Employee motor vehicles

Purpose

The purpose of this Policy is to promote the safe operation of vehicles by employees while on campus or conducting University business.

Policy

All employees operating or using a vehicle on Lynn University property must adhere to the policy guidelines and procedures set forth in this Procedures/Guidelines section of this Policy.

Definitions

Vehicle—any motorized device for land transportation.

Procedures/Guidelines

I. Campus Parking

All employees who use campus parking facilities are required to register their motor vehicles with Campus Safety. Each motorist registering a vehicle is issued a non- transferable parking permit to be attached to the automobile. Motorists who have these valid parking permits may park and drive on the campus according to campus vehicle regulations. Campus Safety, as well as the City of Boca Raton, has the right to regulate parking and enforce vehicle regulations.

II. Liability Insurance

Any employee who transports students in a University-owned vehicle in conjunction with a University class or activity is covered by the University’s basic accident liability policy during the trip. This coverage does not extend to employees who utilize their own vehicles to transport students.

III. Use of Mobile Telephones

Lynn University is aware that many employees use mobile telephones and other wireless communication devices (“mobile phones”) in carrying out their daily duties and responsibilities. Lynn University is also aware of the potential distractions that may arise when mobile phones are used by employees while operating a moving vehicle, such as a van, automobile or truck (“moving vehicle”). In keeping with its obligations under federal and state occupational health and safety laws, to maintain a safe and healthful workplace, and to minimize the safety risks for our employees, customers, passengers in moving vehicles, and the public at large, Lynn University has adopted the following policy with respect to the use by employees of mobile telephones while operating a moving vehicle. This Policy applies regardless of whether the employee is operating a University-owned vehicle, or the employee’s own vehicle in the course of employment.

For purposes of this Policy, “use” of a mobile phone includes dialing, talking or listening on a mobile phone, or texting on a mobile phone.

Hands-free devices, include any attachment, add-on or addition to a mobile phone, whether or not permanently installed in the vehicle, that when used, allows the operator of the vehicle to maintain both hands (or prosthetic devices or aids in the case of a disabled person), on the applicable steering device of the vehicle (e.g., dash-mounted devices, handsets).

Employees are required to familiarize themselves, and comply at all times, with the laws of the state/locality in which they work with respect to the use of mobile phones. For example, where a local law prohibits the use of a mobile phone by anyone operating a moving vehicle, employees are also prohibited by this policy from using a mobile phone.

No employee is to engage in the use of a mobile phone while operating a motor vehicle while the vehicle is in motion, unless such mobile phone is equipped and used with a hands-free device. The only exception to this policy is where a phone call is made in a bona fide emergency, such as to call “911” or a similar emergency number (e.g., to call an ambulance, fire department, etc.). Under no circumstances shall an employee text while operating a motor vehicle while the vehicle is in motion.

Even with a hands-free device, mobile phone use should be kept to a minimum, conversations should be as brief as possible, and employees should refrain from making unnecessary calls. Where possible and, again, even with a hands-free device, mobile phone calls should be made when the vehicle an employee is operating is not in motion. Employees using mobile phones should always remember not to discuss confidential issues with others present who do not have a “need-to-know” such information. Mobile phone “courtesy” should be practiced at all times, (i.e. don’t talk loud or in a manner which could be offensive to others).

The University is also aware that many employees operate other vehicles in the course of their employment, including golf and other shuttle carts, forklift trucks, and the like. While this Policy does not expressly prohibit the use of mobile phones while operating such equipment, the University discourages such use, except where essential for the employee to perform their job duties.

IV. Use of Vehicles to Conduct University Business

Only employees with an unrestricted, current driver’s license and who have adequate insurance coverage may operate Lynn University vehicles or use a vehicle to conduct Lynn University business. Drivers using their personal vehicles for University business travel must carry their own comprehensive/collision auto insurance (not reimbursable) in amounts required by the laws for the region in which they are driving. Insurance levels must be adequate enough to protect drivers, passengers, and involved vehicles from the financial consequences of an accident. All drivers (faculty, staff, students, family members, third-party vendors, etc.) of University owned vehicles must have an initial motor vehicle record check done prior to driving, then rechecked annually. The prospective driver of a University vehicle must provide written consent to allow the University permission to check their Motor Vehicle Record annually. University vehicles may only be used for authorized University business. Any employee operating a University vehicle must do so in a safe manner. Any employee operating a University vehicle under the influence of drugs or alcohol or in an unsafe or negligent manner may be immediately terminated. The University has the right to search any University vehicle at any time. Therefore, employees have no reasonable expectation of privacy with respect to University vehicles.

To learn more about this policy or the supporting procedures, please contact Campus Safety.

Policy updated on: Oct. 24, 2018