The operation of motor vehicles is a necessary part of Hutchinson Community College business. The operation of motor vehicles exposes our institution to the risk of loss – through injury to employees or the general public, damage to property and to the college’s overall reputation. Therefore, as a part of management’s commitment to operate all aspects of the college in a safe and responsible manner, we have created the following Fleet Safety Program.

The purpose of this Fleet Safety Program is to detail the policies and procedures Hutchinson Community College takes to minimize the frequency and severity of vehicle accidents. All drivers of college vehicles are required to follow the procedures outlined in this program. Any deviations from this program must be immediately brought to the attention of the Vice President of Finance and Operations.  

This policy applies to all drivers of college vehicles regardless of the amount of time spent in the vehicle. For the purposes of this policy, the term “college vehicle” applies to all college owned, leased, rented or borrowed vehicles and courtesy vehicles.  

The Vice President of Finance and Operations is the designated Fleet Safety Program Administrator.  The Program Administrator is responsible for the program’s implementation, management and recordkeeping requirements.  This includes all driver selection, vehicle maintenance, driver training and other program components. Program results will be regularly monitored to determine needed modifications or additional areas of focus.  The Program Administrator or his/her designee will also perform the following duties:

• Evaluates applicants to determine if they are eligible to drive our vehicles or other vehicles on company business
• Authorizes those persons who are allowed to operate vehicles
• Ensures vehicles are maintained in safe condition
• Develops and enforces fleet safety rules and policies
• Investigates all vehicle accidents and recommends any necessary corrective actions
• Coordinates driver training programs
• Annually reviews this written program and makes any changes needed.

Driver Selection

The Hutchinson Community College Business Office will check the driving history of all applicants through the use of a Motor Vehicle Record (MVR) before they are granted driving privileges and obtain an updated MVR for all approved drivers annually thereafter. MVRs will also be checked whenever an employee is involved in a motor vehicle accident. A driver list is maintained and updated annually, including the last date of an MVR for each driver. The approved driver list will be maintained by the Business Office.

Employee and student applicants will be prohibited from operating college vehicles under any of the following conditions:

• Applicant does not have a valid U.S. state issued driver’s license, or the license has been suspended or revoked
• Applicant MVR indicates any one of the following major violations within the past five years:
  • Driving under the influence
  • Reckless driving/speed contests
  • Hit and run
  • Vehicular manslaughter/homicide
  • Leaving the scene of an accident
  • Fleeing/eluding a police officer
  • Refusing a chemical test
  • Operating with a suspended or revoked license
• Applicant MVR indicates any one of the following major violations within the past three years:
  • Passing a stopped school bus
  • Speeding 20 or more miles over the speed limit
• Employee has tested positive in an alcohol or drug test while in our employment
• Employee MVR indicates more than two at-fault accidents, or three moving violations, or two moving violations plus one at-fault accident in the past three years
• Student has tested positive in an alcohol or drug test while enrolled at HCC
• Student MVR indicates more than one at-fault accident, or two moving violations, or one moving violation plus one at-fault accident in the past three years

Upon initial assignment of driving privileges, all student drivers will be required to complete training before they are allowed to drive a college vehicle. Students may not operate college vehicles in which passengers are transported unless additional training has been completed and the student has been authorized by the Program Administrator.  Ongoing training will be offered to all drivers, at least annually, to ensure they are kept up-to-date with defensive driving techniques and changes to the policies and program. Training and retraining will be documented by the Program Administrator.

All vehicles owned/leased by the college may be used only for transportation requirements involving college related activities.

No employee, student, or nonemployee (for example, an employee’s spouse or child) is allowed to operate a college vehicle unless the Business Office has authorized that person to drive. Before any person who is not an employee or a student is permitted to use a college vehicle, he or she must meet the same qualifications as those for employees. Use of college vehicles by employees and nonemployees under the age of 18 is prohibited.

All vehicles owned/leased by the college shall be parked and/or stored on the campus of the college when not in use, unless alternative arrangements have been approved by the Program Administrator.

To extend the useful life of vehicles, regular inspections and maintenance will be completed on all college owned and operated vehicles. If during an inspection a vehicle is found to be in disrepair, the vehicle will be removed from service until it can be repaired or replaced. Each driver will inspect the vehicle before each use. All problems must be promptly reported on the trip card.

All motor vehicle operators must obey all state laws and posted signs when operating vehicles. In addition, the following rules must be followed at all times.

Cell Phones and Other Distractions. The use of handheld cell phones or other devices that take attention away from the driving task, are prohibited when driving company vehicles. Passengers may use devices only if the use will not be distracting to the driver. Cell phone calls should be made prior to or at the completion of a trip. Food and nonalcoholic drinks may be consumed with great discretion when vehicle is in use and only in situations where driving hazards are minimal (i.e., not in traffic, through road construction, etc.)

Seat Belts. Seat belts must be properly worn by all drivers and passengers while the vehicle is in operation. Children being transported in a college vehicle must remain properly secured in a child safety seat or booster seat according to state law.

Drugs and Alcohol.  A driver will not operate a motor vehicle at any time when his/her ability is impaired, affected or influenced by alcohol, illegal drugs, medication, illness, fatigue or injury. The sale, purchase, transfer or possession of any controlled substance (except medically prescribed drugs) is strictly prohibited while using a company vehicle, while on the company premises or while engaged in company business.

Severe Weather. Extreme caution must be exercised when driving in severe weather conditions. If a driver has any doubt about the safety of travel, the driver may contact his/her supervisor.

Radar Detectors. The use of radar detectors or any other device with the purpose of detecting or interfering with police radar is prohibited.

Glass. Damaged glass should be reported on the trip card. To reduce windshield damage, drivers will:   

• Keep a safe distance between vehicles, especially on gravel roads
• Use clean, greaseless, dry cloths to wipe the windshield
• Use plastic or rubber ice scrapers, never metal

Towing. Only vehicles pre-approved by the Motor Pool Coordinator may be used to tow trailers of any size or type.

Animals. Non-service animals are not allowed in college vehicles.

Vehicle Accident Investigation. Vehicle accident investigations are handled internally and may utilize external documents such as police reports. Vehicle accident reports are to be filled out by the driver and returned to the Business Office as soon as reasonably possible. The Program Administrator will determine accident preventability and the proper course of disciplinary action that might be necessary. The Program Administrator will also determine if additional training is needed to prevent similar accidents from occurring in the future. Trends in types of accidents or multiple accidents by the same driver will receive additional scrutiny, as they may signal the need for additional training or changes to driver selection procedures.

When in an accident, drivers must:

• Stop your vehicle and protect the scene to prevent a secondary accident.
• Call for medical assistance and assist any injured people, if necessary.
• Call the police and the Program Administrator or supervisor as soon as possible.
• Locate any witnesses and get important information from them. If possible, get names, addresses and phone numbers.
• Exchange pertinent information with other drivers.
• Take photos of the accident.
• Fill out a vehicle accident report form and send it to the Program Administrator
• Never admit fault or apologize. Apologies could be interpreted as an admission of fault.
• Never argue with other drivers or witnesses.
• Never argue with the police.
• Never make a statement to the media. Refer them to the Program Administrator.
• Never discuss details of the incident with anyone except a representative of Hutchinson Community College or the police.
• Report every accident no matter how small to the Program Administrator.

Vehicle Accident Report forms must be kept in each company vehicle for use after an accident. If the vehicle you are driving does not have a Vehicle Accident Report form in it, contact the Motor Pool Coordinator.

Roadside Assistance

If service for a vehicle is needed after school business hours or an employee is traveling out of close proximity to the college, the college has a 24-hour roadside assistance plan.  An information card is located in the vehicle bag with a list of services covered, the vehicle details, and the information needed to place a service call. The driver will not be responsible for any out-of-pocket expenses for the service call.

Periodic Program Review

At least annually, the Program Administrator will conduct a program review to assess the progress and success of the Fleet Safety Program. The review will consider the following:

• Evaluation of all training programs and records
• The frequency and severity of vehicle accidents during the previous year
• The need for changes to the Fleet Safety Program, based on evaluation of the program and results
• The need for changes to the driver selection/disqualification criteria

Record Retention

All records will be retained for 10 years.

November 2016