Motor Vehicle Policy

Who must obtain driver authorization? 

Employees (includes faculty and staff) and students of Roger Williams University and Roger Williams University School of Law who operate motor vehicles owned or leased by the University and employees who rent motor vehicles for University-related activities.  Employees using their personal motor vehicles to conduct University business need not obtain driver authorization.

What are the requirements to obtain driver authorization? 

• Employees must be at least twenty years old.
• Students must be at least twenty years old, be enrolled full-time, and have attained sophomore status.
• Persons who are both employees and students must be at least twenty years old and may be enrolled either part-time or full-time. Full-time employees may be any class year, but part-time employees must have attained sophomore status.
• Employees and students must be actively licensed to drive in any of the United States or the District of Columbia, and such license must have been valid for a minimum three years. 
• Students are required to attend the mandatory Defensive Driver Training course offered by the University. Except for full-time employees, persons who are both employees and students are required to attend the course.

I am an employee and I drive motor vehicles that are owned or leased by the University or I rent motor vehicles for University-related activities. What do I have to do to comply with this Policy? 

Complete the Roger Williams University Driver Authorization Form and have the head of your department sign the Form. Submit the completed Form to the Department of Public Safety. The Department of Department of Public Safety will obtain a copy of your Motor Vehicle Report from your state department of motor vehicles to ensure that your driving record complies with the guidelines in the Policy. If authorization is granted by the Department of Department of Public Safety, your name will be placed on the Approved Authorized Drivers list, updated weekly on the "Motor Vehicle Program" webpage on the Public Safety website, under the "Transportation" tab.

I am a student and I drive motor vehicles that are owned or leased by the University. What do I have to do to comply with this Policy? 

Complete the Roger Williams University Driver Authorization Form and have the head of the department for which you seek authorization sign the Form. Complete the mandatory Defensive Driver Training course and attach the certificate indicating that you have completed the course to the Form.  Submit both documents to the Department of Public Safety. The Department of Department of Public Safety will obtain a copy of your Motor Vehicle Report from your state department of motor vehicles to ensure that your driving record complies with the guidelines in the Policy. If authorization is granted by the Department of Department of Public Safety, your name will be placed on the Approved Authorized Drivers list, updated weekly on the "Motor Vehicle Program" webpage on the Public Safety website, under the "Transportation" tab.

Where can I obtain more information on the mandatory Defensive Driver Training course? 

See on the "Driver Safety Training Course" section below, or contact the Department of Environmental Health & Safety at x3494.

I rent a motor vehicle while I am traveling on University business or attending conferences. Do I have to comply with this Policy? 

Yes. You must complete the Driver Authorization Form and obtain authorization from the Department of EH&S to operate a motor vehicle for these purposes.

I have accidents and/or violations on my motor vehicle record. Can I still drive a motor vehicle owned or leased by the University or rent a motor vehicle for University-related activities? 

Please see the Policy for additional information (Section 4.3)

Does the Policy contain driver and passenger safety guidelines? 

Yes. Please see the Policy for compete details (Section 7.0). Some examples include mandatory seat belt use, bans on smoking and cell phone use, and a prohibition on driving University owned or leased motor vehicles more than three-hundred miles one-way from the Bristol campus.

Can I use my personal motor vehicle to conduct University business? 

Employees may use their personal motor vehicles to conduct University business and will be reimbursed for mileage, subject to the University’s Travel and Entertainment Policy. This reimbursement is intended to cover the costs to operate an employee’s motor vehicle, including insurance costs. The University’s liability insurance, if applicable, is always excess over any personal automobile insurance carried by the employee. The University requires that employees who regularly use their motor vehicles on University business maintain automobile liability insurance with limits of at least $100,000 for bodily injury for each person and $300,000 for bodily injury for each occurrence. Property and collision damage is the sole responsibility of the motor vehicle’s owner.

Students are permitted to use their personal motor vehicles to conduct University business if they have obtained driver authorization and meet the other requirements of the Policy (Section 6.1)

Employees using their personal motor vehicles to conduct University business need not obtain driver authorization.

What should I do if I am in an accident? 

If the accident occurs on-campus, contact the Department of Public Safety immediately. If the accident occurs off-campus, contact 911 or the local police department so that a police report is prepared. See the Policy for a complete list of what to do in the event of an accident.

Can I operate a motor vehicle owned or leased by the University for personal use?Can I operate a motor vehicle rented for University-related activities for personal use? 

No. Any damages and/or liabilities arising out of the personal use of the motor vehicle are the sole responsibility of the driver. The University will expect the driver’s personal automobile insurance to respond in the event of an accident or any other event arising out of such personal use. Sanctions may be imposed upon violators including, but not limited to, termination of employment for employees and suspension or expulsion for students.

I have questions about this Policy. Whom can I contact? 

Contact the Department of Public Safety at ext. 3333 or the Department of Environmental Health and Safety at ext.3494.

May a third-party (i.e. someone who is a non-employee or student) operate a Motor Vehicle?

No. The Motor Vehicle Use Policy specifically prohibits third-parties from operating a Motor Vehicle. If there are circumstances where there is a perceived business need for a third-party to operate a Motor Vehicle (e.g., a spouse or volunteer participating in a trip), please contact Rachel Nuzzo in the Office of General Counsel (x 5582; rnuzzo@rwu.edu) at least thirty (30) days in advance of any such need to discuss possible accommodations.

Where do I go to pick up keys?
Key box is located inside the public safety building down by parking garage. The key box is mounted on the wall to the left of the public safety counter window.  

How do I pick up keys?
Sign into the key box (use your university ID to scan into the log in screen.)
For most instances, use the last four digits of your university id# as the password for the login, unless you have been instructed otherwise.
The key box will prompt you to open the door
A key will illuminate red, this is the key to the van you will be using

What do I do if my van says it is unavailable, key is not returned, or not showing as a selectable vehicle to check out?
Contact your supervisor or advisor; or speak with Public Safety officer; please have your confirmation email with you.

How do I return keys?
Sign into the key box (use your university ID to scan into the log in screen.)
For most instances, use the last four digits of your university id# as the password for the login, unless you have been instructed otherwise.
The key box will prompt you to open the door
Return the key into any open slot
Close the door and ensure the key box registered the returned key, then you are all set

Where are the vans parked?
Vans are parked on the ground level of the parking garage next to the ramp that takes you to the second level.

How can I locate my van?
Vans are parked on the lower level of the Parking Garage; vans spaces are marked; vans are numbered at read doors.

How do I fuel a van with a gas card?
When taking out a van, the red card holder should always be attached to the keys, unless taking out a spare key set.
Please ensure before departure that inside the red car holder is a university gas card and a slip of paper with a pin code.   Note that Gas Cards at any Gas Station.
When at pump, first check the mileage on the van, this will be needed shortly.
Insert the Gas Card as prompted by the gas pump.
Depending on pump it may prompt you one of the following in different order
Input driver pin ID, , use the pin ID in the red card wallet
Input vehicle mileage
Select grade of fuel this can be regular gas
Always have the receipt printed – the receipt will be returned to a small folder inside the key box upon return
If there is no card in the red envelope, you may use your personal card but ensure you collect the receipt so that the university can refund you.
It is best to take a photo of the receipt just in case the physical receipt is ever lost.

How do I report damage / mechanical issues?
Complete the Van Information Log when you return to campus
If you notice damage/mechanical issues and you don’t feel comfortable driving the van; please see Public Safety

What do I do if I get into an accident off campus?
Remain calm and call 911
Do not leave the scene of the accident
Make no statement that would assume any obligation or liability
You MUST request that a police report be taken to document the accident
Contact your supervisor immediately and Public Safety at (401) 254-3333; you will need to complete to have Public Safety complete a report when you return to campus and note this on your Van Information Log

What if the key fob doesn’t work?
If the key fob isn’t working the physical key can still be used to unlock the van.
Some vehicles car alarm may sound when unlocking the van, if this is the case the vehicle will need to be started before the alarm may turn off (this is so the vehicle ensures itself it’s not being stolen)
If needed, you can get a replacement fob battery, but keep the receipt so you can be reimbursed for the battery.