Policy Purpose:

The purpose of this policy is to ensure the safe operation of Berea College owned, leased or rented vehicles, to ensure the safety of the drivers and passengers, and to minimize the physical damage to vehicles and reduction of third party claims against Berea College.

Policy Statement:

It is Berea College’s policy that all Berea College owned, leased or rented vehicles be operated in a safe and responsible manner.  All vehicle operators must posses a valid driver’s license and, if under the age of 26, have a current defensive driving and/or van driver card.  Only approved drivers shall operate any college owned, leased or rented vehicle.  Any approved driver found to be misusing any Berea College owned, leased or rented vehicle shall not be allowed to operate a vehicle until such time that the driver in question can gain re-approval.

Use of Berea College Vehicles:

Berea College owned, leased or rented vehicles shall be used only for college business or academic activities that are in accordance with the policies as set forth by Berea College.  Berea College business is defined within the transportation policy as an approved activity that  promotes the mission of Berea College through the areas of academic/non academic activities, labor and employment service, and Student Life activities including approved club and organizations.  Personal use of any vehicle is prohibited.

Authorized drivers (employees, including part time and student employees, and registered volunteers are the only individuals authorized to operate a Berea College owned, leased or rented vehicle.  Students are authorized to operate a vehicle provided they have departmental approval and the trip is business/academic related.  The driver is responsible for the safe operation of the vehicle and must observe all traffic laws and rules of safe driving.  Any traffic violations and fines associated, including parking fines, are the responsibility of the driver.

Use of Passenger Vans:

• Drivers must be at least 18 years of age
• Drivers must have completed the Defensive and Van Drivers classes
• Defensive and Van Drivers cards must be in your possession
• Single day total driving miles must not exceed 250 miles or 5 consecutive hours
• Submit a secondary drivers list if trip exceeds the limits

Departmental Responsibilities:

• Follow Motor Pool reservation procedures
• Ensure that only approved drivers operate the vehicle
• Submit completed Authorization Forms for all prospective drivers
• For departments with their own vehicles, remove from service any vehicles that have become unsafe and have them repaired immediately
• Cancel any reservations 48 hours in advance ( minimum of 24 hours in advance)
• A fee will be applied to any department canceling in less than 24 hours.

Driver Responsibilities:

• Submit an authorization application for a violation records checkCompletion of Berea
• College’s Defensive Driving program
• Completion of Van Driver’s Training (to operate 12 passenger vans only)
• Present a valid drivers license
• Agree to operate the vehicle in a safe and responsible manner, obeying all laws/policies

Enforcement:

Failure to comply with the procedures detailed in this policy may result in disciplinary action or termination of motor vehicle privileges.

Reminder

All employees and students are required to complete the “Authorization Application”, found on the Public Safety bulletin board, prior to operating a Berea College owned, leased or rented vehicle.  Once you have submitted the application, there is no need to do another one as we will automatically re-check every 6 months.

Each  motor pool vehicle has a packet with the registration and insurance card in it.  If this packet is missing, please notify Motor Pool at 985-3824.