Low-Speed Vehicle Policy

Moravian University Low-Speed Vehicle Policy

Effective: July 1, 2023

I. Purpose

The purpose of the following policies is to ensure the safety of all faculty, staff, and students while operating golf carts, tractors, gators, lawn tractors, and all other utility vehicles. The intent of this policy is to educate and raise awareness while encouraging responsible driving behavior to decrease accidents, personal injuries, and property damage. This policy applies to all drivers using a low-speed vehicle on behalf of Moravian University business, including but not limited to University owned, leased, or rented low-speed vehicles, golf carts, tractors, gators, lawn tractors, and off-highway utility vehicles. Moravian University reserves the right to suspend an employee’s/student’s privilege to operate a low-speed vehicle owned, leased, or rented by Moravian University when this policy is violated.

II. Types of Low-Speed Vehicles Covered

1. Moravian University owned, leased, or rented low speed vehicle
2. Golf cart
3. Tractor
4. Gator
5. Lawn tractor
6. Off-highway utility vehicle

III. Vehicle Usage

Only properly authorized and licensed persons may operate the University owned, leased, or rented low-speed vehicles on the University’s behalf. The low-speed vehicles must be used by employees/students to fulfill their employment-related duties only.

IV. Driver Qualifications

1. Acceptable Licenses: Any person operating a covered low-speed vehicle owned, leased, or rented by Moravian University:
   1. Must be insured by a personal car insurance policy.
   2. Hold a current, valid U.S. driver’s license or hold a current, international driver’s license.
   3. Hold a current, valid Commercial Driver’s License (CDL), if required for the position)
   4. Probationary, court-restricted, and “junior” or provisional driver’s licenses will not be accepted.
2. Age Restrictions:
   1. Individuals must be at least 18 years of age.
   2. Individuals are required to have had their license for a minimum of one (1) year.
3. Motor Vehicle Records (MVR): MVR verifications are required for all drivers operating low-speed vehicles on behalf of the University. MVRs produce a history of traffic violations and will help ensure that safe and responsible individuals are operating low-speed vehicles on behalf of the University. The Motor Vehicle Record Grading Criteria (Page 6) will be used as a guide to determine driver eligibility. Discretion may be used when the MVRs do not provide a detailed description of the individual’s past records. While the University policy does not allow for student drivers, an exception may be made in a joint decision between the respective Vice President, Human Resources, and the Director of Business and Financial Operations. MVR verifications are required for any students operating any low-speed vehicles on behalf of the University.
   1. MVRs will be performed for University employees on a pre-employment and annual basis for each employee assigned a driving responsibility.
   2. MVRs will be performed for all students approved to drive low-speed vehicles. Students with multiple moving violations and/or at-fault accidents will not be approved to drive at the University.
   3. MVRs may be verified on a post-accident basis at the discretion of the University.
   4. Drivers with multiple moving violations and/or at-fault accidents will be subject to progressive corrective action including counseling, mandatory participation in a driver training program, and loss of the right to operate the institution’s low-speed vehicle. The loss and/or suspension of an employee’s driver’s license, where driving is an essential function of the job, may result in disciplinary action up to and including termination of employment.
   5. If a driver’s license is revoked or suspended for any reason, the driver must immediately report to their direct supervisor and Human Resources.
   6. It is an institutional policy and requirement for employee and student driving privileges that every individual with driving duties have an MVR meeting the grading requirements stated below. MVRs will be examined prior to granting of driver privileges and yearly thereafter. Any job offer for a position with driving duties shall be contingent upon an MVR meeting the required standards. Continued employment in a position with driving duties also requires an MVR meeting the standards outlined below.
   7. No driver will be authorized with “borderline” or “poor” MVR results.
   8. Driving records must remain “acceptable” or “clear,” for continued privilege of driving institutional low-speed vehicles.
   9. Any exceptions to these guidelines must be approved by the respective Vice President, Human Resources, and the Director of Business and Financial Operations. The auto insurance carrier may be consulted on an as needed basis regarding MVR results.

V. Low-Speed Vehicle Operations

1. Intended Use: Moravian low-speed vehicles are intended for use only in the conduct of institutional business. Moravian University low-speed vehicles are not for personal use. The institution has insurance for damage occurring to institutional low-speed vehicles. If an accident occurs while the individual is not driving on behalf of the institution, the individual will be responsible to pay the applicable deductible, repair costs, and property damage costs. Any individual using a University owned, leased or rented low-speed vehicle for personal use will lose driving privileges and disciplinary action will be taken.
2. Liability Insurance: The University’s insurance policy protects both the institution and an authorized driver against damages resulting from bodily injury and/or property damage occasioned by the authorized use of a University owned, leased, or rented low-speed vehicle.
3. Keys: Individuals may not retain keys of a University owned, leased or rented low-speed vehicle, unless that vehicle has been assigned as a function of employment. If a low-speed vehicle is managed by a particular department, the authorized department employee is responsible for the keys of that low-speed vehicle. No student may retain keys of any kind. Individuals may not copy keys for personal use. Lost keys must be reported to the respective supervisor immediately.
4. Vehicle Inspections and Maintenance: The responsible department must ensure that all respective low-speed vehicles are regularly inspected and receive required maintenance. Individuals should also inspect low-speed vehicles prior to use and upon return for maintenance needs or concerns. Individuals are required to always keep the low-speed vehicle clean and in safe operating condition.
   1. Low-speed vehicles will be maintained within the requirements of the Pennsylvania State Vehicle Inspection requirements.
   2. All University owned, leased, and rented low-speed vehicles must be inspected on a daily basis prior to use. They should be removed from the road when required maintenance either affects the safety of the driver and/or passengers, or when the maintenance issue violates laws for operation.

VI. Low-Speed Vehicle Accidents and Breakdowns

In the event of a low-speed vehicle breakdown or accident, the vehicle driver must contact their respective department and if needed contact the Moravian University Police Dispatcher (610-861-1421). The dispatcher in Campus Police will notify the appropriate individuals. It is necessary to ensure that all facts of the accident are available to be reported and documented at that time. Driver must be prepared to provide the following information:

1. Driver’s name and call back number
2. Location and type of incident
3. If there are injuries to any passengers
4. If the low-speed vehicle is drivable
5. Any other pertinent details

VII. Accident Investigation

All accidents will be reviewed and investigated by Campus Police in a timely manner. Accident investigation will include a root cause analysis and a determination of whether the accident was “preventable” or “non-preventable”. Actions steps are required to be completed and followed-up on to ensure effectiveness.

VIII. Traffic Violations

Drivers are responsible for reporting receipt of all traffic violations and are responsible for paying all traffic penalties.

IX. Distracted Driving

Distracted driving has a direct relationship with the increased likelihood of accidents. Therefore, such distractions are not permitted while operating any type of low-speed vehicle on behalf of the University. Distracted driving activities include but are not limited to reading, writing, grooming, locating directions, eating, drinking, smoking, and searching for belongings within or on the low-speed vehicle. Drivers are to use good judgement when driving on behalf of the University. Driver fatigue should be monitored closely, and driving should be adjusted accordingly if a driver is too fatigued to operate responsibly.

X. Mobile Technology Use While Driving

Use of mobile technology devices such as cell phones, laptops, personal digital assistants, smart watches, navigation systems, and portable digital audio and video players have been shown to distract drivers and increase the risk of accidents. Anyone using a low-speed vehicle for University business, should abide by these guidelines:

1. Drivers should comply with all federal, state, and local laws and regulations regarding the use of mobile technology devices including cell phones. [The Governors Highway Safety Association maintains a list of state and local restrictions on cell phone use (www.ghsa.org).]
2. Use of cell phones, both hand-held and hands-free is prohibited while driving.
3. Making phone calls, reading, or responding to text messages or emails, viewing television, videos or DVDs and inputting data into laptop computers, personal digital assistants or navigation systems is strictly prohibited while driving.
4. Wait to use a cell phone until parked or have a passenger use the cell phone. If it is necessary to make an emergency call, park the low-speed vehicle in a safe location before making the call.

XI. Safe Operation of Low-Speed Vehicles

1. Obey all traffic regulations. Employees and students should comply with all federal, state, and local laws and regulations when operating any type of low-speed vehicle. These regulations are strictly enforced.
2. Each Department shall develop a list of authorized personnel who may operate low-speed vehicles on campus.
3. Operators should check all mechanical operating parts before driving, including brakes, lights, and horn if equipped. Serious defects found in equipment during the operator’s check should be repaired before the low-speed vehicle is operated.
4. All low-speed vehicles must remain on campus.
5. The driver and all occupants are required to wear safety belts if provided.
6. Headphones with music/entertainment may not be worn when operating.
7. Keep arms and legs inside the vehicle while in motion.
8. Low-speed vehicles can be operated from the driver’s seat only.
9. All drivers are expected to practice defensive driving and to avoid activities that have the potential to divert attention from safe driving.
   1. Pedestrians and bicycles in the roadway always have the right of way.
   2. Check behind the low-speed vehicle before backing up.
10. Low-speed vehicles may not be operated by anyone under the influence of illegal drugs or alcohol. Drivers are subject to disciplinary action up to and including termination for their conduct and actions while alcohol or drug impaired.
11. Drivers may not take prescription drugs or “over the counter drugs” that may cause drowsiness 24 hours before operating a low-speed vehicle on behalf of the University.
12. Smoking is not allowed in or on any low-speed vehicle.
13. Drivers are responsible for the cleanliness of their low-speed vehicle after each shift.
14. Drivers must always park in authorized parking spaces. Handicapped spaces, fire lanes, sidewalks and the area around hydrants may not be used as parking spaces.
15. Alcoholic beverages, opened or unopened, may not be transported in low-speed vehicles. Exceptions to this will be approved depending on the need of the institution. Exemptions include but are not limited to Advancement and Alumni events and catered events by Sodexo.
16. Do not overload. No low-speed vehicle may exceed the recommended load capacity for either the number of passengers or cargo weight. Passengers and belongings should be secured to prevent injury in the case of a sudden event or mishap. Golf cart cargo areas should not be used to transport people.
17. Low-speed vehicles may not be started until all occupants are seated.
18. Low-speed vehicles must be secured when unoccupied and must have contents reasonably safeguarded.
19. Drivers are responsible for ignition keys for the period in which they are using the low-speed vehicle. Keys must be removed when not in use or unattended. Low-speed vehicles not in use for a long period of time, must be secured in the appropriate location. Operators should check with supervisors or staff to learn appropriate locations.
20. Drive slowly in turns and drive straight up and down slopes to prevent overturning the low-speed vehicle. Avoid sudden stops, turns, or changes in direction to avoid injury to unsuspecting passengers or damage. Taking turns or backing up must be done at slow speeds to avoid rollover or passenger ejection.
21. Low-speed vehicles must always yield to pedestrian traffic, as pedestrians always have the right-of-way.
22. Drivers or passengers may not stand in the low-speed vehicles or act in any manner that would be considered horseplay.
23. Low-speed vehicles may not be operated during thunderstorms or severe weather, as they provide no protection from lightning.
24. Drivers are responsible for refueling. Never refuel in an enclosed area or in an enclosed area. To avoid any possibility of fire, clean up any spilled gasoline before operating. Turn the key to the off position and remove the key from the ignition. Locate the fuel fill. Remove the gas cap and fill the tank with gas but do not overfill the tank. Replace the gas cap tightly. Employees assigned gas cards may purchase gas for University owned, leased or rented vehicles only. Personal gas purchases are strictly prohibited and will result in disciplinary action. Gas card pin numbers are to be kept confidential.

XII. Driver Safety Training

All drivers are required to complete Moravian University and Theological Seminary driver safety training.

1. Online Driver’s Safety Training Program must be completed before eligibility to operate a low-speed vehicle on behalf of the University.
2. Drivers who have not completed the online training are not permitted to operate any low-speed vehicle.
3. Any additional training needed for the operation of a low-speed vehicle will be provided by the employee’s supervisor or other designated member of the department.

XIII. Acknowledgement:

Individuals who are assigned or authorized drive on behalf of the University must complete and sign below acknowledging that they have read and agree to the requirements set forth in the Low-Speed Vehicle Policy.

Motor Vehicle Record Grading Criteria

Major Violations generally include:

❏ Leaving the scene of an accident
❏ Driving under the influence of drugs or alcohol
❏ Excessive speeding (>20 mph over limit)
❏ Reckless, negligent or careless driving
❏ Felony, homicide or manslaughter involving the use of a motor vehicle
❏ License suspension or revocation resulting from accidents or moving violations

Minor violations generally include:

❏ Speeding <20 mph
❏ Failure to obey sign
❏ Failure to yield
❏ Illegal turn