Cornell University Policy Library -- Policy 3.4

USE OF CORNELL VEHICLES

Volume 3, Financial Management
Chapter 4, Use of Cornell Vehicles
Responsible Executive: Vice President for Financial Affairs
Responsible Office: Risk Management and Insurance
Issued: November 1994
Updated: 7/19/01, 10/6/05, 6/6/06
Errors or changes? Email us.

CONTENTS

POLICY STATEMENT

REASON FOR POLICY

ENTITIES AFFECTED BY THIS POLICY

WHO SHOULD READ THIS POLICY

RELATED DOCUMENTS

CONTACTS

DEFINITIONS

PROCEDURES

Introduction
Proper Vehicle Use: The Driver's Obligations
Reporting of Accidents and Damage
Proper Vehicle Use: The Department's or Unit's Obligations

RESPONSIBILITIES

FORMS

Driving History Questionnaire Form
Vehicle Representative Appointment Form
Safety Service and Inspection Form
Vehicle Accident Report Form
Vehicle Use Authorization Request Form

POLICY STATEMENT

Cornell University vehicles are available under certain circumstances for use in support of the university's mission of education, research, and community service.

REASON FOR POLICY

The proper utilization of university vehicles minimizes university transportation costs and liability, and helps ensure the safeguarding of university personnel and resources. This policy seeks to provide for the safe operation of motor vehicles as well as their appropriate stewardship.
 
 

ENTITIES AFFECTED BY THIS POLICY

Endowed Ithaca and Contract Colleges of the University, including the Joan and Sanford I. Weill Medical College
 
 

WHO SHOULD READ THIS POLICY

-Deans, Directors, and Department Heads-Department or unit vehicle representatives

-Prospective or authorized drivers of university owned, university leased, or university rented vehicles

-University Administrators
 
 

RELATED DOCUMENTS

CONTACTS

Direct any general questions about the Use of Cornell Vehicles Policy to your department's administrative office. If you have questions on the following specific subjects, call the offices shown:
 

Subject	Contact	Telephone
Accidents	Department of Risk Management and Insurance Gallagher Bassett of NY, Inc. Local Police Department Contract College Fleet Supervisor	607-254-1575     607-255-6711 or (800) 635-1550
New York State Traffic Laws	Cornell Police Department	(607) 255-1111
Policy Clarifications and Exceptions, Geneva Experiment Station Vehicles	Assistant to the Director, Geneva Experiment Station	(315) 787-2201
Policy Clarifications and Exceptions, Medical College Vehicles	Medical College Office of Risk Management	(212) 746-6180
Policy Clarifications and Exceptions, Contract College Fleet Vehicles	Contract College Fleet Supervisor	(607) 255-3247
Policy Clarifications and Exceptions, all others	Department of Risk Management and Insurance	(607) 254-1575

DEFINITIONS

These definitions apply to these terms as used in this policy.
 

Authorized Driver	A member of the Cornell community who has been authorized by an operating unit to drive one of its vehicles for university related business.
Cornell Vehicle (University Vehicle)	A motor vehicle owned or leased by Cornell University. For rental vehicle regulations, see the university's Endowed, Medical College, and Contract College Travel policies.
Department or Unit Vehicle Representative	An individual with responsibility for tracking vehicle use and maintaining vehicle records.
Gallagher Bassett of New York, Inc.	Cornell University's third party claims adjuster.
Off Road Driving	Operating a university vehicle on dirt or gravel surfaces, field paths, or other byways that are not typically paved with macadam or properly maintained.

PROCEDURES

Introduction

This policy applies to the use of all university vehicles that are controlled by departments and units within the university community, including those units that have already established procedures for the proper accounting of vehicles (e. g., the contract college fleet department's vehicle tracking system).The following procedures are considered to be minimum standards for university vehicle use; departments and units may develop more restrictive procedures.
 
 

Proper Vehicle Use: The Driver's Obligations

The following conditions apply to all drivers who use university vehicles. Drivers should read these obligations carefully before operating a university vehicle.

Caution: The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and road regulations.

The driver must:

1. Have a valid driver's license.

2. Register as a university driver by filling out a Driving History Questionnaire (see Form 1, in the "Forms" section of this document) for insurance purposes. Return completed form to the contract college fleet supervisor, your department vehicle representative, the Assistant to the Director of the Geneva Experiment Station, or the Medical College Office of Risk Management.

3. Notify supervisor of any change in license status.

4. Use university vehicles for official university business only.

5. Complete the department log for off-campus trips, recording number of miles driven and business purpose.

6. Wear seat belts when driving or occupying a university vehicle.

7. Operate a university vehicle in accordance with university regulations and applicable state laws.

8. Assume responsibility for any and all fines or traffic violations associated with your use of a university vehicle.

9. Never drive while under the influence of drugs or alcohol.

10. Never transport passengers such as hitchhikers, family members, or friends for unauthorized use.

Caution: Unauthorized usage exposes the university to great risk, especially in the event of an accident.

11. Turn the vehicle ignition off, remove the keys, and lock the vehicle when you leave it unattended.

12. Never drive the vehicle at speeds that are inappropriate for road conditions.

13. Never drive the vehicle "off road" unless an exception has been granted(see the "Contacts" section of this document).

14. Report all accidents.

15. Smoking is prohibited  in the vehicle.

16. Never use a cellular telephone while driving, unless hands-free technology is utilized.

 

Reporting of Accidents and Damage

Immediately report any accidents or damage you incur while operating a university vehicle to the local police department, the Department of Risk Management and Insurance, Gallagher Bassett of NY, Inc. (only if after normal business hours and if the Department of Risk Management and Insurance cannot be reached), your supervisor, and your department or unit vehicle representative.

When you have been in an accident, you must:

1. Get immediate medical aid if you are injured.

2. Keep calm and don't argue. Arguing can result in a lawsuit.

3. Make no statements concerning guilt or fault.

4. Never agree to make payments for the accident.

5. Notify the police; a police report may be necessary for some insurance claims.

6. Discuss the accident only with police officers, representatives of Gallagher Bassett of NY, Inc. (the university's third party claims adjuster), or a university official.

7. Record as much information as you can on all other parties to the accident. This information may include their insurance company, their name, license number, plate number, make, model, and year of car, how accident happened, witnesses (with addresses and phone numbers).

8. Fill out a Vehicle Accident Report (see Form 4, in the "Forms"section of this document)and forward it to the Department of Risk Management and Insurance as soon as possible.

9. Refer all questions from lawyers, the other party to the accident, and others to the Department of Risk Management and Insurance.

Proper Vehicle Use: The Department's or Unit's Obligations

Each department or unit that controls a university vehicle(s) must establish a reliable system for tracking departmental vehicle use, and utilize a Vehicle Use Authorization Request Form (see Form 5, in the "Forms" Section of this document) or a form with a similar function. The Vehicle Representative Appointment Form (see Form 2, in the "Forms" Section of this document) must designate one individual to have complete responsibility for the vehicles.

That individual must:

1. Be certain that the proper forms are filled out when a vehicle is used. Provide a vehicle log and require users to complete information on mileage driven and business purpose of off-campus trips.

2. Maintain and update annually a database containing all potential drivers.

3. Allow only drivers with valid licenses to operate vehicles.

Caution: A department or vehicle representative must ask a driver to present his or her valid driver's license before allowing vehicle use.

4. Allow only authorized individuals to drive university vehicles.

Caution: Policy exceptions for student use will be made through: Department of Risk Management and Insurance, Assistant to the Director, Geneva Experiment Station, the Contract College Fleet Supervisor, and the Medical College Office of Risk Management (see the "Contacts" Section of this document).Exceptions will be made if they further the university's mission.

5. Institute a regular review of all maintenance and service records to assure their appropriateness and to schedule regular routine maintenance, including inspections and registrations (see Form 3 in the "Forms" section of this document to be completed by the technician performing the maintenance). These reviews must be semiannual or every 5,000 miles, whichever comes first. Departments with more stringent maintenance requirements, such as the Contract Colleges Fleet Department, are not required to complete this form.

6. Facilitate the dissemination of information regarding driving rules and regulations, safe driving practices, and hazards of the road.

Caution: The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and road regulations.

7. When requested, assist the Department of Risk Management and Insurance in any accident investigation or information gathering activity.

8. Send completed Driving History Questionnaires (see Form 1, in the "Forms" section of this document) to the Department of Risk Management.

RESPONSIBILITIES

The major responsibilities each party has in connection with the university's Use of Cornell Vehicles Policy are as follows:
 

You (The Driver)	Read and understand the Use of Cornell Vehicles Policy.  Comply with its provisions.  Operate your department's vehicle lawfully and safely.  Report any accident as soon as possible, (within a maximum of 24 hours) to all of the following, in this order:  1) The local police agency;  2) Department of Risk Management and Insurance;  3) Gallagher Bassett of NY, Inc. (only if after normal university business hours, and if the Department of Risk Management and Insurance is unable to be reached);  4) Your supervisor;  5) Contract Colleges Fleet Supervisor (only for Contract College Fleet Vehicles).
Department or Unit	Appoint one employee to be responsible for departmental vehicles.  Forward Driving History Questionnaires to the Department of Risk Management and Insurance.  Establish and sustain a system for maintenance of university vehicles, according to the minimum standards set by this document.
University	Make vehicles available for use by university employees in support of the university's mission of education, research, and community service.

FORMS

To properly use a university vehicle, you must complete a variety of forms.

These forms are available in one or more of three printable formats: Microsoft Word, HTML, and Adobe Portable Document Format (Adobe PDF). In order to download and print these forms, you must have the correct application installed on your computer. For information on how to download the necessary software for viewing PDF files (Adobe Acrobat Reader), click here. The HTML version may be completed online and then printed to be submitted.
 
 

Form	Use
Driving History Questionnaire	To ensure and document driver qualifications
Vehicle Representative Appointment Form	To designate and authourize a Department or Unit Vehicle Representative
Safety Service and Inspection Form	To peridodically document condition and usability of the vehicle
Cornell University Vehicle Accident Report	To document the details of an accident
Vehicle Use Authorization Request	To request the use of a university vehicle; to document the time,date and vehicle mileage upon pick up and return of university vehicle
Information regarding these forms can be located at: http://www.policy.cornell.edu/finance_forms.cfm