Vehicle Use and Driver Approval

Operational Standard/Purpose

Illinois Central College has numerous employees whose responsibilities may include traveling or properly operating automobiles and other motorized vehicles, which include but are not limited to automobiles, vans, trucks, golf carts, buses, and all-terrain vehicles. This procedure defines the process by which an individual requests use of a college fleet vehicle, driver, and/or is approved to operate a vehicle in connection with their college responsibilities.

Scope/Applicability

This procedure applies to all employees, students, volunteers, or others who operate or request use of college-owned or leased vehicles, or any other vehicles used for college-related business.

Procedure

1. General Principles
   1. College-owned or leased vehicles are provided for official college business only.
   2. No person shall operate a college vehicle without being authorized as an Approved Driver.
   3. Campus Police will maintain an Approved Driver’s List for the College.
   4. It is the responsibility of the Manager to ensure that only Approved Drivers are allowed to operate college vehicles. Upon request, Campus Police will provide a list of the individuals currently on the Approved Driver’s list from your area.
   5. Drivers and travelers are required to comply with state statutes, the guidelines of this procedure, and any additional college policy or procedure including but not limited to the Student Travel Policy SOP, Student Life Handbook, Student Handbook, Employee Handbooks or Contracts, Board of Trustees Policies and Procedures, Accounts Payable guidelines, and the Illinois Vehicle Code.
   6. Failure to follow procedures may result in the loss of college vehicle privileges
2. Becoming an Approved Driver
   1. For individuals to be considered for the College Approved Drivers List, they must:
      • Be a college employee, OR on a case-by-case basis be a student or volunteer of at least 25 years of age
      • Have a current and valid driver’s license, appropriate to the type of vehicle being driven
      • Submit a Driver’s Summary Form to the Campus Police Department for review and approval
   2. The Manager of Benefits, Leaves, Risk Management, and Safety may need to review prior moving violations, traffic crashes, and/or misdemeanors relating to use of a vehicle with Insurance Carriers before approval.
   3. If an individual is not eligible to be on the Approved Drivers List, the Manager should consult with Human Resources and the Manager of Benefits, Leaves, Risk Management, and Safety to determine how this may impact the individual’s position with the College. 
   4. It is the employee’s responsibility to report to their manager any violations, crashes, or changes to license status that may impact their ability to drive a college vehicle. Failure to report could result in disciplinary action up to and including dismissal.
   5. In maintaining the Approved Driver’s List, Campus Police will periodically review the license status of those previously listed.
3. Categories of Drivers and Requirements
   1. Individuals that operate golf carts, electric vehicles, and “Gator” style vehicles, automobiles, trucks, and vans must: 
      • be an Approved Driver
      • have a valid driver’s license class D or above
   2. Individuals that operate non-CDL vehicles requiring a Department of Transportation (DOT) physical (over 10,000 lbs. GVWR or 10,000 lbs. combined GVWR if pulling a trailer) must: 
      • be an Approved Driver 
      • have a valid driver’s license Class D or Class C or above as applicable
      • pass a DOT physical and drug test at least every two years
      • carry a current copy of their medical examination certificate with them when they drive
   3. Individuals that operate vehicles that require a CDL (over 26,000 lbs. GVWR, 26,000 lbs. combined GVWR, or a vehicle designed to carry 16 or more passengers including the driver) must:
      • be an Approved Driver 
      • have a valid driver’s license CDL Class B or Class A as applicable
      • pass a DOT physical and drug test at least every two years
      • carry a current copy of their medical examination certificate with them when they drive
   4. Drivers may be required to complete a defensive driving course as required by the college.
   5. Further information on driver’s license classifications, requirements, and endorsements can be found at The Office of the Illinois Secretary of State, Commercial Driver's License (CDL) and Commercial Learner's Permit (CLP) and Illinois Rules of the Road.  
4. Requesting Use of a College Fleet Vehicle / Driver
   1. Request use of a college fleet vehicle / driver in the Events module of Coursedog. 
   2. Employees must have approval from their manager before submitting a request. 
   3. College vehicles are limited to traveling a maximum distance of 400 miles from campus. Exceptions must be granted on a case-by-case basis.
   4. If a requestor wants a vehicle outside of what the college has available in its fleet, it is up to the individual or department to make those arrangements with a rental or charter agency. See Vehicle Rental and Charter SOP for further information.
   5. Vehicle and driver requests are coordinated by the Campus Police Department. 
   6. Submitting a request and having it approved in Coursedog does not guarantee vehicle or driver availability. Vehicles and drivers will be assigned based on factors such as number and type of vehicles available, type of travel, distance, number of travelers, etc. When a vehicle or driver is unavailable as requested, the requestor will be notified as early as possible for alternate arrangements to be made. 
   7. Requesters must submit actual headcounts at least 72 hours before travel. The number or type of vehicle(s) may be changed if headcounts fall outside a minimum or maximum allowed for vehicles.
   8. Vehicle binders that contain keys, fuel credit cards, insurance information, and other documents for a trip should be picked up by requestors in the East Peoria Campus Police Office in 103A shortly before the requested trip start time.
5. Costs Related to Travel
   1.  After travel, departments are charged back at the current rate for:
      • Vehicle mileage costs
      • Driver wage costs (for grant budgets only)
      • Excessive cleaning costs
      • Toll fees
   2. Departments are responsible for parking fees and driver overnight lodging, or similar costs applicable to a trip.
   3. Drivers are responsible for any moving or parking violation received while driving a college vehicle.
6. Operation of College Vehicles for Travel
   1. A pre-trip inspection must be performed and drivers should familiarize themselves with the vehicle before leaving. 
   2. Trailers and roof mounted loads are prohibited unless pre-approved.
   3. Passengers in group travel are limited to one bag or suitcase and one personal item in addition to any team or department equipment. 
   4. Drivers are limited to ten (10) hours of driving. Once that limit is reached, a driver must have at least an eight (8) hour break period. 
   5. Tobacco use in a vehicle is prohibited.
   6. The use of hand-held cell phones or eating while driving is prohibited.
   7. Animals are prohibited from riding in vehicles.
   8. Vehicles must be locked when unattended.
   9. At the conclusion of a trip, drivers must:
      •  Record beginning and ending mileage
      • Fully re-fuel the vehicle
      • Place any fuel receipts in the binder
      • Return vehicle to its appropriate location on campus
      • Ensure all lights and accessories are off, and windows are shut
      • Remove any trash and clean any spills or excessive dirt or debris
      • Complete the post-inspection checklist
      • Return binder with all its contents to Campus Police in 103A
7. Procedures for Traffic Crashes or Other Damage
   1. Drivers must report any traffic crash to the police department having jurisdiction where a crash occurs. 
   2. Drivers must also notify their manager. 
   3. Any vehicle damage should be reported to Campus Police so an incident report and/or work order can be completed. 
   4. Drivers must complete any required crash report forms and provide Campus Police with copies. Campus Police will forward reports to the Benefits, Leaves, Risk Management, and Safety Office
8. Procedures for Mechanical Failures
   1. If a vehicle breakdown occurs, drivers should park in a safe place and then call Campus Police. Campus Police will work with Facilities Services to determine any repair of the vehicle and how travelers will be picked up to return or continue to their destination. 
   2. Departments will not generally be charged back extra vehicle mileage, driver fee, or rental due to mechanical failure occurring on a trip.
   3. Minor mechanical problems should also be reported to Campus Police. If Facilities Services authorizes the requestor to fix minor repair problems on the road, individuals will be reimbursed for any personal expenditure for the repairs.
9. Use of Personal Vehicle for Travel
   1. Individuals are encouraged to use College-owned vehicles while traveling on college business. 
   2. If an individual uses their own personal vehicle to travel on college business, they may be eligible for mileage reimbursement. See Accounts Payable guidelines for more information.
10. Insurance
    1.  In most cases, the College’s automobile insurance policy will provide primary insurance coverage for college-owned vehicles, unless the damages result from an intentional act or gross misconduct on the part of the individual driving the vehicle
    2. If using one’s own personal vehicle for travel, the individual's personal automobile insurance is the primary insurance coverage.

Additional Provisions/Information

1. Related Policies, Documents, and Statutes
   1. Driver Summary Form
   2. Student Travel Policy SOP

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