Dartmouth Driver Policy

Policy Statement

College Approved Driver

Only College-approved faculty, staff and students may operate College-owned, leased, rented or personal vehicles for official College business. Undergraduate students must follow additional provisions set forth in the Student Driver Policy.

Types of Vehicles

• Approved drivers are limited to operating these specific vehicle types while on official College business:
  • Automobiles less than 10,001 pounds
  • 12-person or less vans
  • 15-person or less mini-buses
  • Towing trailers with a combined vehicle, trailer, and load weighing less than 10,001 pounds
• There is an exception for employees who are required as part of their employment to operate commercial vehicle types that are heavier or hold more passengers. These employees must provide Transportation Services with proof of DOT physical examination and valid commercial driver's licensure (CDL).
• The following vehicles shall not be operated while on official College business without advance approval from the Director of Transportation Services in consultation with the Office of Risk and Internal Control Services.
  • 15-passenger vans
  • Recreational vehicles, motor homes and campers
  • Motorcycles
  • Off-road vehicles
  • Buses that hold more than 15 passengers.

Vehicle Operation, Control and Responsibilities

• Drive with diligence at all times, following the regulations for the state within which you are traveling.
• The number of passengers may not exceed the number of seat belts. All vehicle occupants must wear seat belts while the vehicle is in motion.  
• Turn off the ignition, remove key and lock the vehicle when unattended. 
• The driver assumes all responsibility for any fines resulting from traffic or parking violations arising out of the use of a College vehicle.
• DO NOT drive while under the influence of controlled substances such as alcohol, drugs, or medications that could adversely affect driving performance.
• DO NOT use cell phones while driving a College vehicle.
• • Exception: Employees may for work purposes only use completely hands-free cellular devices that are physically or electronically integrated into the vehicle, if the driver can do so without diverting his or her attention from the road ahead.
  • There are no exceptions for student use of a cell phone while driving a college vehicle, including use of hands-free cellular devices.
• DO NOT pick up hitchhikers or unauthorized passengers.
• While in control of any vehicle on official College business, approved drivers shall not engage in conduct that could reflect negatively on the reputation of the institution.
• DO NOT smoke in any College vehicle.
• If the vehicle is in an accident, contact Safety & Security, your immediate supervisor AND the Office of Risk and Internal Controls Services at (603) 646-2442, as soon as possible, to report the accident.

Reporting of Motor Vehicle Driving Infractions

• It is the responsibility of each approved driver to notify Transportation Services and their supervisor or program director of any motor vehicle infractions resulting in points assessed to their motor vehicle record.

Vehicle Maintenance & Safety

• Service maintenance of College-owned and/or leased vehicles shall be in accordance with instructions prescribed by the manufacturer.
• Drivers should report maintenance or repair needs to their supervisor for follow-up. Before taking trips away from campus, it is recommended the driver double check the following:
  • Oil/fuel
  • Windshield Wipers
  • Washer Fluid
  • Tire inflation
  • Mirrors
  • Lights
  • Horn
  • Leaks (coolant or oil on the ground under vehicle)
• All required vehicles must be equipped with a back-up warning device that sounds automatically whenever the vehicle is put into reverse.
• The glove compartment of each College vehicle shall contain, at all times, the vehicle's registration, accident investigation form, an insurance identification card, a maintenance log for documenting prescribed service/maintenance, and the quarterly safety inspection record.

Insurance

• College Insurance is mandatory on any College-owned or leased vehicle or motorized equipment.
• The College's auto liability program is intended only for business use of College-owned, rented or leased vehicles.
• Use of personal vehicles for College business, although not prohibited, is strongly discouraged. Employees who use their personal vehicle for College business should be aware that their vehicle insurance is primary should an accident occur. Employees who use their vehicle for College business are required to carry a minimum of $100,000/$300,000 in auto liability coverage.

Accident Reporting

At the scene of an accident; regardless of the severity:

• Call 911 if there are injuries.
• If no injuries, call the police and obtain the name of the investigating officer.
• Obtain all information for the Accident Investigation Form provided with the vehicle registration.
• Make no statement that would assume any obligation or admit liability.
• Provide the other party with insurance information contained in the vehicle, as well as your name, address and telephone number.
• State accident report filings vary and must be submitted accordingly. Ask the investigating officer for details.
• As soon as practical, contact Safety & Security, the Office of Risk & Internal Control Services, and your immediate supervisor to report the accident.

Record Review

• Regular review of Approved Driver motor vehicle records will be conducted as follows:
  • Students: Every two years
  • Employees with DOT or CDL requirement: Annually
  • Employees without DOT or CDL requirement: Annual random check of 10% of approved driver population

Revocation of Status

  Drivers may be disqualified from being a College Approved Driver as follows:

• If the driver no longer meets criteria to be a College Approved Driver as set forth below.
• If the driver fails to meet expectations as outlined in this Policy.
• Any other reason which in the reasonable judgment of Transportation Services merits revocation of College Approved Driver status.
• If status is to be revoked, the affected driver and their supervisor will be notified by Transportation Services that they no longer hold College Approved Driver status.
  • These drivers will remain disqualified for a period of two to three years (depending on the offense) from date of conviction. Disqualification due to failure to meet policy expectations may be set less than two years at the discretion of Transportation Services.  
  • A disqualified driver may reapply for approved driver status as of the time they meet the criteria for Approved Driver status set forth above. Drivers who do not meet the criteria for Approved Driver status because of accruing more than four points on their record within two years may apply for Approved Driver status before the two-year period passes after successful completion of a state approved point reduction program that effectively reduces total 'points' to four or less.
  • Note: Transportation Services will not consider point reduction programs for Driving or Operating under the Influence of Drugs or Liquor, Reckless Operation or Conduct after an Accident convictions.
• Individuals whose position is dependent upon Approved Driver status whose approval is revoked will be given thirty days before termination of employment, or transfer to another available position not requiring the operation of a motor vehicle. Duties may be reassigned during that thirty day period.
• Disqualified drivers may also elect to file a formal appeal with Transportation Services for an internal review by the Director of Transportation Services, who has final say over the designation of Approved Driver status.