Vehicle Safety - Travel Procedures for University Sponsored Activities Vehicle Use 1. University Owned and Leased Vehicles A. Passenger Cars - Employees or students authorized by their supervisors will be permitted to operate a passenger car. No one under the age of 21 will be permitted to operate the vehicle.   B. Commercial Vans and Trucks - Employees or students with the appropriate drivers license will be permitted to operate a van or truck. No one udner the age of 21 will be permitted to operate the vehicle. 2. Personal Vehicles on University Business A. Employees or students who drive their personal vehicles on school business are responsible for: 1. Maintaining automobile liability insurance in accordance with state law. 2. Maintaining current state vehicle inspections when required. 3. Maintaining their own vehicle in safe operating condition. 3. Rental Vehicles A. Rental vehicles should be rented from a reputable vendor. B. Property damage and liability insurance should not be purchased for domestic rentals. The university is already insured for this exposure. C. Purchase rental insurance from the rental car agency for international travel. Driving Records Each department must provide the Risk Management office with a list of prospective drivers. This list should only consist of drivers who will be driving University owned, leased, or rented vehicles. Driving performance will be monitored throughout the driver's career using information obtained from motor vehicle records (MVRs). Each driver must give his or her permission before a motor vehicle record check can be requested. A list of approved drivers will be maintained in the Risk Management office. An acceptable driving record is one that does not have any DUI, DWI, or similar alcohol or drug related offenses within the past three years. Other serious offenses that should not be on the driving record within the past three years include: 1. Failure to report an accident. 2. At fault in a fatal accident. 3. Conviction for reckless driving. 4. Driving after suspension or revocation of license. 5. Having two or more moving violations for running a red light or stop sign. 6. Having two or more moving violations for speeding.  Driver Performance A. A driver must have a valid drivers license. B. The driver must be alcohol and drug free. C. The driver and all passengers must wear seatbelts. D. The vehicle must be driven at speeds appropriate for the road conditions. E. During competition drivers must limit their driving to a total of four hours per day. F. Total driving time for all other activities must not exceed eight hours per day. G. Two approved drivers are required for trips where travel time exceeds two hours per day. H. Whenever possible driving must be limited to daytime hours. I. The prospective driver must be qualified to operate the type of vehicle he or she will be driving. Vehicle Inspection and Maintenance Vehicles should be routinely inspected prior to use whether University owned or personal. Vehicle maintenance is an important component of a fleet safety program. The most effective control is preventive maintenance. Preventive maintenance (PM) is performed on a mileage or time basis. Typical PM includes oil/filter changes, lubrication, tightening belts and components, engine tune-ups, trace work, tire rotation, brake checks, hose inspection/replacement and radiator maintenance. Procedures for Reporting Accidents 1. Domestic Travel A. If an accident occurs while operating an owned, leased, or rental vehicle notify the Risk Manager as soon as possible. Do not admit liability to the third party involved in the accident. The claim adjuster will determine who is at fault. B. If city police are called to investigate, obtain a case number and submit an incident report to the Risk Manager complete with the case number and a description of the accident. C. Attach a Citizens Exchange of Accident Information Form to the incident report when submitting your report to the Risk Manager. D. You will need to complete a First Report of Injury or Illness Form (TWCC-1) and send it to the Risk Manager for processing if you are injured while traveling on University business. 2. International Travel A. You should purchase automobile insurance from the rental company located in the country you are traveling. B. If you are involved in an accident while traveling in a foreign country report the accident to the rental company as soon as possible. C. As a matter of record, submit an incident report to the Risk Manager when you return to the United States. D. You will need to complete a First Report of Injury or Illness Form (TWCC-1) and send it to the Risk Manager for processing if you are injured while traveling on University business. General Information 1. Automobile Insurance Insurance Agent: John L. Wortham & Son Claim Reporting: 713.348.4751 (Renee Block - Rice University Risk Management) 713.346.1276 (Wortham Claim Office) Insurance Carrier: St. Paul Fire & Marine Insurance Company Policy Number: CA00201009 2. Workers Compensation Insurance Carrier: St. Paul Fire & Marine Insurance Company Policy Number: WVA0205625 Claim Reporting: 713/348.4751 (Renee Block - Rice University Risk Management)