Borrowing Priviledges of College owned and Rented Motor Vehicles

There will be times when members of the campus community will request the use of a college-owned or rented motor vehicle to complete their employment, curricular or extra-curricular activities. Use of such vehicles will be granted when the college has established an acceptable driving record for the driver.

College-owned or rented motor vehicles will not be loaned for personal usage.

PROCEDURES:

Motor Vehicle Reports:

Motor vehicle reports compile all driving information including license issue date, restrictions, accidents, violations, suspensions, etc. The college uses an outside vendor to provide these reports. Generally, motor vehicle reports take between two and three weeks to complete. As a result, employees and students should give the Transportation Services staff at least three (3) weeks to process the inquiry before the intended use of the vehicle. Once an acceptable driving record has been established, the employee or student, and supervisor or student sponsor will be notified in writing of the ability to borrow college vehicle. (The staff of the college will make this determination.) Driving records should be updated on an annual basis, as the college's motor vehicle records become inactive one year from the date of completion. The Motor Vehicle Report Release Forms and Motor Vehicle Reports will be maintained in the Risk Management Office.

A Motor Vehicle Report Release Form can be found on the Human Resources web page under Guidelines and Procedures, Miscellaneous Information (http://www.gettysburg.edu/administration/hr/guidelines.html).

An Acceptable Driving Record:

Please see the enclosed Motor Vehicle Grading Criteria Sheet for additional information.

New Employees:

When new staff are hired, it is the supervisor's responsibility to ensure that Motor Vehicle Release Forms are processed immediately. For those employees who are required to drive at the time of hire, these forms should be processed at the time of hire. An offer of employment letter will be issued stating that continued employment is conditional pending the receipt of an acceptable driving record. New employees will not be allowed to drive college-owned or rented vehicles until an acceptable driving record is verified.

Changes in Driving Records:

Following the college's receipt of an acceptable driving record, if a person's driving record changes within the next twelve months, the person should notify the Risk Management staff at extension 6069. An evaluation of updated driving status will be completed at this time. If the person is required to drive as part of their job responsibilities, the supervisor should also be notified.

Non-compliance in this area could result in an immediate employment termination.

POLICY INTERPRETATIONS:

Questions related to this policy should be directed to the Risk Management Office staff at extension 6069

The Director of Human Resources and Risk Management will make policy interpretations.