This policy applies to all faculty, staff, and students at the University who drive any vehicle [including privately-owned vehicles, University-owned ("Fleet") vehicles, rented vehicles, and golf carts] on University business.
Departmental Assignment - assignment of a fleet vehicle to a department for University
business use only; these vehicles may be taken off campus as necessary for University business.
Fleet Vehicle - a vehicle that is owned by Washington and Lee University (including golf carts).
Personal Use - use of a vehicle for an activity that does not qualify as University business.
Special Assignment - assignment of a fleet vehicle for University business as well as personal use.
University Business - any activity approved by an authorized University official, or in connection with an approved class or University-organized activity, or that is required for performance of job functions, and that is consistent with and furthers the mission and operations of the University.
Valid Driver's License - an official driver's license issued by any state which currently allows the holder to legally operate a motor vehicle. A driver's license issued in another country is considered valid for purposes of this policy if it is sufficient to allow the person to legally operate a motor vehicle within the Commonwealth of Virginia.
1) General Qualifications
Any faculty/staff member or student who drives any vehicle on University business represents that, in compliance with this policy, s/he satisfies the following criteria:
- Have a valid driver's license that currently allows the person to legally operate a motor vehicle, with appropriate endorsement(s) for the vehicle being driven. The University reserves the right to conduct random license checks of any employees and/or students who drive off-campus on University business.
- Be at least 18 years old.
- Obey all state and federal laws/regulations concerning the use/operation of motor vehicles and the use of cell phones and other portable electronic devices.
- Meet this policy's requirements regarding Motor Vehicle Records (see Section I.B below). Any driver whose license is subsequently suspended or revoked must promptly report such information to his/her supervisor, the head of the responsible department, or the student organization president (as applicable). The supervisor or Department Head should then promptly notify the Office of Human Resources and the Office of Auxiliary Services. Student organization presidents should promptly notify the Office of Auxiliary Services.
- Student drivers must annually complete vehicle safety training before driving on University business.
- Anyone who drives on University business is required to self-report major motor vehicle related violations (see examples noted in Section I.B below) to his/her supervisor, the head of the responsible department, or the student organization president (as applicable). The supervisor or Department Head should then promptly notify the Office of Human Resources and the Office of Auxiliary Services. Student organization presidents should promptly notify the Office of Auxiliary Services.
- For those driving a vehicle (other than a fleet vehicle) on University business, the vehicle must have insurance that is valid in Virginia and that meets the minimum coverage requirements of the state of Virginia. (For more information, see Section IV.B below).
2) Additional Requirements:
i) Fleet and Rented Vehicles:
- Before driving either a fleet or rented vehicle on University business, a driver must present his/her driver's license to Auxiliary Services to receive driving authorization from the University.
- A student organization must use a valid University purchasing card to rent a vehicle. A University card may be obtained from the organization's faculty or staff advisor.
- University fleet vehicles and vehicles rented in the University's name may only be used while traveling for University business.
ii) International Travel
Anyone intending to drive while on a University sponsored or affiliated international trip should attend an orientation session with the Office of International Education, detailing the unique driving conditions, hazards, etc. of the host country/countries.
Drivers with any major violation are not eligible to drive on University business for at least three years following the violation. A "major violation" includes such violations as:
Note: Students and employees are encouraged to use W&L fleet vehicles or rental vehicles for University business, rather than their personal vehicles. Student employees are required to use fleet or rental vehicles.
1) Current State Inspection and Registration
Any vehicle used for University business must have a current and valid state inspection and registration at the time of use.
2) Safe to Operate
Any vehicle used for University business must be safe to operate.
1) 15-Passenger Vans
All drivers are prohibited from driving 15-passenger vans on W&L business. 15-passengers vans that have been appropriately "retrofitted" (i.e., vans that have had the rear row of seats removed and the resulting space made unavailable for storage) are not subject to this prohibition. A maximum of 10 people, including the driver, are permitted to ride in a 12 or 15-passenger van.
2) Loaning or Renting Fleet Vehicles
The use of any fleet or rental vehicle by any third party or for any non-university business is strictly prohibited.
Vehicle Assignments are made to departments and certain individuals for a specific period, depending upon transportation needs, in accordance with the provisions below.
Vehicle damage and/or accidents must be reported immediately to the most appropriate staff member noted below who, in turn, will notify others as needed:
The University does not pay for fines for violations (moving or not moving) while operating a vehicle for University business.
The chart below summarizes insurance coverage for vehicle damage (only) under the University's insurance policy. Each case is evaluated on its individual circumstances; coverage may vary based on those circumstances.
|Rented Vehicle||Fleet Vehicle||Privately-Owned Vehicle|
The responsible department must pay the first $500 in damages. University insurance should settle remaining damages.
|The responsible department must pay the first $500 in damages. University insurance should settle remaining damages.||Your personal insurance is applied first. W&L may have excess coverage for any amount exceeding your personal coverage.
Student Driver (non-employee)
|The responsible organization must pay the first $500 in damages. University insurance should settle remaining damages.||The responsible organization must pay the first $500 in damages. University insurance should settle remaining damages.||Your personal insurance is applied first. W&L may have excess coverage for any amount exceeding your personal coverage.
All drivers on University business who use a non-fleet vehicle represent that they maintain the minimum auto insurance amounts required in Virginia. As of 8/24/2012, those minimum coverage amounts are as follows:
Bodily injury and/or death of one person: $25,000
Bodily injury and/or death of two or more persons: $50,000
Property damage: $20,000
This policy and its requirements are under continuing review and are subject to modification as insurance coverage and other circumstances change. This document is intended to provide guidance and creates no contract of any kind.