Motor Vehicle Policy
This policy is intended to provide the requirements by which Roger Williams University and Roger Williams School of Law employees and students are permitted to safely operate University owned, leased, or rented motor vehicles.
Complete your Driver Authorization Request Form and upload your completed documents for Authorized Driver approval:
* Front and back legible photocopy of your driver license
* Driving Test Completion form (for 9-12 passenger van drivers)
* Defensive Driving Certificate (for students)
Additional Program Information and Links
Requesting Driver Authorization
All drivers of Motor Vehicles must be authorized by the University prior to operating a motor vehicle
If an accident occurs with a Motor Vehicle, the following steps should be taken by the driver:
- If an accident occurs on-campus, do not leave the scene of the accident. Call the Department of Public Safety at x3333 or (401) 254-3333.
- If an accident occurs off-campus, do not leave the scene of the accident. Call 911 or the local police department. You must request that a police report be taken to document the accident. Upon the return to campus, notify the Department of Environmental Health & Safety at (401) 254-3494.
- Contact your supervisor immediately after calling 911 or the Department of Public Safety.
- Make no statement that would assume any obligation or admit liability.
- Provide the other party with the insurance information contained in the Motor Vehicle, as well as your name, address, and the telephone number.
- Accidents involving rented Motor Vehicles must also be reported to the rental agency.
The University has obtained 24-hour roadside assistance for Motor Vehicles owned by the University and assigned to the Department of Athletics, Student Programs and Leadership, and the Intercultural Center. Information on the roadside assistance service is located in each Motor Vehicle. Employees and students should use this service when they are off-campus and encounter a need for roadside assistance service (i.e. vehicle will not start, break down, lock out, flat tire, etc.).
Driver Safety Training Course
All students seeking driver authorization are required to complete the course as part of their authorization process.
- Go to http://bridges.rwu.edu
- Log in to Bridges using your Roger Williams University username ("jsmith") and password
- Join the "EHS Training" site by clicking on the "Membership" tab on the left hand side of your Bridges home page, then clicking on the "Joinable Sites" tab, and then the "EHS Training" site link (sites are listed alphabetically).
- On the EHS Training site home page, click on Defensive Driver Training link. This will display the video.
- Once you have finished watching the video, fill out an e-Signature Page by clicking on the e-Signature link.
- After you complete and submit the e-Signature page, it will display an "Initial Report" page which is a copy of your submitted form.
- The Initial Report page is your completion certificate!
- Save this report as your completion certificate and attach it to the online Driver Authorization Form.
- If you have any issues please call EHS at Ext.3494 or Ext 3781
Employees are required to complete the hands-on course only if requesting to drive 9-12 passenger vans, but it is recommended that they view the online training. Please note that in regards to the hands-on training: this may be scheduled through the authorizing department.
If there are any questions regarding the Motor Vehicle Use Policy please contact the Environmental Health and Safety Office at extension 3494 or visit EH&S’s webpage.
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.
- 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.
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.
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.
See on the "Driver Safety Training Course" section below, or contact the Department of Environmental Health & Safety at x3494.
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.
Please see the Policy for additional information (Section 4.3)
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.
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.
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.
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.
Contact the Department of Public Safety at ext. 3333 or the Department of Environmental Health and Safety at ext.3494.
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; email@example.com) at least thirty (30) days in advance of any such need to discuss possible accommodations.