Longwood University  Chief Administration and Finance Officer:      Human Resources        201 High Street, Lancaster 335, Farmville, VA  23909         Phone: 434.395.2074     Fax: 434.395.2666

Policy 5213
EMPLOYEE DRIVING PRIVILEGES

I.     PURPOSE

The University has a strong interest in ensuring that employees who drive Longwood owned 
or leased vehicles in the course of their jobs, do so responsibly, and act in accordance with 
established Commonwealth and Longwood procedures in reporting vehicle accidents. The 
University also has a strong interest in avoiding undue liability risks by curtailing driving privileges 
of employees whose driving conduct suggests they presently pose higher than normal risks.

II.     POLICY

The Campus Transportation Officer has responsibility to monitor, evaluate, and put into place
procedures designed to manage risks associated with traffic accidents and moving violations. 
The Campus Transportation Officer further has the authority to recommend suspension or 
revocation of privileges to drive Longwood owned or leased vehicles to the Chief 
Administration and Finance Officer (CAFO).  The President has the authority to suspend or 
revoke employee driving privileges pursuant to this policy.

III.     PROCEDURE

        A. Driver's Licenses: Employees must be presently licensed to drive a vehicle in the
        Commonwealth of Virginia before they may be issued a Longwood owned or leased
        vehicle. Proof of licensure must be presented to the Campus Transportation Officer.

                1. Notice of Suspension or Revocation of State Driving Privileges: Employees
                whose driving privileges have been suspended or revoked by the Department of
                Motor Vehicles must inform the Campus Transportation Officer of that action within
                twenty four (24) hours. Vehicles may not be issued to employees whose license is
                suspended or revoked.

                2. Special Vehicle Class Licenses: Certain Longwood vehicles, such as some buses
                and trucks, require special "class" licenses to operate. Employees without such special
                class licenses may not, under any circumstances, operate vehicles requiring them.

        B. Employee Traffic Citations Involving Moving Violations with Longwood Vehicles:
        Employees who receive moving traffic citations issued by a municipal, county or state law
        enforcement officer while operating a Longwood owned or leased vehicle must report the
        citation to the Longwood Transportation Officer and the employee's immediate supervisor
        within twenty four (24) hours.

                1. Disciplinary Action: Traffic citations are issued for violations of the State
                 Motor Vehicle Code. Driving performance causing a traffic citation to be issued is
                substandard and dangerous to human life and property. Under normal circumstances, 
                a progressive disciplinary approach will be issued the employee. If more than one 
                active disciplinary action relating to traffic citations is present in the employee's 
                personnel file, more punitive disciplinary action may be warranted. If a disciplinary 
                action is issued and the employee's citation is later voided in traffic court, the discipline
                shall be voided as well.  The CAFO has the authority to evaluate individual violations 
                and use discretion in deciding what disciplinary action is appropriate under the 
                circumstances.

                2. Suspension of Employee Driving Privileges: The Campus Transportation Officer
                shall make a recommendation to suspend privileges to drive a Longwood vehicle, if in
                the view of the Campus Transportation Officer, the violation suggests the employee's
                driving habits pose an undue risk for the institution. Examples might be reckless driving 
                or driving in excess of ten (10) miles over a posted speed limit.  Under normal
                circumstances, suspension of driving privileges may be lifted by attendance in and
                completion of a local, police-sponsored, remedial driving program.

        C. Employee Vehicle Accidents Involving Longwood Vehicles: Employees involved in
        vehicle accidents while operating Longwood vehicles must follow certain Commonwealth 
        of Virginia procedures, such as calling the state police before moving the vehicle. (Note: 
        A detailed description of the procedure is located in the glove box of each Longwood 
        vehicle.) The Campus Transportation Officer must also be notified immediately.

                1. Disciplinary Action: The Commonwealth of Virginia has an accident committee 
                which makes determinations on all state agency vehicle accidents.  Among other things,
                the committee determines if the accident was "avoidable."  The institution receives a 
                copy of such a report when its vehicles are involved in accidents. The Transportation
                Officer will provide a copy of this report to the involved employee's immediate 
                supervisor as well. If a determination has been made by the committee that the accident
                was avoidable, the driving performance of the employee involved will be considered
                substandard and a disciplinary action appropriate to the circumstances will be issued by
                the employee's immediate supervisor.

                2. Remedial Driver's Training: Under appropriate circumstances, the CAFO has 
                the authority to direct an employee who has been disciplined for a driving offense to 
                attend remedial driver's training as an alternative to suspension of driving privileges.

                3. Suspension or Revocation of Driving Privileges: The Campus Transportation
                Officer shall make a recommendation as to whether or not to suspend or revoke
                privileges to drive a Longwood vehicle if the accident is determined to be avoidable. 
                If a suspension of driving privileges is issued by the CAFO, the suspension will be
                lifted only after the employee completes a local, remedial,  police-sponsored driving 
                course. A revocation may be issued if circumstances like serious personal injuries or
                major property damage result, or if the conduct was particularly reckless or if the 
                employee involved has other driving-related disciplinary actions in an active status. 
                If a revocation of driving privileges relating to Longwood vehicles is issued, the 
                specific requirements for restoration of the privilege will be provided for the employee 
                affected. Single vehicle accidents involving minimal damage or especially mitigating 
                circumstances may not warrant suspension of driving privileges.

Revised and approved by the Board of Visitors, September 7, 2002.

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