Location: Bowdoin / Facilities / Transportation / Motor Vehicle Policy

Bowdoin College Motor Vehicle Use Policy - Revised September 2014

Policy

A "Bowdoin College Motor Vehicle" is defined as any motor vehicle owned, leased or rented by the College. All drivers of Bowdoin College motor vehicles are expected to follow the rules and procedures outlined in this policy and to abide by all campus regulations and all local, state and federal laws.

The emphasis in this policy is on College fleet vehicles and College-rented passenger vans. Separate policies are in place for executive vehicles.

Driver Eligibility

Drivers must be at least eighteen (18) years of age, have had a valid driver's license for a minimum of one (1) year and be qualified to drive. In order to drive a Bowdoin College motor vehicle, all students, faculty and staff must submit a driver application that provides details on their driving history.

Individuals who are 25 years or older, will only drive a College owned 7 passenger mini van or a sedan, and/or rent a non-College owned 7 passenger mini van or sedan on their own can submit a MVR application and complete the on-line training to become certified.

Certification for 12 passenger vans:

Motor Vehicle Record

Once complete, an on-line authorization form, sent via email from HireRightTM, must be completed to grant Bowdoin College permission to obtain the individual's Motor Vehicle Record (MVR). HireRightTM authorization forms will be initiated by Human Resources or the Fleet Scheduler.

The time it takes to receive a requested MVR varies from state to state, but can take up to one (1) week. Certain states require additional authorizations to obtain records. In these situations, the individual will be notified by HireRightTM directly of any additional forms to complete.

The applicant's MVR will be evaluated based on the Point System for MVR Evaluations. An ineligible driver is any individual who does not hold a valid driver's license or scores a total of ten (10) points or more over the past three (3) calendar years based on the Point System for MVR Evaluations. Points will be based solely upon information obtained from the confidential review of the MVR. The College scores MVRs based on the Point System for MVR Evaluations (which may not correspond to the driver's state point system).

Applicants will be notified by the Fleet Scheduler of their eligibility. If an applicant is ineligible due to 10 or more points on the MVR evaluation (s)he may attend, at personal expense, a defensive driving program approved by the Director of Facilites Operations and Maintenance to improve their driving score. Successful, documented completion of the defensive driving course will result in the applicant receiving a three (3) point credit toward his or her MVR screening. For example, an applicant with an MVR score of (10) who is ineligible to drive a Bowdoin College motor vehicle may successfully complete a defensive driving course and reapply with an MVR score of seven (7).

Driver Safety Program

All students, as well as faculty and staff members who plan to operate a 12 passenger vehicle and have an acceptable MVR score must successfully complete the on-line training courses and a twenty (20) minute mandatory commentary drive prior to being eligible to drive a Bowdoin College motor vehicle (see guidelines for commentary drive, below).

Mandatory Commentary Drive

After completing the on-line training courses, the following drivers will be subject to a mandatory commentary drive.

  • All students
  • Faculty and Staff required to drive who are under 21
  • Any Faculty or Staff member who is likely to transport people or property in a 12 passenger van. Examples include faculty transporting students to offsite research sites and coaches transporting student athletes to off campus practices or competitions.
  • Any Faculty, Staff or Student who has lost his/her privilege to drive a College vehicle may be required to conduct a 20 minute commentary drive in order to be reinstated as an authorized driver.
  • Individuals with international driver's licenses, with less than 12 months driving history within the United States will have six (6) months in which to obtain a U.S. driver's license. After six (6) months, these individuals must have a U.S. driver's license to operate a Bowdoin College motor vehicle and must show a copy of that license to the Fleet Scheduler.

Exceptions: The Director of Facilities Operations and Maintenance may provide a commentary drive waiver to a driver who has previous experience driving 12 passenger vans or holds a commercial driver's license.

MVR scoring will take place annually and drivers will be notified of any change in their eligibility status.  Training is good for four (4) academic years.

Employees Required to Drive

Employees who are required to operate a College vehicle as part of their essential job functions are subject to the same eligibility requirements as all students, faculty and staff members.

Prospective employees, whose position requires a valid driver's license as an essential function of the job, may be offered a position, subject to having an acceptable MVR score. Prospective employees will be required to complete the on-line authorization from, via HireRightTM, granting permission to Bowdoin College to obtain the individual's MVR. Authorization forms will be initiated by Human Resources. A driver application must also be completed to provide driving history details. If the prospective employee receives an unacceptable MVR score, the offer will be rescinded.

New employees who are required to drive a College vehicle and who have an acceptable MVR score will have 30 days from date of hire to attend a Driver Safety Program, sponsored and paid for by the College. Driver Safety Programs will be tailored to meet departmental needs and will be coordinated by the Fleet Scheduler.

Training

Students and Faculty/Staff who will operate a 12 passenger vehicle must complete these steps:

Complete the driver application to obtain an MVR.

Review the instructions for and complete the United Educators driver safety training on-line and print the certificate of completion. The training takes about 45 minutes to complete. 

Complete Traveler’s 12 passenger vehicle training on-line and print the certificate of completion. The training takes about 30 minutes to complete.

Review Bowdoin’s vehicle reservation video. The video is about 5 minutes.

Sign up for a 20 minute commentary drive within 30 days of completing the required on-line training(s).

Bring proof of completion of all required items to the commentary drive, i.e. certificates of completion for on-line training.

Successfully complete the 20 minute commentary drive within 30 days of completing the required on-line training.

If you have questions about the training please contact the Fleet Scheduler.

Bowdoin College is committed to providing a safe environment for our students, faculty, staff and guests. In order to facilitate additional safety in our vehicles we have implemented a program proven to reduce motor vehicle accidents. The program is Safety First. Stickers have been placed on our vehicles which read, "Safety Is My Goal." Each vehicle has a unique identification to allow fellow drivers to phone in comments regarding the way the vehicle is being driven.

Reports from callers will be received by the Safety First staff and will generate a driver report for the College. The report will indicate the nature of the call and will be directed to the Accident/Incident Review team. This will initiate contact with the driver to better understand the nature of the report. The Accident/Incident Review team will then suggest an appropriate action to be taken.

Rules for the Use of College Vehicles

1. Drivers must abide by and enforce all rules, regulations, terms and conditions as outlined in this Motor Vehicle Use Policy and must know and obey all applicable campus, local, state and federal traffic laws, regulations, and ordinances.

2. The driver is responsible for the proper use and operation of the Bowdoin College motor vehicle, including, but not limited to the use of safe driving techniques, principles, and practices at all times.

3. Driver acknowledges that College vehicles are for official business and college purposes only. Examples of authorized travel include official athletic team travel, faculty sponsored field trips, and official outing club trips. Uses must be approved by the relevant supervisor or sponsor in advance. Personal use for errands, medical appointments, shopping or any other personal use is strictly prohibited. If vehicles are used for personal use, driver shall be subject to loss of driving privileges and/or disciplinary action. If you have any questions on permitted use, please check with the Fleet Scheduler.

4. Drivers may not allow other passengers to operate the vehicle unless the passenger is listed as an alternate driver on the Authorization to Drive form or is on the List of Approved Drivers maintained by the Fleet Scheduler. Only those individuals affiliated with the College (i.e. faculty, staff, students, invited guests, or approved outside conference attendees) are to be transported in Bowdoin College motor vehicles.

5. Drivers are responsible for notifying the Fleet Scheduler immediately of any change in their driver's license status in any state or country. Any driver of College vehicles who has their right to operate suspended or revoked may not drive a College vehicle under any circumstances until their right to operate is reinstated. Drivers are personally responsible for traffic and parking violations. Drivers must immediately inform the Fleet Scheduler of violations received while using a Bowdoin College motor vehicle.

6. Drivers are responsible for immediately notifying local police in the city or town where an accident occurs and then notifying the College's Communications Center at 207-725-3314.

7. No hazardous cargo is permitted in Bowdoin College motor vehicles. Alcoholic beverages and/or illegal drugs may not be transported or consumed in College vehicles.

8. Drivers may not operate a College vehicle under the influence of alcohol or illegal drugs or while using a prescription medication that has any warning of any impairment, including without limitation, a warning for drowsiness or not to use when operating heavy machinery.

9. Drivers are not authorized to operate a vehicle with anything on top of the vehicle or with anything protruding from a window or door, to push or tow any other vehicle or trailer, or to move equipment or property without written approval from the Director of Facilities Operations and Maintenance. Exceptions will be granted on a case-by-case basis to accommodate academic, athletic, and outdoor leadership center activities.

10. Drivers must turn the College vehicle off, remove the keys and lock the vehicle when it is left unattended.

11. Children under twelve (12) years old are not allowed as passengers in Bowdoin College motor vehicles unless approved in writing by the Director of Facilities Operations and Maintenance.

12. Smoking is not permitted in any Bowdoin College motor vehicle. Nor are animals, with the exception of trained service animals.

13. Drivers are responsible for returning vehicles in a clean condition. Vehicles that are left dirty will be cleaned and the department that last used the vehicle will be charged. Drivers are responsible to ensure that plastic bottles and/or other materials that could become trapped under brake and/or accelerator pedals shall not be placed on the floor.

14. Bowdoin College has specific guidelines regarding cell phone use. For a complete copy of Bowdoin's cell phone policy see the guidelines for use of personal cell phones.

Cellular Phone Use While Operating a Vehicle

Drivers shall refrain from using their phone/communication device while driving a Bowdoin vehicle or while driving any other vehicle (rented, leased, borrowed, or their own vehicle) while conducting Bowdoin business.

Drivers shall comply with all federal, state, and local laws and regulations regarding the use of mobile technology devices including cell phones.

Incoming or outgoing cellular phone calls are not allowed while driving.  Sending or reading text messages, emails, dialing cellular phones, viewing television, videos, or DVD's and inputting data into laptop computers, personal digital assistants or navigation systems are prohibited while driving.  The cellular phone voicemail feature should be on to store incoming calls while driving and all message retrievals and calls should be made after the vehicle is safely parked.

If acceptance of a call is unavoidable the driver is expected to pull the vehicle off the road in a safe and visible area, to keep the call short and to refrain from complicated or emotional discussions.

Driving while distracted in the State of Maine is a moving violation (Sec. 1.29-A MRSA ξ2117).  Accidents incurred while the driver is using a cellular phone may be considered to be preventable and the driver may be subject to disciplinary action.  Drivers who are charged with traffic violations resulting from the use of their phone while driving will be responsible for all financial liabilities (fines associated with citations) that result from such actions.

Availability and Use of College Vehicles

Facilities Management is responsible for the administration of the College's fleet of vehicles which are made available to faculty, staff, and student organzations. Use of Bowdoin College fleet vehicles is limited to official College business only including academic class trips/projects/needs, community service transportation, authorized administrative trips, authorized student groups and clubs and intercollegiate athletics trips as approved by the individual or group's supervisor or sponsor. Personal use of College vehicles for errands, shopping, or other personal use is prohibited. Due to the limited number of fleet vehicles, the College is unable to accomodate every request. Academic trips, such as field and research trips, shall always be given first priority for use of fleet vehicles.

If College owned/rented/leased vehicles are used for non-business purposes, the driver could be subject to loss of driving privileges and/or disciplinary action.

The College also owns, operates and maintains a specialized fleet of vehicles often referred to as "shop" vehicles or department vehicles (e.g., Security patrol vehicles) for use by certain departments including Facilities Management, Dining Services, Campus Services, and Security. These vehicles are entrusted to the departments enabling them to execute their mission and responsibilities. During the course of a trip conducting College business, employees may stop as necessary to obtain a meal. Travel using vehicles in this specialized fleet should be by the most direct, economical route.

Ignition keys shall not be left in any unattended College owned vehicle, and vehicles that contain College owned tools or equipment should be kept locked at all times.

An emergency kit, containing reflective triangles, accident procedures, blank accident report, first aid kit, and a copy of the Bowdoin College Motor Vehicle Use Policy will be in each fleet vehicle.

Vehicle maintenance and safety inspections are the responsibility of Facilities Management in conjunction with the Fleet Scheduler.

During peak seasons the College may have additional rental vehicles on campus. Please contact the Fleet Scheduler for availability.

Vehicle Reservation Guidelines

1. All fleet vehicle reservations are made through the Fleet Scheduler via the on-line vehicle request form.  Any changes to a vehicle reservation should be communicated to the to the Fleet Scheduler.

2. Academic trips, such as field and research trips, shall always be given first priority for use of fleet vehicles.  For non-academic trips, a group may reserve no more than three (3) vehicles at a time to allow equal access to vehicles by all campus departments and groups.  If vehicles are available seventy-two (72) hours prior to departure, the group or department may reserve additional vehicles. 

3. Vehicles may not be reserved through the Fleet Scheduler more than sixty (60) days prior to the start of the semester in which they will be used. The Fleet Scheduler shall always reserve certain fleet vehicles for academic use only.

4. Due to the limited number of fleet vehicles, vehicles may be used for up to twelve (12) hours on weekdays. On weekends departments/groups may reserve a vehicle for a two (2) day overnight trip. If this standard does not meet a group or department's need an appeal may be made to the Director of Facilities Operations and Maintenance.

5. Facilities Management's office hours are 7:30 a.m. to 4:30 p.m., Monday through Friday.  Requests for vehicles received after 3:00 p.m. on Friday will be processed on the next business day (Monday, except holidays).  Security is not authorized to assign vehicles for requests made after 3:00 p.m. on Friday.  Please plan accordingly. 

6.  Reservations for trips that will not occur should be canceled at least twenty-four (24) hours in advance.  In the event of poor weather conditions, the Fleet Scheduler or Communications Center may cancel a reservation.  Every attempt will be made to notify the reserving party in advance.

7. While it is the intention of the College to monitor severe weather conditions, it is the responsibility of the driver to assess driving conditions and to ensure his/her safety and the safety of the vehicle's occupants. The driver shall use reasonable judgment to avoid hazardous conditions.

8. All student groups must be registered with Student Activities and have a valid Bowdoin College project code. Student group drivers must meet all vehicle policy eligibility requirements and complete an Authorization to Drive form for each trip.

9. All academic trips must be sponsored by a department and authorized by the department chair, manager, director, or other approved faculty or staff member.

10. Vehicle requests for trips in excess of 500 miles one way, or to Canada require prior approval, at least two weeks before the trip.  Drivers must complete the Authorization to Drive Form and obtain the signature of their Senior Officer or Dean and the Senior Vice President for Finance and Administration.  Once the applicable signatures are obtained the vehicle can be requested via the Fleet Scheduler.  If outside rentals are used for the approved trip the requester should work directly with the rental agency.

Vehicle Pick Up

1.  When checking out a fleet vehicle, the driver will need to produce her/his license and an approved Authorization to Drive form each time a vehicle is checked out. The Authorization to Drive form must have an original signature of an authorizing faculty or staff member. The authorizing faculty or staff member will be called in the event of an emergency regarding the trip.

2.  All drivers are expected to have their valid driver's license and their Authorization to Drive form throughout their trip. Only the intended driver may pick up a reserved vehicle, unless an exception is made by the Director of Facilities Operations and Maintenance.

3.  The driver will be handed a wallet containing the keys and a Wright Express fuel card.

4.  The driver must sign the vehicle use log before leaving.

5.  After locating the correct vehicle (numbers are stenciled on the driver's side of the vehicles) in the assigned parking lot behind Rhodes Hall, the driver should conduct a "walk around" inspection of the vehicle prior to leaving and document any existing damage on the College Vehicle Trip Report. Drivers must confirm that the following parts and components are in good working order: service and parking brakes, steering mechanism, horn, windshield wipers/washers, rear-vision mirrors, lights/reflector devices, and tires/wheels. The starting mileage should be recorded on the College Vehicle Trip Report prior to leaving campus.

During normal business hours, fleet vehicles must be checked out by the Fleet Scheduler. When a vehicle is scheduled outside of normal business hours, drivers should have their Authorization to Drive form approved by the Fleet Scheduler during normal business hours and go to the Communications Center on the approved day and time with a copy of their approved Authorization to Drive form indicating the assigned vehicle number.

Facilities Management's office hours are 7:30 a.m. to 4:30 p.m., Monday through Friday. Requests for vehicles received after 3:00 p.m. on Friday will be processed on the next business day (Monday, except holidays). Security staff are not authorized to assign vehicles for requests made after 3:00 p.m. on Friday. Please plan accordingly.

Vehicles that have obvious safety problems should not be taken on a trip and should be reported immediately to the Fleet Scheduler or the Communications Center. If there is a replacement vehicle available, one will be substituted.

Generally, keys may be picked up no more than thirty (30) minutes prior to the reservation time. During the winter, drivers should plan on enough time to warm up the vehicle and clear any snow or ice. Facilities Management does not remove snow or ice from vehicles. In the event of serious weather conditions, the Fleet Scheduler, Director of Facilities Operations and Maintenance, Director of Safety and Security or Communications Center has the authority to prevent fleet vehicles from leaving campus.

While it is the intention of the College to monitor severe weather conditions, it is the responsibility of the driver to assess driving conditions and to ensure his/her safety and the safety of the vehicle occupants. The driver shall use reasonable judgment to avoid hazardous conditions.

If a vehicle is not picked up within one (1) hour of the reserved time and the Fleet Scheduler has not been notified of a late pickup, the reservation will be cancelled.

Fuel and Other Costs

Wright Express fuel cards are for the purchase of fuel, oil and automobile maintenance only. They should be used only for College business and the lowest octane fuel available should be purchased. All receipts associated with the Wright Express fuel cards must be turned in with the keys to the vehicle at the end of the trip. Bowdoin College will not reimburse for fuel purchased by the driver. To use a Wright Express fuel card you must use your assigned driver ID#, printed next to the assigned vehicle number on the Authorization to Drive form.

All College owned fleet vehicles I(B1 - B13) are equipped with an EZ-Pass transponder and the cost of tolls are included in the $30 daily vehicle rental rate.  Parking costs are the responsibility of the department or group that sponsors the trip. Any traffic or parking tickets received are the responsibility of the driver, not the College. Any costs incurred for lodging or transportation as a result of a fleet vehicle breakdown are the responsibility of the department or group using the vehicle.

Rates, Service Charges and Billing

The College charges a flat rate of $30.00 per rental.  For rentals exceeding 24 hours the rental fee will be $30.00 per day for the rental period.  Fuel cards are included with the keys to the vehicle and must always be used when purchasing fuel.

In the event of an accident, the responsible department or group will pay the deductible amount ($1,000) for damages to the vehicle. If more than one vehicle is involved in the same accident, the responsible department or group will pay $1,000 X the number of vehicles damaged.

The following charges apply:

  • If a vehicle is not returned on time and has been scheduled for use by another department or group, attempts will be made to provide another available fleet vehicle.
  • If a fleet vehicle is not available, the department or group needing a vehicle may attempt to rent a vehicle from an outside vendor.  The department or group responsible for not returning the vehicle on time will be responsible for all charges associated with the rented vehicle. 

Facilities Management will bill departments and groups for all rental fees directly through Financial Edge (FE). Billing will be done at least monthly. Any questions regarding rental fees should be directed to the Fleet Scheduler.

Return of Vehicles

Fleet vehicles should be returned to the parking lot behind Rhodes Hall, in its assigned parking space and may not be returned to any other location. The driver should conduct a "walk around" inspection of the vehicle and note any damages or safety concerns on the College Vehicle Trip Report. The driver must also record the ending mileage on the College Vehicle Trip Report. The key, Wright Express fuel card and completed College Vehicle Trip Report should be returned to the Communications Center after hours. 

Vehicles shall be returned with at least 3/4 tank of fuel.  Vehicles returned with less fuel will be refueled by Facilities Management and the department that last used the vehicle will be charged as indicated on the Authorization to Drive form.

Should unavoidable delays be encountered during a trip that prevents returning the vehicle on time, the driver must contact the Fleet Scheduler during normal business hours or the Communications Center after hours and on weekends.

Any damage to the vehicle when it is returned will be the responsibility of the group or department that used the vehicle. Vehicles that have obvious safety problems should not be taken on a trip and should be reported immediately to the Communications Center or the Fleet Scheduler. If there is a replacement vehicle available, one will be substituted.

Loss of Driving Privileges

Employee's Loss/Suspension of Driving Privilege

If an employee is required to drive as part of his/her essential job function and becomes ineligible to drive for any reason the employee shall be subject to any or all of the following actions:

  • Casual employees required to drive may be terminated.
  • Full and part-time employees may be subject to reassignment, demotion or termination. In some instances it may be possible to accommodate the employee in their current position as determined by the supervisor and Human Resources. Various factors will be considered for an accommodation including but not limited to the length of suspension and the ability to effectively continue to perform the major responsibilities of the position without driving. Compensation will be reviewed at this time.


If an employee is ineligible but has a total MVR score of less than thirteen (13), then the employee, his/her supervisor and Human Resources will develop a plan for the driver to successfully complete, within a reasonable amount of time, an approved defensive driving course, paid for by the employee. By successfully completing an approved defensive driving course, the employee will receive three (3) credits toward his/her MVR score. If an employee has a total MVR score of thirteen (13) or more, the employee, his/her supervisor, and Human Resources will meet to determine appropriate action.

Accident/Incident Reviews

Drivers will automatically lose eligibility to operate College vehicles for up to one (1) year following an accident or incident with a fleet or rental vehicle or violation of College rules, after which they may reapply. Eligibility may be reinstated after remedial driver training or in cases where the driver was not at fault. Accidents will be reviewed by a three (3) person committee of the Director of Human Resources, the Director of Facilities Operations and Maintenance, and the Director of Safety and Security or their designee. Driver eligibility will not be reinstated during the pending Accident/Incident Review, which takes approximately one (1) week.

Actions Resulting in Suspension of Driving Privileges

In addition to a violation of the Rules for the Use of College Vehicles or a suspension resulting from an Accident/Incident Review, any of the following actions may result in the loss of College vehicle driving privileges for up to one (1) year and may result in criminal prosecution and/or College disciplinary proceedings, which could lead up to and include termination of employment:

  • Failure to file an accident report involving a College vehicle with the local police where the accident occurs in a timely manner or to notify the Communications Center in a timely manner.
  • Notification by anyone (including police, Safety First, community members, etc.) of erratic or unsafe operation of a Bowdoin College motor vehicle.
  • Driving to a destination other than that approved on the Authorization to Drive form.
  • A driving incident resulting in personal injury to any person.
  • Use of the Wright Express card for purchases other than fuel, oil, and automobile maintenance. Picking up a vehicle earlier than the scheduled departure time, or returning a vehicle later than the authorized return time without notifying the Fleet Scheduler or the Communications Center.
  • Repeatedly violating the College's parking or other vehicle-related policies as determined by the Director of Safety and Security or the Director of Facilities Operations and Maintenance.
  • Operating a College vehicle under the influence of alcohol or drugs (including medications that would impair the driver).

Driving Under the Influence

Driving under the influence (DUI) shall include offenses related to driving under the influence of alcohol or drugs and shall also include designations of driving to endanger when the driver is under the influence of alcohol or drugs. Operating under the influence (OUI) offenses shall be handled in the same manner as DUI offenses.

  • Until written confirmation is received from the Court stating the driver has appeared before the court and the judge has concluded that the driver was found innocent of driving under the influence.
  • In the event that the driver's license is suspended due to a DUI conviction, the driver's privilege to operate a College vehicle shall be suspended for a period of not less than twelve (12) months after the license is reinstated or twelve (12) months after the date of conviction, whichever is earlier. State issuance of a conditional/restricted license shall not be cause for reinstatement of driving privileges. If the driver has not received any driving violations, during the College driving suspension period, the driver will be conditionally reinstated after successfully completing a Bowdoin College driver training program and commentary drive. For reinstated drivers, the College reserves the right to request a Motor Vehicle Record (MVR) at anytime.
  • Casual employees required to drive may be automatically terminated.
  • Full and part-time employees shall be subject to reassignment, demotion or termination as determined by the supervisor and Human Resources. In some instances it may be possible to reassign the employee to another position that the employee is qualified and capable to fill within the College that does not require driving as an essential job function. When reassignment is determined to be appropriate, the employee shall receive compensation reflective of the position he or she is assigned to with no regard to his/her previous compensation level. Further, the vacated position shall not be held open for the employee during the time of suspension, as described above. Employees and students, who are authorized drivers of College vehicles, shall inform the College (Supervisor and Fleet Scheduler for Faculty/Staff Drivers or Fleet Scheduler for Student Drivers) if they have received a DUI citation in any jurisdiction prior to driving a College owned/rented/leased vehicle. Failure to notify the College of a DUI citation can result in disciplinary action including potential termination of employment and/or student judicial review and sanction.

Employees

If a driver receives a DUI/OUI or driving to endanger citation, the driver's permission to operate College owned/rented/leased vehicles including but not limited to cars, trucks, vans, grounds equipment, golf carts, gators and mini trucks will be automatically suspended as described below:

Employees Required to Drive as Essential Job Function

Any employee required to drive as part of his/her essential job function and who has received a violation for operating a vehicle under the influence shall be subject to any or all of the following actions:

Student Drivers, Including Student Employees

If a driver receives a DUI/OUI or driving to endanger citation, the driver's permission to operate College owned, rented, or leased vehicles including but not limited to cars, trucks, vans, grounds equipment, golf carts, gators and mini trucks will be automatically suspended as described below:

Students employed by the College shall be classified as student drivers regardless of their employment situation.

Students hired by the College following graduation from Bowdoin shall be considered employee drivers subject to the rules defined for employees.

Accident Procedures

Any accident involving a Bowdoin College vehicle, regardless of severity, location, or fault, must be reported immediately to the law enforcement authority within the jurisdiction where the accident occurred and to the College’s 24 hour Communications Center at 207-725-3314. College vehicles contain an emergency kit with the following items: reflective triangles, accident procedures, blank accident report, first aid kit, and a copy of the Bowdoin College Motor Vehicle Use Policy. In the case of a rental vehicle, the driver should also follow the procedures outlined on the rental agreement and/or posted in the vehicle.

For all accidents:

1. Stop and secure your vehicle.

2. Set out warning devices (triangles) properly.

3. Immediately contact the local police to advise them of the accident and to get medical assistance if there are any injuries. NOTE: In the State of Maine, if an accident involves death or personal injury or more than $1,000 damage to a car or property, it is the responsibility of the driver to report the accident immediately to the local police.

4. Once any medical needs are taken care of it is important to make sure you get the other driver’s information. Use the Bowdoin College Accident Report in the emergency kit of the College vehicle; you may pick up a Bowdoin College Accident Report from the Communications Center or the Fleet Scheduler when you return to campus in the event you have an accident with a rental vehicle. At a minimum, write down:

    a. Name

    b. Date of birth

    c. Driver’s license number and state

    d. Phone number

    e. Address

    f. Insurance company – policy number, if known

    g. License plate number

    h. Make, model, and year of vehicle

    i. Damage to vehicle

    j. Injury to driver, if any

    k. Date, time, road and weather conditions

    l. Names and phone numbers of any passengers

    m. Injuries to any passengers

    n. Names and phone numbers of any witnesses

    o. If local police respond to the accident, request the investigating officer’s name, badge number, phone number, and report number

5. You must also give the other driver your information and the vehicle’s information, including insurance coverage. Insurance information is located in the emergency kit of all College vehicles. The College’s insurer is Charter Oak Fire Insurance Company, Policy # Y-810-4770N927-COF-209. For rental vehicles, you should provide the name of the College’s insurance company, Acadia Insurance, and instruct the owner of the other vehicle to contact Jim Kelley, Procurement & Risk Manager at 207-725-3115 for additional information.

6. Cooperate with the police and other authorities but do not admit fault or give written statements.

7. If the local police will not draw up a report (because the damage is minimal and there are no injuries), ask them to make a note that the driver called in the accident.

8. As soon as practical, notify the College’s 24 hour Communication Center at 207-725-3314.

9. If a College vehicle is damaged and cannot be driven and the Communication Center authorizes it, have the vehicle towed by calling the number on the Wright Express Fuel card (1-888-774-4939). If a rental vehicle is damaged, follow the procedures outlined on the rental agreement and/or posted inside the vehicle. In addition, contact the Communication Center at 207-725-3314 to report the accident. Unless approved by the Communication Center, in consultation with the Motor Pool, any damaged College or rental vehicle must be returned to campus or the rental location immediately following an accident.

10. For any accident involving a fleet or rental vehicle, drivers must complete a Bowdoin College Accident Report by the end of the day and submit it to the Communication Center or the Fleet Scheduler. NOTE: In the State of Maine, if an accident involves death or personal injury or more than $1,000 damage to a car or property, it is the responsibility of the driver to report the accident immediately to the local police. Blank reports may be picked up from the Communication Center or Fleet Scheduler. A copy of the State of Maine Driver’s Report of Traffic Accident should be filed with the Fleet Scheduler. The Communication Center or the Fleet Scheduler will notify the College’s risk manager.

Breakdown Procedures

If a fleet vehicle breaks down on the road, the driver should notify the 24 hour Communication Center at 207-725-3314. The Communications Center, in consultation with Facilities Management, will determine, based on the location of the vehicle, the time of day, and the circumstances of the breakdown, what action should be taken such as towing or repair service. The driver shall make the arrangements to carry out the repair decisions of the Communication Center. The Wright Express fuel card has a toll-free number (1-888-774-4939) for roadside assistance. Drivers are not authorized to have vehicles towed or have repairs made without consulting with the College’s Communication Center. The College will not reimburse any driver who has unauthorized repairs made to a College vehicle. Any expense incurred for unauthorized repairs, alternate transportation or lodging is the responsibility of the individual or the department for whom she/he is driving.

If a rental vehicle breaks down, the driver should follow the procedures outlined on the rental agreement. The driver should also contact the College’s Communication Center at (207) 725-3314 to report the breakdown.

Rented Passenger Vans

Prior to picking up a College-rented passenger van, all drivers must bring a completed and signed Authorization to Drive form to the Fleet Scheduler. The Authorization to Drive form must be signed by an authorizing faculty or staff member. The authorizing staff or faculty member will be called in the event of an emergency regarding the trip. The Fleet Scheduler will make the reservation with an appropriate vendor and send confirmation to the requestor. The Fleet Scheduler will also confirm where the rental vehicle should be picked up and dropped off.

When picking up a College-rented passenger van, drivers will need to produce her/his license and a copy of the approved Authorization to Drive form each time a vehicle is picked up. The rental vendor will have received a faxed copy of the approved driver's Authorization to Drive form from the Fleet Scheduler. Only when the rental vendor has the copy of the approved driver's Authorization to Drive form and the driver presents her/his license, will the rental vendor give the keys to the driver. Drivers should confirm roadside assistance availability with the vendor upon picking up the vehicle. Wright Express fuel cards are only available for Bowdoin College fleet vehicles. Drivers of rental vans must purchase gas themselves and seek reimbursement according to the policies and procedures established by the College's accounting department. Drivers of rental vehicles are responsible to follow refueling requirements of the rental vendor.

For safety reasons, the College will no longer permit the rentals of 15 passenger vans by students, faculty, or staff. Any exception to this policy must be approved in writing by the Director of Facilities Operations and Maintenance or his designee and his signature or that of his designee must be present on an Authorization to Drive form.

Unless otherwise stated by the Fleet Scheduler, all rental vehicles should be returned to the rental vendor.

Unavoidable Delays

Should unavoidable delays be encountered during a trip that prevents returning the vehicle on time, the driver must contact the Fleet Scheduler during normal business hours or the Communications Center after hours and on weekends.

Towing Equipment

Only authorized Faculty, Staff or Students who have been properly trained to tow trailers are allowed to tow trailers and equipment with Bowdoin College owned, leased or rented vehicles.  Training will be offered by the College and such training times and locations will be published in advance.  Training shall only be offered to individuals identified by departments as individuals required to tow.

Not all college vehicles are outfitted with towing hitches.  The Fleet Scheduler will identify vehicles equipped for towing and the driver will be responsible for identifying the appropriate vehicle with which to tow based on the weight of the items being towed.  Each vehicle has unique towing capacities and characteristics.  It is the responsibility of the driver to become familiar with these capacities and understand the capacity restrictions of the vehicle they choose.

Drivers intending to tow must so indicate by checking the box on the Authorization to Drive form that indicates intent and documents the driver has received College towing training.

The driver shall complete a towing checklist prior to towing to their intended location and prior to returning to campus.  The completed towing checklist must be turned in with the keys at the termination of the trip.  Failure to adequately complete the form may result in termination of towing and/or driving privileges.