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| RISK MANAGEMENT | |||
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The
safety of Northwestern students, faculty, staff, and the public is a central
concern of Northwestern University. The policies governing the use of University
vehicles by students, faculty, and staff are designed to support safe prudent
use of vehicles.
Approved DriversEmployees - University vehicles may be driven by any licensed driver 18 years and older (operator's license recognized by the State of Illinois for the class of vehicle and the responsibility assigned) who is authorized to drive by the Department Head. In order to drive, employee drivers must have a driving record free of any two moving violations in the past year, or one moving violation and one accident, or two accidents, or any single alcohol related stop.Students - Only students who have been approved by the Office of Risk Management are allowed to drive University vehicles or rented vehicles for University activities. In order to drive, the student must successfully complete the University's Defensive Driving Course and certify that his/her driving record is free of any two moving violations in the past year, or one moving violation and one accident, or two accidents, or any single alcohol related stop. Northwestern University students and student groups are encouraged to use University-owned vehicles for University-related activities. Any individual who drives his or her personal vehicle to an activity assumes all responsibility for the safety of himself/herself as well as any passengers. The University bears no liability for student use of personal vehicles. How do students become approved drivers?Students must have two years of driving experience. Students are required to provide a copy of their current operator's license. The Student's license must be one recognized by the State of Illinois.Students must successfully complete the University's Defensive Driving Course. Student drivers involved in an at fault accident or ticketed for a moving violation in a University vehicle will lose their approved driver status for one calendar year from the date of accident or ticket. Student drivers suspended from driving University vehicles must repeat the approval process. Defensive Driving CourseStudents who successfully complete the computer based training program and continue to have a clear driving history (as defined above) will be allowed to drive approved University vehicles for two years from the date of completion of the course.Driver ResponsibilitiesDrivers must be in possession of a valid drivers license whenever driving a University vehicle. Also, driver must report any change in status of their driving record immediately to the Office of Risk Management.Drivers shall be alcohol and drug free. This includes prescription and non-prescription drugs that may impair a driver's judgment or other faculties. Drivers are responsible to ensure that the vehicle is used only for University business. Drivers shall not pick up or transport family members, hitchhikers, friends, or any other person not on official University business. Drivers are responsible for inspecting the vehicle prior to leaving the place where the vehicle is rented. Once the driver leaves the rental facility with the vehicle, any damages found are the responsibility of the renting party. Drivers shall not operate a vehicle that the driver suspects is not operating properly. The driver shall park the vehicle and call NU Motor Pool (847-491-3560) to make appropriate arrangements so that the vehicle can be operated safely. Drivers must only transport the number of persons for which there are seatbelts in the vehicle. All persons must wear their seatbelts. Drivers must observe all traffic regulations. Drivers are personally responsible for any traffic citations (tickets) that may be issued as a result of operating a University vehicle. Drivers must not drive when driving conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Drivers are responsible for the security and safety of the vehicle until it is returned to the designated location at the University. Drivers may not drive more than four hours in a day and no more than two consecutive hours. All trips over two hours require at least two approved drivers. Drivers shall not drive between 9:00 p.m. and 5:00 a.m. without permission from the Office of Risk Management. Drivers must report all accidents to the Office of Risk Management (847-491-4334) within 24 hours. Any accidents that result in any personal injury or any vehicles requiring towing must be called in to the Office of Risk Management immediately. Accidents not completely reported to the Office of Risk Management will result in $1,000.00 deductible applied and will increase by $500.00 every day after the first 24 hours the accident is not reported. Loss of University Driving PrivilegeStudents involved in an at-fault accident or ticketed for a moving violation in a University Vehicle are no longer approved drivers.Students whose driving record shows they have two moving violations in the past year, or one moving violation and one accident, or two accidents, or any single alcohol related stop are no longer approved drivers. Students involved in accidents while not conducting University business and not en route to the specific University function will lose vehicle privileges for one year and will have no insurance coverage for the accident. Noncompliance with this policy will result in loss of University driving privilege. Vehicle OperationNo vehicle seating more than a driver and seven passengers will be used for University business unless approved by the Office of Risk Management.Vehicle usage for extra-curricular activities shall not cause students to miss class time. Vehicles shall not be operated out of a 150-mile radius during the week. On the weekends, the operating radius is extended to 300 miles with an overnight stay. University vehicles are to be used only for University business. No vehicle may be driven more than ten hours in a day without permission from the Office of Risk Management. All vehicle occupants must wear their seat belts at all times. Adequate vehicle security shall be exercised at all times and locations. Commercial Rental VehiclesNon-University rental vehicles should be used only when it is not possible to use a University-owned vehicle. Rental vehicles should not be used if less expensive transportation is available. Use of rental vehicles shall be limited to University business. Student groups shall arrange commercial rental vehicles through the University Motor Pool. Drivers should use the University's designated rental agency (National Car Rental). In the event of an accident departments not renting vehicles from National Car Rental or the University Motor Pool will be subject to $1,000.00 deductible plus any administration fees charged. Drivers should rent the vehicles in the University's name with the approved driver as the named driver. Under no conditions should the approved driver allow another person to operate their rental vehicle.Do not purchase a collision damage waiver (CDW) from the rental agency, except for international rentals. On foreign business rentals, the driver should accept the CDW/LDW and liability insurance in the minimum amount offered by the rental agency. Should an accident occur, the driver must follow the rental agency accident report instructions, in addition to forwarding a copy of the report to the Office of Risk Management. Vehicle AccidentsAll accidents shall be reported to the Office of Risk Management (847-491-4334) within 24 hours of the accident. Drivers that fail to contact the Office of Risk Management within 24 hours will lose their driving privilege and the student organization will lose their privilege for one year. A police report must be made in the police jurisdiction the accident happened. In addition, the Northwestern University Accident Report Form (If you are having difficulties opening .pdf files, click here for help) must be filled out and delivered to the Office of Risk Management.DeductiblesVehicle accident deductible is a minimum of $500.00; the deductible is to be paid by the sponsoring organization. Accidents reported 24 hours after the occurrence will result in a $1,000.00 deductible and further sanctions as determined by the Office of Risk Management. Insurance coverage is not provided for losses that occur from accidents that do not involve University business.ExceptionsRequests for exceptions to any of the above rules must be made through the group's designated advisor and then the Office of Risk Management.Effective Date
This Policy became effective April 19, 2001 and was updated September
1, 2001.
Northwestern University Office of Risk Management 2020 Ridge Avenue, Suite # 240 Evanston, IL 60208-4335 847-491-4334 |