Basic Agreement
I UNDERSTAND THAT (please read carefully):
· All information provided by me on this form is true and accurate to the best of my knowledge.
Insurance: The Insurer and Trent University reserve the right to obtain a copy of your driver's record (abstract) both upon receipt of this application and periodically thereafter, as deemed appropriate by the University, to verify the driver remains in good standing.
Driver's Licence: · I must have a valid driver's licence for any country and class of vehicle that I will drive. Drivers who fail to maintain a valid licence is an offence under the Ontario Highway Traffic Act and may invalidate coverage under Trent's automobile insurance policy should a claim arise. (Please note: it is the Driver's responsibility to ensure that his or her licence is valid) · I will immediately inform my supervisor and the Risk Management Office of a change in my status as a driver, including but not limited to: suspension of driver's licence, increase/reduction in demerit points, need for medical review, corrective lenses, suspension or expiration of my license etc. Driving a university vehicle without a valid license is prohibited and may constitute grounds for disciplinary action. · If my demerit points exceed 5, I am involved in multiple accidents in a two year period, I am involved in a very serious accident or I am exhibiting erratic driving behaviour I may lose my status as an authorized driver. · I will follow all restrictions noted in my licence.
The Law: I will obey all the applicable laws including the Highway Traffic Act at all times while operating a Trent University vehicle. Specifically: · My blood alcohol level is not to exceed the limits specified in the Highway Traffic Act and the Criminal Code and I will not be under the influence of any illegal drugs when operating a Trent University vehicle. Failure to adhere to this condition will result in the immediate removal of driving privileges, will invalidate your personal liability coverage by the Trent University insurer and may constitute grounds for disciplinary action up to and including termination of employment. · Only fully hands free wireless devices may be used while operating a Trent vehicle, on or off Trent property. The vehicle must be at a complete stop, out of the lanes of traffic, if a hand held device is used. · I will not engage in street racing as defined by the highway traffic act (at 50kph over the posted speed limit). · I will not operate a Trent University vehicle in an inappropriate or unsafe manner on or off Trent property and will exercise extra care for the safety of pedestrians while operating a Trent University vehicle off vehicle roadways. · I am personally responsible for any costs associated with the breach of any statue or bylaw while operating a Trent University vehicle (e.g. impound fees, towing fee, fines, traffic or parking tickets, cost to rent a similar replacement vehicle for duration of an impound).
Safety: Unauthorized passengers and hitchhikers are not permitted in University vehicles. · All vehicle occupants will use seatbelts unless legally exempted due to a disability and the number of passengers will not exceed the number of seatbelts. · University vehicles are only to be used for university business. · Smoking is not permitted in a university vehicle. · At the start of each day or shift, I will conduct a complete circle check of the vehicle noting any defects or damage, including tire wear. I will physically check the brakes, lights, horn, wipers and any other safety equipment to verify that they appear to be working as intended. Any defects will be immediately reported to my supervisor. Unsafe vehicles will not be driven until they have been repaired. I will immediately report any accidents to my supervisor, the Risk Management Office and the Police (when required by law) or Campus Security (on Trent property).
The personal information on this form is collected by Trent University under the authority of Section 17 of the Trent University Act, and will be used to create and maintain a Trent University approved drivers' list. The information will be provided via our broker to the University's insurer and other necessary agents of the insurer, for insurance purposes including claims and legal action.
In signing this agreement you are giving consent for Trent University to use your information for these purposes. If you have any questions regarding the collection, safeguarding and use of your personal information, please contact Risk Management at 7372.
Trent University Service Vehicles Daily Circle Check
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1) Bring your driver’s license. 2) Before starting engine, check:
3) Enter vehicle, start engine, check:
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4) Proceed if no problems found. |
Safe Towing Checklist
The following items should be checked on the trailer and tow vehicle every time you tow a trailer, even for short trips. You may want to copy this list and keep it in the tow vehicle.
On the tow vehicle, check:
- Fluid levels: fuel, oil, transmission fluid, brake fluid, and radiator
- Tire pressure: examine tires for cracks, bulges or signs of excessive wear
- Hitch and receiver: no rust, loose bolts, or cracked welds; ball is correct size for trailer and is tight
- Electrical connectors and wiring on both vehicles (no loose connectors or broken wires).
- With the trailer hitched, check running lights, turn indicators, brake lights and mirror adjustment
- If applicable, with the trailer hitched, test the brakes and trailer brake controller, and adjust trailer brakes for the load
On the trailer, check:
- Hitch and coupling, be sure coupler fastens securely over ball
- Check safety chains, hooks, and points where they connect
- Tire pressure and condition of all tires
- Signal and brake lights, running lights, and emergency flashers
- Check that the pin securing the ball mount to the receiver is intact
- Check that load in trailer is secure so that no loose objects will bounce or fly out
- The trailer is licenced and I have a copy of the ownership
Towing Considerations
- Reduced braking capacity
- Increased fuel consumption
- Reduced safe passing opportunities
- Reduced rear vision
- Reduced acceleration
- Increased driver fatigue
- Increased wind effects
- Height of trailer when reversing (car ports, overhanging trees)
- Propensity to jack knife when reversing
Accidents Should a Trent owned or leased vehicle be involved in an accident or be vandalized, the driver is to observe all legal provisions. If the accident occurs on a public road and there is: personal injury, damage in excess of $1000 or damage to roadside signs, poles, fences or landscaping the police must be informed immediately. Campus Security (705) 748-1333 is to be informed immediately of any accidents that take place on Trent property. On or Off Campus The driver is to exchange insurance information with any other involved parties, complete an Accident Reporting Form and inform the Risk Management Office (705) 748-1011 ext. 7372 that day, regardless of the amount of damage incurred. If the accident occurs outside working hours, the driver is to inform Campus Security (705) 748-1333 who will in turn inform the Risk Management Department. The Department to which the vehicle belongs to is responsible to pay any insurance deductibles and will determine whether to make any repairs that are not safety related eg. Cosmetic body work. The department will consult with the Risk Management Department to coordinate any insurance claims. Departments are to ensure Accident Reporting Forms are kept in each vehicle along with a copy of the insurance and vehicle ownership. ACCIDENT REPORT FORM- PAGE 2 ACCIDENT REPORTING FORM To be completed at the scene. (Important: Do not admit liability or discuss any settlement.) Date of Accident: Time of Accident: Location (also see last page for sketching information) Your Name: Other Vehicle #1 or Property Involved
Driver’s Name________________________________
Driver’s License #_____________________________
Owner’s Name________________________________
Your Vehicle License Plate #____________________
Make and year of your vehicle: _____________________________________
Your speed at time of accident: ____(kph)
Driver’s & Owner’s Address: ____________________________________________
Phone #____________________
Weather Conditions:
Road Conditions:
Other Vehicle #1
License Plate #:________________________________
Make/Model/Year______________________________
Insurance Company____________________________
Policy Number________________________________
Witness 1: Name, Address,, Phone #
License Plate #: ____________________________________
Other Vehicle # 2 or Property Involved Drivers Name_________________________________
Drivers License #______________________________
Owners Name_________________________________
Witness 2: Name, Address, Phone #
License Plate #: ______________________________________
Driver’s and Owner’s Address ____________________________________________
Phone # _____________________________________
Details of any Injuries:
Other Vehicle #2 License Plate # ________________________________
Make/Model/Year______________________________
Insurance Company____________________________
Policy Number________________________________
Names, addresses any injured persons:
Guidelines After Accident: Check for personal injuries, call 911 if needed due to injuries or severe damage. If vehicle is drivable and if it’s safe to do so, pull to side of road away from traffic. Record all the relevant information on page 1. Put out beacons or flares if available. Complete a sketch of the accident, points of impact and damage. If you have a camera, record the damages and the scene. File an accident report within 48 hours (Ontario 24 hours at Collision Centre) NOTES: Accident Report Number Police Officer (if applicable)
University Vehicle Policy
TRENT UNIVERSITY RISK MANAGEMENT POLICIES AND PROCEDURES MANUAL Subject: Procurement, Lease, Maintenance and Use of Motor Vehicles Number: RMP 010 Approving Authority: VP Administration Contact: Director, Risk Management Effective Date: November 17, 2008 Applicable Legislation: Occupational Health and Safety Act Highway Traffic Act Motorized Snow Vehicles Act Boating Restriction Regulations Canadian Aviation Regulations Definition: Motor Vehicles mean any self-propelled vehicle designed to carry one or more human passengers and includes, but is not limited to, trucks, cars, vans, motorcycles, ATVs, airplanes, boats, snow mobile, tractors and material handling equipment, such as forklifts. 1.0 Policy Trent University is committed to the safety of all employees and students. It is the policy of the university that all vehicles owned or leased by Trent will be in good mechanical repair and will have valid third party liability insurance coverage in an amount determined by the Director of Risk Management. Vehicles licenced for use on public roads will be maintained to the appropriate Ministry of Transportation safety standards at all times. Departments are encouraged to have the Trent logo and other identifying information applied to Trent owned vehicles, in support of our external communications strategy, and should consult with Marketing and Communications to determine which identifiers are appropriate. Only authorized drivers will be permitted to operate Trent owned or leased vehicles, and only when in compliance with all requirements of the Drivers’ Agreement and Information Form, available on the Risk Management Department website. 2.0 Procedures 2.1 Purchase. When a department wishes to purchase a vehicle, they are to contact the Purchasing Office for assistance before they enter into any agreements with vendors. Before the purchase order can be processed, the requesting department is required to identify a source of funds sufficient to cover acquisition and all operating costs including gas, oil, insurance, regular maintenance and repairs. Trent University strongly encourages the purchase of new vehicles to avoid excessive maintenance and repair costs. However, if a department wishes to purchase a used vehicle, the vehicle must be safety certified and emission tested to Ministry of Transportation standards before it is operated by any Trent employee or student. As well, the vehicle will be inspected by an independent mechanic for overall mechanical soundness before the department agrees to purchase the vehicle. The Department is responsible to arrange initial licence plates. Purchasing will forward the vehicle make, model, year, VIN and plate number to the Risk Management Department three working days before the vehicle is to be picked up. The Risk Management Department will arrange insurance coverage and provide an insurance certificate that must be kept in the vehicle at all times. Once the vehicle is obtained, a copy of the ownership form shall be provided by the department to the Risk Management Department. Departments are responsible for all licencing, maintenance, operation and insurance costs for their vehicles. 2.2 Lease. When a vehicle is leased by a department for more than 30 days, it will be insured under our owned vehicle policy. The user department will arrange the lease through the Purchasing Department who will then provide the vehicle make, model, year, VIN, plate number and a copy of the leasing agreement to the Risk Management Department three working days before the vehicle is picked up for use. • 2.3 Drivers. Departments are to ensure that all employees, students or volunteers who they require to operate Trent owned or leased vehicles complete the Drivers’ Agreement and Information Form. The drivers’ supervisor is to review the information provided and conduct a risk assessment of the individual’s driving record to determine whether the individual should be 2 authorized to operate Trent owned/leased vehicles. The supervisor should consider the frequency, severity and recentness of any charges and accidents and any remedial training undertaken by the driver to improve his/her skills If the supervisor is willing to accept the individual as a driver, s/he is to sign the form and provide a copy, along with a clear photocopy* of the driver’s driving license, to the Risk Management Department who will inform the insurance provider. When employees are hired into a position that requires the incumbent to operate a Trent vehicle, the job posting should specify that the successful candidate must have a valid driver’s licence and approved for coverage by the university’s insurer as conditions of employment. * If the employee is reluctant to provide a photocopy of their license, the supervisor is to verify the licence number, expiry date, conditions and that the employee is the person named on the licence. A form to document this verification is available on the Risk Management Department web site. 2.4 Legislation. Operators of any Trent owned, leased or rented motor vehicles are to adhere to the stipulations of all applicable legislation at all times. 2.5 Vehicle Maintenance. Departments are required to ensure that their vehicles are maintained in good running condition at all times. The maintenance schedule recommended in the owner’s manual should be followed. Any malfunction of safety equipment must be repaired before the vehicle is returned to service. Once the vehicle has over 100,000 of mileage and/or is five years old, the Department shall ensure that the vehicle is safety inspected annually to Ministry of Transportation standards. All required repairs must be made before the vehicle is returned to service. All maintenance and repairs should be documented and the records kept as long as the university owns or leases the vehicle, and three years thereafter. 2.6 General Safety. Due to the increased chance of rollover in an accident, vans purchased, leased or rented by Trent University that are larger than mini-van size (8 passengers) must conform to school bus safety standards as determined by the Ministry of Transportation. In any vehicle, if the driver cannot see all around the vehicle from the driver’s seat, it is recommended that a back up alarm be installed in the vehicle. If no alarm is installed, a second individual must guide the driver when reversing. When employees are traveling out of the Peterborough area, they are to be provided with the means to summon assistance in an emergency, eg. a cell phone. Winter tires are to be used between December and March, or longer if the temperature is expected to drop below -7 degrees Celsius when the vehicle is being operated. 2.7 Accidents. Should a Trent owned or leased vehicle be involved in an accident or be vandalized, the driver is to observe all legal provisions. If the accident occurs on a public road and there is: • Personal injury • Damage in excess of $1000 or • Damage to roadside signs, poles, fences or landscaping the Police must be informed immediately. Campus Security is to be informed immediately of any accidents that take place on Trent property. The driver is to exchange insurance information with any other involved parties, complete an Accident Reporting Form and inform the Risk Management Office that day, regardless of the amount of damage incurred. If the accident occurs outside working hours, the driver is to inform Campus Security who will in turn inform the Risk Management Department. The Department is responsible to pay any insurance deductibles and will determine whether to make any repairs that are not safety related eg. Cosmetic body work. The department will consult with the Risk Management Department to coordinate any insurance claims. Departments are to ensure Accident Reporting Forms are kept in each vehicle. 2.8 Disposal. Departments are to consult with Purchasing when they wish to sell, trade or dispose of a vehicle. They are to inform the Risk Management Department once the ownership has been transferred so that the vehicle can be removed from our insurance policy. The Department is responsible to ensure any Trent logos or other identifying markings are removed if the vehicle is likely to be returned to service with another owner.