Operation of College Vehicles

Administrative Procedure 3.704

Elgin Community College has a duty and a responsibility to establish guidelines for driving College owned or leased vehicles. The College hereby sets these minimum standards in this procedure for operation of vehicles. The safety and well-being of the students, faculty, staff and guests is of the utmost importance. It is crucial that every student or member of the College’s faculty and staff who accepts the responsibility of operating a College vehicle should consider safety a fundamental part of that responsibility. This policy covers the following individuals: 

• Current ECC employees/students 21 years of age and older who drive ECC vehicles when involved in official college business. 
• Any contracted individual(s) conducting official College business, required to operate College Vehicles. 
• College Trustees conducting official College business. 

Definitions: 

• “Motor Vehicle” includes all passenger and service vehicles which must be registered and licensed with the Illinois Department of Motor Vehicles and certain other vehicles designated by the Vice President of Business and Finance. Elgin Community College Police Department vehicles are exempt from some provisions of this procedure and are covered under Illinois Compiled Statutes (625 ILCS 5/1-162.3) Sec. 1-162.3 Police vehicle, and (625 ILCS 5/11-205) Sec. 11-205. Public officers and employees are to obey Ace-Exceptions. 
• “Official College Business” includes any authorized use to meet the needs of approved programs, functions, or activities of the College and its officers, departments, organizations, and operating units. 

Vehicle Identification 

College vehicles shall bear the College emblem on both front doors, and must display municipal license plates, except where exempted from one or more of these requirements by the Vice President of Business and Finance in accordance with and to the extent permitted by applicable State laws. 

Insurance 

All vehicles will be covered by liability and comprehensive insurance consistent with the requirements of applicable state law, whether through commercial insurance policies or under a self-insurance program approved by the College Vice President of Business and Finance.

Driver Qualification 

• A driver 21 years of age or older shall possess a valid driver’s license. 
• The supervisor or manager of the department requesting use of a College vehicle shall see that the applicant completes all information on the Elgin Community College “Request for Vehicle Driver Authorization Form”. The department supervisor or manager of the applicant must sign the form. The form must be completed, processed and approved by Elgin Community College Human Resources Department at least 15 business days prior to driving any College vehicle. 

The form is located on the ECC employee portal under Business and Finance and Human Resources forms. Using the information supplied on this form, the ECC Human Resources Department will check the applicant’s driving record via inquiry through the Office of the Illinois Secretary of State, Driver’s Services Department. Results of the check will be compared to the College guidelines for approved drivers. If the check does not result in approval, applicant is not eligible to drive College vehicles and the authorizing supervisor or manager will be notified. The information received from the Office of the Illinois Secretary of State will be kept confidential and used only to determine driver approval. The recheck process will be conducted by the college’s insurer on an annual basis. 

To be eligible, a driver must not have been convicted of any of the following offenses as described below: 

• Convicted of driving under the influence of alcohol or drugs within the past three years
• Convicted of reckless driving within the past three years
• Convicted of speeding over 25 MPH above limit or more than two moving violations within the past three years
• Convicted of hit and run accident or leaving the scene of a property damage or injury accident
• Convicted of any felony, homicide or manslaughter involving use of motor vehicle
• Convicted of fleeing or attempting to elude a police officer
• Also, a driver must not have been convicted of more than one moving violation within the last 36 months or had:
• A suspension or revocation (other than administrative)
• Been issued a probationary, judicial, restricted/occupational or family responsibility permit or temporary driver’s license. 

Persons who are convicted of any of the above violations after becoming an approved driver for the College must immediately notify the authorizing department supervisor or manager and the ECC Chief Human Resources Officer (or their designee) in which event the privilege to drive ECC vehicles will be withdrawn.

Rules Governing the Operation of ECC Vehicles and Driver Responsibility 

The ultimate responsibility for the safety and well-being of all passengers belongs to the driver(s) of ECC vehicles. No policy or procedural statement can eliminate that responsibility. All laws must be obeyed and good safety practices followed on an ongoing basis. 

• Compliance with Traffic Laws
  Operators of ECC vehicles will comply with all motor vehicle regulations, laws, and ordinance at all times. Driver(s) of College vehicles shall be personally responsible for fines, forfeitures of bail, or other penalties based on parking and traffic violation and citations. Drivers must be in possession of a valid driver’s license while operating a college owned or lease vehicle. 
• Alcohol and Drugs
  The use of alcohol and/or drugs by the driver or passengers of ECC vehicles is strictly prohibited, either while in possession of the vehicle or within 8 hours prior to such possessions. 
• Seat Belts
  In compliance with stated laws, all drivers are required to use safety belts while operating a vehicle owned or leased by ECC. Similarly, all passengers, regardless of placement in the vehicle, must wear seat belts while the vehicle is in motion. It is the driver’s responsibility to insure 100 % compliance with this provision of the procedure. 
• Loading
  No College vehicle will be loaded beyond the manufacturer’s design in number of passengers or total vehicle weight. It is the driver’s responsibility to insure 100 % compliance with this provision of the procedure. 
• Authorized Passengers
  Only those individuals affiliated with the College, faculty, staff, students or invited guest(s), are to be transported in ECC vehicles. Personal use is strictly prohibited. It is the driver’s responsibility to insure 100 % compliance with this provision of the procedure. 
• Vehicle & Equipment Inspection
  Any equipment discrepancies, failures, or vehicle damage will be reported to the appropriate controlling office. The driver assigned to a College vehicle will inspect it before use so that preexisting problems, damage, or unsafe conditions are noted at the outset, and if possible, corrected before vehicle use. Vehicles thought to be unsafe should not be taken out on the road under any circumstances. 
• Luggage
  All luggage and equipment shall be stored in a secure fashion so that it does not interfere with the safe operation of the vehicle or endanger the safety of the passengers. 
• Uncooperative Passengers
  Passengers who do not, by their actions while being transported in an ECC vehicle, support the safe driving goals of this procedure should be reported by the driver to the department supervisor who approved the use of the ECC vehicle for College business. 
• Distractions
  The driver’s attention should always be on the safe operation of the vehicle. Distractions such as eating, drinking, texting, or cell phone use by the driver while the vehicle is in motion are prohibited. Smoking is prohibited in College vehicles. 
• Unauthorized Use of ECC Vehicles
  Only authorized and qualified drivers may operate ECC vehicles. Drivers to whom vehicles have been signed out are not authorized to delegate driving responsibility to other drivers except in an emergency and, then only where the delegated driver is also a qualified driver for ECC vehicles. Improper delegation of driving responsibility will result in termination of driving privileges for the authorized driver. 
• Accidents Involving College Vehicles
  If there is an accident involving an ECC vehicle, the first order of safety is to attend to any injured parties and to ensure that all parties are safely out of further danger in the area of the accident. Note: injured parties should be moved only by medical personnel except under the most unusual and crisis-like circumstances to prevent added trauma to the victims. 
• License Expiration/Renewal
  It shall be the responsibility of any authorized driver of College vehicles to maintain a current and valid driver’s license. Drivers shall provide the ECC Human Resources Department with a photocopy of their renewed driver’s license and a new Authorization Request Form prior to expiration date on their license. Failure to do so will result in the driver’s name being removed from the list of authorized drivers. 
• License Type
  License and endorsement(s) must be appropriate for type of vehicle used. 
• Vehicle Security and Safety
  Drivers are responsible for the security and safety of the vehicle until it is returned to designated location at the college. 
• Driving Conditions
  Drivers must use caution and discretion when driving conditions are hazardous (this includes but is not limited to heavy fog, heavy rain, snow or ice condition). 
• Time Restrictions
  Drivers may not drive more than three consecutive hours without a 30 minute rest break or more than eight hours in one day. All trips over three hours require at least two approved drivers. 

The department responsible for the College vehicle shall ensure a driver’s packet in the glove box of each vehicle contains information on accident reporting, as well as an insurance card bearing the name of the College’s insurance broker and a copy of this Administrative Procedure. No driver shall operate an ECC vehicle for the College unless he/she has the accident reporting kit and the insurance card in the assigned vehicle. 

ECC procedure requires that any accident involving College vehicles, regardless of severity, location, or fault, should be reported immediately to the law enforcement authority within the jurisdiction where the accident occurred (and to the Human Resources Department and the Business and Finance Department). 

No statements should be made to anyone other than law enforcement personnel. No statements regarding payment of damage should be made. No one should admit liability. The vehicle should be moved only when so instructed by police, unless, in the driver’s best judgment, moving the vehicle is the safest course of action. Drivers of College vehicles are personally responsible for all citations received as a result of an automobile accident, excessive speed, and other violations. 

Elgin Community College reserves the right to alter, change, amend or revoke this procedure at any time. The College also reserves the right to make exceptions to the policy to mitigate risk to the College and secure the safety and well-being of the College’s students, faculty and staff.