Vehicle Safety Policy

Policy Summary

The George Washington University (“GW” or “university”) is committed that all university-owned or leased vehicles, and all university-rented vehicles (separately defined below) be operated in a safe and responsible manner, in accordance with applicable local, state, and federal laws and regulations, and in a way that promotes the individual safety of drivers and passengers and minimizes damage to the university fleet. All drivers of university-owned, leased, or rented vehicles are obligated to follow the requirements outlined in this policy, in addition to any other applicable university policies and guidance.

Who is Governed by this Policy

• This policy applies to all faculty, postdocs, staff, students (student organizations and groups), and other individuals and entities, including but not limited to affiliates and contractors, who are authorized to drive university-owned or leased vehicles and university-rented vehicles (collectively, “Driver” or “Drivers”).

Policy

Transportation and Logistics Services within Campus Operations, in conjunction with the Office of Risk Management and Insurance, and Human Resource Management and Development (HRMD), perform several tasks for the university to promote and maintain vehicle safety. These functions include performance of motor vehicle record checks for prospective drivers (described below), notifying department coordinators of suspended licenses or unlicensed drivers, investigation and management of claims of accidents involving used for university business, and facilitation of required training.

In order to operate a university-owned, leased, or rented vehicle, all prospective Drivers must have a current and valid physical driver’s license from a U.S. state or territory and any licenses for vehicles requiring additional licensure for operation. Drivers must agree to operate vehicles in accordance with applicable local, state, and federal laws, any applicable collective bargaining agreements, as well as university policies and guidance. Seat belts must be worn by Drivers and passengers at all times, and Drivers must comply with applicable law that precludes or restricts the use of handheld mobile or other electronic devices while driving. Further, Drivers are prohibited from operating a university-owned, leased, or rented vehicle while under the influence of alcohol, marijuana, opioids, or any other impairing drug, even if prescribed or obtained over the counter. Drivers must also have authorization or direction from their supervisors, directors, or advisors (in the case of students) that such travel is within the scope of the individual’s duties. Registered student organizations should also refer to the Student Organization Handbook for further requirements and expectations regarding travel, in addition to what is outlined in this policy. 

For drivers of University-Owned or Leased vehicles:  

Along with the requirements stated above, to operate a university-owned or leased vehicle, all prospective Drivers, including students, are expected to comply with the following: 

1. Complete and submit a Driver Authorization Request Form, which allows HRMD to obtain the driving records of the requester. Student Drivers need to complete this form on an annual basis if they wish to retain the ability to operate a university-owned or leased vehicle.
2. Complete the driver safety training program (faculty and staff (collectively, “employees”) are exempt from this requirement, unless they are operating 10-12-passenger vans).
3. To promote the safety of all Drivers, traveling should be limited to a reasonable mileage, amount of time while driving continuously, and time of day. No travel should occur after 11:00 pm or before 5:00 am local time. Further, individual employee Drivers should travel no more than 400 miles and eight hours in a single day, while also incorporating breaks in their travels to prevent fatigue. Breaks in driving should be taken at least every 4 hours or 250 miles. Individual student Drivers should not travel more than 320 miles, or roughly 6.5 hours in a single day. Likewise, breaks should be taken to pause continuous driving at 200 miles or roughly after 3 hours of driving. Reasonable extensions and special considerations (e.g., estimated travel distance for an individual student Driver is 350 miles, emergent inclement weather, and route alterations due to traffic patterns, etc.) will be weighed and approved on a case-by-case basis. Employee drivers should reach out to Transportation and Logistics, and student organizations should reach out to Student Life within the Division for Student Affairs.
4. If approved as an authorized driver, notify Transportation and Logistics Services immediately of any driving restriction, suspension, or expiration of a driver’s license at gwfleetgwu [dot] edu (gwfleet[at]gwu[dot]edu).
5. Only use university-owned, leased, or rented vehicles for legitimate university business and not for personal use. 

Departments are responsible for allowing only approved faculty, staff, or students to operate vehicles on the university’s behalf and are responsible for maintenance and registration of all departmental vehicles.  

For drivers of University-Rented Vehicles

Departments are responsible for allowing only approved faculty, staff, or students to rent and subsequently operate vehicles on university business. Renting a vehicle for university business must be done in accordance with stated agreements between GW and the respective rental agency, along with any applicable rental agency-specific requirements.

Faculty, staff, and students driving university-rented vehicles domestically do not need to purchase the physical damage insurance offered through the rental company. However, when faculty and staff rent vehicles internationally, they must purchase the additional physical damage insurance at their sponsoring department’s expense.

Use of a vehicle for university-related business during inclement weather

Each Driver and authorizing department are expected to adhere to the following, where inclement weather is possible:

• When planning the travel route, check the forecast to see if inclement weather is predicted.
• Follow guidelines and/or advisories set forth by the National Weather Service.
• Rely on local law enforcement for additional guidance during inclement weather.
• Use all appropriate caution.
• When conditions are deemed dangerous or unsafe, Drivers should immediately cease all travel and find the nearest shelter or hotel. The extension of stays due to weather conditions must be approved by the advisor of record/supervisor.

Accidents 

All accidents involving university-owned, leased, or rented vehicles must be promptly reported to the Office of Risk Management and Insurance via the Motor Vehicle Accident Reporting Form. A report with a local law enforcement agency should also be completed as needed or applicable, in relation to the accident, for record-keeping purposes. The university reserves the right to request a copy of the driving record of the Driver involved in an accident. If a Driver is involved in an accident was operating a vehicle that requires a Commercial Driver's License (CDL) to operate, the Driver must submit to a post-accident drug and alcohol screening. If the accident involves a fatality or otherwise results in a traffic citation due to injury or vehicle-disabling accident, the Driver must submit to an alcohol test within 8 hours, and the drug test must occur within 32 hours of the accident.

For accidents involving a personal vehicle being used for potential university business, the Driver’s personal vehicle insurance shall be the primary form of insurance coverage. If the loss limit exceeds the Driver’s personal vehicle insurance coverage, the university’s insurance may apply secondarily.

Passenger Vans 

Due to multiple advisories and warnings issued by the National Highway Traffic Safety Administration (NHTSA) regarding the risk of rollover of 15-passenger vans, the university does not permit the use of 15-passenger vans. Drivers who will operate 10-12 passenger vans must first submit to Transportation and Logistics Services a completed 10-12 Passenger Van Safety Acknowledgment Form, complete additional mandatory training, and successfully pass a road test using a 10-12 passenger van. Student Drivers seeking to operate a 10-12 passenger van must be at least 21 years old.

Enforcement and Penalties

Noncompliance with this policy may result in loss of privileges associated with the use of university-owned, leased, or rented vehicles and/or disciplinary action up to and including termination (employees) and suspension/expulsion (students).

Definitions

University-Owned or Leased Vehicle: A vehicle that is registered in the university’s name or that has monthly lease terms. 

University-Rented Vehicle: A vehicle that is used for a short period of time, that is not registered in the university’s name, and was rented from an established vehicle rental agency. 

Procedures

 Driver Authorization Request Form

10-12 Passenger Van Safety Acknowledgment Form

Motor Vehicle Accident Report

Related Information

Background Screening Policy

Engine Idling (On-Road Engines) Policy

Employee Drug and Alcohol Policy

Personal Use of University Resources Policy

Privacy of Personal Information Policy

Travel, Entertainment, and Business Expense Reimbursement Policy

Student Organization Handbook

Contacts

Contact	Phone Number	Email Address
Transportation and Logistics Services	202-994-9158	gwfleetgwu [dot] edu
Human Resource Management and Development	202-994-8500	askhrmdgwu [dot] edu
Office of Risk Management and Insurance	202-994-3265	riskgwu [dot] edu
Student Life	202-994-6555	studentsgwu [dot] edu