Vehicle Use

University Owned, Leased and Rented Vehicles

• Passenger Cars - Employees or students authorized by their supervisors will be permitted to operate a passenger car. No one under the age of 21 will be permitted to operate the vehicle (unless approved by Risk Management prior to event).
• Commercial Vans and Trucks - Employees or students with the appropriate drivers license will be permitted to operate a van or truck. No one under the age of 21 will be permitted to operate the vehicle (unless approved by Risk Management prior to event).

Personal Vehicles on University Business

Employees or students who drive their personal vehicles on university business are responsible for:

• Maintaining automobile liability insurance in accordance with state law.
• Maintaining current state vehicle inspections when required.
• Maintaining the vehicle in safe operating condition.

Employees or students who plan to drive a personal vehicle on university business should be aware their personal automobile insurance is primary and the university's auto liability insurance is secondary.

Rental Vehicles

• Rental vehicles should be rented from a reputable vendor.
• Property damage and liability insurance should be waived for domestic rentals. The university is already insured for this exposure. For important details about insurance coverage go to Insurance Policy Information.
• Purchase rental insurance from the rental car agency for international travel.

Driving Records

Each department must provide the Risk Management office with a list of prospective drivers. This list should consist of drivers who will be driving University owned, leased, or rented vehicles. Driving performance will be monitored throughout the driver's career using information obtained from motor vehicle records (MVRs). Approved drivers will need to complete an MVR every two years. A list of approved drivers will be maintained in the Risk Management office. An acceptable driving record is one that does not have any DUI, DWI, or similar alcohol or drug related offenses within the past three years.

Other serious offenses that should not be on the driving record within the past three years include:

1. Failure to report an accident.
2. At fault in a fatal accident.
3. Conviction for reckless driving.
4. Driving after suspension or revocation of license.
5. Having two or more moving violations for running a red light or stop sign.
6. Having no more than three moving violations for speeding.

Questions about driving for a Rice sponsored activity? Contact the Office of Risk Management at driving@rice.edu.

Driver Performance and Safety

• A driver must have a valid driver’s license.
• The driver must be alcohol and drug free.
• The driver and all passengers must wear seatbelts.
• Carry no more passengers than available seats.
• The vehicle must be driven at speeds appropriate for the road conditions.
• Be aware of blind spots in the front and sides of the vehicle.
• During competition drivers must limit their driving to a total of four hours per day.
• Total driving time for all other activities must not exceed eight hours per day.
• Two approved drivers are required for trips where travel time exceeds two hours per day.
• Whenever possible driving must be limited to daytime hours.
• The driver must be qualified to operate the type of vehicle he or she will be driving.

Vehicle Inspection and Maintenance

Vehicles should be routinely inspected prior to use whether University owned or personal. Vehicle maintenance is an important component of a fleet safety program. The most effective control is preventive maintenance. Preventive maintenance (PM) is performed on a mileage or time basis. Typical PM includes oil/filter changes, lubrication, tightening belts and components, engine tune-ups, trace work, tire rotation, brake checks, hose inspection/replacement and radiator maintenance.

Procedures for Reporting Vehicle Accidents

Domestic Travel (U.S. and Canada): Do not purchase rental car insurance!

In case of an accident (while traveling domestically)....

1. Notify the rental company as soon as possible.
2. Do not admit liability. The claims adjuster will determine liability.
3. Obtain necessary insurance information from the other driver involved in the accident to thoroughly complete the "Accident/Injury Report". Upon completion, immediately submit the report to the Risk Management Office at MS-670 and include the case number.
4. If law enforcement officers (city police, sheriff, etc.) are called to investigate obtain a case number.
5. Submit any correspondence received from the rental car company including the vehicle damage report to the Risk Management Office at MS-670 for review.
6. If you are injured while traveling on business (including injuries not related to an auto accident), complete a "First Report of Injury or Illness Form (DWC-Form 1)" and send it to the Risk Management Office at MS-670. (See workers compensation site for more information.)

International Travel (Outside the U.S. and Canada) Purchase rental car insurance from the rental car agency!

In case of an accident (while traveling internationally)....

1. Notify the rental company as soon as possible. They will provide you with the procedures to follow.
2. As a matter of record, submit an "Accident/Incident Report", to the Director of Risk Management at MS-670.
3. If you are injured while traveling on business (including injuries not related to an auto accident), you will need to complete a "First Report of Injury or Illness Form (DWC-Form 1)" and send it to the Risk Management Office at MS-670. (See workers compensation site for more information.)