GORDON COLLEGE VAN INFORMATION

Public Safety 978-867-4444 [email protected]

Physical Plant [email protected] Updated 09/13/12

Table of Contents I.

Requirements

II.

Licensure Procedure

III.

Vehicle Use Policy

IV.

Accidents

V.

Suspension of Driving

VI.

Pre-Trip Inspection

VII.

Vehicle Rentals

I.

Requirements

All applicants must meet the following requirements to be considered for licensure: v Currently is an employee or student of Gordon College. v Have a valid driver’s license in the state that he/she is living. v Have two years of driving experience. v Have a "clear" motor vehicle record in the state of the current license. A "clear" record indicates: v No major vehicle convictions* v Within the last three years, no more than a) One at-fault accident b) Two minor convictions c) One at-fault accident and one minor conviction If you currently hold a (CDL) Commercial Drivers License you may be exempt from testing. Please contact the Fleet Manager Jeff O’Brien directly [email protected] * A conviction is a cited wrong for which you may have either been ticketed or ordered to appear in court.

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Licensure Procedure

A. Apply v

Drop off a completed application at Public Safety. Applications may be obtained at the Public Safety Office or by clicking this link and printing it out. https://go.gordon.edu/departments/pubsafety/publicsafety/doc uments/ReleaseForm.pdf

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You will give Public Safety permission to obtain, and update your motor vehicle record (MVR) as needed. If you are not an employee of the college there is a $15.00 application fee. You must go to the cashier’s office in Frost Hall first to pay this fee and tell them it is for van testing. You must bring the receipt to Public Safety before your information will be entered into the computer system.

B. Study v

Study the Pre-Trip Inspection (Section VI), which you will need to know for your driving test.

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Once entered into the system you will receive an e-mail from "Alert Driving," our on-line testing company. This e-mail will give you a user name and password.

C. Computer Test v Log onto www.alertdriving.com. v

Click "Member Login" and use the user name and password Alert Driving sent you, to access the program. Use the dropdown menu, "Select a course," to open the three tests: Large Passenger Van Safety 1 & 2, and Traffic Safety Weather Conditions. You must complete all three tests on your own time.

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Once you have successfully completed all three online tests, the system will automatically inform public safety of your successful completion. You are now eligible to sign up for the next road test. Watch for details which are announced via email in the student news. It is your responsibility to watch for the next test date and schedule yourself for a ½ hr. time slot. You are not automatically signed up for the road test.

D. Driving Test v The last part of van licensure is a road test. Road tests are scheduled periodically throughout the year. You will be required to complete a pre-trip inspection of the vehicle and explain what you are doing to the Public Safety Officer.

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You will also need to successfully negotiate both the on and the off campus course, that could include backing up, driving through cones, backing into a parking spot, and/or driving on Route 128 and/or local streets.

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If you wish to practice driving a van you may e-mail [email protected] to schedule a time. You will need a licensed college van driver to go with you.

E. Final Licensure v

Public Safety will grant your license upon the successful completion of this procedure. You will not receive documentation, but your name will be added to the list of approved campus van drivers found under the community section of the go site and you will be able to reserve/rent/drive a college van.

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If you would like to pursue a Mini Bus license, contact Jeff O’Brien who gives the Bus road test at [email protected] You must have a college van license to pursue the Bus license.

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After a period of 2 years we must update your motor vehicle record (MVR). There is a $10 fee for this which must be paid at the Cashiers Office in Frost Hall. Tell them it’s for van testing. You must bring the receipt to public safety to remain current. Failure to do this will result in suspension of your van license.

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Public Safety and the Fleet Manager reserve the right to revoke or suspend your campus license.

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Vehicle Use Policy

The operator of a college vehicle must adhere to the laws of the state within which the vehicle will be operated. Cell Phone use is prohibited by the driver while the vehicle is in motion. Seat belts must be worn at all times while the vehicle is in motion.

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Do not use Vans as moving vehicles, they are for passengers only.

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Drivers must perform a pre-trip inspection before every trip and every 3 hours or 150 miles while driving a vehicle either owned by the college or rented for college business. Failure to do so could result in a fine or loss of campus license.

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Alcohol, drugs, or medications that impair the safe operation of a vehicle are strictly prohibited.

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Picking up unauthorized passengers (hitchhikers) is forbidden.

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All moving and traffic violations are the responsibility of the driver of a college vehicle. Unpaid violations which are not paid by the driver (including any additional fines imposed) will be paid by the department assigned the vehicle (the account number given when the vehicle was rented).

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All accidents must be reported to the employee's immediate supervisor or the Assistant to the Vice president for Finance.

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Accidents

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Promptly report accidents to local authorities and seek medical aid if necessary.

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Prior to leaving the scene of the accident, complete checklist of key information regarding the accident.

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Report the accident to the office of the Assistant to the Vice President for Finance, and obtain an accident report form. (Return the form within 24 hours of accident.) If the accident takes place out of state, call Public Safety at 978-867-4444 as soon as possible to report the accident. Refer all inquiries, regarding the accident, to the office of the Assistant to the Vice President for Finance x4572. If you are served any legal papers, promptly report them to the same office.

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Suspension of Driving If an employee or student is convicted of a major or minor incident, it will become a permanent part of the college records. A major conviction will result in loss of campus license. A minor conviction may result in a written warning, with possible revocation of license if further infractions are noted. You have the right to appeal any decision leading to suspension. Requests must be made in writing to the Gordon College Safety and Accessibility Committee. If an accident occurs due to negligence of the driver, a warning will be issued and revocation of license may result.

            VI.

Pre-Trip Inspection

In order to obtain a Gordon College van license you will be required to pass a vehicle inspection and driving test. You will be asked to do a pre-trip inspection of the vehicle and explain to the examiner what you would inspect and why. Federal and State Laws forbid operating an unsafe vehicle. The following pre-trip inspection procedure must be followed each time you use a college van.

A. GENERAL CONDITION ü Notice general condition. Look for damage or if the vehicle is leaning to one side. Look under the vehicle for fresh puddles of oil, coolant, grease or fuel leaks. ü Check the area around the vehicle for hazards to vehicle movement (people, other vehicles, bicycles, low hanging branches, wires, limbs etc.) ü Be sure to record any damage to vehicle on your check sheet since damage not reported will be billed to the last group to use the van.

B. WALK AROUND v Turn on headlights (low beam) and four way flashers. ü Go to front of vehicle and check that low beams are on and both four-way flashers are working. ü Push dimmer switch and check that high beams work. v

Turn off four-way hazard warning flashers. NOTE: The left side of a vehicle is always that side of the vehicle to your left as if you were sitting in the driver’s seat.

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Turn key to on position and turn on left turn signal, and start walk-around inspection. Start at front of vehicle and go counterclockwise to check: ü Left turn signal, license plate and bracket, windshield for cracks, windshield wipers, front left tire for wear, cuts etc., mirrors, door latches, running lights, rear tire for wear, cuts etc., rear turn signal. ü Go back to cab and turn on right turn signal and go back to rear of vehicle to continue check. Doors and latches, license plate and bracket and license plate light, right turn signal, tail lights, right rear tire, side doors, latches, mirror, front tire, inspection sticker on windshield (current).

C. CAB INSPECTION ü Check all seats to make sure they are secured to the floor. ü Check that there are seat belts for all passengers and make sure when you pick up passengers that everyone is wearing one. This is a state law. v

Pick up any debris left by other groups that might interfere with your driving (rolling bottles, bags of litter etc.). It is the driver’s responsibility to make sure the vehicle is clean and full of fuel after each use. Fines will be levied for vans returned without a full fuel tank and not cleared of trash.

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Start the engine and listen for any unusual noises. If you hear something that is not right, shut engine down immediately and inform Physical Plant. ü Check all gauges and make sure they are in the right ranges. ü Check horn

ü Check windshield wipers and fluid ü Check and adjust mirrors for your use ü Test brakes within the first 50 feet of moving the vehicle.

            VII. Vehicle Rentals Physical Plant handles requests, rentals, and maintenance. v To request a rental vehicle from our Fleet, you will need an account on FleetCommander our online reservation program. Log on to https://gordon.agilefleet.com and click on “sign up now”. Fill out your profile and once approved you will receive back an email with your password and log in information. Bookmark the above link. This is the URL where you will go to log on to FleetCommander to rent vehicles. v Only Licensed drivers, and Department Heads and Program Directors with special permissions may request rental vehicles. A request does not guarantee a vehicle and is subject to availability. Van requests must be submitted at least one business day prior to departure to be considered. v

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Cost - Gordon College heavily subsidizes the cost to operate and maintain the fleet of 6 vans and 2 mini-buses as a service to the Gordon Community. The minimal mileage fees that we charge do not come close to covering the actual cost to operate, maintain, and purchase the fleet vehicles. You will be charged $0.40 per mile for vans and $0.50 per mile for the mini buses.

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Fuel - You must pay for your own fuel. All vans will leave and return with a full tank of fuel. If the van is not full, you will be charged the cost to refuel, plus an additional $25.00 fine.

Cancellation Policy - Cancellations must be made at least one business day before departure. Go to https://gordon.agilefleet.com click on my schedule and click the red X to bring up the cancellation dialog box. Failure to cancel a van will result in a $100/day fine.

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Key Pick-Up - 8:30 a.m.- 4:00 p.m. M-F at Physical Plant. Only licensed drivers, department heads and program directors may pick up the keys. Public Safety officers DO NOT have access to keys and travel sheets when the office is closed. If you contact Public Safety, the officer on duty will ask if you want him to contact the Fleet Manager or his designee to come in and get keys and paperwork for your travel. The account number that is on the reservation form will be charged a minimum of three hours of overtime for this call in.

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Key Return - Keys and paperwork are due back to Physical Plant no later than noon the first business day following your trip. If Physical Plant is closed you may deposit them in the black van drop box located at the main door.

Please go to this link and read our Van Rental Policies and Procedures. You WILL need to be familiar with these in order to rent and drive College vans. https://gordon.agilefleet.com/_Policies.asp Have a safe trip and remember to adjust your speed to the road and weather conditions. Your safety and the safety of your passengers are our greatest concern and we strive to provide you with a safe vehicle. SAFETY FIRST!

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