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Policy: Motor Vehicle Record Policy for Drivers of University

Vehicles

Financial Affairs Department Insurance and Risk Management

Effective: June 2005 Revised: September 2016

I. PURPOSE

The purpose of this policy is to set forth the requirements applicable to all driversof University owned, leased, or rented vehicles. The University intends to providea safe and healthy environment for all students, employees, and visitors. Thispolicy is intended to safeguard people, protect equipment, and reduce thefrequency and severity of accidents on and off campus involving UniversityVehicles.

Driving a University Vehicle is a privilege and Villanova University reserves theright to deny or revoke the driving privilege of any driver in the event that the driverdoes not meet the requirements of this policy.

II. SCOPE AND APPLICATION

This policy applies to all Villanova University employees, students, or registeredvolunteers to whom the University grants the privilege of operating a Universityowned, leased, or rented vehicle for University business.

III. DEFINITIONS

MVR – Motor Vehicle RecordViolation – Any motor vehicle driving violationUniversity Vehicle – Any vehicle owned, leased, or rented by the University forUniversity business intended to be insured by the University’s automobileinsurance policy.

IV. DRIVER REQUIREMENTS

The University may grant the right to drive a University Vehicle to a currentemployee, student, or registered volunteer only if the driver meets all of the criteriaset forth in this policy. The University may revoke a driver’s privilege to drive aUniversity Vehicle in the event that the driver does not meet the criteria outlined inthe policy or fails to follow the requirements of this policy.

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A. All drivers of University Vehicles must comply with the following:• Have a valid, current United States driver license for the class of University

Vehicle that the individual drives or seeks to drive.• Immediately notify his/her supervisor or manager if his/her driver license is

suspended, revoked, or has any limitations or restrictions. The supervisor or manager should notify the Insurance & Risk Management Department in these instances.

• Meet the insurability standards set forth by the University’s insurance carrier as defined in this policy.

• Observe all applicable federal, state, and local motor vehicle laws, ordinances and regulations.

• Promptly report all incidents and accidents, including any damage to a University Vehicle, in accordance with established University procedures and cooperate in any investigation of the incident and any subsequent proceedings.

• Wear a seat belt at all times and ensure that all passengers wear their seat belts as well.

• Promptly pay for any tickets or other citations received while operating a University Vehicle. The University is not responsible for traffic, toll, or parking fines.

• Submit a completed MVR consent form (Appendix A) to the Insurance & Risk Management Department authorizing the University to check the driver’s MVR.

• Maintain an MVR that satisfies the standards for an acceptable MVR as set forth in this policy.

B. In addition to the above, all drivers of University fleet vans must comply with the following:• Abide by the Villanova University Van Fleet Policy when driving or riding in

University fleet vans.• All undergraduate and graduate students and interns must complete the

online Driver Safety Training course and score at least an 80%.

C. All drivers of University Vehicles are prohibited from engaging in the following:• Allowing a spouse, family member, or any other person to drive a University

Vehicle unless that person is a current employee, student or registered volunteer who has submitted an MVR consent form and has been authorized to drive a University Vehicle. Otherwise, a spouse or other family member is not eligible or permitted to drive a University Vehicle.

• Knowingly operating an unsafe vehicle.• Consuming or being under the influence of alcohol or any substance that

may cause impairment while operating a University Vehicle.• Offering rides to unauthorized passengers.• Driving University Vehicles for unauthorized personal use. Students and

registered volunteers are not permitted to drive University Vehicles for personal use under any circumstance. Personal use is permitted by employees only if all three of the following conditions are met: (1) the University Vehicle is assigned to that particular employee for his/her

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exclusive use, (2) the employee receives authorization from his/ her department head, and (3) the employee submits mileage related to his/her personal use to the University.

Using handheld cell phones or other mobile devices while driving.

V. PROCEDURES

A. Before the University grants the privilege to drive a University Vehicle, the University must determine that the individual meets the requirements of this policy, including having an acceptable MVR.

B. In order to determine that the driver has an acceptable MVR, the prospective driver

must submit a readable copy of his/her driver license along with the completed MVR Consent Form to the Insurance & Risk Management Department authorizing the University to obtain and review the driver’s MVR. The MVR Consent Form is Appendix A of this policy (page 6). It is the department’s responsibility to ensure the drivers in its department have submitted MVR Consent Forms.

C. All student drivers, undergraduate and graduate, and interns, must complete the

online Driver Safety Training course and score at least an 80%. Instructions for accessing and completing the online Driver Safety Training are included as Appendix B of this policy (pages 7 through 21). It is the department’s responsibility to ensure the student drivers and interns in its department have completed the online Driver Safety course.

D. The University may at any time review a driver’s MVR to determine if the driver has

an acceptable MVR in accordance with University criteria. The University expects to review a prospective driver’s MVR upon receipt of a department’s request to add a new driver, and annually thereafter for any employee, student, or registered volunteer who drives University Vehicles. Please see section VI for more information related to annual checks of University approved drivers.

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E. Once the MVR has been obtained from the appropriate state, it along with any driving Violations on University campus will be evaluated using the criteria outlined below:

MVR Criteria

Key to Types of Violations

Type A Includes (but is not limited to) DWI/DUI/OWI/OUI, Refusing Substance Test, Reckless Driving, Manslaughter, Hit & Run, Eluding a Police Officer, any Felony, Drag Racing, License Suspension, and Driving While License Suspended.

Type B Includes all at fault vehicle accidents, and speeding violations of 26 miles per hour or more over the posted speed limit.

Type C Includes all moving violations not classified as Type A or Type B (Speeding 25 miles per hour or less, Improper Lane Change, Failure to Yield, Running Red Lights or Stoplights, etc.).

Type D Includes all non-moving violations (Illegal Parking, Vehicle Defects, etc.).

If a driver has been cited for or involved in the following Violations, the driver will no longer have an acceptable MVR and will have his/her Villanova driving privileges declined or terminated: One or more Type A Violations in the preceding 36 months, or Two or more Type B Violations in the preceding 36 months, or Three or more Type C Violations in the preceding 36 months, or One Type B Violation and two Type C Violations in the preceding 36 months.

If a driver has been cited for or involved in the following Violations, the driver will no longer have an acceptable MVR and will have his/her Villanova driving privileges suspended for a period of 6 months: Two Type C Violations in the preceding 36 months, or Three or more Type D Violations in the preceding 36 months. A driver may only be placed on suspension twice. Any Violation of any type following two suspension periods, will lead to the immediate and permanent revocation of driving privileges.

F. If a new driver’s MVR is found to be acceptable, the Insurance & Risk Management

Department will send an email to the driver and copy the department with confirmation that he/she is a University approved driver.

G. In the event a driver’s MVR is found to be unacceptable, the Director of Insurance

& Risk Management or his/ her designee will contact the driver’s supervisor or manager (for employees) or the department’s driver list coordinator (for students) to notify him/her of the revocation or suspension of driving privileges.

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ANNUAL MVR CHECK OF ALL APPROVED UNIVERSITY DRIVERS

The University’s Insurance & Risk Management Department conducts annual MVR checks on all University approved drivers.

Procedure: A. An email is sent at the end of the Spring Semester to each department with a list of

all of the University approved drivers for that department requesting that the driver list be updated.

B. The department must return the list with necessary edits, such as deletions of drivers who have graduated or are no longer driving, by the due date.

C. The Insurance & Risk Management Department conducts MVR checks on all drivers remaining on the department’s list.

D. An email is sent at the beginning of the Fall Semester to each department with the revised list of all the University approved drivers for that department.

VI. ENFORCEMENT OF POLICY

Failure to meet the conditions of this policy, including maintaining an acceptable MVR, may result in revocation of driving privileges, reassignment to a non-driving position, as well as disciplinary action up to and including termination of employment.

I,

give my consent for Villanova University to complete abackground check on my driving record in accordance with Villanova University's Motor Vehicle Record Policy for Drivers of University Vehicles. As part of this procedure, Villanova University has my permission to order Motor Vehicle Records (MVRs) from any and all states in which I currently have and have previously had a driver license. I understand that Villanova University has an established MVR review policy that my driving history will be compared against to determine my driving eligibility for the University. I further understand that failure to release consent for Villanova University to conduct a background check on my driving record means, at a minimum, that I forfeit my driving privileges for the University. If I forfeit my driving privileges and my employment duties at Villanova University include driving, my duties will be reviewed to determine whether I can continue my position without driving privileges for the University and, if so, what additional non-driving duties the University will require.

Please allow 5 business days for processing. Please complete all fields.

Date

License Number: License State:

Gender: Date of Birth:Banner ID:

Hand Written Signature (Typed signatures are not acceptable)Please type or print legibly

Full Name (exactly as it appears on driver's license):

PLEASE INSERT A COPY OF THE FRONT OF YOUR CURRENT DRIVER LICENSE IN THIS BOX Driver 's license must be easily readableIn the University's efforts to

reduce the amount of paper used, we ask that you include a copy of your current driver's license in this space rather than on another sheet of paper. By submitting all of your information on one page, you will help us reduce the amount of paper used in processing your form. Thank you!

Email Address:

Expected Year of Graduation: __________

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Name of Villanova Department(s) for Which You Are Applying to Drive: _____________________________

Have you ever been a University Approved

Completion Date of Online Driver Safety Training*:

Motor Vehicle Record Consent Form- Students (undergraduate, graduate, student workers, and interns)

First Middle Last

Motor Vehicle Report Consent Forms can be submitted via: Email: Insurance@Villanova.edu Fax: 610.519.6809 Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109

*The online Driver Safety Training course must be completed. Motor Vehicle Report Consent Forms will not be processed forstudents who have not completed the online Driver Safety Training Course.

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Appendix A Print Form

(e.g. Athletics- Track, Campus Ministry- RUIBAL, Service Learning, etc.)

give my consent for Villanova University to complete abackground check on my driving record in accordance with Villanova University's Motor Vehicle Record Policy for Drivers of University Vehicles. As part of this procedure, Villanova University has my permission to order Motor Vehicle Records (MVRs) from any and all states in which I currently have and have previously had a driver license. I understand that Villanova University has an established MVR review policy that my driving history will be compared against to determine my driving eligibility for the University. I further understand that failure to release consent for Villanova University to conduct a background check on my driving record means, at a minimum, that I forfeit my driving privileges for the University. If I forfeit my driving privileges and my employment duties at Villanova University include driving, my duties will be reviewed to determine whether I can continue my position without driving privileges for the University and, if so, what additional non-driving duties the University will require.

Please allow 5 business days for processing. Please complete all fields.

Date

License Number: License State:

Gender: Date of Birth:Banner ID:

Hand Written Signature (Typed signatures are not acceptable)Please type or print legibly

Full Name (exactly as it appears on driver's license):

PLEASE INSERT A COPY OF THE FRONT OF YOUR CURRENT DRIVER LICENSE IN THIS BOX Driver's license must be easily readable

In the University's efforts to reduce the amount of paper used, we ask that you include a copy of your current driver's license in this space rather than on another sheet of paper. By submitting all of your information on one page, you will help us reduce the amount of paper used in processing your form. Thank you! V.9.2016

Name of Department:

Have you ever been a University Approved Driver:

Motor Vehicle Record Consent Form- Employees(This form cannot be used by students (undergraduate or graduate), student workers, or interns)

First Middle Last

Motor Vehicle Report Consent Forms can be submitted via: Email: Insurance@Villanova.edu Fax: 610.519.6809 Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109

I,

Appendix A Print Form

Date of Hire: _______________________

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Appendix B

Student Online Driver Safety Training Course Instructions through Blackboard

Please note:

• You will need access to Blackboard to take the online Driver Safety Training Course. If you have forgotten your Blackboard password, please visit Blackboard and choose ‘Forgot your Password?’ Insurance and Risk Management is not able to grant access to Blackboard or provide your password.

• Adobe Flash Player is required (Many mobile devices, like iPhones and iPads, do not support Flash).

• Sound is required.

• Please allow pop-ups in your browser.

• The Training will take approximately 1 hour to complete.

• Motor Vehicle Record Consent Forms that are submitted without completing the online Driver Safety Course will not be processed.

• If you have any questions related to accessing Blackboard, please contact Insurance and Risk Management (610-519-8862 or Insurance@Villanova.edu).

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Instructions: 1. Access Blackboard (https://elearning.villanova.edu/).2. Click on the Villanova logo to enter.

3. Log in using the Villanova Single Sign On. If you are not able to log in, please contact UNITHelp and Support (610-519-7777, support@villanova.edu).

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4. Under ‘Organization Catalog’ on the bottom right, please choose the ‘Available for SelfEnrollment’ folder

5. Select ‘Driver Safety Training’. (You can search using the Organization Name ‘Driver SafetyTraining’ or select from the list).

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6. Place your cursor over the Organization ID (riskmgmt_DriverSafety) and then over the .Click Enroll.

7. Once you are enrolled, the Diver Safety Training course will show under MyOrganizations.

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8. Click on the Driver Safety Course.

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9. You must complete the Safety Tips for Driving Passenger Vans on slide 6 of Module 2-Vehicle Preparation and Inspection and all modules of the course.

10. When you finish all of the modules in DS-101-Driver Safety Training, you will receive thebelow screen. You will need to score at least 80% in order to pass the course.a. Click 'Next >' for additional resources.b. On the last screen, click ‘here’.c. Close out of the pop-up screen.

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11. Please review the documents provided on the Driver Safety Training Blackboard page.

12. Complete the Motor Vehicle Record Consent Form, including a readable copy of your license.

13. Submit a copy of your Motor Vehicle Record Consent Form via:Email: Insurance@Villanova.eduFax: 610.519.6809Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109 Mail: Villanova University

Insurance and Risk Management 800 Lancaster Avenue Villanova, PA 19085

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Driver Safety Training Instructions through the EduRisk Website Only for Those without Blackboard Access

Please note:

• You will need to view and submit your My Certificates Transcript from the EduRisk Learning website showing completion of the online Driver Safety with your Motor Vehicle Record Consent Forms in order to receive credit for completing the course. Therefore, you will need a method to either save the My Certificates Transcript from the EduRisk Learning website electronically or print the My Certificates Transcript from the EduRisk Learning website after completing the course.

• Motor Vehicle Record Consent Forms that are submitted without the My Certificates Transcript from the EduRisk Learning website showing completion of the online Driver Safety will not be processed.

• Adobe Flash Player is required (Many mobile devices, like iPhones and iPads, do not support Flash).

• Sound is required.

• Please allow pop-ups in your browser.

• The Training will take approximately 1 hour to complete.

• If you have any issues accessing or using the course please feel free to contact the 24 hour help desk.

o Email: uehelpdesk@perceptis.como Phone: 301.830.4587o Chat: https://chat.perceptis.com/c/ue

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Instructions: 14. Go to www.edurisklearning.org.

15. New User: Create new account by clicking on the “Register Now” button on the bottom right of the screen.Returning User: Only those who have registered after January 1, 2014 are considered Returning Users. If you registered after January 1, 2014 and you have forgotten your user name and/ or password, please click the appropriate link under the Login button.NOTE: If you registered prior to January 1, 2014, you do need to register again.

NEW USER

RETURNING USER

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16. Complete all of the required fields (*)PLEASE NOTE:a. User name: Must be your full Villanova email address in order to receive credit.b. Email: Must be your full Villanova email address in order to receive credit.c. Students: Please choose ‘Student’ for the Department, Describe your position, and Role

fields.d. Institution Code: 0075-SC37-XY12 (Enter this code exactly how it appears here)e. Employee ID and Student ID: Enter your Banner ID, if you know it, in the applicable field.

The other field can be left blank. If you do not know your Banner ID, please leave thesefields blank.

MUST BE FULL VILLANOVA EMAIL ADDRESS IN ORDER TO RECEIVE CREDIT

Students: Please choose ‘Student’ for each field

0075-SC37-XY12

[Leave Blank]

[Student Banner ID- Optional]

[Employee Banner ID- Optional]

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17. You will receive an email with your temporary password. Please use this password tologin.You will then be directed to create a new password.

18. Choose Launch Learning Program under Driver Safety.

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19. Click on ‘Course.’a. Choose Module DS-101-Pretest.

i. Press on the pop-up screen.

ii. After you complete the Pretest, click . iii. Close out of the pop-up screen.

b. Choose Module DS-101-Driver Safety Training

i. Press on the pop-up screen.

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20. You must complete the Safety Tips for Driving Passenger Vans on slide 6 of Module 2-Vehicle Preparation and Inspection.

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21. When you finish all of the modules in DS-101-Driver Safety Training, you will receive thebelow screen. You will need to score at least 80% in order to pass the course.d. Click 'Next >' for additional resources.e. On the last screen, click ‘here’.f. Close out of the pop-up screen.

22. At the home screen, click the “My Certificates” tab

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23. Print your My Certificates Transcript by clicking on the print icon (you may need to scrollto the right to see the print icon).

24. Submit a copy of your My Certificates Transcript with your Motor Vehicle RecordConsent Form via:Email: Insurance@Villanova.eduFax: 610.519.6809Inter-office mail or delivering to: Insurance Department, St. Mary Hall, Suite 109 Mail: Villanova University

Insurance and Risk Management 800 Lancaster Avenue Villanova, PA 19085