loss of departmental/group rental privileges.

3. The driver and all passengers must use seat belts before the vehicle is put in motion. The driver is responsible to see that this is done. The driver must refuse to take any passenger who refuses to cooperate and may not operate the vehicle if passengers do not have seat belts on. Drivers may not overload any vehicle. Each passenger must be in a seat with a seat belt.

4. Drivers may not consume alcohol or drugs at least twenty-four (24) hours prior to operating a fleet vehicle. Any driver found operating a College vehicle under the influence of alcohol or drugs (including medications that would impair the driver) during the course of their driving or working hours may be criminally prosecuted and are subject to College disciplinary proceedings which may result in sanctions up to and including discharge from employment or suspension from the college.

5. Drivers are responsible for immediately notifying local police in the city or town where an accident occurs and then notifying the College’s Department of Public Safety. Failure to file an accident report with the local police where the accident occurs in a timely manner or to notify Public Safety can result in loss of fleet vehicle rental privileges for up to one year.

6. Drivers are personally responsible for traffic and parking violations. This includes violations of speed pass rules on the interstate. Drivers who fail to inform the College about violations received while using a fleet vehicle may lose eligibility to operate a fleet vehicle for up to one year.

7. Notification to the fleet office by anyone (including police, community members, etc) of erratic or unsafe operation of a fleet vehicle will result in the driver's fleet privileges being suspended for a minimum of one (1) month.

8. Drivers are expected to call the Fleet Coordinator or night dispatcher as soon as possible if the vehicle cannot be returned on time. Penalty charges will still apply for the late return of a vehicle, however early notification of the extenuating circumstances will be considered a mitigating factor when determining any follow up action. It will also allow for notification of any persons affected by the delayed return.

9. Drivers are responsible for returning vehicles in a clean condition. Vehicles whose interiors are littered and dirty must be cleaned prior to turning in the keys. Vehicles that are left dirty will be cleaned and the department who last used the vehicle will be charged.

10. Drivers are expected to clear the vehicle of snow and ice prior to operating. Public Safety does not warm up vehicles or clean them off. Drivers are also expected to plan enough time into their pre-trip schedule to allow for the inspection of the vehicle.

11. Failure to follow the College’s fleet vehicle policies, rules and regulations may result in personal liability for the driver.

12. Drivers may not drive a college fleet vehicle for more than two (2) hours at any one time without a rest period of 2 hours. Groups going on long trips (over three hours) must plan for relief drivers. A trip of 400 miles would require a minimum of 3 drivers. Fleet vehicles may not be driven more than 400 miles in one 24-hour period.

13. Drivers are responsible for notifying the fleet office immediately of any change in their license status in any state or country. Any driver of college vehicles that has their right to operate suspended or revoked may not drive a college vehicle under any circumstances until their right to operate is reinstated.

14. Drivers may not carry any item(s) on the vehicle roof even if there is a roof rack, nor may the driver tow another vehicle.

FLEET VEHICLE OPERATION

Safe Operation of Fleet Vehicles

Mount Holyoke College requires vehicle safety to be practiced at all times, whether the vehicle being used is assigned to a particular department, such as Athletics, Geology, Public Safety, or Facilities Management; or it is a pool vehicle, a rented vehicle or a privately-owned vehicle that is used on College business.

Academic departments, administrative departments, student groups and individuals will be accountable for vehicle safety. Mount Holyoke College has adopted this campus-wide vehicle use and management policy. Familiarize yourself with the policy and follow it.

1. Seat Belts. All passengers and drivers should be fastened according to Massachusetts State law. All passengers and drivers should remain fastened until the driver has reached the destination. The driver should visually check as well as verbally inform the passengers.

2. Distractions. There should be no loud music, throwing of objects, or other driver distractions. Drivers whose passengers who are causing distraction should stop the vehicle in a safe place until all distractions have ceased.

3. Cell Phones: the driver may not use Cell phones while the vehicle is moving. If a call must be made or answered by the driver, the vehicle must be stopped and secured before the cell phone is used.

4. Cargo: Baggage and equipment should be kept in the trunk or otherwise secured to prevent them from becoming dangerous projectiles in the event of an accident.

5. Signals. Turn and lane change signals must be used to signal the driver’s intentions.

6. Speed bumps and potholes. The driver must slow down and use caution when driving over speed bumps or potholes. A van should be brought to a complete stop before proceeding over a speed bump. This will avoid damage to College vehicles as well as prevent jolts to passengers in the rear of the vehicle where the jolt is five times greater than in the front.

7. Forward/reverse motion. Most vehicle accidents occur while traveling in reverse. Avoid backing whenever possible, such as by choosing pull-through parking spaces. When reverse travel is necessary, proceed slowly and use assistance of your passengers. Use a spotter to assist in backing.

8. Weather Conditions. If it is raining it is recommended that you reduce your driving speed under the posted limit and turn on your headlights. Roads are most slippery at the start of rain. Surface oil and grease form slick films that are not washed away until after 20-30 minutes of hard rain. Strong winds also make steering difficult. In such conditions, speed should be decreased; the driver should have both hands on the steering wheel, and be alert for other vehicles swerving into his/her path. The driver may opt to pull over until adverse weather conditions have passed. Trips may be canceled due to adverse weather conditions. Drivers are also expected to not operate vehicle when snow and ice impedes visibility.

The on-duty Public Safety Supervisor has the authority to decline to release College vehicles due to adverse weather conditions. Generally, these decisions are made in consultation with the department that has scheduled the vehicle. The on-duty Public Safety Supervisor will utilize all available information (including but not limited to weather advisories, radio, TV, etc.) to assist in determining the advisability of allowing vehicles to leave the campus. As a general rule, the College will cancel trips in order to protect the faculty, staff and students that may be using College vehicles. As a matter of policy, the College expects drivers to interrupt their trips when weather conditions deteriorate, find a safe place to wait and to resume the trip once the weather improves.

9. Trips. When there is more than one vehicle traveling to the same destination, the “excursion coordinator” (coach, professor, director, etc.) will be in the last vehicle. Each driver should keep track of the vehicles traveling with her/him. If the driver detects that the vehicle to the rear is missing or has developed problems, the driver in the forward vehicle must immediately turn on hazard flashers, flash his/her headlights on and off, and sound his/her horn to the vehicle in front to signal a problem, then pull over to a safe location (note: a curving exit ramp or an area of low visibility is not a safe location). The driver should have passengers get out of the vehicle and away from the road. This procedure should be repeated for all vehicles. NEVER BACK UP ON A HIGHWAY. Determine the nature of the problem and take appropriate action.

10. Passengers. Picking up hitchhikers is strictly prohibited. Only passengers connected with the event, activity or College business are permitted to ride in College vehicles.

11. Each fleet vehicle is equipped with a first aid kit, a fire extinguisher and accident-warning device in case of a breakdown. Drivers are responsible for checking to ensure all these items are present in the vehicle prior to the start of each trip. The Fleet Office may replace any items that are not present during business hours. Please make a note on the trip sheets what needs to be replaced.

12. Fleet vehicles are not to be overloaded with passengers, used to tow a trailer or other vehicle or used to carry equipment items on the roof.

Conditions for Use

1. Clarification of driver’s identification, vehicle destination and purpose of trip. Departments/groups will be asked to identify the driver(s), the vehicle’s intended destination and the purpose for the trip. Student groups must be on a list supplied by the Student Programs office.

2. Vehicle key. The key to the vehicle should be picked up at the Public Safety dispatch center on the top floor of the Central Services building. The fleet vehicles are parked nearby at the rear of Gorse Parking lot.

3. Trip Sheet. The driver should completely fill out the trip sheet once the vehicle keys are issued.

4. Inspect the Vehicle. Drivers are expected to inspect the vehicle and report any safety problems before leaving campus and upon return. Included in the pre-trip inspection is clearing the vehicle of snow and ice.

5. Unauthorized Repairs. Unauthorized repairs are broken keys, vehicle jump-starts, and lockouts, etc., are the responsibility of the group/department that sponsors the trip.

Vehicle Operating Costs

1. Gasoline. When the driver picks up the vehicle, he/she should check to be sure that the vehicle has a full tank of gas. Vehicles leave the fleet parking area with a full tank and must return with a full tank at the completion of each trip. The fleet coordinator will reimburse the driver for oil purchases during normal scheduling hours with proper receipts.

2. Tolls and Parking Costs. These are the responsibility of the department/group that sponsors the trip.

3. Traffic/Parking Tickets. Any traffic or parking tickets received are the responsibility of the driver, not the College. Failure to indicate tickets received on the trip ticket may result in the loss of fleet vehicle privileges. Tickets received on campus are the student organization or Departments responsibility, not that of the Fleet Office.

4. Lodging/Transportation. Any costs incurred for lodging or transportation as a result of a fleet vehicle breakdown is the responsibility of the Department or group using the vehicle.

Breakdown Procedures

If the vehicle should break down on the road, the driver should notify the Department of Public Safety on the business line at 413-538-2304 (24 hours). Public Safety will determine (in consultation with Facilities Management), based on the location of the vehicle, the time of day, and the circumstances of the breakdown, what action should be taken such as towing or repair service. The driver shall make the arrangements to carry out the repair decisions of Public Safety. The Fleet does not have a road service agreement (like AAA) so if a vehicle needs to be towed contact a local dealership for the model of the vehicle (i.e., Ford, Dodge, etc.). Drivers are not authorized to have repairs made without consultation with Public Safety. Public Safety has a College credit card and can authorize repairs if needed. The College will not reimburse any driver who has unauthorized repairs made to a College vehicle. Any expense incurred for unauthorized repairs, alternate transportation or lodging is the responsibility of the individual or the department for whom she/he is driving.

Equipment Breakdowns

Unfortunately, vehicle breakdowns are unavoidable. If a vehicle that has been reserved is not available due to repairs or safety problems, the coordinator will attempt to find another vehicle for the group. This may not always be possible and groups may need to find other transportation. On weekends, Public Safety staff has limited means to replace a vehicle that has broken down. The on duty Public Safety staff will try to move a group into another fleet vehicle that is not being used. If there are no other fleet vehicles, the group will need to find some other transportation.

Accidents

1. For all accidents:

a. Safely stop at the scene. Have someone call the police. Have passengers get out of the vehicle and away from the road, exiting from the side away from traffic if possible. Set out triangle reflectors, if available.

b. Be as calm and courteous as possible.

c.Notify Department of Public Safety at 413-538-2304. All on or off campus accidents, no matter how minor, must be reported on a motor vehicle accident form. Copies of this form are available in the Public Safety dispatch center and are in the glove compartment/binders of each vehicle. Off campus accidents must be reported to the municipal police in the city or town in which they occur.

d. Do not discuss the accident with anyone other than the police and College Officials except to obtain driver, vehicle, and insurance carrier and witness information. College vehicles are insured by St. Paul Insurance Company.

e. Acknowledge only facts to the other driver and avoid telling the other driver that you or the College is at fault for the accident. Be courteous and avoid confrontational language like “fault” and “blame”. Be sure to provide Public Safety with your written accident report when you return to campus. Public Safety in turn will notify the College Risk Manager.

f. Vehicles that are damaged are to be towed to repair facilities at the direction of representatives from Public Safety. Under no conditions should drivers attempt to “limp” a damaged vehicle back to the campus.

2. In the event of bodily injury:

a. Make absolutely certain that police are informed if there are injuries and get medical assistance.

b. Keep the injured warm and still. Never move a person who has, or is complaining of, neck or back pain unless otherwise threatening conditions command.

c. If the injured is taken from the scene for medical treatment, find out where.

d. Notify the Department of Public Safety immediately at 413-538-2304 so the family and other College officials can be notified.

e. If you, the driver, are injured, you must find another person to drive you back to the College after appropriate medical treatment is sought.

3. Accident Investigation / Disciplinary Action

All accidents are reviewed and investigated by the Director of Public Safety to determine what was the cause of the accident and if the accident was preventable or non-preventable. If the driver of the institution's vehicle was at fault, the findings will be documented, and disciplinary proceedings initiated. Reported incidents of near misses, reckless driving, and failure to wear seatbelts will also be investigated for appropriate disciplinary action. Appeals of the Director's review can be submitted to the College's Risk Manager. See also section on Fees for penalties associated with accidents.

Insurance

The College’s insurer is St. Paul Insurance Company Policy #MA05700060. To report an accident, notify the Department of Public Safety (413-538-2304, 24 hours a day). Insurance questions can be directed to:

1. The Risk Management Office (413) 538-2344

2. Palmer-Goodell (413) 781-5940 or 1-800-688-7256

How am I covered when driving College Owned Vehicles?

The College has liability insurance on all autos, whether they are owned by the College, rented, leased, private vehicles driven by their owners on College business, or borrowed vehicles. Owned, leased, rented and borrowed vehicles are covered for physical damages as well, subject to a $500 deductible. The College has $500,000,000 in coverage for auto liability. If you are driving a college-owned vehicle with the permission of the College, then you are an insured driver under the College's policy.

What if I am driving a Rented Vehicle?

Remember: you must have written authorization from an authorized person before you rent or drive a rented vehicle on College business. If you rent a vehicle for College business, you must reserve and sign for the vehicle using both your name and the College's name. Accept all physical damage insurance unless otherwise instructed. Never rent a vehicle valued in excess of $30,000. You may be requested by some rental agencies to provide evidence of insurance. Certificates may be obtained by calling Carol Prior, 413-538-2344. Usually we will have the certificates faxed directly to the insurance agency. Allow at least five workdays for processing.

International Travel: For any non-US rentals, take the applicable liability and physical damage insurance provided by the rental company.

It is important to inspect any rented vehicle before driving it. Make sure any dents, scratches or other damage to the vehicle are noted on the rental form. Otherwise, the College may have to pay for damages you did not cause.

Do I have coverage from the College if I drive my own car?

Remember: you must have written authorization from an authorized person before you drive your own vehicle on College business. If you drive your own car on College business, your own insurance policy serves as a "primary" policy for third party liability and physical damage to your vehicle. This means that if a claim arising out of an accident exceeds your policy limits, then the College's policy will cover the accident in excess of your policy. For example, if you carry $20,000/$40,000 liability insurance, and injure a pedestrian severely, resulting in over $100,000 of medical bills, your policy would pay the first $20,000 of the claim, and the College policy would respond for the balance of the claim. The College's Uninsured/Underinsured coverage does not extend to non-owned vehicles. We recommend that you consult with your insurance agent or broker for this type of coverage.

The College will not pay any claims to personal autos for comprehensive/collision damage. If your vehicles is damaged as a result of an accident, whether it is your fault or not, your comprehensive/collision coverage would respond. You are responsible for any deductible amounts under your policy. If you do not carry any collision insurance, then the entire amount of the damage is your responsibility.

Does it matter if I have to drive my own car because no College vehicle is available?

No. The College is not obligated to provide transportation.

Who pays any medical bills if I am injured on College business?

All medical bills should be submitted to your health insurer. If you are working as an employee for the College at the time of the accident, contact Human Resources as you may have a workers' compensation claim.

Van Safety

Introduction

As a van driver, you have a responsibility to your passengers, to Mount Holyoke College and to the general public with whom you share the highway.

Driving a van may not be a daily experience for you, so be especially careful. This vehicle is larger and heavier than your personal car, and handles differently. Driving a van requires extra caution at all times.

Compensating for Van Characteristics

Although a van handles differently from an automobile, you can compensate for its characteristics and operate it smoothly and safely. Here are some tips to keep in mind when driving a van:

Making Turns

When turning a corner, you must make a wider swing with a van than you would with a car. Consequently, on a right turn it is necessary to watch the right outside mirrors for small vehicles, motorcycles, bicycles and pedestrians.

Use turn signals well in advance.

Make turns more slowly than you would with a car. If you turn too quickly, the van will lean and make your passengers uncomfortable.

Whenever possible, don't make "U" turns. Due to the van's wider turning radius, a "U" turn may require you to make at least one backward movement. Avoid backward movement whenever possible.

Following Distance

A loaded van is more difficult to stop than an automobile traveling at the same speed. Therefore, you should use a three-second following rule for a van, as opposed to a two-second following rule for a car. The three-second rule works as follows: Count 1,001 - 1,002 - 1,003 after the rear of the vehicle you are following passes a fixed object. If the front of your vehicle passes the same object before you count to 1,003, you are following too closely. Slow down. Increase to four seconds in poor weather conditions or when fully loaded.

Height of Van

The height of the van has advantages and disadvantages for the driver. On the plus side, it gives you a better view of the road ahead. On the negative side, some garages are not high enough to accommodate the van. You also have to watch for overhead obstructions such as trees and limbs.

The van can block the view of passenger cars following you. Drivers may attempt to pass you at an unsafe time or place, and thus, threaten to involve you in an accident. Watch both outside mirrors for these maneuvers.

Blind Spots

The van has blind spots on each side. Adjust your mirrors to reduce these as much as possible.

The greatest blind spot is to the rear when backing up. Your best defense is to back up only when necessary. Avoid backing into traffic. If you must back up, get out and check the area behind you before doing so. Turn on your four-way flashers and back slowly. Have your passenger(s) assist you, but is sure they understand what you expect from them.

To avoid striking a pedestrian, stop back from a crosswalk. Watch out for your own passengers walking across the front of the van as they board or leave.

When in a line of stop-and-go traffic, never get so close to the vehicle in front that you lose sight of its stoplight and directional signals.

Parking and Loading/Unloading

Watch for normal hazards, such as low branches and wires, fences, walls and hydrants, and choose a spot that will be easy to pull in and out of. It is your responsibility to be aware of potential hazards. It is also essential that you lock the van when it is left unattended.

Driver's Responsibilities

In addition to the general agreement, Fleet Drivers are required to do the following:

· Keep safety equipment assigned to the van in good condition and securely mounted

· Keep the floors and steps of the van free from items that could cause slips or falls or could be tossed around.

· Follow established routes and schedules, if applicable.

Defensive Driving Techniques

A defensive driver is one who:

1. Is careful to commit no driving errors

2. Makes allowances for the lack of skill and improper attitude of others.

3. Doesn't become involved in an accident or close call because of weather, road conditions, traffic, or the actions of pedestrians and other drivers.

4. Keeps continually alert for accident-producing situations far enough in advance to take defensive action.

5. Concedes the right of way to prevent an accident.

MOUNT HOLYOKE COLLEGE DRIVER APPLICATION - Part II

Name:	Soc. Sec. #:			Date:
Check one: Faculty Staff Department: ____________________________________ Student Other (explain) ________________________________________
Campus Address: Box #: Class:
Campus/Local Phone:		Home Phone:	E-mail:
Home Address: City: State & Zip:
Age: Drivers must be 18 or older	Date of Birth:			Student ID #: 9 - -
Driver’s License: State: _____ # ____________________________ Original Date Issued: ____/____/______ Drivers must have had a license at least one year to qualify as a driver.
Has your driver’s license ever been suspended? yes no Has your driver’s license ever been revoked? yes no Have you ever been refused a driver’s license? yes no If Yes to any of the above, please explain (including where and when):
Number of tickets or citations for moving violations in the last three years: ____ Explain the nature of the violation(s) (including where and when):
In the past three years have you been convicted of the following (check if yes): reckless driving, or driving to endanger? yes no failure to stop at the scene of an accident in which you were involved? yes no driving while under the influence? yes no If yes to any of these questions, explain (including where and when):
Do any of your licenses have any visual or physical restrictions? yes no If yes, please describe:
Attach an abstract of your driving history record from your state’s Division of Motor Vehicles
Have you successfully completed a Defensive Driver Training Course? yes no If Yes, please describe:
Have you been denied permission to drive a Mount Holyoke College vehicle previously? yes no If Yes, please describe:
By signing this application, I hereby certify that the information provided above and as may be attached is true. I agree to abide by all terms and conditions, rules and regulations as may be on the reverse of this application, and as may be provided to me by the College or any of its employees or representatives, whether in writing or verbally. I authorize Mount Holyoke College or its representative or agent to request an MVR for the license(s) listed above. Providing false information to any question above may result in permanent denial of permission to drive College vehicles. Signature: _____________________________________ Date: __________________________ READ AND SIGN THE REVERSE SIDE OF THIS APPLICATION FORM
For Office Use Only Fleet Orientation/Safety Class yes no Date __/__/____ Reviewed by: _________________ Date: ________ MVR attached yes no Permission to drive Approved Denied Reason for Denial: ___________________________ FORM CONTINUES ON REVERSE

DRIVER AGREEMENT TO TERMS, CONDITIONS, RULES AND REGULATIONS

I understand that driving a College vehicle, rented vehicles, my vehicle or other vehicles on behalf of the College is a privilege, not a right. The safety of my passengers, pedestrians and others is my highest priority. Accordingly, I agree to obey the following rules, regulations, terms and conditions for driving on College business. I agree that I will, at all times:

1. Have a valid driver’s license.

2. Use College Vehicles for authorized business only.

3. Not permit any unauthorized person to drive the vehicle.

4. Use seat belts or other available occupant restraints and require all occupants to use seat belts of occupant restraints, in accordance with state laws and not to operate the vehicle unless all occupants are wearing the appropriate restraints. I will not permit total occupancy to exceed the number of seat belts.

5. Operate the College vehicle in accordance with College regulations, as may be provided to me in writing or verbally, and know and observe all applicable traffic laws, ordinances and regulations.

6. Personally assume responsibility for any and all fines or traffic violations associated with my use of a College vehicle or privately owned vehicle used on College business. The College will not defend any driver who has operated a college vehicle in violation of traffic laws or fleet rules and regulations. Departments, groups, organizations, etc., are responsible for any costs incurred on trips including lodging, fines, parking fees, tolls, etc.

7. Use safe driving principles, practices and techniques at all times. No loud music, throwing of objects or other driver distractions will be permitted. Will signal the fleet driver's intention to make turns and lane changes by using the vehicle's signals.

8. Will slow down and use caution when driving over speed bumps or potholes to avoid damaging fleet vehicles and injuring passengers.

9. Avoid operating in reverse whenever possible to prevent accidents that happen most frequently when vehicles back up.

10. Not drive under the influence of drugs or alcohol, or consume such within the previous 24 hours. I will not drive if I am using a prescription medication that has any warning of any impairment, including without limitation, a warning for drowsiness or not to use when operating heavy machinery.

11. Not to transport unauthorized passengers such as hitchhikers. Not transport any alcohol, drugs or other contraband in any College vehicle. No child under the age of 12 may be allowed in fleet vehicles without special permission.

12. Not to carry cargo on the roof of fleet vehicles, nor tow anything with fleet vehicles. Will assure baggage and equipment is kept in the trunk or as far back in the vehicle as possible as possible to prevent them from becoming dangerous projectiles.

13. Turn the vehicle off, remove the keys, and lock the vehicle when it is left unattended.

14. Not drive the vehicle at speeds that are inappropriate for road conditions. Roadways are most slippery at the start of rain. Winds can make steering difficult.

15. When travelling with more than one vehicle to the same destination, will assure excursion coordinator (coach, professor, director, etc.) travels in the last vehicle and to keep track of the vehicle(s) with him/her. If driver detects that the vehicle(s) to his rear disappear or develop problems, s/he will turn on hazards, signal to any vehicle(s) in front of his/hers that there is a problem.

16. Not drive the vehicle “off road” unless it is appropriate for that use.

17. Before leaving the parking area or garage, be satisfied that the following parts and components are in good working order:

Service Brakes Horn

Parking Brakes Windshield wipers/washers

Steering Mechanism Rear-vision mirrors

Lights/reflector devices Coupling devices (if applicable)

Tires/wheels

18. Immediately report any problems making operation of fleet vehicles unsafe to Public Safety - DO NOT OPERATE.

19. Immediately report all accidents or traffic violations to the police department where the accident occurred. Also Report accidents as soon as possible (maximum delay four hours) to Public Safety.

20. Immediately report any changes in my license status (such a points, suspension or revocation) to the College, and accept removal of driving privileges, if applicable.

21. Be subject to applicable College disciplinary procedures for violations of College policy or rules. Failure to follow driving rules may result in temporary or permanent suspension of driving privileges, or have more serious consequences.

22. Abide by the decision of the vehicle coordinator if use of the vehicle is withheld. Reasons for withholding the use of a vehicle otherwise reserved may include, without limitation, unsafe weather conditions or the vehicle is in need of immediate repairs.

23. Abide by any department policy that may require contribution toward the deductible that will be charged in the event I have an at-fault accident that results in damage to the vehicle.

24. Return vehicles to the parking lot with a full tank of gas. The College pays for regular grade gasoline only.

By signing this form, you agree to comply with the Fleet operation guidelines as outlined in the Fleet Handbook. You are also acknowledging that you have read the Fleet Handbook and understand the rules, regulations, and guidelines. Please sign below.

Signature: _____________________________________________________ Date: ____/____/_______

Name Printed: ________________________________________________________________________

Important Phone Numbers

Mount Holyoke College

Fleet Office (413) 538-2826

Academic Year Hours: Monday – Friday, 10 am to 3 pm

Summer Hours: Monday – Friday, 10 am to 3 pm

Closed for Official College Holidays

Public Safety (413) 538-2304

For reports of vehicle damage, problems & accidents.

Also, for any emergencies.

Health Center (413) 538-2121

Open Academic Year Only.

One Card Services (413) 538-3111

Safety & Risk Office (413) 538-2344

Parking Office (413) 538-2514

Off Campus

Pleasant Street Auto (Granby) (413) 467-9810

Edison airport Service (South Hadley) (413) 536-0886

Michael’s Limousine (Ludlow) (413) 583-6392

Enterprise Rent-A-Car (Chicopee) (413) 592-6200

Valley Transporter (413) 733-9700

PVTA (413) 781-7882

City Cab (Holyoke) (413) 536-9999

Mount Holyoke College

50 College Street

South Hadley MA 01075

413-538-2000

Quick Reference Guide

Structure of the Fleet Motor Vehicle System

Availability and Use of Fleet Vehicles

General Reservation Guidelines

Scheduling Priorities

COLLEGE SEDANS

COLLEGE SEDANS

GROUP TYPE

How to Place a Fleet Bus Reservation

How to Return Fleet Vehicles

Service Charges

Fleet Vehicle Drivers

Driver Eligibility

Rules for Drivers

FLEET VEHICLE OPERATION

Safe Operation of Fleet Vehicles

Conditions for Use

Vehicle Operating Costs

Breakdown Procedures

Equipment Breakdowns

Accidents

MOUNT HOLYOKE COLLEGE DRIVER APPLICATION - Part II

Mount Holyoke College

South Hadley MA 01075