Effective Date: July 1, 2019
Last Reviewed: July 1, 2019

1.0 Policy Statement

1.1 The purpose of the Motor Vehicle Operations Policy (“Policy”) is to establish standards which shall help ensure the safety of Stonehill College’s Authorized Drivers and their passengers and to ensure safe operation of vehicles. This Policy pertains to Authorized Drivers only.

1.2 Authorized Driver (“Driver”) refers to all current Stonehill College employees who have driving as a requirement within their job description and successfully meet all of the driver qualifications and general provisions in this Policy. Additionally, this Policy covers all students who drive on College business. An employee may be considered an Authorized Driver if they are temporary assigned job duties which require driving.

1.3 A Driver is given certain privileges and assumes the duty of obeying all motor vehicle laws, maintaining the vehicle properly at all times, and following this Policy as well as the College’s Motor Vehicle Operations Procedures and Guidelines. Stonehill College vehicles are provided to support College activities and are to be used only by qualified and authorized persons. In all cases, these vehicles are to be operated in strict compliance with motor vehicle laws of the jurisdiction in which they are driven and with the utmost regard for their care and cost efficient use.

2.0 Program Administration

2.1 Human Resources will be responsible for reviewing Authorized Drivers’ licenses and driving records annually. In addition, Human Resources will maintain documentation of minor and/or major driver violations on all Authorized Drivers during employment.

2.2 Departmental Responsibilities: Each department has a responsibility for authorizing and controlling official use of their vehicles and administering this Policy.

3.0 Driver Qualifications & General Provisions

Drivers must meet all of the Driver Qualifications and follow all of the General Provisions listed in this section while driving College or personal vehicles on Stonehill College business, and otherwise follow the policies and procedures of the College.

3.1 In order to meet the objectives of this Policy, Stonehill College reserves the right to review driver’s licenses and driving records of all Drivers.

3.2 Driver Qualifications

3.2.1 Driver must have a current, valid driver’s license issued in the state of their residency. A driver’s license issued outside of the United States or its territories is not valid for the purposes of this Policy. Obtaining a driver’s license is a personal expense.

3.2.2 Driver must have a current driver’s license for the class of vehicle driven.

3.2.3 Driver must be an active Stonehill College employee or student.

3.2.4 Driver must pass an on-line driver training program annually.

3.2.5 Driver must be at least 18 years old. (An exception may be allowed after a review by the department supervisor and Human Resources, based on the needs of the department. Based on agreements with third party vendors regarding the use or lease of vehicles Drivers may need to meet a different age requirement.

3.2.6 Driver must have an acceptable driving record. Drivers are subject to an annual Motor Vehicle Record (MVR) check at the discretion of the College. In order to be authorized to utilize a vehicle under this Policy, Driver must consent to have their driving record checked with the appropriate motor vehicle registry. MVR’s will be obtained for review on all prospective drivers who, by the nature of their job, will drive vehicles in connection with their employment. Human Resources will obtain and review all records at least on an annual basis.

3.2.7 Drivers subject to Department of Transportation (DOT) regulations may be required to obtain a DOT medical card and physical on a periodic basis or meet any other requirement of DOT. If other state or federal requirements apply, Drivers shall be subject to such requirements consistent with the law.

3.2.8 Driver must read and adhere to the College’s Motor Vehicle Operations Procedures and Guidelines. A copy will be provided upon application to become a Driver.

3.2.9 Driver must obey all motor vehicle laws and complies with all applicable state laws and regulations.

3.2.10 Driver must use College vehicles for authorized business only. Drivers will not permit an unauthorized person to drive the vehicle. Unauthorized drivers may be personally liable for any accident or loss.

3.2.11 Driver is prohibited from driving a 15 passenger van.

3.3 General Provisions

3.3.1 A non-authorized driver transitioning into a role whereby their new job description contains driving responsibilities will only be designated an Authorized Driver after meeting all of the driver qualifications and general provisions in this Policy.

3.3.2 Driver must report to their supervisor and Human Resources any and all instances of cited moving violations (any violation of vehicle laws that is committed by the driver of a vehicle while the vehicle is moving. Examples of moving violations include, but are not limited to the following: speeding, running a stop sign or red light, driving under the influence of drugs or alcohol. Drivers must also report any license suspensions, or of any new or pending charges that could disqualify the Driver from operating a vehicle, within the timeframe as stated in sections 5.1.1 and 5.1.2 of this Policy.

3.3.3 Driver must report to their department supervisor and Human Resources, any instances under which they may temporarily be restricted from operating a motor vehicle under applicable state law.

3.3.4 Driver may not operate a College vehicle when their ability to safely do so has been impaired by illness, fatigue, injury, alcohol, or medication.

3.3.5 Driver must use safe driving principles, practices and techniques at all times.

3.3.6 Use of College vehicles is permitted only during the hours an employee is on assignments for the College.

3.3.7 Driver may not transport unauthorized passengers or materials in College vehicles. For the purposes of this Policy, “unauthorized passenger” is defined as any person who is not a student, faculty member, or employee of the College or is not otherwise affiliated with the College, unless previous permission to transport the passenger has been secured by the appropriate College official.

3.3.8 Driver may not transport firearms in College vehicles (excludes Campus Police officers).

3.3.9 Driver may not transport animals in College vehicles unless it is directly related to College business and the animal(s) have been properly secured in the vehicle.

3.3.10 Driver may not transport any alcohol (unless permitted by the department) in any College vehicle. While possession of necessary prescription and over the counter drugs is acceptable, drivers should always follow their physician’s medical advice with respect to whether driving is permissible while taking any medications. Drugs which are illegal under federal law (even if legal under state law) should not be transported.

3.3.11 Department/Driver must properly maintain the vehicle at all times.

3.3.12 Smoking is prohibited in all College vehicles.

3.3.13 When no other option is available, food may be consumed in a College vehicle.

3.3.14 Driver may not make any alterations to the vehicle or apply decals, bumper stickers or other items to the vehicle. Alterations to vehicles for accessibility purposes should be discussed with Human Resources prior to making alterations.

3.3.15 Driver must be responsible for the security of the College vehicle. Driver must turn the vehicle off, remove keys, and lock the vehicle when it is left unattended.

4.0 Operational Environment

4.1 Occupant Restraints

4.1.1 Use seat belts or other available occupant restraints. The Driver will not operate the vehicle unless all occupants are wearing the appropriate restraints. Do not permit total occupancy to exceed the number of seat belts.

4.1.2 Restraint devices shall be applied before starting the engine.

4.2 Distracted Driving and Cell Phone Use

4.2.1 Placing or receiving cell phone calls while operating a vehicle on College business is strictly prohibited unless the vehicle is parked or unless the cell phone can be accessed using “hands free” technology which comports with law of the state where the vehicle is being operated.

4.2.2 Texting or reading texts while operating a vehicle on College business is strictly prohibited unless the vehicle is parked. “Hands free” technology may be used if available.

4.2.3 Using computing devices while operating a vehicle on College business is strictly prohibited unless the vehicle is parked.

4.2.4 Navigation devices shall be programmed before the trip is started, not while the vehicle is in motion.

4.2.5 There should be no throwing of objects or other driver distractions. Drivers whose passengers are causing distractions should stop the vehicle in a safe place until the distractions have ceased.

4.3 Aggressive Driving Aggressive driving is prohibited. The following practices are forbidden as relates to interaction and potential road rage incidents with other drivers: Ø

• speeding Ø

• tailgating Ø

• failure to signal a lane change Ø

• running red lights and stop signs Ø

• weaving in traffic Ø

• yelling Ø

• obscene gestures Ø

• excessive use of the horn

4.4 Vehicle cleanliness

Drivers are responsible for returning College vehicles in clean condition. A charge or loss of privileges may be imposed if the interior of a vehicle is returned dirty. All trash and personal belongings need to be removed from a vehicle before it is returned.

5.0 Incident Reporting and Analysis

5.1 Incident Reporting

5.1.1 Drivers must report all major violations (see section 6), whether on College or non-College business, to Human Resources in writing within twentyfour hours of the incident. All cited minor violations must be reported in writing to Human Resources within two business days of the incident.

5.1.2 All cited violations must be reported prior to the start of the next shift or job that would require the Driver to operate a College vehicle. 

5.1.3 Vehicle Accident Report forms are available in each College vehicle to ensure that all necessary information pertaining to an accident/incident is obtained for proper analysis, claims reporting, corrective action and determination of preventability. Forms are also available at Campus Police.

5.2 Incident Review and Analysis

5.2.1 All accidents/incidents will be reviewed by the department supervisor and Human Resources, for the purpose of determining corrective action and preventability.

5.2.2 Preventable incidents may be reviewed with the Driver with appropriate actions implemented to prevent a recurrence.

5.2.3 Corrective actions identified will be implemented in a timely manner.

5.2.4 Motor vehicle fleet incident/accident records will be analyzed periodically to help determine if program requirements need to be modified.

6.0 Automobile Liability

6.1 Stonehill College’s automobile insurance policy provides coverage for College employees and students while driving a College owned, leased, rented vehicle for College business. Consistent with state law a Driver’s individual insurance may be impacted based on major or minor violations which occur while driving on College business.

6.2 Personal vehicle use for College business is discouraged. If an accident occurs, the employee must submit the claim to their insurer for payment.

6.3 Drivers must complete a Motor Vehicle Record Disclosure and Release Form, include a photocopy of their valid driver’s license, complete annual online training and receive approval before driving for the College.

6.4 Once Human Resources receives a new Motor Vehicle Record Disclosure and Release Form, a driving record check is performed and evaluated. Within two weeks, if approved, the applicant will receive an email with instructions for completing online training.

6.4.1 All cited violations and at-fault accidents are viewed in a three-year timeframe.

6.4.2 If the applicant’s record falls in the “poor” category, the application may be denied and that person may not be able to drive any Stonehill owned, leased, or rented vehicles, and all driving privileges may be suspended immediately.

6.4.3 Any major violation in the last three years is automatically a “poor” MVR and Human Resources may take appropriate disciplinary action.

6.4.4 There are two kinds of traffic violations in Massachusetts: civil and criminal violations. Civil infractions are minor violations of a rule. In most cases, they can be resolved by paying fees. Civil (minor) infractions include speeding, failure to signal a turn, and disobeying a traffic sign. Criminal (major) violations are serious. These can be either misdemeanors or felonies. Examples include driving under the influence, driving with a suspended license, and leaving the scene of an accident. Criminal offenses can result in jail time, indefinite license suspension, and costly fines. The 6 College will apply these definitions when determining whether an incident is a minor or major violation, however, based on the facts of the incident, the College, at its discretion, can designate any infraction either minor or major. If the incident occurs outside of Massachusetts Human Resources shall consult with the Office of the General Counsel to determine the categorization of the incident.


Number of Minor Violations      Number of at-fault accidents

            0          1          2          3

0          Clear    Acceptable       Borderline        Poor

1          Acceptable       Acceptable       Borderline        Poor

2          Acceptable       Borderline        Poor     Poor

3          Borderline        Poor     Poor     Poor

4          Poor     Poor     Poor     Poor

Any Major Violation      Poor     Poor     Poor     Poor

7.0 Program and Procedures Review

In support of this Policy, the Vice President for Finance, through their designee, shall maintain procedures and guidelines regarding operation of motor vehicles under this Policy. Such procedures and guidelines shall be reviewed periodically and be published on the College’s website.

8.0 Record Keeping

All records relevant to Drivers (qualifications and driving records) will be maintained by Human Resources, per College procedure and legal requirements as appropriate.

9.0 Disciplinary Action

9.1 Violations of this Policy may lead to the loss of driving privileges and disciplinary action up to and including termination for those operating College owned, leased or rented vehicles, or when driving another person(s) while on College business with your personal vehicle. Here are some samples of violations: Ø

o Operating a motor vehicle without a valid driver’s license. Ø

o Failure to report the suspension or revocation of his/her driver’s license. Ø

o Failure to obey College and local traffic regulations. Ø

o Operating a College owned, leased, or rented vehicle outside of the scope of destination and school related activity.

o Operating a College owned, leased, or rented vehicle in a reckless or unsafe manner. Ø Driving which results in the intentional destruction of property. Ø

o Failure to report an accident involving a College owned, leased, or rented vehicle to a department supervisor and Human Resources. Ø

o Operating College owned, leased, or rented motor vehicle while under the influence of alcohol or drugs. Ø

o Other or similar violations.

9.2 Disciplinary actions will be coordinated through Human Resources, in cooperation with other Stonehill College management staff.

Stonehill College

Motor Vehicle Record

Disclosure and Release

In connection with my ongoing employment/application for employment or my ongoing enrollment as a student at Stonehill College, et al with authorization to operate college owned vehicles, I understand that a motor vehicle record, which contains public record information, may be requested. I further understand that such report(s) will contain personal information and public record information concerning my driving record from federal, state and other agencies which maintain such records; as well as independent services that provide driving record information.

I authorize, without reservation, any party or agency to furnish the above- mentioned information to Stonehill College or its agent.

I hereby authorize procurement of my motor vehicle report annually. This authorization shall remain on file and shall serve as ongoing authorization for you to procure such reports at any time during my employment/enrollment. Stonehill College’s commercial insurer and agent will also use this information in conjunction with loss control and safety review efforts.

* Social Security number, date of birth, and driver’s license are requested to ensure accurate retrieval of records. They will not be considered by the college in making employment or enrollment decisions. This form will be filed separately from your employment/enrollment application.

 ___________________________________________                __________________________

Full Legal Name (include Middle Initial)                                          Social Security Number ___________________________________          _________________                   ________

Driver’s License Number                                           Date of Birth                                  State  ___________________________________      _________________

Signature                                                                  Date