College Vehicle Use Policy

Applicants 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. All Bowdoin College 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 Bowdoin College owned/rented/leased 7 passenger minivan or a sedan can submit a driver application, complete the online training and send proof of completion of the on-line training to the fleet scheduler/coordinator to become eligible to drive.

Certification for 12 passenger vans require:

• Completing the driver application which will initiate the Motor Vehicle Record (MVR) review process.

• Students: Log in to Blackboard, click on Bowdoin College Compliance Training (under Organizations), complete the Driver Safety training module and print the certificate of completion.

• Faculty & Staff: Log in to Canvas, click on Bowdoin College Compliance Training (on your Canvas Dashboard or under Courses ), complete the Driver Safety training module and print the certificate of completion.

• Complete Traveler’s large passenger van training on-line and print the certificate of completion.

• Watch Bowdoin’s "Requesting and Using a Bowdoin Vehicle" video. 

• Complete a 20 minute commentary drive within 60 days of completing the required on-line trainings.

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

Bowdoin College has contracted with Sterling Talent Solutions® to obtain an individual's Motor Vehicle Record (MVR). Sterling Talent Solutions® authorization forms will be initiated by Human Resources or the fleet scheduler/coordinator.

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 Sterling Talent Solutions® directly if any additional forms need to be completed.

The individual'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) or more points 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).

Individuals will be notified by the fleet scheduler/coordinator if additional information is needed. If an individual is ineligible due to 10 or more points on the MVR evaluation they may attend, at personal expense, a defensive driving program approved by the interim director of facilities 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 their MVR screening. For example, an applicant with an MVR score of (10) who is ineligible to drive a Bowdoin College vehicle may successfully complete a defensive driving course and reapply with an MVR score of seven (7).

All Bowdoin 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 two (2) on-line training courses and a twenty (20) minute mandatory commentary drive prior to being eligible to drive a Bowdoin College vehicle (see guidelines for commentary drive, below).

Mandatory Commentary Drive

After completing the required 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 vehicle and must show a copy of that license to the fleet scheduler/coordinator.

Exceptions: The interim 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.

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 Bowdoin students, faculty and staff members.

• Individuals must only drive a College owned/rented/leased 7 passenger minivan or a sedan.

• Complete the motor vehicle record (MVR) review process.

• Watch Bowdoin’s "Requesting and Using a Bowdoin Vehicle" video.

• Complete the Driver Safety Fundamentals training in the Bowdoin College HR Compliance Training course in Canvas (canvas.bowdoin.edu).

Employees working in the Athletic department or faculty/staff who are required to drive a 12 passenger van or box truck as part of the job requirement will have to complete the 12 passenger van certification including the commentary drive.

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 form, via Sterling Talent Solutions®, 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 thirty (30) days from date of hire to become certified to drive a College vehicle.

An MVR review will take place annually for employees required to drive and drivers will be notified of any change in their eligibility status. 

All students and any faculty/staff who will operate a 12 passenger vehicle must complete these steps:

• Complete the driver application to obtain an motor vehicle record (MVR).

• Using Mozilla Firefox, log in to Canvas, click on Bowdoin College Compliance Training (on your Canvas Dashboard or under Courses), complete the Driver Safety training module. Print the certificate of completion. 

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

• Watch Bowdoin’s "Requesting and Using a Bowdoin Vehicle" video. The video is approximately 5 minutes in length.

• Complete a 20 minute commentary drive within 60 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(s).

For faculty and staff to become certified drivers who will only drive sedans and minivans:

• Must be 25 years or older. Complete the driver application to obtain an motor vehicle record (MVR).
• Watch Bowdoin’s "Requesting and Using a Bowdoin Vehicle" video. The video is approximately 5 minutes in length.
• Complete the Driver Safety Fundamentals training in the Bowdoin College HR Compliance Training course in Canvas (canvas.bowdoin.edu).

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 number 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.

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. The 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, the 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/coordinator.

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/Coordinator. 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 vehicles.

5. Drivers are responsible for notifying the fleet scheduler/coordinator 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/coordinator of violations received while using a Bowdoin College 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 Office of Safety and Security Communications Center at 207-725-3314.

7. No hazardous cargo is permitted in Bowdoin College 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 interim 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 vehicles unless approved in writing by the interim director of facilities operations and maintenance.

12. Smoking is not permitted in any Bowdoin College 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 a cleaning fee. Drivers are responsible for ensuring that plastic bottles and/or other materials that could become trapped under the 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.

Facilities Management is responsible for the administration of the College's fleet of vehicles which are made available to faculty, staff, and student organizations. 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 accommodate 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/Coordinator.

During peak seasons the College may have additional rental vehicles on campus. Please contact the fleet scheduler/coordinator for availability.

1. All fleet vehicle reservations are made via the online vehicle request form. Any changes to a vehicle reservation should be communicated to the fleet scheduler/coordinator.

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/coordinator more than sixty (60) days prior to the start of the semester in which they will be used. The fleet scheduler/coordinator 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 interim director of facilities operations and maintenance.

5. Facilities Management's office hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Vehicle requests are processed until 3:00 p.m., Monday through Friday. Requests received after 3:00 p.m. are processed the next business day and requests submitted on Friday are processed on the next business day (Monday, except holidays). Please plan accordingly. 

6.  Reservations for trips that will not occur should be canceled at least twenty-four (24) hours in advance.  Reservations may be canceled in the event of inclement weather conditions. 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 vice president of finance and administration & treasurer.  Once the applicable signatures are obtained the vehicle can be requested via the fleet scheduler/coordinator. Alternate drivers are required for student drivers traveling in excess of 500 miles one way. If outside rentals are used for the approved trip the requester should work directly with the rental agency.

1.  When picking up a fleet vehicle, the driver will need to produce her/his valid license, an approved Authorization to Drive form  and their Bowdoin ID card each time a vehicle is picked up. 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 interim 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 Trip Report (page 2 of the Authorization to Drive form). 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 view mirrors, lights/reflector devices, and tires/wheels. The starting mileage should be recorded on the Trip Report prior to leaving campus.

During normal business hours, fleet vehicles must be checked out by the fleet scheduler/coordinator. When a vehicle is reserved outside of normal business hours, drivers may have their Authorization to Drive form approved by the fleet scheduler/coordinator during normal business hours and go to the Office of Safety and Security Communications Center on the approved day and time with their signed Authorization to Drive form indicating the assigned vehicle number.

Facilities Management's office hours are 7:00 a.m. to 3:30 p.m., Monday through Friday. Requests for vehicles received after 3:00 p.m. on Friday are 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/coordinator or the Office of Safety and Security Communications Center. If there is a replacement vehicle available, one will be provided.

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/coordinator, interim director of facilities operations and maintenance, executive 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/coordinator has not been notified of a late pickup, the reservation will be canceled.

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 (B1 through B14) 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 College vehicle breakdown are the responsibility of the department or group using the vehicle.

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. 

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 Trip Report (page 2 of the Authorization to Drive form). The driver must also record the ending mileage on the Trip Report. On weekends and after hours (Monday through Friday, 3:30 p.m. to 7:00 a.m.) the vehicle key, Wright Express fuel card and completed Trip Report should be returned to the Office of Safety and Security Communications Center. 

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/Coordinator during normal business hours or the Office of safety and Security Communications Center after hours and on weekends at 207-725-3314,

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 Office of Safety and Security Communications Center or the fleet scheduler/coordinator. If there is a replacement vehicle available, one will be provided.

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. Driver eligibility will not be reinstated pending the 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 executive director of safety and security or the interim 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/coordinator for faculty/staff drivers or fleet scheduler/coordinator 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.

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 the vehicle.

2. Set out warning reflective triangles.

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. After any medical needs are taken care of exchange driver’s information. At a minimum, collect the following information:

    a. Driver's name

    b. Driver's date of birth

    c. Driver's driver’s license number and state issued

    d. Driver's phone number

    e. Driver's address

    f.  Driver's insurance company – policy number, if known

    g. Vehicle license plate number

    h. Vehicle make, model, and year

    i.  Vehicle damage

    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, if any

    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 create 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 Office of Safety and Security Communication Center at 207-725-3314. If a College vehicle is damaged and cannot be driven the Office of Safety and Security Communication Center dispatcher will complete the Vehicle Breakdown Form and notify Facilities Management. Facilities Management will contact roadside assistance and make arrangements for vehicles repairs, towing, etc. and communicate the decision to the driver and the Office of Safety and Security Communications Center. The driver will be responsible for carrying out the repair decisions. Drivers are not authorized to have vehicles towed or have repairs made without consulting with Facilities Management. The College will not reimburse any driver who has unauthorized repairs made to a College vehicle. Any expenses incurred for unauthorized repairs, alternate transportation, or lodging are the responsibility of the driver or the department sponsoring the trip. 

9.  If a rental vehicle is damaged, follow the procedures outlined on the rental agreement and/or posted inside the vehicle. In addition, contact the Office of Safety and Security Communication Center at 207-725-3314 to report the accident.

10. For any accident involving a fleet or rental vehicle, drivers must complete a Bowdoin College Accident Report upon return to campus and submit it to the Office of Safety and Security Communication Center or the fleet scheduler/coordinator.

11. The Office of Safety and Security Communications Center dispatcher will notify the Dean on Call if students are involved in a vehicle accident.

If a vehicle being used for a College sponsored trip breaks down please follow these steps.

1. Safety

• Turn on your hazard lights.
•  If it is safe, get out of the vehicle and stand or sit safely on the grass well away from the vehicle in a safe location.
• If you must remain in the vehicle, keep your seatbelt on until you exit the vehicle when help arrives.

2.  Call

• Call roadside assistance at 1-866-329-3471
• Select option 8, then 4
• Tell the operator you are calling for roadside assistance using your Wright Express card.
• Account number: 0455001125749
• Card number: 69004651037
• Expiration date: January, 2021
• Your PIN: (Your student ID, Employee ID, or Authorized Driver ID)
• Be sure to have the vehicle information ready (make, model, year)
• If you are told to call Wright Express directly the number is 1-888-774-4939

3.  Check

• Call the Office of Safety and Security Communications Center to review the steps you took, what your status is, and how long until help arrives.
• Follow the directions the communications operator gives to you.

A direct rental vehicle is a vehicle that is rented via a vendor for use by an individual or group for a College sponsored trip.

Wright Express (WEX) fuel cards are available for use in direct rental vehicles for College sponsored trips. Contact the Fleet Scheduler/Coordinator and provide a project code to charge the purchase of fuel to. Drivers of rental vehicles are responsible to follow refueling requirements of the rental vendor.

Should unavoidable delays be encountered during a trip that prevents returning the vehicle on time, the driver must contact the fleet scheduler/coordinator during normal business hours or the Office of Safety and Security Communications Center after hours and on weekends.

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/coordinator 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.

If the College declares a weather emergency, vehicles are grounded during that period, in the affected regions. For safety reasons the fleet scheduler/coordinator, interim director of facilities operations and maintenance, executive director of safety and security or the Office of Safety and Security Communications Center staff may determine that the use of fleet vehicles in inclement weather be restricted and/or prohibited, notwithstanding declaration of a weather emergency.

Notwithstanding the above, it is the responsibility of the driver to assess driving conditions and to ensure his/her safety and the safety of the vehicle passengers. The driver shall use reasonable judgement to avoid hazardous conditions.